Transcript Department Chairs and Directors as Human Resource Managers

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)
 UF’s classification and
compensation structure for staff
 General benefits information
 Performance evaluations and
progressive discipline
 TEAMS appointments and labor
relations

www.hr.ufl.edu
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
UF Employment Groups
Faculty Appointments
 Salaried Faculty
 Adjunct Faculty (OPS)
UF Employment Groups
Student Appointments
 Student OPS
 Graduate Assistants
Other Appointments
 Residents
 Fellows

Pre- and Post-Doctoral
Federal Legislation
Equity & Diversity
How Federal Laws Affect
Employment Decisions
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)

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)

Affect All
Employment Practices
Hiring
 Promoting
 Training
 Disciplining
 Providing benefits
 Firing
 Layoffs

Non-Discrimination
Age
 Race
 Color
 Religion
 Pregnancy
 Veteran status
 Genetic
Information

Sex
 Disability
 National origin
 Marital status
 UF policy adds
sexual
orientation

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

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

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?”

FLSA
Fair Labor Standards Act
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

Minimum Wage(s)
Federal minimum wage:
$5.85 per hour
Complied with as a
function of the higher FL
minimum wage and UF
standard
State of Florida’s
minimum wage:
$7.21 per hour on
January 1, 2009
Used as a minimum for all
OPS hires, including
students
UF’s established
minimum:
$9.75 per hour
Used as a minimum for all
TEAMS/USPS hires
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
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
Overtime
Even unauthorized overtime must
be compensated if worked
 NOTE: OPS employees must be
paid for overtime worked


Not eligible for compensatory leave
FMLA
Family and Medical Leave Act
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

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)
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
UF Extensions

Parental leave


Medical leave


UF policy grants 6 months - new
program to advance 6 weeks
For self or immediate family
Immediate family

Spouse, domestic partner, greatgrandparents, grandparents,
parents, brothers, sisters, children,
and grandchildren of employee and
spouse or domestic partner(“Step”
relations are also included)
Staff Classification and
Compensation Framework
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
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
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

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?

Filling a Vacancy

Vacant faculty and staff positions are
posted via GatorJobs.
Filling a Vacancy

GatorJobs Vacancy Listing
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/too
lkits/HiringAddPay.asp

General Benefits Info
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
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
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 31
calendar days of the QSC
Need documentation
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

FICA Alternative

Non-student OPS, rather than
contribute to Social Security,
deposit money in the FICA
Alternative Plan
Adjunct faculty, house staff, postdoctoral associates, hourly and
exempt OPS employees
 Enrolled automatically
 Mandatory for eligible employees


www.hr.ufl.edu/benefits/ficaalternative.htm
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
Rehired Retirees
New state and university
requirements
 State guideline
https://www.rol.frs.state.fl.us/form
s/reminder.pdf
 UF form
http://www.hr.ufl.edu/recruitment/
forms/rehire_request.pdf

Staff Performance
Appraisals
UF’s performance appraisal
system is designed to improve
communication between
supervisors and employees
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
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
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
Labor Relations at UF
Union Representation
AFSCME
 GAU
 PBA
 UFF

Collective Bargaining
Agreements/Contracts
Define working conditions
 Drive salary increases
 Provide grievance procedures


Typically three years in duration,
with reopeners
Discipline
UF encourages all staff members
to contribute to a positive and
productive work environment
Progressive Discipline
Oral reprimand
 Written reprimand
 Suspension
 Dismissal

Appealable Actions
Predetermination Conference
 Option to Arbitrate

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/laborrelations/default.asp

Additional Actions

Non-reappointments/Nonrenewals

Not considered disciplinary
TEAMS Appointments
TEAMS Appointments

“New to UF” staff hires:

TEAMS non-exempt
Serve six-month probationary period
 Then issued annual appointment


TEAMS exempt
Department should issue six-month
initial appointment
 Then issued annual appointment

TEAMS Appointments

Internal candidate
May be USPS or TEAMS (employee
brings current status) unless
position is TEAMS only
 USPS employee will serve sixmonth probationary period if never
been in classification
 TEAMS issued annual
appointment—no probationary
periods—if employee has
completed initial 6 months at UF

Non-Reappointments

Hired after June 30, 2005:


Three months notice
Hired before June 30, 2005:

Six months notice
Does not apply if serving a
probationary period
 Employees may apply for other
jobs on campus

Time-Limited Positions
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

Today, We Discussed:
Important legislation
 Classification and compensation
framework for staff
 General benefits information
 Performance evaluations and
progressive discipline
 TEAMS appointments and labor
relations

Resources Are Available

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)

On-line training on the
Prevention of Sexual Harassment
 Visit www.hr.ufl.edu/training

Resources Are Available
Mary Alice Albritton, Director for
Benefits and Retirement
 Melissa Curry, Director for
Recruitment and Staffing
 Kim Czaplewski, Director for
Employee Relations,392-1072
 Larry Ellis, Director of Equity and
Diversity,273-1778
 Jodi Gentry, Director of Training
and Organizational Development

Thank You!
Paula Varnes Fussell
Vice President Human Resource
Services