Human Capital Management

Paula Varnes Fussell,VP Human Resource Services

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

Baby Gator Child Development and Research Center

Pam Pallas, DirectorTwo locations:• Newell Drive and Lake Alice Enrollment:• ~290 children enrolled• Over 380 on the waiting listCenter for Excellence in Early Childhood

Studies (COM, COE, BG and others)

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

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

FMLAFamily and Medical Leave Act

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

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)

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

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)

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

Classification and Compensation

UF Employment GroupsStaff 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

UF Employment Groups

Faculty Appointments• Salaried Faculty (~4,900)• Adjunct Faculty (OPS/Temporary) Other Appointments• Residents• Fellows

– Pre- and Post-Doctoral

UF Employment GroupsStudent Appointments• Student OPS • Graduate Assistants

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

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

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)?

Fair Labor Standards Act (FLSA) originally

1938 (updated in 2002)

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

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

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

Overtime

• Even unauthorized overtime must be compensated if worked

• NOTE: OPS employees must be paid for overtime worked

Minimum Wage

• Federal - $7.25/hour• State of Florida (Student and OPS) -

$7.31/hour• UF Staff Employees - $9.75/hour

Equity & Diversity

How Federal Laws Affect Employment Decisions

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)

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)

Affect All Employment Practices

• Hiring• Promoting• Training• Disciplining• Providing benefits• Firing• Layoffs

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

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

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

• 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

President’s Council on Diversity

• Chaired by Director of Equity and Diversity

• Representatives from campus and Gainesville community

• Diversity Action Plan• Additional information:http://www.hr.ufl.edu/eeo/diversity.htm

Recruitment and Staffing• Criminal Background Checks• E-Verify• Immigration Services• Rehired Retirees

Criminal Background Checks for New Employees

Criminal Background Checks

• To foster and maintain safety and security of students, faculty and, staff.

• Already performed for many hires.• Beginning March 1, 2011, will be

completed for all “new” faculty and TEAMS staff hires.

• Excludes temporary employees (OPS) unless legally required (Federal or State).

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/forms/background_screening_form.pdf

E-Verify

• An employment eligibility verification system operated by the U.S. Department of Homeland Security.

• Implemented January 2010.

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.

• 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?

Immigration Compliance Services (ICS)• ICS provides administrative support services to

departments/centers and foreign nationals as they relate to processes associated with sponsorship of exchange visitors, temporary workers and employment-based permanent residents.

• Nonimmigrant Workers(H-1B, TN, O-1, E-3) Foreign national employees with an educational background which meets the qualifications for a “specialty occupation” with the intent to either return to a place of residence abroad or remain in the U.S. permanently.

• Employment Based Permanent Resident Status Foreign national employees whose employment conditions meet federal and University requirements for sponsorship under an immigrant classification, which allows the employee to adjust status to one which permits one to reside and work in t

• http://www.hr.ufl.edu/ics/index.html

Rehired Retirees • New state and university requirements• State guidelinehttps://www.rol.frs.state.fl.us/forms/reminder.pdf• UF form http://www.hr.ufl.edu/recruitment/forms/rehire_request.pdf

Employee Relations

Staff Performance Appraisals

UF’s performance appraisal system is designed to improve

communication between supervisors and employees

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

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

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

Labor Relations at UF

Union Representation

• AFSCME – Staff USPS• GAU – Graduate Assistants• PBA – Police Benevolent Association• UFF – United Faculty of Florida

Collective Bargaining Agreements/Contracts

• Define working conditions• Drive salary increases• Provide grievance procedures• Typically three years in duration,

with reopeners

Discipline

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

Progressive Discipline

• Oral reprimand• Written reprimand• Suspension• Dismissal

Appealable Actions

• Predetermination Conference• Option to Arbitrate

Complaints & Grievances

• Various options for faculty and staff• Includes internal and external reviews • UF Regulations http://regulations.ufl.edu/chapter3/• Union Contractshttp://www.hr.ufl.edu/labor-relations/default.asp• Non-reappointments/Non-renewals

– Not considered disciplinary

TEAMS Appointments

TEAMS Appointments

• “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

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

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

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

UF Privacy Office• Dedicated to preventing unauthorized

access to information, maintaining the accuracy of information, and ensuring the appropriate use of information.

• Strive to put in place appropriate physical, electronic, and managerial safeguards to secure the information collected in all formats.

• Susan Blair, Chief Privacy Officer• http://privacy.ufl.edu/

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)

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

HR 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• David Lopez, Director of Equity and

Diversity,273-1778• Jodi Gentry, Director of Training and

Organizational Development

Questions?