Hiring Graduate Students 2019-20

May 15, 2019

To: School/Division HR Officers and Secondary Contacts
From: Steve Matson, Dean; Beverly Wyrick, Director of Finance/Administration ConnectCarolina HR/Payroll

Graduate students may be hired for a semester, academic year, calendar year, or other periods as needed. Each school/division has varying effective dates in order to meet their business need. The stipend calculator tool can assist users in determining what salary to enter on the ePAR form, given the graduate student’s start/expected job end dates, to ensure the intended amount of pay.  The stipend calculator can be found on The Graduate School’s website, http://gradschool.unc.edu/funding/facultystaff.html. Please be sure to use this tool to calculate the correct amount of pay and to ensure the minimum stipend is met for students who receive tuition awards.

Below are common scenarios for students hiring dates:

Start Date Pay-Through Date Expected Job End Date
Fall Only 08/20/2019 12/31/2019 01/01/2020
Spring Only 01/01/2020 05/15/2020 05/16/2020
Academic Year 08/20/2019 05/15/2020 05/16/2020

 

The Start/Pay-Through dates on the stipend calculator are used to determine the salary amount.

Helpful Reminders:

  • Training materials and other information for student originators can be found here: Student Originators
  • The expected job end date for the Hire or Job Change ePAR should always be one day greater than the Pay-through date on the stipend calculator.
  • Be sure to review the instructions on placing and/or returning EHRA students from short work break here: Short Work Break
  • Use the Multiple Jobs Summary or UNC Employee Information page in the HR Work Center to review the student’s employment and job status prior to taking any action. These pages provide the following information:
    • HR and Payroll status, which helps determine if the employee is active or on a work break.
    • Appointments and their expected job end date.
    • Department, job code, and FTE.
  • The Multiple Job Summary or UNC Employee Information pages can also help departments avoid hiring a student into the same job twice, as well as avoid term/re-hires or transferring the student out of the wrong appointment.
  • Students should be returned from work break if they will be returning to their appointment. Or, if they will not be returning, then they should be terminated.
  • When completing the ePAR to return a student from work break, do not check the box to bypass compensation and funding. Instead, be sure to include compensation and funding on the action. This will allow the originator and all approvers to confirm the compensation and funding are accurate.
  • Please be advised, if a student is transferring from a job that is on Work Break into a new appointment, they must first be returned from Work Break.
  • When submitting hires, returning from work break, and termination, always be mindful of payroll deadlines.
  • 2019-20 HR/Payroll dates and deadlines calendars:
    • HR/Payroll calendars
    • Note: Calendars are subject to change. Please review on a regular basis to ensure you have the most up-to-date information.
    • TIP:  you can pull the Payroll Deadline calendar into your Outlook calendar and view it side-by-side or as an overlay to your personal calendar.  For step-by-step instructions, visit this website: Combine outlook calendar.
  • Lump sum payments for graduate students are not allowed.  The decision was made by the Graduate School and OHR Benefits in response to Affordable Care Act (ACA) requirements for tracking benefits eligibility and was effective when ConnectCarolina went live in 2014. Lump sums payments also do not allow reporting offices to get a good count of student employees and the hours they work.

For policy questions, contact Beverly Wyrick at 919-962-6318 or bwyrick@email.unc.edu.

For process related or technical questions, submit a help ticket at http://help.unc.edu.

Attachment - Memo: Hiring Grad Students 2019-20

Background Check Billing Process Improvement

May 6, 2019

To: HR Officers, HR Secondary Contacts and Business Managers
From: Linc Butler, Associate Vice Chancellor for Human Resources

We are pleased to announce that no later than May 14, the background check program will move to Customer Billing Management (CBM). CBM is a tool that enables campus departments to manage inter-departmental charges.

CBM will improve operational effectiveness and provide an efficient billing experience for departments including:

  • A more timely billing process
  • The opportunity to update chartfield strings prior to charges posting

If you should have questions regarding CBM for background check charges, please contact Cheryl Gerringer, Workforce Strategy, Equity and Engagement Business Officer at (919) 843-8315 orcheryl_gerringer@unc.edu.

