HR Liaison Network Meetings

1. HR Liaison Network Meetings Kick-Off Meeting, November 1, 2011 Teaching Academy

2. Meeting Purpose • Provide a forum for communication between HR Staff and the HR Liaisons for continuous improvement in HR programs, services, and best practices for the UCF community • Build partnerships with colleges/departments

3. Meeting Goals • find out about dates and deadlines for events (performance reviews, benefits open enrollment, payroll processing, etc.); • bring problems or concerns from departments to be discussed with HR staff; • share ideas, solutions or obstacles in their positions with other HR liaisons; • take back information to their own departments; • act as a point person within a department for HR to contact with questions or to relay information; • occasionally attend round table sessions with HR to help generate ideas, address concerns, and work with other liaisons.

4. Upcoming Dates • January 17, 2012, 9:00 – 11 a.m., Garden Key Room 221 • April 10, 2012, 9:00 – 11:00 a.m., Garden Key Room 221 • July 10, 2012, 2:30 – 4:30 p.m. in the HR Training Room • October 30, 2012, 9:00 – 11:00 a.m., Garden Key Room 221

5. Bridge the Gap the process of building and maintaining relationships and communication between two parties

6. Building Success Integrity Make your written and verbal communications direct and honest Scholarship Cite your reference when answering questions (e.g., HR website, Employee Handbook, UCF policy, General Counsel Ethics Listing, etc.) Community Sincerely say “Thank You” whenever possible Creativity Share your ideas through available networks, such as the HR Liaison Network Excellence Put it in writing and keep updating procedures and policies regularly.  Set a date to do this on your calendar.

7. Your Strategies & Suggestions Use one of your index cards for inputting a tip or strategy you would like to share with your fellow HR Liaisons

8. LEAVE OF ABSENCE AND WORKERS’ COMPENSATION Deborah Evans, HR Coordinator deborah.evans@ucf.edu

9. Workers’ Compensation Update • Senate Bill 2132 required the University to establish and maintain a Return-To-Work Program for injured employees effective July 1, 2011. • HR along with the employee’s department will determine if an alternative duty assignment is appropriate and meets business needs.

10. LEAVE OF ABSENCE RECENT UPDATES • New Military Leave Procedures • Provides useful information to assist Reservist and Departments on what to do when an employees is called to military service for either active duty or training. • Provides Employee and Employer Rights and Responsibilities. • Military Leave of Absence when absent more than 10 days.

11. Leave of Absence Forms • Recently Updated all Leave Request Forms and Checklist • Medical Leave Request Form • Parental Leave Request Form • Certification of Health Care Provider Form • Intent to Return to Work and Medical Release Form

12. Leave of Absence : • When an employee is out for more than 10 days for medical reasons the employee must request a medical leave even if they have accrued leave. • Required Forms • Medical Leave Request Form • Certification of Health Care Provider Form . • Medical Release signed by the employee’s doctor is required before we can allow an employee to return to work.

13. Family Medical Leave Act(FMLA) • Entitles an employee up to 12 weeks of job protected unpaid leave • For the birth of a child, adoption or foster care • Serious Health Condition for the employee, spouse, son, daughter or parents • Employee must have been employed for 1 year and worked 1250 hours

14. FMLA DEADLINES • There are two mandatory federal deadlines required for employers to meet regarding FMLA Processing: • 1. The “Notice” - 5 days • FMLA Notification of Eligibility • 2. The “Request” - 5 days • Approval or Denial of Leave Request

15. SEMINARS • FMLA Seminar • (TWO HOUR SEMINAR) FOR SUPERVISORS AND PROCESSORS • (ONE HOUR SEMINAR FOR MANAGERS) • Parental Leave Seminar (December 8, 2011)

16. Recruitment David Amaro, HR Coordinator david.amaro@ucf.edu

17. HR Liaison Meeting Why does it sometimes take longer to process certain hiring packets and not others? Question?

18. Top Errors on Hiring Packets • Updated Application • Reference Checks • Online Portion of the Hiring Packet Not Submitted • Missing College Transcripts • Interview Rationales • Missing Hiring Documents/Online Forms • Applicant Pool Not Diverse

19. A&P Checklist

20. USPS Checklist

21. Benefits Nancy Gayton, Benefits Manager Nancy.gayton@ucf.edu

22. Benefits Open Enrollment The Annual Benefits Open Enrollment begins at 8:00am on Monday, November 7, 2011 and continues through 6:00pm on Friday, November 18, 2011

23. Open Enrollment Information • Employees must make enrollment changes with People First! • Online at https://peoplefirst.myflorida.com(available 24 hours / 7 days a week) • Via phone at 1-866-663-4735 (available Mon-Fri 8:00am – 6:00pm) • Check your password today with People First (expires after 90 days • See the UCF Benefits Website for more information at www.hr.ucf.edu

24. What’s New for 2012 Open Enrollment? • HMO options are changing • MEDCO will be the Prescription Administrator for all health plans • Dental rates are increasing • Health Savings Accounts (H.S.A.’s) contribution limits are increasing • Alta Health & Life is now Cigna Health & Life

25. HMO Changes: • United Healthcare (UHC) no longer available in most counties January 1 • Aetna HMO available to Brevard County • AvMed HMO available to remaining UCF employee counties • Defaults: • Currently in UHC HMO = Default to AvMed HMO • Currently in BCBS PPO = Stay in BCBS PPO • *Exception: live and work in two different counties = default to PPO

26. Medco Prescription Provider • Applies to all health insurance plan members • Current plan provisions generally remain the same • PPO members will still be required to use mail-order for maintenance medications after 3 retail pharmacy visits • Existing mail-order customers: Medco will work with your current provider to transfer eligible prescriptions. Some may require new prescriptions from your doctor. • Medco’s preferred drug list may vary from your current provider, so copays may differ • New Medco Prescription ID cards mailed in December • Questions? Contact Medco at www.medco.com/sofrxplan or 1-877-531-4793

27. Employee Assistance Program • Horizon Health is provider (Aetna) • 3 free sessions per issue with unlimited issues • Monthly webinars and instructor-led workshops • Horizoncarelink.com User ID and Password is UCF

28. Pegasus Perks • Employee Discount Program • abenity.com/UCF • Tuesday email featuring discounts • Travel, Restaurants, Insurance, and more

30. Employee Relations 101 Human Resources Liaison Michelle Brooks Assistant Director, Employee Relations 407-823-2771 Michelle.Brooks@ucf.edu

31. Performance Appraisals are due by February 15, 2012…….. As we approach the end of this year, please keep in mind performance appraisals will be due right around the corner as we launch into the new year. Annual performance appraisals will be due into Human Resources by February 15, 2012. We encourage and invite all supervisors and department heads to join us for training. The performance appraisals training sessions will provide tools, tips, and insight into the university appraisal process for USPS and A&P employees. This is an excellent training course for those who are new to completing a review or for those who need a refresher.

32. HR Liaison Network