Florida International University HR Liaisons Meeting October 15, 2009

AGENDA Introduction FIU Football Pre-Employment Requirements I-9 Verification: E-Verify Direct Deposit 4/10 Summer Schedule Survey Update HR Liaisons Survey Update Other Updates Important Dates Wrap Up

Pre-Employment Requirements

PRE-EMPLOYMENT REQUIREMENTS FIU Board of Trustees adopted a university-wide policy for the implementation of pre-employment requirements. The requirements apply to: New Employees Faculty Administrative Staff Temporary Students & Volunteers (specific roles & responsibilities) Current Employees *Administrative *Staff *Employees that are transferring or being promoted into another position Effective March 31, 2009:

PRE-EMPLOYMENT REQUIREMENTS Types of Pre-Employment Checks Criminal Background (Misdemeanor & Felony) Social Security Tracing Educational Credentialing Employment Verification Driver’s License Checks Credit Checks Fingerprinting Professional Referencing Language Proficiency *Drug Testing *Professional Licensure Certification *Healthcare Sanctions *Processed by individual units (College of Nursing & College of Medicine)

PRE-EMPLOYMENT REQUIREMENTS - PROCESS When finalist is selected for a career opportunity, the Recruitment Consultant should be notified to initiate the pre-employment process. All Pre-Employment background Investigations will be conducted by the Division of Human Resources-Recruitment Services (with exception of specific checks). Recruitment Consultant will notify hiring official or HR Liaison who checks have been completed. If results are satisfactory, authorization to proceed with preparation of action forms will be given. Any background investigation results that are non-satisfactory will be discussed with the Director of Recruitment Services. A recommendation for hire or non-hire will be made based on those results. Under NO circumstances should a verbal or formal offer of employment be extended prior to the review of all background investigations

Pre-Employment Requirements Adverse Action Process Non-hire recommendation Recruitment Director notifies Hiring Official of hiring decision Recruitment Director notifies finalist of hiring decision and provides the following: Memorandum Name & contact information of vendor that provided report Copy of report Summary of rights under FCRA (Fair Credit Reporting Act) Adverse Action Process Propose termination ELR Director notifies supervisor Issue letter proposing termination Administrative Leave for 3 days Provide hearing or respond in writing Final determination is based on the following: Nature and gravity of the offense(s) The time lapsed since conviction and/or completion of sentence Nature of the position Application disclosure PROSPECTIVE EMPLOYEES CURRENT EMPLOYEES

Pre-Employment Requirements Notify Recruitment Services of intent to hire candidate (prior to verbal or formal extension of employment offer) Wait for notification of clearance of background investigation from HR-Recruitment Services (prior to verbal or formal extension of offer) Attain required information for the facilitation of background investigation Submit information to third-party vendor for purposes of background investigation Notify Hiring Official/HR Liaison of hiring decision Conduct Adverse Action Process (if required) Maintain appropriate records HR ROLE HR LIAISON/DEPT ROLE

PRE-EMPLOYMENT REQUIREMENTS Remember… The pre-employment requirement policy applies to all Faculty, Administrative, Staff & Temporary employees of FIU All pre-employment requirements must be met prior to extending a verbal or formal offer of employment to a new or transfer employee at FIU All hiring decisions & recommendations will be made by the Division of Human Resources Effective dates of employment should be assigned after pre-employment process has been completed and hiring decision has been made

I-9 Verification: E-Verify

E-VERIFY On September 8, 2009, the Department of Homeland Security (DHS) began implementing a rule that amends the Federal Acquisition Regulation (FAR) to require certain federal contractors to participate in the E-Verify program. E-Verify is an internet based system operated by the Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA). Educational Institutions are only required to E-Verify employees who are assigned to the contract whether new or existing. Verification of employment eligibility is not based on national origin or citizenship status. Everyone assigned to the contract has to be evaluated.

E-VERIFY GUIDELINES New Hires: The employer must initiate an E-Verify query no later than the end of three business days after the new hire’s actual start date, and after the I-9 form has been completed by both the employee and employer Existing Employees: The employer must initiate e- verification for each current employee assigned to a federal contract within 90 days after the contract is awarded or within 30 days after an employee is assigned to work on the contract, whichever is later All employees who are working on the contract must be e- verified regardless of the funding source being used to pay salaries

DIRECT DEPOSIT Direct deposit information in PantherSoft Financials will be updated nightly from the HR System for all active employees Employees may update their direct deposit information online through Employee Self Service (ESS) or by completing the appropriate form available on our website

Preliminary Results*  1532 employees completed survey 89.9% were satisfied/somewhat satisfied/neutral 10.1% were somewhat dissatisfied/dissatisfied  Most common response selected for dissatisfied Long working hours %  Those who would like program implemented again 84.5%  Benefits described 65.9% said it increased life/work balance 87.1% said it allowed for savings and resources 67.0% believed it increased morale *Survey closes October 23, /10 SUMMER SCHEDULE SURVEY UPDATE

HR LIAISONS SURVEY UPDATE Summary Next Steps Communicate dates for training programs Identify Liaisons for org. codes not represented DescriptionNumber/Percent # of HR Liaisons ed189 # of Respondents71 % Responded38% # of Org. Codes Not Represented41 # of Org. Codes Represented459 % of Org. Codes Represented92%

OTHER UPDATES PEP Assessments 725 of 1,825 PEP Assessments have been received HR Liaisons whose departments have not submitted will be contacted Extended Winter Break Winter break holidays were extended to include: Monday, December 28 th Tuesday, December 29 th Wednesday, December 30 th D eans, directors and department heads will provide a list to area vice presidents of those essential personnel identified to work during this time by Friday, October 23 rd for approval. All approved lists should be submitted to the Division of Human Resources by Friday, November 6 th.

IMPORTANT DATES EventDate Susan G. Komen Race for the CureSaturday, October 17 FIU Football GameSaturday, October 31 Deadline for essential personnel listsFriday, November 6 EV4 TrainingTBD, Week of November 9 STEPP ProgramThursday, November 12 FIU Women’s Basketball GameTuesday, November 17 FIU’s Got Talent Thursday, December 10

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