Student Employment Forum Presented by Tracy Worthey and Teresa Shook Human Resources

What’s new now and for the fall 2019

Change Request Form We have updated our change request form Streamlined to what is needed Used for both student and non-student work assignments Must click on the ‘SAVE’ button at the bottom of the form to validate the information submitted. Currently out on the HR website now https://hr.uncc.edu/forms/temporary-and-student-employment

Federal Work Study Appointment Form FWS form has been updated Streamlined to request only the necessary information Added some fields for processing purposes No longer can put two Web Time Entry Approvers (set up your proxies) New forms will be available for returning and new students at Niner Central.

Minimum Pay Rate New starting pay rate for all student employees is $9.00 an hour About 25% of the student employee population was being paid below. Pay increases should be an annual review for student employees Up to 2% for returning students (18 cents on an hourly rate of $9) Up to 5% for students that are taking on new duties and responsibilities (45 cents on an hourly rate of $9)

Job Descriptions and Pay Ranges Conducting a study of position descriptions to help define entry, mid and expert level To create a standard position description that all departments can agree upon Will establish the correct pay range for each job title Will acknowledge specialized duties that may require a higher pay rate This study will be done for all job titles over the course of the year, started with STEM departments for (research and lab job titles) Will identify the need to add more job titles, if needed

Criminal Background Checks Please ensure that if your student position falls into the “Sensitive Duties” categories under University Policy 101.23 Employment-Related Background Checks and Criminal Activity Reporting, that those request for background checks are submitted prior to their start date. https://legal.uncc.edu/policies/up-101.23 Responsibilities for minors or animals; handling of cash and cash equivalent; controlled substance and hazardous materials; master key access; sensitive information; and driving University vehicles. Did you know that there is a Minors on Campus University policy 716 https://legal.uncc.edu/policies/up-716 Please review if your program host minors on campus. Please note that all students transferring from a Student position to a Non- Student position will be required to fill out a non-student application and have a background check conducted prior to their start date.

Criminal Background Process Email the Student Employment Coordinator with the following: Student’s Name Email address Department Org number Indicate if the student will be driving a University vehicle, including golf carts You will be informed if the report is clear and your recommendation can be approved for hire If there is something in the report that is job related, the Director of Staff Employment will reach out to the hiring official to discuss

Canvas EPAF Training Academic Affairs and Human Resources have been working on developing an online Canvas course for EPAF training This training will be required for all new EPAF initiators In addition, it will be a resource for all current initiators and approvers It covers E45SP (special pay request), EPTF50, STU070, and STMP 15 and 18. This should be released by Fall 2019

Upcoming Projects Spring 2020

Electronic Hiring Packet Will move to an electronic hiring packet for all employees This will change the process for students Current state: Student is selected and sent to HR to complete new hire paperwork, given yellow card then EPAF/appointment form is sent to HR for approval with a future start date Future state: Student is selected and complete I-9 online and they report to HR with their documents to receive the yellow card. EPAF/appointment form is submitted with a future start date. It will be on the student and supervisor to ensure that all new hire paperwork is completed within first 30 days of employment Foreign Nationals onboarding will be half paper and half online. Most will be done during the live orientation sessions offered at the start of the semesters More to come once we have a final product this fall!

Bi-Weekly Payroll Transition TP monthly payroll for student and temporary staff to a biweekly payroll cycle Why Change to a biweekly payroll cycle? Deterrent for students to work off campus When beginning a new on-campus job, may need to wait up to 7 weeks for first paycheck If miss timesheet deadlines, students/temps must wait a full month to get paid for that previous month’s work Improving the way we pay students would help with student success efforts, including those to increase FWS assignments When:  March 1, 2020 Work in progress to transition from monthly to biweekly Banner configuration and testing HR business process improvements to facilitate a two week PR cycle Updates to training manuals, FAQs and documentation  

Bi-Weekly Payroll Payday will be every other Friday and the pay week will run Sunday through Saturday. Timely submission will be needed more than ever! Please review PIM 63 Process Deadlines and Requirements for Hiring and Paying Temporary Employees. https://hr.uncc.edu/policies-and-procedures/university-policies- and-pims/pims

Online Student Orientation Following the Federal Work Study Orientation online model There will be a student employee online orientation that will go over what is required and expected of a student to work on campus. Then it will lead them to the online hiring packet to complete It will cover processes, procedures, expectations as a student worker, payroll, and resources to report harassment and employment issues.

Contacts Contact Email Extension Specialty Teresa Shook Tshook4@uncc.edu 7-0671 Student Employment Vacant 7-5224 Temporary Staff Amber Fraizer Amber.frazier@uncc.edu 7-6044 Onboarding Herlicia Blakely hblakel2@uncc.edu 7-1428 CBC, I-9, SS Letters Tracy Worthey taworthe@uncc.edu 7-0670 Director