For questions regarding the background check process, please contact Fitzgerald (Fitz) Young, Background Check Supervisor at (919) 962-2903 or fitz_young@unc.edu.

Vice Chancellor Felicia Washington to Leave UNC

May 6, 2019

Interim Chancellor Kevin M. Guskiewicz and Executive Vice Chancellor and Provost Robert A. Blouin issued the following announcement regarding Vice Chancellor Felicia A. Washington’s move from her position at the helm of Workforce Strategy, Equity and Engagement to her new role as senior vice president for human resources at the University of Southern California:

It is with mixed emotions that we write to let you know that Vice Chancellor Felicia Washington is leaving Carolina to assume a new post as senior vice president for human resources at the University of Southern California. Throughout her tenure, Felicia has been an earnest and steadfast advocate for Carolina’s students, faculty and staff, and a dedicated colleague, friend and counselor to so many beyond the two of us. Her impact on our campus will continue long after her departure.

Since joining the University in 2014, Felicia has helped lead us through some of the most pressing challenges in Carolina’s history. Namely, she was a key leader in the NCAA and Wainstein investigations; the comprehensive redesign, development and implementation of a new Policy on Prohibited Discrimination, Harassment, and Related Misconduct; and the related resolution with the U.S. Department of Education’s Office for Civil Rights on the University’s Title IX program. She helped lead the reframing of the Office for Diversity and Inclusion and brought the CEO Action Unconscious Bias Bus Tour to campus earlier this year. Additionally, she has been instrumental in efforts to grow the capacity of the Equal Opportunity and Compliance Office and Office of Human Resources teams, and a key driver in bringing together central and campus human resources personnel to tackle the challenges of improving the search and hiring processes and bettering the systems we use to do our work.

Felicia has worked tirelessly to make Carolina a place driven by a culture of respect, engagement and inclusion, all the while assuring the University’s compliance with federal, state and UNC System policies. She has provided invaluable advice and counsel to the administration, the Board of Trustees, faculty, staff and students and local and national organizations.

A 1987 graduate of Carolina, Felicia earned her juris doctorate from the University of Virginia School of Law. Prior to her service at UNC-Chapel Hill, she was a partner in the Charlotte Office of K&L Gates LLP, a global law firm, integrating that firm’s predecessor, Kennedy Covington Lobdell & Hickman in 1990. The list of legal and community boards she has served includes the Board of Trustees at UNC-Chapel Hill, the Board of Governors of the North Carolina Bar Association, and the North Carolina Medical Board.

The Division of Workforce Strategy, Equity and Engagement will be led in the interim by Becci Menghini, senior associate vice chancellor. Becci joined Carolina in 2015 and brings a wealth of experience to this role at an important time for our University. We have full confidence in her ability to oversee the University’s strategic initiatives as part of the leadership team and are grateful that she has agreed to serve until a new vice chancellor is hired.

Felicia will leave UNC-Chapel Hill at the end of the academic year. In the meantime, please join us in thanking her for her dedication and accomplishments. Her passion and love for Carolina will no doubt inform her work at USC, and we wish her the very best.

Important PeopleAdmin Updates

May 3, 2019

To: HR Officers & Secondary Contacts
From: Noreen Montgomery, Senior Director of Employment & Staffing, Office of Human Resources

As mentioned in previous Carolina HR Council meetings, the Office of Human Resources has been working on improving PeopleAdmin workflows in support of Operational Excellence’s goal of streamlining the hiring process. We are excited to announce three new process improvements.

In an effort to enhance the quality of candidate pools, Careers at Carolina Notifications were added in PeopleAdmin so candidates will be notified of job openings as they occur in the career job family of interest to them. In addition, a new template for interest cards to be printed has been developed for hiring managers to promote career opportunities available here at Carolina. These cards can be shared at professional conferences or other networking events. Please share the template for the interest cards found on the OHR website on the Hiring Manager Information page under “Advertising Resources.”

