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HR REVIEW September 2015
YOUR SOURCE FOR UNIVERSITY HUMAN RESOURCES NEWS AND INFORMATION
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FASIS
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FASIS Summer 2015 Town Hall Announcements
Last month, FASIS held a quarterly town hall meeting to discuss new and updated procedures. Among the topics presented were:
- A new Grant Vacation Payout pool to cover vacation payouts and salary continuation for grant-funded employees.
- A new paperless process by which a department may charge the central Benefits Pool for an employee on a Hartford-approved extended sick leave.
- A new document providing details about Postdoctoral, Student, and Research Visitor appointments.
The next FASIS Admin Town Hall Meeting will be held in October. All FASIS Administrative users are welcome to attend.
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Evanston Campus
October 7, 2015
2:30 pm - 4:00 pm
Ruan Conference Center
Chambers Hall
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Chicago Campus
October 8, 2015
2:30 pm - 4:00 pm
Baldwin Auditorium
Lurie Research Center
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PAYROLL
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Important Dates for Exempt Staff and Kronos
Now that the fiscal year has closed, exempt staff and librarians are reminded to enter their time off in Kronos for August 2015. This includes sick, vacation, personal floating holiday, and bereavement time. Managers, please promptly approve the time off so employees' carry-over vacation balances can be calculated correctly.
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Employees:
| Deadline to enter August time off is Friday, September 4th | | Managers: | Deadline to approve employee's August time cards is Friday, September 11th. |
Any retroactive entry for another month in the past fiscal year must be entered into Kronos by September 11th to ensure a correct accrual balance for FY15. As in prior years, any exempt staff member who fails to report time off, or who does not have the time off approved by a manager in Kronos, will have their vacation balances zeroed out as of August 31st. Instructions for entering and approving time in Kronos can be found on the attached link: http://www.northwestern.edu/hr/current-employees/using-kronos-time-entry/index.html
Are you new to Northwestern?
Don't forget to complete the following new hire requirements:
- Complete the Direct Deposit Form. You must mail the form to the Payroll office on either campus as soon as possible to ensure your first paycheck is deposited on time.
- Update your Emergency Contact information. Log onto FASIS Self Service Portal, select "My Personal Information" and "Update My Emergency Contacts."
- Sign up for benefits within 30 days of hire. If you are eligible for benefits, don't forget to sign up in the FASIS Self Service Portal.
- Attest as a DCFS Mandated Reporter. All employees must attest to their status as a DCFS Mandated Reporter in the FASIS Self Service Portal.
- Attest that you have received the Staff Handbook. Each staff member (including Postdoctoral Fellows, Research Associates, and Faculty Librarians) is required to attest within the FASIS Self Service Portal that he or she has received the Staff Handbook.
Are you hiring new employees this Fall?
As the fall hiring season is upon us, please be aware of the following important requirements:
- Section 1 of the I-9 must be completed no later than the first day of employment for all employees. This can be completed by the employee from any computer.
- Section 2 of the I-9 must be finished no later than the third day of employment. This includes the employee showing appropriate documents, in person, to a Northwestern representative.
If an employee cannot complete the I-9 Section 1 or Section 2 by these deadlines, the employee cannot begin working.
NOTE: New hire paperwork should not be held until the I-9 is completed.
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BENEFITS
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Medical Leaves - Department Funding Relief
Effective September 1, 2015, departments with staff or faculty members on a Hartford-approved medical leave, for their own illness, can receive salary funding relief from the central HR Extended Sick Time account using a new paperless process. The process is as follows:
- The employee's medical leave must be for their own illness and must be approved by The Hartford.
- Research Faculty and Feinberg Clinical Faculty leaves are currently not covered under this process.
- The department is responsible for salary payment during the 5-day waiting period before EST.
- Requests for salary relief must be initiated within 90 days of the date the employee's leave began (for monthly employees).
- If an employee has a subsequent leave of absence within 90 days of their return, there is no waiting period.
Open Enrollment Dates: October 19th - November 6th
| Thursday, October 1st |
Open Enrollment Guide will be mailed to home address*
| | Monday, October 19th, 9:00 am | First Day of Open Enrollment | | Friday, November 6th, 5:00 pm |
Last Day of Open Enrollment
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*Please make certain that your home address is accurate in the FASIS Self Service Portal. Allow 7-10 business days to receive your Open Enrollment Guide.
2015 Health and Benefits Fair
The Northwestern Health and Benefits Fair takes place every year in October in both Evanston and Chicago and features the best in personal and health well-being, physical fitness, and financial and future planning! For more information about the fair see: 2015 Health and Benefits Fair.
