Author: nashm

Last year, JCOER approved a 2021-2023 pay plan for UW System employees, which provides a base rate increase to all eligible employees of 2% in FY22 and 2% in FY23. At this time, the Office of Human Resources is taking measures to prepare for the second 2% pay plan increase for eligible employees, which will be effective on January 1, 2023.

During the next month, we will be determining which employees are eligible for pay plan under the UW-Green Bay Compensation and Pay Plan Policy. Eligible employees for the proposed FY 2022 pay plan include faculty, academic staff, limited, university staff, and university staff project appointments in ongoing positions with a budgeted FTE of 50% or greater. Pursuant to the UW-Green Bay Compensation and Pay Plan Policy, SYS 1278: UW System Pay Plan Distribution Framework, and other publicized guidelines, the following list represents employees who would be ineligible for pay plan:

1. 1. Employees paid from provisional, non-budgeted salary lines, including all temporary appointments and positions less than 50% FTE.
   2. Employees represented by a collective bargaining agreement (CBA). Respective pay increases for pay plan will be negotiated separately through the CBA.
   3. Employees currently under a performance improvement plan (PIP).
   4. Employees with performance which does not merit eligibility for pay plan, per their most recent performance evaluation.
   5. Ongoing employees with three-months of service or less as of the effective date of pay plan (those with a start date after 9/30/2022).
   6. Faculty, Academic Staff, and Limited employees without a current Outside Activities Report (OAR) on file
   7. Employees who have not completed required campus compliance trainings. Required trainings include:
      1. 1. Sexual Harassment (Title IX) (Required every three years)
         2. Information Security Awareness (Required annually)
         3. Mandated Reporter (One-time training required at time of hire)
         4. Injury and Illness Prevention (EDU) (One-time training required at time of hire)
         5. FERPA Basics (One-time training required at time of hire)
         6. Tools for an Ethical Workplace (One-time training required at time of hire)
         7. Campus Security Authority Training (required annually for employees designated as Campus Security Authority (CSA) only)
   8. Supervisors who do not have completed, up to date evaluations on file and OAR forms approved for all of their direct reports. The performance evaluation periods to assess for FY23 pay plan are as follows:
      1. 1. University Staff: 1/1/2021 – 12/31/2021 (and probationary evaluations as applicable)
         2. Non-Instructional Academic Staff / Limited:  7/1/2020 – 6/30/2021 (and 6-month evaluations as applicable) – please note that we are using last year’s evaluation due to the AS/LI evaluation calendar change
         3. Faculty / Instructional Academic Staff: 2020-2021 Academic Year (these annual evaluations were due in early spring, 2022)

In order to be eligible for the proposed pay plan, required trainings, OAR forms, and performance evaluations must be complete by November 30, 2022.

During October and November, the HR Office will be sending reminders to employees any missing training and/or performance evaluation requirements. You will only receive emails from our office if you are missing something. Please make sure to be looking out for these emails over the next month. Our timeline of communications is outlined below:

Week of October 17th	Initial Communications Blog post announcing Pay Plan Information for FY2023 and inclusion in HR Connect newsletter. Direct email from UWGB HR to employees who need to complete trainings, evaluations, or OAR forms prior to November 30, 2022 Tracking spreadsheets sent to Dean/Division Leaders
Week of November 7th	Reminder Communications Direct email from UWGB HR to employees who still need to complete trainings, evaluations, or OAR forms prior to November 30, 2022 Updated tracking spreadsheets sent to Dean/Division Leaders
November 28th	Final Reminder Communications Final direct email from UWGB HR to employees who still need to complete trainings, evaluations, or OAR forms prior to November 30, 2022 Updated tracking spreadsheets sent to Dean/Division Leaders
November 30th	Deadline for completion of trainings and return of evaluations and OAR forms
Late December/Early January	UW Shared Services will send out notices to employees communicating their individual pay plan increase.

If you have questions about the FY 2023 pay plan, please feel free to contact Human Resources at hr@uwgb.edu or (920) 465-2390.

 

In an effort to ensure that the Employee Handbook remains up-to-date, Human Resources has consulted with Academic and University Staff Governance representatives to document needed revisions to the Employee Handbook for Academic and University Staff Employees. Prior to this, the most recent update to the Handbook occurred in early 2019. Updates included revising links for UW System policies, aligning handbook language with previously-communicated UW System and UW-Green Bay policy and process changes, and ensuring that the handbook aligns with recent projects such as T&TC and biweekly payroll.

