HR Forum

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Welcome!

• HR Forum
• April 11, 2007
• Human Resource Services
• University of Florida

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Todays Agenda

• Superior Accomplishment Awards Program
• HRS Building Update
• Academic Professional Assembly
• Gator Watch
• Open Enrollment for State Adoption Benefit
• Control Self-Assessment Initiative
• Post Doctorate Earning Codes
• Regulation Changes
• Faculty and Graduate Assistant Summer
  Appointments

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Superior Accomplishment Awards Program

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Superior Accomplishment Awards Program

• Covers previous academic year (August 1st through
  July 31st).
• Nomination period Mid-September to end of
  October.
• Eligible Faculty, Staff
• Awards Divisional Level, University Level.
• Process for selecting winners.

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Superior Accomplishment Awards Program

• Divisional Ceremonies.
• This year 118 nominations sent to university
  committee in six different categories.
• All nominees invited to attend university-wide
  ceremony.
• University-wide ceremony to be held on April 25th
  at the J. Wayne Reitz Union Grand Ballroom.
• SAA website located at www.hr.ufl.edu/saa

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HRS Building Update

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HRS Building
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Academic Professional Assembly
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Academic Professional Assembly

• Anyone who is TEAMS A (pay plan TA12, TA10, TA09)
  is APA member.
• Participation in the executive board, committees,
  and business meetings is considered time worked.
• Nominations for 2007-2008 officers
  www.apassembly.ufl.edu/voting until Friday, April
  13.

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Gator Watch

• Watch, Report, Protect!
• Together for a Safe Campus

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University Police Department

• Law enforcement service for UF
• 96 certified FL law enforcement officers
• State and nationally accredited
• Office of Victim Services
• Community Service Division

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Resources

• All Emergencies 911
• UPD 352-392-1111
• UPD website
  www.police.ufl.edu
• GPD 352-334-2400
• ASO 352-955-1818
• Emergency Management 352-264-6500
• FEMA (In Florida) 850-413-9969
• Rumor Control 352-264-6557
• Red Cross 352- 376-4669

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Preventing CrimeThe Crime Triangle
Desire
Ability
Opportunity
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Opportunity

• Only element WE control
• Opportunity Crime
• Reduce opportunity, reduce crime!

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Personal Safety

• Dont walk alone- safety in numbers.
• Stay on populated, well-lighted streets
• If you exercise at night, do so with a friend
• Use SNAP- the nighttime campus escort service
• Become familiar with blue light phones

• Walk confidently, be aware of surroundings
• Take a self defense class (RAD)
• Follow your intuition
• If you see something/someone suspicious, get away
  and call the police

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Traffic Safety

• Obey traffic signals
• Treat bicycles as vehicles
• Watch out for pedestrians
• Prevent crashes and avoid fines
• Maintain campus speed limit of 20 MPH

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Property Security

• Secure your property
• Dont leave property unattended
• Keep track of keys
• Register bicycles with UPD
• Register valuables with Operation Identification

• Use Target Hardening" to make it as difficult as
  possible for the thief
• Mark your property (Operation Id)
• Register property
• Use common sense

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Gator Watch

• A program to increase the number of people
  actively observing and reporting incidents to
• Improve campus safety
• Decrease crime
• Increase community involvement
• Improve police response

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As a Gator Watcher You.

• Go about your normal daily tasks
• Be observant of the area around you
• Contact the police when something suspicious is
  observed
• Never hesitate to call the police

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What is Suspicious?

• Anything out of the ordinary or that attracts
  your attention.
• Trust you intuition
• Suspicion doesn't require proof
• Never attempt to apprehend someone!

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Spotting Suspicious People

• A person may be considered suspicious if he/she
  is
• In a building after working hours
• Moving slowly, with no apparent destination
• Looking around excessively
• Avoiding well-lighted areas
• Avoiding police or traffic
• Wearing seasonal clothing
• Carrying certain objects
• Driving in an unusual manner

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Reporting a Crime

• Location of crime
• Type of crime
• Time crime occurred or if it is in process
• Description of suspect
• Description of vehicle

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Description of the Suspect

• Height
• Weight
• Age
• Sex/race
• Hair(style and color)
• Name, if known

• Scars, tattoos, limp?
• Clothing
• Jewelry
• Objects carried
• What drew your attention?