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Evanston Campus
Tuesday, October 13, 2015
11:00 am - 2:00 pm
Norris University Center
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Chicago Campus
Tuesday, October 20, 2015
11:00 am - 2:00 pm
Lurie Atrium
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Flu Shots Available at Health and Benefits Fair or By Appointment
Flu shots will be available at both 2015 Health and Benefits Fairs at no cost for all Northwestern Faculty and Staff. No appointment necessary. Please present your Northwestern Wildcard. Spouses and dependent children (18+yrs) may receive a flu shot for $29 with exact cash or check made payable to HMI at time of service.
Returning Users: If you created an online account for a flu shot last year, please login with the same username and password you created. Username/password help is available at the site if needed.
New Users: Enter site code NWU in the "New Program Registration" box on the left and complete all required fields before scheduling your appointment.
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WORK/LIFE RESOURCES
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Caregiving Corner -
info for parents and caregivers
Back-to-School Reminder from Bright Horizons Care Advantage - Sittercity
Summer is ending and the school year is quickly approaching. Your Bright Horizons Care Advantage® benefit gets you the extra help you need to manage the school-year chaos. To learn more click here.
September LifeNotes
The emotional, physical, and financial impact of returning to school for adults and children
(login: northwestern, password: eap)
The best way to get the most out of going back to school, whether after summer vacation or following years or even decades away, is to deal with any potential concerns in advance. August's feature highlights information on navigating the impact of returning to school, including resources on:
Upcoming Workshops -
What's on your mind?
NU Senior Care Connections: "Caregiving and Sibling Warfare?"
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Evanston Campus
Wednesday, October 14, 2015
12:00 noon - 1:30 pm
Norris Center
Wildcat Room (101 A)
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Chicago Campus
Thursday, October 15, 2015
12:00 noon - 1:30 pm
Rubloff Building
9th Floor Lake Shore Conference Room
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NU Life Matters: Financial Wellness "It's Never Too Early to Start Planning for the Future"
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Evanston Campus
Tuesday, October 27, 2015
12:00 noon -1:30 pm
Norris Center
Wildcat Room (101 B)
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Chicago Campus
Wednesday, October 28, 2015
12:00 noon - 1:30 pm
Rubloff Building
9th Floor Lake Shore Conference Room
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Announcing National Work/Family Month Keynote Speaker: Scott Behson.
Scott Behson, PhD, is a professor of management at Fairleigh Dickinson University, a national expert in work and family issues, and was a featured speaker at the recent White House Summit on Working Families. He is the author of The Working Dad's Survival Guide: How to Succeed at Work and at Home, the first book of its kind to provide advice and encouragement for working fathers, helping them to achieve success in their careers while also being the involved, loving dads they always wanted to be. For More Information
Evanston Campus
Thursday, October 22, 2015
12:00 noon - 1:30 pm
Hardin Hall
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Chicago Campus
Thursday, October 22, 2015
3:30 pm - 5:00 pm
McGaw Daniel Hale Williams Auditorium
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Visit our Work/Life Resources Workshop web page
For information, to RSVP to any upcoming Work/Life workshops, or to request a workshop for your school or department, please visit the Workshops web page.
Workshops: We want to hear from you!
What's on your mind? We are always interested to hear what Work/Life workshop topics you'd like to see offered. Please share your ideas for our upcoming calendar of workshops by email or by phone at (847) 467-1460.
Twitter
Follow the Office of Work/Life Resources on Twitter @NUWorkLife for the latest in work/life news, workshops and more!
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STAFFING
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Federal Copyright Law Compliance
As the new school year begins, it is a good time for a reminder about the importance of complying with federal copyright law. The use of Northwestern network or equipment to download or share copyright-protected material in violation of federal copyright law is prohibited. Employees who engage in these practices are in violation of University policy and this type of activity is subject to disciplinary action, as well as civil and criminal penalties.
Media owners are continuing their efforts to curtail unlawful file sharing including; movies, music, television shows and software. The media owners have begun demanding payment to prevent them from filing a lawsuit, and these fines are the responsibility of the individual who illegally downloaded or shared the copyrighted material. Several high profile cases have been resolved over the past few years, with substantial awards being given to the industry.
If you have engaged in file-sharing activity (such as the downloading of movies, music, TV shows or software) in violation of federal copyright law, you should immediately cease any such illegal file-sharing activity and the use or distribution of any illegally obtained material. Peer-to-peer software should be deleted from University owned machines unless there is a business, educational or research need for the software. Also, when working remotely on the traditional VPN, keep in mind that all your traffic goes through the Northwestern network and is subject to these same penalties. Northwestern requires members of its community to respect the intellectual property of others.
