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October 2018 Human Resource Management Newsletter

October, 2018
Aspiring Leaders Program

The timeframe for applying to the Aspiring Leaders Program has been changed to October 1 through October 12. The program is a staff development opportunity that gives 15 employees the opportunity to dig deep into the knowledge and skills needed for effective leadership over the course of eight months. There is a $150 program materials fee and supervisor approval is required. Learn more and apply online at http://humanresources.ku.edu/aspiring-leaders-program.

Tuition Assistance Deadline

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:

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

Fall 2019 Semester: Online Tuition Assistance Application will be made available June 1, 2019, and the deadline is July 5, 2018

Flu Vaccine Clinics Offered for Employees

The single best way to avoid getting the seasonal flu is to get vaccinated. For faculty and staff enrolled in the State Employee Health Plan (and spouses enrolled in the employee’s plan), flu shots provided by Watkins Health Services are covered in full as a preventative care benefit.  Please bring your health insurance card to any Watkins clinic listed below in order to have your insurance billed.  Save time by completing the necessary forms in advance.

 

*please note crossed out dates have been canceled. 

Date

Time

Location

*Tuesday, October 2

11:00 am 1:00 pm

LEEP2, Atrium

*Wednesday, October 3

10:00 am 1:00 pm

Strong Hall, Rotunda

*Monday, October 8

10:30 am 1:30 pm

Kansas Union, 4th Floor

Tuesday, October 9

3:00 pm 5:00 pm

Daisy Hill Commons, Lobby

Thursday, October 11

11:00 am 1:00 pm

Nichols Hall, Atrium

Thursday, October 18

11:00 am 1:00 pm

DeBruce Center, Mezzanine

Tuesday, October 23

11:00 am 1:00 pm

Kansas Union, 4th Floor

Wednesday, October 24

11:00 am 1:00 pm

Wescoe, Underground

Thursday, October 25

11:00 am 1:00 pm

Anschutz Library, 3rd Floor

Tuesday, October 30

11:00 am 1:00 pm

Strong Hall, Rotunda

Thursday, November 1

3:00 pm 5:00 pm

Watkins Health Center

 

 

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For KU employees who do not participate in the State Employee Health Plan, flu shots cost $30.  Payment is due at the clinic by cash, check or credit card.  Medicaid, Medicare, and Medicare Supplement plans are not accepted. If this is your coverage, you will need to pay at time of service. 

Employees who are unable to attend a clinic can make an appointment to receive a flu shot by calling 785-864-95651.  The Faculty/Staff Immediate Care Clinic at Watkins Health Center, 1200 Schwegler Drive, also accepts walk-ins from 8 am to 5:00 pm Monday through Friday.

For additional flu information from the State Employee Health Plan, click here.

State Employee Health Plan (SEHP) Open Enrollment Plan Year (PY) 2019

Open Enrollment provides you the opportunity to make changes to your benefit elections. You can enroll, cancel, or change plans or add family members to or drop family members from coverage. You can also enroll in dental, vision, flexible spending accounts, and voluntary insurance benefits. Benefit elections are effective January 1, 2019.

  • Please note:  Enrollment for PY 2019 is an “active” enrollment.  If you are enrolled in a medical plan in 2018, you must make an election during Open Enrollment for PY 2019, otherwise your medical plan coverage will be defaulted to Plan N, with your same insurance company, at the same coverage level, and with a Health Reimbursement Account.
  • Active enrollment exceptions, employees who do not have to participate in PY 2019 Open enrollment, are employees who, during Plan Year 2018, 1) waived medical plan coverage, or 2) enrolled in vision coverage only.
  • Remember:  if you want to enroll in health care and/or dependent care Flexible Spending Accounts, or in HealthyKIDS, for PY 2019, annual enrollment is required and you must enroll during Open Enrollment.

What’s New?

  • For PY 2019, the Dental benefit will be a stand alone option (just like the Surency Vision Plan is a stand alone option).  You can enroll in the Dental plan without enrolling in a Medical plan.  For dependents to be enrolled in the Dental plan, the employee must be enrolled in the Dental plan.
  • For PY 2019, NueSynergy will be the vendor for HSA and HRA services. NueSynergy will continue to be the vendor for the Flexible Spending Accounts.

When?

Open Enrollment for PY 2019 begins October 1st and ends October 31st.

