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Dive into the essential elements of HR in O&O, including recruiting, hiring processes, pay rates, job descriptions, and more. Learn about progressive counseling, onboarding, and leave management. Access helpful tools and guidelines.
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Agenda • HR Role in O&O • Recruiting & Hiring • Census • Pay – pay rates • Job Descriptions – Including seasonal • Hiring Process Guidelines • Recruiting Toolkit • Helpful Information • Review documents • Data Integrity (PAFs) • Progressive Counselling • HR Portal/Zendesk • Processing a New Hire • Onboarding Training
Job description overview *turn to page 14 in the Recruiting toolkit
Hiring Process Guideline*Turn to Page 10 in the recruiting toolkit
Referral Bonus Program • Eligibility: All regular full-time and part-time employees with at least three months of service. • Employees NOT eligible to receive the bonus include: • Supervisors or Managers involved in recruiting or hiring an employee who will report either directly or indirectly to them. • Human Resources (HR) staff • Policy: When a regular full-time or part-time employee recommends a qualified individual for a valid opening and the referral is hired as a regular full-time or regular part-time employee, a referral bonus will be awarded when the new hire successfully completes the first 90 days of employment. The referring employee must submit written notification of the referral with a copy of the individual’s resume. HR will review and confirm the referral. • If PANDORA hires a referred candidate, HR will notify the referring employee of the date of eligibility for the Employee Referral Bonus. Bonus Payments will be included on their next Pay checks and will be grossed up. (90 days from the referred candidate’s start date).
Internal Employment application *Saved on HR Portal*
On the job injury Sample Report *Saved on HR Portal*
PAF’s *Saved on HR Portal* Termination PAF & Job Change and Pay PAF
Who to contact HR Generalists • Melody Logan: MLogan@pandora.net • Kathryn Downey: KDowney@pandora.net • Steph Gottschling: SGottschling@pandora.net • Ashley Graham: AGraham@pandora.net • Brooke Pinzka: BPinzka@pandora.net HR Business Partner • Kris Callahan: KCallahan@pandora.net Leave of Absence, Benefits, Worker’s Comp • Caitlin Sless: CSless@pandora.net Payroll/Paycheck issues and questions • Payroll Portal/Zendesk Other important contacts • Loss Prevention - Garry Rhodes GRhodes@pandora.net 410-446-6851 • Ethics Hotline 855-405-6558 www.pandorahotline.ethicspoint.com
Progressive Counseling guidelines PURPOSE • PANDORA supports the use of progressive counseling to address conduct issues, such as poor work performance or misconduct, to encourage employees to become more productive and to adapt their behavior to company standards and expectations. The focus is on identifying the problem in accordance with but not limited to the policy guidelines. • Employment with PANDORA is “at will,” which means it either PANDORA or the employee may terminate the employment relationship at any time, for any reason. PROCEDURE • Progressive counseling involves the following steps that intended to impress upon the employee the urgency of meeting performance and/or personal conduct expectations, and correcting the problem. If coaching and retraining have failed to improve employee performance, counseling is used instead. Counseling is a formal approach to correcting behavior and improving performance. • Counseling provides the employee with an opportunity to be successful. • Employees are being given the opportunity to get back on the right track. Prior to counseling, though, all coaching, training, and feedback opportunities have been exhausted. • The approach is progressive in nature and provides an employee with a plan to correct the below standard performance. • Corrective action forms and any documentation related to the counseling becomes a permanent part of the Employee’s personnel file.
Progressive Counseling steps 1. Verbal Warning A verbal warning is often the first step in progressive counseling. This is the first step in correcting unacceptable behavior or policy violations. As soon as a manager recognize a potential problem is developing, a verbal conversation should take place. Use this action to address substandard performance even when it is a first offense. This step can be documented on the corrective action form, but it is not required. The employee should have an opportunity to explain the situation or actions. 2. Written Warning A written warning is the next step in progressive counseling. In certain situations, depending on the severity of the action or behavior, may lead directly to a written warning. The employee should have an opportunity to explain the situation or actions. As the name of this step implies, the employee is provided with a writing. The writing should convey the performance or behavior issue, the conduct required going forward, and the ramifications if the company’s expectations are not met. 3. Final Written Warning A final written warning is the last step in the progressive counseling process. In some circumstances depending on the severity of the action or behavior it may lead directly to a final written warning. The employee should have an opportunity to explain the situation or actions. A final written warning should be issued when one of the following applies: a) Employee engages in unacceptable conduct or performance for which prior corrective actions have been issued b) Employee engages in unacceptable conduct classified as a severe offense
Remember • Be respectful! But be direct. • Communicate to the associate their progress will be monitored and improvement within a reasonable timeline is expected • Include the timeline of your follow up conversation. • DOCUMENT all performance related conversations. • Live up to the timeline and have follow up conversations. • BE CONSISTANT with documentation and follow up.
Create a ticket • The SM will Access HR Portal via either link below • https://pandoraamericashelp.zendesk.com/hc/en-us • https://pandoraamericashr.zendesk.com/hc/en-us • Select the HR O&O option • On the Sign In page you will have access to the most up to date documents that are available for your ease of use. Select the following to access • HR Documents • New Hire Paperwork • To sign in – click Sign In
Options for users to Create a ticket • Once signed in Managers will be able to open a ticket based on the request needed • Prescreen Request • Submit a PAF • Change of Address • Direct Deposit • Set-up Full Time Employee Email • Deactivate Full Time Employee Email • Statutory Termination • Each ticket will require basic information to be filled in AND many times require attachments to complete the request
Attachment Requirements by ticket • Prescreen • Application (Page 5 includes availability) • Submit a PAF • PAF Excel file – filled in 100% with signature and date • Direct Deposit • Pandora Direct Deposit Form signed • Voided check or bank authorization • All Terminations • PAF Excel file – filled in 100% with signature and date • Resignation letter if available • Submit Paperwork – within 72 hours of employee start date • Copies of IDs for I9 • Employee Purchase Program signed sheet • Seasonal Offer Letter (if applicable) • Application (If not included in original ticket) • Interview Evaluation • State required forms (PA and California)
Details on other ticket requests • Setup Full Time Employee Email • Only required for internal promotes or if there was an error identified • Please note: an auto request email is generated in Ultipro for all new hires in Full Time roles • Deactivate Full Time Employee Email • Should be submitted after a Full Time employee with email resigns before their last day • Change of Address • Along with Direct Deposit • Being phased out as we are rolling out Self Service to all employees to access their own information and directly update all personal information
