February 2011 Archives

CLA-OIT System Outage

There will be a system outage, Saturday, February 26, 2011, 8 a.m. to 6 p.m., for networking improvements in the U's Data Center and for routine maintenance and upgrades to servers.

Saturday, February 26, 2011, 8 a.m. to 6 p.m.

  • Central OIT is making networking improvements in the U's Data Center.
  • CLA-OIT staff will also perform routine maintenance and apply upgrades to servers.
  • Systems may be available during the maintenance window.
  • Systems can and will be shut down without warning and may be unavailable for hours at a time.
  • University Google Apps (Gmail, Calendars, Docs, Sites) will not be affected by this outage.

CLA-OIT recommends that you not connect to these systems and servers until after 6 p.m.:

  • CLA-hosted websites
  • CLA-managed email (dept accounts such as @econ.umn.edu, mailman lists)
  • Research servers
  • Unix-based file servers (clio and thalia)
  • Active Directory servers (Home, Shared folders)
  • Terminal servers
  • Database servers
  • Online tools and applications (Intersections, CLAIR)

Contact: help@cla.umn.edu

Central Security Infrastructure Improvement Project

Deadline for 2011 centrally funded security project proposals to Department of Central Security is Tuesday, March 1. Approval by Associate Dean for Planning, Gary Oehlert, required before submission

The deadline for 2011 centrally funded security project proposals to Department of Central Security is Tuesday, March 1. Proposals from CLA units need approval by Associate Dean for Planning, Gary Oehlert, before submitting to DCS. Please contact Scott Elton (elton003@umn.edu; 6-0950) in CLA Planning Office by end of Friday, February 25, if you are planning to submit a proposal. See University of Minnesota, Department of Central Security's website for link to "Central Security Infrastructure Improvement Project" application instructions and forms.

Find summary and archived video link of Campus Conversation: Safety and Security at the University of Minnesota, held last Thursday, Feb. 17th., in information below.


A copy of the presentation from last week's campus conversation about safety and security at the U, and a link to a video of the meeting can be found at Campus Conversations.

Here is a summary of what the meeting covered:

Campus Conversation: Safety and Security at the University of Minnesota

Presenters:

  • Greg Hestness, Assistant Vice President for Public Safety and Chief, University of Minnesota Police Department
  • Robert Janoski, Director, Central Security
  • Gary Christenson, M.D., Director of the Mental Health Clinic at Boynton Health Service

Chief Hestness and Bob Janoski described how the University of Minnesota Police Department and the Offices of Central Security and Emergency Management work together to provide the tools, information, and infrastructure to promote campus safety and to respond to crime, emergencies, and crisis situations. Dr. Christenson addressed the risk for violence in campus settings including those that may arise from mental health considerations, how to identify and address concerns regarding students and employees who may represent a risk to self and others, and reviewed campus resources including mental health services, consultation services, and threat assessment services.

Retirement Incentive Option

RIO is an opportunity for voluntary retirement for eligible employees; this program was approved by the Regents on February 11.

RIO will provide a lump-sum contribution to the State of Minnesota Health Care Savings Plan (HCSP), following the last day of employment. The amount of the contribution will be roughly equivalent to 24 months (52 pay periods) of University subsidy, depending upon the employee's UPlan coverage level (i.e., employee only, employee and spouse/same sex domestic partner, employee and child/children, or employee and spouse/same sex domestic partner and child/children), permanent residence, and work location as of the last day of employment. Additional information on the HCSP may be found at the Minnesota State Retirement System website. Participants in the program may continue medical and/or dental coverage as retirees, subject to the terms of the program in which they participate (either UPlan or Federal). More information is available at the University of Minnesota, Office of Human Resources' website

Enrollment Dates

Faculty, P&A, Civil Service, Union-Represented, and University employees enrolled in Federal health benefits may enroll in the program beginning February 15 through May 15, 2011. A faculty member who wishes to retire during their current appointment must do so on or before the last day of that appointment. All faculty and staff employees who elect to participate in RIO must retire at a date mutually acceptable to the employee and his/her unit, but no later than January 11, 2012.

