Employee Files | HR Policies & Procedures | ITC''s Organizational Chart | Job Postings | Orientation | Performance | Position Descriptions | Worker's Compensation

Employee Files

Employees are entitled to review their ITC employee file. Contact ITC’s Human Resource Office for an appointment. Please give 24 hours notice.

Employees are also entitled to review their UVA employee file. Contact UVA’s Employee Relations office. Please give a 2-3 day notice.

HR Policies and Procedures

UVa's Human Resources Policies and Procedures may be found on UVA’s Human Resource web site at:
http://www.hrs.virginia.edu/policies.html

For assistance interpreting policies and procedures, please contact ITC’s Human Resource Office.

ITC's Organizational Chart

Updated copies of ITC’s Organizational Chart may be obtained by contacting ITC’s Human Resource Office.

Copies of the organizational chart may also be found on the central bulletin board at each of ITC’s building locations.

Business & Administrations Organizational Chart is located on-line at
http://www.itc.virginia.edu/ba/org/chart.html

Job Postings
New Positions | Job Openings | Applications & Resumes | Reference Checks | Hiring

Jobs are posted by ITC’s Human Resource Manager.

New Positions
If you have a newly created position and ITC’s HR Manager has contacted you with the new "C" number, a position can be posted. The hiring manager will need to identify the KSAs (Knowledge, Skills & Abilities) any qualifications or comments about the position and working title. ITC’s HR Manager will work with UHR Human Resources to post the position and will contact the Manager with a "requisition number." The position is required to be posted for 5 working days.

Job Openings for Faculty, Classified and Wage Positions
Once the manager has received a resignation letter, if should be forwarded to the ITC HR Manager. To post a position, an updated Employee Work Profile document is required, along with KSA's and a short description of the position and qualifications. ITC's HR Manager will work with UHR to post the position. Once the position is posted, the ITC HR Manager will contact the hiring manager with a "requisition" number. The position must be posted for 5 working days before an offcer can be extended. At least 2 candidates must be interviewed.

If any changes are required to the classification level (i.e. IT Specialist II or IT Specialist III), the "working title" or the organization number, additional paperwork will be prepared by the ITC HR Manager and submitted to the UHR Compensation Division for processing. Once the changes have been made, the position can be posted.

Applications and Resumes
Several days after the position is posted the UHR Recruiter will contact the ITC HR Manager with candidates already in Oracle and who match on KSA's and job codes. HR Manager will print the candidate list from Oracle and the corresponding applications and resumes. The ITC HR Manager will forward the first listing of applications and resumes to the hiring manager. Approximately one week from the date of the first referral list, the UHR Recruiter will look for applicants who have applied since the date of the first candiate referral list. Again the new applicants who match on job code, KSA's, etc. will be referred for the position. The UHR Recruiter will contact the ITC HR Manager with the second candidate referral list. The ITC HR Manager will print the list out of Oracle and the corresponding applications and resumes and forward them to the Hiring Manager.

Unless specifically requested by the ITC HR Manager, the candidates on the first and second listings are all that will be referred for the position. If that pool of candidates is not acceptable, the ITC HR Manager will work the the Hiring Manager to develop advertising and other recruiting material to generate more candidate interest. It is important that the ITC HR Manager be informed of any candidates who respond to the recruiting efforts to ensure the new candidate is officially "referred" for the position. The ITC HR Manager will work with the UHR Recruite to "refer" these new candidates.

Reference Checks
The hiring manager is responsible for checking references for the candidate they want to hire.

Hiring
ITC’s Human Resources is authorized to extend offers of employment. The hiring manager should forward to ITC HR the candidates interviewed, interview date, reasons for non selection/selection, the start date for the recommended candidate, salary offer & reference checks made. ITC HR will review the information and may consult with the manager on the offer. ITC HR will coordinate the criminal history check with UHR and the candidate. Upon successful criminal history check results, UHR will notify ITC HR to proceed with the offer process.

New Employee Orientation

ITC's new employee orientation should be scheduled either on the employee’s start date or the day after. Contact ITC’s Human Resource Office for the forms that can be completed prior to the new employee’s start date.

The following forms will need to be completed:

• Business Cards
• E-Mail ID
• Emergency Notification Form
• Keys
  Facilities Mgmt Key Request Form (PDF Format)
  Schlage Card Request
• Mail List
• Name Plate
• Direct Deposit (PDF Format)
• FAC Card/Long Distance Card
• American Express Travel Card (PDF Format)
• Discriminatory Harrassment
• Corporate Time Account

Instructions will be given for the following:

• Parking
• Timecards
• Fire Evacuation Route
• Office Supplies

The following may be found on the web:

• Holiday Schedule
• ITC Mission/Vision
• UVa Human Resources Orientation Information

Employee Work Profile (E.W.P.)

Employee Work Profile
The Employee Work Profile is the document that the state uses for the Job Description, Learning/Professional Development Plan, and Performance Evaluation. The EWP replaces the Job Description and Performance Plan and Evaluation document. The EWP document can be obtained by contacting the ITC HR Manager or at www.hrs.virginia.edu/linksforms.html and scroll down to the "UHR Compensation Management" heading.

