HR Newsletter
August 2014

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

Summer 2014

summer
Picture of Foy Hall
AU Seal
   
   

Labor Day Holiday

AU will observe the Labor Day Holiday this year on Monday, September 1st.

Employees who are scheduled to work on that day, but who are eligible for holidays (i.e. Regular employees), should be afforded equivalent time off as close to the holiday date as is practical. The 2014 Holiday schedule is summarized here.

   
   

Confidentiality Key During the Selection Process

 Each year, close to 10,000 individuals apply to jobs through Human Resources at Auburn University. These applicants include individuals from our local community, from amongst our campus employees, and from people around the world.

Many of these individuals are in situations in which they may not want their current employers to know they are seeking other employment. Some of these applicants are our own University employees who may wish to keep their job search confidential. And as with any community, you never know who knows who or who may be related to who!

Therefore, as supervisors and search committee members it is imperative that confidentiality be maintained as we move through the selection process. The names of candidates and the rationale behind selection decisions should only be discussed on a need to know basis with others officially  involved in the selection decision, both during the active search process as well as after its completion.

As a hiring supervisor or a member of a search committee, you are accepting the responsibility of protecting the integrity of the search process. This includes protecting the identity of the applicants being considered as well as confidentiality throughout the selection process.

   
   

Welcome, Arlene Brown!

Arlene BrownArlene Brown joined the HR staff on May 5 as a Specialist in the Employment Unit.  Arlene comes to us from the Ogletree Deakins law firm where she had been an Affirmative Action Data Analyst.  She also has approximately seven years of experience in higher education HR working with Banner,  including working in an administrative support role at AUM where she had responsibilities utilizing the PeopleAdmin applicant tracking system.  We are very fortunate to have someone with Arlene’s unique combination of skills joining our department!

   
   

HRD to Post and Publish “Schedule” for Fall Semester

Human Resource Development has posted the “Fall Semester 2014 Schedule of Courses” on line at the HRD web site http://www.auburn.edu/administration/human_resources/hrd/index.html and will distribute the “Schedule” via campus mail during the week  of August 18-22.  

   
   

On-Campus Student Supervisor Handbook Updated

The On-Campus Student Supervisor Handbook has been updated to include better descriptions of at-will employment, performance evaluation and documentation, and guidelines for termination of student employees.  This handbook is a one-stop shop for all the needs of supervisors that oversee on-campus student employees.  It includes a detailed breakdown of the hiring process, including how to use Banner, how to properly complete paperwork and ePAFs, hourly scheduling requirements, how to handle disciplinary problems and the termination process if necessary, and how to nominate your employees for the annual Student Employee of the Year (SEOTY) Award.  To access this handbook online, please click http://www.auburn.edu/academic/provost/undergrad_studies/career/employers/studentemployment/se_handbook.pdf .  Any additional questions regarding Student Employment can be directed to Alexandra Reiner, Student Employment Coordinator, Auburn University Career Center at adr0028@auburn.edu or (334) 844-3867.

   
   

Student Employment Summer 2014 Work Policies

In order to be eligible to work on campus as a student employee during the summer, current students must meet one of the following criteria:
1. Enrolled and taking classes during summer term(s). A copy of the student’s class schedule for the summer term must be included in the paperwork that goes to Human Resources.
2. Not enrolled in classes for summer term(s), but was enrolled in spring semester 2014 and is registered and has a class schedule for the fall semester 2014. A copy of the student’s spring 2014 schedule along with a copy of their upcoming fall class schedule must be included in the paperwork that goes to Human Resources.

May Graduates:
Students who graduated in May 2014, or before, are not allowed to work as a student employee.  These individuals must work as a TES employee. If a student graduated in May and will be entering graduate school in the fall, he/she must work during the summer as a TES employee and can begin work as a biweekly student employee on Monday, August 11.

New Students:
New students who will be entering Auburn in fall 2014 can begin work on Monday, August 11, five days prior to the first day of classes. Incoming students hired to work prior to that date must be hired as a TES employee. This applies to students who graduated and are returning for graduate school in the fall.

Work Hours:
Students are permitted to work up to 40 hours per week (1.0 FTE) for all jobs combined in the summer, May 5 through August 15. This applies even if a student is enrolled in classes during the summer term(s). Students must NOT be allowed to work over 40 hours per week. Hours worked over 40 qualify for overtime pay, which is not authorized for student employees.

Students employees age 18 and younger:
An Employee Information Sheet must be completed on all student employees 18 years of age or younger. This completed form, along with proof of age (driver’s license or other form of identification that lists the student’s birthday) must be sent with the student paperwork to Human Resources. The hiring department should also maintain a copy of this form and proof of age in the departmental office. Employee Information Sheet link: http://www.auburn.edu/administration/human_resources/forms/eeinfosht.pdf

For questions not covered in the above policies, please contact Nancy Bernard at 844-4744, nmb@auburn.edu. For student employment paperwork or human resources processes, please contact Human Resources at 844-4145.

   
   

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

   
   

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.

   
   

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 April 2014 are:    
Category Name Unit
Office Admin Delaine Borden Accounting
Service Maintenance Flora Gibson Cutodial Services
Admin Professional Linda Bell Theatre
Technical Larry Cobb Mechanical Shop
     
Recipients for May 2014 are:    
Category Name Unit
Office Admin Kimberly Ford Theatre
Service Maintenance Michael Hood Service Support
Admin Professional Contina McCall Construction Management
Technical Matthew Gist Theatre

 

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: August 1, 2014

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