Welcome to HR Presents

1. Welcome to HR Presents July 19, 2017 10:30 am – 12:00 pm Milton Hall | Room 185

2. Welcome & Introductions

4. Vision 2020 Goal Maintain a highly diverse campus community. Faculty 25%+ Exempt Staff 35%+ Non-exempt staff 50%+ Student body 50%+

5. Executive Orders Nos. 11246, 11375 • EO 11246 prohibits federal contractors from employment discrimination based on race, religion, color or national origin and to take affirmative action. • EO 11375 amended EO 11246 and added sex as a prohibited basis of discrimination.

6. Affirmative Action “any measure, beyond simple termination of a discriminatory practice, adopted to correct or compensate for past or present discrimination or to prevent discrimination from recurring in the future.” U.S. Commission on Civil Rights, Statement on Affirmative Action, October 1977

7. New Mexico State University snapshot date: 12/31/2016Test: Whole Person Placement Goals Summary

8. Goals are NOT quotas, but rather are reasonable targets for representation that may be obtained through a variety of good faith efforts.

9. How determine goals?

10. What are Job Groups? • Job groups are a combination of job titles. • Similarity of content refers to duties and responsibilities. • Similarity of opportunities refers to training, transfer, promotions, pay, mobility and other career enhancement.

12. Availability – What is it? An estimate of the proportion of each sex and race/ethnic minority group available and qualified for employment for a given job group in the relevant labor market. External Factors – local and national labor market Internal Factors – are there promotable and/or transferable

14. New Mexico State University Snapshot Date: 12/31/20Comparison of Incumbency to Availability and Placement Goals Job Group: 2B – A&S TT/TN Faculty Test: Whole PersonTotal Employee: 236

16. New Mexico State University snapshot date: 12/31/2016Test: Whole Person Placement Goals Summary

18. NMSU Affirmative Steps OIE Posting Review FRHP, Part II, #4 • Does position posting contain preferences? Ex. Help-wanted ad that seeks "females" or "recent college graduates" may discourage men and people over 40 from applying. • Is position announcement ethnically sensitive? • Are job qualifications/minimum qualifications clear, specific, and flexible? • Does posting include language that invites minorities and women? Ex. The University seeks to attract an active, culturally, and academically diverse faculty of the highest caliber…

19. Expand Recruitment FRHP, Part II, #4. • Identify and include directories and professional organizations within your academic discipline. • If underutilized for minorities, include professional minority organizations. • If underutilized for females, include professional female organizations. • Direct recruitment to doctoral programs at historically African-American, Hispanic-serving and tribal universities and colleges. • Outreach through personal contact, job fairs, etc.

20. OIE Review Interview List FRHP III, #4. Have similarly qualified minority or female candidates been excluded from consideration? • Is a candidate’s discontinued education for awhile to earn money to support finishing graduate school a lack of motivation or heightened motivation? • Is a candidate’s gender, ethnicity, and/or cultural background is a potential contribution to the program? Has the search committee inadvertently confined itself to the comfort of homogeneity?

21. OIE Justification if Similarly-Qualified FRHP, Part III, #4. If OIE’s review identifies underutilized candidates with similar qualifications to those on the interview list, OIE will request justification from the search committee detailing why the female and/or minority candidate(s) was excluded from further consideration. Is there an applicant rating sheet focused on preferred qualification and criteria of candidates?

22. OIE Review Campus Interview List FRHP, Part III, #8 Offer for Hire FRHP, Part IV, #5 Copies of OIE approval per Part III, #4 and #8 required when submit recommended candidate to Office of the Provost for hire.

23. OIE Review of Staff Positions Posting Review Candidates must be differentiated based on required and preferred job qualifications. Offer for Hire Review Were similarly-qualified HUG candidates interviewed? Is the recommended hire HUG? If not, what differentiates the recommended hire from the HUG candidate? • Matrix, rubric, interview questions, etc.

