Important Office of Human Resources midyear reminders follow:
Support staff personal holiday: Support employees with regular status who haven't used their personal holiday during the current fiscal year must use it no later than June 30. If you aren't sure it's been used, log into "Employee Self Service" then click "Time Off Current Balances and History." An available balance of hours under "Personal Holiday" indicates the personal day hasn't been used.
Address verification and update: Verify the accuracy of your home address on your next paycheck statement. The address on record is used for numerous important communications. To change your address, log into "Employee Self Service" and click the "Personal Information" tab; then click "Update Address." Update the permanent or "PR" address choice.
Background checks - employment: In support of efforts to maintain/foster the safety and security of students, faculty and staff, the University requires pre-employment Level 2 criminal background checks, including fingerprinting, pursuant to Florida Statute 435.04 for all prospective faculty/staff hires and promotions. Volunteers and students are generally exempt from background checks unless special conditions apply as related to Positions of Trust. Additionally, any current employee who occupies a position of trust as defined in the University's Background Checks Regulation 4.0080R, is required to successfully undergo a Level 2 background check as a condition of continued employment in such a position.
Background checks - notice: Faculty members whose assigned duties, including scholarly activity, result in a designation as occupying a position of trust are required to complete a background check pursuant to Florida law. Positions of trust include the following types of duties:
- Faculty working with a person under the age of 18 who is not enrolled or accepted for enrollment at UNF
- Faculty whose responsibilities require unsupervised or significant access to vulnerable populations, examples of which include child care centers, summer camps for minors and pre-college or enrichment programs
All faculty members who fill positions of trust as defined, must self-report this information by email to hr@unf.edu.
Campus Alert System: University administrators send faculty and staff an automatic voicemail when an urgent situation on campus arises. Therefore, provide your contact information by logging into "Employees Self Service" and clicking on the "Personal Information" tab; then click "Campus Emergency Alert System."
Disclosure of outside activity: Employees working outside of the University of North Florida or those who are engaged in outside activities where the need to verify that no conflict of interest exists, including additional employment within UNF, are reminded that a new Outside Activity Report must be completed and approved for year 2018-19.
Emergency contact information: Verify the accuracy of your emergency contact information by logging into "Employee Self Service." Click the "Personal Information" tab; then click "View Emergency Contacts." If the emergency contact person has changed or you want to add an additional contact, make the necessary updates.
Employee exit checklist: When an employee is separating from UNF or is transferring internally to a new department, supervisors must complete the Employee Exit Checklist form to ensure the employee returns all University equipment and property as well as removes access to computer systems.
Employment offers/salary confirmations: Departments are required to consult with Human Resources prior to extending any A&P or support staff job offers above the advertised rate. HR must review salary changes and provide final approval before any changes are communicated to employees.
Forms/reference guides/manuals: Use the latest versions located on the Human Resources website; discard or update those that have been downloaded/saved to your desktop.
Jeanne Clery Act Annual Security Report: Schools covered by the Clery Act are required to publish an annual security report. The ASR is available online here, or a paper copy may be requested in the Office of Human Resources, J.J. Daniel Hall, Building 1, Room 1101.
OPS terminations: When an OPS employee's assignment is complete, a termination PAF should be routed for signature and submitted to HR, so the job can be ended in the system.
Payroll processing requirement: When hiring, departments can't allow any new employee, including all OPS and student OPS, to begin work until the new employee has processed for payroll in the Office of Human Resources. If hiring or rehiring a student, send them to HR to process in before they begin working. There are no exceptions to this procedure. The following original documents are required:
- Photo identification: driver's license, state ID, school ID, military ID, passport, etc.
- Social security card or birth certificate or passport
- Voided personal check for direct deposit
Public records exemptions: With the exception of social security numbers and medical information, employee personnel records are generally public record and must be released in response to a public records request. However, there are statutory exemptions that make home addresses and personal phone numbers exempt from disclosure based on certain situations for employees, their spouses and parents. The Office of Human Resources captures this information at the point of hire; however, the University encourages current employees to periodically review the exemptions to determine if a change in employment or spouse's employment may make home address information exempt from disclosure. The exemptions can be reviewed here. If your exemption status has changed, complete the form and forward to HR by email or by campus mail to Office of Human Resources, J.J. Daniel Hall, Building 1, Room 1000.
Reemployment after retirement: Effective July 1, 2010, Florida statutes changed the provisions under which a retiree, which by statutory definition can occur at any age, may be reemployed at an FRS participating employer. Click here for more information.
Timesheet approvers and proxies: All timesheet approvers are required to set up a proxy who can approve timesheets in their absence. If you are designated as a proxy approver, never approve your own timesheet. If you are approving time as a proxy and there is no other proxy to approve your time, contact HR at (904) 620-2903.
Workers' compensation: In the event of a medical emergency, an injured employee immediately should be transported to the nearest medical facility for treatment; AmeriSys, the University's workers' compensation administration partner, should be notified a soon as possible thereafter. All other injuries, regardless of whether treatment is sought, should be reported to/coordinated through AmeriSys. Click here for detailed information.
Concerns/issues: For discrimination and Title IX concerns, click here or call (904) 620-2507. For employee and labor relations concerns, call (904) 620-2981.
