Human Resources
Policies
TABLE OF CONTENTS
HR 1 INTRODUCTION
-
- HR 1.1 Mission of the Office
- HR 1.2 Organization Chart
HR 2 ADMINISTRATIVE STRUCTURE
HR 3 CALENDAR
-
- HR 3.1 University Holiday Schedule
HR 4.0 Human Resources Office Policies and Procedures
- HR 4.0.1 Equal Employment Opportunity
- HR 4.0.2 Age Limitation for Employment and Employee Retention
- HR 4.0.3 Workers' Compensation
- HR 4.0.3a Overtime Compensation
- HR 4.0.4 Personnel Records
- HR 4.0.5 Hiring (CURRENTLY UNDER CONSTRUCTION - CALL 672-1455 FOR INFORMATION)
- HR 4.0.6 Pay & Compensation
- HR 4.0.7 Employee Responsibilities
- HR 4.0.8 Work Schedule
- HR 4.0.9 Leave Status (see Leave Administration)
- HR 4.0.10 Time Sheets
- HR 4.0.11 Secondary Pay or Employment
- HR 4.0.12 Benefits
- HR 4.0.13 Position Management
- HR 4.0.14 New Hire In-processing
- HR 4.0.15 American with Disabilities Act (ADA)
- HR 4.0.16 Performance Management Program
- HR 4.0.17 Training and Staff Development
- HR 4.0.18 Discipline and Dismissal Policy for SPA Employees
- HR 4.0.19 SPA Grievance Policy
- HR 4.0.19 Employee Grievance Form [MS Word] - Save to your computer/drive before entering information.
- HR 4.0.19 Grievance Support Person Form [PDF]
- HR 4.0.20 Improper Relationships Between Faculty/Staff and Students
- HR 4.0.21 Drug-Free Workplace Memo
- HR 4.0.22 Sexual Harassment Policy
- HR 4.0.22a Unlawful Workplace Harassment
- HR 4.0.23 Solicitation Policy
- HR 4.0.24 Smoking Policy for University Facilities/Grounds
- HR 4.0.25 Staff Senate
- HR 4.0.26 Tuition Waiver Policy
- HR 4.0.27 Violence in the Workplace
- HR 4.0.28 Visitors in the Workplace
- HR 4.0.M Employee Assistance Program (EAP)
- HR 4.0.29 Senior Academic and Administrative Officers (Tier II, Section III)
- HR 4.0.30 Misuse of State Property
- HR 4.0.30a University Ethics Helpline
- HR 4.0.31 Reduction in Force
- HR 4.0.32 Merit-based Recruitment and Selection Plan
Use of Computer Resources
Employee Confidentiality Statement
Adverse Weather and Campus Closure
Worksite Wellness Program
HRD 1 Introduction
The purpose of the Human Resources Office at Fayetteville State University is to support the institutional mission of the University by providing comprehensive and timely human resource services with respect to recruitment and employment, benefits administration, classification and salary administration, staff development and training, employee safety and health, and employee relations for all staff employees subject to the State Personnel Act. This Department also monitors employee safety and health, and provides benefits administration and other less comprehensive personnel services for faculty members and staff employees exempt from the State Personnel Act. In addition, the Associate Vice Chancellor of Human Resources is designated as the University Affirmative Action Officer with full responsibility for the University's programs of Equal Employment Opportunity through Affirmative Action. We look forward to every opportunity to interface with and provide services to our students, staff/faculty, and the public at-large, as we go about our business of providing quality customer service to all we serve.
HRD 1.1 Mission Statement
The Human Resources Office has responsibility for:
- Developing and implementing innovative human resources management strategies and programs to attract, compensate, develop, motivate, and retain the best qualified staff employees whose diversity and skills contribute to and sustain Fayetteville State University's stature as a quality educational and comprehensive Level -1 institution;
- Providing a safe environment in which all members of the University community may work, study and live.
In carrying out this mission, members of the Human Resources Office will be guided by the following objectives:
- Quality is to be the hallmark of the Human Resources Office.
- Develop a consensus-building approach to the development of policies and procedures. Eliminate red tape and bureaucracy.
