UTHSC HR Reporter April-June 2020

THE HR REPORTER

APRIL – JUNE 2020

OUR NEW NORMAL

HOW WILL YOU SHOW UP? Dr. Alston. Associate Vice Chancellor

INSIDE THIS ISSUE How Will You Show Up?. . . . . . . . . . 1 Sick Leave Bank. . . . . . . . . . . . . . . . . 2 Dear UTHSC Employees. . . . . . . . . . 2 Employee Expectations. . . . . . . . 3-4 Employment. . . . . . . . . . . . . . . . . . . . 5 Benefits. . . . . . . . . . . . . . . . . . . . . . . . 5

HUMAN RESOURCES Chandra Alston, EdD

Associate Vice Chancellor

Damon Davis

Compensation Director

Debbie Jackson Benefits Director

Brittney Murray

Senior Administrative Services Assistant

Alisha Boone

Recruitment Manager

Anesha Jones

Compliance Manager

Debbie Long HR Specialist Gina Curry

Insurance Coordinator

Brandi Martin

Employee Relations Specialist

Tarlesha Gales

Compensation Analyst

Chastity Pegues

HR Support Technician

Barica Horner

Human Resources Specialist

Cierra Richmond

Recruiting Assistant

Rebekka Freeman Employee Relations Manager

Phuong Nguyen Employee Relations Counselor

Tracy Horton

Employee Relations Counselor

Gabrielle Marshall

Recruiting Assistant

Cheressa Lyles HR Assistant

Melissa Rabalais HR Assistant

Brandi Green

HR Temporary Support Assistant

The past few weeks have been some of the most unsettling for many faculty, staff and students in our University. With COVID-19 and the Black Lives Matter movement at the forefront of headlines and other media outlets, we are all consumed. While the world around us is tumultuous, our managers and supervisors must maintain calm while still making progress toward the University’s mission. How we as managers and supervisors “show up” is more important now than ever. Employees need to hear from us more regularly with feedback, check-ins and structured goal-setting. Ensure that those employees who are telecommuting understand current Chandra Alston, EdD expectations (i.e., ZOOM meetings, staff gatherings, tasks and other assignments needed, etc.) and are aware when they are not meeting expectations. Take time to reach out to employees and ensure they are taking care of their personal and professional wellness. Remind them of our campus resource, Employee Assistance Program (EAP), that is available to support them during this difficult time. For employees who are returning to the campus, ensure they are adhering to the campus guidelines (CDCbased) including wearing masks, social distancing, sanitization of office space, frequent hand-washing, and staying at home when you are not feeling well among other items). It is imperative that we come together at this time and support each other more than ever. I implore you to reach out to your colleagues and ensure we all have the support and resources to continue the great work ahead.

THE HR REPORTER

APRIL – JUNE 2020

EMPLOYEE RELATIONS

SICK LEAVE BANK OPEN ENROLLMENT ENDS AUGUST 31!

The Sick Leave Bank (SLB) was created to help seriously ill employees who have exhausted all their paid leave. Eligible SLB members may receive up to 90 days of sick leave bank hours per year. To become a member of the bank, you must agree to a one-time, nonrefundable donation of 3 days (24 hours) or sick leave and you must have at least 48 hours of sick leave by August 31 to join.

Enroll today using the SLB online enrollment form.

All forms should be submitted by August 31.

If you are already a member of the bank, no action is required!

Please contact Employee Relations at 901.448.8481 or employeerelations@uthsc.edu for additional information.

DEAR UTHSC EMPLOYEES We hope that you are staying safe and healthy during these trying times.

As the COVID-19 virus continues to spread nationally, UTHSC is doing all that we can to remain responsive to the evolving needs of our employees while continuing to adapt and provide excellent service to our community. We have implemented rules on mandatory PPE and social distancing and REQUIRE all employees to complete the online safety training.

We recognize that any of us can be directly impacted by the spread of COVID-19. In order to address your needs and keep our campus safe, we ask that all employees perform a daily online self check prior to coming on campus. If you experience any related symptoms or have been directly exposed to COVID-19, please stay home and get tested! Here is a list of free Shelby County testing sites: covid19.memphistn.gov/resources/covid-19testing-sites-in-shelby-county/.

