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Office of Human Resources March 2010 |
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HR REVIEW
Your Source for University Human Resources News and Information | |
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| Upcoming Workshops & Events |
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Northwestern University "Relay for Life 2010"
May 14, 2010 - Save the Date!
Join Team HR in the American Cancer Society's "Relay for Life", and make a difference in the fight against cancer. Look for information about upcoming events in the weeks preceding the event. For more information, visit: NU Relay for Life.
Take Our Daughters and Sons to Work Day
April 22, 2010...Volunteers Needed!
The intent of this program is to help young people to "strengthen the connection between education and work, as well as relationships between parents and children". Sponsored by the Women's Center, ANUW and the Office of Human Resources, the success of this event relies heavily on the help of many committed volunteers.
If you would like to contribute, we need chaperones for the day and volunteers to help with registration. We welcome male and female volunteers.To get involved, please contact Njoki Kamau at ngk@northwestern.edu or 1-2734.
Elder Caregiving Support Group
If you are providing eldercare for a relative or close personal friend, you are welcome to join the Elder Caregiving Support Group.
These are brown bag sessions which provide an opportunity to exchange information about care-related issues, such as, legal, financial and medical questions.
The next monthly meeting will be held on Monday, March 15th at noon.
Work/Life Balance Support Group
The Work/Life Balance Support Group is available to members of the faculty and staff who are seeking a better balance in their working and personal lives.
Participants meet monthly in brown bag sessions to share their personal stresses and strains in a confidential environment. The next meeting is Tuesday, March 16th.
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| Office of Equal Opportunity and Access |
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New Law Affects Thousands
Local media have recently broadcast a new law that will affect thousands of Illinois residents. Effective July 1, 2010, at least 50,000 Illinois residents who were born in Puerto Rico will have to obtain new birth certificates. In December 2009, Puerto Rico enacted a law intended to help combat identity theft. Puerto Rican legislators decided to wipe the slate clean and void all previously issued birth certificates. This new law will affect more than a third of the 4.1 million people of Puerto Rican descent living within the United States. Regardless of age, a new birth certificate is required.
Puerto Rico is a U.S. commonwealth. Individuals born there are U.S. citizens at birth. A stolen birth certificate would allow individuals to enter and move about the United States more easily, potentially posing security concerns.
Puerto Rico has not set a deadline for requesting new birth certificates and will issue temporary certificates for those persons who may need them for an emergency after July 1, 2010.
Individuals who will need to acquire a new birth certificate should contact the Puerto Rican State Department. | |
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| Benefits Briefs |
Individual Retirement Counseling Sessions
TIAA-CREF, Fidelity and the Benefits Division sponsor complimentary one-on-one counseling sessions to all benefits-eligible employees of Northwestern. If you would like to take advantage of this opportunity, please visit http://www.northwestern.edu/hr/benefits/Retirement-Appointment.html for additional information about how to arrange for an appointment. Questions regarding the 403(b) Plan can be directed to the Benefits Division at 847-491-7513 or benefits@northwestern.edu.
Healthcare Flexible Spending Account Reminders
The deadline for submitting 2009 Health FSA claims is March 31, 2010. All expenses must have been incurred between January 1, 2009 and March 15, 2010 and submitted to PayFlex by the deadline for reimbursement. Reimbursement requests should be submitted directly to PayFlex and not the Benefits Division.
Please note: The deadline of March 31, 2010 only applies to Healthcare FSA accounts. The deadline to submit Dependent Care FSA claims was February 28, 2010, for expenses incurred in calendar year 2009.
Keep your receipts! It is especially important to keep your itemized receipts in case PayFlex requests documentation per IRS guidelines. PayFlex will suspend your FSA account if documentation is not received within a specified time frame.
