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• January 2008
• September 2007

January 2008  

Message from the Acting Vice President for Human Resources - Gerard Garcia 

Greetings!

Where did the year go? It seems like just a few days ago, it was the season for family, friends, food and gift-giving. Now, we have ushered in the New Year. But before we get too far ahead of ourselves, let's take a moment to reflect on the spirit of giving that was expressed throughout our campuses.

The University continued its strong tradition of service to our communities - the School of Health Related Professions (SHRP), School of Public Health (SPH), Robert Wood Johnson Medical School (RWJMS), and University Behavioral HealthCare (UBHC), all sponsored either toy, food or gift drives for children and families in need. The Board of Concerned Citizens (BCC) also sponsored a toy drive. There may have been others, and we commend all of you for making a difference in the lives of our fellow citizens.

The University undoubtedly is an institution that values service to others. We have remained focused on our missions of education, healthcare and service in these challenging, recent years. Because of that commitment, we were able to successfully work through them. There is still much work to be done. As we move forward into 2008, let us stay true to our missions of education, healthcare and service to our constituents.

On behalf of the Department of Human Resources, we wish you and yours a happy and prosperous New Year.

TRAILBLAZERS 

Over the past few months, Human Resources has been fine-tuning its departmental goals. Management and staff retreats were held and short and long-term objectives defined. We commend all Human Resources staff for their generous participation during these planning sessions. One of our goals is to build even stronger and more effective relationships with our customers – the schools and units. Your needs are our priority and we look forward to accomplishing much together in 2008.

UP CLOSE AND PERSONAL - Nancy Kiernan 

Nancy Kiernan, Benefits Associate for the New Brunswick campus, is in our spotlight this edition. Let’s get up close and personal with Nancy:

Nancy has been with the University for over ten years, having been hired in September 1997. She came to UMDNJ with 22 years of professional experience in Human Resources in the areas of employment, labor and employee relations, management and supervision. She has served as a Human Resources Representative, Sr. Human Resources Specialist, and as Human Resources Generalist.

Nancy has four children and three "wonderful grandchildren." She collects antiques – her collection consists of old glass bottles, kitchen utensils and some treasured pieces of furniture dating from the early 1900's that were used by her grandmother – an oak ice box, a Hoosier kitchen work cabinet and a railroad clock. Nancy loves to make craft items, enjoys gardening and reads all types of novels.

Del Moss, Director of Compensation & Benefits Services (CBS) and Nancy's manager, states "Nancy has a heavy workload -- she has a strong work ethic and puts in many hours beyond what is expected."

Thank you Nancy, for giving your best to our customers – you are a valued University employee and we appreciate your dedication.

WHAT’S HAPPENING 

State Changes Medical Plans  

The New Jersey Division of Pensions and Benefits (DPB) has made changes to its medical plans under the State Health Benefits Program (SHBP) that will affect current covered employees. The Request for Proposal (RFP) to replace the Traditional and NJ PLUS plans with a Preferred Provider Organization (PPO) has been awarded to Horizon. A PPO eliminates the requirement of obtaining a referral from a primary care provider in order to see a specialist within the network. Members pay a co-payment each time medical services are rendered in-network. PPO members can also obtain services out-of-network – there is a yearly deductible and the insurer usually pays a percentage of the medical fees for out-of-network, with the patient responsible for the remaining costs. Aetna and CIGNA were awarded the bid for the HMO plans. What does this mean to you? It means if you were enrolled in the Traditional or NJ PLUS plans, you will need to select a new plan, either Horizon for PPO services, or Aetna or CIGNA for HMO services.

The State is conducting a special open enrollment from January 28, 2008 to February 15, 2008 to allow employees to make new enrollment selections. This is a major undertaking and Human Resources Benefits staff will be working very hard to ensure your questions are answered and enrollment changes are effected. Please feel free to call your Campus Benefits Office at one of the following telephone numbers if you have any questions.

