1. 1 HR Forum Faculty Recruiting in OMNI HR January 21, 2016

2. 2 FLORIDA STATE UNIVERSITY Office of Human Resources Agenda HR Updates Faculty Recruiting in OMNI HR Feedback Up Next One-on-One Questions

3. 3 FLORIDA STATE UNIVERSITY Office of Human Resources HR Updates Attendance & Leave University Sick Leave Pool Open Enrollment: February 1-19, 2016. Applications received in HR before February 1, 2016 or after February 19, 2016, will not be accepted. Additional information and forms are available on the HR website.

4. 4 FLORIDA STATE UNIVERSITY Office of Human Resources HR Updates Equal Opportunity & Compliance 2016 Labor Law Poster Updates – http://floridajobs.org/docs/default-source/2016-minimum- wage-increases/poster-fl_minwage2016.pdf http://floridajobs.org/docs/default-source/2016-minimum- wage-increases/poster-fl_minwage2016.pdf – http://www.hr.fsu.edu/PDF/Publications/diversity/EEO_Stat ement.pdf http://www.hr.fsu.edu/PDF/Publications/diversity/EEO_Stat ement.pdf Employee & Labor Relations Welcome Tonya Kelley, Assistant Director (850) 644-6034 tbkelly@fsu.edu

5. 5 FLORIDA STATE UNIVERSITY Office of Human Resources HR Updates 5 th Annual Drug-Free Workplace Awareness Week Substance Abuse and the Workplace: #ABOVE THE INFLUENCE (January 25-29) Monday, January 25, 2016 Drug-Free Workplace Awareness Facts Drug-Free Workplace Awareness Week begins. Detailed information available at www.hr.fsu.edu.www.hr.fsu.edu Tuesday, January 26, 2016 CDL Drug and Alcohol Testing Training This training is required for all CDL drivers and CDL supervisors. Held at the Training Center from 8:30–10:00 am for drivers, and 8:30 am–12:30 pm for supervisors. Wednesday, January 27, 2016 Towards a Better Understanding of Substance Use Disorders Jack Richardson returns to FSU to share his more than 35 years of experience in substance abuse and mental health counseling. Held at the Training Center from 1:30–3:30 pm *Registration required. (Course PDDFW4, Session 0003) Thursday, January 28, 2016 ELR/EAP Information Sessions Two informational seminars for Building Services employees at 8:30 am in Human Resources, Room 6224, and at 4:30 pm in Mendenhall A 101.

6. 6 FLORIDA STATE UNIVERSITY Office of Human Resources HR Updates Communications Better know our website – Courtesy Appointments: http://hr.fsu.edu/?page=edm/edm_courtesy_appointments http://hr.fsu.edu/?page=edm/edm_courtesy_appointments

7. 7 FLORIDA STATE UNIVERSITY Office of Human Resources Faculty Recruiting in OMNI HR April Smatt, Senior HR Specialist Christine Conley, Associate Director Kristen Hagen, Associate Director (CGE) Luciana Hornung, Assistant General Counsel

8. 8 FLORIDA STATE UNIVERSITY Office of Human Resources Agenda Myths & Tips Upcoming Modifications Reminders from HR Reminders from the Center for Global Engagement

9. 9 FLORIDA STATE UNIVERSITY Office of Human Resources Faculty Recruiting in OMNI HR Let’s start with some “True or False” scenarios! 1.The applicant pool is difficult to navigate in OMNI. True or False

10. 10 FLORIDA STATE UNIVERSITY Office of Human Resources Faculty Recruiting in OMNI HR Answer: False. Tips: The “Applicants” page is interactive and filters the applicants into different status tabs for ease of review. To use the print application feature, one must have the FSU_SS_MANAGER or FSU_SEC_HR_QUERY_ALL role.

11. 11 FLORIDA STATE UNIVERSITY Office of Human Resources Faculty Recruiting in OMNI HR 2. The system can be used to send correspondence directly to applicants. True or False

12. 12 FLORIDA STATE UNIVERSITY Office of Human Resources Faculty Recruiting in OMNI HR Answer: True. Tips: Go to Search Job Openings > locate your post > Applicants page > Other Actions or Group Actions > Applicant Actions > click Send Correspondence to email applicants via OMNI.

