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Office of Human Resources March 2014
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HR REVIEW
Your Source for University Human Resources News and Information
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Office of Equal Opportunity and Access
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Women's History Month
Women's History Month is recognized worldwide as a time we commemorate the contributions of women. This year's theme is: Women of Character, Courage, and Commitment.
On March 7, Northwestern University Women's Center will host a breakfast with keynote speaker Karen DeCrow who will discuss: The Gender Agenda: Gaining Momentum? The event is from 7:45-9:30 a.m. at the Women's Club of Evanston, 1720 Chicago Ave., Evanston, IL 60201.
The Office of Equal Opportunity & Access extends its sincere gratitude to the women of Northwestern whose hard work, talent, and dedication are essential components of our University's rich tapestry.
Two other events in the Chicago area celebrating Women's History Month are sponsored by the Chicago Public Library:
Chicago Women's Leadership Panel: A Discussion based on Sheryl Sandberg's Lean In
Date: Thursday, March 6, 2014
Time: 6:00 p.m.
Location: Harold Washington Library Center
Video Theater, Lower Level
400 S. State Street, 60605
About this event:
Moderated panel discussion, during which four Chicago businesswomen will answer questions inspired by Lean In, Sheryl Sandberg's bestseller about women negotiating today's workplace and juggling work and family. Panelists include CFP Kelly Stanley, Cassandra Lee of Toastmasters International, Publisher Kathy McClure, and Consultant Halleemah Nash.
Self-Esteem and Body Image: A Workshop from the Chicago Women's Health Center
Date: Saturday, March 8, 2014
Time: 2:00 p.m.
Location: Coleman Library
731 E. 63rd Street, 60637
About this event:
Participants will discuss the influences of self-esteem and body image and explore the ways in which each person has the power to build a positive self-image for themselves and others while reinforcing body positivism and the idea of changes as normal. CWHC introduces one's relationship with oneself as the core to healthy relationships with others.
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| Conflict of Interest |
Annual Staff Conflict of Interest (COI) Disclosure and Approval Update
Staff Disclosers:
The annual staff COI disclosure submission deadline is March 3! Please follow these instructions if you have not yet submitted your disclosure in FASIS.
Staff COI Approvers:
For managers reviewing and approving staff members' COI disclosures, we ask that you approve your staff members' COI disclosures no later than April 15. When a staff member's COI disclosure has been completed, you will receive an email message asking you to review and approve the COI disclosure.
Review and Approve COI Disclosures on the "COI Administrator Disclosure Review" Page in FASIS:
- Each staff disclosure in your queue requires a final COI disclosure review status of either "No Conflict" or "Conflict Managed".
- For any positive response, use the add comment icon to enter your rationale for your COI determination; examples demonstrating thoughtful manager consideration in reviewing disclosures are listed below.
- For disclosures that have are all "No" answers, select "No Conflict Identified" as your disclosure review status.
Disclosure Review Statuses:
If a manager determines that the outside interests and activities disclosed by a staff member do not interfere with or detract from their University responsibilities or present any potential or actual conflict of interest, chose the review status "No Conflict Identified".
If you determine that the outside interests and activities disclosed by a staff member are of potential concern or you need further information to make a determination, you may want to have a conversation with the individual about the activity and identify ways to mitigate any potential or actual conflicts of interest. In this case, you may use the review status "Conflict Managed" to indicate it has been reviewed and determined to be a conflict; supporting documentation may be uploaded on the management plan page.
Approver Comment Examples:
- "I am aware of this outside activity and it does not interfere with or detract from this employee's NU responsibilities. The work occurs outside of NU work hours and NU resources are not utilized in any way for this outside work."
- "This employee's spouse works for ABC Company, an organization that provides services to NU. However, this employee is not involved in any way in selecting this vendor or involved in any administrative activities of paying this vendor." [If applicable: "Selection of this vendor occurred through the appropriate bidding process involving Purchasing."]
