HR Liaisons Meeting November 18, 2010

Agenda Welcome Professional Development Website Faculty Search and Screen Process Year-End Payroll Announcements Outside Activity/Conflict of Interest Reporting Panther Alerts Other Updates Wrap Up

Professional Development Website

Faculty Search and Screen Process

A Commitment to Diversity FIU is committed to Equal Opportunity in the work place not just because it is the law but because it is the right thing to do. We are committed to making our employment processes as open and as equitable as possible. We are committed to identifying and attracting qualified minority, female and disabled applicants for consideration for position openings. We are committed to a process that is uniform and nondiscriminatory.

The Search Process The search or advertisement of a position occurs on two levels, one internal to the University and the other outside of the University. The following form must be completed with approval by the appropriate vice president. Proposal for Academic Recruitment (PAR) Includes a description of the position Required signatures Describes how and where the position will be advertised If the position has been identifies as having under representation of minority group members or females. What steps will be taken to assure women and minorities have an opportunity to apply Identify committee members

Advertisements Advertisements must include the language: FIU is a member of the State University System of Florida and is an Equal Opportunity, Equal Access Affirmative Action Employer.

Mandatory Language Within Miami area: FIU is a multi-campus public research university located in Miami. FIU offers more than 180 baccalaureate, masters, and professional and doctoral degree programs to over 42,000 students. As one of South Florida’s anchor institutions, FIU is worlds ahead in its local and global engagement, finding solutions to the most challenging problems of our times. Outside Miami area: FIU is a multi-campus public research university located in Miami, a vibrant, international city. FIU offers more than 180 baccalaureate, masters, professional, and doctoral degree programs to over 42,000 students. As one of South Florida’s anchor institutions, FIU is worlds ahead in its local and global engagement and is committed to finding solutions to the most challenging problems of our times.

NO ACTION, ADVERTISING OR OTHER RECRUITING MAY BE TAKEN UNTIL THE APPROPRIATE FORMS ARE APPROVED. The PAR must be approved by the Office of the Provost or his designee who then forwards the PAR to EOPD.

Change Request Form (CRF) Changes to an existing search (deadline date, start date, salary, minimum requirements, cancellation, etc) must be implemented by completing a Change Request Form. Form should be completed and signed before it is sent to EOPD. The signatures of the Hiring Official and Vice President (AA) are required. Change Request Form can be found at

JobsLink All University positions will be posted via JobsLink so that potential employees go to one place to review all available positions. Faculty Recruitment: Upon approval of the PAR, EOPD will notify the Search Committee Chair and the HR Liaison that the position has been approved. The notification will include a memo detailing the steps of the search process and a request to schedule the first organizational meeting.

Paper Process v Paperless Process Paper Process The HR Liaison should follow up with applicants to ensure that they have entered the demographic information in the Faculty Profile in JobsLink as this information will be used to certify the pool of applicants by EOPD on the position review date. Paperless Process Applicants will apply and enter their demographics as they apply for the position on line. The HR Liaison should manage the posting on JobsLink by updating the status, ultimately designating the one candidate who the committee would like to offer the position.

Certification of the Applicant Pool The applicant pool must be certified by EOPD prior to the committee’s discussion of the candidates. Certification of the Interview Pool The interview pool must be certified by EOPD prior to the committee’s interview of the candidates.

Year-End Payroll Announcements

Employees should log into Employee Self Service prior to December 31 to ensure home addresses are accurate in preparation for W2 Forms mail out W2 Forms will be mailed to homes by January 31, 2011 Electronic Form W-2 will be available on Employee Self Service (ESS) after January 31, 2011 Employees who have multiple jobs will receive more than one W2 for the 2010 calendar year

Year-End Payroll Announcements Employees who claimed “exempt from federal withholding” in 2010 must submit a new W-4 by February 15 to continue under this status, otherwise filing status will be automatically changed to single with zero allowances The 2011 social security tax wage base will remain at $106,800 Physical checks for the pay date of December 30, 2010 will be mailed to employee’s home address on file

HR Holiday Deadlines Thanksgiving Holiday Pay Period: 11/12/10 to 11/25/10 Tuesday, November 16, 2010 – All payroll actions must be received in Human Resources. Tuesday, November 23, 2010 – Employees must report their time/leave by 5:00 p.m. in TimeSaver. Wednesday, November 24, 2010 – Time Approvers must approve by 2:00 p.m. in TimeSaver.

HR Holiday Deadlines Christmas and New Year’s Holidays Pay Period: 12/10/2010 to 12/23/2010 Friday, December 10, All payroll actions must be received in Human Resources. Monday, December 20, Employees must report their time/leave for the complete pay period by 5:00 p.m. in TimeSaver. Tuesday, December 21, Time Approvers must approve by 2:00 p.m. in TimeSaver. Thursday, December 30, 2010 – Pay Day – Employees who are not enrolled in direct deposit will have their paychecks mailed to the home address on file.

HR Holiday Deadlines Christmas and New Year’s Holidays Pay Period: 12/24/2010 to 01/06/2011 Wednesday, December 22, All payroll actions must be received in Human Resources.

Outside Activity/ Conflict of Interest Reporting

Outside Activity and Conflict of Interest Reporting Taskforce Members: Jaffus Hardrick, Human Resources Joann Cuesta-Gomez, Human Resources Carlos Flores, Human Resources Tonja Moore, Academic Affairs Michelle Ciccazzo, Academic Affairs Leyda Benitez, Compliance Isis Carbajal de Garcia, Counsel Joe Barabino, Research Don Smithburg, College of Medicine Jonathan Tubman, Research David Driesbach, Research

Purpose of Outside Activity and Conflict of Interest Reporting To establish a disclosure and review process that ensures that potential conflicts are addressed in order to protect the University and its employees from potential risks associated with all types of conflicts of interest (financial, fiduciary and time-commitment).

Sources of Conflict of Interest Florida Statute University Policy

Any University employee with a potential or actual conflict of interest, including contractual or employment activities and conflicts in relation to a research project or a sub award or consulting agreement on a sponsored project, must report such potential or actual conflict of interest to the University for review on an annual basis or when the conflict of interest is anticipated, as applicable. Reporting of Conflict of Interest

Routing of Academic Approval Research Dean Faculty Direct Supervisor Office of the Provost Associate Dean

Routing of Administrative Approval Research Direct Supervisor Admin/Staff Human Resources

Panther Alerts

Other Updates

Don’t forget to purchase your toys! Tickets for the President’s Holiday Celebration will be distributed as follows: Dates:December 1, 2 and 3 Times:9:30 a.m. to 4:00 p.m. Locations:Modesto A. Maidique Campus, PC 224 or Biscayne Bay Campus, LIB 320

Other Updates New Administrative/Staff Change and New Hire Forms will be available in the next few days. Enhancements include: Automatically updated HR Org. Codes No Excel software required Additional form enhancements are forthcoming. The university has contracted with HireRight for background check services. New Employee Experience is held in CSC Our website is being updated to reflect the information.

Upcoming Events/Deadlines Event HR Customer Service Survey Deadline to Respond President’s Holiday Celebration FIU Talent Show Location N/A U.S. Century Bank Arena Graham Center Ballrooms Date/Time Friday, November 19 Wednesday, December 8 2:30 p.m. – 5:00 p.m. Thursday, December 9 6:30 p.m. – 9:00 p.m.

Wrap Up Questions or Comments?