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Frequently Asked Questions in Human Resources

Employment Issues

Q. What role do the HR Advisors have?

HR Advisors provide consultation and coaching services to employees on issues such as:

* workplace culture, communication and organizational design

* policy interpretation and application

* performance management and disciplinary actions

* work group interactions and conflict management strategies

* strategic planning and development of best practices in organizational management

Q. What are the university’s employment policies?

University Employment Policy and Regulations can be found at: http://www.alaska.edu/bor/contents/pt4.xml

Q. Who has access to my personnel file?

An employee's official personnel file is maintained at Human Resources. Dates of present and past employment with the university, position title, type of employment, campus, and salary are public information. A supervisor or human resources office may disclose information about the job performance of an employee or former employee to a prospective employer upon request. Other access to personnel records is generally limited to the employee, HR staff, supervisors, and official inquiries such as federal or state agencies or courts, and individuals who can demonstrate a “need to know.” However, the Human Resources Director may also authorize access under other circumstances.

Q. How can I review my personnel file?

Complete the Internal Request to Review UAF Personnel Records form and return it to Human Resources. File reviews are scheduled by appointment, and files can only be reviewed in the Human Resources Department.

Q. How often should I receive a performance evaluation?

According to Board of Regent’s Policy, P04.07.030, the performance of each employee will be evaluated annually and written evaluations will be used as a basis for personnel actions. In the absence of an evaluation, the employee is considered to be performing satisfactorily.

Health Care Benefits

Q. What are my health care choices?

Employees enroll in the UA Choice program. There are three options for level of coverage. The deductibles, out of pocket maximums and the employee charges vary depending upon the plan chosen. Details about the program may be found at:  http://www.alaska.edu/hr/benefits/open_enrollment/FY07%20Enrollment%20Guide.pdf

Employees may opt out of the university health care coverage if they have proof of other coverage.

Q. Are my dependents eligible for health care?

Your eligible dependents include your spouse, financially interdependent partner and your unmarried children younger than 19.  Children age 19 - 24 are eligible for coverage if they are a full-time student at an accredited college or university. Blue Cross sends verification forms out twice a year and student status must be verified through the Registrar’s Office of the student’s university. The employee or student must return the verification forms directly to Blue Cross.

Q. What is the Preventive Care Benefit?

The UA Choice Health Plan includes a $400 preventive care benefit that expands the medical care available to university employees. Find out more details at: http://www.alaska.edu/hr/benefits/ua_2000/wellness.xml

Q. If I terminate employment with the university, when does my health care coverage end?

Employees and eligible dependents are covered through the last day of the month in which the employee terminates. Employees are offered the option of purchasing continued health care coverage.

Q. What is Family Medical Leave (FML)?

Eligible employees are entitled to up to 18 weeks of sick leave to care for an immediate family member or themselves due to a serious health condition, or parental leave to care for a newborn, adopted or newly placed foster child. If an employee has paid leave accrued, they must use it first before going on unpaid family medical leave.

Q. How do I apply for Family Medical Leave?

FML forms are found at: http://www.alaska.edu/hr/forms/hr_leaveforms.xml

The FML Request form is submitted to your local Human Resources office for approval. Employees applying for FML should also apply for the Leave Share Program with the Leave Share Transfer Request form. This is also submitted to your local HR office for approval.

For FML other than parental leave, the Department of Labor’s Physician Certification form must be completed by the health care provider and submitted to Human Resources. This form should NOT be given to the employee’s supervisor or filed in the employee’s departmental files.

Employees are notified via mail to their home mailing address if eligible or not eligible for FML and/or leave share.

Hiring & Recruitment

Q. How do I find out what jobs are available at The University of Alaska?

All job postings within the University of Alaska are available 24 hours a day at www.UAKjobs.com.   These positions are located at the three main UA campuses located in Anchorage, Fairbanks and Juneau, and all of the rural campuses within the state. 

Q. What if I am having problems logging in? 

If you have forgotten your password, choose forgot password link on the left.  You will be required to enter your user ID and answer a security question.  If you are still not able to log-in, click on the contact us link and contact the nearest regional human resources office.

Q. Can I fax, mail or email my application and resume?

Unfortunately, we no longer accept applications via fax, mail or email.  If you do not have access to a computer or the web to apply for positions, you may visit any UA Human Resources office and use their computer.  In addition, UA campus libraries and most public libraries have Internet capability for public use.  If you have difficulty finding Internet or computer access, or if you need assistance with our on-line process, contact UA Human Resources.

Q. Can I apply directly with the hiring department or manager?

No. The University of Alaska Human Resources Office is the central intake point for all university vacancies. Only those applicants applying through the University of Alaska Human Resources Office will be considered.

Q. How long can I use my application to apply for vacancies?

Applications remain on file as long as you are actively applying for positions, and applications can be updated at any time.  Please be sure to review your application before applying for any position.

Q. Can I partially complete my application and finish completing it later?

Yes.  You may complete parts of the application process and come back to it later.  You must click SAVE AND CONTINUE TO NEXT or SAVE AND STAY ON THIS PAGE to save the information you have entered.  If you close your browser prior to clicking on SAVE AND CONTINUE TO NEXT or SAVE AND STAY ON THIS PAGE, your application and account will be saved, but you will lose the information on the last page that was not saved.

Q. What if I don’t have a resume? 

If you don’t have a resume, you can use the resume templates that we have incorporated into the site.  Simply save the functional resume template, or chronological resume template to your desktop, complete it, and attach it when you apply.  (Our templates also include fields to list professional references.)  Microsoft Word also offers resume templates that can accessed by typing “resume” into the help command line. 

Q. How do I include my resume, cover letter or other document with my application?

You cannot include application documents until you apply for a position.  You can either paste the information into the appropriate fields or attach Word and PDF files.  If you do not have a resume, you can save and complete our functional resume template, or chronological resume template and attach it when you apply.  You can also view the resume templates available in Microsoft Word.

Q. What if I have attached the wrong document?

If you have accidentally attached the wrong document, UA Human Resources can remove the wrong document so you can attach the correct one.  If this occurs, contact the human resource office that is managing the recruitment.

Q. How can I add formatted text to my Job Application?

You may add formatting including HTML, bullets and other characters into text fields on this system.  Please note that pasting bullets and certain characters including dashes and hyphens may be converted into question marks or other odd characters.  If you experience formatting problems when posting text, you may want to manually edit the information.

Q. How can I spell check the documents I have typed into my job application?

Unfortunately, a spell checking tool is currently not available on this system.  If your document is a Word file, you should spell check the document before pasting it on the system.  In addition, if you are a Microsoft Windows user, you can download a free software program called ieSPELL which adds a toolbar to check spelling on web applications.

Q. How often should I update my application packet?

Every time you apply for a position, you should review your existing application.  Many applicants prefer to cater their resume, cover letter, application, etc for each position they apply.  To update your application, click on the manage application link, and attach a new document. 

Q. Can I complete an application packet even though I’m not applying for a specific posted job vacancy?

Yes.  You can create an application packet without applying for a specific position.  In addition, you can also choose the applicant profile link, and indicate specific skills, education and experience that you have.  Your application will never be submitted for a specific job vacancy, but hiring committees can search on specific criteria.  If you have these criteria, you may be asked to apply.

Q. What type of web browsers are required to support this site?

The University of Alaska jobs website is designed to run in a web browser over the Internet. The system supports browser versions of Netscape 4.7 and above and Internet Explorer 4.0 and above. However some of the older browser versions are less powerful than newer versions, so the appearance of certain screens and printed documents may be slightly askew. The site is best viewed in Internet Explorer 5.5 and above.

Q. What if I am having trouble entering information on this site? 

If you receive error messages while using our site, be sure to check the settings on your web browser.  The cookies options must be enabled.  If you have difficulty applying for a job posting, contact UAF Human Resources at

(907) 474-7700 for assistance.

Q. How do I ensure my information is secure?

To ensure the security of the data provided by applicants to the University of Alaska, the system will automatically log users out after 60 minutes if it detects no activity. Any time you leave your computer, you are strongly recommended to save any work in progress and logout of the system by clicking on the logout link located on the bottom left side of your screen.

Q. How soon will I be notified of my status?

After applicants apply for a position, they will be required to answer job-related questions.  Applicants will immediately know if they have successfully passed to the next stage of the screening process.  Throughout the recruitment process, candidates can view the status of their application online.

Q.  How do I know if I successfully applied for a job posting?

You should receive a six-digit confirmation number at the end of the application process.  Please pay close attention to the special instructions section on the job posting and attach all required documents.  As you attach your application materials and confirm attachments, you should view your documents for accuracy and clarity.

Q. Do I need a user account to access Uakjobs if I am a hiring manager or benefit eligible staff employee?

Yes.  It is essential that you have access to the on-line recruitment and classification system in order to create job postings, review applicant materials for recruitment purposes and to create and review position descriptions for classification.  You must log at www.uakjobs.com/hr to create a user account.

Q. How long does it take to fill a position?

The time that it takes to fill a position depends on many variables which includes recruitment and position type, advertising time, etc.  Fortunately, you can view the status of your position 24/7 on-line. Also, if you have an email address listed on your application, you can receive notification if non-selected for a position.

Classification

Q. What is a Position Description (PD)?

It is a description of the essential functions of a position, which includes, knowledge, skills and abilities required to perform the job duties and level of supervision given to the position.

Q. Are Position Descriptions (PDs) required for all jobs?

No.  Position Descriptions (PDs) are only required for all benefit eligible regular and term staff positions. The hiring manager and employee must have a user account established in uakjobs to access PDs related to their department.

Q. Can I submit my Position Description (PD) for classification at any time?

No. There is a classification freeze on all positions that are not currently in a Job Family. Exceptions to the classification freeze must be submitted in memo format through UAF Human Resources to Statewide Human Resources. If the request is approved, then your PD may be reviewed for reclassification. All new and vacant positions can be reviewed for classification. 

Q. Once my Position Description (PD) has been implemented into Job Family how long do I have to wait before it can be reclassified?

After implementation into a Job Family Group there is a 90-day waiting period before the PD can be reviewed for reclassification. You can go to  http://www.alaska.edu/hr/ and click on Classification & Compensation or access directly at http://www.alaska.edu/hr/classification/index.xml.

Payroll Questions

If you haven’t received your pay check on time, here are possible reasons why.

Q. When did I start work, and where are we in the pay cycle?

Payroll runs bi-weekly and takes two weeks to process. That means that there can be a delay of up to four weeks from your first day of work, just as a result of the payroll schedule.

Q. Has your address changed?

If you’ve moved and changed your address with the post office, but not with Human Resources, your check or pay stub will be returned to the university.  Remember to submit a change form to Human Resources as soon as possible to avoid delays. Download the forms at: http://www.alaska.edu/hr/forms/index.xml

Q. Did you turn in a time sheet? 

All temporary, student and non-exempt employees are required to submit a time sheet. Some exempt employees may also be required to turn in a time sheet. Your PPA should provide a time sheet if it is required of you. Time sheets are generally due on pay day.

Q. Did your contract period or term funded position end?

If you are in a temporary, term funded or faculty position, your job will automatically end on the contract or job end date.  Personnel will require a new job form from your PPA to extend the assignment.  If that deadline is missed, your pay for the new term or contract may be delayed. Check with your PPA.

Q. Did you close your bank account?

If your pay is directly deposited and you have closed your bank account, the funds will be returned to the university the week following pay day. If you close or change accounts, remember to submit a revised direct deposit form.

Q. Are you paid by check?

Contact your PPA if you don’t receive your check after noon on pay day.  If it can be confirmed that a check was printed and mailed to the correct address, you’ll need to check with your post office. Employees are asked to wait one week before requesting a reissued check. The stop payment fee for lost checks is $15, and that has to be paid up front or authorized for payroll deduction before a check can be reissued.  It pays to opt for direct deposit!

