1. O&O SM Training Human resources
09 November 2018

2. Agenda HR Role in O&O Recruiting & Hiring Helpful Information
Census
Pay – pay rates
Job Descriptions – Including seasonal
Hiring Process Guidelines
Recruiting Toolkit
Helpful Information
Review documents
Data Integrity (PAFs)
Progressive Counselling
HR Portal/Zendesk
Processing a New Hire
Onboarding Training
09 November 2018

3. HR’s Role in O&O
09 November 2018

4. 09 November 2018

5. Census – Full-line
09 November 2018

6. Pay Ranges *needed when processing a new hire
09 November 2018

7. Job description overview *turn to page 14 in the Recruiting toolkit
09 November 2018

8. Hiring Process Guideline *Turn to Page 10 in the recruiting toolkit
09 November 2018

9. Helpful information
09 November 2018

10. Pay Calendar
09 November 2018

11. 2018 Company Observed Holidays
Holiday Calendar
2018 Company Observed Holidays
U.S O&O Stores
Holiday
Company Observing
New Year's Day
Monday
1/1/2018
Memorial Day
5/28/2018
4th of July
Wednesday
7/4/2018
Labor Day
9/3/2018
Thanksgiving Day
Thursday
11/22/2018
Christmas Day
Tuesday
12/25/2018
* Retail stores will observe holidays on the actual day.
09 November 2018

12. Referral Bonus Program
Eligibility: All regular full-time and part-time employees with at least three months of service.
Employees NOT eligible to receive the bonus include:
Supervisors or Managers involved in recruiting or hiring an employee who will report either directly or indirectly to them.
Human Resources (HR) staff
Policy: When a regular full-time or part-time employee recommends a qualified individual for a valid opening and the referral is hired as a regular full-time or regular part-time employee, a referral bonus will be awarded when the new hire successfully completes the first 90 days of employment. The referring employee must submit written notification of the referral with a copy of the individual’s resume. HR will review and confirm the referral.
If PANDORA hires a referred candidate, HR will notify the referring employee of the date of eligibility for the Employee Referral Bonus. Bonus Payments will be included on their next Pay checks and will be grossed up. (90 days from the referred candidate’s start date).
09 November 2018

13. Internal Employment application
*Saved on HR Portal*
09 November 2018

14. Lifecare
09 November 2018

15. FMLA – UNUM
09 November 2018

16. UNUM – Filing a claim
09 November 2018

17. On the job injury
Sample Report
*Saved on HR Portal*
09 November 2018

18. PAF’s *Saved on HR Portal* Termination PAF & Job Change and Pay PAF
09 November 2018

19. Who to contact HR Generalists Melody Logan: MLogan@pandora.net
Kathryn Downey:
Steph Gottschling:
Ashley Graham:
Brooke Pinzka:
HR Business Partner
Kris Callahan:
Leave of Absence, Benefits, Worker’s Comp
Caitlin Sless:
Payroll/Paycheck issues and questions
Payroll Portal/Zendesk
Other important contacts
Loss Prevention - Garry Rhodes
Ethics Hotline
09 November 2018

20. Who is your Partner and When to CallDM
When an inappropriate workplace issue is reported or occurs.
Before an incident occurs.
To assist with solutions to tough issues.
Share thoughts or ideas regarding an associate.
Prior to delivering any written disciplinary documents.
Prior to drafting Corrective Actions.
Prior to ALL terminations.
All policy violations.
Substandard job performance-not meeting expectations.
If an associate discloses a medical condition or personal issue that is/will impact their ability to do their job. HR
Prior to drafting written Corrective Action.
Prior to terminations.
Concerns about discrimination, retaliation, harassment, or other significant concerns. LP
When there is a LP policy or practice violation.
Any theft related incident(internal/external)
All alarm system, camera and safe concerns.
All key orders and replacement(display cases, front door, exit doors).
Any threats of violence.
All calls from/to law enforcement, attorneys, fire marshal etc.
09 November 2018

