Managers
My employee was injured at work. What do I need to do? If your employee was injured at work, or thinks they may have been, you must complete the First Report of Injury Form within 24 hours. Please be sure to provide as much detailed information as possible.
My employee has been out of work due to a work-related injury. They want to return to work. What steps do I need to take? If your employee has been out of work due to a work-related injury and wants to return to work, they must provide a medical note clearing them to return to work FULL DUTY WITHOUT RESTRICTIONS. This note must be provided to the Department of Human Resources prior to their return.
If your employee has been cleared to return to work WITH RESTRICTIONS, please contact the Department of Human Resources immediately. An injured employee may not return to work without proper authorization.
My employee has requested a leave of absence, what do I do? If the employee has been out of work for three consecutive scheduled work days, then they may be entitled to an FMLA leave of absence. You should notify the Department of Human Resources immediately so that, if the employee is eligible, their FMLA rights can be offered to them.
My employee is returning to work after a leave of absence, what do I do? If your employee has been out of work due to an approved leave of absence and is ready to return to work, please notify the Department of Human Resources before they return, so that we can ensure that the appropriate authorization paperwork has been received.
My employee is requesting paid time off, do I need to do something? If your employee is requesting sick and/or vacation time, please have them submit a request through ADP if they have not already done so. You must approve the request in ADP before the payroll due date to ensure that they are paid and that their sick and/or vacation balance will be charged accordingly. If your employee is requesting bereavement leave, jury duty or military leave, please contact the Department of Human Resources. Please remember to ensure their earnings for the period are coded correctly in ADP.
What are the steps I need to take if an employee is leaving the University? A form must be completed immediately in Interview Exchange. The manager should also obtain a letter of resignation from the employee and upload it to the form. Select Termination/Separation Form for instructions on how to complete the separation form in Interview Exchange.
Request a New or Revised Job Description
I would like to revise an existing job description. How do I do that on Interview Exchange? A requisition for New/Revised Job Description must be created in Interview Exchange. Job descriptions may be revised through the “Forms” module in Interview Exchange. More detailed information can be found in “Request a New or Revised Job Description” or by clicking here.
I have a new position that I would like to create. How do I do that on Interview Exchange? For new positions, a requisition for New/Revised Job Description must be created in Interview Exchange. Job descriptions may be revised through the “Forms” module in Interview Exchange. More detailed information can be found in “Request a New or Revised Job Description” or by clicking here.
I am in the process of completing a requisition for posting and hiring a candidate, however, I would like to make significant changes to an existing job description on Interview Exchange. How do I do that? If you would like to make changes to an existing job description, a requisition for New/Revised Job Description must be created in Interview Exchange. Changes to a job description may be made through the “Forms” module in Interview Exchange. More detailed information can be found in “Request a New or Revised Job Description” or by clicking here.
Hiring Guide
Is there a guide that will help me with Recruiting and Hiring candidates? Yes! The Recruiting and Hiring Guide will help:
- Plan Your Staffing Needs
- Complete the Requisition Process
- Screen for Best Qualified Applicants
- Prepare Interview Questions
- Interview Candidates
- Select and Notify
- Onboard New Hires
Initiate a Requisition for Posting and Hiring
The requisition for a New/Revised job description I submitted has been completed and approved. What do I do next? Once the requisition is completed and approved, a requisition for Posting and Hiring must be completed in Interview Exchange. Please refer to “How to Initiate a Requisition for Posting and Hire."
How do I create a new position? A requisition for Posting and Hire must be created in Interview Exchange after you have completed a requisition for a New/Revised position and it has bee approved. The requisition would be created through the "Forms" module in Interview Exchange. More detailed information can be found in “How to Initiate a Requisition for Posting and Hire."
I would like to refill a vacant position. How do I do that? For a replacement position, create a requisition for Posting and Hiring in Interview Exchange. This is done in the “Forms” module. Please refer to ““How to Initiate a Requisition for Posting and Hire."
Disposition Codes
Potential candidates have started applying for the open position. I would like to apply a disposition code to each candidate. How do I do that? Once candidates start applying for an open position, candidates must have a disposition code applied to their application. This ensures that pilipili stays in compliance with our Affirmative Action Plan. Disposition codes are added in Interview Exchange through the “Applicant Tracking System” module. More detailed information can be found in “How to Add/Edit Disposition Codes."
Onboarding Program Guide
Our team is excited to bring in a new employee onboard. I want to make sure the new employee has all the tools for success. What should I be doing ensure a smooth onboarding process? Investing in our employees is important to us, and it starts with onboarding. Our Onboarding Guides ensure a seamless process for both managers and new employees. Refer to the Onboarding Guides listed below:
What are the steps I need to take to report changes in an employee's personnel file?
The manager should complete a Personnel Action Form (PAF) immediately in Interview Exchange each time there is an action that should be recorded in the employee’s personnel file or that requires payroll action.
What are examples of employee changes I should be reporting in a PAF?
A PAF may be used to report changes in the following:
- Employee Status
- Additional Position
- Position Extension
- Leave of Absence
- Department or General Ledger (GL) Change
- Change of Supervisor
- Rate of Pay Change