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HR Bulletin

 


The Support Staff Resources Website: Information at Your Fingertips!

The Administrative Support Services Committee (ASSC) and Human Resources (HR) have created a Support Staff Resources@TXSTATE website to assist employees via links to quickly locate information on business processes, services, forms and training opportunities. The website can be found by (1) clicking on the Expand Navigation button on the main Texas State home page and then clicking on Support Staff Resources, or (2) going directly to the website by clicking on http://ssr.hr.txstate.edu/.

The site has the ability to list topics two ways: Alphabetically (A-Z) or by Division. The A-Z listing provides an alphabetical listing of links for a variety of topics. The divisional listing provides a list of departments, sections, and functions within each division.

This website has become a primary tool for those who provide administrative support services to the campus. It is a “living” site in that it is continuously improved, expanded, and updated. To steer this development, employees are strongly encouraged to submit their observations and recommendations to the ASSC.
 

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April Timekeeping 

 

For timekeeping purposes, the month of April ends April 27 and should include the following weeks ending:

 

April 6
April 13
April 20
April 27

 

Remember, for employees entering their own time using the SAP Portal Employee Self Service (ESS), release your time at the end of each week.
 

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New Employee Orientation II Breakfast

All new staff employees hired during the past month are reminded that the second part of New Employee Orientation will occur on Friday, April 12, 2013. This mandatory session will be held in JCK 460 from 8:15 am to 12:00 noon. Employees are asked to arrive by 8:00 am in order to have continental breakfast before the session begins.  Any new faculty members are also invited to attend.  This monthly session (held on the second Friday of each month) is the second part of an orientation program for all new Texas State employees. Employees receive information to enhance their basic understanding of Texas State and the benefits and opportunities associated with employment. For more information, contact the Office of Professional Development at extension 5‐7899.
 

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Pay Your Summer Insurance Premiums with "Prepay" Option
(For 9-month faculty, staff and graduate students)

Faculty, staff and graduate students scheduled to return in the fall but not expecting to receive a paycheck each month this summer may elect to have their insurance premiums payroll deducted in advance on their June 3 paycheck.

What are the Advantages of Prepay?

  • Since premiums are payroll deducted, the amount will be tax sheltered.
  • It is convenient -- just sign the authorization form, and we will take care of the rest.

How Do I Sign Up?

Human Resources will send you a memo with an authorization form in campus mail in late-April. If you do not sign up for the prepay option and do not receive a paycheck each month, premiums must be paid by personal check or money order at the beginning of each month. If premiums are not paid on time, optional coverage will be canceled and you must re-enroll during annual enrollment in July. Keep in mind that some coverages require proof of good health, so reinstatement cannot be guaranteed.

If you have questions about the status of your insurance coverage during the summer, please contact Heather Steed (hh19@txstate.edu) or Katie Bonner (kb1367@txstate.edu) in the Benefits Section of Human Resources. Call us at 5-2557 or come by JCK 360.
  

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Planning to Retire Soon from Texas State?

If you are retiring from Texas State this summer, check out some helpful hints on the HR website at www.hr.txstate.edu/benefits.html. Scroll down to “Information for Retirees.”

If you are eligible for retiree insurance, you should schedule an appointment with the HR Benefits staff at least 30 days prior to your retirement date. This will help you have a smooth transition with all of your benefits. In addition, you should follow the steps in UPPS 04.04.50, Separation of Employment and Interdepartmental Transfers found at www.txstate.edu/effective/upps/upps-04-04-50.html.

If you have questions or need to schedule an appointment, please contact Heather Steed (hh19@txstate.edu) in the Benefits Section of Human Resources. Call us at 5-2557 or come by JCK 360. 

 

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ERS Board Awards Disability Contract to New Vendor

The ERS Board of Trustees awarded the third-party administrator contract for the Texas Employees Group Benefits Program (GBP) disability insurance plans to Aon Hewitt Absence Management, LLC (Aon Hewitt). The contract will cover a four-year term from September 1, 2013 to August 31, 2017. Aon Hewitt’s offices dedicated to the GBP are located in The Woodlands, Texas.

