Know What to Do Before Hiring Student Workers or Temporary Staff for the New Academic Year

teamStudent workers and temporary staff play important roles on campus in many departments. In exchange for their service, hiring managers have a responsibility to ensure their workers are set-up to be paid in a timely manner and are compliant with required new hire paperwork  Delays in fulfilling this duty can cause missed paychecks and other serious ramifications for both the employee and SMU.

Student Worker or Temporary Staff

NOTE:  All summer student worker PAFs expire on August 19, 2016. If your summer student worker will continue to work past August 19th, it is important to review his or her classification and to submit a new PAF with an effective date of August 20th.

Read about the new ePAF process for student workers and temporary staff!

Your student worker’s employment status is based on his/her student status at SMU for the current academic semester.

If (s)he is enrolled in at least one credit-hour at SMU for Fall 2016, (s)he is considered a student worker until December 31st, the end of the academic semester. This applies to undergraduate and graduate students.

If (s)he  is not enrolled in at least one credit-hour at SMU for Fall 2016, (s)he is considered a temporary staff member until December 31st. Students who graduated prior to the current academic semester and non-SMU students are also considered temporary staff members.

Your worker’s classification – as a student worker or temporary staff member – should be evaluated each semester. Your worker’s classification determine will impact:

  • Which Payroll Authorization Form (PAF) to use
  • What additional paperwork is required (employment hiring packet) from worker
  • Whether or not you will need to request to hire temporary staff (Requires VP or Dean approval)

Hiring a Student Worker?

  • student workerSubmit a Student Worker ePAF: All student workers will need a new student worker ePAF regardless if (s)he worked this summer or worked last academic year. Student workers who start working before August 20th may need to be hired as temporary staff if not enrolled in classes for the summer.
  • Verify completion of Student Worker hiring packet: Provide the student worker hiring packet to the student immediately. Don’t assume that their paperwork is on file with HR. Instruct them to return the Student Worker Checklist after visiting HR as confirmation of completion.

NOTE:  International student workers must follow the procedures provided by the ISSS office for hiring international student workers.

For additional information about student employment opportunities, visit the Student Employment Office.

Hiring Temporary Staff?

temp workerIf you have determined your employee is temporary staff, not a student worker, you must obtain approval to hire prior to their start date or approval to continue to work past August 19, 2016.

Most approved temporary staff will be hired via Kelly@SMU. This includes recent graduates, interns or fellows, and other non-student worker staff.

To get started or for questions on hiring temporary staff, please contact Leigh Wilson or call 214-768-3166.

General questions may be directed to RecruitU@smu.edu or  SMU HR at 8-3311.

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SMU Training Requirements via LawRoom and Training “Refresh” Schedule

LawRoom training system

trainingIn June 2014, SMU entered into an agreement with outside vendor, LawRoom, to provide certain web-based training required by SMU policy, state/federal law, or other regulations. Some training assignments are required of all employees and others may be based on the employee’s role with the University.  HR, OIT and Risk Management utilize the content within the LawRoom system to manage training requirements.

Refresh timelines are determined by SMU policy, state or federal law, best practices, or when new information is introduced requiring an update in knowledge.


Training notifications

Upon initial assignment and for refresher training, an email from Southern Methodist University (admin@lawroom.com) will be sent to your SMU email account announcing the training is available.  Re-assignment for refresh training automatically occurs on the anniversary of the original assignment date, not the date of prior completion.  Once a training course is assigned and you are initially notified via email, regular e-minders will be sent until the training is completed.  You should click on the link at the bottom of the email to access the training via SMU’s SINGLE SIGN-ON feature, where you will enter your SMU credentials.

Benefits-eligible employees and temporary (adjunct) faculty

Training required for this employee population includes the following tutorials.  After each course name, the “refresh” time frame is listed.

