Jan/Feb 2007 NEWSLETTER OF THE HCC HUMAN RESOURCES TEAM
HIGHLIGHTS PEP Talk: Giving and Receiving Feedback
PEP Talk: Giving and receiving performance feedback is a cornerstone process of the
Giving & Receiving Feedback Performance Excellence Program (PEP). Living the HCC value of Excellence
◆ requires continuous improvement with frequent two-way communication
Upcoming between supervisor and employee. Discussion topics cover performance
PEP Skill Building expectations, observations, and measures. Giving and receiving direct,
Courses for Supervisors specific and actionable feedback are sometimes not natural skills. Feedback
New Year: can be mistaken for criticism if not skillfully provided. This is explained
Review Your Withholding
in the following excerpt from an article by Penny Swinburne in People
Using the New HR Personal
Information Update Form
Management, “How to Use Feedback to Improve Performance.”
◆ Feedback… can be used to encourage people to learn, to raise their
PEP Update morale and motivation, and to improve their performance. Feedback
underpins almost everything that a good people manager is supposed to
do. To achieve these benefits, organizations need to develop a culture that
values positive feedback. This is where the balance of positive to negative
Use by 2/28/07 feedback is around 80 per cent to 20 per cent—reflecting the performance
You Asked . . .
levels achieved by most people—and where giving and taking feedback
is an accepted part of everyday working life. It is also a culture which
◆ assumes that feedback is given constructively.
New Employee Orientation Feedback is constructive when the v Listen intently to the message
College Leadership Program recipient can accept and learn from v Not defend or argue
College Office Professionals the discussion. It involves:
v Clarify what is being said, if unsure
PeopleSoft Training v Making statements simple
v Accept praise; never dismiss it
Schedule and to the point, focusing on
specific examples of activities and v Focus on what is being said; resist urge
behaviors to agree or disagree
News & Notes v Ensure that you understand what is
v Seeking a response
Welcome New Hires being said and show you understand
v Leaving the choice of whether or
not to change behavior with the v Consider asking what you can do
v Speaking in an adult-to-adult way v Thank the giver of the feedback who has
that shows respect just taken a risk for your benefit.
v Ensuring comments are objective, Consider feedback a gift. Not always one
based on facts and observations you wanted to receive, but a very special
and not on personality. one that holds great promise if you choose
to accept it.
At the same time, the person receiving
the feedback has a responsibility to:
Upcoming PEP Skill Building Courses for Supervisors
Course College Date Time Room
Mastering Performance Reviews System 1/25/07-1/26/07 9:00 a.m.-3:30 p.m. 3A11
Mastering Performance Reviews System 5/3/07-5/4/07 9:00 a.m.-3:30 p.m. 3A11
Planning and Goal Setting Central 4/26/07 1:00 p.m.-3:00 p.m. SJAC
The Courage to Coach (NEW!) System 4/11/07 9:00 a.m.-noon 3A11
Employee Motivation and Recognition (NEW!) System 2/22/07 1:00 p.m.-3:00 p.m. 3A11
Employee Motivation and Recognition (NEW!) System 4/27/07 9:00 a.m.-11:00 a.m. 3A11
Social Understanding in the Workplace SW WLOP 2/8/07 1:00 p.m.-4:00 p.m. TBA
Managing the Diverse Workforce NW T&C 2/14/07 9:00a.m. – noon TBA
New Year: Review Your Withholding
It is time to review your withholding allowances and Personal Information Update.
other information related to federal income tax reporting.
• Form W-4 for 2007 (employees with “exempt” status): If
Please note the following important information
you were claiming exempt from federal withholding on
regarding calendar year-end and beginning-of-the-year
your Form W-4 for 2006, this form expires on January 1,
due dates. The IRS governs all due dates for Forms W-2
2007. You have a grace period until February 15, 2007
to submit a new form to payroll. If the new form is not
• New Form W-4 (Employee’s Withholding Allowance received by February 15, IRS regulations require payroll
Certificate) for 2007: Submit a new form W-4 to the to change your allowances to “zero” and your filing
payroll department if your withholding allowances status to “Single” until a new form is received. W-4
have changed or will change for 2007. This form can forms for 2007 will be put on the HR web site when they
be found at the IRS Web site www.irs.gov/pub/irs-pdf/ are available from the IRS. The IRS web site is www.irs.
fw4.pdf. Ensure that the year on the form is 2007. gov/pub/irs-pdf/fw4.pdf.