Effective May 6, 2019, departments will now request advertising services from Graystone Advertising Group through a new feature in PeopleAdmin. The Advertising Request Form is no longer available for use. The fields to request Graystone’s services will be completed by the department HR Representative who is submitting a new posting. Utilizing Graystone’s services to place external advertisements is free (no hidden costs or fees).

Departments will only be responsible for the cost of any advertisements at the same rate (or better) as if they contacted the vendor directly. Graystone will not place any ads or incur any charges that are not approved by the department. Graystone will arrange payment directly with each department for any ads that are approved and placed. See the attached quick reference guide on advertising.

An overview of this easy process is as follows:

  • The integrated feature is located on the Advertising and Recruitment tab of the posting summary for each employment type.
  • The department HR Representative must select “Yes” or “Do Not Advertise with Graystone” when entering the new posting request.
  • Graystone will automatically receive an email if “Yes” is selected.
  • The email to Graystone will include the information that was submitted through PeopleAdmin along with general information regarding the job posting.
  • A Graystone representative will use the contact information entered in PeopleAdmin to follow-up with the department.
  • Graystone will respond with an acknowledgement within 30 minutes of receiving the request and will provide quotes for each advertising recommendation.

Effective May 13, 2019, the EHRA Non-Faculty Hiring Proposal and approval process will be streamlined. Updates include:

  • The School/Division approver will now send the Hiring Proposal directly to their EHRA NF Consultant. The OHR Employment Approval stop has been removed.
  • The following fields have been removed: Recommended Rank and Title, Modifier Code, the Interim Review questions, the Equal Opportunity Goal field, and the Certification Statement.
  • The following fields have been added: Actual Start, Actual Salary, and an auto-populated Home Department.
  • The following field has been modified: Recommended Salary has been changed to Recommended Max Salary to give more flexibility when negotiating salary.
  • The Nepotism language has been updated to “Employment of Related Persons” throughout.
  • The EHRA NF Hiring Proposal Approval email that you normally receive from your EHRA NF Consultant will now be auto generated from PeopleAdmin and come from this email address: ehranf@unc.edu.

Finally, in an effort to better reflect HR industry titles and our relationship with our campus partners, Employment Consultant titles have changed to Talent Acquisition Partner or Senior Talent Acquisition Partner effective May 1, 2019.

If you have any questions, please contact your Talent Acquisition Partner.

Graystone Advertising Quick Reference Guide

OSHA, State & Federal Labor Law Poster Updates

May 3, 2019

TO: School/Division HR Officers & Secondary Contacts
FROM: Linc Butler, Associate Vice Chancellor for Human Resources

As a state institution, we at UNC-Chapel Hill are responsible for ensuring that all required workplace postings are up-to-date and available to all of our employees. Attached are updated versions of required posters with links to their accompanying electronic versions. Please ensure that postings throughout your office are updated and available to be viewed by all in your school or division. According to the US Department of Labor, workplace posters must be displayed or posted in conspicuous places where they are easily visible by all employees.

Posters containing all State and Federal posting requirements are available from multiple vendors, and purchasing an all-in-one poster is a convenient way to stay in compliance with federal and state posting requirements. Additionally, you can request free NC labor law posters directly from the NC Department of Labor, and download federal labor law posters from the US Department of Labor’s website. Download information is available on the second attachment below.

Protection for Reporting Improper Government Activities Labor Posters List - April 2019

Wellness Champions Initiative Launching Summer 2019

May 1, 2019

The Department of Work/Life & Wellness within the Office of Human Resources, under the Division of Workforce Strategy, Equity, and Engagement, is committed to enhancing opportunities for employees to achieve and maintain a healthy and balanced lifestyle within the workplace. The department will be launching Wellness Champions, a new wellness initiative in the summer of 2019, in an effort to improve employees’ health and increase job satisfaction and engagement.

Mission

  • To create, engage, and empower employee wellness committees in every school and division to foster a greater culture of health throughout Carolina.

