Departmental Research Administrators Workgroup (DRAW) November 30, 2011 deMarneffe 132.

Departmental Research Administrators Workgroup (DRAW)

November 30, 2011

deMarneffe 132

Agenda

Announcements

HR Processes - Heather Pellegrino & Christina Tocci

Introduction of Linda Bramante from Research Management

Announcements

Core expenses:– Only use research funds to pay for services– Cost transfers of core expenses are processed by

Core Managers – More to follow at the January DRAW meeting

Pre-Award process for submitting proposals – see latest Proposal Checklist on Research Intranet site

A-133 Audit completed for Fiscal Year 2011– Two federal awards were selected– No findings at McLean!

Thank you for all those who were involved in the process

Human Resources Process

Overview for DRAW meeting

Salary Ranges and Salary Calculations

Every job is assigned to a pay grade/salary range Immediately available within the job requisition

Starting salaries Pay grade minimum + years of experience

Salary expectations depend on: Internal equity Availability of funding Maximum starting rate

New PeopleSoft Departments

Request submitted to HR Need to identify:

PeopleSoft manager Approvers Default GL

Time frame: Less than 1 week

New PeopleSoft Departments

Delays: Change in department table hierarchy Identifying a PeopleSoft manager who

has not attended MSS training

Generally, the setup of a new department should not delay the recruitment process

Performance Appraisals

Department Requirements: Appraisal Packet (retain a copy for your

records) Signed confidentiality agreement ALL HealthStream trainings completed PeopleSoft transaction

HR Process Review hard copy of the performance appraisal Check for completed HealthStream trainings Approve PeopleSoft transaction

Recruitment Process

HR has implemented hiring processes to ensure that we are in full compliance with OFCCP regulations….

Posting Positions

Submit an online requisition through PeopleSoft

Provide recruiter with accurate, updated job description including: Education Licensure Experience as appropriate

HR Reviews and Approves before posting Minimum posting for 5 days

Posting Positions

External postings automatically appears in: America’s Job Exchange AbilityLinks GoogleBase Indeed.com JobCentral Recruiter Networks

Reviewing Candidates

Recruiter routes qualified candidates At least twice a week

Hiring manager reviews each candidate Log into PeopleSoft to review all applicants

Hiring manager must return comments on ALL candidates routed – retain your notes in event of audit!

Position may be reposted after 5 days if all applicants have been considered and comments have been forward to recruiter

Interviewing Candidates

Contact the candidates directly or ask the recruiter to set up an interview HR interviews provide information regarding

benefits, salary range and employment requirements

Information to track: Candidate’s name Interview date Individual(s) who interview the candidate Type of interview (phone/in person) Interview notes from each interviewer (must be

job related – retain in event of audit!) DO NOT send candidate to HR for CORI at this

time!

Preparing for Offer

Recruiter submits references request for candidate through Skill Survey Department may check references, however it

does not eliminate the use of Skill Survey Letter of recommendation (if provided)

Recruiter must confirm with the individual who wrote the reference

Also, does not eliminate the use of Skill Survey Recruiter completes salary calculation and

reviews with hiring manager

Making Job Offer (HR)

Recruiter extends the offer, but candidate may NOT start until: Successful CORI check Successful National Background check Candidate receives medical clearance

Recruiter sends conditional offer letter and email with directions for completing hiring requirements (background check, Occupational Health)

Completing Hiring Requirements

Candidate completes CORI form in person in HR office, Hire Right national background check form online, and Occupational Health requirements

Once all have cleared, coordination occurs for start and orientation date

Hiring Manager sends recruiter information regarding each candidate interviewed including: Name Date of interview Persons who interviewed the candidate Type of interview (phone/1st interview/2nd interview) Comments regarding why candidate was not chosen

– speak to your recruiter for guidance

Employee’s First Day

New employee visits HR to complete final paperwork

New employee attends orientation New employee reports to Security

for completion of ID badge

Remember

Under no circumstances may an employee start before: Reference checks have been completed CORI and National Background Checks

are complete Medical clearance has been obtained

If you have any questions, please check with your recruiter

Contacts

Tanya/Christina – Research recruiting Tanya: [email protected] or x2602 Christina: [email protected] or x3167

Nick Yale – Research IS [email protected] or x2822

If you are unaware of who to contact, dial the HR front desk at x3448 and your call will be triaged to the correct individual

Questions?

Contact

Raquel Espinosa

Phone: 617-855-2868

[email protected]

[email protected]