- Solicit input from appropriate sources and move decision-making to the lowest level practical.
- Set priorities and achieve our goals through the use of plans tied to measurable results and observable behaviors.
- Efficiently and effectively manage the resources (people, funds and facilities) provided to accomplish our mission and achieve our goals.
- Improve communication, information management, and the use of technology.
- Promote a "customer service" orientation in all we say or do.
- Seek to reward and recognize staff employees for excellence and innovation. Emphasize the achievement of successful results.
- Encourage participation in training programs to build competencies and strengthen team-building.
As an organization, the Human Resources Office values collegiality, excellence, and customer service as exemplified in behavior reflecting teamwork, flexibility, innovation, results and ethical actions.
To accomplish the mission and carry out the functions listed, the Human Resources Office is organized as indicated on the organization chart (see HRD 1.2).
Long-term goals and short-term objectives for the Human Resources Office are jointly developed by the Director of Human Resources and the functional area leaders. These goals and objectives are reviewed, updated, and published annually. They describe the desired results (future) toward which the efforts (present) of the staff are directed. The goals and objectives also serve as standards for evaluating the work performances which are documented annually (Human Resources Office Annual Report). In addition, the goals and objectives are a major source of input to the development of each staff member's Performance Management Workplan, which is used in the annual evaluation of the staff member's performance as compared to established expectations.
HRD 1.2 Organization Chart
HRD 2 Administrative Structure
HRD 2.1 Job Descriptions
Associate Vice Chancellor of Human Resources (Denise V. Brown-Hart)
- Work with the Executive Staff of the University regarding Human Resource implications of plans and strategies.
- Plan for future staffing (non-faculty) needs.
- Ensure fair and consistent implementation of personnel policies and procedures.
- Direct the administration of compensation programs including fringe benefits.
- Design appropriate staff recruitment and employment strategies and procedures.
- Ensure compliance with federal and state fair employment laws and other legal restrictions in all employment practices.
- Direct the administration of a performance management system for classified (SPA) staff employees based on established performance expectations.
- Stay abreast of employee relations issues and be prepared to offer recommendations for problem-solving.
- Oversee the fair application of staff employee grievance procedures.
- Ensure employee personnel records (both hard-copy and computer-supported) are properly maintained.
- Ensure compliance with safety and health standards.
- Administer an Affirmative Action Plan to ensure Equal Employment Opportunity.
- Budget Administration for the Office
Affirmative Action
- Preparation of Annual Updates to the University's Affirmative Action Plan in accordance with OFCCP Revised Order 4.
- Compliance Reviews.
- Investigation of complaints filed with outside agencies (e.g. OAH, EEOC, OFCCP, etc.)
HR Manager/Assistant Director for Human Resources (Ben Simmons)
- Oveersee EPA/Faculty staffing
- Manage position classification/compensation programs.
- Career-Banding Liason
- Oversee Recruitment and Selection
- EEO/AA Officer
Manager of HR Services Unit/Benefits(Kristie Juda)
- Temporary Employment
- Manage "Extra Duty" Compensation
- Fair Labor Standards Act
- Salary surveys
- Cyclic audits
- Special report request
- Integrity of the HRS Database (Personnel)
- Personnel and position actions (Direct Entry)
- Files and records management
Manager of Benefits (Yanis Quinonez)
- Faculty and Staff Benefits Program
- Benefit Analysis and Statistics
- Employee Counseling including Annual reviews
- Maintain Individual Benefits Files (All employees)
- Health Benefits Representative
- Employee In/Out-Processing
- Conduct benefit orientation for full-time employees
- Reconcile insurance invoices
- Maintain confidential personnel files
Manager of Training/Employee Relations/Workers' Compensation /Unemployment
(Sabrena P. McDonald)
Employee Relations
- Conduct/analyze needs surveys
- Provide assistance with Employee Relations issue
- Employee Relations Statistics/Trends collection
- Maintain Employee Relations Database
- Maintain active and inactive employee relation files
- Process discipline and adverse actions
- Process grievances and appeals