GBP disability coverage is available to active employees as an optional benefit and provides benefits for disabilities resulting from occupational and non-occupational illness or injury:

• Short-term Disability Insurance provides a maximum benefit of 66% of an enrolled employee’s monthly salary, up to a maximum of $10,000 or $6,600, whichever is less, for a period up to five months.
• Long-term Disability Insurance provides a maximum benefit of 60% of an enrolled employee’s monthly salary, up to a maximum of $10,000 or $6,000, whichever is less, for a period ranging from 12 months up to age 65, depending on the employee’s age at the time of disability.

Premiums paid by employees who elect to participate in these plans cover the full cost of these benefits. The ERS Board of Trustees will determine the amount of premiums for Plan Year 2014 at its May Board meeting. Look for more information on the transition this summer.
 

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SAP Transactions for Supervisors

Did you know that as a supervisor you have access to many of the transactions in SAP that your department’s time administrator does? Supervisors have the ability to view information on the employees they supervise including time entries, leave balances, personnel actions, pay rate, hire date and more.

The following SAP transactions are available to those with the supervisor security role:

  • PA20 – Display HR Master Data
  • CATS_APPR_LITE – Approve Working Times
  • CATS_DA – Display Working Times
  • ZUTIME – Unprocessed Time
  • ZNOTIME – Employees with No Time Entry
  • ZESS_TIME – Time Statement
  • PT_QTA10 – Display Absence Quotas
  • PT50 – Quota Overview
  • ZPTDLYLV – Daily Leave Balances
  • ZPTVTOS – Vacation to be converted to sick leave
  • ZWFTS1 – Check Time Sheet Workflow Receiver Error
  • PPSS – Display Organization Structure
  • PPOSE – Display Organization Staffing
  •  ZELST – Employee List
  • ZSUSERSEC – User Security
  • ZHRRETELIG – Retirement Eligibility Report

Additional information is available on the SAP Resources page at http://www.txstate.edu/sap/.

Supervisor training is available by appointment by contacting Selma Selvera (ss24@txstate.edu) in Human Resources at 5-2557.
  

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Are You Hiring an Existing Employee
 Who Is Changing Payroll Areas?


As reminder to our campus community, we would like to revisit the scenario of the problems that occur when you hire an existing hourly employee to fill a salaried staff position within the same pay period (same month). In order to understand why this is an issue, you need to know there are three payroll areas; monthly salaried (M-1), semi-monthly hourly (S-1) and non-paid (no compensation). Regular status salaried faculty, staff and Graduate, Doctoral Research and Instructional Assistant student employees are paid on the monthly payroll (M1).  Hourly Non-Student Non-Regular temporary staff (NSNR), task workers, hourly student workers, and hourly Undergraduate Instructional Assistants are paid on the semi-monthly (S1) payroll run.

Due to the two different types of payroll runs and the fact that only one payroll type is recognized per payroll period, employees cannot cross payroll areas within the same month.

If you select an existing hourly employee on campus to fill your salaried staff position, as a preventive measure to ensure a workable solution resulting in accurate payroll records, Human Resources will follow these steps:

  • The hourly employee will remain in their existing position for the remainder of the current month. If the hourly appointment is not possible for the duration of the month, the hourly employee should be terminated based on last day worked.
  • All hours worked on the hourly appointment must be entered and approved within the month earned and prior to the beginning of the new month.
  • On the first day of the next month, the employee could then be hired into the salaried position, and attend New Employee Orientation on the first available Monday.

If hiring a current non-paid employee into a paid salaried or hourly position, or, hiring a current salaried employee into an hourly position, the same course of action is required.

Questions may be directed to the HR Master Data Center at 5-2557. 

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HealthCheck Pic

The 27th Annual HealthCheck Health Screening & Fair will be held on Thursday, April 18, 2013, from 7:00 a.m. to 3:00 p.m. at the Embassy Suites Conference Center in San Marcos.

We are pleased to be continuing our partnerships with Texas State CAMCO (Cancer Advocacy Movement for Colleges and Outreach), the San Marcos Area Chamber of Commerce, the city of San Marcos Healthy City Task Force, and the San Marcos Daily Record. These partners will bring even more health-related opportunities to HealthCheck.
 
HealthCheck is the largest health screening event in Hays County, and last year, over 1,600 people participated in the variety of health screenings, including a blood analysis. The basic screening is offered to you for only $45, which includes over $500 worth in valuable health screenings and services.
 
