Business and Financial Services Policies: Human Resources

HUM-001

Procedure:

AFFIRMATIVE ACTION

Explanation:

The university is an affirmative action employer. The official Affirmative Action Plan is on file in the Human Resources office, the Library, the President's office, the Business Office and the Student Affairs office.

Who to call for help:

Director of Human Resources (5413)

Action by:

Employee:

Schedule an appointment with the Director of Human Resources to discuss a problem or complaint.

Director of Human Resources:

Resolve the problem or complaint to the satisfaction of the employee.

HUM-02

Procedure:

CREDIT UNION MEMBERSHIP

Explanation:

The university is a member of the Savannah Federal Credit Union and all regular university employees are eligible for membership. The university has no management responsibility for the Credit Union.

Who to call for help:

Human Resources Office (5267)

Action by:

Employee:

Obtain general information brochures from the Human Resources office.

Human Resources:

Process requested payroll deduction.

 

HUM-03

Procedure:

PAYCHECKS, Direct Deposit of

Explanation:

All regular employees have the option of direct deposit of their paychecks to any bank participating in the Automated Clearing House (ACH). This organization electronically transfers funds from the university payroll bank account to the employee's personal bank account. The employee receives a printed advice instead of a paycheck on the scheduled pay date.

Who to call for help:

Human Resources Office (5267)

Action by:

Employee:

Bring a bank deposit slip to the Human Resources office and complete an authorizing form at least ten days in advance of the date the direct deposit is to be effective. This ten day notice is also necessary when terminating direct deposit or changing a bank account.

Human Resources Office:

Process a payroll change.

HUM-04

Procedure:

GRIEVANCES, Classified Employee

Explanation:

The university follows Board of Regents policy to provide a method for resolving employment disputes relating to working conditions, disciplinary actions, and alleged discrimination. The grievance procedure is outlined in the personnel handbook.

Who to call for help:

Human Resources Office (5267)

Action by:

Employee:

Contact the Human Resources Office as soon as an employment dispute occurs.

Human Resources Office:

Monitor steps taken to resolve the dispute, determine if further action is required, and advise all parties involved of grievance hearing procedures. If the dispute cannot be resolved to the satisfaction of the employee, advise the employee of appeals procedures.

HUM-05

Procedure:

CLASSIFIED EMPLOYEES, Hiring of

Explanation:

Hiring procedures for staff employees are specific and must follow certain guidelines to comply with university policy, Board of Regents policy, and Affirmative Action guidelines.

Who to call for help:

Human Resources Office (5267)

Action by:

Hiring Supervisor:

Submit a request to the Human Resources Office.

Human Resources Office:

Assist the hiring supervisor in advertising for the position and screening and interviewing applicants.

Hiring Supervisor:

Notify the Human Resources Office of the selected applicant.

Human Resources Office:

Make a job offer and advise the supervisor of the applicant's answer and starting date of employment.

Hiring Supervisor:

Return all Human Resources referral forms to the Human Resources Office.

HUM-06

Procedure:

NEW EMPLOYEE ORIENTATION

Explanation:

All new employees are provided orientation to familiarize them with the university employment practices and fringe benefits.

Who to call for help:

Human Resources Office (5267)

Action by:

Department Head:

Arrange with the Human Resources Office a convenient time for a new employee to spend approximately 2 hours being oriented.

New Employee:

Keep appointment with the Human Resources Office.

HUM-07

Procedure:

PART-TIME FACULTY, Hiring of

Explanation:

After a Department Head and a prospective part-time instructor reach agreement on employment terms, the instructor must visit the Human Resources Office to complete employment forms.

Who to call for help:

Director of Human Resources (5267)

Action by:

Department Head:

Advise the Human Resources' Office that a new part-time instructor has been hired and have that person call the Human Resources' Office for an appointment.

Human Resources Director:

Make an appointment to complete employment forms.

HUM-08

Procedure:

RETIREMENT

Explanation:

Employees meeting the criteria for retirement may apply for and receive all applicable retirement and other fringe benefits.

Who to call for help:

Director of Human Resources (5267)

Action by:

Employee:

Provide the supervisor and the Human Resources Office with a letter of intent to retire.

Human Resources Office:

Explain retirement options and benefits.

Retired Employee:

Submit an application for retirement to the Teachers Retirement System or the respective company administering the Regents Optional Retirement Plan.

