Welcome to the online Fall 2005 issue of the Administrative Services newsletter, The Business Advisor. Our goal is to provide you with an informative resource tool. If there are special topics you would like to for us to address, please let us know. The Business Advisor is published both fall and spring semesters. To view previous issues, click here.
This fall semester many projects are underway and nearing completion. We have made several improvements to the new addition as we become more familiar with the operational needs of the facility and its occupants. We have completed the installation of the interior drop boxes by each suite or office, and the new matching tack boards located beside the elevator in the new addition. We are nearing completion of hanging coat hooks throughout the new addition.
Facilities has also outlined and implemented the "SON building requests". This was designed so that faculty and staff will have a more uniform method of placing building requests and allow us to more efficiently process work orders. So far we’ve had great success with the new building request format. Faculty and staff can now place their request from the convenience of clicking on the “ SON Building Requests” located on your desktop or by sending an email to SONBldgReq@unc.edu.
As we enter the cold months, we’ll be working to fine tune the new additions many amenities to better serve the SON community.
By Sam Deal
The next account managers meeting is scheduled for Wednesday, December 14th. The time has been changed and the meeting will be held at 2:00 p.m. for an hour in room 207. Stephanie Lloyd from the University's Finance Office will be presenting the new Online Journal Entry system which is replacing the current paper AJ-1. Attendance is mandatory.
By Pamela Siler
Interim Performance Reviews
Sometime during the months of November and December, supervisors need to conduct an Interim Review based on the principal functions described in their employees work plans for this year June 1, 2005 – May 31, 2006. Supervisors should first discuss the proposed Interim Review with the next higher supervisor for approval before the supervisor meets with the employee to present and discuss the review. All Interim Reviews must be completed no later than December 31, 2005. After the reviews are completed and all required signatures have been obtained, two copies should be made, one for the supervisor, and one for the employee. All original Interim Review’s should be submitted to Ella Parrish, Room 112 Carrington Hall for filing in the employee's official SON personnel file.
*Note: All new employees should have a work plan within 30 days of their start date and a performance review 4 months from their start date and then fall into the regular performance review cycle.
If you have any questions please do not hesitate to contact either Ella Parrish at 966-4267 or Sharon Braxton at 843-6761 in Administrative Services.
New On-line Campus Directory Announcement
Campus ITS is scheduled to launch the new online campus directory at the end of the day Wednesday, November. 30. Below is information that will acquaint you with the functionality available in the new directory.
The web site for the new directory will be http://directory.unc.edu. That address currently links to the existing directory, but when the switchover to the new directory occurs on Wednesday, the link will be redirected to the new site.
Like the current directory, the new tool provides the ability to search for faculty, staff and students. However, the new directory adds substantial functionality to the search process -- for example, you can search by email address, department, Onyen or PID.
Employees (and students) have the ability to edit their own personal and work-related address and phone information using the new tool. They will also be able to set privacy restrictions for their home address and phone number, change their Informational mass email setting and update their email address. HR Facilitators will also be able to make those changes for all employees in their assigned departments, primarily to assist employees without computer access or those who are not comfortable making their own updates.
Information for the online campus directory is compiled from a variety of campus administrative systems, including Payroll, HRIS and the Student Information System. Updates made in the new campus directory function will automatically be transmitted back to those systems on a regular basis -- within an hour for some systems, overnight for others.
Employees who change their home address information in the directory will be notified that they must take additional action to change their address with their benefits providers. A link to a webpage with benefit vendor address change forms will be provided.
IMPORTANT!!
While address and phone information (among other items) are editable, certain
information cannot be changed in the directory, including employee name and working
title. The employee's name displayed or legal name changes and/or working title's
can be changed by contacting your HR facilitators Ella Parrish, Velma Ellis,
or Sharon Braxton.
