The Ellie Block and Family Career Services Center at the Friedman School is committed to helping our students and graduates leverage their outstanding experiential education to find impactful and fulfilling careers. Our career coaches leverage their many years of experience, career development training and practice, and industry and employer insights, to assist students and alumni.
The Friedman School pursues cutting-edge research and education from cell to society, including in molecular nutrition, human metabolism, population studies, clinical trials, nutrition interventions and behavior change, communication, food systems and sustainability, global food insecurity, humanitarian crises, and food economics and policy.
Jannel Hill is the Friedman School’s HR Business Partner (HRBP). Jannel an be reached at email@example.com.
The HRBP is the primary HR contact for Friedman School faculty and staff who have questions about HR issues or processes, or who need help as they navigate recruiting, hiring, training, and managing their staff, including acting as the central link to other Human Resources services.
The HRBP also works closely with the School's EAD, and Courtney King, the Director of Business Operations ad interim, to research and implement broad staff initiatives and programs across the school, including staff recognition, training, and mentoring, and with the Friedman School’s sponsored research administration community related to a variety of international hiring challenges and options through Tufts Global Operations.
Working on-campus typically on Mondays and Wednesdays, remotely remainder of the week
Courtney is the primary Friedman School liaison to the Tufts Human Resources Office.
Please update Courtney on HR-related changes and about new/departing staff and postdocs as soon as possible. Courtney triggers multiple behind-the-scenes processes to initiate when she learns of such changes, but needs to be informed of them to do so.
Working on-campus typically Wednesdays, remotely remainder of the week.
Kenji oversees Friedman School Human Resource-related transactions for exempt-staff and faculty in collaboration with the School’s Offices of Research Administration and Faculty Affairs, Tufts Support Services (TSS), and Central Post Award.
Ellen-Marie processes the weekly payroll for non-exempt staff, hourly student, and hourly temp workers. She manages all hourly student/temporary worker hires. She also manages Teaching Assistant and Adjunct faculty payments on a semester basis in collaboration with the Offices of Educational and Faculty Affairs.
Working on-campus typically Wednesdays, remotely remainder of the week.
Elizabeth Nahar, Executive Administrative Dean
The EAD works with Courtney to implement strategic HR initiatives for the Friedman School. He is also involved in reviewing and approving several HR-related processes, such as compensation reviews and managing the annual salary increase process.
If you are looking to hire someone, helpful information on University-wide processes can be found on AccessTufts. Please also review the details below for additional and Friedman School-specific information.
No person may legally perform work in any capacity without an official appointment.
There are different processes and requirements for hiring staff, postdocs, students, and temps. Summary details are below, and further information is available in the Hiring Overview grid. Note this guidance is for US-based hires only.
Students can be hired through the Friedman School in several capacities. No work may be done prior to a formal appointment being created in PeopleSoft and fully documented for each new job. Do not assume that someone who has worked previously is still "in the system" and can work now.
It is not possible for student workers to pre-register prior to having an appointment due to payroll system restrictions. Appointments can only be entered once all appointment details are confirmed and communicated in a formal offer letter.
Students and Temporary Workers Based Outside of the U.S.
Tufts will no longer issue payment to students and temporary workers living outside of the U.S. Exceptions made during the height of COVID-19 will no longer be made per University guidance. Please see the table below for details on when students and temps can and cannot be hired.
Q: Can I hire a student or temporary worker?
International Student/Temp Living in the U.S.
U.S. Citizen Living in the U.S.
International Student/Temp Living Outside the U.S.
U.S. Citizen Living Outside the U.S.
Hourly Research Assistant
Hourly Work Study Student
Hourly Student Intern
Doctoral Stipend Recipient
*We are working with TSS to determine the most appropriate payment mechanism for doctoral stipend recipients currently living outside of the U.S. Doctoral students that this applies to have been contacted separately. Next steps will be provided soon.
The hiring manager submits the offer letter to the Finance Office via the Hourly Student Hire Request Form (green button below).
Ellen-Marie Bransfield completes the student ePAF for processing.
Ellen-Marie Bransfieldlearns of the ePAF processing and informs the student and manager.
The student can start work.
An extension letter is required should you decide to extend the student's appointment beyond the original end date.
Student Payroll Process for Retroactive Hours
To report any retroactive hours within the previous 4 weeks of the Monday deadline, simply complete the timesheet within the portal. The system will now automatically flag retroactive hours when timesheets are filled out and submitted.
If not submitted by the deadline, those hours will be included in an upcoming payroll cycle. Please do not email Ellen-Marie directly to report late/retroactive hours.
The hourly rate is determined by the staffing agency. In addition to the rate paid to the temp, the rate includes a fee to the agency.
