1. March 4, 2015

2. Agenda Campus Climate Survey Academic Analytics Reporting Services Youth Conference Services OPS Applications Online Promotion & Tenure Short Work Break Faculty and Grad Assistant Summer Appointments Staff Performance Appraisals On Target Update Benefits Reminders myUFL 9.2 Upgrade Important Dates

3. Campus Climate Survey

4. President’s Council on Diversity (COD) Dr. Machen re-established in 2009 He charged the COD: o Increase diversity of faculty, staff, students o Assists with campus- wide diversity activities COD consists of 30 faculty, staff, students across campus Members are nominated serve 2 years Monthly meetings Five working subcommittees

5. President’s Council on Diversity Activities UF’s Diversity Action Plan: http://hr.ufl.edu/wp- content/uploads/publicati ons/Diversity%20Action% 20Plan%20- %20August%202011.pdfhttp://hr.ufl.edu/wp- content/uploads/publicati ons/Diversity%20Action% 20Plan%20- %20August%202011.pdf Presentations to BOT, Colleges, Academic units Hosted two Diversity Symposiums Offer diversity trainings

6. Diversity Campus Climate Survey To assess and understand the primary concerns of faculty and staff which is the impetus for the Campus Climate Survey. First time that the Climate on Diversity at UF will be assessed and the data should provide a baseline to measure the effectiveness of the implementation of the diversity action plan. To understand how diversity and inclusion is being experienced by the faculty and staff, the Council has developed a survey that will be administered to all UF employees.

7. Diversity Campus Climate Survey Expected release date mid- March. Remains open for 30 days Anonymous Online survey through Qualtrics Two survey formats, one for faculty and one for team employees 48 items with the last 3-items are write-ins requesting qualitative data Four sections: o General Background: Questions 1-7 o Demographic Questions: Questions 8-21 o Campus Climate Experience: Questions 22- 46 o Ask for specific recommendations to improve campus climate (qualitative)

8. Academic Analytics

9. Reporting Services

10. Purpose: Provide reporting support to colleges and departments so units can effectively manage their business operations What we do: Help administrative staff understand their data and reporting needs Help staff build reports to meet their needs Promote existing training classes and tools developed by Training and Organizational Development Reporting Services Reporting-Services@ufl.edu

11. What we are: Reporting Subject Matter Experts for:  Enterprise Reporting  Monthly Financial Reports  Prompted Reports  FIT Cubes  HR Cubes o Query Studio o myInvestiGator What we are not: o Substitutes for existing training methods Reporting Services Reporting-Services@ufl.edu

12. Target audience Administrative staff in colleges and departments o Business administrators o Fiscal staff o HR staff o Research administration staff – Post Award Reporting Services Reporting-Services@ufl.edu

13. Reporting Subject Matter Experts Enterprise Systems Fran Fiorello, Application Developer Analyst 2 Candice McCall, Application Developer Analyst 2 Richard Garand, Application Developer Analyst 2 Office of the CFO Karen Brake, Finance and HR Solutions Analyst Reporting Services Reporting-Services@ufl.edu

14. Youth Conference Services

15. About the Office of Youth Conference Services Omar Andujar I March 5, 2015

16. SCOPE Education Registration / Tracking Compliance

17. PRE-PROGRAM REQUIREMENTS Central Registration Youth Protection Training Background Checks

18. REGISTRATION Multi-directional tracking Used to validate compliance with pre-program requirements Historical Database

19. YOUTH PROTECTION TRAINING CONTENT Strategies, Common Warning Signs, Laws, Reporting AUDIENCE Adults working in UF-affiliated youth activities FREQUENCY Annually DURATION Approximately 20 – 30 minutes to complete ASSESSMENT A final quiz is required. A score of 90 is needed

20. Florida State Law Affidavit of Good Moral Character must be signed and notarized Every 5 Years; unless there is a break in service of over 90 days BACKGROUND CHECKS Note: Additional updates related to new changes to the State background check process for summer camp personnel will be forthcoming.

