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New Hire Orientation

New Hire Orientation. Welcome and Introductions. The agenda for our orientation today is: Employee Introductions Welcome to HCC Quiz Topics Covered Today EEO and Diversity Safety Purchasing IT Information Employee Relations Payroll Records Benefits.

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New Hire Orientation

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  1. New Hire Orientation

  2. Welcomeand Introductions • The agenda for our orientation today is: • Employee Introductions • Welcome to HCC Quiz • Topics Covered Today • EEO and Diversity • Safety • Purchasing • IT Information • Employee Relations • Payroll • Records • Benefits



  5. HR New Employee Training Hillsborough Community College Dr. Joan B. Holmes, Special Assistant to the President Elina Bivins, Equity Manager & Title IX Coordinator

  6. What Does HCC Look Like?HCC Total Overall Credit Enrollment 2014-2015: 32,580 21% 29%

  7. Three Year Trend Reflecting Full-Time Continuing Contract Faculty by Race for 2013-2015

  8. Student Demographic and Faculty Demographic Comparison 2014-2015

  9. Three Year Trend for Exec/Admin./Managerial Staff 2013 - 2015

  10. New Mix of HCC Students Enrollment by Gender 2013-2014

  11. FTIC and Total Enrollment Comparisons 2014-2015

  12. New Mix of HCC Students Enrollment by Race/Ethnicity 2013-2014 Minority 55% - Majority 45% Institution

  13. Impact on Student Delivery Services • They require more types of communication preferably through social media, text, smart phone and etc. • Depend more on family support • Usually need more academic support • Require more career advising and information • Financial Aid dependency • Lack of understanding about cultural differences and values of underrepresented and low-income students by faculty and Staff • Lack of understanding about navigating the college environment

  14. TITLE IX & SEXUAL HARASSMENT 20 U.S.C. §1681 & 34 C.F.R Part 106

  15. What is Title IX? “No person in the United States shall, on the basis of sex, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any educational program or activity receiving federal financial assistance.” Title IX of the Education Amendments of 1972 Implementing Regulations at: 20 U.S.C. §1681 & 34 C.F.R Part 106

  16. U. S. Inquiries Into Sexual Assault • 1 in every 4 women are sexually assaulted during their years on a college campus. • Freshman and sophomores are at a greater risk for victimization than juniors and seniors. • Sexual assaults were more likely to occur in September, October and November, on Friday or Saturday nights, and between the hours of midnight and 6:00am. • Less than 5% of completed or attempted rape against college women were reported to law enforcement. Source: http://www.nsvrc.org/saam/campus-resource-list

  17. OCR Title IX Sexual Violence Investigations • In May 2014, there were 55 colleges and universities under investigation by the Office for Civil Rights (OCR). • In October 2015, the number increased to 144 for potential violations of Title IX (e.g. Michigan State University, University of Virginia, University of South Florida). • In 2014, in took OCR an average of 1,469 days (4 years) to close a case, with continued oversight of Title IX training and programming initiatives. HOW DOES HCC STAY OFF THE LIST? Complying with federal law that requires educational institutions to adequately respond to cases of sexual assault on campus. Source: http://thinkprogress.org/health/2015/01/13/3610865/title-ix-investigations/

  18. Compliance Essentials • HCC MUST take immediate and appropriate steps to investigate ALL reporting of Title IX incidents • HCC MUSTtake prompt and effective action to: • Stop the harassment • Remedy the effects • Prevent the recurrence

  19. Who is a Responsible Employee? • An employee who has the authority to take action to redress sexual violence; • One who has been given a duty of reporting incidents of sexual violence or any other misconduct by students to the Title IX Coordinator or appropriate school designee; and • One whom a student could reasonably believe has this authority or duty. School is on notice when a Responsible Employee knows or reasonably should know of an incident that creates a hostile environment.

  20. Confidentiality HCC will seek to protect the privacy of the complainant to the full extent possible, consistent with the legal obligation to investigate, take immediate action, and comply with federal & state laws, as well as HCC policies & procedures. Confidentiality CANNOT be guaranteed. The request to disclose additional information is be based on one of five criteria: violence, threat, pattern, a predatory offender and/or use of a weapon. Except for licensed counselors

  21. Equity Training & Programming • Collegewide Online Training for Faculty & Staff – SafeColleges • Online Training for Students - SafeColleges • Onsite Training for Responsible Employees

  22. Where to Report Title IX & Equity Reports? Dr. Joan B. Holmes Special Assistant to the President for Equity & Special Programs & Title IX Officer Office:  (813) 253-7043 Fax:  (813) 253-7553 Email:  jholmes16@hccfl.edu Elina Bivins, MBA Equity Manager & Title IX Coordinator Office:  (813) 253-7591 Fax:  (813) 253-7553 Email:  ebivins2@hccfl.edu

  23. SAFETY

  24. public Safety • 50 Full time personnel, including Chief, Deputy Chief, Public Safety Officers, Dispatchers, and Supervisors. • 24/7/365 operation • Officers on all campuses. • State of the art dispatch center and radio system. • Available 24/7 at 813-253-7911 ( x7911 from any campus phone). • Augmented by contract security guards & TPD/HCSO.

