Human Resource Services
Courses
Academic Department Support Certification
Fiscal Management Certification
- Descriptions for Core Courses
- Descriptions for Electives
- Descriptions for Personal Excellence Courses
Human Resources/Payroll Management Certification
- Descriptions for Core Courses
- Descriptions for Electives
- Descriptions for Personal Excellence Courses
Download the Quick and Easy Guide to the Pro3 Series
Academic Department Support Certification
Required course (1), elective credits (4), & Personal Excellence courses (6)
Academic Specialization - Course Description for Core course
PRO331 Privacy/FERPA Review
In this session, participants will be exposed to important information related to privacy at UF, including a review of FERPA—the Family Educational Rights and Privacy Act—also known as the Buckley Amendment. This session will seek to:
- Introduce relevant privacy laws and other considerations that affect how the university conducts business
- Explain each employee’s role in managing restricted data
- Describe requirements under FERPA and how they should be applied
- Ensure participants understand what must be done in order for UF to remain compliant
Course Descriptions for Academic electives - must choose four
PRO324 Supporting Tenure and Promotion Activities in your Department
This workshop is designed to increase administrative staff members' understanding of the tenure/permanent status and promotion processes for faculty so that they may support those efforts more effectively. Workshop objectives include:
- Define tenure, permanent status, and promotion for both tenured and non-tenure accruing faculty
- Discuss timing of the Tenure and Promotion (T&P) process, including probationary periods, “Tenure When Ready,” and “Stopping the Tenure Clock”
- Review the T&P process, including T&P packet composition
- Identify the role of administrative staff in assisting faculty throughout the T&P process
PRO325 Immigration 101: Student Regulations
In this session, you will gain practical knowledge of immigration requirements and terminology related to assisting international students in attaining and maintaining legal status in the
Specific objectives of the class include:
- Learning important terminology (F1, J1, 1-20, DS2019)
- Reviewing the process of obtaining the I-20/DS-2019 (helping the student get the status needed to be a student in the U.S.)
- Describing the requirements for maintaining legal status (e.g., enrollment and employment requirements)
- Reviewing the process for getting social security numbers for international students
PRO326 Effort Reporting Process at UF
This session provides a comprehensive overview
of the different pieces of effort reporting at UF, including the
Faculty Assignment Report, Instructor Workload, and Effort Tracking in
myUFL. The objectives include:
- Identify the related pieces of effort reporting at UF
- Demonstrate impacts between different pieces
- Learn key procedures and practices to correctly input data for Instructor Workload, Faculty Assignment Report, and Effort Tracking in myUFL
- Ensure consistency, correctness, and minimize errors to provide reporting accuracy across effort tracking systems
PRO327 Grade-A-Gator
Appropriate for both department as well as
college-level grade coordinators, the Pro3 Grade-A-Gator course will discuss the role of the grade coordinator and will provide a demonstration of how to:
- Authorize access to Grade-A-Gator
- Enter grades via Grade-A-Gator
PRO328 Course Scheduling
This Pro3 workshop will introduce key concepts surrounding course scheduling at the University of Florida. In this session, the schedule calendar will be discussed and an overview of relevant web screens will be provided. Additionally, participants will learn how to schedule classroom space, the final exam requirement, and instructors. Use of web-based templates also will be reviewed.
PRO329 Managing the Scholarship Process
The session aims to increase your understanding of scholarships available, the management and payment process, and our responsibility as stewards. We will specifically look at:
- Scholarships, fellowships, and graduate assistants - what are they?
- Need- and non need-based scholarships
- UF Foundation, Ethics in Business, and Custodial scholarships
- Scholarships and non-resident aliens
- The money-moving process from beginning to end
- Scholarship reporting and stewardship
PRO330 Guide to Graduate Education
The aim of this session is to increase your understanding of Graduate Education at UF. Specific objectives of the class include:
- A review of the graduate student lifecycle
- Supervisory committees and graduate faculty appointments - how they work
- How to utilize the Graduate Information Management System (GIMS)
- Policies you really need to know
- Best practices
PRO333 Grades Anytime
Appropriate for both department as well as college-level grade coordinators, the Pro3 "Grades Anytime" course will discuss the role of the grade coordinator and will provide a demonstration of how to authorize graders and enter grades via the new "Grades Anytime" system. This takes the place of the Grade-A-Gator workshop previously offered.
