Human Capital Management

1. Human Capital Management Paula Varnes Fussell, VP Human Resource Services

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 Pam Pallas, Director 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 31calendar 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. Age Race Color Religion Pregnancy Veteran status Genetic Information Sex Disability National origin Marital status UF policy added sexual orientation, gender identity and expression Non-Discrimination

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 • 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

35. 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

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

37. Criminal Background Checks for New Employees

38. 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).

39. 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

40. E-Verify • An employment eligibility verification system operated by the U.S. Department of Homeland Security. • Implemented January 2010.

41. 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.

42. What does E-Verify Mean to UF? • 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.

43. 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

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

45. Employee Relations

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

47. 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

48. 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

49. 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

50. Labor Relations at UF