HR Liaisons Meeting

1. HR Liaisons Meeting June 17, 2010

2. Welcome • Bonus Policy • Performance Excellence Process Update • Recruitment Consultative Model • I-9 Completion • State Health and Life Insurance Benefits • Other Updates • Wrap Up Agenda

3. Bonus Policy

4. Streamlined all related bonus policies to one • Educational Incentive Award • Operational Excellence Award • Project Based Bonus • Spot Award (revised lump sum maximum from $500 - $1,500) • Variable Compensation • New Policy: Sign-On Bonus • Recruiting tool to attract superlative talent for positions deemed critical to the mission and operation of the university Bonus Policy

5. Performance Excellence Process Update

6. Recruitment Consultative Model

7. STEP 1- Action begins with Compensation Administration to: • Discuss departmental needs • Establish appropriate classification and target salary range • STEP 2- Subsequent exchange with area Vice President to: • Discuss proposed position • Get signature approval for recruitment of candidate within target salary established • STEP 3- Final Step: • Assignment of position number by EABM - (E&G & Aux Positions) • Assignment of position number by Ana Pineda (C&G Positions) • Submission of position description to Compensation Administration for approval and transition to Recruitment New Position Creation Process

8. A re-designed front-end process which will enhance communications and streamline the overall process • Single signature routing process to authorize target salary range, posting, selection and hire • A seamless transfer of information between Compensation and Recruitment Improvements & Expected Efficiencies

9. A “Client-Centered” approach • Recruiters serve as: • Consultants • Advisors • Business Partners • Model includes EEO guidance and advisement Recruitment Consultative Model

10. Step 1 • Discuss EEO/AA Hiring Goals • Review Position Attributes • Select appropriate Recruitment option • Provide Policy & Procedural Overview • Set Recruitment Timeline Recruitment Consultative Model • Interview and Select Finalists • Background & Reference Checks • Set salary & Extend Offers • Start On-boarding Process Step 3 Step 2 • Solidify recruitment plan • Advertise positions • Pre-screening applicants

11. Recruitment Consultative Model • THREE RECRUITMENT OPTIONS: • External Posting • Interdepartmental Posting • Intradepartmental Posting

12. External Process STEP 1- Recruitment Consultation initiated STEP 2- Seven- to ten-day (average) Posting STEP 3- Recruitment Team pre-screens qualified candidates STEP 4- Hiring Department interviews qualified candidates STEP 5- Hiring Department selects candidate and proceeds with pre-employment processes STEP 6- Discuss salary administration & get HR approval STEP 7- Offer position to finalist STEP 8- Begin on-boarding process

13. Interdepartmental Process STEP 1- Recruitment Consultation initiated STEP 2- Five-day posting to University community STEP 3- Interview qualified candidates STEP 4- Select candidate and proceed with pre-employment process (if required) STEP 5- Discuss proposed salary with HR & get approval STEP 6- Hiring Department has transitional conversation with current supervisor STEP 7- Offer position to finalist

14. Intradepartmental Process(Vacancy) STEP 1- Recruitment Consultation initiated STEP 2- Three-day posting STEP 3- Interview qualified candidates STEP 4- Select candidate and offer position STEP 5- Discuss proposed salary with HR & get approval

15. Intradepartmental Process (No Vacancy) STEP 1- New description evaluated by Compensation STEP 2- Three-day posting STEP 3- Interview qualified candidates STEP 4- Select candidate and proceed with reclassification * Underutilization in positions at Coordinator level and above

16. Pre-Employment Requirements Effective March 31, 2009: Policy # 1710.257 New Employees Faculty Administrative Staff Temporary Students & Volunteers (specific roles & responsibilities) Current Employees * Administrative * Staff * Employees who are transferring or being promoted into another position that by law or audit recommendation, require background investigation

17. Pre-Employment Requirements Types of Pre-Employment Checks Criminal Background (Misdemeanor & Felony) Social Security Tracing Educational Credentialing Employment Verification Driver’s License Checks Credit Checks Fingerprinting Professional Referencing Language Proficiency *Drug Testing *Professional Licensure Certification *Healthcare Sanctions

18. Pre-Employment Requirements • When finalist is selected for a career opportunity, the Recruitment • Consultant should be notified to initiate the pre-employment process. • All Pre-Employment Background Investigations will be conducted by the • Division of Human Resources-Recruitment Services (with exception of • specific checks). • Recruitment Consultant will notify hiring official or HR Liaison that checks • have been completed. If results are satisfactory, authorization to proceed • with preparation of action forms will be given. • Any background investigation results that are non-satisfactory will be • discussed with the Director of Recruitment Services. A recommendation for • hire or non-hire will be made based on those results. • Under NO circumstances should a verbal or formal offer of employment be extended prior to the review of all background investigations

19. Pre-Employment Requirements PROSPECTIVE EMPLOYEES CURRENT EMPLOYEES • Adverse Action Process • Non-hire recommendation • Recruitment Director notifies • Hiring Official of hiring decision • Recruitment Director notifies • finalist of hiring decision and • provides the following: • Memorandum • Name & contact information of • vendor that provided report • Copy of report • Summary of rights under FCRA • (Fair Credit Reporting Act) • Adverse Action Process • Termination recommendation • ELR Director will notify supervisor • Issue letter proposing termination • Administrative Leave for 3 days • Provide hearing or respond in writing • Final determination is based on the following: • Nature and gravity of the offense(s) • The time lapsed since conviction • and/or completion of sentence • Nature of the position • Application disclosure