Eligible Employees

Eligible employees must be actively employed at 75 percent time or greater and hold an appointment term of nine months or longer on the last day of employment. The employee must be currently enrolled in UPlan (or Federal) benefits and be receiving University subsidy for those benefits. Employees must also be eligible for retirement from the University under one of the following scenarios:

  • Age 55 or older with a minimum of five (5) years of service
  • Age 50-54 with a minimum of fifteen (15) years of service
  • Any age with thirty (30) years service

Employees must meet these age and service requirements at the earlier of a) their date of retirement or b) May 15, 2011.

Administrative Representatives or Supervisors/Managers should follow these steps:

  • Provide the appropriate RIO documentation, based on the specific job classification, to eligible employees. (See University of Minnnesota Office of Human Resources' website
  • Certify employee eligibility and determine years of service.
  • Provide information to participating employees regarding the age distribution of eligible employees within unit and job class. (Refer to ADEA Statistics at University of Minnesota Office of Human Resources' website.
  • Obtain necessary signatures on the Retirement Incentive Option Agreement for and, on the last day of employment, the Retirement Incentive Option Release.
  • Enter appropriate information into the HRMS system.
  • Ensure that requests to fill vacancies created by those employees selecting the Retirement Incentive Option program are approved by the offices of the appropriate senior vice president, vice president, or chancellor.

Informational Seminars

Info sessions were held on February 21 and 22.  The recorded presentation will be available online for viewing until the close of the RIO program on May 15. If you have questions, contact the Employee Benefits Service Center at 612.624.9090 or 800.756.2363, option 2 or send an email to benefits@umn.edu.  More information can also be found on the Office of Human Resource's website

Arthur "Red" Motley Exemplary Teaching Award

The College invites nominations for this year's CLA "Red" Motley teaching award. Faculty members must be nominated by at least five CLA undergraduate and/or graduate students.

A description of the award, nomination form, and dossier cover sheet may be downloaded (all are PDFs) on the CLA website or obtained from the CLA Undergraduate Programs Office, 115 Johnston Hall, (612) 624-8675.

Nomination Forms are due in 115 Johnston Hall by 12:00 p.m. on Friday, March 4, 2011. The Undergraduate Programs Office will contact the home department of each nominated faculty member and will provide guidelines for preparing a complete nomination dossier. The department prepares the nomination dossier for the faculty member.

Dossiers are due in 115 Johnston Hall on Friday, April 1, 2011. Departments are asked to submit the original plus 9 copies.

The CLA Instructional Awards Committee will review the dossiers and make a recommendation to the Dean. If you need further information, please contact Barbara Schwab at 612-624-8675 or schwa133@umn.edu.

Driven to Develop: Professional Development Fair

The University of Minnesota's 3rd annual Professional Development Fair is your opportunity to connect with a broad array of career information and resources.

Join us Tuesday, March 8, 9:00 a.m. to 12:30 p.m., in Coffman Memorial Union for an insightful keynote address, informative breakout sessions, and an information expo featuring training and development organizations from across the University.

Dr. Lendley C. Black, chancellor of the University of Minnesota Duluth, will deliver the keynote address How Did I Get Here?.

Breakout sessions will cover career-enhancement topics such as emotional intelligence in the workplace, managing stress at work, using LinkedIn to enhance your professional brand, power play, goal alignment, and more.

Space is limited for the keynote address, so register soon. More information about the Professional Development Fair, and registration instructions, are available at the University of Minnesota Human Resources' website

CLA NOW Meeting Agenda, 2/17/11

CLA NOW Meeting is tomorrow, 2/17/11, in 50 Willey Hall, 9:00-10:00 a.m.

CLA NOW Meeting Agenda for tomorrow's meeting is attached:
CLA NOW Mtg 2.17.11 Agenda-1.doc.

