Fall 2014 Department Representative Meeting November 5,...

FLORIDA STATE UNIVERSITY The Office of Human Resources


Fall 2014 Department Representative Meeting

November 5, 2014

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Renisha Gibbs

Assistant Vice President for Human Resources & Finance and Administration Chief of Staff

Welcome and Introduction



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College of Medicine

Office of Business Services

Athletics

Thank you to our Partners



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New Employees:

Michelle Douglas, Director – Employee & Labor Relations and Equal Opportunity &

Compliance

Sarah Hubbard, Training Specialist – Training & Organizational Development

Beverlyn Samuels, Senior HR Specialist – Employee & Labor Relations

New Roles:

Rebecca Peterson, Senior HR Specialist – Faculty Relations

New Promotions:

Dallas Beckett, HR Specialist – Time & Labor

Christine Conley, Associate Director – Time & Labor and Employee Data Management

Tamieka McFadden, Facilities HR Generalist – Facilities HR

Danielle “Danni” Staats, HR Representative – Employee & Labor Relations

New HR Employees, Roles & Promotions



DOOR PRIZES

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Employment & Compensation/Classification Updates

Drew Meehan Sr. Associate Director, Human Resources

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Criminal History Background Checks

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Office of Inspector General Services Audit

• Audit testing was for period from January 31, 2007 through June 20, 2013

• Final report issued on June 30, 2014 Recommendation to include faculty in background check

policy in order to “establish a more comprehensive and consistent policy and to reduce risk”

Recommendation to require criminal background checks on all new employees, including faculty

Acknowledgment that this goes beyond what is required by law, but that it is consistent with universities’ practices and compliance testing




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• Target Implementation: August 1st, 2015 for new faculty, USPS, and A&P hires

• For faculty, will include all regular, visiting, clinical, and research positions

• Departments will be required to cover the costs of these background checks




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Contingent language for faculty offer letters:

“This offer is contingent upon the successful completion and favorable results

of a criminal history background check, which must be conducted prior to your

start date.”



Reminders

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• Current criminal history background check policy Includes OPS No offer should be made until HR has

completed a criminal history background check

• USPS Profiles Deadline approaching



Reminders, cont.

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• Insight into Diversity • Veterans’ Preference Removal of FL residency Additional categories of preference Visit our website at:

http://hr.fsu.edu/index.cfm?page=Departreps_Employ_VetsPreferenceUSPS





Benefits Updates

Kathy Gartley HR Specialist, Benefits

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Open Enrollment Changes

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Open Enrollment: October 20–November 7 CVS/Caremark – Prescription provider 90-day option available at retail pharmacy

Vision No “materials only” option

Minor premium changes Dental, Vision, Hospitalization

HSA contributions increase



Open Enrollment Correction Period

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November 10 – November 21 Review confirmation statements

Call People First to make corrections 1-866-663-4735



OPS Benefits Eligibility

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People First determines eligibility Based on reported hours

An increase in FTE does not automatically

make them benefits eligible Contact the Benefits Office to verify eligibility



Benefits Portal

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Coming soon! Will show: People First ID number Insurance enrollments Retirement enrollments



Portal - Sample

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Employee Data Management Reminders

Andrew Kapec HR Specialist, Employee Data Management

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Electronic New Employee Wizard Process

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Available Now! Mandatory for appointments submitted after

January 16, 2015 Walk-in help sessions in Human Resources, A6200 November 14, 2014 9:00 a.m. – 1:00 p.m. December 5, 2014 9:00 a.m. – 1:00 p.m. January 9, 2015 9:00 a.m. – 1:00 p.m. January 16, 2015 1:00 p.m. – 5:00 p.m.

Only for new hires Not to be used for FWS appointments



Spring Graduate Mass Appointments

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November 3rd – 7th Available to Department Representatives

November 10th – 12th Open for Manager approval

November 13th – 14th Open for Originator to review

November 17th – 18th Open for Manager to approve final changes



Graduate Assistant Appointments

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New Graduate Assistant Minimum Stipend $10,000 / 0.5 FTE $12.82 per hour

Ensure Spring Mass Appointment entries comply with the new stipend amount



Dual Compensation

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New form produced from a report in OMNI Use for all employees that are currently active

in OMNI As an approving department, help reduce

processing time by completing any dual compensation forms accurately and timely Ensure any scanned documents are

completely legible



Dual Compensation, cont.

