Using the Person Checklist to Record Dates

Process Considerations

• Use this table to determine what kinds of checklist items can be added to the Person Checklist page.
  

  Checklist Code	Checklist Code Descr	Checklist Item Code	Checklist Item Description	Applicant Checklist	Person Checklist	Person Assignment Checklist
  UWPREC	Pre-Onboarding	UWCBC	Criminal Background Check	X
  UWPREC	Pre-Onboarding	UWSHRC	Sexual Harassment Ref Check	X
  UWPREC	Pre-Onboarding	UWPOTN UWPOTY UWPOT2 UWPOT4	Position of Trust = No Position of Trust = Yes Position of Trust = 2 Year Renew Position of Trust = 4 Year Renew	X
  UWDATE	Dates	UWCBC	Criminal Background Check			X
  UWDATE	Dates	UWSHRC	Sexual Harassment Ref Check			X
  UWDATE	Dates	UWPOTN UWPOTY UWPOT2 UWPOT4	Position of Trust = No Position of Trust = Yes Position of Trust = 2 Year Renew Position of Trust = 4 Year Renew			X
  UWPOI	POI Dates	UWxBCN	POI CBC - POT No Recheck		X
  UWPOI	POI Dates	UWxBC2	POI CBC - POT 2 Yr Rechk		X
  UWPOI	POI Dates	UWxBC4	POI CBC - POT 4 Yr Rechk		X
  UWSNDT	Seniority Dates	UWxCSD	Campus Seniority Date		X

  x = Campus Letter
• The following security roles allows access to the Person Checklist - HR Administrator (update); HR Manage Hires for Recruiting (update); HR Checklist (update); HR View Only (view); HR Job Data View Only (view); HR Person View Only (view); HR Student Help View Only (view).

Create the Person Checklist for Campus Seniority Dates

1. Navigation: Workforce Administration > Personal Information > Organizational Relationships > Person Checklist
   
2. Open the record for the correct employee ID.
3. Enter UWSNDT in the Checklist field.
4. Enter the correct Campus Seniority Date checklist item for your campus (ex. UWBCSD for UWMIL Campus Seniority Date).
5. Update the Status to Completed.
6. Enter the exact Campus Seniority Date in the Status Date field.
7. Click Save.

Create the Person Checklist for POI Criminal Background Check (CBC) and Position of Trust (POT)

1. Navigation: Workforce Administration > Personal Information > Organizational Relationships > Person Checklist
   
2. Open the record for the correct employee ID.
3. Enter UWPOI in the Checklist field.
4. Enter the correct Campus POI CBC POT checklist item for your campus (ex. UWDBC4 for UWGBY POI CBC POT 4 Yr Rechk).
5. Update the Status to Completed.
6. Enter the CBC Completion Date in the Status Date field.
7. Click Save.

Update Records on the Person Checklist

NOTE: A new row must be added each time the Person Checklist has an update, including updating a status, adding another campus seniority date (if employeed at multiple campuses), and adding another POI CBC POT (if employed at multiple campuses)

1. Navigation:  Workforce Administration > Personal Information > Organizational Relationships > Person Checklist
2. Open the record for the correct employee ID.
3. Click the plus sign to add a Person Checklist.
4. Review the Checklist Date and update if needed.
   NOTE: The current row and prior row can not have the same date.
5. Enter UWSNDT (or UWPOI) in the Checklist field.
   NOTE: All data from previous checklist row will pull forward.
6. Make updates to item Status and Dates.
7. To change/add a new checklist item:
   - Click the plus sign at the end of the current row.
   - Click the magnifying glass in the Checklist Item Code.
   - Click the correct Checklist Item (you can search using UWx (where x=campus letter).
   - Click the minus sign on any checklist items you want to receive.
8. Click Save.

Running the Queries in HRS

There are 3 queries associated that will provide information entered on the Person Checklist.

• UW_HR_CHECKLIST_BY_DT (Report by Job Start Date range for a specific campus/dept that will show checklists if they have them - includes Criminal Background Check, Position of Trust, Sexual Harassment Reference Check, Campus Seniority Date)
• UW_HR_CHECKLIST_BY_ID (All Checklists for a specific EMPLID/EMPL_RCD entered on either Person Checklist or Person Assignment Checklist)
• UW_HR_POI_CHECKLIST_BY_DT (Report by Effective Date Range for a specific department that will show checklists if they have them for POI.

1. HRS Navigation: Reporting Tools > Query > Query Viewer.
2. Search for the query using the names listed above.
3. Click the HTML link to view the results on the page or Excel to export the data.
4. Enter values in the search criteria fields, using the '%' wildcard if needed.
   WARNING: On the UW_HR_CHECKLIST_BY_DT and UW_HR_POI_CHECKLIST_BY_DT queries the date range are required fields.
5. Click View Results button.
6. Clicking on the Empl ID for an employee will open their Job Data page for that Empl Record Number. If running the UW_HR_POI_CHECKLIST_BY_DT query clickin on the EMPLID will open up the POI Maintenance page.
7. Clicking the Checklist Cd, Checklist Item or Status Date will open up the Person Assignment Checklist or Person Checklist.

Additional Resources

Related KBs 

• Using the Person Assignment Checklist to record Criminal Background Check, Position of Trust and Sexual Harassment Reference Check in HRS
• HR Report List for HRS

Related Links

• https://www.wisconsin.edu/regents/policies/university-of-wisconsin-system-criminal-background-check-policy/