Category: General

Due to the postponement of the new University Personnel Structure(UPS), UW-System will use the Office of State Employment Relations (OSER) recruitment policies and procedures for all classified vacancies that occur in the next two years until UPS is implemented.  As part of this, all Office Support Positions must be certified from a central register housed by OSER. OSER has recently revised the Office Support Exam for all classification titles listed in the attached document. The first administration of this new exam will be on August 10, 2013.

Please note the following implications of this new Office Support Exam:

• All previous exam scores will expire upon creation of the new Office Support exam register which is anticipated to be available for use in September.
•  All applicants who have taken the Office Support exam in the last year must RE-TEST beginning in August 2013. Even if you have taken the exam as recently as June 2013, you must RE-TEST to continue to be considered for Office Support positions.

The Wisc.Jobs Home page will display a banner about the new exam and the Monthly State Exams page will be updated on July 19^th with pre-registration information for the August 10, 2013 Multiple Choice Exams. This will also include information about the office support RE-TEST requirement.

Thank you for your interest in employment with the State of Wisconsin. Please help us spread the word about this re-test requirement and forward this information on to anyone you know that may be interested in an Office Support Position.

If you have any questions, please contact Christine Olson, olsonch@uwgb.edu or (920) 465-2846.

Rehire Process

It’s time to start thinking about the student employees you plan to rehire for the summer and/or Academic Year 2013-2014. Please have a discussion with each of your current student employees regarding your and their intention to continue their employment. In the following weeks you will receive more information regarding the rehire process.

The following students may only work through the last day of exams, May 17, 2013:

• Those who are graduating
• Those who are not enrolled for courses for summer or fall
• Those on Federal Work Study (Note:  Unused Work Study funds will not transfer to another term.)

Employment Period/Payrolls

Summer 2013 Payrolls: June A – August B (5/19/2013-8/24/2013)

Academic Year 2013-2014: September A-May B (8/25/2013-5/16/2014)

The 2012-2013 Academic year ends on 5/17/2013. All students graduating, those not enrolled for courses in the summer or fall and those on Federal Work Study, must stop working on 5/17/2013. Note:  Unused Work Study funds will not transfer to another term.

• Summer work period begins on 5/19/2013.
• Students seeking Federal Work Study for summer must complete the Summer Financial Aid Application found on the Financial Aid website: www.uwgb.edu/financial-aid
• The 2013-2014 Academic year begins on 9/3/2013. Those rehired for the academic year will be rehired effective 8/25/2013 (the beginning of the pay period).

Hiring New Student Employees

ENROLLMENT REQUIREMENTS

Students must be at least 16 years old and enrolled at an institute for higher education or high school to be eligible for student employment.  There are two student eligibility periods:  (1) academic year; and (2) summer session.  During the academic year, students must be enrolled for at least one credit.

HIRING PRIORITY

Students are employed on a priority basis with UW-Green Bay students receiving first priority.  Priority should be observed according to the Levels listed below.  Before Level II and Level III students are considered, a position must be posted in the PRO system to Level I students for a minimum of two weeks.

Level I

UW-Green Bay students, including new, transfer and specials, registered for at least one credit in the term they are expected to work.

For summer, students can continue employment from spring semester if they are registered for at least one credit in fall.

Level II

Students enrolled at another UW school for fall.  Supervisors are responsible for obtaining verification* of the student’s association with the school system.

Level III

Students enrolled at a non-UW accredited university, technical college, vocational/trade school, or high school.  Supervisors are responsible for obtaining verification* of the student’s association with the school system.

*NOTE:   Examples of documents that verify a student’s enrollment at a school are their class schedule for a current or future semester or a letter from the school confirming their enrollment.

If you are hiring a student from Level II and Level III, you will be able to indicate on the Student Employment Form or Lump Sum Authorization forms if the position was posted in PRO.

