1. Human Capital Management Paula Varnes Fussell, Vice President for Human Resource Services

2. Agenda HR Resources 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

4. HR Resources Human Resource Services’ Website http://www.hr.ufl.edu/ http://www.hr.ufl.edu/ GatorResources page (new and existing employees) Benefit and Retirement Tutorials Employee Information Guide InfoGator - Monthly newsletter Biweekly paycheck notification Human Resources’ Office – 903 W. University Ave

7. Baby Gator Child Development and Research Center Pam Pallas, Director Four locations: Diamond Village, Newell Drive, Lake Alice, and PK Yonge Enrollment: ~350 children enrolled Over 250 on the waiting list Center for Excellence in Early Childhood Studies (COM, COE, BG and others)

8. 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 Vacation, sick, personal leave by salary plan

9. Open Enrollment 2014

10. Reminders for Fall 2014 Open Enrollment Open Enrollment Period from 10/20 – 11/7 (6 p.m.) Benefits Fair 10/29 @ the Touchdown Terrace 9- 3 pm Keep address current in the myUFL portal For state plans – mailing address and dependent data will need to be validated in the People First system to complete your open enrollment change

11. Plans Benefits Assistance University Benefits392-2477 PPD392-2333 IFAS392-4777 Health Science Center392-3786 Or email benefits@ufl.edubenefits@ufl.edu Retirement Assistance University Retirement 392-2477 Or email retirement@ufl.eduretirement@ufl.edu

12. Important Benefit Reminders New Hires  60 days from the date of hire to enroll in benefits (Generally coverage for most plans begin on the 1 st day of the month AFTER enrollment. Some plans will vary.) Annual Enrollment (Benefits Only)  Scheduled from October 20 through November 7, 2014 (6 p.m.)  Enroll/cancel/change with an effective date of January 1 of the following year

13. Benefit Plans We offer a comprehensive package to meet your needs (State and University supplemental plans) Health (multiple plan designs, including domestic partner) Dental (multiple options) Life (3 life plans – 2 employee only & 1 family plan) Disability (Long & Short term plans) Accident LifeEvents with Long Term Care benefit Hospital & Cancer plans Legal & Pet Insurance plans

14. Benefit Plans State sponsored plans- Are a set of benefits managed by the state of Florida’s 3 rd party administrator (PeopleFirst) AND UF sponsored plans (UFSelect and GatorCare) – Are a set of benefits managed by UF’s 3 rd party administrators (Florida Blue and Magellan Pharmacy Solutions)

15. State & UF Third Party Administrators People First (state) and UF Select in general are responsible for: Communications/Correspondence Enrollments Qualifying Status Changes (QSC) Dependent eligibility COBRA Open Enrollment Premium Administration Watch for your benefit mailings…. Do not throw them away!!

16. Qualifying Status Change Events Major “life or work events” You must make changes within 60 days of the event Changes must be consistent with the event and may require additional documentation Important Reminders

17. Examples of Qualifying Status Change Events Marriage/Divorce Birth/Adoption (even if you already have family coverage) Change in dependent’s eligibility Change in employment status of employee or spouse (part-time, leave of absence, etc.) Loss of other insurance coverage If you are uncertain whether an event allows a change to your benefits, always contact the UF HR Benefits Office for guidance

18. Affordable Care Act and OPS health insurance In compliance with the employer mandate, the state of Florida has expanded benefits eligibility to individuals hired into OPS positions and in other temporary job classifications who work on average 30 hours per week over the state’s defined measurement period. If determined eligible by the state, the temporary employee will receive a notification regarding their eligibility and enrollment instructions from People First, the state of Florida’s third party administrator.

19. UF Retirement Plans (all include a 3% employee contribution) FRS Pension Plan FRS Investment Plan SUS Optional Retirement Program

20. Some Key Differences

21. Supplemental Plans (Employee Contributions) UF 403(b)  Traditional (tax-deferred)  Roth (after-tax) State of Florida Deferred Compensation (457) “This is National Save Through Retirement Week.”