Course Name Refresh Schedule
Checkpoint Data Security and Privacy Annually
Eliminate Campus Sexual Violence Three years
Harassment and Discrimination  (manager or employee version assigned based on employee status, with/without direct reports) Three years
If an employee is promoted to a manager role, s/he must complete the manager version regardless of the last completion date of the employee version.
Program for the Protection of Minors:
Recognize and Report Child Abuse
One time only unless employee engages in activities (such as camps) involving minors, in which case training must have been completed within 24 months of the start of the first day of the event. Those who regularly work with minors will need to complete the training every two years.|
Example: 1 week-long camp started on June 1, 2016
Training completion must have occurred between June 1, 2014 and June 1, 2016.

Temporary employees hired by SMU

Temporary employees hired by SMU will be assigned the following tutorials.   Notification will be sent to the employee’s SMU email account for initial assignment and any refresh requirements.

Course Name Refresh Schedule
Checkpoint Data Security and Privacy Annually
Program for the Protection of Minors:
Recognize and Report Child Abuse
One time only unless employee engages in activities (such as camps) involving minors, in which case training must have been completed within 24 months of the start of the first day of the event. Those who regularly work with minors will need to complete the training every two years,
Example: 1 week-long camp started on June 1, 2016,  Training completion must have occurred between June 1, 2014 and June 1, 2016.
Email DevelopU@smu.edu to request the refresh assignment be made to your LawRoom account.

Temporary employees hired via SMU’s staffing partner, Kelly Services

Temporary employees, hired via Kelly Services, may be assigned any of the above training tutorials based on their work duties. Notification of training assignment will be sent to the employee’s SMU email account, if created, or to the employee provided email address when no SMU email account is assigned.  Kelly employees should contact their on-site representative for questions regarding training requirements.

All employee groups – additional training assignments based on work duties

All employees, (regular and temporary, hired via SMU or Kelly Services) may be assigned any of the following work specific Lawroom tutorials based on their work duties with the university.

FERPA Three years
Clery Act Annually
Bloodborne Pathogens If new information is introduced
Hazard Communications If new hazards are introduced

Employee training not administered via LawRoom

Other job specific training may be requested outside of the Lawroom learning management system.  The employee will be notified directly by the requesting group and notified again when refresh training is required.  Examples include Engaged Driving and Golf Cart Driving which are conducted by Risk Management.

Questions about LawRoom training requirements and refreshers should be directed to HR at DevelopU@smu.edu.

 Resources:

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New ePAF Process for Temporary Employees (Temp Staff hired by SMU not Kelly Services, Student Workers, and Adjunct Faculty

The following information is provided by guest blogger Marjorie Rush, SMU Payroll Manager.

Process for Adjunct Faculty and Student Workers

Part of your preparation for the new academic year may include using the new ePAF process in my.SMU for the hiring and rehiring of student workers and adjunct faculty. The ePAF process is accessible in my.SMU under Manager Self Service > eForms WorkCenter.

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Training Required to Access the New Forms

Training is required to gain access in my.SMU to initiate ePAFs for student workers and adjunct faculty using the new process.

If you did not complete the training by attending one of the on-campus training sessions during the summer, you can take advantage of the new online training option.
Follow these steps to request the ePAF training and my.SMU security:

  • Visit smu.edu/oit and click Open a ticket
  • Click the menu button in the top left, select ePAF Permissions located under the Payroll/TimeAccess section
  • The ePAF request displays. Click Save. A confirmation that your ticket has been submitted will display; click continue and close.

Batch Upload Process is Part of New Functionality

There is also new functionality available to those who submit PAFs that complements the ePAF process – called the ePAF Batch Upload process. The ePAF batch upload process provides you the option of populating an Excel template with the job information for multiple hires/rehires, which you can email to the Payroll Office to have a Payroll team member upload the data into the ePAF system. The batch upload process will create and submit all of the ePAF records and start the approval workflow routing – thereby eliminating the need for you to key the data into the ePAF records yourself.

Process for Temporary Staff Hired by SMU (not Kelly Services)

The “old” ePAF process – to be used for temporary staff employees who are not hired through Kelly Services – is located in my.SMU under Manager Self Service > Electronic Requests > PAF-Initiate Record.

Refer to the Payroll website for additional information pertaining to payroll deadlines, electronic pay papers (including the new batch upload feature), as well as other helpful guidelines to achieve the successful submission of job and payment data for newly hired and rehired student workers, adjunct faculty, and temporary staff employees.

