This
is a new feature on the Human Resources website,
and is a work in progress. If you have a "Frequently
Asked Question", please email it to HRWebmaster
for consideration on this page. Please note,
not all FAQ's submitted are guaranteed to be included
in this list, but will be considered for inclusion. |
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Employment
/ Staffing
Supervisor FAQ's |
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How
do I hire someone for a PERMANENT, SPA position? |
If
there is an employee in the position who is
resigning, submit a letter of resignation to
the Benefits Office
immediately. To post an advertisement, complete
an HR 200:
Recruitment Request for Vacant SPA Staff Positions,
available on the HR Forms webpage.
Once
the form has been submitted to Employment and
Staffing, Human Resources, the job advertisement
will post on the website: jobs.uncc.edu
for a period of one or two weeks.
As
a supervisor or hiring manager, you will review
applications online at
jobs.uncc.edu/hr once the job recruitment
has closed. Screening of applications by Human
Resources may take up to 10 business days before
candidate applications will be available for
review.
When
the interview process has been completed and
you are ready to choose a candidate, you must
complete an SPA Recommendation for Appointment
form (currently not available online).
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How
do I hire a TEMPORARY NON-student employee? |
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How
do I hire a STUDENT employee? |
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How
do I end someone's Probationary appointment, making
them a permanent SPA staff member?
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For
a Career-Banded position or soon to be Banded
position (Information Technology, Law Enforcement,
Administrative Support), complete a Probationary
Review form (currently not available online)
AND Section IV of the Performance
Evaluation, Competency Assessment, and Career
Development (PCAC) form. Submit both
forms to Human Resources. The initial setup
of Sections III and IV of the PCAC form should
have been completed and submitted to Human Resources
within thirty (30) calendar days after the initial
hire.
NOTE:
If, at the time of hire, a dollar
amount was reserved to increase an employee's
salary after the successful completion of the
probationary period, the Probationary Review
form serves as the method to release additional
funds. In the Supervisor comments on
the bottom of the form you must specify
how much (in dollar terms) of an increase is
to be provided on a current,
not retroactive basis.
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| How
do I review applications as a Supervisor? |
First,
you must be logged into the website
jobs.uncc.edu/hr,
NOT jobs.uncc.edu
Secondly,
if you have forgotten or misplaced your login
information, contact Human
Resources for assistance in resetting your
password.
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| What
must my employee do on his/her first day |
Come
to the HR department for payroll processing,
review the website: www.hr.uncc.edu/IamANewEmployee.htm
prior to coming to HR on the first day.
It
is most important that your
new employee, regardless of employment status:
SPA Permanent, EPA Permanent, SPA Temporary,
EPA Temporary, Student employee, etc., complete
I-9 paperwork to comply with federal requirements
regarding employment authorization. This
must be completed by the employee's third
working day.
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Career
Banding
Administrative Support FAQ's |
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What
if I am having technical problems with registration
for the BREEZE seminar about the new PCAC form? |
Please
send an email to the ITS Help Center at help@uncc.edu.