Please note that since this is a community-sponsored event and held off campus, attendance is not considered “work time” like other professional development workshops. 

 For more information about this event, visit the Central Texas Medical Center website at www.ctmc.org.
 

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Healthy Habits

Healthy Habits Pic of Fruit

The focus for the month of April through Bobcat Balance is Healthy Habits. The featured webinar is Good humor = Good health and more. You have access to this free webinar through Bobcat Balance.  If you miss the webinar or want to view it again, just click on the tab labeled Webinar Library.
 
Also through Bobcat Balance you have access to articles, assessments, and more on health-related topics. Click on the tab for My Health. Examples of some articles you can find are:

  • Nutrition and Healthy Aging
  • Reducing Your Health Risks
  • Weight Watching – In Mid-Life & Beyond
  • Eating Healthy on the Go
  • Understanding Food Labels
  • Quick facts about Diabetes
  • Warning signs of stroke

And More…..

Read all about Healthy Habits. Visit the work life website at www.worklife.txstate.edu and log in to Bobcat Balance.  If you have questions, please contact Rose Trevino, Work Life Coordinator, at rt24@txstate.edu or 5-2557.
 

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Pilot Program Begins for Physical Skills Assessment Testing

In response to concerns about workplace safety for University employees and the high cost of workers compensation premiums and medical costs for work-related injuries, the university will implement a pilot physical skills assessment testing program effective April 1, 2013.

An Environmental Health, Safety, and Risk Management (EHSRM) study has identified certain high risk job titles in selected departments that are the initial subjects of the new pilot physical skills assessment testing program. The goal of assessment testing is to insure the individual’s physical abilities can meet the essential physical requirements of the position as identified in the position’s Guidelines Oriented Job Analysis (GOJA) document. 

Employment actions such as new hires, transfers, promotions, or reclassifications to the high risk job titles will require the individual selected for the position to undergo and pass the physical skills assessment testing for the position.  A listing of the titles requiring testing can be accessed at this link.

Successful completion of the physical skills assessment testing is a condition of employment, and failure to pass the testing will render the individual ineligible to fill the position for which he/she is being tested.

The university has contracted with Physical Therapy & Rehab Concepts (PTRC) in San Marcos to conduct the physical skills assessment testing.  PTRC will use the WorkSTEPS assessment program for the testing.  Environmental Health, Safety, and Risk Management will cover all testing costs in the contract with PTRC. There will be no cost to the department.

A more detailed description of the physical skills assessment testing program, including implementation procedures, is available at this link.

Environmental Health, Safety, and Risk Management is responsible for the physical skills assessment testing program requirements including selection of titles to be tested.  Human Resources is responsible for the administrative procedures to accomplish the testing. 

Questions may be addressed to EHSRM (5-3616) or Human Resources (5-2557) as appropriate.
 

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Implementation of Official Revised Employment Eligibility Verification Form I-9

March 8, 2013, the U.S. Department of Homeland Security (DHS) published notice in the Federal Register to announce the implementation of a new revision to the Form I-9, Employment Eligibility Verification form. The new form, with a revision date of 03/08/13, will be effective immediately and mandatory beginning May 7, 2013.

The new Form I-9 was originally proposed by DHS in March 2012. Following the notice and comment period, DHS published the DHS response to stakeholder comments. A review of the comments, the DHS response, and the new Form I-9 being implemented today indicates that the DHS accepted and implemented some of the commenters’ suggested grammatical and formatting revisions while declining to make substantive changes. As a result, the new Form I-9 will be implemented largely as originally proposed, with a few changes made to improve clarity.

U.S. Citizenship & Immigration Services (CIS) will make the new Form I-9 available on the CIS website, and will accept current versions of the Form I-9 until May 7, 2013. After May 7, employers must use only the new Form I-9.

  • The link to the new Form I-9 is here.
  • The link to the new M-274 Handbook for Employers: Guidance for Completing Form I-9 is here.
  • The link to the schedule for the USCIS free webinar trainings for the new Form I-9 is here.

Questions may be addressed to Human Resources at 5-2557.
 

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Office Proficiency Assessment and Certification (OPAC) Skills Testing Software Updated

Human Resources recently upgraded its OPAC skills testing modules for job applicants.  OPAC tests measure the most critical abilities and skills required in today’s administrative, clerical, and financial positions. 

