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July 2018 Human Resource Management Newsletter

July, 2018
Tobacco Free KU, Effective July 1st

The Tobacco Free KU policy becomes effective July 1st. Answers to questions about the policy may be found here: https://tobaccofree.ku.edu/faq-0. At the request of international students, multi-lingual informational flyers in Chinese, Spanish, and Arabic (coming soon) have been provided on the Tobacco Free webpage here: https://tobaccofree.ku.edu/handouts-and-videos. Please feel free to share or post these flyers to assist students or employees with these primary languages be more aware of the Tobacco Free KU policy. Observation of tobacco use may be voluntarily reported with the use of this form https://tobaccofree.ku.edu/reportuser.

There will be a “From Smoker to Smoke Free” webinar on July 12, 2018 at 12:00pm. Registration is required.

Revisions to Shared Leave to include Parental Leave

The University’s Shared Leave policy has been revised and leave due to the birth or placement of a child now may qualify for Shared Leave.  In order to sustain a family friendly work environment to recruit and retain valued faculty and staff, Shared Leave may be granted in limited circumstances described in the Shared Leave Policy as parental leave after the birth, adoption, or placement of a child. Shared Leave may be granted as parental leave to each parent only for up to 12 weeks within 6 months of the date of the birth, adoption, or placement of a child. If faculty or staff members have accrued paid leave, parental Shared Leave, whether full-time or intermittent, will only be granted in sufficient amount to equal a total of 12 weeks of paid leave for the birth, adoption, or placement of a child. 

More information can be found in the Shared Leave Policy and on the Human Resource Management Website.  To apply for Shared Leave for Parental Leave, please complete the Shared Leave Parental Leave Request form.  Any questions can be directed to 785-864-4946 or hrdept@ku.edu.

Tuition Assistance Deadlines

KU provides eligible employees with assistance to cover tuition for one class (up to 5 hours) per semester.  For more information about the program to include eligibility, and courses that qualify, please visit the Human Resource Tuition Assistance for Employees webpage

Applications must be received on time.  Application availability and deadlines are as follows:

Fall 2018 Semester: Online Tuition Assistance Application was made available June 1, 2018, and the deadline is July 6, 2018

Spring 2019 Semester: Online Tuition Assistance Application will be available October 1, 2018, and the deadline is November 2, 2018

Summer 2019 Semester: Online Tuition Assistance Application will be made available March 1, 2019, and the deadline is April 5, 2019

New Employee Orientation Enhancements

Since HRM launched online New Employee Orientation, additional enhancements have to been made to help new employees feel more like members of the Jayhawk family. A welcome video from Chancellor Girod has been added, along with employee testimonials about being part of the KU family. Interesting KU “factoids” are also included. These enhancements will be available in early July. Anyone can view the video in the Talent Development system at NEWE.

Exit Interview Questionnaire

If you become aware that an employee will be departing from the University or transferring to another department/school, please forward the employee a link to, and encourage the employee’s completion of, the University’s online Exit Interview Questionnaire prior to departure/transfer.

The University’s online Exit Interview Questionnaire is a means for Unclassified Professional Staff (UPS) and University Support Staff (USS) [who (1) resign, (2) retire, (3) depart from the University due to non-reappointment or layoff, or (4) transfer to another KU department] to comment upon their KU employment experience. Providing feedback assists the University in its ongoing efforts towards achieving excellence and ensuring that the dignity and rights of individuals are respected. 

Rosalie Lanier Gray KU Staff Assistance Fund

Former Chancellor Bernadette Gray-Little created the Rosalie Lanier Gray KU Staff Assistance Fund in honor of her mother, Rosalie Lanier Gray, affirming:

“Staff are the bedrock of our university and contribute to every aspect of our mission. But when emergencies happen, we all need someplace to turn for assistance. This fund was created to provide emergency assistance to KU staff members who are facing financial hardship due to natural or personal disasters.” —Chancellor Gray-Little

Staff needing assistance may apply for funds online (and upload supporting documentation) after reviewing The Fund Guidelines.

Worker's Compensation Training Video

Human Resource Management has created a short training video on Worker’s Compensation at KU.  The video is geared toward the responsibilities of the supervisor when an employee is injured at work.  The video can be found on the Human Resource Management Worker’s Compensation webpage and is available in the Learning Management System

Lean/Six Sigma Training

Human Resource Management and KU IT continue to partner in coordinating Lean/Six Sigma Green Belt certification training. The instructor is Heather McCain who led quality control efforts at Garmin and now teaches in the Project Management program at KU. Each Green Belt certification consists of 4+ days of training (1 day/week for 5 weeks) with a certification test during the last class. We are coordinating 2018 cohorts now based on demand.  We will offer a Black Belt certification class in July.  Other units interested in participating in future cohorts can contact either Mike Rounds or Jaci Matney (KU IT).

(Lean/Six Sigma is a process/quality improvement approach. We are focusing on this particular tool in Admin & Finance to establish a common process improvement language and approach. For more information regarding Lean/Six Sigma please go to:  https://www.sixsigmaonline.org/). 

Plan Year 2019 - Open Enrollment Materials

During the week of September 24th, 2018, the State Employee Health Plan will post all open enrollment materials for Plan Year 2019 at www.kdheks.gov/hcf/sehp/default.htm.