CLA NOW Meeting, 2/17/2011

50 Willey Hall

9:00 - 10:00 a.m.

Background Verification; attachments include the University of Minnesota policy, which includes procedures and appendices, a policy summary fact sheet, a listing of positions for which CLA has determined will require background verifications, and internal CLA processes and procedures.

The University of Minnesota "Pre-Hire Background Verification" policy in conjunction with federal law, governs types of positions which require pre-hire background verifications.

Pre-hire background verifications are required for newly hired, transferred, promoted, reclassified, or reassigned positions, even those of an interim, temporary, or casual nature in the following categories:

  • Senior Administrative Positions
  • Positions with any fiscal management responsibilities
  • Positions where federal or state regulations require criminal checks

In addition to those required by law, the University advises that pre-background verifications be conducted for many other positions.

CLA has determined which positions in addition to those required by law and policy, will require verifications be performed (see attached)*. In most cases, CLA will conduct the "Standard" verification package which includes Social Security Number Trace, Criminal Felony & Misdemeanors, Sexual Offender Search, and Federal Criminal. CLA reserves the right to conduct further verifications as position responsibilities dictate.

The attached information provides the University of Minnesota policy, which includes procedures and appendices, a policy summary fact sheet, a listing of positions for which CLA has determined will require background verifications, and internal CLA processes and procedures.

Questions regarding Background Verifications should be directed to CLA Human Resources, Tihara Chadwick (624-0098) or Millie Reid (626-7648).

*Decisions made at 12.21.10 Dean's Group meeting

Attachments/Links:

 

Annual Review of P/A employees - due 25 February 2011

Process Reminder, Annual Review of P/A Performance in CLA 2010/11

All materials will be submitted to the college electronically via the projects drive no later than Friday, February 25, 2011. Please share this information with academic professional and administrative staff in your units, their supervisors, as well as any others who may support the review process. Information about the annual review of P&A employees is available on the CLA HR Website.

The annual review of P/A performance for spring 2011 will cover the review period of January 1, 2010 to December 31, 2010.

The University requires that written performance reviews be prepared annually for all P/A (93xx, 97xx) employees.  This includes P/A employees that are currently on Z-term appointments. A review should occur regardless of the nature of the merit pool.

In the College of Liberal Arts, the annual review of P/A employees includes the following components: written description of unit's review guidelines/process; employee annual performance summary report; a meeting between the employee and supervisor; a supervisor written evaluation of employee.  An employee response to the supervisor's evaluation is an optional component.  These materials must be submitted via the Projects drive as separate PDF files in the following format:

  • Jones, dept guidelines.PDF
  • Jones, employee summary report.PDF
  • Jones, supervisor eval. PDF
  • Jones, employee response.PDF (if applicable)
If you foresee a problem with the deadline given other concurrent deadlines, or have any other questions, please contact Angie Plambeck (5-1805; Plambeck@umn.edu).

CLA HR Required Hiring Documents for PA Instructional Appointments & Term Faculty for 2011 May & Summer Sessions

Please review the instructional hiring charts of required documentation at http://cla.umn.edu/intranet/hr/ (Academic Hiring Forms - CLA Specific).  The charts have been updated to reflect new information about May and summer appointments.

For May/summer session teaching appointments, only brand new hires and terminated employees require the hiring documentation listed on the chart. 

Because all current faculty and P/A staff have already been reviewed and approved through appropriate systems, because they teach the May and summer sessions at a flat rate, and because courses will be canceled if they do not meet minimum enrollments, there is no reason to review those types of appointments.  Departments should simply complete the HRMS worksheet and generate an offer letter.  Any questions regarding term, type, or position number can be answered by your Personnel Specialist (Millie or Tihara).  Since the college will be waiting for sufficient enrollment figures, appointments won't be entered into PeopleSoft until the course enrollment minimum has been met.

