OFFICE OF HUMAN RESOURCES
HR FORUM
May 6, 2015
Agenda
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Introduction
Dr. Calvin Jamison – Office of Administration
Colleen Dutton – Office of Human Resources
Barbara Manzi – Office of Budget and Finance
James Dockery – Institutional Equity and Compliance
Marco Mendoza - What Employee Relations can do
for you
• Department Updates
Office of Human Resources
• HR Forum will be held on the first Wednesday
of the month 10am – 11:30am. JSOM 2.115.
June 3, 2015
July 1, 2015
August 5, 2015
**Because there is a class in the room at 11:30, please exit the room as quickly
as possible when the meeting ends.
HR Updates
• Summer Schedule
– The pilot summer schedule program has been
discontinued
• Criminal Background Checks (CBCs)
– All employees (staff, faculty, students, temps) and
volunteers must be checked
– Missing CBCs
• Graduating International Students
– International graduate students are not eligible to
work after May 11th, unless they have a new I-20 or
will begin a new UT Dallas degree program.
Office of Administration
Catch Comet Pride
“Service is the price we pay for the space we occupy.”
Presentation by: Calvin D. Jamison, Ed.D.
Vice President for Administration
May 6, 2015
Office of Administration
CometAbout
Pride Guiding
UT Dallas
Principles
Our customers are students, their families,
faculty, staff, alumni and the community
Office of Administration
CometAbout
Pride Guiding
UT Dallas
Principles
Principles detailed:
• Integrity – We will honor the highest level of business ethics, go the extra mile, be
professional in our actions, have pride in our accomplishments and at the end of the day we
will know that we have done our best.
Innovation – We are creative problem solvers, share ideas and are united in meeting the
needs of our customers so that the end result is a lasting positive impression.
Stewardship – We use our skills and resources wisely. We are building a “Customer First”
culture knowing that our customers are the future of the university.
Commitment – Customer service at UT Dallas is a continual process of improving our
services. It is team work; it is utilizing technology and resources as they evolve.
Results: We Can Do It! – We are positive, confident, friendly and caring. We take ownership
in the success of UT Dallas.
Office of Administration
Key Comet
AboutPride
UT Dallas
Outcomes
Service Excellence is UTD’s
competitive advantage
“Excellence is an Attitude.”
“Let’s make individuals who visit our
campus feel better about the
University when they leave than when
they arrived on campus.”
Office of Administration
Creating
KeyaComet
About
Service
Pride
UT
Excellence
Dallas
Outcomes
Culture
Condition of
Employment
Change the
Culture
Vibrant
Campus
Annual
Evaluation
Factor
Office of Administration
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First pilot training group – July 2009
Average class size – 19
25 percent of FTE have participated
1,100 participants total (including 250
student workers)
• 4 classes in Comet Pride training series
• 86 percent surveyed believe training boosts
University’s service culture
• 77 percent report service changes resulting
from training
• Core Principles are Integrity, Innovation,
Stewardship, Commitment and Results
Office of Administration
Catch Comet Pride Training
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Since October 2009, 59 series (or cohorts)
completed
HR offers two new series each semester
Series offered to departments to train
entire staff or “publicly” to interested
staffers
Three-session series is available to
student workers upon request
Next series begins at 10 am tomorrow,
May 7, at Synergy Park North
Office of Administration
Catch Comet Pride Training
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Imagine UT Dallas with 25,000 students
and 5,000 employees
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What kind of changes will have to happen
for us to deliver outstanding customer
service while we keep up with growth?
Office of Administration
Catch Comet
About UT
Pride
Dallas
Experience
Next level concepts for delivering service excellence:
• Leaning Up Processes and Improving Response Times
• Making Training and Education Available for Everyone
• Managing Service Excellence
• Creating Departmental Service Goals and Policies
• Making Regular Assessment of Work Group and Personal Service a Way of Life
Office of Administration
Catch Comet
About UT
Pride
Dallas
Experience
Next steps:
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Leadership/Supervisory Support and
Training
Making the program mandatory for all
new employees
Office of Administration
Thank you for advancing customer service
What can we do
to improve service
on campus?
administration@utdallas.edu
Division Update
EMPLOYEE RELATIONS &
ORGANIZATIONAL DEVELOPMENT
What can Employee Relations and Organizational
Development do for you?
Advocating for employee success
Resource for employees across campus
 Coaching for difficult conversations
 A safe place to discuss options to address issues or
concerns
Coaching and guidance on application of OD training,
skills and knowledge
What can Employee Relations and Organizational
Development do for you?
Host Leadership Roundtables enhancing and developing
leadership and managerial skills with team building
exercises
Organizational Reviews and Strategy Planning
Performance Management
 Supervisor addressing employee performance
 Assisting employee in understanding Performance Improvement
Plan (PIP), identifying resources and options
What can Employee Relations and Organizational
Development do for you?