Members that would like to receive printed materials can go to www.surveymonkey.com/r/2019OEmaterials and complete the required fields by 07/20/2018 to be added to the mailing list.

HealthQuest Program - State Employee Health Plan (SEHP)

HealthQuest program runs from January 1, 2018 – December 31, 2018.

  • Employees with employee only or employee and children coverage who earn 40 HealthQuest credits, including completing the Health Assessment Questionnaire, will receive a $480 reduction in 2019 SEHP medical plan premiums. 
  • For employees with employee and spouse or employee and full family coverage, the employee and covered spouse will each need to earn 40 HealthQuest credits, including completing the Health Assessment Questionnaire, to get the full $480 reduction in 2019 SEHP medical plan premiums.  If only one completes the requirements, the 2019 premium incentive discount will be $240.

HealthQuest Support

1-888-275-1205 Option 3

(available 24/7)

Email: healthquest@cerner.com

If you have questions about the 2018 HealthQuest Program, please visit KU HealthQuest Page

New to HealthQuest? Here is how to create your account.

2018 Plan A Incentive Guide

2018 Plan C, Q, N and J Incentive Guide

Please visit the HealthQuest portal to learn more about the program and track your credits. To review the points you have earned in the HealthQuest Portal, click in Incentive Summary tab and Incentive Summary.

Upcoming Benefit Events

Premium Incentive Discount Earning Period:

Jan 1, 2018 - Dec 31, 2018

HRA/HSA Contribution Earning Period:

Jan 1, 2018 - Nov 19, 2018

Biometric Screening Deadlines


Physician Form

HRA/HSA deadline -  Nov 14, 2018

2019 premium reduction – Dec 27, 2018

Home Test Kit:

HRA/HSA deadline – Nov 5, 2018

2019 premium reduction – Dec 10, 2018

2018 Biometric Screenings & Health Coaching

Biometric Screenings

Kansas Union – Big 12 Room (Level 5): Aug 27-28

Kansas Union – The Jay / Spare Room (Level 1): Sep 17-18, Oct 8, Oct 10, Oct 11, Oct 30  

Health Coaching

Kansas Union – Regionalist Room (Level 5): Aug 27-28

Kansas Union – Alcove F (Level 3): Sep 17-18, Oct 8, Oct 10, Oct 11, Oct 30  

Click here for scheduling a Biometric Screening guide

Click here for the full, statewide, on-site screening schedule.

If you need further assistance with HealthQuest, please call 1-888-275-1205 option 3, available 24/7.

30 Day Health Insurance Waiting Period Waiver Process

A frequently asked Benefits question is about the 30 day waiting period for new employees’ coverage. The SEHP mandates 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. 

SEHP Eligibility Table for New Hires

The SEHP states that a waiver of the 30 day waiting period can be sought only in the case where the "potential new employee is required to have insurance as a condition of obtaining a work visa for employment in the United States. 

If you believe you may be eligible for a waiver of the 30 day waiting period:

  • Please review the 30 Day Waiver FAQ
  • Complete the Request for Waiver of 30 Day Waiting Period form and submit it to the Benefits Office by fax to 785-864-5200, or by campus mail to "Human Resources - Benefits".
  • This Request for Waiver information must be received within 30 days of the new 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.

Performance Management System Goal Setting

At this time, all Staff University-wide should be using the Performance Management System, in partnership with their supervisors to establish goals for 2018.  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 Step-by-Step Instructions - Employees

Performance Management System - Goals Step-by-Step Instructions - 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

Shingrix Vaccine Available at Watkins

Nearly 1 in 3 people in the United States will develop shingles in their lifetime. This painful rash is most common in people ages 50 and older, those with weakened immune systems, and from re-exposure to a person with clinical chickenpox.  Shingles is caused by reactivation of latent virus that has been lying dormant within your body from the time you had chickenpox. 

The new Shingrix vaccine, available at Watkins Health Services, provides strong protection against shingles. The Centers for Disease Control and Prevention recommend two doses, 2 to 6 months apart, for healthy adults 50 and older. In clinical trials, it was more than 90% effective in preventing shingles.  Shingrix is also recommended for people who have already had the lesser effective Zostavax vaccine.

Current KU faculty and staff as well as employees of KU affiliated corporations may receive the Shingrix vaccine at the Faculty/Staff Immediate Care Clinic. To schedule an appointment or speak with a nurse, call 785-864-9565. In many cases, the vaccine is covered in full as an age-appropriate preventive service. Watkins recommends contacting your insurance plan in advance to be sure.

Weight Watchers at Work Program

Join us for Weight Watchers At Work any Thursday at 11:30 a.m. at KU Endowment, 1891 Constant Ave. This Weight Watchers group meets in the privacy of the student call center at KU Endowment in West District (free parking!). Meetings include a private come-and-go weigh in from 11:00 a.m. - 11:30 a.m. and a 30-minute program that begins at 11:30 a.m. Join any time! For more information, contact Lori Blaylock, coordinator, at 785-832-7337 or lblaylock@kuendowment.org or Kim Stewart, leader, at 785-213-5760 or kimberly.a.stewart@weightwatchers.com.

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