Transcript Communicating with faculty & staff, the media and the

HR Liaisons Meeting
June 17, 2010
Agenda
• Welcome
• Bonus Policy
• Performance Excellence Process Update
• Recruitment Consultative Model
• I-9 Completion
• State Health and Life Insurance Benefits
• Other Updates
• Wrap Up
Bonus Policy
Bonus Policy
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Streamlined all related bonus policies to one
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Educational Incentive Award
Operational Excellence Award
Project Based Bonus
Spot Award (revised lump sum maximum from $500 $1,500)
Variable Compensation
New Policy: Sign-On Bonus
 Recruiting tool to attract superlative talent for positions
deemed critical to the mission and operation of the
university
Performance Excellence
Process Update
Recruitment Consultative
Model
New Position Creation Process
STEP 1- Action begins with Compensation Administration to:
• Discuss departmental needs
• Establish appropriate classification and target salary range
STEP 2- Subsequent exchange with area Vice President to:
• Discuss proposed position
• Get signature approval for recruitment of candidate within target
salary established
STEP 3- Final Step:
• Assignment of position number by EABM - (E&G & Aux Positions)
• Assignment of position number by Ana Pineda (C&G Positions)
• Submission of position description to Compensation Administration
for approval and transition to Recruitment
Improvements & Expected
Efficiencies
 A re-designed front-end process which will enhance
communications and streamline the overall process
 Single signature routing process to authorize target salary
range, posting, selection and hire
 A seamless transfer of information between Compensation
and Recruitment
Recruitment Consultative Model
 A “Client-Centered” approach
 Recruiters serve as:
 Consultants
 Advisors
 Business Partners
 Model includes EEO guidance and advisement
Recruitment Consultative Model
Step 1
•Discuss EEO/AA Hiring Goals
•Review Position Attributes
•Select appropriate Recruitment option
•Provide Policy & Procedural Overview
•Set Recruitment Timeline
Step 3
Step 2
• Interview and Select Finalists
• Solidify recruitment plan
• Background & Reference Checks
• Advertise positions
• Set salary & Extend Offers
• Pre-screening applicants
• Start On-boarding Process
Recruitment Consultative Model
THREE RECRUITMENT OPTIONS:
 External Posting
 Interdepartmental Posting
 Intradepartmental Posting
External Process
STEP 1- Recruitment Consultation initiated
STEP 2- Seven- to ten-day (average) Posting
STEP 3- Recruitment Team pre-screens qualified candidates
STEP 4- Hiring Department interviews qualified candidates
STEP 5- Hiring Department selects candidate and proceeds
with pre-employment processes
STEP 6- Discuss salary administration & get HR approval
STEP 7- Offer position to finalist
STEP 8- Begin on-boarding process
Interdepartmental Process
STEP 1- Recruitment Consultation initiated
STEP 2- Five-day posting to University community
STEP 3- Interview qualified candidates
STEP 4- Select candidate and proceed with pre-employment
process (if required)
STEP 5- Discuss proposed salary with HR & get approval
STEP 6- Hiring Department has transitional conversation with
current supervisor
STEP 7- Offer position to finalist
Intradepartmental Process
(Vacancy)
STEP 1- Recruitment Consultation initiated
STEP 2- Three-day posting
STEP 3- Interview qualified candidates
STEP 4- Select candidate and offer position
STEP 5- Discuss proposed salary with HR & get approval
Intradepartmental Process
(No Vacancy)
STEP 1- New description evaluated by Compensation
STEP 2- Three-day posting
STEP 3- Interview qualified candidates
STEP 4- Select candidate and proceed with reclassification
* Underutilization in positions at Coordinator level and above
Pre-Employment Requirements
Effective March 31, 2009: Policy # 1710.257
New Employees
Faculty
Administrative
Staff
Temporary
Students & Volunteers (specific roles & responsibilities)
Current Employees
* Administrative
* Staff
* Employees who are transferring or being promoted into another position
