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Office of Human Resources                                                                                January 2015

 

HR REVIEW

Your Source for University Human Resources News and Information
Office of Equal Opportunity and Access

In January we commemorate the birthday of America's most renown civil rights leader -- Dr. Martin Luther King Jr. (January 15, observed January 19, 2015). We are especially reminded this time of year not only of Dr. King's contributions and sacrifices, but of those of countless African-Americans, as well as Americans of all races and ethnicities who have struggled to bring understanding, diversity, and equality to this great land. The Office of Equal Opportunity and Access asks the Northwestern community to pause and reflect on the sacrifices and hard fought accomplishments the civil rights movement brought to our nation, and to carry forward Dr. King's dream of full equality and inclusion.  As Dr. King stated, "we cannot walk alone" and "we cannot turn back."

 

We encourage the Northwestern community to attend the several events and activities being sponsored on Northwestern's Evanston and Chicago campuses.  Click on the following link to view a list of events on both campuses, http://www.northwestern.edu/newscenter/stories/2014/12/speakers-announced-for-mlk-celebration.html. Also, please consider attending the wonderful DREAM Week activities offered through the Law School on the Chicago campus.

 

DREAM Week Activities:

  • Tuesday, January 20:  Evening at the Movies, featuring Selma at the AMC River East movie theater.  The DREAM Committee will subsidize the full ticket price for the movie for Northwestern students, staff, and faculty.  A discussion will follow.  Space is limited.  Please RSVP here.  (Evening event)
  • Wednesday, January 21: Crime Scene Chicago: Let Hope Rise.  The main event of the week will be a theatrical performance of Crime Scene Chicago: Let Hope Rise, a production by Collaboraction theater group.  This play couples nonfiction source material such as interviews, articles, and online comments with re-enactments of true Chicago crimes to raise critical questions surrounding segregation, poverty, police, the news media, and popular culture.  A reception will precede the event, and a facilitated discussion will follow the play.  Tickets are free, but RSVPs are required.  (Evening event)
  • Thursday, January 22: Communities of Color and Institutional Mistrust.  This program will discuss disenfranchised communities' distrust of legal and health care systems and strategies to better connect those communities to needed legal and health care services.  Details will be forthcoming.  (Lunch event) 
  • Saturday, January 24: Service Activity.  Details and an RSVP form will be forthcoming.  (Various times and locations)
Inside This Issue
Office of Equal Opportunity and Access
Conflict of Interest
Compensation
FASIS/Payroll
Benefits
Work/Life Resources
Staffing
Employee Recognition
Learning and Organization Development
Consulting
Quick Links
Conflict of Interest

2015 Annual Staff Conflict of Interest (COI) Disclosure Period: February 1- March 1

 

The annual staff COI process will kick off on February 1.  Annually, all staff are required to complete a COI disclosure so that external activities, interests, and relationships meeting certain criteria may be assessed to determine whether or not they could potentially interfere with, detract from, or influence University obligations and responsibilities.

 

The annual staff COI disclosure covering calendar year 2014 will open in the FASIS Portal on February 1.  A go-live email will be sent to all staff on February 1st with specific access and disclosure instructions. 

 

As a reminder, the annual faculty and staff COI processes now occur at the same time each year, and the annual disclosure is a consolidation of the annual staff, faculty, and research COI requirements; individuals with multiple roles can now meet all annual COI obligations simultaneously! 


 

To facilitate a smooth staff COI disclosure process, managers and administrators are strongly encouraged to verify that the staff COI approvers named in FASIS for their employees are accurate; this will ensure that COI disclosures for employees are routed to the appropriate individuals for approval.  Click here to learn how managers and administrators can update COI approvers for their staff within FASIS.

 

Resources 

 

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 about what to disclose? Refer to the Guidance for Answering Staff COI Questionnaire, or contact NUCOI for questions regarding COI policies and procedures.

For technical issues, please contact the FASIS Help Desk at 847.467.4800 or fasishelp@northwestern.edu

Compensation

Minimum Wage Legislative Update

 

President Obama's signing of Executive Order 13658, results in the minimum wage for employees working under federal contracts (including certain types of grants) increasing to $10.10 per hour on January 1, 2015. This minimum wage rate applies to new federal contracts and replacements for expiring contracts. The minimum wage rate will be increased annually based upon the annual percentage increase in the Consumer Price Index. Northwestern's minimum hiring rate is $10.15 per hour so we are in full compliance with this Executive Order and there is no immediate impact to employees.