For employees entering positions as a result of employment, re-remployment, promotion, transfer, or demotion, and EWP should be presented to them for review and signature no later than 30 days after entering the position.

All other (existing) employees should have an updated EWP document presented for signature by Dec. 31.

Supervisors and Manager are responsible for developing the EWP. The ITC HR Manager can assist the Manager with official position number and titles. The Manager should complete:

Part I:

• Position Identifications

Part II:

• The Organizational Objective
• The Purpose of the Position
• The KSA's/competencies required to perform the job
• The Education, Experience, Licensure, Certification required
• The Leve of Indepent Activity
• The Contacts, Purpose, and whether the contacts exist within of external to State Government

The Supervisor/Manager and employee are required to sign the document at the end of Part II.

Part III: Performance Plan

• The Manager should outline the Responsibilites of the position, listing the most important responsibility first and attaching a percentage of time spent on that responsibility. For each Responsibility, there should be "Measures" identified, which are qualitative, quantitative or time sensitive. These Measures should describe the level of acceptable performance.

Part III: Employee Learning/Career Development Plan

• The Manager should outline learning goals to be completed by the employee. The employee should also identifty learning goals related to current responsibilies or future career aspoirations.

Part IV: Signatures

• The Employee, Manager and Reviewer all sign to indicate review of the material outlines in the Performance Plan and Learning Plan.

Performance Evaluations

The ITC Manager/Supervisor is required to submit signed EWP's to the ITC HR Manager by Dec 31st.

The ITC HR Manager will redistribute a "Red Packet" in early August to the respective Managers. The Red Packet will contain the EWP for employees reporting to them as of August 9th and for whom they are required to complete an evaluation. An instruction packet will contain dates when Preliminary Evaluation Ratings are due and when to discuss the evaluation with the employee.

The performance evaluation system encourages supervisors to have regular, informal discussions with their employees regarding day-to-day work performance and progress toward meeting performance expectations. It provides a means for evaluating the work performance of employees and a means to reward employees according to their work performance.

Worker's Compensation Policies (Updated 2/1/00)

Effective February 1, 2000, the University of Virginia has adopted new policies and procedures regarding Workers Compensation. The policies are outlined in detail on the Human Resources web site (see links below).

• Supervisor's Workers' Compensation Responsibilities For University Academic Division Faculty and Staff
  
  
• Employee's Workers' Compensation Responsibilities For University Academic Division Faculty and Staff

For more information regarding the change in policy, new filing procedures, and for a list of the Attending Physician Panel for Unversity Faculty and Staff, visit:

• http://www.hrs.virginia.edu/wcomp.html

Workers Compensation Sub Agency Codes

ITC-CARRUTHERS 207-202

ITF-ITC FORESTRY/ASTRONOMY 207-203

ITH-ACHS 207-204

ITM-ITC FONTANA 207-205

ITP-ITC PHYSICS 207-206

ITR-ITC CRESAP 207-207

ITW-ITC-WILSON HALL 207-208

HRT-VOICE COMMUNICATIONS 207-192 Mckim Hall

SCS-VOICE COMMUNICATIONS 207-301 Carruthers Hall

 

Questions regarding UVa Workers' Compensation policies and procedures or the Workers' Compensation Act should be directed to:

Debbie Mincarelli
ITC- Human Resources
Carruthers Hall
Phone: 434-924-6957 8am - 5pm Monday - Friday
Email: djm4n@virginia.edu
Fax: 434-927-7777

Questions about your claims coverage or medical payment should be directed to:

Managed Care Innovations Division of Risk Management
P.O. Box 1140
Richmond, VA 23208-1121
Phone: 804-649-2288 or your individual claims adjuster's phone number

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Events & Programs

Employee Service Awards

The University honors each long-service employee at an annual service awards ceremony or banquet and presents him/her with a service award certificate, jewelry, or an appropriate gift. Employees who have completed ten years of service and each succeeding five years of service will be honored.

At the beginning of each year, a list of employees who (according to the University Human Resources' records) are due to receive awards are sent to each department. The department is asked to make any corrections and to indicate the employee's name as it is to appear on the service award certificate.

Immediately before the ceremony and banquet, University Human Resources will notify departments and confirm the names of employees scheduled as award recipients. The eligibility requirements are as follows:

• The employee must have completed the service as of July 1 of the year of the award.
• Any staff University employee is eligible regardless of the source of funds.
• Service in any University department is creditable.
• Service does not have to be continuous.
• Military leave service is creditable provided the employee left the University for military service and returned according to leave regulations.
• Leave without pay to attend school is creditable if recorded and certified by the supervisor.
• Service on an hourly or weekly basis is creditable, if recorded and certified by the supervisor.
• Non-University state service is creditable if the service is continuous and the work of the former agency is part of the University organization at the time service is computed (July 1 of the year of the awards).

