Office of Human Resources

Title IX – Compliance Training

The Department of Education released its final regulations in 2020 governing campus sexual assault under Title IX, prohibiting sex discrimination at federally funded institutions. Colleges and universities will be required to comply with the rules as soon as possible. The previous secretary of education said the new regulation would secure due process rights for students who report sexual misconduct and those accused of it by requiring colleges to provide live hearings and allow students' advisers to cross-examine parties and witnesses involved. Under the new rules, institutions must presume that those accused of sexual misconduct are innocent prior to the investigative and decision-making process, addressing a repeated criticism of 2011 guidance issued by the Obama administration (https://www.insidehighered.com/news/2020/05/07/education-department-releases-final-title-ix-regulations).

The outdated module in the HACC/Cornerstone Learning Management System (LMS) was replaced with the new Title IX regulation, and all employees are expected to comply by May 31, 2021.

To find the Title IX training, please go to my.hacc.edu > Office of Human Resources > Organization Development > HACC/Cornerstone Learning Management System (LMS) > click on Compliance Training on the homepage of the LMS > scroll down and click on the module Title IX where you will find the new video and quiz to do the training. You need to get 80% to pass and take the quiz as many times as possible.

For more information, please contact Armenta Hinton, Ph.D. Vice President of Inclusion, Diversity and Belonging and Title IX Coordinator, for content or policy related questions at AEHINTON@hacc.edu and Elizabeth Stahl, coordinator, organization development, at estahl@hacc.edu for LMS support.

FAQ for Performance Management 2021 Annual Appraisal Process

Where can CEOs and APOs find current information? You can find the latest updates on myHACC under PageUp Resources at FAQ for Performance Management.

Where can I find more information about the Performance Evaluation? Refer to the MyHACC portal on the Human Resources tab under the Employee Relations channel for more information about the timeline.

When is the official start date, and overall due dates for the various appraisal steps? The Annual Appraisal Process is now open effective 2/1/2021. The PageUp system automatically populates the due date for each step of the Appraisal Process. Please refer to the Process and Due Date Chart for specific dates.

Where can I locate PageUp resources? PageUp resources for Performance are located on myHACC under the Employee Relations Tab: PageUp Resources. Please click here for more information.

What training resources are available? The following resources are available on myHACC and Cornerstone Learning Management System (LMS): Step by step Employee Video, Employee PowerPoint, Manager Video, Manager PowerPoint slides, 1-Up Reviewer video, 1-Up reviewer PowerPoint, and PageUp checklist.

When I sign in, I don't see a tab for my team or the org chart? Please contact Bnpalmer@hacc.edu

How are we expected to complete performance reviews when our job duties have been impacted from remote work? If you’re an active employee you must complete a probationary period or complete Annual review. Please visit the MyHACC portal on the Human Resources tab, under the employee relations channel.

• Probationary appraisals

  • Employee/Manager completes appraisal 6 months after start date

• Annual appraisals

  • Rating period is February 1 – January 31

Where do I complete the probationary appraisals? If you are in an active probationary period, you will complete the probation in PageUp. The probationary appraisal tab is under construction and more information will follow.

If you have passed the probationary period without any concerns reported to HR prior to the end of the 6-month probation period, then you have successfully completed the probationary period. For documentary purposes, you may complete the probationary appraisal in PageUp and backdate the creation date to reflect your probationary timeline. Please note, the system will send overdue notifications. You may ignore the overdue emails.

Can we please have a timeframe for when this process within PageUp is expected? The PageUp Performance Management System will be active February 1 for the College.

Appraisal process timeline

• Self-Assessment- up to 31 days

• Review/Evaluate (manager)-up to 30 days

• 1Up Reviewer- Up to 14 days

• Meeting/Manager Sign-off- up to 30 days

• Employee Sign-off- Up to 7 days

External Feedback timeline

• Evaluator- up to 5 days

• Review feedback (supervisor)- up to 5 days

The system automatically generates the overdue notices based on the timeline within PageUp; however, the overall College timeline dates take precedent. Please refer to the extended deadlines within the Process and Due Date Chart for specific dates for this year.

External Feedback (formerly known as multi-rater)

What are the parameters for selecting a person for the external feedback? This is best accomplished through use of feedback from the employee’s self-assessment, as well as feedback obtained through external feedback responses from direct reports and colleagues, that can provide an accurate representation of the employee’s performance. The additional feedback enhances the performance evaluation process by:

• Eliminating biased opinions and providing a fair and transparent evaluation.

• Supporting a high-performing culture by identifying top performers.

• Encouraging feedback and allowing for more effective communication.

• Displaying the strengths and opportunities of the employee as they relate to their role within the College.

I am getting an error message: “No access”. When you launch the external feedback request, you will receive this message. This is because you no longer have access to the request after you create it. When you click back to the PageUp homepage you will be able to see the launched external feedback request but will not be able to see the information the evaluator has put in the external feedback form. Only the supervisor you indicated on the initial create section will be able to view the external feedback information.

