Empowering a Community of Excellence
  • Home
  • April 2016 Human Resource Management Newsletter

April 2016 Human Resource Management Newsletter

April, 2016
Employee Recognition Ceremony
May 4th at 1:30, Kansas Union Ballroom

Please join us in KU's annual event to honor our faculty and staff for their years of service to the University. Service pins are given to 5, 10, and 15 year honorees, and gifts are given to those with 20, 25, 30, 35, 40, 45, and 50 years of service. As part of the ceremony, this past year’s Employees of the Month are recognized and the Employee of the Year winners are announced. Honorees, faculty & staff, and family members are invited to attend a reception afterwards for punch and cookies.

For a list of those to be recognized this year please visit our website.

Performance Management System Update

Starting January of 2016 the Performance Management System was rolled out to departments in Phase II.  At this time, all employees in Phase I and all employees in Phase II who have received training should be using the Performance Management System to establish goals for 2016.  If you are unsure what Phase your department is in, a complete listing can be found on the Talent Development Project page.  More information about the Performance Management System can be found on the  Human Resources Website. Training materials can be found here:

Performance Management System - Goals Job Aid - Employees

Performance Management System - Goals Job Aid - Supervisors

If you or your department would like to request additional training to include hands on training, please contact Katie McCauley at kmccauley@ku.edu

Accessibility Website

The university has launched an online, one-stop shop for information on equal access, accessibility, and disability at KU. See resources on accessible campus routes, procedures to request academic and employment accommodations, and more.


University Support Staff (USS) Vacation Balances

The last day to use vacation leave that is over the maximum allowed balance is Saturday, June 4, 2016 (or a preceding work day, such as Friday, if you do not work Saturdays).   If you are unable to take the excess vacation leave, Human Resource Management will ensure that up to 40 hours of vacation leave over the maximum balance is converted to sick leave at the end of the fiscal year.

The hours you accrue during the May 22, 2016 - June 4, 2016 pay period are not included in the annual maximum limit or the overage conversion.

Maximum Balance Based on State Service

< 5 years is 144 hours

5 years and < 10 years is 176 hours

10 years and <15 years is 208 hours

15 or more years is 240 hours

Leave balances are viewable in the HR/Pay system Employee: Self Service>Time Reporting>View Time>Absence Balances

Supervisor:  Manager Self Service>Time Management>View Time>Absence Balances

More information on Vacation leave is located on the HRM website:  humanresources.ku.edu/vacation-leave.

Exit Interview Questionnaire and Off-Boarding Checklists

The Exit Interview Questionnaire (for USS and UPS employees retiring or resigning from KU or transferring to another KU Department) has undergone some minor revisions and is available exclusively via an online form.  Links to the online Exit Interview Questionnaire, as well as Off-Boarding Checklist for Employees and Off-Boarding Guidance for KU Supervisors/Managers, are available on the newly updated Departure/Unemployment Human Resource Management web page.

In the recent past, the Exit Interview Questionnaire was a paper form and had limited circulation/utilization, but with the return to an online form the hope is for increased utilization of the questionnaire, resulting in collection and reporting of KU employee satisfaction data.

We need your assistance to ensure widespread utilization of the questionnaire.  Please refer all USS and UPS staff retiring or resigning/transferring to the online form and request that they complete it prior to their departure.  

When Was the Last Time You Updated Your Beneficiaries Form?

A reminder to update your beneficiaries if:

  • You experienced a major life event such as a birth, marriage, dissolution of marriage or domestic partnership, or death in the family.
  • You updated your will or estate plan. Consult with your legal advisor when you create a will to make sure that you understand whether the beneficiary designations you make for insurance plans or financial accounts are affected by your will.

The University of Kansas provides eligible faculty and staff basic group life insurance equal to 150% of their annual salary and additional optional group life insurance coverage can be purchased.  Please be sure that your designated beneficiary(ies) are up to date for the group life coverage.  If you need to update your beneficiary designation, please complete and return the appropriate beneficiary form (be sure to have your signature witnessed and dated with the same date).

Beneficiary Form:

For KBOR Retirement Plan Participants - http://www.kpers.org/forms/k799a.pdf  (Please contact your KBOR retirement plan provider, TIAA or Voya, if you want to check or update your designated beneficiary(ies) for your retirement plan.)

For KPERS Retirement Plan Participants - http://www.kpers.org/forms/k799.pdf  (The beneficiary(ies) you designate for your group life insurance coverage also will be the beneficiary(ies) for your KPERS retirement plan.)

Who Are My Current Group Life Insurance Beneficiaries?

Please email your inquiry to benefits@ku.edu.  KPERS members can also check beneficiaries on their online KPERS member account or online KPERS statement - https://member.kpers.org/wfmLogin.aspx

Benefits Affected by Out of Area Leaves and Sabbatical

Faculty and staff who leave the area for an extended period of time—on sabbatical, leave without pay, working overseas for the summer or other reasons—and who have concerns about their benefits should contact Benefits at (785) 864-7402 or benefits@ku.edu.

Retirement Luncheons

Individuals who have retired since July 1, 2015, and those who are currently known to be retiring by July 31, 2016 will be honored at a luncheon this spring.

