IAB Human Resources Office

Mandatory Training for all UAF Employees:

Required training for all UAF employees must be completed within 30 days of hire or before undertaking specific activities identified as safety concerns by the supervisor or employee (UAF Required Training Policy 04.07.010)

1. Please login to MyUA (https://www.alaska.edu/myua), learning library to access the following trainings:
   • Hazard Communication
   • Back Safety and Injury Prevention
   • Behavior Based Safety (BBS) - use Google Chrome
   • Workplace Harassment Prevention
   • Title IX/ Sexual Misconduct - Employees are required to complete Title IX Annual Training each fiscal year (July 1-June 30).
   • Protection of Minors Training
     1. Protection of Minors "Shine a Light" through Edu Risk. The training can be found here: Protection of Minors: Shine a Light
     2. Protection of Minors - Duty to Report: Mandated Reporter Training in MyUA
2. You can access the following trainings via https://www.uaf.edu/safety/training/:
   • Employee Safety Orientation (PowerPoint and Quiz)
   • Hazard Communications Training - Choose the most appropriate description of how you work with chemical products and click on the corresponding link to complete your required training: Hazard Communication for Office Workers OR Hazard Communications GHS
   • Office Safety (General) (PowerPoint and Quiz)
   • Slips, Trips and Falls (PowerPoint and Quiz)
   • Department Emergency Action Plan (DEAP) - talk to your supervisor as this is department specific training

All persons working in a laboratory are also required to complete (at a minimum) the Laboratory Safety Training, Introduction to Hazardous Waste Management, and the Chemical Hygiene Plan training. Specific job duties may require further training.

Please contact the IAB Safety Officer for more information at UAF-IAB-Safety@alaska.edu.

Hire and Recruitment of Benefited Positions

Need information about recruiting candidates for open positions? Looking for Salary Schedules, Job Families, or other position classification and compensation process information? Visit the UA HR Talent Acquisition website at https://alaska.edu/hr/talent/

Information on hiring for Benefited Positions:

*Minimum Funding Requirement – 9 months of funding at least ½ time FTE

• Step One: Position Description Creation and Approval
• Step Two: Job Requisition and Recruitment
• Step Three: Offer to desired candidate and remaining Hire Steps (background check, new hire document, etc.)

Please work with your designated IAB Post Award Grant Coordinator to determine your budget and available funding to support a benefited position. Please contact IAB HR at uaf-iab-hr@alaska.edu for more information on UA HR policy and procedures.

After the recruitment steps are complete, please fill out the IAB HR Hire Request Form for Post Doctoral Fellows and Staff (after recruitment) form.

Staff recruitments each have their own individual job posting, but new hires and rehired Post Doctoral Fellows can be hired using the Post Doctoral Fellow Pool (Coming Soon!).

A Note About Direct Hires:

If you want to direct hire a post doctoral fellow or staff member then please complete this memo template and forward it to IAB HR for review and DocuSign routing. 

Hire of Temporary Employees

• UA Temporary Staff Salary Schedule - Effective 7/3/2023
• Explanation of the Temporary Employee Rolling 12-month Calendar
• Temporary Employee Benefits Explanation

To initiate the hire of a Temporary or Undergraduate Student Employee please use the Hire Request Form: Temp / Undergrad Student / Post Doc / FW (adjunct) / Staff member (after the recruitment) Google Form.

• Name of applicant
• Student Email
• ID# (if applicable)
• Hours per day
• Desired Start Date for position
• End Date of job assignment
• Grade
• Step
• Justification
• Salary per hour
• Employee classification
• Supervisors name
• Fund
• Org
• Driving responsibilities
• Grant manager
• Visa Sponsor

Hire of Undergraduate Student Employees

Student Eligibility Requirements: Students must be enrolled at UA with a minimum of 6 credits and be maintaining a 2.0 GPA. They are restricted to 20 hours/week during the academic year; and can work full time during the summer.

If the student will work 21+ hours a week, a waiver must be submitted for approval. Once approved, please send us a copy. Please turn this form in to the Office of Rights, Compliance and Accountability. uaf‐orca@alaska.edu | fax 907‐474‐5273 |3rd Floor Constitution Hall

• Student Assistant Salary Schedule - Effective 7/3/2023

Note: Student Assistants can be paid up to $18 per hour without additional approvals from UA HR. If you wish to pay your student assistant employees a higher rate than those listed in the salary schedules linked above, then please use the Google Form linked above to request a higher rate of pay.

For any employees who are new hires or rehires, an application must be submitted through the respective hiring pool:

• Temporary Technician Hiring Pool
• Undergraduate Student Assistant Hiring Pool
• Temporary Faculty (Non-Credit) Hiring Pool
• Post Doctoral Fellow Hiring Pool

 Please contact IAB HR at uaf-iab-hr@alaska.edu for more information.

Hire of Graduate Research Assistant Student Employees

Student Eligibility Requirements: Students must be enrolled at UA with a minimum of 6 credits and be maintaining a 3.0 GPA.

To initiate the hire of a Graduate Research Assistant, please submit information via our Graduate Research Assistant Google Form.

To pay for a graduate student's tuition, fees, and/or health insurance ONLY (not a Graduate Research Assistant), please submit information via our Graduate Student Memo Form.

For any graduate students who are new hires or rehires, an application must be submitted through the Graduate Research Assistant Hiring Pool.

Research Assistantship and Timecard

This is a quick note on how the time cards will work for graduate students on a research assistantship.

Research Assistants - Please leave the timecard unopened on each pay run unless (the employee) you have leave time to report. "Best practice"

• If you have no leave to report but have clicked on the timecard "started," meaning you opened your time card, you should submit for that pay run to be processed no later than Monday before noon on each pay period. 
• If you do have leave to report, please add your leave time on earnings code 502 (L-Scheduled Time Off) and submit your hours for approval by your supervisor.

The consequence of not submitting an on-time timesheet when there is no leave to report will result in administrative effort, as the payroll team will waste time returning it to you and your supervisor for submission. HR may have to submit a paper timesheet if there is any leave time to report. 

If the timecard was opened but not submitted on time, you will receive a communication from HR asking if you had any leave to report. If there is no leave to report then no further action will be required on your end or your advisors' end. It is still good practice to submit a timecard once it is opened. You are welcome to be proactive and email HR indicating you opened your timesheet and forgot to submit it, but you have no leave to report. We will make a note on our end. No further action will be requested other than timecard submission. 

If you later move to a non-exempt position, you must open and record your hours on every pay period. For example, if you're hired as a temporary employee during the summer, you must open and record your hours on every pay period. 

Summer Research Assistantships will work the same as the academic year. 

NOTE: Other departments might have different instructions based on the assistantship. These instructions only apply to IAB. If you have a Teaching Assistantship, please contact HR for the department in which the TA was awarded for further instructions. 

Please contact IAB HR at uaf-iab-hr@alaska.edu for more information.

To ensure a smooth transition and proper employment closure for team members leaving IAB at UAF, we have established an internal offboarding process. Please use the following steps when an employee under your supervision is separating from the company:

1. Submit the Offboarding Request Form
   Please complete the offboarding request form as soon as an employee’s separation is confirmed. This form collects the necessary details to start offboarding and notify relevant departments (e.g., IT, Payroll, Facilities).

2. Next Steps
   We will follow up with you and the employee after your separation submission. 

3. Off Boarding Reassurance
   You and the employee will receive an email letting you know that we "IAB" started the process.

4. Exit Interview Opportunity
   Encourage the employee to participate in an exit interview if applicable. This feedback is valuable in improving our work environment and processes.