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July 2016 Human Resource Management Newsletter

July, 2016
Performance Management System Update

At this time, all employees in Phase I and 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

KPERS Working After Retirement Information

Effective July 1, 2016, KPERS Working After Retirement (WAR) provisions apply to KPERS retirees (i.e. not to KBOR or KP&F retirees) regardless of the organization from which they retired  (e.g. school district, municipalities, etc.). HRM is required to certify all KPERS retirees hired or rehired and will notify search committees that candidates with potential WAR eligibility exist in the recruitment pool. Campus departments should contact HRM to discuss the applicable WAR provisions before offering a job to any candidate in such a pool.

Any KPERS retirees hired after May 1, 2015, will be subject to a $25,000 annual earnings limitations on their KU compensation before their KPERS retirement benefit is affected, and departments will pay an additional, special employer fringe of 10.81% in fiscal year 2017 on that compensation, regardless of whether the position is temporary or regular, or benefits eligible/ineligible.   

Please direct any questions to hrdept@ku.edu .

Staff Fellows Program 2016-2017

Beginning August 1, 2016, KU Staff Fellows Program will be accepting applications from unclassified professional staff and university support staff for the 2016-2017 cohort.

Staff Fellows are a select group of KU employees who receive leadership training, mentoring, and an expanded view of the university as they work together on a long-term project that advances the university. 

Applicants for the program must have the support of their supervisor as participants will meet in three-hour sessions twice a month during the academic year and occasionally will need to work on the university project outside of the sessions.   

Staff Fellows will learn how to leverage their strengths and have the opportunity to engage in reflective discussions with many campus leaders. As a result of their Staff Fellows experience, Fellows deepen their knowledge of KU and develop a strong network of colleagues that continues to provide dividends long after the program concludes.

To learn more about this exceptional program, eligibility requirements and the application procedure, visit http://humanresources.ku.edu/staff-fellows-program.

Search Training Available During Summer Session

Need to prepare for a student, staff, or faculty search for the upcoming 2016 fall term?  HRM is happy to schedule a session with you or your search committee to go over the best practices for the search process.  Contact employ@ku.edu to arrange a training today!

Lunchtime Conversations on Equity and Inclusion

In April, 2016, the ADA Resource Center for Equity and Accessibility launched its Lunchtime Conversations on Equity and Inclusion series to eager participants. These conversations focus on issues of importance to the disability community and are open to all KU students, staff, administrators, faculty and the community. The first two lunchtime conversations on equity and inclusion focused on the new website Accessible KU and life before the Americans with Disabilities Act. Starting in August, the ADA Resource Center for Equity and Accessibility will sponsor monthly lunchtime conversations.  In August, please join us for the first viewing of the HAWKROUTE video.  In September, Rebekah Taussig will join us in leading a conversation on the use of social media to create a community.  All lunchtime conversations are posted on the main KU calendar and on Accessible KU under events. 

Vacation Leave Change

The Kansas Board of Regents revised its Vacation Leave policy resulting in changes to equalize the accrual for unclassified professional staff, fiscal year academic staff, fiscal year faculty, and university support staff. Academic year faculty/academic staff do not accrue vacation leave, so they are not impacted by the policy change. The revised accrual rates will be reflected in the July 1st paycheck. Read the revised policy at https://policy.ku.edu/human-resources/vacation-leave and more information about the changes http://humanresources.ku.edu/vacation-leave .

KU Launches Onboarding Software Solution

Faculty, staff, and student employees who have accepted positions with the University of Kansas on or after July 5, 2016 will now be able to complete the majority of their onboarding paperwork online either on their desktop or mobile device.  This new technology guides a candidate through a series of activities, videos and information about the University.  With this new system, it is expected that the time needed for the in-person onboarding appointment will be dramatically reduced, SSC and HRM business processing will be expedited, and campus communication to core units such as IT, Parking, Benefits, and administrative units will be launched earlier than ever before, further improving the timeliness of activities for your new hire.


This summer the Faculty and Staff Wellness Committee is piloting Walk-N-Learns, a free guided tour of a building on KU's beautiful campus.  On Wednesday, July 27th from 12:10-12:50 pm join us for a tour of Capitol Federal Hall.   Registration is required; click here to register for July’s tour.  Check out the details on the fall’s Lunch-N-Learn dates and presentations.  We look forward to seeing you!

