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Office of Human Resources                                                              March 2015

 

HR REVIEW

Your Source for University Human Resources News and Information
Payroll/FASIS

Tax Filing Deadline April 15

 

All W-2 tax forms have been issued to Northwestern University employees and students to use in their U.S. tax filing by the April 15, 2015 deadline.  Non-residents that are expecting Form 1042-S will receive it no later than March 15, 2015.  Non-resident students that received only scholarship/fellowship income in 2014 have until June 15, 2015 to file.

 

To request a reprint of your W-2:

  • Email the Payroll Office at [email protected] and indicate you are requesting a reprint of your W-2.  Please include your name and employee ID in the request.  Reprints are sent via the U.S. Postal Service, or they may be picked up in either Payroll Office.
  • Stop by the Payroll Office in Evanston or Chicago and pick up the reprint after showing proper identification.   Reprints are NOT sent via email or fax in order to protect the privacy of the confidential personal information reported on the W-2. 

If your address has changed recently, please update it in the FASIS Self Service Portal (current employees) or submit an updated Personal Data Form along with your reprint request (separated employees).

Inside This Issue
FASIS/Payroll
Conflict of Interest
Learning and Organization Development
Benefits
Staffing
Compensation
Office of Equal Opportunity and Access
Work/Life Resources
Employee Recognition
Consulting
Quick Links
Conflict of Interest

Annual Staff Conflict of Interest (COI) Approval Process 

April 15 Review Deadline

Are you a manager who reviews and approves annual staff COI disclosures? If so, we ask that you finish reviewing these disclosures by no later than April 15. This end date allows for a six-week review period following the annual disclosure deadline of March 1.

 

Accessing Review Pages in COI Portal

 

At any time, you can review all disclosures in your review queue by accessing the COI Portal and navigating to the review page (COI Reviewer Tools > Review COI Disclosures). 

 

For a global view of both the disclosure and review status for all staff under your supervision and responsibility for COI purposes (whether they have disclosed yet or not and whether you have reviewed yet or not), access the COI Portal and navigate to the compliance page (COI Compliance Tools > Compliance for Annual COI).

 

Reviewing and Approving COI Disclosures

Each staff disclosure in your queue should have a final disclosure review status of either "No Conflict" or "Conflict Managed." 

  • If you feel a particular disclosure needs additional review, you may select a status of "Potential Conflict Identified," which automatically refers the disclosure to the COI Office for review. 
    • For disclosures that have all "No" responses (easily identified by the relevant column on the review page), select "No Conflict Identified" as your disclosure review status.
    • For disclosures that have any positive response, please add a comment that explains the rationale for your COI determination. Examples of manager comments demonstrating thoughtful review are included below.
    • If you determine 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, choose the disclosure 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 to better understand its nature and extent. If needed, you can work with the staff member to identify ways to mitigate any potential or actual conflict of interest.  Do not hesitate to contact the COI Office for guidance in this area.
    • If your review finds that a potential or actual COI does exist, please use the disclosure review status "Conflict Managed" to indicate the situation has been reviewed and while it presents a COI, the situation is being managed or mitigated.  Ensure to explain in your comments how the situation is being managed or mitigated.  Supporting documentation (e.g., email exchanges) may be uploaded to 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 relative to contracting with or paying this vendor." 
  • "This financial relationship is known to me and has nothing to do with this employee's position or work at Northwestern."

Resources: 

The following resources are available to provide additional help with the approval process:

The COI Approver Tutorial contains instructions and additional guidance.

The NUCOI Training and Resources web page provides a number of other documents and links about the 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.

Contact: Northwestern Conflict of Interest Office (NUCOI), [email protected] or 847.467.4515 

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.

 

NorthWEstern WILL Initiatives -CONNECT to Professional Development and Engagement Launched

The NorthWEstern WILL Initiatives are now live on the Workplace Learning area of the HR website. Learning & Organization Development, in partnership with the Workplace Learning Council, is pleased to introduce these four new initiatives to enhance the implementation of WE WILL. Each of these initiatives will augment the University's ongoing efforts to make Northwestern a great place to work.
  • Career Development System: Financial barriers to enrollment are being eliminated by subsidizing staff open enrollment in Managing Your Career (seats available for the March 19 workshop in Chicago) and Managing Development Planning courses. Additional courses have been added for employees whose managers have completed Managing Development Planning, and for managers with a direct report who has completed Managing Your Career. These sessions will be by invitation and held April 16 and April 17 in Evanston. Pairs of managers and employees who have both completed these workshops are invited to a special celebratory event, including additional learning and networking, in Evanston on May 11.
  • Community Building: A number of community events are being planned to connect employees to the University's mission, its communities, and each other. Possible events include deans hosting "Get to Know a School" sessions, faculty members sharing research in "Lunch & Learn" sessions, and tours of interesting facilities. These events will take place on both the Evanston and Chicago campuses.
  • Leadership Fundamentals: This intensive two-day workshop is designed for high performing staff who do not have direct reports will build a cohort of future leaders. Up to 50 participants will be selected through an application process and manager sponsorship. These full-day sessions will be held on April 13 & April 14 in Evanston. Applications are being accepted now through March 9.
  • Staff Leadership Reunion: Seven cohorts of leaders have completed the highly-rated Staff Leadership at Northwestern program. Now, up to 60 program alumni will reunite in a two-day workshop focused on building coaching skills. Participants will see a multiplier effect on their teams, as both direct and indirect reports will benefit from their enhanced coaching skills. The workshop will be held May 22 and June 2 in Evanston.

