march 4, 2015. agenda campus climate survey academic analytics reporting services youth conference...
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March 4, 2015March 4, 2015
Agenda•Campus Climate Survey•Academic Analytics•Reporting Services•Youth Conference Services •OPS Applications•Online Promotion & Tenure•Short Work Break•Faculty and Grad Assistant Summer Appointments•Staff Performance Appraisals•On Target Update•Benefits Reminders •myUFL 9.2 Upgrade•Important Dates
Campus Climate Survey
President’s Council on Diversity (COD)
• Dr. Machen re-established in 2009
• He charged the COD:o Increase diversity of
faculty, staff, studentso Assists with campus-
wide diversity activities
• COD consists of 30 faculty, staff, students across campus
• Members are nominated serve 2 years
• Monthly meetings• Five working
subcommittees
President’s Council on Diversity Activities
• UF’s Diversity Action Plan:
• http://hr.ufl.edu/wp-content/uploads/publications/Diversity%20Action%20Plan%20-%20August%202011.pdf
• Presentations to BOT, Colleges, Academic units
• Hosted two Diversity Symposiums
• Offer diversity trainings
Diversity Campus Climate Survey• To assess and understand the
primary concerns of faculty and staff which is the impetus for the Campus Climate Survey.
• First time that the Climate on Diversity at UF will be assessed and the data should provide a baseline to measure the effectiveness of the implementation of the diversity action plan.
• To understand how diversity and inclusion is being experienced by the faculty and staff, the Council has developed a survey that will be administered to all UF employees.
Diversity Campus Climate Survey• Expected release date mid-
March. Remains open for 30 days
• Anonymous Online survey through Qualtrics
• Two survey formats, one for faculty and one for team employees
• 48 items with the last 3-items are write-ins requesting qualitative data
• Four sections:o General Background:
Questions 1-7 o Demographic Questions:
Questions 8-21o Campus Climate
Experience: Questions 22-46
o Ask for specific recommendations to improve campus climate (qualitative)
Academic Analytics
Reporting Services
Purpose:
•Provide reporting support to colleges and departments so units can effectively manage their business operations
What we do:•Help administrative staff understand their data and reporting needs•Help staff build reports to meet their needs•Promote existing training classes and tools developed by Training and Organizational Development
Reporting Services
What we are:
•Reporting Subject Matter Experts for: Enterprise Reporting Monthly Financial Reports Prompted Reports FIT Cubes HR Cubes
o Query Studio
o myInvestiGator
What we are not:
o Substitutes for existing training methods
Reporting Services
Target audience
• Administrative staff in colleges and departments
o Business administrators
o Fiscal staff
o HR staff
o Research administration staff – Post Award
Reporting Services
Reporting Subject Matter Experts
Enterprise Systems
Fran Fiorello, Application Developer Analyst 2
Candice McCall, Application Developer Analyst 2
Richard Garand, Application Developer Analyst 2
Office of the CFO
Karen Brake, Finance and HR Solutions Analyst
Reporting Services
Youth Conference Services
About the Office of Youth Conference Services
Omar Andujar I March 5, 2015
SCOPE
Education
Registration / Tracking
Compliance
PRE-PROGRAM REQUIREMENTS
• Central Registration
• Youth Protection Training
• Background Checks
REGISTRATION
• Multi-directional tracking
• Used to validate compliance with pre-program requirements
• Historical Database
YOUTH PROTECTION TRAINING
CONTENT Strategies, Common Warning Signs, Laws, Reporting
AUDIENCE Adults working in UF-affiliated youth activities
FREQUENCY
Annually
DURATION Approximately 20 – 30 minutes to complete
ASSESSMENTA final quiz is required. A score of 90 is needed
• Florida State Law
• Affidavit of Good Moral Character must be signed and notarized
• Every 5 Years; unless there is a break in service of over 90 days
BACKGROUND CHECKS
Note: Additional updates related to new changes to the State background check process for summer camp personnel will be forthcoming.
