March 4, 2015
Agenda
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Campus Climate Survey
Academic Analytics
Reporting Services
Youth Conference Services
OPS Applications
Online Promotion & Tenure
Short Work Break
Faculty and Grad Assistant Summer Appointments
Staff Performance Appraisals
On Target Update
Benefits Reminders
myUFL 9.2 Upgrade
Important Dates
Campus Climate Survey
President’s Council on Diversity
(COD)
• Dr. Machen re-established
in 2009
• He charged the COD:
o Increase diversity of
faculty, staff, students
o Assists with campuswide diversity activities
• COD consists of 30 faculty,
staff, students across
campus
• Members are nominated
serve 2 years
• Monthly meetings
• Five working
subcommittees
President’s Council on Diversity
Activities
• UF’s Diversity Action
Plan:
• http://hr.ufl.edu/wpcontent/uploads/publicati
ons/Diversity%20Action%
20Plan%20%20August%202011.pdf
• Presentations to BOT,
Colleges, Academic units
• Hosted two Diversity
Symposiums
• Offer diversity trainings
Diversity Campus Climate Survey
• To assess and understand the
primary concerns of faculty and
staff which is the impetus for the
Campus Climate Survey.
• First time that the Climate on
Diversity at UF will be assessed
and the data should provide a
baseline to measure the
effectiveness of the
implementation of the diversity
action plan.
• To understand how diversity and
inclusion is being experienced
by the faculty and staff, the
Council has developed a survey
that will be administered to all
UF employees.
Diversity Campus Climate Survey
• Expected release date midMarch. Remains open for 30
days
• Anonymous Online survey
through Qualtrics
• Two survey formats, one for
faculty and one for team
employees
• 48 items with the last 3-items
are write-ins requesting
qualitative data
• Four sections:
o General Background:
Questions 1-7
o Demographic Questions:
Questions 8-21
o Campus Climate
Experience: Questions 2246
o Ask for specific
recommendations to
improve campus climate
(qualitative)
Academic Analytics
Reporting Services
Reporting Services
Purpose:
• Provide reporting support to colleges and departments so
units can effectively manage their business operations
What we do:
• Help administrative staff understand their data and reporting
needs
• Help staff build reports to meet their needs
• Promote existing training classes and tools developed by
Training and Organizational Development
Reporting-Services@ufl.edu
Reporting Services
What we are:
• Reporting Subject Matter Experts for:
 Enterprise Reporting
 Monthly Financial Reports
 Prompted Reports
 FIT Cubes
 HR Cubes
o Query Studio
o myInvestiGator
What we are not:
o Substitutes for existing training methods
Reporting-Services@ufl.edu
Reporting Services
Target audience
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Administrative staff in colleges and departments
o Business administrators
o Fiscal staff
o HR staff
o Research administration staff – Post Award
Reporting-Services@ufl.edu
Reporting Services
Reporting Subject Matter Experts
Enterprise Systems
Fran Fiorello, Application Developer Analyst 2
Candice McCall, Application Developer Analyst 2
Richard Garand, Application Developer Analyst 2
Office of the CFO
Karen Brake, Finance and HR Solutions Analyst
Reporting-Services@ufl.edu
Youth Conference Services
About the Office of
Youth Conference Services
Omar Andujar I March 5, 2015
SCOPE
Education
Registration / Tracking
Compliance
PRE-PROGRAM REQUIREMENTS
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Central Registration
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Youth Protection Training
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Background Checks
REGISTRATION
• Multi-directional tracking
• Used to validate compliance
with pre-program
requirements
• Historical Database
YOUTH PROTECTION TRAINING
AUDIENCE
Adults working in
UF-affiliated
youth activities
CONTENT
Strategies, Common
Warning Signs, Laws,
Reporting
ASSESSMENT
A final quiz is
required. A score
of 90 is needed
FREQUENCY
Annually
DURATION
Approximately
20 – 30 minutes
to complete
BACKGROUND CHECKS
• Florida State Law
• Affidavit of Good Moral Character must be
signed and notarized
• Every 5 Years; unless there is a break in
service of over 90 days
Note: Additional updates related to new changes to the State
background check process for summer camp personnel will be
forthcoming.
