HR Newsletter
April 2014

Auburn University Human Resources
332 James E. Foy Hall
Auburn University, AL 36849
334.844.4145

Picture of Foy Hall
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Employee Recognition

Employee Recognition will be held at the Hotel and Conference Center on April 29, 2014. 

   
   

AU Celebrates Administrative-Professional Day

Auburn University will celebrate Administrative-Professionals Day on Thursday, April 24th with a luncheon and guest speaker -- Judge Glenda Hatchett. The program wil begin promptly at 11:30 a.m.

Judge Glenda Hatchett is a graduate of Mt. Holyoke College and Emory University School of Law, where she was an Earl Warren Scholar. Hatchett completed a prestigious federal clerkship in the United States District Court, Northern District of Georgia. She then spent nearly 10 years at Delta Air Lines, where she was the airline’s highest-ranking African-American woman. As Senior Attorney she represented Delta in labor/personnel and antitrust litigation and commercial acquisitions. As Public Relations Manager she supervised global crisis management and handled media relations for 50 U.S. cities as well as Europe and Asia. Her contributions led to recognition as one of the “100 Best and Brightest Women in Corporate America” by Ebony magazine.

In 1990, Hatchett was appointed Chief Presiding Judge of the Fulton County (Atlanta, Georgia) Juvenile Court—becoming the first African-American Chief Presiding Judge of a state court in Georgia and head of one of the largest juvenile court systems in the country.

Hatchett presided over the two-time Emmy nominated nationally syndicated show, “Judge Hatchett”.

Currently Hatchett sits on the National Football League’s Atlanta Falcons’ Board of Advisors, a position she has held since 2004, and serves as a consultant to the National Basketball Association and the National Football League.

Hatchett is the Founder and CEO of the newly established production company, Great Day Productions that specializes in television programming. She has been a legal contributor on national news outlets including, CNN, FOX News and The TODAY SHOW, and is the author of the national best sellers Say What You Mean and Mean What You Say (Harper Collins, 2003) and Dare to Take Charge (Center Street / Hachette Book Group, 2010). She is the recipient of numerous awards including the Roscoe Pound Award for outstanding work in Criminal Justice and the NAACP’s Thurgood Marshall Award.

Hatchett was named Distinguished Alumna at Mt. Holyoke College, which later granted her an honorary degree. Her other alma mater, Emory University Law School, named her Outstanding Alumni of the Year. Emory University also presented her with the highest award given to university alumni, the Emory Medal.

Plan now to attend: Seating is limited to 360 people and participation at previous events has quickly filled the room; therefore, we recommend that you complete this form and return it with your payment ASAP. For those departments requesting checks for payment via Auburn University Foundation, please send a copy of your request to Human Resources, so that you and your group are added to our list in a timely manner.

   
   

National Student Employment Week Office Decorating Contest

National Student Employment Week will be observed the week of April 14-18 and to recognize the contributions of Auburn University student workers, the Career Center is sponsoring an office decorating contest. The winning office will receive a pizza party for up to 25 people. To participate, sign up with Jay Skipworth, skipworth@auburn.edu, by April 9. Visit the website for complete contest information. http://www.auburn.edu/academic/provost/undergrad_studies/career/seoty/index.html

   
   

Reminder of Nepotism Policy

As summer approaches, we would like to take this opportunity to remind all of our supervisors that the University nepotism policy not only applies to our regular employees, it applies to our student and TES employees as well.

The University’s nepotism policy is comparable with the State of Alabama’s official policy.  Both policies consider “family” to include spouses, children, grandchildren, aunts, uncles, first cousins, and associated steps and
halves. 

The policy prohibits employment of these family members where a direct supervisory relationship is in place, or where a family member is in a position of authority to make decisions regarding work responsibilities, salary, schedule, performance evaluations, and other terms and conditions of employment as outlined in the policy.