22. Sick Leave Pool Open Enrollment October 1-31 Eligibility: Minimum balance of 64 hours of accrued sick leave Contribution of 8 hours of sick leave upon enrollment in pool Balance, contribution pro-rated based on FTE Applications must be received in Leave Administration by 5 p.m., Friday, October 31 Information and forms http://www.hr.ufl.edu/leave/sickleavepool/default.asp http://www.hr.ufl.edu/leave/sickleavepool/default.asp Contact Leave Administration at 392-2477 with questions

23. Holidays 2014 Wednesday, November 26 th – Classes Cancelled, University open Wednesday, December 24 th – University open December 25 th - January 1 st – University closed (except for clinics and essential employees) Encourage supervisors to approve employee requests for vacation leave for days around holidays

24. FMLA Family and Medical Leave Act

25. 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

26. 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)

27. 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

28. UF Policy (Extensions) Parental leave – UF policy grants 6 months - new program to advance 6 weeks of leave – faculty and staff 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)

29. Classification and Compensation

30. UF as an Employer On any given payday, approximately 27,000 employees will receive a “paycheck” – Includes student assistants and temporary employees UF’s average biweekly payroll is $49,507,000 – FY 13 payroll (salary only) was $1.3 billion

31. UF Employment Groups Staff Appointments: TEAMS (~7,300) – Technical, Executive, Administrative, and Managerial Support USPS (~1,000) – University Support Personnel System – No new USPS after 1/7/03 OPS – Other Personnel Services/Temporary

32. UF Employment Groups Faculty Appointments: Salaried Faculty (~5,000) Adjunct Faculty (OPS/Temporary) Other Appointments: Postdoc Associates Residents Student Assistants Graduate Assistants Fellows – Pre- and Post-Doctoral

33. 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

34. Performance Management Effort on the job classifications is being accomplished in two phases: – UFIT Project – UF On Target Project steering committee, work groups, HR project team

35. UF On Target Classification Project When implemented, the “On Target” Classification Project will : Provide staff employees with more meaningful job titles that reflect what they do Establish clearer career paths and promotional opportunities through job groupings Enable UF to align training and development plans with job classifications

36. 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

37. 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)?

38. Fair Labor Standards Act (FLSA) originally 1938 (updated in 2002)

39. 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

40. 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

41. 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

42. Overtime Even unauthorized overtime must be compensated if worked NOTE: OPS employees must be paid for overtime worked

43. Minimum Wage Federal - $7.25/hour State of Florida (Student and OPS) - $7.93/hour (effective January 1, 2014) – expected to increase in 2015 UF Staff Employees - $10.00/hour

44. Institutional Equity & Diversity How Federal Laws Affect Employment Decisions

45. 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)

46. 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)

47. Affect All Employment Practices Hiring Promoting Training Disciplining Providing benefits Firing Layoffs

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

49. 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

50. The University promotes and integrates the principles of equal opportunity, nondiscrimination and excellence through diversity. 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 discrimination and sexual harassment. http://www.hr.ufl.edu/publications/eeo_harassment_ brochure.pdf http://www.hr.ufl.edu/publications/eeo_harassment_ brochure.pdf To this end, every new employee is expected to complete the online Preventing Sexual Harassment training within 30 days of hire. Navigation: My Self Service > Training and Development > Preventing Sexual Harassment Institutional Equity and Diversity

51. Protection of Vulnerable Persons Law On October 1, 2012, a state law went into effect that requires a state university ADMINISTRATOR, to report known or suspected child abuse, neglect or abandonment (including physical, sexual and/or emotional abuse) that occurred on university property or at a university sponsored event directly to the Department for Children and Families (“DCF”) via the Florida Abuse Hotline at (800) 962-2873 or via myflfamilies.com. Children are people (including students and others) under 18 years old. Definition of administrators and training on HRS web site under policies http://www.hr.ufl.edu/policies/policies.asp#abuse http://www.hr.ufl.edu/policies/policies.asp#abuse

52. Title IX Title IX of the Education Amendments of 1972 prohibits discrimination based on sex in any educational program or activity that receives financial support from the Federal government. Under Title IX, discrimination based on sex includes sexual harassment, sexual violence and sexual assault. Title IX also prohibits retaliation against individuals who complain about or participate in an investigation regarding an alleged Title IX violation. Additional resources are available: http://hr.ufl.edu/working-at-uf/support/title-ix-at-uf/ http://hr.ufl.edu/working-at-uf/support/title-ix-at-uf/

53. President’s Council on Diversity Chaired by Dr. Shari Robinson, Interim Director Counseling & Wellness Center Representatives from campus and Gainesville community UF’s Diversity Action Plan Additional information: http://www.hr.ufl.edu/eeo/diversity.htm

54. Recruitment and Staffing

55. Criminal Background Checks E-Verify Immigration Services Rehired Retirees

56. Criminal Background Checks for Employees

57. Criminal Background Checks To foster and maintain safety and security of students, faculty, and staff Already performed for many hires Began 2011 for all new hires and most transfers and promotions Excludes student employees (OPS) unless legally required (Federal or State).