For more information please visit: www.mypayflex.com. |
| Staffing |
| Interviewing Tips for Internal Applicants
Northwestern University (NU) is proud to retain great talent, and the Staffing Division for the Office of Human Resources is dedicated to assist staff with their professional growth and career planning. We encourage employees to increase their knowledge and experience by considering other University job opportunities for which they may qualify. Although being familiar with NU's community, systems and culture may give you a slight advantage, how else do you set yourself apart from external applicants in an interview? We believe the key is good preparation. Below are some Dos and Don'ts to help you along the way.
Do:
- Prepare. The job interview is your chance to show who you really are and what you can bring to the position. Arriving on time and being prepared for the interview tells your interviewer that you are serious about the position. Preparing beforehand might also help to reduce your anxiety during the interview. You want to present yourself as confident and ready to take on new responsibilities.
- Understand the process of job interviews, what the different types of interviews are, and what managers are trying to learn about you during an interview.
- Phone Interviews: Plan to be somewhere quiet and free of distractions. Speak clearly and naturally as if you were face to face with the interviewer. Keep your resume and a file of positions you've applied for on hand for easy access.
- Behavioral Interviews: Managers use this type of interview to determine how your past experiences may affect your future performance. You will be asked for real-life examples of situations that illustrate your skills and abilities necessary to do the job by explaining how you have approached similar situations in the past.
- Panel Interview: The panel is usually made up of people you will work with, if chosen as the final candidate. They will usually take turns asking questions related to their areas of concern. Be prepared to answer a variety of questions related to that department/school.
- Be on time! In fact, arrive early and give yourself at least 10-15 minutes to relax and become more comfortable in your surroundings. Running in at the last minute can make you nervous and anxious. Being late shows a lack of planning and organization, and gives an impression that you aren't serious about the job.
- Be specific. Go beyond your resume. Explain how you acquired the skills listed on your resume and how you apply them in your work. Your past work experience is important, so be prepared to elaborate.
- Research. Know the department and/or school to which you're applying. What is their mission? What service or product do they provide for the NU community? What projects are they currently working on? How do your skills complement their objectives? In what ways are your skills transferrable?
- Bring extra copies of your resume, as well as the job description with you. You should be able to give a detailed description of each position you've held, as well as how it has prepared you for your next career move.
- Be prepared to take notes and ask questions. Asking questions will assist you in making a decision about working in this new capacity. It also shows the hiring manager that you are a careful decision-maker and that you have true interest in the position.
- Follow up promptly with a thank you card and/or e-mail.
- Remember, you can edit a resume to your satisfaction, but there is no delete key during an interview. You can't hit backspace and start over. The saying, "First impressions are hard to erase" rings all too true during an interview.
Do NOT:
- Initiate conversation regarding salary in the early stages of the inverview process. It is best to avoid getting into an extensive discussion about salary at this point.
- Use a speaker phone during a phone interview.
- Answer questions regarding religion, age, nationality, sexual preference, etc. If you are asked an inappropriate question during an interview, tactfully direct the conversation back to what matters (for example, your experience, skills, and qualifications).
- Forget to exchange business cards and/or contact information with those who interviewed you. You will need this information in order to send thank you cards and/or e-mails.
- Forget to ask when you can expect to hear about next steps in the interview process..
Policy Corner:
Staff members must be in their current role for one year before they are eligible to transfer into another position outside of their department. No specified service period is required for a transfer or promotion within the current department. However, a department may reasonably limit such transfers and promotions. Additionally, staff must be in good standing at the time of the transfer request. That is, they cannot be on any type of performance counseling or disciplinary action. Please see Page 11 of the Staff Handbook. |
| New State of Illinois Program |
Emergency Contact Database
In August of 2009, the Illinois Secretary of State's Office introduced the Emergency Contact Database to the general public. This voluntary program allows any Illinois resident who holds an Illinois driver's license or identification card to voluntarily enter their emergency contact information at a convenient online web site.
- The information is stored in a secure database that is accessible only to members of law enforcement in the event an individual is ever in a vehicle crash or other emergency situation that renders them unable to speak for themselves.
