Office of the President and

1

• Office of the President and
• General Administration
• Leadership Development
• for Supervisors and Managers

2
Todays Agenda

• Introduction of Human Resource Staff, Mission,
  Objectives and Organizational Structure
• HR Facilitator Role
• Employment Legal Issues
• EPA Employment
• Establishing an SPA Position
• SPA Recruitment, Selection Hiring
• Future Workshops
• HR Web Site

3
Strategic Priorities

• Human Resources supports the University of North
  Carolinas Strategic Priorities
• Access
• Intellectual Capital Formation
• K-16 Initiatives
• Creation and Transfer of Knowledge
• Internationalization
• Transformation and Change

4
Mission Statement

• provide comprehensive human resource services
  for employees in the Office of the President, and
  its affiliates, through the development and
  implementation of policies, programs and
  practices to support employee professional needs
  and the organizations strategic priorities.

5
HR Organizational Development Plan OBJECTIVES

• Consolidate HR Division and Personnel Office to
  leverage resources and create greater
  value-added products and services to meet
  employee needs
• Align HR Division mission with UNC Strategic
  Priorities and HR best practices
• Develop comprehensive and competitive HR
  policies, programs and practices
• Transition from transactional, rules-bound
  operation to a consultative customer-service
  oriented delivery
• Leverage technology through the automation of
  transactional processes
• Identify core HR functions and competencies
• Identify opportunities for outsourcing and
  forming strategic partnerships
• Align functional roles and skills sets

6
HUMAN RESOURCE CORE FUNCTIONS AND SERVICES
FUNCTIONS
Training Development
Recruitment Staffing
HR Information Management
Employee Relations
Organizational Development
Compensation
Benefits
SERVICES

• Employee Recognition
• Performance Management
• Employee Assistance Program
• Dispute/ Complaint Resolution
• Grievance Process
• Disciplinary Process

• Policy Development, Design Implementation
• Diversity
• Compliance/Legal
• HR Planning Research
• Organizational Design
• Succession Planning

• Position Design
• Job Evaluation (Classification)/ Pricing
• Compensation Administration
• Compensation Design
• Compensation Studies
• Organizational Design (structure)

• Recruit
• Select
• Workforce Planning

• New Employee Orientation
• Needs Assessment
• Professional Development
• Training Delivery
• Employee Exit Process

• Information System, Development Support
• Web Based Applications

• Benefit Administration
• Benefit Counseling
• Retirement Counseling
• Resource Services
• Benefit Plan Design

7
The University of North Carolina Office of the
President
Human Resources Division
Kitty McCollum
VP University Benefits Officer

Ann Lemmon Assoc. VP for Human Resources
Kaprina Mitchell Benefits Manager
Claudia De La Cruz
Personnel Asst V

Robbie Snuggs
Beth Alsobrook Employee Services Mgr.
Debbie Robertson
Recruitment Comp. Consultant
HR Assistant
February 2009
8
Short-term Projects

• Develop and implement a comprehensive New
  Employee Orientation program
• Establish and implement an Employee Recognition
  Program
• Enhance HR web site
• Develop and implement HR Facilitator concept
• Pursue SPA class/comp delegation of authority
• Integrate EPA and SPA recruitment/ advertisement
  processes and reengineer the employee selection
  documentation process

9
Proposed Delivery Strategies

• Utilize HR Facilitators
• Facilitate ongoing communication, e.g., through
  e-mail and the Internet
• Partner with UNC campuses
• Outsource certain programs and services
• Automate certain administrative processes
  (through partnering with Information Resources)
• Enhance employee access to HR staff and services
  through the relocation of HR offices

10
HR Facilitator Role

• Disseminate information and serve as divisional/
  departmental expert on HR policies, programs,
  procedures, and resources
• Facilitate the submission of information,
  reports, and forms from employees to HR
• Facilitate the new employee hiring process and
  orientation to the work place
• Support and recognize the contributions and
  achievements of employees
• Provide services and information to employees as
  efficiently and cost effectively as possible
• Serve as HR sounding board and provide feedback
  on new and existing services and programs

