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Frequently Asked Questions for Managers & Supervisors

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  • When should I notify HR about a separation?
    • Within 24 hours of receiving notice from an employee, or if notice was not given, within 24 hours of finding out that the employee has separated. If you are involuntarily separating an employee, the Director-Human Resources should be notified prior to the separation. Once the separation has taken place, you will need to notify HR within 24 hours.
  • Why do I have to notify HR so quickly about separations?
    • HR must process separations in accordance with certain state and federal laws. Additionally, not timely processing a separation can result in an employee being over paid, maintaining access to UT authorizations, and even impact their benefits status.
  • How should I notify HR about a separation?
    • Tickets are the only information that should be communicated to the HR office for separations. You need to complete separation tickets as needed for your area. There are 2 options:
      • Single Separation Ticket - this is the regular ticket you use on a normal basis for a single person.
      • Multiple Separation Ticket - this ticket type is new and will allow you to submit 1 ticket for multiple separations within a single pay period. This ticket type should only be used during peak times of the year during the re-appointment process (Fall, Spring and Summer).
  • What forms do I need to fill out for a separation?
    • The University is doing away with the UT Separation form completely. Supervisors will no longer need to collect or fill out any separation forms at all. The only action a supervisor will need to take is to submit a Separation Ticket as soon as they become aware a separation will be taking place. This ticket will automatically communicate with HR, IT, Bevo Bucks, and Facilities Key Control to ensure that all accesses are deactivated, and the separation will be keyed. No further action is needed from the supervisor or employee.
  • Do employees need to turn in a written notice to their supervisor?
    • If an employee submits a letter of resignation on their own, please forward it to the HR office for placement in their personnel file. Supervisors are not required to request a written resignation, however, and may rely on verbal communication from the employee.
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  • Which evaluation form do I use for 90 day evaluations?
    • You should utilize the same evaluation form for all evaluations including 90, 160 and annual. You will change the header at the top of the page to reflect which evaluation you are completing.
  • What do I do with completed evaluations?
    • All original copies of evaluations should be forwarded to the HR Office for DHFS once it has been administered and signed by the employee, supervisor, and next level supervisor.
  • How do I know when an evaluation is due?
    • Supervisors will receive a monthly report around the 15th with the names of employees whose evaluations are past due, due, or coming up in the next 3 months.
  • If an evaluation is due on a specific date, when does it have to be turned in to HR?
    • Evaluations are due to the HR office at any time during the month the review is due. (i.e. if an evaluation is due on November 2nd, you have the entire month of November to administer it and submit to HR).
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  • What classes are employees required to complete? How do I know if they are completed?
    • Each employee is different. Log on to the employee s class tracking page and the screen will show you what classes are required. You will need their EID to access their page.
  • How do I know if an employee is due for recertification?
    • Supervisors will receive a monthly report around the 15th with the names of employees whose training is past due, due, or coming in the next 60 days.
Exit Interview
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  • Why do we complete exit interviews?
    • To capture ideas for improvement and provide a positive interaction with departing employees. Goal is to utilize results to identify trends and develop plans to reduce turnover, improve morale and retention, and encourage possible future return to the organization.
  • Is everything revealed in an exit interview confidential?
    • Not necessarily. If any employee reveals information that is illegal, against company policy, or is considered information that needs to investigated, the information will not be held confidential. However, the information will be shared only with individuals on a need to know basis.
  • Who should complete an exit interview?
    • Exit interviews are utilized for employees in a benefit status position, and most in a non-benefit status position. They are not utilized for students or involuntarily terminated employees.
  • If a student or involuntarily terminated employee requests to complete an exit interview, what should I do?
    • Partner with the Director-Human Resources for DHFS. In most cases, if a request is made, the employee will be given the opportunity to participate.
  • Are employees required to complete the exit interview?
    • No. The exit interview is completely voluntary.
  • Are employees required to fill out the entire exit interview?
    • No. The employee can choose to fill out all or only parts of the interview form.
  • Should the exit interview be conducted on or off the clock?
    • If the employee is still working, yes. You should set aside some time for the employee to complete the interview during their work hours.
