University of Minnesota
Office of Human Resources

Tuesday, July 21, 2009

Date: Tuesday, July 21, 2009 Twin Cities: 210/215 Donhowe
Time: 2:00 – 4:00 p.m. Crookston, Duluth, Morris, Rochester, and via UMConnect:
Facilitator: Nan Wilhelmson, Director  

Agenda and Handouts

Time Item
2:00 – 2:05 Welcome & Announcements
Nan Wilhelmson and Susan Cable-Morrison – Office of Human Resources
2:05 – 2:15 Job Center - Adecco
Laura Negrini – Office of Human Resources and Adecco Staff
Handout: Adecco Employment Services Quick Reference Guide (pdf)
2:15 – 2:25 Updated Retention Schedule for Employee Records
Susan McKinney – Records and Information Management
Handouts: Records Retention Schedule (pdf),
Management of Employee Personnel Records (pdf)
2:25 – 2:35 University Archives
Karen Spilman – University Archives
2:35 – 2:55 Conflict Resolution Policy Review
Carolyn Chalmers – Office of Conflict Resolution
Handout: Conflict Resolution Handout (pdf)
2:55 – 3:20 An Early Look at Upcoming Changes to the UPlan Medical Coverage
Karen Chapin – Office of Human Resources
Handouts: UPlan Medical & Pharmacy Program Changes (pdf),
Wellness Advocate Handout (pdf)
3:20 – 3:35 Human Resources and Grants Job Family Projects
Mary Luther – Office of Human Resources
Handout: Job Families Project Presentation (pdf)
3:35 – 3:50 Feedback Model
Corey Bonnema – Office of Human Resources
Handouts: DESC Feedback Model (pdf),
The Gift of Feedback (pdf)
3:50 – 4:00 Update on the Talent Bank
Donna Bennett – Office of Human Resources
Handout: Talent Bank (pdf)


Note: The next HR Pros Meeting will be Friday, October 30, 2009, from 10-12.

Welcome and Announcements – Nan Wilhelmson, Office of Human Resources


Welcome from Nan. Reminder: Questions are collected online and asked during Q&A after presentations. Susan Cable-Morrison announced Anna Noren as the main point person for undergraduate student employment. She also briefed the HR Pros on changes to student employment postings. The procedure for posting the positions will remain the same, but the duration of the posting on the employment system will now be limited. The new business process will be to change checking the “Open until filled” box to entering in the date one month after being posted beginning September 1. If the department has not found a student to hire within the month, they must submit another posting to be placed on the employment system and they must follow up with any active applicants.

Job Center-Adecco – Laura Negrini and Adecco Staff, Office of Human Resources and Adecco

Laura Negrini introduced Adecco staff and announced renewal of membership. Adecco representatives provided background information about Adecco as a staffing group and their services. Some information/services include: serving 150,000 clients, 5 offices (one on University Ave.), accounting/clerical needs can be filled, testing services (full-time placement option), direct hire, etc. Contact Adecco for processing needs and give them feedback about the candidate that was placed in the department. Adecco has now posted their bill rates. The handout provided has additional information and mentions that inquiries or questions can be answered by contacting Adecco staff at 612-339-1153.

Updated Retention Schedule for Employee Records – Susan McKinney, Records and Information Management

Susan McKinney gave an update regarding retention of records. The new retention schedule is to retain records for 7 years after termination. There are new grant requirements, which have been updated. Also, there is a functional schedule and a guideline for managing employee personnel record. There are new guidelines for the Rosemount storage location. One data practice update: government employees that collect home phone and cell numbers can now legally do so. Additionally, without the written consent of the student/employee, one cannot legally discuss information. If questions arise, please contact Susan McKinney at or 612-625-3497.

University Archives – Karen Spilman, University Archives

Karen Spilman briefly touched on personnel files and that employees should only send CVs and all file information before 1970. University archives staff will work with records from departments and assist with the transfer of information. If questions arise, please contact Karen Spilman at or 612-626-2531.

