departmental research administrators workgroup (draw) november 30, 2011 demarneffe 132
TRANSCRIPT
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 email 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/1st interview/2nd 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: [email protected] or x2602 Christina: [email protected] or x3167
Nick Yale – Research IS [email protected] 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?