OPAC’s suite of validated tests includes computer tests for MS Windows, Word, Excel, Database, and PowerPoint; keyboarding/typing and data entry tests, which include testing speed and accuracy; clerical tests, such as proofreading and spelling; and financial tests, including bank deposit, bank reconciliation, basic math, and petty cash.  Other tests are available as well.

The OPAC skills-testing program is a valuable service that Human Resources provides to all departments at no cost to assist with the applicant screening, interviewing, and selection process.  

Please contact Human Resources at 5-2557 for more information or to schedule testing for your job applicants. 

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Staff Salary Survey Process Underway

Every year Human Resources (HR), as provided in the Staff Compensation Philosophy link, conducts a salary survey of all staff positions on campus. This process typically begins in April and concludes with a report sent to President’s Cabinet (PC) in June. Any pay plan changes and pay increases that may result from the survey must be approved by President’s Cabinet.

This survey process compares the university’s pay plan minimums to the market median rates. It does not attempt to address individual employees’ salaries but rather attempts to compare the university’s salary structure to the relevant market. This results in proposed pay plan minimums for each title in the university pay plan.

The median market rate for each matched position is multiplied by 96% (.96) and placed on the nearest grade in the university’s pay grade system. The nearest grade could be higher or lower than the median rate. The cost to implement any changes to the pay structure is then calculated.

Last month HR sent a report to President’s Cabinet members displaying the current pay plan relationships. This report provides the details regarding the source of market data used in the survey and the internal relationships that form the university pay plan. Human Resources has asked PC to provide recommended changes concerning the pay plan relationships.

HR purchases survey data from the College and University Professional Association (CUPA) and two local vendors from the Austin and San Antonio area. The CUPA data are referred to as the university market data and the local vendors’ data are referred to as the local market. Typically, university market data includes unclassified positions at the assistant director level and above. Local market data includes mostly classified and professional unclassified positions.

HR attempts to match as many positions as possible to the corresponding vendor job descriptions for each position. When a Texas State University position does not have a description that matches the market data, HR relies on the pay plan relationships established and approved by PC. 

Finally, HR will present its pay plan recommendations to PC for consideration. PC will then provide direction to HR on how to implement any changes that are approved by President’s Cabinet.  
 

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Changes for TexFlex Debit Card Users

If you have debit cards for a TexFlex health care account or day care account, you will see changes starting in April.

Beginning April 1, 2013, you can use debit cards as either “debit” or “credit” cards. If you choose debit, you will need a personal identification number, or PIN, to use the card. If your spouse or a dependent also has a card for your account, they will use the same PIN you use. You will need the PIN for debit transactions at any location that accepts your PayFlex card – pharmacies, doctors’ offices, other health care providers, day care providers, etc.

To get a PIN, contact PayFlex Card Services on or after April 1, 2013 by calling toll-free at (888) 999-0121. If you try to call the number before April 1, you will hear a message telling you to call back on or after April 1. Once you have your PIN, you can use the card right away. You will not need a PIN to use the card for credit.
This change is part of a new federal law that will reduce the amount of credit card fees that merchants pay. Some merchants may require you to choose debit and not let you use credit. This change does not affect the fees you pay for your TexFlex account or TexFlex debit card.

Starting on May 1, 2013, you will also have to activate a new card before you can use it. If you already have a card, it was pre-activated, and you don’t need to do anything. New or replacement cards issued on or after May 1, however, will have to be activated by the owner. You can activate the card the same way you would activate any other debit or credit card. Each card will contain an activation label with a toll-free number. You will dial (877) 261-9951 to activate your cards.

If you have questions about these changes, please call the number on the back of your debit card.
 

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Employee of the Month - Mario Molina

 

April Employee of the Month 

 

 Mario Molina, Assistant Director, in Utilities Operations, was selected as the Texas State Employee of the Month for March 2013.