Fiscal Management Certification
Required courses (5), elective credits (2), & Personal Excellence courses (6)
Fiscal Specialization - Course Descriptions for Core courses
PRO302 The Color of Money: A Guide to How Moneys May Be Spent at UF
The University of Florida is a complex place with various funding sources. This workshop will introduce UF's sources of funds along with the accompanying rules, or directives, that govern how each type of moneys may be spent. Participants will learn about "allowable expenditures" for each funding source and have a chance to practice applying the rules to ensure uniform and consistent application of associated directives. The overall objective of this workshop is to ensure UF employees with fiscal responsibilities understand how funding sources can be used when completing financial transactions.
Clarity + Compliance = Good Stewardship!
PRO303 Internal Controls at UF
In this course, participants will be introduced to an “internal control framework” and study the key concepts together with a series of questionnaires that will guide them in performing unit-based internal control self-assessments.
It will clarify the most dreaded auditor terms such as “segregation of duties,” “dual-controls,” “risk assessment,” and provide common sense definitions and understanding of control procedures that apply to common office activities. It is especially useful for managerial employees with responsibilities over key business processes.
PRO304 Basic Accounting Concepts for UF Fiscal Administrators
This course will enable you to develop a basic understanding of the accounting structure, system, and concepts used to manage the financial transactions and flow of money at the University on a daily basis. In this session we will:
- Review some basic accounting concepts and how they relate to fiscal responsibilities at UF
- Discuss ChartFields and how they function in the UF accounting system
- Define the role of General Ledger and KK
PST050 Intro to Budget and Commitment Control
Attend this certification workshop to learn about UF's approach to budgeting in myUFL. Commitment Control is an accounting methodology that identifies and reserves (or “commits”) funds for future payment obligations. In this hands-on session, you'll learn about Commitment Control as well as:
- "Available Spending Authority"
- Ledger Groups Used in Commitment Control
- Budget Inquiry
By reviewing ledger groups and completing exercises designed to illustrate the budget inquiry process, participants will learn how to inquire about their departmental budget transactions, budget checking exceptions, and net available balances.
PST130 Departmental Reconciliations
In this class we introduce reports, tools, directives, and recommendations for management of financial activities at the departmental level.
Course Descriptions for Fiscal electives - must choose two
Please keep in mind the following guidelines for elective credit:
- Fiscal certification requires completion of two elective credits
- Most of the electives are grouped; you need to take all of the courses within a grouping in order to get one elective credit for that grouping
- At least one of your electives must be within the Completing Transactions Competency
- Together with the required core courses, the electives can help develop a foundation within the associated competencies
See the Elective Groupings page for more information
Fund and Spending Knowledge Competency
Research administration elective grouping (1 elective credit - choose 3 of the courses below)
NEW! PRO323 Post-Award Overview at UF
Designed to provide an overview of the "post-award" area within research administration, this workshop will explore key areas of responsibility so that faculty, department administrators, and other key research personnel will understand how these offices serve them in managing the sponsored program portfolio.
These courses are offered by the Division of Sponsored Research. Please register for these courses at the DSR web site.
- Overview of Research Administration-Post Award
Participants will gain knowledge of the various offices and personnel associated with post-award sponsored research management and will be able to identify appropriate individuals to contact for assistance.
- The Regulatory Framework of Sponsored Research Administration
Participants will understand the basic regulatory framework that governs the management of sponsored research. They will recognize the basic concepts of A-110 and A-21 and will have a working knowledge of sponsor regulations and guidance. They will understand how sponsored research is managed at the university and will develop an understanding of why systems of oversight and controls are necessary. Handouts will provide participants with web site addresses for future reference to the sessions' content.
