Provost’s Office
Faculty Contracts & Services
Office (FCSO) Update
July 2012
Provost’s Office
Outline
1) Preliminary Comments
•
Jane Slaughter, Assoc. Provost for Academic Personnel
2) FCSO Assessment & Action Planning
•
Melissa Vargas, Interim Director of FCSO
3) Implementation
•
Rita Abeyta, Interim Manager of FCSO
4) Discussion/Q&A
Provost’s Office
FCSO Mission
The Faculty Contracts and Services Office (FCSO)
provides customer service and consultation
regarding all aspects of faculty employment for
the Main and Branch Campuses.
FCSO is responsible for reviewing and processing
faculty employment transactions including
recruitment, hiring, contracts, benefits orientation,
leaves and separations.
Provost’s Office
FCSO Mission
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Faculty Provisioning
Faculty Contract Renewals & Revisions
Faculty and Post Doctoral Fellow Benefit Orientation
Post Doctoral Hires and Contract Renewals
Visiting & Research Faculty Hires
Temporary Part Time Faculty Hires and Rehires
Non-Credit Instructor Processing
Nonstandard Payment Processing
UNM Jobs Support and Processing
Letters of Academic Title
Separations and Retirements
Faculty Sick Leave, Leave Without Pay and Sabbaticals
Faculty Data Reporting
Provost’s Office
Background
Statistics: Faculty Headcount Processed by FCSO
Tenure/Tenure Track Faculty – 802
Non-Tenure Faculty – 227
Research Faculty – 94
Visiting Faculty – 59
Temporary Part Time – 761
Post-Docs – 85
Affiliates – 597
Non-Credit – 473
Approximate Grand Total - 3098
Note – Figures are estimates from October 2011 except for NonCredit, which is from UNM Fact Book Fall 2010
Provost’s Office
Background - December 2010
Faculty Hiring Non-Compliance Issues Report to
the President
• Faculty Contracts & Services Office was out of
compliance for 84% of its hiring actions since
UNMJobs implementation in 2009
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Late paperwork/employment actions
Faculty on the job and being paid before the hire is
complete
Majority of non-compliance is related to temporary
part-time faculty
Provost’s Office
Background - January 2011
Internal Audit of Select Payroll Processes
“The purpose of the audit was to assess the payroll processing
cycle of the University to determine opportunities to achieve
greater efficiency and effectiveness.”
“The Administration should implement policies to end special
exceptions…and processing off-cycle payroll adjustments. To
help reduce exceptions, the Administration should implement
initiatives to hold employees, supervisors and department
heads accountable for delays and lack of attention.”
Provost’s Office
Background – January 2011
Internal Audit of Select Payroll Processes
Recommendations 9 – 13
Ensure faculty contracts are in place prior to the start of the academic year
Ensure compliance with faculty hiring guidelines and payroll processing policies
Implement a hiring process to ensure completion prior to employee start date,
and prior to commencement of payroll payments
Develop effective hiring procedures for part-time temporary faculty
Work with OEO to determine the proper data necessary for Affirmative Action
Reporting
Develop Faculty Contracts internal guidelines for the data entry process
Provost’s Office
Background - January 2011
Employment Data Centers (EDC) task force formed
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Office of Equal Opportunity
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Human Resources
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Main Campus Faculty Contracts
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HSC Faculty Contracts
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Office of Graduate Studies
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Student Employment
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Payroll
• Charged with addressing Internal Audit
recommendations
Provost’s Office
Background
July 2011
Academic Leadership in the Provost’s office
changed
A full assessment of FCSO was initiated
Provost’s Office
FCSO Assessment Outcomes
October 2011
Strengths, Weaknesses and Suggested Areas of Improvement
• Strengths
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Dedicated staff, leadership support
• Weaknesses & Areas for Improvement
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Compliance with hiring criteria & payroll deadlines (internal &
external)
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Overall functioning of the Office & Staff morale
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Relationships with partner organizations
