Category: Human Resources

PeopleAdmin, our applicant tracking and position management system, will be undergoing configuration changes and testing to support our transition to market-based compensation July 12-16. During this time there will be adjustments to the normal hiring activity, and Human Resources and those on Search Teams will not have access to the system and will be unable to:

• View and disposition candidates
• Approve and post new jobs
• Initiate and approve hiring proposals

Candidates will still be able to apply to requisitions that were posted in advance of July 12, and candidates that have accepted offers will be able to continue and complete their onboarding.

In preparation for this system reconfiguration and to eliminate or mitigate any delay in the hiring process, please contact your talent consultant if you have a vacancy to fill after June 1. The consultant will assist you by identifying an appropriate job description in the job catalog.  They will then make sure you are apprised of any applicable dates that might impact your search and ensure you know everything required to have a complete submission.

If you need to know the talent consultant assigned to assist you, please email employment@wichita.edu.

Our goal is to minimize any delay the system reconfiguration and the transition to Market-Based Compensation could cause to all our end users, specifically our search teams and candidates. Below are some dates to follow to ensure no delays occur in the hiring process:

Posting a Position:

• June 18 – Last day to submit a completed Position Exception Review Form. This will allow the time necessary for the approval process.
• Approvals must be complete before July 6 in order to be posted by July 12.

 Search Waiver and Emergency hire:

• June 25 – Last day to submit completed Search Exception Request Form. This will allow the time necessary for the approval process.

Hiring Proposals:

• July 9 – Last day for all Hiring Proposals to be approved on offers that have been accepted. This will allow the time necessary to complete the hiring process prior to July 12.

Adhering to the above dates and ensuring submissions are complete will give the talent team the best ability to meet your needs.  Requests for hiring activity submitted after the above dates will resume activity when system functionality is restored July 17.

All employees of Wichita State University will need to log in to myTraining and complete the “Drug-Free Workplace” online training module by Sept. 1, 2021.

 INSTRUCTIONS:

1. Login to myTraining
2. Search for/select “Drug Free Workplace”
3. Select “Launch”

Wichita State University is committed to maintaining a drug-free workplace and providing a safe work environment in support of fostering employees’ good health.

As a Federal contractor, WSU is required under 41 U.S. Code 8102 to provide a drug-free workplace, part of which is to establish a drug free awareness program to inform employees about the dangers of drug abuse in the workplace; the policy of maintaining a drug-free workplace; any available drug counseling, rehabilitation, and employee assistance programs; and the penalties that may be imposed upon employees for drug abuse violations.

HR and OIEC have partnered to develop resources to establish a drug-free awareness program including a drug-free workplace procedures webpage, policy 3.03 / Drug Free Workplace, a drug free workplace flyer, and a new online training module. The new required online training module will be a short online module to educate employees on the topics included in the drug free awareness program.

Thank you for your support with this important University initiative.  If you have questions, email Wichita State University, Human Resources, Organizational Development at HR.OrganizationalDevelopment@wichita.edu.

Here are a few of the questions trending since the campus-wide update on the University’s transition to market-based compensation. If you have questions or just want to learn more about the transition, visit the Human Resources website. The website has all University presentations, FAQ’s and tools for the program.

Q: Why does my job description no longer contain all the duties that I perform? 

A: Job descriptions should reflect the essential job functions and minimum requirements for the job but should not detail every task and how the task is completed.  An optional Position Responsibilities template has been developed for use by the leader and employee.  It can capture more detailed information about where or how duties are performed.

Q: If my job description is changing, will my tasks and duties change? 

A: The transition to uniform and consistent job descriptions will not change the tasks and duties that you currently perform.  An optional Position Responsibilities template has been developed for use by the leader and employee and is available on the HR Forms Index. It can capture more detailed information about where or how duties are performed. You are encouraged to discuss any questions about this with your direct supervisor.

Q: Will we be able to keep our current title or have to change our title? 

