1. Overview of Human Resources Paula Varnes Fussell, VP Human Resource Services Jan Eller, Associate Dean for Administrative Affairs, COM

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

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)

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

8. Qualifying Status Change (QSC) Major “life or work events” – Marriage/divorce – Birth/adoption – Dependent’s changes – Employment changes – Loss of coverage Change must be made within 31 calendar days of the QSC Need documentation

9. FMLA Family and Medical Leave Act

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

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)

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

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)

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

15. Classification and Compensation

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

17. UF Employment Groups Faculty Appointments Salaried Faculty (~4,900) Adjunct Faculty (OPS/Temporary) Other Appointments Residents Fellows – Pre- and Post-Doctoral

18. UF Employment Groups Student Appointments Student OPS Graduate Assistants

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

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

21. In General … HRS can provide information related to: – What’s the average pay on campus for a particular classification? – What’s an appropriate range to use when advertising a vacancy that takes into account appropriate market data? – What’s an appropriate amount for a Special Pay Increase, or SPI – market, counter-offer, additional duties (temporary or permanent)?

22. Fair Labor Standards Act ( FLSA) originally 1938 (updated in 2002)

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

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) – UF’s workweek: Friday–Thursday – NOT calculated on biweekly period “Exempt” – Exempt from, or not covered by, the provisions of the FLSA

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, it’s the employee’s choice

26. Overtime Even unauthorized overtime must be compensated if worked NOTE: OPS employees must be paid for overtime worked

27. Minimum Wage Federal - $7.25/hour State of Florida (Student and OPS) - $7.31/hour UF Staff Employees - $9.75/hour

28. Equity & Diversity How Federal Laws Affect Employment Decisions

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)

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 1960’s (Affirmative Action Plans) - Office of Federal Contract Compliance Programs (OFCCP)

31. Affect All Employment Practices Hiring Promoting Training Disciplining Providing benefits Firing Layoffs

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

33. It’s 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

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 community—student, faculty, or staff—from 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

35. Recruitment and Staffing GatorJobs – filling a vacancy Faculty and Staff Search Waivers E-Verify Criminal Background Checks

36. Filling a Vacancy Vacant faculty and staff positions are posted via GatorJobs.

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

38. Faculty and Staff Recruitment (Search) Waivers

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

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

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

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

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

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

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

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.

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 employee’s third workday.

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.

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?

50. Criminal Background Checks for New Employees

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).

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

53. Employee Relations

54. Staff Performance Appraisals UF’s performance appraisal system is designed to improve communication between supervisors and employees

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

56. Types for Non-exempt Staff Probationary – Typically completed during an employee’s sixth month Annual – In March of each year—unless another appraisal was completed within the last 60 days – Next evaluation period: March 1, 2011-February 28, 2012 Returned to HR by March 31

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

58. Labor Relations at UF

59. Union Representation AFSCME – Staff USPS GAU – Graduate Assistants PBA – Police Benevolent Association UFF – United Faculty of Florida

60. Collective Bargaining Agreements/Contracts Define working conditions Drive salary increases Provide grievance procedures Typically three years in duration, with reopeners

61. Discipline UF encourages all staff members to contribute to a positive and productive work environment

62. Progressive Discipline Oral reprimand Written reprimand Suspension Dismissal

63. Appealable Actions Predetermination Conference Option to Arbitrate

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

65. TEAMS Appointments

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

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 appointment—no probationary periods—if employee has completed initial 6 months at UF

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

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

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)

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

72. Health Insurance

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

74. Thank You!