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.


Minimum Wage Increase Effective January 1, 2021

Effective Friday, January 1, 2021, the Florida minimum wage will increase to $8.65 per hour. Human Resources will process pay increases for all hourly OPS student and OPS staff employees whose hourly wages are below that amount effective Friday, January 1, 2021. Departments do not need to prepare Personnel Action Forms for these increases. A Report of Personnel Action documenting these increases will be forwarded to the affected departments after the change is processed. If you have questions, please contact Nicole Zamary at 850-474-2608 or Carol Gentry at 850-474-2605.


 

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.

 

Flex Schedule/Remote Work for K-12 School Choice

As the COVID-19 pandemic continues to affect all aspects of our lives, many UWF employees are faced with difficult decisions around childcare and K-12 school. We understand the stress involved in weighing your options and managing multiple priorities, including the impact on your work at UWF. Employees requesting adjusted working schedules (flexible schedule) or remote work due to the K-12 school choice for the upcoming school year must first speak with their supervisor, then fill out the appropriate form listed below.  Employees are only required to fill out one form.

If you report to one supervisor (i.e., Vice President/President), please complete one of the following forms:  

All others, please complete one of the following:

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 Leave Pool Donation Plan and Form

COVID-19 LEAVE POOL DONATION PLAN

The University of West Florida has established a COVID-19 Leave Donation Plan (the “Plan”) in response to the developing global COVID-19 pandemic. The Plan allows a leave donor to donate their personally accrued leave (their choice of annual leave, compensatory leave, and/or sick leave) into a UWF-sponsored leave pool for use by other employees who have been adversely affected by this emergency and have exhausted all of their personally accrued leave. An employee is adversely affected if the disaster has caused severe hardship to the employee or to their immediate family members and requires the employee to be absent from work. Examples of hardship include personal medical emergencies, quarantine mandates, or inability to work or telework. A committee made up of six members (2 Faculty, 2 Exempt Work Force, 2 Non-Exempt Work Force, and Associate Director of Human Resources in case of a tie) will evaluate that an employee meets the hardship criteria before granting awards from the pool.

DONATING LEAVE

An eligible donor may contribute Annual Leave, Sick Leave, and/or Compensatory Leave.  The minimum amount to be donated is 8 hours. The amount of leave that may be donated by a leave donor may not exceed the maximum amount of leave that an employee normally accrues during the year.  The donating employee’s Annual Leave must be at least 182 hours and/or Sick Leave must be at least 104 hours after any donation is deducted.  Donations to the Plan pool will not be applied to any lifetime cash-out limits. All donations are made to the Plan pool for collective use and cannot be designated for any specific recipient.

If you meet the parameters outlined above, you may donate accrued leave via the COVID-19 Leave Pool Donation Form. Use any of the following leave types, to donate your leave hours:

  • Annual Leave
  • Sick Leave
  • Compensatory Leave

To find your annual leave, sick leave and compensatory leave balances, view your leave balance in my.uwf.edu following the path below:

Main Menu => Leave Balances

REQUESTING LEAVE

Eligible recipient employees must be in a leave-accruing position. Each recipient who receives donated leave will be paid at their normal rate of compensation. Plan hours may only be applied to absences related to the COVID-19 emergency as defined above. Hours will be proportionally awarded based on FTE, in increments of up to 80 hours, based on a 1.0 FTE. Upon exhaustion of all available leave accruals, a leave-accruing employee may request up to 80 hours, which after award, can be used over multiple payroll periods to provide prolonged income or to cover payroll-deducted benefit premiums. Employees may make multiple requests up to the established limit; however, all requests are considered in the order in which they are received. A recipient may not convert leave received under the Plan into cash in lieu of using the leave.

GUIDELINES

Leave may be donated, requested, and applied during the periods of time the disaster qualifies under the Families First Coronavirus Response Act (FFCRA) expiration of 12/31/2020 or the revocation of the Governor’s Executive order 20-91 whichever expires first. Per IRS Notice 2006-59, any unused donated leave remaining in the pool at the time the emergency no longer qualifies will be returned to the donating employees based on the prorated remaining balance for each leave type in proportion to the amount donated.  

Donor employees may not claim an expense, tax deduction, or charitable contribution for any leave donated through this Plan. Additionally, all paid leave granted to recipients is considered wages and is subject to Federal Insurance Contribution Act (FICA), Federal Unemployment Tax Act (FUTA), and other federal, state, local, or municipal tax withholding requirements.

COVID-19 LEAVE POOL DONATION FORM

You can find the COVID-19 Leave Pool Donation From on your MyUWF page by searching “COVID-19 Leave Pool Donation.”

EFFECTIVE DATE

Eligible donors can begin donating leave on April 13, 2020.

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.

 

Annual Leave Rollover

The year-end maximum annual leave balance for leave accruing employees is 352 hours (except Executive Service – 480 hours). All annual leave hours over 352 will be converted to sick leave effective January 1, 2021. To assure accurate rollover processing, all outstanding timesheets and leave reports reporting hours and leave through December 31, 2020 should be submitted and approved at this time. 

Employees with more than the year-end maximum of 352 hours should make plans to schedule use of annual leave, with supervisory approval, as soon as possible. The last day that annual leave may be used for 2020 will be Sunday, December 20, 2020.  Winter Holidays will be from Monday December 21, 2020 through Tuesday, January 5, 2021. If you have questions regarding leave, please contact Jeff Comeau at 474-2610.  

Any outstanding leave reports must be submitted and approved to accurately reflect your leave balances in preparation for year-end leave rollover. If you have leave reports that may be past the date to submit electronically, please contact Nicole Zamary at 474-2608 for assistance.

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.

Shared Savings Program - New Video Released

Learn more about your State of Florida Shared Savings Program benefit and how you can get rewarded for shopping. More information is available now, including a new video training on how to earn rewards.

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.