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Click here to read this month's Broncho Beat

  • New Employees Starting in October
  • Staff Senate Update
  • Employment Law Forum
  • Last New Hire Dates of 2017
  • Broncho Brags
  • The Daybreak Lounge
  • Traveling and Purchasing Holiday Deadlines
  • Year End Payroll Reminders
  • Employee Holiday Craft Fair
  • Years of Service Celebration
  • November Service Anniversaries
  • November Birthdays
  • Professional Development Sessions
  • Wellness Center Update

Older issues can be viewed by clicking here


HR Events

Events | Top Stories | Upcoming Training | HR@UCO News

Events

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Top Stories:

Click headlines below to read more!

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Upcoming Training:

Professional Staff/Faculty Screening Committee Training

If you are serving on a screening committee for any position on campus, you should register to complete both parts of this training if you have not attended a session within the past 24 months.

Part 1: Essentials of Interviewing and Hiring: Behavioral Interview Techniques.

This is an online interactive module that you can complete at your desk in your own time. Simply log into the learning center by following this link - Once there, launch the module and follow this guide to help you:

Technology_________________________________________

  • Firefox is the most compatible browser to use when completing sessions in the Learning Center. Use this link to download. https://www.mozilla.org/en-US/firefox/new/
  • Log into the Learning Center with your UCO username and password.
  • Your Java may need to be updated. Allow blocked content if needed for full functionality.
  • It will take 24-hours for your score and completion status to display in the Learning Center.
    • Click here for a full-Learning Center user guide including detailed instructions on how to log in and what software may be required.
    • Please report any technical difficulties to the Service Desk at 974-2255 or support@uco.edu

Helpful Tips__________________________________________

  • Photos for this online module sometimes arrive with a 30 second delay and the only thing displayed is a white screen. If you hear the audio, everything is probably fine.
  • At times, you will be asked to type what you might do in a given situation and then clicking a button to compare what you said with the module’s answer.
  • Taking notes may give you something to refer to when developing interview questions and immediately before the interview.
  • Closed captioning is available with the “CC” button in the bottom right corner of the module.

Expectations__________________________________________

  • You must complete this module with an 80% score or better.
  • Complete every section of the module.

Useful Links___________________________________________

Part 2: Attend the “In-Person” Screening Committee Training.

Once you have completed part 1 above, and achieved the satisfactory score in the end of module test, email jobs@uco.edu to let them know. Someone from the Talent Acquisition team will send you details of upcoming session dates.

Once you have completed both parts, you will be marked as eligible to sit on screening committees for a further 24 months from date of completion.

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HR@UCO News:

Employment Law Forum for Supervisors

UCO Human Resources will host an Employment Law Forum for supervisors from 2–4 p.m. on Thursday, Nov. 9 in Room 308, Education and 9-11 a.m. Friday, Nov. 10 in Room 102, Education.

Attorney Paul Ross from McAfee and Taft will lead participants through common questions regarding the Family and Medical Leave Act (FMLA), such as when to require FMLA, returning to work when no FMLA is in place and supervisor concerns with misuse of FMLA and the American Disabilities Act (ADA) related to workplace accommodations. Both sessions will include light refreshments and the opportunity for Q&A. For more information, contact Mary Deter at 405-974-2630.

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 Last New Hire Dates of 2017

Dear Hiring Departments, please note there are only 3 intake dates remaining for 2017.