QUESTIONS?
Division Update
BENEFITS
Agenda
• Introduction of Kosima Ketcham-Leave Analyst
• Terminations & Retirements during summer (Faculty, RA
& TAs) – Summer and Fall Appointments
– Submit PAF/ePAR timely for benefits & COBRA
– Retiring employees should meet with a Benefits
Administrator for benefits eligibility & enrollment
• Submit FTE Changes timely
• Wellness Update – Nora Pena
Wellness Updates
• UT Physical Activity Challenge
– Total number of participants enrolled in the program
is 287; goal was 306 (71% increase from 2014)
– Started April 6th and ends May 17th
Wellness Updates (cont.)
• UT Physical Activity Challenge Mid-Point Winners
– 121 participants logged more than 50,000 steps during the first
2 weeks of the challenge. These participants won a 2015 UT
Physical Activity Challenge T-Shirt.
– You can still earn your mid-point reward (cool custom UT System
Challenge t-shirt). Just log your past activity (the first 3 weeks)
into the platform by Sunday, May 3rd, 11:59pm.
Wellness Updates (cont.)
• How is UT Dallas doing in the Challenge compared to our sister
institutions?
– As of week 4, we are in 1st place with 48% in participation and
completion rate. Calculation is based on % of total headcount and %
of completion of the challenge per institution size.
– UT Dallas falls under the Medium Category (2,500 – 5,999 members)
Wellness Updates (cont.)
• How do you earn the final challenge reward?
– Keep logging your steps!
– Last day to log your activity is May 18th.
– You must complete a total of 5 weeks of at least 10,000
steps per day, 5 days per week (50,000 per week) or
equivalent physical activity, complete the Living Well
Health Assessment
Division Update
EMPLOYMENT SERVICES
New Pay Ranges
• The classified pay plan was increased by 3% for FY16. This
adjustment will help UTD be as competitive as possible for classified
staff position in this market.
– If the employee’s FY16 pay rate is below the minimum of the new
range after FY16 merit or equity adjustments have been applied, the
employee’s salary will be increased to the minimum of the new range.
– If the employee’s current pay rate is within the FY16 pay range after
FY16 merit or equity adjustments have been applied, the employee’s
salary will not be increased.
– If the employee’s current pay rate is already above the FY16 pay
ranges, AND the employee is being considered for merit, that merit
should be paid as a one-time/lump sum payment.
• The FY16 classified pay ranges are posted on the HR website at
http://www.utdallas.edu/hr/compensation/grades/. For additional
information, please review the Compensation Standards and
Practice Ilyce Murray, Director of Employment Services.
RA/TA
• New hire RA/TAs will have a common start
date of 8/15 for the fall semester.
– RA/TAs can be hired earlier or later based on your
departmental needs and budgetary
considerations.
– Employment Express will be help 8/12 – 14.
Please provide a list of expected new hires no
later than 8/1. If you have a tentative list, please
send as soon as possible.
– Students unable to participate in Employment
Express, may come to the Office of Human
Resources to complete there documentation
during schedule time periods.
PA7 Rollout
Phase
Date
Activity
Time/Location
1
May 7, 2015
Kick-off/Training
1:30 – 3:30pm/McDermott 2.524
1
May 14, 2015
User list due from departments
1
May 28, 2015
Go Live/Working Lab
1:30 – 3:30pm/McDermott 2.524
2
June 9, 2015
Kick-off/Training
1:30 – 3:30pm/McDermott 2.524
2
June 16, 2015
User list due from departments
2
June 23, 2015
Go Live/Working Lab
9:30 – 11:30am/McDermott 2.524
3
July 9, 2015
Kick-off/Training
1:30 – 3:30pm/McDermott 2.524
3
July 16, 2015
User list due from departments
3
July 23, 2015
Go Live/Working Lab
1:30 – 3:30pm/McDermott 2.524
4
August 4, 2015
Kick-off/Training
1:30 – 3:30pm/McDermott 2.524
4
August 11, 2015
User list due from departments
4
August 20, 2015
Go Live/Working Lab
9:30 – 11:30am/McDermott 2.524
August 27, 2015
Open Working Lab
9:30 – 11:30am/McDermott 2.524
PA7 Rollout
• Phased roll-out approach
• Division/Schools will be notified with their
phase
• If you have a preferred roll-out schedule based
on business needs, please contact HR
Retroactive Pay
• An increase may be retroactive to the first day of the
month in which final approval is received
– approval is received in the same pay cycle
– Example: Action with all required received anytime in
November may be retroactive to November 1, but not
prior to November 1.
• An employee may not begin working before the official
start date issued by Human Resources.
• An administrative error in awarding a salary increase is
insufficient, by itself, and may only be corrected if the
error resulted in an employee not receiving an increase
they are entitled to under the law.
• Merit increases and market adjustments are not an
entitlement under the law.
Q&A