Welcome to HR Presents

1. Welcome to HR Presents February 19, 2014 10:30 am – 12:00 pm Milton Hall (RM 85)

2. Welcome & Introductions By: Dr. Andrew Peña Assistant Vice President for Human Resource Services

3. Student Employees; Hiring & Discipline/Termination Presented by: Abigail Denham HR Specialist; Employment Patricia Leyba HR Specialist Sr.; Employee & Management Services

4. Student Employees • Types of Student Employees • Student Regular • Work Study Student • Co-Op Student • Student Graduate Specialist • Graduate Assistants • Advertising - Optional • Departments may advertise position through Career Services “Aggie Career Manager” System STUDENT EMPLOYEES

5. Student Employees • Student Regular Processing • EPAF • Position Number – 999992 • SW - Student Work study • S7 - PSL Regular Student • S8 - PSL Student Work Study • SR - Student Regular (including Co-Op Student Employment) STUDENT EMPLOYEES

6. Student Employees • Approved Titles & Pay Rates • Student Aide $7.50 - $8.80 • Student Assistant $7.63 - $10.92 • Student Co-Op $7.50 - $15.77 • Student Grad Spec $7.50 - $15.77 • Student Server Tipped - $5.00 (Fulton Center/Golf Course; server/beverage cart. Compensation includes earning tips) STUDENT EMPLOYEES

7. Student Employees • Graduate Assistant Processing • EPAF • Position Numbers • 917555Graduate Teaching Assistants- appropriate title “Teaching Assistant” • 917777 Graduate Research Assistants- appropriate title “Research Assistant” • 917888 Graduate Assistants- Other- appropriate title “Grad Asst-Other” • 967999 Research Assistant PSL- appropriate title “Research Asst-PSL” (restricted to graduate assistantships within the Physical Science Lab) STUDENT EMPLOYEES

8. Student Employees • Hiring Toolkits (www.hr.nmsu.edu/toolkits) • Student Regular • EPAF Manual – Hiring Students • EPAF Processing Reference – Hiring Students • Graduate Assistants • EPAF Manual – Hiring Non Regular Faculty and Graduate Assistants • EPAF Processing Reference - Graduate Assistants • Workflow Routing • Originator – Dean/VP – Payroll STUDENT EMPLOYEES

9. Probationary Period • All student employees are employed in a probationary status for the first three (3) months in any new job • During this time the student determines if the position is acceptable and the supervisor determines whether the student is able to perform satisfactorily • A student employee who does not meet the expectations of the supervisor may be terminated without notice or recourse • A student employee may also resign without notice STUDENT EMPLOYEES

10. Due Process Employers are strongly encouraged to consult with Employee & Management Services when considering taking any disciplinary steps • Counseling/Coaching • Outline deficiencies • Outline expectations • Give ample time for the employee to correct deficiencies • Verbal Warning • Outline deficiencies; ongoing performance/behavioral issues discussed in Counseling/Coaching • Outline impact to others and/or the department • Outline expectations • Give ample time for the employee to correct deficiencies STUDENT EMPLOYEES

11. Due Process continued… Employers are strongly encouraged to consult with Employee & Management Services when considering taking any disciplinary steps • Written Warning • Outline deficiencies; ongoing performance/behavioral issues outlined in the verbal warning • Outline impact to others and/or the department • Outline expectations • Explain possible consequences if problems are not corrected • Give ample time for the employee to correct deficiencies • Termination • Request for approval should be sent to Employee & Management Services office • Student employee is given a Notice of Termination which explains reasons for termination

12. Terminations • Major Categories under which a student employee may be terminated • End of Employment Period • All student employees are automatically terminated as of the job end date if specified at the time of hire • Depleted budget • Student employees may be terminated when funding for the position has been depleted or eliminated • Failure to meet eligibility Requirements • No Longer pursuing a sufficient number of credit hours for the university • No longer maintaining the required cumulative GPA • Credit hour progression has not been satisfactory • Student withdraws from the university entirely Employers are highly encouraged to give notice to student employees when the job is coming to end.

13. Types of Termination • Voluntary Termination • Student voluntarily resigns from his/her position • Walks of the job and does not return the next scheduled work day/shift • Is absent for three (3) consecutive scheduled work days without permission or properly notifying the immediate supervisor • Does not return to assigned work that requires attention seven (7) days a week (livestock feeding, continuous research, building supervision) • Involuntary Termination • Does not perform in a satisfactory manner • Is found guilty of any violation listed under immediate termination • Does not schedule working hours in accordance with the job announcement under which he/she was hired STUDENT EMPLOYEES

14. Types of Termination continued… • Immediate Termination • Gross Misconduct (dishonesty; sleeping on the job; fighting; threatening a supervisor/customer/employee of the university) • Use of Alcohol or Narcotics, or being under the influence while on the job • Insubordination or refusal to accept a valid assignment from a supervisor • Careless, negligent, improper, and/or malicious use of or theft of university property, equipment, funds. This list is not all inclusive and can vary depending on the infraction/issue STUDENT EMPLOYEES

15. Healthcare REform Presented by: Kathy Agnew, Assistant Director Employment and Compensation Services

16. Healthcare Reform Updates • Compliance • Policy compliance: • Policy 4.30.10 • Seasonal Employee - Seasonal staff employment is short-term employment performed on a seasonal basis where, ordinarily, the employment pertains to or is exclusively performed during certain seasons or certain periods of the year. • 1.0 FTE for max employment period of 3 months. • Waiver Requests – provisions for policy FTE waivers have been included. • Waivers should only be requested for unique/rare, unavoidable, justified circumstances. • Look-back/Stability Period • Summer hiring impact to fall hires (Temp Fac and GA)

17. Health Care Reform Tool • HR0-492 Job History Lookup-past 12 months • Report includes the following data: • User ID, Name, Position-Suffix, Title, FTE, Status, Type (regular or temp), Group (faculty or staff), Begin Date, End Date, Department, Summary Org. REPORTS UNDER DEVELOPMENT

18. Reports Under Development • HR0-492 Job History Lookup-past 12 months • Report includes the following data: • User ID, Name, Position-Suffix, Title, FTE, Status, Type (regular or temp), Group (faculty or staff), Begin Date, End Date, Department, Summary Org. Reports Under Development

19. Staff Position Management Cycle Presented by: Kathy Agnew, Assistant Director Employment and Compensation Services

20. Staff Position Management Cycle • Processing Actions • PeopleAdmin - reclassification and new position requests will be completed in PeopleAdmin. • The Position Change Request form (PCR) has been discontinued • PCR forms submitted to HR Services will be returned • In-Range Adjustment Request Form – requests for in-range adjustments will continue to be submitted utilizing the In-Range Adjustment Request Form • Appeal Process – the appeal process is currently under revision as part of the Compensation Guidelines pilot implementation. POSITION MANAGEMENT CYCLE

21. Staff Position Management Cycle • PeopleAdmin Position Management Processing • Proposed Classification • Position Budget Details • Incumbent names were not loaded during the implementation of PA 7.6 • Funding Details • Job Duties and Responsibilities • Job Duties and Responsibilities – this should be a summary of job specific duties and responsibilities which make this position unique • Primary Functions of the Position - this should be completed using your own language • Working Conditions and Physical Effort POSITION MANAGEMENT CYCLE

22. Legislative Session update Presented by: Angela Throneberry, Senior Vice President Administration and Finance

23. CLOSING REMARKS & ADJOURNMENT