Reminder- Exemption for Fully Vaccinated Employees

Employees who are fully vaccinated can get an exemption from COVID-19 protocols by completing the Immunization Record form located in the MyUWPortal. As part of the form, employees will be required to upload proof of vaccination, by either providing a copy of their vaccination record from the Wisconsin Immunization Registry or a copy of their vaccination card. Instructions on how to complete the form can be found here.

Three key benefits of vaccination are students, employees and visitors who are vaccinated are no longer required to; participate in bi-weekly surveillance testing,  wear a mask or practice social distancing while in university buildings and complete the Daily Self-Assessment prior to arriving to campus each day.

UW-Green Bay strongly encourages COVID-19 vaccination as the best way to continue to protect your health and continue to protect the Phoenix Family.

For questions on the exemption process, please contact Human Resources at (920) 465-2390 or hr@uwgb.edu

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, 2020 – June 30, 2021) 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 27, 2020. Please note – An annual performance evaluation is not required for individuals hired after July 1, 2020 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.

Changes due to the impact of COVID-19

As part of the Performance Evaluation process, it is important that we recognize the opportunities, challenges and changes in the way employees did work due to the global COVID-19 pandemic. Please review  the statement published by the Academic Staff Committee on Annual Reviews here.

In support of the work the UW System Caregiver Taskforce has done, the Academic Staff Committee has requested to provide a voluntary assessment tool to employees to allow an opportunity to provide information about the impact that COVID-19 had on the employee. This voluntary assessment tool “COVID-19 Rubric” was shared with Academic Staff employees directly by the Academic Staff Committee. As part of the communication, employees will be advised that should they voluntarily choose to complete the form they should submit it in conjunction with their pre-evaluation statement to their supervisor. Supervisors are encouraged to review the submitted documentation and discuss the impacts COVID-19 had on the employee and their workload. Supervisors should include the voluntary assessment if one was completed when submitting the final performance evaluation document to Human Resources to be kept as part of the personnel file.

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 or have any questions regarding the process, please contact hr@uwgb.edu or (920) 465-2390.

Update on Required COVID-19 Testing & Exemptions for Fully Vaccinated Faculty and Staff

Since January 19, 2021, it has been a UW System requirement that any employee who comes into any UW-Green Bay building once a week or more to conduct business must obtain a negative COVID-19 test through an antigen test, or through a subsequent confirmation test administered not more than 14 days prior to accessing the campus building. In response on the recent update to SYS 600-02, Interim: Summer 2021 COVID-19 Testing Requirements, it is with pleasure, that we share the news that any UW-Green Bay employee that is fully vaccinated and does not have symptoms of COVID-19 will no longer be required to participate in bi-weekly surveillance testing effective May 10, 2021.

Employees who are fully vaccinated can get an exemption from the testing requirement by completing the Immunization Record Form located in the MyUWPortal. As part of the form, employees will be required to upload proof of vaccination, by providing a copy of their vaccination record from the Wisconsin Immunization Registry. Instructions on how to complete the form can be viewed here.

An individual is considered fully vaccinated:

  • Two (2) weeks after receiving both doses of a two-dose vaccine (Pfizer or Moderna); or
  • Two (2) weeks after receiving a one-dose vaccine (Johnson & Johnson)

Employees who are not fully vaccinated or choose not to receive the vaccination will still be required to obtain a test through the UW Green Bay Testing Center or have the testing administered at a medical service provider of their choice or an alternative testing location. Please note campus testing locations and hours have changed.

On-Campus Testing Logistics:

Green Bay Campus (East Gym located in the Kress Events Center)

  • Week of May 10th
    • Mon & Tues 7:00am-2:00pm
    • Wed & Thurs 12:00pm-4:00pm
    • Fri 9:00am-12:00pm
  • Week of May 17th
    • Mon & Tues 12:00pm-2:00pm
    • Wed & Thurs 10:00am-4:00pm
    • Fri 10:00am-12:00pm
  • Starting the week of May 24th and moving forward
    • Mon/Wed/Thurs 10:30am-12:30pm
    • Tues 2:00pm-4:00pm
    • Fri 9:00am-11:00am

*All appointment availability will be listed on the MyPrevea app, please plan in advance to guarantee availability for a testing appointment.

Marinette Campus (Cafeteria)

  • Last day for on-campus testing will be  Tuesday, May 11th, hours will be 10:00am – 12:00pm

Manitowoc Campus (Gym)

  • Last day for on-campus testing occurred Tuesday, May 4th.

Sheboygan Campus (Fine Arts Gallery – Theater Building)

  • Last day for on-campus testing occurred Wednesday, May 5th.