 

Chicago's New Minimum Wage Rate

 

The Chicago City Council voted to raise the minimum wage rate to $10.00 per hour effective July 1, 2015. Subsequent increases will bring the minimum wage to $13.00 per hour by 2019. The 2015 increase to the minimum wage rate will have no immediate impact to Northwestern employees since our minimum hiring rate is $10.15 per hour.  

 

  

FASIS/Payroll

Commuter Benefit Limits for 2015

 

The IRS has announced the 2015 limits for qualified transportation fringe benefits. The monthly pre-tax parking benefit is remaining the same as 2014 at $250. The monthly pre-tax transit benefit is also remaining the same at $130. Employees with transit benefits that exceed $130 per month will continue to see part of their transit deduction taken as an after tax deduction.

 

Update Your Address for W-2 Mailing

Please take a moment to log into the FASIS Self Service Portal and ensure that your home and department mailing addresses are correct.  These addresses will be used for delivery of printed 2014 W-2 Forms.  If you manage temps or work-study students, ensure their addresses are reviewed as well - W-2s for regular active employees will be sent to the departmental location address; those for temps, work-study students, and separated employees will be sent to the most recent home address on file in FASIS.

 

Click this link to access the FASIS Self Service Portal and review your addresses in the bottom left corner of the main screen.  To update your address, click the "My Personal Information" accordion menu in the top left.  Choose "Update My Online Directory" (to change your Office Address), or "Update My Home Address" (to change your home address).  Separated employees with no access to Self Service must submit their address change to the Payroll Division on a  Personal Data Form.

Benefits

Spending and Saving Accounts

 

Flexible Spending Accounts (FSAs)

A few reminders regarding 2014 Flexible Spending Accounts (FSAs):

  • 2014 Health Care FSA claims must be filed by March 31, 2015 for expenses incurred by March 15, 2015. Remaining 2014 funds in your Health Care FSA after March 31, 2015 will be forfeited per IRS guidelines.
  • 2014 Dependent Care FSA claims must be filed by March 31, 2015 for expenses incurred by December 31, 2014.  Remaining 2014 funds in your Dependent Care FSA after March 31, 2015 will be forfeited per IRS guidelines.

Please contact the Benefits Division at (847) 491-7513 with any questions. 

 

Educational Assistance

 

Employee Portable Tuition Benefit

This benefit is available for active full-time faculty and staff who have completed one year of service prior to the beginning of the term. This benefit is for undergraduate and graduate education for job-related courses outside of Northwestern University. The benefit is limited to tuition and eligible fees only. The reimbursement will be processed through payroll. The 2015 maximum annual benefit is $5,250. 
2015 Employee Portable Tuition Plan Benefit Application

 

 

Tuition Benefit Waiver of Service

This benefit is available for new hires as of 9/1/2014. If you worked at a FAFSA listed college or university in a full-time, continuous position immediately prior to joining Northwestern University as a full-time, benefits-eligible staff or faculty member, you may qualify to waive some or all of the required 5-year Northwestern service period for the dependent portable or dependent reduced tuition benefit. Please complete the top portion of the waiver form, and have your previous employer complete the bottom portion. Return the form to the Benefits Division for approval. Waiver of Service Period for Dependent Tuition Reimbursement 

Work/Life Resources

Flu season is upon us. While the flu is typically associated with mild illness for individuals with healthy immune systems, the virus can be very serious in those with compromised immunity, including the very young, the elderly, pregnant individuals and people with chronic illnesses. The Centers for Disease Control and Prevention offer the following tips for protecting ourselves, our families and our colleagues, against the flu.

CDC Says "Take 3" Actions To Fight The Flu
CDC urges you to take the following actions to protect yourself and others from influenza (the flu): 

Take time to get a flu vaccine

CDC recommends a yearly flu vaccine as the first and most important step in protecting against flu viruses.