11
Employment Legal Issues
12
Federal Laws Prohibiting Job DiscriminationApply
to EPA and SPA

• Title VII of the Civil Rights Act of 1964
• The Equal Pay Act of 1963
• The Age Discrimination in Employment Act of 1967
• The Immigration and Reform and Control Act of
  1986
• Title I and Title V of The Americans with
  Disabilities Act of 1990
• Section 503 of the Vocational Rehabilitation Act
  of 1973
• The Civil Rights Act of 1991

13
Practical Impact of FLSA

• EPA SPA If exempt from FLSA
• No overtime
• File Leave Sheet or record of leave taken
• EPA SPA If subject to FLSA
• Overtime for more than 40 hours
• Premium pay such as call back, shift premium,
  holiday premium, etc.
• File Timesheet or record of the time worked

14
FLSA Exempt

• EPA (Exempt from the State Personnel Act) is not
  the same as exempt from the Fair Labor Standards
  Act (FLSA)
• FLSA Exempt means exempt from minimum wage and
  overtime pay for
• Executive, administrative, and professional
  employees (including teachers and academic
  administrative personnel in elementary and
  secondary schools), outside sales persons, and
  persons in certain computer-related occupations
  (as defined in Department of Labor regulations).

15
EPA Employment

• Determining EPA Status
• Establishing Positions
• Recruitment
• Selection
• Hiring
• Compensation

16
University Employeesas Defined in Chapter 126

• EPA employees (Exempt from the State Personnel
  Act)
• Instructional Research
• Physicians Dentists
• Senior Academic and Administrative Officers
  (SAAO)
• SPA employees (Subject to the State Personnel Act)

17
Governance of University Employees
Board of Governors
State Personnel Commission
EPA Employees
SPA Employees
Voluntary Uniform Guidance
18
Significance of EPA Status

• Exempt from the SPA Compensation Plan
• State Personnel Rules do not apply, including
  leave
• No Longevity Pay
• More Flexibility
• Employment at will or fixed term except for
  tenured faculty
• No career status
• ORP eligibility
• Faculty with the rank of instructor or above
• SAAO
• EPA Instructional and Research Non-Faculty

19
Determining EPA Status

• Senior Academic and Administrative Officer (SAAO)
• Status designated by the UNC President
• EPA Instructional or Research
• Status designated by the Office of State Personnel

20
Senior Academic and Administrative Officer

• President, vice president, associate vice
  president, assistant vice president
• Directors of major administrative, educational,
  research and public service activities
• Other officers having significant administrative
  responsibilities and duties, as may be designated
  by the President

21
EPA Instructional

• Duties must be associated with the regular
  academic and educational experiences provided by
  university, or be uniquely supportive of those
  experiences, and must involve significant and
  independent interaction with students
• Substantial portion of work must be devoted to
  instructional activities or to the direction of
  educational/ academic support activities
• Position requires the exercise of discretion in
  determining the nature and content of the
  instructional or educational activities assigned
  and evaluating their content
• Position requires possession of post
  baccalaureate credentials

22
EPA Research

• Position must require substantial independence in
  creative or research efforts and in the
  interpretation and dissemination of research
  results
• Duties must be integral with the Universitys
  instructional or research activities and
  represent an extension of the regular academic
  and education experience
• Position must require that a substantial portion
  of the total work commitment is devoted to those
  research activities
• Position requires possession of post
  baccalaureate credentials

23
Establish New or Recruit Existing EPA Position

• Complete Request for EPA Action Form 102
  (available on web)
• Attach justification, position description, and
  organizational chart

24
Establish or Recruit EPA Position (Cont.)

• Circulate Form 102 to
• Services Officer (K. Craig) for funding
  verification
• Senior Vice President (G. Bataille) for approval
  to establish/fill position
• Associate VP (C. Bonner) for review of EPA
  designation
• to EEO Officer (C. Bonner) to initiate search
  process

25
EPA Search Process

• Hiring Official
• Develops position advertisement and recruitment
  (advertising) plan
• Submits advertisement and recruitment plan to EEO
  Officer (C. Bonner) for approval
• Places advertisement in selected publications
  (HR will place ads in NO, Durham Herald, OP/GA
  website, and OP/GA bulletin boards)
• Receives and acknowledges application materials

26
EPA Selection Process (Cont.)

• Hiring Official
• Sends an Applicant Data Form 101 to each
  applicant to gather data on race, sex, etc.
• Has third party detach EEO Statistical
  Information section from Form 101 and complete
  Analysis of Work Force Availability and Candidate
  Pool Form 110
• Submits Form 110 to EEO Officer for approval of
  diversity in candidate pool

27
EPA Selection Process (Cont.)

• Hiring Official (may be assisted by a search
  committee)
• Evaluates applicants in pool and selects most
  qualified for interviews
• Conducts candidate interviews
• Contacts references on top candidates
• Selects candidate to recommend for position
• Completes EEO Compliance Report Form 106 (all
  sections) and submits it to EEO Officer for
  approval

28
Reference Checking General Guidelines

• Obtain permission from candidates before
  contacting references
• Treat all finalists fairly and consistently
• Contact references on all finalists (or
  semi-finalists)
• Use same questions and format for all reference
  calls
• Questions should be
• Job related
• Based on essential job functions and
  qualifications
• Questions should not be
• Related to race, color, national origin,
  citizenship, ancestry, age, sex, religion,
  disability, marital status, or arrest record

29
New EEO Compliance Report

• Describe recruitment (advertising) efforts
• Give name of the selected candidate and explain
  the specific job-related reasons for the
  selection
• List all applicants and provide
• Race and sex demographics
• An indication of which applicants were
  interviewed
• The code for the primary reason why each
  applicant was not selected using the
  non-selection reasons list

30
Non-Selection Reasons Categories

• Availability
• Experience
• Education
• Interview
• References
• Other

31
EPA Hiring Process

• Hiring Official makes job offer to candidate
• Hiring Official completes Personnel Action
  Requiring Approval of the Board of Governors
  Form 100 and submits it to Senior Vice President
  (G. Bataille) for approval by (1) the BOG
  Personnel Tenure Committee and (2) the BOG.
• Appointment letter is sent to the candidate by
  the Senior Vice President (G. Bataille)
• Hiring Official notifies all applicants that the
  position has been filled and retains search files
  for five years

32
EPA Compensation

• Board of Governors has established salary ranges
  for President, Vice Presidents, and Secretary of
  the University
• Salaries for other EPA positions are negotiated
  based on education, experience and market factors

33
Establishing an SPA Position
Position Management
34
Overview

• Definition of Position Management
• Position Management Process
• Position Description
• Organizational Charts
• Request for SPA Action (Form 103)
• Position Analysis and Classification
• Delegated Authority
• Human Resources Services

35
Definition of Position Management

• Position management is the practice of
  designing/structuring positions, describing job
  duties, assigning work to positions, analyzing
  and evaluating job functions, and classifying
  positions/jobs.

36
The Position Management Process

• Begins when the manager or supervisor
• Determines funds are available
• Prepares the position description obtains
  signatures
• Writes a justification memo to support the
  requested action
• Develops the updated organizational chart
• Completes the Request for SPA Action (Form 103)
  obtains approval signatures
• Forwards the package to HR

37
SPA Position Description

• The Position Description is an official signed
  document describing in detail the duties and
  responsibilities of the position. It is written
  according to a prescribed format to facilitate
  comparisons among positions and analysis of job
  duties in order to determine the classification
  title and level of the position.

38
Use of SPA Position Description

• The Position Description is used by management
  as a tool for
• Planning
• Budgeting
• Organizing
• Directing
• Assigning work
• Determining training needs
• Recruitment and selection
• Appraising performance
• Counseling or Discipline

39
Use of SPA Position Description

• The Position Description helps the
• employee understand
• Purpose of the job
• How the job fits into the organization
• Duties and responsibilities
• Knowledge and skills required to perform the job
  functions
• What major functions should be contained in the
  Work Plan

40
Preparing the Position Description Document

• Written by the immediate supervisor and/or the
  employee
• Signed by the employee, immediate supervisor and
  the next level management
• Form and instructions available on the HR web
  site

41
Position Description Checklist

• Has the proper form been used? (PD OSS93 for
  Office Support or PD102R for SPA non-office
  support)
• Is an introductory statement given to explain the
  primary purpose of the organizational unit?
• Is an introductory statement given to explain the
  primary purpose of the job?
• Are percentages of time shown for each major
  function?
• Is each major function described?
• Are examples of work used to explain the
  functions?
• Have changes in the existing positions primary
  duties been noted?
• Is the form signed and dated by the employee and
  supervisor?
• Has the ADA Americans with Disabilities Act
  compliance checklist been completed?

