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Office of Human Resources                                                                                                 April 2014

 

 HR REVIEW

 Your Source for University Human Resources News and Information
Compensation

Merit Planning

At Northwestern, we seek to recognize, reinforce and reward the excellent performance and contributions of our staff members.  Each year, merit increases are planned after considering the individual accomplishments of our staff.  The pay increase amounts are determined by supervisors and are based on several factors.  These factors include, but are not limited to: the individual's performance level (as documented by the University's Performance Excellence process (PEX)), current pay rate, comparison to peers, the amount of money available, etc.

To be eligible for a pay increase, staff members must: be in an active or paid leave employment status; be benefits eligible; have a satisfactory level of performance; and have a date of hire prior to May 1, 2014.  

 

More information will follow as the planning window draws closer.  Information and materials will be available on the HR website and sent to administrators responsible forsalary planning in the schools and administrative units. Those who are new to the process are encouraged to attend one of the training sessions that will be held in Chicago and Evanston.   A calendar, the training schedule and additional information for new planners will also be posted to the website in the coming weeks.

 

Planning for staff increases begins in May with merit increases effective September 1st; so now is the time to begin thinking about performance reviews and planning discussions with staff.   In the meantime, if you have any questions, please contact your Compensation Consultant with specific questions.
Inside This Issue
Compensation
Consulting
Staffing
Payroll
FASIS
Employee Recognition
Benefits
Learning and Organization Development
Work Life Resources
Upcoming Events
Quick Links
Consulting

Bringing Volunteers and Interns On Board

 

We are quickly approaching the time of year when departments prepare to bring volunteers and interns on board. Federal and state regulations outline the circumstances under which organizations can bring in unpaid individuals, and it's important that you notify the Office of Human Resources prior to any volunteers or interns starting in your area to ensure the individuals meet these legal requirements. We ask that you notify us at least two weeks prior to the individual's planned start date in order to allow sufficient time for review of the proposed arrangement.

 

Once the Office of Human Resources has reviewed the arrangement, the volunteer or intern will be required to successfully complete a background check (if he or she is at least 18 years of age) and satisfy several other requirements prior to starting in the department.

 

Information and tools regarding this process can be found on the Office of Human Resources web site, including a step-by-step process guide and form for requesting a volunteer or intern.

If you have questions regarding this process, please email [email protected] or call 312-503-1584.

Staffing
Enhancements to Bereavement Leave
 

In recognition of the difficulty that losing a loved one brings, Northwestern University has implemented several enhancements to bereavement leave as of February 1, 2014. With these enhancements, more paid leave time is provided and a broader set of familial relationships is covered.

 

In the event of a death of a family member, a paid leave of absence is provide to all benefits-eligible staff members to make arrangements for and to attend the funeral or memorial service. For purposes of bereavement leave:

  • 5 days are provided for the death of a spouse, domestic partner/civil union partner, child, stepchild, or child of a civil union or domestic partner;
  • 3 days are provided for the death of a parent, grandparent, grandchild, or sibling and those bearing the same relationship to the staff member's spouse or domestic partner/civil union partner (including all step categories); and
  • 1 day is provided for the death of other close family members.

The staff member's supervisor must be notified as soon as possible. If the staff member wishes to take additional time off, then paid vacation or personal floating holiday time may be used, if the supervisor has given approval. The University may require proof of the relationship to the family member.

 

If you have questions regarding this policy, please contact your Human Resources Consultant. For assistance in identifying your assigned HR Consultant, please contact the Office of Human Resources at 847-491-7507 (Evanston) or 312-503-8481 (Chicago).

Payroll

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 should have received them in mid-March.

 

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 [email protected]. 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.

FASIS

New Cognos PED Report

 

The Payroll Expense Distribution (PED) report for administrative users is now available through Cognos BI Reporting!  This newest FASIS report to make the transition to Cognos offers an easier, more intuitive way for department and school administrators to access PEDs on a regular basis.  The "Payroll Expense Distribution by Chart of Accounts" report provides the same information as the Vista NWPAY16B report, utilizing the same chartstring-based security access.

 

All administrative users with access to the NWPAY16B report in Vista may now use this report in Cognos; chartstring security will be the same for both reports.  While we encourage all users to check out this new report, the NWPAY16B will continue to be available in Vista for the foreseeable future.  Security access to the Cognos PED report has already been assigned to current Vista users; new users and updates to existing security may be requested using the new combined Vista/Cognos PED Report Form.