A:  Today there is a wide variation of titles used at the University. Through the establishment of the job architecture, the University has adopted a uniform and consistent construct of titles and for this reason, many titles will change. Today, the University uses position and directory titles, going forward, the job description title will be utilized. A process has been developed to allow the limited, approved use of working titles if the job description title does not provide sufficient clarity about the position, either internal or external to the University.

Q: What will happen if I don’t meet the minimum requirements for the job that my current job was mapped to in the job catalog?

A: In most situations, current employees will be grandfathered and will not be required to meet the minimum requirements. Current employees will be required to meet any minimum requirements based on a regulatory or compliance requirement. If a current employee has a position change in the future, the employee must meet the minimum requirements of the new job.

Q: I have heard that some titles and/or jobs that exist today are not in the job catalog, is this true? 

A: There are some job levels that exist today that will not exist in the job catalog as they are simply not needed for the administration of market-based compensation.  The more levels that exist, the harder it is to make a distinction in what the jobs do, and they can’t be matched to the market data.  In some situations, these may be deemed appropriate for working titles.

Q: If we won’t have funding for base pay increases, why do all this work?

A: Creating a compensation program with the elements we have included allows the administration of a compensation program in a consistent manner.  The market review study will allow us to prioritize base pay changes. We can be more strategic by creating multi-year plans to prioritize limited resources in order to administer our compensation program in a consistent manner.

Q: Why is the University moving to an “annual cycle” for base pay increases? 

A:  Moving to an annual cycle will create consistency as well as allow us to be much more strategic with the use of limited funds available for base pay changes.  It will ensure that we are applying a consistent methodology, so we are effectuating changes in those situations where it is most needed.  Doing it on an annual basis allows us to analyze and provide information to our budget colleagues well in advance of when base pay changes occur which is typically at the start of the new fiscal year.

Q: After the transition to the annual cycle, will there be any situations for base pay increases at other times of the year? 

A: We recognize there will be situations that require an employee’s base pay to be reviewed other than on the annual cycle.  These are referred to as “off-cycle.” These are exceptions that must be approved and occur infrequently.

Employees enrolled in 2021 coverage through the State Employee Health Plan can earn a premium discount worth $480 annually and HSA/HRA rewards dollars up to $500 per year for each employee and covered spouse, just by participating and logging healthy activities throughout the year.

In May, there are three events currently scheduled worth up to 25 points.

• 10:30 a.m. Wednesday, May 5: “Being Adaptive in Order to Thrive in Our Ever-Changing World,” EAP webinar. Register online. (one point)
• Tuesday, May 18: on-campus Biometric Screening in RSC 266 Pike Room. Check for available appointments today in the HealthQuest portal, or by calling 1-888-275-1205, option three! (Up to 23 points)
• 10:30 a.m. Wednesday, May 19: “Mental Health Awareness for Leaders,” EAP webinar. Register online. (one point)

Now is a good time to take advantage of some of the on-demand and online options to earn HealthQuest points.

• Virtual Health Coaching Sessions: You can earn up to 15 points (max one health coaching per day, one point each) by scheduling Health Coaching Sessions.  You can choose a health coach who is a registered nurse, a dietitian, or a trainer when scheduling sessions.
• Learning Modules: You can earn up to five points by completing on-demand learning modules in the HealthQuest portal.  There are 18 different topics to choose from.
• EAP On-Demand Trainings: You can earn up to eight points (max 1 point per day) by completing EAP On-Demand training and webinars that you can access through the HealthQuest portal.  There are 32 topics to choose from.
• HealthQuest Financial Wellness Learning Module: You can earn five points by completing this four-week learning module.
• Health Assessment Questionnaire: You can earn 10 points for completing this assessment.
• HealthQuest Program Overview Video & Quiz: You can earn three points for watching this video and completing the short quiz.

We’ll be publishing upcoming events each month, but if you’d like to plan in advance, check out all currently scheduled HealthQuest events.

The TM1 Budgeting System is now open for Budget Officers to make changes for Fiscal Year 2022. As deadlines approach, specific budget and data entry questions often surface. Budget Officers are encouraged to bring their questions to the Open Lab where members of the Budget Office and Applications Training will be on hand to provide assistance with the budgeting system via Microsoft Teams.

