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Human Resources
FAQ's

Employment and Compensation & Classification
  1. Why do I have to fill out an application?
  2. What happens when I submit my application?
  3. What are the differences between exempt and nonexempt positions?
  4. Who determines what my job title should be and how much I should be paid?
  5. I don't think I am properly classified. How can I get my job reviewed? I think that I should be at a higher grade.
Benefits
  1. Where can I get information about the benefits offered at the university?
  2. When do I need to turn in my benefits enrollment form?
  3. When will my benefits coverage be effective?
  4. What is the deadline for filing for reimbursement for the Health or Dependent Care flexible spending accounts?
  5. How do I start or change a Supplemental Retirement Annuity deduction?
Data Services
  1. How do I request campus mailing labels?
  2. How do I get added to the 3D (Deans, Directors and Department Chairs) Mailing List?
  3. How do I correct my on-line campus directory information?
  4. How do I request PHR data?
  5. How do I register for PHR Data Warehouse Training?
Staff Relations
  1. Where can I find the rules that apply to regular staff employees at UMCP?
  2. How do I find out whether or not my job is in a bargaining unit?
  3. What is meant by the term "probationary employee"?
  4. Does the UMCP have a formal process to address employee complaints?
  5. Does the UMCP have a formal policy on Time & Attendance?
Employee Development & Training
  1. How can I register for a training course?
  2. What is New Employee Orientation, and how often is it offered?
  3. What is PRD training, and how often is it offered?
  4. Where can I find PRD information and downloadable forms?
  5. What is LDI and how often is it offered?
  6. What is SkillSoft and how do I access it?
  7. Does Employee Training & Development offer customized training?
  8. Where can I send information if I have feedback on courses, suggestions for future classes, etc?

Employment and Compensation & Classification

Why do I have to fill out an application?
The employment application is considered a legal document. You sign the back of the application stating that all the information you have supplied is true. The application is the only document that is forwarded on to the departments, so the information you list should be as complete as possible. Carefully follow all instructions, and include all of your employment history and education, as well as any special skills that you may have, such as knowledge of computer programs or a special license you hold. This is the only information that is reviewed by the employment office.

What happens when I submit my application?
When you submit your application, you must apply for a specific, current vacancy. One of our Employment Specialists will review your application to determine whether or not you meet the minimum qualifications for the position. If you do, you will be certified to compete for that title.

After the closing date, each individual certified application is carefully reviewed to establish the candidates whose qualifications most closely match the requirements of the hiring unit. Those candidates will be placed on the "List of Eligibles," which is forwarded to the hiring unit for consideration. The hiring unit is responsible for contacting each applicant who is on the "List of Eligibles" as part of their selection process for the vacancy.

What are the differences between exempt and nonexempt positions?
Nonexempt positions are subject to the minimum wage and overtime pay provisions of the Fair Labor Standards Act. At the university, this includes all of our maintenance, office, service, and technical/para-professional staff. Nonexempt employees must be paid overtime for hours worked that exceed 40 hours in the standard workweek; for University of Maryland nonexempt staff, this includes all time in a pay status during the standard workweek (including paid leave).

Exempt positions are salaried positions that are not subject to the minimum wage and overtime provisions of the Fair Labor Standards Act (i.e., executive, managerial, and professional). Exempt employees are expected to work the hours necessary to complete assignments on a schedule that satisfies the requirements of the job, typically a minimum of 80 hours in a bi-weekly pay period for a full-time employee. Exempt employees are not eligible to receive overtime.

Who determines what my job title should be and how much I should be paid?
The Classification Analysts in University Human Resources decide which job titles are appropriate for each job. This decision is based on all information contained within the Position Description Form. The information in that form, coupled with conversations with the supervisor of the position help the analyst to make this determination. For exempt positions, the analyst also establishes the appropriate range of pay based on market data.

I don't think I am properly classified. How can I get my job reviewed? I think I should be at a higher grade.
If you don't think that you are appropriately classified, you should bring the matter to the attention of your immediate supervisor. Begin the process of completing a new PDF, using your old PDF as a starting point. Be sure to emphasize the changes that you believe have occurred in the position, and give it to your supervisor for review (see Instructions for Completing a PDF). After your supervisor has completed the next portion of the PDF, it should be submitted it to the appropriate Dean, Department Head, or designee for approval. It then needs the approval of your Vice President (or designee). The Vice President's office will forward it to University Human Resources for review and a determination as to whether the position is appropriately classified.