ADVERTISING a Student Position

Open positions should be posted in the Phoenix Recruitment Online (PRO) site.  Jobs can be submitted by completing a fill-in-the-blank form found on the Student Employment website: http://www.uwgb.edu/student-employment/employers/opening.asp

Employers with current accounts in the PRO system can post their openings by logging into the system themselves and following instructions found via the Student Employment website: http://www.uwgb.edu/student-employment/employers/other-posting-options.asp

Contact Information:

• For questions regarding posting employment opportunities or Work Study, contact Diana Delbecchi at delbeccd@uwgb.edu or studentemployment@uwgb.edu.
• For questions regarding enrollment requirements, hiring priorities, appointment entry, Portal access, timesheets, payroll processing or earnings statements, contact Sousie Lee at lees@uwgb.edu or hr@uwgb.edu.

The Compensation Philosophy has been approved by the Chancellor’s Cabinet and is now available for your review online.  A draft timeline outlining the compensation planning process has also been developed and both documents can be accessed at http://www.uwgb.edu/hr/compworkloadstudy/.

To All UW-Green Bay Employees:  COMPENSATION AND WORKLOAD STUDY UPDATE

Two informational sessions have been scheduled in April for a presentation by consultant James C. Fox, Ph. D., Managing Director of Fox Lawson & Associates.  Mr. Fox has been conducting the compensation, benefit and workload study for UW-Green Bay for the past several months and he will present an overview of the process and the results of the study.  The sessions are scheduled as follows:

• Monday, April 15, 3:00 – 4:30 p.m., Christie Theatre, University Union
• Tuesday, April 16, 9:00 -10:30 a.m., Christie Theatre, University Union

The Chancellor’s Cabinet and the Compensation Steering Committee will be attending these sessions as we move forward with this process.  Sessions will be recorded and available online for those who cannot attend.

We want you to be aware of a new State of Wisconsin website that will be launched soon. “OpenBook Wisconsin” will provide broad public access to detailed information about state and university expenditures.

Enacted as part of 2011 Wisconsin Act 32, s.16.413 of the Wisconsin Statues requires that the Department of Administration (DOA) create a searchable website with information about all state agency expenditures in excess of $100. This new database will eventually include all state and UW salaries and fringe benefits, grants paid by state agencies, and all contract payments made by any agency or UW institutions.  For ease of administration, all expenditures, regardless of amount, will be included.

We have been asked to include a list of employees who may have reason to want their names redacted from the information that is sent DOA for purposes of personal safety.  Employees who may fear for their safety include victims of domestic abuse, stalking, or harassment.  Please notify Jolene Truckenbrod in the Human Resources Office if you have safety reasons for excluding your name from the public database.

Working with state agencies and the UW System, DOA has developed a plan to launch OpenBook in three phases.

Phase 1, which will launch soon, will include operating expenses such as travel payments, vendor payments, and purchasing card (PCard) detail.

In order to ensure a smooth roll out of expenditure data, DOA determined that Phase 1 will only involve agencies that use the State’s general ledger system. Entities with separate general ledger systems, including UW System institutions, will upload more data later. Capital expenditures made by the DOA on behalf of UW institutions are recorded in the State’s general ledger system, so they will be published in the first rollout of Phase 1.

Phase 2, to be launched later, will include employee salary and fringe benefit expenditures. Phase 3 will include grants, capital projects, and VendorNet contracts. Launch dates for Phases 2 and 3 have not been announced.

We fully expect this project to raise many questions. Here are a few that we can anticipate and answer now:

Q: Will individual employees be listed, if they receive payments for travel expenses or other reimbursable expenses? Yes. Those payments will be included and the employee will be listed as the “vendor” in this case.

Q: Will private information be released? In accordance with the statutes, DOA’s database will exclude aids, local assistance, and transfers. UW System does not maintain Social Security Numbers in our payment data, so that will not be provided. DOA will take steps to redact other personal information, but individual agencies are responsible for requesting specific exemptions. For example, UW System will exclude payments to people who receive stipends for participating in scientific research studies. When Phase 2 is launched, details about individual benefit elections, such as health insurance, will not be provided.

Q: Why is UW data not available in Phase 1? UW data will be published as part of Phase 1. This is a major undertaking for DOA, and the process of consolidating financial data from multiple systems is very complex. Because UW System uses a different general ledger system, we will be given reporting instructions later. We will comply with the law to provide this level of transparency.

Q: Who will people contact for more information? Each entry in the OpenBook database will feature a “contact” button where people can request more detail. UW System is working with DOA to provide the appropriate contact information for UW entries.