University Personnel Systems Development Update

In follow up to the e-mail below from Chancellor Harden we would like to pass along additional information as it pertains to the proposed University Personnel Systems implementation delay.

The Joint Finance Committee of the Wisconsin Legislature last week passed an omnibus motion on UW System issues that, if adopted as part of the 2013-15 State of Wisconsin Budget, will revise the implementation date of the University Personnel System (UPS) and the HR Design project at UW-Madison. The language of the omnibus motion reads:

In addition, delay the effective date of provisions adopted under 2011 Act 32 related to the creation of personnel systems for UW employees that would be separate from the state personnel system until July 1, 2015.

The language of the motion needs to be reviewed and statutory language will need to be drafted and placed into the Legislature’s budget proposal. The budget will need to be passed by the full Legislature and then sent to the Governor for action and approval.  However, assuming the intent of the omnibus motion remains intact, the implementation date of UPS and HR Design will be delayed by two years to July 1, 2015. It is important to note that if this motion remains intact and is adopted, it does not end the work that has been done on this important project, but will provide UW System employees more time to contemplate and refine recommended personnel systems that will meet the diverse and unique needs of UW System universities, colleges, and extension.

Due to this motion and the potential delay of UPS, the Open Forum on UPS scheduled for Tuesday, June 4th at 1:00 p.m. has been cancelled. A Q&A document is being developed and will be shared on UW-Green Bay’s University Personnel Systems website as soon as it becomes available.

Please contact Christine Olson or Sheryl Van Gruensven if you have any questions regarding this topic.

Upcoming student rehire process, student employment dates and hiring new student employees

Rehire Process

It’s time to start thinking about the student employees you plan to rehire for the summer and/or Academic Year 2013-2014. Please have a discussion with each of your current student employees regarding your and their intention to continue their employment. In the following weeks you will receive more information regarding the rehire process.

The following students may only work through the last day of exams, May 17, 2013:

  • Those who are graduating
  • Those who are not enrolled for courses for summer or fall
  • Those on Federal Work Study (Note:  Unused Work Study funds will not transfer to another term.)

Employment Period/Payrolls

Summer 2013 Payrolls: June A – August B (5/19/2013-8/24/2013)

Academic Year 2013-2014: September A-May B (8/25/2013-5/16/2014)

The 2012-2013 Academic year ends on 5/17/2013. All students graduating, those not enrolled for courses in the summer or fall and those on Federal Work Study, must stop working on 5/17/2013. Note:  Unused Work Study funds will not transfer to another term.

  • Summer work period begins on 5/19/2013.
  • Students seeking Federal Work Study for summer must complete the Summer Financial Aid Application found on the Financial Aid website:
  • The 2013-2014 Academic year begins on 9/3/2013. Those rehired for the academic year will be rehired effective 8/25/2013 (the beginning of the pay period).

Hiring New Student Employees


Students must be at least 16 years old and enrolled at an institute for higher education or high school to be eligible for student employment.  There are two student eligibility periods:  (1) academic year; and (2) summer session.  During the academic year, students must be enrolled for at least one credit.


Students are employed on a priority basis with UW-Green Bay students receiving first priority.  Priority should be observed according to the Levels listed below.  Before Level II and Level III students are considered, a position must be posted in the PRO system to Level I students for a minimum of two weeks.

Level I

UW-Green Bay students, including new, transfer and specials, registered for at least one credit in the term they are expected to work.

For summer, students can continue employment from spring semester if they are registered for at least one credit in fall.

Level II

Students enrolled at another UW school for fall.  Supervisors are responsible for obtaining verification* of the student’s association with the school system.

Level III

Students enrolled at a non-UW accredited university, technical college, vocational/trade school, or high school.  Supervisors are responsible for obtaining verification* of the student’s association with the school system.

*NOTE:   Examples of documents that verify a student’s enrollment at a school are their class schedule for a current or future semester or a letter from the school confirming their enrollment.

If you are hiring a student from Level II and Level III, you will be able to indicate on the Student Employment Form or Lump Sum Authorization forms if the position was posted in PRO.

ADVERTISING a Student Position

Open positions should be posted in the Phoenix Recruitment Online (PRO) site.  Jobs can be submitted by completing a fill-in-the-blank form found on the Student Employment website:

Employers with current accounts in the PRO system can post their openings by logging into the system themselves and following instructions found via the Student Employment website:

Contact Information:

  • For questions regarding posting employment opportunities or Work Study, contact Diana Delbecchi at or
  • For questions regarding enrollment requirements, hiring priorities, appointment entry, Portal access, timesheets, payroll processing or earnings statements, contact Sousie Lee at or

Compensation and Workload Study Update


Two informational sessions have been scheduled in April for a presentation by consultant James C. Fox, Ph. D., Managing Director of Fox Lawson & Associates.  Mr. Fox has been conducting the compensation, benefit and workload study for UW-Green Bay for the past several months and he will present an overview of the process and the results of the study.  The sessions are scheduled as follows:

  • Monday, April 15, 3:00 – 4:30 p.m., Christie Theatre, University Union
  • Tuesday, April 16, 9:00 -10:30 a.m., Christie Theatre, University Union

The Chancellor’s Cabinet and the Compensation Steering Committee will be attending these sessions as we move forward with this process.  Sessions will be recorded and available online for those who cannot attend.

