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Overview of Human Resources Paula Varnes Fussell, VP Human Resource Services Jan Eller, Associate Dean for Administrative Affairs, COM Slide 2 Slide 3 Slide 4 Slide 5 Agenda Baby Gator Child Development & Research Center Benefits, Retirement and Leave Classification and Compensation Equity and Diversity (EEO and Title IX Officer) Employee Relations Recruitment and Staffing(academic personnel, employment and immigration Services) Privacy Office Training and Organizational Development Slide 6 Baby Gator Child Development and Research Center Two locations: Newell Drive and Lake Alice Enrollment: ~290 children enrolled Over 380 on the waiting list Center for Excellence in Early Childhood Studies (COM, COE, BG and others) Slide 7 Benefits, Retirement and Leave New hires, retirees, employees leaving the university, leave of absences Health Insurance, voluntary benefits Three retirement plans for faculty and staff FICA Alternative for OPS/Temporary/Residents Slide 8 Qualifying Status Change (QSC) Major life or work events Marriage/divorce Birth/adoption Dependents changes Employment changes Loss of coverage Change must be made within 31 calendar days of the QSC Need documentation Slide 9 FMLA Family and Medical Leave Act Slide 10 What Is the FMLA? Federal law designed to protect employees when leave is required due to: Serious medical situations/serious health condition of employee, parent, spouse, or child Birth or adoption of a child Foster care Military Family Leave and other updates in 2008 Slide 11 Under the FMLA... All USPS, TEAMS, and salaried faculty are eligible OPS employees, upon meeting criteria, have protection as well 12 workweek entitlement in the fiscal year (or 480 hours) Prorated for part-time employees (OPS- 1,250 hours per year to be eligible) Slide 12 FMLA Entitlement Leave must be approved unless FMLA entitlement has been met No additional paid leave is accrued under the FMLA It is a designation associated with accrued vacation, sick, or leave without pay Accurate record keeping is essential Slide 13 UF Policy (Extensions) Parental leave UF policy grants 6 months - new program to advance 6 weeks Medical leave For self or immediate family Immediate family Spouse, domestic partner, great- grandparents, grandparents, parents, brothers, sisters, children, and grandchildren of employee and spouse or domestic partner (Step relations are also included) Slide 14 Recent Leave Regulation Changes Reduce vacation leave payment when leaving UF Staff (TEAMS and USPS) Provides funding for 3% salary increases Other leave changes will be proposed this fall Changes would provide funding for 3% faculty salary increases in January Slide 15 Classification and Compensation Slide 16 UF Employment Groups Staff Appointments TEAMS (~6,900) Technical, Executive, Administrative, and Managerial Support USPS (~1,300) University Support Personnel System No new USPS after 1/7/03 OPS Other Personnel Services/Temporary Slide 17 UF Employment Groups Faculty Appointments Salaried Faculty (~4,900) Adjunct Faculty (OPS/Temporary) Other Appointments Residents Fellows Pre- and Post-Doctoral Slide 18 UF Employment Groups Student Appointments Student OPS Graduate Assistants Slide 19 Staff Classification and Compensation Framework Designed to help ensure that staff positions similar in duties and responsibilities are grouped together Facilitates administration of funds allocated for wages and salaries in an equitable and legal manner Slide 20 Reclassifications? When there is a significant change in the duties assigned to a position, a reclassification should be requested Focus on duties and responsibilities assigned to a position, rather than the individual occupying the position The employee should already be performing the work Slide 21 In General HRS can provide information related to: Whats the average pay on campus for a particular classification? Whats an appropriate range to use when advertising a vacancy that takes into account appropriate market data? Whats an appropriate amount for a Special Pay Increase, or SPI market, counter-offer, additional duties (temporary or permanent)? Slide 22 Fair Labor Standards Act ( FLSA) originally 1938 (updated in 2002) Slide 23 Fair Labor Standards Act Prescribes standards for wages and overtime pay that affect most private and public employment Requires employers to pay covered employees (non-exempt) Overtime pay of one and one-half times the regular rate of pay At least the federal minimum wage Slide 24 Fair Labor Standards Act Non-exempt (hourly) Not exempt from the FLSA Must be compensated for hours worked over 40/workweek with overtime (1.5) UFs workweek: FridayThursday NOT calculated on biweekly period Exempt Exempt from, or not covered by, the provisions of the FLSA Slide 25 Overtime Overtime compensation for USPS/TEAMS is provided either as pay or accrued compensatory leave Both calculated at 1.5 Employees cannot volunteer for their own job In the event of a disagreement between payment and compensatory leave accrual, its the employees choice Slide 26 Overtime Even unauthorized overtime must be compensated if worked NOTE: OPS employees must be paid for overtime worked Slide 27 Minimum Wage Federal - $7.25/hour State of Florida (Student and OPS) - $7.31/hour UF Staff Employees - $9.75/hour Slide 28 Equity & Diversity How Federal Laws Affect Employment Decisions Slide 29 Federal Laws Title VII of the Civil Rights Act of 1964, as amended, and CRA of 1991 Age Discrimination in Employment Act (ADEA) of 1967, as amended Americans with Disabilities Act (ADA) Slide 30 Federal Laws Equal