42
Organizational Chart

• Provides an illustration of the reporting
  structure in the unit and how positions relate to
  each other

43
Division XProposed Organization(date)
44
Request for SPA Action (Form 103)

• Initiated by supervisor, manager or division head
• Indicates type of action requested
• Establish new position (permanent, time limited
  or temporary)
• Reclassify existing position
• Provides current information
• Includes managements recommendation
• Includes all required attachments
• Includes all required approvals
• Available on HR web site

45
Contents of Package

• Completed/Signed Position Description
• Justification Memo
• Organizational Chart
• Request for SPA Action (Form 103)

46
Review of the Package by HR

• Review the request and all documentation
• Interview the employee and/ or supervisor to
  clarify content
• Conduct the position analysis (write analyst
  notes to document comparisons and conclusions)
• Prepare a job classification request form (PD118)
  to update position control
• Forward the package to OSP (if required)
• Complete the process within 30 days after receipt
  of acceptable documentation (if review by OSP is
  not required)

47
Position Analysis Factors

• Variety and complexity of the work
• Analytical requirements (intricacy of work
  processes)
• Decision making/consequence of error
• Nature of supervision received
• Nature of supervision given
• Nature and purpose of public contacts
• Working conditions
• Knowledge, skills and abilities required to
  perform the work

48
Delegation of Authority from OSP

• Classification authority has been delegated to HR
  for certain classes
• Complete documentation must be maintained in HR
• PM actions are subject to audit by OSP
• Classification decisions are made locally by HR
  for delegated classes
• Activity is monitored by PD-118 forms submitted
  to OSP to establish new positions or reclassify
  existing positions

49
Role of OSP

• For Delegated Classes
• Monitor and audit HR decisions
• Provide consultation and advice to HR
• Provide training for classification analysts
• For Non-Delegated Classes
• Review documentation submitted by HR
• Compare to similar positions statewide
• Determine the appropriate job classification
• Establish new classes when necessary

50
Communication from HR

• Communicates the classification decision to the
  supervisor/manager
• Provides information about the payroll process
  for salary changes (if reclassification is
  approved)
• Provides information about the recruitment
  process if a new/vacant position is to be filled

51
HR Services

• Consultation and advice regarding
• Developing an organizational structure
• Designing jobs
• Writing position descriptions
• How to distinguish various levels of work
• What types of duties support the various levels
  within a class
• Examples of duties performed in various jobs

52
SPA Recruitment Selection Hiring
53
Overview

• Recruiting for a vacant position
• General interview guidelines
• New compliance report
• Making an employment offer
• Finalizing the appointment

54
Hiring Supervisor Role

• Prepares a Request to Advertise Vacant SPA
  Position Form 104, draft advertisement
  forwards to division head for approval and
  signature
• Forwards signed Request to Advertise Vacant SPA
  Position Form 104 to the Vice President for
  Finance (J. Davies) for funding approval
• Form is available on the web site

55
Sample Job Posting

• Processing Assistant IV Repayment Counselor
  with State Education Assistance Authority at
  Research Triangle Park. Work involves extensive
  telephone contact with delinquent student loan
  borrowers, negotiating repayment agreements,
  skip-tracing and preparation of summary contact
  reports in compliance with State regulations.
  Accuracy in data entry essential. Must possess
  ability to deal effectively with public using
  written and verbal communication skills and must
  have excellent organizational and analytical
  skills. Must be able to adapt to changes
  quickly, work under pressure n a high-volume
  environment and meet deadline demands, and have
  excellent computer skills, including MS Excel and
  Word. High school graduation and two years
  collection experience or equivalent combination
  of education and experience required. Four-year
  post-secondary degree preferred. Salary range
  19,626-30,839. Completed State of North
  Carolina Application for Employment (PD107) must
  be received in the Human Resources Office, UNC
  Office of the President and General
  Administration no later than Friday, October 11,
  2002. Human Resources Office, UNC Office of the
  President and General Administration, PO Box
  2688, Chapel Hill, NC 27515-2688. Application
  form may be downloaded from www.osp.state.nc.us/jo
  bs/. Federal law requires upon being hired an
  application must present, upon request,
  satisfactory evidence to verify employability and
  identification. Equal Opportunity/Affirmative
  Action Employer.
• Position No. 03021
• Posted 09/27/02

