Departmental Research Administrators Workgroup (DRAW) November 30, 2011 deMarneffe 132

Agenda Announcements HR Processes - Heather Pellegrino & Christina Tocci Introduction of Linda Bramante from Research Management

Announcements Core expenses: – Only use research funds to pay for services – Cost transfers of core expenses are processed by Core Managers – More to follow at the January DRAW meeting Pre-Award process for submitting proposals – see latest Proposal Checklist on Research Intranet site

A-133 Audit completed for Fiscal Year 2011 – Two federal awards were selected – No findings at McLean! Thank you for all those who were involved in the process

Human Resources Process Overview for DRAW meeting

Salary Ranges and Salary Calculations  Every job is assigned to a pay grade/salary range Immediately available within the job requisition  Starting salaries Pay grade minimum + years of experience  Salary expectations depend on: Internal equity Availability of funding Maximum starting rate

New PeopleSoft Departments  Request submitted to HR  Need to identify: PeopleSoft manager Approvers Default GL  Time frame: Less than 1 week

New PeopleSoft Departments  Delays: Change in department table hierarchy Identifying a PeopleSoft manager who has not attended MSS training  Generally, the setup of a new department should not delay the recruitment process

Performance Appraisals  Department Requirements: Appraisal Packet (retain a copy for your records) Signed confidentiality agreement ALL HealthStream trainings completed PeopleSoft transaction  HR Process Review hard copy of the performance appraisal Check for completed HealthStream trainings Approve PeopleSoft transaction

Recruitment Process  HR has implemented hiring processes to ensure that we are in full compliance with OFCCP regulations….

Posting Positions  Submit an online requisition through PeopleSoft  Provide recruiter with accurate, updated job description including: Education Licensure Experience as appropriate  HR Reviews and Approves before posting  Minimum posting for 5 days

Posting Positions  External postings automatically appears in: America’s Job Exchange AbilityLinks GoogleBase Indeed.com JobCentral Recruiter Networks

Reviewing Candidates  Recruiter routes qualified candidates At least twice a week  Hiring manager reviews each candidate Log into PeopleSoft to review all applicants  Hiring manager must return comments on ALL candidates routed – retain your notes in event of audit!  Position may be reposted after 5 days if all applicants have been considered and comments have been forward to recruiter

Interviewing Candidates  Contact the candidates directly or ask the recruiter to set up an interview HR interviews provide information regarding benefits, salary range and employment requirements  Information to track: Candidate’s name Interview date Individual(s) who interview the candidate Type of interview (phone/in person) Interview notes from each interviewer (must be job related – retain in event of audit!)  DO NOT send candidate to HR for CORI at this time!

Preparing for Offer  Recruiter submits references request for candidate through Skill Survey Department may check references, however it does not eliminate the use of Skill Survey  Letter of recommendation (if provided) Recruiter must confirm with the individual who wrote the reference Also, does not eliminate the use of Skill Survey  Recruiter completes salary calculation and reviews with hiring manager

Making Job Offer (HR)  Recruiter extends the offer, but candidate may NOT start until: Successful CORI check Successful National Background check Candidate receives medical clearance  Recruiter sends conditional offer letter and with directions for completing hiring requirements (background check, Occupational Health)

Completing Hiring Requirements  Candidate completes CORI form in person in HR office, Hire Right national background check form online, and Occupational Health requirements  Once all have cleared, coordination occurs for start and orientation date  Hiring Manager sends recruiter information regarding each candidate interviewed including: Name Date of interview Persons who interviewed the candidate Type of interview (phone/1 st interview/2 nd interview) Comments regarding why candidate was not chosen – speak to your recruiter for guidance

Employee’s First Day  New employee visits HR to complete final paperwork  New employee attends orientation  New employee reports to Security for completion of ID badge

Remember  Under no circumstances may an employee start before: Reference checks have been completed CORI and National Background Checks are complete Medical clearance has been obtained  If you have any questions, please check with your recruiter

Contacts  Tanya/Christina – Research recruiting Tanya: or Christina: or  Nick Yale – Research IS or x2822  If you are unaware of who to contact, dial the HR front desk at x3448 and your call will be triaged to the correct individual

Questions?

Contact Raquel Espinosa Phone: