Resources for Managers

Here we have compiled all necessary instructions and links to processes that you may need as a manager.

 

Tools & Resources for Managers

ADMINISTRATIVE RECRUITMENT 

Please use the Request to Recruit Form (R2R) for actions related to Officers of Administration Union Support-Staff, and Non-Union Support Staff. 

For the whole process, read the Columbia Engineering Staff Recruitment Overview.

For performing a phone screen, please utilize the Professional Technical Screening Form.

VARIABLE HOURS OFFICERS

Variable hour officers (VHOs) are employees on the University payroll who are performing officer-level work on an irregular and unpredictable basis.

For more info on hiring VHOs, visit the University Policies webpage.

STUDENT CASUAL RECRUITMENT 

Student casuals are recruited by each individual hiring manager before being onboarded. 

Please refer to Student Casual Employment for information regarding onboarding. 

Job Boards available for posting Student Casual positions

TEMPORARY STAFF RECRUITMENT

Please submit a Columbia University Temporary Employment Request Form to [email protected] to begin a search for a temporary employee. Otherwise, please submit a Payrollee form if the department manager has previously identified the temporary employee.

The most critical stage of the onboarding process is how you, the manager, prepare for a new employee. To ensure a smooth transition for both the department and a new employee, we have compiled a checklist to assist with the onboarding process. We hope you find this checklist useful in planning for the arrival of your new employee.  

For Non-Union Support Staff only

A Non-Union Support Staff (NUSS) employee is considered to be on probationary status for a 90 calendar-day period beginning with the date of employment. Upon an employee's satisfactory completion of the probationary period, he or she is considered to be a regular employee (unless the job is stated to be temporary).

The NUSS Probationary Performance Evaluation Form is designed to assist the supervisor in deciding whether or not each new NUSS employee has satisfactorily completed the probationary period. The supervisor should also use the evaluation form and subsequent discussion with the employee to promote job understanding, elicit and give feedback, and aid in employee development.

Learn more about Probationary Periods for NUSS.

  • As a manager, you may be responsible for reviewing and approving timesheets and absence requests for your direct reports. You can view the Training Guide for additional information or the Job Aid for step-by-step instructions.   
  • You have the ability to delegate your review and approval authority to another manager (a proxy) within your School/Admin unit. Delegation periods should not exceed 3 months. For more information and instructions, see the Job Aid. 
  • If any Officers are a direct report for you, you are responsible for approving their Quarterly Closeout. Information and closeout dates are available in the Job Aid. 

As a manager, you are expected to provide your staff with written feedback on their performance. Please use the Columbia Engineering's Performance Evaluation form.

PERFORMANCE COMMUNICATION OBJECTIVES

  • Managers should identify the employees’ performance and talent.
  • Approach Performance Communication as a partnership between manager and employee.
  • Align and link reward with the School’s business strategy and goals.
  • Ensure fairness and equitability in assessing employee’s contribution and distribution of reward (annual merit increase).
  • Plant the foundation and grow the culture of accountability and continuous improvement. 

Copies of the performance communication form and timeline can be found at: 

SLATE:/Department/ < your respective dept.> / HR/Performance Management /YEAR

RESOURCES

  • Delivering Performance Reviews Remotely: This webinar helps you prepare and deliver fair, honest and balanced performance reviews for your remote staff.
  • Performance Review Prep for Managers: There are a number of tools and resources available on the University's Learning & Development Course Offerings website to help you develop and prepare for delivering performance reviews remotely.

A promotion request link is a formal means for managers to advocate for an employee's interest in advancing within Columbia Engineering. With this link, managers can outline their employee's qualifications, achievements, and reasons to justify a higher position. This form helps streamline the promotion process by providing senior management and Central HR offices with the necessary information to evaluate employees objectively and make informed decisions.

This form also encompasses an additional compensation request. The additional compensation section is used for adjustments ( not added to base salary) to their compensation. This could include requests for monetary recognition for employees providing duties outside their regular job scope for a short period of time. Officers of the University are expected to work the time required to accomplish the responsibilities of their primary position without additional compensation. However, there are situations where it may be appropriate and desirable to compensate individuals for work other than that performed in their primary position. Services must be performed other than during the employee's normal business hours.

It's important to note that promotion processes typically follow a seasonal pattern, occurring at specific times during the year, typically at the beginning and mid-year. This timing allows for strategic planning and assessment of workforce needs, aligning promotions with Columbia Engineering business goals and performance cycles.

Please fill out the Salary/Promotion Request Form

Non-Union Support Staff are expected to give two weeks' written notice of a resignation. Officers of Administration and Officers of the Libraries are expected to give four weeks' notice and provide written notification of a resignation. Union staff should refer to their collective bargaining agreement. 

Managers must inform SEAS Human Resources of the exiting employee's intended resignation immediately upon receiving notice. 

Exiting employees will be contacted by SEAS Human Resources to schedule an exit interview prior to their last working day. The contents of the exit interview are confidential to only members of the SEAS Human Resources team. 

Managers must complete the Manager Exit Survey prior to the exiting employee’s last working day. 

For more information, please see the full Employee Exit Policy.