56
Newspaper Advertisement Format
57
Human Resources Division Role

• Reviews, approves places all SPA position
  advertisements
• Internal postings are for 14 calendar days
• all work locations bulletin boards
• External postings are for 12 calendar days
• External ads are listed with
• Raleigh News and Observer (1 Sunday Edition)
• Durham Herald Sun (1 Sunday Edition)
• OP/GA Web Site
• Office of State Personnel Web Site
• Employment Security Commission Web Site
• Other Newspapers, trade journals, etc (if
  applicable)

58
Human Resources Division Role (cont.)

• Receives all PD107 State of North Carolina
  Application for Employment forms
• Acknowledges receipt of application or requests
  additional information
• Completes the applicant tracking data
• Forwards all applications and the Equal
  Employment Opportunity Compliance Report Form 106
  to the hiring supervisor after close out date
• Forms are available on the web site

59
Hiring Supervisor Role

• Reviews all applications, giving priority
  consideration to applicants
• in RIF status
• current state employees in career status
• stating veterans preference
• Selects most qualified applicants for interview

60
General Interview Guidelines

• Use same questions and format for all interviews
• Treat all applicants with fairness and
  consistency
• Discuss division mission
• Discuss duties and responsibilities of the
  position
• Discuss applicants qualifications, experience
  and education
• Discuss employment history

61
Interview Questions Should Be

• Job Related
• Based on essential functions (obtained from work
  plan and/or position description)
• Avoid questions related to race, color, national
  origin, citizenship, ancestry, age, sex,
  religion, disability, marital status, or
  arrest/court record
• Pre-Employment Inquires available on the web site

62
Hiring Supervisor Role

• Determines the most qualified applicant
• Checks references
• Prepares the Equal Opportunity Compliance Report
  Form 106
• Returns the completed EEO Compliance Report Form
  106 and all applications to the Human Resources
  Division
• Form is available on the web site

63
New Compliance Report

• The Equal Employment Opportunity Compliance
  Report Form 106 shows recruitment efforts and
  lists all applicants
• Remember - no job offer can be made until the
  EEO Compliance Report has been approved by the
  EEO Officer
• The hiring supervisor explains the specific job
  related reason for the applicant selected

64
Non-Selection Reasons List

• By each applicants name, select the primary
  reason why each applicant (other than the
  recommended applicant) was not selected using the
  Non-Selection Reasons List
• Non-Selection Reasons List
• Availability
• Experience
• Education
• Interview
• References
• Other

65
Human Resources Division Role

• Reviews completed EEO Compliance Report
  forwards to EEO Officer for approval
• Prepares a salary recommendation based on the
  applicants education and experience, equity
  among others at the same/similar level, and
  funding availability
• Informs hiring supervisor of the recommended
  salary and potential employment dates for the new
  employee

66
Making an Employment Offer

• Hiring supervisor contacts chosen applicant and
  makes verbal job offer
• If applicant declines offer, further negotiations
  or re-recruitment options may be discussed with
  Human Resources
• If applicant accepts, the hiring supervisor
  prepares a SPA appointment confirmation letter
  for the new employee and the New Hire Employment
  Information Form 108 submits to Human Resources
  
• Sends letter to remaining candidates
• Form and sample letters available on the web site

67
Finalizing the Appointment Process

• Human Resources provides orientation information
• Human Resources places new employee on payroll
• Hiring supervisor provides appropriate
  orientation to the work place and position
  responsibilities

68
Future Workshops