58. Criminal Background Checks Cost of background check paid from central funds, including those for existing employees funded by departments. Coordinate through UF Human Resource Services Recruitment and Staffing. Form - http://www.hr.ufl.edu/recruitment/forms/bac kground_screening_form.pdf http://www.hr.ufl.edu/recruitment/forms/bac kground_screening_form.pdf

59. E-Verify An employment eligibility verification system operated by the U.S. Department of Homeland Security Implemented January 2010 Continues to be updated by Homeland Security

60. 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.

61. 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. What does E-Verify Mean to UF?

62. 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. Nonimmigrant Workers (H-1B, TN, O-1, E-3) 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. Employment Based Permanent Resident Status http://www.hr.ufl.edu/ics/index.html

63. 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

64. TEAMS Appointments

65. “New to UF” staff hires: – TEAMS non-exempt (hourly)  Serve six-month probationary period  Then issued annual appointment – TEAMS exempt  Department should issue six-month initial appointment  Then issued annual appointment

66. TEAMS Appointments Internal candidate – May be USPS or TEAMS (employee brings current status) unless position is TEAMS only – USPS employee will serve six-month probationary period if never been in classification – TEAMS issued annual appointment—no probationary periods—if employee has completed initial 6 months at UF

67. Non-Reappointments TEAMS employees receive three months notice Does not apply if serving a probationary period Employees may apply for other jobs on campus

68. Time-Limited Positions and Layoffs When possible, employees are provided a minimum of 45 days’ notice in the event funding is being eliminated Time-limited provisions in appointment letter take precedence over appointment and non-reappointment requirements

69. Employee Relations

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

71. 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

72. 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, 2014 – February 28, 2015 Signed form returned to HR by March 31

73. 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

74. Labor Relations at UF

75. Union Representation AFSCME – Staff USPS (1,000) GAU – Graduate Assistants (4,000) PBA –Police Benevolent Association (68) UFF – United Faculty of Florida (1,670)

76. Collective Bargaining Agreements/Contracts Define working conditions Determine salary increases Provide grievance procedures Typically three years in duration, with reopeners each year

77. Discipline UF encourages all staff members to contribute to a positive and productive work environment

78. Progressive Discipline Oral reprimand Written reprimand Suspension Dismissal

79. Appealable Actions Predetermination Conference Option to Arbitrate

80. Complaints & Grievances Various options for faculty and staff Includes internal and external reviews UF Regulations http://regulations.ufl.edu/chapter3/ Union Contracts http://www.hr.ufl.edu/labor-relations/default.asp Non-reappointments/Non-renewals – Not considered disciplinary

81. Privacy Office

82. UF Privacy Office Dedicated to preventing unauthorized access to information, maintaining the accuracy of information, and ensuring the appropriate use of information. Strive to put in place appropriate physical, electronic, and managerial safeguards to secure the information collected in all formats. Susan Blair, UF Chief Privacy Officer http://privacy.ufl.edu/

83. Training & Organizational Development

84. Leadership Development: UF management/leadership competency model – “Managing at UF” curriculum supports competency development 360-degree assessment available – Year-long leadership programs: Advanced Leadership for Academics and Professionals program UF Academy (emerging leaders)

85. Training and Organizational Development Training – business and compliance Education Benefits Awards Programs Strategic planning and retreat facilitation Managerial coaching Visit www.hr.ufl.edu/trainingwww.hr.ufl.edu/training

86. HR Resources Are Available Jodi Gentry, Assistant Vice President Melissa Curry, Director for Recruitment and Staffing Kim Baxley, Director for Employee Relations Mark Hollis, Director for Benefits, Leave, and Retirement Elnora Mitchell, Title IX Officer, EEO Bob Parks, Director for Training & Organizational Development

87. Questions?