HR Liaison Network Meeting

1. HR Liaison Network Meeting Agenda Topics • Welcome: Roxane Walton • Open Meeting: Beth Scheitzach • Employee Recognition at UCF: Patty Farris • Funding relative and IRS Fringe Benefits: Isha Guerrero-Londeree • Best HR Practices for Onboarding New Employees: Beth & Patty • Records: • Online ePAF Originator Training: Amanda & Fiona • Fall Processing Deadlines: Abbee • Giveaway & Raffle: Christine Keena • Video Relay Service (VRS): Maribeth Kerr • Addendum to the new Accelerated Recruitment Program: Bob Guarnieri • Q&A Open Forum: HR Managers • HR Announcements • August New Employee Orientation • August 14th – Employee Awards Program • August 24th – HR’s move to new location: Roxane Walton • Wrap up – Final Raffle Drawing: Nancy

2. Welcome: Roxane Walton

3. Open Meeting: Beth Scheitzach

4. Employee Recognition at UCF: Patty FarrisFunding and IRS Fringe Benefits: Isha Guerrero-Londeree

5. For on-boarding and retaining engaged staff

6. Sites OD& Training • Orientation site OD&T • Best practices… • New Faculty dates • Recognition • EOM • Animoto - Ideas for EOM Celebrations • AAP- August 14, 2012

7. Sign in Paperwork Video Series Sign in Paperwork Information Manuals

8. Sign-in Paperwork Video Series . . . Confidentiality Form UCF Human Resources Department – Records Updated 6/18/2012

10. What do you need to know? • a) Do not use white out or correction fluid. • 1. If you need to make a correction, draw a single line through the error. • 2. Initial the correction and place the correct information above the error on the same line. • (a) Yes, you may need to squeeze it in there. • b) You may complete a new form instead, if you wish to do so. c) Sign-in paperwork should be completed by the employee unless an accommodation is necessary. d) All sign-in documents must be completed with a ballpoint pen, preferably blue or black. e) It will delay the completion of the hiring process if the sign-in paperwork is not signed and dated. f) Each document must be fully completed before submission. If you have any questions please refer to the modules available online at www.hr.ucf.edu You may, if needed, email records@ucf.edu or call Human Resources on 407-823-2771.

11. Thank you for watching our presentation . . . Videography : Amanda Belcher Voiceover : Fiona Murphy fact checkers : The Records Team If you have any questions please refer to the modules available online at www.hr.ucf.edu You may, if needed, email records@ucf.edu or call Human Resources on 407-823-2771.

12. What Forms have a Video? 3 – in – 1 Confidentiality Direct Deposit Employee Acknowledgement Orientation Notice Personal Data Sheet Retirement Status Notification SSA – 1945 W4

13. HR-Records: Fall Processing Deadlines records@ucf.edu

14. Paperwork Due in HR • Faculty - Due July 6th • Adjuncts • Start Date 08/08/2012- Due July 6th • Start Date 08/20/2012- Due July 16th • Graduate Assistantships • Start Date 08/15/2012- Due July 9th • Start Date 08/20/12- Due July 23rd For more details, please see the Payroll Guidelines for 2012-2013

15. Helpful Hints: Expedite Processing of ePAFs • Attach agreements to the ePAFs. • Submit the documents to HR-Records on or before the deadlines. • Review that the effective dates and salary on the contract matches the ePAF. • Review the Sign-In Paperwork and checklists prior to submitting to HR-Records.

16. Status of ePAFs • View Status of ePAF • Go to Department Self-Service • ePAF Homepage • View an ePAF • Select ePAF Type (Hire, Edit Existing Job, etc.) • Input eform number or emplid and click search • Scroll Down to the bottom and click Next • It will show where the ePAF is in the workflow

17. Example: Viewing ePAF Status

18. Example: Viewing ePAF Status

19. Giveaway & Raffle: Christine Keena

20. Video Relay System: Maribeth Kerr

21. Addendum to the new Accelerated Recruitment Program Recruitment Department Compensation Department

22. ADDENDUM TO THE ENHANCED RECRUITMENT PROGRAM • 1. The Hiring Department is responsible for submitting a fully completed candidate application as well as all related documents that are currently listed on the Recruitment website for all new hires. • 2. The same process as listed above will be followed for internal candidates as well.