- Over 135,000 Illinois residents have registered their information since it was introduced.
- The database allows Illinois residents to enter information for up to two family members or friends. This includes addresses and phone numbers, should it be necessary for law enforcement to reach them.
- The database offers registrants peace of mind that law enforcement will be able to quickly locate and contact loved ones or friends in an emergency situation.
For more information about the program or to register your information, please feel free to visit the Illinois Secretary of State's website at Cyber Drive Illinois. |
| E-Verify |
Update on Northwestern's Adoption of New Employment Verification System
On January 26, 2010 Northwestern started using their new electronic Form I-9 system to comply with E-Verify Federal contractor regulations. Paper I-9 forms are no longer being accepted. All new hires and existing paid individuals are completing an electronic Form I-9 and going through the E-Verify system to ensure they are eligible to work at the University. Employees hired before Nov. 7, 1986, and continuing in employment, as well as foreign nationals working outside the U.S., are exempt from this process.
The first phase of the rollout began in early February for existing paid individuals. Individuals whose primary appointment is working in the Feinberg School of Medicine, McCormick, Research Administration, Research Centers, and WCAS were given a deadline of April 15, 2010 to complete their electronic I-9. Employed students and those students receiving funding from the University were given a deadline of May 1, 2010.
Compliance
So far, approximately 6,000 electronic Form I-9s have been completed, including 300 for new hires. The Schools/Areas in the first phase of the rollout are at 60% compliance. About 3% of individuals received Tentative Nonconfirmations (TNC) from E-Verify, which is in line with the national average. A TNC does not mean that the individual is not authorized to work in the U.S. It means that the employee's information could not be verified against the Social Security Administration (SSA) and Department of Homeland Security databases. In many cases, a TNC resulted because the individual incorrectly typed in his/her Social Security number or did not provide his/her legal name in Section 1 of the Form I-9. In other cases, individuals received a TNC because the SSA needed to update their records to reflect the employee's U.S. citizenship.
Next Steps
The second phase of the rollout will begin in mid-April for the remaining paid individuals in Central Administration, Continuing Studies, Information Technology, Kellogg, Law, Medill, Music, NUQ, School of Communication, SESP, Student Affairs, TGS, and University Library. Within the coming weeks, individuals will receive targetted communications outlining:
- how to complete Section 1 of the electronic Form I-9
- where to go to complete Section 2 of the Form I-9 and provide documentation establishing identity and employment authorization
- tips to increase the likelihood of receiving employment authorization from E-Verify
- next steps if the individual will not be on campus between now and the June 30, 2010 deadline
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| Learning & Organization Development |
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The Northwestern University Learning & Organization Development (L&OD) team collaborates with faculty and staff who want to develop their talent and advance their workplace outcomes, processes and engagement. L&OD provides consulting, coaching, workshops, retreats and tools for individuals, groups and organizations.
Re-introducing: University Business Processes workshops! Introduction to University Business Processes is an online module that explores NU's business environment and framework for compliance, while identifying key NU business terms, systems, departments and policies. It is a pre-requisite for many other Business Processes workshops and helps staff members determine a personalized curriculum for business process learning. Available online starting mid-March. Effective Business Operations teaches staff members how to establish and maintain key internal controls in their departments. This course is for all employees involved in administrative operations. It is also a pre-requisite for many other workshops. Acquiring Goods and Services builds from Introduction to University Business Processes and Effective Business Operations by exploring purchasing processes in depth. Learn NU's purchasing philosophy and how to make best value purchases when dealing with a variety of suppliers. Registration, dates and more information are at: http://www.northwestern.edu/hr/training/business.html
April and May offer development in:
Leadership & Management Organization Development
Managing Your Career Computer Applications NU Business Processes
New Employee Onboarding Workplace Skills
NU Performance Excellence
Specialized Learning
Meanwhile, check out current listings: L&OD
Questions? Comments? Contact us at training@northwestern.edu or 847-467-5081. |
| Work/Life Resources |
Striving for a Healthy Balance:
The Northwestern University Office of Work/Life Resources provides programs, services and consultation to enable staff and faculty to effectively balance the competing demands of work and home.