13. 13 FLORIDA STATE UNIVERSITY Office of Human Resources Faculty Recruiting in OMNI HR 3. When drafting external advertisements, I cannot provide the direct hyperlink to my OMNI post because the link is too long. True or False

14. 14 FLORIDA STATE UNIVERSITY Office of Human Resources Faculty Recruiting in OMNI HR Answer: False. Tips: Step 1. Using the “Email to Friend” link found at the bottom of the advertisement from the Job Search page, obtain the URL > copy the URL.

15. 15 FLORIDA STATE UNIVERSITY Office of Human Resources Faculty Recruiting in OMNI HR Tips: Step 2. Highlight the text in the external ad where the hyperlink should display > right click > click Hyperlink > paste URL in the address box > click OK.

16. 16 FLORIDA STATE UNIVERSITY Office of Human Resources Faculty Recruiting in OMNI HR 4. You can use the same disposition code on more than one applicant in a pool to show why they fell out of consideration. True or False

17. 17 FLORIDA STATE UNIVERSITY Office of Human Resources Faculty Recruiting in OMNI HR Answer: True. Tips: If the same disposition code applies to multiple applicants in a pool, it’s okay to use the same code. Ensure the code chosen is most relevant to why the candidate fell out of consideration. After the applicants have been routed, run the following query to help the committee keep track of the disposition codes for the pool: FSU_ERS_DISP_CODE_REPORT. Try not to use the code “Did not Demonstrate a Match with Job Sought” on applicant records in the Review stage. The Applicant Disposition Matrix, found on the HR Website, provides examples of when to use the different codes.Applicant Disposition Matrix

18. 18 FLORIDA STATE UNIVERSITY Office of Human Resources Faculty Recruiting in OMNI HR 5. The job offer entails multiple screens and is cumbersome to complete. True or False

19. 19 FLORIDA STATE UNIVERSITY Office of Human Resources Faculty Recruiting in OMNI HR Answer: False. Tips: Simply click on Prepare/View Job Offer from the Recruiting Actions to extend the job offer. The data entry is all on one page. Check the status of a job offer by the navigation above > Approvals tab.

20. 20 FLORIDA STATE UNIVERSITY Office of Human Resources Faculty Recruiting in OMNI HR 6. The faculty application takes a long time to complete and is overly detailed. True or False?

21. 21 FLORIDA STATE UNIVERSITY Office of Human Resources Faculty Recruiting in OMNI HR Answer: False. Tips: The faculty template is a condensed application that only asks for attachments, education level/details, the questionnaire, and self- ID info. Completing the faculty application is a rather quick and painless process. Additionally, with the 9.2 upgrade, the job search page has been enhanced, allowing applicants to tailor their job search. Self-Identify section collects all necessary EEO data, so there is no additional follow-up.

22. 22 FLORIDA STATE UNIVERSITY Office of Human Resources Additional Tips HR no longer screens Faculty pools. ‒The Recruiter automatically changes all applicants from “Applied” to “Route” status for department review. New option to send CV attachments to departments via email when routing applicants. New posting descriptions for Faculty-Pay Plan, and How to Apply-Faculty Online Application Instructions.

23. 23 FLORIDA STATE UNIVERSITY Office of Human Resources Additional Tips Cont’d Visit the Faculty Recruitment page for a Faculty Job Posting Checklist, Appointment Checklists, and much more.Faculty Recruitment page Contingent Language re Background Checks: Include in Faculty Offer Letters. ‒Screening must be completed prior to appointment in OMNI (includes early provisioning).

24. 24 FLORIDA STATE UNIVERSITY Office of Human Resources Additional Tips Cont’d Send appointment paperwork ‒for Advertised faculty positions to the Assigned Employment Recruiter;Assigned Employment Recruiter ‒for Unadvertised faculty positions to Andrea Zinker in Employee Data Management. HR will work with departments to facilitate open rank position hires and multiple hires; both are possible through OMNI.

