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Spring 2011 HR: Academic Personnel Hiring & Processing Workshop

Spring 2011 HR: Academic Personnel Hiring & Processing Workshop. Presented by: The Office of Human Resources & The Office of Faculty Affairs. Tuesday, December 14, 2010 10:00 am – 11:00 am Charles H. Noski Auditorium. Today’s Topics. Semester Appointment Dates The Sign-In Process

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Spring 2011 HR: Academic Personnel Hiring & Processing Workshop

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  1. Spring 2011HR: Academic PersonnelHiring & Processing Workshop Presented by: The Office of Human Resources & The Office of Faculty Affairs Tuesday, December 14, 2010 10:00 am – 11:00 am Charles H. Noski Auditorium

  2. Today’s Topics • Semester Appointment Dates • The Sign-In Process • Benefits • Appointment Letters • Hiring In the Modules / Processing Dates • Entitlements • Cancellation of Classes/Assignments • Conditions of Appointments & Lack of Available Units • Additional Work & Special Pays • Separations, Resignations & Mass Terms • PAR Samples & Check Lists

  3. Spring 2011 Appointment Dates Please note the default beginning and ending dates for 2010-2011 appointments: Part-Time Lecturers AY Lecturers (Job Code 2358) 1 Semester Appointment Spring Only – S1: 01/21/2011 – 05/27/2011 Teaching Associates Teaching Associates (Job Code 2354) Spring Semester Only – S1: 01/21/2011 – 05/27/2011 Graduate Assistants AY Graduate Assistants (Job Code 2355) 5 Month Spring Appointment: 02/01/2011 – 06/30/2011 Monthly Teaching Associate (2353) and Monthly Graduate Assistants (2325) classifications are for short term appointments and must be terminated at end of appointment via a PAR. Instructional Student Assistants Include First Day of Employment and Known Last Day of Employment or End of Semester/ Year. Pg 2

  4. The Sign-In Process • Who? • New Faculty, TAs, GAs, and ISAs and • Returning Instructional Personnel that have not taught or worked in the past 18 months What? • Bring New Employee Sign-In Form (Obtained from Hiring Department) • Present authorization to Work Documents; Complete I-9 • Complete Employee and Payroll Documents Where? • The Office of Human Resources: University Hall, Rm 165 When? • 8:30 a.m. – 4:30 p.m. • CSUN ID Card • Validation Sticker Request & Pick Up Process • Total Employment Disclosure Forms Pg 2

  5. Benefits Administration • Benefit Eligibility fliers • No Changes in Eligibility Requirements • Overview/Orientation available On-Line • Deadline to Enroll in Benefits, if Eligible • Friday, February 11, 2011 (Spring Hires) • Med/Dental/Vision Effective Date : March 1 • Flex Cash Effective Date: April 1 • Lecturers and Teaching Associates who established benefit eligibility in Fall 2010 will lose their benefits if their appointment falls below 6 units or 7.5 units respectively. • Contacts • Monica Escontrias x3810 (Last Name A - K) • Cathy Salazar x2119 (Last Name L – Z and Retirement Inquires) • Kari Dom x3351 (Leaves of Absence) Pg 3, 4

  6. Appointment Letters & Part-Time Audit • Unit 3 Faculty • January 11th is the target date for Human Resources to run an initial PTF download. Spreadsheets will be sent out to Colleges after the download to begin sending out Appointment letters. • February 3rd is the target date for Faculty Affairs to begin the PTF Audit. Spreadsheets will be sent out to Colleges and Departments as part of Audit. • Appointment Letters • Templates posted to HR Academic Personnel website 12/15/2010. Pg 4

  7. Appointment Letters & Part-Time Audit • Unit 11 Academic Student Employees • Colleges and Departments must provide ASE with appointment letters at least 14 days prior to the effective date of the appointment. • Appointment Letters • Templates posted to HR Academic Personnel website 12/15/2010 • Appointment Letter Packets must include Position Descriptions which are available from the Faculty Affairs website. Pg 4