- "This employee was given a gift of sporting tickets by a vendor. This vendor has not provided sporting tickets to this employee in the past. The 2 tickets were to a night Cubs game outside of work hours and had a value of approximately $50 per ticket. A representative from the vendor was present with the employee at this event.
Resources
Please refer to the COI Approver Tutorial for instructions and additional guidance.
NUCOI Training and Resources for annual staff COI disclosure process.
COI disclosure requirements and the procedures for handling potential conflicts of interest are outlined in the University's Conflict of Interest and Conflict of Commitment policy.
Questions? Please contact NUCOI at nucoi@northwestern.edu or 847.467.4515
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Consulting
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Civility and Mutual Respect
As members of the Northwestern community, staff, faculty, and students are expected to interact with each other with respect and consideration. A professional and comfortable work environment is important for a number of reasons and can positively impact morale, teamwork, and productivity. Following are several simple tips that can help promote a healthy and respectful work environment:
- Be open-minded. Consider there may be viewpoints other than yours, or that you could be wrong.
- Pay attention to your tone and volume. Be mindful not only of what you say, but also how it comes across.
- Depersonalize your comments. For example, rather than say "You always get this wrong," say "This report was incorrect again. Let me help you understand the errors."
- Be aware of your own defensiveness.
- Avoid accusations and ask questions instead. For example, rather than say "You're being hysterical," ask "Can you help me understand where you're coming from?"
- Don't interrupt. Allow others an opportunity to respond and give them your attention.
- Address conflicts in private when possible.
- Remember pleasantries.
- Don't assume that others will always tell you if they are uncomfortable.
It is important to acknowledge that each person sees the world through his or her own lens, so your colleague's perception may be different than your own. Therefore, as you choose your own words and actions, try to take others' viewpoints into consideration and reflect upon how the situation will be interpreted.
For additional information, please see the guidance on Civility and Mutual Respect or contact your Human Resources Consultant.
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Staffing
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Putting Your Best Foot Forward: Tips When Applying for Staff Positions at Northwestern
There are a number of considerations when applying for staff positions at Northwestern that can facilitate a productive and successful job search. The job search process begins long before you click the "submit" button to apply for an open position, and giving thought to the process before you apply can increase the likelihood of a successful outcome. Following are some helpful tips when applying for open staff positions:
Before you Apply...
- The first step before applying for a position is to take some time to assess yourself. What are your skills, strengths, motivations and values? Consider what type of environment you like to work in and what you've done in the past that you have enjoyed. More information about this is available on the Career Development web page.
- Review Northwestern's Careers Page to determine the type(s) of positions that interest you. Match your self-assessment to the type of work and type of environments presented in the job descriptions.
- Carefully review the job summary, specific responsibilities, and minimum qualifications for the position. Consider whether you have experience in this area. Have you performed similar or comparable duties in the past? Do you minimally qualify for the position? Identify those positions which best map to your experience and qualifications.
- Note on which campus the position resides, as well as the required hours and work schedule for the position. Consider whether this is conducive with your commitments outside of work and any family needs. If this position is part-time or temporary, consider how this fits with your needs.
- Be appropriately selective when considering the positions to which you will apply. Applying to an extensive number of open positions does not automatically increase the likelihood that your application will move to the next step in the process. And when your application does move on, you'll want to be sure it's a position in which you are truly interested.
When you Apply...
- Submit a resume along with your application, as this assists the Staffing Consultant in assessing your relevant skills to determine whether you meet the minimum qualifications for the position.
- Include your work experience, education, and references in your online application.
- It is highly recommended that you include a cover letter with your application. Many hiring managers expect a cover letter and it may even be used to initially assess writing skills, such as when applying for a communications-related position. Your cover letter should address the specific position to which you are applying and explain how you qualify for the role.
