DatabasesHRIS Section 1 – 5
Appointed Staff Documentation


Section 1: Academic Procedure Documentation

Below is a collection of HRIS procedure documentation for Academic Staff Members that will assist with entering data events and data changes in HRIS and facilitate the ease with which these changes may be made.

Academic: Hiring

1.1 Hire a Full-Time Appointed Academic (Tenure/Non-Tenure)
1.2 Hire a Full-Time Appointed Academic in Two Positions 
1.3 Hire a Part Time Appointed Academic into a Term Appointment
1.4 Hire a Full-Time Appointed Academic Teaching Stream, Continuing
1.5 Hire a Full-Time Appointed Academic Teaching Stream, Non-Continuing
1.6 Hire a Full-Time Appointed Academic Teaching Stream, Continuing into Two Positons
1.7 Hire a Part-Time Appointed Academic Teaching Stream, Term

Academic: Cross Appointment

1.8 Create a Cross Appointment For a Full Time Appointed Staff Member
1.9 End a Cross Appointment from two Positions to one and Create a Part Time Appointment
1.10 End a Cross Appointment From two Positions to one And Create a Full Time Appointment
1.11 End an Academic Administrative Stipend Cross Appointment

Academic: Rehire

1.12 Rehire an Academic into an Appointed Position
1.13 Rehire an Academic into a Teaching Stream, Continuing
1.14 Rehire an Academic into a Teaching Stream, Non-Continuing
1.15 Rehire an Academic Teaching Stream, Continuing into Two Positons
1.16 Rehire an Academic into a Part-Time Teaching Stream, Term

Academic: Organizational Unit Transfer

1.17 Transfer an Appointed Staff Member from one Organizational Unit to Another

Academic: Maintain

1.18 Create an other University Appointment & Recurring Administrative Stipend Payment – Not Under Policy
1.19 Create Clinical Stipend Payments for an Appointed Academic
1.20 Create Recurring Overload Stipend Payments for an Appointed Academic
1.21 Create Recurring Administrative Stipend Payments for Appointed Academic
1.22 Create Education Information for an Appointed Academic
1.23 Create Rank and Status Information
1.24 PTR/Merit Increase Process for Academic Staff (July 1st) / Demo Master
1.25 PTR/Merit Increase Process for Academic Staff with Segment Date ON July 1st of the Current Year / Demo Master
1.26 PTR-Merit Increase Process for Academic Staff with Segment Dates After July 1st of the Current Year / Demo Master
1.27 Flat Dollar Amount Increase Process for Academic Staff
1.28 ATB and  PTR/Merit Increases Process for Faculty and Librarians (July 1, 2018)

Academic: Promotions

1.29 Promotion of an Appointed Academic
1.30 Promotion of a Full-Time Appointed Academic Teaching Stream, Continuing
1.31 Promotion of a Full-Time Appointed Academic Teaching Stream, Non-Continuing
1.32 Promotion of a Part-Time Appointed Academic Teaching Stream,Term

Academic: FTE% Changes

1.33 Change FTE% for an Appointed Staff Member
1.34 Change FTE% (i.e. LTD, Rehab, WSIB Rehab or other Special Leave)
1.35 Reduced Time Compensation

Academic: Leave – Paid & Unpaid

1.36 Record an Academic Research Leave at 90% & 95%
1.37 Record an Academic Research Leave 87.50% 93.75% 100% & Admin 100%
1.38 Record an Academic Research Leave at any Percentage
1.39 Record Absences
1.40 Record 15 Weeks Paid Sick Leave for an Appointed Staff Member

Academic: Retirement / Termination

1.41 Phased Retirement of an Appointed Staff Member
1.42 Semi-Retirement of an Appointed Staff Member
1.43 Terminate Employment of an Appointed Academic Staff Member
1.44 Retiring With a Stipend

Section 2: USW Procedure Documentation

USW: Hiring

2.01 Hire a Full Time Appointed Usw Staff Member on Probation / Demo Master
2.02 Hire a Full Time Appointed Usw Staff Member with a Term Appointment on Probation / Demo  Master
2.03 Hire a Part Time Appointed Usw Staff Member on Probation
2.04 PreHire Dashboard: Hire a Full-Time Appointed USW Staff Member / Guided Simulation (selected HR Divisional Office)

