1. HR Policy Updates: Executive Summary
September, 2016

2. HR Policy Review
Goals
Revise policy to reflect current landscape and align with best practices
Delineate between policy and procedure (i.e., clearly define framework vs flexibility)
Continue to optimize and enhance strategic delivery of HR initiatives to campus
Protect University and minimize potential legal exposure (i.e., strengthen compliance efforts)
General features of the policy revisions:
Add “definitions” section to policies
Specify roles & responsibilities
Integrate Workday processes and terminology
Take into account best practices of Ivy+ Peers

3. HR Community Engagement
The following pages summarize the major HR Policy changes and updates
The Office of Legal Counsel reviewed and approved the draft policies
Draft policies were published to HR community in May, 2016 with a request for comments
We have received and considered comments
The only policy revision that generated comment was the requirement that temporary staff employees undergo criminal history checks like those performed on regular staff employees
The comments were complaints about the time it takes for a criminal history check (about 48 hours) and the cost ($25)
We plan to publish the new policies in final form and to begin enforcing them on October 3, 2016

4. HR Policy Review Update: Executive Summary of Changes
203 Temporary/Seasonal Employment (formally Temporary Employment)
Defines and establishes parameters surrounding temporary staff and temporary seasonal employees.
Clarifies service bridging (i.e., ERIP enrollment eligibility only) for temporary employee transitioning to regular benefits-eligible employee. Effective date of all other service dates and benefits are date of regular benefits eligible position.
Requires criminal history check for all temporary employees.
Additional Workday report created to identify assignment length for temporary employees.
204 Reference and Background Checks
Clarifies definition of covered population.
States that a background check report must be conducted within six months of the hire date (to eliminate use of expired background checks).
Eliminates past employment verification as a required component of the background check – note: employment verifications should be part of reference checks by the department. Departments can still request employment verification by the vendor as an a la carte service.
205 Re-employment of University Employees
Includes insufficient notice as a reason for ineligible to re-hire.
207 Layoff
Eliminates severance period language. Note: severance payments made in lump sum format are recognized; anything outside of this format must be explicitly stated in the individual severance agreement.

5. HR Policy Review Update: Executive Summary of Changes
208 Termination of Employment
Aligns policy with Workday termination reasons field (a “data element”).
Clarifies timeline for termination processing.
209 Staff Employee Hires to the University of Chicago from the University of Chicago Medical Center
Eliminates hyperlink to the UCMC Employment Process policy, which is not available to the public.
Updates timeframe from immediately to seven day period.
211 Sponsorship of Foreign Nationals for Permanent Residency (formally Sponsorship of Foreign Nationals)
Aligns policy to match Policy 212 Sponsorship of Foreign Nationals for H-1B Specialty Occupation Visas.
214 Regular Non-Benefits Eligible Employment
Updates to reflect Workday process.
215 Probationary Periods for Staff Employees (New)
New. No changes to intent or language; previously included in policy 202 Recruitment and Selection Process.
302 Job Descriptions
Clarifies responsibility for job descriptions: Employee & Labor Relations to focus on union staff, Compensation to focus on non-union staff.
Aligns policy with practice; job profiles are reviewed and updated quarterly throughout Performance Management dialogue and Annual Compensation Process.
Clarifies retroactive period for job profile updates to three months.

6. HR Policy Review Update: Executive Summary of Changes
502 Attendance (Absenteeism, Tardiness and Job Abandonment)
Clarifies time approver’s role and responsibilities in absence management procedures.
506 Bereavement Leave
Modifies language to include son-in-law and daughter-in-law.
508 Personal Leave of Absence (PLA)
Eliminates travel as a circumstance that is eligible to be covered by PLA.
Adds Leave Administration’s address and authority to approve PLAs.
Clarifies that PLA is not an alternative to termination.
Clarifies that vacation and personal holiday accruals will be paid in full at the beginning of the PLA.
509 Vacation
Eliminates three month waiting period before employees can use vacation.
Clarifies vacation accrual pay out procedures when a reduction of work hours occurs and employee is at or over new accrual balance.
Defines vacation accrual rate maximum.
510 University Holidays
Eliminates the statement indicating that university holiday time is paid out at the time of termination.
511 Personal Holidays
Eliminates three month waiting period before employees can use personal holiday time.
519 Monthly Absence Report
Clarifies time approver’s role and responsibilities in absence management guidelines.
Aligns policy and current process (UChicago Time).

7. HR Policy Review Update: Executive Summary of Changes
705 Personnel Records (formally Employee Access to Personnel Records)
Defines accountability and location for employee personnel files.
Reflects new procedures for employees to access his/her personnel files.
1002 Staff Employee Recognition
Clarifies service recognition definition; based upon fiscal year, not calendar year.