Camden and Stratford	856-566-6162
Newark	973-972-5314
Piscataway/New Brunswick	732-235-9417

A New Hire Orientation Website 

Human Resources Information Services (HRIS), Benefits and Training & Organizational Development have been working hard on a New Hire Orientation website. The site is designed to provide new members of the UMDNJ family the greatest flexibility in discovering our outstanding University and the benefits it provides. It is a precursor to classroom orientation providing the opportunity for new staff to come fully prepared for their orientation meeting. New employees can access forms, useful checklists, directions and other pertinent information that may ease the transition to becoming a UMDNJ employee. Online orientation also provides useful resources for current employees who need a refresher regarding benefits and forms that may be useful.

Coming Soon - Benefits Website 

The Human Resources Benefits Department is completing its web pages which will include a Benefits Wheel, a visual access point to the University’s rich benefits program. The site should be launched early in February.

Human Resources Collaborates 

Have you heard about COOP? COOP stands for Continuity of Operations and a University-wide Project Management Team (including staff from Human Resources) is currently developing a COOP plan for the University. The University’s COOP plan will be a compilation of the COOP plans for all individual schools and units. It is a monumental task since each department within a school/unit needs to identify essential functions and write a Business Impact Analysis for those functions, in addition to identifying delegation of authority, orders of succession and alternate facilities. At this time, 97% of Central Administration has completed their COOP plans. The team is led by Brendan McCluskey, Executive Director of Emergency Management & Occupational Health and Safety.

Human Resources team members assisted in the writing of a Disaster Credentialing policy and procedure for dependent practitioners for University Hospital (UH). Meetings were held with Brian Dolan, the Director of UH Disaster Preparedness; Donna Cuddeback of the Medical Staff Office; Carol Taylor, Human Resources Business Liaison; and Nimia Valencia, Human Resources Generalist. The policy is a requirement of the Joint Commission.

Honoring our Veterans 

Human Resources and Public Safety were among those who participated in the raising of a new P.O.W. flag in front of the Stanley S. Bergen building on Veteran’s Day, November 12, 2007. The flag raising and a message from President Owen (which appeared online at the President’s Page) were expressions of the University’s gratitude to its Veteran employees and their families for their service to our country.

Employee Charitable Campaign 

The University wrapped up the Employee Charitable Campaign (ECC) in December. This annual program, sponsored by the State, gives all of us an opportunity to make a difference locally and globally. Thank you to the Campus Coordinators and Solicitors (approximately 100 across three campuses) who worked to make the campaign a success -- and to all of you who continue to open your hands and hearts – you do make a difference. We will publish the campaign results in a future edition.

The ECC University-wide Coordinator is Helen Margulski, Human Resources Special Projects Coordinator.

Newark


New Brunswick


Stratford

Still Time For Flu Shots 

The flu season is upon us….remember to get your flu shot! People in certain high risk groups such as (1) direct patient care providers; (2) aged 50 or older; (3) those with chronic medical conditions; or, (4) pregnant, are advised to get vaccinated. See your healthcare provider to be sure because those with certain allergies or other conditions should not receive the vaccine.

Worksite Wellness Tool At Your Fingertips 

Some time ago, Human Resources introduced an employee wellness resource from the American Cancer Society -- Fightcancer.org. This interactive site has great tools to keep you on track with your fitness goals. If you haven't yet explored the site, go to http://www.fightcancer.org/ACSWW/Support/Login.asp and enter the login UMDNJ. Check out BecauseWeCare, the monthly newsletter with "healthy ideas for a healthy workplace."

