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--- handbooks:pattern_of_administration [2025/02/14 23:10] – [Finance and Budget] Matt Mitchell
+++ handbooks:pattern_of_administration [2025/03/13 17:09] (current) – [Lecturer Appointment/Offer Letter Administrative Process] Kelley Patient
@@ Line 259: / Line 259: @@
 ==== Workgroup Members & Major Responsibilities ====
-|**Patricia Ball** \\ //Assistant Dean of Finance and HR // |LSC 1143 \\ 303-315-4947 \\ [[PATRICIA.BALL@UCDENVER.EDU|PATRICIA.BALL@UCDENVER.EDU]]| |
+**Patricia Ball, **//Assistant Dean of Finance and HR, //LSC 1143, 303-315-4947, [[PATRICIA.BALL@UCDENVER.EDU|PATRICIA.BALL@UCDENVER.EDU]]
-|**Kelley Patient** \\ //Human Resources and Payroll Manager// | \\ 303-315-0010 \\  \\ 303-335-9567 \\  \\ [[KELLEY.PATIENT@UCDENVER.EDU|KELLEY.PATIENT@UCDENVER.EDU]]|Initiates personnel actions; including recruiting, hiring, promotions, staff additional pay, progressive discipline, etc. Responsible for staff performance management – professional plans and evaluations, coordinating lecturer pay, FML, Leave of Absence, Worker’s Comp, and Immigration.|
-|**Hiromi Agena** \\ //Associate Director of Budget and Finance// |LSC 1121 \\ 303-315-6320 \\ [[HIROMI.AGENA@UCDENVER.EDU|HIROMI.AGENA@UCDENVER.EDU]]|Handles faculty payrolls; including faculty additional pay and coordinating summer pay. Other duties include position budgeting, and faculty moving expense reimbursements.|
+Oversees the Finance and Human Resources functions for the School of Education & Human Development.
-|**Keiko Goldman** \\ //Finance & HR Business Services Coordinator// | \\ LSC 1147 \\ 303-315-0010 \\ [[KEIKO.GOLDMAN@UCDENVER.EDU|KEIKO.GOLDMAN@UCDENVER.EDU]] \\   \\  [[SEHDHR@UCDENVER.EDU|SEHDHR@UCDENVER.EDU]] \\   \\  [[SEHDFINANCE@UCDENVER.EDU|SEHDFINANCE@UCDENVER.EDU]]|  This role is split between Finance and HR functions. Support with Forms and recordkeeping, hiring paperwork and onboarding activities, and faculty searches.|
-|**Joseph Magoffe** \\ //HR and Payroll Coordinator// | \\ LSC 1142 \\ 303-315-6631 \\ [[joseph.magoffe@ucdenver.edu|joseph.magoffe@ucdenver.edu]] \\   \\  [[SEHDHR@UCDENVER.EDU|SEHDHR@UCDENVER.EDU]]|  Onboarding/off-boarding of all employees; student hiring (including TAs, GAs/RAs and graduate part-time instructors), payroll and time reporting; email/portal and sponsored user accounts.|
+**Hiromi Agena, **//Associate Director of Budget and Finance, //LSC 1121, 303-315-6320, [[HIROMI.AGENA@UCDENVER.EDU|HIROMI.AGENA@UCDENVER.EDU]]
+Handles faculty payrolls; including faculty additional pay and coordinating summer pay. Other duties include position budgeting, and faculty moving expense reimbursements.
+**Kelley Patient, **//Human Resources and Payroll Manager, //303-335-9567, [[KELLEY.PATIENT@UCDENVER.EDU|KELLEY.PATIENT@UCDENVER.EDU]]
+Handles personnel actions including recruiting, hiring, promotions, staff additional pay, progressive discipline, staff performance management, coordinating D1 lecturer pay, leaves, and immigration.
+**Keiko Goldman, **//Finance & HR Business Services Coordinator, //LSC 1147, 303-315-0010, [[KEIKO.GOLDMAN@UCDENVER.EDU|KEIKO.GOLDMAN@UCDENVER.EDU]], [[SEHDFINANCE@UCDENVER.EDU|SEHDFINANCE@UCDENVER.EDU]]
+This role is split between Finance and HR functions. For HR, handles forms and recordkeeping, hiring paperwork and onboarding activities, and hr-related processes for faculty.