If you recently got tested and awaiting results or have a positive diagnosis of COVID-19, please notify us immediately by completing this online form.

A Human Resources representative will contact you to assist and answer ny questions regarding COVID-19-related leave.

If you have any questions about the required training, self-check process, and COVID-19 reporting, please visit our Employee Guidance page or contact hr@uthsc.edu.

Thank you for your cooperation and continued commitment to UTHSC as we collectively learn to navigate this new reality.

THE HR REPORTER

APRIL – JUNE 2020

WHEN EMPLOYEES DON’T MEET EXPECTATIONS MY EMPLOYEE’S PERFORMANCE OR WORKPLACE CONDUCT IS NOT MEETING EXPECTATIONS. WHAT DO I DO?

ALWAYS CONSULT HR • Prior to initiating progressive discipline.

• Prior to terminating an employee.

1

First, consider these four questions.

Have you given them specific, measurable, and realistic goals and performance expectations in writing?

Have you provided the appropriate coaching, training, resources, and guidance?

Have you provided regular, clear, and timely feedback on where they are not meeting expectations in writing or during performance evaluations?

Have you told your employee that their performance or conduct is unsatisfactory?

2

• In all cases of serious or gross misconduct.

If you have answered yes to all the above, consider having a formal discussion with your employee about their unsatisfactory work performance or conduct. Be sure to discuss the following. xplain exactly how their conduct or performance is consistently E failing to meet expectations or goals. Follow-up by reflecting this in their evaluation.

Provide specific and detailed examples.

We encourage all managers to undergo the same steps for their Probationary Employees. It is important to provide written feedback during the 3-month and 6-month performance evaluations.

Human Resources Employee Relations 910 Madison, Suite 764 Memphis, TN 38163 901.448.5600 employee-relations@uthsc.edu uthsc.edu/hr/employee-relations

Refer to their position description, documented feedback, goals, and written department rules or policies.

Discuss what can be done differently in order to help your employee meet expectations or correct their behavior.

3

If performance or conduct issues continue to persist and there has been no successful resolution, consult with HR Employee Relations. We can discuss the following options.

Performance Improvement Plan.

Disciplinary action for unsatisfactory performance or conduct, which is typically implemented on a progressive basis. Discipline may include letter of expectation, written warning, final warning, and termination.

Mediation is an option as deemed appropriate by Employee Relations if manager(s) and employee(s) experience consistent irresolvable conflict.

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THE HR REPORTER UNIVERSITY RESOURCES EMPLOYEE RELATIONS ORGANIZATIONS The Employee Relations Committee (ERC) and the Exempt Staff Council (ESC) consist of elected staff representatives who assist in providing information, support, and advocacy to non-exempt and exempt employees.

To learn more, contact hr@uthsc.edu

CONNECT WITH EMPLOYEE RESOURCE GROUPS Women’s Resource Group wrg@uthsc.edu Young Professionals Group ypg@uthsc.edu

REPORT OTHER CONCERNS Fraud, Waste, and Abuse Office of Audit and Compliance 901.448.1435 iscrimination, Harassment, D and Sexual Misconduct Office of Equity and Diversity 901.448.2112 Criminal Activity UTHSC Campus Police 901.448.4444 (Emergency) 901.448.5679 (Non-Emergency)

CONFIDENTIAL RESOURCES Employee Assistance Program 1.855.437.3486 University Health Services 901.448.5630 (8:00 am - 5:00 pm)

901.541.5654 (Emergency after-hours)

APRIL – JUNE 2020

EMPLOYEE CODE OF CONDUCT The code provides employees with guidance on how to conduct themselves in an ethical and responsible manner. It is comprised of 15 general principles and statements. Below are key expectations and examples of prohibited conduct:

ETHICAL AND RESPONSIBLE CONDUCT • Employees are expected to conduct themselves fairly, honestly, in good faith, and in accordance with the highest ethical and professional standards and to comply with applicable laws, regulations, contractual obligations and University policies.

