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Office of Human Resources                                                           May 2012 

 

 HR REVIEW

 Your Source for University Human Resources News and Information
Announcements

 

New Payroll Manager Joins HR

The Office of Human Resources would like to extend a warm welcome to Ken Gehrling, the University's new Senior Payroll Manager.  Ken arrives at
comes to Northwestern from the Met
ropolitan Bank Group in Chicago, where he managed payroll and accounts payable for numerous companies in the not-for-profit and union sectors.  Prior to that, J.P. Morgan Chase was Ken's workplace for 28 years. At Chase, he worked as an auditor, payroll manager, project manager, and senior business analyst.

 An alumnus of Illinois State University, Ken is a Certified Public Accountant and Certified Payroll Professional.  He brings with him extensive experience in payroll operations, internal controls, and team management.  This operational perspective is further complemented by Ken's technical knowledge, which includes expertise with PeopleSoft and time entry systems, both similar to Northwestern's FASIS and Kronos applications.

Please join us in welcoming Ken Gehrling to Northwestern. 

 

2012 Staff Recognition Luncheon

The Staff Service Recognition Luncheon was held on Tuesday, May 1, 2012 at the Mid-America Club on the 80th floor of the Aon Center. Over 300 members of the Northwestern community were in attendance to recognize staff members with 20, 25, 30, 35, 40 and 45 years of service. In addition, the luncheon also recognized the finalists for Employee of the Year. Zach McHenry of Faculty and Staff Classroom and Audiovisual Technical Services Information Systems in the Kellogg School of Management won Employee of the Year. Please click here to view the photo of our winner and finalists.

Inside This Issue
Announcements
Upcoming Events
NU Senior Care Connections
Compensation
Staffing
HR Services
Learning and Organization Development
FASIS Updates
Work/Life Resources
Wellness
Quick Links

Upcoming Events

 

Bright Horizons Child Care Center, Fall 2012

Parent Information Sessions 

Tuesday, May 8th, Noon - 1:00 p.m. and 1:00 to 2:00 p.m.

Friday, May 11th, Noon - 1:00 p.m. and 1:00 to 2:00 p.m.

Norris Center, Big Ten Room

These sessions will provide parents with an opportunity to learn more about the new early education and preschool center which will serve children from 6 weeks to 6 years of age.  Please see the attached flyer for more details!

No R.S.V.P. is necessary.   

For additional information, email Bright Horizons.    

 

Educational Seminar

Tuesday, May 22nd, 11:30 a.m. - 1:00 p.m.  

Norris Center, Northwestern Room  

HR Benefits is proud to partner with many outstanding NU schools for this educational seminar. We will be hosting representatives from NU schools who will each highlight the unique components of their educational programs. Join us to learn about the many comprehensive programs available to full-time employees interested in furthering their education at NU. There will also be an overview of the four educational assistance plans available to full-time employees.  This seminar is designed to give you one-to-one access to school representatives and to help you understand how your educational assistance benefits can significantly reduce tuition costs. Space will be provided for you to eat while you listen.      

 

Representatives from the following schools will attend:

School of Education and Social Policy
School of Communication
School of Music
McCormick School of Engineering
Medill School of Journalism
School of Continuing Studies

For more information, please contact Valerie Proctor at 7-1244. 

 

Navigating the College Admissions Process

Evanston: Monday, May 14th, Noon - 1:00 p.m.  

Norris Center, Arch Room 

Chicago: Tuesday, May 15th, Noon - 1:00 p.m.  

Lurie Center, Gray Room  

Everything parents need to know about supporting their children as they apply to college! Join members of Northwestern's Office of Admissions and the Office of Financial Aid as they discuss approaching the college search, preparing for the application process, tips and tools for the financial aid process and more. A member of the Northwestern University Benefits Department will also provide information about portable tuition benefits and reduced tuition plan benefits.

For more information or to reserve your space, contact Phyllis Ellis at 7-1460. 