Click here and the above links for more information.  Funding for these initiatives is provided by the Catalyst WorkgroupContact us at [email protected]

  

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.

Benefits

Educational Assistance

 

Maximize Your Educational Benefit This Summer

 

Benefits-eligible Northwestern University faculty and staff may take advantage of a special 2015
summer session tuition rate for all NU undergraduate courses. All undergraduate summer courses will be offered to employees at the rate of $1683/course. Eligible employees may apply the 85% Employee Reduced Tuition benefit to this rate, and each course will cost $252.45 during the summer of 2015.

 

All Summer Session 2015 course offerings are listed on the summer session website . Registration for Summer Session opens April 13 and classes begin the week of June 22. 

 

To take advantage of this discount, please submit a 2015 Employee Reduced Tuition-Undergraduate form to the HR Benefits office (only one form needs to be submitted per calendar year). To register for summer session, please contact the Office of Summer Session at 847-491-5251.

 

Fall 2015: New Online Master's in Information Design and Strategy

 

You can also use your employee tuition benefits for the MS in Information Design and Strategy program.  This is a new online program from the School of Professional Studies.  As a reminder, dependent reduced tuition benefits do not apply to graduate or professional study programs.

 

Educational Benefits Seminars

 

Please join us for two informative seminars about the various tuition assistance plans available to full-time NU faculty and staff.  A representative from HR Benefits will explain the educational tuition benefits offered to Northwestern employees and how to apply for them.

 

Chicago campus:

Monday, April 20, 12 noon-1:00 pm

FSM - Lurie, Gray Seminar Room

Evanston campus:

Friday, April 24, 12 noon-1:00 pm

Norris Center - 202 Northwestern Room

 

 

Review and Update Your Personal Information

 

If you need to update your home address, emergency contacts or life insurance beneficiaries, you may do so in the FASIS Self Service Portal. It is important to have the most current information on file for the University and for our insurance carriers. 

 

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 to update your home address or emergency contacts.  To update your life insurance beneficiaries click on "My Benefits." Please remember to save any changes you make.

 

If you wish to change your 403(b) beneficiaries, you must do so directly with TIAA-CREF or Fidelity.

 

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.

Staffing

Build or Buy: The Talent Question

 

One question that is often considered when managers are hiring for an open position is whether it is better to "build" from within or "buy" from the external market. Recent research suggests there is no "one size fits all" answer to this question. According to the Society for Human Resources Management (SHRM), there are a number of factors to consider, including the following:

  • What is the current state of your department? If your department is thriving, hiring internally may be optimal. However, if your department is undergoing significant strategy shifts, you may want to look externally.
  • Are myriad department- or industry-specific skills required for the position? In these cases, there may be a benefit to hiring someone from within the organization who already possesses these skills. However, if these skills aren't available internally, then looking externally is your best bet.
  • What is your organization's culture? If your organization has a strong or unique culture, it may be difficult for someone external to the organization to successfully acclimate. However, if the culture is one in which multiple perspectives are welcomed, this may not be a barrier for hiring externally.
  • How strong are your onboarding and training processes? Depending how supportive your processes are in successfully training someone who is unfamiliar with your department, this may factor into the value you place on hiring someone who is already familiar with the organization.

In the end, it's important for hiring managers to consider the position as it relates to these factors and any others that may be unique to the job opening. As a final note, keep in mind that a staff member must meet certain requirements to be eligible for transfer or promotion to a different department/unit in the University, as follows:

  • Staff members must have been in their current position for at least 12 months. (On rare occasions, mutual agreement is reached prior to 12 months. See Staff Handbook Section 2.6 on Transfer and Promotion for more information).
  • A staff member must have received an overall rating of at least effective on the most recent performance review and have no disciplinary action in the prior six months.
  • A staff member must meet the minimum qualifications of the position and apply for the position.
  • Final candidates must have a successful background check.
Compensation

Performance Excellence

 

Employees are our most valuable resource. We must continually encourage and enable staff to contribute to the education and research missions of the University and to learn and advance in their individual careers. (Northwestern University Strategic Plan, 2011; p. 17)  Performance excellence helps accomplish this resulting not only in increased engagement but greater workplace effectiveness.

 

As the performance year is coming to a close, keep in mind that performance excellence is not only a process but an opportunity to discuss and plan next year's goals for continued success.  Managers and employees are encouraged to continue this important dialogue on a regular basis to ensure communication remains open and expectations are well understood.