SUPERVISION
• Limit 1-on-1 Interactions
• Staff-to-Participant Ratios
REPORTING
• Florida Mandatory Reporting Requirements
• Steps for Responding
FOR MORE INFORMATIONFOR MORE INFORMATIONVisit: https://oycs.ufsa.ufl.edu/
Take the Training: my.ufl.edu (Course # YCS800)
Contact US: [email protected]
THANK YOU!THANK YOU!
OPS Application
New OPS Job Application• New OPS Job Application available at the HR Forms
page: http://hr.ufl.edu/wp-content/uploads/forms/recruitment/opsapplication.pdf
• Application can be filled out electronically and saved/emailed when completed.
• New form is available now (older version no longer on website) and is required as of April 1, 2015. ePAFs without the new form will be recycled after April 1st.
• Clean your cache and cookies if you do not see the new form on your computer.
Online Promotion & Tenure (OPT)
Faculty Workshops• Thursday, March 12, 2015
o 9 – 11amo Reitz Union Auditorium
• Thursday, April 2, 2015o 2:30 – 4:30pmo 6120 HSC/Shands Bldg
Video conferencing for COM/Jax in the Alumni Board Room
*To sign up for a workshop please RSVP to Ileana McCray at [email protected]
Online Promotion & Tenure
• 2015-2016 Guidelines are now available on the Provost website at http://www.aa.ufl.edu/tenure
• Please notify Janet Malphurs or Katie Davison with any updates to the OPT Department/College list for the 2015-2016 year
Short Work Break9- and 10-month employees
Short Work Break for 9 and 10 month Employees
• 9- and 10-month employees (faculty, graduate assistants and TEAMS) will be put on Short Work Break in the myUFL system for the summer semester.
• Short Work Break file is expected to be created in late March/early April. Once available, you may navigate to Public Folder>Human Resources>Workforce Information under Enterprise Reporting to view employees who will be on Short Work Break
• Effective date of the Short Work Break will be 5/16/15 for 9-month and 6/9/15 for 10-month employees.
Short Work Break for 9 and 10 month Employees
• Time Reporting will be inactivated during the Short Work Break period.
• Departments still need to review employees to ensure they do not continue to be paid beyond the end of the Spring semester.
Questions? Contact Human Resource Services at
392-2477
Faculty & Grad Assistantsummer appointments
Faculty & Grad Assistant Summer Appointments
• Summer appointments for faculty and graduate assistants can be processed via the summer job file, as appropriate.o When the summer job file cannot be used, the unit will
submit an ePAF for the summer appointment• The file will be available via myUFL system
o Workforce Administration>Job Information>UF Summer Job Review
• The file is expected to be available in late March/early April.• Summer appointments will appear in myUFL in late April.
Faculty & Grad Assistant Summer Appointments
• A termination row will be applied at the same time the summer appointment is applied in job data.
• Don’t forget, distributions for summer appointments will still need to be completed.
Questions? Contact Human Resource Services at
392-2477
Staff Performance Appraisals
Annual Performance Appraisals Reminders
• Annual Performance Appraisals period is March 1, 2014-February 28, 2015
• Appraisals must be presented to the employee and signed by March 31, 2015
• Employees do not receive an appraisal if:o They have been employed for less than 60 dayso They have received an appraisal (Special or Probationary) in the
last 60 dayso They are still serving their probationary period
Annual Performance Appraisals• Two forms are used for appraisals:
o TEAMS Non-Exempt, USPS Non-Exempt and USPS Exempt Formo TEAMS Exempt Form (designed to accompany an evaluative narrative
or letter)• Forms are located on the HR website under the Employee Relations section
• If overall rating is “minimally achieves” or “below,” supervisors should contact Employee Relations before the evaluation is issued
• Employee Relations assistance is available from satellite offices:
o IFAS: 352.392.4777 HSC: 352.392.3786o PPD: 352.392.2333 E&G: 352.392.6615
Completed appraisals should be mailed to: Human Resources, Attn: Employee RelationsPO Box 110281, Campus Mail
UF On Target Project Update
Job Family Progress• Since the last On Target Update, we have facilitated 8 job
family workgroups.o Architecture and Engineeringo Art, Design, Entertainment, Sports, & Mediao Business and Fiscal Operationso Grounds, Maintenance, and Repairo Life, Physical, and Social Scienceso Research Administrationo Community and Social Scienceo Healthcare Occupations