SUPERVISION
• Staff-to-Participant Ratios
• Limit 1-on-1 Interactions
REPORTING
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Florida Mandatory Reporting
Requirements
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Steps for Responding
FOR MORE INFORMATION
Visit: https://oycs.ufsa.ufl.edu/
Take the Training: my.ufl.edu
(Course # YCS800)
Contact US: 352-846-4698
Omara@ufsa.ufl.edu
THANK YOU!
OPS Application
New OPS Job Application
• New OPS Job Application available at the HR Forms
page: http://hr.ufl.edu/wpcontent/uploads/forms/recruitment/opsapplication.pdf
• Application can be filled out electronically and
saved/emailed when completed.
• New form is available now (older version no longer on
website) and is required as of April 1, 2015. ePAFs
without the new form will be recycled after April 1st.
• Clean your cache and cookies if you do not see the
new form on your computer.
Online Promotion & Tenure
(OPT)
Faculty Workshops
• Thursday, March 12, 2015
o 9 – 11am
o Reitz Union Auditorium
• Thursday, April 2, 2015
o 2:30 – 4:30pm
o 6120 HSC/Shands Bldg
 Video conferencing for COM/Jax in the Alumni Board
Room
*To sign up for a workshop please RSVP to Ileana McCray at mccrayi@ufl.edu
Online Promotion & Tenure
• 2015-2016 Guidelines are now available on the Provost
website at http://www.aa.ufl.edu/tenure
• Please notify Janet Malphurs or Katie Davison with any
updates to the OPT Department/College list for the
2015-2016 year
Short Work Break
9- and 10-month employees
Short Work Break for 9 and 10 month
Employees
• 9- and 10-month employees (faculty, graduate assistants and
TEAMS) will be put on Short Work Break in the myUFL system
for the summer semester.
• Short Work Break file is expected to be created in late
March/early April. Once available, you may navigate to Public
Folder>Human Resources>Workforce Information under
Enterprise Reporting to view employees who will be on Short
Work Break
• Effective date of the Short Work Break will be 5/16/15 for 9month and 6/9/15 for 10-month employees.
Short Work Break for
9 and 10 month Employees
• Time Reporting will be inactivated during the Short Work
Break period.
• Departments still need to review employees to ensure
they do not continue to be paid beyond the end of the
Spring semester.
Questions? Contact Human Resource Services at
392-2477
Faculty & Grad Assistant
summer appointments
Faculty & Grad Assistant
Summer Appointments
• Summer appointments for faculty and graduate assistants
can be processed via the summer job file, as appropriate.
o When the summer job file cannot be used, the unit will
submit an ePAF for the summer appointment
• The file will be available via myUFL system
o Workforce Administration>Job Information>UF Summer
Job Review
• The file is expected to be available in late March/early April.
• Summer appointments will appear in myUFL in late April.
Faculty & Grad Assistant
Summer Appointments
• A termination row will be applied at the same time the
summer appointment is applied in job data.
• Don’t forget, distributions for summer appointments will still
need to be completed.
Questions? Contact Human Resource Services at
392-2477
Staff Performance
Appraisals
Annual Performance Appraisals
Reminders
• Annual Performance Appraisals period is March 1, 2014-February 28, 2015
• Appraisals must be presented to the employee and signed by
March 31, 2015
• Employees do not receive an appraisal if:
o They have been employed for less than 60 days
o They have received an appraisal (Special or Probationary) in the
last 60 days
o They are still serving their probationary period
Annual Performance Appraisals
• Two forms are used for appraisals:
o TEAMS Non-Exempt, USPS Non-Exempt and USPS Exempt Form
o TEAMS Exempt Form (designed to accompany an evaluative narrative
or letter)
• Forms are located on the HR website under the Employee Relations section
• If overall rating is “minimally achieves” or “below,” supervisors should
contact Employee Relations before the evaluation is issued
• Employee Relations assistance is available from satellite offices:
o IFAS: 352.392.4777
o PPD: 352.392.2333
HSC: 352.392.3786
E&G: 352.392.6615
Completed appraisals should be mailed to:
Human Resources, Attn: Employee Relations
PO Box 110281, Campus Mail
UF On Target Project Update
Job Family Progress
• Since the last On Target Update, we have facilitated 8 job
family workgroups.
