Management Notes Management Notes A Publication of the Department of Human Resources

April 2015 VOL. 12 No. 2

1

Management Notes

A Publication of the Department of Human Resources

AP Faculty Performance Appraisals and Position Descriptions It is time to conduct annual performance appraisals on administrative and professional faculty as detailed in the Faculty Administrator Perfor-

mance Appraisal Program, which is documented in the AP Faculty Guidebook. Please remember that:

▪ A performance appraisal conference is required;

▪ Performance appraisal conference documentation or performance evaluation instruments must be signed and dated by the evaluator and the

employee;

▪ Completed performance evaluation instruments or performance appraisal conference documentation must be submitted to Human Resources

for filing in the employee’s official personnel folder.

Completed performance evaluations are due in Human Resources by June 5, 2015. Please send them to the attention of: Kathy Williamson.

If you have any questions or need any assistance with the evaluation process, please contact Kathy at 683-4564 or kcwillia@odu.edu

Please join us in welcoming Sharon Nickens

as Human Resources’ newest Benefits Spe-

cialist. Sharon joined the Department of Hu-

man Resources in February and is quickly

adapting to her new role in the areas of ben-

efits administration, FMLA, disability, and

workers’ compensation. Prior to joining ODU,

Sharon worked in several human resources

related roles in the Northern Virginia area. In

these roles, she was responsible for benefits administration, leave of ab-

sence management, on-boarding, recruitment, training and develop-

ment and much more. Sharon completed her undergraduate work here

at ODU and has a Masters of Arts degree in Human Resource Develop-

ment from George Washington University. We are very excited to have

her as part of the HR Team as well as a member of the ODU community.

Please join us in welcoming Cori Okonek

as Human Resources’ new Employee Rela-

tions Consultant. Cori joined us in February

and has quickly adapted to being one of

the team and making significant contribu-

tions in several areas. Prior to joining ODU,

Cori worked for San Diego State University

for almost 10 years in both the University

Center for Human Resources and the Re-

search Foundation Office of Human Re-

sources. In her previous roles, Cori has worked with employees and

managers on all aspects of HR functions including: recruitment, classifica-

tion and compensation, benefits, training and professional development,

and in recent years focusing mostly on employee relations. Cori com-

pleted her bachelor’s degree in Cross-Cultural Communications from the

University of Phoenix. We are excited to have her as part of not only our

HR team, but as a member of the ODU community.

Management Notes Management Notes A Publication of the Department of Human Resources

April 2015 VOL. 12 No. 2

2

ANTHEM DATA BREACH On January 29, 2015, Anthem discovered that cyber attackers executed a sophisticated attack to gain unauthorized access to Anthem’s IT system

and obtained personal information relating to consumers who were, or are, currently covered by Anthem.

Current or former members of one of Anthem’s affiliated health plans may be impacted. The information accessed may have included names,

dates of birth, Social Security numbers, health care ID numbers, home addresses, email addresses and employment information, including some

income data. Anthem has no reason to believe credit card or banking information was compromised, nor is there evidence at this time that medi-

cal information such as claims, test results, or diagnostic codes, was targeted or obtained.

Mailed Notification

Anthem will individually notify all potentially impacted current and former members by U.S. Postal mail, so your household may get more than one

letter with this same specific information on how to enroll in free credit monitoring and identity protection services. These services will be provided

to potentially impacted current and former members free of charge. Anthem has also established a dedicated website (AnthemFacts.com) where

members can access additional information, including frequently asked questions and answers.

Toll-Free Hotline

Anthem has established a dedicated toll-free number that you can call if you have questions related to this incident. That number is 877-263-7995.

Fraud Prevention Tips

There are steps you may take to guard against identity theft or fraud:

Potentially impacted members should remain vigilant for incidents of fraud and identity theft, including reviewing account statements and

monitoring free credit reports. In addition, report suspected incidents of identity theft to local law enforcement, the Federal Trade Commis-

sion, or the state attorney general. To learn more, go to the FTC’s Web site at www.consumer.gov/idtheft or call the FTC at (877) IDTHEFT

(438-4338) or write to the Federal Trade Commission, Consumer Response Center, 600 Pennsylvania Avenue, NW, Washington, DC 20580.