  • Monday Oct 30th
  • Monday Nov 13th
  • Monday Nov 27th

If you have an open position you need to hire before 2018 please be sure to send the completed job offer worksheet to jobs@uco.edu by end of day Tues 21st November. Any offer details received after this date will start on or after Tuesday January 2nd 2018. For further details email jobs@uco.edu

Sincerely,
Compensation & Talent Acquisition

VOYA Webinar

Voya believes that everyone is entitled to a secure financial future. To help, we will be offering the “Investing concepts simplified” webinar on September 19th. In this 30-minute webinar, we will explore how risk tolerance and time can impact your strategy and help you invest with confidence. Click here for more information

Weight Wise Bariatric Program Announcement

The Zero Card is excited to announce a bariatric provider in Oklahoma City! Click here for more information.

iCIMs is Live!

iCIMs Logo

Effective July 10, 2017, Human Resources have moved UCO’s applicant tracking system over to a new system called iCIMs. All new postings will be created in iCIMs going forward. Any postings that were created in PeopleAdmin are now unavailable to applicants, however, you still have access to applications submitted before today. Modifications will also still be processed in PeopleAdmin for the time being.

Postings:

  • You may begin accessing your new iCIMS Talent Platform at https://jobs.uco.edu/hr We recommend adding the URL as your internet browser homepage or to your favorites.
  • You can access the platform now to review the system features and functionality. Your login and password details are the same as your Computer/Email details as before.
  • In order to learn more about using iCIMS, we suggest you sign up to the next available training session you can attend (if you haven’t done so already), more details here

Modifications:

New Features:

  • Calendar syncing for interview setup: this feature is still being integrated, more info to come at a later date
  • Mobile app for iOS – you can now approve postings and review applicants with the iCIMS app! To get started, email us at jobs@uco.edu and we will send you an invite to download the app.

If you have any questions, or you have attempted to login unsuccessfully, email jobs@uco.edu and we will get you set up!

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iCIMs replacing PeopleAdmin

We are thrilled to let you know that we are in the process of launching a new system for UCO applicants to apply for jobs. We are very excited to be using the iCIMS Talent Platform as our new system and want to include you in the process. As we get ready to launch, we wanted to let you know of some of the exciting features that will make your lives easier:

iCIMS will now be the system of record for all candidates and will display real-time information on all of our candidate and job activity. It will automate some of our processes, making them more efficient and sometimes paperless.

Requisition creation: You will have templates ready for use for each position you need to recruit for.

Approvals: You will have full visibility into the approval process as well as notifications and an audit trail to ensure no bottlenecks occur. All approvals are also mobile.

Notes: You will be able to easily review and write notes on candidates and communicate with them.

Scheduling: iCIMS will be connected to your Outlook calendar so that you can see free/ busy time for interview scheduling and send information to attendees’ right from the invitation.

Tracking: When you log into iCIMS there will be real time metrics on your jobs as well as any information you need to be successful.

We anticipate launching iCIMs on or around July 10th, so in order for you get the most out of this switch, we have scheduled training sessions at the following dates and times:

All in ADM 101A:

June Dates

Monday, June 19th – 12:00 PM – 2:00 PM
Thursday, June 22nd – 10:00 AM – 12:00 PM
Tuesday, June 27th – 12:00 PM – 2:00 PM
Friday, June 30th – 10:00 AM – 12:00 PM

July dates

Wednesday, July 12th – 1:00 PM – 3:00 PM
Thursday, July 13th – 9:00 AM – 11:00 AM
Friday, July 14th – 1:00 PM – 3:00 PM
Monday, July 17th – 1:00 PM – 3:00 PM
Tuesday, July 18th – 9:00 AM – 11:00 AM
Wednesday, July 19th – 1:00 PM – 3:00 PM
Thursday, July 20th – 1:00 PM – 3:00 PM
Friday, July 21st – 9:00 AM – 11:00 AM

To schedule yourself for training, select a session and enroll through the learning center here 

For more details, contact jobs@uco.edu

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Food Truck Palooza 2017

Human Resources announces the third annual Food Truck Palooza, an employee appreciation event! Food trucks include Brown's Kitchen, Taste of Soul Eggroll, Chef Ray's, Klemm's Smoke Haus, Saucee Sicilian, Mob Grill, Healthy Hippo, Snow S'more, and Coit's will be rolling onto campus on Tuesday, May 9th from 11:00 a.m. - 2:00 p.m. in Plunkett Park.