Summer Camp
In the midst of the cold and snow, it may be hard to imagine that summer will be here in just a few months. If you are interested in learning about options for summer camp for your child(ren) you will be glad to know that there are a variety of possibilities, whether you are looking for camps in Evanston, Chicago or another location.
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Wildcat Sports Camps (Ages 5-13) - Basketball, soccer, tennis, swimming, volleyball and more. For more information, click here
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Northwestern Center for Talent Development (CTD) (Ages 4 - Grade 8) - Four different summer program groups at CTD: Leapfrog, Spark, Apogee, and Spectrum. For more information, click here
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McGaw YMCA - Weekly summer day camp options for pre-school (Camp Rainbow), elementary (Camp WaNaGo), middle (Summer Adventure Club), and high school aged children. For more information, click here. Don't forget, the youth membership required for camp registration is waived for NU faculty and staff.
- Roycemore Day Camp (ages 3 - 12) - Morning and full day programs available. Swim instruction twice a week. Bus service also available.Programs run from June 14th - August 13th. For more information, click here
- Baker Summer Discovery (Pre-K - Grade 6) - Daily swim instruction and additional free play time. Before and after camp care is available. Four to eight week programs offered from June 14th - August 6th. For more information, click here
- City of Evanston - Through the Department of Parks and Recreation, the City offers many different camps, from specialty camps to traditional day camps, mini camps and special needs camps. For more information, click here
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Evanston Day Nursery (Age 6 - Grade 3) - Full day, 10 week program. Camp offers the option of hot lunches or extended care. For more information, click here
Chicago
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Chicago Parents Magazine offers a list of summer camps by type or location. For more information, click here.
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City of Chicago, Park District offers many camps throughout the city. For more information, see the Summer Camp Brochure.
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University Children's Center Summer Programs (Ages 6 weeks - 5 years) - Camp runs for 12 weeks, June 1st through August 13th. Summer camp blends fun and learning into one awesome summer experience. Each day is full of planned activities. Every week there is an exciting adventure and special guests will stop by from time to time! For more information, click here.
Call the Office of Work/Life Resources at 847-491-3612 for additional information.
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| HR Services |
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Peer-to-Peer File Sharing
Q: Did you know that it is illegal to download and share unauthorized copyright- protected files on your computer? Did you know that many peer-to-peer programs start automatically when you turn on your computer?
A: As a reminder, the use of the Northwestern network or equipment to download or share copyright-protected material in violation of federal copyright law is prohibited.
Employees who engage in these practices are in violation of University policy (see "Rights and Responsibilities for the Use of Central Network and Computing Resources at Northwestern University" at http://www.it.northwestern.edu/policies/responsibilities.html). This type of activity is subject to disciplinary action, as well as civil and criminal penalties.
Media owners are continuing their efforts to curtail unlawful file sharing, including movies, music, television shows, and software. Several high profile cases have recently been resolved, with substantial awards being given to the industry. If you have engaged in file-sharing activity (e.g., downloading of movies, music, TV shows or software) in violation of federal copyright law, you should immediately cease any such illegal file-sharing activity and the use or distribution of any illegally obtained material. Peer-to-peer software should be deleted from University-owned machines unless there is a business, educational, or research need for the software. Also, when working remotely on the traditional VPN, keep in mind that all your traffic goes through the Northwestern network and is subject to these same penalties. Northwestern requires members of its community to respect the intellectual property of others and to abide by all applicable laws.
If you have questions regarding this, you may contact Roger Safian, Senior Data Security Analyst, at r-safian@northwestern.edu or 847-467-6437. | |
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