jones hall. equal employment opportunity and affirmative action equal employment opportunity...
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Jones Hall
Equal Employment Opportunity and Affirmative Action
Equal Employment Opportunity (EEO): Involves procedures that insure that all qualified persons regardless of race, color, national origin, sex, sexual orientation, gender identity and/or expression, disability, age, religion or veteran/military status (protected class) have equal access to positions and/or advancement.
Affirmative Action (AA): Involves identifying areas of improvement, set goals, and take positive steps to enhance opportunities for protected class members (individuals with disabilities, minorities, qualified veterans, and women) in order to help eliminate the effects of past and present discrimination.
Federal Requirements
Youngstown State University is a federal contractor. In order to be and remain a federal contractor, YSU must:
Maintain nondiscriminatory hiring and employment practices (EEO)
Use Equal Opportunity Clause/Statement (EEO). Create an annual Affirmative Action Plan (AAP). Take AFFIRMATIVE ACTION to ensure equal
opportunity in all aspects of employment (AA).
Applies to full and part-time employment.
Compliance The YSU search process and procedures, including the
EEO/AA forms establish a non-discriminatory framework for hiring.
Identification of applicants and employees by race and gender, and position provides data for AAP.
AAP allows YSU to identify areas of underutilization, set goals, and take affirmative action to enhance opportunities for protected class members.
Positive steps: Additional job advertisements Outreach to underutilized groups.
EEO/AA Forms
Search for full-time positions require submission and approval of two forms: EEO/AA Compliance Report EEO/AA Appointment/Recommendation Form
New forms will be released by November 1, 2015 and replace the existing forms: EEO/AA Interview Request-Replaces the EEO/AA Compliance
Report EEO/AA Recommendation for Appointment Hire-Replaces the
current EEO/AA Appointment/Recommendation Form
EEO/AA Forms for Part-Time Faculty In order to track the race and gender of part-time faculty, and take
affirmative action to increase the diversity of the YSU part-time faculty the following form must be submitted to and approved by the Office of Equal Opportunity and Policy Development prior to hire:
PART TIME FACULTY Equal Opportunity/Affirmative Action Recommendation for Appointment/Hire
Use of the form will begin on November 1, 2015 This form will be available on both the EOPD and HR websites Additional advertisement/posting requirements may be added at a
later date to further address diversity.
New Requirements
Beginning on January 1, 2016 the Office of Equal Opportunity and Policy Development in conjunction with the Office of Human Resources will require external postings to be placed/advertised in order to insure additional employment outreach to individuals with disabilities and veterans.
New Requirements
Beginning on January 1, 2016 the Office of Equal Opportunity and Policy Development in conjunction with the Office of Human Resources will require postings for positions which underutilize females or minorities to have additional placement/advertisement to reach these underutilized groups.
WHY
To ensure that YSU is providing equal employment opportunities throughout the University.
To achieve a diverse workforce. Because a diverse workforce has a
positive impact on YSU especially the student population.
To meet Federal Requirements.
Requirements for Federal Contractors
Annual Affirmative Action Plan Americans with Disabilities Act (ADA)(disability) Section 503 of Rehabilitation Act (Section 503)(disability) Vietnam Era Veterans’ Readjustment Assistance Act
(VEVRAA) (employment of covered veterans) Executive Order 11246 (race, color, religion, sex, sexual
orientation, gender identity, national origin) as amended: Requires federal contractors to take AFFIRMATIVE
ACTION to ensure equal opportunity in all aspects of employment.
Jones Hall
This presentation contains links to various resources. Click the links for more information.October 9, 2015
PART-TIME FACULTY REQUISITION & POSTING INSTRUCTIONS
Locating Part-time Faculty Paperwork
Locating Part-time Faculty Paperwork
Part-time Faculty Hiring Procedures
NEW EMPLOYEE HIRING INSTRUCTIONS
How to Post New Positions
All Part-time Faculty positions must be posted utilizing the applicant tracking system.
Complete the Part-time Faculty Position Requisition form and the Draft Faculty Position Announcement.
Submit posting related information to Jennifer Lewis in the Office of Human Resources.
Locating the Requisition Form
Vacant Part-time Faculty Requisition Form
• Must be signed be signed by the Dean and Chair
• The position will not be posted until both the Requisition and Draft Faculty Position announcement are received
Locating the Draft Faculty Position Announcement
Completing the Draft Faculty Position Announcement
When completing page 1, please consider the following:
• Working Title should include Part-time
• The Summary of the Position should include the duties of the position, not qualifications.
• Minimum qualifications will be used to develop disqualifying questions. These qualifications should be used to determine those minimally qualified.
• Desirable Qualifications are those qualifications that would identify the ideal candidate.
When completing Page 2, please consider the following:
• Determine whether the posting will be open until filled or whether the posting close on a specific date.
• When references are requested, it is important to indicate when in the process they will be collected (i.e. for all applicants, interview stage, etc.) This can be identified in the Special Instructions to Applicants section.
• If you select only transcript 1, you may request that all graduate and undergraduate transcripts be uploaded as one PDF file.
When completing page 3, please consider the following:
• Posting Specific Questions may be qualifying questions for which applicants that answer undesirably may be disqualified or simply information gathering.
• Questions may be open ended or have defined responses.
• Degree requirements in the minimum qualifications field will be utilized as qualifying questions.
• The Department Description will be optional.
Send the Documents to HR
The Part-time Faculty Position Requisition should be signed by the Chair and forwarded to the Dean for signature.
The Dean should forward the signed requisition to Jennifer Lewis in the Human Resource Office.
The Draft Faculty Position Announcement should be forwarded via email to [email protected]
This email should identify who the Chair would like to have access to the search. These individuals will be added to the search committee.
