Human Resources Orientation Checklist - Knowledge

Competencies

General

Orientation Item: University Human Resources organization
Knowledge:  Understanding key functions and staff in University HR
Resources to Acquire KnowledgeUniversity 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 website; Faculty Senate website; Operations Manual

Orientation Item: University of Iowa Core Values
Knowledge: Awareness of the seven core values
Resources to Acquire Knowledge: University of Iowa website: 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 website: President’s WelcomeHR Administrative Services website

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 website

Orientation Item:   State of Iowa considerations
Knowledge:   Awareness of the Board of Regents and Iowa Gift Law
Resources to Acquire Knowledge: Operations ManualBoard of Regents website

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 website

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 website Professional and Scientific

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Recruitment/Hiring

Orientation Item: Advertise a Graduate Assistant position
Knowledge:   Appointment posting requirement
Resources to Acquire Knowledge:  HR Employee and Labor Relations website:  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 website:  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 Compensation and Classification website: 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 website: 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 website;
HR Employment Services website; HR Faculty and Staff Disability Services website

Orientation Item: Computation of Merit salary offers
Knowledge:  Skill in computing correct salary
Resources to Acquire Knowledge: HR Employment Services website; Pay Plans   

Orientation Item:  Determination of Merit probationary period
Knowledge:  Knowledge of the length of probation
Resources to Acquire Knowledge: HR Employment Services website: 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 website: Merit RulesHow 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 website, HR Compensation and Classification website

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 website:  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 website and HR Compensation and Classification website: salary and pay levels and offer letter

Orientation Item: Background Checks
Knowledge:  Credential check policy, criminal background check policy
Resources to Acquire Knowledge: HR Policies 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 website;
Acceptable and Unacceptable Interview Inquiries; Learning and Development "Train the Trainer" video; Learning and Development Interviewing course; HR Employment Services website

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 Services websites

Orientation Item: Staff Diversity Opportunity Program (SDOP)
Knowledge: Knowledge of program; consideration of its potential application following each search
Resources to Acquire Knowledge: SDOP website

Orientation Item: Spouse/Partner placement assistance
Knowledge: Knowledge of services that contribute to University recruitment
Resources to Acquire Knowledge: Office of the Provost website

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 websites

Orientation Item:  Facilitate a faculty appointment
Knowledge:  Knowledge of process, sequence and documentation of a faculty appointment
Resources to Acquire Knowledge:  Provost website Faculty Appointment/HR Info

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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 Compensation and Classification website, HR Employee and Labor Relations website, HR Employment Services website

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 website, Employee Self-Service/HR Transactions, HR Employment Services website: Merit Rules, Faculty Appointment website

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 Services website: Merit Rules, Step date, probationary status on HR Transaction System, HR Employment Services website: Probation and Salary FAQ, HR Compensation and Classification website

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 website: 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 website; Operations Manual, Section III (3.4)

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Employee and Labor Relations

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 website; Learning and Development courses

Orientation Item: Disciplinary process
Knowledge: Typical steps of progressive discipline
Resources to Acquire Knowledge: HR Employee and Labor Relations website; 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 OfficeEqual 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 Knowledge: HR Employee and Labor Relations website

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 website;  HR Faculty and Staff Disability Services website

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; HR Employee and Labor Relations website

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 website;  Faculty and Staff Disability Services brochures; Learning and Development courses

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Benefits and Payroll

Orientation Item: Timely payment to employees
Knowledge: Knowledge of pay periods/cutoffs/schedules
Resources to Acquire Knowledge: Payroll Calendar HR Payroll website
Payroll FAQs HR Payroll website

Orientation Item: Fringe rates
Knowledge: Knowledge of fringe rates and the various fringe rate pools
Resources to Acquire Knowledge: HR University Benefits website;  Accounting Services website: fringe benefit accounting

Orientation Item: Benefit start and end dates
Knowledge: Knowledge of start and end dates
Resources to Acquire Knowledge:  HR University Benefits website 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 website 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 website; Orientation meeting; Benefits staff

Orientation Item: General payroll forms
Knowledge: Knowledge of times sheets, leave policies: vacation, sick, LOA, military, etc.
Resources to Acquire Knowledge: Payroll and Benefits staff; New orientation; HR University Benefits and Payroll websites

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 website

Orientation Item: Financial Sub-certification
Knowledge: Compliance related to financial statement presentation
Resources to Acquire Knowledge: Budget Officers' website

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 website; Public Safety website

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Organizational Effectiveness

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; UI Learning and Development website; Performance Management website; 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 website; Faculty and Staff Services 1:1 counseling sessions; HR UI Wellness website

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: Threat Assessment website; HR Employee and Labor Relations website; Conflict Management website

Orientation Item: Wellness opportunities
Knowledge: Knowledge of forms and processes related to wellness activities
Resources to Acquire Knowledge: HR UI Wellness website; liveWELL website

Orientation Item: Learning and Development opportunities
Knowledge: Completion of registration and knowledge of current offerings including Learning Online
Resources to Acquire Knowledge: UI Learning and Development website; My Training on the Employee Self-Service website.

Orientation Item: Reward and recognition
Knowledge: Knowledge of forms and process required for granting of rewards
Resources to Acquire Knowledge: Award Programming website; Organizational Effectiveness website

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 Services website

Orientation Item: Flexible scheduling
Knowledge: Can identify procedure to implement flexible scheduling
Resources to Acquire Knowledge: Operations Manual website; HR Family Services website

Orientation Item: Telecommuting
Knowledge: Can identify appropriate circumstances to consider telecommuting
Resources to Acquire Knowledge: HR Family Services website

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Information Management

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