Florida International University

1. Florida International University HR Liaisons Meeting October 15, 2009

2. 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

3. Pre-Employment Requirements

4. PRE-EMPLOYMENT REQUIREMENTS Effective March 31, 2009: 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

5. 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)

6. 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

7. Pre-Employment Requirements PROSPECTIVE EMPLOYEES CURRENT EMPLOYEES • 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 • 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)

8. Pre-Employment Requirements HR LIAISON/DEPT ROLE HR ROLE 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

9. 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

10. I-9 Verification: E-Verify

11. 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.

12. 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

13. 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

14. 4/10 SUMMER SCHEDULE SURVEY UPDATE • 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 - 35.3% • 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, 2009

15. HR LIAISONS SURVEY UPDATE • Summary • Next Steps • Communicate dates for training programs • Identify Liaisons for org. codes not represented

16. 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 28th • Tuesday, December 29th • Wednesday, December 30th • Deans, 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 23rd for approval.  All approved lists should be submitted to the Division of Human Resources by Friday, November 6th.

17. IMPORTANT DATES EventDate Susan G. Komen Race for the Cure Saturday, October 17  FIU Football Game Saturday, October 31 Deadline for essential personnel lists Friday, November 6 EV4 Training TBD, Week of November 9 STEPP Program Thursday, November 12 FIU Women’s Basketball Game Tuesday, November 17 FIU’s Got Talent Thursday, December 10

18. WRAP UP Questions or Comments?