Conflict Resolution Policy Review – Carolyn Chalmers, Office of Conflict Resolution

Carolyn Chalmers gave a brief overview of what the office does and mentioned that every five years, the policy and employee relations are revisited with feedback sought to assess and improve services. The initial review has been completed with the Advisory Committee including Bob Altman from Employee Relations, CAPA, CSC, Faculty Committee, etc. Chalmers continued her presentation with a brainstorming session, similar to a large focus group, discussing ideas or examples of difficult things to deal with or talk about within the workplace. Some of the examples included: patterns of performance management (conflict between supervisor & employee), bargaining unit conflicts with non-bargaining unit members, budget cuts, concerns with workload, etc. Carolyn asked for feedback from HR Pros present at the meeting. Some of the suggestions include: a simple “one stop” website, assistance with eliminating some of the situations, peer mediation programs (Altman), give employees information on new on-board programs early on, etc. A suggestion was given to to clarify the policy, since not everyone knows how the process works. Also, Susan Rafferty noted that due to the size of the University, we need to identify the correct resource and HR should be the conduit for the U for addressing conflict. Carolyn inquired of the group and found that about half of HR Pros has worked with O.C.R. Please contact Carolyn Chalmers with questions or additional suggestions: or 612-624-1030.

Information and Updates – Employee Relations – Patti Dion, Office of Human Resources

Patti Dion was unable to attend the meeting.

Human Resources and Grants Job Family Projects – Mary Luther, Office of Human Resources

Mary Luther addressed the continuation of the Job Family Project and working in conjunction with the Grants Administration (Point person: Kristina Streed; Content sponsor: Pamela Webb). The members of the project will produce a team to analyze the work being done before the team goes out to ask the employees about their job and the work that they do. Later in the process, there will be a questionnaire with specific questions relating to the employee’s job functions. Afterward, a panel is going to reevaluate how the jobs are described and defined. Luther did provide a timeline during the presentation of what process employees should expect over the next year. The expected outcomes are that there will be a University-wide career path aligned with today’s work, and equity and transparency in the work. Please provide information and assist in the communication of the study, facilitate the completion of the questionnaire, provide feedback to the committee, and facilitate communication to employees about the outcome of the study. If questions arise, please contact Mary Luther at or 612-624-8202.

Update on the Talent Bank – Donna Bennett, Office of Human Resources

Donna Bennett briefly spoke on the talent bank. She passed out an example of the e-mail that goes out to individuals receiving a non-renewal notice and urged these individuals to use the talent bank to find employment. They can use this site, unless they are on the layoff list. This information will be on OHR’s Moodle site, and Laura Cabral ( and Erin Schaffer ( are able to assist with questions. For additional questions, please contact Donna Bennett at or 612-625-8328.

Feedback Model – Corey Bonnema, Office of Human Resources

Corey Bonnema presented information on the class, “The Gift of Feedback,” from Organizational Effectiveness. He mentioned that it is the supervisor’s duty to manage the conflict within their team. Feedback is the usual outcome when someone wants to give an assertive message to someone. Feedback should be objective and employees should understand the importance of giving constructive feedback. The D.E.S.C. model is the framework of how to give feedback and helps the employee understand the steps to take to increase the impact of the feedback given. The D.E.S.C. model stands for: Describe the behavior, Express the impact, Specify new or continued behavior, and communicate the Consequence. An important fact about feedback: employees who receive feedback from their manager on a consistent basis, which is both fair & accurate, perform nearly 40% better. Bonnema explained that there is a difference between behavior and opinion, and demonstrated the difference through various examples. Behavior is what is heard or done, while an opinion is a judgment, perception, or an opinion of a behavior. In about 2010, an internet model and training may be introduced. If questions arise, please contact Corey Bonnema at or 612-626-9721.