Work/Life Balance Workshop

Evanston: Tuesday, May 22nd, Noon - 1:30 p.m.  

Norris Center, Arch Room  

These workshops will provide help in managing the pressures and demands of modern living. A member of the consulting team from Perspectives (Northwestern Faculty Staff Assistance Program) will offer useful information about how to set boundaries and dispose of clutter in your life.  Learn about techniques for bringing your work and personal lives into balance. 

For more information, and to reserve your space, please email Phyllis Ellis or call 7-1460 

 

Communications Workshop

Chicago: May 14th, Noon - 1:30 p.m. Lurie Center, Gray Room

Have you ever wondered how what you said to a colleague could be interpreted so differently than you intended? How we communicate influences the quality of our personal and work relationships. Join us for a discussion about the four types of communication styles, the possible motivation behind each style and the most comfortable and effective way of interacting with others. This seminar will help participants define and compare basic communication styles, identify the importance of nonverbal communication, and identify effective communication techniques.

For more information, or to reserve your space, please email Carly McLaughlin or call 7-3631.  

Northwestern Senior Care Connections Program - New 
 
Navigating the complex world of senior care can be a challenge, but faculty and staff now have access to a new service, NU Senior Care Connections. Through this program you can connect with experienced Senior Care Advisors who will provide personal support and guidance, provide options matched to your needs, and peace of mind as you care for your loved ones.  Join us for the launch seminars on campus to learn more about the Care.com benefit and to meet with a Senior Care Advisor! For more information. 
 
How to put the "Share" in Family Caregiving
A Brown Bag, Co-Sponsored by NUSAC 
Chicago: May 23, 3:30 - 5:00 p.m., Lurie, Baldwin Auditorium

Given the significant financial, emotional, and physical demands of caregiving, complicated family dynamics can be one of the most challenging aspects of caring for an aging family member.  Conflicts can arise over many issues: disagreements over an elder's condition and capabilities; financial and legal matters; plus caregiving roles and responsibilities. Sibling rivalries dating back to childhood are often exacerbated under the strain of caregiving.  In addition, the burden of care often falls to one family member, and unequal responsibilities can lead to increased frustration and discord.

This seminar will look at the challenges families frequently face when caring for an elder. We will explore strategies that enable siblings and other family members to minimize conflicts and approach caregiving in a more mutually collaborative and supportive manner. 

R.S.V.P. to Phyllis Ellis at 7-1460.

 

A Proactive Approach to Caregiving: Preparing for the Unexpected

A Brown Bag, Co-Sponsored by NUSAC

Evanston: May 24, 12:00 - 1:30 p.m., Norris, Rock Room 

Many people find themselves unprepared when faced with the complex issues associated with providing care for an aging loved one. The process of caregiving often requires ongoing assessment, flexibility, and knowledge of the health care delivery system. Caregivers may suddenly find themselves trying to sort out the different options for care, without a clear understanding of quality and cost.  Planning can assist families to prepare more effectively for the care of an aging family member, mitigate an unexpected crisis, and ultimately result in better choices and outcomes.

 

This seminar addresses the following questions:

 

  • How can adult children effectively and proactively manage caregiving responsibilities?
  • What are the challenges faced by caregivers and the resources available to meet those challenges?
  • How can adult children mitigate the stress of caregiving and enlist family and community supports?
R.S.V.P. to Phyllis Ellis at 7-1460.
Compensation

 

Merit Review Process 

As you are finishing up the performance review process, either as a staff employee or manager, you are probably wondering about the impact on your paycheck. Last year you and your manager mutually agreed on performance goals for the upcoming year (note: if you missed this step last year, now is the time to do it for next year). These goals contribute to the overall success of the University so it is important to monitor your achievement against these goals on a regular basis. The annual performance process culminates with a year-end evaluation that is designed to evaluate your performance against goals, highlight developmental opportunities and promote job and career advancement.