Be aware of scam email campaigns targeting current and former Anthem members. These scams, designed to capture personal information

(known as “phishing”), are designed to appear as if they are from Anthem and the emails include a “click here” link for credit monitoring. These

emails are NOT from Anthem.

DO NOT reply to the email or reach out to the senders in any way.

DO NOT supply any information on the website that may open, if you have opened a link in an email.

DO NOT open any attachments that arrive with email.

Anthem is NOT calling members regarding the cyber attack and is NOT asking for credit card information or Social Security numbers over the

phone. For more guidance on recognizing scam email, please visit the FTC Website: http://www.consumer.ftc.gov/articles/0003-phishing.

Management Notes Management Notes A Publication of the Department of Human Resources

April 2015 VOL. 12 No. 2

3

Management Notes

A Publication of the Department of Human Resources

The Employee Assistance Program (EAP)

The Employee Assistance Program is intended to help employees deal with per-

sonal problems that might adversely impact their work, health, or well-being.

The Employee Assistance Program includes short-term counseling and referral ser-

vices for employees and their covered household members. The EAP provides

assessment, counseling, support, and referrals to additional resources as needed.

The issues for which EAP counselors provide support include:

For assistance with these or other “life” issues, contact EAP at the number below:

Management Tips

“That’s not my job!”

- the importance of brevity

When writing position descriptions, it is a good idea to go

with the wisdom of “less is more.” It is far better to use inclu-

sive, general, and expandable statements in a position de-

scription than to use specific, over-defined, and complex

statements.

Including “other duties as assigned” in every position de-

scription is a good way to ensure that managers have room

to expand an employee’s responsibilities as needed. Even if

the new task assigned is not within the scope of an employ-

ee’s regular duties, the following remains true:

▪ There is nothing barring a manager from assigning work-

related tasks to an employee

▪ Additional tasks do not always mean additional compen-

sation

▪ As long as the tasks are reasonable and work-related

there is no reason an employee should not complete

them

▪ Make sure the employee is qualified to complete the

task

▪ Make sure the employee has clear instructions and

proper training.

If an employee refuses to complete a legitimate

work-related manager assigned task, please con-

tact Employee Relations to discuss the situation

and options going forward.

COVA Care and COVA HDHP

Anthem Blue Cross and Blue Shield

Member Services: 1-855-223-9277

www.anthemeap.com

▪ Alcohol/drug abuse ▪ Spouse/child/parent abuse

▪ Health-related concerns ▪ Retirement issues

▪ Divorce ▪ Workplace stress/conflict

▪ Grief ▪ Family communications

▪ Parenting concerns ▪ Financial challenges

Management Notes Management Notes A Publication of the Department of Human Resources

April 2015 VOL. 12 No. 2

4

Electronic Personnel Action

Form (EPAF) NEWS!

Effective April 1, 2015

New fields have been added to the Rehire

Same Position EPAFs for Hourly, Student, and

Graduate Assistant employees.

The new fields added are:

Employee Class Code

Budget Code

VP Area (Hourly only)

The fields are added to change the employee

class and budget code when the employee

changes to a different employee type.

Example:

Bill Jones is an adjunct employee in the sum-

mer and changes to a graduate assistant in

the fall. The employee class and budget

codes will need to be changed to match the

graduate assistant position.

Review the updated instructions.

EPAF Training Sessions in

April

Training sessions are open to current and new

EPAF users for Hourly, Student and Graduate

Assistant employees actions.

The training sessions include a 30-minute over-

view of the new fields added, inquiries, and

hands-on training with HR and Payroll staff.

Bring your paperwork to key your employees in

class.

EPAF Training Sessions in April:

Monday, 6th, 1:00 – 3:00

Wednesday, 8th, 1:00 – 3:00

Tuesday, 14th, 1:30 – 4:00

(All training sessions are held in BAL, Room

1013 A.)

For first time users: please complete the Elec-

tronic Approval Access form to get access to

EPAFs.

Personnel Date Field for

EPAFs

The Personnel Date field is set up to show the

actual date of change for rate changes, re-

hires and terminations for regular student and

hourly employees.

If the EPAF is submitted on or before the date

of the action, the effective date and person-

nel date should be the same. If the EPAF is

submitted after the date of the action, the

effective date and personnel date will be dif-

ferent.

