Welcome to HR Presents

April 22, 201510:30 am – 12:00 pm

Milton Hall | Room 185

WELCOME & INTRODUCTIONS

ONLINE COMPLIANCE:LONG TERM OVERVIEWPresented by: Dr. Andrew M. Peña Asst. VP for HR Service

ONLINE COMPLIANCEPresented by: Adam Cavotta Sr. Training Specialist, CLPD

Compliance Basics

• Complete 6 modules by October 1st 2015 – All staff are required to complete the training.– Reminders will be sent 2 months, 1 month, and 2 weeks before the due

date to all that have not completed the training.– Open labs available for people that are having technical issues or don’t

have access to a computer.– http://training.nmsu.edu/2015-compliance-training/

ONLINE COMPLIANCE

FAQs• Are reports available?

– Use the Team Dashboard to check on employee training• http://training.nmsu.edu/saba/help/manoverview.html

– We are currently working on Cognos reports and hope to have them available by June.

• Do I really need to take this training?– Yes, this applies to student employees, graduate/teaching assistants,

temp. employees (including faculty).– For Sabbatical or other leave: complete when you return

ONLINE COMPLIANCE

University-wide Effort

Technical problems with browser:• ICT Helpdesk

– 575-646-1840– help@nmsu.edu

Questions or concerns about the content:• Contact the content contributor

– Contact details for all of the modules are included within the module.

ONLINE COMPLIANCE

Special ThanksAudit Services

Benefits Services

Center for Learning & Professional Development

Employee and Labor Relations

Environmental Health & Safety

ONLINE COMPLIANCE

HR Service Center

ICT Helpdesk

ICT Systems

ICT IT Compliance Office

Office of Institutional Equity

Office of the General Counsel

Thanks to our leadershipGarrey Carruthers,President

Dan Howard,

Executive VP and Provost

Greg Fant,

Associate VP & Deputy Provost

ONLINE COMPLIANCE

Andrew Peña,Assistant VP for HRS

Administrative Council

Employee Council

Faculty Senate

AFSCME Local 2393

SUMMER HIRE GUIDELINESPresented by: Kathy Agnew, Director Employment and Compensation Services

Summer Hire GuidelinesVisit the Temp Faculty Toolkit for information about summer hire:

• Summer Hire Guidelines• Policy - 5.25.40 Compensation-Summer• Session Dates

• EPAF Processing Reference Sheet• Salary Information

• Factors for Calculating Summer Pay• Payroll Schedules and Processing Deadlines• Position Number Selection

TEMP FACULTY/GRAD ASST PAY SCHEDULEPresented by: Kathy Agnew, Director Employment and Compensation Services

Temp Faculty/Grad Asst Pay Schedule

• EPAFs processed with Job Change Reasons for HSP, HFA, SUM, SUM1, HSUM2, HSUM3, HACD, & HPART have a set number of equal pays• Example:• Mini-Session 1 • Personnel Dates 5/27/15 – 7/1/15• Effective Pay Dates 5/16/15 – 6/30/15• 3 Equal Pays

Temp Faculty/Grad Asst Pay Schedule

• Employees will receive full pay period amount regardless of termination date within pay period.• Example:

John Smith hired for Spring semester and is terminating May 2. John will receive the entire pay period from 5/1 - 5/15.

POSITION MANAGEMENT CYCLE FY16Presented by: Kathy Agnew, Director Employment and Compensation Services

Position Management Cycle FY16

• Changes in positions budgeted by permanent unrestricted funds (I&G and non- I&G) are reviewed annually in conjunction with the university budget cycle process.

• A memo will be sent to Deans, Vice Presidents, Community College Presidents, Business Managers and HR Liaisons regarding detailed information and deadlines.

DATE EXTENSIONSPresented by: Kathy Agnew, Director Employment and Compensation Services

Date Extensions

• All employment date extensions for temporary employment must be submitted using the EPAF system.

• These extensions are a change to the employment agreement and considered a re-hire into the existing job with new employment dates.

