HRPAL Update Meeting

Thursday, March 23, 2017

– FY ‘18 Merit Process – Employee Counseling Process – Workers Compensation – New Policy – Performance Management – Workday Recruitment Overview – Workday Recruitment

Management – Offers/Hires/Backgrounds – Hiring Manager Trainings – Processing Terminations – Student Clean-Up

Agenda

• March 16, 2017 – Workday EIB Download of all current salary – Lawson report generated by Medical Finance and sent to KSOM HR

• March 20, 2017 – March 24, 2017 – KSOM HR generate Merit and Market increase report for each department

• March 27, 2017 – March 31, 2017 – Medical Finance review of all proposed Merit and Market increases

• April 3, 2017 – April 7, 2017 – Medical Finance requests department for changes – Departments to verify increases are correct

• April 10, 2017 – April 14, 2017 – KSOM HR and Medical Finance finalize Keck School of Medicine FY18 increases.

• April 15, 2017 – Keck School of Medicine FY18 requests due to Provost

FY ‘18 Merit Process

• Causes for Discipline: – Attendance – Behavior – Confidentiality – Conflict of Interest – Discrimination Harassment – Dishonesty – Drugs and Alcohol – Electronic Resources – Ethics – Gambling – Insubordination – Productivity

– Misappropriation – Productivity – Safety – Policy – Violence – Weapons – Etc.

Employee Counseling Process

• Staff employee should have performance/behavior problems addressed as soon as they arise and be given an opportunity to correct the issue.

• Disciplinary action matches the level of performance/behavior issue. • Department and Managers should reach out to KSOM HR prior to beginning

counseling process.

Forms of Counseling: • Verbal Warning • Written Warning

– Draft of Written Warning(s) must be sent to KSOM HR prior to presenting to employee for review.

• Administrative Leave (when appropriate) • Termination

– Requires proper documentation and justification

Employee Counseling Process Cont.

Considerations: – Consistency in the application of discipline is important. Although different situations

involving different staff employees and circumstances call for discretion in determining appropriate disciplinary action, similar offenses should be met with approximately similar discipline.

– Discipline should be applied in proportion to the magnitude of the offense. – In cases where there is some doubt as to whether the employee is fully aware of

expectations, discipline may consist of a series of disciplinary actions. These disciplinary actions may include oral warnings, written warnings, and/or disciplinary administrative leave. Immediate termination may be initiated for the most serious offenses or willful violations of policies and procedures.

– All inappropriate behavior, disciplinary actions taken relative to that behavior, and expectations for correction of behavior should be fully documented and communicated to the employee in a disciplinary counseling session.

– Verbal warnings should be documented with a notation to the department personnel file at the time the warning takes place

Employee Counseling Process Cont.

• Due to IT security concerns, Payroll & USC Office of Compliance will no longer allow I-9’s or other documents with SSN to be emailed.

• I-9’s and any other document with SSN are to be dropped off at KSOM – HR.

• Fax line will be created and number to be sent at a later time.

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NEW I-9 Procedure

Two New Additional Letters: • Effective Immediately

– Acknowledgement of Receipt of the DWC-1 Claim

(NEW) – Declination of Workers’ Compensation Benefits

and Medical Treatment (NEW)

Workers Compensation

Acknowledgement of Receipt of the DWC-1 Claim (NEW)

Workers Compensation Form

Declination of Workers’ Compensation Benefits and Medical Treatment (NEW)

Workers Compensation Form

Filing a Workers’ Compensation Claim and seeking Medical Care:

Workers’ Compensation Claim Form (DWC-1) Manager’s Report of Incident Acknowledgement of Receipt of the DWC-1 Claim (NEW)

Workers Compensation

Declining Workers’ Compensation Benefits and Medical Treatment:

Manager’s Report of Incident Acknowledgement of Receipt of the DWC-1 Claim (NEW) Declination of Workers’ Compensation Benefits and Medical Treatment (NEW)

Workers Compensation

• NEW Smoke Free Policy

– Memorandum dated January 10, 2017 – Smoke Free Policy - http://policy.usc.edu/smoke-free.

• All USC campuses and facilities, indoor and outdoor.

– Resources available to faculty, staff or students who wish to quit – please see https://employees.usc.edu/benefits/smoking-cessation-resources/.

Smoking Policy

Performance Management

Status

Approval by Primary Manager 0%

Complete Manager Evaluation 8%

Release Review to Employee 2%

Provide Employee Review Comments 1%

Successfully Completed 89%

Performance Management Cont.

FY2015 – Performance Reviews (Year 1) 75%

FY2016 – Performance Reviews (Year 2) 89%

• WD Recruitment has been live for 2 months now!

• Most HRPAL(s) have attended training and/or KSOM Focus Groups.

• Ongoing training will be provided only for those newly hired into HRPAL roles.

• If HRPAL(s) require additional one-on-one training, please reach out to your HR representative.

