1. Welcome to HR Presents February 18, 2015 10:30 am – 12:00 pm Milton Hall | Room 185

2. WELCOME & INTRODUCTIONS

3. ONLINE COMPLIANCE TRAINING Presented by: Adam Cavotta Training Specialist, CLPD

4. Module Content Online modules cover federal and state laws Quiz features to determine successful completion Can be completed 24/7 Can return to modules that are in progress Let’s see a demo… Online Compliance Training

5. EVALUATION PREPARATION Presented by: Dave Brockmeyer Sr. Training Specialist/CLPD

6. Non-exempt Supervisors Main Campus –Face-to-face information sessions Coordinating with remote locations and DACC –Face-to-face information sessions –Adobe Connect live presentations Evaluation Preparation

7. Non-exempt Employees Main Campus –Feb 24 –Mar 5 –Mar11 –Mar 16 –Mar 24 (3 sessions) Coordinating with remote locations and DACC Spanish sessions offered for Facilities personnel Evaluation Preparation

8. Employee Notifications Targeted notices sent to all non-exempt supervisors –Session dates and locations –Non-exempts employee sessions Targeted notices sent to non-exempt employees –Session dates and locations Follow-up by HR Liaisons Evaluation Preparation

9. BENEFITS WEBSITE TUTORIAL Presented by: René Yoder, Director Benefit Services

10. HEALTHCARE REFORM Presented by: Kathy Agnew, Director Employment and Compensation Services

11. Healthcare Reform Reminder Compliance –Policy compliance: Policy 4.30.10 Student Handbook (Student and Co-Op) Graduate Assistant Guide –Policy 5.15.40: this policy is unrelated to Healthcare Reform and requires separate compliance. Term employees may not exceed a total of two (2) consecutive years at which time the employee shall be required to have a 26-week break in NMSU employment. –Cannot hold any temporary appointment following any term appointment period. –Can hold a regular staff or faculty position following appropriate recruitment/selection processes. HEALTH CARE REFORM

12. Healthcare Reform Reminder Look-back/Stability Period - Current January 1, 2015 – June 30, 2015 Summer hiring impact to spring hires (Temp Fac and GA) Multiple Jobs – –Employees hired as term faculty may only be hired into another non-regular faculty employment simultaneously provided total combined job FTE does not exceed 1.0. –Employees hired as term employment staff may be hired into another appropriate non-regular employment category simultaneously provided total combined job FTE does not exceed 1.0. HEALTH CARE REFORM

13. RESOURCES AND TOOLS Presented by: Kathy Agnew, Director Employment and Compensation Services

14. Reports EPAF Hire Report –HR-471-EPAF Temp/Student Hires 3 different versions to run: My Dept, My Coll/Div, and the Admin version –Available to BFHR Users Report will show all EPAFs that were completed and loaded into Banner: –Includes those that were record removed from Banner. –The data represents what was in the EPAF, does not reflect changes made in Banner –HR-492 Job History Lookup-past 12 months Report includes the following data: User ID, Name, Position-Suffix, Title, FTE, Status, Type (regular or temp), Group (faculty or staff), Begin Date, End Date, Department, Summary Org. Reports Under Development

15. EPAF Hire Report HEALTH CARE REFROM

16. Reports Under Development HR0-492 Job History Lookup-past 12 months Report includes the following data: –User ID, Name, Position-Suffix, Title, FTE, Status, Type (regular or temp), Group (faculty or staff), Begin Date, End Date, Department, Summary Org. Reports Under Development

17. Toolkits Human Resource Services has provided Toolkits for hiring. All toolkits can be found at http://hr.nmsu.edu/toolkits/.http://hr.nmsu.edu/toolkits/ These toolkits have the most update information.