 

For now, focus on completing the year-end rating sections of the performance excellence document detailing the results and accomplishments made throughout the year.  Completed performance excellence forms should be submitted to the Office of Human Resources by June 19, 2015.

 

Performance Excellence instructions and materials are located on the Human Resources website http://www.northwestern.edu/hr/forms/

 

Mangers that elect to take Performance Excellence refresher workshops may sign up at http://www.northwestern.edu/hr/training/perfex.html.  FY16 Performance Excellence courses will be offered on:

 

Performance Excellence for Managers I:  Initiating the Process

May 19, 2015          9 am - 3 pm EV

 

Performance Excellence for Managers II:  Completing the Process

April 15, 2015          9 am - 12 noon EV

  

Please direct any questions you may have to your Manager or Compensation Consultant that supports your area.

Office of Equal Opportunity and Access

Women's History Month

 

March 2015 marks the 35th anniversary of National Women's History Month.   Achieving worldwide recognition, National Women's History Month is a time we commemorate the contributions of women. This year's theme is: Weaving the Stories of Women's Lives

 

The National Women's History Project, founder of the National Women's History Month, is honoring nine women who have contributed to "writing women back into history."  Follow the link, http://www.nwhp.org/2015-national-womens-history-month-honorees/#, to learn about these amazing women who made a lasting impact on our history.

 

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.

 

Events sponsored in the Evanston and Chicago area celebrating Women's History Month are: 

Follow the link to access all the events being sponsored by the Chicago Public Library, http://chipublib.bibliocommons.com/events/search/fq=program:(52ec52e0cb8b1e0000000016) 

Follow the link to access all the events being sponsored by the City of Evanston. http://chipublib.bibliocommons.com/events/search/fq=program:(52ec52e0cb8b1e0000000016)

Work/Life Resources
Caregiving Corner -info for parents and caregivers

 

Are you the parent of a high schooler contemplating college? NU Life Matters shares tips for how to prepare early in the game. Also, stay tuned to the Work/Life workshops page and the April HR Review for information about upcoming College Admissions workshops.
 

 

Getting Ready for College Early: Making the Decision
From
NU Life Matters
A two or four-year college degree is becoming more and more important for unlocking the doors to economic and educational opportunity in America today. Getting a college education requires a lot of time, effort and careful planning by parents and students, but it provides knowledge and skills students will use for the rest of their lives to help them succeed in whatever they undertake. By going to college students... read more. (Login: northwestern Password: eap)

 

Upcoming Workshops

 

Real Estate 2015
There is still time to RSVP for 2015 Real Estate Workshops! Contact the Office of Work Life Resources to register.

Chicago Campus
Wednesday, March 4
Rubloff 9th Fl Lakeshore Room
Register

Evanston Campus
Thursday, March 12
Norris Center, Arch Rm
Register

 

Chicago Private Education Panel
The Office of Work/Life Resources brings together a panel of experts from Chicago private schools, to share what makes each school unique, and to answer your questions about private school education - even the questions you might not yet know to ask! 


Chicago Campus Only

Tuesday, April 21
Lurie Center, Searle Seminar Rm

Register

 

Updates from Work/Life & Partners


Community Child Care Spotlight
Harkness House for Children (HHC) started in 1988. The Center offers a nurturing environment and a curriculum based on the developmental needs of each child. HHC believes in strong partnerships with parents. Priority enrollment is given to children of faculty, staff and students through an agreement between Northwestern University and Harkness House for Children. Northwestern University arranges for designated childcare spaces, available on a first come, first serve basis. For more information, contact center director Patti Ruffin at 847-501-2549.

 

Weight Watchers @ Work is Here! 

Help us keep Weight Watchers @ Northwestern. We need to increase our membership to ensure the future of an on-site group. Let Weight Watchers help you achieve your weight loss goals!  What do you have to lose?  For more information, contact Tammy Rosner at [email protected] 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!

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.

 

  

Consulting

Northwestern University Library Resources

 

The Northwestern University Library supports the educational and information needs of its community, and its resources are available to staff members in addition to faculty and students. In fact, did you know that NU staff members can check out up to 200 items at a time for up to 12 weeks, and most items can be renewed online through NUSearch, the library's new online portal to books, articles and more?

 

The Library facilitates the use and location of information - it's all about finding things and there is a lot to discover. The Library has over 5 million volumes in its collection, including items like the Foundation Directory and a great number of other directories. In addition, the Library has over 500 databases with access to countless articles. With such a wealth of information, the Library provides guidesto help you narrow down the information to what you need. These guides include categories such as education, nonprofits, career resources, and more. In addition, if there are items that aren't in the NU Library's collection, you can still access them through services such as UBorrow and Interlibrary Loan.

 

Additionally, there are over 30,000 titles in the Mitchell Multimedia Center - everything from documentaries and performing arts to feature films and television shows, all of which are available for staff members to check out for up to 3 days with a 5 item maximum.

 

With so many resources to offer, the Library staff are available to guide you through the process to help you find what you are looking for.  Help is available via phone, text, chat, and, of course, in person.