Q. Was the direct deposit option in effect for the pay period?

If your employment with the university ended, even if only recently, your direct deposit option was inactivated. You need to submit a new direct deposit authorization form. Checks and pay stubs are printed on the same paper stock. Checks become stale-dated and will have to be reissued if they are over six months old.

Personal or Work Related Issues

Q. I have a situation in my workplace that has not been resolved informally to my satisfaction. What’s my next step?

An employee should always try to resolve workplace differences at the lowest administrative level possible.

If the conflict is not resolved with one's immediate supervisor, the next step is to appeal to your supervisor's supervisor. Additionally, the employee should contact HR for technical guidance regarding the conflict resolution/grievance procedure.

Q. Where should I go to get advice if I have a complaint or a problem?

It depends upon the nature of the issue. In general, for student conduct complaints, contact the Office of Student Affairs. For personal safety concerns, contact the university Police Department. For employment issues, such as discrimination or sexual harassment, contact Human Resources. Additional information can be found at the UAF Office of Equal Opportunity: http://www.uaf.edu/cdc/

Q. What is the ComPsych Employee Assistance Program (EAP)?

The program is a counseling service designed to help employees and their eligible family members resolve personal problems before they become overwhelming. Employees may also receive access to legal information via a telephone consultation or a referral to a lawyer in the community.

There are no fees to use the EAP, but if you are referred for additional resources or assistance, there could be a charge that is the employee’s responsibility. Check the UA website for additional details: http://www.alaska.edu/hr/benefits/eap/eap_services.xml

Retirement and Termination of Employment

Q. I am terminating from the university. What do I do?

In addition to the paperwork you will complete for your department, contact your Human Resources office to schedule an exit interview. In lieu of a personal interview, a termination letter will be mailed to the employee’s last home address of record with specific information regarding the various benefits you had as an employee.

Q. I am considering retiring from the university. What are my first steps?

If you are a PERS or TRS member, contact the Alaska Division of Retirement & Benefits (DRB) as soon as you think you might be retiring. The DRB has paperwork that you will need to complete. The DRB recommends starting the paperwork approximately two months prior to retirement. UAF Human Resources (474-6205) will assist you with your exit interview from the university, which covers information regarding your university benefits.

AK Department of Retirement and Benefits: 1-800-821-2251 or http://www.state.ak.us/admin/drb/home.htm

Q. How can I find out what retirement Tier Group is applicable to me?

Your date of hire will determine what Tier Group applies to you and the type of benefits you are eligible for when you retire. You can view the Tier Chart by going directly to the State of Alaska Division of Retirement and Benefits web site at http://www.state.ak.us/drb/pers/perstieri-ivchart.pdf.  

Training & Development

Q. What type of training is available from UAF?

UAF Human Resources offers a variety of training, including professional development, HR processes, how to navigate the UAK Jobs site, specialized training for departments and more. Check the web site for a listing of classes and other training resources.   http://www.uaf.edu/uafhr/Train.html

Q. I’m interested in advancing in my career. What are some of my options?

Check the UAK Jobs listing for available positions. Review and update your resume to tailor it to the specific job you want. Participate in training to enhance your professional skills. Participate in a job shadow in the area in which you want to work, in order to obtain a better idea of what the job requires. Practice your interviewing skills.

Resources to assist you are available from UAF Career Services and UAF Human Resources.

Tuition Waiver

Q. What tuition waiver benefits are available to employees?

Tuition waivers are available to employees and their eligible dependents. Regular employees receive a waiver for 6 credits per semester up to 12 credits per year. Dependents receive a waiver for an unlimited number of credit hours per year.

For more details on the benefit, check University Regulations at: http://www.alaska.edu/bor/regulation/4r/r04-06.html

To waive tuition for UAF classes, use this form: http://www.uaf.edu/business/forms/TuitionWaiverRequest.pdf

 

5.26.2006
The University of Alaska Fairbanks is an Affirmative Action/Equal Opportunity Employer and Educational Institution.
This page was last modified on December 6, 2007 by UAF Human Resources