employee profile toolbox - university of tennessee · super employee profile toolbox university of...

Employee Profile Toolbox

David Yates Extension Area Specialist Information Technology

John Toman IT Specialist

Extension Evaluation and Staff Development

System for University Planning, Evaluation & Reporting

Programs in agriculture and natural resources, 4-H youth development, family and consumer sciences, and resource development. University of Tennessee Institute of Agriculture, U.S. Department of Agriculture and county governments cooperating.

UT Extension provides equal opportunities in programs and employment.

SUPER Employee Profile Toolbox University of Tennessee Extension

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Table of Contents Pop-Up Blocker ..................................................................................................... 2 Search Employees ................................................................................................. 2 Contace Information .............................................................................................. 4 Personal Information ............................................................................................. 4

To edit your personal information ........................................................................ 4 To edit the picture ............................................................................................ 4 To edit personal information ............................................................................... 5 To add a child .................................................................................................. 5 To edit a child .................................................................................................. 5

Position Information .............................................................................................. 6 To edit Assigned Geographic Area ....................................................................... 6 Professional Development ...................................................................................... 7 To add other professional development ................................................................ 7 Grants ................................................................................................................. 7 To assign base programs, knowledge areas and topics ........................................... 8 Professional Experience .......................................................................................... 8 To add Publications or Presentations/Seminars...................................................... 9 To edit Publications or Presentations/Seminars ..................................................... 9 Education ............................................................................................................. 9 Professional Service/Other ..................................................................................... 10 To add Professional Service, Committees and Advising .......................................... 10 To edit Professional Service, Committees and Advising .......................................... 10 Achievements/Interests/Other ............................................................................... 11 To add information to Honors and Achievements, Organization Memberships, Community Activities and Research and Extension Interests ....................................... 11 To edit information to Honors and Achievements, Organization Memberships, Community Activities and Research and Extension Interests ....................................... 11 Professional Development Plan ............................................................................... 12 To create a professional development plan (PDF) in SUPER .................................... 12 To print the PDP .............................................................................................. 12 Other Online Forms .............................................................................................. 12 Upload a first-time document ............................................................................ 12 To change or update a document ....................................................................... 12 Errors in SUPER Information .................................................................................. 13 Guidelines – Add new TSU or County paid employee as a “Friend” in IRIS .................... 13 Personal Data Form .............................................................................................. 14 Friend Data Form ................................................................................................. 16


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Employee Profile Pop-Up Blocker Note: Before using the Employee Profile, ensure your pop-up blockers are set to allow pop-ups for super.tennessee.edu. This only needs to be done once per computer. Using Internet Explorer 7.0: Click the Tools button on the upper right side of the screen and select Pop-up Blocker | Pop-up Blocker Settings. In the new window enter the following for the address of website to allow: super.tennessee.edu. Click the Add button to add the SUPER site to your allowed sites. Finish by clicking the Close button. Search Employees Clicking on the Profile tab will bring the user to the Employee Search screen. Users will have the ability to search by unit, first name, last name and/or preferred name. Any combination of unit, first name and/or last name will be used to limit the search. The information returned from the search will depend on the searcher’s position. If the searcher is in the employee’s supervisory chain then the searcher will have full viewing rights to the employee’s profile. If the searcher is not in the supervisory cthen the searcher will be limited to office contact information, personal informauthorized by the employee, and position information including job title, assigned geographic area(s), unit name, position name and corporate function.

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ation

Choosing the default of Any, in the Unit field, will search the entire database for all employees regardless of unit. Alternative criteria in the Unit field are searching by region, specific county or department.


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An asterisk (*) may be used as a wild card to search for portions of a name. The asterisk can be placed in the beginning and/or end of the first and/or last name. For example, enter Wil* in the last name field would return, Williams, Wilson, Wilcox, etc. With all your search critera made, click the orange Search button to return your results. The Employee Search Results will display a list of employees who meet the search criteria along with their unit, first name and last name. These entries can be sorted in ascending or descending order by clicking on the link for Unit, First Name or Last Name. If there are more than ten entries there will be numbers at the bottom of the Employee Search Results box that indicate how many pages of results there are. Clicking the number will display the results for that particular page. Click to sort in ascending/decensing order

Clicking the “+” plus sign next to the employee’s name will make visible the emppreferred name, job title, email address, office address and telephone number. view the full profile, click link View Full Profile. The Contact Information, Information and PositioInformation tabs will thenvisible. The Contact Information tab will bhighlighed.