RECRUITMENT “NUTS AND BOLTS”Presented by: Kathy Agnew, Director Employment and Compensation Services

Agenda• Posting and Advertising• Screening • Conducting Reference Checks• Conducting Interviews• Deselection of Applicants• Records Retention• Onboarding

Posting and AdvertisingPosting Announcement• The minimum posting requirement is 14 days (underutilized

positions must be posted for a minimum of 28 days). HR recommends 30 day posting period. Policy 4.30

• Posting announcement should be customized – Job Duties and Responsibilities– The classification summary should not be repeated, listing duties

specific to the department.

Posting and Advertising• Example - Fiscal Asst, Inter

Posting and AdvertisingAdvertising the Position• Advertising beyond the NMSU job posting site should target

audiences with a goal of obtaining a diverse qualified applicant pool. • There is no specific advertising requirement; however, your goal

should be to make a good faith effort in obtaining a qualified applicant pool by placing advertisements in media sources that target applicants with the functional-specific areas for your position.

• All advertising must include: NMSU/College Name, department name, position title, requisition number, and link to full posting.

– Sample Ads and Recruitment Publication Resources available on toolkit

ScreeningSelection Committee

– Entry Level Positions (Pay Grade Levels 1 – 6)– Selection Committee size: No more than two (2) employees involved

in selection– Selection Committee members: Immediate Supervisor (IS) and if

needed, Next Level Supervisor (NLS) approval

– Mid Level Positions (Pay Grade 7 – 15)– Selection Committee size: two to five (2-5) members– Selection Committee members: Selection Committee (SC) may include

immediate supervisor, departmental colleague(s), or other campus employees who have expertise in the related field or work directly with selected candidate.

ScreeningReviewing Applications• Non-Exempt Positions - central HRS will screen the applicants and

release qualified applicants to the department for review.• Exempt Positions - Departments will directly receive all

applications for exempt positions.– Contacting and de-selecting candidates should not begin until after the

deadline date– Applicant Qualification Calculator– Manager’s Guide to Applicant Qualifications

ScreeningCriteria Assessment • The purpose of candidate assessments is to assist in making an

objective and informed decision about which applicant will best provide the knowledge skills and abilities to be successful on the job.

• A selection criterial matrix listing all criteria for successful performance in the position such as experience, education, key skills, knowledge, and abilities can be utilized. – Criteria must be established based on position announcement

• Recommend 5-8 criteria points• Must be job-related

– Selection Criteria Spreadsheet (excel sheet available in toolkit)

Conducting Reference Checks• As a standard practice, central HRS recommends conducting the reference checks

on your finalist prior to interviewing.• The online application has the candidate release form built in and applicants are

required to agree in order apply for the position. • References should not be contacted until after the posting has closed.

Conducting Reference Checks• Prior to conducting reference checks, departments should notify the

applicants on the next step in selection process.• Reference information provided by the applicant is an essential step

in cross-referencing information received. • Recommended to conduct reference check in pairs – one asks

questions – the other takes notes.• A standard, prepared list of reference questions should be used that

focuses on job related performance– Suggested Referencing Questions available on toolkit

Conducting Interviews• The minimum interview requirements are:

• Non-Exempt – Interview one for every three applicants referred or at least four if twelve or more applicants are referred.

• Exempt – Interview a minimum of two qualified applicants.• Hiring departments may conduct interviews after the deadline date

of the position.• Telephone interviews and/or face-to-face interviews provide viable

information about the applicant’s knowledge, skills and abilities to perform the essential functions of the job.

• As a standard practice, it is recommended that interviews be conducted in the same manner for each finalist (telephone, in-person, skype, etc).

Conducting Interviews• Utilize a standard set of interview questions for all candidates

– Candidate specific questions are allowed • Only information that is necessary to assess an applicant’s

competence or qualification for a job should be considered– Look at posting announcement for creation of interview questions– Questions must be job related

• Permissible Subjective Qualities: Motivation, Ambition, Willingness to accept direction, Attitude toward related job, Ability to communicate

• Avoid Inappropriate/Illegal Questions– Sample questions & listing of illegal questions available on toolkit

Conducting InterviewsInterview Process

• Allow sufficient time and never appear hurried or anticipate the candidate’s responses or their own next question.

• Ask open-ended questions– Do not ask questions which can be satisfied with a yes or no answer.

Open-ended questions begin with who, what, why, when, tell me, and how.

• Allow the candidate time (between 10 and 15 minutes) to ask questions before the interview ends.

