Manager Toolkit
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HR Systems
Hiring
Onboarding
Managing Performance
Managing Attendance
Employee Safety and Wellness
Developing Self
Employee Pay
End of Appointment
Glossary
HR Systems
How to submit an HR request in Infoporte
- Please contact Nicole Kenney to request access to the HR tab and/or individual employee records in Infoporte.
- Remember to accept the Terms of Use policy in ConnectCarolina Self-Service if accessing Infoporte for the first time (click on the Navigator Bar sign
in the top right corner).
PeopleAdmin is the UNC recruitment system.
If you supervise a non-exempt SHRA employee, you are required to approve their bi-weekly timecard in TIM. As a designated TIM approver, you are also able to edit your employee’s timecard.
As of December 14th, 2018 TIM Manager access has been expanded to include SHRA Exempt and EHRA Permanent leave accruing employees. TIM Manager Access Enhancement: What Managers Need to Know.
Timecards should be approved by both the employee and their manager no later than 12 PM on the Monday following the end of each bi-weekly work period.
Please refer to 2019 Employee Calendar to see the bi-weekly work schedule. Green dates indicate SHRA paydays at the end of each bi-weekly period. Mondays following paydays are the time to approve your employees’ timecards.
How to Approve Employee Timecard
Managing Timecards (Computer Based Training)
For assistance with editing and approving timecards, please contact Neeta Vyas at neeta.vyas@unc.edu.
For TIM technical assistance call: 919-962-HELP(4357) and select option 1
Click here to access ConnectCarolina. You will need to use your ONYEN to log in.
Effective Wednesday, May 23, 2018, 2-step verification will be required for ConnectCarolina administrative (non-self-service) users. You are considered an administrative user if you have access to any ConnectCarolina options outside of those included under SelfService. Entering grades, conducting performance evaluations and buying from the vendor catalogues are just some examples. Learn more and get registered at https://its.unc.edu/2-step/.
As someone who supervises employees, you can now go to ConnectCarolina to see the classes your employees have taken through the Office of Human Resources (OHR). You can see all classes employees have taken through OHR as far back as 1991, except for a few classes marked as private, such as “Planning for Parental Leave.”
To see the training records, you can use the new Manager WorkCenter link under the HR/Payroll link on the home page of ConnectCarolina. For details follow these instructions.
All requests to grant, change, and remove access to ConnectCarolina and companion systems for students administration functions should be submitted to Melissa Jones, Curriculum and Enrollment Manager, at Jones, Melissa Lauren <melauren@email.unc.edu>
The University uses ConnectCarolina to collect overall performance and competency ratings for employees.
- Log in to ConnectCarolina
- Under “Self Service” select “Training Enrollment”
- Select “search by date” and do not specify date
- Click search to get a list of available trainings
Hiring
The two major groups of employees at the University are referred to as “SHRA” and “EHRA” and each have additional sub-divisions.
Policy on unpaid volunteers, Interns and Visiting Scholars
The term ‘affiliates’ refers to individuals such as retirees, distance learners, visiting scholars, etc. ‘Other affiliates’ are defined as any person who is not paid through UNC-Chapel Hill payroll and is not attending UNC-Chapel Hill but requires University resources to work in conjunction with the University.
Hiring SHRA Permanent Employees (last updated Aug 2018)
Hiring SHRA Temporary Employees (last updated Mar 2018)
Hiring EHRA NF Employees (last updated Mar 2018)
Hiring Permanent Faculty (last updated May 2020)
Hiring Temporary Faculty (last updated Mar 2018)
Hiring Non-salaried Adjunct Faculty (last updated Mar 2018)
Hiring Postdocs (last updated Mar 2018)
Unpaid Positions (last updated Mar 2018)
Fixed Term Faculty Offer Letter: Chair to Employee (last updated May 2020)
Fixed Term Faculty Recommendation Letter: Chair/Dean to Provost (last updated May 2020)
Fixed Term Faculty below .51FTE Appointment Letter: Dean to Employee (last updated May 2020)
Fixed Term Faculty Reappointment Recommendation Letter: Chair/Dean to Provost (last updated May 2020)
Adjunct Non-Salaried Faculty Appointment Letter: Dean to Employee (last updated Aug 2020)
Adjunct Non-Salaried Faculty Recommendation Letter: Chair/Dean to Provost (last updated Apr 2020)
Postdoc Appointment Letter (last updated Jul 2015)
Postdoc Reappointment Letter (last updated Jul 2015)
SHRA Position Description Form Template
Position Description Form Instructions
SHRA position classification profiles
You can also find some sample job descriptions on the OHR webpage under the Position Description Templates toggle.
