Maintain - Committee Information

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Distribution

Chief Human Resource Officer

UVA HRMS Records Specialist

UVA HRMS Records Manager

UVA HRMS Specialist

UVA HRMS Faculty/Staff Reviewer

Related Procedures

Ownership

The Chief Human Resource Officer is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.

Date Tracking

IS HRMS
N ® People Enter & Maintain
Decision

1. If the current effective date is the date you wish to use, click on the [No] button. If not, click on the [Yes] button, enter the date you wish to use in the Effective Date field, and click on [OK].

Finding an Existing Person

2. Enter all or part of the person's last name in the Full Name field, using the wildcard character (%) as desired, to restrict your search.

3. Click on the [Find] button.

4. If the person is found in the database compare the first name, last name, social security number, or other known information with that in the database to ensure that it is the correct person.

Maintaining Committee Information

Follow the instructions for Adding a New Committee, Ending a Committee Assignment, or Changing Committee information as described below.

5. Click on the [Special Info] button.

Add New Committee

6. Select Emp-Committee from the list by clicking in the box to the left of the Name field.

You may need to use the scroll bar to scroll down to see further items in the list.

7. Click on the first blank Start Date field in the Details region. Enter the start date for the committee assignment.

8. Click in the Detail field.

9. Complete the following fields.

Committee Name: Enter the name of the committee. (Required)
Type of Committee: Use the list of values to select the type of committee. Departments should use only the "School" or "Department" types. The President's office will maintain all "University" type committees. (Required)
Committee Chair (Y/N): Indicate whether the employee is the committee chair. (Required)
Expected End Date: Use the list of values to select the date you expect this appointment to end. (Required)

10. Click on the [OK] button.

11. Save your work.

End Committee Assignment

12. Select Emp-Committee from the list by clicking in the box to the left of the Name field.

You may need to use the scroll bar to scroll down to see further items in the list.

13. Click in the End Date field of the committee appointment you wish to end and enter the last day of employment.

14. Save your work.

Change Committee Information

Committee information should only be changed if entered incorrectly or renewed. If updates are needed to Committee Name, Type of Committee or Committee Chair, end-date the first record and add a new record containing the current information. This is necessary to maintain a proper history of committee information.

15. Select Emp-Committee from the list by clicking in the box to the left of the Name field.

You may need to use the scroll bar to scroll down to see further items in the list.

16. If the Start Date and End Date fields were originally entered incorrectly, click in those fields and enter the appropriate start and end dates.

17. Click in the Detail field of the committee assignment to be changed.

18. If any of the following fields were entered incorrectly, change the following fields.

Committee Name: Enter the name of the committee.
Type of Committee: Use the list of values to select the type of committee.
Committee Chair (Y/N): Indicate whether the employee is the committee chair.
Expected End Date: Use the list of values to select the date you expect this appointment to end. (Required)

19. To renew the committee appointment, change the Expected End Date field to the new expected end date.

20. Click on the [OK] button.

21. Save your work.

22. Close all windows and return to the Navigator.

Effective: 05/17/05

Revision: 2 ss