Manager's Toolkit

The performance management process at Teachers College includes setting goals and clear expectations, providing meaningful feedback and ongoing coaching, self-assessment by the staff member, and performance discussions mid-year and year-end.

Regular and meaningful discussions between supervisors and employees throughout the year lead to stronger performance, better communication and engaged staff. 

• The first stage of the performance management process is setting clear, measurable and achievable goals. This stage should also include the formation of a personal professional development plan.
  • Performance Management: Setting Goals and Managing Performance (19:00)
  • Setting Team and Employee Goals Using SMART Methodology (2:05)
• The second stage of the process is the mid-year performance discussion to review progress toward goals, discuss any changes in priorities or support staff may need to achieve their goals.
  • Coaching and Developing Employees (1:03)
  • Providing performance feedback (2:40)
  • Managing Employee Performance Problems (1:09)
• The third stage is the year-end performance management discussion which is designed to provide clear feedback about the employee performance measured against the set goals.
  • Having a dialogue, not an evaluation (3:02)
  • How to optimally give performance appraisals (3:05)
  • Virtual Performance Reviews (46m 49s)
  • Managing High Performers (16m 26s)
  • How to handle poor performers (49m 35s)
  • Having Difficult Conversations - (1h 7m)

While it is important to follow the three stages of the process, an equally important part is to continuously check-in with staff and incorporate more informal, ongoing feedback conversations throughout the year. Regular and candid feedback can help create a culture where employees feel comfortable having an open dialog and seeking help and guidance.

Review the Performance Review Process section for additional information.

One Time Payments Guidance

Understanding the Investigative Consumer Report (Background Check) Process

Teachers College's recruitment tool can be found by heading to the TC Employee Portal. Under the Resources tab, click on Employee Resources Recruitment Dashboard . The materials on this page provide instructions to complete the recruitment process. Please call Human Resources at (212) 678-3175 for additional support.

Job Description Writing Guidelines

• The Position Description Guide is designed to provide support to hiring managers and supervisors when writing comprehensive job descriptions. Please utilize the job description template when writing job descriptions.

Job Description Template

• Job Description Template - This document provides a template form for creating job descriptions.

Interview Questions Guide

• The Interview Questions Guidelines are intended to aid the interviewer(s) in the interview process, and to avoid any legal issues that can, without intent, occur during the interview process.
• In preparation for interviewing candidates, it is important to have a good understanding of the qualities you are looking for in a successful candidate. Your aim should be to find a qualified person to fill the open position. The interview questions should be crafted in relation to the job description/duties.

Review New Employee I-9 Status

• Hiring managers can email hr@tc.columbia.edu to check the Form I-9 status of new hires.
• Learn more about TC's I-9 and E-verify process here.

Supervisor New Hire Checklists

• The Supervisor New Hire Checklist is aimed to offer supervisors a framework for effectively welcoming and integrating their new employee into TC and their role. 
• HR's Best Practice for Welcoming New Hires checklist outlines the tasks that a supervisor should undertake with their new employee to ensure they feel comfortable and prepared for their new role. 

External Job Postings

• The External Job Posting Guide discusses the process and guidelines to post positions externally.
• External Job Posting Request Form- This form is to be used if the hiring department is requesting to post to any external job board.

EPAFS

General Information and Tools

• Intro to SSB9 ePAFs - Originator & Approver Training
• Intro to ePAF System (video)
• Semester Reappointment ePAF Training.pdf
• Detailed Listing of ePAFs
• Position Guidance for Additional Compensation or Job
• Pooled Positions Crosswalk
• Determining a Position Number for a Supplemental Compensation for FT Employee
• Recurring Questions for Additional Compensation & Common System Errors

HOW TO:

 Additional Compensation or Job

• Additional Job or Compensation - Salaried
• Additional Job - Hourly
• Additional Job - Federal Work Study
• Additional Job - Salaried Student
• Reinstate Job or Compensation - Salaried

Adjustments to Active Jobs

• Salary Update / Promotion
• Hourly Rate Update / Promotion
• Salary Update – FT Faculty/FT Lecturer
• Labor Distribution Change
• Hourly Rate or Labor update - Interims and Admin Fellow
• Hourly Rate or Labor Update - Federal Work Study
• Timesheet/Leave Approver or Title Update
• Job Termination
• Job Termination for Transfer

Federal Work Study 

• Federal Work Study Transfer to Interim
• Reappt - Federal Work Study

Reappointments

• Reappt - Sem Based, Community Teacher
• Reappt - Sem Based, PT Instructional
• Reappt - Sem Based, RA/TA
• Reappt - Sem Based, Course Assistant
• Reappt - Summer A, FT Faculty
• Reappt - Summer B, FT Faculty
• Reappt - FT Faculty/FT Lecturer with Step Adjustment
• Reappt - Year Round (Salaried)
• Reappt - Year Round (Hourly)
• Reappt - Year Round, Doctoral Research Fellow