Template offer letters for May and summer terms will be revised to stress that these appointments are contingent on meeting minimum enrollment thresholds.  New templates will be available within the next two weeks.  There will be two different offer letters this year because of the TRP.  May session appointments will still be subject to the TRP; summer sessions appointments will not.  TRP is in effect through June 19, 2011. 

Campus Conversations provide a monthly forum to discuss issues of interest to the University community. All meetings are open to faculty, staff, and students.

The upcoming Campus Conversation: Safety and Security at the University of Minnesota will be held on Thursday, Feb. 17 from 9:30-11:00 a.m. in room 150 Physics and will provide an overview of public safety on campus and the role we all can play to promote a culture of safety at the U.

Presenters:

  • Greg Hestness, Assistant Vice President for Public Safety and Chief, University of Minnesota Police Department
  • Robert Janoski, Director, Central Security
  • Gary Christenson, M.D., Director of the Mental Health Clinic at Boynton Health Service

Chief Hestness and Bob Janoski will describe how the University of Minnesota Police Department and the Offices of Central Security and Emergency Management work together to provide the tools, information, and infrastructure to promote campus safety and to respond to crime, emergencies, and crisis situations. Dr. Christenson will address the risk for violence in campus settings including those that may arise from mental health considerations, how to identify and address concerns regarding students and employees who may represent a risk to self and others, and review campus resources including mental health services, consultation services, and threat assessment services.

Please RSVP to intcomm@umn.edu if you plan to attend.

Visit this online link the day of the event, to join by UMConnect.


More about the presenters:

Greg Hestness
Hestness has served as the Assistant Vice President for Public Safety at the Universityof Minnesota, Twin Cities Campus, since August 2003. He is responsible for the Police, Emergency Management, and Central Security Departments. In April 2004 he assumed the secondary appointment of Chief of Police. Prior to his current role, he served on the Minneapolis Police Department for 28 years, including as Deputy Police Chief from 1994 to 2003. A Minneapolis native, he holds a B.A. from the University and an M.A. from St. Mary's University. He is a graduate of the F.B.I. National Academy, the Senior Management Institute for Police, and the International Association of Campus Law Enforcement Administrators Executive Development Institute.

Robert Janoski
Janoski has served as Director of Central Security for the past seven years, following a twenty-year career with the University of Minnesota Police Department. He is responsible for the University's physical and electronic security infrastructure system-wide. He is an alumni of the University, and the father of three U of M students, providing a unique, first-hand understanding of the safety concerns of employees, students, and parents.

Gary Christenson, M.D.
In addition to his role as Director of the Mental Health Clinic at Boynton Health Service, Dr. Christenson is an adjunct Associate Professor of Psychiatry in the Department of Psychiatry at the University of Minnesota. He is a Distinguished Fellow of the American Psychiatric Association and previous representative of psychiatry to the Minnesota State Advisory Council on Mental Health. He is a member of the University of Minnesota's Provost's Committee on Student Mental Health, Behavioral Consultation Team, Community Response Team, and Employee Threat Assessment Team.

Driven to Develop: Professional Development Fair

The University of Minnesota's 3rd annual Professional Development Fair is your opportunity to connect with a broad array of career information and resources.

Join us Tuesday, March 8, 9:00 a.m. to 12:30 p.m., in Coffman Memorial Union for an insightful keynote address, informative breakout sessions, and an information expo featuring training and development organizations from across the University.

Dr. Lendley C. Black, chancellor of the University of Minnesota Duluth, will deliver the keynote address How Did I Get Here?.

Breakout sessions will cover career-enhancement topics such as emotional intelligence in the workplace, managing stress at work, using LinkedIn to enhance your professional brand, power play, goal alignment, and more.

Space is limited for the keynote address, so register soon. More information about the Professional Development Fair, and registration instructions, are available at the University of Minnesota Human Resources' website

Arthur "Red" Motley Exemplary Teaching Award

The College invites nominations for this year's CLA "Red" Motley teaching award. Faculty members must be nominated by at least five CLA undergraduate and/or graduate students.

