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October 2016 Human Resource Management Newsletter

October, 2016
Spring 2017 Tuition Assistance
Application Deadline-November 4, 2016

The application deadline for the spring semester is approaching, don’t miss out!  Please visit the Human Resource Website for program requirements and application materials.

Wednesday, October 5

October is Hunger Awareness Month at KU. On Wednesday, October 5 from 12:10-12:50 pm at Watkins Health Center in the Crimson and Blue room, participate in a free cooking demonstration about eating healthy on a budget; learn how you can help Just Food reduce hunger in Douglas County; and learn about KU’s initiative – KU Fights Hunger.  For information about upcoming Lunch-N-Learns visit http://wellness.ku.edu/lunch-n-learns .

Disability Employment Awareness at KU and Beyond
Friday, October 14

Each October, we reserve time to officially recognize the contributions of individuals with disabilities in the workplace and reaffirm our commitment to ensuring equal employment opportunities for all.  Congress designated October as National Disability Awareness Month over 70 years ago in 1945.  In recognition of National Disability Awareness, we are honored to offer our first expansive lunchtime conversation on equity and inclusion, hosted in conjunction with the Lawrence Public Library. 

 Multiple speakers from KU and the community will lead us in discussing the importance of inclusion and a diverse workplace.  Light refreshments and drinks will be provided by Coca-Cola. For more information, please visit the Accessibility Website.

Free Presentation about the KanUquit Tobacco Cessation Program
Thursday, October 27

Want to quit using tobacco?  Patty Quinlan, a trained tobacco cessation facilitator, will give a free presentation on Thursday, October 27th from 12:10-12:50 pm at the Kansas Memorial Union in the Jayhawk room about the 6-week KanUquit Cessation Program provided by Watkins Health Services.  This program offers individual or group sessions led by Patty and a 1-month supply of nicotine replacement therapy (NRT) with the choice of gum or the patch for $100.  If you’re unable to attend the presentation, you can sign-up now by contacting Patty at 785-864-9561.

Mindfulness Groups

Attend 4 group sessions starting October 5 through October 26 from 5:30-6:30 pm at Fraser Hall room 343.  The charge for all 4 sessions is only $10.  Each session focuses on a different type of mindfulness—emotion, visual and auditory, general, and taste. Sessions consist of education about each area, exercises, and discussion.

Faculty and staff are also invited to participate in a Lunchtime Mindfulness Group for free on Tuesdays from 12:15-12:45 at 343 Fraser through November 29th.

No need to register for either group.  For more information, please call 785-864-4121 or email psycl@ku.edu.

Search Training Available – Fall 2016

Need to prepare for a student or staff search for the fall term?  Please join us.

Registration is easy.  Visit HRM’s available professional development activities at human resources.ku.edu/course-offerings to select the course you would like to register for.

All staff/student course offerings are in 103B Carruth. The current schedule is as follows:

  • October 5, 2016, 2 - 4 p.m.;
  • October 19, 2016, 9:30 – 11:30 a.m.;
  • November 2, 2016, 2 - 4 p.m.;
  • November 16, 2016, 9:30 a.m. – 11:30 a.m.
  • December 7, 2016, 9:30 a.m. – 11:30 a.m.

We hope to see you there, however if you are unable to attend, HRM is happy to schedule an independent session to cover best practices during the search process.  Contact employ@ku.edu to arrange a training session.

State Employee Health Plan (SEHP) Open Enrollment

State Employee Health Plan (SEHP) Open Enrollment is from October 1 - 31, 2016 and changes will be effective January 1, 2017. 


Review 2017 Benefits Booklet

View the Plan Year (PY) 2017 Open Enrollment booklet.

Online Enrollment

Open Enrollment is online and completed at the Member Administration Portal (MAP). To sign into MAP, navigate to the MAP Portal and select “University of Kansas.”  You will use your KU online ID and password, the same credentials you use to log into your computer.


For more Open Enrollment information, please visit KU Open Enrollment webpage.


Open Enrollment Presentation Locations – KU Lawrence campus and Statewide

The SEHP has scheduled two Open Enrollment meetings on the Lawrence campus, and several statewide meetings and online webinars.