Employees who are unable to obtain a test on campus can find a local community testing site. Testing at these sites are provided at no cost and may require an appointment. Wisconsin residents may also request an at-home specimen collection kit at no cost. It is important to know that many of these testing sites are only administering PCR (lab resulted) tests and may take 3-5 business days to get the result.

Daily Self-Assessment:

Employees who have completed the Immunization Record Form exempting them from testing will no longer be required to complete the Daily Self-Assessment prior to arriving to campus each day.

Face Coverings & Social Distancing:

Aligned with the Center for Disease Control’s “CDC” recent update to the COVID-19 Safety Guidelines, the University of Wisconsin System removed the System-wide mask mandate. Effective June 1, 2021, employees who have a verified vaccination through the above process will be exempt from the use of face coverings and the practice of social distancing.

There is no requirement to receive a vaccination or apply for an exemption, however employees who are present in buildings who are not exempt will need to still participate in the current COVID-19 Safety Protocols unless an exemption is confirmed through the exemption process.

Employees should continue to monitor for symptoms and stay home if they are experiencing any COVID-19 symptoms.

Should you have questions related to any of the information contained within this e-mail, please feel free to contact Human Resources at hr@uwgb.edu or (920) 465-2390.

Spring Break- Travel Reminders & Testing Requirements

As Spring Break is quickly approaching both here at UW-Green Bay and local K12 schools, campus community members may look to take time off. It is important that all individuals continue to be diligent in respecting COVID-19 protocols. An outbreak of infection upon return from the break period may prove to be detrimental to the campus, and may result in the disruption of services for the remainder of the academic year. For this reason, students/staff/faculty are being encouraged to forego travel plans, opting instead to remain in the area for Spring Break.

For those who persist with travel plans, please note that air or other mass transit travel remains highly discouraged and may subject the traveler to self-quarantine for 14 days upon return if CDC guidelines are not followed. Per recommendations from public health officials, if travelers choose to travel outside their community or travel using confined means, it remains recommended that contact with non-household members should be limited for 14 days upon return and symptoms should be closely monitored.  More specific information can be found at the Wisconsin Department of Health Webpage: Making Decisions. Prior to any travel, you are encouraged to review the UW-Green Bay Travel Guidelines.

Due to many from the campus community choosing to travel for at least a portion of the break and the risk of introducing the virus to the campus upon return, it is extremely important to resume bi-weekly testing immediately following Spring Break.  It is expected for any Faculty and Staff member needing to enter a campus building once a week or more, that they have tested negative for COVID-19 through a surveillance test or negative through a subsequent confirmation test administered not more than 14 days prior to accessing the campus building. To assist with prompt post-break testing needs, the UW-Green Bay Testing Center will be available at the following times:

          • Sunday, March 21         1:00PM-5:00PM
          • Monday, March 22        7:00AM-4:00PM
          • Tuesday, March 23        7:00AM-4:00PM
          • Wednesday, March 24  7:00AM-4:00PM
          • Thursday, March 25      7:00AM-4:00PM
          • Friday, March 26            8:00AM-NOON

All testing participants should make appointments for testing by utilizing the MyPrevea app or by visiting MyPrevea.com.

For questions regarding travel or testing requirements, please contact Human Resources at hr@uwgb.edu or (920) 465-2390.

 

University Staff Performance Evaluations

It is hard to believe we are already almost a month in to the new year, and with it begins the University Staff performance evaluation process for the evaluation period of January 1, 2020 – December 31, 2020. 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.

Changes due to the impact of COVID-19

As part of the Performance Evaluation process, it is important that we recognize the opportunities, challenges and changes in the way employees did work due to the global COVID-19 pandemic. In Spring, the University Staff Committee petitioned and received approval on a statement to adjust goals for staff on performance evaluations and recording time and effort. Please review the full statement here.

In support of the work the UW System Caregiver Taskforce has done, the University Staff Committee has requested to provide a voluntary assessment tool to employees to allow an opportunity to provide information about the impact that COVID-19 had on the employee. This voluntary assessment tool “COVID-19 Rubric” will be shared directly with all University Staff employees by the University Staff Committee in the coming days. As part of the communication, employees will be advised that should they voluntarily choose to complete the form they should submit it in conjunction with their self-evaluation (R.A.P.) to their supervisor. Supervisors are encouraged to review the submitted documentation and discuss the impacts COVID-19 had on the employee and their workload. Supervisors should include the voluntary assessment if one was completed when submitting the final performance evaluation document to Human Resources to be kept as part of the personnel file.

In an effort to facilitate timely completion, evaluations are due by Friday, March 26, 2021.

Please note that annual performance evaluations are not required for individuals who have had a probationary review on or after July 1, 2020, 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.

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.