Northwestern University offers a professional and career development curriculum that helps employees and their managers engage in mutually beneficial development conversations. These offerings match employee motivated strengths with the needs of their current and future positions at Northwestern. For more information, visit the Career Development page on the Office of Human Resources web site or contact Learning & Organizational Development at 847-467-5081. For staffing-related questions, please contact your Staffing Consultant. For assistance in identifying your Staffing Consultant, you may contact 847-491-7507 (Evanston) or 312-503-8481 (Chicago).
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Payroll
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 Tax Filing Deadline April 15
Don't forget! The U.S. tax filing deadline is Tuesday, April 15, 2014; non-resident students that received only scholarship/fellowship income in 2013 have until June 16, 2014 to file.
All Northwestern employees and students should have received W-2 tax forms required for filing their 2013 federal and state tax returns. Non-residents that are expecting Form 1042-S will receive them no later than March 15, 2014.
Need to reprint your W-2? Since electronic W-2s are not available this year, the Payroll Office will handle all requests for W-2 reprints. Reprint requests should be directed to the Payroll Office email at payroll@northwestern.edu. Please remember to include your Employee ID and name. Employees can also stop by the Evanston or Chicago Payroll office and receive a reprint after presenting proper identification. If your address has changed, please complete a Personal Data Form and submit along with your reprint request.
Since W-2s contain social security numbers and other sensitive/confidential information, reprints cannot be sent via email or facsimile. They will either be sent via the U.S. Postal Service or can be picked up in Payroll.
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| FASIS | |
Reminder: Online Kronos Training for New Employees/Supervisors
FASIS is pleased to announce that regular monthly Kronos trainings are now available in convenient online sessions. The online format provides an overview of time and leave entry for staff and temporary employees, followed by a summary of supervisor functions. Instructions for registering and connecting to an online session can be found here.
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Employee Recognition
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Employee of the Year
We are no longer accepting nominations for Employee of the Year 2014.
Letters will be sent to all nominees in April notifying them of their nomination and whether or not they have been selected as a finalist. An email will also be sent in March, to those who nominated a staff member who was not selected as a finalist.
A committee will review all submitted nominations and select seven finalists for Employee of the Year. From those seven finalists the committee will then select one Employee of the Year winner, to be announced at the annual Staff Service Recognition Luncheon on Tuesday, May 13, 2014.
If you have any questions regarding Employee of the Year, please contact Maudell Gaines at
maudell-gaines@northwestern.edu or 847-491-7509.
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| Benefits |
Retiree Benefits
Are you retiring soon from the University? Please contact your benefits counselor for a better understanding of the retiree benefits available to you. Appointments are strongly encouraged.
Their contact information is as follows:
Evanston, 720 University Place
Ruthann Cameron A-L 1-4019
Sherry Shambee M-Z 1-3520
Chicago, Abbott Hall, Suite 150
Victoria Sherb 3-0494
Family Status Change: Birth of a Child
Having a baby changes everything. Below are some helpful reminders from the Benefits Division to make the transition a little easier.
- Parental insurance will cover a newborn's initial medical expenses while the baby is still in the hospital, but action must be taken to continue coverage.
- To insure your newborn you must complete and submit the Benefits Change Form along with a copy of the birth certificate to the Benefits Division within 31 days of the child's birth.
- You may enroll in dependent child life insurance with coverage up to $25,000 in $5,000 increments. Underwriting is not required for this plan. If you have already enrolled other children in dependent child life insurance, then your newborn will be covered automatically.
- The birth of a child can be used as an IRS qualifying event to apply for additional life insurance, modify your FSA elections, change enrollment in disability plans, or even add or drop health insurance. You must use the Benefits Change Form mentioned above to make these changes. You cannot change the health or dental plan in which your family is enrolled.
- If both you and your spouse are employed full-time or are full-time students, you may be eligible for the Dependent Care Flexible Spending Account to cover childcare expenses including daycare.