  25. ACTIVE SHOOTER PREPAREDNESS • Ongoing ALICE Active Shooter Workshops for faculty & staff on each campus. • Train the Trainer sessions for Public Safety and key staff. • Lock down drills on each campus. • Active shooter exercises with local first responders.

  26. WorkplaceViolence: DHS Pocket Cards • Workplace violence/ active shooter preparedness requires forethought, planning, and quick thinking on your part – be aware of your surroundings, your classroom, and your campus!

  27. Hawk alert • Hawk Alert is the College’s emergency notification system – be sure to register for information on campus emergencies, school closures, and other important info. • System upgrades planned for 2016. • Contact Risk Management or Public Safety department for assistance.

  28. Insurance Requirements • If you will be purchasing products or services from third-party vendors/contractors, they must meet the College’s insurance and vendor registration requirements. • If you are involved in Facility Rentals, renters must have liability insurance. • Contact Risk Management department for assistance.

  29. Worker’s Compensation • If you get sick or injured at work, as a result of work-related activities, call Public Safety at x7911 to report it – this initiates your WC claim. • Only use approved clinics/providers for initial treatment (ER is for life/limb only) – if you use your own provider, work comp may not pay (and your health insurance may not either)! • Contact Risk Management department for assistance.

  30. Required Safety Training • You should receive an email from the SafeColleges system for required annual safety training, such as: • Slips, trips and falls prevention • Hazard communications • Blood borne pathogens • Some training is unique to higher-ed: • Clery • Title IX • FERPA • Contact Risk Management department for assistance.


  32. 15 Minute Break


  34. Purchasing • WELCOME TO PURCHASING AT HCC • Five campuses • Centralized purchasing • $32,000,000 - $52,000,000 annual spend • 4,000+ purchase orders per year • 13,000+ P-card transactions per year • Formal purchasing process • Quotes and bids

  35. Learning objectives • HCC’s code of ethics for public employees rule • Conflict of interest • HCC’S fraud or dishonesty activity rule • Internal controls • Legislative intent – procurement • Authority to purchase on behalf of HCC

  36. LEGISLATIVE INTENT – PROCUREMENT • State of Florida legislative intent – procurement • Importance of competition • Importance of equitable award • Justification of procurement decisions • Importance of inspiring public confidence • Effective monitoring mechanisms • Curbing improprieties when awarding contracts

  37. HCC’S CODE OF ETHICS AND CONFLICT OF INTEREST • HCC Code of Ethics for Public Employees

  38. HCC’S FRAUD OR DISHONESTY ACTIVITY RULE • HCC's Fraud or Dishonest Activity Rule

  39. The HCC PURCHASING DEPARTMENT OBJECTIVES • Lowest possible cost consistent with quality required • Acts in the best interests of the college through • Intelligent actions • Best practices • Fair business dealings • Within the laws of the state of Florida • Within policies established by the HCC district board of trustees • Obtains best value through innovative buying • Ensures that fair and open competition exists in all procurement activities • Seeks to provide faculty, staff, and students: • Appropriate products and services • At competitive prices • In a timely fashion • With efficiency and good service • In a legal and professional manner • Creates and encourages effective working relationships with all individuals, departments, sites, and the business community • Facilitates service, and support policies, procedures and systems which promote ease and efficiency

  40. AUTHORITY TO PURCHASE ON BEHALF OF HCC • Purchasing Department is responsible for the purchase of all items • Exceptions are credit card purchases and library material purchases • Procurement shall be made via issuance of a purchase order • Departments may not order goods or services, reserve items or services or dates • Employees may not commit the College to the future purchase of a good or service

  41. AUTHORITY TO PURCHASE ON BEHALF OF HCC • Individuals are not authorized to place orders on behalf of HCC • There are serious consequences • HCC’s procurement rules and processes stem from: • State purchasing statutes and rules • Federal procurement regulations • Violation of requirements can result in loss of future funding • All contracts must be reviewed by the College Attorney • A purchase order is required prior to ordering services or goods • When a contract is required, both legal review and a purchase order are required prior to ordering the services or goods

  42. TRAINING FOR STAFF WHO WILL ENTER REQUISITIONS • Offered bi-weekly • Purchasing will contact you to schedule once access to Colleague has been requested

  43. TRAINING FOR DEANS, DIRECTORS AND CABINET MEMBERS • Offered on employment • Also offered as needed • Annual mandatory training for all administrators • Purchasing will contact you to schedule once access to Colleague has been requested

  44. RESOURCES • Purchasing Department HCC Employee Information • Purchasing Department FAQs


  46. Computer Resources/Acceptable Use • http://www.hccfl.edu/oit/acceptable-use-policy.aspx

  47. Employee Relations Human Resources

  48. Fast-Paced Skeptical Accepting Moderate-Paced

  49. Action Drive Encouragement I D Dominance/Driver Influence Challenge Collaboration C S Conscientiousness Steadiness Support Objectivity Reliability

  50. Brief DISC OVERVIEW D-Personality I-Personality Lively Outgoing Positive High-Spirited High-Energy Interpersonal Skills • Dominant • Direct • Results-oriented • Strong-willed • Forceful • Firm

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