Performance Evaluations: Non-Instructional Academic Staff & Limited Employees

As we begin a new fiscal year, it is time for annual performance evaluations for Non-Instructional Academic Staff & Limited Employees. Annual performance evaluations are a key component to employee performance and development. The objectives of annual performance evaluations are to provide all employees and their supervisors an opportunity to:

      • Discuss job performance
      • Set goals for professional development
      • Establish objectives for contributing to the department’s mission
      • Discuss expectations and accomplishments
      • Discuss career progression eligibility

Non-instructional academic staff and limited employees and their supervisors should begin the performance evaluation process for the prior fiscal year (July 1, 2019 – June 30, 2020) as soon as possible. Please follow the procedure outlined on the Performance Evaluation Narrative Form, submitting the completed evaluation to the area leader’s office no later than Friday, August 28, 2020. Please note – An annual performance evaluation is not required for individuals hired after July 1, 2019 if a six-month evaluation has already been completed.

Part of the performance review process should be a discussion regarding changes in position responsibilities, appropriateness of the assigned title, and the eligibility towards career progression if employees are in a progression series title.

Per the UW-Green Bay Compensation and Pay Plan Policy, compensation adjustments must be based upon merit and employee performance.  Therefore, any future pay adjustments will be contingent upon satisfactory performance.

If you are interested in receiving training related to performance evaluations, career progression and title change, and/or academic staff contracts, or have any questions regarding these processes, please contact hr@uwgb.edu or (920) 465-2390.

Please review the statement published by the Academic Staff Committee on Annual Reviews here.

Workforce-Wide Intermittent Furlough Time Entry Approval for Supervisors

As determined by Chancellor Alexander, commencing July 1, 2020 and continuing through December 31, 2020, UWGB will implement workforce-wide furloughs for all ongoing employees for the purpose of reducing overall institutional expenses in anticipation of reduced program revenue and loss of state funding.

On Friday, June 19th, employees received an email from Human Resources with designation of their individual number of furlough days. As indicated within the notice, employees will be required to record their intermittent furlough dates via their My UW Portal.

Additional instructions for furlough entry based on employee classification:

For supervisors of University Staff and Academic Staff Hourly (Employees paid on a Bi-weekly basis):

      • Instructions: https://uwservice.wisconsin.edu/docs/covid19/Furlough_timesheet%20entry_biweekly.pdf
      • Items to note:
        • Employee will enter designated date of intermittent furlough on their timesheet utilizing the FURLH code.
        • Employee will report any hours worked or leave taken on timesheet as normal on days not designated as intermittent furlough.
        • The process to approve employees submitted furlough timesheet entry is the same as the current process for approving all submitted hours.

For supervisors of Non-Instructional Academic Staff and Limited (Employees paid on a Monthly basis):

      • Instructions: https://uwservice.wisconsin.edu/docs/publications/mss-payable-time-approvals.pdf
      • Items to note:
        • Employees will need to complete a bi-weekly timesheet for the week they are on intermittent furlough
        • The biweekly timesheet entry has different deadlines than monthly leave reporting (biweekly timesheet entry deadlines: https://uwservice.wisconsin.edu/docs/covid19/timesheet_entry_deadline_2020.pdf), so employees may need to enter their intermittent furlough day before the end of the month. Supervisors should also be approving these hours in accordance with this schedule.
        • If the employee missed the deadline for entering hours on their timesheet, you can enter and submit the hours on their timesheet for them (instructions: https://uwservice.wisconsin.edu/docs/publications/mss-access_ee_timesheet.pdf).
        • Employees will still need to enter their monthly leave report as usual for the month. A “no leave taken report” should still be entered if only furlough days were taken within the month.
        • Employees will only need to enter hours on the timesheet for the week that they have the furlough day – not both weeks (example below).
        • If the employee’s appointment is less than full-time, the hours entered per day on the timesheet should match the FTE.  For example, if the FTE is 75%, 6 hours would be entered for each day that week in the quantity field.

For supervisors of Instructional Academic Staff and Faculty (Employees paid on month basis, 9-Month):

As a reminder, employees will be furloughed November 27, 2020 (Day after Thanksgiving) and all campus locations will be closed for business on that date. Furlough time entry will still need to be completed for this day following the procedures above.

Information for how to complete time entry for employees on intermittent furlough can be found by clicking here.

Please contact Human Resources at hr@uwgb.edu or (920) 465-2390 with any questions.

Workforce-Wide Intermittent Furlough Time Entry

As determined by Chancellor Alexander, commencing July 1, 2020 and continuing through December 31, 2020, UWGB will implement workforce-wide furloughs for all ongoing employees for the purpose of reducing overall institutional expenses in anticipation of reduced program revenue and loss of state funding.

On Friday, June 19th, employees received an email from Human Resources with designation of their individual number of furlough days. As indicated within the notice, employees will be required to record their intermittent furlough dates via their My UW Portal.