A description of the award, nomination form, and dossier cover sheet may be downloaded (all are PDFs) on the CLA website or obtained from the CLA Undergraduate Programs Office, 115 Johnston Hall, (612) 624-8675.

Nomination Forms are due in 115 Johnston Hall by 12:00 p.m. on Friday, March 4, 2011. The Undergraduate Programs Office will contact the home department of each nominated faculty member and will provide guidelines for preparing a complete nomination dossier. The department prepares the nomination dossier for the faculty member.

Dossiers are due in 115 Johnston Hall on Friday, April 1, 2011. Departments are asked to submit the original plus 9 copies.

The CLA Instructional Awards Committee will review the dossiers and make a recommendation to the Dean. If you need further information, please contact Barbara Schwab at 612-624-8675 or schwa133@umn.edu.

Summer Session 2011

Summer Session 2011, upcoming one-week overlap, and staffing

Summer session 2011 planning materials will be distributed in late February or early March.  If you have immediate questions regarding summer session curriculum please contact Assistant Dean Nanette Hanks (nhanks@umn.edu). 

Reminder: There will be a one-week overlap between Spring Semester 2011 and May Session 2011.  May Session begins on May 23, 2011 and Spring Semester does not end until May 29, 2011. This overlap may have scheduling and staffing implications for departments if they employ international graduate students.

Most graduate teaching assistants will be allowed to exceed 40 hours of work during the week of May 23-May 29, making it possible for them to hold both a Spring Semester 2011 appointment and a May Session 2011 appointment.  However, foreign nationals (including F1 and J1 student visa status) cannot exceed 40 hours of work during this one-week overlap under any circumstances, according to INS Regulations.   Please keep this in mind as you begin planning for May Session 2011 staffing. 

Change to Vacation Payout Process

The Vacation payout process has changed to run by pay period rather than daily. 

Effective immediately if an employee terminates within a pay period, vacation payout will occur the following pay period.  For example, if an employee terminates on 1/10/2011, the payout initiation will occur during the pay period ending 1/30/2011, to be received in the check on 2/9/11.  The process for initiating a vacation payout remains the entry of the termination information into HRMS.   Termination information that is not entered in a timely fashion will delay payouts.  Termination information must be entered by the close of the pay cycle for the pay period in which the termination occurred in order to be paid out the following pay period.   Terminations that are not entered by the pay cycle close will cause a delay of the payout. See the Change to Vacation Payout Process.doc for examples.

If you have questions regarding this change in procedure, please call the OHR Call Center at 612-625-2016.

Arthur "Red" Motley Exemplary Teaching Award

The College invites nominations for this year's CLA "Red" Motley teaching award. Faculty members must be nominated by at least five CLA undergraduate and/or graduate students.

A description of the award, nomination form, and dossier cover sheet may be downloaded (all are PDFs) on the CLA website or obtained from the CLA Undergraduate Programs Office, 115 Johnston Hall, (612) 624-8675.

Nomination Forms are due in 115 Johnston Hall by 12:00 p.m. on Friday, March 4, 2011. The Undergraduate Programs Office will contact the home department of each nominated faculty member and will provide guidelines for preparing a complete nomination dossier. The department prepares the nomination dossier for the faculty member.

Dossiers are due in 115 Johnston Hall on Friday, April 1, 2011. Departments are asked to submit the original plus 9 copies.

The CLA Instructional Awards Committee will review the dossiers and make a recommendation to the Dean. If you need further information, please contact Barbara Schwab at 612-624-8675 or schwa133@umn.edu.

Campus Conversations provide a monthly forum to discuss issues of interest to the University community. All meetings are open to faculty, staff, and students.

The upcoming Campus Conversation: Safety and Security at the University of Minnesota will be held on Thursday, Feb. 17 from 9:30-11:00 a.m. in room 150 Physics and will provide an overview of public safety on campus and the role we all can play to promote a culture of safety at the U.