HUM-09

Procedure:

TERMINATION OF EMPLOYMENT

Explanation:

Employees must document their termination in an exit interview with the Human Resources Office.

Who to call for help:

Human Resources Office (5267)

Action by:

Terminating Employee:

Provide both the supervisor and the Human Resources Office with a letter of resignation and call the Human Resources Office to schedule an exit interview.

Human Resources Office:

Process termination documents and conduct the exit interview.

HUM-10

Procedure:

WORKERS' COMPENSATION CLAIMS

Explanation:

All employees are covered by the State Workers' Compensation law requiring payment for costs incurred due to a work related injury and compensation for time lost. Employees must report a work related injury immediately. Failure to report an injury may result in non payment of a claim. Treatment must be provided by specified physicians on the posted Panel of Physicians.

Who to call for help:

Human Resources Office (5267)

Action by:

Employee:

Call the Public Safety Office if medical assistance is required. Report any injury to the Human Resources Office immediately and provide the information required to file a First Report of Injury form.

Human Resources Office:

Make arrangements for medical treatment after determining the severity of the injury.

Employee:

Notify the Human Resources Office if additional treatment is needed but make no appointments with other medical providers not authorized by the Human Resources Office.

Human Resources Office:

File for reimbursement of any expenses incurred for medial treatment.

HUM-11

Procedure:

IWSP STUDENTS, Hiring of

Explanation:

Students eligible to work at the university may be hired for a maximum of 19 hours per week in one department.

Who to call for help:

Human Resources Office (5267)

Action by:

Dept. Head/Supervisor:

Select a student, complete a request form, and direct student to Human Resources Office for orientation.

Student:

Complete required forms.

Human Resources Office:

Provide student with instructions on pay periods and time sheets.

Dept. Head/Supervisor:

Monitor student enrollment status and inform Human Resources Office of any changes in student employment status.

HUM-12

Procedure:

ADVERTISING FOR FACULTY POSITIONS

Explanation:

Department Heads are responsible for advertising for faculty positions. The Human Resources Office will place advertisements in the University System of Georgia Applicant Clearing House and newspapers. Department Heads are responsible for placing advertisements in the Chronicle of Higher Education and professional publications related to a particular academic discipline.

Who to call for help:

Human Resources Office (5267)

Action by:

Department Head:

When a faculty position becomes vacant and funds have been budgeted for a replacement or when a new position is approved by the Vice President and Dean of Faculty, send the copy for a position notice to the Human Resources Office. If the advertisement is to be placed in the Chronicle and professional journals, send a purchase requisition and the advertising copy to the Procurement Assistant (5257).

Human Resources Office:

Place the advertisement in affirmative action publications.

Procurement Assistant:

Send a purchase order and advertising copy to the publications requested by the Department Head.

HUM-13

Procedure:

PAYROLL CHECK DISTRIBUTION

Explanation:

All payroll checks will be picked up at the Cashier's Window by designated person for disbursement in individual offices (except CWSP checks).

Who to call for help:

Human Resources Office (5267)

Action by:

Human Resources Office:

Notify departments of bi-weekly and monthly pay dates at the beginning of each fiscal year.

Dept. Head/Supervisor:

Designate a person to pick up payroll checks and sign for checks at Cashier's Window on specified pay dates.

HUM-14

Procedure:

EMPLOYEE DIRECTORIES AND LISTINGS, Use of

Explanation:

The listing of employees in the university catalog is a public record that is available to anyone under the State of Georgia Open Records Act. Other employee directories and listings must be obtained through the Office of Human Resources for official university business only.

Who to call for help:

Director of Human Resources (5267)

Action by:

Person requesting information:

Submit a written request for employee information via campus or electronic mail.

Director of Human Resources:

Determine that the request is for official university business and release information.

HUM-15

Procedure:

NEW EMPLOYEE COMPUTER TRAINING

Explanation:

New staff (biweekly) employees required to use a personal computer must complete a computer training course during the first six months of employment. Supervisors are expected to support this training and allow employees time off to take the class which is offered through the Coastal Georgia Center for Continuing Education. Professional employees also may participate on a voluntary basis.

Who to call for help:

Director of Human Resources Office (5267)

Action by:

Human Resources Office:

Notify new employee and supervisor of the date and time of training.

Supervisor:

Make arrangements for employee to attend training.

Employee:

Participate in the training course and complete a course evaluation.