Managing Stress  

For some individuals, the holiday season was a stressful time of the year. For example, a shortage of disposable time, perceived pressures of selecting the perfect gift for a loved one, juggling social obligations, coping with traffic congestion, and adjusting to an inordinate amount of social/interpersonal requests are all potential stressors. Given the demands of our lives, it's important to remember that stress can be successfully navigated by managing these demands so that distress is minimized. The benefit of instituting stress management strategies is that this wonderful season can be appreciated for the joy and happiness it is meant to bring. One resource available to University employees in addressing their stress-related concerns is the UBHC-Employee Assistance Program mental health professional. For free and confidential services, please call:

Camden and Stratford	856-770-5750
Newark	973-972-5429
Piscataway/New Brunswick	732-235-5930

Discounts for Personal Purchases at UMDware and Verizon Wireless 

Employees can purchase personal Dell PC’s and laptops through UMDware. Go to http://www.Dell.com/UMDNJ to see what products and discounts are available to UMDNJ employees. P.S. These personal products will not be configured and installed on to the UMDnet.

Verizon Wireless also has employee discounts for its products and services. Check what’s available at http://www.vzw.com/getdiscount.

Tuition Assistance Program Benefits You 

The University’s Tuition Assistance Program reimburses staff for undergraduate and graduate level studies. The program is the University’s investment in its most valuable resource, human talent. To determine eligibility and reimbursement limits, review the staff policy at http://www.umdnj.edu/hrweb/pol.html. Faculty should review the Faculty Tuition Reimbursement policy at the Faculty Handbook, http://www.umdnj.edu/acadweb/facultyhandbook/

September 2007  

Message from the Acting Vice President for Human Resources - Gerard Garcia 

In a speech in Cape Town, South Africa, on June 7, 1966, Robert F. Kennedy said, "There is a Chinese curse which says, "May he live in interesting times." Like it or not, we live in interesting times..." As it turns out Senator Kennedy was wrong, there is no such curse, but this is a sentiment that the employees of UMDNJ can certainly relate to. We have all been living through an "interesting" period in the University's history.

During times of uncertainty it is of vital importance to get back to basics, to remember our core values and the reason we are all here. The University's missions of Education, Healthcare, Research and Service to the Community are far too important to permit distraction. Some things do not change based upon whether the news in today's paper is good or bad. Among those are the needs of patients who require care, students, who are seeking an education or the importance of a medical breakthrough.

Whether you are on the front lines of the University directly pursuing our missions, or your job is to enable others to do so by providing the support without which they could not succeed, UMDNJ's employees affect the lives of others on a daily basis. The mission of Human Resources is not only to support the University as constituted by its various schools, units, divisions and departments, but to support those who support our missions - our employees, both faculty and staff, without whom there would be no University.

In their book "Encouraging the Heart," Kouzes and Pozner, two renowned authors, remind us of the importance of celebrating our successes. In this the inaugural edition of "On the Job...online" we take the opportunity to celebrate Human Resources staff that have furthered their capability to serve our employees by becoming certified in their chosen profession. We celebrate the success of this year's Youth Work Experience Program and the contribution it has made to the surrounding community in Newark. We celebrate the newsletter itself, a new way to provide our customers with important information and better service. Most of all, however, we celebrate you, our customers, and all that you do right. You are the reason we are here and we will not forget that.

TRAILBLAZERS 

We met our commitment to close the knowledge gap in Human Resources by offering the opportunity for staff to achieve certification as Human Resource Professionals (PHR) through the Society for Human Resource Management (SHRM). There was a 90% success rate for this program - congratulations to our HR Trailblazers on their achievement - you, our customers, are reaping the benefits of this initiative.

UP CLOSE AND PERSONAL - Marion Stephens 

This new feature spotlights Human Resources staff members - it is an opportunity for us to acknowledge them in a more intimate way. Let's get up close and personal with Marion Stephens, Senior Human Resources Clerk, who works on the Newark and New Brunswick campuses:

Marion has been with the University (and serving in the Department of Human Resources) since 1980 when she was hired as a Personnel Clerk. At that time, her duties included acting as receptionist, filing and conducting verifications of employment. Since 1982 she has worked in Data Administration where her responsibilities currently include managing employee files, subpoenas, archiving, and assisting in various other projects. Marion has received many certificates and recognition awards over these past 27 years as she is extremely dedicated to her work. The following are her personal expectations:

"That I complete an exceptional amount of work each day. I am proud of who I am and who I work for. I will always be a team player and show respect and act courteously towards my fellow colleagues."