- Cost Sharing and CAS Compliance Workshop
Topic 1: Appropriate for those responsible for departmental post-award contract and grant administration or for those who are Principal Investigators. This practical workshop includes a discussion on what cost sharing is and how to report it. Participants will learn how to recognize, monitor, and report cost sharing in a variety of ways. This workshop cuts through the confusing aspects of cost sharing, making compliance with agency rules, Cost Accounting Standards, OMB A-21, and university policies much easier.
Topic 2: Educational institutions with major federal contracts and grants are now required to comply with certain Cost Accounting Standards and to submit a Disclosure Statement which describes the institution's cost accounting practices as they relate to direct and indirect charges to Federally sponsored programs. This includes the practices followed by the institution's major service centers to develop and apply recharge rates for external and internal users of their services.
Completing Transactions Competency
Purchasing elective grouping (1 elective credit)
- PST070 Intro to Purchasing in myUFL
Designed for employees who initiate, enter, or approve requisitions. This workshop may also be useful for employees who will need to inquire about the status of requisitions and purchase orders.
- PRO305 Purchasing Policy - Purchasing 101
Purchasing 101 is an introduction and overview of the purchasing policies, regulations and statutes that govern Purchasing at the University. This workshop is for requisition initiators and department approvers who work with requisitions and purchase orders. Topics covered include elements of a good quote, dollar levels for verbal and written quotes, definitions of public solicitations and tips for working with the UF Purchasing Department.
Completing the purchasing process elective grouping (1 elective credit)
- PST071 Paying Vendors
Learn how to process a voucher, gain voucher approval, obtain payment, sign up for exceptions notifications, and identify budget errors. You will also learn how to complete an Encumbered Voucher, Unencumbered Voucher (Payment Authorization), and Expense to Expense Voucher (Inter-Departmental Expense Refund). This is a follow-up session to “Intro to Purchasing.”
- PST120 Asset Management: Purchasing and Acquisition of Assets
This hands-on session is for individuals who create requisitions and receive assets for their department. Attendance at “Introduction to Purchasing” is strongly recommended prior to attending this course.
Travel and expense elective grouping (1 elective credit)
- PST030 Travel and Expense
Designed for departmental representatives who will assist "travelers" in their areas, this hands-on certification workshop will introduce travel and expense processes in PeopleSoft. Along with a brief review of related policies and procedures, participants will:
▪ Review the PeopleSoft travel process
▪ Submit a Travel Authorization (formerly "TAR")
▪ Request a Cash Advance (formerly "Travel Advance")
▪ Complete an Expense Report (formerly "Voucher for Reimbursement of Travel Expenses")
Approval and report procedures also will be briefly addressed. While designed for departmental representatives, this session also is appropriate-though not required-for university travelers who are interested in learning about travel and expense in a hands-on environment.
- PRO306 UF Travel Directives Workshop
Business Travel at the University of Florida and be very complex due to the overwhelming amount of rules and guidelines that must be followed. This workshop is designed for departmental representatives that perform travel-related duties. This is not a "how to" workshop. This workshop is designed to provide an in-depth review of travel-related rules/guidelines and answer the question..."What is allowed to be claimed in accordance with the UF Travel Directives?"
Making deposits elective grouping (1 elective credit)
- PST021 Making Deposits in myUFL
Designed for employees who must deposit revenue without tracking customer information, this certified hands-on class will cover:
▪ Basic myUFL Accounts Receivable Terminology
▪ Direct Journal Deposits
▪ How to Edit/Correct Mistakes
▪ How to Account for Taxes
▪ How to enter Credit Card and EFT Deposits
▪ Review process for printing Deposit Transmittal Form
This session also is designed for UF employees who are responsible for depositing cash expense refunds. In this session, participants will learn how to record a deposit and create the accounting entry in the myUFL system.
Budget Development Competency
Reporting elective grouping (1 elective credit)
- PST010 Reporting: Basics
For the end user who needs to generate basic reports for financial or HR-related transactions. This session explores basic concepts associated with Enterprise Reporting and reviews the reporting content.