that by law or audit recommendation, require background investigation
Pre-Employment Requirements
Types of Pre-Employment Checks
Criminal Background (Misdemeanor & Felony)
Social Security Tracing
Educational Credentialing
Employment Verification
Driver’s License Checks
Credit Checks
Fingerprinting
Professional Referencing
Language Proficiency
*Drug Testing
*Professional Licensure Certification
*Healthcare Sanctions
Pre-Employment Requirements
• When finalist is selected for a career opportunity, the Recruitment
Consultant should be notified to initiate the pre-employment process.
• All Pre-Employment Background Investigations will be conducted by the
Division of Human Resources-Recruitment Services (with exception of
specific checks).
• Recruitment Consultant will notify hiring official or HR Liaison that checks
have been completed. If results are satisfactory, authorization to proceed
with preparation of action forms will be given.
• Any background investigation results that are non-satisfactory will be
discussed with the Director of Recruitment Services. A recommendation for
hire or non-hire will be made based on those results.
Under NO circumstances should a verbal or formal offer of employment be
extended prior to the review of all background investigations
Pre-Employment Requirements
PROSPECTIVE EMPLOYEES
CURRENT EMPLOYEES
Adverse Action Process
Non-hire recommendation
Adverse Action Process
Termination recommendation
• Recruitment Director notifies
Hiring Official of hiring decision
• Recruitment Director notifies
finalist of hiring decision and
provides the following:
• ELR Director will notify supervisor
• Issue letter proposing termination
• Administrative Leave for 3 days
• Provide hearing or respond in writing
• Final determination is based on the
following:
 Memorandum
 Name & contact information of
vendor that provided report
 Copy of report
 Summary of rights under FCRA
(Fair Credit Reporting Act)
 Nature and gravity of the offense(s)
 The time lapsed since conviction
and/or completion of sentence
 Nature of the position
 Application disclosure
Pre-Employment Requirements
HR LIAISON/DEPT ROLE
Notify Recruitment Services of intent
to hire candidate (prior to verbal or
formal extension of employment offer)
Wait for notification of clearance of
background investigation from HRRecruitment Services (prior to verbal
or formal extension of offer)
HR ROLE
Attain required information for the
facilitation of background investigation
Submit information to third-party vendor
for purposes of background investigation
Notify Hiring Official/HR Liaison of hiring
decision
Conduct Adverse Action Process
(if required)
Maintain appropriate records
Pre-Employment Requirements
Remember…
The pre-employment requirement policy applies to all Faculty,
Administrative, Staff & Temporary employees of FIU
All pre-employment requirements must be met prior to extending
a verbal or formal offer of employment to a new or transfer employee
at FIU
All hiring decisions & recommendations will be made by the Division
of Human Resources
Effective dates of employment should be assigned after pre-employment
process has been completed and hiring decision has been made
Salary Actions
What constitutes a complete packet?
REQUIREMENT
ACCEPTABLE DOCUMENTATION
RESPONSIBLE PARTY
Action Form
Admin/Staff New Hire Form
Admin/Staff Change Form
HR Liaison
HR Liaison
Signed Application
Completed & Signed FIU Application
Applicant/HR Liaison
Training & Education Summary
T&E
Recruiter
Proof of Education/Licensure
Unofficial Transcript (conferred)
Official Transcript
Copy of Diploma/Degree
HR Liaison/Recruiter
Documentation of References
Reference Check Form (2-3)
HR Liaison/Recruiter
Nepotism Request (if applicable)
Request to Hire Related Individual
HR Liaison/Hiring Official
Nepotism Disclosure Form
On-Boarding Process
Once all salary action paperwork has been received and
approved:
New employee should be contacted to complete Sign-on
Packet and attain additional information as well as
resources from Recruitment Services:
 Panther ID Authorization Card
 Temporary Parking Permit
 NEE Information & Registration
I-9 Form Completion
I-9 Form – Section One