Link to July’s registration: http://goo.gl/forms/8kEsWmF70cC3zaqH3

Details about Walk-N-Learns and Lunch-N-Learns: http://wellness.ku.edu/lunch-n-learns

Watkins Health Services for Faculty/Staff

Watkins Health Services for Faculty/Staff

Although Watkins Health Services primarily attends to students, University of Kansas employees and affiliates are entitled to use the following services:

  • Allergy injections/immunizations - please bring appropriate allergen and instructions from your allergist.
  • Flu shots - available on walk-in basis or at campus wide clinics held in October.
  • Health Education Resource Office - participate in activities, seminars and lectures on a wide variety of health and wellness topics.
  • Immediate Care Clinic - open weekdays 8:00 am to 5:00 pm with walk-ins accepted from 8:00 am to 4:00 pm. Hours may vary during semester breaks.
  • Laboratory- performs most tests ordered by your physician.
  • Massage therapy - provides professional massage services.
  • Pharmacy- fills prescriptions from private physicians and provides over the counter medications and products.
  • Physical therapy – evaluation and treatment of neurological and musculoskeletal injuries/disorders.
  • Tobacco Cessation – a 6-week program that focuses on a plan to quit successfully (visit tobaccofree.ku.edu/cessation-information for detailed information and other programs available). Free tobacco cessation resource kits are available through the Immediate Care Clinic.
  • Radiology- performs noninvasive diagnostic x-rays ordered by your physician.
  • Travel clinic - identifies risks and provide necessary immunizations and medications for international travel.

For more information on any of these services, please visit the Watkins Health Services website.  Watkins is in-network with the companies found on their Business & Insurance Office12 page. Most insurance companies will be courtesy billed regardless of network status, with the exception of Medicare, Medicaid, HealthWave or other similar government sponsored plans. 

Due to construction, the Watkins Health Services parking lot (117) is closed for the summer. Parking meters and accessible stalls have been designated as health center parking in the northeast corner of Lot 90 along Watkins Drive. Additional parking is available in Lot 90 where a valid yellow permit is required.  Please use the south or west entrance to access the health center. Construction is expected to last through August 5.

Changes to Fair Labor Standards Act (FLSA)

The US Department of Labor has revised the FLSA to establish new salary minimums necessary for positions to retain salaried (exempt) status. The change will not affect faculty, GTAs or GRAs. That annual salary minimum amount is $47,476.00 ($913.00 weekly). The effective date of any resulting changes will be November 20, 2016. Around 300 KU positions may be affected by this change.

In consultation with the deans and directors of research centers and institutes, it has been determined that Postdoctoral Researchers with salaries below the new minimum will be raised in order to retain salaried (exempt) status. Many of the remaining salaried (exempt) positions below the new minimum (approximately 250 positions) may be converted to hourly (non-exempt).  HRM will announce meetings and information on our website in the upcoming months to provide more information about the changes. Questions may be directed to hrdept@ku.edu

New Investigator/Trainer

IOA is thrilled to announce the hiring of Jennifer Ananda who joined our team on June 29th. Jennifer holds a B.A., JD, and an MSW from KU. Jennifer previously served as an attorney in private practice and most recently as a Project Attorney for the Kansas Coalition against Sexual and Domestic Violence. Jennifer’s office will be located in room 136. Please welcome her to the HRM family.

Reporting Discrimination

Discrimination is something we all hope never happens on our campus. But if it does, it is important that you know how and where to report.  Institutional Opportunity and Access (IOA) is the office charged with investigating reports of discrimination. Reports can be made in person in room 153, by emailing ioa@ku.edu, by calling 785-864-6414, or on our online web form located at ioa.ku.edu. As an employee at KU, you are most likely a mandatory reporter. This means if you witness discrimination, you have a duty to report the discrimination to IOA. This ensures that IOA can address the issue in a manner that the subject of discrimination would like. Remember, we can’t address issues we aren’t aware of! If you have any questions on mandatory reporting or the reporting procedure, please feel free to reach out to a staff member in IOA.

Don’t Let $240 Savings Slip By - Discount for 2017
Deadline is November 15th, 2016

Act now to get your $240 premium incentive discount for the calendar year 2017 State Employee Health Plan. To qualify for those savings, you must earn 30 credits between November 16, 2015 and November 15, 2016.   

Step 1 is EASY - Complete your Biometric Screening for 10 credits.

  • Register for upcoming Biometric Health Screening Events scheduled for the Lawrence Campus at the Kansas Union Jay/Spare Room (Level 1, former JayBowl location), on July 13th-14th at www.KansasHealthQuest.com –Walk-ins welcome!


  • Order an at-home test kit by logging in, click on "View all" beside "Bulletin Board” and then select "At-Home Screening Kits."

For more information about earning credits, see http://www.kdheks.gov/hcf/healthquest/creditoptions.htm 

30 Day Health Insurance Waiting Period Waiver Process

One frequently asked Benefits question involves the 30 day waiting period for new employee. The State Employee Health Plan (SEHP) mandates that new employees serve a 30-day waiting period before they are eligible for health insurance coverage. New employees become eligible for coverage the first day of the month following completion of the 30-day waiting period.   Additional information can be found in the 30 Day Waiver FAQ.

The SEHP will consider waiving the mandatory waiting period only if the following conditions are met: the new employee must be required to have health insurance coverage as a condition of obtaining a work visa for employment in the US. If you wish to request a waiver for an employee, please have the employee complete the Waiver Form and submit it to the Benefits office. The waiver request form must be submitted within 30 days of the employee’s hire date along with a letter from the department head requesting the waiting period waiver. 

If you have any questions concerning this process, please call Benefits at 864-7402, e-mail benefits@ku.edu or drop by Room 150, Carruth O’Leary Hall.

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