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When is it required? When an employee has more than one active

appointment in more than one department number When an employee is working over 1.0 FTE, regardless

of department number When an employee being paid simultaneously from

OPS & Salaried funds Excludes SFG or any non-compensated records

Who initiates a Dual Compensation form? The department submitting an action



New EDM Email Addresses

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[email protected] Send dual comps needing approval here

[email protected] Send employment verification requests here

[email protected] Send hiring documents here Do not send Social Security Cards or documents

containing SSNs via email

mailto:[email protected]





I-9 Forms

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All Paper I-9s should now be housed in central HR No copies should be maintained in department

and/or personnel files Currently under review and will be entered into

Guardian Please ensure I-9 and E-Verify compliance within

your departments as detailed in the October 1st Listserv to HRMS, Deans, Directors, and Department Heads



DOOR PRIZES

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Time & Labor Updates

Christine Conley Associate Director, Human Resources

Time & Labor

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Time & Labor Updates

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Paperless Department Update Leave Payout Reminders Excess Annual Leave Rollover Holiday Payroll Schedules



Paperless Department Update

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Since our May 2014 Department Rep. Meeting, we have trained and transitioned 15 departments to electronic time entry We are scheduled to onboard several more

departments in the coming months Set-up your department training: Lisa Rosenthal / 644-7936 / [email protected]




Leave Payout Reminders

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Leave payout eligibility is based on LIFETIME MAXIMUMS Employees who previously received a payout (ex.

DROP, previous employment) may have their previous payout deducted from a future payout

Lifetime Maximums: Annual Leave 240 = USPS Annual Leave 352 = A&P & 12-month faculty Sick Leave 25% of 1920



Leave Payout Reminders

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Faculty hired after 5/6/2011 are NOT eligible to receive a sick leave payout, even if they have over 10 years of service USPS employees must have six or more

months of continuous FSU service to receive payment for annual leave Annual leave should not be approved for the

purpose of using it as terminal leave



Excess Annual Leave Rollover

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Employees with an annual leave balance in excess of their pay plan maximum will have their excess converted to sick leave as of the last full pay period in December The last full pay period in December is

12/18/2014 Annual leave used after 12/18/2014 will be

deducted AFTER the rollover



Holiday Payroll Schedules

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Accelerated Payrolls: Pay Period Ending 11/6/14 “J” = 1 day Pay Period Ending 11/20/14 “K” = 2 days Pay Period Ending 12/18/14 “M” = 3 days

Pay Period Ending 1/1/15 “N” Only one preliminary Cost Center Report, which

will be released the morning of 1/5/15 Announcements and Schedules are posted on the HR website

and sent out via Listserv



UFF/GAU Collective Bargaining Updates

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Rebecca Peterson Senior HR Specialist, Faculty Relations



United Faculty of Florida (UFF)

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Supplemental Agreement for 2014-2015 Article 8: Appointment Article 23: Salaries Sustained Performance Increases Merit Increases Performance Bonus Administrative Discretionary Increases



United Faculty of Florida (UFF)

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Other changes: Winter Break Memorandum of Agreement Domestic Partner Benefits Memorandum

of Agreement



Graduate Assistants United

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Supplemental Agreement for 2014-2015 Article 7: Outside Employment or

Activity/Additional Employment/Conflict of Interest Article 16: Health Insurance Article 23: Stipends MOA: Joint Labor Management Committee

regarding fees



Diversity & Inclusion Updates

Sandi M. Smith Anderson Specialist, Human Resources

Diversity & Inclusion 38



What’s happening now…

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FSU honored with 2014 Higher Education Excellence in Diversity (HEED) Award

Diversity and Inclusion Climate Survey Dates: October 22 – November 24

New Diversity & Inclusion Website New Diversity & Inclusion Certificate Series New Affinity Groups Latin@ Faculty Resource Group Black Faculty & Staff Network



BREAK

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Department Representative Recognition

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Renisha Gibbs

Assistant Vice President for Human Resources & Finance and Administration Chief of Staff



Jason Batton, Financial Associate, UBA College of Nursing Wanda Brooks, Staff Coordinator, PCC F&A Director’s Office Barbara Butler, Staff Services Specialist, UBA Florida State University Schools Marlee Clouston, Staff Services Associate, UBA Information Technology Srvcs Brandy Daly, Administrative Specialist, UBA FSU Police Department Dorothy Gochnauer, Financial Specialist, UBA Florida Natural Areas Inventory Traci Jones, Assistant Director, Florida Center for Interactive Media Tyler Martin, Staff Services Associate, UBA Office of Admissions Cherrylyn Mills, Office Administrator, Controller’s Office Holly Stafford, Staff Services Associate, UBA National High Magnetic Field Lab Virginia Thornton, Executive Assistant, Controller’s Office Sheila Williams, Assistant Director, Institute of Science and Public Affairs

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Outstanding Department Representative Nominees



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Sheila Williams Assistant Director, Institute of Science and Public Affairs

Fall 2014 Outstanding Department Representative

and

“Essential Piece” Award Recipient



Sexual Misconduct & Title IX

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Sarah Mirkin Senior Investigator, Human Resources