 

Optional online demonstrations of this new report will be held throughout the month of April, providing an overview of the data, important information, and handy tips for finding the information you need quicker.  For more information about the report, please attend an online demonstration for HRS905: FASIS/Cognos PED Reports or stop by one of the FASIS Open Labs.

 

FASIS Spring Trainings

 

Spring quarter brings the start of many annual planning processes at the University.  In addition to the regular rotation of FASIS training classes, the coming months will include both online and in-person sessions for these yearly course offerings:

 

HRS402: Summer Salary Form

Learn what summer salary is, when summer salary can be provided to your faculty members, and how to complete the Summer Salary Payment Request Form.

 

HRS201: Salary Planning (Staff Entry Only)

HRS203: Salary Planning (Faculty & Staff Entry)

This annual training provides an overview of the Salary Planning process and technical direction for entering your FY15 salaries into FASIS.  New department users taking part in the Salary Planning process for FY15 must take a training before system access is granted; current users looking for a refresher are always welcome.

Employee Recognition 

Employee of the Year

 

The EOY committee has reviewed all submitted nominations for Employee of the Year 2014 and selected seven finalists. From those seven finalists the committee has selected one Employee of the Year winner, to be announced at the annual Staff Service Recognition Luncheon on Tuesday, May 13, 2014.

 

Letters were sent to all nominees notifying them of their nomination and whether or not they have been selected as a finalist.  An email was also sent in March, to those who nominated a staff member informing them whether or not their nominee was selected as a finalist.

 

If you have any questions regarding Employee of the Year, please contact Maudell Gaines at 

[email protected] or 847-491-7509.

Benefits

Health Care Reform Made Simple

 

For those seeking more information on the Affordable Care Act, we offer a microsite "Health Care Reform Made Simple" to Northwestern faculty and staff. This website provides general information on Health Care Reform, including:

  • Information on what health care reform is and how it affects you,
  • Words to know to help you decipher health care reform jargon,
  • FAQs for understanding health care reform concepts,
  • Things to consider when deciding where to get medical coverage,
  • Links to state/federal marketplaces and trusted websites for further information.

Please use the password WILDCATS to access the  Health Care Reform Made Simple microsite at any time. There will be periodic updates to the site content based on newly- available information. You can check back on the site for updates, or you can sign up on the site to receive email alerts notifying you of these changes.

 

If you have any questions about this site or experience issues with accessing it, please contact Lindsay Greco at [email protected].

 

Review and Update Your Home Address in FASIS

 

Have you moved recently? Don't forget to update your home address in the FASIS Self-Service Portal. Not only is an updated address vital to ensure that you receive important mail from the University, but our insurance carriers need an accurate, local address for you in order to properly process your claims information.

 

To update your address, log into the FASIS Self-Service Portal at https://nupa.northwestern.edu using your net ID and password. Once you are logged in, click on the "My Personal Information" accordion on the left side of the screen and then click on "Update my home address." Please remember to save your changes.

 

NOTE: Address changes on SES do not automatically change your FASIS address.  The FASIS change must be done separately.

 

You must edit your address before you leave the University.  Once your job ends, you can no longer access the Self Service Portal to make address changes.

Learning and Organization Development

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.

 

Upcoming Performance Excellence for Managers Workshops

 

Managers who are new to Northwestern's performance process, or any managers who'd like a refresher course, are invited to learn best practices for setting individual objectives, recognizing Northwestern behaviors, and giving feedback at an upcoming workshop.

 

Workshop discussions and exercises focus on the following key leadership responsibilities:

  • Setting individual performance objectives
  • Recognizing Northwestern behaviors
  • Setting development objectives
  • Giving feedback
  • Conducting year-end performance reviews

HRD560: Performance Excellence for Managers I: Initiating the Process

May 6, 9 a.m. - 3 p.m., CH

May 15, 9 a.m. - 3 p.m., EV

Register

 

HRD570: Performance Excellence for Managers II: Completing the Process

April 22, 9 a.m. - noon, CH

April 30, 9 a.m. - noon, EV

Register

 

L&OD offers a variety of workshops and additional opportunities to help improve workplace performance. Check them outFollow our Twitter feed to get L&OD's best picks of upcoming events and learning resources. Questions? Comments? Contact the L&OD team at [email protected] or 847-467-5081.

