Welcome to SIU New Employee Orientation
Explore important information for new employees at Southern Illinois University Carbondale including human resources contacts, work week details, flex time availability, Fair Labor Standards Act coverage, and compensation details. Get to know key staff members and access resources for a successful start in your new role.
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SIU NEW EMPLOYEE ORIENTATION WELCOME TO SOUTHERN ILLINOIS UNIVERSITY CARBONDALE HUMAN RESOURCES RENEE COLOMBO, INTERIM DIRECTOR
HUMAN RESOURCES WEBSITE HR.SIU.EDU Employee Handbook https://policies.siu.edu/employees-handbook/ Human Resources Staff https://hr.siu.edu/contact-us/ Other Useful Information https://hr.siu.edu/faculty-staff/
EMPLOYMENT & CLASSIFICATION STAFF Stacy Peach Employment Assistant Manager Barbara Niechciol Employment Counselor Makayla Dierks Employment Counselor Heather Rich Human Resource Officer Jamie Lorentz Human Resource Assistant-Testing Breanna Lankford Human Resource Assistant Office Phone Number 618-536-3369
CIVIL SERVICE GENERAL INFORMATION FOR CIVIL SERVICE EMPLOYEES
WORK WEEK Most office staff and offices 8:00 a.m. 4:30 p.m. Monday through Friday (with a one hour lunch period) Basic work week for most employees consists of 5 consecutive 7 work days or a total of 37 hours per week A number of employees are required to work shifts other than 8:00 a.m. 4:30 p.m. Check with supervisor for your particular schedule. Work hours are established to meet the needs of the University and discussed prior to job offer.
FLEX TIME Available in some units Work schedules must conform to the needs of department Check with your supervisor for availability within your department
FAIR LABOR STANDARDS ACT Covers overtime reporting and compensation Employees are either Exempt from the law or Non-Exempt depending on conditions of their appointment indicated on your contract Exempt not compensated for overtime Non-Exempt compensated at 1.5 times normal pay rate or compensatory time off No overtime should be worked without prior authorization from your supervisor
COMPENSATION Range wages established through salary surveys throughout the state and comparison of skills, efforts, responsibility and working conditions Paid on a semi-monthly basis, 15thand 30th/31stof the month Negotiated have union representation with contracts outlining compensation (see Labor and Employee Relations website at siu.edu) Paid on a bi-weekly basis, every other Friday Prevailing have multi-employer agreements determining pay rates Paid on a bi-weekly basis, every other Friday If the payday falls on Saturday, Sunday, or legal holiday, payment will be made on the last business day of the covered pay period.
PROBATION PERIOD Part of the exam process, final match between job and incumbent, all civil service employees have a probation period for each classification they are in Can be dismissed without recourse or appeal during probation It is important to be sure you understand your duties and responsibilities. Discuss any issues or questions with your supervisor to be sure you understand what is expected of you in your job Six or twelve months-indicated on your contract. You will have 2 performance evaluations within that time and annually thereafter
EMPLOYEE FILE View at 900 S Normal Ave -Woody Hall, 618-453-6698. Calling ahead before coming to the office is recommended Photo ID required to view your file and get copies of documents. You can view your file only hrrecords@siu.edu
MAINTAIN/UPDATE CIVIL SERVICE APPLICATION Update your application with your new job here at SIUC and at any time you gain additional experience or education HireTouch applications are not kept in your employee file. Access your HireTouch application through your Applicant login at jobs.siu.edu. If you only have submitted a paper application you will need to create a new application in the HireTouch system to be considered for any other Civil Service employment at SIUC
JOB OPPORTUNITIES Civil Service job openings are advertised at hr.siu.edu/employment and/or jobs.siu.edu/staff The listing is updated every Thursday at noon with most application deadlines being the following Thursday at noon Current employees are allowed to test for any classification for which they qualify whether it is advertised as a vacancy or not. Electronic forms to request review for other classifications are available within the applicant profile at jobs.siu.edu An Instructional guide for the online Current Employee Request Form(s) can be found at https://hr.siu.edu/_common/documents/employment/current-employee- request-instructions.pdf
VETERANS PREFERENCE Veterans who show proof of their honorable discharge and meet other specific criteria, will receive either 3, 5, or 10 veterans preference points on a passing exam score Veterans preference points are not added to promotional examination scores
PROMOTIONAL PREFERENCE Employees may be given preferred treatment in placement on the register for classifications in their promotional line. Once you have completed your probation period and test for a higher classification in your promotional line your promotional passing score is placed ahead of both non-university applicants and other University employee candidates not in the same promotional line Exam scores from tests taken before completion of your probation period can be rescored from original entry to promotional upon request
SENIORITY AND SERVICE TIME Seniority describes the amount of time worked in a classification or in classifications within the same promotional line after completing the probationary period Service Hours the amount of time worked in a classification prior to completing probationary period
LAYOFF Policies and procedures are in place, refer to the employee handbook.. Contact Employment & Classification at 536-3369 if you think you are going to be affected by a layoff situation If you are laid off after probation and are the least senior employee in your job classification, you will be placed on the register as Reemployment and be recalled based on your seniority If you are not the least senior employee in your job classification, you will be relocated in the university to another position in your job classification If you are laid off during your probation period, you will be placed on the restoral register and will be referred to interview for vacant positions as they become available
