2. New Employee Orientation (NEO) Agenda Welcome Overview of the University of Connecticut Respectful Work Environment Selected Policies, Laws, and Statements General Interest Department of Environmental Health & Safety Department of Human Resources Office of Audit, Compliance & Ethics Office of Diversity and Equity University Information Technology Services Payroll Information & Administration Benefits Presentation & Enrollment Parking Services Human Resources OSD-NEO

3. Getting to know UConn UConn Facts 2010 – Founded 1881 – 9 locations + 8 extension centers – Land Grant & Sea Grant College, & Space Grant consortium institution – FA ‘09 $1.423 billion in construction – FA ‘09 21,496 Undergrads – 14 Schools & Colleges – 204,500 Alumni – Full-time faculty & staff: 7903 Points of Pride – Fall 2009 Ave SAT Scores 1212 – #1 public university in N.E. – 44% in the top 10% of HS class – FY 09 private fundraising $48.5 million – UCHC $12.3 million from NIH – Psych #6 by NSF for federal research funding – Notable Alumni: Joseph Courtney Wally Lamb Emeka Okafor Human Resources OSD-NEO

4. UConn Mission Statement excerpts (from the Strategic Plan) … national and international recognition… Through our focus on teaching and learning,… Through research, teaching, service, and outreach, …we embrace diversity and cultivate leadership, integrity, and engaged citizenship in our students, faculty, staff, and alumni… … our state’s flagship public land and sea grant institution, we promote the health and well-being of Connecticut’s citizens through enhancing the social, economic, cultural, and natural environments of the state and beyond. Human Resources OSD-NEO

5. Guiding Documents Academic Plan Excerpts http://academicplan.uconn.edu/ – Honesty and Fair Play – Mutual respect and cooperation – Inclusive community – Celebrates diversity – Promotes civility – Integrity Code of Conduct Excerpts http://www.audit.uconn.edu/doc/codeofconduct.pdf – Knowledge – Honesty – Integrity – Respect – Professionalism Human Resources OSD-NEO

6. Respectful Work Environment: OUR STANDARDS Provide an environment that values the unique contributions you bring to UConn Implement effective polices, programs & resources Human Resources OSD-NEO

7. Your Responsibility Know UConn and your departmental policies, procedures, expectations and resources Establish and model respectful behavior Understand how your behavior or that of others could be inappropriate and/or may cause harm to others at UConn Be familiar with State and Federal legal requirements for fair & respectful place of work and education If a supervisor, ensure a respectful work environment in your location for your employees by adhering to and if needed, enforcing policies and state/federal laws appropriately Human Resources OSD-NEO

8. Recognizing Disrespectful Work Environments Ranges from small ongoing behaviors that build up to isolated incidents. Also, there are behaviors you are not sure about, and others that are clearly recognizable. Some examples are: – Foul language – Gossip – Passive incivilities – Inappropriate jokes – Harassment – Verbal threats Human Resources OSD-NEO

9. UConn web site for Faculty & Staff: Faculty & Staff Homepage Human Resources OSD-NEO

10. University Policies on e-Library: http://policy.uconn.edu/pages/main.cfm http://policy.uconn.edu/pages/main.cfm Human Resources OSD-NEO

11. Faculty & Staff Resource Guide: http://resource.uconn.edu/ http://resource.uconn.edu/

12. Some University Information/Policies of Special Interest Emergency Closing Policy – Human Resources website: http://www.hr.uconn.edu/emerg_closing_info.html http://www.hr.uconn.edu/emerg_closing_info.html Emergency Notification System: Alert Husky One Card- your UConn ID NetID-Your UConn electronic ID Email Address: First.Last@uconn.eduFirst.Last@uconn.edu Unions-AAUP, AFSCME, CEUI, Police & Fire, & UCPEA 12 Recognized State of Connecticut Holidays http://www.das.state.ct.us/resource_dir.asp Human Resources OSD-NEO