Work Life Resources

Your Health and Wellness: Smart Options

 

It may be hard to believe, but spring and summer are right around the corner. This makes it an ideal time to consider a fresh start! There are many resources through Northwestern University to help support in improving your health. Whether you want to start by just doing a basic check to see where you are or you are interested in establishing goals to work toward - there are many tools to help you.

Take a Tour of these On-Line Health Assessment Tools. These tools are designed to give you a baseline about basic health indicators. They are completely confidential and may give you a place to start in understanding your own health:

 

1. NU Life Matters :

  • Take a profile and discover personal preventative care recommendations, total health grades, or find out how to get an 'A' in preventing cancer
  • Don't want to do an in-depth profile?  Try the mini quizzes and assessments
  • Evaluate your risks for different conditions and learn how to reduce them
  • Discover how your lifestyle affects your health at work and home
  • Learn more about any symptoms or health conditions and what they mean
  • Use LifeCoach, an online program to support, motivate and encourage you to make and maintain lifestyle changes
  • Podcasts and webinars
  • Articles on physical, emotional and financial well-being

These programs are confidential and at no cost to faculty and staff at Northwestern University. Go to www.hriworld.com and log in using your username: northwestern and password: eap.

 

2. Blue Cross Blue Shield Resources:

If your health insurance coverage is through Blue Cross and Blue Shield, you can log into their site and go to 'My Health'.

  • Once there,  go to 'Well on Target'
    • Health Assessments to measure your status. You can start and save your results along the way if you don't have time to do it all at once.
    • Self-directed courses to help you reach your wellness goals
    • Life Points program offers an opportunity to earn points by completing specific activities and achieve goals online. You can earn 2500 lifetime points for completing the health assessment. Rewards include: apparel, jewelry, electronics, and more.
    • Tracking tools and interactive health calculators
    • Sign up for the Be Smart Be Well newsletter
    • Send an e-card to support another's goals or declare your own goals

If your insurance is through another carrier, contact them and ask about their health and wellness offerings.

  

More University Health and Wellness Resources

 

http://www.fitrec.northwestern.edu/classes/group/cardiostrength-schedule.html

http://www.fitrec.northwestern.edu/classes/group/mindbodyschedule.html

  • Personal and Group Training for members and non-members.  Achieve your goals with a personalized exercise regime with the guidance of a trainer through one-on-one sessions or small group training.
    http://www.fitrec.northwestern.edu/classes/personal/index.html 
  • New Member Services.  Members can receive a complimentary fitness assessment and equipment orientation.
  • Massage services include Swedish, relaxation, sports, deep tissue, myofacial, trigger point and body mobilization.  From table massage packages to seated or foot massage for as low as $10.  You don't have to be a member to make an appointment!
  • Take a lap. Visit the Olympic size pool during open lap swimming, walk around 165-meter indoor track, play tennis or enjoy the many types of cardiovascular and strength training equipment available. 
  • In Chicago, take advantage of the LA Fitness membership discount

Contact Nancy Tierney, Director, Fitness/Wellness with any questions.  (847) 491-4833,      
[email protected] .

 

2. Northwestern University Women's Institute for Health Research:  The mission of the Women's Health Research Institute is to accelerate the rate of discovery in the sciences that impact women's health and well-being and to increase the research and education portfolio in women's health at Northwestern University and its clinical affiliates. Below are just a few of the many resources that can be found on their website.

3. Weight Watchers: Did you know that Weight Watchers meets on the Evanston campus? It's Spring! Want to look and feel great again? Weight Watchers can help. On the Evanston campus, the group meets every Thursday at lunchtime.  Come and check out the meeting at 12:30 p.m. in 3.226 Searle Hall (Health Services Building - 633 Emerson Street, Floor 3, room 226, Evanston Campus). New members are always welcome!  Want more information?  Please join us for the OPEN HOUSE on April 10th from Noon to 1:00 p.m. For additional information, contact Tamara Rosner at [email protected] or 1-2210.   

 

If there are other on-campus health and wellness resources that you want to alert us to, please email: [email protected].

 

Tips for getting started with improving your health and wellness:

  • Start small. Set realistic goals
  • Tell someone you trust what you are committing to
  • Pair up with someone who has similar goals. It will be a lot more fun!
  • Get moving. You don't have to run a marathon. You can walk during your lunch break or go to a fitness class
  • If you have been procrastinating, pick up the phone and schedule that annual test or exam
  • Change one thing. 100 fewer calories per day adds up to a healthier weight.