  8. Part Time Faculty Module PTF (2358), TAs (2354) & GAs (2355, 2325) • Will officially open for hiring Monday, January 3, 2011 • February Keying Deadline: • Wednesday, February 2, 2011 • February Approval Deadline: • Thursday, February 3, 2011 The Student Module Instructional Student Assistants (ISAs) (1150, 1151) Hire directly in the Student Module with an end date • Terminate in Module at end of appointment • (Hours must be entered and approved before the termination is entered) Pg 5

  9. Payroll & PTF Module Processing DatesSpring, 2011 Pay PeriodPayroll DateDeadlines KeyingApproval • Spring, 2011 • 01/21 – 03/01/2011 March 01, 2011 Wed, Feb 02, 2011* Thurs, Feb 03, 2011 • 03/02 – 03/31/2011 March 30, 2011 Wed, Mar 02, 2011 Thurs, Mar 03, 2011 • 04/01 – 04/30/2011 April 29, 2011 Wed, April 06, 2011 Thurs, April 07, 2011 • 05/01 – 05/31/2011 May 31, 2011 Wed, May 04, 2011 Thurs, May 05, 2011 • 06/01 – 06/30/2011 June 30, 2011 Wed, June 08, 2011 Thurs, June 09, 2011 • Refer to the HR Payroll Calendar and AY Faculty Paycheck Distribution Chart for additional information. • Enter into module by COB January 11, 2011 for inclusion in initial PTF Appointment Letter Download • PARS:FT: 12/21/2010PT: 01/20/2011 Pg 6

  10. 2010-2011 AY Faculty Pay Warrant Distribution Schedule – Printer Friendly Version

  11. Entitlements • 3 Year Appointments: • Lecturers with 3 YR appointments should have their unit entitlements met before lecturers with 1 YR or lesser entitlements. • Entitlement: • The same number of units (or more) that they taught in the their 6th year, or in the last year of their previous 3-Yr appointment • Processing: • Submit a PAR to return all three year persons from an inactive semester • Those who were on Fall Leave or Teach Spring semester only • Indicate original end date of the most recent three year appointment. • Submit a PAR for all new and/or renewing FT 3YR appointments • Time-base changes (less than full-time) may be entered directly into the Part-Time Faculty Module.

  12. Entitlements • 1 Year Appointments: • If a part-time lecturer taught both semesters of the prior academic year (2009-2010) and earned a one year appointment (Y1) with an assignment in Fall 2010, they are entitled to: • The same number of cumulative units (or more) that they taught in the previous academic year • Similar distribution of units over the next two semesters as were assigned in the previous academic year Pg 7

  13. Entitlements • If there are no classes to offer a • 3-year entitled faculty member please contact: • The Office of Faculty Affairs, at ext. 2962.

  14. Document,Document, Document • Declines Units, Resigns / Retires • Ask faculty to submit a letter/email stating that they decline units or are resigning/retiring. • If a faculty member fails to submit a letter/document; an email from the department chair with a statement indicating their understanding of the faculty member resigning should be sent with a minimum number of hours to respond/correct such information. • Leave of Absence without Pay • A faculty member must have an active appointment and submit an application for Leave of Absence and receive approval prior to declining units in order to maintain any entitlement.

  15. Cancellation of Classes/Assignments • Unit 3 • Appointments for Full-Time Lecturers are not conditional on budget or enrollment. • For all other lecturers: • Classes may be cancelled any time prior to the third class meeting. You are obligated to pay the instructor from the beginning of the semester through the last day worked (day of first or second class meeting). • If a class is cancelled after the third class meeting, you are obligated to pay the instructor for the entire semester or provide an alternate work assignment. Pg 7

  16. Cancellation of Classes/Assignments • Conditional: • Can be cancelled or rescinded because of budget or enrollment • Not-Conditional: • Cannot be cancelled or rescinded • Unit 11 • Single Academic Term Appointments or the First term in a multiple term appointment are not conditional on budget or enrollment. • If Conditional: • Teaching Associates • Appt may be cancelled/rescinded any time prior to the 3rd class mtg. • Graduate Assistants • Appt may be rescinded any time prior to the 2nd full wk of the academic term. • Instructional Student Assistants • All Appts are conditional and may be rescinded based on B/E. • If an appointment is rescinded, a TA is to be paid for class hours taught, and a GA is to be paid for actual hours worked. Pg 8

