Portland State University Welcome to HRascals Plus! August 3, 2007

1. Portland State University Welcome to HRascals Plus! August 3, 2007

2. Welcome HRascals! Cathy LaTourette Associate Vice President for Human Resources

3. Agenda – 08/03/07 • Training & Development Update – Jenny Sherman • Benefits Update – Joanne Clancy • New DHART Requirements – Kelle Lawrence • Student Employment/Work Study Awards • Joslyn Webster & Scot Turner • Position Numbers, Wage Agreements and Timesheets – Maria Eldred • Introduction of New HR Staff – Cathy LaTourette • Announcements

4. Training & Development Update • Jenny Sherman • Sr Manager, Employee Relations, Training & Development • WVHEHRC - Management Development Series • Upcoming New Employee Orientation via the web

5. Benefits Update Joanne Clancy Benefits Manager

6. Worksite Health Screening • An invitation will be sent out in the fall for our free PSU Employee Health Screening. • You must register to participate. Information on registration will be included in the invitation. • oregon.gov/DAS/PEBB/worksitescreenings.shtml

7. Open Enrollment • PEBB Open Enrollment – October • Review the attached PEBB Newsletter • Must reenroll for FSA accounts. http://pebb.das.state.or.us/

8. Retirement Redesign • Meetings will be scheduled in the fall and advertised by OUS communication. • The following slides highlight the improvements and timeline for the redesign. http://www.ous.edu/about/redesign/

11. Diversity Hiring and Retention Team(DHART) Kelle Lawrence Coordinator of Diversity Programs

12. Important for Sept 2007 • Effective September 1, 2007, every search committee should have at least one DHART trained member. • DHART trainings will be “on-call” and not in the general all campus forum any longer. Email or call OPDI to make arrangements (opdi@pdx.edu or 503-725-5919) • There are DHART trainings geared toward faculty searches and for staff searches.

13. Diversity Action Hiring and Retention Team (DAHRT)OPDI (Office of the President’s Diversity Initiative) In developing this presentation, OPDI has partnered with: Academic Affairs, Affirmative Action, Human Resources, Ombuds, Center for Academic Excellence.

14. DHART - What is it? • We offer collegial and knowledgeable advice to departments and committees seeking to recruit and retain a diverse faculty and staff. • Our team is composed of Portland State faculty and staff members who have served on departmental search committees and are engaged in campus diversity work. • Our goal is to facilitate collegial discussion of diversity issues within Portland State's departments and programs. • We will gladly join you as you talk about diversity in your unit, discuss your retention plan for a new colleague, or create plans to maintain a welcoming department workplace.

15. Hiring—What We Have Learned • Advertise not only in The Chronicle, but also in diversity-related outlets. • Cast a broad net in ways that work for you. • Think about including ABDs, but think about how you can help them finish. • Describe diversity at Portland State, Oregon’s most diverse 4-year institution. • Go beyond the “boilerplate” language about equal opportunity.

16. Hiring—What We Have Learned • Keep an open mind about written materials that do not look typical. • Ask for statement on multicultural teaching experience. • Phone interview a lot of people. • Ask about diversity early and often. • Show departmental links to and interest in communities of interest to your candidate. • Be honest about the challenges.

17. DAHRTWeb

18. If you are interested in working with the DAHRT team, contact OPDI at • opdi@pdx.edu • or 503-725-5919 • Visit our website at www.diversity.pdx.edu

19. Student Employment and Work Study Awards Joslyn Webster Payroll Coordinator, HRC Scot Turner Work Study, Refund Coordinator, FAO

20. Hiring Students and Monitoring Student Work Study Awards • EPAF training will start again Tuesday, August 21st, 1:00-2:00 in the HR conference room. • Please call 5-4926 to register. • EPAF: a work in progress • See the newly revised EPAF User Guide attached. • Please give us your constructive input on the feedback form to help us continue improving the EPAF system.

21. New EPAF Approver Form • Primary Approver • Dean, Director, Chair, Head of Department • Person who can set up EPAFs and approve timesheets • Proxy • Given same access as the Primary Approver by the Primary Approver for delegated responsibility or for certification authority in the absence of Primary Approver. • Please review your department’s Approvers & Proxies before we head into the 07/08 academic year.

22. RJASEAR – Work Study Award Usage “Remaining” is equal to total award less gross pay on federal work study position. How many hours are available for a this student to work? Remaining $ / hourly rate = number of hours available under work study award.