(Outside of the Open Enrollment period, changes to benefits elections may be requested only if you experience a qualifying life event)  

Plan Year 2019 Information
  • Review the 2019 Open Enrollment booklet, for additional information about PY 2019 plan options and changes, premiums, and a plan comparison chart .
  • The SEHP will continue to offer the same 5 medical plans in 2019: Plans A, C, J, N and Q and there are no changes in plan designs.
  • Plans C and N continue to be Qualified High Deductible Health Plans (QHDHP). Employees electing Plans C or N will choose either a Health Reimbursement Account (HRA) or Health Savings Account (HSA). HealthQuest dollars earned by participating in HealthQuest activities will be deposited into the HRA or HSA.   Please note that there is eligibility criteria for HSA enrollment (see page 6 of the OE booklet).
  • Plans J and Q enrollees will have an HRA for the purpose of accumulating HealthQuest dollars earned by participating in HealthQuest activities.
  • Blue Cross and Blue Shield of Kansas and Aetna will remain as the medical plan insurance companies.

Visit the KU Open Enrollment website for complete information including the 2019 Open Enrollment booklet.

How do I complete Open Enrollment?

MAP, the Membership Administration Portal, has an Open Enrollment tab.   MAP is the secure portal you use to select and change your medical, dental, vision, flexible spending account benefits, and/or voluntary insurance benefits.

Log into MAP during the month of October to view your current elections and make changes for next PY.  When you complete Open Enrollment, please be sure that you receive an email from the SEHP about your PY 2019 elections.  The email verifies that you have successfully completed Open Enrollment and details the elections you made.  The email can be used as documentation of your Open Enrollment elections in case there are questions later.

Visit "Ready to Enroll" section of the KU Open Enrollment website for more information. 

Seminars, Webinars, and Benefits Fair

Visit the "Meetings and Webinars" page for in-person Open Enrollment Sessions schedules, webinars information, and on-demand videos.

KU OPEN ENROLLMENT DAY (Lawrence Campus)

Monday October 8, Kansas Union, 4th Floor (Lawrence Campus)

Event Layout (includes Timeline)

SEHP Open Enrollment Sessions

Monday October 8, Kansas Union, 4th Floor, Alderson Room.

Same session, 2 options: 10 am and 1 pm

Attend in person or watch the session streaming online. No registration is required.

Live Online Streaming

On Monday October 8 at 10 am, please visit KU Open Enrollment Meeting Live Broadcast to access live SEHP presentation. Session is estimated to last 90 minutes. No registration is required. If you have questions during presentation, please email your inquiry to benefits@ku.edu

If you can’t attend this live online stream, recording link of Open Enrollment session will be posted on this page and released by email no later than Monday October 15. 

Benefits Fair

(4th Floor Lobby)

Benefits Vendors Fair will be from 11:00 am through 1:00 pm at Kansas Union, 4th Floor Lobby. Fair will officially open at 11 am. This is an event for benefits eligible faculty and staff, spouse and dependents.

There are 18 invited vendors:

SEHP: Aetna, Blue Cross Blue Shield of Kansas, Caremark, Delta Dental, Surency Vision, Employee Assistance Program, MetLife, NueSynergy, Rx Savings, and Quest Diagnostics.

Retirement: KPERS, KPERS 457, TIAA, and Voya

Life Insurance and Voluntary Benefits: The Standard and TEA/Miller

KU Resources: KU HRM-Benefits and Tobacco Free KU

**** Open Enrollment must be completed by midnight October 31, 2018 ****

For more information, please visit the KU Open Enrollment website.

Optional Group Life Insurance (OGLI) Open Enrollment

Life insurance provides financial protection for you and your family.   Benefits-eligible employees have basic life insurance coverage equal to 150% of annualized salary.  During Open Enrollment, October 1st-31st, you can apply for additional, optional group life insurance with guaranteed issue amounts for you, your spouse and/or child(ren) without answering health questions. 

Approved coverage starts January 2019.

Additional details can be found at OGLI Open Enrollment Website .

Biometric Screening Options

Please note:  HealthQuest sponsored screening events appointments at KU Lawrence are full through the rest of the year. 

Information about your screening options is provided below.  HealthQuest offers three ways to obtain your biometric numbers in order to complete an online health assessment questionnaire:

1. ONSITE BIOMETRIC SCREENING EVENTS - Worth 5 Credits.

Screening events appointments at KU Lawrence are full for rest of the year. If you wish to walk-in, without an appointment, please note only 15 walk-ins are available per screening day and wait times may vary so we strongly encourage other screening options. Other statewide locations at On-Site Screening Schedule. To Schedule an On-site Screening appointment go to http://kansashealthquest.cernerwellness.com and Select "Step 2" in the image slider at the top of the page.