  • While there are many different flu viruses, a flu vaccine protects against three or four viruses that research suggests will be most common. (See upcoming season's Vaccine Virus Selection for this season's vaccine composition.)
  • Flu vaccination can reduce flu illnesses, doctors' visits, and missed work and school, as well as prevent flu-related hospitalizations and deaths.
  • Everyone 6 months of age and older should get a flu vaccine as soon as the current season's vaccines are available.
  • Vaccination of high risk persons is especially important to decrease their risk of severe flu illness.
  • People at high risk of serious flu complications include young children, pregnant women, people with chronic health conditions like asthma, diabetes or heart and lung disease and people 65 years and older.
  • Vaccinations are important for health care workers, and other people who live with or care for high risk people to keep from spreading flu to high risk people.
  • Children younger than 6 months are at high risk of serious flu illness, but are too young to be vaccinated. People who care for them should be vaccinated instead.

Take everyday preventive actions to stop the spread of germs.

  • Try to avoid close contact with sick people.
  • If you are sick with flu-like illness, CDC recommends that you stay home for at least 24 hours after your fever is gone except to get medical care or for other necessities. (Your fever should be gone without the use of a fever-reducing medicine.)
  • While sick, limit contact with others as much as possible to keep from infecting them.
  • Cover your nose and mouth with a tissue when you cough or sneeze. Throw the tissue in the trash after you use it.
  • Wash your hands often with soap and water. If soap and water are not available, use an alcohol-based hand rub.
  • Avoid touching your eyes, nose and mouth. Germs spread this way.
  • Clean and disinfect surfaces and objects that may be contaminated with germs like the flu.
  • See Everyday Preventive Actions and Nonpharmaceutical Interventions (NPIs) for more information about actions - apart from getting vaccinated and taking medicine - that people and communities can take to help slow the spread of illnesses like influenza (flu).

Take flu antiviral drugs if your doctor prescribes them.

If you get the flu, antiviral drugs can treat your illness.

  • Antiviral drugs are different from antibiotics. They are prescription medicines (pills, liquid or an inhaled powder) and are not available over-the-counter.
  • Antiviral drugs can make illness milder and shorten the time you are sick. They may also prevent serious flu complications. For people with high risk factors, treatment with an antiviral drug can mean the difference between having a milder illness versus a very serious illness that could result in a hospital stay.
  • Studies show that flu antiviral drugs work best for treatment when they are started within 2 days of getting sick, but starting them later can still be helpful, especially if the sick person has a high-risk health or is very sick from the flu. Follow your doctor's instructions for taking this drug.
  • Flu-like symptoms include fever, cough, sore throat, runny or stuffy nose, body aches, headache, chills and fatigue. Some people also may have vomiting and diarrhea. People may be infected with the flu, and have respiratory symptoms without a fever.
    (Source: CDC.gov)

Upcoming Workshops

 

Join the office of Work/Life and experts from the local child care community to discuss some of the different histories, educational philosophies and early learning experiences available in the Evanston area.

Thursday, January 22, 2015, 12 noon - 1:00pm

Norris Center, Northwestern Room B 
Register

 

Lunch and Learn with Bright Horizons at Evanston

Tuesday, February 3 

12 noon - 1:00 pm 

Norris Center, Arch Room
Register 


 

Child Care Fee Assistance   

As a reminder, the Office of Work/Life Resources will begin accepting child care fee assistance applications for the 2015-2016 school year on January 1, 2015. Applications are accepted on a rolling basis, and are determined on a first come, first served basis. Please apply early. Visit the Fee Assistance page for eligibility requirements and further information.

 

Community Child Care Spotlight-January's center is Reba Early Learning Center!

 
Reba Early Learning Center is a small single site, non-profit preschool. It was founded in 1966 as Reba Place Day Nursery. During the mid-nineties Reba Place Day Nursery became incorporated. RELC is committed to the principles and values within our community.

 

Reba Early Learning Center develops a love for learning in preschool children ages 2-5. They offer a safe and caring setting that respects each child. Contact the center with additional questions and enrollment information.

 

Please see the Work/Life Resources website for more information on the university's child care resources.

 

Weight Watchers @ Work is Hosting an Open House on January 22, 2015 from 12 noon - 1:00 pm

The Open House will feature a special guest speaker and two attendees will win a fabulous cookbook.- Turn up the Flavor!   

 

Let Weight Watchers help you achieve your weight loss goals!  What do you have to lose?  For more information, contact Tammy Rosner at t-rosner@northwestern.edu or 1-2210. To find out what a WW meeting is like, click here for a brief video.