RESPECT FOR PERSONS • Disorderly conduct using discriminatory, abusive, or threatening language; fighting, provoking a fight, or attempting bodily harm or injury to another employee or to any other individual or threatening physical action or injury on University property or during University activities; or other conduct that threatens or endangers the health, safety, or well-being of any person.

• Violation of any University policy against harassment, discrimination, or retaliation.

STANDARDS OF ATTENDANCE • Unexcused Absence. An absence without proper notification or satisfactory reason is unexcused. And absence of three consecutive days without notification or satisfactory reason is considered a voluntary termination.

• Repeated Tardiness. Tardiness is defined as arriving at work past the appointed starting time without supervisory approval.

• Other Absences. Such absences include the failure of employees to report to their work place at the beginning of the work period, leaving work before the end of the work period, and failure to inform the supervisor when leaving the work area.

WORK PERFORMANCE • Insubordination or refusal of an employee to follow instructions or to perform designated work or to comply with directives of authorized University officials.

• Failure to wear proper uniform or identification in the prescribed manner as may be required by the University.

• Sleeping on the job.

• Failure or refusal to maintain or obtain required licensure/ certification/registration.

• Instigating or participating in deliberate low productivity, and/or interfering with another employee’s work.

UNIVERSITY POLICIES

For more information, see the following key policies at uthsc.edu/hr:

HR 0128 Human Resources Development HR 0160 Termination of Employment HR 0338 Family and Medical Leave HR 0380 Sick Leave

HR 0397 Worker’s Compensation HR 0525 Disciplinary Actions HR 0580 Code of Conduct HR 0640 Grievances

THE HR REPORTER

APRIL – JUNE 2020

EMPLOYMENT Employment is hosting a weekly Engagement Series every Friday 10:00 – 10:30 am from May 15 – Aug 14 on various topics. Registration is emailed weekly but you can also review topics and previous sessions on our website: uthsc.edu/hr/hr-engagement.php

BENEFITS 2020 WELLNESS PROGRAM ActiveHealth Management is our wellness vendor and is ready to help you achieve your health goals.

Employees can go to go.activehealth.com/wellnesstn for more information.

WELLNESS PROGRAM Returning members, and new users who create an account, have access to a health assessment, coaching support (online personal or group coaching, or by phone), a weight management program*, biometric screenings*, as well as many other online resources. A web portal and mobile app will allow you to access online wellness resources, interact with your coach and access an incentive center*.

Returning members can just log in. New members will need to create your online account to see what programs are available • Log on to myactivehealth.com/wellnesstn to get started.

– I MPORTANT! Members/spouses MUST complete the ActiveHealth health assessment to be eligible for cash incentives.

• New users, go to the Create An Account link and follow the steps to register. You will need to have your 8-digit Edison ID handy. The ID can be found on your or your spouse’s Caremark card.

Once you complete ActiveHealth’s online health assessment, you and your spouse can each earn up to $250 a year by completing certain wellness activities (if eligible). Each participant will be able to earn the maximum $250 per person ($500 annual maximum per family).

BIOMETRIC SCREENINGS Quest Diagnostics is our biometric screening vendor. To set up your online account with Quest, click here. When you set up your Quest account for the first time, you will need the registration key: SOT. Then follow the instructions.

Here’s how to get a screening When you log in to your Quest account, you will have the option to: • Schedule an onsite screening if one is scheduled near you or • Download the physician screening form to take to your annual physical (well visit).

• You can earn the biometric screening cash incentive by completing either biometric screening option.

• You can also download the ActiveHealth app. Search for “ActiveHealth” in your app store.

Once you choose your screening option that is the only option you will see in your Quest account. If you change your mind, just cancel the onsite appointment or cancel the physician screening form and select the other option. The cut off deadline for the biometric screening is November 30, 2020.

• Click here for a printable 2020 Incentive Table that shows all of the ways enrolled state and higher education members and spouses can earn cash incentives and how to get started.

If you have questions about the wellness plan, please contact Active Health at 888.741.3390.

For more information, please contact: Human Resources | 910 Madison Avenue | Suite WP012, 1st Floor t 901.448.5600 | f 901.448.5170

uthsc.edu/hr

Your annual physical is covered by the health plan at no cost, if you use an in-network provider.