13. Record Series TitleMinimum Retention Required Accident Records10 yrs. from date of accident Accounts Receivable/Payable3 years or until audited, whichever comes later Annual Reports-record copyPermanent / Archival Application for Admittance (potential students) 2 years from date of application Applications for EmploymentHired – duration of employment + 30 yrs. Not Hired – 2 years Employee FilesHired – duration of employment + 30 yrs. Invoices-CO173 years or until audited, whichever comes later Purchase Orders-EquipmentRetain for economic life of equipment Records Retention Policy - A few examples (verified 12/15/08) For more information contact: University Archivist Betsy Pittman For all records: http://www.lib.uconn.edu/online/research/speclib/ASC/rm/index.htm Human Resources OSD-NEO

14. The UCCR details crime statistics on University property for the preceding calendar year Crime of opportunity Protecting yourself Husky Escort service Uniform Campus Crime Report (UCCR) Division of Public & Environmental Safety Human Resources OSD-NEO

15. Policies-Guidelines -Training Department of Environmental Health & Safety (EH & S) Radiation Safety Martin Graham, Manager (860) 486-1108 martin.graham@uconn.edu Chemical Health & Safety Stefan Wawzyniecki, Manager (860) 486-1110 stefan.w@uconn.edu Occupational Health & Safety Teresa Dominguez, Manager (860) 486-0981 terri.dominguez@uconn.edu Biological Health & Safety Leslie Delpin, Manager (860) 486-2436 lm.delpin@uconn.edu Human Resources OSD-NEO

16. Drug Free Workplace Family & Medical Leave Act Family & Medical Leave Act General Rules of Conduct General Rules of Conduct Selected Laws and Policies Workers’ Compensation and Return to Work Program Workers’ Compensation and Return to Work Program WPV/Zero Tolerance Policy WPV/Zero Tolerance Policy Department of Human Resources Human Resources OSD-NEO

17. Drug Free Workplace Employees shall not unlawfully use, possess, distribute, dispense or manufacture controlled substances, or be under the influence of a controlled substance, while on the job or in the workplace Any employee violating this policy will be subject to discipline, up to and including termination Concerned employees are encouraged to contact the Employee Assistance Program Department of Human Resources Human Resources OSD-NEO

18. Family & Medical Leave Federal FMLA provides up to 12 weeks of leave in a 12 month period for qualifying employees State Family & Medical leave provides for up to 24 weeks of leave in a two year period for qualifying employees Your position is held and you will have a continuation of medical benefits Other Leaves: Military, Educational, Personal, Voluntary Schedule Reduction Department of Human Resources Human Resources OSD-NEO

19. General Rules of Conduct The General Rules of Conduct establish behavior guidelines for all University employees Employees have a reasonable right to know what conduct is expected of them Each department may have additional rules that employees should be aware of – ask your supervisor Employees can be disciplined or dismissed for violating the rules of conduct Department of Human Resources Human Resources OSD-NEO

20. Worker’s Compensation & Return to Work The University is required to provide Workers’ Compensation coverage for those who become injured or disabled in the scope of their work The University has resources to help injured/ill workers return to work, including, and as appropriate alternate or light duty assignments Payroll Services Human Resources OSD-NEO

21. Workplace Violence Prevention & Zero Tolerance Policy Threats Verbal Abuse Physical Abuse Weapons Department of Human Resources Human Resources OSD-NEO

22. Selected Codes and Policies: University Code of Conduct State Code of Ethics for Public Officials Non-Retaliation Policy Office of Audit, Compliance & Ethics (OACE) Human Resources OSD-NEO

23. University Code of Conduct Sets basic standards of workplace behavior for ALL employees States publicly the University’s commitment to the highest standards Assures that ALL employees understand their shared responsibility for keeping the University in full COMPLIANCE with all laws, regulations, and policies Office of Audit, Compliance & Ethics (OACE) Human Resources OSD-NEO

24. State Code of Ethics for Public Officials Applies to all of us as state employees Part of the Connecticut General Statues Intended to prevent individuals from using their public position for personal financial benefit Violations can lead to fines and penalties Office of Audit, Compliance & Ethics (OACE) Human Resources OSD-NEO

25. Ethics: Conflicts of Interest Gifts Outside Employment Financial Benefit for Oneself or Family Appearance Fees/Honorarium Political Activities Post-State Employment Office of Audit, Compliance & Ethics (OACE) Human Resources OSD-NEO