ITC Internship Program

Information Technology and Communication (ITC) invites applications from all of its employees for the ITC Internship Program. The program is designed for ITC staff who believe they will benefit from a mentoring experience in new areas of interest. The program can have as many as three interns chosen per year.

To find out more, visit ITC Intership Program at:

www.itc.virginia.edu/ba/org/intern.html

Outstanding Contribution Award

Each year the University will publicly recognize and express gratitude to certain salaried employees whose service and contributions have far exceeded the usual and customary expectations of their positions. This program provides the opportunity for members of the University community to nominate employees who have made outstanding contributions. Nominees are restricted to satisfactory, non-probationary, salaried staff employees. Any member of the University community may make a nomination; however, employees may not nominate themselves.

ITC recognizes our service award recipients as well as our outstanding contribution award nominees and winner with an informal celebration in May/June of each year.

See the following website for more information regarding Employee Service Awards and the Outstanding Contribution Award Policies & Procedures:
http://www.hrs.virginia.edu/Policies/emplrel/svcaward.html

Overtime - Classified

If a non-exempt, Classified employee works more than 40 hours in a work week (Monday - Sunday) they are compensated at a rate of one and one half times their regular hourly rate. The "compensation" can be made in the form of "overtime leave" or "overtime pay." The manager decides which type of compensation the employee will receive. To record overtime pay on the timesheet, enter the number of hours in excess of 40 in the OT column. To record overtime leave on the timesheet, enter the number of hours in excess of 40 in the OT Leave column. The computer will credit the appropriate number of OT hours in the OT Leave balance. For example, if you work 2 hours of overtime, you would enter 2 hours in the OT Leave column. The computer will calculate the number of hours to be added to your OT Leave balance as 3 (2 * 1.5.) Please contact ITC Human Resources or send email to ITC-Wages if you have any questions. Exempt employees are not entitled to Overtime compensation for hours worked over 40.

Leave Guidelines

Sick Leave | Family & Personal Leave | New Employees Disability | Annual Leave | Family Medical Leave Act (FMLA)

If you were hired on or after January 1, 1999 you are covered under the Virginia Sickness & Disability Program (VSDP). If hired prior to January 1, 1999 you elected to stay in the VRS Disability Program ("old plan") or the VSDP.

Sick Leave
Under the old plan, full-time employees receive five hours of sick leave per pay period (15 days a year), regardless of years of service, provided they are not on "leave without pay" status. Unused sick leave is carried over to the next year, with no limit on accrual. Under the new program, on the effective date of participation, and on each January 10 thereafter, current full-time employees would receive from 8-10 days of sick leave annually, depending on the number of months service credit they have, as follows:

Current part-time employees who work at least 20 hours a week on a salaried basis are eligible for up to five days of sick leave annually, depending on the number of months service credit they have, as follows:

Family & Personal Leave
Family & Personal Leave may be taken for short-term absences due to family illness or for care of a family member. It may also be taken for any other purpose, provided reasonable notice is given to the supervisor and the absence does not impede the ability of the agency to perform essential services.

Under the new plan, current full-time and eligible part-time classified employees also receive up to five days of a new leave category, "family and personal leave." The amount of leave receive would depend on the number of months service credit they have, as follows:

The new Virginia Sickness and Disability Program provides a total of 12-15 days of sick leave and family and personal leave each year, depending on months of state service. Unused leave may not be carried forward from one year to the next, nor may the employee be paid for the unused leave upon termination of employment.

New Employees
Employees hired on a full-time basis on or after January 1, 1999 will receive an annual allotment of personal sick leave based on their first date of employment, as follows:

Part-time classified employees hired on or after January 1, 1999 who work at least 20 hours a week on a salaried basis will be eligible for an annual amount of personal sick leave based on their first date of employment, as follows:

Full-time and eligible part-time employees hired on or after January 1, 1999 will also be eligible for family and personal leave based on their first date of employment as follows:

Unused family and personal leave may not be carried forward from one year to the next; nor may the employee be paid for the unused leave upon termination of employment.

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Disability

Short-Term Disability
Under the VSDP, an employee may be eligible for short-term disability following a seven-calendar-day waiting period. Sick leave, family and personal leave, or annual leave may be used during the waiting period.

Income Replacement is provided as follows:

Long-Term Disability
Under VSDP, Long-Term Disability begins after a 180-calendar-day waiting period. Long-term disability benefits provide income replacement of 60 percent of compensation. It continues until normal VRS retirement age.

Annual Leave
Annual leave rates and accruals are the same whether the employee is enrolled in VSDP or stays in the old plan.

Family Medical Leave Act (FMLA)
Family Medical Leave could provide up to 12 weeks of paid (if employee has accrued leave balances) or unpaid family or medical leave each year.

For more information on UVa Leave Policies, visit the Human Resources web site:
http://www.hrs.virginia.edu/Policies/leave/index.html

If you have any questions regarding the leave guidelines, please contact the ITC Human Resources Office.

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