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</head>
<body lang="EN-US" link="#0563C1" vlink="#954F72">
<div class="WordSection1">
<p class="MsoNormal" align="center" style="text-align:center"><img width="190" height="84" id="Picture_x0020_1" src="cid:image002.png@01D62DBB.B7A5A9B0" alt="Office-Human-Resources-V_for_email"><b><o:p></o:p></b></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">An important message from FSU Office of Human Resources<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%"><b>This message has been approved by Shelley Lopez, Program Director, Communications/Special Projects, for distribution to all Department Representatives.</b><b><o:p></o:p></b></p>
<p class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%">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.<o:p></o:p></p>
<p class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%"><b><span style="color:maroon">Compensation<o:p></o:p></span></b></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%;mso-list:l8 level1 lfo1">
<b>Position Descriptions</b>: 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.
<o:p></o:p></li></ul>
<p class="MsoNormal" style="margin-left:.5in"><o:p> </o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%;mso-list:l8 level1 lfo1">
<b>Working Titles</b>: 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.
<o:p></o:p></li><ul style="margin-top:0in" type="circle">
<li class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%;mso-list:l8 level2 lfo1">
<span style="color:#2C2A29">Working titles should be brief and communicate an immediate understanding of the job.</span><o:p></o:p></li><li class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%;mso-list:l8 level2 lfo1">
<span style="color:#2C2A29">Working titles should be consistent with others in higher education and at the University, and will be approved by Compensation Services.</span><o:p></o:p></li><li class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%;mso-list:l8 level2 lfo1">
<span style="color:#2C2A29">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.</span><o:p></o:p></li><li class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%;mso-list:l8 level2 lfo1">
<span style="color:#2C2A29">Working titles should not conflict with an approved classification at the University.</span>
<o:p></o:p></li></ul>
</ul>
<p class="MsoNormal" style="margin-left:.5in"><o:p> </o:p></p>
<p class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%"><b><span style="color:maroon">Employee & Labor Relations<o:p></o:p></span></b></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%;mso-list:l8 level1 lfo1">
<b>Position Descriptions</b>: 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.
<o:p></o:p></li></ul>
<p class="MsoNormal" style="margin-left:.5in"><o:p> </o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%;mso-list:l8 level1 lfo1">
<b>Policies</b>: Review department-specific policies related to dress code and attendance procedures, if you have them, and send to
<a href="mailto:HR-EmployeeRelations@fsu.edu"><span style="color:#0563C1">HR-EmployeeRelations@fsu.edu</span></a> for review.
<o:p></o:p></li></ul>
<p class="MsoNormal" style="margin-left:.5in"><o:p> </o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%;mso-list:l8 level1 lfo1">
<b>Telecommuting and ADA</b>: 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,
<span style="color:#2C2A29;background:white">at </span><a href="mailto:amwagner@fsu.edu"><span style="color:#0563C1">amwagner@fsu.edu</span></a><span style="color:black;background:white">
</span><span style="color:#2C2A29;background:white">or (850) 645-1458.</span><span style="font-size:12.0pt;line-height:115%;font-family:"Times New Roman",serif"><o:p></o:p></span></li></ul>
<p class="MsoNormal" style="margin-left:.5in"><o:p> </o:p></p>
<p class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%"><b><span style="color:maroon">Employment & Recruitment
<o:p></o:p></span></b></p>
<p class="MsoNormal" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:10.0pt;margin-left:.5in;text-indent:-.25in;line-height:115%;mso-list:l4 level2 lfo2">
<![if !supportLists]><span style="font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><b>New ERS webpages</b>: <span style="color:black">
Become familiar with the new </span><a href="https://hr.fsu.edu/?page=ers/confirm_qualifications"><span style="color:#0563C1">Confirming Qualifications on Your Top Candidate</span></a><span style="color:black"> and
</span><a href="https://hr.fsu.edu/?page=ers/ers_faculty_recruiting_resources"><span style="color:#0563C1">Faculty Recruiting</span></a><span style="color:black"> webpages.
