Human Resources

Welcome

Welcome to the Human Resources' website. Whether you are a staff member, faculty member, applicant, student, or a member of the public, we welcome your visit and look forward to assisting you. Our website is designed to provide portals for site visitors based on the type of visitor: job seeker, new hire, employee, or supervisor.


COVID-19 News and Updates:

To keep up-to-date on what is happening with COVID-19 and how it affects employees of the University of West Florida, review the news and updates below.

 

UWF Hiring Suspension FAQ

In response to the continuously changing circumstances involving COVID-19, the University is suspending all hiring, with the exception of faculty and student positions, effective March 19, 2020 until further notice. This includes E&G, Auxiliary, C&G, and Foundation funded appointments.

This temporary suspension also applies to all promotions, any permanent pay increases and reclassifications, effective immediately.

If you have any questions, please contact hr@uwf.edu.

How long will the hiring suspension last?

In response to the continuously changing circumstances involving COVID-19, the University has suspended all staff hires, including OPS, unless an exception is granted by the Associate Vice President for Human Resources and the appropriate division head. 

What positions are included in the hiring suspension?
The hiring suspension includes E&G, Auxiliary, C&G, and Foundation funded staff, including OPS, positions. Faculty and student positions are NOT included in the suspension and hiring for those positions may continue.

Are positions NOT included in the suspension (student employees and faculty positions) required to be approved by the division head and AVP of HR?

For the duration of the University’s remote operations, Human Resources recommends that you speak with your division head prior to hiring student employees.   

What are the applicable reasons for exceptions?

Reasons for exception may include positions critical to:

  • Campus and personal health and safety
  • Compliance with federal, state, and local laws and regulations
  • Delivery of essential University services
  • Courses necessary for timely graduation
  • Advancement of the academic mission

What is the process to receive an exception for a staff hire?

To request an exception, the hiring manager must email the request for approval, including the rationale for the request, to Jamie Sprague, Associate Vice President for Human Resources, and the appropriate Division Head, for review and consideration. If approved for recruitment, job openings will be advertised in accordance with the University's normal recruitment process.

Can I move a student employee to an OPS position during this time period?

OPS positions are under the same guidelines as staff hires, which are suspended unless an exception is granted by the Associate Vice President for Human Resources and the appropriate division head.

Can I offer a promotion or added responsibilities during this time period?

Unless an exception has been granted by the Associate Vice President for Human Resources and the appropriate division head, you cannot offer a promotion or added responsibilities during this time period.

COVID-19 Emergency Work From Home Agreement for OPS and Student Employees

As the university prepares for enhanced social distancing and maintaining operations, the COVID-19 Emergency Remote Work Procedure for OPS and Student Employees is now being activated.

The COVID-19 Emergency Remote Work Procedure provides for expedited approval for university OPS and Student employees to temporarily work remotely due to the COVID-19 pandemic. The procedure provides for departmental-level approval of emergency remote work arrangements to achieve the university’s objective to increase social distancing for employees.

Please always confer with your supervisor on work assignments and status of the university services. If you have been designated as a work from home OPS or Student Employee you should immediately review the Procedure document for guidance and visit Confluence for assuring you have activated your remote access to your University Desktop. (Call ITS HELP DESK if you need additional assistance (850) 474-2075.)

Please call Human Resources if you have any questions (850) 474-2694.

Tips for Supervisors of Remote Workers

Right now, remote working, or working from home, has become more than a trend. It's now a necessity at the University of West Florida due to the outbreak of COVID-19. Many of UWF supervisors are finding themselves suddenly supervising and managing a remote worker or a team of remote workers. Honestly, that can be scary, especially if it's the first time you've ever had to do so and didn't have a lot of time to prepare.

If that's you, this list of tips will help you set up yourself and your team for success:

  1. Have a Daily Check-In
  2. Communicate a Lot

Whenever possible, this should be one-on-one, and face-to-face via video. Phone conversations, text messages, and email go only so far. Your team needs to see you, and you need to see them. The good news is that services like Zoom or Google's Team Hangouts make this relatively easy. Although daily check-in is recommended, try not to go a business week without a face-to-face check-in with your employees.  The purpose is simple--set the agenda and provide the feedback and resources your team members need.

It probably goes without saying that you should be in regular communication with your team. One of the hardest things about working from home, especially if you're used to an office environment, is the sense of loneliness and isolation that can set in. That's especially true considering that many people are practicing social distancing. 

Remember to offer the Employee Assistance Program (The EAP-Aetna Resources for Living) to your employees.  The EAP has many resources for employees who are trying to cope with our new work situation.  The EAP user name and password is UWF.