Pay Act of 1963, as amended Veterans Readjustment Act of 1974 Pregnancy Discrimination Act Immigration Reform and Control Act Executive Order 11246 from 1960s (Affirmative Action Plans) - Office of Federal Contract Compliance Programs (OFCCP) Slide 31 Affect All Employment Practices Hiring Promoting Training Disciplining Providing benefits Firing Layoffs Slide 32 Non-Discrimination Age Race Color Religion Pregnancy Veteran status Genetic Information Sex Disability National origin Marital status UF policy added sexual orientation, gender identity and expression Slide 33 Its Illegal to... Refuse to hire or pay based on sex, age, race, or disability Make employment decisions based on appearance, accent, religion or ethnic background Discriminate based on citizenship status Slide 34 Prevention of Sexual Harassment It is the policy of The University of Florida to provide an educational and working environment for its students, faculty, and staff that is free from sexual harassment. UF has a zero tolerance policy for sexual harassment which prohibits any member of the University communitystudent, faculty, or stafffrom harassing any other member or visitor. Individuals who engage in such conduct will be subject to disciplinary action. Reporting requirements: http://www.hr.ufl.edu/eeo/sexharassment.htm http://www.hr.ufl.edu/eeo/sexharassment.htm All employees of the university are expected to complete the online training for the prevention of sexual harassment. http://www.hr.ufl.edu/eeo/training.htm http://www.hr.ufl.edu/eeo/training.htm Slide 35 Recruitment and Staffing GatorJobs filling a vacancy Faculty and Staff Search Waivers E-Verify Criminal Background Checks Slide 36 Filling a Vacancy Vacant faculty and staff positions are posted via GatorJobs. Slide 37 Filling a Vacancy Faculty recruitment and retention information, including Faculty Recruitment Toolkit and Search Committee Tutorial available at: www.aa.ufl.edu/aa/facdev/recruit www.aa.ufl.edu/aa/facdev/recruit Administrative staff members should attend GatorJobs training GatorJobs Toolkits available at: www.hr.ufl.edu/training/myUFL/toolkits/Hi ringAddPay.asp www.hr.ufl.edu/training/myUFL/toolkits/Hi ringAddPay.asp Slide 38 Faculty and Staff Recruitment (Search) Waivers Slide 39 Recruitment Waivers C OMPLIANCE S OLUTION The Human Resource Services, in cooperation with the Office of the Provost, researched processes of UF peers within the Association of American Universities and developed procedures to improve compliance with federal Equal Employment Opportunity laws. These procedures limited and clarified appropriate exceptions to open and competitive faculty recruitments. 39 Slide 40 Recruitment Waivers C OMPLIANCE S OLUTION ( CONTINUED ) A multi-layer process for review and determination was established. Revised the existing tracking process to monitor trends and patterns. As a federal contractor, the University is required to comply with all federal equal employment opportunity laws which require fair, open and competitive searches, and consistent treatment of applicants. Non-compliance with federal EEO laws could result in cancellation, termination or suspension of Federal contracts. 40 Slide 41 Examples of Waiver Requests Critical Hire For a position deemed critical to the overall advancement of the University. Degree Waiver An appointment without the usual required academic degree to non-tenure accruing position. Instructional Necessity A time-limited appointment during an emergency situation. Internal Search Only For UF applicants only. Named in Contract / Award (100%) An appointment of person(s) named in and paid 100% from the contract or grant. 41 Slide 42 Recruitment waivers for TEAMS positions are rarely granted. Less than 1% of TEAMS recruitments are granted waivers. An example of a granted recruitment waiver request: A new faculty member is bringing a grant to UF and the perspective employee is specifically named in that grant. An example of a request not granted: Moving a current OPS employee into a TEAMS position. STAFF/TEAMS Recruitment Waivers Slide 43 Examples of Waiver Requests Special Professional Distinction An individual with truly outstanding achievements and significant contributions. Spouse or Domestic Partner Hire An appointment in a dual career family or domestic partnership to enhance the hire/retention. Target of Opportunity (record of inclusion) The Recruitment Waiver Procedures and Form along with additional information regarding faculty recruitment and retention is available: http://www.aa.ufl.edu/Data/Sites/18/media/forms/waiver_procedures_form. pdf 43 Slide 44 Other Examples 1) No search may be required for an increase in FTE of an existing appointment. 2) Faculty appointments with an OPS/temporary title (adjunct faculty) do not require a search. 3) Post-docs: If competitively searched for original hire as post-docs they would not need a waiver to transfer as a research assistant professor or some similar title. 4) Some situations may only require an internal search. Examples may include assistant deans/ department chairs. 5) In general, a newly established position will require an external search. 