Questions should be directed to the Payroll office at 8-2073 or payroll@smu.edu.

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SMU Wellpower – 2016 Program Kickoff

Asian women with thumb up in business causal clothing on white background
At SMU, we realize that the simple, everyday choices we all make have the power to impact every area of our well-being – from our emotional and physical health to our job performance, finances and much more. SMU Wellpower is available to all benefits eligible faculty and staff and on August 15, 2016 we start off a new Wellpower year! It is confidential, rewarding and available at no extra cost to you.

For detailed information on our SMU Wellpower program, please visit our updated website.
Every choice matters. Make yours count!HealthyU_Healthways 4c
Questions? Please email wellpower@smu.edu.

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Professional Development Opportunity-Presentation Advantage

Presentation Advantage – A Franklin Covey Workshop

June 28, 2016 from 8:30-5:00
HR Training Room, Expressway Tower, Suite 208.

Wasted time, unproductive meetings, and lost opportunities occur due to poor business-presentation-style
presentations. The lack of powerful methods to inform and persuade is one of the greatest hidden and pervasive costs of the 21st century workplace.

This work session will help participants consistently deliver highly successful presentations. They will learn the skills and the latest neuroscience to better inform, influence, and persuade others in todays knowledge-based world.

Creating a purposeful shift in knowledge or behavior through successful presentations equips people and teams with the competitive edge.

Foundation

  • See that paradigm plus process equals presentation success.
  • “Connect” with in-person and virtual audiences successfully.

Develop a Powerful Message

  • Identify the clear purpose to be achieved with the message.
  • Create a memorable introduction and conclusion.
  • Develop key points to support the purpose.

Design Impactful Visuals

  • Use visuals to increase attention to and retention of the message.
  • Design effective presenter notes and prompts.

Deliver with Excellence

  • Master the components of the “first and ongoing impression.”
  • Manage good and bad stress.
  • Handle questions and group dynamics.

Read why your peers think you should attend:

  • The content is applicable to any area of a person’s life, professionally or personally.
  • Relevant discussion and practice, helpful tips in creating content and visuals. Love the Franklin Covey materials, can refer back to tips, provides framework.
  • Very helpful and a lot of new and useful information on presentation.
  • Great course with great information. I improved my presentation skills by attending this course.

mySMUEnroll via my.SMU  >Self Service>Learning and Development>Request Training Enrollment

Note: An optional follow up session will be scheduled during the workshop to review content and check progress.

Facilitator: Mary Stall, Senior HR Specialist – SMU HR/Organizational Effectiveness

Parking: SMU Parking Permit?  The closure of the SMU Employee East Campus parking lot at Expressway Tower has resulted in limited SMU permit parking.
There is AUP parking on the top level of the Everest College building located at 6080 N. Central Expressway which is just east of Expressway Tower as well as in front of the CAPE Building on SMU Boulevard.  If you do not office on East Campus, your best option is to take the shuttle from main campus.

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SMU Program for the Protection of Minors On-Line Training Has Moved to a New Location

What’s New – What Does the Change Mean to You?

lrIn mid-February 2016 the training portion of the SMU Program for the Protection of Minors transitioned out of SMU Blackboard and has been relocated to the LawRoom learning management system.  LawRoom houses SMU’s required training tutorials in a convenient online portal.

All new employees, including student workers, are required to complete the Protection of Minors training.

In addition, employees and volunteers working with minors in supplemental programming and camps are required to have completed the training within 2 years of the start of their program, therefore re-training is often a requirement of employment.

We are excited about the efficiency the transition provides for our employees.  Employees no longer have multiple platforms to access and manage when completing required training tutorials.  Employees will receive an email from the LawRoom announcing that the training has been assigned and is available to access.  They will also receive regular reminders until ALL assigned training has been completed.