  1. Take Advantage of Technology
  2. Manage Expectations

As a supervisor, your job is to keep your team connected. Communication tools like Zoom, Google Hangouts, and Google Docs are a simple way to keep everyone engaged. While email and text messages might be a short-term solution, these types of tools are far better suited for collaboration and communication. Some of the collaboration tools are even available free right now (Google Hangouts and Zoom).

Help your team figure out what they should do, and create realistic expectations for their work. By the way, "managing expectations" applies to you as a supervisor as well. Set yourself and your team up for success by clearly stating both the tasks and the reasons behind them, and help your team understand exactly how you will measure success.

That means defining the scope, deadlines, and deliverables for each task or project your team is working on. Otherwise, don't be surprised if a few weeks from now you find yourself wondering what everyone was doing. Which brings us to ...

  1. Focus on Outcomes, Not Activity
  2. Be Flexible

It's not possible to supervise every aspect of the work done by a remote team. For what it's worth, you shouldn't be trying to supervise every aspect of any team's work, but especially when your team is distributed across different locations. Instead of focusing on activity or hours worked, focus on the outcomes and measure your team accordingly.

Understand that, especially in the current environment, your team has a lot going on. That's not an excuse for not getting things done, but it is a reason to reconsider what productivity really means. Punching a clock for eight hours is out. Regular work hours are also probably out for many people. Instead, trust your team and give them the freedom and flexibility to get work done on the schedule that helps them be the most productive. That's good for your team in the long run anyway.

  1. Provide Alternate Assignments
  2. Research a topic in your area and provide a written summary of the research topic.
  3. Provide scholarly articles for the employee to read. Have them write a brief summary of the article.
  4. Read the department’s standing operating procedures and provide suggestions for edits.
  5. Professional Development—UWF has the following available for on-line learning:

During this time of remote work, you may have to provide alternate assignments to your employees.  Alternate assignments should be related to the department, their duties, etc.  Here are some examples of alternate assignments:

  • Hoonuit (formerly Atomic Learning): A video-based technology training tool. Students and employees can access training on everything from Microsoft Word, Excel, Access, PowerPoint, and basic computer literacy for PC and Mac. Students and employees can also access trainings on Adobe products, Google Docs, APA / MLA/ Turabian Research Formats, Web Development, Career Skills, etc.!  
  • Cross-Cultural Competency Certificate Program:University of West Florida faculty, staff, and students are eligible to earn the Cross-Cultural Competency Certificate. Participants must complete the Core Course as well as five additional online or in-person courses within a two-year period to earn a certificate. Contact inclusion@uwf.edu for more information.  

Hoonuit also includes such topics as:  communication, strategies for working with a group, how to create a unique presentation, customer service, etc.

Hoonuit can be found by searching Hoonuit on your MyUWF page.  There is a search bar at the top of the page to look for topics. 

  • Aetna Resources for Living (EAP) online training:The username and password are UWF.  You can sign up for the online training at the bottom of the page.
  • EVERFI (formerly Law Room): All courses that are available for employees to take are listed on each employee’s account page in EVERFI. EVERFI can be found by searching Law Room on your MyUWF page.
Tips for Remote Workers

Employees who work remotely often find it is different than they expected, requiring new skills and habits. The following tips can help:

DEFINE YOUR WORKSPACE

It can be easy to sit on the sofa with your laptop and expect to get work done. But keep in mind that we are creatures of habit and most of us are used to lounging with our laptops to read the news, watch TV, play games and chat with friends and family. Establishing a workspace, even if it is your kitchen table, gives your brain a cue that it is time for work.

MASTER THE BASICS

Work with their supervisors to receive approval in advance and develop a plan that allows them to meet deliverables and maintain communication, productivity and efficiency.

A few steps to get you started:

  • Add your schedule to your email signature line.
  • Learn how to remote into the UWF network and access other online tools you regularly use. Visit Continuity Tools provided by ITS for more information.
  • Check out Zoom, Google Hangouts, Google Docs, or another instant messaging client to stay connected to your colleagues.
  • Plan for video calls/meetings by making sure you know how to turn on your computer’s camera and microphone and being aware that your colleagues may be able to see the background behind you. Note: Ceiling fans and lights are not a good combination for video call/meetings.

SET DAILY GOALS, TRACK THEM, AND SHARE YOUR PROGRESS

You may be surprised by how differently the workday passes without normal office interruptions that break up your day or influence what you do next. Start each day by writing down what you need to achieve and then track your progress. Pay attention to how long tasks take you and start adjusting your daily goals to match your current rhythm. Communicate with your supervisor and/or colleagues if you think your plan needs to be adjusted.