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Architecture and Engineering
Art, Design, Entertainment, Sports, & Media
Business and Fiscal Operations
Grounds, Maintenance, and Repair
Life, Physical, and Social Sciences
Research Administration
Community and Social Science
Healthcare Occupations
Workgroup Participants
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College of Engineering
Physical Plant Division
Housing & Residence Education
Facilities, Planning, and Construction
IFAS
College of Liberal Arts and Sciences
Human Resource Services
Shands Communications
College of Journalism and Communications
College of Fine Arts
Department of Surgery
Department of Pediatrics
College of Nursing
Department of Medicine
OBGYN
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University Relations
Contracts and Grants
College of Medicine
University Libraries
Finance and Accounting
Development and Alumni Affairs
UF Health Cancer Center
Office of Research
College of Veterinary Medicine
Environmental Health & Safety
College of Medicine – Jacksonville
Student Healthcare Center
COM – Physician Compliance
Department of Neurological Surgery
College of Dentistry
Health Affairs
Workgroup Information
• We have updated the On Target website to include the
following information by job family
– Workgroup participants
– Summary of workgroup discussion
– Proposed titles by job family
• http://hr.ufl.edu/talent-management/current-projects/ontarget/
Remaining Workgroups
• Office and Administrative Support
– Scheduled for March 10th, 12th, and 13th
• Education, Training, and Library Occupations
– Scheduled for March 17th, 19th, and 20th
• Management Occupations
– Scheduling the workgroup for April 7th, 9th, and 10th
Next Steps
• We are working with UFIT to develop a file based system to
assist in the implementation of the new classification
system.
• This approach would allow us to map all of our existing
positions to the new classification system.
• HRS would implement the new job titles by job family or
administrative structure.
• HRS would evaluate the proposed job title based on the
position description currently contained within position
management.
Next Steps
• As of Monday, there are 949 active positions that do not
have a position description in position management.
• Over the coming weeks, Classification & Compensation
will begin working with college and department HR
contacts to update missing position descriptions.
Time Line
• Complete “road map” of proposed TEAMS classifications for
all job families—Completed by the first week of April 2015
• Vetting with campus and revise as needed—beginning May
2015
• Development of an implementation plan—Completed by end
of May 2015
• Working by vice presidential area, map TEAMS employees
into new titles— System wide Snapshot completed by end of
December 2015
Benefits Reminders
Benefits Reminders
• February 6th to May 1st - double deductions for 9/10 month
employees for state plans
• Normal deductions resume first check in September
• If pay is interrupted prior to end of spring, employee should
contact UF Benefits
• Only applies to state plans, not UFSelect & GatorCare plans
• March 15th - Flexible Spending Account (FSA) grace period ends
for 2014 expenses
• April 15th – deadline to submit claim forms to PeopleFirst for
2014 FSAs
SUSORP and Voluntary Retirement
Plan Changes
• New deadline for submitting Salary Reduction Agreements (SRA)
& Optional Retirement Program Change (ORP-CHANGE) forms
o Forms submitted by Wednesday of payroll close week will be
processed on the next payday. Please refer to the Schedule of
Paydays and Critical Dates for pay period end dates.
• 457 Deferred Compensation plan changes are processed by the
Bureau of Deferred Compensation . Please contact Deferred
Compensation directly, or your investment provider to make
changes.
myUFL 9.2 Upgrade
myUFL
Technical Upgrade
• “Go Live” is Monday, March 16
– Starting 5 p.m. on Friday, March 13, much of the myUFL
system (including related items in My Self Service, W2s) will
be unavailable over the weekend
• Reminder: Will affect HR, payroll and financial transactions
– Primarily impacting “look and feel”
myUFL
Technical Upgrade
• No training will be required—though updated training will
be available
• No action will be needed by department security
administrators
• Summary of changes will be provided via March’s
InfoGator and via targeted communications to users with
specific security roles
myUFL
Technical Upgrade
• On March 16
o Big “popup” with “four things you will notice”
message: Look and feel, Travel and Expense info,
etc.
o On sign-on page, reminder about clearing cache
with link to instructions
myUFL
Technical Upgrade
• On March 16
• After signing on:
o Pagelet with reminder – this is different, clear your
cache, etc.
• Related content expanded in Time and Labor to
highlight differences (up for two weeks)
Important Dates
• Next HR Forum – April 1