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Resources for Supervisors

Human Resources

The Office of Human Resources offers a collection of resources and tools designed to provide supervisors with the guidance they need to effectively and efficiently manage their staff members.

Coastline EAP

Coastline EAP offers a monthly newsletter that addresses the unique concerns of employees in a supervisory position. Coastline also offers a 30-minute webinar that orients managers and supervisors to the EAP objectives. To view this webinar, log in to Coastline EAP using "Salve Regina" as the company name, choose "Webinars" from the top menu and select the webinar.

Higher Education Recruitment Consortium

The Higher Education Recruitment Consortium includes more than 700 colleges, universities and organizations committed to hiring the most diverse and talented faculty, staff and executives. The consortium offers leading regional and national job websites, diverse job seeker pools and a network of colleagues who collaborate on dual-career hiring issues and convene regularly for professional development opportunities.

Salve Regina employees may participate in the consortium's professional development webinars with thought leaders addressing important recruitment and retention topics, with an emphasis on diversity. Webinars are free for all faculty and staff.

EduRisk by United Educators

EduRisk provides hundreds of resources that address the most pressing issues for educational institutions, including those designed specifically for supervisors. Online courses, webinars, checklists, blogs and downloadable publications address key areas related to supervising others.

Employees who complete the required training through United Educators have access to these resources using their login credentials. To locate supervisor resources, enter "Supervisor" in the search bar on the homepage. If you are unable to log in or need access, call Human Resources at (401) 341-2137.

Rhode Island Higher Education Training Consortium

Through the Rhode Island Higher Education Training Consortium, all employees have access to low-cost, workshop-style professional development opportunities facilitated by subject matter experts. Supervisors can attend events for their own professional development or encourage staff to attend as part of their development plan established through the performance management process.

Performance Management

Performance Log

When it's time to evaluate an employee or complete a self-assessment, it can be difficult to recall all of the accomplishments or challenges faced over the year. A good way to keep track is to use a performance log, which is designed to help employees and supervisors document work performance on an ongoing basis.

The log can be used to record instances where an employee has exceeded expectations, shown initiative, gone "above and beyond" and/or suggested and implemented ways to better perform a task. It can also be used to document events requiring attention and/or improvement.

For supervisors, this information will provide the means to compose a thorough annual performance evaluation. For employees, the log will help them remember their accomplishments for their self-assessments.

Supervisors and employees may use the template provided or try other methods of documentation. They might also keep a file where memos, letters from customers, etc. are stored for future retrieval. Sending an email to oneself could be another way to keep track of work activities. Regardless of what system is used, a log of some sort eliminates the need for supervisors and employees to rely on memory alone.

Annual Performance Evaluation

Supervisors are required to complete an annual performance evaluation for all employees. Employees should be evaluated based on various performance factors as described in the template.

Supervisors should carefully review the employee's performance during the past appraisal period and provide supporting comments and examples for each performance factor. The evaluation should indicate the quality of performance and areas that may require further training and professional development. Supervisors should also identify goals, objectives and performance expectations for the upcoming year and establish a development plan with the employee's input.

To prepare for the annual performance review, supervisors should:

  • Review all informal meeting notes
  • Gather examples of performance for each factor
  • Prepare to assess performance, not potential

During the annual performance review, supervisors should:

  • Set the tone for the meeting
  • Avoid common pitfalls (talking too much, comparing to peers, referring to only recent performance, focusing on deficiencies instead of development)
  • Give clear, concise feedback
  • Solicit input from the employee
  • Practice coaching, not criticizing
  • Frame the next appraisal period

When exploring possible goals, objectives and performance expectations for the upcoming year, it is beneficial to:

  • Collaborate with employees
  • Challenge employees to broaden their thinking
  • Build on or add to employees' ideas
  • Suggest courses of action
  • Use S.M.A.R.T. (Specific, Measurable, Attainable, Relevant, Time Bound) goal setting

Once goals, objectives and performance expectations are identified and agreed upon, supervisors should:

  • Create an action plan with the employee
  • Establish employee ownership
  • Summarize the understanding and outcomes of the discussion
  • Schedule specific times for ongoing coaching and progress updates

Performance Improvement Guidelines and Action Steps

Managing performance may require assisting employees with performance improvement. These guidelines and action steps are designed to assist supervisors with the following:

  • Performance discussions and documentation
  • Developing a performance improvement plan (PIP)
  • Finalizing and presenting a PIP
  • PIP review meetings
  • PIP results
  • PIP extensions and results

Performance Improvement Plan Template

Supervisors should use this template to create a performance improvement plan (PIP) and document the results.