For additional tips, visit any of the above resources.

  

Upcoming Workshops


Navigating the College Admissions Process:
Everything parents need to know about helping their children apply to college    

Join members of Northwestern University's Office of Admissions & Benefits Division as they discuss:
  • Selecting a college
  • The application process
  • Financial aid
  • NU's portable tuition benefits
  • NU's reduced tuition plan benefits
Evanston Campus
Tuesday, April 1
Noon-1:00 p.m.
Norris Center, Northwestern Room (202B)

Chicago Campus
Thursday, May 22
Noon-1:00 p.m.
FSM McGaw, Kellerman Classroom (2-322)

Please contact Anna Freedman at 7-1460 to register for this workshop

For more information

 

Twitter 

Follow us on Twitter @NUWorkLife for the latest in work/life news, workshops and more!

 

Now Accepting Applications for Childcare Fee Assistance

 

Is your child enrolled at the McGaw YMCA, Bright Horizons Evanston, or The University Children's Center?  The Office of Work/Life Resources and center affiliates are now accepting fee assistance applications for the 2014-2015 academic year. For More Information.

Take Our Daughters and Sons To Work Day is Thursday, April 24
 
Join us in celebrating Take Our Daughters and Sons to Work Day's 20th year. This year's educational event is themed: "Plant a Seed, Grow a Future." The daylong event is open to youth ages 8-16, who are relatives and friends of Northwestern faculty and staff members. Participating youth will have the opportunity to take part in a variety of informative and engaging sessions on both the Chicago and Evanston campuses.

If you would like to be a chaperone for either the Evanston or Chicago event, please click here!

Upcoming Events
Attend the 5th Annual Conversations with the President

 

Northwestern University's Staff Advisory Council (NUSAC), Faculty Senate, and Office of the President invite you to attend the 5th annual Conversations with the President events on Thursday, April 17 on the Evanston campus and Wednesday, April 23 on the Chicago campus.

 

Join fellow staff, faculty, and students to hear from President Morton Schapiro and engage in conversation about the state of the University. President Schapiro will discuss progress made on our strategic plan, We Will. The Campaign for Northwestern, review goals and challenges for 2014-15, and address questions from staff, faculty and students. 

 

Event Details:

Thursday, April 17

10-11:30 a.m.

McCormick Tribune Center

1870 Campus Drive, Evanston

 

Wednesday, April 23

10-11:30 a.m.

Hughes Auditorium

303 East Superior Street, Chicagp

All members of the Northwestern community are invited to participate. 

 

The events will be webcast live, if you are not able to attend in person. View the event at http://www.northwestern.edu/president/speeches/conversations-with-the-president.html

 

If you would like to submit a question or comment prior to or during the event, send it to [email protected].

 

Visit NUSAC's website for information on upcoming events: www.northwestern.edu/nusac 

 

Summer Session Registration Opens April 7, Courses Start June 23

 

Summer Session at Northwestern offers employees a variety of options to take an individual course, learn new skills, or make progress on a degree or credential.

 

Northwestern employees can take advantage of Summer Session's convenient registration to access more than 300 undergraduate courses. Summer courses are flexibly scheduled, ranging from three to eight weeks and taught during the day, evening and on weekends. Browse classes on the Summer Session website.

 

Take advantage of your tuition benefits this summer. Full-time employees can use the employee tuition benefits for undergraduate courses listed on the Summer Session website. Please submit the undergraduate Employee Reduced Undergraduate tuition application form to HR Benefits - 720 University Place, Evanston.  Summer Session students should then contact the SCS Registrar at 312-503-6951 to register for courses.

For additional information on Summer Session, contact the Office of the Summer Session & Special Programs at 847-491-5250 or [email protected]. 

 

Brown Bag Veteran Event 
 
Northwestern University and the student veteran groups, NU Veterans Association and Kellogg Veterans Association are hosting the first in a monthly series of events to connect the Northwestern University veteran community.  The brown bag social event will be held Thursday, April 17 from 11:30-12:30 at the John Evans Alumni Center on the Evanston Campus.  All veterans and veteran supporting members of the staff, faculty and student population are invited to attend and meet the other veterans on campus.  Grab this great opportunity to connect with other veterans and learn more about veteran initiatives at Northwestern.  To learn more, please RSVP at https://www.surveymonkey.com/s/R89PCP9.