21. SUPERVISION Limit 1-on-1 Interactions Staff-to-Participant Ratios

22. REPORTING Florida Mandatory Reporting Requirements Steps for Responding

23. FOR MORE INFORMATION Visit: https://oycs.ufsa.ufl.edu/ Take the Training: my.ufl.edu (Course # YCS800) Contact US: 352-846-4698 Omara@ufsa.ufl.edu

24. THANK YOU!

25. OPS Application

26. New OPS Job Application New OPS Job Application available at the HR Forms page: http://hr.ufl.edu/wp- content/uploads/forms/recruitment/opsapplication.pdfhttp://hr.ufl.edu/wp- content/uploads/forms/recruitment/opsapplication.pdf Application can be filled out electronically and saved/emailed when completed. New form is available now (older version no longer on website) and is required as of April 1, 2015. ePAFs without the new form will be recycled after April 1 st. Clean your cache and cookies if you do not see the new form on your computer.

27. Online Promotion & Tenure (OPT)

28. Faculty Workshops Thursday, March 12, 2015 o 9 – 11am o Reitz Union Auditorium Thursday, April 2, 2015 o 2:30 – 4:30pm o 6120 HSC/Shands Bldg  Video conferencing for COM/Jax in the Alumni Board Room *To sign up for a workshop please RSVP to Ileana McCray at mccrayi@ufl.edu

29. Online Promotion & Tenure 2015-2016 Guidelines are now available on the Provost website at http://www.aa.ufl.edu/tenurehttp://www.aa.ufl.edu/tenure Please notify Janet Malphurs or Katie Davison with any updates to the OPT Department/College list for the 2015-2016 year

30. Short Work Break 9- and 10-month employees

31. Short Work Break for 9 and 10 month Employees 9- and 10-month employees (faculty, graduate assistants and TEAMS) will be put on Short Work Break in the myUFL system for the summer semester. Short Work Break file is expected to be created in late March/early April. Once available, you may navigate to Public Folder>Human Resources>Workforce Information under Enterprise Reporting to view employees who will be on Short Work Break Effective date of the Short Work Break will be 5/16/15 for 9- month and 6/9/15 for 10-month employees.

32. Short Work Break for 9 and 10 month Employees Time Reporting will be inactivated during the Short Work Break period. Departments still need to review employees to ensure they do not continue to be paid beyond the end of the Spring semester. Questions? Contact Human Resource Services at 392-2477

33. Faculty & Grad Assistant summer appointments

34. Faculty & Grad Assistant Summer Appointments Summer appointments for faculty and graduate assistants can be processed via the summer job file, as appropriate. o When the summer job file cannot be used, the unit will submit an ePAF for the summer appointment The file will be available via myUFL system o Workforce Administration>Job Information>UF Summer Job Review The file is expected to be available in late March/early April. Summer appointments will appear in myUFL in late April.

35. Faculty & Grad Assistant Summer Appointments A termination row will be applied at the same time the summer appointment is applied in job data. Don’t forget, distributions for summer appointments will still need to be completed. Questions? Contact Human Resource Services at 392-2477

36. Staff Performance Appraisals

37. Annual Performance Appraisals Reminders Annual Performance Appraisals period is March 1, 2014-February 28, 2015 Appraisals must be presented to the employee and signed by March 31, 2015 Employees do not receive an appraisal if: o They have been employed for less than 60 days o They have received an appraisal (Special or Probationary) in the last 60 days o They are still serving their probationary period

38. Annual Performance Appraisals Two forms are used for appraisals: o TEAMS Non-Exempt, USPS Non-Exempt and USPS Exempt Form o TEAMS Exempt Form (designed to accompany an evaluative narrative or letter) Forms are located on the HR website under the Employee Relations section If overall rating is “minimally achieves” or “below,” supervisors should contact Employee Relations before the evaluation is issued Employee Relations assistance is available from satellite offices: o IFAS: 352.392.4777HSC: 352.392.3786 o PPD: 352.392.2333E&G: 352.392.6615 Completed appraisals should be mailed to: Human Resources, Attn: Employee Relations PO Box 110281, Campus Mail

39. UF On Target Project Update

40. Job Family Progress Since the last On Target Update, we have facilitated 8 job family workgroups. o Architecture and Engineering o Art, Design, Entertainment, Sports, & Media o Business and Fiscal Operations o Grounds, Maintenance, and Repair o Life, Physical, and Social Sciences o Research Administration o Community and Social Science o Healthcare Occupations

