New Department Chair Training

1. New Department Chair Training Human Resources Presented by: Debra Gehrke August 30, 2013

2. Overview HR Updates Payroll information HR processes Recruitment Process Employee Relation Information

3. HR Updates UPS Electronic Leave Submission Affordable Care Act Rehired Annuitant Pay Plan Criminal Background Check Policy

4. Criminal Background Checks • Policy was revised Feb. 2013 per Board of Regents policy guidelines • “Positions of Trust” has been defined as those: • Have access to vulnerable populations • Property access requiring master keys/card access • Financial/fiduciary responsibilities • Executive positions • Positions of trust with access to vulnerable populations must have a criminal background check every 4 years

5. AskHR Goals When to ask How to ask

6. Payroll Unclassified • Paid first of the month • Submit paid leave reports monthly to supervisor • Earning statements/leave reports accessible through MyUWhttp://my.wisconsin.edu • Electronic Leave Reporting

7. Payroll Unclassified Paid Leave • Only annual appointments earn vacation and personal days if eligible • MUST report leave or no leave taken • Leave reports are due the 5thof the month for leave taken in the previous month • Paid leave can be reduced at the end of the year if monthly reports are not submitted. • If out of work for 5 consecutive full days must have doctor verification before coming back, unless approved prior to leaving (i.e. pregnancy)

8. Payroll • Classified, LTE’s and Students • Paid Bi-Weekly • Enter absence requests and time worked into HRS through http://my.wisconsin.edu portal • All hours worked and paid leave should be entered into HRS by the end of each pay period. • HRS Time/Absence Training Materials http://www.uwstout.edu/hr/HRS-Time-and-Absence-Training.cfm

9. Overloads $12,000 annual limit was removed 35% of annual salary Overload Tracker was implemented to communicate overloads across departments and to ensure cap is not exceeded

10. Performance Evaluation • Unclassified • Probationary and Academic Staff performed annually • Tenured faculty every 5 years or as necessary • Notifications will be sent by HR to Dean’s Office when evaluations are to be completed • Classified • Probationary completed months 2, 4, and 6 for a six-month probationary period • Completed annually after probationary period

11. Renewal Notices • UWS 10.05 (1) and Faculty, Academic Staff/Limited Appointee Handbook • Fixed Term Appointments • At least 3 months before end of appointment within first 2 years • 6 months thereafter • Probationary Appointments • At least 3 months before end of appointment in the 1st year • 6 months before end of appointment in 2nd year • 12 months thereafter

12. Employment Services (ES) Forms Implemented ImageNow workflow for processing ES forms Access to view forms at any time Access to view signed contract letters at any time Quicker processing time Paper forms no longer accepted Other HR forms will begin using workflow

13. Unclassified Recruitment & Hiring Process • Talent Acquisition Manager (TAM) • Online applicant tracking system – integrated with payroll (PeopleSoft HRS) • Unclassified recruitment, emergency hires, LTE’s • Search Committee Training • Required once per fiscal year • Will train entire departments by request • Coordinators will go through in-depth TAM training

14. Unclassified Recruitment & Hiring Process • EEO/AA Recruiting • Takes proactive steps to recruit and advance women, minorities, persons with disabilities, and covered veterans • OFCCP focus is on efforts and results • Diversify outreach efforts – advertise in targeted magazines, newspapers, websites, etc.; recruit from organizations that serve targeted groups • HR is monitoring effectiveness of sources

15. International Hiring Never promise to obtain specific immigration status for a candidate or incoming faculty Remind incoming foreign faculty that obtaining/paying for visas for family members is their responsibility Work authorization is required BEFORE the new foreign faculty may begin work and proper authorization can take up to 4-5 months Remind foreign faculty to notify HR if they will need to travel. There is always RISK when traveling View the Immigration Recommendations for Department Chairs Memo for detailed information

16. Title IX and Sexual Misconduct Title IX Sexual Misconduct Prohibits discrimination on the basis of sex, including sexual harassment in educational programs and activities. It also protects against retaliation. Used to describe many behaviors including sexual harassment, sexual violence, and/or discrimination and harassment based on sex or gender. These behaviors include things such as: • Rape • Sexual assault • Stalking • Domestic violence • Sexual exploitation

17. Reporting Requirements Informal discussion and mediation • Contact your supervisor or Title IX coordinator for consultation and advisement on informal resolution. Formal Resolution • Situations which cannot be resolved informally or severe in nature. Reported verbally or in writing to your supervisor or directly to the Title IX Coordinator.    • name of the victim • name of the alleged harasser • factual description of the incident(s) (including dates, times, places, and the names of any witnesses).

18. Title IX Coordinator/Deputies Deb GehrkeDirector of Human Resources/Title IX Coordinator715-232-2613 (office)Deputy Title IX Coordinators: Joan Thomas (complaints against students)Dean of Students715-232-1181 (office)Terry McCann (complaints against employees)Employee Relations Manager715-232-2314 (office)

19. Family and Medical Leave Acts Provides “job-protected” leave for eligible employees with a qualifying reason. If employees wish to be paid during the absence, they may use accrued paid leave hours.

20. Who is Eligible? WI FMLA Federal FMLA • Anyone who has worked for the State for more than 52 consecutive weeks. • Anyone who has worked for the State for at least 1,000 hours during the 52-week period preceding beginning of the leave.  • Anyone who has worked for the State for at least 12 months (need not be consecutive). • Anyone who has worked for the State for at least 1,250 hours of service during the 12-month period preceding the beginning of the leave.

21. Qualifying Reason • Leave for treatment for a serious health condition* for the employee • Leave for caring for a spouse, child or parent with a serious health condition • For birth or adoption of a child * Serious health condition: is a condition that makes the employee unable to perform the functions of the employee’s position.

22. Use of Leave • Leave for a qualifying reason is for a total of 12 weeks per year and it can be used all at once for 12 consecutive weeks, or it may be used intermittently. Intermittent leave schedules should be approved by the supervisor. • Leave provided under the WFMLA and FMLA is unpaid leave but employees may substitute any accrued leave.

23. Employee Responsibilities Required to give their supervisors as much notice as possible of the need to take FMLA leave (30 days is required for foreseeable scheduled events).

24. Supervisor’s Responsibilities • Contact Human Resources as soon as an employee notifies you of potential leave or has been out of work for 5 consecutive full days • Must ask for and employees are required to provide a fitness-for-duty certification signed by the employee’s health care provider BEFORE returning to work from FMLA leave taken for the employee’s own serious health condition. • Employees are NOT allowed to return without the fitness-for-duty certification.

25. Questions?