View the 2017 SEHP PowerPoint presentation


Reservations are not required to attend the October 19th presentation at 9:30am or 1:30pm (presentations will be the same).  You can also watch the October 19th presentations online; visit the KU Open Enrollment page for more information.

KU-Lawrence Campus




9:30 am – 11:30 am

1st Session


Kansas Union Level 4,  Alderson Room

Attend in person or

Watch KU’s Open Enrollment Meeting - Live Broadcast

11:30 am – 1:30 pm


Vendors Fair


Flu Shot Clinic



Kansas Union Level 4,  Main Lobby

Kansas Union Level 4, Traditions Area


                                                                                                                                                Receive 2017 handouts & ask questions to vendors


2016 Flu Shot Clinics

1:30 pm – 3:30 pm

2nd Session


Kansas Union Level 4, Alderson Room

Attend in person or

Watch KU’s Open Enrollment Meeting - Live Broadcast

*Vendors list: Blue Cross Blue Shield, Aetna, Surency Vision, Delta Dental, NueSynergy, Employee Assistance Program, Castlight, Rx Savings Solutions, Colonial Life, HRM People Fuel, Voya, Teachers and Employee Association Insurance/Miller Group, TIAA, and Standard Life.

Optional Group Life Insurance (OGLi) Open Enrollment

Life insurance provides financial protection for you and your family. During Open Enrollment, October 1-31st, you can apply for guaranteed member, spouse and/or child(ren) coverage without answering health questions.  Approved coverage starts January 2017. Additional details can be found at OGLi Open Enrollment Website.

Update on Onboarding

On July 21, KU went live with a new online platform for all new hires, rehires and concurrent appointments to complete necessary onboarding documents.  At this time we have processed over 1100 employment transactions and have additional 200+ employees working through the process.  Significant time savings has been seen from both the employee and administrative staff with the streamlining of these business processes.  We thank you for your support and encourage everyone to view our new website for new employees at http://humanresources.ku.edu/new-employee-onboarding.

Rosalie Lanier Gray KU Staff Assistance Fund

A public charity, the Rosalie Lanier Gray KU Staff Assistance Fund (“The Fund”), has been established through KU Endowment to provide appropriate relief to eligible KU staff who experience a qualifying event or emergency.  Unclassified professional staff and University Support Staff may apply for assistance from The Fund online at the Human Resource Management website.

The Fund Committee, comprised of staff from KUMC, KU Lawrence Campus and KU Edwards Campus, will review submitted applications and supporting documentation, which have been redacted of personal identifiable information, and make award determinations in compliance with The Fund Guidelines.

Questions about “The Fund” may be directed to the KU Human Resource Management Office at hrdept@ku.edu or 785-864-1770.


You can make a difference for KU staff members who are experiencing financial hardship due to a documented catastrophic event or emergency by making a contribution to the Rosalie Lanier Gray KU Staff Assistance Fund. Contributions may be made through pre-tax payroll deduction, via check or electronic funds transfer, or by donating online at www.kuendowment.org/StaffAssist.  To discuss additional giving options, please contact Lorie Worner, KU Endowment Association, at lworner@kuendowment.org or (785) 832-7340. Donations are considered charitable contributions that are tax-deductible to the extent allowed by law.




Performance Management System– Self-Evaluation Launch and Due Date
January 6

In mid-October all USS and UPS employees included in Phase I and Phase II of the Performance Management System will receive an email from the Performance Management System notifying them that the 2016 Annual Performance Evaluation has been launched and the self-evaluation is available for them to complete.  Completion of the 2016 Annual Performance Evaluation will begin with the employee completing their self-evaluation.  The self-evaluation will be due January 6, 2017. 

Training is currently being scheduled specific to the 2016 Annual Evaluation Form.  Available training will include:

“Performance Management System - Self Evaluation Hands on Training” - This training class will be held in a computer lab where attendees will be able to go through the annual self-evaluation form in the Performance Management System with an instructor guiding through the evaluation and answering questions.  For more information about this training, please contact hrdept@ku.edu.

