When Completed: This procedure is performed whenever personnel actions are needed.

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1 Effective Date: April 27, 2015 Revised Date: April 20, 2015 Prepared By: Stacie Bell Approved By: Mona Adkins-Easley Next Review Date: April 27, 2016 Title: Purpose: Scope: Personnel Action Form Procedure The purpose of this procedure is to document how to properly complete and process the HR 1- University Request for Personnel Action- Form. This ensures a systematic process for extending employment to all categories of employees at the University and for initiating requests for a personnel action. The scope of the procedure includes the HR 1 Form, which is the form submitted to the Office of Human Resources for initiating requests for a personnel action. This procedure applies to all University positions, whether covered or non-covered under the Virginia Personnel Act, whether full-time or part-time, or paid on a salaried or hourly basis. This procedure also applies to all teaching and research, administrative and professional faculty, classified, hourly, and adjunct employees. Responsibilities: The Office of Human Resources is responsible for this procedure, but all other individual departments are responsible for understanding the requirements of this procedure and compliance with it. When Completed: This procedure is performed whenever personnel actions are needed. Procedures: There are four (4) categories of NSU employees. They are: Contract Employees (teaching and research, Administrative and Professional Faculty) salaried employees Classified Employees salaried employees Adjunct Teaching Faculty paid by rank and number of courses being taught (part- time) Wage/hourly/P-14 Employees employees paid by the hour *Employees paid by stipend according the IRS regulations are not employees of the University. The funding source (grant, E and G) of the employee has no impact upon the employee category. General Information New data or changes must be indicated on the HR1 Form along with the appropriate signatures. The full package of documentation (Employee Work Profile, job duties, 1.

2 organizational chart and an explanation for the requested action) must be received by the Office of Human Resources for action. The requesting department should review their budget to ensure funding is available in the proper category prior to completing the form. Individuals are not authorized to work on campus prior to the completion of the form, including all approvals and an official offer of employment from the Office of Human Resources. The offer will be in the form of a contract (teaching and Administrative and Professional faculty) or an offer letter of employment (classified, wage/hourly, adjunct faculty). Instruction for Completing the HR 1 Form The appropriate sections of the HR 1 Form must be completed as it relates to the specific requested action. Section 1 Personnel Data: Full name of employee (for recruitment leave blank) State Identification Number or last four digits of the Social Security Number. Effective Date of Action HR Use Only The department requesting the action is responsible for completing the Employee Name and the Identification Number in Section 1 and ensuring that the data is correct. A new employee will not have an Identification Number; therefore, use the last four digits of the Social Security Number (if you have it). The Office of Human Resources will complete the Effective Date of Action in Section 1. Section 2 Department Data: Name of the department, contact name, physical location and telephone extension. The requesting department is responsible for completing Section 2 and ensuring that the data is correct. Section 3 Type of Action: Action requested. The following is a description of various personnel and position actions processed by completing the Personnel Action Form. The department is responsible for completing Section 3. Failure to complete this section will result in the Personnel Action Form being returned to the department from the Office of Human Resources without action. 2.

3 Action Title Description Comment/Additional Paperwork Needed Original Appointment Initial employment with Norfolk State University. Applicant Interview Evaluation forms; Employee Work Profile. Submit the interview forms, applicant screening criteria and interview schedule to Human Resources under Re-Hire Promotion Demotion Re-hire to the state system or as a returning employee to NSU after a break in service Classified Employees: Advancement of an employee to a different position in a higher Pay Band through a Competitive Selection Process. Faculty: Advancement in Rank as defined by the University s Handbook. Classified Employees: Employee or agency initiated movement to a different position in a lower Pay Band. This move may result from a competitive (recruitment), noncompetitive (employee request) process, or disciplinary action. separate cover. Applicant Interview Evaluation forms; Employee Work Profile. Submit the interview forms, application screening criteria and interview schedule to Human Resources under separate cover. Other Please specify request. Separation Leave Without Pay Leave With Pay Voluntary or involuntary termination from employment. Unpaid time off from work under specified circumstances. May require prior approval, if requested by the employee. An approved period of leave with pay under specified circumstances. Voluntary - Resignation or Intent to Retire. Involuntary contact Human Resources. Please remember to include the last day employee worked. 3.