 

The performance evaluation results inform the decision as to whether or not a merit increase is earned. While performance is a key factor in determining a potential increase amount, there are others including: the budgeted amount allocated for the merit pool, your current salary/pay rate, your salary in relation to the range of your pay grade, and how your pay relates to others in your area.

 

In the interest of ensuring that the staff merit increase program is managed in a fair and equitable manner, Human Resources partners with the leaders of each department/unit to review  the proposed increases, taking the relevant factors into account.

 

At the end of the process, your manager will communicate the rationale and amounts for any pay changes that might occur.

 

The entire process takes several months from start to finish. Here are some key milestones:

Timeframe

Activity

April - May

Prepare FY12 performance review

Develop FY13 performance objectives

May 29

Completed year-end evaluations due to HR

June

Schools and departments prepare increase recommendations

July

Human Resources reviews recommendations

Mid-August

Pay changes finalized and communicated to staff employees

August 19

Non-exempt pay changes effective

September 1

Exempt and IT pay changes effective

September 7

Non-exempt pay changes reflected on paycheck

September 30

Exempt and IT pay changes reflected on paycheck

Please direct any questions you have to your manager or the Compensation Consultant that supports your area.

Staffing

 

Posting Practices 

Departments often have questions regarding the posting of staff positions, specifically, how long they should remain posted. It is important to be aware of the following posting requirements:

 

Duration of Postings   

  • Exempt positions, grade 10 and above, must be posted for a minimum of two weeks before a candidate may be hired.
  • All other positions must be posted for a minimum of one week before a candidate may be hired.
Minimum Interviews
  • Departments are also advised to interview a minimum of three candidates for each open position before a candidate may be hired.

The purpose of these policies is to provide departments with enough time to conduct a thorough interview process and to promote a diverse and well-qualified candidate pool.

 

If you have any questions regarding posting a position or conducting a job search, please contact your Staffing Consultant. For assistance in identifying your Staffing Consultant, you may contact 847-491-7507 (Evanston) or 312-503-8481 (Chicago).

 

For detailed information regarding employment policies and procedures, click here or visit the Office of Human Resources web site.  

HR Services

 

Help New Employees "Hit the Ground Running" 

 In the summer and early fall, many areas of Northwestern are hiring and onboarding new staff members, making it a good time to review the comprehensive onboarding process that has been designed to help new employees feel comfortable and confident during their first days and months on the job. 

 

The Northwestern onboarding process has been developed based on research, respect for employees, and common sense.   Here are some of the tools to make onboarding new employees a smooth, effective, and positive experience:

 

New Employee Orientation

 

  • New Employee Orientation Part 1 is the best way for newcomers to get acquainted with the University in a very short amount of time.  They receive crucial information about benefits and logistics, as well as an overview of the University's structure and the many resources that are available to employees.  New Employee Orientation Part 1 is offered weekly, alternating between the Chicago and Evanston campuses. 
  • New Employee Orientation Part 2 is designed for employees who have been at the University for a few months and are more settled in their positions.   Participants have the opportunity to interact with and hear a senior administrative leader speak on the University's mission and vision.  There are workshops about Northwestern's "Standards for Business Conduct" (the University's major policies and procedures, including the prevention of discrimination and harassment) and Northwestern's "Performance Excellence" process (for good goal setting and communication). New employees will also have an opportunity to talk with other new colleagues during a network-building lunch.  This session is offered quarterly on both campuses.
  • There is an annual new employee reception that provides employees in their first year an opportunity to network and build cross-campus connections.  

Onboarding Resources

 

There are also a myriad of resources that have been developed to facilitate the onboarding process for new employees and their managers, including the following:

 

For employees...

For hiring managers...

If you have questions regarding the onboarding process, please contact Learning & Organization Development at 7-5081 or your Human Resources Consultant.  

