HR Tasks for Department Representatives

While the COVID-19 pandemic has temporarily limited our ability to connect via our usual meetings, there are several ways that you can stay on top of HR-related tasks while working remotely. Typically, these reminders are announced during HR Forums. Since we are unable to meet in person, we have compiled these reminders in one place for your convenience. As time permits, you are encouraged to go through this list. Your role is so important to the work we do. Your continued service and effort is greatly appreciated.

Compensation

• Position Descriptions: Review all position description dates. Position descriptions older than three (3) years must be updated to ensure they are reflective of the incumbent’s current job responsibilities and position requirements.
• Working Titles: Review working titles both in OMNI and employee email signatures. Working titles are used to more clearly or precisely describe the nature or scope of work being performed.
  
  • Working titles should be brief and communicate an immediate understanding of the job.
  • Working titles should be consistent with others in higher education and at the University, and will be approved by Compensation Services.
  • Working titles should not misrepresent the job and its authority or agency within the University. The use of "inflated" working titles can result in expectations that do not match the classification of the job.
  • Working titles should not conflict with an approved classification at the University.

Employee & Labor Relations

• Position Descriptions: Review position descriptions in preparation for the A&P evaluation process that begins in August. Ensure that position descriptions are updated so that when the evaluations are created, the responsibilities are accurate.
• Policies: Review department-specific policies related to dress code and attendance procedures, if you have them, and send to HR-EmployeeRelations@fsu.edu for review.
• Telecommuting and ADA: Review any documents related to Telecommuting and the Americans with Disabilities Act (ADA). If any of those approvals have expired or are near expiring, please contact Amber Wagner, Telecommuting and ADA Coordinator, at amwagner@fsu.edu or (850) 645-1458.

Employment & Recruitment

• New ERS webpages: Become familiar with the new Confirming Qualifications on Your Top Candidate and Faculty Recruiting webpages.
• Record Retention: Audit all hires for the past 12 months and ensure your department is in compliance with record retention.
  • Run FSU_HR_ALL_NEW_HIRE_BY_DEPT query to pull a list of hires for your department in the last year.  
  •  Audit hiring files to ensure required search documents have been retained. Search documents include, but are not limited to: external advertisement samples, interview questions/packets, checklists or ranking metrics, minutes related to committee deliberations, resumes, reference check forms, and records of contacts (direct, phone, email, and letter).
  • Records are required to be kept a minimum of four (4) years; five (5) years if a foreign national was hired, per the Department of Labor.
  • Records are required to be kept in a central location in the hiring department and be available for review if requested.
  • Review all hiring documents to ensure that files are complete and available when requested for the Affirmative Action Plan. As part of this review, for Faculty searches not advertised in OMNI, please ensure that all applicants have been provided the Florida State University Equal Employment Opportunity Survey for Faculty Applicants.
  • General information related to records management can be found at the F&A Records Management page. 
• Templates and Forms: Update your templates and forms.
  
  • There have been several updates to templates and forms used in hiring due to policy changes, FLSA implications, and updates to HR processes. Now is a great time to audit the templates and forms that your department uses during the hiring process. Some commonly used templates include:
    • Offer Letters
    • Sign-on bonus forms
    • Moving expenses
    • Hiring Checklists
  • The most current version of these templates and forms are available on the HR website on the Forms page. The most current hiring checklists can be found on the HR website under Department Hiring Resources.
• Job Openings: Audit current job openings in your department.
  
  • Review job openings results under OMNI-HR > Recruiting > Search Job Openings > Search with your hiring managers.
  • Notify your recruiter if any jobs need to be cancelled at this time.

Training

• Staff & Faculty Search Committee Training:
  • All department Hiring Managers who lead searches and hiring committees are required to take this training.
  • Those involved in the hiring process are encouraged to take this training.
  • Run FSU_HR_TRN_COMP_COURSE_HIST query to quickly identify who in your department needs to complete the training.
    • Course Codes: Faculty search training (COFST1) and Staff search training (COSST1).
• Training Transcript:  Request a training report from Training & Organizational Development to determine those in your units who have not completed mandatory New Employee Orientation (NEO) training. Upon receipt of the report, contact the employee so that they can complete the training. Those who have not completed NEO can access the training on the NEO webpage.

Employee Data Management

• Employee Separation: Review FSU_ACTIVE_EMPLOYEE_LIST_SUPV query and identify any OPS employees that are currently not working and are not expected to return to work.
  • Submit an ePAF to terminate any OPS appointments that are no longer current, including:
    • unfunded OPS
    • students who have graduated
    • any OPS who are no longer working.
  • Departments should also utilize the separation checklist to ensure all University items are collected and security removed for OPS employees that have separated from the University.

Attendance & Leave

• Personal Holidays: Review FSU_TL_PERHOL_NOT_TAKEN_DEPT query to identify employees within your department who have not taken their Personal Holiday. Current fiscal year Personal Holidays must be used by June 30, 2020.

Questions? Please contact Shelley Lopez at s.lopez@fsu.edu.