Category: General

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

On April 1, 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, 2025.
  • If there is a potential conflict of interest or conflict of commitment, the manager/chair should meet with the employee to provide guidance on how to avoid conflicts and create a conflict management plan.

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
  • UW-Green Bay Conflict Management Plan

Workday will go-live at all 13 Universities of Wisconsin (UW) institutions in July. This project, which impacts Human Resources, Finance, Purchasing, and Research Administration activities, will standardize and modernize our business processes across the UW.

In order to prepare for the transition to Workday, the Office of Human Resources must modify normal HR-related processing timelines over the next few months leading up to implementation. As a result, we will have targeted outreach on a number of activities, as well as adjusted normal fiscal year end process deadlines. The chart below highlights a number of activities, timelines by which items must be completed, and deadlines we will have to adhere to with the cutover between systems (if you would like to see this timeline in chart form, please see here). There will be periods of slowdown, soft freezes where only critical items will be able to be processed, and hard freezes where we will not have access to enter anything into the system.

 

Timeframe	Activity(s)	Deadline
3/17/25-6/6/25	Summer Session/Summer Service Communication and period to set up summer appointments with start dates prior to 6/29/25	6/6/25
3/31/25-4/28/25	Student Rehire/Summer Process – Request for adjustments to current student appointments and/or summer hires be submitted during this timeframe	4/28/25
4/1/25-5/14/25	Recruitment Initiation Slowdown – While not a freeze on recruiting, consideration should be given to limit any recruitments initiated during this timeframe	5/14/25
4/2/25-4/30/25	Base Rate Adjustments (temporary or ongoing) with a 7/1/25 start date must be submitted for review by 4/30/25	4/30/25
4/14/25-5/15/25	If extending temporary appointments with an end date between May-July, requests must be submitted for review by 5/15/25	5/15/25
5/15/25-6/13/25	Recruitment Soft Freeze – Unless an exception is approved by the Assistant Chancellor for Talent & Technology and Chancellor, any new job postings will be held until Workday go-live. For granted exceptions, applicant deadlines must be no later than 6/30/2025 (preferably before).	6/13/25
6/2/25-6/14/25	Employee Self Service will be restricted as of 6/15/25. This timeframe should be used to review/update any necessary information (Direct Deposit, W-4, 403(b) contributions, etc.)	6/14/25
6/14/25	HR Transactions Hard Freeze – last day for HR transactions in HRS without UW exception	6/14/25
6/14/25-7/6/25	Recruitment Hard Freeze – new job postings will be held without exception until Workday go-live due to the HR Transactions hard freeze.	7/6/25
6/15/25-7/7/25	Hiring Freeze – new positions/hires will not begin during this period (unless an exception is approved by the Assistant Chancellor for Talent & Technology)	7/7/25
6/28/25	Absence Entries – all absence entries with an effective date of 6/28 or earlier must be submitted by today. All absence entries effective 6/29 and beyond must be entered in Workday.	6/28/25
6/29/25	Hourly employees will have until 6/29/25 to enter hours/absences for the Jun B pay period (6/15-6/28)	6/29/25
6/30/25	Supervisors will need to approve all Jun B hours in HRS by the end of the day	6/30/25
6/29/25-7/6/25	HRS Black Out – no access to HRS during this time aside from time/leave approval as otherwise noted.	7/6/25
6/29/25-7/5/25	July A pay period, first week will be entered in HRS, employees must submit timesheet by end of date 7/5/25 ATP team will pull hours from HRS to Workday timesheet	7/5/25
7/7/25	Workday Go Live

 

During the next few months, the Workday transition will be HR’s priority so we can best ensure a smooth transition for all employees. Because of this, some non-essential HR projects may be deprioritized during this time. We recognize the impact this transition will have on all departments across campus and ask for your patience with potential last-minute changes and assistance in ensuring good communication with our office.

More detailed and targeted communications will be forthcoming as we approach the noted activities, however, please do not hesitate to contact our office at hr@uwgb.edu or (920) 465-2390 if you have any questions or concerns.

Check out the March issue of our Employee Engagement Newsletter! This newsletter focuses, specifically, on employee engagement at the university with new ideas and reminders on how you can incorporate opportunities within your departments/teams. Each issue will feature an Employee Spotlight section as well. If you are interested in being featured in the newsletter, please reach out to hr@uwgb.edu.

If you missed any of the last issues, check them out here:

September Employee Engagement Newsletter
October Employee Engagement Newsletter
November Employee Engagement Newsletter
December Employee Engagement Newsletter
January Employee Engagement Newsletter
February Employee Engagement Newsletter

On March 1, 2025, employees will start receiving emails related to the mandatory training courses that they are required to take during the month of March.

Recurring courses facilitated by UW-Shared Services include Information Security Awareness (required annually), Sexual Harassment (Title IX) (required every three years) as well as FERPA (newly required every three years). This is the first year FERPA is being required to be completed during the Mandatory Training Campaign. If you have not already completed the FERPA training through UW Shared Services, it will be required in March. Invitations for these courses will come from serviceoperations@uwss.wisconsin.edu.

Campus Security Authority (CSA) and Responsible Employee (RE) training will be the only training facilitated by UW-Green Bay Human Resources via Instructure Canvas (notifications@instructure.com) with the subject line “Course Invitation”. This training is only required of individuals who have been designated through their position description and/or provide advisement to a student organization.

Individuals who completed any of the above required training(s) in January or February 2025, will not be required to take the training until March 2026.

Assigned trainings are required to be completed by March 31, 2025, in accordance with SYS 1293, Mandatory Employee Training. Both SYS 1293 and the UW-Green Bay Compensation and Pay Plan Policy indicate that in order for an employee to be eligible for any compensation adjustment, including pay plan, they must be in compliance with all required trainings by the deadlines noted in UW policy.

For questions about Mandatory Employee Training please contact Human Resources at hr@uwgb.edu or (920) 465-2390 or serviceoperations@uwss.wisconsin.edu for the UW Shared Services trainings.

Check out the February issue of our Employee Engagement Newsletter! This newsletter focuses, specifically, on employee engagement at the university with new ideas and reminders on how you can incorporate opportunities within your departments/teams. Each issue will feature an Employee Spotlight section as well. If you are interested in being featured in the newsletter, please reach out to hr@uwgb.edu.

If you missed any of the last issues, check them out here:

May Employee Engagement Newsletter
June Employee Engagement Newsletter
July Employee Engagement Newsletter
August Employee Engagement Newsletter
September Employee Engagement Newsletter
October Employee Engagement Newsletter
November Employee Engagement Newsletter
December Employee Engagement Newsletter
January Employee Engagement Newsletter