Supervisory Enumerator Workshop Louisville, Kentucky November 1-3. You can always contact us by ing

Transcription

1 Supervisory Enumerator Workshop Louisville, Kentucky November 1-3 You can always contact us by ing

2 NASDA Organizational Chart CEO Director, Trade Shows NASS Program Director Director Public Policy Director, Finance Coordinator, Member Services Director, Meetings & Events, & Special Assistant to the CEO Senior Policy & Science Advisor Associate Director, Public Policy Director, HR Manager, Public Policy Public Policy Counsel Administrative Coordinator Director, Communications

3 NASDA Supervisor I-9 Verification Approval Process Video Tutorial 9:24

4 NASDA Hiring Process Overview Applicant Fills out NAS-001 Form Supervisor verifies forms of ID for the I-9, submits NAS-001 to BAT BAT conducts a background check on applicant BAT notifies Supervisor applicant passed background & MVR check BAT initiates the New Hire Onboarding Wizard in isolved New Hire fills out onboarding docs online using isolved BAT completes New Hire Wizard NASDA Supervisor acknowledges viewing forms of ID for the I-9 in isolved

5 Viewing Two Forms of Identification STEP 1: Review required forms of ID to verify to confirm the individual is a US Citizen or is allowed to work within the US. You will review the forms of ID when the applicant is filling out the NAS- 001 (NASDA Enumerator Application) Make sure to copy down the Type of Document, Issuing Authority, Document Number, and Expiration Date (if any). You will have to enter this information into isolved in STEP 6.

6 Lists of Acceptable Documents

7 Notification STEP 2: An (sample below) will be sent to your account notifying you to log onto your isolved account to acknowledge and select the forms of ID you need to review for the new hire s I-9 information. After you have receive the log into your isolved account

8 STEP 3 Log Into isolved Log into your isolved account select Supervisor View

9 Accessing I-9 Verification Screen STEP 4: Under the EMPLOYEE MANAGEMENT tab, click EMPLOYEE MAINTENANCE > EMPLOYER 1-9 VERIFCIATON tab. STEP 5: Select the new hire you would like to verify I-9 information for under Employee List.

10 STEP 6: Employer I-9 Verification Click EDIT to begin. Next, Select the type of documents you were shown by the applicant when they filled out their NAS-001 Enumerator Application. Using the drop down menu select from List A OR List B AND List C. Fill in the information for the Issuing Authority, Document Number, and Expiration Date (if any).

11 I-9 Verification Completed Congratulations! You have successfully completed verifying your new hire s I-9 information. A video tutorial has also been provided as an additional resource. The video can be found in two locations: NASDA NASS website under Personnel Resources>Handbooks NASDA NASS YouTube Channel Video Tutorial

12 STEP 7: Certification Under Certification, type your name in the box that says Signature of Employer or Authorized Representative. Change the Employer s Business or Organization Name to NASDA. Next, click the blue VERIFY button.

13 NASDA New Hire Background and Motor Vehicle Record Check Signing a Consent Form by Instructions

14 GoodHire.com Consent Form 1. An will be sent to your inbox from Goodhire.com. The subject of the is Your Consent is Needed for a Background Check. Click on the to continue. 2. Click the green button Give Consent

15 Get Started 3. Once you click Give Consent, a browser will pop up with a page that says Get Started. 4. Click the green button that says Get Started.

16 Verify Your Identity 5. After you have selected the Get Started button, a screen to verify your identity will appear. 6. Enter the information that Goodhire.com prompts you to fill out. 7. Next select the button VERIFY IDENTITY

17 Give Your Consent For The Background Check 8. Read the disclosure statement regarding the background check. 9. Next, you will need to sign the consent form electronically. There are two ways to sign the form: 1) Type Signature 2) Draw Signature 10. After signing the consent form, select the I Agree button. The consent form process is now complete.

18 NASDA s New Hire Onboarding Wizard (Applicants View) Video Tutorial 33:35

19 Welcome to NASDA! Congratulations! You are well on your way to becoming a NASDA employee. The next step is to complete the New Hire Onboarding Wizard. The following instructions will help guide you through the process to complete the NASDA onboarding forms. Should you have any issues please contact your NASDA Supervisor. A video tutorial is also available to walk you through each form step-by-step. Please click or type the link below into your web browser to view the video. Another option is to copy and paste the link into your web browser. 19

20 New Hire Welcome STEP 1: An has been sent to your account with a link to fill out NASDA onboarding information. A sample of the has been provided below. If you need to finish the process later, you can return to the onboarding process anytime by entering your username and password that you created when you first clicked on the New Hire link. Instructions to return to the onboarding forms are at the bottom of the original . 20