The official policy can currently be found at:  https://sites.auburn.edu/admin/universitypolicies/Policies/AuburnUniversityNepotismPolicy.pdf

   
   

Student Employment Reminders

Need to hire great student employees? Don’t forget to post your positions on Tiger Recruiting Link, www.hire.auburn.edu.  The system is simple, free and allows you to reach a broad and diverse group of students. Questions? Contact Jay Skipworth at the Auburn University Career Center at 844-4744 or skipworth@auburn.edu.
Student Employee Hours:
Please continue to monitor and limit student employee work hours as outlined in the Policy for Work Hours.  Please make every effort to ensure that your student employees work within these limits:
Undergraduate Students (Student Employee and Work Study Jobs)
Up to 20 hours per week (.50 FTE) for all campus jobs combined. (Students are permitted to work up to 40 hours per week (1.0 FTE) for all jobs combined in the summer and during breaks between semesters.)
Graduate Students
Up to 20 hours per week (.50 FTE) for all assistantships and other campus jobs combined. (Students are permitted to work up to 40 hours per week (1.0 FTE) for all jobs combined in the summer and during breaks between semesters.)  Note: Exceptions are allowed in situations when a GTA is assigned to teach one four credit course and one three/four credit course. In such cases, appointments will be made at .58/.67 FTE respectively. Other exceptions may be requested with compelling academic justification, in writing to the Provost by the academic dean.  For questions and clarification about graduate student work policies please contact the Graduate School, 844-4700.
More information and guidelines for hiring students can be found on the Student Employment website at www.auburn.edu/career/employers/studentemployment/seguidelines.html

   
   

TES Maximum Hours Threshold Reminder

In October 2013 all HR Liaisons were asked to inform on-site supervisors utilizing TES services that there would be a maximum of 1,450 hours a TES employee can work during any twelve-month period.  With the assistance of Payroll & Employee Benefits and Information System Services, we began tracking hours worked beginning October 6, 2013.

We expect a number of TES employees to begin approaching this threshold during the May/June time period.  We will begin sending notifications in mid-April to on-site supervisors and TES employees regarding how many hours employees have available to be scheduled to work thru September/October 2014. 

No exceptions will be made to these maximum number of hours allowed in any non-benefits eligible assignment. 

In addition, we continue to monitor hours worked of any employee working 50% time or more to require the one-month break-in-service every eleven months.  This long-standing policy remains in place.

   
   

HRD Offers "The Fat on Cholesterol"

Dr. Pamela Stamm, Associate Professor in the Department of Pharmacy Practice, will present a workshop about lessening cholesterol’s contribution to heart disease—the number one cause of death in the U.S.—on April 8, 2014, from 2:30-4:30 p.m. in the Human Resource Development training facility, Room 1081 Beard-Eaves Memorial Coliseum. Participants will learn what levels of cholesterol are considered normal, the risk factors for heart attack and chest pain, and practical ways to reduce cholesterol, heart attacks, surgeries, and strokes through diet, exercise, and medications. Participants can register for the course in Fast-Train; instructions for Fast-Train connectivity are available at http://www.auburn.edu/administration/human_resources/hrd/fast-train.pdf .  For questions, contact Mary Elizabeth Fukai at mhf0005@auburn.edu or (334) 844-7363.

   
   

HR Legal Series Available in April

Starting on Tuesday, April 15, we are beginning another session of the Legal Series of Supervising University Employees.  This is a series of ten courses detailing the legal responsibilities of supervisors for employment decisions in the university environment.  Successful completion of the series will allow a supervisor to receive a certificate of Human Resource Supervisory Legal Competency.  All courses can be registered for in Fast-Train.  For information on registering in Fast-Train, follow this link:  http://www.auburn.edu/administration/human_resources/hrd/register.htm .

   
   

Statement of Economic Interests

Alabama state law stipulates that all AU employees making $75,000+ (per year), as well as all supervisors (regardless of annual salary) are required to complete a Statement of Economic Interests.   

Affected employees have been notified. Instructions for filing are below:

Please access and file the form from the Alabama Ethics Commission web site at http://ethics.alabama.gov/forms-ecint2.aspx  You must have Acrobat Reader on your computer.  If you do not, you will be prompted for a free download.     

It is very important that you include your full name, address, position, and the entity you are employed/associated with on the form. Your form should be submitted no later than April 30, 2014.

   
   

FLSA Reminder

It is vital to report all time worked by non-exempt employees accurately, as required by the Fair Labor Standards Act (FLSA). The following are some pitfalls which we need to steer clear of:

Sometimes employees prefer to arrive at the worksite before their shift starts. That's fine, so long as they're engaged only in personal activities; but if they perform work before clocking in, then we must pay them (or credit comp time) for that work. Answering the phone, handling business-related emails, cleaning off one's desk -- these are all work activities. Obviously, the same principles apply when we allow our people to work after they've clocked out.

