An Hour with HR | AA

1. An Hour with HR | AA Human Resources | Affirmative Action www.montana.edu/hraa March 5, 2012 - 9:00 am – 10:00 am or March 20, 2012 - 3:00pm – 4:00 pm

2. Diane Letendre Interim Director dletendre@montana.edu x5326 Janell Barber Human Resources Officer janellb@montana.edu x5720 Theresa Marchwick Administrative Associate tmarchwick@montana.edu x2042

3. Today’s Topics • HR | AA Website • Salary Floors • Letter of Appointment (LOA) Information • Reappointment LOAs • Appointments in Multiple Departments • Helpful Reminders • Additional Important Information • Title IX Information

4. Updated Website http://www.montana.edu/hraa • New Web Pages • Discrimination & Harassment Training • http://www.montana.edu/hraa/training.html • Title IX Act Information • http://www.montana.edu/hraa/TitleIX.html • Updated Pages • Recruitment & Hiring Handbook for Executives, Administrators, Faculty & Contract Professional Employees • http://www.montana.edu/hraa/handbook.html

5. REQUEST FORMS http://www.montana.edu/hraa/forms.html • Professional Hourly Request Form • http://www.montana.edu/hraa/ph.html • - Preapproval from HR|AA is REQUIRED • - Include description of duties in EPAF comment box. • Pre-Employment Background Check Request Form • http://www.montana.edu/hraa/bground.html

6. Letter of Appointment (LOA) *Use updated templates directly from HR|AA website *LOA trumps Personnel Transaction Form (PTF) *Merge documents available • Non Tenure Track Faculty • Titles • Instructor • Assistant Teaching/Clinical/Visiting Professor (Clinical faculty in CON only) • Associate Teaching/Clinical/Visiting Professor • Teaching/Clinical/Visiting Professor • Professional

7. Letter of Appointment (LOA)continued • Research • Used for All positions which include research duties • Research Associate, Postdoctoral Research Associate, Research Faculty • Salary Floors • http://www.montana.edu/hraa/forms/RPSalaryFloors.docx • LOA Modification • Used to modify existing Letter of Appointment

8. Non Tenure Track Faculty • Start and End Dates: • Fall Semester: Start Date: 08/16/12 End Date: 12/31/12 • Spring Semester: Start Date: 01/01/13 End Date: 05/15/13 • Academic Year: Start Date: 08/16/12 End Date: 05/15/13 • Union Determination • ASK the individual being appointed • Appointment in Multiple Departments • Home department initiate LOA • Typically the highest FTE • Home department and additional departments must all sign

9. Letter of Modification

10. FY 2013 Reappointment LOAs Which Forms Should You Use • No Changes = Reappointment LOA • Funding Change = Reappointment LOA and EPAF • Multiple departments = Standard LOA & PTFs • All Other Changes (Position Title, FTE, Salary, etc) = Standard LOA and PTF

11. Example of:No Changes = Reappointment LOA

12. Example of:Funding Change = Reappointment LOA & EPAF

13. Example of:Multiple departments = Standard LOA & PTF

14. Example of:All Other Changes = Standard LOA and PTFPrevious FTE = 1.0

15. Helpful Reminders • The following information will help facilitate efficient and effective handling of paperwork: • LOA’s with white out or handwritten information will be returned. • Staple PTF on top of LOA. • Send PTF/LOA and reappointment paperwork through as they are completed without waiting for the rest of the unfinished paperwork from other employees. • Sort and route paperwork to correct offices. • Send hiring documents (I9, W-4, Direct Deposit, etc) directly to HR. • Each time, use forms directly from the webpage to ensure correct version is used.

16. Important HR|AA Information • April 15th deadline for Performance Reviews • Listserv - If you would like to be added to the listserv, send your name and email address to tmarchwick@montana.edu

17. Dear Colleague Letter On Sexual Violence

18. Title IX Act • Title IX of the Educational Amendments of 1972 (Title IX), 20 U.S.C. §§1681 et seq., and its implementing regulations, 34 C.F.R. Part 106, prohibit discrimination on the basis of sex in education programs or activities operated by recipients of Federal financial assistance. • Sexual harassment of students, which includes acts of sexual violence, is a form of sex discrimination prohibited by Title IX.

19. Sexual Violence • Sexual violence refers to physical sexual acts perpetrated against a person’s will or where a person is incapable of giving consent due to the victim’s use of drugs or alcohol. An individual also may be unable to give consent due to an intellectual or other disability. • A number of different acts fall into the category of sexual violence, including rape, sexual assault, sexual battery, and sexual coercion. All such acts of sexual violence are forms of sexual harassment covered under Title IX.

20. Title IX prohibits Sexual Harassment of: • Student by Faculty Member • Student by Student • Faculty Member by Student • Student by a third party • Student by any university employee Other laws protect employees from sexual harassment/discrimination

21. Notice of Harassment University violates Title IX regulations if the school “has notice” of a sexually hostile environment and fails to take immediate and effective corrective action. Notice = responsible employee “knew, or in the exercise of reasonable care should have known,” about harassment.

22. Montana Human Rights Commission Regulation No student shall be subjected to sexual intimidation or harassment by any school employee, or by the effect of any school policy or practice when any employee or agent of the educational institution knew or reasonably should have known of the activity, policy or practice. No student shall be subject to sexual harassment or sexual intimidation by another student on school owned or controlled property or at any school sponsored or supervised functions or activities when any agent or employee of the educational institution knew or reasonably should have known of the activity.

23. If someone reports illegal harassment to you: • Listen and take the report seriously • Don’t make excuses for the harassing behavior or the alleged harasser • Don’t promise confidentiality • Encourage/participate in seeking assistance (VOICE Center) • Report the harassment to Title IX Coordinator, Dean of Students and/or Supervisor immediately

24. MSU Responsibilities • If university knows or reasonably should know about student-on-student harassment that creates a hostile environment, university must take immediate action to eliminate the harassment, prevent its recurrence, and address its effects. • Contact your Resources: • VOICE Center • Title IX Coordinator • Dean of Students Office • Legal Counsel

25. Prevention of Recurrence and Discrimination EXAMPLES • Providing an escort • Ensure the parties do not have the same class • Different residence halls • Providing counseling services • Providing medical services • Providing academic support services • Arranging for complainant to re-take a course or withdraw without penalty • Reviewing any disciplinary action taken against complainant to see if causal connection with the harassment

26. Questions? Thank You!