July 2023 HRM Newsletter

Inside this Edition

HRM Welcomes New Staff

HRM is excited to share that we have two new employees in Employee Relations. Shirani Perera and Sam DeLeon both started in June as Employee Relations Specialist Seniors.

Many of you may already know Shirani. She has worked for the university for more than 15 years. She began her career at KU working in KU Dining as a supervisor, and then transitioned to a role with the KU Shared Service Centers serving in an HR role for the last 10 years. In her roles on campus she has provided a high level of service and has been fostering strong relationships with campus partners. Her experience in HR and supervision best practices are valued assets for the role of Employee Relations Specialist Senior. Shirani will assist with various employee relations tasks to include navigating personnel matters, exit interviews, supporting employees use of the Performance Management System, and other functions.

Sam joins KU HRM with more than 20 years of Human Resource experience and a Masters in Human Resources. He served for close to 20 years in HR for a public entity in Kansas City, KS, and most recently has served in an HR role at a higher education institution. Sam brings a breadth of experience in HR functions serving a variety of employees. His significant experience in HR compliance areas and experience in leading initiatives to engage and retain employees are exciting additions to the Employee Relations team. Sam will assist with various employee relations tasks to include navigating personnel matters with employees and supervisor, supporting the workplace accommodation process, and other ER functions.

Please join HRM in welcoming Shirani and Sam to their new roles.

New Appointment Manager

Brittany Sanchez has promoted to our Appointment Manager position as of June 11th. Brittany had previously been an Appointment Specialist with HRM since May of 2016. We are excited for Brittany to lead our Appointment team as she brings great customer service, time management, and previous experience in the appointment world. Congratulations Brittany on this exciting new role in HRM!

New URL for BrassRing (Applicant Tracking System) for Search Committee Members:

In partnership with our vendor (Infinite Talent Computer Solutions), our applicant tracking system – BrassRing will be utilizing a new URL as of close of business on Friday, June 30th.

Please bookmark the following site to access your applicants as a search committee chair or search committee member. The New URL is: https://ts.brassring.com/ibp/core/app/login?cname=universityofkansas

Please let the Employment Team know if you have any questions or concerns at employ@ku.edu. Thank you!

HRM Works to Expand Recruitment and Retention Services

This summer HRM is developing a new program designed to assist tenure/tenure-track, vice provost and vice chancellor hires with relocation and dual career services. Michelle Ginavan Hayes will be leading this initiative expanding HRM services. Michelle’s work has been focused on connecting with internal units and other university program administrators researching the key activities this office should bring to our campus. Stay tuned for more information this fall with the upcoming hiring cycle regarding services in this area.

Jayhawks Rising – August Pay Increase

HRM will be working on the implementation of the increase as noted in the Provost Communication on June 30. Please visit the HRM webpage for additional details.

Absence Reporting

The HR/Pay system will allow a leave request to be over multiple weeks. The absence module uses the employee’s work schedule to determine which day(s) the leave should be taken. The module does not deduct leave for days not scheduled or eligible designated holidays. If you are going on a full multiple week vacation and are using the same leave type, one absence request is all that is needed. The start and end dates must be on a scheduled workday. Absence Management guide.

Faculty Academic Year Pay Reserve Program

The Faculty Academic Year Pay Reserve Program has started the third year of a three-year pilot. This is a voluntary KU program for those faculty paid on an academic year basis to have funds withheld (personal deduction) during the year and then disburse (refund) back in the summer. Information has been sent to all academic year faculty regarding the sign-up process for the new academic year 2023-2024. Re-enrollment is required each year and the deadline for enrollment is 8/29/2023.

FY 2023 Staff Evaluations in progress and Due by September 1, 2023

On May 15, 2023, staff due a FY 2023 annual evaluation received a notice from the MyTalent System to begin working on their self-evaluation. Below are the due dates for the overall staff evaluation process. Staff members who have not yet completed their self-evaluation should ensure to do so as soon as possible, and supervisors should ensure that all other evaluation steps re completed by the September 1, 2023, deadline. The specific steps and due dates are as follows:

June 30, 2023 — Staff self-evaluation due
August 29, 2023 — Supervisor’s evaluation of staff members due
August 31, 2023 – Employee acknowledgement due
September 1, 2023 – Supervisor acknowledgement due

All staff evaluations must be completed by September 1, 2023.

Instructions can be found on the Human Resource Management website.

FY 2024 Goal Plan now available - begin setting goals in MyTalent

The FY 2024 (July 1, 2023, through June 30, 2024) Goal Plan is now available in the MyTalent System. Staff and supervisors of staff can begin to add goals to the FY 2024 (January 1, 2023-June 30, 2024) Goal Plan. While both the supervisor and the staff member can establish goals within the system, ultimately goal setting and expectation-setting is the responsibility of the supervisor.

At least one goal must be established during theFY 2024 (January 1, 2022-June 30, 2023) evaluation period. A best practice is 3-5 goals. It is advised that goals are established as early in the evaluation period as possible.

Human Resource Management has created a video on Best Practices in Goal Setting.

Step-by-step instructions on how to establish goals as an employee can be found here: Step-by-Step Instructions - Goals - Employee

Step-by-step instruction on how to establish goals as supervisor can be found here: Step-by-Step Instructions - Goals - Supervisor.

Additional training for the Performance Management System, to include desk side coaching can be requested by emailing hrdept@ku.edu for more information.

Thank you for supporting the professional development of your staff by engaging actively in the Performance Management system.