University Support Staff and Unclassified Professional Staff retirees will be recognized at a luncheon at noon on May 17th, 2016 in the Kansas Union Ballroom.  Retiree invitations were mailed the week of March 21st.  For more information about this luncheon, contact Mary Karten at 864-7346 or mkarten@ku.edu.


Faculty and Academic Staff retirees will be recognized at a luncheon at noon on May 26th in the Kansas Union Ballroom.  Retiree invitations will be mailed mid-April.  For more information about this luncheon, contact Debra Bia at 864-4168 or dbia@ku.edu.

Watkins Health Services Is Not Just for Students!
Get a Massage on your Lunch Hour

Massage therapy is just one of the many services that faculty and staff can access at Watkins Health Services. A variety of options are available including medically ordered therapy, Swedish, deep tissue and more.  Appointments can be made by calling 785-864-9507.  Gift certificates may be purchased for a co-worker or spouse from Watkins Business Office. Tips are not allowed so you can save even more money in addition to these affordable faculty/staff rates:

  • 15 Min - $15
  • 30 Min - $30
  • 45 Min - $45
  • 60 Min - $60
Going Abroad This Summer?

When planning an international trip, the last thing you want to worry about is illness.  The Travel Clinic at Watkins Health Services offers pre-travel counseling, immunizations and health advice for students, faculty, and staff that is specific to your itinerary.  Protect yourself from serious diseases by scheduling a “travel abroad appointment” at 785-864-9507.  Because several weeks may be required to complete a vaccine series, we recommend the initial appointment be held at least six to eight weeks before departure.

Immediate Care Clinic Takes Walk-Ins

Faculty and staff who develop flu symptoms or an achy back during the work day needn’t wait to visit their doctor.  Watkins Health Services now has an Immediate Care Clinic (ICC) to provide accessible and quick medical treatment for KU employees on a walk-in or appointment basis.  Walk-ins are welcome weekdays from 8:00 am to 4:00 pm when classes are in session or 8:00 am to 3:30 pm when classes are not in session.

The clinic provides treatment for common illnesses like colds, coughs, sore throats, sinus infections, ear aches, pink eye, rashes, bites, headaches, stomach aches, urinary discomfort and minor cuts and abrasions (non-work related).  For convenience, ancillary services like lab work, x-rays, immunizations and prescriptions are also accessible onsite.  Employees still need to have a primary care provider for preventive and on-going care and treatment of chronic conditions. Work related injuries are managed by Lawrence Memorial Hospital as the University’s approved provider.

KU affiliated corporations may also use the ICC.  Family members, former faculty and staff, and retirees are not eligible for care.  Co-pays are collected at time of service and claims are submitted to most insurance companies with the exception of Medicare or Medicaid.  For questions or to schedule an appointment, call the ICC at 785-864-9565.

Crops to Campus – Local Organic Produce Subscription
May – October 2016 | Two on-campus pick-up locations

Want to incorporate more fresh vegetables into your diet? Subscribe to 24 weeks of certified organic produce delivered directly to the Lawrence campus. Smaller shares available. Sign up by April 1st for the 2016 growing season at https://wellness.ku.edu/csa.

University Establishes Minors on Campus Policy, Launches Website for Youth Programs

LAWRENCE — The University of Kansas hosts a variety of youth programs, camps, and clinics throughout the year.

With this in mind, the university has finalized a Minors on Campus Policy and launched a new Youth Programs, Activities, and Camps website, both of which are designed to provide guidance to faculty and staff who coordinate youth programs on campus.

The creation of the policy and website was driven by the Office of Event Management and Protocol – a division of the Office of Public Affairs – in conjunction with Human Resources, General Counsel, and the Provost’s Office. On the topic of youth programming, Event Management and Protocol will serve as a helpful resource for KU units that host youth programs, facilitate third-party program provider requests to access university facilities and services, and act as the “registrar” for youth programs and camps so we are aware when groups are on campus.

Because the Minors on Campus Policy was adopted in late 2015, implementation will be flexible in 2016 as we clarify and create standard operating procedures.

For more information, contact the Office of Event Management and Protocol.

The Impact of the ADA on the Lives of Individuals with Disabilities
April 14, 2016, 10-12pm JRP 204

Twenty-five years ago Congress passed the Americans with Disabilities Act (ADA). The ADA was our nation’s first comprehensive civil rights law covering all life aspects of individuals with disabilities. The ADA created the right to full inclusion for individuals with disabilities and prohibited discrimination based on disability in employment, public services, public accommodations, and telecommunications. The goal of this workshop is to provide the audience with an understanding of society’s changing perspectives on disability along with an understanding of the ADA’s power to create opportunities for full inclusion of individuals with disabilities. The workshop will conclude with a discussion of how good intentions undermine the full inclusion envisioned by the ADA. The audience will be provided with examples of proactive steps they can engage in to create a more inclusive climate on campus for individuals with disabilities.

Sign up at http://mytalent.ku.edu

Need Help? Ask Us!
Search for HRM Policies

Visit the Policy Office for more information.

HRM Calendars
KU Today

Clipboard with self identifications options: Veteran Status, Disability, Ethnic Groups, Personal Data, KU Directory