REASSIGNMENT Re-Assignment (lateral move) request forms are available at jobs.siu.edu for consideration to move to a different department within your current classification once you have successfully complete the probation period An Instructional guide for the online Current Employee Request Form(s) can be found at https://hr.siu.edu/_common/documents/employment/current- employee-request-instructions.pdf No additional probation period is required Seniority, vacation and sick time moves with you Voluntary option for the department
SEPARATION If you leave the University, or if you move to another position on campus, you are requested to give at least 2 weeks notice If you resign from the University your department should contact Employee Records for the procedure to follow and to confirm any unused vacation and sick leave On your last day, you will be requested to go through an exit interview with Employee Benefits and you can have further questions answered at that time
CAREER PLANNING For a full list of Civil Service classifications you can visit the SUCSS website at https://www.sucss.illinois.gov/pages/classspec/default.aspx Our University does not use all of the classifications listed on the SUCSS website, for a list of classifications utilized here at SIUC visit https://hr.siu.edu/_common/documents/faculty-staff/cs-classification-salaries.pdf Individual employment counseling is available by appointment only, please call Human Resources at 618-536-3369
GENERAL INFORMATION FOR FACULTY & A/P A/P Position Administration
GENERAL INFORMATION FOR FACULTY & A/P Continuing & Term Appointments Types of A/P Positions Faculty Appointments File Review Policy Procurement Services/Accounts Payable Policy Travel Expenses Faculty and A/P pay Office of Sponsored Projects Administration
CONTINUING & TERM APPOINTMENTS Continuing-Automatically renewed each year unless the appointee is given notice in writing of non-reappointment If given notice of non-reappointment during first appointment year, you must be given no less than six months notice in advance of the expiration of your appointment. In your second and subsequent appointment years, must be given no less than twelve months notice that your appointment is not going to be renewed. Term-Employment for a specified period of time
TYPES OF A/P POSITIONS Non-research- Positions have a written detailed written job description that is evaluated by Human Resources using a point factor evaluation system. Based on the total number of points assigned to the job description, the position is assigned to a salary range. Research positions- Includes all of the Researcher and Scientist titles. Anyone hired in a given title must be paid at least the minimum rate, though there is no maximum allowable salary. Established minimum qualifications must be met. Within 2 reporting levels of the Chancellor- Starting salaries and salary increases for individuals hired in these positions are subject to SIU system-level approval.
FACULTY APPOINTMENTS Appointments are either Academic or Fiscal Academic year runs August to May Fiscal year runs July to June
FILE REVIEW POLICY Employee Records Woody Hall- Room 118 ID required Contents of file Appointment papers Benefits information Transcripts
PROCUREMENT SERVICES Refer to the website below for How To procedures on purchasing items within your department http://www.procurement.siu.edu/
PROCUREMENT SERVICES To procure goods or services paid for by University funds, including grants, use one of the following methods: Purchase requisition form through department 1. Get required administrative approval(s) before making the purchase All purchases of services >$20,000 must be bid All other purchases >$53,700 must be bid Purchases less than minimum bid amount may be bid when in the best interest of the University
PROCUREMENT SERVICES University procurement card (P-card) Refer to http://procurement.siu.edu/pcard/ General limits: $5000 per transaction $15000 per month Invoice Distribution Form Statement from vendor Complete list on purchasing website Both purchase requisition and invoice distribution forms are online Grant accounts-use paper forms 2. 3.
ACCOUNTS PAYABLE Pays ALL University bills For more information refer to: http://as.siu.edu/accounts_payable/index.html
TRAVEL EXPENSES Refer to http://eforms.siu.edu/siuforms/info/trs0100.php Pre-pay (Pcard) whenever possible for: Conference registration fees Airline costs Lodging costs To be reimbursed must complete travel voucher: Lodging costs At the end of the month in which travel occurred, whichever is later
FACULTY & A/P PAYMENT Monthly on last day of the month of the covered period EXCEPTION: If the payday falls on Saturday, Sunday, or legal holiday, payment will be made on last business day prior to the payday
FORM OF PAYMENT EDD-Electronic Direct Deposit Civil Service Administrative/Professional and Faculty form is given with hire papers Contact Payroll at 536-3369 for more information
OFFICE OF SPONSORED PROJECTS ADMINISTRATION Grants & contracts for research, training, and service projects are applied for, negotiated, and accepted For more information contact OSPA at 453-4540 or http://ospa.siu.edu/
GENERAL INFORMATION FOR ALL EMPLOYEES HRSS ID Cards University Network ID and E-Mail Account Local Area Network Administrators (LAN Admin) Information Security Parking Performance Evaluation Grievance Procedure Disciplinary Action Holidays Employee Assistance Program Constituency Groups Emergency University Closure Outside Employment or Consulting Service Award Program
HUMAN RESOURCES SELF SERVICE hrss.siu.edu Change your personal information View your Payslips View your W2 if you ve opted in with Electronic Consent For assistance please visit https://hr.siu.edu/hr-self-service/ or call Human Resources at 618-536-3369 Please Note: This website is not connected to your network ID password. Use Login Assistance for the first time use.
