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

Title & Total Compensation Project – Supervisor Drop-In Sessions

The University of Wisconsin (UW) is embarking on a complete redesign of its current classification and compensation structure. The goal of the Title & Total Compensation Project is to develop new systems that will enable institutions to continue to attract and retain the best talent. The current step in the implementation process is the employee/manager conversation period, which is taking place between July 1, 2021 and September 10, 2021.

Supervisors were provided information about employee-manager conversations within an email sent on June 25, 2021. As mentioned in that email, Human Resources will be holding drop-in sessions for supervisors who would like to ask questions about the process and network with other supervisors. These sessions will not be designed as presentations, but instead will be a space for collaborative conversation.

If interested, supervisors are welcome to join any of the below drop-in sessions:

    • Wednesday, July 21st from 2:00 – 3:00 p.m. via Teams
    • Wednesday, August 4th from 10:00 – 11:00 a.m. via Teams
    • Wednesday, August 18th from 2:00 – 3:00 p.m. via Teams

For more information about T&TC, please visit the UW-Green Bay Title & Total Compensation Project Website, where you can find presentation recordings, guidance documents, and FAQs. Please also feel free to contact the Office of Human Resources and Workforce Diversity at hr@uwgb.edu or x2390 with any questions.

2nd Phase of HR Forms Moving onto BP Logix

In an effort to streamline processes and reduce our paper footprint, the Office of Human Resources and Workforce Diversity is partnering with the Division of Information Technology to transition many of our forms to BP Logix. Through BP Logix, standard HR forms can be completed and approved completely electronically.

To begin this transition, we are migrating forms that have historically gone through an approval process up to the Position Review Committee (PRC) for approval. This project will include the development and implementation of these PRC forms in three phases. The first phase (Alternative Work Schedule, Tuition Assistance, and Leave of Absence) went live on March 10, 2021. We are excited to announce that the second phase (to include the following forms) will go live today, July 8, 2021:

During the 3rd and final phase of this current project, the following forms will also be migrated:

    • Base Rate Adjustment
    • FTE Change Form
    • Title Review Request (will be delayed until T&TC implementation)

We expect Phase 3 forms to be published by the end of the summer. Links to all HR forms (including those that are in BP Logix) will continue to be found on the HR Forms page for easy access. BP Logix instruction guides have been created for both initiators and approvers.

If you have technical questions, problems logging in or getting access to a BP Logix form, please contact the help desk at (920) 465-2309 or helpdesk@uwgb.edu.

For questions or concerns regarding the form content, 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.

Revised Telecommuting Policy and Website

The University of Wisconsin–Green Bay is committed to supporting telecommuting arrangements as much as possible when it is beneficial for both the employee and the institution. In addition, the University encourages supervisors and employees to think about flexible arrangements that can better support students and the mission of UW-Green Bay

Telecommuting provides greater flexibility to employees in balancing work and personal obligations, allows for creative space allocation on the campuses, and may improve employee satisfaction and retention rates. The UW System has recently published an updated UW System Administrative Policy 1228: Telecommuting to guide telecommuting arrangements for UW System institutions. Effective June 28, 2021, UW-Green Bay has also published a revised Telecommuting Policy, which outlines the University’s commitment to exploring flexible work options where reasonable, provides common definitions, and communicates telecommuting employee expectations. To support communication about this revised policy, the Office of Human Resources and Workforce Diversity has created a Telecommuting website, which includes helpful information for both supervisors and employees.

While there has been a significant amount of flexibility in documentation due to the COVID-19 pandemic, moving forward it is critical to ensure that any non-instructional employees who are telecommuting have the arrangement documented on a Telecommuting Agreement. Telecommuting agreements are approved on a case-by-case basis at the discretion of the employee’s supervisor consistent with the student-focused mission of the university and the needs of the respective unit/department. As we move into a more normal-looking academic year this fall, supervisors are expected to have a dialogue with eligible employees to determine if a telecommuting arrangement is applicable. Employees who will be in a telecommuting arrangement after the start of the 2021-2022 academic year must have a Telecommuting Agreement approved and on file by August 23, 2021.

