Welcome to HR Presents

February 19, 201410:30 am – 12:00 pmMilton Hall (RM 85)

WELCOME & INTRODUCTIONSBy: Dr. Andrew Peña Assistant Vice President for Human Resource Services

STUDENT EMPLOYEES; HIRING & DISCIPLINE/TERMINATION

Presented by: Abigail Denham HR Specialist; Employment

Patricia Leyba

HR Specialist Sr.; Employee & Management Services

Student Employees• Types of Student Employees

– Student Regular– Work Study Student– Co-Op Student – Student Graduate Specialist– Graduate Assistants

• Advertising - Optional– Departments may advertise position through Career Services

“Aggie Career Manager” System

STUDENT EMPLOYEES

Student Employees• Student Regular Processing

– EPAF• Position Number – 999992

– SW - Student Work study– S7 - PSL Regular Student– S8 - PSL Student Work Study– SR - Student Regular (including Co-Op Student Employment)

STUDENT EMPLOYEES

Student Employees• Approved Titles & Pay Rates

– Student Aide $7.50 - $8.80– Student Assistant $7.63 - $10.92– Student Co-Op $7.50 - $15.77– Student Grad Spec $7.50 - $15.77– Student Server Tipped - $5.00 (Fulton Center/Golf Course;

server/beverage cart. Compensation includes earning tips)

STUDENT EMPLOYEES

Student Employees• Graduate Assistant Processing

– EPAF

• Position Numbers– 917555 Graduate Teaching Assistants- appropriate title “Teaching Assistant”– 917777 Graduate Research Assistants- appropriate title “Research Assistant”– 917888 Graduate Assistants- Other- appropriate title “Grad Asst-Other”– 967999 Research Assistant PSL- appropriate title “Research Asst-

PSL” (restricted to graduate assistantships within the Physical Science Lab)

STUDENT EMPLOYEES

Student Employees

• Hiring Toolkits (www.hr.nmsu.edu/toolkits)– Student Regular

• EPAF Manual – Hiring Students• EPAF Processing Reference – Hiring Students

– Graduate Assistants• EPAF Manual – Hiring Non Regular Faculty and Graduate Assistants• EPAF Processing Reference - Graduate Assistants

• Workflow Routing– Originator – Dean/VP – Payroll

STUDENT EMPLOYEES

Probationary Period– All student employees are employed in a probationary status for the

first three (3) months in any new job– During this time the student determines if the position is acceptable

and the supervisor determines whether the student is able to perform satisfactorily

– A student employee who does not meet the expectations of the supervisor may be terminated without notice or recourse

– A student employee may also resign without notice

STUDENT EMPLOYEES

Due ProcessEmployers are strongly encouraged to consult with Employee & Management Services

when considering taking any disciplinary steps

• Counseling/Coaching– Outline deficiencies– Outline expectations– Give ample time for the employee to correct deficiencies

• Verbal Warning– Outline deficiencies; ongoing performance/behavioral issues discussed in

Counseling/Coaching– Outline impact to others and/or the department– Outline expectations – Give ample time for the employee to correct deficiencies

STUDENT EMPLOYEES

Due Process continued…Employers are strongly encouraged to consult with Employee & Management Services

when considering taking any disciplinary steps

• Written Warning– Outline deficiencies; ongoing performance/behavioral issues outlined in the

verbal warning– Outline impact to others and/or the department– Outline expectations – Explain possible consequences if problems are not corrected– Give ample time for the employee to correct deficiencies

• Termination– Request for approval should be sent to Employee & Management Services

office– Student employee is given a Notice of Termination which explains reasons for

termination

Terminations• Major Categories under which a student employee may be terminated

– End of Employment Period• All student employees are automatically terminated as of the job end date

if specified at the time of hire– Depleted budget

• Student employees may be terminated when funding for the position has been depleted or eliminated

– Failure to meet eligibility Requirements• No Longer pursuing a sufficient number of credit hours for the university• No longer maintaining the required cumulative GPA• Credit hour progression has not been satisfactory• Student withdraws from the university entirely

Employers are highly encouraged to give notice to student employees when the job is coming to end.

Types of Termination• Voluntary Termination

– Student voluntarily resigns from his/her position– Walks of the job and does not return the next scheduled work day/shift– Is absent for three (3) consecutive scheduled work days without permission or

properly notifying the immediate supervisor– Does not return to assigned work that requires attention seven (7) days a week

(livestock feeding, continuous research, building supervision)• Involuntary Termination

– Does not perform in a satisfactory manner– Is found guilty of any violation listed under immediate termination– Does not schedule working hours in accordance with the job announcement

under which he/she was hired

STUDENT EMPLOYEES

• Immediate Termination– Gross Misconduct (dishonesty; sleeping on the job; fighting; threatening a

supervisor/customer/employee of the university)– Use of Alcohol or Narcotics, or being under the influence while on the job– Insubordination or refusal to accept a valid assignment from a supervisor– Careless, negligent, improper, and/or malicious use of or theft of university

property, equipment, funds.

This list is not all inclusive and can vary depending on the infraction/issue

Types of Termination continued…

STUDENT EMPLOYEES

HEALTHCARE REFORMPresented by: Kathy Agnew, Assistant Director Employment and Compensation Services

Healthcare Reform Updates• Compliance

– Policy compliance:• Policy 4.30.10

– Seasonal Employee - Seasonal staff employment is short-term employment performed on a seasonal basis where, ordinarily, the employment pertains to or is exclusively performed during certain seasons or certain periods of the year.

– 1.0 FTE for max employment period of 3 months.– Waiver Requests – provisions for policy FTE waivers have been included.

• Waivers should only be requested for unique/rare, unavoidable, justified circumstances.

– Look-back/Stability Period• Summer hiring impact to fall hires (Temp Fac and GA)

Health Care Reform Tool

• HR0-492 Job History Lookup-past 12 months• Report includes the following data:

– User ID, Name, Position-Suffix, Title, FTE, Status, Type (regular or temp), Group (faculty or staff), Begin Date, End Date, Department, Summary Org.

REPORTS UNDER DEVELOPMENT

Reports Under Development• HR0-492 Job History Lookup-past 12 months• Report includes the following data:

– User ID, Name, Position-Suffix, Title, FTE, Status, Type (regular or temp), Group (faculty or staff), Begin Date, End Date, Department, Summary Org.

Reports Under Development

STAFF POSITION MANAGEMENT CYCLEPresented by: Kathy Agnew, Assistant Director Employment and Compensation Services

Staff Position Management Cycle• Processing Actions

– PeopleAdmin - reclassification and new position requests will be completed in PeopleAdmin.

• The Position Change Request form (PCR) has been discontinued• PCR forms submitted to HR Services will be returned

– In-Range Adjustment Request Form – requests for in-range adjustments will continue to be submitted utilizing the In-Range Adjustment Request Form

– Appeal Process – the appeal process is currently under revision as part of the Compensation Guidelines pilot implementation.

POSITION MANAGEMENT CYCLE

Staff Position Management Cycle• PeopleAdmin Position Management Processing

– Proposed Classification– Position Budget Details

• Incumbent names were not loaded during the implementation of PA 7.6• Funding Details

– Job Duties and Responsibilities• Job Duties and Responsibilities – this should be a summary of job specific

duties and responsibilities which make this position unique • Primary Functions of the Position - this should be completed using your

own language • Working Conditions and Physical Effort

POSITION MANAGEMENT CYCLE

LEGISLATIVE SESSION UPDATEPresented by: Angela Throneberry, Senior Vice President Administration and Finance

CLOSING REMARKS & ADJOURNMENT