Presenters:

  • Greg Hestness, Assistant Vice President for Public Safety and Chief, University of Minnesota Police Department
  • Robert Janoski, Director, Central Security
  • Gary Christenson, M.D., Director of the Mental Health Clinic at Boynton Health Service
Chief Hestness and Bob Janoski will describe how the University of Minnesota Police Department and the Offices of Central Security and Emergency Management work together to provide the tools, information, and infrastructure to promote campus safety and to respond to crime, emergencies, and crisis situations. Dr. Christenson will address the risk for violence in campus settings including those that may arise from mental health considerations, how to identify and address concerns regarding students and employees who may represent a risk to self and others, and review campus resources including mental health services, consultation services, and threat assessment services.

Please RSVP to intcomm@umn.edu if you plan to attend.

Visit this online link the day of the event, to join by UMConnect.


More about the presenters:

Greg Hestness
Hestness has served as the Assistant Vice President for Public Safety at the Universityof Minnesota, Twin Cities Campus, since August 2003. He is responsible for the Police, Emergency Management, and Central Security Departments. In April 2004 he assumed the secondary appointment of Chief of Police. Prior to his current role, he served on the Minneapolis Police Department for 28 years, including as Deputy Police Chief from 1994 to 2003. A Minneapolis native, he holds a B.A. from the University and an M.A. from St. Mary's University. He is a graduate of the F.B.I. National Academy, the Senior Management Institute for Police, and the International Association of Campus Law Enforcement Administrators Executive Development Institute.

Robert Janoski
Janoski has served as Director of Central Security for the past seven years, following a twenty-year career with the University of Minnesota Police Department. He is responsible for the University's physical and electronic security infrastructure system-wide. He is an alumni of the University, and the father of three U of M students, providing a unique, first-hand understanding of the safety concerns of employees, students, and parents.

Gary Christenson, M.D.
In addition to his role as Director of the Mental Health Clinic at Boynton Health Service, Dr. Christenson is an adjunct Associate Professor of Psychiatry in the Department of Psychiatry at the University of Minnesota. He is a Distinguished Fellow of the American Psychiatric Association and previous representative of psychiatry to the Minnesota State Advisory Council on Mental Health. He is a member of the University of Minnesota's Provost's Committee on Student Mental Health, Behavioral Consultation Team, Community Response Team, and Employee Threat Assessment Team.

Scholarship Recipient Reports

There are a couple of scholarship reports that you may find helpful, if you are not already aware of them.

1) In UM Reports, see the "Student Assistance Account Summary." You can locate scholarships based on criteria such as item type, student name, fund #, or DeptId. You will need Student Data Inquiry Access (requires a short Student Data Inquiry training class) to view this report.

2) In DMS fund statements, there is a "Scholarship Recipient" roll-over in the lower left corner to see a list of recipients from the fund back to FY03.

AFSCME Day on the Hill

View Announcement from Patti Dion, Director of Employee Relations: AFSCME Day on the Hill 2011.doc

Date:    January 31, 2011

To:       HR Pros

From:   Patti Dion

Director of Employee Relations

Re:       AFSCME Day on the Hill

 

AFSCME's Annual "Day on the Hill" will take place on Tuesday, March 22, 2011.  This is an event where AFSCME members jointly visit the legislature in order to lobby for more money, or fewer budget cuts, for the University of Minnesota.

The University supports AFSCME in this effort of emphasizing the University's importance to the state of Minnesota.  Therefore, the University has agreed to allow AFSCME Union members to participate in the "Day on the Hill" activities without loss of pay.

Supervisors of AFSCME employees are encouraged to work with their interested AFSCME employees to arrange for maximum participation in this day's events.  Participating AFSCME employees shall be allowed time off with pay that is not subtracted from vacation, sick leave, or compensatory time balances.  The expectation is that employees interested in attending the event contact their supervisors ahead of time so the appropriate staffing arrangement can be made in the department.

Again, the University supports this activity.  Please work with your employees to attempt to allow interested employees to participate.  If you have questions about the University's position on this event, please contact your HR Consultant.

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