4 Action Title Description Comment/Additional Paperwork Needed Temporary Pay 1. Compensation for assuming new duties and responsibilities on a temporary basis. 2. Payment for hours worked only (this is called wage/hourly or P- 14 employment). Wage employment is limited to 1500 hours for a 365 day period. The period is from May 1 st through April 30 th each year. Supplemental Pay/Overload Disciplinary Action Transfer Salary Adjustment Bonus Payment for additional work assignments or teaching additional courses beyond a normal teaching load per semester. Refer to the University Handbook for full definition as it relates to Instructional Faculty. A formal action taken in response to unacceptable performance or conduct. Disciplinary actions may include: suspensions, demotions, transfers, disciplinary salary actions, and terminations. Assignment of an employee from one position and/or department to another position and/or department. Salary increase or decrease Non-negotiable awards to employees including a non-base pay monetary bonuses for various achievements and accomplishments and other non-monetary awards including annual leave days. Amount must be approved by Human Resources after a compensation review Job Duties or Job Description must be attached to the HR1 Form Employee Work Profile Written support documentation for request Position Action Request for Recruitment Position pay practice. Request the posting/advertisement of a valid vacancy. Employee Work Profile; organizational chart; justification for recruitment request. 4.

5 Section 4 Position Type: Identifies type of position. The position type must match the Account portion of the Account string. The department, Budget Office, and the Title III Office and/or the Office of Grants and Contracts (if applicable) are responsible for completing Section 4 ensuring that the data is correct. Position Type Description Comment Faculty Persons who perform professional services rendered in research and teaching positions in institutions of higher education. Faculty Adjunct Person who perform professional services on a part-time basis. Document the End Date on the HR1 Graduate Assistant Administrative and Professional Faculty Classified Hourly Student Other Student who assist department chairperson, faculty members, or other professional staff members in college or university by performing teaching or teaching-related duties, such as teaching lower level courses, developing teaching materials, preparing and giving examinations, and grading examinations or papers. Graduate assistants must be enrolled in a graduate school program. Graduate assistants who primarily perform non-teaching duties, such as laboratory research, should be reported in the occupational category related to the work performed. Persons who perform professional services rendered in administrative positions in institutions of higher education. Some may have a faculty appointment. Salaried positions assigned to an occupational family and career group based on duties and responsibilities and to a role code based on factors of complexity, results and accountability. Persons who are paid by the hour for work performed. Persons who perform duties for institutions of higher education who are graduate and undergraduate students. Determination on whether the pay is a stipend or whether the pay as employment is determined by the IRS guidelines. All other positions not covered above. Form Document the End Date on the HR1 Form 5.

6 Section 5 Pay Cycle: Identifies pay cycle. The department is responsible for completing Section 5 by identifying the correct pay cycle for the action requested. The Office of Human Resources will review and note corrections as needed. Pay Cycle Description Comment Semi-Monthly The pay cycles are the 1 st and the 16 th of the month. The pay periods are the 10 th - 24 th and the 25 th 9 th. Employment will begin on the 10 th and 25 th of the month. Bi-Weekly Single Pay The pay cycle is paid every two weeks. This pay cycle is a one-time payment as needed. This pay cycle is for all employees not on the biweekly pay cycle. This pay cycle includes supplemental pay, hourly employees and students. This pay cycle is for special pays that only require one payment. Section 6 Assignment Status: Identifies category of the position full time or part time and permanent or temporary. Assignment Status Full Time Description Normal work schedule is 40 hours per week. Part Time Normal work schedule is less than 40 hours per week. Cannot exceed 1500 hours in a 365 day period that runs from May 1 st to April 30 th of each year. Permanent Temporary Normal work schedule is 40 hours per week. Employment does not exceed one year and pay is most often by the hour. Comment Document the Start Date and End Date on the HR1 Form The department is responsible for completing Section 6 by identifying the correct assignment status. The Office of Human Resources will review and note corrections as needed. Section 7a Source of Funding: Defines the budget account used to fund the requested action Please complete the WHITE SECTION ONLY. The gray section will be completed by the Budget Office. The Funding Available section is to be completed by the Budget Office. Information regarding the present position data (position number, position title and funding 6.

