Office of Human Resources                                                                                               August 2014

 HR REVIEW

Employee Recognition Program Is Going Green

Northwestern University is proud of its dedicated staff members and understands the importance of staff members to our ongoing success. One of the ways that Northwestern staff members are recognized is through the Employee Recognition Program, in which staff members receive a gift for every five years of continuous service with the University. In an effort to reduce paper and support the green efforts of our campus community, staff members at the 15-year milestone and above will now receive a direct link to the awards web site to select a gift of their choosing, rather than a separate brochure. This web link will be provided in the letters that staff members receive from the Associate Vice President for Human Resources. The change will not affect the gifts available for selection or the distribution process for the gifts.

If you have any questions about the Length of Service Employee Recognition Program, please visit the Employee Recognition home page or contact Maudell Gaines at 847-491-7509. 

FY15 Mobile Allowance Deadline

Please note that Additional Pay forms to renew or to set up new mobile allowances for FY 2015 must be submitted to the Payroll Office by 09/15/2014 to ensure processing for the September 2014 paycheck.  Forms that are received after 9/15 will not be processed retroactively.

The policy and forms can be found in the Mobile Guidelines document. For more information, please contact Eileen Sandalow, e-sandalow@northwestern.edu (Evanston) or Ro Torres, r-torres@northwestern.edu (Chicago).

I-9 Training

I-9 compliance is an important part of the hiring process.  New employees must complete Section 1 of the I-9 no later than the end of their first day of employment.  Then they must show their work eligibility documents to an authorized Northwestern representative to complete Section 2 of the I-9 no later than their third day of employment.

To become a Section 2 Processor for I-9s, please sign up for an upcoming training session in FASIS Self Service.  The next sessions for fall quarter will be held:

August 18, 2:00-4:00 p.m., Evanston Campus

September 30, 10:00 a.m.-12:00 p.m., Chicago Campus

October 9, 2:30-4:30 p.m., Evanston Campus

DCFS Acknowledgement of Mandated Reporter Status & Staff Handbook Attestation

In addition, all current and newly hired staff members (including regular staff, Post-Doctoral Fellows, Research Associates, and Faculty Librarians) are required to attest via the FASIS Self Service Portal to receipt of the new Staff Handbook that took effect in February 2014. Please note, faculty are not required to attest to the Staff Handbook in the Self Service Portal.

Staff members who have not yet completed one or both of these requirements are being contacted and must do so as soon as possible. We appreciate your prompt compliance with these important University requirements.

 What Would Emily "Post" Do? Tips on Social Media Etiquette

It's no secret that the use of social networking has exploded in recent years.  As social media sites such as Facebook, Twitter, and MySpace continue to become more prevalent, it is important to be mindful of the ways in which you use these sites and how you present yourself.  Following are some simple tips for navigating your way through this online territory:

• Be thoughtful with whom you connect online.  Before connecting with others, consider whether it is appropriate to "friend" those individuals with whom you currently work.  Consider using separate social media sites for your professional versus personal connections.  For example, LinkedIn is a business-related social networking site designed to help you manage and maintain professional relationships, while other sites such as Facebook have traditionally been used for more personal relationships. Maintaining a separation between your personal and professional online connections reduces the likelihood that issues will arise at work from something you post.

• Be aware of the intensity and nature of the information you share online.  In face-to-face conversations, it is more natural to monitor the information you disclose.  However, on social media sites, it's easy to lose sight of who is on the receiving end of the information that is posted.

• In addition, since privacy settings on social media sites can be confusing and changed without your knowledge, it is often difficult to know exactly who will be able to view the information you post.  Given this, it's always better to air on the side of caution when considering whether to share information online. 

• Since you never know who will see what you've written, use language that you will not regret later.

• Never post when you're angry, overly-tired, or otherwise not feeling yourself.

Following the steps above should help chart you on a successful course in this evolving online territory. 

Blue Access for Members

Employees enrolled in one of the Blue Cross Blue Shield (BCBS) plans, can sign up for Blue Access for Members (BAM).  Blue Access for Members is a secured online service that provides employees with web or mobile direct access to valuable healthcare information.  Some of the resources available are:

• Review balances, claims status, benefits, coverage details and more
• Order a replacement ID card or print a temporary card
• View and print an Explanation of Benefits (EOB) for a claim
• Search for and compare doctors, hospitals and dentists nearby using Provider Finder
• Use the Cost Estimator tool to research and estimate costs of services and treatments from doctors, hospitals and other facilities

In order to access BAM, you will need to register at http://www.bcbsil.com/member.  Have your BCBS ID card available as part of the registration process. If you have any general questions about BAM, please contact the Benefits Division at benefits@northwestern.edu or 847-491-7513.

Back to School

With back-to-school just around the corner, you may be wondering just where our summer went? For those of you with children heading back to the classroom in just a few weeks, making sure that your student gets a good start to the school year may be at the top of your mind. NU Life Matters shares the following list of questions to ask your child's teacher(s) as the new school year begins to help them have the best school year possible, socially, academically, and emotionally. (Source; login: northwestern; password: eap)

Helpful Questions to Ask Your Child's Elementary School Teacher

Most parents want more than academic success for their child at school. They recognize that a child's educational experience can contribute to social and emotional as well as intellectual skills.

How can you monitor your child's progress in all areas, not just reading, writing, and arithmetic? Asking your child's teacher the following questions can help.