25. 25 FLORIDA STATE UNIVERSITY Office of Human Resources Equal Opportunity and Compliance Reminders Be mindful of exclusionary wording in advertisements (e.g. race, age, gender, disability, etc.). All external advertisements must contain the full FSU EEO Tagline: – An Equal Opportunity/Access/Affirmative Action/Pro Disabled & Veteran Employer. Additionally, if there is room, we recommend including: – FSU’s Equal Opportunity Statement can be viewed at http://www.hr.fsu.edu/PDF/Publications/diversity/EEO_S tatement.pdf. http://www.hr.fsu.edu/PDF/Publications/diversity/EEO_S tatement.pdf

26. 26 FLORIDA STATE UNIVERSITY Office of Human Resources Equal Opportunity and Compliance Reminders If the OMNI application Self-Identify section is NOT used to collect applicant EEO data: – applicants must be individually sent the electronic or paper Applicant Information for Monitoring Affirmative Action Form (AA317) http://www.hr.fsu.edu/PDF/Forms/AffirmativeActionAppl ication_fill.pdf, AND http://www.hr.fsu.edu/PDF/Forms/AffirmativeActionAppl ication_fill.pdf – a Faculty Applicant Flow Log http://hr.fsu.edu/pdf/forms/facflowlog_fill.pdf must be sent to HR with all applicant names and disposition codes. http://hr.fsu.edu/pdf/forms/facflowlog_fill.pdf

27. 27 FLORIDA STATE UNIVERSITY Office of Human Resources Upcoming Modifications Faster upload times & greater capacity for applicant attachments The ability for third parties to submit letters of recommendation via OMNI on behalf of faculty applicants (similar to Interfolio)

28. 28 FLORIDA STATE UNIVERSITY Office of Human Resources Required Faculty Paperwork Official Transcripts – Originals must be sent to Human Resources Curriculum Vitae Offer Letter Contract 3 Letters of Recommendation

29. 29 FLORIDA STATE UNIVERSITY Office of Human Resources Early Provisioning Allows new faculty members the ability to gain access to new employee services before their first date of employment. – Including: email, access to Blackboard, library access, and the FSU Card. The new appointment must be processed by Employee Data Management before the start date for an employee ID to be assigned. – All required paperwork must be complete and submitted to EDM for the appointment to be processed.

30. 30 FLORIDA STATE UNIVERSITY Office of Human Resources Center for Global Engagement Reminders Be mindful of the following in advertisements: – Salary – Preferences – Experience Keep advertisements simple and only include essential information. Keep copies of all external advertisements as they appear in journals and screenshots of all advertisements on websites.

31. 31 FLORIDA STATE UNIVERSITY Office of Human Resources CGE Reminders Cont’d Keep track of the dates of all advertisements. OMNI recruiting could facilitate documenting the search for green card sponsorship purposes. Let Luciana Hornung or Kristen Hagen know as soon as an international candidate accepts an offer. Feel free to call if you have questions!

32. 32 FLORIDA STATE UNIVERSITY Office of Human Resources Key Contacts Employment & Recruitment Services (advertised) list of Assigned Employment Recruiters Employee Data Management (unadvertised) Andrea Zinker a.zinker@fsu.edu (850) 644-9641 Center for Global Engagement Luciana Hornung Kristen Hagen Assistant General CounselAssociate Director lhornung@fsu.edu khagen@fsu.edu lhornung@fsu.edukhagen@fsu.edu (850) 644-9549(850) 644-9563

33. 33 FLORIDA STATE UNIVERSITY Office of Human Resources Feedback

34. 34 FLORIDA STATE UNIVERSITY Office of Human Resources Up Next February HR Forum: Worker’s Compensation Thursday February 18, 2016 Spring Department Representative Meeting Wednesday, March 2, 2016 8:30 am-11:00 am College of Medicine

35. 35 FLORIDA STATE UNIVERSITY Office of Human Resources One-on-One Questions SectionRepresentative Attendance & LeaveLisa Rosenthal Benefits/RetirementLeasa Howard Compensation ServicesDiane Hamilton Diversity & InclusionSandi Anderson Employee & Labor RelationsMichelle Douglas Employee Data ManagementAndrea Zinker Employment & Recruitment ServicesBecky Maas & April Smatt Equal Opportunity & ComplianceAmber Wagner Facilities HRShiffany Rawls Faculty RelationsDanni Staats Training & Organizational DevelopmentSandra Dixon