Workgroup Participants• College of Engineering• Physical Plant Division• Housing & Residence Education• Facilities, Planning, and Construction• IFAS• College of Liberal Arts and Sciences• Human Resource Services• Shands Communications• College of Journalism and Communications• College of Fine Arts• Department of Surgery• Department of Pediatrics• College of Nursing• Department of Medicine• OBGYN
• University Relations• Contracts and Grants• College of Medicine• University Libraries• Finance and Accounting• Development and Alumni Affairs• UF Health Cancer Center• Office of Research• College of Veterinary Medicine• Environmental Health & Safety• College of Medicine – Jacksonville• Student Healthcare Center• COM – Physician Compliance• Department of Neurological Surgery• College of Dentistry• Health Affairs
Workgroup Information
• We have updated the On Target website to include the following information by job family– Workgroup participants– Summary of workgroup discussion– Proposed titles by job family
• http://hr.ufl.edu/talent-management/current-projects/on-target/
Remaining Workgroups
• Office and Administrative Support– Scheduled for March 10th, 12th, and 13th
• Education, Training, and Library Occupations– Scheduled for March 17th, 19th, and 20th
• Management Occupations– Scheduling the workgroup for April 7th, 9th, and 10th
Next Steps
• We are working with UFIT to develop a file based system to assist in the implementation of the new classification system.
• This approach would allow us to map all of our existing positions to the new classification system.
• HRS would implement the new job titles by job family or administrative structure.
• HRS would evaluate the proposed job title based on the position description currently contained within position management.
Next Steps
• As of Monday, there are 949 active positions that do not have a position description in position management.
• Over the coming weeks, Classification & Compensation will begin working with college and department HR contacts to update missing position descriptions.
Time Line• Complete “road map” of proposed TEAMS classifications for
all job families—Completed by the first week of April 2015
• Vetting with campus and revise as needed—beginning May 2015
• Development of an implementation plan—Completed by end of May 2015
• Working by vice presidential area, map TEAMS employees into new titles— System wide Snapshot completed by end of December 2015
Benefits Reminders
• February 6th to May 1st - double deductions for 9/10 month employees for state plans• Normal deductions resume first check in September• If pay is interrupted prior to end of spring, employee should
contact UF Benefits• Only applies to state plans, not UFSelect & GatorCare plans
• March 15th - Flexible Spending Account (FSA) grace period ends for 2014 expenses
• April 15th – deadline to submit claim forms to PeopleFirst for 2014 FSAs
Benefits Reminders
• New deadline for submitting Salary Reduction Agreements (SRA) & Optional Retirement Program Change (ORP-CHANGE) formso Forms submitted by Wednesday of payroll close week will be
processed on the next payday. Please refer to the Schedule of Paydays and Critical Dates for pay period end dates.
• 457 Deferred Compensation plan changes are processed by the Bureau of Deferred Compensation . Please contact Deferred Compensation directly, or your investment provider to make changes.
SUSORP and Voluntary Retirement Plan Changes
myUFL 9.2 Upgrade
myUFL Technical Upgrade
• “Go Live” is Monday, March 16– Starting 5 p.m. on Friday, March 13, much of the myUFL
system (including related items in My Self Service, W2s) will be unavailable over the weekend
• Reminder: Will affect HR, payroll and financial transactions– Primarily impacting “look and feel”
myUFL Technical Upgrade
• No training will be required—though updated training will be available
• No action will be needed by department security administrators
• Summary of changes will be provided via March’s InfoGator and via targeted communications to users with specific security roles
myUFL Technical Upgrade
• On March 16o Big “popup” with “four things you will notice”
message: Look and feel, Travel and Expense info, etc.
o On sign-on page, reminder about clearing cache with link to instructions
myUFL Technical Upgrade
• On March 16• After signing on:
oPagelet with reminder – this is different, clear your cache, etc.
• Related content expanded in Time and Labor to highlight differences (up for two weeks)
Important Dates
• Next HR Forum – April 1
