Manager's Toolkit
The Manager’s Toolkit is designed to help managers and supervisors accomplish many of their Human Resources related tasks more efficiently. If you have questions regarding the information provided in this Toolkit, or if you need additional guidance, please contact your HR Department Representative. We are here for you!
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.
- 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.
- 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.
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.
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.
- HigherEdJobs & Chronicle of Higher Ed Posting Request Form- This form is to be used if the hiring department is requesting to post to HigherEdJobs or The Chronicle of Higher Education only.
- External Job Posting Request Form- This form is to be used if the hiring department is requesting to post to any other external job board.
EPAFS
General Information and Tools
- Intro to SSB9 ePAFs - Originator & Approver Training
- Intro to ePAF System (video)
- Conversion and Reappointment ePAF Training
- 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
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
Pooled Position Conversion Reappointments
- Reappt - Sem Based, Conversion to Hourly Course Assistant
- Reappt - Sem Based, Conversion Research Assistants
- Reappt - Sem Based, Conversion Teaching Assistants
- Reappt - Sem Based, Conversion PT Instructors
- Reappt - Sem Based, Conversion Adjunct Professor
- Reappt - Sem Based, Conversion Fee Based Instructors
- Reappt - Sem Based, Conversion Comm. Teachers
- Reappt - Conversion Admin Fellow
- Reappt - Conversion Interim Employee
- Reappt - Conversion Interim Student
Auto - Generating Reappointment Letters
- Auto - Generate Reappointment Letters for PT Instructors
- Auto - Generate Reappointment Letters for Adjuncts
- Auto - Generate Reappointment Letters for Community Teachers
- Auto - Generate Reappointment Letters for RA/TA
- Auto - Generate Reappointment Letters for Course Assistants
- Auto - Generate Reappointment Letters for Admin Fellows
- Auto - Generate Reappointment Letters for Federal Work Study
- Auto - Generate Reappointment Letters for Interim employees
- Required Inputs for Reappointment Letters
- Viewing Reappointment Letters in BDM
Paper PAFs
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
- 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
Creating and Sending an Offer Letter
Professional Staff & Union:
Full Time Instructors and Lecturers:
Part Time Instructional:
Students:
Interim Employees & OTP
Post-Offer Steps
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) – 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 and Sending an Offer Letter
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.
New HR Model & Hiring Process Enhancements
Pay Transparency Guidance
Download the PDF user guide above, or view a tutorial video here.