What Every JMU Supervisor Needs to Know

TD2104

Note: This workshop is capped at 24 participants.

Total Workshop Time: 9 - 3 Hour Sessions (27 Hours Total)

Pre-requisites: Supervisor/Manager of at least one full-time employee

Description:

What Every JMU Supervisor Needs to Know: Defining the HR Role and Responsibilities for JMU Managers and Supervisors

The “What Every JMU Supervisor needs to Know” series consists of nine workshops that focuses on the human resources role, responsibility, and tasks you perform as a supervisor. Each session centers on a different function and will emphasize practical understanding and application for supervisors. The series is structured to allow networking and discussion of supervisory challenges as they pertain to each human resource topic.

NOTICE: The learning associated with this series depends on your attendance and participation with others in all sessions. As a result, you must attend all sessions. Please review your calendars for commitment to the entire series prior to registration. Total class time is 16 hours. Please review the schedule to ensure your attendance at all sessions.

Session 1

Series Introduction: Did You Know?

Our introduction to this series focuses on key HR functions that all supervisors and managers face when overseeing employees. The session will entail a short trip through the minefield of supervisor responsibilities related to HR issues that arise within your department and the requirements necessary to meet federal and state regulations, and JMU policy. Our goal is to equip you, the supervisor with the information you need to meet necessary requirements while creating a positive work experience for your employees.

Outcomes:

• Review key HR functions assigned to most supervisors and managers
• Understand the most important areas of accountability related to HR issues
• Identify the most common HR questions, misconceptions, and issues from supervisors and managers

Session 2

The ever-increasing complexities of hiring and retaining great employees:

Managers or supervisors responsible for hiring have a direct impact on building a strong, qualified workforce at JMU. Everything they say and do during the interviewing and hiring process may have a profound impact on the organization. Missteps on the recruitment path can lead to hiring of an unqualified person, create unfair hiring situations, or open the institution up to legal ramifications. It is important that each manager and supervisor representing JMU in the interviewing and hiring process know how to do it properly and consistently.

During this session we will also explore how you can maximize your employees’ success from day one. Studies show that within the first 30 days of employment approximately 33% of employees decide whether they will stay or look for other employment opportunities. It is important to provide the support necessary to retain new employees.

Outcomes:

• Understand your role and responsibility with the hiring process
• Learn the landmines of federal regulations surrounding the hiring process and how to avoid them
• Understand JMU policy regarding staff and faculty hiring
• Learn how you can have a positive impact on your employee’s onboarding   experience
• Discover resources and tools that are available to new employees

Session 3

The Fair Labor Standards Act (FLSA): A supervisor’s responsibility with pay, hours of work, and overtime:

Why are some employees exempt from overtime pay? Can I give my administrative assistant some “comp time” for working additional hours on a certain project? How much overtime can an employee receive? Do I have to pay my employee for driving to and from a conference? If my employee arrives for work before the scheduled start time, do I pay them for that time? These are just a few of the questions that are addressed by the FLSA which establishes many labor-related regulations such as overtime pay, minimum wage, and travel time. All of these regulations can be confusing, and if misunderstood, can lead to inadvertent errors and potentially costly lawsuits. JMU along with its supervisors and employees have a responsibility to be familiar with and follow the provisions of the FLSA.

Outcomes:

• Understand the basics of the Act and reviewing the recent changes
• Eliminate misconceptions
• Troubleshoot the most common problems
• Learn what their responsibility is as a supervisor

Session 4

Leave & VSDP: Managers Managing Time

As an employee, you may be well aware of the different types of leave available to state employees.  However, as a manager, do you know your responsibilities when it comes to the different types of leave that an employee you supervise is given?  This session will equip you with the knowledge you need to assist your employees in being successful in managing their time and utilizing benefits they have available to them to the fullest.

Outcomes:

• Understand the policies and regulations surrounding the different leave types and VSDP
• Learn your role and responsibility as a manager in the leave process and VSDP
• Realize the interactive process between managers and Benefits when dealing with employee issues related to leave and VSDP

Session 5

FMLA, ADA, and Worker’s Comp: The Highway of Laws and Understanding the Intersections

Often a supervisor might ask, is it a Worker’s Comp claim, or is it going to be covered under FMLA, or is the employee going to request an ADA accommodation, and HR's response may be YES!!  Each of these benefits functions separately yet they often intersect.  This section will equip you with the knowledge you need to be successful in guiding your employee through the interactive processes with these benefits.

Outcomes

• Understand the laws and regulations surrounding FMLA, ADA, and Worker’s Compensation
• Gain an understanding of how each of these benefits are separate yet at times intersect with one another based on the situation
• Realize the manager’s role in the interactive process when dealing with these health-related issues

Session 6

Performance Management: Feedback - The key to employee success!

Statistics show that the relationship between supervisor and employee is directly related to the level of employee engagement – which ultimately effects job performance and productivity. This session will explore the best ways to provide feedback to employees while understanding your role and responsibility with employee development and performance evaluation.

Outcomes:

• Understand what performance-related policies are required for supervisors
• Learn best practices for managing performance and providing feedback
• Learn how to reduce conflict and increase performance

Session 7

Difficult Conversations

This session focuses on the 'nuts and bolts' of handling conflict effectively. You will learn to have the right perspective on conflict, ask the right questions and use the right words so that conflict becomes a productive part of building relationships, rather than something to be avoided.

Session 8

Show Me the Money!

Unlike the private sector, public employees cannot rely on an organizations profits or other financial performance indicators used to increase compensation. As a state agency, JMU is subject to both the political process, cost of living, regulations, and other market forces that effect salary increases, bonuses and benefits. However, managers and supervisors should know what opportunities exist to address compensation for their employees. In this closing session we will identify both the pay practices and the responsibilities of the supervisor when addressing compensation.

Outcomes:

• Introduce the Salary Administration Plan to participants
• Understand key pay practices and supervisor responsibilities
• Learn how to address pay concerns with your employees

Session 9

Exit, Stage Right

This final session will equip you with a thorough understanding of the policy requirements for the transfer and separation of your employees.   Following the process outlined in Policy 1314  helps to protect the university’s property and security, plus ensures compliance with legal and audit requirements.  During the exit process, separating employees receive important benefit information, including options to continue health insurance coverage, and guidance in making important retirement plan decisions – both of which can have long-term implications.    The exiting process also encourages the separating employee to participate in an exit interview, in order to gain an understanding why the employee is leaving the university.

Outcomes:

• Understand your role and responsibilities with the exit process
• Learn how and when separating employee's access to various university-provided services ends
• Understand the legal and audit requirements for a separating employee

Facilitated by: Julie Byers, Benefits Administrator, Jennifer Kester, Assistant Director of Recruitment and Employment, and Chuck Flick, Assistant Director of Human Resources