Mario Molina began his career with the university in 1990 as a shop electrician. He continued his education at Texas State University-San Marcos by completing his Bachelors of Applied Arts and Science in 1994 and his Masters of Public Administration in 1998 while working fulltime. In 1998, Mario was promoted to Utilities Analyst and in 2011 to Assistant Director of Utilities Operations. He is a Certified Energy Manager (CEM), served as an academic instructor for ten years and served on the committee of team leaders for University Seminar. His primary responsibilities as Assistant Director are to provide direction and oversight of Operations & Energy Services and Thermal Plant Maintenance Services. These groups provide 24/365 simultaneous production of steam, hot water, and chilled water from four primary campus thermal and various standalone plants. The coordination, communication and planning Mario executed for the 2012-2013 Electrical Infrastructure Upgrade project warrants his recognition for Staff Employee of the Month. This project was equivalent to providing new electrical service to a city of over 40,000 people with minimal disruptions. This was an unprecedented undertaking for Texas State University-San Marcos Facilities Department. Mario exemplified how to foster a collaborative team environment among Utilities and Facilities, the various university clients and contractors to achieve success.

Congratulations, Mario, on being recognized as the March 2013 Employee of the Month!

 

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Welcome New Employees
We would like to welcome the following employees hired between February 25, 2013 and
 March 18, 2013 

 

Gordon A Shaw
Assistant Coach
Athletics - Football
Brileigh E Strickland
Athletics Intern
Strutters/Ticket/Mktg/Cheer
Kylee J Estrada
Guard
University Police
Robert G Coleman
Power Plant Operator
Utility Operations
Darryl J Borgonah
Associate VP, Financial Services
Associate VP for Financial Services
Robert F Eby III
Power Plant Operator
Utility Operations
Theresa M Barnhart
Accountant II
Office of Sponsored Programs
Brittany D Bowden
Academic Advisor II
McCoy College of Business
Russell D Blackketter Jr
Police Officer
University Police
Sharon A Brennan
Executive Assistant
VP for University Advancement
Anna M Moczygemba
Grant Specialist
University College
Cathy L Allen
Police Officer
University Police
Megan E Holmes
Grant Specialist
Upward Bound
Leslie R Bulkley
Director, Special Projects
Special Projects
Jessica D Field
Administrative Assistant II
Athletic Academic Center
Adrian Barrios
Custodian
Department of Housing and Residential Life
Kelly R Keresztury
Assistant Coach
Athletics - Football
Rafael G Leal
Associate Director, Career Services
Career Services
Judy L Spurlock
Academic Advisor I
Fine Arts & Communication Academic Advising Center
Olgalydia Alvarez
Custodian
Department of Housing and Residential Life
 

 

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Focus on Employees
 We would like to recognize the following employees who were either promoted or reclassified between January 28, 2013 and February 18, 2013.

Lesley L Prewitt, promoted to Senior Administrative Assistant from Administrative Assistant III, TSUS Office of the General Counsel

Ricky E Camacho, promoted to Custodian Technician from Custodian, Custodial Operations

Denise J Dorsey, promoted to Administrative Assistant III from Administrative Assistant II, School of Family & Consumer Sciences

Patrick J Brennan, reclassified to Network Administrator from Senior Network Technician, Network Operations

Mary L Frame, reclassified to Senior Records Control Clerk from Administrative Assistant III, Client Services

Meredith A Miller, reclassified to Grant Coordinator from Grant Specialist, Meadows Center for Water and the Environment

Sean M O'Connor, reclassified to Senior Network Administrator from Senior Network Technician, Network Operations

Bryttne T Lowden, reclassified to Senior Graduate Degree Audit Specialist from Graduate Degree Audit Specialist, The Graduate College

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Ask the Director 

Benefits:

Question: I am thinking of retiring in the next year. How can I find out how much my TRS annuity will be?

Answer: TRS now has an interactive website that allows you to create an account and see your benefit information. Go to www.trs.state.tx.us to create your account. Click on the MyTRS LOGIN link to register. Once you are logged in, you will find information such as your years of service and highest salaries. There is a retirement calculator that will help you get an estimate. You can also request a retirement packet from TRS with several potential retirement dates and TRS will send you all of the paperwork you will need when you are ready to retire.

Question: I would like to drop my long-term disability plan since I don’t think I need it anymore.  When can I do this?

Answer: An employee can make a change to their benefits within 30 days of experiencing a qualifying life event.  If you gain other insurance or a dependent gains employment are both examples of a qualifying life event.  If the 30 day window has passed or you did not experience a qualifying life event, then you are able to make a change during Annual Enrollment every summer.  If you have questions about a coverage change, please contact the Benefits Office for assistance.

Question: I’m separating employment on April 12, 2013.  When does my health insurance end?