Example:

Bill Jones resigns from his hourly position

effective March 10. The department

enters the termination after his last day

worked. The effective date will be the

last day of the pay period (March 15).

The personnel date will be his last day

worked (March 10).

Click here for more EPAF Instructions

Contact Brenda Blount at 683-5399 for regular

student employees and Arlinda McGruder at

683-6127 for hourly employees if you have any

questions.

Management Notes Management Notes A Publication of the Department of Human Resources

April 2015 VOL. 12 No. 2

5

Summer 2015 Employee Tuition Assistance The Summer 2015 Employee Tuition Assistance application deadline is: 5:00 pm, Friday, May

1st. A completed application with proof of registration must be received by the Department

of Human Resources prior to the application deadline.

Summer Tuition Assistance is only available for eligible Classified, Hourly, and Faculty. The Tui-

tion Assistance Program for dependents and spouses is not offered during the Summer Se-

mester.

Eligible employees may receive Tuition Assistance for up to three (3) credit hours for the sum-

mer sessions at the Old Dominion in-state tuition rate. The current income cap for Tuition As-

sistance programs is $89,000.

For information on eligibility, maximum credit hours, and other program specifics please re-

view the policy.

Applications are available on the Human Resources forms page. For planning purposes, the

Fall 2015 semester application deadline for employees, spouses and dependents is Monday,

August 3rd @ 5:00 p.m.

Supervisors of Wage Employees– Hours Worked Reminder

According to state law, wage employees may not work more than an average of 29 hours per week annually in the period May 1 – April 30. Total

hours worked must be less than 1500.

Supervisors are responsible for monitoring hours worked and adjusting work schedules in order to comply with this mandate. April 30 is fast ap-

proaching and supervisors with employees at risk for exceeding the limit are advised to adjust work schedules as necessary to be compliant. There

are no exceptions to this mandate.

Should you have any questions please contact Human Resources team members: Cheri Murphy or Catherine Holland.

IMPORTANT BENEFITS EVENTS

SAVE THE DATES

May 1, 2015: Summer tuition assistance

deadline

May 1-22, 2015: Open Enrollment

Health Benefits and Flexible

Spending Accounts

August 3, 2015: Fall application deadline

September 23, 2015: Pre-Retirement Seminar

October 14, 2015: Benefits Fair

Management Notes Management Notes A Publication of the Department of Human Resources

April 2015 VOL. 12 No. 2

6

Midway Classified Performance Management Cycle

We are half way through the classified employee performance cycle. This is a good time to think about goals

that you set for your classified employees last year and take a moment to revisit those goals with your employee.

You might discuss:

▪ Are the goals still obtainable?

▪ Do you, or do I, need any outside assistance to reach those goals?

▪ Are there any issues that should be addressed at this time?

▪ Are there any questions that need to be answered?

▪ Did anything happen this year that could have helped or hindered the achievement of these goals?

Performance Management is a year-round process that involves open communication and dialogue with em-

ployees. If you have not done so already, think about setting up a regular meeting with your employees to talk

about completed projects, current workload, and future goals.

This regular communication can help prepare you and your employees for annual Performance Evaluations.

Regular feedback lets employees know how they are doing in real-time and can provide faster and more con-

sistent improvements. Use your notes from meetings with employees to help develop the Performance Evaluation.

By having conversations with employees early on in the cycle, you will have a good background and time table

to draw from and write a comprehensive evaluation.

Quarterly

Quote

If you shine your

light, others may

see how to do the

same. You can

ignite a chain

reaction of illu-

mination that is

unstoppable.

- Dylan Patterson

Overtime

Employees may not have an overtime leave balance in excess of 240 hours. Employees whose overtime leave hours have reached the 240 hour

limit must be compensated with time and one-half overtime pay for additional overtime hours worked until the overtime leave balance has

been reduced through the use of leave or the payment of leave hours.

Supervisors are responsible for ensuring that an employee’s overtime leave balance does not exceed 240 hours. Overtime leave has no expiration

date. Maintaining a maximum balance of 240 hours increases the agency’s liability.

Requests to payout excess over-time should be submitted to the Budget Unit Director for approval and forwarded to Human Resources Staffing

and Operations Manager by the supervisor.