Make sure you're clear on how call-back pay applies under AU policy. Non-exempt employees are entitled to a minimum of 4 hours pay if they are called in to work after their regular work schedule, but this applies only when they have literally left work and been called back in. If you inform your employee during her work shift that she's to stay late, or come in on Saturday morning to work, that is scheduled work after hours, not a call-back situation. Scheduled work time is not subject to the call-back minimum; if the employee works 1.5 hours, they should be paid for 1.5 hours.

Remember that non-exempt employees need to be compensated for all work performed!

   
   

Exempt vs. Non-Exempt

Exempt and non-exempt are two terms most people have heard but may not fully understand. One major misconception is that a person can simply choose whether a particular position is classified as exempt or non-exempt. Many people believe that simply by paying a salary and not an hourly wage that an employee is exempt from receiving overtime pay. Neither of these statements is true.

The terms exempt and non-exempt come from a federal law - the Fair Labor Standards Act or FLSA. This law has many provisions including minimum wage provisions, recordkeeping, child labor standards, and overtime provisions. It is from the overtime provisions of the Fair Labor Standards Act that we find the terms exempt and non-exempt. The law requires employers to classify positions as either exempt or non-exempt and provides the guidelines employers use to make such a determination. Non-exempt employees are entitled to overtime pay. Exempt employees are not entitled to overtime pay; hence, they are "exempt" from the overtime provisions of the law.

For non-exempt employees, the law provides for a minimum hourly wage, the maintenance of detailed records of hours worked, and overtime pay of one and one-half the regular rate for work in excess of 40 hours during a seven day pay period. Public institutions, such as Auburn University, are authorized to award compensatory time off at the premium rate equal to one and one-half hour for each overtime hour worked in lieu of pay.

   
   

Requirements of Alabama Child Labor Law

During the summer months, a number of our local youth start looking for jobs with the University. The state of Alabama requires employers to purchase Certificates to allow us to hire minors ages 14-17. These Certificates are purchased under the auspices of Temporary Employment Services; therefore, employees in these age groups can only be hired thru TES.

For any department wishing to place a minor under the age of 16, an additional form is required to be completed by the student's school. This is the Alabama Child Labor Eligibility Form, and it can be found on our Forms web site at:

http://www.auburn.edu/administration/human_resources/forms/index.html

Minors under the age of 18 are restricted as to the type of work they can perform; minors under 16 have even stricter restrictions. You may access the State's brochure covering the Alabama Child Labor Law at the following link: http://dir.alabama.gov/docs/guides/UC_ChildLabor_ChildLaborBrochure2012final.pdf

   
   

Nominations Sought for Spirit of Excellence Award

The Department of Human Resources is seeking nominations for the Spirit of Excellence Award. Each month the award is given to an employee from each of the following employment groups: Service and Maintenance, Secretarial and Clerical, Technical and Paraprofessional, and Administrative and Professional. To nominate an employee, a form must be completed and sent to the Spirit of Excellence Award, Department of Human Resources, 332 Foy Hall. To print a form, go to this link. For more information, contact Sonya Dixon at 844-7612 or dixonsa@auburn.edu.

   
   

Spirit of Excellence Winners

Each month AU presents Spirit of Excellence awards to four employees for outstanding service.

     
Recipients for March 2014 are:    
Category Name Unit
Office Admin Lorene Carden Pathobiology
Service Maintenance Harold Cummings Classroom Building Management
Admin Professional Jennifer Salter Theatre
Technical Lisa Whitmore Liberal Arts Administration

 

Do you know a fellow AU employee whose performance is consistently beyond what is expected? One who exemplifies professionalism and routinely puts forth extra effort? One whose contribution to the department's or university's mission is significant? If so, that person would be a perfect nominee for AU's monthly Spirit of Excellence award. You can link to the nomination form at http://www.auburn.edu/administration/human_resources/forms/spirit.pdf.

   
   

Moving? Want to Continue your Career In Higher Education?

The Department of Human Resources routinely receives position announcements from other colleges and universities. These are maintained in notebooks in the lobby of our department in 332 James E. Foy Hall. Please feel free to come by to review these during our lobby hours of 7:45 a.m. to 4:45 p.m, Monday through Friday.

   
   

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Auburn University is an EEO/Vet/Disability Employer

 

Last Updated: April 3, 2014

Human Resources | 332 James E. Foy Hall | Auburn University, Alabama 36849-5126 | (334) 844-4145 |
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