26. Ask Yourself… How would this look on the front page of the Newspaper? Just because there isn’t a law or University policy that prohibits an activity doesn’t mean it is the right thing to do… Office of Audit, Compliance & Ethics (OACE) Human Resources OSD-NEO

27. Non-Retaliation Policy Retaliation is prohibited against anyone who reports a concern in good faith to the appropriate individuals or offices Contact the Office of Audit, Compliance & Ethics to report any activities that you feel may be retaliatory Office of Audit, Compliance & Ethics (OACE) Human Resources OSD-NEO

28. Don’t hesitate to call us: o 1-860-486-4526 o REPORTLINE-anonymous  1-888-685-2637 Office of Audit, Compliance & Ethics (OACE) Human Resources OSD-NEO

29. Services Provided Americans with Disabilities Act (“ADA”) Discrimination and Case Management Affirmative Action Plan for Employment Institutional Policies Office of Diversity & Equity Human Resources OSD-NEO

30. Affirmative Action & Equal Employment Opportunity Policy Statement on Diversity Policy Statement on Harassment Selected Laws and Policies Policy Statement: People with Disabilities Reasonable Accommodations Policy Office of Diversity and Equity (ODE) Human Resources OSD-NEO

31. Office of Diversity & Equity Human Resources OSD-NEO All full-time University employees are required to attend Diversity Training and Sexual Harassment Prevention Training. These baseline training sessions which are run by the Office of Diversity & Equity are not annual trainings. Once you complete the baseline training sessions, you will be required to attend refresher sessions every couple of years. There are no sessions being offered during the summer months. However, the training will resume in September 2010. Once the schedule dates have been established, a University-wide email will be sent advising you of the dates.

32. Policy Statement on Diversity The University asserts that students and employees benefit from learning and working in a diverse environment The University is committed to providing students with a social and learning atmosphere where the population reflects the diversity of the society they are to enter Diversity is embedded into the University Mission Statement and has been approved at the Board of Trustees level Office of Diversity & Equity Human Resources OSD-NEO

33. Policy Statements on Harassment The University of Connecticut does not condone harassment directed towards any person, or group, within its community – students, employees, or visitors The failure of managers, at any level, to respond to complaints of harassment violates this policy as seriously as that of the original discriminatory act Any person who feels they are being harassed is encouraged to contact the Office of Diversity and Equity Office of Diversity & Equity Human Resources OSD-NEO

34. Policy Statement: People with Disabilities The University of Connecticut is committed to achieving equal education and employment opportunity and full participation for people with disabilities A person with a disability must be ensured the same access to programs, opportunities, and activities at the University as all others Office of Diversity & Equity Human Resources OSD-NEO

35. Policy Statement on Reasonable Accommodations The University will make reasonable accommodations for the known physical and mental limitations of otherwise qualified applicants and employees Definition of “Reasonable Accommodations” Only in the rarest of instances (when undue hardship genuinely exists) will the University decline to make reasonable accommodations in keeping with the law and the spirit of this policy Office of Diversity & Equity Human Resources OSD-NEO

36. University Information Technology Services (UITS) Access to Services (telephone, network, computer, email, etc.) Policies (http://itpolicy.uconn.edu)http://itpolicy.uconn.edu Security (http://security.uconn.edu)(http://security.uconn.edu) E-Mail Etiquette Electronic Communication Security Awareness Technology Assistance 860-486-4357 (HELP) Human Resources OSD-NEO

37. Use of UConn computing & network resources Email is not private Official e-mail communication & UConn email lists Selected Policies & Guidelines Security Use of anti-virus software Encryption required on all pcs Security patches Use strong passwords Do not open unknown emails or attachments/only download from known sources Use a firewall Back-up your files University Information Technology Services Human Resources OSD-NEO

38. University Resources Your Supervisor University Offices/Divisions: HR, Public Safety (police, fire, ems, environmental health and safety), OACE, ODE Your Union: AAUP, AFSCME, CEUI, Connecticut Police & Fire, UCPEA Multicultural Centers Women’s Center African American Asian American Puerto Rican Latin American Rainbow Center Human Resources OSD-NEO

