IP&O Insights Newsletter May 2023 issue
IP&O’s Employee Services group wants to make your life easier. In fact, that is what they are here for, to help you navigate your employment lifecycle at Rutgers. Under the guidance of Ghislaine Darden, IP&O’s Assistant Vice President, Strategic Services, Employees Services is reorganizing to make things more transparent and easier to access.
For the past several months, Darden has been interviewing IP&O supervisor level employees. “I was looking for pain points,” she explained. “When you contact Employee Services, I want to know what works and what does not.” Simultaneously, Darden was spending time with each Employee Services representative to find out what they do, what they need to do their jobs better, and why some of our employees had concerns or complaints about certain services, and how to fix these concerns.
“This may sound simplistic, but many times it’s a simple communications breakdown. I realized quickly we all need to communicate better and more frequently.” Darden then began interviewing people in ‘intersecting’ groups, such as Payroll and UKG/Kronos. “If you do not understand each other’s workflows, you cannot understand what it takes to accomplish a task,” Darden said. “Getting everyone at the table is illuminating, to say the least,” Darden said of the better understanding among these employees as they get to know the workflows of each related group.
“Currently, we are short-staffed in Employee Services, and this can lead to delays in certain requests. They receive 6,500 emails each month; add to that phone calls and walk-ins, and they are overwhelmed.” Darden added, “Despite less than optimal staff level, we are seeing improvements in service because of improvements in communications.”
New Employee Services Tools and Support now Available
Among the many changes Darden and the Employee Services team have made is the addition of DocuSign forms for certain transactions. “There was no reason not to automate certain forms,” said Darden. “In fact, it makes everyone’s job easier when there is an electronic record available.”
Employees must now submit requests to Employee Services using DocuSign for these transactions:
- a. Reclassifications
- b. In-grade Adjustments
- c. New Position
- d. Acting Positions
- e. Fill a vacancy
“Employee Services will no longer accept these requests via email. You must use DocuSign,” Darden explained.
If you are having trouble using DocuSign, review the User Guide in IP&O’s Training Catalogue on the intranet. If an employee needs an Organizational Chart to submit with a DocuSign package, it can be accessed here: Org Chart Request | Institutional Planning and Operations (rutgers.edu).
Another change to help facilitate IP&O requests was the addition of a dedicated IP&O/UHR Senior HR Consultant who works exclusively on IP&O hiring matters, and a dedicated IP&O/UHR Talent Acquisition Coordinator who will handle IP&O postings. “These two individuals, while working within UHR, are funded by IP&O and dedicated to serving the IP&O community. This will help us in so many ways,” Darden explained.
“It’s important that we get our processes updated and workflows to an ideal state,” Darden emphasized. “Employee Services focuses on things that affect every one of us at any given time in our employment lifecycle. And, while they administer the lifecycle of each employee, they, too, are employees and are also at the receiving end of these items. We all have a vested interest in getting this right. We will regularly update everyone as to improvements and services as we continue to make changes.” In addition to these changes, Darden is actively working to align RBHS hiring processes with legacy Rutgers processes. “This is a major goal that will impact the entire university,” she said.
Another project in process is outreach to Rutgers neuro-diverse community partnering with the Rutgers Center for Adult Autism Services. “Unfortunately, neuro-diverse individuals, which includes those with autism, have a very high unemployment rate. “We can start here in IP&O working with this very capable group of people to find positions that help us and help them,” she concluded.
Look for more information in future issues of Inside IP&O, as well as through email communications, and on our monitors.
Common terms to help you navigate Employees Services
- Acting Temporary Assignment: The action of adding or replacing job duties to an employee’s existing position on a temporary basis. Depending on the situation, Temporary Assignments may not result in a change in title or compensation.
- Acting Position Appointment: The action of appointing an employee to a different position on a temporary basis, where there is a vacancy and/or operational need that is anticipated to exceed 30 consecutive calendar days. Employees appointed to an Acting Appointment may receive a temporary title change and a compensation adjustment.
- Retirement: Ceasing work at Rutgers University.
- Hiring Manager: Onboarding hiring managers are responsible for hiring an employee, or employees, to fill open positions within the department. Hiring managers work alongside Employee Services to support and oversee the hiring process.
- ROCS: The Recruitment, Onboarding and Classification System (ROCS) is a recruitment, hiring and onboarding tool, used university-wide. ROCS serves as an integrated job-posting and application system, serving as a one-stop for individuals interested in any facet of employment at the university. If you don’t know how to use ROCS visit ROCS web-based training.
- CARF: Classification and Recruitment Form is used to document RU Legacy job descriptions. A CARF must be completed for any of these reasons:
• Filling a vacancy
• Classify a New Position
• Reclassify an Existing position
• Self-initiated reclassification - Leaves: There are many types of Leaves of Absence available to Rutgers employees. An approved leave allows employees to temporarily be absent from work assignments and/or the workplace for a defined period of time. All Leave requests are submitted through the OneSource Self-Service Portal.
- Salary In-Grade Request: A Salary In-Grade request is submitted to request an increase in salary within the position’s current grade.
- Reclassification: If a position has undergone change because the supervisor has added, deleted, or changed the duties and responsibilities resulting in significant change in terms of scope, level of responsibility, accountability, and/or impact, the position may be reviewed to ensure appropriate classification.