</span><o:p></o:p></p>
<p class="MsoNormal" style="margin-left:1.5in"><o:p> </o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%;mso-list:l7 level1 lfo3">
<b>Record Retention</b>: Audit all hires for the past 12 months and ensure your department is in compliance with record retention.<o:p></o:p></li></ul>
<ul style="margin-top:0in" type="disc">
<ul style="margin-top:0in" type="circle">
<li class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%;mso-list:l12 level2 lfo4">
Run <span style="color:#C00000">FSU_HR_ALL_NEW_HIRE_BY_DEPT </span><span style="color:black">query
</span>to pull a list of hires for your department in the last year. <o:p></o:p></li></ul>
</ul>
<p class="MsoNormal" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:3.0pt;margin-left:1.0in;text-indent:-.25in;line-height:106%;mso-list:l6 level1 lfo5">
<![if !supportLists]><span style="font-family:"Courier New""><span style="mso-list:Ignore">o<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="color:#201F1E;background:white">Audit hiring files to ensure required search documents have been retained.</span> 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).<o:p></o:p></p>
<ul style="margin-top:0in" type="disc">
<ul style="margin-top:0in" type="circle">
<li class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%;mso-list:l12 level2 lfo4">
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.<o:p></o:p></li><li class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%;mso-list:l12 level2 lfo4">
Records are required to be kept in a central location in the hiring department and be available for review if requested.<o:p></o:p></li><li class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%;mso-list:l12 level2 lfo4">
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
<u>Faculty searches not advertised</u> in OMNI, please ensure that all applicants have been provided the Florida<b>
</b>State University <a href="https://hr.fsu.edu/PDF/Forms/AffirmativeActionApplication_fill.pdf">
<span style="color:#0563C1">Equal Employment Opportunity Survey for Faculty Applicants.</span></a>
<o:p></o:p></li><li class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%;mso-list:l12 level2 lfo4">
General information related to records management can be found at the <a href="https://vpfa.fsu.edu/records">
<span style="color:#0563C1">F&A Records Management</span></a> page. <o:p></o:p></li></ul>
</ul>
<p class="MsoNormal"><o:p> </o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%;mso-list:l12 level1 lfo4">
<b>Templates and Forms</b>: Update your templates and forms. <o:p></o:p></li><ul style="margin-top:0in" type="circle">
<li class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%;mso-list:l12 level2 lfo4">
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: <o:p></o:p></li></ul>
</ul>
<ul style="margin-top:0in" type="disc">
<ul style="margin-top:0in" type="circle">
<ul style="margin-top:0in" type="square">
<li class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%;mso-list:l10 level3 lfo6">
Offer Letters<o:p></o:p></li><li class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%;mso-list:l10 level3 lfo6">
Sign-on bonus forms<o:p></o:p></li><li class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%;mso-list:l10 level3 lfo6">
Moving expenses<o:p></o:p></li><li class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%;mso-list:l10 level3 lfo6">
Hiring Checklists<o:p></o:p></li></ul>
</ul>
</ul>
<p class="MsoNormal" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:10.0pt;margin-left:1.0in;text-indent:-.25in;line-height:115%;mso-list:l3 level1 lfo7">
<![if !supportLists]><span style="font-family:"Courier New""><span style="mso-list:Ignore">o<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]>The most current version of these templates and forms are available on the HR website on the
<a href="https://hr.fsu.edu/?page=forms/forms_all"><span style="color:#0563C1">Forms</span></a><u><span style="color:#0563C1"> page</span></u>. The most current hiring checklists can be found on the HR website under
<a href="https://hr.fsu.edu/?page=ers/ers_dept_resources"><span style="color:#0563C1">Department Hiring Resources</span></a>.<o:p></o:p></p>
<p class="MsoNormal" style="margin-left:.5in"><o:p> </o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="color:black;margin-bottom:10.0pt;line-height:115%;mso-list:l9 level1 lfo8">
<b>Job Openings</b>: Audit current job openings in your department. <o:p></o:p></li><ul style="margin-top:0in" type="circle">
<li class="MsoNormal" style="color:black;margin-bottom:10.0pt;line-height:115%;mso-list:l9 level2 lfo8">
Review job openings results under <span style="color:#8A0029">OMNI-HR > Recruiting > Search Job Openings > Search</span> with your hiring managers.
