[Particle-physics-affiliated] [Particle-physics-baes] JR100269 Postdoctoral Researcher – Particle Physics / Rare Decay group at TRIUMF -> offer

[Isabel Trigger]

Hi Oliver and Chloé,

This is really useful (and not at all intuitive!). There is a Part 2 to the question, which is: 

How can we see the letter that goes to post-docs when their contracts are extended or renewed, or their pay rate is changed?

We have quite a few people whose original employment pre-dates Workday, but who would like to be able to access a copy of their current employment conditions for tax or landlord-related reasons…

Following from the general principle of the example for hire letters, I go to an employee’s entry in Workday. 
I select “Job” (on the left) and then “Job History” (at the top).
I go to the line for the most recent “Data Change” (corresponding to an extension and pay increase).
I click on the most recent “Data Change: [person’s name]” link in the appropriate line of the “Process” column.
The Event Details tell me that the contract end date was changed. Because it is a CERN-based contractor position, they don’t tell me that the compensation was changed.
I click on the “Process” tab. One of the last steps is “Generate Document”, which looks promising. However, It appears that the Document consists of a letter that has the person’s full name and the date at the top, then says:
Dear [person’s first name, correctly rendered],
This letter is to confirm with you that TRIUMF would like to extend your current employment contract for an additional term, ending <grey box with nothing in it>.
Sincerely,
XXXX
xxxxxxxx

The X’s are verbatim, and the end date is an empty grey box. The other tab is “TRIUMF Extension Letter” and is just a list of text blocks and some layout, but there is no option to generate a letter.

So this is not entirely satisfactory from the point of view of producing a letter to say how long they are employed and what their salary is. Somebody with a post-doc paid from TRIUMF payroll should check if it works better in that case.

I also checked for a student, and in that case the letter was quite a bit better, as there were no empty boxes, and the text includes the end date, the position title, the supervisor name, the date the change is effective, the new monthly stipend rate, and a brief summary of terms, conditions and benefits, and the signature is from Mariana Faulin, not from XXXX. On the other hand, it is just the text of the letter - I can’t see a way to print out a signed copy on TRIUMF letterhead or see the “approved in lieu of signature” (though I can see from the Process that the letter was sent to the student and that the student reviewed the documents, so I assume that all worked).

I feel I am close, but not quite there.

Thanks!
Isabel
— 
Isabel Trigger
t 604.222.7651
itrigger at triumf.ca



> On Feb 10, 2023, at 10:42, Oliver Stelzer-Chilton <stelzer-chilton at triumf.ca> wrote:
> 
> FYI Following our discussion yesterday on seeing offer letters for postdocs, see correspondence that Chloé had with Dana.
> In short, Dana will see if supervisors can be cc’ed, but there is a way to see it in WorkDay if you know where to look.
>  From: Chloe Malbrunot <chloe.m at cern.ch>
> Date: Thursday, February 9, 2023 at 6:30 PM
> To: Oliver Stelzer-Chilton <stelzer-chilton at triumf.ca>, Katherine Pachal <katepachal at gmail.com>
> Subject: Fwd: JR100269 Postdoctoral Researcher – Particle Physics / Rare Decay group at TRIUMF -> offer
> FYI You can see it in Workday but it is hidden (like many other things…)
> Chloé
>   Begin forwarded message:
>  From: Dana Giasson <dana at triumf.ca>
> Subject: Re: JR100269 Postdoctoral Researcher – Particle Physics / Rare Decay group at TRIUMF -> offer
> Date: February 9, 2023 at 18:12:26 PST
> To: Chloe Malbrunot <cmalbrunot at triumf.ca>
>  Hi Chloe,
> The letter has been sent, and I have attached a copy for your records.
> To access it in Workday, you go to the job requisition, then select the candidate.
> Once on the candidate profile, you select “Offer” in the blue menu on the left.
> From there, the details are on the right side in the white section  - at the top are 3 menu items <image001.png>Select Attachments and you will see the offer in a section called Generated Documents.
>  It is currently not possible for me to cc hiring managers when the letter goes out, as it is sent through Workday. I will inquire to see if a function could be added to cc managers, or to send a notification out to managers when the letter is done.  Something I will look into.
>  Thanks,
> Dana
>   Dana Giasson (she/her)
> Manager, Talent Attraction and Student Programs
>   Office 604.222​.7565​ | Mobile 604.761.6540 | Email dana at triumf.ca
>  TRIUMF Canada's particle accelerator centre
> 4004 Wesbrook Mall, Vancouver BC, V6T 2A3 | Traditional, ancestral, and unceded territory of the Musqueam people
> www.triumf.ca @TRIUMFLab | Twitter | Facebook | Instagram
>  CONFIDENTIALITY NOTICE: This email, including any attachments, may contain information that is confidential and privileged. Any unauthorized disclosure, copying or use of this email is prohibited. If you are not the intended recipient, please notify us by reply email or telephone call and permanently delete this email and any copies immediately. Please consider the environment before printing this e-mail.
>    From: Chloe Malbrunot <cmalbrunot at triumf.ca>
> Date: Thursday, February 9, 2023 at 3:48 PM
> To: Dana Giasson <dana at triumf.ca>
> Cc: "mmckay at triumf.ca" <mmckay at triumf.ca>
> Subject: Re: JR100269 Postdoctoral Researcher – Particle Physics / Rare Decay group at TRIUMF -> offer
>  Hi Dana, 
>  On workday I can only see the salary compensation not all other details ( unless I am not looking at the correct place?).
> I also don’t see if the offer letter has been sent and thus cannot see if the postdoc has replied to it and accepted the offer either.
> There was a discussion at the particle physics department meeting today about this topic. There was a strong consensus amongst BAEs that the supervisors should be cc-ed when the offer letter is sent.
> Would it be possible to do that for Bishoy? Or has the letter been sent?
>  Thanks
> Regards
> Chloé
>   On Feb 3, 2023, at 16:53, Dana Giasson <dana at triumf.ca> wrote:
>  HI Chloe,
> It will all be in workday, but you can view it once it goes out by looking at your Job req and Bishoy’s candidate profile – there is a section for Offers.
> We are working on the wording for the relocation expenses, so hoping that we will have that ready for the offer to go out on Monday.
> Thanks,
> Dana
>   Dana Giasson (she/her)
> Manager, Talent Attraction and Student Programs
>   Office 604.222​.7565​ | Mobile 604.761.6540 | Email dana at triumf.ca
>  TRIUMF Canada's particle accelerator centre
> 4004 Wesbrook Mall, Vancouver BC, V6T 2A3 | Traditional, ancestral, and unceded territory of the Musqueam people
> www.triumf.ca @TRIUMFLab | Twitter | Facebook | Instagram
>  CONFIDENTIALITY NOTICE: This email, including any attachments, may contain information that is confidential and privileged. Any unauthorized disclosure, copying or use of this email is prohibited. If you are not the intended recipient, please notify us by reply email or telephone call and permanently delete this email and any copies immediately. Please consider the environment before printing this e-mail.
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