Learning & Organization Development

 

The Northwestern University Learning & Organization Development (L&OD) team collaborates with faculty and staff who want to develop their talent and advance their workplace outcomes, processes and engagement. L&OD provides consulting, coaching, workshops, retreats and tools for individuals, groups and organizations.

 


FERPA Online Training Now Available

If you handle student educational record information, check out the new online FERPA training module that was created specifically for Northwestern employees.

 

FERPA (the Family Educational Rights and Privacy Act) online training first illustrates through video how and when FERPA guidelines should be followed. After viewing FERPA: The Big Picture, you can interact with scenarios taken from real-life situations and decide the best course of action to take.

Learn how to get started at

 

Registration Open for Summer Workshops

Registration is now open for workshops offered in June, July and August. Check your mailbox for our summer catalog or look online to see what's coming up.

 

New Approaches for Providing Feedback

Managers, are you looking for a new approach for transforming performance through your feedback? Outlined in David Rock's "Quiet Leadership," here are some questions to ask during your next feedback session:

  • What did you do well, and what did you discover about yourself as a result?
  • What were the highlights of this project, and what did you learn?
  • What went well, and would you like to talk about how to do more of this?
  • What did you do well, and what impact do you think this had on everyone else?

Rock further explains, "There are times for honest and direct conversations about poor performance.  I am proposing that because people are so tough on themselves, and because it works better to focus on creating new wiring than solving problems, that overall we will be better at improving performance if we accentuate the positive and people handle the negative on their own."

 

Questions? Comments? Contact the L&OD team via email or 847-467-5081.

L&OD offers a variety of workshops and opportunities to help improve workplace performance. Check them out!

FASIS Updates 

 

Appointment & Salary Pages Available in Self Service

University faculty and staff can now view their Appointment Overview and Current Salary information in Self Service. Simply log into FASIS Self Service with your NetID and navigate to the "My Appointment and Salary Info" menu -- or use the direct links here:

 

Appointment Overview contains job information for all of your current, active appointments at the University.

 

Current Salary displays corresponding salary information, including your total year-to-date earnings that add to gross. A salary drill-down function allows you to obtain a break-down of year-to-date earnings, providing a subtotal for each earnings type (regular, honoraria, cell phone reimbursement, award, etc.) per appointment. To view this drill-down data, click the icon next to one of the year-to-date figures.

 

These pages also contain "Quick Links" in the top right to connect you directly to other information, such as your Benefits History, Citizenship Info (Visa information for foreign employees), and Paychecks. Please note that these pages are not available to temp employees and graduate students.

  

Update Your Mailing Address

If you will be returning home for the summer, graduating, or otherwise leaving the University, don't forget to update your address in Self Service! Any time you switch residences, including student housing, you need to update your home address on file with Human Resources; this is important to ensure future tax documents and other necessary communication reach you. To update your address, log in to FASIS Self Service and navigate to: Self Service > Personal Information > Home and Mailing Addresses (or click here). Click the pencil "edit" icon next to an existing address to edit it, and save your changes.

 

You must edit your address before you are terminated from the University.  Once your job is terminated, you can no longer access Self Service to make the address change.

Work/Life Resources 

 

Striving for a Healthy Balance:

The Northwestern University Office of Work/Life Resources provides programs, services and consultation to enable staff and faculty to effectively balance the competing demands of work and home.

  

Summer Break is approaching quickly!

Don't forget to use your Sittercity benefit to secure your summer caregiver today!

Sittercity helps you find summer nannies, part-time babysitters, last minute care, and even caregivers to help bring the kids to and from camp!

Caregiver profiles feature background checks, references and reviews from other site members who have used their services. As part of your Sittercity benefit, you have unlimited background checks available. For more information. 

 

Summer Camps

If you have not yet registered your child for summer camp, you may want to visit this on-line resource for local summer camps.  

  

Northwestern Speech and Language Camps - enrollment open!

June 20th - August 8th, Evanston campus

Language, learning and fun are combined at this camp for three to seven year olds that focuses on improving speech and language skills. 

