HR Forum — March 10, 2010
Also available as a downloadable PDF file: Presentation [PDF: 316 KB, 49 pages]
- Personal & Interpersonal Safety in the Workplace
- International Office-Planning for J-1 Exchange Visitors
- IT Title Migration
- Service Award Certificates & Benefits Updates
- Performance Appraisals
- Changes to Non-Affiliated Student Worker Job Code (0079)
- Compliance Posters
- University Compliance Services
- Next Meeting
Personal and Interpersonal Safety in the Workplace: Recognizing & Responding to Alarming Behaviors—Connie Deutsch, Director of HealthPoint & EAP; Officer Darrell Halstead, UTPD; Jeff Stellmach, LCSW, EAP Counselor
Responding to Potentially Dangerous Situations at Work
- HealthPoint Employee Assistance Program (EAP)
- Phone: 471-3366
- E-mail: firstname.lastname@example.org
Resources for Immediately Dangerous Situations
- Immediate threat, or
- Crime in progress
- Call 911 from any phone—campus, cell, off-campus
Resources for Alarming Situations
- Concern about depression and possible suicide
- Concern about potential violence
- Call BCAL: 232-5050
Guidance for Responding to Troubling People or Situations
- If person of concern is staff or faculty:
- EAP: Fitness for Duty: impaired + unsafe
- EAP: threat assessment (not IMMEDIATE threat)
- EAP: manager consultation
- If person of concern is a student or you don’t know their status:
- BCAL: 232-5050
Dealing with Emotionally Distressed Individuals
Myth: Fear of "pushing them over the edge"
What to do:
- Listen, “active listening,” silence
- Acknowledge their feelings
- Let them cry if they need to. Don’t underestimate the value of just being with them while they are upset and need time to compose themselves.
- Tell them gently and firmly that there are solutions to their problems
- Suggest resources or remind them of their resources:
- Best friend
- Religious adviser
- EAP or CMHC
- Family doctor
- Counselor or therapist
- Direct their attention to specific, concrete things they can do right now or today that would feel comforting to them.
- Focus on what they have control over (calling their doctor, making an EAP appointment, etc.). Create an action plan.
- If you’re concerned about suicide, ask them.
- “I know that sometimes when people are very depressed they think about hurting themselves. I’m concerned that that’s what you’re planning. Are you?”
- If they say they’re suicidal, call BCAL or EAP or CMHC or 911, or ask them if you can contact a family member or friend to come and get them.
- If they say they are suicidal and then they walk away from you or hang up, call 911.
Behavioral “Red Flags” for Potential Violence
- Inappropriately loud voice and agitated gesturing
- Blaming others, taking no responsibility, overreacting
- Extreme grandiosity – grossly overvalues their worth to the university or department; believes they are the only one with the right answers
- Person indicates they have no options
- Person demands “justice” or “revenge”
- Damaging property; throwing objects; pounding a table
- Vehemently refuses to follow policies and procedures
- Indirect threat: “someone’s going to pay for this,” “he’d better watch his back”
- Your “gut feeling”
What TO DO in difficult situations
- Take a deep breath and try to contain your emotions
- Keep a relaxed and attentive approach
- Focus on the other person but don’t crowd them
- Listen and let the person know you’re listening
- Speak slowly and calmly
- Acknowledge the person’s feelings when appropriate
- Be reassuring and authoritative
Things NOT TO DO in difficult situations
- Do not argue
- Do not treat the person with hostility or condescension
- Do not make sudden movements or physical contact
- Do not belittle or humiliate the person
- Do not criticize or be impatient with an agitated person
- Do not try to make the situation seem less serious than it is
Guidelines for all alarming or distressing situations…
- Let person know you’re willing to help; you’re willing to listen; there are other options to solving the problem
- Help them find a solution or multiple options for solving their problem
- Create an action plan for the immediate future (hours or days)
After a Distressing Encounter: Take Care of Yourself!
- Tell your supervisor
- Talk to someone about what happened (best friend, family member, counselor, or co-worker)
- Allow yourself to feel a “delayed reaction”
- Write about what happened
- Be self-nurturing
- Get plenty of rest
- Don’t engage in “if only I had said…” or “what if…?”