Benefits

Where can I get information about the benefits offered at the university?
The university offers a comprehensive benefits package to eligible employees, including generous paid leave and tuition remission. Information on the variety of benefits programs for eligible employees is available on the benefits page of the University Human Resources web site at www.uhr.umd.edu.

When do I need to turn in my benefits enrollment form?
You must enroll in the benefit plans within 60 days from your date of hire. After 60 days you may only enroll during the open enrollment period. The plan year is July 1 to June 30, so after the initial 60 days of employment, your coverage would not begin until July1. It is recommended that you enroll within your first week of employment. Enrollment worksheets are available from your departmental benefits coordinator or at the University Human Resources web site ( www.uhr.umd.edu ) by clicking on the "Forms" dropdown box.

When will my benefits coverage be effective?
The State of Maryland Employee Benefits Division processes enrollment forms for two effective dates of coverage during the month. They are the 1st and the 16th of each month. Your effective date will depend on when the first deduction appears on your pay advice (or pay stub). The first deduction occurs after forms are submitted and depend on when the submission time falls within a processing cycle. It usually takes 2 to 3 pay periods for the first deduction to occur. You may receive coverage, if necessary, retroactive to your date of hire by paying the premiums from your date of hire to the date of your first payroll deduction. This is referred to as a retroactive adjustment.

What is the deadline for filing for reimbursement for the Health or Dependent Care flexible spending accounts?
The deadline for filing reimbursement claims for expenses incurred during the plan year (July 1 to June 30) is October 15 of any year. Due to a change in IRS regulations regarding flexible spending accounts, you may file for reimbursement for expenses incurred up to September 15 of each year using funds that are deducted in either the previous plan year ending June 30 or the new plan year that begins on July 1. Claim forms and flexible spending account information is available on the benefits page of the University Human Resources web site (www.uhr.umd.edu).

How do I start or change a Supplemental Retirement Annuity deduction?
To start a Supplemental Retirement Annuity (SRA) deduction you must choose a vendor [AIG-Valic, Fidelity Investments, Maryland Supplemental Retirement Plan, or TIAA-CREF] and a plan type [403(b), 457(b), or 401(k) (through MSRP only)] and complete an enrollment package consisting of a vendor enrollment form, USM Salary Reduction Agreement and USM Deduction Authorization form. The completed forms should be submitted to the UHR-Office of Employee Benefits for processing. To change a deduction amount, go to the "Forms" dropdown box at the University Human Resources web site (www.uhr.umd.edu) and select and print the specific form by vendor and plan.
Both the USM Salary Reduction Agreement and USM Deduction Authorization form will print. Complete both forms and forward them to the UHR-Office of Employee Benefits. The Payroll Agency Code for UMCP is 360222. Deductions are taken according to your pay schedule (i.e., 22 or 26 pay periods), so it is important to keep this in mind when calculating deduction amounts to reach your contribution goal for the year. Please contact the UHR-Office of Employee Benefits at (301) 405-5654 (x5-5654) for assistance in completing the forms.

Data Services

How do I request campus mailing labels?
To request campus mailing labels you must complete a mailing label request form. The form is located on the University Human Resources website at www.uhr.umd.edu under the Forms link.

How do I get added to the 3D (Deans, Directors and Department Chairs) Mailing List?
In order to be added or removed from the 3Ds (Deans, Directors, and Department Chairs) distribution list, please complete the 3D's Request Form

How do I correct my on-line campus directory information?
If corrections to your directory information need to be made, simply follow these steps:
  • Log in to ARES using your Directory Id and Password combination.
  • Click on the Payroll and Human Resources link and then click the Display/Update Personal Data link.
  • Make any changes to your information and click the Update button. Please note that it may take up to a week before the corrected information is reflected in the on-line directory. If you need to make changes to your information, which are not available to you via the ARES screen, you must contact the PHR Creator within your department to make these changes directly in the PHR system.
How do I request PHR data?
To request PHR data, please send a detailed e-mail describing the purpose of the data request and the information needed to Natalie Torres at ntorres@umd.edu or Kim Colbert at kcolbert@umd.edu .

How do I register for PHR Data Warehouse Training?
To register for PHR Data Warehouse Training, please complete the registration form.

Staff Relations

Where can I find the rules that apply to regular staff employees at UMCP?
Rules may originate from a number of sources. There are numerous Board of Regents (or "BOR") policies applicable to all staff employees, as well as UMCP Policies and Procedures. There may also be departmental or even work group rules specific to where you work. If you are a bargaining unit employee, the applicable Memorandum of Understanding (exempt, nonexempt or Sworn Police) provides additional information.

