Human Resources Orientation Checklist
Knowledge | Terminology | Key Offices | Web Sites
Competencies
- General
- Recruitment and Hiring
- Compensation and Classification
- Employee and Labor Relations
- Benefits and Payroll
- Organizational Effectiveness
- Information Management
General
Orientation Item: University Human
Resources organization
Knowledge: Understanding key functions and staff in University HR
Resources to Acquire Knowledge: University Human
Resources staff HR Administrative Services web site
Orientation Item: University of Iowa governance
Knowledge: Awareness of the mission and structure of Charter Committees, Staff Council and Faculty Senate
Resources to Acquire Knowledge:
Staff Council web site; Faculty Senate web site; Operations Manual
Orientation Item: University of Iowa Core Values
Knowledge: Awareness of the seven core values
Resources to Acquire Knowledge: University of Iowa web site: Renewing the Iowa Promise
Orientation Item: Strategic planning
Knowledge: Understanding of UI strategic plan and HR strategic plan
Resources to Acquire Knowledge: University of Iowa web site: President’s Welcome; HR Administrative Services web site
Orientation Item: Selected University policies
Knowledge: How to access specific policies and awareness of their general intent: Sexual Harassment, Consensual Relationships Involving Students, Anti-Retaliation, Conflict of Interest, Anti-Harassment, Acceptable Use of Information Technology, Drug Free Environment, Violence Policy, Disability Protection Policy and Accessibility Statement, Affirmative Action and Equal Opportunity Statement of Policy and Purpose, Nondiscrimination Statement, Conflict of Interest in Employment (Nepotism), Policy on Ethics and Responsibilities, Policy on Conflict Management Resources
Resources to Acquire Knowledge: Operations Manual; HR A-Z Policies/Guidelines available on HR Administrative Services web site
Orientation Item: State
of Iowa considerations
Knowledge: Awareness
of the Board of Regents and Iowa Gift Law
Resources to Acquire Knowledge: Operations Manual; Board of Regents web site
Orientation Item: Furlough Process (including Lump Sum Distribution)
Knowledge: Knowledge of policy and process, the role of the current employing department, actions the staff member takes to seek future employment, and Compensation and Classification's role in assisting the staff member and department
Resources to Acquire Knowledge: HR Compensation and Classification web site
Orientation Item: Flexible Pay Program
Knowledge: Knowledge of program, the types of awards, eligibility requirements, parameters of the program, and the approval requirements
Resources to Acquire Knowledge: HR Compensation and Classification web site Professional and Scientific
Orientation Item:
Advertise a Graduate Assistant position
Knowledge: Appointment posting requirement
Resources to Acquire Knowledge: HR Employee and Labor Relations web site COGS contract
Orientation Item: Finalize a Graduate Assistant position
Knowledge: Determination of minimum salary requirements, how to use letter of appointment
Resources to Acquire Knowledge: HR Employee and Labor Relations web site: COGS contract
Orientation Item: Create a position or P&S position
Knowledge: Knowledge of forms required: How to access/route forms. How to access classification descriptions. How to determine classification code.
Resources to Acquire Knowledge: HR Classification and Classification web site: Downloadable e-forms, classification descriptions
Orientation Item: Advertise a Merit position
Knowledge: Knowledge of the scope of advertising. Knowledge of forms required: How to access/route forms
Resources to Acquire Knowledge: HR Employment Services web site: How a Position is Filled FAQ
Orientation Item: Order
of referral of Merit applications
Knowledge: Knowledge
of the proper sequence of referral of applicants. Knowledge
of options when a candidate is referred.
Resources to Acquire Knowledge: HR Employee and Labor Relations web site;
HR Employment web site ; HR Faculty and Staff Disability Services web site
Orientation Item: Computation
of Merit salary offers
Knowledge: Skill
in computing correct salary
Resources to Acquire Knowledge: HR
Employment Services web site: Probation
and Salary FAQ; Pay
Plans
Orientation Item: Determination
of Merit probationary period
Knowledge: Knowledge
of the length of probation
Resources to Acquire Knowledge: HR Employment Services web site: Merit
Rules; Probation and Salary FAQ
Orientation Item: Finalize Merit position offer
Knowledge: How
to use process and forms for hiring
Resources to Acquire Knowledge: HR Employment Services web site: Merit Rules; How a Position is Filled FAQ
Orientation Item: Determination
of P&S status
Knowledge: Knowledge of policy on P&S status, Probationary periods
Resources to Acquire Knowledge: Operations
Manual web
site
HR Compensation and Classification web site
Orientation Item: Advertise
a P&S position
Knowledge: Knowledge of search procedures. Knowledge of forms required. How to access/route forms.