If the agency searches and finds the candidate, the fee is 38% on top of the hourly rate
If the candidate is already selected and the agency is only acting as employer of record, the fee is 25% on top of the hourly rate
Payroll is managed through the agency and approved by the hiring manager through the agency's portal.
Weekly invoices will be issued by the agency to the manager for payment.
If a Tufts email and/or UTLN are needed, follow the steps to request an Affiliate Account.
Temporary workers are generally not provided desk space.
Temporary workers are generally not provided school-purchased computers.
While not employees, there are consultants and other collaborators across the world working with our faculty and staff who have a legitimate need to have an official association with Tufts. We can create an affiliate account for these situations, which creates a Tufts email address and UTLN that can be used to grant access to certain systems and files.
Internships are generally required to be paid per the Fair Labor Standards Act (federal law) as they are considered to be employment. Under exceptional circumstances, some internship arrangements may meet the criteria for an unpaid trainee internship. To consider an unpaid internship:
There are instances when the services of a volunteer are beneficial and appropriate to a Friedman School program or intiative. Volunteers are not to replace roles that would otherwise be held by paid staff.
If your program is considering engaging a volunteer:
Staff members in non-exempt roles (as determined by the Tufts HR Office) are required by law to track and submit their time worked every week. They are paid only for hours worked and for any paid time off taken.
Non-exempt staff submit their time by logging into the administration portal with their Tufts UTLN and password. Follow these instructions. Automated reminders are sent each Thursday afternoon and Monday morning. Time must be submitted by 10:00am Monday morning for the prior week. Time not submitted by that time will be included in the following week's payroll but the staff member must alert Friedman Financeto the late submission of the hours as it will not pull in automatically.
Both the staff member and supervisor will receive an email record of the timesheet submission. The supervisor does not need to take action for approval; the time is accepted to be approved by default and processed for payment as submitted. It is therefore important that supervisors review timesheet submissions and immediately contact both the staff member and Friedman Finance if there is a question or issue about the timesheet submission.
Non-exempt staff must be paid for all hours worked and must be paid out for all hours worked in a given workweek in the following payroll. While a non-exempt staff member may flex the working hours of their standard scheduled within a work week with their supervisor's prior approval, the use of compensatory time (comp time) that carries forward from week to week is not allowed. For example, a non-exempt staff member may work an hour extra on a Thursday and agree with their supervisor to leave an hour early on Friday of the same week. They may not carry an hour of "comp time" to be used in a future week.
Exempt (Semi-Monthy) Staff
Staff members in exempt-level roles (as determined by the Tufts HR Office) are not required to track or submit their time worked. They are paid on the 15th and 30th of each month.
Students and Temps
Student workers in hourly roles and direct hire temporary employees are required by law to track and submit their time worked every week. They are paid only for hours worked and for any paid time off taken.
Students and direct hire temps submit their time using the same administration portal non-exempt staff use, logging in with their Tufts UTLN and password. Follow these instructions. Automated reminders are sent each Thursday afternoon and Monday morning. Time must be submitted by 10:00am Monday morning for the prior week. Time not submitted by that time will be included in the following week's payroll but the student/temp must alert Friedman Finance to the late submission of the hours as it will not pull in automatically.
Questions or issues related to time submission for student and direct hire temps should be directed to Friedman Finance.
Both the student/temp and supervisor will receive an email record of the timesheet submission. The supervisor does not need to take action for approval; the time is accepted to be approved by default and processed for payment as submitted. It is therefore important that supervisors review timesheet submissions and immediately contact both the student/temp and Friedman Finance if there is a question or issue about the timesheet submission.
All hours a student/temp works in all jobs across Tufts University combine in the weekly tally toward overtime payments, which is paid at time and one-half rate after 40 hours in one week. Most supervisors and funding sources do not allow overtime. The student/temp is responsible for working with their supervisor(s) to track their hours worked and ensuring they do not incur overtime.
Students working as Teaching Assistants (TAs) are paid a set amount for the semester during which they support a course. They are paid on the 15th and 30th of each month throughout the semester.
Temps hired through a staffing agency are required to track and submit their time worked every week through a tracking system provided by the staffing agency. They are paid only for hours worked.
Note that as of 6/30/23, the maximum accrual policy changes go into effect.The new policy allows an employee to accrue up to one year’s vacation time, based on their eligibility. Once the maximum accrual is reached, vacation time will stop accruing until the balance drops below the maximum allowed. Time accrued is not lost. Staff and managers should work together to schedule vacation and reduce vacation balances. The vacation and scheduling vacation policy is on AccessTufts.
Non-Exempt (Hourly) Staff
Non-exempt staff submit their time off in their weekly timesheets through the administration portal. Non-exempt staff must account for all hours of their standard work schedule each week with regular and paid time off; unpaid time off is not allowed.