+**Joseph Magoffe, **//HR and Payroll Coordinator, //LSC 1142, 303-315-6631, [[joseph.magoffe@ucdenver.edu|joseph.magoffe@ucdenver.edu]], [[SEHDHR@UCDENVER.EDU|SEHDHR@UCDENVER.EDU]]
+Handles onboarding/off-boarding of all employees; student hiring (including D1 TAs, GAs/RAs and Graduate Part-time Instructors), payroll and time reporting; email/portal and sponsored user accounts.
@@ Line 1365: / Line 1379: @@
 ====== Lecturer Appointment/Offer Letter Administrative Process ======
+//(this format is changing from a table to a list in spring 2025 for digital accessibility and to head off wiki formatting snafus)//
+**One week before the last curriculum committee meets ** (Summer and Fall deadline is April, Spring deadline is Nov)
+- Program leads (PLs) complete the Hire Request formstack for each new hire. Jenna and SEHD HR works on hiring steps for new hires.
+**8 weeks before start of term **
+- Enrollment Report – Shakira sends enrollment reports to each of the Program Leaders and Associate Deans (AD’s), and copies SEHD HR
+- Program Leads complete the Hire Request formstack for each TA hire, as courses reach [[https://wiki.cu.studio/handbooks/pattern_of_administration#enrollment_and_scheduling_policies|the approved student enrollment count.]]
+- Jenna provides D2/CPE appointment list to Hiromi and sends offer letters.
+- SEHD HR creates master spreadsheet for D1 offer letters (from Shakira’s enrollment reports and new hire formstacks) and works with Shakira and Tricia on any discrepancies and questions. SEHD HR cross-checks information with list of CPE employees for anyone over the two-course limit and then notifies Jenna and Program Leader. SEHD HR works on hiring steps for brand new hires.
+**5 weeks before start of term **
+- Enrollment Report – Shakira sends enrollment reports to each of the Program Leaders and Associate Deans, and copies SEHD HR.
+- SEHD HR reviews hiring requests with the Dean, then generates D1 Lecturer/GPTI/TA contracts (offer letters/LOOs) using mail merge and sends them via email to the employee’s university email account.
+**2-6 weeks before start of term **
+- Shakira emails students of canceled courses and copies advisor and program lead.
+- Jenna sends D2 pay information to Hiromi each month leading up to and during the semester.
+**4 weeks before start of term **
+- Enrollment Report – Shakira notifies Program Leaders, ADs, Sandy and SEHD HR of possible cancellation (fall, spring, summer) and prorate status updates (summer only).
+- Program Leaders need to respond to Shakira whether to cancel (fall, spring, summer) or to accept possible prorates (summer only).
+**2-3 weeks before start of ter****m (depending on holidays) - Final Decisions Due**
+- Shakira notifies Program Leaders, ADs, Sandy, and SEHD HR of cancellation and prorate status. Shakira works with Dean & Dorothy for final decisions on cancellations and prorates. SEHD HR sends a reminder email to PLs about prorates going out soon, and to review Shakira’s emails for the details. Program Leaders will communicate with employees regarding course cancellations/prorates (no later than 1 week before start of term).\\
+\\
+//SUMMER ONLY - SEHD HR sends prorate list to Dorothy & Dean for final review. After receiving approval, SEHD HR emails each employee prorate notice 1 of 2, with CC to: PL, Hiromi, Tricia, Shakira.//
+**Start of term - [[https://www.ucdenver.edu/student/registration-planning/academic-calendars|Classes Begin!]]**
+\\
+- Shakira sends final enrollment report (previously census report) to SEHD HR, Dorothy & the Dean.\\
+\\
+- Jenna sends D2 pay information to Hiromi. Hiromi and Kelley adjust pay to prorate amounts.\\
+\\
+//SUMMER ONLY - SEHD HR sends prorate notice 2 of 2 ONLY to those whose prorate will increase based on final enrollment report , CC: Tricia, Hiromi, PL.//
+**After term is underway **-  SEHD HR follows up with D1 employees who have not returned signed offer letters.\\
+\\
+- Jenna follows up with D2 employees who have not returned signed offer letters
 |   \\ Summer and Fall deadline is Apr 30 \\  \\ Spring deadline is Nov 30|   \\ Program Lead, \\  \\ Jenna & SEHD HR|   \\ Program leads (PLs) complete the Hire Request formstack for each new hire. \\  \\ Jenna and SEHD HR works on hiring steps for new hires.|