- Remember that distressing or traumatic encounters can trigger feelings about similar past incidents in your life
- Emergency: Call 911
- UTPD (non-emergency): 471-4441
- BCAL: 232-5050
- EAP: 471-3366
Workplace Violence Prevention
- View safety videos about responding to active-shooters and about campus violence prevention
- Campus Watch – provides information about the most recent crimes that were reported to UTPD
- Rape Aggression Defense – A free women’s self defense program. Offered to all female staff, faculty and students.
Workplace Violence Prevention Tips
- Call Out – Notify the police department of a problem
- Get Out – Leave the area or building. Go to a place where you are safe. Again, call the police department. Do not assume someone else has called.
- Hide Out – If you cannot leave the area or building preplan where you can hide out inside your building.
- Keep Out – Once you are hidden, you need to keep the subject out of your area. Use what is available to create a barricade.
- Take Out – If the individual gets into your hiding place, formulate a plan to take that person out.
- Shots Fired / Flashpoint – A one hour presentation discussing Work Place Violence. This program can be modified and expanded to a two hour presentation.
- Personal Safety / Basic Crime Prevention – Learn what the criminal does not want you to know. A one hour presentation.
- Office Safety / Office Watch – Similar to the program above with a strong emphasis on office safety and building blocks for an Office Watch program.
- For more information:
Behavior Concerns Advice Line (BCAL) & Words Matter at UT
- Behavior Concerns Advice Line (BCAL)
- Discuss concerns about another individual’s behavior
- Phone: 232-5050
- Words Matter at UT
International Office: Planning for J-1 Exchange Visitors—Andrew Thorley, Assistant Director, Faculty & Scholar Services, International Student & Scholar Services, International Office
J-1 Exchange Visitor
- J-1 is the immigration status most commonly used by foreign scholars in our country for temporary exchanges.
- Scholars, professors, researchers and others may come for temporary periods as a J-1 scholar.
- The J-1 program is not appropriate for hiring an international employee into a tenure-track position.
- Our campus J-1 program requires us to carefully comply with all US regulations.
ISSS J-1 Document Processing Basics
- J-1 requests are submitted on line
- The system will generate three (3) e-mails to:
- Exchange Visitor (future J-1)
- Supervising Professor
- Department Chair/Director
- The Exchange Visitor submits biographical information on line (and a passport copy).
- The Supervising Professor and Department Chair/Director each provide electronic signatures to approve the J-1 request for the academic unit.
- Can check status online
Secure Online J-1 Request Form
J-1 Status Page
- Web site
- Use EID of J-1 visitor to check progress,
- green lettering=received; red letters=incomplete
J-1 Programming—ISSS Plans
- Many improvements made to the online J-1 process over 2+ years.
- The limitations of UT Mainframe Programming make certain targeted improvements difficult.
- Multiple changes to our Web site are ongoing, including the J-1 section.
- In the interim, please plan on better use of both ISSS and Department resources in future J-1 planning.
Faculty & Scholar Services—Assignment Summary
- Matt Jones is the primary contact for:
- Fine Arts
- Liberal Arts
- Other Research Centers located here on the main campus
- Shannon Kawa is the primary contact for:
- Astronomy and the McDonald Observatory
- All Centers, Labs, and Institutes at the J.J. Pickle Research campus
- Erica Wise is the primary contact for:
- Computer Science
- LBJ School
- College of Natural Sciences (other than Astronomy – see Shannon above)
- School of Social Work
Faculty & Scholar Services Training
- Faculty & Scholar Services makes regular visits to Departments and Units
- Next TXClass Training is planned on Thursday, March 25, from 8:30 a.m.-1:30 p.m. at ACE 2.302
- “Internationals on Nonimmigrant Visas at UT” – TX Class PN151 - 8:30-11:30 a.m.
- “Sponsoring UT Internationals for US Permanent Residency” – TX Class PN232
from 12:30-1:30 p.m.
- We invite all interested parties to enroll
Additional J-1 Resources
- See Information for Departments for more information on the J-1 Exchange Visitor requirements
- Each Department and Unit also has an assigned Faculty & Scholar Services Advisor – e-mail or call with inquiries.
- General J-1 inquires can also be sent to: email@example.com
- My e-mail address is: firstname.lastname@example.org
IT Title Migration—Jessica Chamberlain, Acting HR Manager, Staffing & Career Management Services, Human Resource Services
IT Title Migration
- Goal: All applicable positions migrated by September 1, 2010.