18. FACULTY HIRING Presented by: Kathy Agnew, Director Employment and Compensation Services

19. Faculty Regular Hiring Posting Announcement: –Dean (Approving Authority) is the final authority for the action, which posts the announcement on the website, initiating the collection of applications (applications must be submitted electronically through PA). The electronic action must be processed for approval (by the Approving Authority) to the Executive Vice President and Provost Office (EVPP) for the following recruitments: –Recruitment of a Dean/Assc Dean All Campuses (Staff Positions) –Community College Senior Level Administrators (includes Academic Administrators) –Las Cruces Campus Academic Department Head –Interim appointments into the above position types

20. Faculty Regular Hiring Hiring Proposal (Permission to Offer): –Dean (Approving Authority) is the final authority for the action. The electronic action must be processed for approval (by the Approving Authority) to the Executive Vice President and Provost Office (EVPP) for the following recruitments: –Recruitment of a Dean/Assc Dean All Campuses (Staff Positions) –Community College Senior Level Administrators (includes Academic Administrators) –Las Cruces Campus Academic Department Head –Interim appointments into the above position types –Any faculty appointment at the rank of Assc Professor or Professor –Any faculty appointment offering credit years towards tenure.

21. Faculty Temporary Hiring Temporary faculty are processed through EPAF –Action originates from Department Authority –Approved by Dean (Approving Authority) –Loaded into Banner Offer Letter Required – Maintained by Department

22. PEOPLEADMIN DESELECTING APPLICANTS Presented by: Kathy Agnew, Director Employment and Compensation Services

23. PA Deselecting Applicants Deselection Options –Finalist Under Review by Dept/Com –Not Interviewed, Not Selected (send email) –Send Reference Checks –Finalist for Interview –Reference Checks Complete –Recommend for Hire –Interviewed, Not Selected (send email)

24. I9 COMPLIANCE Presented by: Kathy Agnew, Director Employment and Compensation Services

25. I9 Compliance 1.Use Correct Form – “Expires 03/31/2016” 2.Section 1 – Employee must complete no late than first day of employment. 3.Signature of Employee – Employee must sign and date the form. The date must be the date completed (Note #2 above).

26. I9 Compliance 1.Section 2 – Employer must complete within 3 business days of the employee’s first day of employment. 2.Employer must include Employees Last Name, First Name and Middle Initial from Section 1 3.Employer must “physically examine one document from List A or examine a combination of one document from List B and one document from List C as listed on “Lists of Acceptable Documents.”

27. I9 Compliance Employer must complete certification.

28. SELF IDENTIFICATION Presented by: Kathy Agnew, Director Employment and Compensation Services

29. Self Identification - Disability 1.August 27, 2013, DOL Office of Federal Contract Compliance Programs (OFCCP) announced changes to regulations implementing Section 503 of the Rehabilitation Act of 1973. 2.Section 503 prohibits employment discrimination against individuals based on disability by federal contractors and subcontractors. 1.Must invite applicants to voluntarily self-identify. This is made available to all applicants through the PeopleAdmin application system. 2.Must invite current employees to voluntarily self-identify on a regular basis. Is being made available through MyNMSU self service. 1.Communications will be sent out in the next month. 2.Must ensure that all regular employees are notified and provided the opportunity to self identify

30. Self Identification - Veterans 1.August 27, 2013, DOL Office of Federal Contract Compliance Programs (OFCCP) announced changes to regulations implementing the Vietnam Era Veterans' Readjustment Assistance Act (VEVRAA). 2.VEVRAA requires employers doing business with the federal government to take affirmative action to recruit, hire and promote categories of veterans covered by the law, including disabled veterans and recently separated veterans. 1.Must invite applicants to voluntarily self-identify. This is made available to all applicants through the PeopleAdmin application system. 2.Must invite current employees to voluntarily self-identify on a regular basis. Is being made available through MyNMSU self service. 1.Communications will be sent out in the next month. 2.Must ensure that all regular employees are notified and provided the opportunity to self identify

31. CLOSING REMARKS & ADJOURNMENT