Sample
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Sample
I-9 Form – Section Two
State Health and Life
Insurance Benefits
Overview
What’s New or Changing for 2010:
 Health Insurance Premiums
 Health Insurance Plan Design
 Debit Card for Medical Reimbursement Account
 Life Insurance Coverage and Premiums
Health Insurance Premiums
Changes effective July 1, 2010
 Spouse Program - husband and wife working
for the State of Florida
• Family coverage - $30 (each participant
pays $15 per month)
NOTE: All other insurance rates remain
unchanged
Health Insurance Plan Design
Changes effective January 1, 2011
 Provider Services Copayments
 Urgent Care physician visit
 Emergency room visit
 Primary care physician visit*
 Specialist physician visit*
Current
$15
$50
$15
$25
New
$25
$100
$20
$40
 Provider Services Additional Benefits (PPO)
• Routine/preventive mammograms covered as preventive
• Eliminated:
• $2 million lifetime maximum
• Pre-existing condition exclusion for dependents until their
19th birthday
* Changes in copayments apply to HMO plans only
Health Insurance Plan Design
Changes effective January 1, 2011
 Prescription Retail Drug Copayment: up to a 30-day supply
Current
New
• Generic - cost savings
$10
$7
• Preferred brand name
$25
$30
• Non-preferred brand name
$40
$50
 Prescription Mail Order Drug Copayment: up to a 90-day supply
Current
New
• Generic - cost savings
$20
$14
• Preferred brand name
$50
$60
• Non-preferred brand name
$80
$100
Health Insurance Plan Design
Changes effective January 1, 2011
 VISTA Health plan name change to Coventry Health
Care
 Dependent Eligibility
• Dependent coverage up to age 26 (end of calendar year)
• Add eligible dependent(s) to family coverage during Open
Enrollment (Sept. 27th – Oct. 27th)
 Pre-Tax Savings Plans for eligible Medical Expenses
• New Debit Card for Medical Reimbursement Accounts
• Over-the Counter (OTC) Meds will require doctor’s
prescription required
Life Insurance Coverage/Premiums
Changes effective January 1, 2011
 Free Employer-paid Basic Life
• Automatic $25,000 benefit
 Basic Life 1.5 x base salary
• Ends effective December 31, 2010
 Optional Life Insurance
• One-time annual salary without providing proof of good
•
health available during Open Enrollment
Optional Life maximum
 Up to 7 times salary or $1,000,000
 Requires proof of good health
 Rates to be determined during Open Enrollment
Information Sessions
Biscayne Bay Campus (WUC 155)
July 13th – 10:00 a.m., 11:00 a.m., 1:00 p.m. & 2:00 p.m.
July 20th – 10:00 a.m., 11:00 a.m., 1:00 p.m. & 2:00 p.m.
July 27th – 10:00 a.m., 11:00 a.m., 1:00 p.m. & 2:00 p.m.
Modesto A. Maidique Campus (GC 316)
July 14th – 10:00 a.m., 11:00 a.m., 1:00 p.m. & 2:00 p.m.
July 21st – 10:00 a.m., 11:00 a.m., 1:00 p.m. & 2:00 p.m.
July 28th – 10:00 a.m., 11:00 a.m., 1:00 p.m. & 2:00 p.m.
Other Updates
Compensation and Position Guidelines
• In the next several weeks the Compensation and
Position Guidelines will be released
• The Guidelines will provide:
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•
•
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HR action procedures
Approval requirements
Definitions
Position description writing tips
• It will be a tool to help managers understand
compensation and assist with salary action
recommendations
Summer Schedule Reminder

Effective dates June 25, 2010 – August 13,
2010

June 3, 2010 HR News and Updates
 Guidelines
 Helpful Tips for energy conservation
 FAQ’s

Exceptions deadline is June 7, 2010
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Additional questions – contact (305) 348-2181
Emergency Contact Information
 Update your contact information via ADP SelfService
 https://portal.adp.com/public/index.htm=
 Sign up for alerts
 http://entry.inspironlogistics.com/fiu/wens.cfm
?ep_id=other
Upcoming Events
Event
STEPP
Location
MMC – GC Ballrooms
Date/Time
Wednesday, June 23, 12:00
p.m. to 1:00 p.m.
Summer Schedule
N/A
Friday, June 25 to
Thursday, August 5
Wrap Up
Questions or Comments?