7 information) must be completed by the department. The full Account string (fund, bank, function, dept., pool) must be noted on the Personnel Action Form. For questions related to the Account string, please contact the Budget Office. Failure to complete this section will result in the HR1 Form being returned to the department from the Office of Human Resources, without action. For new or proposed positions, funding information must be completed by the department and verified by the Budget Office and the Title III Office and/or the Grants and Contracts Office (if applicable). The full Account string (fund, bank, function, dept., and pool) must be noted on the Personnel Action Form. Failure to complete this section will result in the Personnel Action Form being returned to the department from the Office of Human Resources without action. Section 7b Proposed or New Position Action: This section must be completed by the department after consultation with the Office of Human Resources Classification Manager/or Recruiter. Section 8 Signatures: All signatures must be included, as applicable, prior to sending to the Office of Human Resources. Missing signatures will be returned to the department for completion. The department is responsible for completing Section 8 and ensuring that the appropriate signatures are included prior to submitting to the Office of Human Resources. Each signature indicates a review and agreement with the requested/proposed action. Final approval regarding the appropriateness of the actions is by the Office of Human Resources. An HR1 Form without the appropriate/required signatures will be returned to the department from the Office of Human Resources, without action. Section 9 HR Office Use Only: Human Resources only. This section will be completed by the Office of The Office of Human Resources will complete after reviewing the information and required documentation. HR1 Form Processing Stages 1. The HR 1 Form is initiated and completed by the department (Chairperson, Principle Investigator or Supervisor) in compliance with the above noted instructions. 7.

8 2. The department forwards the HR1 Form to the appropriate Dean/Director for review and approval. 3. The Dean/Director forwards the approved HR1 Form to the Title III Coordinator and/or the Office of Grants and Contracts for review and approval, if applicable, then forwards to the Vice President for review and approval. 4. The Vice President forwards the approved HR1 Form to the President for review and approval, if applicable, then forwards the HR1 Form to the Budget Office. 5. The Budget Office will forward the approved HR1 Form to the Office of Human Resources for final review, approval and processing. 6. The Office of Human Resources will review, approve and complete processing of the HR1 Form. A copy of the HR1 Form will be forwarded to the department and the Payroll Office. Human Resources Notification of Actions 1. An incomplete HR1 will be returned to the contact person referenced on the form with instructions for completion. 2. Original employment, re-hire, promotion (classified staff), in-band adjustment, bonus, and position action effective dates will be determined by the Office of Human Resources. NO INDIVIDUAL (NEWLY HIRED OR RE-HIRED) MAY BEGIN WORK PRIOR TO NOTIFICATION FROM THE OFFICE OF HUMAN RESOURCES. The Office of Human Resources will make all offers of employment. Failure to comply with this process could cause public damage for the University and may result in disciplinary action. 3. All proposed new position numbers and titles will be approved by the Office of Human Resources. Notification of the establishment of the proposed new position will be provided to the contact person by . Authority and Responsibility The Assistant Vice President for Human Resources is responsible for official application and interpretation of this procedure. Questions regarding application of this procedure should be directed to the Assistant Vice President for Human Resources or his/her designee. The Office of Human Resources reserves the right to revise or eliminate this procedure as necessary. References Department of Human Resources Management Policy Number 3.05 Compensation Department of Human Resources Management Policy Number Hiring Department of Human Resources Management Policy Number 1.60 Standards of Conduct 8.

9 Department of Human Resources Management Policy Number Employee Recognition Programs 9.

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