Faculty and instructional academic staff (IAS) inherently have flexibility in work arrangements due to their primary job responsibilities of teaching, scholarship, and/or service. Therefore, a telecommuting agreement is only necessary for faculty and IAS if an employee-generated request for extraordinary time working off-campus is being made outside of the norm for the academic unit. Faculty and IAS are still responsible for ensuring the Telecommuting Expectations (as outlined in the UW-Green Bay Telecommuting Policy) are met when working at an alternative site.

For more information about telecommuting, including instructions for requesting and approving telecommuting agreements, please see the Telecommuting website. If you have questions about the Telecommuting Policy, Telecommuting Agreement, or information on the website, please contact Human Resources at hr@uwgb.edu or (920) 465-2390.

Thank you for your commitment and service to UW-Green Bay!

T&TC – Employee/Manager Conversation Period Kicks Off This Week!

The Title and Total Compensation (T&TC) Project is a major UW System initiative which will update official job titles and associated standard job descriptions for most Academic Staff, University Staff, and Limited appointments. The project aims to match UW job titles, compensation, and benefits offerings to the labor market in order to better attract, reward, and retain employees. Your job duties and your pay are not changing as part of this project.

In the coming weeks, supervisors will be offering all in-scope employees an opportunity to review and discuss their proposed title and job description. On or after July 1st, your supervisor will send your proposed title along with a link to the title library (in which you can find the standard job description). This will happen at least 3 business days before any scheduled meeting. Please read through the job description and bring your questions to the meeting with your manager.

The period of employee/manager conversations will last from July 1, 2021 through September 10, 2021. All employees will be offered a meeting. If you would prefer not to have a meeting about this change, please respond to your manager via e-mail or decline the meeting request. A decline will serve as affirmation of your initial agreement with the title (please note that this will not limit your ability to appeal the title during the formal appeal period).

To prepare for this process, all employees are encouraged to utilize the following resources, which contain more information about T&TC and the employee-manager conversation process:

We are so excited to be at this point in the project! Please contact the Office of Human Resources and Workforce Diversity at hr@uwgb.edu or x2390 with any questions.

Welcome Pang Yang and HR Restructure

The Office of Human Resources and Workforce Diversity guides the efforts to recruit, develop, and retain faculty and staff members who meet the needs of a dynamic academic institution. We provide strategic planning, offer administrative services, promote employee needs, and facilitate organizational change.

In reviewing the University mission, strategic priorities, and internal and external environmental factors, it is clear that the HR office must make intentional strides to increase our impact across campus in areas such as digital transformation, data reporting/analysis, strategic partnership/change management, employee learning & development, and equity, diversity & inclusion (EDI). To advance in these areas, the HR Office will be undergoing the following restructure (to include filling a long-standing vacancy) effective June 28, 2021:

Welcome, Pang Yang

We are delighted to announce that Pang Yang has been appointed into a reimagined position of Talent Acquisition & Engagement Coordinator. This position will serve as a resource to foster an inclusive institutional culture and create and nurture authentic and intentional relationships with diverse communities both internal and external to UW-Green Bay. Specifically, Pang will provide coordination in areas such as recruitment, AA/EDI, orientation/onboarding, and employee engagement (including Wellness). Coming from a role in Graduate Studies (and previously Humanities), Pang brings to our office a vast knowledge of UW-Green Bay and the UW System, experience in recruitment and engagement, and a passion for equity, diversity, and inclusion. We are so excited to have Pang join our team!

