1. Office of Human Resources HR Forum
April 1, 2015

2. Agenda Introduction Dr. Calvin Jamison – Office of Administration
Dean George Fair – Office of Institutional Equity and Compliance
Department Updates

3. Office of Human Resources
HR Forum will be held on the first Wednesday of the month 10am – 11:30am. JSOM
May 6, 2015
June 3, 2015
July 1, 2015
August 5, 2015
**Because there is a class in the room at 11:30, please exit the room as quickly as possible when the meeting ends.

4. ask YODA
ask YODA for HR is here!

5. Office of Institutional Equity and Compliance
Assistant Vice President
James Dockery
Director of Compliance
Compliance Manager
Compliance Analyst
Compliance Assurance Specialist
Director of Institutional Equity
I E Specialist
Nancy Bowles
Training Specialist
Director of Title IX Initiatives
Deputy Coordinators outside division*
Admin Asst.

6. Office of Institutional Equity and Compliance
AVP Key Functions:
To provide leadership and oversight to the universities responsibilities in complying with federal and state regulations, UT System and UTD Policy, and the UT Board of Regents;
Leads and creates action plans, policy and procedure, to monitor and coordinate campus wide efforts of compliance related matters such as UTS and UT System policy and regulations requiring institutional monitoring and reporting;
Via the Director of Institutional Equity, manages UTD’s Affirmative Action Plan and monitors compliance with EEO, OFCCP, Title IX, and other employment laws or regulations related to harassment, discrimination or retaliation in the workplace or within the campus community;
Via the Director of Title IX Initiatives, leads UTD’s responsibilities for compliance with Title IX, Cleary, VAWA, Campus Save Act and other related requirements;
In coordination with designated offices, establishes policy and procedure to ensure compliance training, education and awareness, and institutional responsibilities become incorporated into the campus culture and strategic planning.

7. Functional Areas Compliance Institutional Equity Title IX Initiatives
UT system and UTD rules, policies, procedures
Proactive compliance measures and best practices
Education and training
Institutional Equity
AAP, OFCCP, EEO compliance, monitoring and response to audit
Investigations of harassment, retaliation or discrimination
Deputy Title IX Coordinator to perform investigations
ADA Coordinator for campus
Resources for search committees
Reviewing hiring decisions for AAP compliance
Title IX Initiatives
Title IX Coordinator
VAWA, Campus Save compliance
Coordinate Cleary Act/reporting
Outreach and education to campus community

8. Office of Administration
Campus Update
Office of Administration
April 1, 2015
Dr. Calvin Jamison
Vice President
Office of Administration

9. Wellness Committee Campus Safety
Closing Ceremony is this Friday at 9 a.m. in the Galaxy Rooms. The UT System Physical Activity Challenge will kickoff on April 6th with a 10 minute walk at 10 a.m., starting at the Plinth under the Trellis in the south mall.

10. SPN Wellness Center
Will hold a ribbon cutting/open house event once it is open.

11. Wellness Center Construction (SPN)
Campus Safety

12. Northside at UT Dallas
“Comet Town” will feature apartments, townhomes and mix of campus-oriented and mainstream restaurants, retail and entertainment
Breaks ground in Spring 2015, opens in fall 2016

13. Northside at UT Dallas
May need to rezone if a third party does the construction

14. Northside at UT Dallas
May need to rezone if a third party does the construction

15. Northside at UT Dallas
May need to rezone if a third party does the construction

16. Additional Upcoming Service
Additional Upcoming Services
Campus Safety
Child Development Center Services
Lactation rooms
Bike sharing program
Additional campus security measures and patrols
IHOP Express
Parking Structure 2

17. Thank you
Questions?

18. Employee Relations/ Organizational Development & Institutional Equity
Division Update
Employee Relations/ Organizational Development & Institutional Equity

19. ADAAA Accommodations What is a reasonable accommodation?
A modification or adjustment to the job application process, work environment or learning environment enabling a qualified individual with a disability to be eligible for a position, perform the essential functions of a position, or enjoy the same benefits and privileges of employment as are enjoyed by similarly situated employees without disabilities.
What is an undue hardship?
In determining whether an accommodation would impose an undue hardship, factors to be considered include the nature and cost of the accommodation, financial consideration and resources, the impact of the accommodation on the nature and operation of the department, and how the request would affect the health and safety of other employees or students.

