SDES HR TRAINING

July 25, 2018

Presented by SDES Budget & Personnel Support

Agenda Topics

Service NowReview SDES Hiring ProcessPVA PortalCompensation Pre-Analysis (USPS/A&P)Establishing a positionReclassifying and Updating a position

Important MiscellaneousQ&A

SERVICE NOW

SERVICE NOW

Service Now is an application used by UCFIT for the processing of “call tickets”. SDES is using an instance of this application to replace the SDES Personnel Action Form. The new SDES HR Action Form has a number of advantages and will be used for over 20 HR actions within SDES. Below are just a couple of them:

• Hires• Reclassifications• Compensation Pre-Analysis• Establishment of positions• Special Pay Increases (SPI)• Medical Leave Requests• Employment of Relative

The link to use Service Now will be distributed on 8/1/18.

SERVICE NOW

Service Now

SERVICE NOW

SERVICE NOW

SERVICE NOW E-mails

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SERVICE NOW E-mails

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SDES HR PROCESSES

Hiring ProcessPVA Portal https://hr.sdes.ucf.edu/ • Position Posting details entered via PVA portal (Deadline is Tuesday at

noon for it to be posted that Friday). PVA approved via departmental chain LaVerne or Pamlia post in PageUp LaVerne close out PVA action by approving posting

• Billing department number should be included if posting on Careerbuilder

PageUp• USPS positions – viewable once posting closes• A&P positions – viewable while posting is open• Position is posted for a minimum of 7 calendar days• Position opens at midnight on Friday and closes at 11:59 pm Thursday• Reposting requests - contact Laverne or Pamlia

Hiring Process

Guidelines for Posting Pool Positions• One position number should be posted in the

SDES Portal (PVA)• In Special Conditions indicate we are also

hiring for position number ______; applicants will also be considered for this position number as well

• To hire two people from a pool you must interview four applicants; to hire three people you must interview five applicants, etc.

Hiring Process

Additional actions being taken by SDES HR Personnel Support

• Selected candidate documents are reviewed for accuracy

• Hire process is monitored until approved by central HR

• Department is notified of Approval for Hire

Hiring ProcessDepartmental HR liaison – REMINDERS• Diverse candidate pool • Verify all veteran applicants receive interview for USPS positions

• (No interview - detailed notes on all attempts to contact applicant must be entered in (PageUp)

• Verify at least two USPS employees were interviewed • 3 face to face interviews required. Exceptions on a case by case basis• Eliminate all candidates; choose the selected candidate last• Upload all appropriate documents (telephone reference check,

transcripts, etc.)• If the candidate is a UCF employee – Start date is beginning of a pay

period• If the candidate is hired from the outside - Start date preference is

beginning of the pay period or a Friday• Move the hire forward to the “Department Staffing Coordinator” (ie

LaVerne/Pamlia) (PageUp)• Submit selected candidate’s hire action (Service Now)

Hiring ProcessBackground Check Procedures (USPS and A&P)*

• The background check is done as the hire is reviewed by Talent- Human Resources

• The candidate is sent an email by Talent with instructions on completing the online background check application

• The candidate has 48 hours to complete the application

*process will change when PageUp goes live

Common Hire Packet ErrorsHire packets are returned for the following reasons:• The person contacted for the telephone reference check is not

listed on the application as a previous or current supervisor• The telephone reference check reflects a company that’s not listed

on the application• Unofficial transcripts with the highest degree EARNED not

included; hire cannot be moved forward without this. The only exception is if the degree or hours are from UCF.

• Search Committee minutes and notices were not submitted with the hire (when applicable)

• Search Committee applicants were not eliminated in rounds that matched the minutes

• Applicants not eliminated (i.e. status)

Second Source Ad Resources for 2018

All A&P and Faculty positions require secondary source postings. The good news is SDES B&PS has taken care of this for you as we have paid for unlimited SDES postings to the following job boards: DiversityJobs.comHigherEdJobs.comStudentAffairs.com

Please note the following changes

UCF’s contract with the Chronicle of Higher Education for unlimited postings expires 9/21/18. If you wish to post job vacancies in the Chronicle your department will need to make those arrangements and payments.

CareerBuilder cost will increase to $225 from $175 effective August 1, 2018With Career Builder make sure to select you want the position posted and provide the appropriate account number to be charged. Talent Acquisition will post the position and provide a copy of the posting for your records.

Compensation Pre-AnalysisUSPS Positions• Years of Experience is completed• Information is submitted to David Pavlonnis for

pre-analysis review • Department is notified of contingent salary offer

A&P Positions• A request for pre-analysis is automatically submitted to

Compensation for all A&P hires• Once the pre-analysis is received from Compensation,

David Pavlonnis will review and contact will be made with departmental leadership regarding recommended salary

• Once the salary is confirmed the hire packet is moved forward to Talent

Establishing a New PositionComplete SDES HR Action Form (Service Now) and attach the following documents:

• Position description (PD) detailing the duties the employee will be performing (leave position number section blank)

• Department Org Chart with position numbers and job titles• Detailed justification Memo

• Position number will be assigned• Compensation pre-analysis will be completed• Department will receive position approval notification• ePAF will be processed • New position will be added to PVA portal by Laverne or Pamlia • Position can now be posted on PVA portal

Position Reclassification/Update

Complete SDES HR Action Form (Service Now) and attach the following documents

• Updated position description• Detailed justification memo• Updated org chart with position numbers and job titles

• Compensation pre-analysis will be completed• Department will receive position reclassification/update approval

notification • ePAF will be processed

What should be done prior to submitting Position Descriptions

• Ensure the current version of the PD template is being used:

https://hr.ucf.edu/files/AP_position_description-1.pdf (A&P positions)Ensure Responsibilities are identified as “essential” or “other”

https://hr.ucf.edu/files//USPS_Position_Description.pdf (USPS positions) *Percentages for responsibilities must total 100%

• SDES verbiage below should be listed under General Responsibilities:

“This position/classification may be moved at management’s discretion within the SDES division to a commensurate level position as determined by the Vice President of Student Development and Enrollment Services or his/her designee”

• Position supervised must include position number and job title• Final signature line is reserved for Dr. Sharon Ekern or Mr. David

Pavlonnis

Important MiscellaneousEmployment of Relatives:

https://hr.ucf.edu/files/EmploymentofRelativesForm.pdf

• All sections of form must be completed (including justification as to why this candidate is uniquely qualified to fulfill this position)

• Organizational chart with name of employee, relative and respective direct supervisor and second level supervisor listed (position titles and numbers should be listed)

• Dr. Sharon Ekern and David Pavlonnis are the final signature on this form prior to central HR.

Job Posting Detail:• When hiring at certain times of the year add language about

“must meet minimum qualifications by time of hire”

PageUp:

SDES Budget & Personnel Website

• All SDES B&PS commonly used forms are located at http://bps.sdes.ucf.edu

• SDES Policieshttp://bps.sdes.ucf.edu/policies

• HR Forms (A-Z):http://hr.ucf.edu/forms

Questions?