ELIMINATE DISTRACTIONS

If home is where your heart is then work from home can mean pets, children or a favorite hobby are only a few feet away. Depending on your living arrangements, you may need to hang a “do not disturb” sign so your family members don’t interrupt you. Pets often need a closed door to keep them away and headphones can help block out noise.

PRIORITIZE PRIVACY

Whether you are in your home or a common area, take five minutes to assess the privacy of your workspace. Can someone standing behind you read your computer screen? Are your windows open so your neighbor can hear your phone call? What information do you need to secure before grabbing a cup of coffee or heading to the restroom? Your personal privacy matters too, so see if there is anything around you that would not want visible during a video conference with others.

STAY CONNECTED

Many people say they do not call or instant-message colleagues who are working remotely because they don’t want to bother them. Remember, they are working too. You should feel confident about calling or messaging a fellow employee who is working remotely anytime you would walk to their office or call them if you were working on-site. You can even keep your daily coffee run – simply plan to call or video chat with a cup in hand at the time your crew would normally walk to your favorite spot.

DRESS FOR WORK

Just like sitting on the couch can make us feel a little too relaxed, wearing pajamas all day makes it hard to get into work mode. Dressing casually is definitely a perk of working at home but getting “ready for work” is a daily ritual that many who work from home swear by.

 

What You Need to Know if You Have a Work Related Injury During COVID-19

If you have a work-related injury on campus, or working remotely, please complete a Report of Injury form and submit it to Human Resources as soon as possible after the injury. Failure to report an injury may result in employee’s forfeiture of right available from workers’ compensation.  Please include as much detail regarding your injury on the form.

Human Resources will report your injury to Amerisys.  You will receive an email with a claim number and phone number to schedule your Workers’ Compensation related appointment.

In order to reduce the chance of spreading the Coronavirus, Baptist Occupational Health has sent guidelines we need to follow in order to be in compliance with fluid CDC guidelines with regard to protecting the employees and following the required social distancing with their patients and staff.

  1. Effective immediately WALK-INS ARE NOT BEING ACCEPTED AT THIS TIME other than an initial injury that requires same day triage. We do ask that you call ahead so we coordinate the correct procedure to protect your employee. 850.208.6400 Option 1
  2. All appointments will need to be scheduled, and limited to critical need services only. If an employee does not show up at the appointment time, we reserve the right to reschedule them for the next available time if possible for such services. Please advise all employees to not bring family members into the Medical Park building and Occupational Health clinic unless they are required for assistance. We may then ask them to wait in a separate location until the appointment is completed. Supervisors attending with employees should also be aware that limitations are in place and may be requested to wait in a separate location also.
  3. Only exams and physicals that are critical to employment status will be performed; new hire exams will be available for critical positions only.
  4. Respirator Fit Tests are limited to those that are part of critical need or new hire scenario only at this time. Please remember to send the employee with their mask. If they do not have a mask, we do not have the resources to supply one at this time and therefore the service will not be performed.
  5. Drug Screens will be performed for new hires critical position only, post-accident and reasonable suspicion only. Please call ahead to schedule these.
  6. Workers Compensation follow up visits are being scheduled based on provider assessed need and complexity. Please be aware this is to assist in managing the case appropriately at this time. We will be contacting you and your employee regarding this.

We are working diligently to stay focused on meeting the needs of our employees in these challenging times. Please be patient with us, and know that we are working in the best interest of our employees at all times.

For questions regarding Worker’s Compensation, please contact Human Resources at 850.474.2694.

Coping with Coronavirus

UWF's Employee Assistance Program (EAP) is providing resources to all employees for coping with COVID-19. If you have concerns, please visit the Aetna EAP site for information on the following and more:

  • National resources - information from the CDC and Aetna
  • Articles
    • Adjusting to remote work
    • Managing a remote team
    • Ways to stay connected without leaving your home
  • Infographics
    • Things to do while staying at home
    • Ways to stay CALM
  • Telehealth and Immunizations
    • On March 26, 2020, Governor DeSantis issued Executive Order #20-85 directing the Department of Management Services to amend its state plan documents with its health maintenance organizations (HMOs) and preferred provider organization (PPO) contracts to allow for telehealth services and immunizations in retail pharmacies. These services are available for the duration of the public health emergency period at no cost to the member, if network providers are used.  More details are provided in the Letter to Members provided by the Department of Management Services.


News and Announcements:

To learn more about what is happening in Human Resources and around campus, review the articles below.