Equal Opportunity & Compliance



Sexual Misconduct

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Sexual Harassment

Dating Violence

Domestic Violence

Rape/Sexual Assault/Sexual Battery

Stalking



Title IX of the Education Amendments of 1972

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Federal Law

Prohibits: Sex Discrimination (sexual harassment & sexual violence)

Requires: Gender Equity

Applies: All University programs & activities (on and off campus)

Protects: Men, Women, Transgender, Students/Employees



FSU’s Title IX Obligations

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Investigate

Prompt, thorough, impartial

Regardless of criminal investigation

Eliminate

Address Effects

Prevent Recurrence



Current Climate

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kNOwMORE.fsu.edu

Mandatory Reporting to EOC/DOS Student victim Subordinate

Confidential Sources Victim Advocate Program EAP UCC

https://smr.fsu.edu/



Get Training

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Mandatory Training All new employees (NEO/NFO) Undergraduate TAs

Request Training Online: 850-644-8724 (Training Center) On site: 850-645-6519 (EOC)



Questions

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Sarah Mirkin 850-644-8142 [email protected]

EOC 850-645-6519 [email protected]





Telecommuting

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Mandy Manning FMLA Administrator, Human Resources

Equal Opportunity & Compliance



What is Telecommuting?

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It is an opportunity to perform your job in a location other than your assigned workplace through the use of computers or other telecommunications devices. It is a flexible work arrangement that serves the

needs of the employee and the work unit. It is a benefit, but employees are not entitled to

telecommute. FSU Policy 4-OP-C-7-B6 TELECOMMUTING

http://policies.vpfa.fsu.edu/personnel/3b.html#6



Telecommuting Guidelines

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Employees who want to telecommute due to a medical reason must contact the FMLA Administrator and complete the medical certification process. Employees who have given birth may not

telecommute until 4 weeks after birth, regardless of medical clearance. Employees must make alternate arrangements

for dependent care while telecommuting.



Telecommuting Procedures

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Complete the Telecommuting Agreement and submit for review and approval. Telecommuting cannot start prior to receiving

all approvals, which includes official notification from Human Resources. Telecommuting without approval can result in

disciplinary action. Telecommuting can be terminated at any time

by the Department or Human Resources.

http://www.hr.fsu.edu/PDF/Forms/TelecommutingAgreement_Fill_In.pdf



DOOR PRIZES

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Graduate Assistant Health Insurance Subsidies

Brian Barton Assistant Dean, The Graduate School

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Recap of Fall Term

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Subsidy

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Timely appointment submission is critical Registration should be encouraged in advance

of beginning of term The University portion is charged to C&G,

Local, and Aux projects The E&G portion is still absorbed by Grad

School Timely admissions is also an area to watch



Admissions & Subsidy

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Spring 2015

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Appointments and registrations need to be in the system by the first day of class www.gradschool.fsu.edu Questions/help: [email protected]

http://www.gradschool.fsu.edu/




Postdoctoral Hiring Procedures

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Keisha John, PhD Director, Office of Postdoctoral Affairs



Key Parts of Definition

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The appointee was awarded a Ph.D. or equivalent doctorate (e.g., Sc.D., M.D.) in an appropriate field within 5 years prior to the appointment. Exceptions with prior approval from the Office of Postdoctoral Affairs. The appointment is a temporary traineeship appointed for a term of 1 year; with a maximum total appointment of 4 years at FSU. Under special circumstances as approved in advance by the provost, postdoc appointments may be renewed for an additional year for a maximum of 5 years total.



Classification and Coding

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All postdoctoral scholars are OPS appointees, hired under job code M9189 (M9189N for international scholars)

Exceptions can be made on an individual basis when in the best interests of the University and justified by supporting documentation

Courtesy postdoctoral scholars are hired under job code H9189

Scholars are provided healthcare benefits if and as required by the state of Florida

All appointments will be classified as a postdoc under the employee class in OMNI



Your Role

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Appointment letters

Correct coding

Provide my office information to new scholars

Contact me if you have any questions or concerns



Contact

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Keisha John, PhD Assistant Dean of The Graduate School

Director of the Office of Postdoctoral Affairs Suite 4001E: Honors, Scholars, and Fellows House

Phone- (850) 644-8132 http://opda.fsu.edu/

http://opda.fsu.edu/





DOOR PRIZES

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Questions & Answers

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Closing Remarks

Amber Pursley

Communications/Special Projects Manager, Human Resources



Upcoming HR Initiatives

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USPS ePerformance

Paperless Time Entry

PeopleSoft Upgrade

Criminal History Background Check Policy



Thank You!

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Fall 2014 Department Representative Meeting November 5,...

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