Academic Growth

• Is my child completing homework and projects on time?
• How well does my child work independently?
• Does my child participate in team projects?
• What are my child's work habits in the classroom?
• What activities or subjects really interest or excite my child?
• Are there any areas where my child needs additional focus or assistance?

Relationship Development

• How well does my child relate to other children in the class?
• Are there opportunities for my child to work with children in other classes? With older children?
• Are there other adults in the school who play a role in my child's growth and development?
• What special interest clubs or sports activities is my child ready to explore?

Parent Involvement

• How can I best support my child's academic and social growth at home?
• In what ways can I contribute to your classroom?

What do you need to know about my child's home life or personality that would help in teaching him or her?

Sittercity is now Care Advantage!  The name may have changed, but the benefit remains the same! Access your free membership with Care Advantage (formerly Sittercity) through FASIS self-service, or via the web at for homework help, after-school care, and more! For more information, click here

Have You Heard of the Gram Scam?

By Jennifer Gibbons, LCSW, Adult & Senior Care Advisor

http://blog.care.com/elder-advice/

Last month Grandma received a unique phone call. "Hi Grandma! Do you know who this is?!" Grandma responded, "John! How are you? How is college?" A name is all the caller needed. An hour later Grandma was wiring money to "her grandson John" who claimed to be in desperate need of cash to help with an emergency. And by the way Grandma, "Don't tell mom and dad!"

Unfortunately, this is common. According to the Centers for Disease Control, each year over 500,000 reports of elder abuse and neglect are made to local authorities. Elder abuse can take many forms, including emotional, financial, physical, sexual, and neglect. Risk factors that contribute to elder abuse often include isolation and substance abuse. When few people are involved in an elder's life, it's easier for abuse to occur. For elders residing in a care facility, additional risk factors include lack of training and high stress levels among employees. Poor work conditions, high expectations, and limited family involvement also contribute to an environment where elder abuse can occur.

What Can You Do?

• Notice if an elder is suddenly withdrawn or has a significant change in personality.
• Visit with and listen to your loved ones. Investigate concerns and intervene if necessary.
• Check for unexplained discrepancies in your loved one's financial accounts.
• Advise your loved ones never to prepay over the phone for services or donations. When considering a charitable donation, offer to serve as a second opinion. If an elder is a victim of fraud, refrain from interpreting this as incompetence to manage financial affairs.
• Some things to watch for include bruises, bed sores, scratches, slap marks, and burns.

If you suspect that an older neighbor, acquaintance, friend, or relative is being abused, neglected or exploited, call your local Adult Protective Services (APS). You don't have to have proof of abuse or neglect; If you're concerned that this is happening, you should call. When you call for help, your name remains confidential. Representatives from APS listen to your concerns and, if necessary, interview the elder at their home to determine if s/he needs assistance.

If a situation is serious, threatening, or dangerous, always call 911 or your local police for immediate assistance. More information about the types of elder abuse can be found in Helpguide.org by clicking here.  For state-specific information on elder abuse, call the Eldercare Locator at (800) 677-1116 or click here.

You don't have to figure this out on your own. Call NU Senior Care Connections' Adult & Senior Care Advisors toll free at 1-855-772-2730. Our Care Advisors are masters-level social workers with significant expertise in elder care. They will listen to your situation and provide you with guidance and options that can best meet your needs. 

Thursday, August 21, 9:30 a.m. - 3:30 p.m. Parkes Hall  

Blood is needed every two seconds for surgeries, procedures, cancer treatments and emergencies. There is a tremendous demand for blood in the Chicagoland area. Northwestern faculty and staff are highly encouraged to donate this month to help meet the need. 100% of the blood donated during this blood drive will go to hospitals in our community. All donors will learn their blood type, receive a cholesterol screening, blood pressure reading and iron level screening. Walk-ins are welcome. If you would like to schedule an appointment, please contact LifeSource directly at 877-543-3768 or schedule online and use sponsor code: NWUVNWEC.

Twitter  

Follow the Office of Work/Life Resources on Twitter @NUWorkLife for the latest in work/life news, workshops and more!

FASIS Open Lab Assistance - Online Sessions Available

Do you have FASIS, Kronos, or Forms questions - but don't have the time to walk across campus for weekly open labs? FASIS Training is now offering open lab assistance online every Wednesday afternoon, 2:30-4:30 p.m.  Users can log in at any time via Adobe Connect or Lync to have any questions answered.  For more information, please see

http://www.northwestern.edu/hr/managers-administrators/fasis-administrator-tools/fasis-open-labs.html 

New Multi-Factor Authentication for FASIS Self Service Coming Soon

In the coming months, FASIS and NUIT will extend a working pilot of multi-factor authentication and re-enable electronic W-2s and Direct Deposit to all FASIS Self-Service users.

The new multi-factor authentication technology, powered by Duo, will provide an extra layer of password protection to further reduce the risk that your personal information could be compromised should someone learn your NetID password. This technology will allow users to integrate a smartphone, cell phone, tablet, or landline telephone into the login process.  After you register in multi-factor, any attempt to access your FASIS Self Service account must be confirmed by either: (1) using a simple application on your registered smartphone or (2) answering a phone call to any registered cell or landline phone number.

Additional information, including enrollment instructions and answers to common questions, will be provided soon.