What’s Different with Lawroom?

onlineThere are several process changes as a result of the relocation of the training that you should be aware of:

  1.  Regular and temporary employees
    All regular and temporary employees (including post-doctoral fellows and student workers) will be automatically assigned the training once their information has been entered into my.SMU and they have passed their start date for employment.  This training assignment is explained under SMU Policy 9.31.
  2.  Employees who need to re-train according to Texas State Law
    Those employees who are required by Senate Bill 1414 and SMU Policy 9.31 to retrain every two years will need to email HR at DevelopU@smu.edu to request re-assignment of the training tutorial.  Please allow up to 48 hours for the assignment of the training and to receive the announcement email.  Learn more about this requirement on the SMU Program for the Protection of Minors webpage.
  3. Students asked to train for SMU coursework who are not employed by SMU
    Students who are asked to completed the training for coursework and who are not employed by the University will be enrolled in the training via the Dallas Children’s Advocacy Center’s online training on the DCAC website.  Several programs already have an assigned administrator who manages these enrollments.  If you don’t fall under one of these areas, send an email to DevelopU@smu.edu with an attached excel spreadsheet listing the student’s first name, last name, and email address. HR will then manually enroll these students and the DCAC system will send an email to each individual with instructions on how to access the training.
  4. Training for non-SMU employees
    SMU will again provide the opportunity for non-SMU affiliated camp employees and volunteers to complete the training, at no cost, under the SMU site license with DCAC.  You should work with your SMU Program Coordinator to facilitate this process.

Those hosting camps, working at, or volunteering for a program involving minors must have completed the state training within 2 years of the start of the camp or program session.  Please review your training summary in my.SMU and email DevelopU@smu.edu if you need to retake the training to meet the state requirement.  HR will enroll you in the appropriate training platform and you will receive an email announcing that the training is assigned and ready for you to access.

SMU hosts an annual session for Program Coordinators (those who manage camps at SMU offered by others) and Camp Operators (SMU employees who host camps for minors). This year’s session is scheduled for March 22 from 3-4:30.  Learn more about the session and how to enroll. 

If you have questions about these new processes, please contact us at DevelopU@smu.edu.

 

 

 

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Don’t Miss These Professional Development Opportunities

Speed of Trust March 29, 2016 1:00pm-5:00pm

Learn about the 13 behaviors common in high-trust organizations and how these behaviors can increase both productivity and employee engagement on your team.

5 Choices to Extraordinary Productivity April 6, 2016 9:00am-5:00pm

In today’s world, there is a greater abundance of opportunity for both organizations and individuals to accomplish extraordinary goals. However, all too often, the demands of our jobs, coupled with the barrage of information coming at us from so many sources (e.g. texts, emails, reports, tweets, blogs, web-sites, etc.) is overwhelming, exhausting and distracting. If we react to these stimuli we may fail to accomplish the things that matter most in our professional and personal lives.  The 5 Choices to Extraordinary Productivity provides you with tools that help you re-assign significant amount of time and energy on your most important goals – both inside and outside of work.

StrengthsQuest 2.0 April 14, 2016 1:00pm-5:00pm

Pre-requisite: Introduction to StrengthsQuest

What’s the difference between a talent and a strength?  Learn to identify your true strengths and create a plan to incorporate them into your work week. The more you develop and use your strengths at work, the happier, more satisfied (not to mention successful) you will become!

Presentation Advantage April 19, 2016 8:30am-5:00pm

Even the most experienced professionals can lack effective presentation skills. They fail to prepare, are fearful in front of people, have poorly organized thoughts, and lack the confidence to engage and persuade an inattentive audience. This Franklin Covey workshop will provide you with the know-how to deliver dynamic, compelling, and truly effective presentations time and again.

6 Thinking Hats April 28, 2016 9:00am-5:00pm

Edward de Bono’s Six Thinking Hats® will teach you how to separate thinking into six distinct categories, each identified by its own colored metaphorical “thinking hat.” By mentally wearing and switching “hats,” you can easily focus or redirect thoughts, conversations, or meetings and significantly increase your ability to produce innovative ideas and help solve complex problems.

Enroll Now via mySMU>my.SMU>Self Service>Learning and Development>Request Training Enrollment.