Employee of the Month Nominations

Thank you to all who took the time to nominate individuals for Employees of the Month, and we encourage others to follow their example and nominate an exceptional staff member by completing the Employee of the Month Nomination Form.

Winners receive a $750 award, a surprise visit from a member of the Provost’s Office, and they become a candidate for the 2023 Employee of the Year Award.

Nominations need not come from an individual’s supervisor; anyone can nominate staff whom they feel go out-of-their way to help others or exceed the normal requirements of their jobs. This program is open to all regular staff with half-time or greater appointment, with a year of service at the time of nomination. Employees of most affiliated corporations are also eligible for this program.

April – June 2023 Winners:

Jacque Manicki, Applied English Center
Suzanne Kerrich, Office of Research
Brandy Ernzen, Indigenous Studies
Kory Norman, Ekdahl Dining Commons
Holly Shriner, Graduate Admissions
Karen Roberts, KLETC

2023 Employee Recognition Ceremony and Service Awards

On Thursday, May 11 the Chancellor and Provost presented service awards to recognized employees, including two employees of the year and a team of the year. The full list of honorees and video of the event can be found on the HRM website. Congratulations to the honorees and thank you for your years of service!

Learning and Development Opportunities

Managing Difficult Conversations

Learn tools to prepare for a difficult conversation using a five-step framework from the book, Difficult Conversations: How to Discuss What Matters Most. Bring with you an idea of a difficult conversation you need to have and during class you can workshop your conversation using the framework as your guide.

Tuesday, July 25 | 9 a.m. – noon | Zoom

COMPASSIONATE COMMUNICATION TRAINING SERIES

For a description of the following three trainings, visit the series homepage.

Introduction to Compassionate Communication

New content for 2023.

Thursday, July 27 | 9 a.m. – noon | Zoom

A Deeper Dive into Empathy

Prerequisite: Introduction to Compassionate Communication

New content for 2023.

Thursday, July 20 | 9 a.m. – noon | Zoom

Handling Conflict Using Compassionate Communication: Inner Work

Prerequisite: Introduction to Compassionate Communication

Monday, July 31 | 9 a.m. – noon | Zoom

REMOTE WORK TRAINING SERIES

Supervising Remote Workers

In this instructor-led course, we will review the basics of the Remote Work Policy and share information about resources available for teams with members who work remotely some or all of the time. The bulk of the session will be spent discussing best practices for communicating and connecting, building a culture of accountability, and defining expectations.

Thursday, July 20 | 9 – 11 a.m. | Zoom

Working Remotely

In this instructor-led course, we will review the basics of the Remote Work Policy and share information about resources available for employees who work remotely some or all of the time. The bulk of the session will be spent discussing best practices related to maintaining connection with your teammates and supervisor by understanding their needs and expectations, building trust and connection, and communicating effectively.

Tuesday, July 18 | 1 – 3 p.m. | Zoom

July is National Minority Mental Health Awareness Month

Mental health is just as important as physical health at every stage of life. 1 in 5 Americans will experience a mental health condition this year. With the proper support, mental health issues are treatable and often preventable. Yet people in some racial and ethnic minority groups and the queer/trans community face both additional stressors and societal obstacles to maintaining positive mental health and wellbeing.

July was designated as a time to increase awareness of the good work that many organizations are doing to reduce stigma; increase diversity, cultural competence, and equitable care among mental health providers; and reduce barriers to access for those who face marginalization, discrimination, and oppression. Below are some resources for furthering your exploration of the topic or finding the support you need.

Jeff Stolz, Mental Health and Wellbeing Director: jeffreystolz@ku.edu

KU Office of Diversity, Equity, Inclusion & Belonging

Center for Sexuality & Gender Diversity

The Trevor Project

BIPOC Mental Health Resources

National Alliance on Mental Illness – Strength Over Silence: Stories of Courage, Culture, & Community

Watkins Health Services

Watkins Health Services conveniently operates a health clinic for employed KU faculty and staff! Our faculty and staff clinic, conveniently located inside Watkins Memorial Health Center, is available to treat acute conditions. While we can not serve as your primary care provider, our clinic can treat acute problems involving bones and joints, respiratory (upper/lower) illness, GI, urinary, skin, etc. No work-related injuries will receive care, other than to stabilize and transport to LMH Health. We are in-network with BCBS, Cigna, United HealthCare, Aetna, and Coventry. We will bill any insurance company other than Medicare or Medicaid plans. You will be responsible for any non-covered charges and co-pays. Any labs associated with your visit can be drawn on-site and any prescriptions required for treatment can be filled at our in-house pharmacy. Our summer hours are 8:30 a.m. to 4:30 p.m., Monday through Friday. Appointments are preferred. To schedule an appointment, call the Faculty & Staff Clinic at 785-864-9565. Virtual appointments are also available! For more information about our faculty and staff clinic, please visit studenthealth.ku.edu/faculty-staff-clinic.

Kansas Board of Regents 403(b) Mandatory and Voluntary Retirement Plans

This quarterly newsletter from TIAA and Voya about the Kansas Board of Regents 403(b) Mandatory and Voluntary Retirement Plans, contains information about saving more for retirement and improving financial well-being, online tools and calculators, and on-demand webinars.

All benefits-eligible employees can participate in the Voluntary Plan.

The Mandatory Plan is available for eligible faculty and unclassified professional staff.

Tuition Assistance

The Employee Tuition Assistance Program provides eligible employees with assistance to cover tuition for up to 12 credit hours per calendar year. Applications are currently being accepted for the Fall 2023 semester. Please visit our website for more information.

Please contact hrdept@ku.edu with any questions about the program or to schedule a program presentation for your department.