- PST117 Reporting: PowerPlay
▪ The financial and HR-related content that is available to UF Departments
▪ Find the details you need
▪ How to run reports and download the information
Grants Budgeting Elective grouping (1 elective credit)
This course is offered by the Division of Sponsored Research. Please register for this course at the DSR web site.
- How to Prepare a Grant Budget/Building Realistic Budgets
Participants will be able to construct an effective project/program budget utilizing their knowledge of federal, state, and university requirements and will be able to determine how costs may be appropriately applied, transferred, and modified using these same criteria. Cost sharing also will be discussed. They will understand how to access additional information to identify accurate costs and will be able to utilize the web to maintain currency in regulatory changes affecting budget processes.
Spreadsheet Software Competency
Excel Elective grouping (1 elective credit - choose 2 courses from below)
- MS Excel – Basic (CCH060)
In this course, you will use Microsoft Office Excel to manage, edit, and print data. You will gain the skills necessary to create, edit, format, and print basic Excel worksheets.
- MS Excel – Intermediate (CCH061)
In this course, you will use Microsoft Office Excel to streamline and enhance your spreadsheets with templates, charts, graphics, and formulas. You will gain the skills necessary to create templates, sort and filter data, import and export data, analyze data, and work with Excel on the Web.
- MS Excel – Advanced (CCH062)
In this course, students will learn how to automate common tasks, apply advanced analysis techniques to more complex data sets, collaborate on worksheets with others, and share Excel data with other applications. You will gain the skills necessary to create macros, collaborate with others, audit and analyze worksheet data, create PivotTables and PivotCharts, incorporate multiple data sources, and import and export data.
Human Resources/Payroll Management Certification
Required courses (6), elective courses (3) & Personal Excellence courses (6)
Hiring Specialization - Course Descriptions for Core courses
PST092 Posting GatorJobs
This hands-on session teaches participants to use GatorJobs, an applicant tracking system powered by PeopleAdmin, to post position vacancies to the UF web site, review applicant pools, identify hires, and close candidate searches. This class also reviews the procedure for reclassifying and updating positions, the role of the recruiters from the Recruitment & Staffing core office in candidate searches, the process for reposting positions, and best practices.
Individuals who will be Originators in GatorJobs must attend Posting GatorJobs before requesting the GatorJobs Originator role in myUFL. Originators in GatorJobs submit requisitions to post vacancies to http://jobs.ufl.edu, review and distribute applications to hiring authorities in the department, and use GatorJobs to identify the hire and close the search. The individuals who typically serve in the Originator role are department administrators, administrative assistants, and office managers.
PST210 Hiring and Additional Pay—ePAF*
This course gives participants an overview of electronic Personnel Action Forms (ePAF), walks participants through the process of completing hires for faculty, staff, fellowships, and OPS/students, and reviews how and when to provide additional pay (which includes non-wage payables and payments for non-resident aliens).
Participants will perform hands-on exercises during which they hire external applicants, hire employees between departments, promote/demote/transfer within a department, and provide additional pay.
This course is required to obtain the UF_EPAF_Department Admin role, which gives security to use ePAF.
PST220 Job/Position Actions—ePAF*
In this hands-on certification workshop, participants will review how to complete position and job actions in myUFL using the position management tools under Organizational Development and electronic Personnel Action Forms (ePAF).
Position actions are changes that affect a position--like a reclassification for a USPS or TEAMS employee. When a position is filled, a position action can also involve a job action. For example: A reclassified position sometimes involves a salary increase job action for the employee. Position actions affect the position. Job actions affect the employee.
Attend this session to learn more about the differences between position and job actions as well as required workflow. Participants also will learn how to complete position actions such as:
- Reclassifications (for staff) or changes in title (for faculty)
- Change FTE, or full-time equivalency
- Update position descriptions
This session also will review the following job actions (ePAF):
- Completing special pay increases --Entering Leaves of absence
- Terminating, including retirement and leave cash-out
It is expected that those with the UF_EPAF_Department Admin role attend this session.
