Recently in Human Resources Category

Outstanding Service Awards

Nominations due Friday, October 17, 2014.

Application materials are due to the CLA HR email account ( by October 17, 2014We welcome and encourage peer nominations.

Further information, including nomination guidelines and the cover page, can be found at:
Please communicate this information to others in your unit.  Contact Angie Plambeck (, 5-1805) with any questions.

CLA HR and Faculty Hire Documentation

With the AHA no longer in use, the following information is needed to approve all hires (other than tenure/tenure-track faculty).  If this information is not in the draft offer letter, please provide this information in the e-mail to when you send the draft offer letter for approval.  Once you have a signed offer letter, please send to  A new hire email can not be sent until we receive the signed offer letter.
  • Job Code
  • Job Title
  • Salary
  • Percent Time
  • Appointment Term
  • Appointment Type
  • Funding Source(s)
  • Position Number
  • Requisition Number
  • Courses to be taught (where applicable)
  • Other Commitments (where applicable - may include moving or professional development funds, etc.)

Correction to CLA NOW announcement - Dean Coleman's Office Hours

At last Thursday's CLA NOW meeting, it was announced that Dean Coleman would be holding a monthly "open hour" during which CLA staff are invited to drop by and connect with the Dean in person.  The first two open hours (mistakenly announced for September and October) are intended for administrative staff in Johnston Hall, but the remaining open hours are offered for all staff.  Feel free to come by room 202 in Johnston Hall between 11:00 and noon on the following all-staff dates:
  • Friday, November 7
  • Friday, December 5
  • Friday, January 16
  • Friday, February 6
  • Friday, March 13
  • Friday, April 10
  • Friday, May 22

New Student Employment System

The following is a message from Kathy Brown, Vice President for Human Resources:

Dear Colleagues,

We are excited to share the news that OHR has begun implementing its new student employment system. This initiative supports OHR's strategic imperatives by simplifying the student hiring process and policy and empowering departments to manage their student employees with flexibility and support as students pursue their University education.

As you may recall, an internal working group conducted a complete review of our student employment system. As a result of the group's recommendations, we are implementing several changes:

The revised policy simplifies the process for the hiring unit by removing those requirements that are appropriate for career, not student, employees but stays true to its original purpose of supporting students so they can pay for the cost of their education. The policy will be posted on the U-Wide Policy Library website in the coming days. We are creating a student hiring toolkit that provides basic guidelines for hiring and managing student employees, with web links to more detailed information if needed.

Hiring Process
Departments will continue to have control over hiring students, and the process will be simplified:

  • Departments will have broad latitude in:
    • Assigning duties and setting requirements for a specific job.
    • Determining hourly pay (as long as it meets the minimum wage of $8 an hour).
    • Classifying student jobs.
  • Student postings are not required for all student openings.
  • The Student Quick Hire Form will be eliminated.

Job Classifications and Compensation
Student job classifications have been reduced from 39 to six broad categories. We strongly encourage using working titles for student employees as an important way to differentiate the type of work they perform. The minimum pay rate for student employees is $8.00 an hour.

As you may have noticed, changes to student employee appointments to the new broad categories have been started centrally. Additional information will be provided from HRMS if changes are needed to identify student job classifications.

If you have questions about the redesigned student employment system or procedures, please contact Susan Cable-Morrison (, 612-624-3393).


Kathy Brown
Vice President for Human Resources

Employee Benefits/COBRA Notice

Attention Department & Unit Administrators:

If you have any employees that are not returning to work in the fall, or who are not returning to a benefits eligible position in the fall, please be sure that you have met the notice requirements for their employee group. The fiscal team must be notified to suspend or terminate those employees effective with the end of the 2014 spring semester.

If an employee is currently on short work break, the employee must be benefits eligible for fall 2014 or their benefits will be retroactively cancelled.

The unit Designated Employee Benefits Contact Person (DEBCP) needs to send information regarding COBRA to employees at the end of their appointment.  Employees can continue benefits under COBRA if they lose coverage due to a qualifying event, including termination, resignation, retirement, and reduction to a non-benefits eligible position.  See "Departmental Responsibilities for COBRA" for more information:
COBRA Continuation. While this will be more automated with ESUP in the future, currently, the department must provide the employee with information about COBRA Continuation of Coverage including:Questions about what continuation of benefits coverage means, how it works, and how to complete the request form should be directed to Employee Benefits. 
The following documents describe the COBRA process and provide instructions regarding roles and responsibilities. Your Financial Service Team may also be familiar with the process.The above information also can be found on OHR's DEBCP page.

New Job Classification Process for CS and P&A Employees

Please read below for a message from Kathy Brown regarding the new reclassification process for CS and P&A employees.  Please contact your CLA HR Consultant with any questions.

I am pleased to announce the launch of a new reclassification process for Civil Service and P&A positions that will replace the previous processes (JEQ/JRQ and P&A Administrative Procedure). This will be effective for all completed job families and will roll into place for each new job family as it is completed. I know you are as excited as we are about this long-awaited change that will significantly streamline this important work. Following is information about the new process and the key facts you need to understand, and be ready for, in the rollout of this change.

