Welcome to HR Presents

February 19, 2014

10:30 am – 12:00 pm
Milton Hall (RM 85)
WELCOME & INTRODUCTIONS
By: Dr. Andrew Peña
Assistant Vice President for Human Resource Services
STUDENT EMPLOYEES;
HIRING &
DISCIPLINE/TERMINATION
Presented by: Abigail Denham
HR Specialist; Employment

Patricia Leyba
HR Specialist Sr.; Employee & Management Services
 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
 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
 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
 Student Employees
• Graduate Assistant Processing
– EPAF
• Position Numbers
– 917555 Graduate 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
 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
 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
 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
 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
 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.
 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
 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
HEALTHCARE REFORM
Presented by: Kathy Agnew, Assistant Director
Employment and Compensation Services
 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)
 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

 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

STAFF POSITION
MANAGEMENT CYCLE
Presented by: Kathy Agnew, Assistant Director
Employment and Compensation Services
 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

 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

LEGISLATIVE SESSION
UPDATE
Presented by: Angela Throneberry, Senior Vice President
Administration and Finance
CLOSING REMARKS &
ADJOURNMENT