- HRS will distribute reports listing positions (filled and vacant) in obsolete titles
- First report distributed on March 10
- Will go to department contacts with VP/Dean’s Office contacts copied
- Will be distributed on a periodic basis through the end of the fiscal year
- Distribution will increase in frequency the closer we get to the end of the year
- Beginning in June
- SMCS will work with departments individually when new position or reclassification requests are submitted under the obsolete titles.
- HRMS templates for obsolete titles will be updated with language directing the user to the new titles.
- If you have questions about the initiative or about how to use the new titles, please contact your SCMS Representative.
Service Award Certificates & Benefits Updates—Kelly Lomasney, Interim Assistant Director, Human Resource Service Center
Service Award Certificates
- Please pick-up your department’s 10-25 year service award certificates in the NOA 2nd floor lobby
- Lapel pins will be handed out with the certificates this year
- 30 year and above will be presented at The President’s Staff Awards
- Thursday, May 6, 2009
- 2:00-4:00 p.m.
- Texas Union Ballroom
Financial & Retirement Planning Fairs
- Save the dates!
- Tuesday, March 23 – Teacher Retirement System, Medicare and Retiring from UT Austin, Social Security, and Estate Planning
- Thursday, March 25 – Retirement Provider booths and presentations
- Events will take place in the Texas Union
- Watch for e-mail reminder, postcard and posting on the HRS Web site as well as the UT Austin Know Events
ARRA COBRA Subsidy Update
- Temporary Extension Act of 2010 was signed into law on 3/2/2010
- Includes an extension of the subsidy to continue for involuntary terminations through 3/31/2010
- 65% premium reduction is now available for up to 15 months, increased from 9 months
- Strong indications that a further extension of the COBRA subsidy program is likely; we will continue to alert you as we get details
- For more information, visit the U.S. Department of Labor Web site
Why Complete Appraisals?
- Policy 9.95 Guides Performance Appraisals
- The purpose of performance appraisals is
- To provide a fair assessment of the employee's performance,
- To assist the employee to improve performance,
- To provide a basis for an appropriate level of compensation, and
- To support and provide documentation for personnel actions under approved policies.
Performance Appraisal Format
- In March of 2009, we announced the creation of a new form
Authorized Performance Appraisal Systems
- If a department would like to develop its own system, they must follow the certification process through EMS
- Certification process instructions are available online
- ITS, HRS, and Liberal Arts have performance appraisals which have also been approved for your use
- The certified systems may contain up to five levels of ratings, one between meets and exceeds and one between meets and does not meet
- Contact your Employee & Management Services (EMS) Consultant
- EMS: 232-2327
Changes to the Non-Affiliated Student Worker Job Code (0079)—Amy Greenspan, Student Employment Coordinator, Employee & Management Services
Non-Affiliated Student Worker Changes
- High School Student Worker job code (0078) eliminated as separate job code
- Non-Affiliated Student Worker job code (0079) revised to include high school students
- Non-Affiliated Student Worker (0079) proper title to use for summer between high school and college
- Does not require pay rate increase to current high school student workers
- UT Austin students can count University Extension (UEX) courses toward hours required for non-academic student employment, but ONLY in Non-Affiliated Student Worker job title
- UT Austin students can combine catalog and UEX courses to meet enrollment requirement
- Department may require students to document eligibility for Non-Affiliated Student Worker job title
- UEX courses do not count for academic student titles (TA, AI, GRA, etc.)
- UEX courses do not count for Federal Work-study eligibility
Required Compliance Posters
- New Posters
- Equal Employment Opportunity is The Law (Updated)
- E-Verify and Justice (New)
- Large Compliance Posters Outdated (Pull down)
- Required Posters Web page contains all required posters
Upcoming UCS Event
- "Everything You Always Wanted to Know about Ethics, Compliance, and Avoiding Misconduct at UT Austin But Were Afraid to Ask"
- Thursday, April 8, 2010
- 2:00-3:00 p.m.
- AVAYA Auditorium (ACES 2.302)
- Please submit questions to email@example.com
New UCS Location
- UCS has moved to a new location - UTA 2.206
- Campus mail code, phone numbers, and hotline information are the same as before
- Campus: UTA 2.206
- Mail Code: G0650
- Phone: 232-7055
- Fax: 232-3722
- Hotline: PO BOX 8118, Austin, TX 78713; 888-877-0002
- Come visit anytime!
- Wednesday, April 14, 2010, 10 a.m.