Congratulations, Julie Flenz

Julie Flenz has been an HR Business Partner at UW-Green Bay since August of 2015, and has demonstrated expertise in employee support/engagement, recruitment, and retention. As part of the departmental restructure, Julie has been promoted to serve as the Talent Acquisition and Development Specialist. Her role will provide renewed emphasis on expanding our office’s impact in developing and facilitating relevant and timely learning and development opportunities for faculty and staff. Julie will also oversee institutional recruitment efforts as well as provide leadership for employee engagement activities.

Introducing Talent Management and Engagement Team

Julie Flenz, Pang Yang, and Megan Noltner will make up the newly-named Talent Management and Engagement Team. Megan Noltner will continue to lend her expertise in employee relations, policy, and compliance by serving as the Employee Relations and Compliance Specialist/Title IX Deputy Co-Coordinator. Megan’s role works collaboratively with stakeholders across the institution with respect to labor and employment relations issues, HR records retention, performance management, policy development and support, and retention initiatives. The Talent Management and Engagement Team is designed to serve as dynamic partners with internal and external stakeholders to recruit, retain, develop, and engage talent across the institution.

Introducing HR Systems and Total Rewards Team

To better align our office’s practices and processes with institutional strategic initiatives such as digital transformation and data-based decision making, Kimberly Sipiorski, Jenny Charapata, and Jolene Truckenbrod will make up the HR Systems and Total Rewards Team. This team will lead the HR Office’s efforts to streamline transactional processes, align institutional practices with UW System efforts to provide administrative efficiencies, and develop structures to report and analyze data related to the institution’s talent resources. This team will also be responsible for the administration of employee total rewards programs, which includes the experiences, career development, compensation, and benefits that allow employees to maximize their career, well-being, and financial success. The HR Systems and Total Rewards Team is designed to ensure that the systems and practices we use to support and compensate employees across the institution are intuitive, efficient, transparent, and effective.

For details about the roles of HR Staff, please see our HR Staff webpage. For those areas that work more frequently with specific HR Office personnel (i.e. dean assistants, administration, etc.), we will be providing additional information via email. Should you have questions related to this restructure, please do not hesitate to contact any of the HR Staff or the general contact information for the Office of Human Resources and Workforce Diversity (x2390 or hr@uwgb.edu).

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 Sunday. Therefore, this legal holiday will be observed on Monday, July 5th, and most University Offices will be closed on this day.

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

Title & Total Compensation Project Supervisor Sessions – June 2021

The University of Wisconsin System has embarked on a complete redesign of its current classification and compensation structure. The goal of the Title & Total Compensation Project (T&TC) is to modernize the existing title and compensation programs which will, in turn, attract and retain the best talent for the organization. After a lengthy delay due to COVID-19, it has been announced that the new title structure will be implemented in November of 2021. The full title and standard job description library is currently posted on the UW System Title & Total Compensation Project website.

To prepare for implementation, employee-manager conversations will take place between July 1, 2021 and September 10, 2021. For more information about T&TC and UW-Green Bay’s timeline, please view the recently-published T&TC Open Forum Recordings.

Supervisor Training:

We will be holding three supervisor sessions to provide important information for supervisors about the upcoming employee-manager conversation process. These sessions will be specific to the process happening this summer, so even if you participated in supervisor trainings a couple of years ago, you are encouraged to attend one of the following sessions:

No need to RSVP, just mark your calendar to attend utilizing the links above! We will also be recording the sessions and will make those available on the HR Connect blog. If you are new to T&TC, please view an Open Forum Recording before attending a supervisor session, as we will not be going into detail regarding the background and history of the project.

Additional Resources:

Additional information and resources for the Title & Total Compensation Project can be found on the UW System Title & Total Compensation Project website. Supervisors are encouraged to review the Employee-Manager Conversation Toolkit and eLearning Module for more information about the Project and the role of a manager during the employee-manager conversation process.

For questions about the Title & Total Compensation Project or supervisor sessions and resources, please contact the Office of Human Resources and Workforce Diversity at hr@uwgb.edu or (920) 465-2390.