39. Office of Audit, Compliance & Ethics – Annual Mandated Compliance Training Office of Diversity & Equity – Harassment Prevention and Diversity Training Public & Environmental Safety – Police, Fire, EMT – Locksmith – Environmental Health & Safety (EH&S) Policies, guidelines and training for biological, chemical, occupational and radiation safety University Information & Technology Services (UITS) – Policies, guidelines & resources for technology-netid, access, security, & 486-HELP HB Library – Record Retention Human Resources – Benefits – Employment Services – Labor Relations – IT & Data Management – Organization & Staff Development In Summary 39 Human Resources OSD-NEO

40. WELCOME! Payroll Department Please take your “Payroll Pamphlet” out. Human Resources OSD-NEO

41. Direct Deposit Human Resources OSD-NEO

42. Biweekly Pay Schedule Payroll Calendar Human Resources OSD-NEO

43. Verify! Human Resources OSD-NEO

44. Tax Withholding Status Human Resources OSD-NEO

45. Earnings Human Resources OSD-NEO

46. Deduction Management Human Resources OSD-NEO

47. Time and Attendance Human Resources OSD-NEO

48. Verification of Earnings NRA Tax Consultation Notary Services Workers’ Compensation Administration Q & A Completing Your I-9 form, W-4, CT- W4, and Direct Deposit Additional Services Human Resources OSD-NEO

49. Benefits, Human Resources Contact Info: 9 Walters Avenue, Storrs, CT 06269- 5075 Depot Campus, Unit 5075 E-mail: benefits@uconn.edu Telephone: (860) 486-0400 Fax: (860) 486-0406 Presenters: Vivian Cadenhead Vicki Fry Susan Matthews Terry Stewart Tony Velez Human Resources OSD-NEO February 2011

50. Website: www.hr.uconn.edu - click Benefits, then New Employee Benefits Enrollment New Employee Orientation Presentation Enrollment Guide Forms Online Benefits Info Human Resources OSD-NEO

51. Point-of-Enrollment – Gated (POE-G) - Network-based care only: $10 office visit copay for most services - Primary care physician referrals required Point-of-Enrollment (POE) - Network-based care only: $10 office visit copay for most services - No referrals to specialists required Point-of-Service (POS) - In-Network: $15 office visit copay for most services - Out-of-Network: $300/person deductible, 80/20 coinsurance Emergency care is covered as “in-network” even when received out of the network area under all medical options. Medical Options Human Resources OSD-NEO

52. Anthem Blue Cross and Blue Shield - Regional network: CT, MA, RI - Nationwide access UnitedHealthcare Oxford - Regional network: CT, NJ, NY - Nationwide access Note: Employees who do not live in the regional network areas are eligible for out-of-area plans (Anthem Out of Area, UnitedHealthcare Oxford USA) Medical Insurance Carriers Human Resources OSD-NEO

53. Same for All Medical Options Pharmacy Benefit Manager: Caremark - Nationwide network of retail pharmacies - Mail order option -Discount card Copays at Network Pharmacies - $5 generic/$10 brand name/$25 non-formulary up to 34-day supply - Maintenance medications: up to 3-month supply at retail pharmacy or mail order Coinsurance at Non-Network Pharmacies: 20% Pharmacy Benefits Human Resources OSD-NEO

54. Basic Dental (UnitedHealthcare) - No deductible, no annual limit - 80% reimbursement: preventive, diagnostic, and simple restorations - Orthodontia not covered Enhanced Dental PPO (UnitedHealthcare) - Deductible: $25 person/$75 family max, $3,000/person yearly max - Varied reimbursement: % of reduced fee - Choice: network providers (reduced fee), non-network providers - Orthodontia: $1,500 lifetime maximum Dental Health Maintenance Organization (DHMO) (CIGNA) - Must use network providers - Care must be coordinated by primary care dentist - No deductible, no annual maximum, patient charge schedule - Orthodontia covered Dental Options Human Resources OSD-NEO

55. Eligible Dependents - Spouse (including same-sex), or party to a civil union - Dependent children to age 19, or ○ for medical, to age 26 ○ if disabled, no age limitation Effective Date - First of month following hire date/transfer Changing Your Elections - Open enrollment: effective July 1 each year - Qualifying status change Medical and Dental Info Human Resources OSD-NEO