    • If the employee has already worked their last day, an exit interview will be mailed to them, and they will not be compensated for that time.
  • What methods are in place to complete the exit interview?
    • The employee can choose from the following: online (preferred), paper copy, face to face, or on the phone.
  • Should the employee be left alone to fill out the interview?
    • The employee should be given a private, quiet space to fill out the interview. The interview should be completed solely by the exiting employee, and not as a group effort with others.
  • Who will conduct the exit interview?
    • The Director-Human Resources or delegate will conduct all face to face and phone interviews. The supervisor should not conduct exit interviews. The delegate is determined by the Director-Human Resources.
  • How long will it take to get the results of the interview?
    • The Director-Human Resources will run trend reports twice annually in February and August, and will communicate the results at that time. If there are concerns or investigations that need to be addressed immediately, the Director-Human Resources will contact the appropriate individuals within 72 hours of receiving the interview results.
  • How is the Director-Human Resources notified that an exit interview needs to be completed?
    • When an employee gives their notice, the supervisor should immediately submit a DHFS-HR "separation, termination, exit interview" ticket
  • What if the employee has already worked their last day (i.e. did not give notice, but just stopped showing up)?
    • Complete the separation ticket online. The Director-Human Resources will send a hard copy/email to the employee to request that they participate in the exit interview process.
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    • Can an employee start work if they have not provided the appropriate identification to the HR Office for I-9 reasons.
      • An employee should not be allowed to start work prior to providing the appropriate identification directly to HR. If an employee does start work, however, they must provide the documents to HR within 3 business days, or they may be administratively terminated.
    • What if an employee does not have the documents needed for I-9 verification?
      • If employees are authorized to work in the United States, but are unable to present the required document(s) within three business days, they must present a receipt for the application of the document(s) within three business days and the actual document(s) within ninety (90) days. After this time frame, employees may be administratively terminated.
    • Why do employees have to provide identification?
      • The Department of Homeland Security requires that each new employee (both citizen and non-citizen) hired after November 6, 1986, provide a form I-9 and supporting identification to show authorization to work in the United States. The Division and the University can face hefty fines and penalties for not following this law.
    • Can an employee submit expired documents for verification before they receive new documents?
      • As of April 3, 2009 all documents must be current and no expired documents will be accepted.
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    • Updates and information on flexible schedules:
      • On August 1, 2008, the President delegated to the Associate VP of Human Resource Services the authority to review and authorize flexible schedule requests. This was done to allow departments the flexibility to arrange work schedules by providing a process that conforms to university policy. University policy requires that offices be open between 8am and 5pm, Monday through Friday. Section 9.32 of the universitys Handbook of Operating Procedures allows flexibility to work between the hours of 7am and 6pm, Monday through Friday. Any schedule that deviates from this, such as a compressed workweek, would require authorization. The form is intended to make it easier for departments to consider the factors involved in flexing a schedule for an individual employee and allow ease of authorization. This delegation is an interim measure while HRS works with university policy makers to provide a flexible schedules policy allowing the Dean/Director or VP to approve such requests in the future.
    • Do I need to fill out a new form for employees who have been on flexible schedules prior to the notice in HR Forum?
      • No. This form is intended for new arrangements only.
    • Can I do a blanket approval for my department?
      • No. Each request should be carefully considered individually to assess the impact on the business operations of the unit.
    • Is it necessary for temporary reductions in hours due to FML?
      • No. FML is captured in another process. This is intended for longer term arrangements.
    • What does HRS review when they receive a request?
      • HRS will review to insure that all the Considerations on the form have been reviewed prior to authorizing a request.
    • How much notice does a department or an employee have to give to change a flexible arrangement?
      • Alternative work schedules are subject to termination upon request made by the employee with ten (10) university working days written notice. It is recommended that a decision regarding the termination request occur in a timely manner. The university reserves the right to terminate the agreement with ten (10) university working days notice and without a notice period for any violations of university policy, a violation of the conditions of the agreement or when there is a relevant change in university policy or law. If you have any further questions, please contact Employee and Management Services at 232-2327.

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