  17. ASE Hiring, Separations & Terminations • Hiring • Open Hire Positions must be posted via ASE-1 Form • End of Appointment / Separations: • Prior to the end of a monthly appointment, the hiring department must submit a PAR to Human Resources to separate the employee effective the last day of the appointment period. • Resignation or Declining an Appointment: • If an Academic Student Employee declines or resigns from an appointment, the employee should submit a written letter stating that they decline the appointment or resign from the position (an effective date must be included). If the employee does not submit written documentation, the hiring department should send or email a confirmation of the discussion and details surrounding the withdrawal. • Failure to Perform Duties: • If an Academic Student Employee fails to perform his or her duties in fulfillment of the appointment, the hiring department or supervisor should consult with Faculty Affairs. • Remember, If the ASE is going to be evaluated, they are contractually entitled to know the evaluation criteria within 14 days of the appointment. Pg 8

  18. Additional Work & Special Pays • 125% Rule • An employee is allowed 125% ONLY IF certain conditions are met • Consists of employment of a substantially different nature, or • Funded from non-general fund sources, or • Accrual of part-time employment from more than one CSU Campus • Full Time = 40 Hours = 100% 25% = approx 10 hrs/wk • Part Time Faculty Up to 40 Hours = 100% 25% = approx 10 hrs/wk • or 3 Units per wk • There are three distinct periods AY (Fall and Spring) Winter/Intersession Summer Pg 10

  19. Substitute Pay • IF Anticipated substitute assignment does not exceed 20 calendar days: • Hire a current PT instructor as a Substitute (Job Code 2356) • Pay by the hour via ASP. Substitutes are paid for classroom contact hours only. • IF Anticipated substitute assignment will exceed 20 calendar days: • Increase the timebase of an existing PT Lecturer to cover the classes, or • Hire a new temporary Lecturer (Job Code 2358) as an Emergency Hire. • Payment based on weighted teaching units (WTU). • Caution: Total timebase cannot exceed 1.0 Lecturers are compensated for preparation time as well as contact hours. Each paid unit represents one hour in the classroom and two hours of preparation time per week. • FT Tenured & TT faculty cannot be substitutes for pay • They may be compensated by an appropriate workload reduction as soon as practical. Only if the employee is not employed in the next academic term, can they be appropriately compensated upon separation, for class hours taught. • There is nothing in the contract to preclude a faculty member from making “informal voluntary substitute arrangements of a short duration with a University colleague, subject to the approval of the department chair.” Pg 10

  20. Nuts and Bolts of Special Pay Work • Pre-Authorizations are Required for All Additional Work (4660) • Pre-Authorizations are not Required for Substitute Work (2356) • Departments are restricted to 4660 & 2356 • Job Codes 2322, 2323 and 2363 Tseng College EXL Only • 4660 Special Consultant – Pays by daily rate only. Current range is $91 - $1214 per day. • An Authorization for Special Pay (ASP) cannot overlap/cross pay periods (Consult the HR Payroll Calendar). • If no current active Faculty appointment, the appointment must be approved through Recruitment Services. • New employees or those with a break in service of 18 months or more must complete the Sign-In Process in HR.

  21. Separations, Resignations and “mass terminations” • Separations • Monthly TAs and Monthly GAs need to be separated via a PAR • ISA’s need a Termination transaction processed in the student module • Resignations • Documentation! • Timely submission of PARs and Separation/Clearance Forms • Mass Terminations • GA’s not reappointed – February 8, 2011 • Temporary Faculty and TAs – March 11, 2011 • List to Colleges – February 28, 2011 Pg 12

  22. PARs

  23. Spring 2011 Full-Time PAR List

  24. Spring 2011 Part-Time PAR List

  25. THANK YOU !

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