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Description of the Vehicle

• Make, model, year, color
• Tag number and state
• Distinguishing features
• Distinctive wheels, stickers
• Noisy muffler or radio
• Broken window or other damage
• Owner, if known

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Calling the Police

• Stay calm.
• Identify yourself (or tell the operator you wish
  to remain anonymous).
• Tell the operator the number of the telephone you
  are calling from.
• Let the operator control the conversation. He or
  she will be filling out a form and will need the
  information in a set order.
• Stay on the line until the police arrive or until
  the operator tells you to hang up.

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Getting Started

• By being here today you already have!
• Be alert
• Talk with coworkers about Gator Watch
• Tell a supervisor or call the police when you
  observe a problem

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Thank you!

• Stay Safe

Questions?
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Open Enrollment for the State Adoption Benefit

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State Adoption Benefit

• Funding each year is based on legislative
  appropriations
• Open Enrollment runs from 4/2/07 to 5/31/07
• All Faculty, TEAMS, and USPS employees who have
  adopted a child on or after October 1, 2000, are
  eligible to apply

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State Adoption Benefit

• Permanent custody of the child must also be
  awarded by the Dept. of Children and Family
  Services or a Florida-licensed child placement
  agency
• The monetary benefit awarded to those selected
  is 10,000 for a special-needs child and 5,000
  for non-special needs, subject to withholding
  taxes

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State Adoption Benefit

• Part-time employees will receive a prorated
  benefit based on their FTE at the time of
  application
• Application forms can be found on the Dept. of
  Management Services (DMS) Website at
  http//dms.myflorida.com/human_resource_support/hu
  man_resource_management --- under the state
  employee section

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State Adoption Benefit

• Applications must first be certified by the
  University Benefits and Retirement office
• Employees may then mail the application along
  with a certified copy of the final adoption order
  to DMS by close of business on May 31, 2007

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Introduction

• The University of Florida fiscal and
  administrative structure is based on a
  decentralized model.
• Within this structure, the units are responsible
  for the implementation of effective controls and
  complying with university policies and
  procedures.
• To assist units for evaluation of internal
  controls and compliance with university business
  procedures, checklists have been developed and
  incorporated within a survey tool.
• We would like to introduce this tool, control
  assessment tool (CAT), and seek your feedback and
  assistance for its design and completion by your
  unit.

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Control Assessment Goals

• To create a discussion at the unit level, help
  staff understand their responsibilities and
  evaluate existing controls and operations against
  desirable practices.
• To assist the Office of Audit and Compliance
  Review in its periodic internal control
  evaluation of the entire university.

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How does it work?

• The program works in a Windows-based environment
  and can be located at
• http//oacr.ufl.edu/Control_Self_Assessment.h
  tm
• We will e-mail unit heads a unique WebCAT ID to
  complete the survey.
• They in turn need to identify appropriate staff
  to complete various categories of the survey.

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How does it work?

• It consists of Yes/No/NA (not applicable) and
  N/S (not sure) questions that address nine major
  categories such as control environment,
  payroll, budget, IT and others.
• Buttons are provided with policy and procedure
  references as well as an explanation as to why
  departments should follow the procedure.
• A Comment Box is provided for those instances
  in which specific concerns are not addressed or
  explanation for no response is provided.

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Project Timeline

• Target e-mail dissemination April 17, 2007
• Target unit completion May 1, 2007

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What will happen with the results?

• When completed, responses are automatically
  submitted to the Office of Audit and Compliance
  Review.
• The information will be compiled to create a
  university-wide document.
• The report will identify areas where control
  improvement opportunities exist.

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Questions?

• Contact Marilyn J. Velez (mjvelez_at_ufl.edu) from
  the Office of Audit and Compliance Review.
• Call 392-1391 ext. 38.

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Post Doctorate Earning Codes

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Post Doctorate Earning Codes

• Retirement File Redesign
• Non-retirement eligible Post Docs currently share
  earning codes with retirement eligible Faculty
• Non-retirement earning codes been established for
  Post Docs
• This includes new time reporting codes and new
  workgroups for Post Docs
• Effective April 20, 2007

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Post Doctorate Earning Codes

• How will this affect me?
• Only change which will require action by
  departmental users is the workgroup selection in
  ePAF
• Lets walk through the process

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Post Doctorate Earning Codes
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Post Doctorate Earning Codes
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Post Doctorate Earning Codes
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Post Doctorate Earning Codes
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Post Doctorate Earning Codes
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Post Doctorate Earning Codes
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Post Doctorate Earning Codes

• Other changes that require no action by end user
• Conversion of current Post Docs to new workgroup
  (PDA, PDA7, PDA8, PDA9)
• New time reporting selections for employees will
  be automatic
• Earning codes on additional payments will be
  automatic
• Questions?