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Contact Information,

Personal Information Position Information tabs.

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Contact Information Contact information is visible to all personnel who login to SUPER. Office phone, fax, and work mobile numbers, as well as office address are pulled directly from IRIS. Mailing address and office location/directions are pulled from the Unit Operations module. Personal Information Preferred Name, Race and Gender are pulled from IRIS. A picture, birthplace, reared in, and spouse and children information as well as other biographical information are editable. Personal information is viewable by the supervisory chain. Information visible to others only includes preferred name and the picture. To edit your personal information:

• Logged into SUPER as the user, click the Profile tab | My Profile • Click the Personal Information tab on the right side of screen

Edit picture

Edit Personal Information

To edit the picture:

• Click the orange Edit button under the current picture. • Click Browse… button in the pop-up window. • Navigate your hard drive for the picture to upload, highlight file and click Open. • Click orange Save button.


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To edit personal information: • Click the orange Edit button in the upper right corner of the screen. • Enter the appropriate information in the pop-up window. • Click orange Save button.

To add a child:

• Click the orange Add button in the Personal Information pop-up window. • Enter the appropriate information. • Click the Update link to save the information. • Click the orange Save button.

To edit a child:

• With the Personal Information pop-up window open, click the Edit button next to the child you want to edit.

• Change the appropriate information. • Click the Update link to save the information. • Click the orange Save button.


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Position Information Under the Position Information tab, job title, personnel number, unit name, position name, corporate function, accounts assigned, last NOPC, hire date, retirement date, termination date and employee replaced are all pulled from the IRIS download and are not editable by the individual. Extension position numbers(s) occupied are editable by Region Directors and people assigned to perform that personnel function. Assigned Geographic Area(s) default to a currently assigned location but individuals are able to add additional areas as defined by thoer position. The position description and Extension position history are editable.

To edit Assigned Geographic Area:

• Click the orange Edit button in the upper right corner of the Position Information screen.

• To add an area, hold the CTRL key and click the geographic area to be added. • To delete an area, hold the CTRL button and click on the highlighted geographic

area that is to be deleted. • Click the orange Save button when complete.


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Professional Development Viewing the Professional Development tab, Courses Completed will be pulled from the Training/Registration module (not implemented) and will also include professional development pulled from IRIS. Other Professional Development may be added by the individual. Information is listed by year, with the most current year listed first.

To add other professional development:

• Click the orange Edit button in the upper right corner.

• Click the dropdown arrow to select the appropriate year.

• Click in the text box and type the information related to the professional development activity. Use the formatting tools to edit your text.

• Click the orange Save Changes button when complete.

Grants Under the Grants tab, grant information is pulled from a grant tracking system called COEUS. When a grant proposal is written, information about that grant is entered into the system by an individual in the Dean’s office. As the grant proposal progresses through the approval process the information is updated within COEUS until an award is made. At that point an award number and an account number (R-account) are assigned. Information from COEUS is retrieved once-a-month and updated in SUPER.


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Information included on the Grants screen includes Project Title, Abstract, Sponsor Name, Start Date, End Date, Funds Amount, Cost Share, Account Number (s), Name(s) of PI(s) and Percent Effort, Cost Center, Percent effort for PI(s), Units, Type (New, Continuing, etc), and Status (Submitted, Funded, etc). An abbreviated tile may be assigned by the Application Administrator which will appear as a Funding Source in the Individual Annual Plan and Delivery modules. If the grant requires reporting of contacts and or outcomes the grant principle investigator will have to assign Base Program(s), Knowledge Area(s) and Topic(s) to the grant. To assign base programs, knowledge areas and topics:

• Click the Edit button in the upper right corner of the Grants screen. • Select Yes for the question. • Select the base programs by clicking the appropriate base program in the first box.

Additional base programs may be selected by holding the CTRL key. • Select the appropriate knowledge areas. • Select the appropriate topics. • Click Save Changes when complete.

Professional Experience Information under the Professional Experience tab includes Relevant Professional Experience, College Courses Taught, Publications, and Presentations/Seminars. College Courses Taught, Publications, and Presentations/Seminars are all editable by the individual.

To add or edit College Courses Taught, Publications, and Presentations/Seminars:

• Click the orange Edit button in the upper right corner of the Professional Experience screen.

• Click in the text box to enter information about college courses taught. Use the formatting tools to edit your text.


