HR Liaisons MeetingJune 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 Streamlined all related bonus policies to

one

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:ConsultantsAdvisorsBusiness 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 2• Solidify recruitment plan

• Advertise positions

• Pre-screening applicants

• Interview and Select Finalists

• Background & Reference Checks

• Set salary & Extend Offers

• Start On-boarding Process

Step 3

THREE RECRUITMENT OPTIONS:

External Posting

Interdepartmental Posting

Intradepartmental Posting

Recruitment Consultative Model

External ProcessSTEP 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 ProcessSTEP 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 # 1710.257Effective March 31, 2009: Policy # 1710.257

New EmployeesFacultyAdministrativeStaffTemporaryStudents & Volunteers (specific roles & responsibilities)

Current Employees* Administrative* Staff

* Employees who are transferring or being promoted into another positionthat by law or audit recommendation, require background investigation

Pre-Employment RequirementsTypes of Pre-Employment ChecksTypes of Pre-Employment Checks

Criminal Background (Misdemeanor & Felony)Social Security TracingEducational CredentialingEmployment Verification

Driver’s License ChecksCredit ChecksFingerprintingProfessional ReferencingLanguage 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 EMPLOYEESPROSPECTIVE EMPLOYEES CURRENT EMPLOYEESCURRENT EMPLOYEES

Adverse Action ProcessNon-hire recommendation

• Recruitment Director notifies Hiring Official of hiring decision• Recruitment Director notifies finalist of hiring decision and provides the following:

Memorandum Name & contact information of vendor that provided report Copy of report Summary of rights under FCRA (Fair Credit Reporting Act)

Adverse Action ProcessTermination recommendation

• 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:

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 ROLEHR LIAISON/DEPT ROLE HR ROLEHR 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 HR-Recruitment Services (prior to verbal or formal extension of offer)

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 ActionsREQUIREMENT ACCEPTABLE DOCUMENTATION RESPONSIBLE PARTYAction Form

 Admin/Staff New Hire Form HR LiaisonAdmin/Staff Change Form HR Liaison

     

Signed ApplicationCompleted & Signed FIU

Application Applicant/HR Liaison     

Training & Education Summary T&E Recruiter     

Proof of Education/Licensure 

 

Unofficial Transcript (conferred) HR Liaison/Recruiter

 Official Transcript

Copy of Diploma/Degree     

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

What constitutes a complete packet?

On-Boarding ProcessOnce 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 CardTemporary Parking PermitNEE Information & Registration

I-9 Form Completion

I-9 Form – Section One

Sample

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 Current New Urgent Care physician visit $15 $25 Emergency room visit $50 $100 Primary care physician visit* $15 $20 Specialist physician visit* $25 $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 SessionsBiscayne 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:

• 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

Additional questions – contact (305) 348-2181

Emergency Contact Information

Update your contact information via ADP Self-Service

https://portal.adp.com/public/index.htm=

Sign up for alerts

http://entry.inspironlogistics.com/fiu/wens.cfm?ep_id=other

Upcoming EventsEventSTEPP

Summer Schedule

LocationMMC – GC Ballrooms

N/A

Date/TimeWednesday, June 23, 12:00 p.m. to 1:00 p.m.

Friday, June 25 to Thursday, August 5

Wrap Up

Questions or Comments?