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.

Workplace Expectations Update Regarding Meetings and Events

As you are returning to your on-campus workplace, please ensure that you have reviewed the Employee Workplace Expectations for July 1, 2020 – August 31, 2020 and completed the electronic acknowledgment form.  At this time, there are a few updates to the Phoenix Forward: Return to Workplace Plan regarding meetings and events on campus.

Meetings Update
Convening in groups increases the risk of viral transmission. It is recommended that no more than three (3) individuals engage in any face-to-face communication if it is expected to exceed 30 minutes. Whenever possible, meetings should be held virtually in whole or in part by using available technology. While on campus, consider communicating with your colleagues and supervisors as needed by email, instant message, telephone, or other available technology rather than face-to-face.

In-person meetings should only occur when no other options are available. During any face-to-face communications, personnel must adhere to not less than six feet of separation between participants. Under no circumstance should any room exceed 50% of its total capacity. Common Conference Rooms are not available for reservations at this time. If one of these rooms must be used to facilitate required physical distancing for a face-to-face meeting, the request should be made to Facilities Planning & Management:

Phone: 920-465-2394
Email: facilities@uwgb.edu

Departments requesting use of these areas will be responsible for physical distancing practices among attendees. The Department will be responsible for all preparations, including disinfection using materials provided as well as disinfection at the end of use.

Office Events/Common Dining
Office events which include participants from outside the University and involve more than ten (10) people or encourage the gathering of individuals for more than 30 minutes, will not be permitted until further notice. Events involving common food or beverage service should not be held and employees should avoid participating in common dining.

For more information about UW-Green Bay’s return to campus operations, please see the Phoenix Forward: Return to Workplace Plan.

2020-2021 Academic Staff Contract Letters

Per Wis. Stat. Chapter UWS 10, Academic Staff appointments are fixed-term, probationary, or indefinite.  The University of Wisconsin-Green Bay has a contract scheme, according to the Employee Handbook, that allows for various length appointments based upon years in position.

Contract letters were sent today (June 25th) to Academic Staff employees with contracts expiring this year. Employees currently on rolling horizon contracts  receive a letter each year, as the contract dates are extended yearly. Employees in a multi-year fixed-term appointment whose contracts are not expiring this year will not receive an appointment renewal letter until the end of their current contract period.

Appointment changes (i.e. Title, FTE, or Salary Change, etc.) that occur within a given contract term will be communicated separately by HR upon implementation.

As a reminder, no additional rolling horizon contracts will be issued. Therefore, employees moving from a three-year rolling horizon to a five-year term in the 15th year of service will move to a five-year fixed-term contract.

Should you have any questions about details contained within the letter or about the contract process, please contact Human Resources.

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.

HRS System Maintenance on June 27 – 28 Weekend

Employees will not have access to their online timesheet, earnings statements and other related documents and services during a UW Human Resources System (HRS) outage that will occur on Saturday, June 27th at 8:00 a.m. to Monday, June 29th at 8:00 a.m.  This outage is due to system maintenance.  The following self-service features that employees access through the My UW System portal will be unavailable during this outage:

  • Online timesheet and web clock
  • Absence reporting
  • Updates to personal information
  • Access to electronic earnings statements, tax statements (W-2, 1042-S, etc.), leave statements and other HR, Payroll and Benefits documents
  • Access to TAM job application service (applicants will not be able to apply for positions during this time)

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

Workforce Wide Furlough Plan for July 1, 2020 – December 31, 2020

Commencing July 1, 2020 and continuing through December 31, 2020, the University of Wisconsin-Green Bay will implement workforce-wide furloughs for ongoing employees (not otherwise exempt) for the purpose of reducing overall institutional expenses in anticipation of reduced program revenue and loss of state funding.

Eligible employees will be furloughed November 27, 2020 (Day after Thanksgiving) and all campus locations will be closed for business on that date. In addition to that day, eligible employees will be required to take additional days of intermittent furlough between July 1, 2020 and December 30, 2020, with the number of furlough days based upon base annual salary as outlined within the Workforce-Wide Furlough Plan.

Individual notices outlining furlough allocations will be delivered to employees via email tomorrow, June 19, 2020. Employees currently on consecutive furlough will also receive that notice via postal mail.