- Depending on your gross household income, you may also be eligible for the Employer Match. Use the Dependent Care University Match Application and include your most recently filed 1040 federal tax form to apply.
- Insurance premiums are not prorated. Regardless of the date your child is born, you are financially responsible for the entire month of insurance premiums. These may be retroactively deducted on future paychecks.
As always, please contact the Benefits Division if you need more information.
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Learning and 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.
Workshop Offers Tools for Talking When Emotions and Stakes are High
Whether it's a difference of opinion, strong emotions or high stakes, crucial conversations can take place every day in our work. Many of the common problems that can hinder a team's success stem from conversations that are either not being handled, or not being handled well.
To increase your skill in holding difficult conversations with your staff, peers or manager, we encourage you to consider attending an upcoming session of the Crucial Conversations® two-day workshop. This practical and powerful workshop provides the tools for you to:
- Speak persuasively not abrasively, no matter the topic
- Make it safe for others to share their honest opinions
- Gain control of your own emotional responses
- Influence without exerting force
- Improve teamwork, productivity and effectiveness
Workshop participants receive the New York Times bestselling book Crucial Conversations: Tools for Talking When Stakes Are High and several practical resources for future success, including a six-CD audio companion and a toolkit.
HRD960: Crucial Conversations®
March 19 & 26 - Chicago
May 21 & 29 - Evanston
L&OD offers a variety of workshops and additional opportunities to help improve workplace performance. Check them out! Follow our Twitter feed to get L&OD's best picks of upcoming events and learning resources. Questions? Comments? Contact the L&OD team at workplace-learning@northwestern.edu or 847-467-5081.
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Work Life Resources
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Real Estate: Essential Tips
Today's real estate market can be challenging to navigate. Purchasing a home is a significant life event and the process can be challenging and time consuming. While preparing for homeownership, keep these essential tips from REALTOR magazine in mind:
- Decide what you can afford. Generally, you can afford a home equal in value to between two and three times your gross income.
- Develop your home wish list. Then, prioritize the features on your list.
- Select where you want to live. Compile a list of three or four neighborhoods you'd like to live in, taking into account items such as schools, recreational facilities, area expansion plans, and safety.
- Start saving. Do you have enough money saved to qualify for a mortgage and cover your down payment? Ideally, you should have 20 percent of the purchase price saved as a down payment. Also, don't forget to factor in closing costs - including taxes, attorney's fee, and transfer fees - average between 2 and 7 percent of the home price.
- Get your credit in order. Obtain a copy of your credit report to make sure it is accurate and to correct any errors immediately.
- Determine your mortgage qualifications. How large a mortgage do you qualify for? Also, explore different loan options - such as 30-year or 15-year fixed mortgages or ARMs - and decide what's best for you.
- Get preapproved. Organize all of the documentation a lender will need to preapprove you for a loan. You might need W-2 forms, copies of at least one pay stub, account numbers, and copies of two to four months of bank or credit union statements.
- Weigh other sources of help with a down payment. Do you qualify for any special mortgage or down payment assistance programs? Check with your state and local government on down payment assistance programs for first-time buyers. Or, if you have an IRA account, you can use the money you've saved to buy your first home without paying a penalty for early withdrawal.
- Calculate the costs of home ownership. This should include property taxes, insurance, maintenance and utilities, and association fees, if applicable.
- Contact an experienced realtor who can help you through the process.
If you want to learn more about this topic, join us for:
Navigating the Real Estate Market in 2014
Chicago: Wednesday, March 11, 12:00 - 1:30 p.m. Lurie Research Center, Searle Seminar Room
Evanston: Thursday, March 18, 12:00 - 1:30 p.m. Norris Center, Big Ten Room, 1st Floor
Purchasing a home can be daunting and it may be difficult to connect all the different aspects of the process. The upcoming workshop is designed for those who are interested in buying and/or selling a house, condo or investment property. Information will be provided about:
- selecting a real estate broker
- finding current financing and mortgage information
- learning the legal issues involved in real estate transactions
Expertise will be provided by a panel of real estate brokers, an attorney specializing in real estate law and mortgage bankers from Harris Bank, First Bank and Trust, and First Northern Credit Union.