Partners

  • The Total WellBeing (TWB) team will lead meetings and provide education and resources to assist Wellness Committees meet their goals. The TWB team will be available for consultations with Wellness Champions to help them lead their committee through an annual assessment, planning, and action cycle.
  • Wellness Champions (Champions) will lead their school/division Wellness Committee. Champions are Carolina employees who are passionate about improving the culture of wellness in the workplace, who are well known by their coworkers, and who have (or are committed to developing) the skills for leading a Wellness Committee.
  • Wellness Committees will work with their Champion to assess employees’ health and wellness interests and needs. They will work together to plan and implement 2 – 3 wellness initiatives annually. Committees should represent the collective diversity of their school/division and include individuals from a variety of departments and roles (staff, faculty, supervisors, employees, administrators, researchers, etc.)

Champion Responsibilities:

  • Dedicate 6-8 hours a month to focus on wellness planning and activities
  • Participate in monthly meetings to learn tips, tools and resources to succeed
  • Establish and lead a wellness committee in their school/division
  • Lead committee to develop annual wellness goals
  • Report progress each semester to earn points and gain incentives

Get involved

Click here to sign up for an upcoming Wellness Champion interest session:

  • Thursday, May 16—3-4 p.m. – AOB, 104 Airport Drive
  • Wednesday, May 22—9-10 a.m. – AOB, 104 Airport Drive
  • Friday, May 31—1-2 p.m. — Zoom Webinar

Questions?

Contact your Total WellBeing Team at totalwellbeing@unc.edu

Mental Health First Aid Trainings: May 2019

April 30, 2019

One in five adults in the United States experiences a mental health condition, and 10 million Americans live with a serious mental illness. Mental Health First Aid prepares faculty and staff to recognize and respond to the warning signs of anxiety, depression, trauma, substance abuse and psychosis. These illnesses are real, common, and treatable. Research demonstrates this program’s effectiveness in reducing fear and misunderstanding of mental illnesses and enabling people to offer concrete assistance. Recognizing the symptoms and offering help early can lessen the severity and impact of these illnesses.

Mental Health First Aid is offered at no cost to UNC-Chapel Hill faculty and staff.

The course includes:

  • Discussion of campus culture and its relevance to mental health
  • Discussion of the specific stress and risk factors faced by the higher education population
  • Using an action plan in scenarios designed specifically for faculty, administration and students
  • Identifying mental health resources available on campus and in the community

Join Jodi Flick, ACSW, LCSW from the School of Social Work for Mental Health First Aid Training to learn the skills needed to help someone who is developing a mental health problem or experiencing a crisis.

Upcoming sessions:

May 8 & 9 from 8:00 a.m. – 12:30 p.m.
Hamilton Hall, 102 Emerson Drive
If interested in attending, please email Jodi Flick at: joflick@email.unc.edu

May 13 from 8:00 – 12:30 p.m. & May 21 from 12:30 – 5:00 p.m.
Europa Center, 100 Europa Drive
If interested in attending, please email Jodi Flick at: joflick@email.unc.edu

May 17 & 20 from 8:00 a.m. – 12:30 p.m.
Administrative Office Building (AOB), 104 Airport Drive
Click here to learn more and enroll today!

May 22 from 8:00 a.m. – 5:30 p.m. **Full Day**
School of Social Work, 325 Pittsboro Street, Room 500
Click here to learn more and enroll today!

View Program Flyer

New York Statewide Criminal Search Fee Increase

April 22, 2019

To: HR Officers and Secondary Contacts; Business Managers

From: Noreen Montgomery, Senior Director, Employment & Staffing, Office of Human Resources

The New York state legislature recently passed a bill, which increases the New York statewide criminal search fee by $30 per candidate name (i.e. maiden, alias, etc.). The New York statewide check includes the following counties: Kings, Queens, New York, Bronx, Richmond, Suffolk and Nassau. The new fee will be $98.90 per candidate name.

This increase will apply for background checks conducted on or after June 15, 2019.

If you should have any questions, please contact the OHR Background Check unit at (919) 962-5742 or backgroundcheck@unc.edu.