Conducting InterviewsInterview Structure• Invite the candidate to enter and make appropriate introductions• The interview:

– Opening remarks.– Tell them about how many questions and how much time is

allotted • Interview questions• Candidate questions• Thank the candidate and inform them how/when they will be

notified of next steps in the process.

Deselection of Applicants

• Deselection Options– Finalist Under Review by Department/Committee– Not Interviewed, Not Selected (send email)– Send Reference Checks– Finalist for Interview– Reference Checks Complete– Recommend for Hire– Interviewed, Not Selected (send email)

Records Retention

Recruitment Record Retention• All documents relating to the application process (i.e., interview

notes, candidate assessments, reference checks of finalists and online disposition of each candidate) must be maintained by the department for three (3) years.

• When the files have met their 3 year retention requirement, follow the RMR Disposition and Destruction Process; complete the Request for Disposition form using Record Series 1.15.7.102, Rejected Applications.

http://rmr.nmsu.edu/personnel-files/

OnboardingWhat is Onboarding?• Onboarding is more than just new employee orientation;

it is a process that goes beyond orientation and benefits paperwork to engage an employee over several days, weeks and sometimes months. Successful onboarding can be obtained in part by arranging tasks and activities to acclimate new and internal hires into their position and/or with NMSU.

Which group(s) will utilize the Onboarding System?• Faculty and Staff hired into regular or term appointments

On-Boarding

• Website - http://hr.nmsu.edu/onboarding-guide/• Departments are not required to login to PA to complete

tasks• HRS is primary processor• HRS will work with the department to ensure employee

tasks are completed timely• Compliance Based

Onboarding

• Faculty and Staff hired into regular or term appointment will use the PA Onboarding system.• Employees with overdue tasks will be

contacted via email/phone (call by HR Team Business Partner).

• Automated email reminders are also sent from the system letting employees know their tasks are overdue.

Onboarding

• Onboarding Event – A collection of Onboarding Tasks to be processed in order to Onboard an employee. NMSU has established three events:

• External

• Internal

• Senior Administrator

OnboardingExternal Hire Tasks (20 possible) Task Location

Task Available / Email Sent (Ideal dates displayed below. HRS and dept. may adjust according to hiring time frame) Task to be completed:

Responsible Party/Email Recipient

Hiring Completion Tasks PA (Form) several days prior to start date prior to employee start date HR ServicesDepartment Welcome Steps Email 5 days prior to start date prior to employee start date Hiring DepartmentNMSU Welcome Letter Email 5 days prior to start date on or prior to start date EmployeeMyNMSU Account Verification PA (Simple) 3 days post start date 3 days post start date HR ServicesEstablish PA Employee Security Role Email 3 days post start date 3 days post start date ICT SecurityNew Employee Introductory Events Email start date during 1st week on the job Hiring DepartmentJob Onboarding User Guide Email start date on start date EmployeeUpdate Phonebook Preferences PA (Simple) start date within 5 days of start date EmployeeRegister for New Employee Orientation PA (Simple) start date within 5 days of start date EmployeeVerify Receipt of New Hire Forms PA (Form) 5 days post start date within 5 days of start date HR ServicesConflict of Interest Completed PA (Simple) start date within 5 days of start date EmployeeDirect Deposit PA (Simple) start date within 5 days of start date EmployeeFaculty Deferred Pay Option (if applicable) PA (Simple) start date within 5 days of start date EmployeeEmergency Notifications PA (Simple) start date within 5 days of start date EmployeeHIPAA Notice for NMSU Plans Email 10 days post start date within 10 days of start date EmployeeCOBRA Notice PA (File Dist.) start date within 10 days of start date EmployeePolicy Acknowledgement PA (Simple) start date within 30 days of start date EmployeeCompliance Training- Required PA (Simple) start date within 60 days of start date Employee

Compliance Training- Job Specific Email start datein accordance with dept. requirement Hiring Department

End of Probation Reminder- Nonexempt Status (if applicable) Email 5 months post start date 6 months post start date Hiring Department

Resources

• Human Resource Services has provided toolkits for hiring.• All toolkits can be found at http://hr.nmsu.edu/toolkits/.• These toolkits have the most up-to-date forms and information.

CLOSING REMARKS & ADJOURNMENT