Supervisors

Resources for Supervisors

Through collaboration and consultation, the Office of Human Resources supports the UNC Asheville community in identifying and responding to its changing needs. We are committed to enhancing the contributions of all employees, making it possible to attract and retain our most valuable asset – people.

Prevention is the best tool to eliminate harassment in the workplace.  It is important for supervisors to establish, publicize, and enforce anti-harassment policies and complaint procedures.  

Online Employment System

Use the online employment system to review applications for both temporary and regular vacancies.

 

New Hire Dates

Generally, hire dates for regular positions are the first and the fifteen of the month.  However, sometimes those dates fall on a weekend or holiday, so these dates can change.

Humana Online Tools for Managers

Click on Tools for Managers to explore articles and find resources to help you in your role as a manager.  

Online access:  username: uncasheville    
                       password: uncaeap

EHRA Performance Management

FY 2017-2018 EHRA Evaluation Process

A system-wide EHRA Annual Performance Appraisal Regulation was approved for the University of North Carolina institutions last summer for implementation in the 2017-2018 fiscal year.  The policy requires an annual performance appraisal for EHRA Non-Faculty (staff) in permanent positions, and requires assigning an overall rating that represents the supervisor's assessment of the employee's performance during the cycle.

The performance evaluation cycle for EHRA staff ends on June 30, and performance evaluations are due to the division Senior Staff members (Vice Chancellor, Provost, Athletic Director) by August 15.

Information sessions on the new process and form are scheduled for early June. 

Forms:

EHRA Evaluation Instructions

EHRA Evaluation Form

 


 

SHRA Performance Management

SHRA Performance Management

The UNC System's SHRA Performance Appraisal Program aligns perfomance management practices amongst the University of North Carolina System institutions.  The program places emphasis on both institutional goals and individual goals, standardizes the categories for evaluation, and promotes effective communication between employees and supervisors.

Highlights of the UNC Performance Program for SHRA Staff

  • Regular performance conversations to promote engagement and retention of our employees
  • A synchronized process to clearly align and connect employees with goals and deliverable outcomes
  • A contemporary design that includes both individual and institutional goals
  • A standardized 3-point rating scale – Exceeds Expectations, Meets Expectations, Does Not Meet  Expectations
  • Annual performance evaluation period is from April 1 - March 31.

Guiding Policies and Links

Hiring Temporary Staff

TEA form

Departments may occasionally need temporary employees. Temporary personnel are used when departments:
1. Are in the process of recruiting for a vacant position and need someone during that period;
2. Are in the process of creating a new SHRA position and need someone to fill in until the job has been approved and recruitment completed;
3. May require additional help on a short term project;
4. Need a position only for intermittent periods of time.
Temporary appointments normally do not exceed three to six months and under the rulings of the North Carolina Office of State Human Resources, in no case may exceed twelve consecutive months (*exceptions for students and retirees.)

Initiating the Recruitment Process

Once the need for temporary personnel in your area has been identified, you are ready to initiate the recruitment process using the following guidelines:
Jobs requiring an employee to work three days or less:
Department conducts search and selects temporary candidate. A “Temporary Employment Authorization” (TEA) form approved by the Division Vice Chancellor and Budget Officer is submitted to Human Resources five working (5) days before the employee starts work in order to complete the mandatory background check.
Jobs for longer duration or where more specific or specialized job functions are required:
Appropriate recruitment activities required by equal opportunity and affirmative action regulations must be undertaken when an appointment will be more than three (3) days in length. Your temporary job will be posted online in the same fashion as SHRA permanent positions. UNC Asheville’s online employment site is designed to make the recruiting and hiring process more efficient and accessible for both job applicants and hiring managers.
The department completes a Temporary Wage Authorization Form in including a brief job description to post online. All requests for temporary employment must be approved by the Senior Staff Member and Budget Officer before posting. Your job will be posted in the same fashion as SHRA regular positions. Once the recruitment period is over, you will be given access to review your candidates, interview those most qualified, and make an offer after appropriate processes are complete. Upon acceptance of the offer, the hiring official will notify Human Resources of their selection. Human Resources will, in turn, email a “hiring confirmation” to the supervisor with selected candidate, rate of pay and terms of employment.

Pre-employment Requirements

Once a candidate has satisfied the pre-employment requirements, you will contact them to confirm their start date and rate of pay. Inform them that they will need to complete their employment paperwork on or before their first day of employment, including Form I-9.
Form I-9, Employment Eligibility Verification, is required by the Department of Homeland Security for all employed within the U.S. Documents that establish both identity and employment authorization are presented with the form. Your new Temporary Employee will report to Human Resources to complete his/her employment paperwork.

Paying Temporary Employees

Hourly Temporary Non-Student Employees
Hourly employees submit time sheets for approval to their supervisors on the dates indicated on the Web Time Entry Website. This allows the time sheet Approver to view and verify the hours worked. The Approver will then electronically approve the time sheet and submit it to Payroll.
Temporary hourly employees are paid bi-weekly, like student and work study employees. The dates of pay are also noted on the Web Time Entry Website.
Part of each hourly employee’s training is to make certain he/she is acquainted with the Web Time Entry accessed through OnePort. This training is essential to ensure that the time is entered correctly and on a daily basis. If you are not familiar with this practice, visit the Web Time Entry Website, then download the calendar to view dates and user instructions.

Salaried/Stipend Temporary Employees

On rare occasions, salaried Temporary Employees (monthly or stipend recipients), like regular staff, are paid monthly at the end of each month, and they do not complete time sheets. For employees receiving a “one time” or “stipend” payment, a Payroll Request Form is submitted to Human Resources by the hiring department that confirms or amends the amounts/date of payment reported on the TEA. (For example, many of our instructors’ compensation is paid based on actual student enrollment numbers.)

For a Temporary Employee going into a Regular Position

Occasionally, a person in a temporary position applies for a regular position. If, after a competitive process and appropriate vetting, the temporary employee is selected for the position, the regular assignment will begin on the normal payroll cycle (generally the first or the fifteenth of the month). Supervisors should consult Human Resources on the approval of the bi-weekly timesheet.


On rare occasions, salaried Temporary Employees (monthly or stipend recipients), like regular staff, are paid monthly at the end of each month, and they do not complete time sheets. For employees receiving a “one time” or “stipend” payment, a Payroll Request Form is submitted to Human Resources by the hiring department that confirms or amends the amounts/date of payment reported on the TEA. (For example, many of our instructors’ compensation is paid based on actual student enrollment numbers.)

 

Employment of Graduating Students

Managers may wish to employ students who are graduating to allow for the completion of projects beyond commencement.  This extension should not exceed 89 days.  The manager should complete the Temporary Employment Authorization (TEA) using the day after graduation as the beginning of this temporary assignment, get signatures from the appropriate fund manager, and Vice Chancellor and submit the form to the Office of Human Resources.  Should this arrangement extend longer than 89 days, there will be additional requirements prior to approval.