hr business office forum november 19, 2015. agenda hr updates records and retention schedule ...

HR Business Office Forum

November 19, 2015

Be CNM

Agenda

HR UpdatesRecords and Retention ScheduleBenefits UpdateHR Webpage updateTalent Management UpdateCNM Emergency Alerts

Be Caring

HR Updates

Michael BrownDirector, Talent Management

and HR Consulting

Be Ethical

2015 Winter Break Deadlines

Pertain to deadlines for posting and hires during winter break

Available on the HR Website at http://www.cnm.edu/depts/hr/2015WinterBreakDeadlines.pdf

Be Inspiring

Upcoming Changes

Degree Verify through National Student Clearing House

Updated Workers’ Compensation policy and procedures

New tools to help with Family Medical Leave

Be CNM

Records and Retention Schedule

Rebecca TurnerManager, Records and

Property Control

Be Courageous

Records Retention Schedule

Give an update on the new Retention Schedule and answer any questions that you may have

Be Connected

What is a Public Record?

Means all books, papers, maps, photographs or other documentary materials, regardless of physical form or characteristics, made or received by any agency in pursuance of law or in connection with the transaction of public business and preserved, or appropriate for preservation, by the agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations or other activities of the government or because of the informational and historical value of data contained therein.

Public Records Act Section 14‐3‐2 NMSA 1978Be Exceptional

What is a non‐record?

Blank forms Extra copies Drafts

Be CNM

New Retention Schedule

The Functional Records Retention and Disposition Schedules (FRRDS 1.21.2.1) provides classification of records by function

A RRDS defines the timeframe a record shall be retained to meet all legal, fiscal, administrative, and historical requirements

Be Caring

Determining Official Copy of Record

The official copy of record is the single record determined to be official for the purposes of fulfilling the retention requirements as outlined in the record retention and disposition schedule.

Must determine if your records are the official copies

Department Purchase Order - Official Record Holder is Purchasing

Department Personnel Folder – Official Record Holder is Human Resources

Be Ethical

Classification Tool

http://164.64.110.239/FRRDS/FRRDS_Classification_Tool.htmlMaster Categories 900 – Public Safety Services 800 - Public Health and Social Services 700 - Natural Resource Management 600 - Legal and Judiciary 400 - Governance and Compliance 300 - Financial and Accounting 200 - Employee Services 100 - Administration

Be Inspiring

Employee Personnel File

200 – Employee Services 04 Personnel Management

233 – Personnel Files Contributing Retention – destroy 50 years from date file

created

Be Courageous

Records Procedures

Follow same process of sending records to Records Retention for storage and destruction Contact at rturner@cnm.edu (Rebecca Turner) or at 224-4617

Be Connected

HR Benefit Updates

Be Exceptional

CNM Annual Employee Health and Wellness Fair

2015 Attendees: 222 Attendees with 100 arriving between 10

and 11. Vendors: 48 Flu Shots: 119 Mammograms: 32 Pulmonary Function: 35 studies performed by 5 students. Bone Density ~60 Diabetes Screens – 70 Blood Donations - 7

Great American Smoke OutThursday, November 19

Be CNM

Why Quit?Tobacco use causes far more illnesses and death than all other addicting drugs combined. One out of every six deaths in the United States is a result of smoking. The good news is that you can break the addiction and quit tobacco for good!

Be Caring

Now is the time to update personal information:

AddressesEmergency contactsTelephone numbersBeneficiaries (Life and

Retirement)Update status (domestic

partner/marriage)Be Ethical

The New 1095-C Tax Form is Coming!

The ACA includes both an individual and employer mandate.

Employees will receive a new 1095-C tax form for the first time in January 2016.

You will need information on the form to prepare your 2015 taxes.

Be Inspiring

The New 1095-C Tax Form is Coming!

Watch for an email in December to remind you to log on to MyCNM and give consent to receive your 1095 electronically.

Be Courageous

Benefit Questions?

Contact:

Lori Bennison Karen Hughes 224-4649 224- 4000 ext. 51925lbennison@cnm.edu khedquist@cnm.edu

Be Connected

HR Webpage Updates

Be Exceptional

Human ResourcesWebpage tour

Webpage Questions?

Contact:

Angel Porras Evan Sandoval224-4623 224-4651

mporras5@cnm.edu esandoval25@cnm.edu

Be CNM

CNM Talent Management System

(TMS) – Employee Learning Cloud

Be Caring

CNM Talent Management System (TMS)

CNM’s TMS maximizes workforce effectiveness

Implementing in stages:– Employee Learning– Recruiting– Onboarding– Performance Management

Be Ethical

Went live: August 31, 2015

Approach to implementation:

• New users for Mandatory Training

• Existing users

What’s next in Employee Learning cloud:

• Compliance Reporting

Be Inspiring

System benefits:– Streamline training process– Instant access to reporting for Managers– Managers assign training as necessary

Enhancements include:– Simple approval process– Instant access to your transcript– Mandatory training automatically

assigned– Instant access to your employee’s

transcripts

Be Courageous

CNM Emergency Alerts

Be Connected

CNM Emergency Alerts

Sign up for Attention CNM through your myCNM account. You can provide a cell phone number and alternate email addresses. Please encourage other

employees and students to sign up.

CNM only texts you in the event of an emergency or college closure.

Currently an opt-in system, may go to opt-out to ensure the campus community gets critical

notifications.

Be Exceptional

Employee Training Questions?

Contact:

Trish Heaton Jonathon Bartlett224-3139 224-3190

theaton@cnm.edu jbartlett8@cnm.edu

Be CNM

CNM Talent Management System

(TMS) – Onboarding/Recruitin

g

Be Caring

Next Stage: Recruiting/Onboarding

Current step: Discovery phase

Kickoff: November 4, 2015

Be Ethical

Core team includes:• Staff• Faculty• Student Employment• Departmental representatives

Be Inspiring

Onboarding/Recruiting

Questions?

Contact:

Mike Brown Rayleen Valencia224-4553 224-4602

mbrown152@cnm.edu rvalencia19@cnm.edu

Be Courageous

Questions?

Be Connected

Hands ondemonstration

EmployeeLearning Cloud

HR RoadshowMain Campus

this Friday1:30 – 2:30

or 2:30 – 3:30 p.m.

Register on Talent Management

SystemBe Exceptional

Any questions contact your HR Consultant.

Academic Affairs: Karen Montoya

Lori Nawman

President’s Office/Finance & Operations: Alma Aguilar

Student Services: Miguel (Angel) Porras

Be Ethical