Job Aids for the evaluation process as an employee can be found at: Performance Evaluation - Employee Job Aid

Job Aids for the evaluation process as a supervisor can be found at: Performance Evaluation - Supervisor Job Aid

Safe Lifting with Big Jay and Baby Jay

A video demonstrating Safe Lifting Practices is now available on the Human Resource Management Website.  Watch the quick video to see best practices when lifting in the workplace.

Updates to Workers’ Compensation Process

If an employee is injured at work and the injury occurs during normal business hours, is not severe in nature, as determined by the employee, and the injured employee wants to seek medical treatment, the injured employee's supervisor and/or the injured employee and the supervisor should contact the State Self Insurance Fund (SSIF) at 785-296-2364 to seek authorization prior to seeking any medical treatment.  The injured employee should understand that without the prior authorization from SSIF to seek treatment, if the injury is determined to not be compensable by worker's compensation, the employee will be responsible for associated out of pocket expenses. 

As before, departments remain obligated whenever they become aware of an injury sustained at work, or whenever an employee reports an injury, to download and fully complete form 1101-A: Employer's Report of Accident. The form should be submitted to Human Resource Management within 48 hours of the incident by emailing it to hrdept@

ku.edu.  For additional information please visit the Human Resource Management Website.

Plan Year 2017 HealthQuest (HQ) Wellness Program Update – through 11/15/16

Employees who complete the required health assessment questionnaire and earn a total of 30 credits by November 15, 2016 qualify for a $240 annual premium incentive discount for Plan Year 2017.

To check how many credits you have, log into your HealthQuest Rewards account at www.KansasHealthQuest.com. Credits can be earned until November 15th, 2016. There will be a black out period from 11/16/2016-12/31/2016 where no credits can be earned. The new HealthQuest period will be 01/01/2017 through 12/31/2017. If you need assistance with your HealthQuest account or with confirmation of your credits, please call the Help Desk at 1-888-275-1205, option 9.

Flu Shot Clinics Available on Campus/Statewide

The single best way to avoid getting the seasonal flu is to get vaccinated. For faculty and staff enrolled in State Employee Health Plans A or C, flu shots are eligible for 100% coverage when received from a Network provider.


Lawrence Campus

Watkins Health Services (an SEHP network provider) will host flu shot clinics across campus during the month of October making it convenient and easy for faculty and staff to get immunized.  For more information, visit the Watkins 2016 Flu Clinics website.


Other Statewide Locations

SEHP sponsored flu shot clinics are available for active employees, spouses and dependents, covered under the SEHP Plan A or C who are over the age of 18 and under age 65. Visit the State of Kansas Department of Health Website for more information regarding the SEHP flu shot clinics and clinics flu shot events across the state.


Eligible Health Plan Provider

Reference the State of Kansas' Flu Vaccine Information page for more information regarding BCBS and Aetna flu shot coverage, eligible retail pharmacies, and clinics.

Colonial Life

The State Employee Health Plan announced that the State of Kansas Health Care Commission approved a new vendor, Colonial Life, that will offer individual voluntary insurance products including accident, cancer, critical illness and hospital confinement coverage.  You do not have to participate in the SEHP to take advantage of these offerings.  Colonial Life will be available at several sites throughout the State, including at the October 19th meetings on the Lawrence campus, to provide one-on-one educational opportunities regarding their products.   Their representatives will be fully trained on the SEHP programs and will be able to communicate important updates on the benefit offerings to employees in a one-on-one setting and/or a via call center. To learn more about Colonial Life, go to http://www.coloniallife.com/.

University Women’s Club Events

The University Women's Club (UWC), founded in 1900, offers a monthly luncheon featuring speakers that provide a unique view into KU's past and its future. UWC additionally offers over 20 special interest and social groups for members on topics that range from bird watching, home and car maintenance, Kansas history, bridge, and others. For more information about UWC and this year's offerings, go to http://uwcku.blogspot.com/.

Charitable Contributions

KU employees have the opportunity to make charitable contributions through payroll deductions to support United Way, the KU Endowment Association, and Community Health Charities (CHC). For additional information, please visit the KU Charitable Contributions page.

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