Human Resource Services

October 2008 > HR Forum > HR Pro > HRS Home

HR Forum - October 10, 2008

Also available as a downloadable PDF file: Presentation [PDF: 585KB; 49 pages]

Welcome - Julien Carter, Associate Vice President, Human Resource Services

University Compliance Services (Formerly Office of Institutional Compliance)- Cristy Oliver, Senior Administrative Associate

Office Changes

Political Activity Reminders

Definitions: Political Activities and Contributions refers to contributing to a political campaign or a candidate; participating in a political campaign, either as a candidate or directing someone else's campaign; supporting or opposing legislation either orally or in writing and lobbying.

What You May Do

  • Participate in political activities on your own time
  • Request permission to vote in all elections during university working hours. This includes national, state, or local elections. The time off to vote will not impact your salary or leave.
  • Contribute to political candidates or campaigns with your personal money.

What You May NOT Do

  • Participate in political activities during university working hours or even after hours to the point that it negatively impacts your job as a university employee
  • Use university equipment, supplies or services for political activities
  • Contribute university funds to a candidate or a campaign

Get More Information

  • Your supervisor
  • Office of the Vice President for Legal Affairs or the Office of Governmental Relations
  • Handbook of Operating Procedures, Section 9.87
  • Regents' Rules and Regulations, Part One, Chapter 3, Section 35
  • Texas Government Code Section 661.914

Retired Faculty-Staff Association (RFSA)-Norm Minter, President of RFSA

RFSA

  • The Retired Faculty-Staff Association (RFSA), organized in 1982, evolved from a club formed 40 years earlier.

  • Provides a wide range of activities designed to enrich the retirement experiences of its members
  • Provides 11 scholarships, nine for the long term and two for the summer session
  • Serves as a mechanism for advising UT Austin officials of the suitability of current retirement benefits
  • Has two general meetings each year at which members can renew old acquaintances

RFSA Interest Groups

  • Bridge
  • Discussion
  • Exercise
  • Finance and Investment
  • Fine Arts
  • Health
  • Travel

Privileges of UT Austin Retirees

  • Maintain a UT Austin e-mail address as a retiree, or sign-up for an e-mail account for the first time as a retiree
  • Use of UT Austin Libraries with a UT Austin ID card
  • Use of Employee Assistance Program (EAP) - Confidential counseling for personal and work-related concerns is available for retirees and their eligible dependents
  • Admission to all Texas Union programs sponsored by the Texas Union Programming Committee is offered at student rates with a UT Austin ID card
  • Membership in the Retired Faculty-Staff Association is available to all retirees and their spouses; first year of membership is at no cost
  • Purchase tickets for professional touring events presented by the Performing Arts Center at a discounted price
  • Attend most intercollegiate sports events at a discount or free of charge. A UT Austin ID card is required
  • Purchase a Recreational Sports Facility Permit, which can include family members
  • Eligible for membership in the Campus Club and the UT Club at a special reduced rate
  • Audit courses, if age 65 or older, without charge if space is available
  • Purchase personal computers at a discount from the university Campus Computer Store located in the Flawn Academic Center on the West Mall next to the Tower
  • Apply for a parking permit at a reduced rate
  • Register for computer courses at the Thompson Conference Center and pay the faculty/staff rate
  • Receive a 10% discount at the University Co-Op on everything except textbooks
  • Eligible for UT Austin Employee Discount Program discounts with UT Austin ID card at some particpating vendors

Human Resource Services FY '08 Achievements, Julien Carter, Associate Vice President, Human Resource Services

Human Resource Service Center (HRSC)

  • Implemented Retirement Orientation/Checklist
  • Implemented New Employment and Separation Checklists

Employee Management Services (EMS)

  • Wrote/updated policy and implemented Flexible Workplace and Telecommuting Strategies
  • Launched policy training program for employees
  • Revamped University Appraisal System
  • Established a university-wide Supervisor Coaching Group
  • Established a new Conflict Management Program

Organizational Development (OD)

  • Launched and graduated first round of participants from the new Leadership Growth Program
  • Began laying the groundwork for Career Smart, the university’s new collaborative effort between HRS and CIE for employee professional development (November ‘08 launch)

Work/Life Services & EAP

  • Launched new Life Skills Coaching classes
  • Collaborated with EMS on further development of coaching groups
  • Implemented several new Work/Life Balance educational events
  • Began the efforts to establish Quiet Rooms in UT Austin buildings

Staffing & Career Management Services (SCMS)

  • Career Management Training implemented for Special Consideration employees
  • Implemented Diversity Training and reporting
  • Implemented Contingent Workers program

Workforce Planning & Total Rewards (WFPTR)

  • Researched and reported on UT Austin Commuters
  • Researched and reported on Baby Boomers Retirement
  • Researched and implemented Employee Discount Program

HRS Communication

  • Created and launched new HRS Web site
  • Created processes and systems to improve and streamline HRS communication efforts to the university
  • Launched Employee Discount Program Web site
  • Developed and implemented vendor and marketing campaigns for Employee Discount Program
  • Assisted Rhonda Weldon with early stages of the Communication Assessment of ECS

Staff Excellence and Outstanding Supervisor Awards, Kelly Lomasney, Interim Assistant Director, Human Resource Service Center

Nomination Period

  • November 3 – December 12, 2008
  • Nominations will be submitted online for eligible individuals
  • E-mail announcement will be sent to campus at the beginning of the nomination period
  • Awards ceremony is scheduled for May 7, 2009

HRSC Records and Appointments Update, Kelly Lomasney, Interim Assistant Director, Human Resource Service Center

I-9 and Appointment Statistics

  • I-9s processed
    • July: 2053
    • August: 2356
    • September: 2725
  • Appointments approved manually
    • July: 2749
    • August: 9606
    • September: 11,657

Call Center Statistics September 2008, Ray Scott, Human Resources Manager, Human Resource Service Center

stats

September 08 Data Entry

  • New Employee Insurance Enrollments: 956
  • Employee Status Change Enrollments: 137
  • New Retiree Insurance Enrollments: 102
  • Total Forms Entered for the Month: 1,195

Retirement Fairs, Vilma Santos, Interim Human Resources Manager, Human Resource Service Center

Save the Dates!