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To add Publications or Presentations/Seminars: • Click the orange Add button under Publications or Presentations/Seminars. • Fill in a Description and Year Published/Presented. • Click the Update link.

To edit Publications or Presentations/Seminars: • Click the Edit link. • Change the Description and/or Year Published/Presented. • Click the Update link.

Note: The Description for the Publications is limited to 400 characters and the Description for the Presentations/Seminars is limited to 100 characters.

Education The Education tab includes information about Degree and Certificates/Licenses held. This information is pulled from IRIS and is not editable by the individual. Degree information includes Degree, Institution, Major/Subject, State, and Date. Information for Certificates/Licenses includes Certification/Licensure, Institution, Description, State, and Date.


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Professional Service/Other The Professional Service/Other screen includes Professional Service, Committees, Advising, and Skills. Each category is editable by the individual.

To add or edit Professional Service/Other:

• Click the orange Edit button in the upper right corner of the Professional Service/Other screen.

To add Professional Service, Committees, and Advising: • Click the orange Add button under the individual category. • Complete the Description. • Click the Update link.

To edit Professional Service, Committees, and Advising: • Click the Edit link next to the item to be edited. • Change the appropriate information. • Click the Update link.

To add or edit Skills, click in the text box and enter information about skills. Use the formatting tools to edit your text. Click the orange Save button when all changes are complete.


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Achievements/Interests/Other The Achievements/Interests/Other view includes Honors and Achievements, Organization Memberships, Community Activities, and Research and Extension Interests. Each category is editable by the individual.

To add/edit information for Achievements/Interests/Other:

• Click the orange Edit button in the upper left corner of the Achievements/Interests/Other screen.

To add information to Honors and Achievements, Organization Memberships, Community Activities, and Research and Extension Interests:

• Click the orange Add button under the appropriate category. • Fill in the Name/Description and the Year Achieved (Honors and Achievements

only). • Click the Update link.

To edit information in Honors and Achievements, Organization Memberships, Community Activities, and Research and Extension Interests:

• Click the Edit link. • Change the information as appropriate. • Click the Update link.

Click the orange Close button when all changes are complete.


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Professional Development Plan A professional development plan should be developed in coordination with your supervisor. To create a professional development plan (PDP) in SUPER:

PDP Save/Print buttons

• Click PDP link in the Online Forms section. • Complete each section of the plan as appropriate. • Click the orange Save button at the bottom of the form to

save your work.

To print the PDP: • With the plan open, click the orange Print button to display the plan in printable

format in an Internet browser window. • Print this new window using the print icon in your browser window or press

CTRL + P to print. • Choose a printer (if given this option). • Click Print. • Click the Back button in your browser to return to the

PDP or click the “X” in the upper right corner of the browser to close the window.

Other Online Forms Under the Online Forms section, the user can upload a copy of their Position Description Questionnaire (PDQ) and Job Description. This can be any file type. Click the link for the individual form type. To upload a first-time document:

• Click the document link under Upload. • Click Browse… button in the pop-up window. • Navigate your hard drive for the document to upload, h

file and click Open. • Click the orange Save button.

To change or update a document: • Click the Delete link to the right of the selected form. The current document will

immediately be deleted. • Follow the same directions for first-time document upload to change or update the

document.


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Errors in SUPER Information Errors in your contact information should be corrected using a Personnel Data Form and submitted through the appropriate personnel channels. For county staff, this is the regional office. For state level employees, this is through your department. The current Personnel Data form follows this document on pages 14 – 15. Guidelines – Add new TSU or County paid employee as a "Friend" in IRIS Any county who has a new staff member and their payroll does not run through the UT system should follow the guidelines listed below. 1. Contact their Regional Human Resource Representative. 2. Regional H/R Representative will send the appropriate form to the county to be

completed. (See attachment on pages 16 – 17) 3. County should fax form back to Regional Representative. 4. Regional H/R Representative will review form for accurate and complete

information. Assign position number if available. 5. Regional H/R Representative will fax the completed form to Deb Welch. Regional

H/R Representative will make a personnel file for this "Friend". 6. Deb Welch will create position (if necessary) and enter as "Friend" into IRIS. 7. Once "Friend" is in IRIS, the data should start appearing in SUPER.

In the future, we hope that this step will be automatic. Currently, IRIS is not communicating with SUPER and this step is a manual process.