* Did you take a workshop with the course number EPAF## or "Introduction to ePAF" during the transition to the ePAF system? If so, you DO NOT need to take Hiring/Additional Pay and Job/Position Action workshops for credit toward completing your Pro3 HR/Payroll Management Certification. This one workshop will count as credit for both trainings listed. Please refer to your training summary in myUFL (under the Self-Service menu) to view your completed courses.
SCS040 Interviewing and Hiring
The hiring process does not have to be a guessing game or a legal mine field--and this session is designed to show why and how. It seeks to help you take the uncertainty out of the hiring process. Through group participation, interactive exercises, and a video presentation, this work will show you how to take the guesswork out of hiring so that you can hire not just "an" employee but "the right" employee. In this session, you will get tips on screening and interviewing plus ways to make a good job/person match. You also will leave this program knowing how to:
- Follow a fair and legal interviewing and hiring process.
- Use selection standards, behavioral-based interviewing techniques, and structured interviews.
All employees will gain valuable information about making effective employment decisions by attending this workshop. This workshop also counts as a core course in the Supervisory Challenge certification program.
PRO313 Guide to OPS Employment for UF Administrators
This workshop is designed to Increase participants’ understanding of Other Personnel Services (OPS) employment at UF so they may manage the appointment processes associated with these employees more effectively and ensure other relevant guidelines are followed. This workshop will introduce general concepts surrounding OPS appointments and will discuss general OPS employment, student employment, and Academic OPS. Participants will learn about the OPS hiring process in general and review other relevant policies and procedures, including “at will” employment, nepotism, workers’ and unemployment compensation, additional employment/lump sum payments, and FICA eligibility.
PRO314 Classification and Compensation Foundations
The objective of the “Classification and Compensation Foundations” workshop is to increase your understanding of the university’s classification and compensation structure for UF staff, with emphasis on describing jobs accurately and
understanding options that are available to ensure employees are classified and paid properly.
To accomplish this, this workshop discusses various “building blocks” associated with a classification and compensation foundation:
- Fair Labor Standards Act, including overtime compensation
- UF’s classification system generally, including Position classification vs. job description and the university’s reclassification process
- Various pay mechanisms such as special pay increases, on-call pay, and “call-back”
- Additional employment and lump sum payment
Course Descriptions for HR/Payroll electives - Choose three either from the Payroll/Leave Grouping OR the Other Personnel Actions grouping
Please keep in mind the following guidelines for elective credit:
- HR/payroll certification requires completion of three elective credits chosen either from the Payroll/Leave Grouping OR from the Other Personnel Actions grouping
- Together with the required core courses, the electives can help develop a foundation within the associated competencies
Payroll/Leave Grouping
PST110 Time and Labor 1
In this session, participants will review basic leave policy and practices as well as time-worked rules. The session highlights the process for reporting time in PeopleSoft and allows time to review and practice process for approving time. Managing exceptions using Time and Labor tools also are covered.
PST111 Time and Labor 2
This hands-on session focuses on advanced features for supporting time and labor with emphasis on
▪ Processing timecards and the timecard report
▪ Managing workgroups
▪ The process for extended LOAs, including FMLA and Military Leave
▪ Determining how to make corrections to T&L to adjust leave balances
▪ Processing a termination
▪ Reviewing process for cashing out leave
PRO315 Advanced Topics in Payroll and Leave
This session provides an opportunity to review and discuss the university’s pay cycle and payroll calendar alongside various payroll/leave tools such as paylists, review paycheck and leave balances, and Payable Time Detail. In this session, there will be an in-depth discussion of time reporting codes (TRCs) and earnings codes, adjustments (on-cycle & off-cycle), and wage refund calculation requests. Leave processes/issues also will be reviewed including no leave plan enrollment, compensatory cash-out, conversion, and leave audits. Retroactive FTE changes also will be covered.