If you have questions or would like additional information, you may contact Roger Safian, Senior Data Security Analyst, at r-safian@northwestern.edu or 847-467-6437.
Writing an Effective Resume
When applying for a position, it is important to submit a resume along with your application. While not required within e-Recruit (Northwestern University's application system), a resume provides the optimal format for packaging your background and skills in an easy-to-read, user-friendly format for the Hiring Manager and Staffing Consultant to review. Below are 8 important points to consider as you develop your resume.
- Emphasize work experience, accomplishments, and skills that directly relate to the position for which you are applying. If you are applying for different types of positions, you may have several versions of your resume which highlights different facets of your background.
- Highlight the following for each position you have held; dates of employment, job title and a summary of your experience within that position.
- Ensure the descriptions of your past experience are accomplishment-oriented. When listing accomplishments, use action verbs to describe your experience and ensure that each bullet point answers the question "What was the impact/result?"
- Anticipate any "red flags" the reader may have, such as gaps of employment, and address them as much as possible within the resume.
- Tailor the length of your resume appropriately given your work experience and background. A resume is typically one to two pages in length.
- Use a font and font size that are simple and clear to read. Standard fonts include; Arial, Helvetica, Universe, Times New Roman, Palatino, Century Gothic, and Courier. Standard font sizes range from 10 to 12 points.
- Ensure the document is grammatically perfect and free of typos. Formatting within the document should be consistent.
- Based upon the length of your prior work experience, place information regarding your educational background where it is most appropriate. Frequently, recent graduates or those with minimal work experience, will place this information near the beginning of the resume. Those with more work experience will place this information near the end.
While creating or updating your resume may sound like a daunting task, it's important not to wait until you've identified a new opportunity to start working on it. Tracking your key accomplishments and periodically setting aside time to update your resume will help manage this process, and ensure you'll be prepared when an opportunity presents itself.
Northwestern University Service Excellence Awards
Congratulations to the following members of the Northwestern University community that have received commendations for providing exceptional service from March 16, 2015 through July 15, 2015.
| Ruth Allee | Office of Human Resources | | John Calkins | Office of General Counsel | | Molli Connell | McCormick-Material and Science Engineering | | Diana Cordova | Kellogg-Executive Education | | Seamus Fitzgerald** | Office of Alumni Relations and Development | | Elizabeth Garcia | Feinberg School of Medicine | | Brian Gilani | Office of Human Resources | | Anne Grace | Office for Sponsored Research | | Piper Hawkins-Green | Institutional Review Board | | Sean Kavanaugh | School of Professional Studies | | Tanisha Kennedy | Office of Human Resources | | Eugene Kikuchi | Financial Operations | | Linda King* | Office of Human Resources | | Brian Kittle | Facilities Management | | Carey Kokkonen | Feinberg School of Medicine | | Lysa Lei | Financial Operations | | Lisa Linn | Institutional Review Board | | Lisa Matsumoto | Financial Operations | | Pat Messina | Office of Human Resources | | Kim Miller | Accounting Services | | Asad Mirza | Facilities Management | | Joan Nunziato | Feinberg School of Medicine | | Marcella Oliver | Feinberg School of Medicine | | Shehan Peiris | Office for Sponsored Research | | Dennis Petrospour | Office of Human Resources | | Corey Portell | Buffett Center for International & Comparative Studies | | Edgar Rodriguez | University Police | | Rachel Rufer | Feinberg School of Medicine | | Peter Sandstedt | Information Technology-Cyber Service Operations | | Todd Shamaly | Feinberg School of Medicine | | Lucas Sikorski | Institutional Review Board | | Jennifer Sloane | Facilities Management | | Ted Smith | Office for Sponsored Research | | Marcela Swenson** | Administration and Planning | | Shaina Wagner** | Weinberg College of Arts and Sciences | | David Zohfeld | Purchasing Resource Services |
*Indicates the number of additional commendations
**Indicates Sustainability Excellence Award
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COMPENSATION
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Back to Basics: Focus on Job Descriptions
With the annual performance management process behind us, we encourage staff to begin focusing on goals and expectations for the new fiscal year. One way to begin the assessment of where you are in your career and where you might want to be is by reviewing your job description.
Why Do We Have Job Descriptions?
Job descriptions help form the foundation of many different HR programs. Until there is a good understanding of why the job exists (i.e. what work is performed and how that connects to the organization's mission), what is required (i.e. skills, experience) in the role, how that role relates to other roles in the organization, etc., it is more difficult to identify the right candidate and determine the appropriate pay for that individual. Therefore, an accurate and updated job description is critical to the creation and evaluation of jobs, recruitment, and compensation. In addition, job descriptions are important tools utilized in performance management and succession planning.