Auto - Generating Reappointment Letters

• Auto - Generate (Re)appointment Letters for PT Instructors
• Auto - Generate (Re)appointment Letters for Adjuncts
• Auto - Generate (Re)appointment Letters for Community Teachers
• Auto - Generate (Re)appointment Letters for Fee Based Instructors
• Auto - Generate (Re)appointment Letters for Faculty Summer A/B
• Auto - Generate (Re)appointment Letters for RA/TA
• Auto - Generate (Re)appointment Letters for Course Assistants
• Auto - Generate (Re)appointment Letters for Admin Fellows
• Auto - Generate (Re)appointment Letters for Federal Work Study
• Auto - Generate (Re)appointment Letters for Interim employees
• Required Inputs for Reappointment Letters
• Viewing Reappointment Letters in BDM

Paper PAFs

• Personnel Action Form (PAF) User Guide

General

• Recruitment Process Overview‌ – A high-level map that demonstrates the process from creating a job description to the completion of onboarding. 
• Hiring Manager Training for Recruitment System (video)

Hiring Manager Guides

• Pooled Positions Crosswalk with PD Number - Use this resource to determine the appropriate Job Description for creating requisitions with pooled positions.
• We have broken down the full recruitment training guide into quick reference guides for various parts of the recruitment process. Please see below:

Preparing a Requisition & Posting to the Careers Site

• • Using the Job Description Request Form - to request a new or changes to an existing job description 
  • Creating a Requisition - Non-Pooled Positions
    
  • Creating a Requisition - Pooled Positions
  • Correcting a Declined Requisition
  • Requisition - Field & Tab Definitions
  • Selecting the Right Approval Workflow
  • Adding Job Specific Questions to an Application Form
  • Generate Description for Job Posting
  • Posting a Job 
  • Sharing a Student Job

Reviewing Applicants

• • Reviewing Applicants
  • Search Committee Member - Reviewing Applicants
  • Search Committee Chairperson - Reviewing Responses
  • Sending Reference Check Requests (Faculty Recruitment Only)
  • Reviewing Reference Check Responses (Faculty Recruitment Only)
  • Applicants - Selecting a Reason for Non Selection

Creating and Sending an Offer Letter

Professional Staff & Union:

• • Making an Offer - Full Time Professional Employees (Exempt)
  • Making an Offer - Full Time Professional Employees (Non-Exempt)
  • Making an Offer - Hourly PT Professional (Permanent & Term)
  • Making an Offer - Temporary Professional
  • Making an Offer - Union Positions

Full Time Instructors and Lecturers:

• • Making an Offer - FT Instructors & Lecturers

Part Time Instructional:

• • Making an Offer - Adjunct Professors
  • Making an Offer - Fee Based Instructors
  • Making an Offer - Community Teachers & PT Instructors

Students:

• • Making an Offer - Admin Fellows & Course Assistants
  • Making an Offer - Federal Work Study
  • Making an Offer - Doctoral Research Fellow
  • Making an Offer - RA/TA & PT Prof Student
  • Making an Offer - Interim Student

Interim Employees & OTP

• • Making an Offer - Interim Employee
  • Making an Offer - One Time Payment

Post-Offer Steps

• • Correcting a Declined Offer
  • Reviewing New Hires
  • Managing Applications and Reasons for Non-Selection
  • Closing a Job

Requisition Approver Guides

• How to Approve a Job – This document provides a quick reference on how to approve a job description and a requisition.

Summer Recruitment

• Summer Appointment Processing - This document provides a quick reference on how to process New Hires and First Time Summer Appointments (on applicable pooled positions).

ADA Guides

• Quick Reference Recruitment Guide (ADA) – ADA-accessible quick-reference instructions on how to hire an employee.
• How to Approve a Job (ADA)How to Approve a Job (ADA)How to Approve a Job (ADA)How to Approve a Job (ADA)How to Approve a Job (ADA)How to Approve a Job (ADA)How to Approve a Job (ADA)How to Approve a Job (ADA)How to Approve a Job (ADA) – ADA-accessible quick reference on how to approve a job description and a requisition. 

Hiring Manager Guides

• Pooled Positions Crosswalk with PD Number - Use this resource to determine the appropriate Job Description for creating requisitions with pooled positions.

Preparing a Requisition & Posting to the Careers Site

• • Creating a Requisition - Pooled Positions
  • Correcting a Declined Requisition
  • Adding Job Specific Questions to an Application Form
  • Generate Description for Job Posting
  • Posting a Student Job
  • Sharing a Student Job
  • Correcting a Declined Offer
  • Closing a Job

Creating and Sending an Offer Letter

• • Making an Offer - Admin Fellows & Course Assistants
  • Making an Offer - Federal Work Study
  • Making an Offer - Doctoral Research Fellow
  • Making an Offer - RA/TA & PT Prof Student
  • Making an Offer - Interim Student

FAQ's

• We have compiled a list of Frequently Asked Questions (FAQs) to provide you with quick and informative answers. If you can't find what you're looking for, feel free to reach out to us for assistance. 

Interim vs. Student Interim:

• This guide will help understand of when to use the Student Interim employment classification vs. the regular Interim classification. 

Quick View

• A glance at the overall student hiring process.