56. Basic Life Insurance (Contributory plan) Supplemental Life Insurance (Employee pay all) - Available to AAUP, UCPEA, Managerial/Confidential, Postdoctoral Fellows and Law School faculty with annual earnings of $45,500 or more Administered by Dearborn National No evidence of good health required if you enroll within 31 days of hire Effective date is six months following hire date Continue a reduced amount of life insurance in retirement at no cost Life Insurance Human Resources OSD-NEO

57. State Employees Retirement System (SERS) Tier IIA - Defined benefit plan - Based on years of service and salary - Employee contributes 2% (hazardous duty employees contribute 5%) Alternative Retirement Program (ARP) available to AAUP, UCPEA, Managerial/Confidential, Law School Faculty - Defined contribution plan - Employee contributes 5%, State contributes 8% (total 13%) - Employee directs how monies are invested - Administered through ING Ineligible for SERS or ARP - Postdoctoral Fellows - Employees on J1 or F1 visa Retirement Plan Human Resources OSD-NEO

58. Employees with choice have six months following hire date to make their election Decision is irrevocable Effective date of Tier IIA - Employment date Effective date of ARP - Hire date if first contribution is made within one month of hire date - Start of pay period in which first contribution made if after one month of hire date Long Term Disability insurance plan automatically provided to ARP participants Retirement Choice Human Resources OSD-NEO

59. Employees contribute 3% of pay for first 10 years of state service - Only employees with vested retiree health benefits from former employer can waive coverage and contributions Vested in retiree health benefits after 10 years of actual state service - Retiree health benefits available at retirement - For employees who leave prior to early or normal retirement, retiree health insurance commences when age and service equals 75 or more Employees who leave state service prior to 10 years can request a refund of contributions - State can withhold refund until July 2012 and pay 3% per annum interest Retiree Health Benefits Human Resources OSD-NEO

60. Life Insurance - Term life insurance through Dearborn National - Aetna Universal Life Insurance - ING Universal Life Insurance Retirement Savings: 403(b), 457, Roth 403(b) through ING Long Term Disability through Aetna (for employees enrolled in SERS) Short Term Disability - The Hartford (for employees enrolled in ARP) - Colonial Supplemental Insurance Company - Dearborn National Additional Benefits Human Resources OSD-NEO

61. Flexible Spending Accounts – Dependent Care Assistance Program – MEDFLEX Qualified Transportation Account Auto and Homeowner Insurance - Metropolitan Casualty & Property Insurance Company & Affiliates - Liberty Mutual Insurance Company Long Term Care Additional Benefits Human Resources OSD-NEO

62. Employee Assistance Program (EAP) Work/Life Connections - Caring about “U”Conn Work/Life Connections - Spouses Network Work/Life Resources Human Resources OSD-NEO

63. Forms available online: hr.uconn.edu>Benefits>New Employee>Forms General Employment Forms  Employee Information Form  Equal Employment Opportunity Information Sheet  Longevity Service Form Benefits Forms  Designation of Retirement System Tier Plan Beneficiary (CO-931)and one of the following from below:  Retirement PlanForm SERS Tier IIA Credit Purchase Request for Miscellaneous Service (CO-1088) ARPING Beneficiary Designation SERS Tier IIRetirement Credit (CO-922) Teachers Retirement CT Teachers Retirement Board Transfer Form (TRB-19A) None No additional form - Post Docs and J1 and F1 visa holders  Retiree Health Fund Enrollment Form (CO-1300 )  Basic Benefit Enrollment form (Medical, Dental, Life)-Personalized and automatically sent via e-mail when Payroll record is complete Complete Forms by Deadline Human Resources OSD-NEO

64. Forms can be mailed or delivered in person Option to schedule appointment with a Benefits Representative Review Confirmation Report - Mailed within two weeks following receipt of completed paperwork Look for Medical/Pharmacy/Dental ID cards - Mailed within 30 days following receipt of completed paperwork Verify accuracy of payroll deductions Form Submission and Verification Human Resources OSD-NEO

65. Parking Services Overview of Services Video Registration Q & A Human Resources OSD-NEO