For more information about the FY21 Workforce-Wide Furlough Program including process, timeline, and exemptions, please see the Workforce-Wide Furlough Plan.

UW-Green Bay Employee Workplace Expectations for July 1, 2020 – August 31, 2020

Due to the COVID-19 Event, UW-Green Bay has restricted access to campuses for the public, staff, faculty, and students.  Consistent with Chancellor Alexander’s communication on June 15, 2020, the University will allow access to campus buildings from 7:00 a.m. to 6:00 p.m., Monday through Friday starting July 1, 2020.  Access will be permitted for employees, students, and members of the public transacting University business.

All employees will be allowed to return to their work areas during the above listed times, but will be required to adhere to the established Employee Workplace Expectations which are set forth in the linked document.  These expectations have been established to protect both employees and members of the public who access University facilities.  Please carefully review the attached, and confirm your receipt and understanding by completing this electronic acknowledgment form.  Employees will not be permitted to return to campus on or after July 1, 2020 until the acknowledgment is completed.

The University continues to encourage all employees to work remotely so long as they wish to do so and are able to perform their assigned work in a remote environment.  Prior to returning to your work area, please advise your supervisor of your desire to return so they can appropriately establish staffing as well as secure the necessary safety materials for your office space.  If you have been requested to return to work and do not feel comfortable doing so, please advise your supervisor who can work with Human Resources to resolve the issue.

If you have any questions about the attached documents, provisions of safety materials, or other concerns, please contact Human Resources at hr@uwgb.edu for assistance.

Impact Leadership Program – Seeking Applications

 

The Impact Leadership Program recognizes the critical role of UW-Green Bay employees in preparing the institution to serve as a model for the University of the Future. As an institution of higher learning, we recognize that great leaders are the result of great talent, great educations, and great organizational culture. In the spirit of this vision, the Office of Human Resources and Workforce Diversity and the Austin E. Cofrin School of Business are collaborating to offer the Impact Leadership Program to support one university employee interested in completing the Cofrin School of Business’ executive Impact MBA program.

Employees are encouraged to review the Impact Leadership Program Guidelines for more information about eligibility and process for application. Interested employees must return the Impact Leadership Program Interest Form to their Area Leader no later than Friday, July 3, 2020. For questions about the Impact Leadership Program interest form submission process, please contact hr@uwgb.edu.

APPLY NOW: SpeakOut Summer Institute

The UW-Green Bay Council on Equity, Diversity, and Inclusive Excellence, and the Office of the Provost, wish to share an opportunity to attend SpeakOut’s Summer Institute, a virtual institute on building equity and social justice education to create inclusive learning environments on campus and online. As people nationwide demand systemic change, and as campuses adapt to the impact of the pandemic, UW-Green Bay asks how those of us working in the arena of higher education can transform our institutions and learning environments.

When:
Monday, July 13, 2020, 12pm – 3:00pm (CT)
Tuesday, July 14, 2020, 12pm – 2:30pm (CT)
Wednesday, July 15, 2020, 12pm – 2:30pm (CT)
Thursday, July 16, 2020, 12pm – 2:30pm (CT)

What You’ll Learn:
• Pedagogy/Theory: Education for wholeness, social justice, and liberation
• Capacity-Building: Faculty and staff development that strengthens leadership and sustainability
• Equity in a Digital Age: Tools for inclusive and accessible online learning
• Institutional Strategies: How to implement equitable education and social change
• Intercultural Frameworks: Culturally-responsive models and ideas that foster rich, meaningful dialogue and collaboration
• Student Development: Provide student access to knowledge that transforms their sense of self and what they can do in the world

This opportunity is open to all UW-Green Bay faculty and staff.  We want to support a broad representation of all areas within the university.

To learn more visit: SpeakOut Summer Institute

UW-Green Bay Council on Equity, Diversity, and Inclusive Excellence and the Office of the Provost wish to send a large, representative group of staff and faculty to the institute. We will follow up with all interested employees shortly after the survey closes.   If you would like to be considered, please fill out the following Qualtrics survey.

Be sure to complete the sign-up form by 06-22-2020: Apply to attend SpeakOut’s Summer Institute

For additional questions, please contact the Provost Office at ProvostOff@uwgb.edu.