Exempt (Semi-Monthly) Staff and Postdocs
Exempt staff and postdocs submit the time they have taken to the Friedman Time Off email account (firstname.lastname@example.org) so it can be entered into the official PeopleSoft records. Monthly reminders are sent but time can be submitted to the Friedman Time Off email account any point. Time taken should be logged as soon as possible after it is taken so records are kept accurate. Exempt staff must account for all time off taken with paid time off; unpaid time off is not allowed.
When submitting time off to be logged, please include:
Date(s) time was taken
Number of hours taken
Type of time off taken (vacation, sick, personal)
Faculty time off policies are outlined in the Friedman School Faculty Handbook. Faculty time off is not tracked in PeopleSoft.
Students and Temps
Students and temps are not eligible for paid time off, except for those who qualify for paid sick time under the Massachusetts Earned Sick Time law. Students and temps who have accrued paid sick time and want to use it should indicate so on their online weekly timesheet submission through the administration portal.
Previously called a personnel action form (PAF), this process initiates a change to a staff member or postdoctoral scholar's PeopleSoft official record of file. When a change is decided upon between a manager and HR or when certain other actions are to occur, the manager must initiate the action by submitting the relevant details through the form below. Without this final step, the change or action will not be completed. See the sections below for details on some of the types of changes/actions that require managers to initiate requests and the pre-request interactions with HR and other staff required.
All grant-funded staff members are hired into limited term appointments with specific end dates. The end date likely coincides with the end of the available funding to support the position but may be before. When additional funding becomes available, a supervisor may decide to extend a staff member's end date. They may do so after consulting with their Senior Research Administrator to confirm the availability of funds.
A supervisor who lets their staff member's term appointment lapse runs the risk of having to pay the staff member severance upon termination as the staff member is no longer covered by the terms of a grant-funded limited term appointment. It is expected that supervisors manage term appointments proactively and document the details properly.
Occasionally, a staff member's job details change, such as their physical location or supervisor. For such changes, the supervisor submits a personnel record action request directly or through their program staff or faculty coordinator, and notifies Courtney King of the change(s).
Voluntary separations include a staff member leaving the Friedman School for another job, returning to school, relocating elsewhere, and retiring. When a Friedman School staff member or postdoc voluntarily leaves their position at the School, it is the supervisor's responsibility to initiate the separation personnel record action request that ends their appointment record in PeopleSoft as well as their payroll. When informed of an upcoming departure, the manager should inform Courtney King and work through the staff departure checklist.
The supervisor of the departing staff member or postdoc submits a personnel record action request directly or through their program staff or faculty coordinator.
Part of the process is ensuring the staff member or postdoc's vacation payout is calculated properly. The staff member or postdoc should work with the financial coordinator to ensure all vacation time take is properly recorded intheir PeopleSoft record. Then, depending on the separation date, it may be relevant to add in another monthly vacation accrual. Consult the Employee Handbook on AccessTufts. TSS will process the exact vacation payout calculation when processing the separation, but this information can be helpful for your funding projections and management as well.
When a sponsored-funded program ends prior to its expected end date or can no longer support a staff member or postdoc at the same FTE as planned, it is considered an involuntary separation. In these cases, close coordination is required with the HR Office and at least 6 weeks' notice must be provided to the staff member/postdoc prior to their appointment end date. The supervisor must contact Jannel Hill for the exact steps that need to be taken in these situations. Please ensure that Courtney King is aware of the situation as well. In these cases, Maureen will initiate the separation action to TSS, not someone in the Friedman School.
Tufts University allows staff various types of time off, described under the Time Off section of the Employee Handbook. The Leaves Office within Human Resources is the primary contact for questions about, eligibility for, preparing for, and managing these leaves. Staff in the Leaves Office should be contacted at email@example.com.
The staff member going on leave needs to be in touch with the HR Leaves Office to manage the details of the leave. The Leaves Office staff manage the PeopleSoft actions to put the staff member on and off leave status. The Leaves Office staff are also the appropriate contacts for legal and HR questions related to the leave.
Financial Management of Leave
For staff who supported by sponsored funding, Tufts policy states: Tufts University leaves of absence policy is outlined in the Employee Handbook. The employee’s department must work with the Leave of Absence Specialist to report the leave. If an employee is absent for more than 30 calendar days and the employee’s salary, or a portion of salary, is paid from a sponsored award, the salary may only be charged to the sponsored award for 30 calendar days or up to the date at which a replacement is hired for the person, whichever comes first; after which the salary of the person on leave must be allocated to a department account. In cases when the sponsor agency issued guidance regarding the allowability of extended leave costs on the award, the sponsor rules will be followed.