Additional instructions for furlough entry based on employee classification:

University Staff and Academic Staff Hourly (Employees paid on a Bi-weekly basis):

Non-Instructional Academic Staff and Limited (Employees paid on a Monthly basis):

      • Instructions: https://uwservice.wisconsin.edu/docs/covid19/Furlough_timesheet_entry_monthly.pdf
      • Items to note for employees paid on a monthly basis:
        • You will need to complete a bi-weekly timesheet for the week you are on intermittent furlough
        • The biweekly timesheet entry has different deadlines than monthly leave reporting (biweekly timesheet entry deadlines: https://uwservice.wisconsin.edu/docs/covid19/timesheet_entry_deadline_2020.pdf, so you may need to enter your intermittent furlough day before the end of the month
        • You will still need to enter your monthly leave report as usual for the month. A “no leave taken report” should still be entered if only furlough days were taken within the month.
        • You will only need to enter hours on the timesheet for the week that you have the furlough day – not both weeks (example below).
        • If your appointment is less than full-time, please enter the hours per day on the timesheet according to your FTE.  For example, if your FTE is 75%, you can enter 6 hours in the quantity field.

Instructional Academic Staff and Faculty (Employees paid on month basis, 9-Month):

As a reminder, employees will be furloughed November 27, 2020 (Day after Thanksgiving) and all campus locations will be closed for business on that date. Furlough time entry will still need to be completed for this day following the procedures above.

Information for Supervisors on how to approve time entry for employees on intermittent furlough can be found by clicking here.

Please contact Human Resources at hr@uwgb.edu or (920) 465-2390 with any questions.

Upcoming Legal Holiday Reminder

UW-Green Bay observes 9 legal holidays each year (click here for dates), in which the university offices are closed. There are exceptions for instances when a legal holiday falls on an employee’s regularly scheduled day off (i.e. Saturday or Sunday).

If the legal holidays of January 1, July 4, or December 25 occur on a Sunday, university offices will be closed on the following Monday in observance of the legal holiday. If those legal holidays occur on a Saturday, employees are granted a floating legal holiday.

This year, July 4th (7/4) falls on a Saturday. Therefore, employees will be granted  floating legal holiday to use at their discretion, per supervisor approval.

University staff employees must use the  floating legal holiday hours during the calendar year it is earned. Academic Staff and Limited employees must use the legal holiday hours during the fiscal year it is earned.

Use of floating legal holiday should be reported as “Legal Holiday” on either your timesheet (University Staff) or absence entry (Academic Staff/Limited).

Questions?  Please contact us at payrollandbenefits@uwgb.edu.

2020 Summer Leave Reports

As we begin the summer pay periods, please remember that leave-eligible, nine-month employees who are employed in either a Summer Session or Summer Service appointment are required to complete a Summer Leave Report, even if no leave was taken during this time period.

Summer Leave Reports are submitted online through the My UW Portal. Launch the Time and Absence app and click on the tab: Summer Appt. Leave Reporting.

Click here for detailed instructions on how to enter leave for the summer.

Summer Leave Reports need to be submitted online by Friday, September 4, 2020.

As a reminder, failure to complete the summer leave report will result in a sick leave reduction.

Please contact our office at payrollandbenefits@uwgb.edu or (920) 465-2390 if you have any questions.

University Staff Performance Evaluations

The new year is upon us, and with it begins the University Staff performance evaluation process for the evaluation period of January 1, 2019 – December 31, 2019. As a supervisor, it is your role to initiate the annual review process with University Staff who report to you.

Annual performance evaluations are a key component to employee performance and development and provide employees and their supervisors an opportunity to discuss job performance, set goals for professional development, establish objectives for contributing to the department’s mission, and discuss expectations and accomplishments.

Please review the presentation on Managing and Evaluating Employee Performance to familiarize yourself with this process and your responsibilities. If you would prefer an in-person training session on this topic, please contact hr@uwgb.edu.

Resources:

In line with UW System compensation guidelines and the UW-Green Bay Compensation and Pay Plan Policy, all compensation adjustments must be based upon merit and employee performance. Therefore, any future pay adjustments, including base rate adjustments and Board of Regents approved pay plan, will be contingent upon satisfactory performance. In addition, supervisors must have up-to-date, documented performance evaluations on file for all direct reports in order to receive pay adjustments.

In an effort to facilitate timely completion, evaluations are due by Friday, March 20, 2020.

Please note that annual performance evaluations are not required for individuals who have had a probationary review on or after July 1, 2019, or for new employees that have been hired since this date. Contact Human Resources if you have any questions about the University Staff performance evaluation process.

Reminder: Performance Evaluations- Non-Instructional Academic Staff & Limited Employees

Completed evaluations were to be submitted to the area leader’s office by Friday, August 30, 2019.

