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School of MedicineStaff Human Resources
Administration
The Nuts and Bolts of
Managing Staff HR
Some Basics There are three ways to hire staff:
Open Recruitment (preferred) Administrative Decision (sometimes appropriate) Open Search (through EOP)
There are two ways to change staff positions Reclassification Promotion
Through open recruitment Through administrative decision
Some Basics (Continued) There are four opportunities to address staff
salaries: At the time of hire (working with your recruiter) At 6 months (new hires only – max 5%) September 1, during the merit process Under special circumstances if a pay adjustment
is required for: Internal equity Loss of position in range – addressing compression Retention
Some Basics (Continued) There are two times each year to evaluate staff
performance: Annually during the merit cycle (May – August) Mid-year (December – February)
Staff should be coached regarding their performance all year
When staff aren’t performing you should:
DOCUMENT, DOCUMENT, DOCUMENT!!!
When To Do What, And Who Should Get It
When You Want to Hire Someone
Open Recruitment (Preferred Method)
Use Open Recruitment When: You have classified staff positions to fill You think you’ve identified a candidate, but you
want to be sure you have the best person for the job
Dean’s Office approval is NOT required
Administrative Decision (Use Sparingly)
Use Admin Decision when: You are moving a temporary employee to regular
status You have pre-identified a uniquely qualified
candidate, and you genuinely don’t believe open recruitment will generate a better candidate
You need to hire staff transferring with a new faculty member
You are promoting a staff member (vacated position will be filled)
Dean’s Office approval IS required
When You Want to Pay Someone
Supplemental Pay Requests
Do supplemental pay requests for: All retroactive pay adjustments All TAS adjustments Vacation pay out requests Extra Duty pay Bonus pay Awards, honorariums, etc.
Supplemental Pay Requests (Continued) Dean’s Office approval IS required for:
Extra Duty pay Bonus payments of any kind Awards, honorariums, etc.
Dean’s Office approval is NOT required for: All retroactive pay adjustments All TAS adjustments Vacation pay out requests
An Aside
Extra duty pay should happen rarely, if ever for biweekly paid staff (non-exempt) – the overtime mechanism in place should capture any “extra duty” activity required!!
Salary Changes
Dean’s Office Approval IS required when: The salary quote for a new hire or promoted staff
member is greater than the range max You are trying to do a salary adjustment outside of
the merit cycle (excluding 6 mos increases up to 5%)
You want to give more than 5% at the 6 mos increase
When You Want to Change a Title/Position
Staff Reclassifications
An employee should be reclassified when: His/her job duties and responsibilities have
outgrown the original job description You do NOT plan to fill the position the employee
will vacate
Dean’s Office approval IS required for all job reclassifications at grade 229 or above OR when the employee doesn’t meet the minimum quals of the new job.
Staff Promotions
You promote a staff member when you DO plan to fill the position he/she is vacating.
Dean’s Office approval IS required if you do the promotion through the Administrative Decision process.
When You Want To Do Something Weird?
Call the Dean’s Office!!
Do’s and Don'ts
Do . . .
Consult Organizational Development When: You want to re-organize/re-structure your office You need to eliminate a position or positions You want to terminate an employee An employee has significant performance issues
Do . . .
Consult HR Compensation When: You want to do an equity/salary analysis on a
group of your staff You want to create a new staff position You want to significantly deviate from the quote
provided by your recruiter for a new hire
Do . . . Call (7-4569) or email ([email protected])
me anytime Involve the Dean’s Office on any staff related
issue with which you think we can be of help: Salary negotiations Bonus structures (performance, retention,
relocation, etc.) Employee relations issues
Follow the guidelines regarding Dean’s Office approval for staff related matters
Don’t . . .
Be afraid to ask questions Fail to document poor performance Fail to document good performance Be afraid to ask the Dean’s Office to be the
“heavy” if you’re asked to do something that you’re not comfortable with
Do something you’re not sure is right without first asking for guidance
Questions???