Creating Preferential Ballot Rosters with HRMed Definitions

This document provides instructions for how to use the Definitions function in SMPH’s HRMed system to create lists of individuals eligible to vote in a department’s Preferential Ballot survey.

Overview

The Preferential Ballot is an annual survey conducted by the SMPH Dean's Office to allow employees and associates of SMPH departments to share their preferences for their department's chairperson.

At a minimum, all Assistant, Associate, and No-Prefix Professors on the CHS, CT, Research, Teaching, and Tenure tracks with 0.5 FTE or greater are eligible to participate in the survey. Departments may not use more restrictive criteria (i.e. remove titles or raise the minimum FTE). However, departments may grant voting eligibility to additional individuals outside of the minimum criteria.

Departments use SMPH's HRMed system to create lists of individuals eligible to vote, which are then sent to the SMPH Faculty HR team to distribute the surveys to voters. If the department uses the above criteria, they may use the existing base Preferential Ballot Voters Definition. If departments grant voting eligibility to additional individuals, they may create their own department-specific Definition to reflect their expanded eligibility. Department-specific Definitions may be edited whenever necessary.

Creating and editing HRMed Definitions requires special authorization. If you do not see options included below in your HRMed, use the HRMed Support Portal to request access.

HRMed Instructions

Accessing HRMed Definitions

  1. Navigate to HRMed.
    • Note: You must be connected to a campus network or WiscVPN to access HRMed.

  2. Click the Log In button to log in with your NetID.

    Screenshot of HRMed with Log In button highlighted in red circle

  3. Click the Definitions button in the Maintenance section on the lower left.

    Screenshot of HRMed with Definitions button highlighted in red circle

  4. If you plan to use the base Preferential Ballot Voters Definition described in Overview, click Preferential Ballot Voters in the list of Definitions, then generate your Preferential Ballot roster.

    If you see a Definition named Preferential Ballot Voters ([Your Department]), then your department already has a department-specific Definition. Click on your department-specific Definition and edit if necessary or generate your Preferential Ballot roster. Note that you will only see department Definitions for departments to which you have access in HRMed.

    If your department grants eligibility to individuals who are not included in the base Preferential Ballot Voters Definition and you do not see a Definition named Preferential Ballot Voters ([Your Department]), you may create your own department-specific Definition.

    List of HRMed Definitions with Preferential Ballot Voters highlighted in red circle

Creating a new department-specific Definition

  1. Starting from the base Preferential Ballot Voters Definition, click on the Clone for [Your Department] button.

    Screenshot of HRMed Preferential Ballot Voters Definition page with "Clone for Radiology" button higlighted in red circle

  2. You will now see a Definition title at the top of “Preferential Ballot Voters ([Your Department])” to confirm that you are working on your department-specific Definition. You may now edit your department-specific Definitions to make the necessary changes changes.

    Screenshot of Radiology-specific Preferential Ballot Voters Definition with title "Preferential Ballot Voters (Radiology)" highlighted with red underline

Editing existing department-specific Definitions

  1. Starting in your department-specific Definition - confirmed by the Definition title of "Preferential Ballot Voters ([Your Department])" shown at the top - click the Edit button.

    Screenshot of Preferential Ballot Voters (Radiology) Definition with Edit button highlighted in red circle

  2. Make necessary changes to match your department’s voting eligibility policy.

    1. Title codes – add additional titles by beginning to type a title or job code to pull up matching titles, then clicking the desired results to add. You may not remove any of the title codes from the base Definition.
    2. FTE Min – change the values in the “FTE Min” or “FTE Max” boxes. Leaving these boxes blank means that appointments of any FTE will be included. You may not raise FTE minimum above 0.5.
    3. Draft / Published - if you intend for others with access to your department in HRMed to see this Definition, set this to Published once the Definition is finalized.
    4. Personal / Shared - if you intend for others with access to your department in HRMed to see this Definition, set this to Shared.

  3. Note about non-appointment relationship: At this time, Definitions cannot include both appointments and non-appointment relationships (emeritus, governance, tenure, etc.) If you need to include any of these non-appointment relationships in your Preferential Ballot roster, set up your Preferential Ballot Voters Definition to include only appointments, then use the report Combo Builder. Selecting any of the options in Relationships will result in your report only including individuals who have both one of the selected titles and the selected relationships - for example, only individuals who have a 50%+ faculty appointment and a Joint Department relationship and a Joint Executive relationship all in the same department.

    Screenshot of editing page for Preferential Ballot Voters (Radiology) Definition. Sections for title codes, FTE minimum, Draft/Published, and Personal/Shared are labeled with a, b, c, and d respectively.

  4. When all necessary changes have been made, click the “Update Definition” button.

    Edit page for Preferential Ballot Voters (Radiology) Definition with Update Definition button highlighted in red circle

Generating Preferential Ballot rosters from HRMed Definitions

  1. Starting from the Definitions page, click View Report next to the intended Definition.

    List of Definitions with View Report links highlighted in red circles

    Starting from a specific Definition's page, click the Report button.

    Preferential Ballot Voters (Radiology) page with Report button highlighted in red circle

  2. On the report page, click the Excel icon near the top right corner to download the Definition report as a Microsoft Excel spreadsheet.

    Preferential Ballot Voters report page with Microsoft Excel icon highlighted with red arrow in navigation bar at top of page

Manual additions and submission

  1. If you need to add any individuals who could not be included in the HRMed report, enter their names and email addresses in the Contact sheet (2nd tab in the downloaded Microsoft Excel spreadsheet).

    Excel spreadsheet export of HRMed report with manually added person BADGER, BUCKINGHAM highlighted with red underline

  2. Email your final spreadsheet to the SMPH Faculty HR team at FacultyHR@med.wisc.edu.

Support

For questions about the Preferential Ballot process and deadlines, contact the SMPH Faculty HR Team at FacultyHR@med.wisc.edu.

For questions about or issues with using HRMed, visit the HRMed Support portal.




Keywords:preferential ballot, chairs, chairpersons, hr med, voting   Doc ID:116531
Owner:Courtney G.Group:SMPH Human Resources
Created:2022-02-04 14:20 CDTUpdated:2022-03-07 10:48 CDT
Sites:SMPH Human Resources
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