21. Progressive Counseling Process
09 November 2018

22. Progressive Counseling guidelines
PURPOSE
PANDORA supports the use of progressive counseling to address conduct issues, such as poor work performance or misconduct, to encourage employees to become more productive and to adapt their behavior to company standards and expectations. The focus is on identifying the problem in accordance with but not limited to the policy guidelines.
Employment with PANDORA is “at will,” which means it either PANDORA or the employee may terminate the employment relationship at any time, for any reason.
PROCEDURE
Progressive counseling involves the following steps that intended to impress upon the employee the urgency of meeting performance and/or personal conduct expectations, and correcting the problem. If coaching and retraining have failed to improve employee performance, counseling is used instead. Counseling is a formal approach to correcting behavior and improving performance.
Counseling provides the employee with an opportunity to be successful.
Employees are being given the opportunity to get back on the right track. Prior to counseling, though, all coaching, training, and feedback opportunities have been exhausted.
The approach is progressive in nature and provides an employee with a plan to correct the below standard performance.
Corrective action forms and any documentation related to the counseling becomes a permanent part of the Employee’s personnel file.
09 November 2018

23. Progressive Counseling steps
1. Verbal Warning
A verbal warning is often the first step in progressive counseling. This is the first step in correcting unacceptable behavior or policy violations. As soon as a manager recognize a potential problem is developing, a verbal conversation should take place. Use this action to address substandard performance even when it is a first offense. This step can be documented on the corrective action form, but it is not required. The employee should have an opportunity to explain the situation or actions.
2. Written Warning
A written warning is the next step in progressive counseling. In certain situations, depending on the severity of the action or behavior, may lead directly to a written warning. The employee should have an opportunity to explain the situation or actions. As the name of this step implies, the employee is provided with a writing. The writing should convey the performance or behavior issue, the conduct required going forward, and the ramifications if the company’s expectations are not met.
3. Final Written Warning
A final written warning is the last step in the progressive counseling process. In some circumstances depending on the severity of the action or behavior it may lead directly to a final written warning. The employee should have an opportunity to explain the situation or actions.
A final written warning should be issued when one of the following applies:
a) Employee engages in unacceptable conduct or performance for which prior corrective actions have been issued
b) Employee engages in unacceptable conduct classified as a severe offense
09 November 2018

24. Corrective action form
09 November 2018

25. Remember Be respectful! But be direct.
Communicate to the associate their progress will be monitored and improvement within a reasonable timeline is expected
Include the timeline of your follow up conversation.
DOCUMENT all performance related conversations.
Live up to the timeline and have follow up conversations.
BE CONSISTANT with documentation and follow up.
09 November 2018

26. Store Manager Zendesk (HR PORTAL) overview
09 November 2018

27. Create a ticket The SM will Access HR Portal via either link below
Select the HR O&O option
On the Sign In page you will have access to the most up to date documents that are available for your ease of use.
Select the following to access
HR Documents
New Hire Paperwork
To sign in – click Sign In
09 November 2018

28. Options for users to Create a ticket
Once signed in Managers will be able to open a ticket based on the request needed
Prescreen Request
Submit a PAF
Change of Address
Direct Deposit
Set-up Full Time Employee
Deactivate Full Time Employee
Statutory Termination
Each ticket will require basic information to be filled in AND many times require attachments to complete the request
09 November 2018

29. Attachment Requirements by ticket
Prescreen
Application (Page 5 includes availability)
Submit a PAF
PAF Excel file – filled in 100% with signature and date
Direct Deposit
Pandora Direct Deposit Form signed
Voided check or bank authorization
All Terminations
Resignation letter if available
Submit Paperwork – within 72 hours of employee start date
Copies of IDs for I9
Employee Purchase Program signed sheet
Seasonal Offer Letter (if applicable)
Application (If not included in original ticket)
Interview Evaluation
State required forms (PA and California)
09 November 2018

30. Details on other ticket requests
Setup Full Time Employee
Only required for internal promotes or if there was an error identified
Please note: an auto request is generated in Ultipro for all new hires in Full Time roles
Deactivate Full Time Employee
Should be submitted after a Full Time employee with resigns before their last day
Change of Address
Along with Direct Deposit
Being phased out as we are rolling out Self Service to all employees to access their own information and directly update all personal information
09 November 2018