HR Terms

ADA- see Americans with Disabilities Act of 1990

Administrative Assistant- active support staff.

Affirmative Action- Specific actions in recruitment, hiring, upgrading and other areas designed and taken for the purpose of eliminating the present effects of past discrimination, or to prevent discrimination.

Americans with Disabilities Act of 1990 (ADA)- the ADA prohibits discrimination on the basis of disability in employment, programs and services provided by state and local governments, goods and services provided by private companies, and in commercial facilities. For more information go to: www.ada.gov

Arbitration- the settlement of a dispute by a neutral third party person or persons to hear both sides and come to a fair decision.

Arbitrator- an impartial person selected, with the consent of concerned parties, empowered to render a judgment in a dispute.

Annuity- An investment on which one receives fixed payments for a lifetime or for a specified period. 

Audit- 1. a formal examination of an organization's or individual's accounts or financial situation. An audit may also include examination of compliance with applicable terms, laws, and regulations.

Audit- 2. Job Audit- An employee may request from the office of human resources a review for the purpose of determining whether a position is properly classified.  An employee may request only one position audit per twelve month period, unless significant changes occur within the position.  For more information visit 

http://www.uakron.edu/ogc/docs/25-10f.doc

Benefits Confirmation Form- document sent to a full-time employee from Benefits Administration listing their elected benefit choices (summary of their enrollment elections).

Clearance Form- form to be completed by all employees upon termination.  To download the form visit http://www.uakron.edu/hr/docs/ClearanceForm.pdf

COBRA- see Consolidated Omnibus Budget Reconciliation Act

Collective Bargaining- standard mechanism for employees to participate collectively in the determination of their terms and conditions of employment through negotiations between their elected representatives and their employer

Collective Bargaining Agreement-  an agreement reached through collective negotiations between management and representatives of employees unions.

Compensation- remuneration for services rendered. Includes pay, incentives, and benefits provided to employees.

Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA)- law requiring that most employers sponsoring group health plans offer employees and their families the opportunity for a temporary extension of health care and union Employee Benefit Fund coverage called "continuation coverage" at group rates in certain instances where coverage under the program would otherwise end. For more information visit http://www.uakron.edu/hr/benefits/cobra.dot

Contract Professional Staff- full or part-time non-teaching professional personnel to whom the board of trustees, on the recommendation of the administration, grants recognition and benefits. May be appointed as instructional professional staff if their responsibilities involve instructional or academic support functions or administrative professional staff if their responsibilities are business/administrative in nature. Contract Professionals do not hold faculty rank.  Minimum requirement for this employment category is a baccalaureate degree.  For more information visit http://www.uakron.edu/ogc/docs/22-01f.doc

Coordination of Benefits (COB) - arrangement in health insurance to discourage multiple payments for the same claim under two or more policies. When two or more group health insurance plans cover the insured and dependents, one plan becomes the primary plan and the other plan(s) the secondary plan(s).

Declaration Regarding Material Assistance/Non-Assistance to a Terrorist Organization (DMA Form)-  declaration signed by all employees stating that they do or do not provide material assistance to a known terrorist organization as identified by the U.S. Department of State Terrorist Exclusion List.  For more information as well as link to the document visit  http://www.uakron.edu/hr/docs/DMAForm.pdf

Deficit Reduction Act of 1983/ Tax Equity & Fiscal Responsibility Act of 1982 (DEFRA/TEFRA)- The law that requires employers to change their group health plans to make Medicare secondary, rather than the primary, payer of health benefits for an active employee's dependent spouse that is age 65 or older. However, the spouse has the right to retain Medicare (including Medicare Part D - prescription drug coverage) as their primary coverage by rejecting the health plan coverage offered by the university. 

DEFRA/TEFRA- See Deficit Reduction Act of 1983/ Tax Equity & Fiscal Responsibility Act of 1982

Direct Deposit- making a direct deposit of payroll to employee bank accounts via electronic transfer rather than paper paychecks. To download direct deposit sign up form visit http://www.uakron.edu/busfin/controller/payroll_forms.php

Discrimination- the act of distinguishing between and among different things.  When discrimination is done in a way that disadvantages individuals because of accident of birth or condition it is unlawful. The Civil Rights Act of 1964, Title VII prohibits employers, employment agencies and unions from discriminating on the basis of race, color, religion, sex or national origin. 

DMA Form- see Declaration Regarding Material Assistance/Non-Assistance to a Terrorist Organization

Earmark- term used when a position has been designated for restudy when vacant to determine its proper classification before being refilled.

EEO- see Equal Employment Opportunity

EEOC- see Equal Employment Opportunity Commission

Employee Assistance Program (EAP)- Employer paid-for program for employees with a focus on confidential counseling for legal, financial, emotional, and work related issues.  For more information on The University of Akron's EAP visit http://www.uakron.edu/hr/benefits/eap/index.dot

Employment Opportunities Bulletin (EOB)- Online bulletin posting job openings at The University of Akron.  To view the bulletin visit http://www3.uakron.edu/hr/eob/

Equal Employment Opportunity (EEO)- Where all personnel activities are conducted so as to assure equal access in all phases of the employment process.  Employment decisions are based solely on the individual merit and fitness of applicants and employees related to specific jobs, without regard to race, color, religion, sex, age, national origin, handicapping conditions, marital status or criminal record. For a complete listing of laws and regulations governing EEO visit http://www.uakron.edu/hr/hr-services/eeo/eeo-laws.dot

Equal Employment Opportunity Commission (EEOC)- federal agency responsible for administration of several statutes which prohibit discrimination; has power to subpoena witnesses, issue guidelines that have the force of law, render decisions, provide technical assistance to employers, provide legal assistance to complainants, etc. For more information visit http://www.eeoc.gov/

Exempt Staff- employees that are exempt from overtime provisions of the FLSA.  These employees include executive employees, administrative employees, professional employees, and those engaged in outside sales.  These employees have the responsibility for managerial or professional latitude and judgment.  Related terms see: Non-Exempt Staff and Contract Professional.