23. ADDENDUM TO THE ENHANCED RECRUITMENT PROGRAM • 3. The Recruitment Team will review the original application and all related documents of the candidate to ensure that he/she meets the minimum qualifications for the position. • If the candidate does not meet the minimum qualifications, the hiring packet will be returned to the department. • The processing clock stops and the hiring department/candidate will have to resubmit the appropriate documentation requested by Recruitment.

24. ADDENDUM TO THE ENHANCED RECRUITMENT PROGRAM • Recruitment will advise the department to have the applicant utilize the Position Pool links to revise/update the application for resubmission for candidacy, if necessary. • If the department realizes that a candidate’s application has to be changed prior to the original submission to Recruitment, the DEPARTMENT will request the access to the pool position link on behalf of the candidate.

25. ADDENDUM TO THE ENHANCED RECRUITMENT PROGRAM • The candidate will then go to the link and be able to update the application accordingly. • The candidate must recertify the application before submission. • It is the responsibility of the department to ensure all the changes have been completed on the application before resubmission of the hiring packet to Recruitment.

26. ADDENDUM TO THE ENHANCED RECRUITMENT PROGRAM • 4. If the candidate after submission of requested materials still does not meet the minimum qualifications of the position, the hiring manager/department will either have to consider their second or third candidate choices or cancel the search. • 5. The Hiring Department will continue to be responsible for submitting the original sealed candidate’s domestic college transcript within thirty (30) days of the date of hire. International transcripts must be submitted within ninety (90) days of the date of hire and must be translated and/or evaluated by one of our approved agencies listed on the Recruitment website.

27. ADDENDUM TO THE ENHANCED RECRUITMENT PROGRAM • 6. Compensation will utilize the information provided in the work experience and education sections of the application in order to produce a salary analysis to determine the appropriate salary/pay grade for the position that the candidate has applied for. The resume/vitae may be used as a supplement to the application, as needed but does not replace the application in the evaluation process. • 7. Compensation will provide Recruitment with the results of the salary analysis and work directly with the hiring manager/department to process the hiring packet accordingly.

28. Recruitment Q&A HR Recruitment

29. Q&A Q: Are there plans for adding a function in PeopleAdmin that will restrict applicants from going to the next page if they leave priority fields incomplete in the online form? We are assuming you define priority fields as required fields. The system does not have the capability to restrict applicants from going to the next page if they leave required fields incomplete. However, there will be an error message displayed on top of the page to indicate to the applicants the required fields they have left blank and the fields will need to be completed before completing the application process.

30. Q: I have to ask the selected applicants to update/revise applications all the time. That means I have to spend time instructing them on how to access the update/revision link and then request them to send me a copy of it for my review before I submit the hiring packet to Recruitment. Is there any other way I can get this accomplished? Unfortunately, all systems have their limits and this is the only solution available for us to allow the selected candidates to revise their applications at this time. Recruitment has put together a user guide for applicants on how to apply for positions on the log in page on the applicant site. In addition, Recruitment has put together an instruction guide on revising applications for applicants on our HR website. We would encourage you to share these instruction guides with your selected candidates.

31. Q: Is it possible for the system to stop an application from completing in the application is missing information, such as employment dates, job descriptions, etc. thus eliminating the applications from the applicant pool? All the fields under each work experience on the Staff and A&P applications have been changed to required fields. Unless the applicants have completed all the required fields, they will not be able to complete their application process.

32. Q: How many years are applications retained in the online system? Applications have been retained in the online system as far back as 2004.

33. Q: Will incomplete applications be sent to the hiring department? Yes. Per the newly implemented accelerated recruitment process, the hiring departments are responsible to screen and review all the applications.

34. Q: Is there a list of what areas are allowed to make changes on the application? If so, can this be added to the new hire process? There is not a list of areas that applicants are allowed to make changes on the application. Please be aware that applicants are not allowed to make any changes on their applications once the positions are closed. When the positions are open and if an applicant would like to make changes on his/her application, the individual will need to contact Recruitment for assistance. Applicants are allowed to make changes on general application data such as name, address, contact information, education, work experience, criminal background history, etc.

35. Q: Is it possible to include the department name on the vacancy list as it used to be? Now you have to open each vacancy to see who’s hiring? Since there are many user screens on the system, Recruitment will need further clarification before an answer can be provided.

36. d Q&A Open Forum

37. HR Announcements • August New Employee Orientation: Beth & Nancy • August 14th – Employee Awards Program: Beth • August 24th – HR’s move to new location: Roxane

38. d Wrap Up – Final Raffle Drawing Nancy