There are currently two open lab sessions planned, the first from 10 a.m. to 11:30 a.m. on May 6, and the second from 2 p.m. to 3:30 p.m. on May 11.

Registration for the Open Labs can be found through myTraining under the title “Fiscal Year Budget Open Lab – Remote Session.”

Tuition assistance applications for fall 2021 are now being accepted through the Online Application Form. The online application will be available through July 1 and will close at the end of this application period.

The fillable PDF form will no longer be accepted. Due to the volume of applications received each semester, requests to submit late applications will be automatically denied. There will be no exceptions. For questions, email Tuition Assistance.

If you missed the Market-Based Compensation implementation briefing for faculty and staff that was held on Friday, April 23 it was recorded and is available for viewing on the HR dedicated webpage.

To provide the opportunity for work/life balance, job satisfaction, and a more inclusive workplace, Wichita State University recognizes the need to offer flexible working arrangements. The university also recognizes that guidance may be helpful for employees who want to request a flexible work arrangement and in determining when Flexible Work Arrangements may be mutually beneficial for both the employee and the University/department.

HR has developed a dedicated webpage for Flexible Work Arrangement that provides information to help identify if a situation is suitable for the requested arrangement. A recorded training session is available on the website with detailed information and can be viewed on demand. Requests for assistance may also be made of the HR business partner assigned to the department.

Examples of Flexible Work Arrangements offered by the university are:

• Compressed Work Week

• Flextime

• Job Sharing

• Reduced-Time Work

• Remote Work

It is important to remember that Flexible Work Arrangements are a privilege and not all employees or positions are eligible for a Flexible Work Arrangement. Flexible Work Arrangements, if granted, are not a contract of employment and do not provide any contractual rights to continued employment or continued flexible work. All University policies and procedures continue to apply.

On June 1, 2021, the university will continue the Shockers United campus reintegration plan. This will include rescinding or revising a number of temporary policies and procedures, and reorienting our plans and protocols, as we transition over the summer toward a return to in person operations for fall 2021. The university’s plans, policies, and protocols implemented in response to COVID-19 supplement other existing university policies and procedures. These COVID related policies and procedures are contingent on current conditions and health guidance and are subject to change as deemed necessary by the University.

As we move forward, we should remain mindful of the guiding principles and public health considerations that have provided a framework for our response from the start of the pandemic. We should also continue to leverage technology enhancements (Zoom, Microsoft Team’s, and other virtual formats) and encourage basic health and safety practices that have served us well during the pandemic.

Health and Safety Practices

The university strongly encourages all employees to consider getting vaccinated.

During the reintegration phase, the university will modify the following health and safety measures:

• Face Coverings – Face coverings are encouraged, but not required. In limited circumstances, face coverings may be required.
• Social Distancing – Physical distancing is still encouraged where possible, but not required.
• Personal Health Screening – Individuals are responsible for screening their personal health, staying home if sick, and seeking medical advice as appropriate. Individuals subject to any isolation or quarantine requirements imposed by the local health department remain responsible for complying with such requirements.
• Cleaning and Disinfecting – Individuals should continue to keep the areas in which they personally work or are assigned to monitor sanitized. The University maintains a significant inventory of cleaning and disinfecting supplies. Supervisors may utilize the facilities work order system to request personal protective equipment (PPE), such as face coverings and disposable masks.
• • Practicing Personal Hygiene – Individuals should continue to wash their hands often and use hand sanitizer when washing isn’t practical. Avoid touching your face, eyes, or nose, and use good respiratory etiquette like covering your mouth with your elbow when you cough or sneeze.

Remote Work

• Starting June 1, 2021, the university will resume business operations which generally requires in person work. Exceptions to a return to previous work arrangements such as requests for remote work, will be made on a case by case basis and discussed with the supervisor. Such requests should follow the Remote Work Guidance.

Kansas Gov. Laura Kelly announced four provisions on March 13, 2020, that have been extended until further notice when provided by a network provider for employees and dependents enrolled in medical insurance through the State Employee Health Plan.