HR Liaisons MeetingNovember 18, 2010

Agenda• Welcome• Professional Development Website• Faculty Search and Screen Process• Year-End Payroll Announcements• Outside Activity/Conflict of Interest

Reporting• Panther Alerts• Other Updates• Wrap Up

Professional Development Website

http://hr.fiu.edu/index.php?name=professional_development

Faculty Search and Screen Process

A Commitment to Diversity

FIU is committed to Equal Opportunity in the work place not just because it is the law but because it is the right thing to do.

We are committed to making our employment processes as open and as equitable as possible.

We are committed to identifying and attracting qualified minority, female and disabled applicants for consideration for position openings.

We are committed to a process that is uniform and nondiscriminatory.

The Search ProcessThe search or advertisement of a position occurs on two levels, one internal to the University and the other outside of the University. The following form must be completed with approval by the appropriate vice president.

Proposal for Academic Recruitment (PAR)• Includes a description of the position• Required signatures• Describes how and where the position will be

advertised• If the position has been identifies as having under

representation of minority group members or females.• What steps will be taken to assure women and

minorities have an opportunity to apply• Identify committee members

Advertisements

Advertisements must include the language:

FIU is a member of the State University System of Florida and is an Equal Opportunity, Equal Access Affirmative Action Employer.

        

Mandatory Language

Within Miami area:

FIU is a multi-campus public research university located in Miami.  FIU offers more than 180 baccalaureate, masters, and professional and doctoral degree programs to over 42,000 students. As one of South Florida’s anchor institutions, FIU is worlds ahead in its local and global engagement, finding solutions to the most challenging problems of our times. 

Outside Miami area:

FIU is a multi-campus public research university located in Miami, a vibrant, international city.  FIU offers more than 180 baccalaureate, masters, professional, and doctoral degree programs to over 42,000 students.  As one of South Florida’s anchor institutions, FIU is worlds ahead in its local and global engagement and is committed to finding solutions to the most challenging problems of our times. 

NO ACTION, ADVERTISING OR OTHER RECRUITING MAY BE TAKEN UNTIL THE APPROPRIATE FORMS ARE APPROVED.

The PAR must be approved by the Office of the Provost or his designee who then forwards the PAR to EOPD.

Change Request Form (CRF)

• Changes to an existing search (deadline date, start date, salary, minimum requirements, cancellation, etc) must be implemented by completing a Change Request Form.

• Form should be completed and signed before it is sent to EOPD. The signatures of the Hiring Official and Vice President (AA) are required.

• Change Request Form can be found at http://hr.fiu.edu/uploads/file/forms/eop/Change_request.pdf

JobsLink

All University positions will be posted via JobsLink http://hr.fiu.edu/index.php?name=career_opportunities so that potential employees go to one place to review all available positions.

Faculty Recruitment: Upon approval of the PAR, EOPD will notify the Search Committee Chair and the HR Liaison that the position has been approved. The notification will include a memo detailing the steps of the search process and a request to schedule the first organizational meeting.

Paper Process v Paperless Process

Paper Process

The HR Liaison should follow up with applicants to ensure that they have entered the demographic information in the Faculty Profile in JobsLink as this information will be used to certify the pool of applicants by EOPD on the position review date.

Paperless Process

Applicants will apply and enter their demographics as they apply for the position on line. The HR Liaison should manage the posting on JobsLink by updating the status, ultimately designating the one candidate who the committee would like to offer the position.

Certification of the Applicant Pool

The applicant pool must be certified by EOPD prior to the committee’s discussion of the candidates.

Certification of the Interview Pool

The interview pool must be certified by EOPD prior to the committee’s interview of the candidates.