Please contact Anna Freedman at 7-1460 to register for this workshop.
Northwestern University's Employer Assisted Housing Program
Are you interested in living in Evanston? Through Northwestern University's Employer Assisted Housing Program (EAH), you may be eligible to receive financial assistance for the purchase of a Live Evanston home. Live Evanston is a City of Evanston initiative that makes attractive, quality homes and condos affordable for moderate income families. Northwestern University is offering an EAH program to help eligible faculty and staff take advantage of Live Evanston
. If you are interested, there are a few properties still available through this program.
Learn more here!
NU Senior Care Connections Tip of the Month - March 2014
The Importance of Nutrition
The cold, dark days of winter may make us more inclined to reach for high calorie comfort food to warm our bellies. The lure of a fresh garden salad just isn't the same when the thermostat dips below freezing. Happily, spring is just around the corner, along with the return of fresh, regional, in-season produce. That means it's time to stock up, especially if you're helping to care for an aging friend or family member. Ripe fruits and vegetables-that both look and taste amazing-are a fool-proof way to support good health. Plant-based foods offer important nutrients that guard against cell damage, slow the aging process, and keep your loved one feeling well.
Many caregivers know that seniors are at high risk for malnourishment. Studies have shown that as people age, their senses of taste and smell become less acute, making some foods less appealing. Depression, dental issues, and a diminished appetite due to decreased physical activity also impact nutrition. When eating anything becomes an issue, caregivers often focus on making sure their loved one consumes any calorie. While that's understandable, remember that calories from nutrient-rich, flavor-packed foods like ripe, fresh produce have the power to both heal and appeal.
Here are a few ways to bring fresh produce into your favorite senior's diet:
- Experiment with mild salsas made with fresh tomatoes, or with juicy tree fruits or melons.
- Cool fruit soups or salad-in-a-cup gazpacho make a beautiful, nutritious lunch option.
- Drop fresh berries into protein-powder or yogurt-enriched smoothies. If dairy products are a problem, use almond milk to make a delicious, easy-to-digest treat.
- Grate carrots and zucchini into muffins and scones, and turn sweet potatoes into custards and pies, for nutrient-packed sweets.
For more information about the benefits of fruits and vegetables, consult the U.S.D.A.'s nutrition website, www.nutrition.gov. Also, check out this article for senior-specific diet tips, and for some quick and nutritious meal ideas, click here. To speak with a senior care advisor about other aging related issues, call 855-772-2730 for support.
Save the Date! Navigating the College Admissions Process
This Spring, join members of Northwestern University's Office of Admissions and Benefits Division as they discuss everything parents need to know about helping their children apply for college.
Evanston: Tuesday, April 1, 12:00 - 1:00 p.m. Norris University Center, Northwestern Room
Chicago: Thursday, May 22, 12:00 -1:00 p.m. FMS McGaw, Kellerman Classroom
For more information
Weight Watchers @ Work - New Participants Are Welcome!
Are you interested in losing weight and living healthier? Did you know Weight Watchers @ Work meetings are held here every week? On the Evanston campus, we meet every Thursday at lunchtime.
Come check out our meeting at 12:30 p.m. in 3.226 Searle Hall (Health Services Building - 633 Emerson Street, Floor 3, room 226, Evanston Campus).
Get inspired and learn how the PointsPlus® program can help you lose weight and learn to keep it off. Experience the benefits of guidance from a Weight Watchers Leader as well as the support of your colleagues and the convenience to do it all right here at work. Now is a great time to start reaching your weight-loss goals.
For more information, contact Tamara Rosner at t-rosner@northwestern.edu or 1-2210
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