OFFICE OF HUMAN RESOURCESHR FORUM

Apri l 1, 2015

Agenda• Introduction• Dr. Calvin Jamison – Office of Administration• Dean George Fair – Office of Institutional Equity

and Compliance• Department Updates

Office of Human Resources• HR Forum will be held on the first Wednesday

of the month 10am – 11:30am. JSOM 2.115.

May 6, 2015

June 3, 2015

July 1, 2015

August 5, 2015

**Because there is a class in the room at 11:30, please exit the room as quickly as possible when the meeting ends.

ask YODAask YODA for HR is here!

Assistant Vice President

James Dockery

Director of Compliance

Compliance Manager

Compliance Analyst

Compliance Assurance Specialist

Director of Institutional Equity

I E SpecialistNancy Bowles

Training Specialist Director of Title IX Initiatives

Deputy Coordinators outside division*

Admin Asst.

Office of Institutional Equity and Compliance

AVP Key Functions:

• To provide leadership and oversight to the universities responsibilities in complying with federal and state regulations, UT System and UTD Policy, and the UT Board of Regents;

• Leads and creates action plans, policy and procedure, to monitor and coordinate campus wide efforts of compliance related matters such as UTS and UT System policy and regulations requiring institutional monitoring and reporting;

• Via the Director of Institutional Equity, manages UTD’s Affirmative Action Plan and monitors compliance with EEO, OFCCP, Title IX, and other employment laws or regulations related to harassment, discrimination or retaliation in the workplace or within the campus community;

• Via the Director of Title IX Initiatives, leads UTD’s responsibilities for compliance with Title IX, Cleary, VAWA, Campus Save Act and other related requirements;

• In coordination with designated offices, establishes policy and procedure to ensure compliance training, education and awareness, and institutional responsibilities become incorporated into the campus culture and strategic planning.

Office of Institutional Equity and Compliance

• Compliance – UT system and UTD rules, policies, procedures– Proactive compliance measures and best practices– Education and training

• Institutional Equity– AAP, OFCCP, EEO compliance, monitoring and response to audit– Investigations of harassment, retaliation or discrimination– Deputy Title IX Coordinator to perform investigations– ADA Coordinator for campus– Resources for search committees– Reviewing hiring decisions for AAP compliance

• Title IX Initiatives– Title IX Coordinator– VAWA, Campus Save compliance– Coordinate Cleary Act/reporting– Outreach and education to campus community

Functional Areas

Campus Update

April 1, 2015

Office of Administration

Dr. Calvin JamisonVice President

Office of Administration

Campus Safety

Wellness Committee

SPN Wellness Center

Wellness Center Construction (SPN)

Campus Safety

• “Comet Town” will feature apartments, townhomes and mix of campus-oriented and mainstream restaurants, retail and entertainment

• Breaks ground in Spring 2015, opens in fall 2016

Northside at UT Dallas

Northside at UT Dallas

Northside at UT Dallas

Northside at UT Dallas

Campus SafetyAdditional Upcoming Services Child Development Center Services

Lactation rooms

Bike sharing program

Additional campus security measures and patrols

IHOP Express

Parking Structure 2

Additional Upcoming Service

Questions?

administration@utdallas.edu

Thank you

EMPLOYEE RELATIONS/ORGANIZATIONAL DEVELOPMENT & INSTITUTIONAL EQUITY

Division Update

ADAAA Accommodations • What is a reasonable accommodation?

– A modification or adjustment to the job application process, work environment or learning environment enabling a qualified individual with a disability to be eligible for a position, perform the essential functions of a position, or enjoy the same benefits and privileges of employment as are enjoyed by similarly situated employees without disabilities.

• What is an undue hardship?– In determining whether an accommodation would impose an undue

hardship, factors to be considered include the nature and cost of the accommodation, financial consideration and resources, the impact of the accommodation on the nature and operation of the department, and how the request would affect the health and safety of other employees or students.

ADAAA Accommodations • Processing of a Request:

Employee makes verbal or written request to supervisor or Human Resources. (Supervisor who receives the request must immediately notify Human Resources.) Human Resources begins the interactive process. This involves discussions with

the employee, obtaining of supportive information from health care provider and determining essential job functions.