For more information, call Camp Director Tracy Cafferty-Killian, MS CCC/SLP at 847-491-2410 or view online.

 

New! Intensive Summer Aphasia Program (ISAP)

July 9 - August 3, Evanston campus

Aphasia Institute, Speech, Language, and Learning Clinic

One of a handful of intensive aphasia programs available nationally, this new four-week program provides a proven combination of individual and group therapy for individuals with mild to severe aphasia. For application and tuition details, call 1-5012 or Belma Hadziselimovic, Co-Director.

  

On-Going Programs - New Participants Are Welcome!  

Elder Caregiving Support Group
If you are a caregiver for a relative or close friend, you may want to consider joining this group. These monthly brown bag sessions provide an opportunity to exchange information about care-related issues, such as legal, financial and medical questions. For further information, contact Phyllis Ellis or 7-1460.  

 

Work/Life Balance Discussion Group   

Tuesday, May 29th at noon in Norris Center, Alumni Room. 

For those who are looking for more balance in their work and personal lives. This group meets monthly during the lunch hour. For further information, contact Phyllis Ellis or 7-1460.

Wellness 

 

Walking Works

You have been challenged to start walking toward better health by participating in WalkingWorks-a program designated to help you start moving toward better health and fitness! Participating is easy! During the ten-week program you will track your daily walking (either by counting steps with a pedometer or keeping track of the amount of time you spend walking) and record your steps or time each week in the WalkingWorks Online Tracking Tool. Instructions are available in the Online Tracking Tool Guide. For additional information review the Participant Guide.

 

Northwestern University will compete against Loyola University and DePaul University to see who can walk the most. The winner gets bragging rights and the respect of our colleagues.

A kick-off event will be held on both campuses on April 25 - National Walk @ Lunch Day - so faculty and staff can register for the program, and grab maps of the local walking paths and other goodies. 

Additional information coming soon!

 

Weight Watchers at NU

New members can sign up through the NU Employee Portal (company ID: 8908, company passcode: WW8908). Current Monthly Pass holders welcome anytime!

On the Evanston Campus, we meet every Thursday at lunchtime (12:00 weigh-in, 12:30 meeting) in the lower level of the Transportation Center/Chambers Hall. For more information, contact  Tamara Rosner at1-2209. Weight Watchers has returned to the Chicago Campus!  Our meetings are on Mondays at 1pm (12:30pm weigh-in) in Suite 1400 of the 680 Building (Department of Preventive Medicine). Contact Kasandra Pruyn at 3-1871.

 

Commit to Get Fit!!!

Engaging in regular physical activity is one of the most important steps you can take to improve your health. With this in mind, NUFitRec is providing a variety of special offers, activities, and

events throughout the month of May. Join us in recognizing May as National Physical Fitness and Sports Month when you take advantage of one or more offers including  free access to fitness facilities and classes, such as yoga, pilates, zumba,  promotional membership rates, free beach boot camp offer, free fitness assessments and more. For details. (needs link)  

 

May, Better Hearing and Speech Month

Try Hearing Aids Risk Free

Hearing changing?  Never worn hearing aids and wondering if they would be helpful?  Now is your chance to find out at Northwestern University's Audiology Clinic on the Evanston campus. Faculty, staff, students and their friends and relatives who are non-hearing-aid users simply call the clinic at 1-3165 during the month of May and make an appointment for the risk free two-week hearing aid trial.  To allow us to select an appropriate hearing aid based on your individual hearing and lifestyle you will have a series of tests costing up to $291.  Using that information we will custom fit you with hearing aids.  You can wear the hearing aids for two weeks, risk free, and if you decide to purchase the hearing aids, we will subtract $200 from the price of two hearing aids to partially offset the cost of thetesting.  If you decide not to purchase the hearing aids you simply return them. Modern hearing aids work and poor hearing leads to social isolation and depression so help someone with unaided hearing loss this May by having them make an appointment to try hearing aids.