USW: Cross Appointment

2.05 Create a Cross Appointment for an Appointed Staff Member
2.06 End a Cross Appointment from two positions to one and create a Part-Time Appointment
2.07 End a Cross Appointment from two positions to one and create a Full-Time Appointment

USW: Appointment Change

2.08 End Probation for an Appointed USW Staff Member  / Demo Master

USW: Rehire

2.09 Rehire a Staff Member into a USW Appointed Position on Probation DEMO Master
2.10 Rehire a Part-Time Staff Member into a USW Appointed Position

USW: Organizational Unit Transfer

2.11 Transfer an Appointed Staff Member from one Organizational Unit to Another
2.12 Internal Org Unit Transfer of an Appointed USW Staff Member to an Appointed Non-USW Position
2.13 Temporary Transfer an Appointed USW Staff Member
2.14 Secondment of an Appointed USW Staff Member

USW: Salary Increase

2.15 Process a USW Grid Progression / Demo Master
2.16 ATB Increase Process for USW with Segment Date ON July 1 2018
2.17 ATB Increase Process for USW with Segment Dates AFTER July 1 2018

USW: Promotions / Reclassifications

2.18 Promotion of an Appointed USW Staff Member within the same Organizational Unit
2.19 Reclassification of Position for all Appointed Staff Members

USW: Vacation Changes

2.20 Vacation Payout in Lieu / Demo Master

USW: FTE% Changes

2.21 Change FTE% for an Appointed Staff Member
2.22 Voluntary Temporary Reduction of FTE%
2.23 Change FTE% (i.e. LTD, Rehab, WSIB Rehab or other Special Leave)
2.24 Reduced Time Compensation
2.25 Create Part-Time Planned Working Time Schedule DEMO Master

USW: Leaves – Paid & Unpaid

2.26 Record Absences for an Appointed Staff Member / DEMO Master
2.27 Record Sessional Layoff for an Appointed Staff Member / DEMO Master
2.28 Record 15 Weeks Paid Sick Leave for an Appointed Staff Member / DEMO Master

USW: Retirement / Termination

2.29 Semi-Retirement of an Appointed Staff Member
2.30 Release of a USW Staff Member to the Redeployment Pool
2.31 Terminate Employment of an Appointed Staff Member DEMO Master

Section 3: Prof. Managerial / Confidential / Research Associate and Senior Research Associate Procedure Documentation

PM, Confidential, RA & SRA: Hiring

3.1 Hire a Full-Time Non-Unionized Staff Member with a Continuing Appointment
3.2 Hire a Full-Time Non-Unionized Staff Member with a Term Appointment
3.3 Hire a Part-Time Non-Unionized Staff Member with a Continuing Appointment
3.4 Hire a Full-Time Appointed Non-Unionized Staff Member with a Continuing Appointment (Funded by two CC/CFC)
3.5 PreHire Dashboard: Hire a Full-Time Appointed PM/Confidential Staff Member / Guided Simulation (selected HR Divisional Office)

PM, Confidential, RA & SRA: Cross Appointment

3.6 Create a Cross Appointment for a Full-Time Appointed Staff Member
3.7 End a Cross Appointment from two Positions to one and create a Part-Time Appointment
3.8 End a Cross Appointment from two Positions to one and create a Full-Time Appointment
3.9 Create a Cross Appointment for an Appointed Staff Member with a Cupe 3902, Unit 3
3.10 Create Planned Working Time for a Part-Time Appointed Staff Member

PM, Confidential, RA & SRA: Rehire

3.11 Rehire a Staff Member into an Appointed Position

PM, Confidential, RA & SRA: Organizational Unit Transfer

3.12 Transfer an Appointed Staff Member from one Organizational Unit to Another
3.13 Transfer a Non-USW Appointed Staff Member to an Appointed USW Position