If I am chosen to do external feedback, how will I be notified? The evaluator should access the employee’s external feedback request form from the PageUp homepage. Users are only able to view the personal performance review and the immediate direct reports’ performance review from the main PageUp screen. In order to access external feedback requests, hover over My team and select performance reviews. A green arrow will appear next to the employee's name and external feedback will be identified in the review process section.

Can the External Feedback evaluator decline your request? The external feedback evaluator will not be able to decline or respond to an invitation from the PageUp system. It is best practice to email the individuals you wish to provide external feedback and inform them that you have selected them to provide external feedback. The evaluator may respond from that email if he/she is unable to complete the request.

You can track the process of the external feedback steps from your PageUp home page.

In the past, my supervisor contacted the external feedback people. Will she be able to use her own in this system, should we be checking with them or is it only the ones we pick? It is your responsibility to select the individuals you wish to provide external feedback. You may discuss with your supervisor, the individuals you wish to request external feedback from.

Your supervisor also has the option to submit additional external feedback requests for employees.

The employee will never be able to review the external feedback forms. Only the supervisor, as selected during the create process (identified as the 1-up manager), completing the performance evaluation will be able to see the external feedback.

Competencies

Is there a word limit on the competency comments? There are no word limits or requirements when commenting on goals or competencies.

Can I skip a rating for a competency? You must rate all competencies. It is important to provide comments to support your ratings. The system will not remind the user to provide comments but once the employee submits the self-assessment to the supervisor, he/she cannot make any changes or edits.

Goals

How many SMART GOALS are required? Goals should align with the job description and the strategic plan. Every employee is required to set goals. Three to five goals are suggested but not required. There is no limit on goal setting.

What kind of goals should I include in my performance evaluation? The annual appraisal process is based on your performance from the last year (February 1, 2020 - January 31, 2021). The goals to include in your performance evaluation are based on the goals from the previous year. You should include the goals that you worked on during the year of 2020. You are evaluating what you worked on last year regardless of the position you held. We understand that many positions may have changed; however, the annual evaluation process is based on previous years' positions and supervisors. If you had goals from your previous evaluation that are applicable, feel free to use your previous goals. If the goals are no longer relevant, then add the goals you worked on during the performance evaluation period.

Where do I put my future goals? The future goals should reference how the employee’s position supports, either directly or indirectly, the College Strategic Plan. Note: Keep in mind that the future goals that are set for the upcoming year should be manageable goals that have due dates within the following year so the goals can be effectively evaluated on each annual evaluation.

You will place your future goals in the Goals - 2021 Goals appraisal process option under the create tab, performance review. These future goals are goals you are working on throughout 2021 and will be reflected in your 2022 performance review.

How do I get my goals from Halogen?

Halogen will be open and accessible to gather previous goal submissions. Please note that the information within the report was based on the time period of your submission and no updates have been processed within Halogen. The old report may reflect your previous job title, supervisor, etc. The purpose for opening Halogen is strictly for you to access your previous goals. Halogen will remain open until May 15, 2021.

If you cannot access your Halogen account, email Berlesha Palmer at bnpalmer@hacc.edu

Do I need to rate my goals?

The goal rating option has been disabled for this year. You will still need to add your goals and provide comments to support your goals. If you have already begun or completed your appraisal review, the system automatically removed your goal ratings. You are still required to provide ratings and comments for your competencies.

Family and Medical Leave at HACC

The Family and Medical Leave Act (FMLA) allows eligible employees to take unpaid, job-protected leave for specified family and medical reasons with continuation of group health insurance coverage under the same terms and conditions as if the leave was not taken.

You are eligible for FMLA if you have:

• worked for HACC at least 12 months; and

• have at least 1250 hours during the 12-month period immediately preceding the start of the leave; and

• have not already used the entire 12-week FMLA leave entitlement during the 12-month period

Under FMLA, eligible employees are entitled to:

• Twelve (12) weeks of leave within a rolling 12-month period; or

• Twenty-six (26) weeks of leave during a single 12-month period to care for a covered service member with a serious injury or illness. The eligible employee must be the spouse, child, parent, or next of kin (military caregiver leave) in order to qualify for this leave entitlement.

How to request FMLA leave:

1. NEW- Cognito form now available. Complete the online request form to determine eligibility.

2. Once your application is reviewed, you will receive a confirmation of eligibility from fmla@hacc.edu along with access to any forms to complete the application process.

3. Complete the required certification form supporting the need for the leave, including documentation from a medical provider, if applicable. The college will then grant or deny the leave and will inform you of the decision.

For more information or questions about FMLA at HACC, contact fmla@hacc.edu or your benefits team, Brian Watts (bjwatts@hacc.edu) or Veronica Thomas-Gladden (vlthomas@hacc.edu).