21 New User Account Setup STEP 2: After clicking the New Hire link, a page to setup your account to access your onboarding documents will appear. Make sure to follow the password guidelines located under New Password to meet the password criteria. Once you have entered a password, challenge question and a mobile number, click CONTINUE. 21

22 New Hire Onboarding Dashboard STEP 3: Review NASDA policies and forms on the right hand side of the dashboard 22

23 Review and Acknowledge Documents STEP 3a: Click the blue arrow icon to view each policy. After the document has been reviewed, click the I acknowledge that I have read and understood this document box. A check mark will appear in the box. STEP 3b: Once the box has been checked you will click Sign Acknowledgement. 23

24 STEP 3c: Once the Sign Acknowledgement button has been clicked a message will pop up asking you to verify again that you wish to sign this signature. Click OK to sign and acknowledge. This message will appear twice. Please click OK each time it asks you. STEP 4: After clicking OK, a green check mark will appear with a message below indicating you have successfully acknowledged and reviewed the NASDA Policy. Repeat STEP 3 to acknowledge all NASDA Policy forms. 24

25 Starting the New Hire Onboarding Wizard STEP 5: After you have read and acknowledged NASDA policy documents, click NEXT to begin the New Hire Onboarding Wizard 25

26 Employee Data STEP 6: Enter the required information for each line of the forms. Anything with an* indicates a required field that must be filled in. Anytime during the process, you can click the Previous button to go back to a previous screen. STEP: 7 Once all the requested lines of information have been entered, click NEXT to move to the next form. 26

27 EEO & Veteran STEP 8: Use the drop down menus and check boxes to fill out any EEO & Veteran information that may apply to you. STEP 9: Click NEXT to move to the next form. 27

28 I-9 Information STEP 10: Use the drop down menu next to I attest under penalty or perjury, that I am. to select your citizenship status. STEP 11: Sign the I-9, by typing your First, Middle Initial, and Last Name. Once you have typed your name correctly, enter the date next to your typed name. STEP 12: Click NEXT to continue to the next form. 28

29 Tax Information Your work location determines the state and local tax forms that need to be completed. STEP 13: Click START to begin filling out Federal and State tax forms. Follow the prompts for calculation worksheets and other resources for help. STEP 14: Once the W4 and state tax forms have been completed click NEXT to continue to the next section 29

30 STEP 15: To add an Employee Contact click Add New. Enter the requested information and use the drop down menus to make required selections. Click Save To add another Employee Contact, repeat the process. Contacts can be edited by selecting the contact below Employee Contacts and clicking the Edit button Contacts can be deleted by selecting the contact below Employee Contacts and clicking the Delete button STEP 16: Click Next to move to the next form. Employee Contacts 30

31 Prior Employment STEP 17: Click Add New to add Prior Employment Fill in the requested information Click Save once the information has been completed. To add another prior employment record click Add New. When all information has been entered, click NEXT. 31

32 Certifications STEP 18: Click Add New to add a Certification. NASDA Field Enumerators should enter driver's license information here. Office Enumerators may go to STEP 19. Use the drop down menu next to Certification to select Driver s License #. Enter the state that issued your driver s license as the Authority. Enter the date the license was issued as the Effective Date. Enter your driver s license # as the ID Number. Enter the Expiration Date of your license. Click SAVE when you have filled in the Certification, Authority, Effective Date, ID Number, and Expiration Date. You can ignore the EE Reimbursement Info portion of the screen. Click NEXT to move to the next form. 32

33 Education STEP 19: Click Add New to add Education information. Fill in the requested information Click Save once the information has been filled out. To add another education record click Add New. Click Next when all Education information has been entered. 33

34 Direct Deposit STEP 20: NASDA strongly recommends that all employees enroll in direct deposit. To add your direct deposit account(s), click + Add New. You will have the option to add multiple direct deposit accounts. 34

35 STEP 20a: Select Active as the status. Direct Deposit 35

36 Direct Deposit STEP 20b: Use the drop down menu to select the Account Type for your direct deposit. The options are Checking, Pay Card (Savings), Pay Card (Checking), Savings. 36

37 Direct Deposit STEP 20c: Use the drop down menu to select the Sequence. If you are only entering one account, you will select Remaining Net. You must always have Remaining Net selected for one of the accounts entered. The portion of your paycheck not assigned to another sequence (as directed below) will be deposited into the account assigned as Remaining Net. Move to STEP 20d to complete the process for adding the account. If you would like your paycheck to be split between multiple accounts, select Sequence 1 for the second account you would like to add. When selecting a Sequence other than Remaining Net, you must enter an amount or percentage to be sent to that account for each pay period you are paid. The system will only let you submit a percentage or amount not both. To enter more accounts, continue selecting Sequence #s. Definitions of Sequences: 1 (2,3 etc) Sends a specific amount or percentage to a direct deposit account. This option is used if you are setting up more than one direct deposit account. Remaining Net Sends all or remaining funds to a direct deposit account. Must be used for one account. 37

