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 (sbryant@emory.edu)

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???