Job descriptions are not meant to be task lists, but instead should provide an overall view of the job by summarizing key elements of the role. For example:
Job Specifications This data includes job title, job code, salary grade, exemption status (according to the FLSA), department information, immediate reporting relationship, and the most recent review date.
Job Summary This short paragraph provides a general overview of the role. It may also outline the purpose of the role within a department or organization.
Principal Accountabilities This term refers to the essential functions of a job. Essential functions, if removed, change the nature of or the reason for the job. Often these functions or duties are listed in order of importance, and will include the average percent of time spent on each duty.
Knowledge, Skills and Abilities This data outlines the education, work experience, skills, abilities, and behaviors needed to perform the job. Minimum qualifications, preferred qualifications, and competencies all comprise this section of the job description.
Working Conditions This information outlines the environment in which the individual works and specifies hazardous or unusual working conditions, as well as any distinctive duration, frequency and intensity levels.
Just as important as understanding what a job description provides, is understanding what a job description is not meant to provide.
A Job Description Is Not... - Written for an individual, whether that employee is an incumbent or one who is being considered for the role being developed
- A comprehensive task list of every possible daily activity performed under a particular role
- A primary marketing tool for a department or organization
Best practice suggests reviewing job descriptions on a regular basis (annually if possible) in order to maintain accuracy and relevance. For more information on job descriptions, please contact your manager or the Compensation Consultant who supports your area. |
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OFFICE OF EQUAL OPPORTUNITY AND ACCESS
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Happy 25th Anniversary ADA
The Year 2015 marks 25 years of the Americans with Disabilities Act (ADA.) With the ADA, our nation committed itself to end discrimination against people with disabilities in the United States. The ADA shepherded a new era of protections and awareness concerning the rights of differently-abled individuals. Many "qualified" people with disabilities who participate or would like to take part in the US labor force are entitled to protections that allow them to thrive as they make meaningful contributions to their places of work. Employers have learned to remove needless obstacles to access such as restroom stalls too narrow to accommodate wheel chairs, buildings entrances with no ramps, and job applications with font too small for the visually impaired to complete. These modifications pave the way for greater diversity and inclusion, and boost productivity virtually everywhere they are in effect.
In honor of the ADA's 25th anniversary, more than 160 organizations around the Chicago area have summoned their resources to commemorate this milestone. Some of these events will take place in September. They include:
September 1-30, 2015
Access For All: Tom Olin's Photographs of the Disability Rights Movement
The Chicago History Museum, 1601 N. Clark Street
http://www.ada25chicago.org/calendar/access-for-all-tom-olins-photographs-of-the-disability-rights-movement-3/
September 9-13, 2015
ReelAbilities Film Festival (RAFF)
The Chicago Cultural Center, 78 E. Washington Street
http://www.ada25chicago.org/calendar/reelabilities-film-festival-raff/
September 12, 2015
Must - Hear Chicago: A Tour for the Visually Impaired
CAF Shop and Tour Center, 224 S. Michigan Avenue
http://www.ada25chicago.org/calendar/must-hear-chicago-a-tour-for-the-visually-impaired-sept-12/
National Hispanic Heritage Month / Mes de la Herencia Hispana
September 15th is the first day of National Hispanic Heritage month. It begins 31 days of celebrations and educational events that honor Hispanic history, heritage, and culture. Further, it pays tribute to the great contributions of Latino Americans to our community and country. This year's theme is: "Honoring our Heritage. Building our Future." The month long celebration begins on September 15th to acknowledge the declarations of independence of El Salvador, Guatemala, Honduras, Nicaragua and Costa Rica, and concludes on October 15th roughly coinciding with Columbus Day or as the date is widely recognized in Latin America, "Día de la Raza."
The Office of Equal Opportunity & Access would like to thank all of our Hispanic and Latino employees for their hard work, dedication, and contributions to Northwestern University. It is our hope that all of our Northwestern community will find a way to celebrate this month-long commemoration by attending one or more of these locally hosted celebrations:
September 16th
Latino Music Festival 2011
The Art Institute of Chicago, 111 S. Michigan Ave.
6:00 p.m. to 7:00 p.m.
Kick off this season's Latino Music Festival with Chicago's Kaia String Quartet. The concert features work from Hector Villa-Lobos, Domencio Zipoli, Gustavo Leone and Elbio Barilari.
September 17th
Navy Pier Fireworks
600 E. Grand Ave, Chicago
9:00 p.m.
