HR Documents

(for now, this will be Leave Records, but we should expand that later)

The form "HR Document Entry" is used for entering new documents or updating incomplete documents.
The form "HR Document Review" is used for reviewing any documents marked "complete".

To create a new record, click on the icon with a * in it, (to the right of the icons used to move back and forth through the existing records)
Choose the person from the drop down box.
Choose the period from the drop down box.
Choose the document type from the drop down box.
Right click in the document slot, and select the document you are adding.

After inserting the scanned image, open it up to review it and ensure it is legible
The "Date Added" field is automatic, so you don't need to do anything to it.
If the document is legible, and the record is complete, please click "complete" so this particular record will not appear in the incomplete list.

STUDENT & PERSONNEL RECORDS:

Throughout her tenure, Lynn had many files of information on our students. Now, in an effort to consolidate and keep these files from public viewing we will now be scanning them and placing them in Microsoft Access.
Open T:\MIS\ImagingSystem\HRDocuments
Ken will have files for students and staff, they will contain various documents.

Fact Sheets (old Green sheets), Personnel Profile, email from Ali regarding username setup, CUTR Student Profile, New Employee Status - these are all things that we do not necessarily need hard-copies of because this information is stored in Aegis or elsewhere. Give these sheets to Ken just to be sure, before shredding.

Appointment Status Forms: For students, they can have up to four of these a year so it's imperative that they are filed correctly.

Scan into the following: T:\MIS\ImagingSystem\HRDocuments\Students
Open up the appropriate year. For now that will probably be 2011, and we will add folder years as time goes on. Use the "Effective Date" that you see on their forms.
use the following to name your file after scanning: lastname-firstname-semester (followed by yr and qtr)-type of doc

For Faculty and Staff follow the instructions above in #3. However, their forms will go in their folder, listed by "lastname, firstname"
when in Access, choose the correct HRDoc from the drop-down box. ASF's are #1
In the document box, right click and insert the appropriate file. (It will be the one you just scanned and saved)

Work Status Forms: These are any government related documents which could include Visas, Passports, SSN, Driver's Licenses. These are very sensative documents, shred immediately after scanning and adding to the database.
Letters of Offer: scan and save just like the other HRDoc files:

students will go into the students folder and then the appropriate year, then save the file "doe-john-spring 2011-1-LOF
staff will go into their own file, listed by "lastname, firstname"

NOTES:

Prior to 1994 (approx), Leave Requests were not listed on one sheet like we see after that date, but rather, for every leave request, a new sheet of paper was generated. These separate sheets of paper should be combined into one file, covering one calendar year, and stored as the "Leave Record" for that year.
USF Sick Leave Pool documents should be stored as a "Misc Document", and stored with the appropriate year.
Employees not able to be put in Access, due to the fact that they were employees before Aegis, will be stored in the following: T:\MIS\ImagingSystem\HRDocuments\Miscellaneous Leave Records

Scan document and put in the above folder. Create a hyperlink for the document and under the hyperlink type in the names of the employees that are linked to that document.

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