38 Direct Deposit STEP 20d: Enter the Routing and Account Number associated with your direct deposit. Double check that the information you entered is correct. Incorrect information will cause a delay in receiving your paycheck. Routing numbers are always 9-digits long. STEP 20e: Click SAVE when you have completed entering the required direct deposit information for the account. To add another direct deposit account repeat STEP 20. If you have completed adding your direct deposit information, click NEXT. 38

39 Confirmation Statement STEP 21: Review all of the information you have entered for each onboarding form by scrolling down the Confirmation Statement page. If any changes are needed, use the Previous button to return to a specific section of the New Hire Onboarding Wizard to make edits to any information entered. STEP 22: Once you have reviewed the information and everything is correct, click Submit. If you need to save and return later, click Save and Submit Later. STEP 23: After the forms have been submitted, an will be sent to your account for you to activate your official NASDA Employee isolved Account. Please activate your account within 72 hours or the link will expire. If the link expires, please your NASDA Supervisor for a new one. 39

40 Additional NASDA Onboarding Instructions and Tutorials There are other tutorial videos that are available to help with your onboarding process. These videos can be found on our YouTube Channel, NASDA NASS or click the links below to view each video. They also can be found at under Personnel Resources>Handbooks isolved Activation Account Tutorial isolved Time Training 40

41 NASDA Performance Review (How to Evaluate NASDA Employees) Video Tutorial 6:11

42 NASDA Performance Review (Manager and Supervisor Instructions) Video Tutorial 16:53

43 NASDA Performance Review Metrics NASDA Supervisor Performance Metric Indicators NASDA Office Enumerator Performance Metric Indicators Field Enumerator Performance Metric Indicators NASDA Coach Performance Metric Indicators

44 Welcome to NASDA s New Performance Review System! NASDA is very excited to implement an online tool to manage all performance reviews through isolved. There are couple of upgrades we have made to the old evaluation process. New Metric Rating 1) Unsatisfactory 2) Needs Improvement 3) Effective 4) Highly Effective 5) Exceptional Additional Categories 1) Job knowledge 2) Quality of Work 3) Accountability 4) Motivation 5) Teamwork 6) Communication Please visit the NASDA NASS website Personnel Resources > Handbooks to view a list of training materials Videos 1) NASDA Performance Review (Manager and Supervisor Tutorial) 2) NASDA Enumerator Acknowledging and Signing Performance Evaluation Tutorial 3) How to Evaluate NASDA Employees Tutorial Written Instructions 1) NASDA Performance Review (Manager and Supervisor Instructions) 2) NASDA Enumerator Acknowledging and Signing Performance Evaluation Instructions 3) NASDA Metric Rating Handout 44

45 Step 1: Log into isolved and switch to Manager or Supervisor View

46 Step 2: Under EMPLOYEE MANAGEMENT, select Performance Reviews

47 Step 3: Initiate a Review There are two options to initiate a review: 1) Add Review This option is used to schedule and complete a review right away. Managers and Supervisors should use this option if they did not schedule the review prior to the review date. (We will review this process first) OR 2) Schedule Review This option allows the Manager or Supervisor to schedule a review ahead of time and complete at a later date.

48 Add Review: Step 4 Under Performance Reviews, select Add Review. This will bring up an employee list. Select an employee to begin the review.

49 Add Review: Step 5 Enter the Review Date If desired, enter the Next Review Date, Period Start Date, and Period End Date (optional) Select the Review Type (Annual or Survey Review) Select Review (Field Enumerator, Field Supervisor, Office Enumerator, Office Supervisor, or Coach) Click NEXT when all required fields have been entered or selected.

50 Add Review: Step 6 You can now begin completing each question in the evaluation. Some questions require only a typed answer in the Comments section. To move from one question to the next, click NEXT To move to a previous question, click Previous

51 Add Review: Step 7 For questions requiring a rating, use the drop menu to select the appropriate RATING Add Comments in the comment box to support any rating you give an Enumerator or Supervisor Click NEXT to move to the next question

52 Add Review: Step 8 After all questions have been answered, finalize the review by clicking the Mark as Complete button. You can also click View which will give you a PDF version of the performance evaluation. After the Mark as Complete button has been clicked, an alerting the Enumerator to sign and acknowledge the evaluation will be sent.