Navy Pier is starting off Hispanic Heritage Month with a fireworks show synchronized with a special tribute to Latin music.
September 17th
Chicago Cuatro Orchestra
Chicago Public Library
Jefferson Park, 5464 W. Lawrence Ave.
1:00 p.m.
This ensemble will perform a 45-minute family production featuring Puerto Rico's national instrument, the cuatro.
September 22nd
Film Screening: Ella es El Matador
Chicago Public Library
Douglass
3353 W. 13th Street, Chicago
6:00 p.m.
This nonfiction film explores the gender roles when it comes to Spain's traditional idea of the male matador. Bull fighting is viewed as a testament to masculinity, and in 1908 Spain banned women from the sport. This film follows two female matadors who are pioneers currently in the arena, Mari Paz Vega and Eva Florencia. Gemma Cubero and Celeste Carrasco directed it.
September 26th
Fiesta Familiar Presented by Hoy
It's fun for the entire family at Lincoln Park Zoo as Hoy hosts its annual Fiesta Familiar! The largest Hispanic family event of its kind in the Midwest, this daylong celebration features family entertainment and hands-on activities in areas including art, health, gardening, science and music. Visit: http://www.lpzoo.org/events/calendar/fiesta-familiar
September 28th
¡Salsation! Theatre Company Presents: Facebooked & Fingerprinted
Columbia College Chicago
Stage Two - 618 S. Michigan Ave. 2nd Floor
6:30 p.m.
This theater company, which was founded in 1998, sought out to create and perform original, Latino-themed comedy. The current show examines Latinos in the 21st century, and is free.
September 9th - December 11th
Dia de Muertos XXV
National Museum of Mexican Art
1852 W. 19th Street
10:00 a.m. to 5:00 p.m. Tuesday through Sunday
Come explore the tradition of Dia de los Muertos, which throughout the past 25 years has grown in the city of Chicago. This year's exhibition is dedicated to photographer Milton Rogovin, and surrealist painter Leonora Carrington. The art shows how this tradition is still rooted in many U.S. cities.
October 1st and October 15th
McCormick's Center for the Study of Latin@ Theology and Ministry
10:00 a.m. to 1:00 p.m.
These events are from the three-part program "Community, Campus, and Crisis" which explore events surrounding the Yong Lords street gang's occupation of McCormick's Stone administration building, which was a rough time in the seminary's history.
October 1st
¡Mujeres!
Harris Theater at Millennium Park
205 E. Randolph Dr.
The Luna Negra Dance Theater is celebrating Hispanic Heritage Month with a program that highlights iconic painter Frida Kahlo, Mexican photographer Graciela Iturbide and the first queen of pre-modern Spain, Juana la Loca. Tickets are needed for this event.
October 8th
Jarochicanos
Chicago Public Library
Sulzer Regional
4455 N. Lincoln Ave.
2:00 p.m.
This event explores the music of Veracruz, Mexico, which has a mixture of Spanish and African indigenous influences. Jarocho celebrates music, dance and lyrical poetry. Come see Raul Fernandez, educator and musician, and a group of young musicians, the Jarochicanos from Pilsen, and dance the fandango. This celebration is great for both children and adults!
October 14th
Vive la Hispanidad: 7th Annual Hispanic Heritage Month Celebration
6:00 p.m. to 11:00 p.m.
108 W. Germania Place
This event closes the celebratory in Chicago's Gold Coast. Come celebrate with artists, literature, music and various Latin foods.
For more events during National Hispanic Heritage month that are not listed here and for updates on upcoming events, visit http://www.myhabanero.com/
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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.
Improve Presentations & Public Speaking Skills in a One-Day Workshop!
Looking to improve your public speaking skills in a supportive and relaxed environment? Consider enrolling in an upcoming session of the Speaking with Confidence and Clarity workshop.
Whether public speaking is a major or occasional part of your work, this workshop will give you the tools to maintain an organized presentation atmosphere and deliver your content persuasively.
Throughout the class, you will work on your own real-life presentation. This workshop uses video-recorded exercises and private video review to help you identify and develop skills you need to succeed.
You'll learn how to:
- Manage your nervousness and control your racing thoughts
- Engage listeners in a comfortable, flexible, conversational process
- Be clear and concise
- Use visual aids effectively
- Think on your feet
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Speaking with Confidence and Clarity
Chicago Campus
October 8, 2015
9:00 am - 4:00 pm
$305.00
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Speaking with Confidence and Clarity
Evanston Campus
October 20, 2015
9:00 am - 4:00 pm
$305.00
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L&OD offers a variety of workshops and additional opportunities to help improve workplace performance. Check them out!
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