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Process Changes — Human Resources

Throughout the course of the Changing for Excellence project, some HR processes were fundamentally redesigned to gain efficiencies and/or take advantage of new system functionality. Other processes required only minor modification and updating. The following section highlights the key process changes to be implemented this summer:

Recruiting & Hiring
Facilitated by Recruiting & Onboarding Center
  • HR SSC will be staffed by HR Coordinators who specialize in recruiting and hiring
  • HR SSC staff will replace the departmental Hiring Manager function
Electronic Workflow
  • ImageNow eForms will be used to gather information required for a recruiting transaction
  • Job posting, candidate applications, and offers will be managed through PeopleSoft TAM
  • Candidates will accept offers electronically through TAM
Decreased Central HR Oversight>
  • HR will not review candidate pools and will only review required qualifications for candidate(s) receiving offer; only egregious issues will be brought to the attention of the unit
  • Equal Opportunity oversight will shift from comprehensive pre-interview reviews to selected post-offer reviews and audits.
  • Learn more about HR oversight and unit accountability
IOA Responsible for Equal Opportunity Compliance
  • Office of Institutional Opportunity and Access will be responsible for monitoring EO compliance, including review of direct hires and searches for underutilized positions
  • Learn more about IOA
Recruitment Bundle
  • All information required for recruitment, including position additions or updates and job posting information, will be included in a single ImageNow eForm
All Elements Included in One Offer
  • Any supplemental offers provided by departments or schools (for lab space, research team transition, etc.) must be included with the TAM electronic offer
Minimum Posting Durations
  • Minimum Posting Durations will be 3 calendar days for student positions, 10 calendar days for most postings, and 30 calendar days for nationally-advertised searches
Optional Use of Search Committees
  • Units and departments may elect to forgo search committees for non-faculty searches
  • Per Hiring for Excellence, search committees are required for faculty
Definition of "Internal Employee"
  • Employees of any and all KU campuses will be eligible to view and apply for internal-only job searches at any other campus
Student Hiring
  • The "back office" administration of student recruiting will shift from the University Career Center to HR
  • GRA/GTA/GA recruiting will transition to Recruiting & Onboarding Centers in the next year
  • Learn more about student hiring

New Hire Probationary Period
  • All UPS and USS hires will serve a probationary period for six months, which may be extended to one year at the request of the employee's supervisor
  • See policy changes for more information
Recruiting & Onboarding Center on First Day
  • All new hires will visit with the Recruiting & Onboarding Center when they arrive on their first day of work to complete all onboarding requirements and campus orientation
Onboarding Documents Included with Offer
  • Electronic offers will include a link to all onboarding documents on the HR web site
  • Employees can opt to complete the forms and mail/bring to HR SSC on their first day or wait until their first day to complete the forms on campus
  • If a new hire provides completed onboarding documents to their unit / department, the forms can be transmitted to HR via ImageNow
Background Checks
  • All new hires will be directed to initiate a background check upon acceptance of offer
  • New hires will be required to initiate the background by their first day of work at the latest: it is strongly recommended that background checks are completed before the employee's first day of work
  • Note: KUMC new hires must complete background check prior to the first day of work
Temporary Parking Passes
  • New hires will be given temporary (one-week) parking passes at the HR SSC to prevent new employees from receiving tickets on their first day and to give the new employee flexibility in terms of visiting the Parking Office for a permanent pass

Position & Appointment Maintenance
Electronic Workflow
  • Position and appointment maintenance requests will be submitted electronically via an ImageNow eform
Recruiting & Onboarding Center Assistance
  • HR SSC staff will be available to assist departments and units with the proper completion of the request form

Time & Labor / Absence Management
Please see the HR/Pay site for information regarding the changes to the T&L/AM system and process

Additional Process Changes
There are several other changes that will impact certain HR processes
Position Description Management
  • Position descriptions will be maintained and updated in ImageNow rather than PeopleAdmin
  • Electronic workflow will be used to submit new or updated position descriptions
Recording of Performance Evaluation Scores
  • UPS evaluations will be collected and stored centrally by HR
  • Final summary evaluation scores for all UPS, USS, and GTAs will be reported to HR and recorded in PeopleSoft
Recording of Disciplinary Actions
  • Disciplinary actions for all employee types will be reported to HR and recorded in the employee's personnel record
TALX Electronic Employment Verification
  • KU is implementing the automated TALX (Work Number) system to handle employment verification requests from third parties
  • Employees will provide phone number and PIN to third parties who require employment verification
Employee Retirement / Separation
  • Managers will submit retirement / separation notification on behalf of their employee through PeopleSoft Manager Self-Service (MSS)
Update Personal Information
  • Employees will have the ability to use Employee Self-Service to update certain personal information in PeopleSoft: home address, telephone number, etc.
Social Security Cards
  • Social Security cards will not be photocopied and retained by KU staff in any situations

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Changing for Excellence was the featured cover story in the January, 2015 edition of Business Officer, the official magazine of the National Association of College and University Business Officers (NACUBO). You can read the full story online.

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