Service Head Responsibilities
- Identify the need for a locum and submit email to Department Chair and Dr. Fingland for approval – request should include requested total number of days needed, timeframe, and justification.
- Once the request is approved and a locum has been identified, enter the request into HR Action Request Form to begin a ticket.
- Items needed to complete the request: locum name, email address, mailing address and credentials.
- Ensure that the locum receives licensure prior to the first day of their assignment. Locums can not begin working until licensure is obtained.
- Either initiate or work with department staff to Initiate access to systems (VIS, EzyVet, etc) and facilities.
- Obtain from department staff a visitor badge.
- Provide orientation and oversight to locum and review service processes and procedures.
- Ensure the locum submits their time worked at the end of each assignment into the HR Action Request Form.
- At the end of the assignment, either confirm the assignment has ended or request an extension of the assignment by sending an email to department chair and Vice-Dean for approval including justification, number of requested days of services/arrangements, and locum name.
- Ensure that all medical records are completed as necessary in EzyVet at the end of the assignment.
Locum Responsibilities
- Sign the letter of offer.
- Apply to the locum job posting.
- Complete the background check for the University AND the background check for the OVMLB as part of the licensure process.
- Initiate the licensure process (if currently not licensed), pay all applicable fees.
- Complete all Workday tasks for benefits and initiate I-9 process.
- Activate OSU email account.
- Purchase parking daily passes for the period of service via CampusParc.
- Complete all department onboarding processes.
- Review CVM HR Locum Website
- At the end of an assignment, complete an HR Action Request ticket with information on actual days worked. This request must be received by the 5th of the month in order to ensure payment.
Department Chair/Vice-Chair Responsibilities
- Review and approve request for locum services.
- Approve or deny request for extension of locum services.
- Sign letters of offer and letters of extension.
CVM HR Responsibilities
- Draft letter of offer. HR will draft the letter of offer and submit for approval and signatures in DocuSign. Letters of offers are sent to the locum, department chair and Vice-Dean for approvals and signatures and then copied to the department contact, Finance, and Talent.
- Payments are processed monthly. All payments are paid the month after the work is performed.
- Calculate all amounts dues, complete CVM HR Locum spreadsheet.
- Enter amounts into Workday via Period Activity Pay (PAP).
- Will manage appointment dates on locum master spreadsheet.
- Will notify the service head via email regarding upcoming end dates and options.
- Draft letters of offer for extending locums and route through DocuSign for signatures.
- Update end date in Workday and on spreadsheet for those being extended.
- If the locum is not extended beyond the initial appointment, then CVM HR will initiate a termination in Workday.
HR Talent Responsibilities
- Reach out to locum to ensure they apply in Workday for the locum posting. Initiate background check and ensure onboarding Workday tasks are completed.
- Ensure that all Workday onboarding tasks are completed (I-9, etc.).
Department Staff
- Initiate CVM IT and facilities access termination requests.
- College ID badges and keys, if applicable.
Office of Finance
- Approve Workday locum PAP submissions.