23. Finding theRight Position NumberWage Agreements & Timesheets Maria Eldred Academic Employment Manager

24. Finding Position Numbers in Banner • There are two ways to find accurate position numbers for your department’s employees. • Running the ZPHRDPL report from Banner. • Running a query while in Banner. • (Come to a Banner Friendly workshop • to learn how to do this.)

25. Enter “ZPHRDPL” in the direct access field OR Select the ZPHRDPL report through the Campus HR Reports drop-down menu • ZPHRDPL – find all of your departmental position numbers!

26. An “S” indicates single benefits eligible positions. (classified, full-time faculty, unclassified) A “P” indicates pooled non-benefits eligible positions. (students, temps, grad assists, wages, part-time faculty) Leaving this field blank will find both single and pooled positions. It is important to run the report with all variations of your department’s name (FAC/FAP or PHE/SCH)

27. Running a Banner Report • Enter the report name in the direct access field or choose the correct report from the drop-down menu. • “Control + Page Down” to move beyond the “web” section. This will allow the report to be sent directly to your email account. • Enter data into the “Values” section. Accuracy matters! Look to the bottom of the screen for clues as to how your criteria/data should be entered (Ex: 08/03/07 vs Aug 3, 2007). • “Control + Page Down” and save the query or simply press F10 to run the report. • Access the report in your email.

28. The first link will show what criteria or values you entered. The second link will bring you to a webpage where all of your data results are accessible. The results are also selectable to transfer into excel or another word processing program.

29. This list can easily be copied and pasted into an Excel Spreadsheet. Names are listed next to positions for current incumbents. It is blank next to the position numbers used by previous incumbents whose job is no longer active. An “S” indicates a single benefits eligible position. A “P” indicates a pooled non-benefits eligible position. The default index code will be listed in this column.

30. Deciphering Position Titles in Banner • Fictional Example from Fictional Position List Report (ZPHRDPL): • “D90000 00XYZ UX Grand PoohbahZZZ001 S Fred Flintstone” • Fictional Example from Banner NBAJOBS Job Detail Screen: • D90000 00 XYZ UX Grand Poohbah • The first 3 letters of a position title indicate which department this position belongs to • (BIO = Biology, POF = President’s Office, this is often the department’s mail code). • The second one or two letters indicate what the positions union affiliation is • UP = Unclassified AAUP C = Classified • UT = Unclassified AFT G = Graduate Assistant • UX = Unclassified Excluded S = Student • UU = Unclassified Unrepresented • The final phrase is the position title. • Different suffixes are appropriate for different kinds of work • 00 (zero zero) = Regular position S0 (S zero) = Summer • 95 = Overload/Supplemental 01 (zero one) = unusual • 90 (9 zero) = Administrative Stipend

31. Wage Agreements & Timesheets • Please use this information in conjunction with the 02/02/07 HRascals Power Point presentation on FLSA available through the HRascals website • Example 1: • “I am pleased to offer you a Portland State University wage agreement. • Payment effective dates: August 6, 2007 – August 10, 2007 • This offer is made solely for the purpose of providing the following professional services: Consulting on the reorganization of our Dino Dog Grooming Department. • Your wages for this assignment will be $300 for approximately 5 hours of work.” • This wage agreement WOULD REQUIRE a timesheet. It is below the $455 weekly threshold and is not specific enough to meet the requirements for proactive monitoring by the Fair Labor Standards Act (FLSA).

32. Wage Agreements & Timesheets • Example 2: • “I am pleased to offer you a Portland State University wage agreement. • Payment effective dates: August 6, 2007 • This offer is made solely for the purpose of providing the following professional services: Consulting on the reorganization of our Dino Dog Grooming Department. • Your wages for this assignment will be $300 for approximately 5 hours of work on August 6th from 10 am – 3 pm attending our reorganization meeting.” • This wage agreement WOULD NOT REQUIRE a timesheet. It is below the $455 weekly threshold but is specific enough to meet the requirements for proactive monitoring by the Fair Labor Standards Act (FLSA). • Wage Agreement + Specific Language = No Timesheet

33. Meet Our New HR Staff Members! Cathy LaTourette Associate Vice President for Human Resources

34. Welcome to… • Jessica Selig – HRIS Coordinator • Karen Garrison – Benefits Coordinator • Adriane Lushenko – Employment Records Specialist

35. Announcements • New Dining Services Director – Steve Wadsworth • Next HRascals Meeting October 5, 2007 • HRascals Plus Feedback Form

36. Stay Cool! • Thanks you for all your hard work!! • Enjoy the beautiful summer weather!