44 Slide 45 Rehired Retirees New state and university requirements State guideline https://www.rol.frs.state.fl.us/forms/remi nder.pdf UF form http://www.hr.ufl.edu/recruitment/forms/ rehire_request.pdf Slide 46 E-Verify An employment eligibility verification system operated by the U.S. Department of Homeland Security (DHS)and U.S. Citizenship and Immigration Services (USCIS). Implemented January 2010. E-Verify checks information electronically against records contained in DHS and Social Security Administration databases. Slide 47 What does E-Verify Mean to UF? Executive Order 13465 required all federal contractors to participate in E- verify. As a federal contractor, UF is required to perform E-verify checks on all newly hired employees. To be in compliance, the E-Verify check must be performed by the end of the employees third workday. Slide 48 What does E-Verify Mean to UF? All employees, including adjunct faculty and graduate assistants, must sign the I-9 ON OR BEFORE the first day of employment. All employees must produce documents proving authorization to work in U.S by the end of the third day of work. Hires must be entered into the UF payroll system, which is now connected to E-Verify, by the end of the third workday. Slide 49 Penalties for not complying with E- Verify within 3 days of the hire include fines and loss of federal funding. By law, employees who do not produce documents by the end of the third business day are not eligible to return to work and must be terminated. What does E-Verify Mean to UF? Slide 50 Criminal Background Checks for New Employees Slide 51 Criminal Background Checks To foster and maintain safety and security of students, faculty and, staff. Already performed for many hires. Beginning March 1, 2011, UF began completing for all new faculty and TEAMS staff hires. Excludes temporary employees (OPS) unless legally required (Federal or State). Slide 52 Criminal Background Checks Cost of background check paid from central funds. Background checks for existing employees funded by departments. Coordinate through UF Human Resource Services Recruitment and Staffing. Form - http://www.hr.ufl.edu/recruitment/for ms/background_screening_form.pdf http://www.hr.ufl.edu/recruitment/for ms/background_screening_form.pdf Slide 53 Employee Relations Slide 54 Staff Performance Appraisals UFs performance appraisal system is designed to improve communication between supervisors and employees Slide 55 Performance Appraisals for Staff Exempt staff: Evaluated by supervisor via a narrative letter and form in March each year Non-exempt staff are evaluated via a form, using a set of established ratings Exceeds, Above Average, Achieves, Minimally Achieves, Below Performance Standards Slide 56 Types for Non-exempt Staff Probationary Typically completed during an employees sixth month Annual In March of each yearunless another appraisal was completed within the last 60 days Next evaluation period: March 1, 2011-February 28, 2012 Returned to HR by March 31 Slide 57 Other UF Staff Appraisals Special appraisals Covers evaluation for period of 60 days to 6 months Notes changes in performance Best practice Please contact HR satellite office if you believe a special appraisal is warranted or when there are overall performance concerns Slide 58 Labor Relations at UF Slide 59 Union Representation AFSCME Staff USPS GAU Graduate Assistants PBA Police Benevolent Association UFF United Faculty of Florida Slide 60 Collective Bargaining Agreements/Contracts Define working conditions Drive salary increases Provide grievance procedures Typically three years in duration, with reopeners Slide 61 Discipline UF encourages all staff members to contribute to a positive and productive work environment Slide 62 Progressive Discipline Oral reprimand Written reprimand Suspension Dismissal Slide 63 Appealable Actions Predetermination Conference Option to Arbitrate Slide 64 Complaints & Grievances Various options for faculty and staff Includes internal and external reviews UF Regulations http://regulations.ufl.edu/chapter3/ Union Contracts http://www.hr.ufl.edu/labor- relations/default.asp Non-reappointments/Non-renewals Not considered disciplinary Slide 65 TEAMS Appointments Slide 66 New to UF staff hires: TEAMS non-exempt (hourly) Serve six-month probationary period Then issued annual appointment TEAMS exempt Department should issue six-month initial appointment Then issued annual appointment Slide 67 TEAMS Appointments Internal candidate May be USPS or TEAMS (employee brings current status) unless position is TEAMS only USPS employee will serve six-month probationary period if never been in classification TEAMS issued annual appointmentno probationary periodsif employee has completed initial 6 months at UF Slide 68 Non-Reappointments Hired after June 30, 2005: Three months notice Hired before June 30, 2005: Six months notice Does not apply if serving a probationary period Employees may apply for other jobs on campus Slide 69 Time-Limited Positions When possible, employees are provided a minimum of 45 days notice in the event funding is being eliminated Time-limited provisions in appointment letter take precedence over appointment and non-reappointment requirements Slide 70 Training and Organizational Development Leadership Development: UF management/leadership competency model Managing at UF curriculum supports competency development 360-degree assessment available Year-long leadership programs: Advanced Leadership for Academics and Professionals program UF Academy (emerging leaders) Slide 71 Training and Organizational Development Training business and compliance Education Benefits Awards Programs Strategic planning and retreat facilitation Managerial coaching Visit www.hr.ufl.edu/training Slide 72 Health Insurance Slide 73 Resources Are Available Mary Alice Albritton, Director for Benefits and Retirement Melissa Curry, Director for Recruitment and Staffing Kim Czaplewski, Director for Employee Relations,392-1072 Larry Ellis, Director of Equity and Diversity,273-1778 Jodi Gentry, Director of Training and Organizational Development Slide 74 Thank You!