41. Workgroup Participants College of Engineering Physical Plant Division Housing & Residence Education Facilities, Planning, and Construction IFAS College of Liberal Arts and Sciences Human Resource Services Shands Communications College of Journalism and Communications College of Fine Arts Department of Surgery Department of Pediatrics College of Nursing Department of Medicine OBGYN University Relations Contracts and Grants College of Medicine University Libraries Finance and Accounting Development and Alumni Affairs UF Health Cancer Center Office of Research College of Veterinary Medicine Environmental Health & Safety College of Medicine – Jacksonville Student Healthcare Center COM – Physician Compliance Department of Neurological Surgery College of Dentistry Health Affairs

42. Workgroup Information We have updated the On Target website to include the following information by job family –Workgroup participants –Summary of workgroup discussion –Proposed titles by job family http://hr.ufl.edu/talent-management/current-projects/on- target/http://hr.ufl.edu/talent-management/current-projects/on- target/

43. Remaining Workgroups Office and Administrative Support –Scheduled for March 10 th, 12 th, and 13 th Education, Training, and Library Occupations –Scheduled for March 17 th, 19 th, and 20 th Management Occupations –Scheduling the workgroup for April 7 th, 9 th, and 10 th

44. Next Steps We are working with UFIT to develop a file based system to assist in the implementation of the new classification system. This approach would allow us to map all of our existing positions to the new classification system. HRS would implement the new job titles by job family or administrative structure. HRS would evaluate the proposed job title based on the position description currently contained within position management.

45. Next Steps As of Monday, there are 949 active positions that do not have a position description in position management. Over the coming weeks, Classification & Compensation will begin working with college and department HR contacts to update missing position descriptions.

46. Time Line Complete “road map” of proposed TEAMS classifications for all job families—Completed by the first week of April 2015 Vetting with campus and revise as needed—beginning May 2015 Development of an implementation plan—Completed by end of May 2015 Working by vice presidential area, map TEAMS employees into new titles— System wide Snapshot completed by end of December 2015

47. Benefits Reminders

48. February 6th to May 1st - double deductions for 9/10 month employees for state plans Normal deductions resume first check in September If pay is interrupted prior to end of spring, employee should contact UF Benefits Only applies to state plans, not UFSelect & GatorCare plans March 15th - Flexible Spending Account (FSA) grace period ends for 2014 expenses April 15 th – deadline to submit claim forms to PeopleFirst for 2014 FSAs Benefits Reminders

49. New deadline for submitting Salary Reduction Agreements (SRA) & Optional Retirement Program Change (ORP-CHANGE) forms o Forms submitted by Wednesday of payroll close week will be processed on the next payday. Please refer to the Schedule of Paydays and Critical Dates for pay period end dates.Schedule of Paydays and Critical Dates 457 Deferred Compensation plan changes are processed by the Bureau of Deferred Compensation. Please contact Deferred Compensation directly, or your investment provider to make changes. Bureau of Deferred Compensation SUSORP and Voluntary Retirement Plan Changes

50. myUFL 9.2 Upgrade

51. myUFL Technical Upgrade “Go Live” is Monday, March 16 –Starting 5 p.m. on Friday, March 13, much of the myUFL system (including related items in My Self Service, W2s) will be unavailable over the weekend Reminder: Will affect HR, payroll and financial transactions –Primarily impacting “look and feel”

52. myUFL Technical Upgrade No training will be required—though updated training will be available No action will be needed by department security administrators Summary of changes will be provided via March’s InfoGator and via targeted communications to users with specific security roles

53. myUFL Technical Upgrade On March 16 o Big “popup” with “four things you will notice” message: Look and feel, Travel and Expense info, etc. o On sign-on page, reminder about clearing cache with link to instructions

54. myUFL Technical Upgrade On March 16 After signing on: o Pagelet with reminder – this is different, clear your cache, etc. Related content expanded in Time and Labor to highlight differences (up for two weeks)

55. Important Dates Next HR Forum – April 1