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LUCO and MDP Programs win National Award

Congratulations to both Leadership UCO (LUCO) and Management Development Programs (MDP) for placing second and third respectively in the Leadership Excellence awards in the category of Certificate Program with Emphasis in Leadership/Organizational Development through HR.com. These two UCO programs defeated over 120 other leadership program applicants nationwide. This is the second consecutive year LUCO placed in the top 10 and the first year MDP applied.

LEAD Award

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UCO Partners with NICOA to Offer Departments Subsidized Temporary Staff

The National Indian Council on Aging, Inc. has a great training program called SCSEP (Senior Community Service Employment Program). Through a grant from the U. S. Department of Labor, NICOA SCSEP staff match elder (55 and older) participants with valued Host Agencies. The host agency (UCO) provides training and supervision to the participant; and NICOA provides the participant a training wage.  SCSEP participants are matched to meet the needs of the specific department while gaining skills they need to help them re-enter the workforce.

NICOA SCSEP can provide your department with the temporary additional staffing assistance necessary to strengthen the programs and services you provide to the UCO community.  Many host agency supervisors have found that they are able to delegate work assignments and complete priority tasks more effectively by having NICOA participants train at their agency.  Additionally, as a host agency for NICOA SCSEP, UCO will be providing valuable training for a person in our community who desires employment.

NICOA pays the participants to work so that they can learn valuable skills to re-enter the workforce. For more information, or to get started, contact:

Arnetta Yancey
SCSEP Southeast Program Manager
National Indian Council on Aging
909 S. Meridian, Suite 540
Oklahoma City, Oklahoma  73108
Office:  (405) 951-9240
Fax:  (405) 951-9232
ayancey@nicoa.org

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Employees Can Receive Annual W-2 and 1095-C Forms Electronically

Each year UCO sends the required 1095-C form to all employees who are covered on UCO medical insurance along with your W-2. However, you can now elected to receive your 1095-C and W-2 statement on-line through UCOnnect. Federal regulations require that employees give their consent to receive the form W-2 and 1095-C in an electronic format. Once consent is given it carries forward each year and does not need to be repeated. An employee who consents to receiving forms W-2 and 1095-C electronically will not receive paper copies in the mail. Agreeing to receive these forms electronically now does not mean you cannot change your consent in the future. If consent is withdrawn, it will be effective for those form W-2 and 1095-C statements not yet issued. Consent may be withdrawn electronically or in writing.

Directions for Online Form W-2 and 1095-C Consent

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UCO Prepares for New FLSA Changes

UCO Human Resources has been tracking proposed modifications to the federal Fair Labor Standards Act (FLSA). We want to make sure you are aware of changes to the overtime eligibility rules, and how they will impact UCO.

To provide employees with information about the changes, and how they may affect you, Human Resources has prepared an overview and frequently asked questions, and additional information will be shared as implementation plans are finalized.


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Professional Development's LUCO Program Wins National Award...

The UCO Professional Development team is excited to announce that Leadership UCO (LUCO) placed 7th nationally in the Certificate Programs with Emphasis on Leadership/Organizational Development in the 2016 Leadership Excellence Awards according to HR.com. The Professional Development team would like to thank those of you who voted UCO into the top 10! If you didn’t get a chance to vote, we will apply again for next year’s award, so stay tuned. 

Top 10 List of Winners of the Program with Emphasis on Leadership Award

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UCO participates in selecting an Insurance Broker in hopes of more favorable rates…

UCO is a member of OKHEEI (Oklahoma Higher Education Employee Insurance Group) that is a consortium of Oklahoma universities created to generate greater purchase power in the healthcare market). In February OKHEEI will contract with an Insurance Consultant to evaluate and make recommendations for our healthcare plan offerings, and negotiate rates for 2016.  Specifically, we want to explore if there are ways we can reduce our medical premium costs – not only to the universities but to our employees for dependent coverage.