• Address Verification: Your Form W-2 will be • Form W-2 (Wage & Tax Statement) will be mailed to all
mailed to the address that is printed on your direct employees by January 31, 2007, as mandated by the IRS.
deposit advice. If your address is incorrect, please
All questions regarding Forms W-4 and W-2 should be
correct it by submitting Form HR-502 (Personal
directed to your HCC Payroll Department. Refer to the
Information Update Form) to the HR Employee
Payroll Department web page at http://www.hccs.edu/system/
Records Department by 1/12/07. This form is located
Human_Resources/payroll.html for contact information. For
on the HCC webpage. Click on Employees – Human
questions regarding Form HR-502 (Personal Information
Resources – HR Forms - Employee Action – then
Update Form), contact the HR Employee Records
Department. See related article for more information.
Using the New HR Personal (and Work) Information Update Form
Employees who need to change information such as home or mailing address, home/work/cell phone number or work
mail code should complete a Personal (and Work) Information Update Form, found at http://www.hccs.edu/system/
If you need to change your name or social security number, you must present a copy of your social security card with the
new information and the signed update form in person to the HR Employee Records Department.
For more information, please contact the HR Employee Records Department. For contact information, refer to the
Employee Records web page at http://www.hccs.edu/system/Human_Resources/employ_records.html.
Providing “up front” information to all HCC employees
The Performance Excellence Process (PEP) is being automated so that evaluations will be completed online. Two
project teams are working concurrently: one project will update the PeopleSoft HR Core Tables and the other will
implement the PeopleSoft ePerformance Module. Automation requires a clear “reports to” relationship between
the correct employee, supervisor, and department code. Therefore, every employee-supervisor relationship is being
checked for accuracy. It is imperative that any proposed changes in reporting relationships are communicated to
the HR department so data is kept accurate.
With the number of organizational changes happening at the college, automating PEP is a huge job! Training will
be provided on the automated system. Watch for further details in upcoming issues of Frontline, HR Alerts and
PEP training for supervisors and employees is complete. At press time attendance numbers were as follows:
PEP II for Supervisors 19 sessions 315 attendees
PEP for Employees: Understanding Your Role 25 sessions 285 attendees
In addition to sessions listed above, ten “drop-in” PEPtorial sessions took place at the colleges, offering one-on-
one assistance to supervisors.
If you haven’t checked out the PEP website at http://www.hccs.edu/system/Human_Resources/pep.html, please do
so today. Information, schedules and documents are being posted as quickly as possible to help supervisors and
employees develop necessary skills to become comfortable with the new performance tools and processes.
Visiting Human Resources Vacation Carryover Reminder –
In order to maintain a safe, secure and confidential Use by 2/28/07
work environment in Human Resources and Payroll, Remember that any Vacation Carryover from Fiscal Year
effective immediately, all visitors and guests to HR 2005-2006 must be used by February 28, 2007. Unused
and Payroll will need to sign in at the front desk. Vacation Carryover will be forfeited after that date.
Guests will then be escorted from the reception area Request the use of any Vacation Carryover before
to the area being visited. The front desk receptionist requesting current year vacation.
will not be able to “buzz in” unescorted visitors or
guests. Thank you in advance for your cooperation. You should also monitor your pay advices and communi-
cate with your supervisor if you note any vacation
reporting inconsistent with your vacation requests.
Q Iboard pay raises. How will salary adjustments nowacross-the- Q Will part-timepart-time employees will using PEP? using
have heard that with PEP there will be no more
be granted? In the future,
employees be evaluated
Now that the Board of Trustees has adopted a pay-for- PEP, but not in this first year. The PEP principles of planning,
performance system, it is anticipated that there will no longer setting expectations, coaching and feedback are applicable to
be across-the board pay adjustments. However, the Board of managing the performance of all HCC employees, regardless
Trustees controls these decisions. While it is anticipated that of employment status.
individuals with overall ratings of “professional performance”
or “exemplary” will be eligible for salary increases, no
performance increases are ever guaranteed.
Q What if my and turn it does not complete my year-endI be
in to HR by the due date? Will
considered for a salary adjustment?