SPA RecruitmentWeb
SPA RecruitmentWeb is a web-based system that will be used to track and send applications, referral records and closing reports electronically to hiring supervisors for SPA permanent positions. It’s scheduled to be implemented campus-wide early February 2006. SPA RecruitmentWeb will offer the following benefits:
New! SPA RecruitmentWeb Records Retention Update: After SPA RecruitmentWeb goes live, the records retention schedule will be updated, and departments will no longer need to keep hard copies of all referred applications when recruiting for vacant positions. The electronic record of the application in SPA RecruitmentWeb will be sufficient to meet the requirements of our retention schedule. Note that this change will not be effective until after the complete system rollout in 2006. Further details will be provided during training.
Phased Retirement Updates
SON Orientation / Supervisor Guide Websites:
SON HR has developed a Faculty Orientation Website for faculty. This website can be found at http://nursing.unc.edu/faculty/fac_orient/EPA/.
SON HR is very close to implementing a Staff Orientation Website for staff, so be on the lookout for those details soon.
SON HR will also be developing a Supervisor Guide Website to assist supervisors when hiring permanent and temporary staff, Teaching Assistants, Research Assistants, and Graduate Assistants. More information will be coming soon.
Adverse Weather Policy Information
As winter is fast approaching please be sure to bookmark the University’s Adverse Weather Policy http://hr.unc.edu/Data/adverseweather, and remember that any adverse weather NOT made up within a year will be deducted from your vacation leave one year from the date the adverse weather was taken.
Holiday Schedule
Departments or work units may choose to close for public business during the holiday period if such a closing would meet departmental operational needs; however, employees cannot be compelled to use leave (or take leave without pay) for any non-holiday workdays that the department is closed. Therefore, employees who wish to work must be allowed to come to work. The department must find meaningful work (consistent with the employee's current job duties) for the employee to do during that time. Employees who do not wish to work must either:
2006 HOLIDAY SCHEDULE |
||
| Holiday | Date(s) | Day(s) |
| New Year's Day | January 2, 2006 | Monday |
| Martin Luther King, Jr.'s Birthday | January 16, 2006 | Monday |
| Spring Holiday | April 14, 2006 | Friday |
| Memorial Day | May 29, 2006 | Monday |
| Independence Day | July 4, 2006 | Tuesday |
| Labor Day | September 4, 2006 | Monday |
| Thanksgiving | November 23 & 24, 2006 | Thursday & Friday |
| Winter Holiday | December 25, 26 & 27, 2006 | Monday, Tuesday & Wednesday |
Jingle Bell Jog
The Jingle Bell Jog is an annual event FREE to all employees at UNC. So, get excited, bring a friend or colleague, and enjoy the 3-mile run / 1.5 mile fun walk.
We encourage festive dress, and there is an additional prize to the department with the most imaginative costumes. The Jingle Bell Jog is a time when everyone can come out and enjoy the holidays together.
For individual and team registration forms. http://www.heelsforhealth.unc.edu/heels_events.html
So, get those costumes ready, get those registration forms in, and get ready to have a blast at the 2005 JINGLE BELL JOG!
7th Annual Winter Blood Drive
The 7th Annual Winter Blood Drive will be held on Tuesday, December 20th from 7:30 am until 1:00 pm in the Woollen Gym.
Visit unc.givesblood.org to make your appointment on-line or call 96-BLOOD X229.
There will be free snacks, T-shirt and the opportunity to win a Caribbean Cruise for two to donors.
Identity Theft Protection Act
Information will be coming out soon from the University Counsel's office regarding the Identity Theft Protection Act, a new law limiting the use of Social Security Numbers (SSN). Departments will be asked to report any paper or electronic forms created internally that ask for or track SSN and the steps taken to secure the SSN. This does not include any HR hiring forms or Payroll forms required by the University (i.e., tax forms, I-9 forms, timesheets, etc.) So please begin to think about any paper or electronic forms your department creates and uses. As the HR Manager I’ll be asked to report all forms originated in our department that use SSNs.
By Sharon Braxton
