New Policy Training Programs
Several new policy training programs are being offered on the current Training & Development Program Guide. Many of these programs are specifically for supervisors.
- Tuition Assistance Programs (June 3) -- Lunch n Learn
- Determining Just Cause for Disciplinary Action (June 30 / September 28)
- Adverse Weather (July 7) -- Lunch n Learn
- Investigating Workplace Harassment (September 15)
- Layoff: Making the Appropriate Decision (September 1)
- Performance Management for SPA Employees (October 5 and 7)
Extensions of Probationary Periods
If the department decides to extend an SPA employee's probationary period, the extension must be completed prior to the last day of the probationary period; otherwise, the employee will achieve full permanent status. The department must communicate to the employee in writing prior to the last day of the probationary period, and must complete the probationary period extension in HRIS.
Consult with your HR Generalist prior to extending an employee's probationary period.
Labor Day Holiday
The Labor Day holiday this year is an employee holiday; however, classes will be held. Departments are encouraged to operate on that day with minimum staffing.
SPA employees (permanent and temporary, exempt and non-exempt) who are required to work on the holiday will get regular pay plus holiday premium pay. Permanent SPA employees (exempt and non-exempt) also receive equal time off for all hours worked on the holiday (up to 8 hours).
Anyone who volunteers to work but is not required to work gets paid for the hours that they work but does not receive equal time off or holiday premium pay. "Volunteer" means "not required." If the department requires one person to work (but doesn't care who that one person is) then it is not volunteering but is required work time for the person who volunteers.
If an employee works part of the holiday, the paid holiday time is offset (e.g., a full-time employee works 4 hours on the holiday -- 4 hours is recorded as work time, 4 hours is recorded as paid holiday).
Part-time employees receive pro-rated holiday pay (e.g., a 30-hour employee receives 6 hours of paid holiday).
Eight hours is the maximum paid holiday benefit, regardless of the number of hours the employee would regularly have been schedule to work that day (e.g., an employee is regularly scheduled to work 10 hours on Mondays, but only receives 8 hours of paid holiday for Labor Day; 2 hours would need to be coded as vacation or other eligible leave/PTO or would need to be made up later in the work week).
On-Call / Emergency Callback Pay
A new on-call and emergency callback pay policy will go into effect May 30. The revised policy will expand the availability of on-call status to all staff (SPA) classification titles, increase the pay rate, and allow a compensatory time option in place of pay.
On-call pay is compensation for an employee who must remain available to be called back to work on short notice if the need arises. Emergency callback pay is compensation for having to return to the workplace (or respond by telephone or computer remotely) to address a workplace emergency.
Compensation to wage-hour non-exempt employees is required for on-call and emergency callback. For wage-hour exempt employees, supervisors have the discretion to provide compensatory time off for on-call or emergency callback time but cannot provide paid time to the employee.
Employees in medical/health, information technology, or skilled trades positions receive $3 per hour for time on-call. For all other classifications, employees receive $2 per hour of on-call. If the compensatory time off option is taken, the employee receives one hour of time off for every eight hours of on-call time. Emergency callback time is counted as work time.
Temporary employees are also eligible to receive on-call and emergency callback pay. However, temporaries cannot receive paid time off in place of pay.
Department management is responsible for identifying those positions within its area that meet the definition of on-call status. With the launch of this policy, all departments are required to report their on-call designations to the Office of Human Resources no later than June 10, 2005. A reporting form is available on the HR website. If the department has no positions designated as eligible for on-call, indicate "None" on the form and return it.
An advance copy of the revised policy is available on the Human Resources website.
Secondary Employment
Effective July 1, 2005, all SPA employees will be required to report secondary employment activity. This is due to a change in requirements from the Office of State Personnel. If the secondary employment causes a conflict of interest with the employee's primary position with the University, or if the secondary employment results in significant performance deficiencies by the employee, then the supervisor, in consultation with the Office of Human Resources, may require the employee to end his/her secondary employment. Employees are required to update their secondary employment notification forms at least annually.
Performance Reviews
Permanent Full-Time and Permanent Part-Time SPA employees (regularly scheduled to work 20 or more hours each work week) who have been under one or more work plan(s) for 4 months as of May 31, 2005:
- must have their performance reviews completed by May 31, 2005
- ratings must be entered in InPower HRIS no later than June 13, 2005
Permanent Full-Time and Permanent Part-Time SPA employees (regularly scheduled to work 20 or more hours each work week) who have not been under one or more work plan(s) for 4 months as of May 31, 2005, but are active on Payroll as June 30, 2005:
- must have a performance review at the end of the 4 months period
- rating should be entered in InPower HRIS by the department, if the review is completed by June 13, 2005
- rating should be submitted to HR Records & Data Management at the end of the 4 months period, if the review is completed after June 13, 2005
Although the Performance Management cycle runs June 1 -- May 31, it is important to track employees outside this schedule who are in active pay status through June 30 should a Legislative Salary Increase be given. Timely completion of the performance review will ensure this group of employees is eligible to receive any pay incentives given by the Legislature that are associated with performance management ratings
NOTE: The only active system for entering performance ratings is InPower HRIS. The Mainframe/Legacy system is inactive and must not be used.
More information on the data entry procedures is available here.
Learning & Development Principal Function for SPA Supervisors
Starting with the 2005-2006 performance cycle, each SPA supervisor's work plan must have a principal function that describes the responsibility for encouraging and supporting professional development of subordinate employees.
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Principal Function for Supervisors: Support staff development.
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Performance Standard: Encourage and support professional and personal development of staff by at least annual conversations regarding professional and personal development goals with each staff member and by jointly agreeing on an annual career development plan for each employee.
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Performance Indicators: Annual conversations will be held with each staff member and an annual development plan prepared.
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Sources of Data: Development plans for staff.
Grievance Coordinator
Martha Fowler has joined Human Resources as the new Grievance Coordinator. She can be reached by calling 843-8676.