20. ADAAA Accommodations Processing of a Request:
Employee makes verbal or written request to supervisor or Human Resources.
(Supervisor who receives the request must immediately notify Human Resources.)
Human Resources begins the interactive process. This involves discussions with the employee, obtaining of supportive information from health care provider and determining essential job functions.
Engaging employee and supervisor to discuss the requested accommodations.
Final determination:
If granted, outlining in writing, the specific accommodations and expectations of the employee.
If denied, outlining reasons for denial.
Medical diagnosis is not shared with the supervisor.
Visitors and applicants can request an accommodation online at: utdallas.edu/ada.
Contact Employee Relations for assistance or advise your Core Team Members.

21. ADAAA Accommodations

22. Employee Relations Contacts:
ADAAA Accommodations
Employee Relations Contacts:
Ellen Ammons
(972)
Marco Mendoza
(972)
Jennifer Koerber-Miller
(972)
Jennifer

23. Performance Appraisals
Appraisal Deadlines:
April 7, 2015 – Employees who were employed during 2014.
June 30, 2015 – Employees who were hired between January 1, 2015 & April 15, 2015.
(Probationary Evaluation accepted)
Appraisal not required for:
Employees with an appointment of less than 4.5 months or if they are in a student position.
Employees currently out on leave – Complete when they return from leave.

24. Drug Free Schools and Communities Act
Annual reminder to be posted online April 1st.
Intercom Announcement on April 8th.
“Unauthorized purchase, manufacture, distribution, possession, sale, storage or use of an illegal drug or controlled substance while on duty, while in or on premises or property owned or controlled by the University, or while in vehicles used for University business are prohibited.”
If you need help in dealing with an alcohol or substance abuse issues, options to seek treatment and counseling include the following:
Call the Employee Assistance Program (EAP):   It’s free and confidential.
Contact your healthcare provided for assistance via your insurance plan.
Students may seek help via the UTD  Student Counseling Center.
For additional assistance or questions regarding the policies, please contact Employee Relations in the Office of Human Resources at or , or you may

25. Organizational Development
PeopleSoft Academy
Interns Available
Contact:
Terry Cartwright
(972)

26. Division Update
Benefits

27. Benefits Update
Introduction of new Leave Administrator – Celeste Burnett
Reminder about new hire and FTE changes impacts to ACA reporting – send them to benefits to enroll or decline benefits coverage
Wellness Update
UT Physical Activity Challenge – Registration open through April 10th;
Kick-off is April 6, 2015 – Walk – by the Student Union
EAP - Lunch and Learn – April 28 at 12:00-1:00 – Galaxy Room B
FMLA – concurrent with Sick time and vacation usage

28. Division Update
Employment Services

29. I-9 and E-Verify
Centralized New Hire Paperwork

30. Salary Actions + Job Changes
To be eligible, employee must be in current job for at least six (6) continuous months AND have not received salary increase in the last six (6) months.
Reference Classified Pay Plan and Salary Guides for guidance on salary increase amounts.
Provide justification to HR for increases <1% or >5%, prior to submitting to Budget.
Requests for market/equity reviews must be submitted to HR via PRR no later than April 1.
One-time merit payment should be given in lieu of a merit increase if the employee is at the max of the pay grade.
One-time merit payments may not exceed 5% of the employee’s current base unless approved by the President or Provost.
One-time merit payments may not exceed 5% for the fiscal year.
Any increase not given in September will be effective in March.
Salary Actions + Job Changes
To reclassify or promote an employee, a PRR must be submitted to and approved by HR prior to submitting to the budget workbook.
Employees must meet the eligibility for a promotion and may be subject to review by Institutional Equity. Increases above 5% will require justification; increases above 15% will require justification AND approval from the President or Provost.
Compensation
Betty Burns – x4632 –
Employment Specialist
Evelie Giddings – x3561 –
Nancy Joseph – x2219 –

31. Things to Remember April 1 – Market/Equity adjustment request
May 1 – Campus-wide roll-out of PA7 for staff
August 1 – New faculty start date
TBD – RA/TA start date*

32. Q & A