Marion is a firm believer that every day someone touches your life in one way or another and that all people smile in the same language. She loves baking and party planning and is a doll collector with over 250 dolls in her home.

Margorie Michele, Director of Human Resources Services, and Marion's manager, says Marion "is a rock - she goes above and beyond and models the behaviors we all should aspire to. She's a real champion."

Marion, we celebrate you. You are a valued University employee and we appreciate all that you do.

HR NOTES 

A new online resource will be launched in November. This tool is targeted for University managers and is designed to assist with understanding Human Resources business processes and more. The goals are to enhance: (1) leadership of our talented, diverse workforce; (2) communication of policy decisions; (3) manager/staff relationships; (4) understanding of contractual requirements in a union environment; and (5) facilitation of employee personnel transactions. We look forward to receiving your feedback.

WHAT'S HAPPENING 

Leading a Diverse Team - It's a Matter of Respect 
Guest Columnist, Catherine Bolder, Associate Vice President for the Office of Workplace Diversity (OWD)

Managers often wonder how to maximize the performance of employees, especially employees from diverse racial, cultural and religious backgrounds. Some think you lead by example, making sure you demonstrate error-free performance and perfect attendance as what is required. Others believe participatory management is the key, providing employees with an opportunity to take part in the conversation on how department goals can best be achieved. Diversity consultants may tout holding cultural celebrations periodically as a method for learning about others and building employee camaraderie and loyalty. And, more recently, cultural competency training has gained attention as critical for effective cultural interactions. All of the above strategies have some merit and may be successful to varying degrees. Successful leadership in a diverse racial, cultural and religious environment, in my opinion, is a matter of RESPECT.

You will often hear employees say it. Some will let you know very directly, while others will convey how they feel through subtle messages or behaviors. Many employee complaints emanate from employees feeling disrespected by their superiors. The press releases by the President of the New York Transit Workers Union included many comments about his members feeling that they had been treated poorly by the Transit Authority. Conflicts between employees from different racial or cultural groups are often sparked by a small action or comment interpreted as disrespectful to an employee of one group by an employee from another group. Stephen Young, in his program MicroInequities: The Power of Small,^TM describes how small subtle actions, MicroInequities, ultimately convey the true message and are more pervasive and powerful than the words used. They convey how you truly feel. These messages can be interpreted as discriminatory and harmful, ultimately undermining leadership and unit performance. These messages drive the performance of everyone in an organization.

So how can we convey respect to our employees? Webster's dictionary defines respect as: "to show consideration for...appreciation...a feeling of deferential regard; honor, esteem." However, I believe Aretha Franklin said it best in the lyrics of her hit song Respect:

"R-E-S-P-E-C-T -- find out what it means to me. R-E-S-P-E-C-T -- take care of TCB."
Let us find out what is important to our employees. Is it in seeking their input in departmental decisions in which they will be impacted...for example, the color uniform they wear? Or, is it in acknowledging staff as an important part of the team by saying "hello" when you pass them in the hall? Is it taking an interest in their development by encouraging them to go for a degree or registering them for additional training? Is it asking about the family or helping them to understand how important his or her job is to the operation of the unit? Or, is it taking into consideration the impact of culture on how they work or making the religious accommodation? Whatever it is, find out and become interested. It's what you say and how you say it that is important.

Remember, a micro of respect can go a long way toward helping you maximize the performance of your diverse workforce.

Setting the Standard - HR Performs! 

The Human Resources Services division is HR's frontline, where Human Resources Generalists function as your single point of contact for recruiting services, advocacy and consulting on diverse HR matters. Our Training & Organizational Development division is also a "frontline" provider, charged with improving workforce performance through training and organizational development consultations.

