May 2015 HR Management meetings
Denver Campus and Anschutz Campus Wednesday, May 13, 2015
MINUTES:

Welcome
o Introduction
o Hannah Bandle will be leaving on May 28th and will join her husband in New York. The Senior HR
Consultant position is currently still posted, contact Sheri Kalina for additional information.
o Kevin Jacobs will be retiring 6/26 then returning as a PERA retiree 8/10. His position is
scheduled to be posted in October. During the time Kevin is away the three HR directors, Florie
Montoya, Doug Kasyon and Kaylene McCrum will respond to the functional areas in their units.
Florie Montoya will respond to overall Director and department needs.

Recruitment services - HR will provide a menu of service options for recruitment. Following are the
options:
o Option A: A new recruiting model “HR Recruitment Services” - The recruiter works closely with
the hiring authority to understand the needs of the position and is responsible for active
sourcing of candidates and deliver of finalists to the hiring authority. This process involves fewer
stakeholders resulting in a faster hiring process. This option is similar to one CU Boulder uses,
was recommended in the Towers Watson HR assessment report and is supported by CU
leadership.
o Option B: Full Service – The HR Consultant serves as a member of the search committee and
consults on the process. Option C: Consulting Services - The Employment Consulting is available
as a resources throughout the search process.
o Option B and C are high touch with multi-stakeholder involvement and take longer.
Based on discussions with leadership including the Chancellors and the Dean of the School of
Medicine, HR Recruitment Services is the preferred method.

SkillSurvey - Skill Survey will be renewed based on the results of its pilot use over the past year.

LinkedIn - Ryan Untisz, Employment Services HR Consultant, has been working on expanding the
functionality of our LinkedIn recruiter seat. We have been posting hard to fill positions on LinkedIn
and has also reached out to individuals whose profiles match our minimum and preferred
qualifications and have invited them to apply for positions. Since we will not be utilizing HireVue we
are exploring other options with IT that will give us the ability to record applicant interviews at a
lower cost.

Compensation - Ranges have been established for University Staff positions and were shared with
leadership as part of the merit process. 83% of salaries fell within the established ranges with 7%
above and 10% below. The ranges will be used when we review requests for new positions or
updates to existing positions. If the established range does not meet your needs conducting an
individual analysis is an option. We will adjust the ranges next year based on any adjustments we
feel are appropriate. We are having further discussions with leadership on the ranges and will share
once those discussions are finalized.
1

The Board of Regents approved a budget for classified staff pay increases. As in the past, the
university will be implementing such increases in the manner developed by the State Department of
Personnel and Administration for all classified staff in state government, including a 1% across the
board salary increase for all employees and additional base building or non-base building increases
based on merit. For detailed information about the merit pay calculations, please visit the state’s
website: https://www.colorado.gov/pacific/dhr/compensationplans. Attached is the initial
communication from Kevin Jacobs and can also be found on the HR website under HOT TOPICS at:
www.ucdenver.edu/hr.

Affordable Care Act policy update
o Based on the first look back period only a handful of student workers will qualify for benefits.
Note: In the event a student employee becomes eligible for employee health benefits under the
Affordable Care Act, employer benefits contributions will be proportionately charged to the
department(s) where the student was employed when the limits were exceeded, regardless of
where the student is currently employed. Employee Services will provide a list of eligible
students and will send letters of eligibility to the students.
o The Administrative Policy on Student Employee Work Hours has been finalized. The policy is
effective on 7/1/2015 (attached and on the HR website under HOT TOPICS at:
www.ucdenver.edu/hr). The policy was revised in response to many thoughtful comments and
questions. It was clear that we did not need to include the sections about eligibility for student
employment and other parts were unnecessarily wordy and bureaucratic. The revised policy has
only the necessary components for compliance and management of work hours related to the
Affordable Care Act.

HCM upgrade update - Human Resources continues to work with Employee Services on the upgrade
of PeopleSoft to HCM (Human Capital Management) and Jobs at CU to CU Careers. Campus
workshops will begin in early July. Employee Services will send information regarding workshops
including a link for registration.

Involuntary separations for classified PERA retirees - If you have a Classified PERA Retiree with an
active appointment and you have an involuntary separation (including layoff or reassignment)
please follow the process below:
1) Supervisor or Business Partner notifies Employment Consultant and discusses reason(s) for
separation
2) Employment Consultant works with contact to create business plan and forwards final version to
Director of Employment Services (Florie Montoya) and copies Director of HR Operations (Kaylene
McCrum)
3) Employment Services Director reviews, signs and routes for appropriate signatures (Appointing
Authority, Chancellor)
4) Meeting is held with employee and plan is shared
5) Plan is posted for 10 calendar days
6) Follow-up meeting with employee/45 calendar day notice is issued
7) Action is entered into HRMS by Business Partner
8) Employment Consultant approves action
2
Holiday Leave for Classified PERA retirees - We also want to remind you that PERA retirees hired into
part-time classified positions are eligible for holiday leave based on hours worked.
Following is guidance regarding how to calculate holiday pay:
Samples of holiday pay for hourly paid permanent employees
Sample A - AMC
If an hourly paid permanent employee works 10 hours in January 2015, they would be owed .91
hours of holiday pay for payment in February 2015 (see calculation below).

10 (total hours paid which includes all approved leave and actual hours worked) divided
by 176 (working hours in January) times 24 (January 1st, 2nd and 19th - # of holiday hours
in January) = 1.36 hours
The entry into a time collection batch will need to be as follows:
 REG – 10 hours
 XRG – 1.36 hours
 FLH – 1.36 hours
Sample A - DDC
If an hourly paid permanent employee works 10 hours in January 2015, they would be owed .91
hours of holiday pay for payment in February 2015 (see calculation below).

10 (total hours paid which includes all approved leave and actual hours worked) divided
by 176 (working hours in January) times 16 (January 1st and 2nd - # of holiday hours in
January) = .91 hours
The entry into a time collection batch will need to be as follows:
 REG – 10 hours
 XRG – 1.36 hours
 FLH – 1.36 hours
Sample B – AMC and DDC
If an hourly paid permanent employee works 30 hours and uses 3 hours of vacation in July 2015,
they would be owed 1.43 hours of holiday pay for payment in August 2015 (see calculation
below).

33 (total hours paid which includes all approved leave and actual hours worked) divided
by 184 (working hours in July) times 8 (July 3rd - # of holiday hours in July) = 1.43 hours
The entry into a time collection batch will need to be as follows:
 REG – 33 hours (30 hours worked + 3 hours of vacation)
 VAC – 3 hours (reduce vacation balance)
 XRG – 1.43 hours
 FLH – 1.43 hours
3

Title IX - A transition is in process to move the CU Denver | Anschutz Title IX functions all under the
Provost. Over the past several years the HR department has been involved with Title IX functions
along with the Provost’s Office through Regina Kilkenny on the Anschutz Campus and Raul Cardenas
on the Denver Campus. Nelia Vivieros will be the Interim Title IX Coordinator until a Title IX
Coordinator is hired.

Classified Performance Plans - Departments should no longer send photo copies of Classified
employee performance plans (front pages or matrix to Human Resources. If needed, HR will request
copies of the plan. For audit purposes departments are responsible for keeping copies of Classified
employee performance plans. Scheduled for spring 2016, performance reviews for University Staff
and Classified Staff are expected to be online and as part of ePerformance.

Classified FMLA changes - The State rule for Classified staff changed last year to reflect that,
starting July 1, 2015, FML eligibility will be determined by looking back over the previous 12 months
from a qualifying event or request for family leave.
4