Staff Essentials - braingamecenternu/bgcwiki GitHub Wiki

Accessing Software at Northeastern

As a Northeastern employee, you have free access to a variety of software. Follow the instructions below to obtain the software you need:

Note: Additional software tools are available through Northeastern here !

Early Holiday Release

Northeastern University generally announces early dismissal for staff on the day before a holiday, contingent upon supervisor approval.Our policy is that staff can be released if there is no participants, urgent tasks, or important meetings. Participants should not be re-scheduled in order to leave early.

HR Support

Northeastern’s HR department uses a ticketing system to manage employment-related questions and issues. Employees can submit a request through the HR Service Portal at service.northeastern.edu/hr?id=contact_us_hr.

IT Support

Northeastern’s IT department uses a ticketing system to manage technology-related questions and issues. Employees can submit a support request through the IT Service Portal at service.northeastern.edu/tech.

Meetings

The lab is large and includes members who are not based in Boston, so most of our meetings are hybrid. Creating Zoom meetings and sharing them via Outlook is important to make sure everyone has access to join and contribute. The directions below will help you learn how to create and invite others to Zoom meetings:

On Zoom:

  1. Open the Zoom app and select Schedule
  2. Edit your meeting details
    • Name your meeting
    • Enter in time(s)
  3. Edit your meeting’s Settings
    • Uncheck Passcode
    • Uncheck Waiting Room (unless needed)
    • Uncheck Only authenticate users can join
  4. Click Save once ready
  5. Copy the meeting’s invite link.

On Outlook Calendar:

  1. Click New Event
  2. Edit your event’s details
    • Name the meeting
    • Enter in time(s)
    • Add all attendees
    • If the meeting is Hybrid, indicate where in-person attendees will meet
  3. In the description box, paste in the Zoom link and Meeting agenda like done below:
  4. Click Send.

Performance Review Cycles

Northeastern University has implemented a comprehensive performance and development process designed to provide employees with constructive feedback on their job performance. This process begins with goal setting, includes a mid-year evaluation, and culminates in an end-of-cycle review.The performance and development process can also assist employees and managers in setting goals, defining job expectations, and improving and enhancing performance. This policy applies to all staff employees in administrative/professional, office support and technical positions. For more details on Northeastern’s Performance and Development Policy for Staff Employees, please click here

Goal Setting at the BGC

The performance review cycle begins each summer. For specific dates pertaining to your year, please refer to this link. During the goal-setting phase, you’ll be asked to identify three to four goals that are relevant to your role within the center for the upcoming year. Ideally, these should include three project-specific goals and one goal focused on your career development, each with clear deadlines. Goals are then to be submitted to Audrey for collaborative review and feedback with Aaron and Susanne.

Once your goals are approved, you will submit your goals and deadlines expected within your Workday account. Your goals will then be further discussed at a scheduled meeting which will include you, Audrey, Aaron, and Susanne

Writing Goals

Goals will vary based on your role within the center, but they should adhere to the following guidelines (SMART goals):

  • Specific: The goal should clearly state what you want to achieve.
  • Measurable: You should be able to verify and measure whether you've achieved your goal. This can involve breaking your goal down into measurable parts.
  • Achievable: The goal should be challenging, but still achievable.
  • Relevant: The goal should be relevant.
  • Time-bound: The goal should have a time limit.

Here are some questions to guide your goal-setting:

  • What operations, systems, or structures could be developed or improved within the lab?
  • Consider your aspirations for your work experience at the Brain Game Center over the next 2-5 years. How will these goals help you reach those aspirations?

Examples of Goals

Here are some examples of how goals should be written:

Goal Discussion with Supervisors

The meeting will last approximately 30 minutes and will focus on refining and strategizing your approaches to achieving your goals for the upcoming year. To make the most out of the meeting, have a good understanding of the goals you chose and be prepared to elaborate on your goals for the year. Reflect on your aspirations in your current position and how they relate to your goals; this will help your supervisors tailor opportunities that align with your development at the center.