Workday Recruitment Overview

• The following documents have been revised/added to our website:

• HR Checklist for New Hires & Terminations

• NEW I-9 • End of Fixed Term Notice • Employee Data Form • Supervisory Maintenance Form • Move Worker Request – Multiple

KSOM HR Website

• Requisitions are the foundation of WD Recruiting. All fields should be complete and accurate. – Job Title: No longer required to type department name. – Justification: Rationale for the requisition/position. List the

funding and budgeted salary. If the requisition is a posting waiver, provide explanation & name of individual. List your primary recruiter(s).

– Job Description Summary: Auto filled (if this doesn’t autofill, please type in the minimums based off the JD found on the HRA site) from minimum qualifications found in job codes & descriptions. DO NOT ALTER THE CONTENT. Preferred qualifications can be added in the job description field.

WD Requisition Management

Job Description (Job Announcement) : VERY IMPORTANT! – This is the first description the applicant will see followed by the

minimum qualifications. Edit/format this field into a presentable job announcement for posting. Add preferred qualifications, salary, and type of employment.

– Additional Job Description: Only use this field to populate the

school/division and department fields for the external site. format: Keck School of Medicine: Department Name

WD Requisition Management

• Job Announcements should be effective.

– Attract an applicant’s interest. Tell them about your department. – Communicate the job’s essential points (not too long). – List qualification requirements . – Explain how to apply for the position and any required documents.

• Instruct Internal Applicants Apply Internally

*The Art of Job Advertising Learn to effectively attract the best talent in the marketplace and drive higher quality applicants to your postings through well-crafted job announcements.

Tuesday, April 18th 1-3pm HSC – NTT 7409

Audience: USC staff involved with hiring and recruitment, particularly those creating or editing job announcements.

*Email uschr@usc.edu for details on how to register.

Job Announcements

Applicant Management • USC Hiring Practices:

– Require departments to interview at least three (3) applicants for every posting.

• Dispositioning Candidates: – Once ready to review/screen/manage candidates, please remove job posting

from internal and external sites. – When moving candidates along in the review process, always disposition

candidates who do not meet qualifications or are not eligible as soon as possible- you can reactivate their applications later if you wish.

– Candidates that are interviewed should be statused accordingly in the recruiting process:

1) Review 2) Screen/Interview (either Manager or Recruiter) 3) Reference Check (at departments discretion) 4) Assessment (if applicable) 5) Offer

Applicant Management Cont. • How to Undo Move when accidentally moving to

offer. Tommy Trojan

Requesting an Offer • Prior to submitting an offer request in WD:

– Ensure interview notes have been entered by primary recruiters.

– Only final candidate is in the active applicant pool.

– Offer letter details are provided in the comment field:

• Offer Letter Template • Monthly/Hourly Rate • Expected Start Date • Expected End Date (if fixed term) • Manager • Start Time

• Posting Waivers = Manual Hires. They will not be posted in WD recruiting.

• Once the position is approved in WD, the department will be responsible for submitting the Employee Data Form to their HRPAL for a pre-hire to be created.

• Background will also be initiated by your HRPAL. • Submit all NEW HIRE docs required on the

checklist.

Manual Hires

• ONLY request background (University

Standard) once candidate has electronically accepted offer.

• Background completion emails will no longer be sent out.

• You will only receive an email if the candidate is not suitable for hire.

Background

• Inform and train your hiring managers/primary recruiters.

• Come to an understanding on what actions they should take

• Dates for upcoming hiring manager/primary recruiter trainings will be announced soon.

Hiring Manager/Recruiter Training

Terminations Exempt/Non-Exempt

• Please do not submit a termination to our office until you have verified the following:

– Time sheet is entered through last day and approved or denied by supervisor based on payroll run. (Non-Exempt)

– All vacation and sick time has been entered/verified/approved.

– Resignation letter has correct last day of work stated on it.

– Verify employee is actually leaving and not transferring to another department within USC.

– Specify if you would like the position closed.

Terminations Cont..

OVERLAP • If an employee is resigning with advance

notice and you plan to recruit/hire while they are still working, you must submit their resignation and emphasize you are submitting for overlap.

• If Non-Exempt, email us again closer to the termination date and confirm time sheet has been approved for termination.

Student Population Clean Up The following reports are run on a weekly/monthly basis by either our department or the HR Service Center: • Student Worker Status

Details how many jobs students in your organization have, the last time they were paid, and their enrolled status (integration with SIS). If they have not been paid in more than 3 months, the student will be moved

to the student pool. Okay to be enrolled in Less Than Half-Time Final Semester Visiting Research Assistants are not enrolled

• HCM Data Validation – Staff – Active Staff Without Comp Plans

Every student (with the exception of NRA’s) should have active compensation plans If they do not, they will be moved to the student pool

• HCM Data Validation – Student – Multiple & HCM Data Validation – Student

• Details all active students within your department

Student Population Clean Up

NO COMPENSATION

PLAN

NO RECENT PAYMENTS

GREATER THAN 3 MONTHS

NOT CURRENTLY ENROLLED

(w/exceptions)

STUDENT POOL (Not Yet

Graduated)

TERMINATED (Graduated)