Please note: Supervisors must contact Human Resources for additional guidance when considering a PIP.

Written Warning Template

A written warning is used when an employee's behavior must be stopped immediately. It may be used to address an issue that has occurred previously or a new issue that is severe in nature. The intent is to define the seriousness of the situation so that the employee may take immediate corrective action.

Please note: Supervisors must contact Human Resources for additional guidance when considering a written warning.

Interview Exchange Requisition Guides

Request to Create a New Position

To request to create a new position, complete the following steps outlined below or view the tutorial video

  1. Log in to Interview Exchange. If you do not have access, call the Office of Human Resources at (401) 341-2137.
  2. Select "Requisitions" from the sidebar.
  3. Select "Add New Requisition."
  4. Select the template "Request to Create a New Position" from the drop-down menu.
  5. Select "Next."
  6. Complete the "Request to Create a New Position" form.
  7. Attach the position description and click "Save Changes."
  8. In the "Requisition Approvers" section, select your department head/designee and vice president from the drop-down menus.
  9. Select "Save."

The requisition will be sent to the requisition approvers for approval. The hiring manager will be notified via email from Interview Exchange when all requisition approvers have approved the requisition. Human Resources will post the position to the Salve Regina website along with the external websites HigherEdJobs.com and HERCjobs.org.

Request to Fill a Vacated Position

To request to fill a vacated position, complete the following steps outlined below:

  1. Log in to Interview Exchange. If you do not have access, call the Office of Human Resources at (401) 341-2137.
  2. Select "Requisitions" from the sidebar.
  3. Select "Add New Requisition."
  4. Select the template "Request to Fill a Vacated Position" from the drop-down menu.
  5. Select "Next."
  6. Complete the "Request to Fill a Vacated Position" form.
  7. Attach the position description and click "Save Changes." If there are revisions to the position description, use "Track Changes" in the Microsoft Word "Review" tab.
  8. In the "Requisition Approvers" section, select your department head/designee and vice president from the drop-down menus.
  9. Select "Save."

The requisition will be sent to the requisition approvers for approval. The hiring manager will be notified via email from Interview Exchange when all requisition approvers have approved the requisition. Human Resources will post the position to the Salve Regina website along with the external websites HigherEdJobs.com and HERCjobs.org.

Request to Hire Temporary Assistance

To request to hire temporary assistance, complete the following steps outlined below:

  1. Log in to Interview Exchange. If you do not have access, call the Office of Human Resources at (401) 341-2137.
  2. Select "Requisitions" from the sidebar.
  3. Select "Add New Requisition."
  4. Select the template "Request to Hire Temporary Assistance" from the drop-down menu.
  5. Select "Next."
  6. Complete the "Request to Hire Temporary Assistance" form.
  7. Attach the position description and click "Save Changes."
  8. In the "Requisition Approvers" section, select your department head/designee and vice president from the drop-down menus.
  9. Select "Save."

The requisition will be sent to the requisition approvers for approval. The hiring manager will be notified via email from Interview Exchange when all requisition approvers have approved the requisition. Human Resources will then contact the temporary employee and supervisor to initiate the onboarding process.

Request to Make a Change for a Current Employee

To request to make a change for a current employee, complete the following steps outlined below or watch the training video:

  1. Log in to Interview Exchange. If you do not have access, call the Office of Human Resources at (401) 341-2137.
  2. Select "Requisitions" from the sidebar.
  3. Select "Add New Requisition."
  4. Select the template "Request to Make a Change for a Current Employee" from the drop-down menu.
  5. Select "Next."
  6. Complete the "Request to Make a Change for a Current Employee" form.
  7. Attach the position description and click "Save Changes." If there are revisions to the position description, use "Track Changes" in the Microsoft Word "Review" tab.
  8. In the "Requisition Approvers" section, select your department head/designee and vice president from the drop-down menus.
  9. Select "Save."