Answer: All of your insurance coverage remains in place until the end of the month in which you separate employment (provided your normal out-of-pocket premiums are paid). In your case, health insurance will end at midnight on April 30, 2013. You can choose to extend your coverage month-to-month for up to 18 months under the COBRA provision. Once your coverage end date is entered in the system, ERS will automatically send you a notice of your rights and instructions on how to enroll.

Question: Do students need to fill out a new W-4 each year if they claimed “Exempt”?

Answer: Yes, when an employee files an exempt status on their W-4 it is only valid for that current year.  The exemption will expire on February 15th of the following year and the status will automatically default to single and zero until a new W-4 form is processed.

Question: I need to update my address; is this something I can do online?

Answer: Yes. You can conveniently update your address with the University, Teacher Retirement System of Texas (TRS) and the Employees Retirement System of Texas (ERS) online.

To update your address with the University and TRS, you will need to login to the SAP Portal: https://ibis.sap.txstate.edu/irj/portal, click on Employee Self-Service, Personal Information, and then Address. Once you reach this point, click edit, add your new address, and follow the steps until you confirm the update. If you have trouble logging in to SAP, you will need to contact ITAC at 245-ITAC.

Please remember that you also need to update your address with ERS so they can notify your insurance companies of the change. To do that, go to this website: http://www.ers.state.tx.us and click the “Sign In” button on the top left. If you have never visited this website before, you will need to register first before you can sign in. Once you have your account information, enter it in the Username and Password fields, then click sign on. Once logged in, click on the link “Addresses and Eligibility Basis” below My Personal Information. Update your mailing address by clicking the Edit button to the right, and finally click OK to submit the change. If you have any technical issues with your online ERS account, you can contact ERS at (877) 275-4377.
 

 

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 Ask the Director

Compensation:

Question:  If an employee is put on a performance improvement plan, do they need to sign it?

Answer:  No.  An employee should sign the form to indicate that they are in receipt of it and that they discussed their deficiencies with their supervisor. We have revised the form online to remove the language that stated that the employee agrees with the PIP. The PIP is still in effect regardless of whether the employee signs it or not. A witness can be brought in to sign the form if the employee refuses to sign it.

Question:  Do I need to use the Professional Development Plan form that is attached to the performance appraisal?

Answer:  No. The Professional Development Plan form is an optional form that can be used when developing the professional development plan for your employees.

Question:  I’m a new employee who was hired in November, when will my performance be appraised?

Answer:  You will be appraised after 6 months at Texas State and then again at the end of the year as part of the annual performance appraisal process.

Question:  I want to appeal my appraisal and I report to the department head, what do I do?

Answer:  According to UPPS 04.04.20-Staff Performance Appraisal: If an employee reports to a department head, the appeal of their appraisal will go one step above the department head.  Employees must make appeals by confidential memo, with a copy of the appraisal attached, to the department director or department director's supervisor, as appropriate, who will render a decision within five working days. If the appeal is sent to the level above the department director, a copy of the appeal should be provided to the department director. The department director or department director’s supervisor will provide Human Resources with the appeal, any attachments, and his or her final decision for inclusion in the personnel file.

Question:  I switched supervisors mid-year, how will my performance be appraised?

Answer:  Each supervisor will need to provide an appraisal of your performance for the period of time you were supervised. Both appraisals will be proportionally calculated to arrive at a single, average performance appraisal score for the year. HR will calculate the average once both appraisals are received.

Question:  What are job posting or requisition posting periods?

Answer:  The UPPS 04.04.03 Staff Employment requires that requisitions or job postings for regular positions post online through the University electronic application system for ten workdays.  This posting period allows applicants enough time to apply for positions and it creates a diverse and qualified applicant pool of candidates.  Ten titles that post only for five days are Administrative Assistant I and II, Grant Clerk, Grant Secretary, Grounds Maintenance Worker I and II, Utility Maintenance Worker I and II, Guard, and Custodian.  These positions have shorter posting periods because the diverse and qualified applicant pool is sufficient after five days. 

Question:  What are hiring rates and ranges?

Answer:  Hiring rates and ranges for requisitions or job postings should match the University Pay Plan’s pay grades and pay plan minimums.   Hiring managers may not pay rates higher than the posted rate or range. 

 

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