Staff who are supported by sponsored funding continue to be covered by their same funding in the same distribution breakdown for the first 30 calendar days of their leave. Courtney King works with the relevant Senior Research Administrator to switch the staff member's funding to Friedman School support from the 31st day of the leave through the maximum duration of the leave (often 12 weeks). Courtney/the SRA then switches the staff member's support back to their sponsored funding after the leave ends or the 12 weeks is reached, whichever is sooner.
If the staff member decides to take additional time (vacation or personal days, if approved by the supervisor), those days would be supported on the sponsored funding.
To best manage this process, it is very helpful if the staff member going on leave, their supervisor, and/or a program staff member is in touch with Courtney King and/or the relevant Senior Research Administrator when the exact leave start and end dates are known.
Managers requiring guidance and support when addressing performance challenges with their staff members should contact Jannel Hill, who will help them navigate best practices, legal obligations, and tools and resouces available.
If a staff member and their supervisor believe the staff member's role has changed over time or if there is a concern about equity compared to similar roles in the school or elsewhere, and that a change in title and/or salary may be appropriate, the supervisor can complete the compensation review request form (used for both compensation reviews and role reviews), obtain Courtney King's signature (until an EAD is hired), and submit the form to HR via email to Jannel Hill. Jannel will then work with HR collegues in the Compensation Office to review the request, considering current and prior job descriptions/summaries, similar roles across the Friedman School and Tufts, and market data.
Allow at least 2 weeks for HR to complete the review. When the review is complete, Jannel will provide the HR review results and recommendations, if any, first to the EAD and Courtney King, then to the supervisor. Possible outcomes of the review are:
No action - confirmation that the staff member's role is categorized correctly and their salary is appropriate for that role
Change of title
Change in salary
Change in both title and salary
If a salary change is recommended, HR will provide a recommended range. The supervisor makes the final decision on the new salary amount and effective date. For those changes that affect sponsored funds, the supervisor must coordinate with the Sponsored Research Administration team to ensure the funding source(s) can support the proposed change(s). The supervisor submits a personnel record action request directly or through their program staff to finalize any changes and informs the staff member via email and/or formal letter.
A supervisor may look to recognize a staff member's extraordinary efforts with a one-time bonus. Such requests are reviewed by Human Resources in a process similar to that of a compensation review, described above. The supervisor should complete the compensation review request form, obtain Courtney King's signature (until an EAD is appointed), and submit the form to HR via email to Jannel Hill. Jannel will then work with HR collegues to review the request. Allow at least 2 weeks for HR to complete the review. When the review is complete, Jannel will provide the results and recommendation to the supervisor.
Note that many sponsored funding sources do not allow supplemental payments. The supervisor must coordinate with the Sponsored Research Administration team to ensure the funding source(s) can support the proposed payment.
The supervisor submits a personnel record action request directly or through their program staff to process the payment and informs the staff member via email and/or formal letter.
The annual salary increase process occurs in the spring, overlapping with and informed by the performance review process. Information is available on AccessTufts. Supervisors will be contacted by Human Resouces via email with guidance on determining increase percentages in late April. Supervisors are asked to provide recommended increases for each of their direct reports to Friedman School leadership by mid-May using the merit section of eServe. Instructions on that process are also available on AccessTufts.
The Friedman School leadership performs multiple reviews and assessments of the recommendations and finalizes increases by early June. Supervisors receive confirmation of the increases for their staff direct reports as well as letter templates. They are asked to inform their staff of the increases by July 1, when the increases are effective for the following fiscal year.
The performance review process happens each spring, with the online review system opening in March and reviews due by mid-June. Supervisors and staff will receive notices, updates, and links to additional information via email from Human Resources.
There are a variety of resources and guides available to help supervisors manage staff performance reviews available on the Performance & Development page of AccessTufts.
Finance Trainings are offered frequently through TSS to train staff on systems and processes they will need to complete their roles.
Employees can also contact the HR business partner to discuss how to best utilize these resources.
The HR office offers one-on-one career counseling appointments and guidance for Tufts employees seeking information about career options and skills necessary to navigate career ladders. More information is available on AccessTufts.
During the COVID-19 pandemic response, Friedman School staff and faculty are working remotely, which is a substantial shift from standard work practices for most community members. Managers and staff members should have clear conversations about work expectations during this time and it is recommended they create documented work plans that outline how teams will interact remotely. Some topics for discussion are included in the Remote Work Plan - Topics for Discussion.
New staff members can review the new staff hire checklist that managers use as a guide to understand what is being done to get them set up behind the scenes. This helps reduce duplicate efforts.
New staff should attend a Friedman School New Staff Orientation session shortly after their start date. This session is different than the University Orientation. Courtney King will reach out about scheduling.