53 Schedule Review: Step 1 Under Performance Review, select Schedule Review. This will bring up a list of employees. Select an employee under Employee List to schedule a review.

54 Schedule Review: Step 2 Enter the Review Date Enter the Next Review Date If desired, enter the Period Start Date, and Period End Date (optional) Select the Review Type (Annual or Survey Review) Select Review (Field Enumerator, Field Supervisor, Office Enumerator, Office Supervisor, or Coach) Click SAVE when all required fields have been entered or selected.

55 Schedule Review: Step 3 Under EMPLOYEE SELF SERVICE select the Performance Review History tab Select the specific review for the employee that was scheduled, click START to complete an evaluation. Click View to view an evaluation. After you have clicked START, click NEXT

56 Schedule Review: Step 4 You can now begin completing each question in the evaluation. Some questions require only a typed answer in the Comments section. To move from one question to the next, click NEXT To move to a previous question click, Previous

57 Schedule Review: Step 5 For questions requiring a rating, use the drop menu to select the appropriate RATING Add Comments in the comment box to support any rating you give an Enumerator or Supervisor Click NEXT to move to the next question

58 Schedule Review: Step 6 After all questions have been answered, finalize the review by clicking the Mark as Complete button. You can also click View which will give you a PDF version of the performance evaluation. After the Mark as Complete button has been clicked, an alerting the Enumerator to sign and acknowledge the evaluation will be sent.

59 Performance Review Reports Performance Reviews Completed (Date Range) Displays employees that have completed performance reviews. Performance Review Next Scheduled (Date Range) Displays employees with upcoming reviews Performance Reviews Scheduled (Date Range) Displays employees that have performance reviews schedule Performance Review Past Due (Date Range) Displays employees who have scheduled performance reviews that are past due To access the reports REPORTING>Date Range Reports

60 NASDA Performance Review (NASDA Enumerator Acknowledging and Signing Performance Evaluation Instructions) Video Tutorial 7:54

61 Welcome to NASDA s New Performance Review System! NASDA is very excited to implement an online tool to manage all performance evaluations through isolved. There are couple of upgrades we have made to the old evaluation process. New Metric Rating 1) Unsatisfactory 2) Needs Improvement 3) Effective 4) Highly Effective 5) Exceptional Addition of new categories 1) Job knowledge 2) Quality of Work 3) Accountability 4) Motivation 5) Teamwork 6) Communication Please visit the NASDA NASS website Personnel Resources > Handbooks to view a list of training materials Videos 1) NASDA Enumerator Acknowledging and Signing Performance Evaluation Tutorial 2) How to Evaluate NASDA Employees Tutorial Written Instructions 1) NASDA Enumerator Acknowledging and Signing Performance Evaluation Instructions 2) NASDA Metric Rating Handout 61

62 Step 1: Check Once your Supervisor or NASDA Coordinator has completed your Performance Evaluation, you will receive an to Acknowledge/Sign the form.

63 Step 2: Log into isolved

64 Step 3 1. Under the EMPLOYEE SELF SERVICE tab, click on Pending Reviews 2. Select the performance review with the status Pending Acknowledgement 3. Click NEXT to begin reviewing the performance review

65 Step 4 You can click Previous to move to a previous question or Next to move to the next question to review your evaluation.

66 Step 5 Once you have reached the last question, select the circle next to Agree or Disagree. You may make comments in the comment box. To see a printed version of your performance evaluation, you can click the View button. It will produce a PDF version of the form. Click SAVE to complete the process and acknowledge your review

67 Congratulations! You have successfully acknowledged/signed your Performance Evaluation. Should you have any questions regarding your evaluation please contact your NASDA Supervisor.

68 Manger/Supervisor Reports

69 Reporting Tabs Client Reports All reports available are listed in this tab. The report category allows reports to be filtered based on what information is needed. The search bar to search key words can also be used. The search bar is located under your user name in the left hand corner of the screen. My Reports Same as client reports. Due to the permissions for managers and supervisors, access to both is available. My Reports Queue Where all downloaded reports can be found. It stores downloaded reports for 72 hours. Date Range Reports Tab has been removed. All date range reports for Managers/Supervisors has been moved to Client Reports tab.

70 Reporting Headers Output Name Lists the report by name Report Type By Payroll Run (These reports you run after payroll has been processed) Date Range (These reports you can run between specific dates) Report Writer (These reports were created specifically for NASDA)

71 Reporting Tips Most reports can run in excel. CAPI ipads do not allow any reports to be downloaded in excel. You do not have to select a pay group for any Report Writer report. Remember reports are built to only give you information for employees you have access to. If there is a specific report you need help on how to run, please NASDANASS@gmail.com

72 NASDA Supervisor Reports Quick Guide