  • November 19 & 21, 2008 at the Pickle Research Campus
  • March 24 & 26, 2009 at the Texas Union
  • Inviting TRS, Social Security, Medicare and the retirement providers to present
  • Includes presentations about retiring from UT Austin and the UTSaver voluntary retirement programs

Work/Life Services & EAP Update, Christopher Solis, Office Manager, EAP

Chinese Medicine: Mysteries of TCM Unwrapped-Practical Uses

Presenter: Andra Millian, National Board Certified Master of Traditional Chinese Medicine
Tuesday, October 14, 2008
Noon to 1:00 p.m.
Texas Union, Eastwood Rm.
UNB 2.102
Contact: eap@austin.utexas.edu

Download the flyer for this event.

Flexible Work Arrangements (FWA) and Work/Life Balance

Presenter: Connie Deutsch, Ph.D., CEAP
For: Managers & HR Representatives
Tuesday, October 21, 2008
11:30 a.m. to 1:00 p.m.
North Office Building A
NOA 4.106A
Contact: eap@austin.utexas.edu

Download the flyer for this event.

Flexible Work Arrangements (FWA) and Work/Life Balance [Flyer]

Presenter: Connie Deutsch, Ph.D., CEAP
For: All Employees
Tuesday, October 28, 2008
11:30 a.m. to 1:00 p.m.
North Office Building A
NOA 4.106A
Contact: eap@austin.utexas.edu

Download the flyer for this event.

Quiet/Lactation Rooms on Campus Presentation (PN 007)

Presenters: Connie Deutsch, Ph.D., CEAP, Director, Work/Life Services & EAP
& Linda Millstone, MPA, Associate Vice President for Institutional Equity and Workforce Diversity
Thursday, November 20, 2008
Noon to 1:00 p.m.
North Office Building A
NOA 4.106A
Registration required.

Download the flyer for this event.

Senior Admin Associate FLSA Issue, Rich Burns, Director, Staffing & Career Management Services

Sr. Admin Associate FLSA Project

  • Last year we adjusted the FLSA status for the Senior Administrative Associate title from exempt to non-exempt.
  • A part of the project involved converting two years of state comp time to FLSA overtime where hours worked in a week exceeded 40.
  • Departments and colleges were notified of the new overtime balances and given two years to compensate employees in time or in pay.
  • In some cases, we are seeing that these balances have not been worked down after the first year.
  • We  will forward the calculations to the current department in order to facilitate managing this issue over the next year.

Technical Title Project, Rich Burns, Director, Staffing & Career Management Services

New Technical Titles

  • Sixteen of 20+ new job titles have been developed in a long standing project
  • Project team consists of subject matter experts and stakeholders across campus
  • Purpose is to better identify the work content on campus for benchmarking, workforce analysis, compensation analysis and workforce management

Jobe Code & Title

Technical Titles Migration

  • Complete the final jobs and enter into the pay plan
  • Identify obsolete job titles
  • Restrict any further use going forward
  • Identify incumbents and the respective departments•Communicate with HR contacts: New Titles and Job Descriptions
  • Work with departments to reclassify employees
  • Retire titles with n of 0

Preparing for HRMS Phase 1 Launch, Rich Burns, Director, Staffing & Career Management Services

Important RPM and Appointment Processing Dates

  • To convert data from current systems into HRMS, certain operations will need to be turned off. Please note the key dates below, so you can prepare.
  • 10/24–11/2/2008— Creating new Recruiting and Reclassification (ERA) documents will not be possible since RPM will be unavailable and HRMS will not yet be deployed. Please keep this in mind and plan accordingly. We recognize that this may be an inconvenience but hope that advanced warning will help you prepare.
  • 10/24/2008— RPM cut-off date for ERA documents. No new ERA documents will be able to be created and all existing ERA documents need to be routed to HRS by 5 p.m. CDT on Wednesday, October 24.
  • 10/28/2008— Appointment processing deadline. All appointments must be routed to HRS by 5 p.m. CDT in order to guarantee that any payment due on November 7, 2008 is received on time. NOTE: this is a new deadline.
  • 10/30/2008— Appointment modules (all ANM and ACM commands) in *DEFINE will be unavailable beginning at 6 p.m. CDT.
  • 10/31/2008— ER3 documents in RPM will re-open at 8 a.m. CDT for actions.
  • 11/3/2008— Appointment modules in *DEFINE will re-open on Monday, November 3 at start of business.
  • 10/29/2008— RPM cut-off date for Recruiting Summary (ER3) documents. Users will be locked out from making changes, including applicant status updates, or taking action in RPM beginning at 5 p.m. CDT but will be able to view ER3 documents. ER3 documents in RPM will re-open at 8 a.m. CDT on Friday, October 31 for actions.
hrms_phase1

 

EMS Coaching , Matt Lockard, Senior HR Representative, Employee Management Services

EMS Coaching

  • PN 615: Coaching in Managing Performance (Part of Managing People and Performance)
    • Review/discuss key elements of Performance Management – focus on  performance expectations and effective  coaching
  • October 14, 2008, 9:00 a.m. – Noon
  • November 18, 2008,1:30 p.m. – 4:30 p.m.

HRS Reports

Next HR Forum

  • Wednesday, November 12, 2008, 10 a.m.