2. AT-HOME SCREENING KIT - Worth 5 Credits.

 (Deadline to return the kit:  for 2018 HRA/HSA contributions, 11/5/18, and for the 2019 premium reduction, 12/10/18)

At-home screening kits are available and mailed to your home upon request.  You collect your own blood sample through a simple finger stick test and return your sample in a self-addressed, stamped envelope.  Your results are automatically loaded into your online health assessment questionnaire within 15 business days of returning your sample.

To order an at-home test kitlog into your account on the HealthQuest Portal at https://kansashealthquest.cernerwellness.com click ”Step 2” in the image slider at the top of the page. This will take you to all biometric options. Choose the Home Kit Option. You should not order a home kit if you are planning on attending a screening event or obtaining your values from your physician.

3. BIOMETRIC RESULTS FROM PHYSICIAN

(Deadline to return the form:  for 2018 HRA/HSA contributions, 11/14/18, and for the 2019 premium reduction, 12/27/18)

You may use biometric results from a recent physician's visit to complete the health assessment questionnaire. The State Employee Health Plan will cover one preventive exam per calendar year in full (with no co-pay). Print the Biometric Values Form to take with you to your appointment.  Employees may use test results from visits occurring between January 1, 2018, and December 27, 2018.

Tobacco Free KU

KU is Tobacco Free effective July 1, 2018. Please stop by our booth in the Benefits Fair October 8 from 11 am to 1pm for information and giveaways. 

Below are some helpful links to manage this change in campus culture:

We have been informed that the Douglas County Commission approved a “Tobacco 21” resolution on September 26th requiring that an individual be 21 year of age or older to purchase products in the county’s unincorporated areas that include nicotine, including the liquids used in electronic cigarettes.

http://www2.ljworld.com/news/county-government/2018/sep/26/douglas-county-commission-raises-age-to-purchase-tobacco-products-to-21-in-unincorporated-areas/

Lean/Six Sigma Training

Lean/Six Sigma is a process/quality improvement approach.  Operations and Finance have focused on this particular tool to establish a common process improvement language and approach.  Other units interested in participating are welcome.  We offer at least one class per semester, taught by Heather McCain who led quality control efforts at Garmin.  Each Green Belt certification class consists of 5 days of training (1 day per week for 5 weeks) with a certification test during the last class.  The upcoming class for Lean/Six Sigma Green Belt Certification will be held on the Lawrence Campus, on 5 consecutive Mondays, starting 10/22 and ending 11/19.  We currently have 11 openings for this class, which will add tremendous value to your organizations and the University as a whole.  Please contact Jaci Matney (jaci@ku.edu) if you are interested.   For more information regarding Lean/Six Sigma please go to:  https://www.sixsigmaonline.org/ 

National Disability Employment Awareness Celebration
Empowering All Through Mentoring
5:30 p.m. – 6:30 p.m.  
Tuesday, October 30th  
Big 12 Room, Kansas Union

Please join us for a conversation on disability, mentoring, inclusion and employment with Derek Shields. Mr. Shields is a national expert on mentoring and inclusion of individuals with disabilities in the workplace. Derek will provide us with a foundation on mentoring, and how use of mentoring fosters a climate of inclusivity and change.Derek Shields, awarded Vice President Gore’s Hammer Award, President George W. Bush’s Excellence in Government Award and co-founder of the National Disability Mentoring Coalition.

 

MyTalent System's New Home Page

KU’s MyTalent system has a new home page. The vendor update of our cloud-based talent development system includes a more modern look and easier navigation. The new home dashboard provides quick access to information simply by clicking on tiles under Performance and Learning categories.

In addition to the visual changes, the separate Public Profile and Employee Profile in the current system have been consolidated. With the update, employees have only one profile. You and your supervisor can see detailed employee information, while other employees can only see basic information such as your name, department and job title.

You will see the updated look when logging in to MyTalent now. For more details on the change, go to the Human Resource Management Website.

Performance Management System - Self Evaluation Launch and Due Date

In mid-October all staff who are due an annual evaluation will receive an email from the Performance Management System notifying them that the 2018 Annual Performance Evaluation has been launched and the self-evaluation is available for them to complete.  Completion of the 2018 Annual Performance Evaluation will begin with the employee completing their self-evaluation.  The self-evaluation will be due in early January 2019. 

Training is currently being scheduled specific to the 2018 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.

Step-by-Step Instructions for the evaluation process as an employee can be found at: Performance Evaluation - Employee Step-by-Step Instructions

Step-by-Step Instructions for the evaluation process as a supervisor can be found at: Performance Evaluation - Supervisor Step-by-Step Instructions

Charitable Contributions

KU employees have the opportunity to make charitable contributions through payroll deductions to support United Way and the KU Endowment Association. For additional information, visit KU Charitable Contributions page.


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