25. Compliance Training Presented by: Jennifer GabelCenter for Learning & Professional Development

26. 2016/17 Annual Compliance Training • As of 7/13/17 • # Enrolled 6244 • # In Progress 160 • # Overdue 66 • # Completed 6043 (96.8%) Enrollments end August 15, 2017

27. New/Returning Employees • Training Central accounts set up after start date in Banner • Must have active NMSU email account • Enrolled in compliance training 24 hours after Training Central account is set up • Cannot create/reactive employee accounts prior to start date • Cannot ask people to complete training prior to start date

28. 2017/18 Annual Compliance Training • Begins Oct 15, 2017; all current employees enrolled • 60 calendar days to complete • New topics • Emergency Preparedness (replaces Employee Safety & Loss Control) • Drug-Free Workplace • Most recurring modules will include pre-test

29. 2017/18 Annual Compliance Training • New Employees • Beginning January 2018, new employees will be enrolled in a New Employee Compliance Certification and current year Annual Compliance Certification • New Employee Certification will consist of important “Start of Employment” information • New Employee Certification will have 14 calendar days deadline for completion and 60 days to complete Annual Compliance Certification • More details to come in the fall

30. Annual Compliance Training Resources • Compliance Website https://training.nmsu.edu/annual-compliance-training/ • Compliance FAQ’s https://training.nmsu.edu/annual-compliance-training/compliance-training-faqs/ trainingcentral@nmsu.edu 575-646-7444

31. Fall heavy hire 2017 Presented by: Abigail Denham HR Specialist / Employment & Compensation Services

32. Fall Heavy Hire • On-Time Pay for Temporary Faculty and Graduate Assistants (GA’s) • New EPAF Transactions • EPAF Documents Needed • Background Checks • Form I-9 Fall Heavy Hire

33. On-Time Pay – Fall 2017 • Effective Fall 2017 Temporary Faculty and Graduate Assistants (GA’s) will change from a two-week “lag” pay to current “on-time” pay. • If a temporary faculty or GA’s current position continues into the fall semester (past August 13) they will be paid “on-time” and will receive 2-pay periods of pay on August 31, 2017. • We are asking that you do the following: • Review the current Payroll Processing Deadlines and Pay Schedule on the payroll website (http://hr.nmsu.edu/payroll/)with originators and approvers • Complete hiring actions on time and accurately • Submit PAFs for terminations or pay changes on or before processing deadlines to reduce overpayments On-Time Pay

34. Fall Heavy Hire 2017 • Temporary Faculty (http://hr.nmsu.edu/toolkits/temp-faculty/) • Per ARP, 4.30.10 - Temp faculty may hold more than one temporary faculty position. However, all combined employment (university-wide) cannot exceed a total FTE above .74 and the average total hours worked must not exceed 29 hours per week. • Graduate Assistants (GA’s) (http://hr.nmsu.edu/toolkits/grad-assistant/) • Employment during the academic year is limited to 20 (.50 FTE) hours a week for graduate assistants regardless of the funding source. Students hold other graduate assistantships as long as the total does not exceed.50 FTE. Departments wanting to hire students for more than the 20 hours a week (.50 FTE) must seek approval by the Graduate School. Graduate Assistants may not hold a regular hourly student position at the same time as their salaried Assistantship appointment. • Must be enrolled in 9 credit hours and have a GPA of 3.0 or higher • Must be hired at least at minimum of the pay scale http://hr.nmsu.edu/wp-content/uploads/2016/07/C_I_Salary_Table_Grad_Assist.pdf • Census September 1 – Last day of HR coding for in-state tuition Fall Heavy Hire 2017

35. Fall Heavy Hire 2017 • Student Hourly Employment (http://hr.nmsu.edu/toolkits/student-hiring/) • All student employment categories are restricted to 20 hours average per week (.50FTE) during the academic year • An undergraduate student must be enrolled for at least 6 credits throughout the semester; graduate student specialist must be enrolled for at least nine (9) graduate credits throughout the semester. • Undergraduate students must maintain a 2.0 CUMULATIVE GPA; graduate student specialists must maintain a 3.0 CUMULATIVE GPA • EPAF Processing Reference Sheets • Please be sure to utilize the EPAF processing reference sheets that are available on our hiring toolkits. The EPAF processing reference sheets have been updated with the personnel dates for fall hire sessions. Fall Heavy Hire 2017

36. Fall Heavy Hire 2017 Reports to assist with EPAF Submission • HR-471-EPAF Temp/Student Hires • 3 different versions to run:  My Dept, My Coll/Div, and the Admin version • Available to BFHR Users • Report will show all EPAFs that were completed and loaded into Banner: • Includes those that were record removed from Banner. • The data represents what was in the EPAF, does not reflect changes made in Banner • HR-492 Job History Lookup-past 12 months • Report includes the following data: • User ID, Name, Position-Suffix, Title, FTE, Status, Type (regular or temp), Group (faculty or staff), Begin Date, End Date, Department, Summary Org. Fall Heavy Hire 2017