- University Mediator
- Employee Assistance Program Coordinator
- Receive and submit Unemployment claims to TALX/ESC
- Receive and process Worker's Compensation Program
Training & Staff Development
- Analyze needs surveys
- Update training calendar
- Plan and facilitate Training/Staff Development Programs
- Facilitate supervisor training
- Coordinate off campus trainings
- Interaction Management
- Educational assistance processing
- Tuition Waiver Processing
- New Employee Orientation (Faculty and Staff)
- Monitor training database
- Performance Management Program (SPA and EPA)
- Staff recognition and awards
- Faculty/Staff Wellness Program
Manager of Classification & Compensation (Becky A. Thompson)
- Position Management (Staff)
- Position Classification (including "non-teaching" EPA Employees)
- Classification Reviews (Appeals)
- Review of Classification Standards
- Position Analysis
- Job Audits
- Maintain Organizational Charts
- Maintain Position Description Files (EPA and SPA Staff)
- Career progression adjustments
- Competency assessments
- Salary adminstration
Employment Manager (Ronnean Collins)
- Recruitment
- Employment information
- Qualifications review
- Salary administration
- Review of selection
- Staff employment statistics
- Job vacancy website (PeopleAdmin)
Contracts Administrator (Tonya D. Williams)
- Assist the Associate Vice Chancellor for Human Resources with advising the campus’ senior administration and the leadership of major academic units on EPA and academic personnel
- Serve as the university’s EPA personnel contract administrator with management of day to day operations of the contract office.
- First point of contact for EPA personnel contracts
- Remain current and familiar with all policies and procedures related to exempt personnel
- Provide training on EPA personnel procedures and policies
- Evaluate the compliance and effectiveness of the EPA personnel administration process against applicable policies, procedures and laws
- Manage the process of position assignment
- Management of all recommendations submitted to the EPA Contract Office
- Monitor and update the EPA salary document (formerly named the BD-119) working with the Provost and budget officer
- Exercise and execute judgment in the interpretation, application and enforcement of state, university and foreign national immigration regulations for EPA personnel.
- Provide accurate personnel and payroll information (EPA)
- Assists in the management of the People Admin online application process
Administrative Support (Ann Zomerfeld)
- Office support for the Associate Vice Chancellor for Human Resources, Manager of Personnel Services, Manager of Benefits/Workers' Compensation and Manager of Employee Relations/Training
- Monitor telephone lines
- Schedule appointments and coordinate travel for the Associate Vice Chancellor for Human Resources
- Coordinate and complete annual Equal Opportunity an Affirmative Action and Veterans Reports
- Assist in coordination the Faculty/Staff Awards Luncheon and recognition activities employees
- Administrative support and co-chair to the Campus Chair in charge of the Annual State Employee Combined Campaign (SECC)
- Campus Coordinator of the Summer Youth Employment Program
- Coordinator of all aspects of student employment
- Verification of employment
- Monitor HR budget
Personnel Assistant IV (Su'Sun Montgomery)
- Assist Manager of Personnel Services
- Banner Data Entry
- Banner reporting
- Process temporary employee payroll
- Personnel actions
- File maintenance
- Clerical support
Employment/Recruitment (Shannon Boatwright)
- Department Receptionist
- Applicant advisement
- Application data entry
- Assist with employment and recruitment
- Personnel file liason
Banner Data Entry (Theressa Graham)
- Leave program
- Data comparison
- Web time-entry
- Degree verification
HRD 2.2 Human Resources Office Administration
The Associate Vice Chancellor for Human Resources is responsible for the overall administration of Human Resource programs and reports to the Chief of Staff.
1. Office Hours
The Human Resources Office hours are from 7:30 am to 5:00 pm Monday through Friday. Flex hours are observed beginnig the third week in May and ending the first Friday in August. The Office is on a rotating schedule to provide services during scheduled hours.
2. Staff Meetings
The Human Resources Office staff meetings are scheduled at the discretion of the Accociate Vice Chancellor. The Associate Vice Chancellor for Human Resources meets with the Chief of Staff on a weekly basis.
HRD2.3 Telephone Directory and E-Mail Addresses
HRD3 CALENDAR
The Human Resources Office follows the university calendars in order to provide services to the university.