 

Phased Retirement Frequently Asked Questions

For more information on the Phased Retirement Program for Faculty members in the Florida Retirement System (FRS), Human Resources has prepared a comprehensive Frequently Asked Questions document for review.

Information regarding the Nine Month Faculty Pay Over 12 months option

You are invited to review the materials provided below which outline the characteristics of a deferred pay plan for Nine Month Faculty member’s salary being paid over 12 months. These materials include a review of the advantages and disadvantages of this plan option and its effects on insurance, benefits and retirement, and possible alternatives to participating in the Plan.

The enrollment dates for this program will be March 1, 2021 to June 30, 2021. Those who are enrolled and wish to discontinue must complete the Termination form between March 1, 2021 to June 30, 2021. Enrollment and Termination forms must be sent to Human Resources Bldg. 20 East and received by close of business June 30, 2021.

  1. Video of the Thursday, April 2, 2015 informational Session
  2. PowerPoint Presentation (It is recommended that you print out this presentation and then view the video)
  3. Once you have viewed the video and PowerPoint, you may complete the ‌Enrollment Form and return it to Human Resources, Building 20 East.  
  4. Form to Request Termination of the Nine Month Faculty pay over 12 months Plan Option
  5. Frequently Asked Questions‌ 

Call Jamie Sprague at 474-2694 or email Jamie Sprague or Billy Pollard at 474-3025, wpollard@uwf.edu for more information. 

News Impacting Flexible Spending and Health Savings Accounts (December 30, 2020)

Important changes and impacts to Flexible Spending and Health Savings Accounts have been announced: Federal Changes Impacting Spending and Savings Accounts

This news includes extensions of grace periods and Qualifying Status Change (QSC) windows, as well as an update regarding the Healthcare FSA carryover provision. Rules for changing Flexible Spending Account elected amounts are also impacted by these updates, allowing additional flexibility. Employees must be certain that Human Resources is notified of any changes to their benefits elections by sending a hard copy or electronic version of their Confirmation Statement to hr@uwf.edu. If you have any questions, please call and ask to speak with a member of the benefits team in Human Resources at 850.474.2694.

OPS Staff/Student Effort Recap is now a DocuSign Template

Effective immediately, OPS Staff/Student Effort Recaps are to be submitted using the "OPS Effort Recap" template in DocuSign. More information and instructions can be found on the Human Resources Time and Leave Reporting web page.

In order to be able to send documents through DocuSign you must take the DocuSign Sender training which is available through SCOOP and be set up as a Sender by ITS. Please refer to the "Obtaining DocuSign Sender Certification" process in Confluence. You will then be able to send an OPS Staff/Student Effort Recap using the “Use a Template” feature in DocuSign. If you have questions, please contact Carol Gentry at 474-2605 or Nicole Zamary at 474-2608.

UWF Workplace Flexibility Program Manual

This is a manual to guide employees and supervisors in setting up a workplace flexibility plan. Additional information can be found in the UWF Workplace Flexibility Program Manual. The Telecommute Addendum is required to be submitted as part of the agreement.

 


To view our job openings, go to careers.uwf.edu.


 

General Data Protection Regulation

The University of West Florida (UWF), is committed to safeguarding the privacy of personal data. UWF is subject to the European Union General Data Protection Act (GDPR) if data is provided from a location in the European Union. For more information on whether the GDPR applies to your personal data, please visit the EUGDPR website. For detailed information and to learn more, please visit the UWF General Data Protection Regulation webpage or the UWF EU GDPR Privacy Notice. For information as to how this pertains to Human Resources, please visit the UWF Human Resources GDPR Privacy Notice.


Combined Annual Security & Fire Safety Report

The University of West Florida is committed to assisting all members of the UWF community in providing for their own safety and security. The 2020 - 2021 Combined Annual Security and Fire Safety Report is available on the University of West Florida Police Department website.

The website and booklet contain information regarding campus security and personal safety including topics such as: crime prevention, fire safety, university police law enforcement authority, crime reporting policies, disciplinary procedures and other matters of importance related to security and safety on campus. They also contain information about crime statistics for the three previous calendar years concerning reported crimes that occurred on campus; in certain off-campus buildings or property owned or controlled by the University of West Florida; and on public property within, or immediately adjacent to and accessible from the campus.

If you would like to receive a hard copy of the 2018–2019 Combined Annual Security and Fire Safety Report which contains this information, visit the UWF Police Department at Building 94 or request a copy be mailed to you by calling 850-474-2022. This information is required by law and is provided by the University of West Florida Police Department.