37. EPAF Transactions • New EPAFs implemented in March 2017 • Student Job Change/JSCHG • Timesheet Org Change/JATORG • User Manual and tutorial can be viewed on the Student Hiring Toolkit http://hr.nmsu.edu/toolkits/student-hiring/ • The on-line training tutorials are intended for department personnel that originate and/or approve student and temporary staff employee actions. HRS strongly encourages users to complete the on-line tutorial and utilize the user manual in completing and/or approving these new EPAFs. EPAF Transactions

38. EPAF Transactions • Student Job Change/JSCHG • This EPAF is used to change the attributes to a student job in the Banner System. This EPAF change make changed to the student job title, base, FTE and department • BASE: the Regular Rate must be changed; the FTE and/or Title fields can optionally be changed as well but no other enterable field • DEPT: the Job Location must be changed and Timesheet Orgn may be changed. No other enterable field is changed • FTE: the FTE must be changed. No other enterable field is changed • TITLE: the Title must be changed. No other enterable field is changed • Student Job Termination/TSTRM • This EPAF is used to terminate student (hourly) jobs in Banner. Please enter the last day worked by the student. Confirm the last day with student/supervisor • Timesheet Org Change/JATORG • This EPAF is used to change the timesheet org for any non-regular hourly employee (this includes temporary and student hires) EPAF Transactions

39. Documents Needed Temp Staff Hires All documents needed to process temporary staff hires should be forwarded to teamhrs@nmsu.edu and at the time of EPAF submission. Please include the employee name, aggie id and EPAF transaction number in the subject line. • Documents needed to process a new temp staff hire • The draft offer letter, resume, transcripts and other application materials The documents should be emailed at the time of the EPAF submission • Documents needed to process a re-hireof a temp staff in same classification • The draft offer letter EPAF Documents Needed

40. Background Checks • Background Check & Sensitive Duties Checklist for non-regular employees • Sensitive Duties Checklist: To be completed by the hiring department and submitted when a hiring action is initiated with Employment Services. • If “none of the above” is selected, a background check form does not need to be submitted • If anything other than “none of the above”is selected, send the form to HRS with a completed background check form • Background Check Release Form: Section 1 is to be completed by hiring department and Sections 2 and 3 are to be completed by the applicant. A signed release is required as part of the application process. Please do not email the completed forms as they contain personally identifiable information Background Check

41. Form i-9 Presented by: Jessica Ulmer HR Specialist / Employment & Compensation Services

42. Form I-9 • USCIS has released the latest Form I-9, Employment Eligibility Verification, on July 17. • Employers will be able to use this revised version or continue using Form I-9 with a revision date of 11/14/16 through Sept. 17. • On Sept. 18, employers must use the revised form with a revision date of 07/17/17 . Form I-9

43. Form I-9 • Smart Form (Recommended) • Downloads best with Internet Explorer • Those completing it on the computer will see helper text for each field. (Built in instruction) • Drop-down lists are available for several fields (acceptable documents, calendars, states and countries.) • Once completed by both parties, all entries are reviewed for the correct format, including entries in blocks that require an N/A. If errors are found, the form will signal what needs to be fixed. • Paper Form • Can be helpful if you are having difficulties downloading the Smart Form. • 15 pages of instructions *Both forms are located on our HR Forms website http://hr.nmsu.edu/forms/ Form I-9

44. Form I-9 Completing Section 1 • Your newly hired employee must complete and sign Section 1 of Form I-9 no later than their first day of employment. • Employees can complete the I-9 before their first day of hire, if you have offered the individual a job and if they have accepted the offer. Completing Section 2 • Completed by EMPLOYER. • MUST be completed no later than 3 business days after the employee begins work for pay. • EMPLOYER MUST examine original documents. • Documents MUST be UNEXPIRED. Form I-9

45. Form I-9 Form I-9 Resources Human Resources – Employment Services • Hadley Hall Room 17 • 646-8000 • teamhrs@nmsu.edu I-9 Central • www.uscis.gov/I-9Central • Handbook for Employers M-274 https://www.uscis.gov/i-9-central/handbook-employers-m-274 Form I-9

46. CLOSING REMARKS & ADJOURNMENT