 

Twitter     

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

Staffing

New Year, New Resolution: Planning Ahead for a Key Vacancy

 

The turning of a new year is often a time of personal reflection. As a manager, it's important to take a moment to pause and bring this same reflection to your team at work. What if your best performer were to leave your department this year?   Do you have a key role that, if vacant, would make it difficult to get work done in your area?  Having a plan for this ahead of time can avoid confusion during a time of change and preserve knowledge and skills that are often lost when key employees leave.

 

Planning for these vacancies doesn't need to be a formal or elaborate process.  Rather, keep these following simple points in mind as you think about your department and possible vacancies: 

  • What key roles do you have in your department that would significantly disrupt productivity if vacant? 
  • Think about the best performers you have had in these key roles.  What skills or competencies did they possess?  What made them so successful?
  • Consider the individuals you have on your team.  What are their strengths?  What skills and competencies do they possess?  Are there skills required for your key roles that need to be developed on the team?
  • Create opportunities to develop these skills and competencies on your team.  Are there ways to augment current roles to provide exposure to different projects?  Are there additional training opportunities?

In planning for key vacancies, it's important to consider employees' career development plans, in addition to the needs of the department, in order to ensure long-term success.

 

You'll find that giving a little thought to this now can save a lot of heartache down the road when a key role is vacated.  If you have questions or would like to discuss a staffing plan for your department, please contact your Staffing Consultant

Employee Recognition 
Each year, Northwestern University recognizes employees for exceptional performance through the Northwestern University Employee of the Year awards. The Office of Human Resources is now accepting nominations for the 2015 NU Employee of the Year awards, which will recognize seven staff members across the University, including Qatar, as finalists for their outstanding contributions. From the seven finalists, one will be announced as the Employee of the Year winner at the annual Staff Service Recognition Luncheon on Tuesday, May 19, 2015.

 

All staff members who have been employed at least three years, are in good standing, and have not been previously named Employee of the Year are eligible. Finalists from past years are eligible.

 

Nominations are due Friday, February 20, 2015.

 

To learn more about how to write an effective nomination, the Office of Human Resources is offering a workshop on Writing Compelling Employee of the Year Nominations (course number HRD545), which will be offered on both campuses.


Chicago: Wednesday, January 28, 2015, 11:45 am-1:15 pm, Rubloff, 9th Floor Lakeshore Conference Room 

 

Additional information regarding the Employee of the Year awards, including nomination instructions, the nomination form, and workshop registration are available under Employee Recognition on the Office of Human Resources web site.

 

If you have questions, please contact Maudell Gaines at maudell-gaines@northwestern.edu or847-491-7509.

Learning & 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.

 

Start Your New Year with Professional Development

 

Free Access to Lynda.com has been extended!

 

The Northwestern University and lynda.compartnership has been extended to offer university staff, faculty and students unlimited, on-demand access to a full library of online courses at no additional cost.  

 

Remember that lynda.comisn't just for learning computer applications - consider referencing some of the sample playlists to help you get started on topics like career development, leadership, computer applications and workplace skills.

 

Free Managing Development Planning™ Workshop (for Managers)

 

Attention managers! Consider attending the upcoming Managing Development Planning™ workshop for resources on getting results from members of your team and supporting their ongoing development by increasing your competence, ease and commitment in conducting career and development conversations with your employees. Learn new distinctions about development - beyond simple strengths and weaknesses - to help guide development plans with just the right emphasis for any employee.
February 11, Evanston, 8:30 am-4:30 pm 
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 workplace-learning@northwestern.edu or 847-467-5081.

Consulting

Required Labor Law Posters

 

As a reminder, federal and state laws require employers to post certain labor law notices advising employees, and in some cases job applicants, of their rights in the work place. These notices should be posted so they are accessible to all employees (and job applicants when applicable). Required notices include the following:

 

Federal Requirements

State Requirements

Federal Contractor Requirements

Individual departments and units are responsible for ensuring these notices are posted and current. Notice requirements can change from time to time, and there are services available for a fee that will provide posters along with updates on any changing requirements. In many cases, the web pages for each required posting listed above also contain more detailed instructions for the notices' specific posting requirements. If you have any questions or would like more information, please contact your HR Consultant for assistance.