Resources to Acquire Knowledge: Office of Equal Opportunity and Diversity web site: “P&S Recruitment Manual” for search procedures; "Advertising Resources” for specific organizations targeted to minorities and women
Orientation Item: Finalize
P&S position offer
Knowledge: How
to access/route Search and Selection Summary. How to apply University pay practices and salary ranges and median zones. How to use P&S offer letter. Salary
Justification
Resources to Achieve Competency:
Office of Equal Opportunity and Diversity web site and HR Compensation and Classification web site: salary and pay levels and offer letter
Orientation Item: Background Checks
Knowledge: Credential check policy, criminal background check policy
Resources: HR Polidies and Guidelines: Background Checks
Orientation Item: Interview skills and tools
Knowledge: Knowledge of appropriate and legal questions to ask during the selection interview. Knowledge of the proper components of the selection process
Resources to Acquire Knowledge: Office of Equal Opportunity and Diversity web site;
Acceptable and Unacceptable Interview Inquiries; Learning and Development "Train the Trainer" video;
Learning and Development Interviewing course;
HR Employment Services web site
Orientation Item: Payroll
forms necessary for the hire of any employee
Knowledge: Knowledge
of purpose and appropriate use of all forms required; preliminary
and final versions
Resources to Acquire Knowledge: Employee Self-Service/HR Transaction System
Orientation Item: I-9
procedures
Knowledge: Knowledge
of forms and information required for completion
Resources to Acquire Knowledge: HR
Payroll and Faculty and Staff Immigration web sites
Orientation Item: Staff Diversity Opportunity Program (SDOP)
Knowledge: Knowledge of program; consideration of its potential application following each search
Resources to Acquire Knowledge: SDOP web site
Orientation Item: Spouse/Partner
placement assistance
Knowledge: Knowledge of services that contribute to University recruitment
Resources to Acquire Knowledge: http://www.provost.uiowa.edu web site
Orientation Item: Non-resident
alien employee hires
Knowledge: VISA
status, documentation,
Obtaining SS #’s,
Special
tax withholding considerations,
Awareness of tax treaties and their impact
Resources to Acquire Knowledge: Faculty and Staff
Immigration Services, HR Payroll web sites
Orientation Item: Facilitate
a faculty appointment
Knowledge: Knowledge
of process, sequence and documentation of a faculty appointment
Resources to Acquire Knowledge: Provost
web site "Faculty
Appointment/HR Info"
Compensation and Classification
Orientation Item: Pay
matrices
Knowledge: Familiar with what matrix governs which group of employees and how movement occurs within
Resources to Acquire Knowledge: HR Comensation and Classification web siteHR Employee and Labor Relations web site, HR Employment Servicesweb site
Orientation Item: Policy
and procedure for special compensation (includes special compensation;
merit extra meritorious, etc.)
