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Department Chairs and Directors as Managers of Human Resources

Department Chairs and Directors as Managers of Human Resources. Paula Varnes Fussell Vice President Human Resource Services. Our Agenda. Federal legislation that affects HR practices: Equity, FLSA in 1938 (new regs came out in 2002, and FMLA was updated in 2008)

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Department Chairs and Directors as Managers of Human Resources

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  1. Department Chairs and Directors as Managers of Human Resources Paula Varnes Fussell Vice President Human Resource Services

  2. Our Agenda • Federal legislation that affects HR practices: Equity, FLSA in 1938 (new regs came out in 2002, and FMLA was updated in 2008) • UF’s classification and compensation structure for staff • General benefits information • Performance evaluations and progressive discipline • TEAMS appointments and labor relations

  3. www.hr.ufl.edu

  4. UF Employment Groups Staff Appointments • TEAMS • Technical, Executive, Administrative, and Managerial Support • USPS • University Support Personnel System • No new USPS after 1/7/03 • OPS • Other Personnel Services

  5. UF Employment Groups Faculty Appointments • Salaried Faculty • Adjunct Faculty (OPS)

  6. UF Employment Groups Student Appointments • Student OPS • Graduate Assistants Other Appointments • Residents • Fellows • Pre- and Post-Doctoral

  7. Federal Legislation

  8. Equity & Diversity How Federal Laws Affect Employment Decisions

  9. 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)

  10. 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 (Affirmative Action Plans)

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

  12. Age Race Color Religion Pregnancy Veteran status Genetic Information Sex Disability National origin Marital status UF policy adds sexual orientation Non-Discrimination

  13. It’s Illegal to . . . • Refuse to hire based on sex, age, race, etc. • Make employment decisions based on appearance, accent, religion or ethnic background • Discriminate based on citizenship status

  14. It’s Illegal to . . . • Make employment decisions based on a woman’s current or potential future pregnancy • Pay women less than men for the same job • Reject a qualified disabled candidate for a job based solely on the person’s disability

  15. Avoid Discriminatory Questions • “How old are you?” • “When were you born?” • “Is English your native language?” • “Are you planning to have children?” • “Do you have any serious health problems or restrictions?”

  16. FLSA Fair Labor Standards Act

  17. Fair Labor Standards Act (FLSA) • 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

  18. Minimum Wage(s)

  19. 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

  20. Overtime • Overtime compensation for USPS/TEAMS is provided either as pay or accrued compensatory leave • Both calculated at 1.5 • Employees can’t volunteer for their own job • In the event of a disagreement between payment and compensatory leave accrual, it’s the employee’s choice

  21. Overtime • Even unauthorized overtime must be compensated if worked • NOTE: OPS employees must be paid for overtime worked • Not eligible for compensatory leave

  22. FMLA Family and Medical Leave Act

  23. 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

  24. 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)

  25. 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

  26. UF 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)

  27. Staff Classification and Compensation Framework

  28. 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

  29. Staff Classification • Classification of a position is decided by comparing the whole job with the appropriate classification specification • For example, requests for new positions or changes will be compared to other current employees in that classification both in the department as well as the university as a whole

  30. 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

  31. 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?

  32. Filling a Vacancy • Vacant faculty and staff positions are posted via GatorJobs.

  33. Filling a Vacancy • GatorJobs Vacancy Listing

  34. Filling a Vacancy • Faculty recruitment and retention information, including Faculty Recruitment Toolkit and Search Committee Tutorial available at: www.aa.ufl.edu/aa/facdev/recruit • Administrative staff members should attend GatorJobs training • GatorJobs Toolkits available at: www.hr.ufl.edu/training/myUFL/toolkits/HiringAddPay.asp

  35. General Benefits Info

  36. University Benefits • Range of benefits programs • Health insurance—PPO, HMO, health investor plan • Spouse program, domestic partner • Gator GradCare • Life insurance • Supplemental and other plans • Cancer, dental, hospital expense, short- and long-term disability, personal accident, etc. • Reimbursement accounts

  37. University Benefits • Employees must sign up for benefits during first 60 calendar days of employment • Should review benefits tutorial: www.hr.ufl.edu/benefits/tutorial.htm • Enroll for benefits by attending Group Benefits enrollment session (state & UF plans) or via web (state plans) at peoplefirst.myflorida.com 

  38. 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

  39. Retirement Programs • Salaried faculty, TEAMS, USPS employees: • Florida Retirement System (FRS) • Florida Retirement System Public Employees Optional Retirement Plan (PEORP) • Optional Retirement Plan (ORP) • Faculty and “TEAMS-A” only • Have 90 days from date of hire to enroll • Required for HSC faculty

  40. FICA Alternative • Non-student OPS, rather than contribute to Social Security, deposit money in the FICA Alternative Plan • Adjunct faculty, house staff, post-doctoral associates, hourly and exempt OPS employees • Enrolled automatically • Mandatory for eligible employees • www.hr.ufl.edu/benefits/ficaalternative.htm

  41. Retirement Special Pay Plan • Mandatory retirement plan for vacation/sick leave payments of $2000 or more, upon separation • Section 401(a) Internal Revenue Code • Administered by Bencor, Inc. • Employee saves 7.65% in FICA • Contributions are pre-tax • Payments of vacation leave for DROP participants are included http://www.hr.ufl.edu/benefits/specialpayplan.htm

  42. 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

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

  44. Performance Appraisal • 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

  45. Types for Non-exempt • 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, 2010-February 28, 2011 • Returned to HR by March 31

  46. Types of UF 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

  47. Labor Relations at UF

  48. Union Representation • AFSCME • GAU • PBA • UFF

  49. Collective Bargaining Agreements/Contracts • Define working conditions • Drive salary increases • Provide grievance procedures • Typically three years in duration, with reopeners

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

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