Mid-Cycle Check in

The mid cycle evaluation will come around about 4-5 months after initially setting your goals. The process is intended to provide employees the opportunity to modify their goals if needed, discuss their current progress on goals set, update the status of their goals (complete, in-progress, etc.), and integrate supervisor feedback as they move forward in the cycle.

Goal Modification and Submission via Workday

After the employee is notified of their mid cycle evaluation, they will have the opportunity to modify or change their goal (with supervisor approval) prior to advancing in the evaluation process. Your goals will be accessible for review on the Workday home page under “Awaiting Your Action”. You should also be able to access through your notifications. If you do not wish to modify your goal, you can simply review and submit to advance in the process

Meet With Your Supervisors

After submitting your goals, your supervisor(s) will reach out to coordinate a time to review and discuss your goals’ current progress. The meeting will last approximately 30 minutes and will focus on discussing the progress you’ve made on your goals/ We recommend coming prepared with updates and the current status of your goals, questions you may have for your supervisor(s), and be ready to take notes on any feedback given by your supervisors to optimize time spent in the meeting.

Performance Evaluation

  • coming soon :)

Staff Merit Increases

Merit increases are intended to reward past performance while keeping pay levels competitive with market practices. ​Eligible part-time and full-time Faculty and Staff hired before April 1 are included in the annual review.

Merit increase amounts are based on several factors, including your performance and where your base salary falls in the salary range as well as the University's merit increase pool; erit increases typically fall within a salary 2-5% increase range.

The overall merit increase pool amount is based on market practices and must be approved annually by Senior Leadership. Merit increases typically become effective in early July. Employees on a leave of absence are to be planned for as part of the merit process.

For more information on Merit, visit the Northeastern knowledge base here. For a more detailed walkthrough of viewing your merit increase and current base salary, visit the knowledge base here.

Printing @ NU Boston

These are the instructions that staff can use to set up and manage printing services. For detailed steps and additional support, please refer to the official Northeastern College of Engineering's printing resources page: https://coe.northeastern.edu/computer/general-resources/printing/

Professional Development

We are committed to supporting the continuous growth and development of our staff. Whether you are looking to attend conferences, enroll in courses, pursue certifications, or engage in other professional development opportunities, we encourage you to take advantage of these resources. We believe that ongoing learning not only enhances your skills and knowledge but also contributes to the overall success of our team. Please feel free to explore available opportunities and reach out for support in making the most of your professional development journey.

How to Request Support

If you are interested in pursuing a professional development opportunity, start by discussing it with your relevant supervisor. For example, research technicians should talk to Audrey, while programmers should speak with Katherine. When making your request, be sure to explain why the opportunity would be beneficial for your role and professional growth. We’ll also need to know the associated costs and time commitment. This information is important as it allows us to advocate effectively on your behalf when seeking approval from PIs.

NU Resources

Tuition Support

All Northeastern staff members have the option to receive tuition assistance for any courses taken at the university. Refer to this page to learn more about tuition assistance that applies to you.

Workday Courses

Whether you are looking for courses to refine your current skill set or you are interested in learning something new, Workday’s learning center hosts a variety of courses that can be used for further development. To find these courses, open Workday and select the “Learn” app from your menu.

Time Off

There are many types of paid time off, each with their own policies. Refer to Northeastern’s Human Resource Knowledge Base and Policy on Paid Time Off for up-to-date information. Disclaimer: Any information provided below may not be accurate and up-to-date. Please confirm with HR for the most current policies.

Jury Duty

If you are called in for Jury Duty, any jury duty time that coincides with your work hours should be reported as a “Jury Duty” absence on Workday.

Compensation for Jury Duty

Each state has different laws for when the court begins to compensate jurors. California, for example, compensates jurors $15 a day starting from their second day of service, while in Massachusetts jurors are compensated $50 starting from their 4th day of service. Northeastern subtracts juror pay and pays employee the remainder for any days you attended jury duty (not including travel compensation).