All school vacancies are posted on the UNC online recruitment page. Per hiring supervisor request, the vacancy can also be placed in Inside Higher Ed and HERC free of charge. The hiring unit is responsible for the cost of any additional external advertising (with the exception of tenure-track faculty searches).
Please make sure to include the following Equal Employment Opportunity statement in external vacancy announcements:
The University is an equal opportunity, affirmative action employer and welcomes all to apply without regard to age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation or veteran status.
For additional information, please contact your designated HR Consultant.
- Search Committee Chairs and Members must complete the Online Training Module before beginning the search process. You are only required to take the training once; however, it may be a good refresher to review it before beginning a new search
- Online Search Committee Training
- Search Committee Chair Guidelines
- Search Committee – Roles and Objectives
- Search Committee Checklist
You can start screening applications as soon as the position has been posted in PeopleAdmin.
- For SHRA permanent recruitments; a minimum of three candidates must be interviewed for any advertised position.
- Interviews may take place by telephone or in person, and the interview questions must be applied consistently regardless of method of contact.
Office of Human Resources reference check form.
Alternatively, you can opt to develop your own reference check questions tailored to the position requirements. Check at least 2 references and when possible, please contact the previous 3 supervisors.
The selection justification should demonstrate how the candidate’s education, experience, knowledge, skills and abilities, meet the requirements of the job. For SHRA recruitments, address all essential position requirements (as advertised in the job posting). If proposing a starting salary above the market (reference) rate, please make sure to discuss preferred qualifications as well.
PeopleAdmin automatically notifies all unsuccessful candidates once the recruitment is completed. However, we ask that you reach out to candidates interviewed for the position, via email or phone, to notify them individually as a courtesy.
If you are aware of a potential conflict of interest, due to nepotism, please reach out to your designated HR consultant for guidance.
Most student jobs in the School are classified as temporary SHRA Student Assistant appointments. However, unlike other types of temporary employees, students enrolled in a UNC-Chapel Hill program do not require a background check or a job posting to be hired. Please contact your designated HR Consultant for additional information.
Work-study students can serve as a valuable resource for supervisors who are seeking short-term or extra assistance. Since a work-study position is funded by federal funds, hiring a work-study student does not create an extra cost for supervisors.
If you are interested in becoming a work-study supervisor, email work-study@unc.edu.
Work-study supervisor resources
Once you select a work study student, please initiate an Infoporte request and attach the JobX hire confirmation email to the request. Please also make sure to coordinate a feasible start date with to your designated HR Consultant at least two weeks in advance.
Minors are individuals who are less than 18 years of age. Please be aware that no one under the age of 12 is permitted in University laboratories. Visitors ages 12 to 18 must be under the direct supervision of an University employee who is trained and knowledgeable of the area’s hazards.
Policy on protection of minors
If you would like to invite a minor to work in your lab/unit (in either paid or unpaid capacity), please make sure to contact your designated HR consultant at least 4 weeks prior to their anticipated start date.
To supervise a minor, you are required to complete the following online trainings annually:
Please retain an email confirmation of training completion in your files.
All requests for temporary workers require per-approval by the HR Director for the School of Pharmacy. Please make sure to select the ‘SHRA Temporary Employment’ route when initiating an Infoporte request. Please note that an SHRA temporary appointment cannot exceed 12 months.