How do I find out whether or not my job is in a bargaining unit?
The determination of inclusion or exclusion into one of the three campus bargaining units is made on a position-by-position basis as determined the duties of the individual job; this means that two employees sharing the same title may have different bargaining unit status. Your supervisor can tell you if your position is included in or excluded from a bargaining unit by viewing your appointment detail screen in PHR.

What is meant by the term "probationary employee"?
Each new regular employee, exempt or nonexempt, serves a trial period of employment designed to allow the university to determine if the employee has the necessary attributes and competencies to perform the essential duties of his/her position. Nonexempt regular employees new to the university generally serve an "original" probationary period of six (6) months. Exempt employees new to the university generally serve a probationary period of one (1) year. There are also different probationary periods that may apply as an employee moves to other jobs within the university.

Does the UMCP have a formal process to address employee complaints?
Yes. The University has a formal process open to all Regular employees. Regular employees who are seeking resolutions to workplace matters such as discipline or the application of rules or procedures over which management has control may use the grievance procedure. (Please see links to BOR Policy VII 8.00 and BOR Policy VII 8.10)

Does the UMCP have a formal policy on Time & Attendance?
The core business hours of the university are from 8:30 a.m. to 4:30 p.m., Monday through Friday. However, individual departments determine the specific work hours and reporting requirements of those work groups, and such hours may vary according to the business needs of the organization and the assigned duties of the individual position.

Employee Development & Training

How can I register for a training course?
You can register online at www.training.umd.edu, which is a registration and tracking system. This system allows you to view, register, waitlist or cancel training, and even see your course history. It saves and uses a profile history you create the first time you log on, making future registrations a snap! The security and privacy of all transactions are ensured through the use of your University Directory ID and password.

What is New Employee Orientation, and how often is it offered?
This program is designed to give new employees an understanding of what the University of Maryland is all about: our institutional mission, our students, and our services. It is important in helping new employees integrate into the campus and become enthusiastic members of the Terrapin community! Orientation is offered the 2nd Monday of every month. For more information and to register, go to www.training.umd.edu.

What is PRD training, and how often is it offered?
This seminar is for employees and managers/supervisors who need to learn about the University of Maryland Performance Review and Development process. The class will focus on the basics of the PRD process as well as how to develop clear and effective performance expectations. Participants will be given the opportunity to develop and discuss performance expectations that focus on their specific position and support university, unit and department goals. PRD training is offered monthly, usually falling on the 2nd Tuesday of the month. For more information and to register, go to www.training.umd.edu.

Where can I find PRD information and downloadable forms?
Updated PRD information such as the current cycle and PRD policies can be found at http://www.uhr.umd.edu/development/main_prd_page.cfm

What is LDI and how often is it offered?
The University of Maryland recognizes that leaders have an extremely important role in ensuring the success of the institution, and that significant educational support will foster this success. To provide our leaders with the support they need, the University of Maryland established the Leadership Development Institute in 2001 to offer training and development opportunities that focus on the core competencies required to achieve unit and campus goals. This is a thirteen-day program conducted over a three-month period. It is available to current or aspiring campus supervisors who have limited management experience, have been recently appointed to a supervisory/managerial role or have outdated, minimal or no formal management training. It is offered every spring and fall and is designed to help you improve your supervisory skills, build your knowledge capital, engage your mind, challenge your thinking, and network and learn from others. For more information and to register, go to www.ldi.umd.edu.

What is SkillSoft and how do I access it?
We have partnered with SkillSoft to provide faculty and staff with the opportunity to enroll in over 2,400 on-line courses at no cost to campus users. This partnership is part of a strategic initiative to broaden the quality and effectiveness of professional development offered to faculty and staff of the University. The new SkillSoft e-learning program offers a wide variety of courses in subjects ranging from IT desktop and development certification, to business and professional development skills.
SkillSoft offers flexible learning opportunities, and a quick and easy search function to search the library of available courses. You can stop a course at anytime and begin later where you left off. SkillSoft can be accessed at www.training.umd.edu. Select "E-learning: SkillSoft Web-based Training" and simply log in using your University Directory ID and password.

Does Employee Training & Development offer customized training?
Yes, we do. In addition to our normal course offerings, we also provide other staff development services for campus employees. Please contact us at traindev@umd.edu with questions regarding this process.

Where can I send information if I have feedback on courses, suggestions for future classes, etc?
We would love to hear your opinions or any ideas you may have! Please e-mail us at traindev@umd.edu. Your feedback is very helpful! Thank you!