OFFICE OF HUMAN RESOURCES
HR FORUM
April 1, 2015
Agenda
• Introduction
• Dr. Calvin Jamison – Office of Administration
• Dean George Fair – Office of Institutional Equity
and Compliance
• Department Updates
Office of Human Resources
• HR Forum will be held on the first Wednesday
of the month 10am – 11:30am. JSOM 2.115.
May 6, 2015
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.
ask YODA
ask YODA for HR is here!
Office of Institutional Equity and Compliance
Assistant Vice
President
James Dockery
Admin Asst.
Director of Compliance
Compliance Manager
Director of Institutional Equity
Compliance Assurance
Specialist
Director of Title IX Initiatives
Deputy Coordinators
outside division*
I E Specialist
Nancy Bowles
Compliance Analyst
Training
Specialist
Office of Institutional Equity and Compliance
AVP Key Functions:
•
•
•
•
•
To provide leadership and oversight to the universities responsibilities in
complying with federal and state regulations, UT System and UTD Policy, and the
UT Board of Regents;
Leads and creates action plans, policy and procedure, to monitor and coordinate
campus wide efforts of compliance related matters such as UTS and UT System
policy and regulations requiring institutional monitoring and reporting;
Via the Director of Institutional Equity, manages UTD’s Affirmative Action Plan
and monitors compliance with EEO, OFCCP, Title IX, and other employment laws
or regulations related to harassment, discrimination or retaliation in the
workplace or within the campus community;
Via the Director of Title IX Initiatives, leads UTD’s responsibilities for compliance
with Title IX, Cleary, VAWA, Campus Save Act and other related requirements;
In coordination with designated offices, establishes policy and procedure to
ensure compliance training, education and awareness, and institutional
responsibilities become incorporated into the campus culture and strategic
planning.
Functional Areas
•
Compliance
– UT system and UTD rules, policies, procedures
– Proactive compliance measures and best practices
– Education and training
•
Institutional Equity
–
–
–
–
–
–
•
AAP, OFCCP, EEO compliance, monitoring and response to audit
Investigations of harassment, retaliation or discrimination
Deputy Title IX Coordinator to perform investigations
ADA Coordinator for campus
Resources for search committees
Reviewing hiring decisions for AAP compliance
Title IX Initiatives
–
–
–
–
Title IX Coordinator
VAWA, Campus Save compliance
Coordinate Cleary Act/reporting
Outreach and education to campus community
Campus Update
Office of Administration
April 1, 2015
Dr. Calvin Jamison
Vice President
Office of Administration
Wellness Committee
Campus Safety
SPN Wellness Center
Wellness Center Construction (SPN)
Campus Safety
Northside at UT Dallas
•
•
“Comet Town” will feature apartments,
townhomes and mix of campus-oriented and
mainstream restaurants, retail and entertainment
Breaks ground in Spring 2015, opens in fall 2016
Northside at UT Dallas
Northside at UT Dallas
Northside at UT Dallas
Additional Upcoming Service
AdditionalCampus
Upcoming
Services
Safety
 Child Development Center Services
 Lactation rooms
 Bike sharing program
 Additional campus security measures and patrols
 IHOP Express
 Parking Structure 2
Thank you
Questions?
administration@utdallas.edu
Division Update
EMPLOYEE RELATIONS/
ORGANIZATIONAL DEVELOPMENT
& INSTITUTIONAL EQUITY
ADAAA Accommodations
• What is a reasonable accommodation?
– A modification or adjustment to the job application process, work
environment or learning environment enabling a qualified individual
with a disability to be eligible for a position, perform the essential
functions of a position, or enjoy the same benefits and privileges of
employment as are enjoyed by similarly situated employees without
disabilities.
• What is an undue hardship?
– In determining whether an accommodation would impose an undue
hardship, factors to be considered include the nature and cost of the
accommodation, financial consideration and resources, the impact of
the accommodation on the nature and operation of the department,
and how the request would affect the health and safety of other
employees or students.
ADAAA Accommodations
• Processing of a Request:
 Employee makes verbal or written request to supervisor or Human Resources.
(Supervisor who receives the request must immediately notify Human Resources.)
 Human Resources begins the interactive process. This involves discussions with the
employee, obtaining of supportive information from health care provider and
determining essential job functions.
 Engaging employee and supervisor to discuss the requested accommodations.