Temporary employees can be hired:
- Through UNC-Chapel Hill and NC State University’s joint University Temporary Services (UTS) service;
- Through an outside temporary employment agency;
- By hiring temporary staff directly onto the department’s payroll.
Any employee hired through a temporary agency will need to be set up as an affiliate in order to access the UNC systems.
If you have identified the preferred candidate for the position who requires visa sponsorship, please contact our Immigration Specialist, Neeta Vyas, for advice about the process and timelines. Please visit the UNC International Student and Scholar Services (ISSS) website for additional information.
Please consider including supplemental questions to your job posting in PeopleAdmin.
Supplemental questions can be designed to solicit additional information from applicants on position critical qualifications and requirements. Please reach out to your HR consultant for assistance in developing questions for the job posting.
Read more about the University’s effort to improve the hiring process here.
Onboarding
Complete the User Access Form with IT to get the employee set up with network access, computer equipment, printers, etc.
Please contact Angela Lyght if you would like to send a new employee announcement to the School’s staff listserv.
To add an employee to the School of Pharmacy listserv, please email the following information to Angela Lyght:
- Name (first and last)
- Job title
- UNC email address
All new employees are required to complete the following trainings
Managing Performance
EHRA annual performance reviews
Setting Annual Performance Goals Guide
At the beginning of the postdoctoral appointment, each postdoctoral scholar is expected to prepare an Individual Development Plan (“IDP”) that identifies their professional development needs and career objectives for the year. Annual performance evaluations for postdoctoral scholars should be conducted no later than 30 days in advance of the anniversary of their appointment date.
You are required to conduct quarterly performance reviews for each probationary employee in January, April, July, and October until they attain career status.
Creating a culture of appreciation begins with you. As a leader, you have the opportunity to set the tone for your employees and influence how they approach each new day. Showing appreciation and a genuine concern for your employees positively reinforces their dedication to best serve the School.
How to effectively communicate appreciation to others
Want to know more? Read 5 Languages of Appreciation by Gary Chapman & Paul White.
Coaching is a collaborative process between typically a manager and employee focused on discussing goals, identifying opportunities for improvement in order to reach those goals, and planning for development where the coach facilitates the employee’s self realization of the growth opportunities through probing questions and discussion.
- The Coach Approach is a two-day training program offered through the UNC Learning Center.
- The UNC-CH Office of Human Resources offers a Coaching Skills workshop delivered as two half-day sessions over two weeks. For additional information and to enroll, please go to “Self Service” in ConnectCarolina and select “Training Enrollment”.
Want to learn more? Read The Coaching Habit by Michael Bungay Stanier.
Delivering feedback skillfully requires time, preparation, and practice. Watch this video, through Lynda.com to learn helpful strategies for delivering effective employee feedback.
Contrary to common belief, it is the receiver who actually controls the feedback conversation and the success of the feedback. Get better at receiving criticism from your direct reports, peers, and leaders by following these rules.
Want to learn more? Read Thanks for the Feedback: The Science and Art of Receiving Feedback Well by Douglas Stone and Sheila Heen.
We Have to Talk: A Step-By-Step Checklist for Difficult Conversations
Want to learn more? Read Difficult Conversations by Douglas Stone and Crucial Conversations by Kerry Patterson et al.
The OHR Employee & Management Relations office provides a facilitated conversations program to address interpersonal relationships and workplace disputes. These are voluntary, structured conversations to assist employees and managers to come to a mutually acceptable outcome.
Please reach out to Angela Lyght for information about team building activities.
Managing Attendance
Federal law nor University policy require a meal period for employees. However, management typically incorporates a meal period into an employees work schedule, based on operational needs. A “meal period” is defined as at least 30 consecutive, uninterrupted minutes free from work-related duties. If an employee is required or permitted to work during their meal period and that work does not allow for the 30 consecutive, uninterrupted minutes, then all of the time that was originally considered the meal period must be considered work time.
