New Hires and Terminations

Coordinators will find out about project staff hires and terminations from the project, project specialist, or the bi-weekly reports that PEL uploads to Box. PEL has created a bi-weekly reminder for coordinators and finance advisors to review the New Hires and Terminations reports in Box and take the appropriate steps as outlined below.

Each individual affiliated with a project should be assigned only one fund role (current or former), unless they are serving in a clearly defined dual capacity.

If an individual has held multiple roles within the project but currently holds only one, they should retain only a single fund role entry. Any previous roles and their corresponding dates should be documented in the Notes field of the current fund role.

New Hires

Whenever there is a new MWCS hire, complete the following steps:

  1. If the person has never held a position with the project in question, create a Fund Role, indicating email address, role, and start date. (Note, you may also need to create a Contact record.)
  2. If the person has previously held a position with the project, update the existing fund role to reflect the correct start date and role, and update the Notes field with previous positions.
  3. Once the fund role is created or updated, please indicate that it's completed by adding a checkbox next to the entry in the New Hires report.
  4. If applicable, provide access to the Portal: this is usually just for Project Directors, unless otherwise requested
  5. If applicable, provide Box access, if applicable: this is usually just for Project Directors, unless otherwise requested. For instructions, see "Create Box Folder" instructions here.

Terminations

When an MWCS employee position ends, complete the following steps:

  1. Update Fund Role to former and indicate end date..
  2. Once the fund role is updated, please indicate that it's completed by adding a checkbox next to the entry in the Terminations report.
  3. If applicable, Remove Portal access. Check the Portal Access Salesforce report to see if the person is active on the portal on behalf of another project before deactivating.
  4. If applicable, remove access to Box by navigating to the project's Box folder in MWCS External Share. Under the Sharing heading on the right-hand side of the Box view, click on the Externally Shared link. Navigate to the person you want to remove and select Remove under Permissions.