Questions?  Email DevelopU@smu.edu

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SMU Program for the Protection of Minors Annual Review Session for SMU Camp Operators and SMU Program Coordinators

SMU Camp Operators and SMU Program Coordinators

Annual Compliance Review Session

Tuesday, March 22, 2016

Caruth Hall – Room 147
Vester Hughes Auditorium
3:00-4:30 p.m.

Each year, SMU offers a review session for those campemployees who are involved with hosting or coordinating camps for minors, either on or off-campus.

If you fall within the following role definitions, you are strongly encouraged to attend this seminar.

Camp Operators:  those hosting camps for minors either on SMU’s campus or off campus

Program Coordinators: SMU employees who coordinate camps at SMU, or off campus, on behalf of others (either SMU employees or non-employees utilizing SMU facilities).

The seminar will cover the following topics:

  • Best practices to ensure a healthy camp atmosphere
  • Reporting abuse, should you see or hear about it
  • The State of Texas requirement for all camp employees to be trained by an approved training vendor
  • SMU’s policy on the Duty to Report and your responsibility for record-keeping to minimize risk for yourself and the University
  • Accessing the training program resources SMU provides to employees, non-employees, students and volunteers

This review session is coordinated by the SMU Office of Risk Management in partnership with SMU Office of Legal Affairs, SMU Police Department, SMU Human Resources and the Dallas Children’s Advocacy Center (DCAC).

Please note this review session is NOT intended to replace the State mandated training. Those hosting camps must have completed the state training within 2 years of the start of the camp session.  Please review your training summary in my.SMU and email DevelopU@smu.edu if you need to retake the training to meet the state requirement. Once your email is received, HR will enroll you in the training and you will receive an email announcing that the training is assigned and ready for you to access.

General questions may be directed to the Office of Risk Management at riskmanagement@smu.edu.

Training questions may be directed to HR at DevelopU@smu.edu.

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Presidential Recognition Awards: Now Accepting Applications!

Do you know some great people who deserve recognition?

Nominate them for the Presidential Recognition Awards!

Four Presidential Recognition Awards annually highlight the contributions and excellence of SMU staff members and will be presented at the Staff Association Recognition Ceremony on Thursday, March 3, 2016.

109462615The Awards include the:

  • Gretchen Voight New Employee Excellence Award
  • Continuing Excellence Award
  • Outstanding Leadership Award
  • Innovation Award.

Award winners will receive $1000 each.

 

Nominations must be received no later than 5:00 pm on Tuesday, February 23, 2016.

Questions about the nomination and selection process may be emailed to employeerelations@smu.edu .

For more information on criteria and process, visit the Human Resources webpage.

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The Five Languages of Appreciation at Work

HR is excited to announce a partnership with the SMU Staff Association to offer this interactive workshop during a February series of 4 Lunch and Learn sessions.

Why is Appreciation Important in the Workplace?

5 langaugesAuthentic appreciation increases employee motivation. Motivation is different for everyone and underneath it all rests a set of values. We all have emotion tied to what makes us feel appreciated.  A pat on the back, an award for our contribution, public recognition, or one-on-one time are all received differently by different people.  Motivation is maximized when individuals receive their ideal form of praise, encouragement, or reward for their efforts.

Effectively communicating appreciation and encouragement to employees, results in higher levels of job satisfaction, healthier relationships between managers and employees, and decreased cases of burnout.

During these sessions, you will learn:

  • the importance of appreciation
  • the 5 languages and what they mean – to you and others
  • ways to put the 5 languages to work
  • how to apply the principles of appreciation

In addition, each participant will receive a code to take the MBA assessment to learn their primary, secondary, and least valued languages.

Dates and times for these Lunch and Learn Sessions are:

All sessions will be held on Wednesdays from 11:30-1:00 on February 2, 10, 17, 24.  Feel free to lunch while you learn!

Please mark your calendars and check with your supervisor to ensure you can attend all 4 sessions before enrolling.

Enrollment is facilitated via my.SMU >Self Service>Learning and Development>Request Training Enrollment.

Thanks to the SMU Staff Association for sponsoring this training!

Questions?  Email HR at DevelopU@smu.edu or the Ebonii Nelson of the Staff Association Board at etnelson@mail.smu.edu.

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