ID CARDS Permanent Staff ID Card- Dawg Tag Civil Service Form in initial packet from Employee Benefits Administrative/Professional and Faculty hire packet from Employment Benefits Administrative Office at the Student Center Contact 536-3351 for questions Uses Check out materials at Morris Library Cash personal checks at the Student Center Purchase a Recreation Center pass
NETWORK ID AND E-MAIL ACCOUNT Network ID Help https://oit.siu.edu/salukitech/tutorials/net-id.php SalukiTech https://salukitech.siu.edu/ Support line: 453-5155 Provides computer, password, email, and account assistance Information Technology https://oit.siu.edu/ Information Technology for Faculty and Staff https://oit.siu.edu/it-faculty-staff/
UNIVERSITY E-MAIL ACCOUNTS Siu.edu is the official email account that all SIU communications will be mailed. Include/forward this site to your alternative email account to ensure you are in receipt of all siu.edu communications. Professional use of this account is highly encouraged, as it is subject to FOIA.
LAN ADMINS https://salukitech.siu.edu/lanadmin Note: If you are a new SIUC LAN Admin or will assume LAN Admin duties as part of your role at SIUC, Information Technology has assembled pertinent information located at the above link. It is important that all LAN Admins become familiar with this information as it provides essential information needed by LAN Admins on campus.
INFORMATION SECURITY SecureIT https://oit.siu.edu/infosecurity/ Scam/Spam Advice https://oit.siu.edu/infosecurity/training-awareness/spam-scam-advice.php Password Safety https://secureit.siu.edu/passwords/
PARKING MUST purchase permit for all motor vehicles (including motorcycles) 12-month period ending August 31st Trueblood Hall-ground floor or Online Need Staff ID, Drivers License, Vehicle Registration to purchase permit Bicycles must be registered, no charge for decal Visit https://parking.siu.edu/ for most current parking decal rates
PERFORMANCE EVALUATIONS Faculty Annual basis each year by Chair or Dean Letter form Based on teaching, research, and/or service http://laborrelations.siu.edu/labor-contracts/index.html A/P Annual basis at the beginning of the year https://eforms.siu.edu/siuforms/info/ler0100.php Civil Service 3 month, 6 month, (during probation) and annually https://eforms.siu.edu/siuforms/info/ler0100.php
GRIEVANCE PROCEDURE Refer to handbook on Human Resources website http://laborrelations.siu.edu/forms/index.php Negotiated Civil Service Procedures may be different Review bargaining agreement https://laborrelations.siu.edu/labor-contracts/
DISCIPLINARY ACTION Faculty & A/P https://policies.siu.edu/personnel-policies/chapter4/ch4-faps/discipfa.php Civil Service All employees, including probationary employees, are to exhibit appropriate work related behavior while on University property and/or time. https://policies.siu.edu/employees-handbook/chapter4/civil-service/discipcs.php
HOLIDAYS 14 paid holidays each year The holidays will be designated by the Chancellor for publication by July 1steach year. https://hr.siu.edu/faculty-staff/holiday- schedules.php
EMPLOYEE ASSISTANCE PROGRAM Assistance for: Alcohol/drug related abuse Family/marital or work problems Depression Childcare Magellan Behavioral Health (Administrator for the program) Check your insurance for coverage Contact Human Resources at 536-3369
CONSTITUENCY GROUPS You may receive emails periodically from your constituency group Civil Service Council https://cscouncil.siu.edu/ Administrative/Professional Staff Council https://apstaff.siu.edu/ Faculty Senate https://facultysenate.siu.edu/
EMERGENCY UNIVERSITY CLOSURE Chancellor or authorized individual Natural emergency In support of national or state policy For reasons of health & safety Decision to close will be communicated through area radio stations, television and other feasible means. If you ve entered your cell phone number in the mobile phone field of HRSS you will be automatically signed up for text alerts
OUTSIDE EMPLOYMENT OR CONSULTING Conflict of Interest Policy http://policies.siu.edu/personnel-policies/chapter4/ch4-all/confint.php Prior Administrative Approval Level depends on anticipated income
POLICIES Affirmative Action Alcohol & Drug Policy ADA of 1990 Clean Air Policy Identity Protection Policy Information Security Sexual Harassment Policy Workplace Violence Policy All policies can be found on line at policies.siu.edu