“OpenBook Wisconsin” Website

We want you to be aware of a new State of Wisconsin website that will be launched soon. “OpenBook Wisconsin” will provide broad public access to detailed information about state and university expenditures.

Enacted as part of 2011 Wisconsin Act 32, s.16.413 of the Wisconsin Statues requires that the Department of Administration (DOA) create a searchable website with information about all state agency expenditures in excess of $100. This new database will eventually include all state and UW salaries and fringe benefits, grants paid by state agencies, and all contract payments made by any agency or UW institutions.  For ease of administration, all expenditures, regardless of amount, will be included.

We have been asked to include a list of employees who may have reason to want their names redacted from the information that is sent DOA for purposes of personal safety.  Employees who may fear for their safety include victims of domestic abuse, stalking, or harassment.  Please notify Jolene Truckenbrod in the Human Resources Office if you have safety reasons for excluding your name from the public database.

Working with state agencies and the UW System, DOA has developed a plan to launch OpenBook in three phases.

Phase 1, which will launch soon, will include operating expenses such as travel payments, vendor payments, and purchasing card (PCard) detail.

In order to ensure a smooth roll out of expenditure data, DOA determined that Phase 1 will only involve agencies that use the State’s general ledger system. Entities with separate general ledger systems, including UW System institutions, will upload more data later. Capital expenditures made by the DOA on behalf of UW institutions are recorded in the State’s general ledger system, so they will be published in the first rollout of Phase 1.

Phase 2, to be launched later, will include employee salary and fringe benefit expenditures. Phase 3 will include grants, capital projects, and VendorNet contracts. Launch dates for Phases 2 and 3 have not been announced.

We fully expect this project to raise many questions. Here are a few that we can anticipate and answer now:

Q: Will individual employees be listed, if they receive payments for travel expenses or other reimbursable expenses? Yes. Those payments will be included and the employee will be listed as the “vendor” in this case.

Q: Will private information be released? In accordance with the statutes, DOA’s database will exclude aids, local assistance, and transfers. UW System does not maintain Social Security Numbers in our payment data, so that will not be provided. DOA will take steps to redact other personal information, but individual agencies are responsible for requesting specific exemptions. For example, UW System will exclude payments to people who receive stipends for participating in scientific research studies. When Phase 2 is launched, details about individual benefit elections, such as health insurance, will not be provided.

Q: Why is UW data not available in Phase 1? UW data will be published as part of Phase 1. This is a major undertaking for DOA, and the process of consolidating financial data from multiple systems is very complex. Because UW System uses a different general ledger system, we will be given reporting instructions later. We will comply with the law to provide this level of transparency.

Q: Who will people contact for more information? Each entry in the OpenBook database will feature a “contact” button where people can request more detail. UW System is working with DOA to provide the appropriate contact information for UW entries.

Benefits Open Lab Sessions

This year we will be offering Benefits Open Lab Sessions.  Stop by any of the following open lab sessions to ask benefits questions, learn more about 2013 benefits changes, and receive assistance with the E-Benefits enrollment program.

Open Lab Sessions:

Date: Wednesday, Oct. 10th
Time: 11:00 a.m.-12:00 p.m.
Location:  Lab Sciences 102

Date: Friday, Oct. 12th
Time: 9:00 a.m. – 10:00 a.m.
Location:  Lab Sciences 102

Date:  Tuesday, Oct. 16th
Time: 2:00 p.m. –  3:00 p.m.
Location:  IS 1129A

Date:  Thursday, Oct. 18th
Time:  10:00 a.m. – 11:00 a.m.
Location:  Lab Sciences 102

Date:  Monday, Oct. 22nd
Time:  1:00 p.m. – 2:00 p.m.
Location:  Lab Sciences 102

Date:  Wednesday, Oct. 24th
Time:  9:00 a.m. – 10:00 a.m.
Location:  Lab Sciences 102

Date:  Tuesday, Oct. 30th
Time:  2:00 p.m. – 3:00 p.m.
Location:  IS 1004

Statewide Employees Combined Campaign (SECC)

The Statewide Employees Combined Campaign (SECC) annual workplace campaign begins this Wednesday October 10th!  You can make a pledge anytime between then and November 30, 2012.

The campaign is online, making it easier for you to give and make a difference in your COMMUNITY and the WORLD.