Knowledge: Knowledge
of policy, forms, approvals on special compensation,
How
to access employee salary data
Resources to Acquire Knowledge: Operations
Manual web site, Employee Self-Service/HR Transactions, HR
Employment web site: Merit Rules, Faculty
Appointment web site
Orientation Item: Determination
of Merit salary adjustments
Knowledge: How
to determine date of step increase;
How
to set new salary after reclassification
Resources to Acquire Knowledge: HR
Employment web site: Merit Rules, Step
date, probationary status on HR
Transaction System, HR
Employment web site: Probation and Salary FAQ, HR
Compensation and Classification web site
Orientation Item: Reclassification
of vacant Merit position or P&S position
Knowledge: Knowledge
of forms required,
How
to access/route forms,
How
to access job descriptions,
How
to determine job code
Resources to Acquire Knowledge: HR
Compensation and Classification web site: downloadable E-forms, job descriptions
Orientation Item: Career Promotion, Career Advancement and Career Shift for P&S Employees
Knowledge: Career Development
Resources to Acquire Knowledge: HR Compensation and Classification web site; Operations Manual, Section III (3.4)
Orientation Item: Collective
bargaining agreements
Knowledge: Knowledge
of covered employees, issues, and resources for interpretation
and application of CBA
Resources to Acquire Knowledge: Employee
and Labor Relations
staff; HR
Employee and Labor Relations web site; Learning and Development courses
Orientation Item: Disciplinary
process
Knowledge: Typical
steps of progressive discipline
Resources to Acquire Knowledge: HR
Employee and Labor Relations web site; Learning and Development course
Orientation Item: Dispute
resolution
Knowledge: Knowledge
of dispute resolution processes and resources
Resources to Acquire Knowledge: HR
Employee and Labor Relations web site; Ombuds; Equal Opportunity and Diversity; web sites; Operations Manual and union contracts
Orientation Item: Work
rules
Knowledge: Knowledge
of work rules and their appropriate application
Resources to Acquire: HR Employee and Labor Relations web site
Orientation Item: Setting
up a personnel and medical file
Knowledge: Knowledge
of content, retention, and transfer of material
Resources to Acquire Knowledge: HR Employee and Labor Relations web site; HR Faculty and Staff Disability Services web site
Orientation Item: Family
Medical Leave Act (FMLA)
Knowledge: Knowledge
of legal requirements, paperwork obligations and qualifying
events
Resources to Acquire Knowledge: Learning and Development sessions; FMLA
brochure; HR Employee and Labor Relations web site
Orientation Item: Americans
with Disabilities Act (ADA)
Knowledge: Knowledge
of employment obligations consistent with ADA; Knowledge
of functional analysis and its role in determining reasonable
accommodations; Knowledge
of employment obligation in employing people with health conditions
Resources to Acquire Knowledge: Faculty
and Staff Disability Services staff; HR Faculty and Staff Disability Services web site; Faculty
and Staff Disability Services brochures; Learning and Development courses
Orientation Item: Timely
payment to employees
Knowledge: Knowledge
of pay periods/cutoffs/schedules
Resources to Acquire Knowledge: Payroll Calendar HR Payroll web site
Payroll FAQs HR Payroll web site
Orientation Item: Fringe
rates
Knowledge: Knowledge
of fringe rates and the various fringe rate pools
Resources to Acquire Knowledge: HR University Benefits web site; Accounting
Services web site: fringe benefit accounting
Orientation Item: Benefit
start and end dates
Knowledge: Knowledge
of start and end dates
Resources to Acquire Knowledge: HR University Benefits web site and collective bargaining agreements
Orientation Item: Benefit
eligibility
Knowledge: Knowledge
of who qualifies for which benefits
Resources to Acquire Knowledge: Operations
Manual
Orientation Item: Benefit
program offerings
Knowledge: Overview
of benefits, eligibility, and costs
Resources to Acquire Knowledge: HR University Benefits web site and collective bargaining agreements; Operations
Manual; Orientation
session for all new staff and faculty
Orientation Item: Retirement
contribution
Knowledge: Knowledge
of start and end dates along with rates
Resources to Acquire Knowledge: HR University Benefits web site; Orientation
meeting; Benefits
staff
Orientation Item: General
payroll forms
Knowledge: Knowledge
of timesheets, leave policies: vacation, sick, LOA, military,
etc.