For most users, after you submit the password
and receive an email confirming your registration,
you may click again on the link provided in the
email to begin the course. Breeze does produce
reports for HR on who and what percentage of supervisors
have completed the seminar. |
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Is
the PCAC the same as the annual appraisal for
the 05-06 cycle? Am I being asked to evaluate
my employee’s performance twice? |
The
competency assessment process is separate from
the 2005-06 Performance Evaluations. While the
Performance Evaluations bring closure to a performance
cycle which ended February 28, 2006, the new work
plan and competency assessment initiate the beginning
of the first work cycle in career-banding. |
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Why
was the timing of this process so close to the
timing of the annual performance appraisal? |
For
the employee’s and supervisor’s benefit,
the idea was to finish up the last cycle under
the graded classification system and set up the
performance expectations based on the revised
job description for the next performance cycle
without a long lapse in time. Also, we have been
given a deadline to complete career-banding for
administrative support and the new form is a required
part of that process. |
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Do
I have to complete the “Final Demonstrated
Performance Results under Section III of the PCAC? |
No,
only under Section IV. Section III is
part of the performance evaluation process that
was just completed for the 2005-06 cycle. This
section and the ratings in section III will not
be completed until next year (March 2007). The
form is designed to be used electronically, so
supervisors should keep an electronic copy to
complete the performance ratings on employees
next year. No evaluation is made at this time
on this form for the employee on either Key Responsibility
or Behavioral expectations. |
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Can
my employee complete the work plan and performance
expectations column of the PCAC? |
Your
employee may transfer key responsibilities into
the work plan from his or her job description,
but supervisors must establish and write performance
expectations they have for employees. |
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Where
do I get the “Expected Level of Competency”
required in Section IV of the PCAC for my employee? |
Unless
you have received an email from Amy Braun in Human
Resources with specific information about a band
change, you fill in the “Expected level
of Competency” from the Competency Profile
for the band and range to which your employee’s
current classification title is assigned. If for
some reason you cannot access this information
from the presentation, this link will take you
to the cross walk which translates grade levels
into bands and ranges: click
here
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Do
I have to complete the “Final Demonstrated
Results” column in Section IV of the PCAC? |
Yes,
the most important reason for setting up the online
training course was to ensure that supervisors
understood how to provide specific, concrete work
examples to support the placement of the work
done by an employee in the Contributing, Journey,
or Advanced range of the correct band. After you
complete the sample scenarios, Slides 51 and 52
in the presentation give detailed instructions
on how to complete this column. |
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Can
my employee do this for me? |
No.
Employees cannot be expected to assess their own
competencies. Supervisors must use observations
of work, products, outputs, or examples from the
job description to make an appropriate judgment
call on the competency range. |
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What
kind of review should I expect from Human Resources
once I submit the completed PCAC? |
Human
Resources will review the Final Demonstrated Results
to determine (1) if the supervisor provided examples
which support the competency rating for each functional
competency; (2) if the employee’s demonstrated
functional competency is meeting a business need
not already assigned to other positions in the
unit. |
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Am
I expected to complete Section V, the Career Development
Plan of the PCAC? |
We
are recommending, not requiring that supervisors
compete the career development plan for employees
if their overall competency rating is lower than
the Expected Level of Competency. For initial
career-banding allocation, the career development
plan is not required. |
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What
dates are used on the front page in Section II
of the PCAC? |
The
performance cycle begin date will not change.
It will be March 1, 2006, while the end date is
February 28, 2007.
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What
else must be completed on the front page of the
PCAC? |
All
of Section I, the Final Competency Assessment
rating to the right, and the employee and supervisor
signature to the left.
These do not have to be signed by a reviewer.
Reviewers will receive information about the competency
assessments after Human Resources review. If a
Reviewer wishes to sign all the forms in his or
her area, then he or she should make that known
to the supervisors in their area. |
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What
if I have an individual salary that needs to be
addressed soon, before Career Banding is fully
implemented? |
If
you receive budget approval for an in-range increase
based on changes in job scope and complexity (we
are not addressing reallocation requests), the
Classification and Compensation unit will continue
to use the current in-range salary adjustment
policy to review these requests on receipt of
a “Budget Request to Establish or Modify
a Position” (BREMP or BD-101). The recently
revised administrative support position descriptions
in the career-banding format (PD-102-CB) and a
completed competency assessment will be reviewed
to make an appropriate salary determination. However,
please note that in most cases, Deans and Department
Heads may need comprehensive information on the
recommended band placements for all positions
in a particular area prior to approving individual
requests. |
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What
if I receive funding for a new administrative
support position? |
Any
new position in this job family should be described
using the new position description format (PD
-102-CB) with its detailed on-line Help documentation.
An HR analyst will review any new administrative
position request and assign a traditional graded
classification title to the position, as well
as placing it in a band. The recruitment process
has not changed at this time.