PM, Confidential, RA & SRA: Promotions / Reclassifications / Payments

3.14 Reclassification of Position for all Appointed Staff Members
3.15 Promotion/Position Change of a Full-Time Appointed Non-Unionized Staff Member within the same Organizational Unit
3.16 Create Vacation Payout in Lieu

PM, Confidential, RA & SRA: Probationary Increases / Merit Increases

3.17 Process a Probationary Increase
3.18 Merit Increase for PM, Confidential, AP, RA and SRA Staff / Demo Master
3.19 Merit Increase for PM, Confidential, AP, RA and SRA Staff with Segment Date ON July 1st of the Current Year  / Demo Master
3.20 Merit Increase for PM, Confidential, AP, RA and SRA Staff with Segment Dates After July 1st of the Current Year / Demo Master
3.21 ATB and Merit Increases Process for PM(1-5), Confidentials, RA/SRA with Segment Date ON July 1 2018
3.22 ATB and Merit Increases Process for PM (1-5), Confidentials, RA/SRA with Segment Dates AFTER July 1, 2018
3.23 Merit Increase Process for PM (6-11) and Advancement Professionals Staff (July 1, 2018)

PM, Confidential, RA & SRA: FTE% Changes

3.24 Change FTE% for an Appointed Staff Member
3.25 Voluntary Temporary Reduction of FTE%
3.26 Reduced Time Compensation

PM, Confidential, RA & SRA: Leaves – Paid & Unpaid

3.27 Fast Entry – Record Absences for Appointed Staff Members
3.28 Record Absences for an Appointed Staff Member
3.29 Record Sessional Layoff for an Appointed Staff Member
3.30 Record a Paid Sick Leave for an Appointed Staff Member
3.31 Record a Paid Sick Leave for a Part-Time Appointed Staff Member
3.32 Record 15 Weeks Paid Sick Leave

PM, Confidential, RA & SRA: Retirement / Termination

3.33 Voluntary Phased Retirement of an Appointed Staff Member
3.34 Semi-Retirement of an Appointed Staff Member
3.35 Release of a Non-Union Staff Member
3.36 Terminate Employment of an Appointed Staff Member

Section 4: Bi-Weekly Appointed Union Procedure Documentation

Bi-Weekly Appointed Union: Hiring

4.1 Hire a Full Time Appointed Cupe L3261 Unionized Hourly Staff Member

Bi-Weekly Appointed Union: Rehire

4.2 Rehire a Staff Member into an Appointed Position

Bi-Weekly Appointed Union: Organizational Unit Transfer

4.3 Transfer an Appointed Staff Member from one Organizational Unit to Another

Bi-Weekly Appointed Union: FTE% Changes

4.4 Change Fte% For An Appointed Staff Member
4.5 Change Fte% (I.E. Ltd, Rehab, Wsib Rehab Or Other Special Leave)

Bi-Weekly Appointed Union: Leaves – Paid & Unpaid

4.6 Record Sessional Layoff For An Appointed Staff Member
4.7 Record Absence
4.8 Record 15 Weeks Paid Sick Leave

Bi-Weekly Appointed Union: Termination

4.9 Terminate Employment of a Full-Time 100% Appointed Staff Member

Section 5: Benefits Administration Procedure Documentation

Benefits: Create & Enrol

5.1 Create General Benefits Data Screen
5.2 Benefits Enrollment Procedure

Benefits: Display

5.3 Display Benefits Enrollment Information

Benefits: Change

5.4 Change Benefit Plans
5.5 Spousal Beneficiary Change
5.6 Beneficiary Change
5.7 Beneficiary Change for Basic Group Ins./Suppl. Scenario 1
5.8 Beneficiary Change for Basic Group Ins./Suppl. Scenario 2
5.9 Add a new Dependant

Benefits: Termination of Benefits

5.10 Manual Termination Of Benefits

Benefits: HR Central Benefits Processing (Central HR Use Only)

5.11 Benefit Salary Override
5.12 Manual Update of Pension Service Month
5.13 Manual Update of Percentage Subsidy for Health Plans
5.14 Phased Retirement Election – Pension Plan
5.15 Semi-Retirement Election – Pension Plan

Print Benefits Confirmation Form

5.16 Instructions for Printing Benefits Confirmation Form