Note: This process does not happen overnight and may take up to two or three weeks.

The reason we are faxing this form is due to information required on the form. We do not want some of this data sent by e-mail.

Once this person becomes a friend in IRIS, the regional office should be notified of any changes necessary on this individual. For example: If this person has a address change: Regional H/R Representative should receive the personal data form from the county, keep a copy in their personnel file, and forward original form to Deb Welch. If this person terminates, county should contact Regional H/R representative with termination date and Regional H/R Representative should do termination e-form.

Update

PERSONAL DATA (IT0002)

Mr. Miss Dr.

Gender Male Female

State

Complete Information No Address

ZipFax

No Address

State ZipTelephone

Visa Type

Complete Information

RESIDENCE STATUS (I-9) (IT0094)

I-9 Date

(Please include Area Code)

Country of Citizenship

Building No.

Room No.

Original Date of Arrival to United States

Phone Release

No Phone Number

Building Name

Street Address

U.S. Citizen

EMERGENCY CONTACT (IT0006-Subtype 4)

StateTelephone

Please include Area Code

Address

Phone Release No Phone/Address

Please include Area CodeHome Telephone City Zip

IMMIGRATION STATUS (IT0048) Supporting Documentation Required

Visa Expires

Previous Name

(mm/dd/yyyy)

Marital Status Single Married

Birth date

Name Change

Middle Name

Soc. Security #Known as

Nationality

OFFICE ADDRESS (IT0006-Subtype 3)

(Personnel # required on all changes/separations)

EFFECTIVE DATE

THE UNIVERSITY OF TENNESSEEPERSONAL DATA FORM

Personnel #

PERMANENT RESIDENCE (IT0006-Subtype 1)

Form of Address:

New

Ms.

Last Name

First Name

Mrs.

City

C/O

StreetCounty

City

Name

No Phone Number

Permanent Resident

Non-resident Alien

No Phone/Address

No Public Listing

Please include Area Code

No Public Listing

Mail Stop

Cell PhonePlease include Area Code

County

PDF Rev. 03/20/2008 Page 1 of 2

ADDITIONAL PERSONAL DATA (IT0077)

Hispanic/Latino

Yes

Yes

No

Employee Signature

Special Disabled Veteran Vietnam Era Veteran Other Protected Veteran

Asian Black or African American

Race Category (Check all that apply. NOTE: More than one box may be checked.)

Veteran Status (Check all that apply. NOTE: If a Recently Separated Vet, the discharge date is required.)

American Indian or Alaskan Native

State

StateName/Location of Institution

Type of Degree or Certificate Year Degree Granted

Field of Study

EDUCATION (IT0022) (additional degrees, if any)

Name/Location of Institution

Educational Level

Employed under a different name

If yes, complete below: Yes

Non-veteran

NoRetired from UT?

Discharge Date

Ever employed by UT, the State of Tennessee, or by a Federal Agency before?

If yes, list department, address, and date(s) of employment.

No

Agency or DepartmentFull-time Part-time Address Dates

Educational Level Field of Study

Currently receiving retirement benefits from the State of Tennessee or from a federal retirement plan?

EDUCATION (IT0022)

Type of Degree or Certificate Year Degree Granted

Type of Degree or Certificate

Educational Level

EDUCATION (IT0022) (additional degrees, if any)

Field of Study

Date

Year Degree Granted

Name/Location of Institution State

If yes, what agency?

0PERSONNEL NUMBER

0

Recently Separated Vet Armed Forces Service Medal Veteran

Native Hawaiian or Other Pacific Islander White

0EMPLOYEE NAME

(Required for Recently Separated Vet)

Disabled Veteran

Not Hispanic/LatinoEthnicity (check one of these options)

0

PDF Rev. 03/20/2008 Page 2 of 2

Friend Data Enter Data in this ColumnPersonnel #SSNeffective dateprimary position #TitleLast NameFirst NameMiddle NameDesignation Title, Phd etc…Suffix: Ms. Mr. Miss Mrs Dr.Known As:Date of BirthMarital StatusGenderResidence StatusNationalityHome Address line 1Home Address line 2CityStateZipCountry codeCounty Codehome telephone numberCell numbere- mail addressPhone release

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Work address line 1Work address line 2cityState ZipCountry CodeCounty CodeWork telephonebuildingRoomMail stopEmergency Contact Information NameHome address line 1Home address line 2City StateZipCountry CodeTelephone number

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