Student Employment Forum

1. Student Employment Forum Presented by Tracy Worthey and Teresa Shook Human Resources

2. What’s new now and for the fall 2019

3. Change Request Form • We have updated our change request form • Streamlined to what is needed • Used for both student and non-student work assignments • Must click on the ‘SAVE’ button at the bottom of the form to validate the information submitted. • Currently out on the HR website now • https://hr.uncc.edu/forms/temporary-and-student-employment

4. Federal Work Study Appointment Form • FWS form has been updated • Streamlined to request only the necessary information • Added some fields for processing purposes • No longer can put two Web Time Entry Approvers (set up your proxies) • New forms will be available for returning and new students at Niner Central.

5. Minimum Pay Rate • New starting pay rate for all student employees is $9.00 an hour • About 25% of the student employee population was being paid below. • Pay increases should be an annual review for student employees • Up to 2% for returning students (18 cents on an hourly rate of $9) • Up to 5% for students that are taking on new duties and responsibilities (45 cents on an hourly rate of $9)

6. Job Descriptions and Pay Ranges • Conducting a study of position descriptions to help define entry, mid and expert level • To create a standard position description that all departments can agree upon • Will establish the correct pay range for each job title • Will acknowledge specialized duties that may require a higher pay rate • This study will be done for all job titles over the course of the year, started with STEM departments for (research and lab job titles) • Will identify the need to add more job titles, if needed

7. Criminal Background Checks • Please ensure that if your student position falls into the “Sensitive Duties” categories under University Policy 101.23 Employment-Related Background Checks and Criminal Activity Reporting, that those request for background checks are submitted prior to their start date. https://legal.uncc.edu/policies/up-101.23 • Responsibilities for minors or animals; handling of cash and cash equivalent; controlled substance and hazardous materials; master key access; sensitive information; and driving University vehicles. • Did you know that there is a Minors on Campus University policy 716 https://legal.uncc.edu/policies/up-716Please review if your program host minors on campus. • Please note that all students transferring from a Student position to a Non-Student position will be required to fill out a non-student application and have a background check conducted prior to their start date.

8. Criminal Background Process • Email the Student Employment Coordinator with the following: • Student’s Name • Email address • Department Org number • Indicate if the student will be driving a University vehicle, including golf carts • You will be informed if the report is clear and your recommendation can be approved for hire • If there is something in the report that is job related, the Director of Staff Employment will reach out to the hiring official to discuss

9. Canvas EPAF Training • Academic Affairs and Human Resources have been working on developing an online Canvas course for EPAF training • This training will be required for all new EPAF initiators • In addition, it will be a resource for all current initiators and approvers • It covers E45SP (special pay request), EPTF50, STU070, and STMP 15 and 18. • This should be released by Fall 2019

10. Upcoming Projects Spring 2020

11. Electronic Hiring Packet • Will move to an electronic hiring packet for all employees • This will change the process for students • Current state: Student is selected and sent to HR to complete new hire paperwork, given yellow card then EPAF/appointment form is sent to HR for approval with a future start date • Future state: Student is selected and complete I-9 online and they report to HR with their documents to receive the yellow card. EPAF/appointment form is submitted with a future start date. It will be on the student and supervisor to ensure that all new hire paperwork is completed within first 30 days of employment • Foreign Nationals onboarding will be half paper and half online. Most will be done during the live orientation sessions offered at the start of the semesters • More to come once we have a final product this fall!

12. Bi-Weekly Payroll • Transition TP monthly payroll for student and temporary staff to a biweekly payroll cycle • Why Change to a biweekly payroll cycle? • Deterrent for students to work off campus • When beginning a new on-campus job, may need to wait up to 7 weeks for first paycheck • If miss timesheet deadlines, students/temps must wait a full month to get paid for that previous month’s work • Improving the way we pay students would help with student success efforts, including those to increase FWS assignments • When:  March 1, 2020 • Work in progress to transition from monthly to biweekly • Banner configuration and testing • HR business process improvements to facilitate a two week PR cycle • Updates to training manuals, FAQs and documentation  

13. Bi-Weekly Payroll • Payday will be every other Friday and the pay week will run Sunday through Saturday. • Timely submission will be needed more than ever! • Please review PIM 63 Process Deadlines and Requirements for Hiring and Paying Temporary Employees. • https://hr.uncc.edu/policies-and-procedures/university-policies-and-pims/pims

14. Online Student Orientation • Following the Federal Work Study Orientation online model • There will be a student employee online orientation that will go over what is required and expected of a student to work on campus. • Then it will lead them to the online hiring packet to complete • It will cover processes, procedures, expectations as a student worker, payroll, and resources to report harassment and employment issues.

15. Contacts