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Regulation Changes

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Regulation Updates

• Annual regulation review/updates recently
  completed
• Changes approved by Board of Trustees March 30,
  2007
• Two regulations Employment of Relatives and
  Leaves

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Employment of Relatives

• This regulation discusses the process for hiring
  relatives in a single organization or in
  job-related organizational units.
• Domestic Partner and their relatives added as
  relatives or related persons.
• http//regulations.ufl.edu/chapter1/1009.pdf

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Leave Regulation

• Provides clarification in several leave policies
  such as compensatory leave, restoration of sick
  and vacation leave, and how vacation leave is
  cashed out.
• Clarifies leave of absence and leave usage during
  an approved leave of absence by removing the
  unpaid modifier.

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Leave Regulation

• Expands the membership of immediate family to
  include domestic partners.
• Expands the benefit of Parental Leave to domestic
  partners.

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Leave Regulation

• Provides the ability to transfer up to 80 hours
  of vacation and sick leave when transferring from
  a state agency, state university or from Santa
  Fe Community College.
• Codifies the military leave benefits for certain
  military activities such as short-term military
  training, National Guard and active service.

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Leave Regulation

• Clarifies the use of leave in conjunction with
  Workers Compensation and aligns Workers
  Compensation leave as an annual benefit.
• http//regulations.ufl.edu/chapter1/1201.pdf

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Faculty Graduate Assistant Summer Appointments

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Faculty and Graduate Assistant Summer Appointments

• Summer jobs for faculty and graduate assistants
  will be done via the Summer Job Review file.
• The review file will be available to departments
  the week of April 16.
• The file will be available via myUFL system and
  may be accessed via the navigation Workforce
  AdministrationJob InformationUF Summer Job
  Review.

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Faculty and Graduate Assistant Summer Appointments

• Data on the Sumer Job Review file will include
  salary and other information for current 9 month
  faculty and graduate assistants.
• Departments will have until April 27, to review
  and update the data.
• The departments will be able to change the
  following
• FTE - salary will adjust accordingly
• Title - (for graduate assistants only)
• Department ID

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Faculty and Graduate Assistant Summer Appointments

• Departments will also need to indicate the term
  (A, B, or C) of the appointment. A termination
  row will be applied at the same time the summer
  job row is applied in job data.
• The appointments will be applied into myUFL the
  weekend of May 5. Departments will be able to
  view the summer jobs starting on May 7.

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Faculty and Graduate Assistant Summer Appointments

• Distributions for summer jobs will need to be
  completed once these jobs have been applied to
  job data. This will be for the pay period of
  5/4/07 5/17/07.
• A memo and instructional guide will be
  distributed later this week and their will be
  information in the April InfoGator.
• Questions? Please contact Academic Personnel at
  392-1251

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Short Work Breaks for Nine and Ten Month Employees

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Short Work Breaks for Nine and Ten Month Employees

• Short Work Breaks for Nine and Ten month
  Employees.
• Nine and ten month employees (faculty, graduate
  assistants and TEAMS) will be put on Short Work
  Break in the myUFL system for the summer
  semester.
• Effective date of the break will be 5/16/07 for 9
  month and 6/7/07 for ten month employees.

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Short Work Breaks for Nine and Ten Month Employees

• Please review your employees data by Thursday,
  April 12, to ensure that an employee does not
  have any pending or future dated rows and that
  any terminations are entered by this date.
• The process will be completed the weekend of
  April 14 in which a new job row will be created
  with the action/reason of Short Work Break.
• Time reporting will be inactivated for the short
  work break period. Departments still need to
  review their employees to ensure that they do not
  continue to be paid beyond the end of the Spring
  Semester.

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Short Work Breaks for Nine and Ten Month Employees

• Reports are available via Enterprise Reporting.
  Navigate to Public FolderHuman Resources
  InformationWorkforce Information.
• Additional instructions may be found in the April
  InfoGator and on our web site.
• http//www.hr.ufl.edu/infogator/default.htm
• Questions? Contact Academic Personnel for
  Faculty and Graduate Assistants at 392-1251 and
  Recruitment and Staffing for TEAMS employees at
  392-4621.

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Email Paycheck Push-Out

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Email Paycheck Push-Out

• On March 30, 2007, the first email paycheck
  notification was sent to all employees receiving
  a paycheck.
• An email will be sent each payday.
• Feedback from departmental employees?
• It is important that each employee have a valid
  email address in the Directory.

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Thank you for attending!