Annual performance evaluations are a key component to employee performance and development.  The objectives of annual performance evaluations are to provide all employees and their supervisors an opportunity to:

  • Discuss job performance
  • Set goals for professional development
  • Establish objectives for contributing to the department’s mission
  • Discuss expectations and accomplishments
  • Discuss career progression eligibility

Non-instructional academic staff and limited employees and their supervisors should begin the performance evaluation process for the prior fiscal year (July 1, 2018 – June 30, 2019) as soon as possible. Please follow the procedure outlined on the Performance Evaluation Narrative Form. Please note – An annual performance evaluation is not required for individuals hired after July 1, 2018 if a six-month evaluation has already been completed.

Part of the performance review process should be a discussion regarding changes in position responsibilities, appropriateness of the assigned title, and the eligibility towards career progression if employees are in a progression series title.

Per the UW-Green Bay Compensation and Pay Plan Policy, compensation adjustments must be based upon merit and employee performance.  Therefore, any future pay adjustments will be contingent upon satisfactory performance.

If you are interested in receiving training related to performance evaluations, career progression and title change, and/or academic staff contracts, or have any questions regarding these processes, please contact hr@uwgb.edu or (920) 465-2390.

Integration of UPS Policies into UW System Administrative Policy Series

The University Personnel Systems (UPS) policies have been successfully integrated into the UW System Administrative (SYS) policy framework .What was previously UPS policies has become the 1200 series in the SYS policy set. The goal of the reorganization was to make all system wide policies more accessible by housing them in one place. This process resulted in no substantive changes to the policies, and the UPS/1200 policies will continue to apply to all UW Institutions. The 1200 series is now live. Between July 2019 and July 2020, the links to the UPS policies will redirect to the new 1200 series. The Office of Human Resources and Workforce Diversity will continue working to ensure all UPS policy references are updated prior to the July 2020 expiration date.

Please contact Human Resources at hr@uwgb.edu or ext. 2390 if you have any questions.

 

Performance Evaluations – Non-Instructional Academic Staff & Limited Employees

Annual performance evaluations are a key component to employee performance and development.  The objectives of annual performance evaluations are to provide all employees and their supervisors an opportunity to:

  • Discuss job performance
  • Set goals for professional development
  • Establish objectives for contributing to the department’s mission
  • Discuss expectations and accomplishments
  • Discuss career progression eligibility

Non-instructional academic staff and limited employees and their supervisors should begin the performance evaluation process for the prior fiscal year (July 1, 2018 – June 30, 2019) as soon as possible. Please follow the procedure outlined on the Performance Evaluation Narrative Form, submitting the completed evaluation to the area leader’s office no later than Friday, August 30, 2019. Please note – An annual performance evaluation is not required for individuals hired after July 1, 2018 if a six-month evaluation has already been completed.

Part of the performance review process should be a discussion regarding changes in position responsibilities, appropriateness of the assigned title, and the eligibility towards career progression if employees are in a progression series title.

Per the UW-Green Bay Compensation and Pay Plan Policy, compensation adjustments must be based upon merit and employee performance.  Therefore, any future pay adjustments will be contingent upon satisfactory performance.

If you are interested in receiving training related to performance evaluations, career progression and title change, and/or academic staff contracts, or have any questions regarding these processes, please contact hr@uwgb.edu or (920) 465-2390.

New Requirement for Supervisors Providing Reference Checks

The University of Wisconsin System has recently made a change to Operational Policy TC1: Recruitment Policies as of January 1, 2019 that affects all supervisors when providing a reference for either a current or former employee. The policy indicates that an employee is defined as an individual who holds a faculty, academic staff, university staff or limited appointment with the institution. This policy does not apply to student employees or graduate assistants.

In accordance with this policy, if a supervisor or agent of management is contacted by a potential employer for a reference check of a current or former employee, the supervisor or agent must notify the potential employer of the appropriate UWGB contact for any questions regarding that employee’s misconduct (including any violation of sexual violence or sexual harassment policies), even if the potential employer does not specifically ask.

To satisfy the new requirements, UW System now requires the use of a disclaimer by the supervisor or agent responding to a reference check. The disclaimer can be disclosed either at the beginning or the end of the reference check, as long as the potential employer has been notified of the option to obtain information regarding any misconduct. We recommend using the following disclaimer:

“All questions related to employee misconduct including sexual misconduct are addressed only by our human resources department, which can be contacted by email at referencecheck@uwgb.edu. This isn’t meant to imply that this candidate has committed any misconduct but is something we are required by policy to tell all potential employers”

This new policy is not intended to discourage or eliminate the supervisor from providing an objective evaluation of the current or former employees training, experience, skills, abilities, and job performance as they relate to the duties and responsibilities of the job for which they are being considered.

Please note colleagues with no supervisory responsibilities are not required to use the disclaimer if contacted for a reference.

If you have any questions about the required disclaimer or the new policy, please contact Megan Noltner by phone at Ext. 2948 or email at noltnerm@uwgb.edu.