 Final determination:
 If granted, outlining in writing, the specific accommodations and expectations of the employee.
 If denied, outlining reasons for denial.
• Medical diagnosis is not shared with the supervisor.
• Visitors and applicants can request an accommodation online at:
utdallas.edu/ada.
• Contact Employee Relations for assistance or advise your Core Team
Members.
ADAAA Accommodations
ADAAA Accommodations
Employee Relations Contacts:
Ellen Ammons
(972) 883.4633
Ellen.Ammons@utdallas.edu
Marco Mendoza
(972) 883-4412
Marco.Mendoza@utdallas.edu
Jennifer Koerber-Miller
(972) 883.2224
Jennifer Koerber-Miller@utdallas.edu
Performance Appraisals
Appraisal Deadlines:
• April 7, 2015 – Employees who were
employed during 2014.
• June 30, 2015 – Employees who were hired
between January 1, 2015 & April 15, 2015.
(Probationary Evaluation accepted)
Appraisal not required for:
• Employees with an appointment of less than 4.5 months or if
they are in a student position.
• Employees currently out on leave – Complete when they
return from leave.
Drug Free Schools and Communities Act
Annual reminder to be posted online April 1st.
Intercom Announcement on April 8th.
“Unauthorized purchase, manufacture, distribution, possession, sale, storage or
use of an illegal drug or controlled substance while on duty, while in or on
premises or property owned or controlled by the University, or while in vehicles
used for University business are prohibited.”
•
•
•
•
•
If you need help in dealing with an alcohol or substance abuse issues, options
to seek treatment and counseling include the following:
Call the Employee Assistance Program (EAP): 214-648-5330. It’s free and
confidential.
Contact your healthcare provided for assistance via your insurance plan.
Students may seek help via the UTD Student Counseling Center.
For additional assistance or questions regarding the policies, please contact
Employee Relations in the Office of Human Resources at 972-883-2224 or 972883-4412, or you may email EmployeeRelations@utdallas.edu.
Organizational Development
PeopleSoft Academy
Interns Available
Contact:
Terry Cartwright
(972) 883.5328
Terry.Cartwright@utdallas.edu
Division Update
BENEFITS
Benefits Update
• Introduction of new Leave Administrator – Celeste
Burnett
• Reminder about new hire and FTE changes impacts
to ACA reporting – send them to benefits to enroll or
decline benefits coverage
• Wellness Update
– UT Physical Activity Challenge – Registration open through April 10th;
Kick-off is April 6, 2015 – Walk 10@10 – by the Student Union
– EAP - Lunch and Learn – April 28 at 12:00-1:00 – Galaxy Room B
• FMLA – concurrent with Sick time and vacation usage
Division Update
EMPLOYMENT SERVICES
I-9 and E-Verify
• Centralized New Hire Paperwork
Salary Actions
Salary Actions
•
•
•
•
•
•
•
•
To be eligible, employee must be in current job for at least six (6) continuous months AND have not
received salary increase in the last six (6) months.
Reference Classified Pay Plan and Salary Guides for guidance on salary increase amounts.
Provide justification to HR for increases <1% or >5%, prior to submitting to Budget.
Requests for market/equity reviews must be submitted to HR via PRR no later than April 1.
One-time merit payment should be given in lieu of a merit increase if the employee is at the max of the
pay grade.
One-time merit payments may not exceed 5% of the employee’s current base unless approved by the
President or Provost.
One-time merit payments may not exceed 5% for the fiscal year.
Any increase not given in September will be effective in March.
Salary Actions + Job Changes
•
•
To reclassify or promote an employee, a PRR must be submitted to and approved by HR prior to
submitting to the budget workbook.
Employees must meet the eligibility for a promotion and may be subject to review by Institutional
Equity. Increases above 5% will require justification; increases above 15% will require justification AND
approval from the President or Provost.
Compensation
Betty Burns – x4632 – bxb143030@utdallas.edu
Employment Specialist
Evelie Giddings – x3561 – eag130230@utdallas.edu
Nancy Joseph – x2219 – nkj140030@utdallas.edu
Things to Remember
•
•
•
•
April 1 – Market/Equity adjustment request
May 1 – Campus-wide roll-out of PA7 for staff
August 1 – New faculty start date
TBD – RA/TA start date*
Q&A