20. HR LIAISON/DEPT ROLE HR ROLE Notify Recruitment Services of intent to hire candidate (prior to verbal or formal extension of employment offer) Wait for notification of clearance of background investigation from HR-Recruitment Services (prior to verbal or formal extension of offer) Attain required information for the facilitation of background investigation Submit information to third-party vendor for purposes of background investigation Notify Hiring Official/HR Liaison of hiring decision Conduct Adverse Action Process (if required) Maintain appropriate records Pre-Employment Requirements

21. Remember… The pre-employment requirement policy applies to all Faculty, Administrative, Staff & Temporary employees of FIU All pre-employment requirements must be met prior to extending a verbal or formal offer of employment to a new or transfer employee at FIU All hiring decisions & recommendations will be made by the Division of Human Resources Effective dates of employment should be assigned after pre-employment process has been completed and hiring decision has been made Pre-Employment Requirements

22. What constitutes a complete packet? Salary Actions

23. Once all salary action paperwork has been received and approved: • New employee should be contacted to complete Sign-on Packet and attain additional information as well as resources from Recruitment Services: • Panther ID Authorization Card • Temporary Parking Permit • NEE Information & Registration On-Boarding Process

24. I-9 Form Completion

25. Sample • Sample I-9 Form – Section One

26. I-9 Form – Section Two

27. State Health and Life Insurance Benefits

28. Overview • What’s New or Changing for 2010: • Health Insurance Premiums • Health Insurance Plan Design • Debit Card for Medical Reimbursement Account • Life Insurance Coverage and Premiums

29. Health Insurance Premiums • Changes effective July 1, 2010 • Spouse Program - husband and wife working for the State of Florida • Family coverage - $30 (each participant pays $15 per month) • NOTE: All other insurance rates remain unchanged

30. Health Insurance Plan Design • Changes effective January 1, 2011 • Provider Services CopaymentsCurrentNew • Urgent Care physician visit $15 $25 • Emergency room visit $50 $100 • Primary care physician visit* $15 $20 • Specialist physician visit* $25 $40 • Provider Services Additional Benefits (PPO) • Routine/preventive mammograms covered as preventive • Eliminated: • $2 million lifetime maximum • Pre-existing condition exclusion for dependents until their 19th birthday * Changes in copayments apply to HMO plans only

31. Health Insurance Plan Design • Changes effective January 1, 2011 • Prescription Retail Drug Copayment: up to a 30-day supply • CurrentNew • Generic - cost savings $10 $7 • Preferred brand name $25 $30 • Non-preferred brand name $40 $50 • Prescription Mail Order Drug Copayment: up to a 90-day supply • CurrentNew • Generic - cost savings $20 $14 • Preferred brand name $50 $60 • Non-preferred brand name $80 $100

32. Health Insurance Plan Design • Changes effective January 1, 2011 • VISTA Health plan name change to Coventry Health Care • Dependent Eligibility • Dependent coverage up to age 26 (end of calendar year) • Add eligible dependent(s) to family coverage during Open Enrollment (Sept. 27th – Oct. 27th) • Pre-Tax Savings Plans for eligible Medical Expenses • New Debit Card for Medical Reimbursement Accounts • Over-the Counter (OTC) Meds will require doctor’s prescription required

33. Life Insurance Coverage/Premiums • Changes effective January 1, 2011 • Free Employer-paid Basic Life • Automatic $25,000 benefit • Basic Life 1.5 x base salary • Ends effective December 31, 2010 • Optional Life Insurance • One-time annual salary without providing proof of good • health available during Open Enrollment • Optional Life maximum • Up to 7 times salary or $1,000,000 • Requires proof of good health • Rates to be determined during Open Enrollment

34. Information Sessions Biscayne Bay Campus (WUC 155) July 13th – 10:00 a.m., 11:00 a.m., 1:00 p.m. & 2:00 p.m. July 20th – 10:00 a.m., 11:00 a.m., 1:00 p.m. & 2:00 p.m. July 27th – 10:00 a.m., 11:00 a.m., 1:00 p.m. & 2:00 p.m. Modesto A. Maidique Campus (GC 316) July 14th – 10:00 a.m., 11:00 a.m., 1:00 p.m. & 2:00 p.m. July 21st – 10:00 a.m., 11:00 a.m., 1:00 p.m. & 2:00 p.m. July 28th – 10:00 a.m., 11:00 a.m., 1:00 p.m. & 2:00 p.m.

35. Other Updates

36. In the next several weeks the Compensation and Position Guidelines will be released • The Guidelines will provide: • HR action procedures • Approval requirements • Definitions • Position description writing tips • It will be a tool to help managers understand compensation and assist with salary action recommendations Compensation and Position Guidelines

37. Effective dates June 25, 2010 – August 13, 2010 • June 3, 2010 HR News and Updates • Guidelines • Helpful Tips for energy conservation • FAQ’s • Exceptions deadline is June 7, 2010 • Additional questions – contact (305) 348-2181 Summer Schedule Reminder

38. Update your contact information via ADP Self-Service • https://portal.adp.com/public/index.htm= • Sign up for alerts • http://entry.inspironlogistics.com/fiu/wens.cfm?ep_id=other Emergency Contact Information

39. Event STEPP Summer Schedule Date/Time Wednesday, June 23, 12:00 p.m. to 1:00 p.m. Friday, June 25 to Thursday, August 5 Location MMC – GC Ballrooms N/A Upcoming Events

40. Questions or Comments? Wrap Up