The requisition will be sent to the requisition approvers for approval. The hiring manager will be notified via email from Interview Exchange when all requisition approvers have approved the request. Human Resources will then process the change for the current employee.

Screening Applicants

Resource: Preparing for resume review

  1. Select "Manage Jobs" from left sidebar.
  2. Select the title of the open/posted position to be reviewed.
  3. Select "Qualified Applicants" or "All Applicants." (Qualified applicants have received a 100 percent COREquisites score.)
  4. Select an applicant to review the applicant's resume, cover letter, other documents and COREquisites response and score.
  5. Manage applicants by assigning them to folder categories (yes, no, maybe, phone interview, etc.). This is done by checking the box next to the applicant name and selecting the folder category from the "Move Selected" drop-down menu.

Interviewing Applicants

Resources

Phone Interviewing

  1. Manage applicants by assigning them to the respective categories: "No" or "Phone Interview."
  2. Using the resources above, prepare questions for the phone interview.
  3. During the phone interview, it is recommended that you discuss parameters of the position, including work week, work hours, lunch break, benefits package, salary/hourly rate, exempt/non-exempt.
  4. After the phone interview, move successful applicants to "Interview."

On-Campus Interviewing

Interview resources are available to prepare questions for the on-campus interview. Interview responses must be documented and returned to Human Resources.

Reference Check

Human Resources will generate a reference check via SkillSurvey for the on-campus interviewed candidate(s) selected by the hiring manager. The hiring manager must contact Human Resources with the name of the candidate(s) to conduct the reference reports. A report will be created and forwarded to the hiring manager for review.

Recommend for Hire

Do not extend a verbal offer until the "Recommend for Hire" requisition has been approved by all requisition approvers. The following actions must be completed:

  • Interview evaluation form for each interviewed candidate.
  • Disposition code for non-selected for each interviewed candidate.
  • Justification for selection for the selected interviewed candidate.

Interview Evaluation Form

  1. Log in to Interview Exchange.
  2. Select the interviewed candidate.
  3. Under "HR Forms," select "Interview Evaluation Form." Complete the form, save and attach the form to the candidate's profile.

Disposition Code for Non-Selection

  1. Log in to Interview Exchange.
  2. Select the non-selected interviewed candidate.
  3. In the "Candidate Report" field, select "Disposition Code for Non-Selection" and choose the code that most closely matches the reason for non-selection.

Justification for Selection

  1. Log in to Interview Exchange.
  2. Select the proposed hired candidate.
  3. Provide justification for the selection in the text box. Select the question mark for additional details.

Recommend for Hire

  1. Log in to Interview Exchange.
  2. Select the proposed hired candidate.
  3. In the contact information box, select "Recommendation."
  4. Select the template "Recommend for Hire" from the drop-down menu.
  5. Select "Next."
  6. Complete the "Recommend for Hire" form.
  7. In the "Requisition Approvers" section, select your department head/designee and vice president from the drop-down menus.
  8. Select "Save."

The requisition will be sent to the requisition approvers for approval. The hiring manager will be notified via email from Interview Exchange when all requisition approvers have approved. The hiring manager may then extend a verbal offer to the selected candidate. Human Resources will process the request by emailing onboarding documents to the new employee and supervisor.

Request Approval for Volunteer(s)

To request approval for volunteer(s), complete the following steps outline below:

  1. Log in to Interview Exchange. If you do not have access, call the Office of Human Resources at (401) 341-2137.
  2. Select "Requisitions" from the sidebar.
  3. Select "Add New Requisition."
  4. Selection the template "Request for Volunteer" from the drop-down menu.
  5. Select "Next."
  6. Complete the "Request for Volunteer" form.
  7. Review Salve Regina's requirements for supervisors by clicking the link where indicated.
  8. Select "Save Changes."
  9. In the new page that opens, "Requisition Approvers," select the department head/designee and vice president from the drop-down menu and select "Send for Approval."