Engaging employee and supervisor to discuss the requested accommodations. Final determination:

If granted, outlining in writing, the specific accommodations and expectations of the employee. If denied, outlining reasons for denial.

• Medical diagnosis is not shared with the supervisor.• Visitors and applicants can request an accommodation online at:

utdallas.edu/ada.• Contact Employee Relations for assistance or advise your Core Team

Members.

ADAAA Accommodations

ADAAA Accommodations Employee Relations Contacts:

Ellen Ammons(972) 883.4633Ellen.Ammons@utdallas.edu

Marco Mendoza(972) 883-4412Marco.Mendoza@utdallas.edu

Jennifer Koerber-Miller(972) 883.2224Jennifer Koerber-Miller@utdallas.edu

Performance AppraisalsAppraisal Deadlines:• April 7, 2015 – Employees who were

employed during 2014.• June 30, 2015 – Employees who were hired

between January 1, 2015 & April 15, 2015.(Probationary Evaluation accepted)

Appraisal not required for:• Employees with an appointment of less than 4.5 months or if

they are in a student position.• Employees currently out on leave – Complete when they

return from leave.

Drug Free Schools and Communities Act

Annual reminder to be posted online April 1st. Intercom Announcement on April 8th.

“Unauthorized purchase, manufacture, distribution, possession, sale, storage or use of an illegal drug or controlled substance while on duty, while in or on premises or property owned or controlled by the University, or while in vehicles used for University business are prohibited.”

• If you need help in dealing with an alcohol or substance abuse issues, options to seek treatment and counseling include the following:

• Call the Employee Assistance Program (EAP): 214-648-5330. It’s free and confidential.

• Contact your healthcare provided for assistance via your insurance plan.• Students may seek help via the UTD Student Counseling Center.

• For additional assistance or questions regarding the policies, please contact Employee Relations in the Office of Human Resources at 972-883-2224 or 972-883-4412, or you may email EmployeeRelations@utdallas.edu.

Organizational Development

PeopleSoft AcademyInterns Available

Contact:

Terry Cartwright(972) 883.5328

Terry.Cartwright@utdallas.edu

BENEFITSDivision Update

Benefits Update

• Introduction of new Leave Administrator – Celeste Burnett

• Reminder about new hire and FTE changes impacts to ACA reporting – send them to benefits to enroll or decline benefits coverage

• Wellness Update– UT Physical Activity Challenge – Registration open through April 10th;

Kick-off is April 6, 2015 – Walk 10@10 – by the Student Union – EAP - Lunch and Learn – April 28 at 12:00-1:00 – Galaxy Room B

• FMLA – concurrent with Sick time and vacation usage

EMPLOYMENT SERVICESDivision Update

I-9 and E-Verify• Centralized New Hire Paperwork

Adobe Acrobat Document

Salary Actions

Salary Actions

• To be eligible, employee must be in current job for at least six (6) continuous months AND have not received salary increase in the last six (6) months.

• Reference Classified Pay Plan and Salary Guides for guidance on salary increase amounts. • Provide justification to HR for increases <1% or >5%, prior to submitting to Budget.• Requests for market/equity reviews must be submitted to HR via PRR no later than April 1.• One-time merit payment should be given in lieu of a merit increase if the employee is at the max of the

pay grade. • One-time merit payments may not exceed 5% of the employee’s current base unless approved by the

President or Provost.• One-time merit payments may not exceed 5% for the fiscal year.• Any increase not given in September will be effective in March.

Salary Actions + Job Changes

• To reclassify or promote an employee, a PRR must be submitted to and approved by HR prior to submitting to the budget workbook.

• Employees must meet the eligibility for a promotion and may be subject to review by Institutional Equity. Increases above 5% will require justification; increases above 15% will require justification AND approval from the President or Provost.

Employment SpecialistEvelie Giddings – x3561 – eag130230@utdallas.eduNancy Joseph – x2219 – nkj140030@utdallas.edu

Compensation Betty Burns – x4632 – bxb143030@utdallas.edu

Things to Remember• April 1 – Market/Equity adjustment request • May 1 – Campus-wide roll-out of PA7 for staff• August 1 – New faculty start date• TBD – RA/TA start date*

Q & A