Preparation of the Posting Once the Requisition and Posting documents are
received in Human Resources the posting will be created.
Prior to posting the position to the University website, a link for a draft of the posting will be sent by email to the Chair for review and final approval to post.
The Chair will be able to log into the Applicant Tracking system and view the posting.
The Chair may request revisions at that time or approve the position to be posted via email.
Once the position is posted to the website, changes may not be made.
How Applicants Apply
Go to Jobs.ysu.edu Click Part-time Faculty Select a position from the list View the description Click Apply to this job Create an account or access an
existing account to complete the application process.
How to apply for a Position:
Create an account or Login to an existing account to complete the application process.
Complete the Application
ONBOARD THE NEW PART-TIME FACULTY
I-9 Employment Verification Process
YSU uses a Web-based employment eligibility service and no longer utilizes paper I-9 forms.
Employees should complete this process prior to employment, but no later than 3 business days after the date employment begins, with no exceptions.
Please contact Ghia Burzynski at Ext. 3122, Megan Massaro at Ext. 2107 or Fran LeGoullon at Ext. 2989 to set up an appointment to complete the I-9 process.
Employees must bring 2 approved forms of ID off the Acceptable Documents List to the I-9 Appointment.
Employees should not be sent to HR without an appointment to complete the I-9.
Background Screening
Also, each new Part-time Faculty member must undergo a background screening. Please make sure a release for background information form accompanies the new hire paperwork.
This background release contains sensitive information and once completed should not be sent via email.
All new Part-time Faculty members must pass the background screening prior to beginning work.
Forms to be Returned to HR1. Application Form
2. Employee Personal Data Form
3. Copy of Approved EEO/AA Recommendation for Appointment/Hire *NEW
4. Authorization for Direct Deposit of Pay
5. W-4 Federal Employee's Withholding Allowance Certificate
6. IT-4 State of Ohio Employee’s Withholding Exemption Certificate
7. Public School District of Residence Employee Withholding Certificate
8. Statement Concerning Your Employment in a Job Not Covered by Social Security
9. Release for Background Information Form
10. Race/Ethnic/Veteran Information Form
11. STRS New Hire or Re-employed Retiree Form
Form to be Completed for Departmental Employee File
Acknowledgement of receipt of Auditor of State Fraud-Reporting System Information Form
*Do not forward this form to HR*
Documents Provided to Employee
Auditor of State’s Fraud Reporting System Ethics is Everybody’s Business Ohio Ethics Law & Related Statutes Annual Safety & Fire Report Part-time Faculty Manual
*Do not forward these forms to HR*
ALL HIRING FORMS ARE AVAILABLE ON UNDER PART-TIME FACULTY
HIRING PROCEDURES
Summary: Employee File Transcripts/Certifications/Credentials Vitae Application – Printed from PeopleAdmin Reference Check Results New Hire Paperwork Agreements/Contracts/Supplemental Pay
Forms Auditor of State’s Fraud Reporting
System Form
Summary: Employee File Student Evaluations Change of Address Forms Any other Documentation regarding
employment at YSU Information to be maintained in
Department for 6 years after employment terminates – Contact Institutional Archives.
Highest Degree Earned form
Part-time Faculty Manual
FERPA (Family Education Rights and Privacy Act)
Work Place Harassment Policy Work Place Violence Policy
The above links and additional information are available in the Part-time Faculty Manual.
Part-time Faculty Sick Leave
New Leave Form This form is to be
printed and signed by the approver then forwarded to Human Resources Employee Processing Center (EPC).
COMPLETING THE ASSIGNMENT AGREEMENT
Locating the Assignment Agreement
Assignment Agreement Form
New Form Features
The new form provides a check box for a Mid-Semester or Flexibly Scheduled start with blocks for dates to be entered. Dates should be entered here only if Mid-Semester and Flexibly Scheduled. Please include dates for Summer Appointments with no specified term.
New Form Features
The Revision Section has been clarified to accurately account for Revisions, Cancelations or Additional Agreements.
Please forward any adjustments in a timely manner to avoid over/under payments.
New Form Features Please follow the Provost’s guidelines requiring a
Memo of Justification for Employees that will teach over 6 Workload Hours.
Under no circumstance will an employee teach more than 9 Workload Hours without prior approval from the Provost.
Department and Course information must be included.
New Form FeaturesThe drop down box allows for selection of term.
The drop down box allows for selection of Academic Year.
New Form Features
Drop down box allows for selection of Summer Term.
The total WH generates when entered in the course section of the form.
The Rate per Hour is entered here.
When the Rate per Hour is entered the Total Amount to be Paid generates automatically.
New Form Features
The Default Earning, FTE, ACA, and Pay Amount will automatically generate. This information is calculated based on the values entered on the form. These values were previously manually calculated in HR.
A print button has also been added to the bottom of the form for your convenience. This feature will identify required fields that have not been entered prior to printing.
New Form Features
A “Reset” button has been added to the top of the form. When entering multiple contracts for different employees, this will remove the prior employee’s information and allow for entry of the next employee.
TECHNOLOGY FOR FACULTY
Technology for Faculty
Introducing Your My YSU Portal
Banner Self Service YSU Parking Permit Academic Overview How to See Your Roster and Enter Final
Grades
Technology for Faculty
Blackboard LMS Tutorial page
Outlook Web App (email) Get Started with Office 365
YMES YSU Mass Email System
Technology for Faculty
Starfish Student Retention System Instructor’s User Guide Quick Reference Guide Instructor Attendance Report
Part-time Faculty Manual
Please send your new hires the PTF Manual: Employment Guidelines
Obligations Contact numbers Links to self-help documents
Questions ?