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What
if I have recently hired an administrative support
employee? Do I still have to submit the PCAC form? |
If
an employee has been working in his or her position
for less than six months, you only have to complete
the Work Plan section of the PCAC form (the first
two columns of Section III, listing Key Responsibilities
and Behavioral Competencies, and establishing
your performance expectations). Completing a work
plan for a new employee is standard operating
procedure; the only difference in career-banding
is the format used. You may complete portions
of Section IV, the Competency Assessment, by filling
in the Functional Competencies required in the
position, and by filling in the “Expected
Level of Competency” using the classification
title and crosswalk. Getting this far into the
form will help your new employee understand exactly
how he or she will be assessed over the first
few months. However, the columns marked “Final
Demonstrated Competency Results” and the
“Final Competency Assessment” are
not expected to be completed until an employee
has been in the position for at least six months.
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If
I have already submitted my PCAC, how can I find
out about its status? |
Those
who have completed the PCAC form realize how labor-intensive
the review of these forms will be. Those that
are missing information or lack sufficient supporting
details are being returned with notes and additional
instructions, as necessary, to the supervisors.
Until you receive a packet from Classification
and Compensation sealed and marked “To Be
Opened Only by Supervisor,” you may assume
that your PCAC is still under review. Please
be sure to keep a copy of the form electronically
so it can be easily revised and updated. |
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Why
is the review of my PCAC taking so long? |
One
of the reasons so many are being returned is that
while 199 supervisors have registered for the
on-line course which provided step-by-step instructions
on completing this form, only 23 have actually
completed the presentation. Another problem is
that many supervisors are relying on the position
incumbents to complete the form. Establishing
performance expectations and assessing functional
competency are not tasks that you should expect
an employee to complete. We firmly believe that
if more supervisors would take the time to go
all the way through the training presentation,
understanding what the PCAC form requires would
not be quite as difficult. |
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Tell
me again why I have to do this? |
The
Office of State Personnel is responding to years
of complaints and recommendations from supervisors
regarding the graded classification system. The
driving forces behind career-banding from the
outset have been: (1) to create a different position
and salary structure for SPA employees that would
allow for pay to be based on the level of employee
contribution and labor market information and
(2) to hold managers more accountable for salary
decisions. In order to implement such a system
responsibly, supervisors must consistently assess
employees against a standard (the Competency Profile
for each band) to determine the correct market
range for demonstrated work. In order to become
accountable for a process which has the potential
to impact salary changes, you are being asked
to study, understand, and apply the basic concepts
of an entirely new approach to position structure
and employee career development. The State of
North Carolina believes that movement in this
direction will benefit employees and supervisors
not just in the university system, but state-wide.
The Office of State Personnel is working to accomplish
this transition for all positions. UNC Charlotte
is committed to taking a leadership role in this
process. |
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| HR
Information Systems / Banner / Payroll |
| I
would like to send a mailing to employees on campus.
How do I obtain a file of mailing labels? |
Complete
and submit a Mailing
Label Request form. Once the label
file has been produced (in PDF format), the
file will be emailed to you for you to print.
Label printing is no longer accommodated from
a central location, as in the past.
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How
do I update my Work / Home / Emergency Contact
information? |
Login
to https://selfservice.uncc.edu,
(Banner Self Service), using the options listed
under "Personal Information,"
view and update your contact information.
If
you have difficulty logging into Banner Self
Service, contact the ITS Help Center at 7-3100.
For navigational assistance, view this document:
Guide
to SSB - Emergency Contact
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How
do I change my name in the HR system? |
Federal
regulations require employers to validate that
the employee's name on record exactly matches
the name which appears on the individual's social
security card to ensure proper tax reporting,
therefore, submit a copy of the social security
card which reflects your new name to the Human
Resources department.
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How
do I view my paycheck information? |
Login
to https://selfservice.uncc.edu,
(Banner Self Service), using the options listed
under "Pay Information,"
view your earnings, deductions, and leave balances.
If
you have difficulty logging into Banner Self
Service, contact the ITS Help Center at 7-3100.
For navigational assistance, view this document:
Guide
to SSB - Pay Information
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