Resources to Acquire Knowledge: Payroll
and
Benefits staff; New
orientation; HR
University Benefits and Payroll web sites
Orientation Item: Payroll
vouchers
Knowledge: Understanding
of consultant vs. employment; Knowledge
of who can be paid on these forms
Resources to Acquire Knowledge: Payroll Office web site
Orientation Item: Financial subcertification
Knowledge: Compliance related to financial statement presentation
Resources to Acquire Knowledge: Budget Officers' web site
Orientation Item: Work
injury process
Knowledge: Knowledge
of basics of Workers Compensation; Internal
process; Return
to work
Resources to Acquire Knowledge: Workers
Compensation staff in Benefits; Learning and Development courses
Orientation Item: Safety
issues
Knowledge: Can
identify resources for health and safety
Resources to Acquire Knowledge: Environmental Health and Safety web site; Public
Safety web site
Orientation Item: Performance
management--individual
Knowledge: Understanding
of rationale about why performance of individuals contributes
to achieving the mission and goals of The University of Iowa
Resources to Acquire Knowledge: Operations
Manual regarding performance management expectations; UI
Strategic Plan expectations and target indicator; HR Learning and Development web site; Performance Management web site; Faculty
and Staff Services 1:1 counseling sessions; Leadership
coaching through Organizational Effectiveness
Orientation Item: Performance
management--group
Knowledge: Understanding
of rationale about why performance of work groups contributes
to achieving the mission and goals of The University of Iowa
Resources to Acquire Knowledge: Internal
consultant services through Organizational Effectiveness; Orientation
for new staff and faculty
Orientation Item: Healthy
workforce
Knowledge: Recognition
of personal and work-related stressors and their effect on staff
Resources to Acquire Knowledge: HR Faculty and Staff Services web
site; Faculty
and Staff Services 1:1 counseling sessions; HR UI Wellness web site
Orientation Item: Unresolved
conflict/potential for violence in the workplace
Knowledge: Recognize
early signs of unresolved conflict and potential violence,
Knowledge of how to address departmentally and/or with consultation
Resources to Acquire Knowledge: HR Faculty and Staff Services Behavior Risk Management Protocol -BRM web site; Threat Assessment web site; HR Employee and Labor Relations web
site; Conflict Management web site
Orientation Item: Wellness
opportunities
Knowledge: Knowledge
of forms and processes related to wellness activities
Resources to Acquire Knowledge: HR UI Wellness web site; liveWELL web site
Orientation Item: Learning and Development opportunities
Knowledge: Completion
of registration and knowledge of current offerings including Learning Online
Resources to Acquire Knowledge: Learning and Development Newsletter and web site; "MyTraining" on the Employee Self-Service web site; FYI online
Orientation Item: Reward
and recognition
Knowledge: Knowledge
of forms and process required for granting of rewards
Resources to Acquire Knowledge: Award Programming web site; Organizational Effectiveness staff; Learning and Development Newsletter and web site
Orientation Item: Faculty
and staff orientation
Knowledge: Can
identify key components for general orientation;
Knowledgeable
of new employee registration for UI orientation
Resources to Acquire Knowledge: Learning and Development staff; Orientation
video; orientation checklist: HR A-Z Policies and Guidelines
Orientation Item: Family
Services
Knowledge: Can
identify resources in the areas of eldercare, lactation facilities,
dependent care, housing, area schools
Resources to Acquire Knowledge: HR
Family Serviices web site
Orientation Item: Flexible
scheduling
Knowledge: Can
identify procedure to implement flexible scheduling
Resources to Acquire Knowledge: Operations
Manual web site; HR Family Services web site
Orientation Item: Telecommuting
Knowledge: Can
identify appropriate circumstances to consider telecommuting
Resources to Acquire Knowledge: HR
Family Services web site
Orientation Item: HR
transactions on web
Knowledge: Knowledge
of HR web transactions
Resources to Acquire Knowledge: Online and Employee Self-Service/HR Transaction System
Orientation Item: Accessing
HR database
Knowledge: Understanding
of how to get information about employees
Resources to Acquire Knowledge: HR
Queries and HR Reports; Employee Self-Service
Orientation Item: HR
web reports
Knowledge: Knowledge
of report definitions, including position management and accounting
Resources to Acquire Knowledge: Employee Self-Service
Orientation Item: HR
web pay change voucher
Knowledge: Knowledge
of retroactive accounting details and how to review accounting
entries
Resources to Acquire Knowledge: Pay CV training; Employee Self-Service
Orientation Item: Self Service and Web Applications
Knowledge: Knowledge
of available information and how to access
Resources to Acquire Knowledge: Online
training and hr-help@uiowa.edu; Employee Self-Service
Orientation Item: Workflow
Knowledge: Knowledge
of Workflow setup, reports
Resources to Acquire Knowledge: Online and workflow@uiowa.edu
Last updated January, 2012