Even though funding for performance awards is uncertain, a Due to the link between PEP and the HCC pay-for-performance
supervisor directly affects an employee’s eligibility for a pay salary philosophy, it is critical that all supervisory personnel
adjustment through the rating that he/she assigns in the final complete evaluations by due dates, so that salary adjustments
performance evaluation, the culmination of the performance can be computed and implemented on time. Employees and
management cycle. supervisors must work together to honor these dates.
Providing “up front” information to all HCC employees
BULLETIN BOARD January/February
Courses offered through the Employee Learning and Organizational Development (ELOD) office
New Employee Orientation PeopleSoft Training Schedule
3100 Main, 3rd Floor, HR Training Room 3A11. Orientation PeopleSoft 101: Basics of Finance
begins at 8 a.m. each day. 1/23 Tuesday, 9:00 am-12:30 pm
January 2 & 3, 2007 Tuesday & Wednesday 2/8 Thursday, 1:00 pm-4:30 pm
January 16 & 17, 2007 Tuesday & Wednesday
PeopleSoft 101: Basics of Student Administration
February 1 & 2, 2007 Thursday & Friday
1/11 Thursday, 1:00 pm – 4:30 pm
February 20 & 21, 2007 Tuesday & Wednesday
2/27 Tuesday, 9:00 am – 12:30 pm
College Leadership Program All PeopleSoft training is held in Room Bd12 at the
System Administration Building, 3100 Main.
CaLENdar Online registration for courses in the College Leadership
CLP Classes are open to supervisors, department chairs and Program (CLP), the College Office Professionals Program (COPP),
CLP participants. and PeopleSoft can be found on the ELOD webpage under
January 11, Authentic Leadership, Part I Programs at:
Thursday, 9:00 am – 11:00 am, NE Northline http://www.hccs.edu/System/Human_Resources/elod_programs.html
January 25 & 26, Mastering Performance Reviews (Core)
Thurs-Fri, 9:00 am – 3:30 pm, 3100 Main, Room 3A11 News
January 31, Authentic Leadership, Part II
Wednesday, 9:00 am – 11:00 am, CEN Willie Lee Gay
February 6, Telling Isn’t Teaching:
How to Conduct Effective On-the-Job Training Welcome New Hires
Tuesday, 1:00 pm – 4:00 pm, CEN SJAC Laurie Bolton Kim Ingram Michael Mitchell
February 8, Social Understanding in the Workplace Michelle Brockway Oscar Issaachsen Pamela Morin
Thursday, 1:00 pm – 4:00 pm, SW West Loop Rose Gardner Brandon Logan Hong Nguyen
February 14, Managing the diverse Workforce Karon Guillory Betty Martinez Candelario
Wednesday, 9:00 am – 12:00 pm, NW Town & Country Lesley Holland Magda McCarthy Ramirez
February 22, Employee Motivation and Recognition
Thursday, 1:00 pm – 3:00 pm, 3100 Main, Room 3A11 Congratulations to Recent
February 27, Leadership Styles
Tuesday, 1:00 pm – 4:00 pm, SE Eastside COPP Graduates
College Office Professionals The College Office Professionals Program is delighted to
announce its latest program graduates: Lila Lynn Garza
PrOgram and Stephanie Macias. Congratulations, graduates, on your
COPP courses are open to all HCC employees, both full and successful completion of the classroom and on-the-job
part-time. components of COPP! Special thanks go to our graduates’
January 2007 supervisors for supporting professional development and
No Classes granting time away from the job to attend classes. We
February 1, Effective Communication also recognize COPP mentors for sharing their expertise
Thursday, 9:00 am – 12:00 pm, SW West Loop and providing support and encouragement. Ms. Garza is
February 27, COPP Overview already serving as a COPP mentor.
Tuesday, 9:00 am – 11:00 am, 3100 Main, Room 3A11
FROM THE The FRONTLINE is published by the Human Resources/Employee Learning & Organizational Development (ELOD) Office.
Director: Connie Stone Co-Editors: Jan Heidke & Evelyn McClain Graphics: Jan Zollars Distribution: Stephanie Macias.
FRONTLINE Staff Comments, suggestions can be sent to: HR/ELOD, 3100 Main, #3C12-A, Houston, Texas, Mail Code: 1175,
(713) 718-8614, (713) 718-8621 fax, e-mail address: ELOD@hccs.edu.
FRONTLINE is available on the web at:
HCCS does not discriminate on the basis of race, color, religion, national origin, sex, age or disability.
The information in FRONTLINE will be made available in large print, taped or computer-based format upon request.