Agenda

Minutes

Note: Next meeting will be held in January or early February 2008. An HR Pro Link will be sent with the specific date and time.

Welcome and Announcements – Nan Wilhelmson, Office of Human Resources

Nan introduced Kim Boyd, new director of Equal Opportunity and Affirmative Action (EOAA). Kim began about five weeks ago, previously working at Hamline University for fourteen months as an Assistant Dean and spent five years practicing law specializing in employment and labor specialties. Kim indicated there are openings for two consultants within EOAA.

Susan E. Cable provided information about the Regents Scholarship program—minor policy changes became effective February 2007. There is now one program and one Regents application form for all University faculty and staff. Susan emphasized the need to use the most current Regents application form, completing requested information and securing signature and approval from the supervisor or responsible administrator. The form and policy information may be found on line at: http://www1.umn.edu/ohr/benefits/tuition/index.html.

It was also announced Laura Negrini, in addition to managing the Job Center, is now the Director for Payroll Services.

Updates—Position Management & Employment System – Miriam Ward, Laura Negrini, Office of Human Resources

The roll out of Position Management has been completed for all units. Approximately 20% of open requisitions do not include a Position Number. Currently requisitions routed to central OHR without the Position Number are returned to the HR Pro for correction. Data clean-up is underway for Position Records and missing Position Numbers on requisitions. The current data concerns are: new hires entered into PeopleSoft without using a position number, the “reports to” information missing and open employment requisitions without a Position Number. If the hire is for the same department as the requisition, there is no problem. If the hire is for a different department then do the hire using the original Position number from the requisition, and move the employee to a position number for the actual department where they will work. For academic series: create a position record using the job code that will most likely be valid for the hire; then post the requisition with a series code using the Position Number from this position record. When the hire will have the same job code as the position record, there is no problem. When the hire has a different job code than the position record, always hire using the original Position Number, then contact OHR Call Center (5-2016) to process a change to another Position in order the have correct Notice of Appointment data. For questions and/or assistance, please contact Miriam Ward (624-1370), Laura Negrini (626-1644), or Dinah Scott (626-1363) for academic postings.

Please remember: beginning October 29th, a requisition cannot be saved or submitted without entering the Position Number.

Unemployment Update/Cost Control Program Procedures—Laura Negrini, Jean Pooch, Office of Human Resources

There are two primary contacts for ADP (Automatic Data Processing) Unemployment group who may contact you regarding employees who separate from the University. ADP is the agency the University works with regarding unemployment benefit issues. Nancy Gahagen (Claims Service Representative) is responsible for gathering separation data, processing all unemployment claims and filing appeals. Yvonne Daniels is responsible for initiating the case preparation and for coordination of hearing representation for the University. Upon receipt of an unemployment claim, Nancy (CSR) will contact the department if any separation information is needed. When a request is received, it is important to reply as quickly as possible, and to include any documentation surrounding the separation issue. Timeliness is extremely important. Remember student employees (enrolled and working at the same institution) are not eligible for unemployment benefits. The only information that needs to be provided is they were a student employee and are excluded by law. For questions about the processing of unemployment claims, feel free to contact Jean Pooch, 624-4855 or j-pooc@umn.edu.

Overview of SMLP & Situational Leadership—Corey Bennema, Office of Human Resources

The Successful Manager's Leadership Program (SMLP) is an intensive, five-day program that addresses needs for understanding the role of leaders. The program is sponsored by the Office of Human Resources and the College of Continuing Education. Through lectures, exercises, case studies and peer feedback, the program helps develop new strategies and action plans to improve personal performance and ensure a greater impact on organizational effectiveness and success. Participants receive individualized feedback via a 360 multi-rater assessment. Focus is on four key areas of leadership: personal, thought, results, and people. University employees receive a discounted rate for the course which is subsidized by the Office of Human Resources. For additional information, please contact the College of Continuing Education (624-4000). Registration is available online at: http://www.cce.umn.edu/.

A second program offered through the Organizational Effectiveness division is Situational Leadership II. The purpose of the program is to equip supervisors and managers with the knowledge, skills, and tools to improve their leadership effectiveness and develop their employees. Three skills of situational leaders are: diagnosis, flexibility, and partnering for performance. The target audience for this program is new supervisors, established managers, mid-level managers and human resource employees who wish to help their clients improve leadership skills. The cost of the program fee is $45.00-50.00. For additional information, please contact Corey at 626-9721 or bonn0014@umn.edu.

Registration is available online http://www1.umn.edu/ohr/supervisors/workshops/index.html.

Open Enrollment—Karen Chapin, Kathy Pouliot, Office of Human Resources

Annual chance to review benefit elections begins November 1st- November 30th. Most employee changes can be made on line http://hrss.umn.edu. Same-sex domestic partner applications must be completed by paper—presently not available on-line. Additional information is available on Employee Benefit Web site: http://www1.umn.edu/ohr/benefits/index.html. For questions, contact Employee Benefits at 624-9090, Option 2, for questions about FSA (Flexible Spending Accounts), Option 3. Donhowe Lobby computers and assistance will be available November 28-30th (Wednesday-Friday) from 7:00am-5:00pm.

Fitness Rewards Program—Murray Harber, Office of Human Resources

The new UPlan Fitness Rewards Program is available to all UPlan employees and spouses/SSDPs or dependents 18 and over. UPlan Fitness Rewards links with Medical “Fit Choices” and Health Partners “Frequent Fitness”. Employees will receive a $20 reward on health club membership fees if you exercise 8 times a month or more. You must participate at a fitness center (there are approximately 300 centers in each plan) which includes the U Rec/Fitness Centers. For detailed information visit the Web at: www.umn.edu/ohr/benefits/openroll/fitnessrewards/ or you may contact Murray Harber at 626-5755 or harbe017@umn.edu with questions.

Data Regarding Race & Ethnicity—Ron Huesman, Office of Institutional Research

In August 2006, the US Department of Education (ED) announced guidelines for how institutions collect and maintain race and ethnicity data for students and employees, and how those data would be aggregated for reporting to the Integrated Postsecondary Education Data System (IPEDS) using racial/ethnic standards issued by the Office of Management and Budget (OMB) in 1997. Once the final guidelines are published (no date set yet) institutions must implement the requirements by the fall of 2009 based on data for the 2009-10 school year. To comply with the final guidelines institutions may have to revise their admissions, employment, and registration forms, change data storage and retrieval software, and modify reports and analyses. Institutions would be required to collect data using a two-question format. The notice states that institutions should include instructions encouraging individuals to answer both the ethnicity and race questions. Institutions should not make changes in forms, databases, or computer programs until final guidance has been issued and IPEDS reporting processes have been finalized. For questions, contact Ron Huesman at 625-1319 or huesm003@umn.edu.

UReport Update—Sophia Anema, Office of Institutional Compliance

The best place to raise a concern is within the college or unit through ordinary supervisory channels, beginning with immediate supervisor, instructor or adviser. However, for those uncomfortable raising a concern about a possible violation of law or policy, the University provides a confidential reporting service, UReport. This is the third year in which an external vendor has been used. There were 225 reports via phone and Web, with 78% reporting concerns anonymously. There are also additional specific resources such as EOAA, local HR Professional, and UMPD to contact as well. Once a concern has been provided, updates are available via a PIN number which is issued. For questions or additional information, visit the Web site at: http://www.instcomp.umn.edu/report.html#local or contact Sophia Anema at 624-3446 or sganema@umn.edu.