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Lack of written operating procedures
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Little depth of knowledge and cross-training of staff
Provost’s Office
FCSO Assessment Outcomes
Other problems identified:
• Lack of technological advancements
• Record keeping/faculty files
• Resources
• I-9’s not received from new employees within the required
3 working days (Federal Law)
• Faculty not receiving notice of benefits eligibility within the
60-day required period
• Retiree process unclear
• Inaccurate data entered into UNMJobs & Banner
Provost’s Office
Background - October 2011
• Immediate Changes made based on the FCSO
assessment:
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Hired a knowledgeable manager to handle day to day
operations
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Hired additional staff at various levels including a planning
officer to lead strategic projects
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Tasked staff with developing a mail log to track paper
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Issued campus-wide memo about adherence to deadlines
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Initiated a faculty file clean-up project
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Tasked staff with re-vamping FCSO website
Provost’s Office
UNM Faculty Contracts & Service Office
Jane Slaughter
Associate Provost for
Academic Personnel
Director
Melissa Vargas
(Interim)
Manager
Rita Abeyta
(Interim)
Faculty Services Rep
Laura Wyse
Coord.,
Faculty Services
Mary Jane Lueras
Student
Eli Salazar
Student
Daisey Enriquez
Planning Officer
Jennifer Love
Faculty Services Asst
(Vacant)
Coord.,
Faculty Services
Monica Escher
Admin Asst II
Alicia Martinez
Provost’s Office
Under New Management
Goals:
• Gain a better understanding of the work of the Faculty
Contracts & Services Office
• Create standard operating procedures including flow charts for
each action we perform
• Streamline processes and reduce inefficiencies
Provost’s Office
UNDER REVIEW
Provost’s Office
UNDER REVIEW
Provost’s Office
Under New Management
Goals:
• Improve/standardize communication with our customers
• Automate all FCSO forms
• Develop an internal training plan focusing on key competencies
and customer service
• Develop an external training plan
• Take actions to reduce hiring non-compliance rate
• Conduct comprehensive audit and overhaul of faculty
employment files
Provost’s Office
Implementation
Addressing Internal Audit Recommendations
• Enforcing Faculty Handbook policies
• Enforcing Compliance Regulations, related to
hiring and collection of I-9’s
• A university wide report is currently available
that shows the number of payroll adjustments
done on a quarterly basis. This is being done as
part of the EDC Task Force
Provost’s Office
Improvements
• Updated Website to have new look and feel
Provost’s Office
Improvements
• Updated website to reflect type of forms used
by faculty type
• Areas of Responsibility Page – shows who to
route ePAF’s to and who questions should be
directed to.
• Provide suggestions as to what you would like
to see on the website to faculty@unm.edu
Provost’s Office
Improvements
• Creating data enterable forms vs. old carbon
copy typewriter forms
Provost’s Office
Improvements
• New FCSO forms must be used starting
September 4, 2012. Old forms will not be
accepted after this date.
• New hire documents must be submitted as a
whole packet. Piecemeal documentation will
be returned.
• Post-docs documentation required for
processing include offer letter, PDCIF form and
current CV.
Provost’s Office
Improvements
• Only processes available for current ePAF’s will
be used after July 31, 2012.
• UNMJobs training sessions being conducted for
departments as needed.
• Faculty topics to be discussed at future
HR/Payroll forums, suggestions let us know.
Provost’s Office
Improvements
TPT ePAF’s
• The implementation of the TPT ePAF’s has been
delayed until Spring 2013 semester.
• 3 Rehire TPT ePAF’s will be available
1 semester Rehire
2 semester Rehire
3 semester Rehire
• The implementation was delayed in order to give
departments more time to learn how to use the
ePAF’s
Provost’s Office
Improvements
• A focus group will be established to provide
feedback on training materials and other
aspects of the ePAF’s
• Interested in participating in focus group, email
faculty@unm.edu
• TPT Faculty will be paid for actual work dates
beginning in the Spring 2013 semester
Provost’s Office
Deadlines
• Enforcing deadlines at the department level
and ensuring FCSO meets the Payroll deadlines.
Provost’s Office
Discussion /Q&A