Fair Labor Standards Act of 1938 (FLSA)- federal law governing minimum wage, overtime pay, equal pay for men and women in the same types of job, child labor and recordkeeping requirements.  Determines if positions are exempt or non-exempt.  Referred to as the Wage Hour Act because it ensures fair treatment of employees with respect to wages and hours. 

Family Medical Leave Act (FMLA)- 1993 law creating an entitlement to unpaid leave connected with family emergencies and medical situations. Covered employers must grant an eligible employee up to a total of 12 workweeks of unpaid leave during any 12-month period for one or more of the following reasons:

• for the birth and care of the newborn child of the employee;
• for placement with the employee of a son or daughter for adoption or foster care;
• to care for an immediate family member (spouse, child, or parent) with a serious health condition;
• a serious health condition that makes unable to perform the essential functions of you job.

For more information visit http://www.uakron.edu/hr/benefits/fmla.dot

Flexible Spending Accounts (FSA)- A savings account available in the United States that provides the account holder with specific tax advantages. Set up by an employer for an employee, the account allows employees to contribute a portion of their regular earnings on a pre-tax basis to pay for qualified expenses, such as medical expenses or dependent care expenses. http://www.uakron.edu/hr/benfits/fsa.dot

FLSA- see Fair Labor Standards Act

FMLA- see Family Medical Leave Act

FSA- See Flexible Spending Accounts

 Full Time Employee- employee working 40 hours a week

Health Insurance Portability and Accountability Act- 1996 legislation states that patients must have access to their medical records and that the records are kept confidential. For more information visit http://www.hhs.gov/ocr/hipaa/ . UA authorization for release of information form can be found at http://www.uakron.edu/dotAsset/763591.pdf

HIPAA- see: The Health Insurance Portability & Accountability Act of 1996

I-9 Form- employment eligibility verification document that each new employee, both citizen and noncitizen, hired after November 6, 1986 must complete to gain authorization to work in The United States. http://www.uakron.edu/hr/docs/i-9.pdf

Job Requisition Form (JRF)- document used to obtain official approval for a job opening and capture salary dollars to support the job.  The job is either temporary (greater than 6 months in duration) or permanent

 JRF- see Job Requisition Form

Learning, Development and Communications- department within human resources that aims to provide education and workplace skills to The University of Akron community.

Mediation- the intercession of a neutral party into a dispute for the purpose of aiding the parties to come to an agreement.  The mediator serves as a catalyst, as well as a liaison between the parties, to guide both sides toward settlement.

Merit- quality or worth determined by job performance and employee potential for development.

Non-Exempt Staff- employees who are subject to minimum wage and overtime provisions of the Fair Labor Standards Act (FLSA)

Occupational Safety and Health Act (OSHA)- federal act that sets and regulates health and safety standards for the work place.  For more information visit www.osha.gov

OSHA- see Occupational Safety and Health Act

PAF- see Personnel Action Form

Part Time Employee- employee working 39 hours a week or less.

Performance Review- review of an employee's performance during a specific timeframe. Allows for an opportunity for the employee and supervisor to establish the goals and objectives for the upcoming review period based on current university initiatives.  For more information visit http://www.uakron.edu/hr/hr-services/performance-reviews/index.dot

Personnel Action Form (PAF)- document used to process all employment actions related to a University employee. Examples of actions include: hire, termination, title change, leave, salary change, one time payment etc. The PAF also documents the official approval of the employee action by the department chair, vice president, appointing authority and Board of Trustee. For more information visit http://www.uakron.edu/hr/employee-processes/hire-an-employee/index.dot  

Recruitment- the process of acquiring a pool of applicants who are available, and qualified to fill positions in an organization.

Salary- pay which is usually stated as a monthly or annual figure and is monetary compensation for contributions without regard to the specific hours required of them to complete their responsibilities.

Seniority- refers to an employee's length of continuous service; sometimes may also refer to an employee's time in title or rank, appointment type, or length of service in a position or positions represented by a particular bargaining unit.

Sexual Harassment- Sexual harassment is a form of sex discrimination which violates state and federal laws respecting both employees and students.  For a complete view of The University of Akron's policy on sexual harassment visit http://www.uakron.edu/ogc/docs/11-13.doc

Sick Leave- 1. An absence from work permitted due to illness. 2. The number of days per year for which an employer agrees to pay employees who are sick.  To view UA's policy on sick leave please visit http://www.uakron.edu/ogc/docs/11-01f.doc  To obtain a request/certification of leave form visit http://www.uakron.edu/hr/docs/certifyleave.pdf

Staff- see Contract Professional, Exempt, and Non-Exempt Staff

Temporary Requisition Form (TRF)- document used to obtain official approval for a job opening and capture salary dollars to support the job.  The job is for a limited period of time, not to exceed 6 months in duration.

Tenure- status granted to an employee, usually after completion of a probationary period, assuring him or her of the permanency of his or her employment.

TRF- see Temporary Requisition Form

Workers' Compensation- a system of insurance that reimburses an employer for damages that must be paid to an employee for injury occurring in the course of employment -called also workers' comp. For more information visit http://www.uakron.edu/hr/benfits/work-related-injury.dot

UA Net ID- individual computer/internet identification and authorization assigned to staff, faculty and students at The University of Akron.

Zip Card- individual identification card given to staff, faculty and students at The University of Akron.