Requesting Jury Duty Compensation

If you received jury service compensation from the court, Northeastern will compensate you with the remaining amount to meet your regular wage. To receive this money, you will need to mail a Record of Performance (or a similar document depending on your state) as well as the check you received from the court to the Boston Payroll team. Address your letter as shown below: Northeastern University Payroll 360 Huntington Ave, 216-110 Boston, MA 02115 Once your letter has been received, payroll may reach out to you regarding more information. If your check is not itemized, be prepared to provide information breaking down the amount of travel compensation and juror compensation on your check. Once this has been completed, you will receive your compensation in your paycheck.

Reimbursment Without NU Card

Many types of expenses can be reimbursed by Northeastern. Refer to Northeastern’s Human Resource Knowledge Base and Policy on Travel & Expense Reimbursement for up-to-date information. Disclaimer: Any information provided below may not be accurate and up-to-date. Please confirm with HR for the most current policies.

Full-Time Benefit Eligible Staff

Full-Time Benefit Eligible Staff and Faculty are required to submit reimbursement through Concur. If you have never used Concur, you are required to complete a Concur Training video before use.

Concur for Mileage Reimbursement

To submit a Mileage Reimbursement for using a personal vehicle, begin by clicking on the “Home” dropdown on Concur and selecting “Expenses”. Select “Create a New Report” and enter all relevant information. Once complete, click “Create Report”. Note: Check with your Supervisor to confirm which Banner Index you should select. Now, select “Add Expense”. For travel using your personal vehicle, select “Travel-Auto Mileage” as your expense type. In the map that appears on your screen, use the Address field to plot your trip. Then click “Add Mileage to Expense”. Fill in all fields with relevant information and select “Show Receipt” in the top-right corner of the screen and drag your receipt into the given field. Select “Save Expense” once complete. Repeat these steps for each expense and once completed select “Submit Report”. Note: Receipts are not required for expenses below $75, however, it is good practice to upload receipts whenever possible.

Part-Time Employees and Students

For Part-Time Employees or Students, all expenses must be tracked and reimbursed using the Expense Voucher Reimbursement Form. Any employees or students who have not been paid through Northeastern before must complete a W9 form along with their first reimbursement request. Itemized receipts are recommended for all purchases below $75, and are required for purchases of $75+. Once completed, your form should be sent to Audrey Carrillo ([email protected]) via email.

Resignation Process

We understand that career paths can lead in new directions, and we're excited to see what the future holds for you. If you’re planning to resign, we kindly ask for at least two weeks' notice, though more time is always appreciated. This allows us to plan ahead and ensure a smooth transition for both you and the lab as we coordinate filling your position if necessary. Thank you for being part of our journey, and we wish you all the best in yours. To submit your resignation, follow the instructions below:

  1. Once you have finalized your last working day, email your supervisor (CC Aaron and Susanne) your resignation notice using the template here: Letter of Resignation _Template.docx

Offboarding Process

Accessing Tax Forms

After resigning, you will be unable to access Workday to view your tax forms. Instead, you will have to retrieve them using your ADP account. Ensure this account has been created before your final day of work.

To begin creating your account, prepare the following information:

  1. Social Security Number
  2. Employee ID/Student ID
  3. Zip Code on your most recent pay stub
    • For foreign addresses, use the zip code 02115

Once this information has been prepared, create your account:

  1. Open https://my.adp.com
  2. Click Get Started
  3. Click I have a Registration Code
  4. Enter the Registration Code: NTU1-W2
  5. Enter your legal First Name and Last Name
  6. Choose: W2 Services from the dropdown
  7. Choose the relevant year from the dropdown
  8. Enter your Employee ID/Student ID which is your 9-digit NUID
  9. Enter the Company Code: TWH
  10. Enter the Zip Code from your most recent pay stub
  11. Enter your Social Security Number in the Employee's SSA field
  12. Follow the prompts, which include establishing a password and answering security questions

Once registered, return to the Login Page and login using your ADP username and password to access you W-2. The electronic W-2s will be available in Tax Statements upon arriving the home page.