To make your pledge, go to

The SECC Statewide is Wisconsin’s largest voluntary fundraising campaign.  Thanks to your help, the campaign raised money for more than 400 participating charities.

The CHOICE is yours…

As the only annual, cooperative, on-the-job campaign authorized to run at your workplace, SECC offers you many choices.

You decide:

  • How you want to give – choose payroll contribution, cash or check.
  • Where your dollars go – when you designate your gift to specific charities, only the charities you choose will receive money from you. Pick from more than 400 state, national and international charities.

To make your pledge:

  • Go to
  • Click on the link for University employees
  • All University employees are pre-populated.  To login click on “Login Now” in the upper right hand corner OR click on “Log In” in the middle of the screen.
  1. Log in using the following information:
  2. Username:  Your first and last name as it is displayed on your earning statement (use all caps with no spaces between words). Example: JOHNDOE
  3. Password:  Last 4 digits of your social security number.
  4. Find out more information about the charities and decide who you would like to give to.
  5. Follow the instructions on the website to complete your pledge.

For additional information, if you have any questions or if you would prefer paper materials please ask your coordinator or call 608.256.1066 extension 12.

Your GIFT makes a difference! PLEASE GIVE!

Compensation and Workload Study Informational Sessions

James C. Fox, Ph. D., Managing Director of Fox Lawson & Associates from St. Paul, Minnesota, was selected and began the process of working with us by conducting open forum sessions on Wednesday, September 24 and Thursday, September 25 where he provided an overview of the compensation, benefit and workload study.  Below are links to the presentations.

Power Point Presentation

Video Presentation

If you have any questions please contact Human Resources at or (920) 465-2390.

University Personnel System Project Team Proposed Implementation Decisions

The University Personnel System Project Team Proposed Implementation Decisions for the new personnel system for all UW System institutions (except for UW-Madison) have been posted on the UPS website at and will be available for all employees for review through October 19, 2012.

The below likes are documents that summarize the status of the project and the proposed decisions.

Three open sessions have been scheduled to answer questions about the attached documents and to hear feedback on the proposed decisions. Feedback may also be submitted to or the UPS Project Team at The dates and times for the open sessions are as follows:

Wednesday, October 3
1:00 to 2:00 p.m.
1965 Room (University Union)

Thursday, October 4
11:00 to 12:00 p.m.
1965 Room (University Union)

Monday, October 8
3:00 to 4:00 p.m.
Heritage Room (University Union)

If you have any questions please contact Human Resources at or (920) 465-2390.

Executive Order 54

In December 2011, the Governor issued Executive Order #54 requiring all University of Wisconsin System employees to immediately report child abuse or neglect if the employee, in the course of employment, observes an incident or threat of child abuse or neglect, learns of an incident or threat of child abuse or neglect, or has reasonable cause to believe that child abuse or neglect will occur. Please refer to UW Green Bay’s Policy on the Reporting of Suspected Child Abuse and Neglect for specific responsibilities and reporting requirements.

UW-Green Bay has developed required training related to Executive Order 54 which all employees are required to complete.  A target date for completion is November 30, 2012.

Faculty, Academic Staff, Classified Employees, Limited (Unclassified Employees)

This training has been posted through d2L. Please follow these directions to access this training:

1)     Click on
2)     Click on the green button - UWGB Campus Account Login
3)     Enter your UWGB network user ID and password, and click Login
4)     Scroll down to My Courses, and click on Keeping Children Safe, Executive Order 54
5)     Click on Content
6)     Under Introduction, select either Executive Order 54 Training Video or Executive Order Power Point Slides

  1. Select the training video if your computer has audio, and you would like to view and listen to the training video
  2. Select the power point slides if your computer does not have audio, and you would like to click through the slides and read them on your own
  3. Both links cover the same material, so you do not need to review both

7)     If you see a Security Warning pop-up with the message “Do you want to view only the webpage content that was delivered securely?”, please click No.
8)     After reviewing the video or slides, click on Resources (two slides of informational resource links), and then click Exit
9)     Click on Quizzes at the top right, and then click on Quiz
10) Answer each quiz question with the most correct answer
11) You will need to achieve 100% on the quiz to complete the training, and you can take the quiz more than once
12) After you achieve 100% on the quiz, log out of D2L, and your score will automatically be recorded

Temporary Employees (including Associate Lecturer, Adjunct Instructors, Ad Hoc Program Specialists, Limited Term Employees (LTE), Student Employees)

Please access and review the training document on our website.  If you would prefer to go through the online d2L training course, please contact Human Resources to be enrolled in this course.  Supervisors will be responsible for tracking temporary employees completion of this requirement and review of the training.  Please inform your supervisor once you have reviewed the training document on our website or completed the online training course.

Periodic in-person training will also be held in lieu of the online training.  If you attend the in-person training, you are not required to take the online training through d2L.

If you have any questions on this policy or required training, please contact Human Resources at or (920) 465-2390.