As a reminder, the UW-Green Bay Employee Handbook for Academic and University Staff contains helpful information for all University Staff and Academic Staff employees, including referential policies, campus information, and various resources. Employees are encouraged to review the information contained within this handbook. Acknowledgements are only required of new employees, so there is no further action needed by employees at this time. 

Each year, all faculty, academic staff, and limited appointees with appointments of half-­time or more are responsible for reporting Outside Activities (according to Board of Regent and UW System guidelines, UWS Chapter 8.025, and the Wisconsin Administrative Code).

Additionally, we ask University Staff to read the Code of Conduct (RPD 20-22) and all employees to read the policy on Employee Relationships with Educational Loan Lenders RPD 13-4.

Similar to last year, requests and notices will come to employees from UW-Shared Services (UWSystemHR@uwss.wisconsin.edu), and eligible employees will submit their OAR form online through their My UW Portal.

On or around April 4, all employees required to submit an Outside Activity Report (OAR) will receive a message from UW System with instructions to complete the OAR. The OAR will need to be completed by the employee and approved by the supervisor. Following the initial notice, employees will receive reminders throughout the month.

Please see below for additional information:

• • Employee tip sheet for submitting OARs: uwservice.wisconsin.edu/docs/publications/outside_activity_reporting_tipsheet.pdf
  • Supervisors will receive a notification when they have an Outside Activity Report ready to approve. Tip Sheet for approving OARs: uwservice.wisconsin.edu/docs/publications/hr-review-oar.pdf
  • All OARs must be completed/filed and approved by April 30, 2022.

For more information about OARs (including helpful videos), please see the UW System Conflicts of Interest and Outside Activities website.

The Code of Conduct and Employee Relationships with Educational Loan Lenders policies will also be delivered to your mailboxes from uwsytemhr@uwss.wisconsin.edu during the month of April with a reminder to familiarize yourself with these policies.

If you have questions while using the process or need technical support, please contact serviceoperations@uwss.wisconsin.edu.

Resources relevant to this message include:

• • Conflicts of Interests and Outside Activities web page
  • Outside Activity Reporting, Ch. UWS 8, Wisconsin Administrative Code 
  • Code of Ethics, SYS 1290
  • Guidelines for Reporting Outside Activities Under UWS 8.025
  • Code of Conduct, Regent Policy Document 20-22
  • Institutional and Employee Relationships with Educational Loan Lenders, Regent Policy Document 13-4

As communicated by the UW-Green Bay Information Security Officer via email earlier this spring, the UW System Office of Information Security is finalizing a process to comply with SYS 1032, Information Security: Awareness which states, “Employees must be enrolled in supplemental phishing training following three failed phishing simulations within a given calendar year”.

Monthly phishing simulations will be conducted by UW System. If you reply to the email, open an attachment, or click on any links or images within the email, you will be considered ‘phished’ for that campaign.  If you are phished three or more times within a given calendar year, you will be enrolled in a short, supplemental phishing training that will need to be completed within 30 days of assignment. This training consists of a short video that should take users less than 10 minutes to view and complete.

Employees that are enrolled in the supplemental training can expect to see an email from: securityawareness@lists.wisconsin.edu.  The email will provide a link to complete the supplemental awareness training. Once enrolled, you will receive email reminders periodically until the training is completed.  Employees that fail to complete the training will be re-enrolled monthly until supplemental training is completed. Failure to take this supplemental training within 30 days of assignment may result in additional campus actions, up to and including network account suspension.

If you have questions about this campaign or other IT Security policies and practices, please contact GBIT Information Security at security@uwgb.edu.

As part of the Title & Total Compensation Project (T&TC) employee-manager conversations in Summer 2021, supervisors and employees started to collaborate on developing revised UW-Green Bay position descriptions. This winter, the Office of Human Resources is coordinating a collection and review of those updated UW-Green Bay position descriptions.

At this time, we ask that an updated position description be signed and submitted for all non-instructional Academic Staff/Limited employees no later than March 25, 2022. Please see here for instructions on creating the new position description utilizing the UW-Green Bay Position Description Library.

University Staff position descriptions will also be updated in accordance with this timeline as a part of the US performance evaluation process. This process does not impact Faculty or Instructional Academic Staff.

Should you have any questions about the position description development process, please contact Human Resources at hr@uwgb.edu.