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UCO investigates and is preparing materials for an employee choice “cafeteria” style Benefits plan…

In addition, here at UCO, we plan to pilot a “cafeteria” style plan where you can use the dollars UCO currently pays towards your benefits to pick and choice the coverages* and benefits you want and need for you and your family. We also want to explore additional voluntary benefits, and other healthcare offerings to supplement our medical plans -- perhaps a separate “preferred pharmacy” program, as an example. Unspent dollars, if any, can be added to your paycheck!

We pride ourselves in being an Employer of Choice and believe it is important to find and offer the best benefits available in our market, at reasonable rates, to competitively recruit and retain talent. It may take a couple of years to fully implement, but we are most definitely moving in the right direction. Watch for details later this summer!

*Remember you must be covered through UCO’s medical plan, unless you can show proof of coverage elsewhere.

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With a contracted consultant, your UCO compensation department completed the first phase of a Classification project in 2014. Specifically, the consultant provided:

  • A review of our current practices and assistance to draft a written compensation policy to incorporate those practices in late 2013, that was presented and approved by the President’s Cabinet. 
  • Agreed and advised that we need to address gaps in our compensation program, and update our policy accordingly: Starting salaries* that acknowledge experience; also for current employees -- to adjust existing salaries* to recognize same. Suggest a target of paying at 100% of market value for a position at 5 years of service, and at least maintaining that level thereafter.
    • Promotion criteria – determine and set career paths, and establish a basis or review for “other” promotions driven by business need (to include recognizing and capitalizing on existing talent).
    • Regular salary advancement opportunities* – combination of time on the job and merit.
  • Starting salaries* that acknowledge experience; also for current employees -- to adjust existing salaries* to recognize same. Suggest a target of paying at 100% of market value for a position at 5 years of service, and at least maintaining that level thereafter.
  • Confirmed that we should define, and then adopt, business need of the University as the primary driver for the type & number of positions, and levels, within the organization. This will allow us to:
    • Attract and retain talent.
    • Minimize inequitable actions.
    • Avoid (further) salary compression.
    • Start addressing existing issues.
  • Standardized our “existing” job descriptions (JD’s) to create position profiles
    • Consolidated approximately 1,200 individualized JD’s into 300 (more or less) Position Profiles.
    • Provided additional best practice and future needs Profiles.
    • Provided a job evaluation template.
    • New process allows for more accurate market pricing.
  • Created job “families” and “levels” guide, using our current structure as a basis.
  • Reviewed and validated our “market pricing” resources and process.
  • Offered consultation, expertise and advise to confirm we are moving in the right direction.

Latter 2014 Implementation Actions:

  • From the profile slotting, Compensation reexamined market pricing for each profile, and applied it to each staff member.
  • Approximately half way through the process, University funded increases to those less than 85%. (Additional increases are due for those finalized after the increase*).
  • Currently working with departments on the day-to-day restructuring events and/or when positions become vacant, to departmentalize profiles into JD’s for proper slotting, reclassifications and/or postings.
  • Encouraging departments to start at 90% of market*, if budget permits.

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Moving into 2015 Compensation is working with a new consultant to continue efforts of classification project, our own College of Business, for the next phase of the project. Specifically:

  • Assist divisions in the development of criteria for levels within unique, division-specific profiles.
  • Development of criteria (experience & learning) needed for levels that are used across campus (Administrative support, department level IT positions, and Advisors, as examples).

Reminder: examples of specific duties and preferred qualification will always be available to distinguish varying departmental needs.

  • Criteria on how many, and what levels, are needed in any and all given areas. From Administrative Assistants I’s, II’s and III’s to Assistant/Associate Vice Presidents.
  • Criteria for promotions (from one pay grade to a higher pay grade*).
  • Criteria for salary advancements within an employee’s current range*.

*Any and all salary changes require funding/budget approval.


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