- All SHRA permanent and temporary employees who non-exempt are entitled to overtime compensation. A nonexempt employee must be paid or receive compensatory time off for all hours actually worked whether specifically authorized or not.
- All overtime must be pre-approved by Nicole Kenney.
- ESOP overtime policy
Employee Safety and Wellness
If an employee is injured on the job, it is your responsibility to ensure that the employee receives prompt treatment of the injury by obtaining first aid or medical treatment. If the treatment requires more than first aid, accompany your employee to the University Employee Occupational Health Clinic. For additional information, please visit the EHS website.
Complete the forms within 24 hours and send them to Debra Bergman: djbergman@ehs.unc.edu or fax (919) 962-0227
As a supervisor, you may be able to assist your employees struggling with stress, mental health issues, and substance abuse by recognizing the common behavioral patterns and directing the employee to the available resources.
Signs and symptoms to look for
If you supervise or interact with students, there are also campus resources:
For additional information and resources, please contact Nicole Kenney.
As a supervisor you are designated a Responsible Employee by the University. When someone discloses any incidents of discrimination, harassment, or retaliation based on any protected status, sexual assault, exploitation, interpersonal violence, or stalking to a Responsible Employee, you must report it to the Equal Opportunity and Compliance office.
Employee and Student Support Services (last updated May 2019)
The Equal Opportunity and Compliance Office (EOC) is the University’s central office for addressing issues related to discrimination and harassment, as well as compliance with relevant education and employment laws and regulations.
The University Ombuds Office serves as a resource and safe space for staff, faculty, administrators, and students, to discuss any concerns, issues, problems, or disputes they may be facing. One resource they offer is coaching to prepare individuals to have difficult conversations.
The Employee Assistance Program is offered to all permanent UNC-Chapel Hill employees and their dependents who may be facing a variety of stress or anxiety inducing issues; such as financial pressures, workplace stress, or problems at home. Trained counselors are available by phone 24/7 and online resources are also available.
Please help us promote employee well-being by directing your employees to the following benefits and resources:
Developing Self
Every supervisor of SHRA employees will participate in BEST training within their first six months as a supervisor.
Please contact Angela Lyght if you would like to attend the next available session.
The University Leadership Education and Development (ULEAD) program develops highly skilled and motivated leaders to meet the challenges of higher education’s changing environment. To be considered, you must be a permanent employee working in a managerial role, as a second level supervisor, or managing a program that is University-wide or of significant size and complexity.
The University Managers Association (UMA) was established to provide a forum for the exchange of information relevant to management within the University. The goals of UMA are to increase University support for training and to find ways to recognize University employees. Application for membership with UMA is open to permanent employees who hold a managerial position within the University.
The Center for Faculty Excellence (CFE) is UNC’s pan-university faculty development center. The CFE offers a variety of resources for faculty members in all disciplines to reach their goals in teaching, research, and leadership.
The University offers a number of courses each year on leadership in higher education (courses EDUC 316-318):
Learning Leadership by James M. Kouzes
Employee Pay
SHRA Position Description Form Template
Position Description Form Instructions
You can also find some sample job descriptions on the OHR webpage under the Position Description Templates toggle.
Understanding UNC chartfield strings is an important step that will help you communicate with you Finance and HR team. For example, you may be asked to provide a valid chartfield string when initiating an Infoporte request.
Below are some introductory resources for new and existing managers:
- Chartfields 101 (computer-based training)
- How to read a chart field string.
All overload payments for EHRA employees must be pre-aproved by the HR office before the work can begin. Please contact your designated HR consultant for guidance prior to initiating an Infoporte request.
End of Appointment
The OHR website provides information on an employees benefits and rights, along with a checklist of their responsibilities prior to leaving.
To remove an employee to the School of Pharmacy listserv, please email Angela Lyght.
Glossary
Don’t see what you’re looking for? Please contact Nicole Kenney at nkenney@unc.edu