Year-End Payroll Announcements

Year-End Payroll Announcements

• Employees should log into Employee Self Service prior to December 31 to ensure home addresses are accurate in preparation for W2 Forms mail out

• W2 Forms will be mailed to homes by January 31, 2011

• Electronic Form W-2 will be available on Employee Self Service (ESS) after January 31, 2011

• Employees who have multiple jobs will receive

more than one W2 for the 2010 calendar year

Year-End Payroll Announcements

• Employees who claimed “exempt from federal withholding” in 2010 must submit a new W-4 by February 15 to continue under this status, otherwise filing status will be automatically changed to single with zero allowances

• The 2011 social security tax wage base will remain at $106,800

• Physical checks for the pay date of December 30, 2010 will be mailed to employee’s home address on file

HR Holiday DeadlinesThanksgiving Holiday

Pay Period: 11/12/10 to 11/25/10 • Tuesday, November 16, 2010 – All payroll actions must be received in Human Resources.

• Tuesday, November 23, 2010 – Employees must report their time/leave by 5:00 p.m. in TimeSaver.

• Wednesday, November 24, 2010 – Time Approvers must approve by 2:00 p.m. in TimeSaver.

HR Holiday DeadlinesChristmas and New Year’s Holidays  Pay Period: 12/10/2010 to 12/23/2010 

• Friday, December 10, 2010 - All payroll actions must be received in Human Resources.

•Monday, December 20, 2010 - Employees must report their time/leave for the complete pay period by 5:00 p.m. in TimeSaver.

• Tuesday, December 21, 2010 - Time Approvers must approve by 2:00 p.m. in TimeSaver.

•Thursday, December 30, 2010 – Pay Day – Employees who are not enrolled in direct deposit will have their paychecks mailed to the home address on file.

 

HR Holiday DeadlinesChristmas and New Year’s Holidays  Pay Period: 12/24/2010 to 01/06/2011 • Wednesday, December 22, 2010 - All payroll

actions must be received in Human Resources.

Outside Activity/Conflict of Interest

Reporting

Outside Activity and Conflict of Interest Reporting

Taskforce Members:

Jaffus Hardrick, Human ResourcesJoann Cuesta-Gomez, Human ResourcesCarlos Flores, Human ResourcesTonja Moore, Academic AffairsMichelle Ciccazzo, Academic AffairsLeyda Benitez, ComplianceIsis Carbajal de Garcia, CounselJoe Barabino, ResearchDon Smithburg, College of MedicineJonathan Tubman, ResearchDavid Driesbach, Research

Purpose of Outside Activity and

Conflict of Interest Reporting To establish a disclosure and review process that

ensures that potential conflicts are addressed in order to protect the University and its employees from potential risks associated with all types of conflicts of interest (financial, fiduciary and time-commitment).

Sources of Conflict of Interest

Florida Statute

University Policy

Any University employee with a potential or actual conflict of interest, including contractual or employment activities and conflicts in relation to a research project or a sub award or consulting agreement on a sponsored project, must report such potential or actual conflict of interest to the University for review on an annual basis or when the conflict of interest is anticipated, as applicable.

Reporting of Conflict of Interest

Routing of Academic Approval

Research

Dean

Faculty

Direct Supervisor

Office of the Provost

Associate Dean

Routing of Administrative Approval

Research

Direct Supervisor

Admin/Staff

Human Resources

Panther Alerts

Other Updates

Other UpdatesDon’t forget to purchase your toys! Tickets for the President’s Holiday Celebration will be distributed as follows:

Dates: December 1, 2 and 3

Times: 9:30 a.m. to 4:00 p.m.

Locations: Modesto A. Maidique Campus, PC 224 or

Biscayne Bay Campus, LIB 320

Other Updates• New Administrative/Staff Change and New Hire

Forms will be available in the next few days. Enhancements include:

• Automatically updated HR Org. Codes• No Excel software required

Additional form enhancements are forthcoming.

• The university has contracted with HireRight for background check services.

• New Employee Experience is held in CSC 1123. Our website is being updated to reflect the information.

Upcoming Events/DeadlinesEventHR Customer Service Survey Deadline to Respond

President’s Holiday Celebration

FIU Talent Show

LocationN/A

U.S. Century Bank Arena

Graham Center Ballrooms

Date/TimeFriday, November 19

Wednesday, December 82:30 p.m. – 5:00 p.m.

Thursday, December 96:30 p.m. – 9:00 p.m.

Wrap Up

Questions or Comments?