Management Notes Management Notes A Publication of the Department of Human Resources

April 2015 VOL. 12 No. 2

7

Nutrition Corner: Calcium, Keeping Your

Bones Strong and Healthy Calcium plays an important role in building stronger, denser

bones early in life and keeping bones strong and healthy

later in life. Calcium is needed for muscle contraction,

blood vessel contraction and expansion, the secretion of

hormones and enzymes, and sending messages through the

nervous system. Your heart, muscles and nerves also need

calcium to function properly. Foods rich in calcium include

dairy products such as milk, cheese and yogurt, leafy-green

vegetables (i.e broccoli and kale), and calcium fortified

foods and beverages (i.e. soy products, cereal and fruit juic-

es).

Daily Calcium Recommendations (according to RDA rec-

ommendations):

Adults under age 50 (19-50) need 1,000 mg of calcium and

400-800 IU of vitamin D daily. Adults 50 and over need 1,200

mg of calcium and 800-1,000 IU of vitamin D daily.

Try some of these calcium-boosting tips to get your daily

calcium requirement:

Drink an 8-ounce glass of milk with your meal. (Fat-Free

and low-fat milk have the same amount of calcium as

whole milk).

Add low-fat or fat-free milk to coffee or tea

Eat 1 cup of low-fat or fat-free yogurt with fruit for break-

fast or as a snack.

Add a handful of shredded low-fat or fat-free cheese to

a tossed salad.

Make a breakfast shake by blending low-fat or fat-free

milk with a banana or strawberries

Chicken Quiche

Ingredients:

1 cup chopped cooked chicken

breast (skinned before cooking and

cooked without salt)

1 (10-ounce) package frozen

chopped broccoli, thawed

Butter-flavored vegetable cooking

spray

1 cup nonfat ricotta cheese

1/2 cup plain nonfat yogurt

1/2 cup fat-free egg substitute

1/3 cup grated Parmesan cheese

1/4 cup whole wheat flour

1/2 teaspoon baking powder

1/2 teaspoon dry mustard

1/4 teaspoon salt

1/8 teaspoon ground red pepper

Preparation:

Combine chicken and broccoli;

place in a nine-inch pie-plate coat-

ed with cooking spray. Combine ri-

cotta cheese and remaining ingredi-

ents in container of an electric

blender. Cover and process until

smooth, stopping once to scrape

down sides. Pour cheese mixture over chicken mixture in pie-plate. Bake at

350o for 40 to 45 minutes or until a knife inserted in center comes out clean.

Let stand 10 minutes before slicing into wedges

Nutrition Facts per serving:

Serves 6

Calories: 148

Protein: 19 g

Carbohydrate: 11 g

Total Fat: 3 g

Saturated Fat: 2 g

Cholesterol: 23 mg

Dietary Fiber: 2 g

Sodium: 348 mg

Calcium: 250 mg

A Publication of the Department of Human Resources

Arpil 2015 VOL. 12 No. 2

Vice President for Human Resources: September Sanderlin | Editor/Director of Human Resources: Kathy Williamson | Assistant Editor/ Graphics Designer: Cori Okonek

Contributing Writers: Brenda Johnson—Benefits | Cheryl Foreman—Training | Megan Alston—Benefits | Cheri Murphy—HRIS | Catherine Holland—HRIS | Pamela Harris—Staffing & Operations | Tamara Morgan—Fitness and Wellness

Management Notes

8

Those lazy, hazy, crazy days of SUMMER are almost here!! Need some help getting fit for fun in the sun?

Weight Watchers at work may be just the resource for you.

ODU WEIGHT WATCHERS AT WORK

Meets on Mondays between 12:00-1:00 Virginia Rice Webb Room, Webb Center

Come check us out – what do you have to lose?!?

Questions – call Kathy Williamson at 683-4564 ALL MEETINGS ARE OPEN TO FIRST TIME VISITS!

ODU’s At Work program – cost is $34.34/month.

(Membership in community meetings is $42!)

Employees who are eligible for state health insurance and attend 9 of 12 consecutive meetings are eligible for reimbursement of half the monthly cost through the Commonwealth of Virginia’s Healthy Virginians Campaign!