<o:p></o:p></li><li class="MsoNormal" style="color:black;margin-bottom:10.0pt;line-height:115%;mso-list:l9 level2 lfo8">
Notify your recruiter if any jobs need to be cancelled at this time.<o:p></o:p></li></ul>
</ul>
<p class="MsoNormal" style="margin-left:1.0in"><span style="color:black"><o:p> </o:p></span></p>
<p class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%"><b><span style="color:maroon">Training</span></b><b><o:p></o:p></b></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%;mso-list:l11 level1 lfo9">
<a href="https://hr.fsu.edu/pdf/news_events/FacultyStaffSearchTraining.pdf"><b><span style="color:windowtext">Staff & Faculty Search Committee Training</span></b></a><b>:<o:p></o:p></b></li></ul>
<ul style="margin-top:0in" type="disc">
<ul style="margin-top:0in" type="circle">
<li class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%;mso-list:l2 level2 lfo10">
All department Hiring Managers who lead searches and hiring committees are <u>required</u> to take this training.<o:p></o:p></li><li class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%;mso-list:l2 level2 lfo10">
Those involved in the hiring process are encouraged to take this training.<o:p></o:p></li><li class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%;mso-list:l2 level2 lfo10">
Run <span style="color:#C00000">FSU_HR_TRN_COMP_COURSE_HIST </span><span style="color:black">query
</span>to quickly identify who in your department needs to complete the training.<o:p></o:p></li><ul style="margin-top:0in" type="square">
<li class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%;mso-list:l2 level3 lfo10">
Course Codes: Faculty search training (COFST1) and Staff search training (COSST1).<o:p></o:p></li></ul>
</ul>
</ul>
<p class="MsoNormal" style="margin-left:.5in"><span style="font-size:12.0pt;font-family:"Times New Roman",serif"><o:p> </o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%;mso-list:l0 level1 lfo11">
<b>Training Transcript:</b> Request a training report from <a href="mailto:training@fsu.edu?subject=Training%20Report">
<span style="color:#0563C1">Training & Organizational Development</span></a> 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 <a href="https://hr.fsu.edu/?page=neonline/neonline_home">
<span style="color:#0563C1">NEO webpage</span></a>. <o:p></o:p></li></ul>
<p class="MsoNormal" style="margin-left:.5in"><o:p> </o:p></p>
<p class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%"><b><span style="color:maroon">Employee Data Management
<o:p></o:p></span></b></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%;mso-list:l5 level1 lfo12">
<b>Employee Separation</b>: Review <span style="color:#C00000">FSU_ACTIVE_EMPLOYEE_LIST_SUPV
</span><span style="color:black">query </span>and identify any OPS employees that are currently not working and are not expected to return to work.
<o:p></o:p></li></ul>
<ul style="margin-top:0in" type="disc">
<ul style="margin-top:0in" type="circle">
<li class="MsoNormal" style="color:black;margin-bottom:10.0pt;line-height:115%;mso-list:l9 level2 lfo8">
Submit an ePAF to terminate any OPS appointments that are no longer current, including:<o:p></o:p></li></ul>
</ul>
<ul style="margin-top:0in" type="disc">
<ul style="margin-top:0in" type="circle">
<ul style="margin-top:0in" type="square">
<li class="MsoNormal" style="color:black;margin-bottom:10.0pt;line-height:115%;mso-list:l1 level3 lfo13">
unfunded OPS<o:p></o:p></li><li class="MsoNormal" style="color:black;margin-bottom:10.0pt;line-height:115%;mso-list:l1 level3 lfo13">
students who have graduated<o:p></o:p></li><li class="MsoNormal" style="color:black;margin-bottom:10.0pt;line-height:115%;mso-list:l1 level3 lfo13">
any OPS who are no longer working. <o:p></o:p></li></ul>
</ul>
</ul>
<p class="MsoNormal" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:10.0pt;margin-left:1.0in;text-indent:-.25in;line-height:115%;mso-list:l3 level1 lfo7">
<![if !supportLists]><span style="font-family:"Courier New";color:black"><span style="mso-list:Ignore">o<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="color:black">Departments should also utilize the
</span><a href="https://www.hr.fsu.edu/PDF/Forms/SeparationChecklist_fill.pdf"><span style="color:#0563C1">separation checklist</span></a><span style="color:black"> to ensure all University items are collected and security removed for OPS employees that have
separated from the University.<o:p></o:p></span></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%"><b><span style="color:maroon">Attendance & Leave<o:p></o:p></span></b></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="margin-bottom:10.0pt;line-height:115%;mso-list:l5 level1 lfo12">
<b>Personal Holidays</b>: Review <span style="color:#C00000">FSU_TL_PERHOL_NOT_TAKEN_DEPT
</span><span style="color:black">query </span>to identify employees within your department who have not taken their Personal Holiday. Current fiscal year Personal Holidays must be used by
<b>June 30, 2020</b>. <o:p></o:p></li></ul>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b>Questions?</b> Please contact Shelley Lopez at <a href="mailto:s.lopez@fsu.edu">
<span style="color:#0563C1">s.lopez@fsu.edu</span></a>.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
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