The New Job Reclassification Process
The new reclassification process involves three simple steps:
  1. Complete the new electronic Classification Review Request form and Position Description form.
  2. Ask the employee's supervisor to review the documents, add more information, and forward the forms to the next administrative level.
  3. When all approvals have been received, the documents should be submitted to a new email address: A member of the OHR Classification and Compensation team will review all P&A and Civil Service reclassification requests.
The New Job Reclassification Process Staged Rollout
We wish we could roll out the new classification process immediately for all employees, but given other contingencies, we will be rolling it out in stages.
  • Civil Service and P&A employees who have gone through a job family study more than six months ago can use the new process immediately.
  • Civil Service or P&A employees who haven't yet gone through a job family study should continue to use previous processes (JEQ/JRQ for Civil Service classifications, or P&A Administrative Procedure for P&A classifications. If the Job Family Study is in progress, then the study will determine the appropriate classification.)
Other Uses for the New Position Description Form
In addition to being used in the job reclassification process, the new Position Description form can be used when creating a job description for various purposes. A similar template is also being used as part of the Job Family Study.

We hope you and your colleagues will find the new reclassification process and forms easier to use. If you have any questions about the forms or reclassification process, please contact Lori Bonine at or by phone at 612-624-5714.

Best regards,

Kathy Brown
Vice President for Human Resources

ISSS Announcements

Please note the following announcements from the Office of International Student and Scholar Services:
U.S. Consulates in Canada to Suspend Third-Country National Visa Processing for the Summer 
The U.S. Embassy in Ottawa has announced that third-country national (TCN) processing will not be available at any U.S. consular posts in Canada from June to August 2014. Only emergency TCN applications will be processed. TCN applicants with appointments already scheduled at a post in Canada during these months will not be affected. 

How will this affect U of MN international students & scholars? 
The suspension will primarily affect foreign permanent residents of Canada and foreign nationals who seek to renew a visa in Canada rather than travel to their home country. 
Social Security Administration Eliminates Ten-Day Waiting Period for Foreign National SSN Applications
Foreign nationals no longer need to wait ten days after entry to the U.S. to apply for a Social Security number (SSN), the Social Security Administration (SSA) has confirmed. As long as a foreign national's entry record is accessible in Customs and Border Protection's online I-94 system and is correct, he or she may apply for an SSN shortly after arrival. 

SSA uses I-94 entry records to verify a foreign national's valid immigration status and eligibility for an SSN. Before the advent of Customs and Border Protection's online I-94 system, the arrival records of foreign nationals took ten days to be entered into verification databases. Foreign nationals who applied for SSNs less than ten days after arrival in the United States often faced delays because their records were not yet available to SSA for verification.

How will this affect U of MN international students & scholars?
For J-1 scholars, the above change does not eliminate the need to Check-In at ISSS to validate their Active status in SEVIS. The SSN office will still need to verify the Active status of a J-1 visa holders. This can be done only after U of MN J-1 scholars have completed their Scholar Check-In with ISSS. 
As a reminder, J-1 scholars should report to ISSS before going to the SSN office. There is still a lag-time of 2-3 days in the electronic systems between U of MN, SEVIS, and the SSN Office's system. This means that scholars who visit the SSN office soon after their ISSS Check-In (which is normal), they might still receive a letter from SSN stating that they couldn't yet verify the "Active" status. This letter can still be used for Payroll purposes. In the course of a few days, the SSN office will have the updated status information. Unless the scholar is told by SSN that they must re-apply for the SSN, they do not need to reapply.
U of MN Background Checks and Non-salary J Scholars
Do Research Scholars holding J-1 visas and not receiving a salary from the U of MN require a background check?
On a basic level, according to the University Policy Office: The Research Scholar who is not receiving a salary from the U of M would not be required to complete a background check. Without salary appointments of any type are not covered under the policy. However, individual Schools/Colleges/Units can have their own policies around this and might still require it, so refer to your internal HR for the appropriate practice. 
If you have additional questions regarding the U of MN background check policy, please direct them to the University Policy Office ( and/or central HR. 

ESUP Presentation and Information from 4/10/14 CLA NOW

Here is the presentation from Santiago Fernandez-Gimenez which he presented at last week's CLA NOW.
He also asked that the Intro to ESUP video on the front page of the ESUP web site is distributed.  This is a great place to send staff for a overview of the changes coming. You can view the two minute orientation video and then subscribe to the Upgrade newsletter. There is lots of specific information under the "What's Changing" tab on the site.
Also, here is a link to the Faculty Center sneak peek for those who might want to share this specific functionality more broadly.
If you have any suggestions for any other ESUP topics you would like covered at future CLA NOW meetings, please let know. Thank you!
The April 2nd Education, Instructional Services, and Teaching Job Family Information Session Video can now be found online here:

Please contact your HR Consultant with any questions.

AFSCME Clerical and Technical Contracts Are Now Available

The AFSCME clerical and technical contracts are ready for distribution - CLA HR will request the contracts from central OHR and get them mailed to units.  Please let know how many copies of each contract you would like for your managers, supervisors & payroll contacts in your area.   Please do not include BU employees in this count as LR employees will receive the contracts in a separate mailing. Please let us know if you have any questions.

If you prefer to view the contracts online, they can be found here: 

AFSCME Clerical

AFSCME Technical

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