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Managing Employees

Human Resources is committed to developing a staff workforce that maintains the high standards of Macalester College. Below please find a list of resources to assist you in successfully leading your staff.

Leave Reports

Managing staff absences is critical for every department, and part of that is managing leave reports.  Please see the overview below on how to enter leave taken on a leave report, as well as how to approve a leave report.  Use the following links for more detailed instructions.

Entering Leave

  1. Log in to 1600Grand and access the Employee Dashboard
  2. In the My Activities menu on the right, click on Enter Leave Report
  3. Select the date for which you need to enter leave, and click Start Leave Report when prompted
  4. Use the Earn Code dropdown menu to select the correct type of leave, and enter the number of hours you were away
  5. Click Save in the lower right corner
  6. Once you’ve completed your leave entry, click Preview in the lower right corner, and Submit in the pop-up box

Entering Leave Taken – Detailed (PDF)

Approving Leave

  1. Log in to 1600Grand and access the Employee Dashboard
  2. In the My Activities menu on the right, click Approve Leave Report
  3. For each employee with a Pending leave report, click on the three-dot Action Menu next to their name
  4. From there, select Preview
  5. If the leave reported looks correct, select Approve. If it needs to be edited, select Return for Correction

Approving Leave Reports – Detailed (PDF)

Staff Performance Reviews

Macalester’s staff performance assessment process was created with the purpose of facilitating conversation and building connection between a supervisor and an employee. Our process aims to:

  1. Facilitate conversation and connection
  2. Proactively manage expectations
  3. Recognize and celebrate individual achievement
  4. Support individual growth

This collaborative process between a supervisor and employee generally begins in August of each year, culminating annually on July 31st . A review is considered complete when all three steps of the annual performance cycle have been delivered and discussed with the employee, signed by both the employee and supervisor, and turned into Human Resources. Any annual wage adjustments are effective September 1 of each year. Below is a copy of the review form which can be found within Macalester’s Google Template gallery. To access the form, follow these steps:

  1. Go to your Macalester Google Drive
  2. Select “NEW” on left of screen
  3. Within the dropdown box, hover your mouse on the “>” symbol next to “Google Docs” to reveal the option “From a template”.
  4. Select “From a template” to reveal the gallery of forms.
  5. Select the file “(EMPLOYEE NAME) Staff Review Form 2024-2025”

Performance reviews are not required for any staff members hired or promoted to a new position on or after March 1st of the previous year. However, supervisors are encouraged to conduct performance reviews with all employees they supervise. For questions related to the performance review process, employees are encouraged to speak to their supervisor.

Performance Management Refresher Session PowerPoint

Overall Ratings Definitions

Job Description Template

Below is a link to the job description template for staff. Please send any updates or revisions to job descriptions to [email protected]. If you are seeking a copy of a current job description, please email [email protected].

Job Description Template – Non-Manager Positions

Job Description Template – Manager Positions

Managing Performance/Attendance

For questions or help with managing employee performance please contact HR at 651-696-6280 or [email protected].

Annual Staff Compensation

Annual staff compensation adjustments take place and are effective the beginning of each academic year (September 1st). Any staff members hired or promoted to a new position on or after March 1st are not eligible for the annual September 1st increase immediately following the date of hire or promotion.  Exceptions to this rule must be approved in advance by the Director of Human Resources.

Other Resources

Our goal is to provide resources that will help you be a successful leader. We would love to help you with any specific questions you may have. Please check out the Who Should I Contact page for additional information on our areas of expertise.