PST081 Payroll Distributions
In this hands-on workshop, participants will review how to complete payroll distribution procedures in myUFL. Designed for departmental staff responsible for their department's employee labor charges and cost reallocations, this workshop will cover how to navigate to UF Payroll Distributions--with opportunity to view and practice the steps necessary to add a distribution.
PRO320 UF Leave Policy
Designed for payroll processors, department administrators, and supervisors, this session provides an in-depth review of UF leave policy and facilitates a better understanding of FMLA and extended leaves of absence.
Other Personnel Actions Grouping
PRO316 Nonresident Alien Training/University Tax Services
This session is designed to prepare departments involved with any type of monetary compensation with regards to foreign nationals. After attending, the goal is for participants to be able to move through the process efficiently and accurately – from organizing the documentation to understanding the data for processing.
PRO317 An International Affair: Sponsorship of Foreign Nationals for Employment-Based Immigration Statuses
Designed and presented by the university’s International Center, this workshop focuses on visas and status based on employment— from Nonimmigrant to Immigrant (Permanent Resident). It also reviews change of status migration patterns and related issues.
PRO318 Hiring Graduate Assistants and Fellows
This session is designed to increase participants’ understanding of the requirements (eligibility and paperwork), processes, and steps involved in hiring a Graduate Assistant or Pre- or Post-Doc Fellow. The session reviews requirements and paperwork (for GAs and Fellows), discusses and demonstrates ePAF (for GAs), and also discusses and demonstrates the Letter of Appointment (for GAs and Fellows).
PRO319 Guide to Faculty Appointments, Recruitment, and Hiring for UF Administrators
This workshop seeks to provide a sound guide to understanding the faculty appointment, recruitment, and hiring process. In the session, faculty appointments and titles will be covered, including appointment status modifiers and administrative titles. The faculty recruitment process will be briefly explained along with best practices for creating and developing an "internal” approval process for advertisement (i.e., start-up packages). This workshop will address OPS faculty, salaried faculty, and courtesy faculty.
PRO321 Workers’ Compensation and Other HR Issues
In the Pro3 workshop “Workers’ Compensation and Other HR Topics,” we will increase your understanding of a range of human resource (HR) topics to assist you in serving as an effective administrator. Workers’ compensation, unemployment compensation, commercial drivers’ licenses, and drug testing are among the topics that will be discussed to assist you in creating a safe and secure working environment for your department.
Personal Excellence - Course Descriptions
Required courses (6)
PRO301 UF 101: What Every Employee Should Know About the University of Florida
This workshop is designed to increase institutional awareness so that employees at the University of Florida may be more effective in their jobs as they navigate the complexities of our large university and serve as resources for others. This workshop reviews UF’s overall organizational structure, its managerial structure (deans, directors, department chairs, etc.), and other relevant university relationships, including the University Board of Trustees and Board of Governors. Other key resources and facts about the university also are introduced.
PRO307 Problem-Solving in the Workplace
Discovering how to use work style and strengths in the workplace can improve our problem-solving abilities. In this workshop, participants will focus on developing their ability to tackle work-place problems by using a logical, systematic approach that builds on their own strengths and natural abilities. Focus will be given to ways in which participants can cultivate their abilities to evaluate options and implement solutions considering a range of information. The Myers-Briggs Type Indicator (MBTI) as well as other tools for developing individual potential will be used.
GET050 Achieving Results
This session focuses on a key workplace skill — identifying and achieving the desired results of your work. In this session, you will learn to:
- Identify clearly what you want and define your priorities
- Explore methods for persisting in the face of challenges
- Create goals that are clear and compelling
- Develop a strategy that leads to accomplishment of your goals
SCS060 Relationship Strategies
This workshop offers guidelines for understanding and adjusting to the differences in people, through behavior observation.
(1) of Training and Organizational Development’s Business Communication courses (BCC course numbers)
See T&OD schedule for dates, times and locations of Business Communication workshops
SCS010 HR 101: A Practical Guide to Fair and Legal Supervision
Explore the legal side of supervisory decision-making by examining how federal laws affect employment decisions, what you can and can’t ask applicants and employees, and UF policies and procedures.