One of the promises we made to you is to provide timely solutions and services. We measure our effectiveness in keeping these promises by setting performance standards. Check out the standards that follow - they reflect our commitment to effectively serving you, our customers, and demonstrate our willingness to be accountable for keeping our word. We strive to set an enviable customer service standard and challenge you to let us know how we are doing against these standards.

Human Resources Services Division
Item	Standard
1. Posts vacancies for client department	Within 24 hours of receipt
2. Screens and refers candidates	Within 72 hours of posting
3. Follows up with hiring department for candidate status	Within five (5) days of candidate referrals
4. Responds to telephone/email inquiries	Within 24 hours
5. Makes referrals to HR subject specialists.	Within 24 hours

Training & Organizational Development
Item	Standard
1. Organizational Development Project evaluations	On a scale of 1 (poor) to 5 (excellent), must receive a minimum of 4 for overall services.
2. Training Workshop evaluations	On a scale of 1 (poor) to 5 (excellent), must receive an aggregate of 4.2 for facilitator and content.
3. Course Enrollment processing	Within 24 hours.
4. Response to inquiries	Within 24 hours

Open Enrollment and Campus Benefit Fairs 

This year's State Health Benefits Program (SHBP) Open Enrollment and campus Benefit Fairs will occur during October 2007 (coverage effective date is January 1, 2008 for any changes you may elect).

The New Jersey Division of Pensions and Benefits (DPB) plans to replace the Traditional and NJ PLUS plans in early 2008 with a Preferred Provider Organization (PPO); a PPO eliminates the requirement of obtaining a referral from a primary care provider in order to see a specialist within the network. Also, current HMOs will be required to bid for their continued participation in the State Health Benefits Program. Therefore, current health plan providers are not approved by the DPB to attend this year's Benefit Fairs.

However, for the October 2007 Benefit Fairs, the following will be invited:

• Current investment providers for the Alternate Benefit Program (ABP) and the Additional Contributions Tax Sheltered (ACTS) plan
• Prudential Financial for the NJ State Employees' Deferred Compensation Plan (NJSEDCP)
• Fringe Benefit Management Company (FBMC), the new administrator for the Tax$ave 2008 Program
• TransitCenter for the Commuter Tax$ave Program
• Prudential Insurance Company of America for the Long Term Care Program

There will be a special Open Enrollment in early 2008 and at that time, you will be able to change your health care coverage from a newly constituted selection of providers.

Please contact your campus Benefits Office if you have any questions.

Camden/Stratford	(856) 566-6162
Newark	(973) 972-5314
New Brunswick and Piscataway	(732) 235-9401

Ensuring Equal Access to Health-Related Services 

Did you know UMDNJ has a policy on Limited English Proficiency (LEP) and Hearing and Speech Impaired (HSI) Communications (00-01-35-42:00)? This policy was created to ensure persons who cannot communicate well, or at all, in English or are hearing or speech impaired are provided with equal access to health related services.

The demographics for the state of New Jersey shows continued growth in the number of people where English is not the primary language spoken at home. These are the patients and clients at UMDNJ. This policy will improve the ability of our institution to respond to the increasing health needs of the diverse residents of our state.

Key requirements of the policy include understanding the legal obligations for equal access for LEP and HSI individuals; unit assessment for improvement and implementation of services; development of plan and unit procedures; outreach to patients and clients about rights, services and accountability; and, to share examples of best practices for providing interpretation and translation services. The University's experience in providing interpreter services has grown and there are resources available to assist units in this endeavor.

Management and staff briefing sessions can be arranged for specific departments or units. In the meanwhile, should you have questions, please contact Catherine Bolder, Office of Workplace Diversity at 973-972-4855.

UMDNJ Hosts Students  

The University served as one of several host sites for Newark students, ages 14 to 21, who participated in the Mayor's Office of Employment and Training (MOET) this summer. A total of 51 University departments hosted 74 students for six (6) weeks. The students worked in administrative and medical offices, dental clinics and in automotive repair. The site supervisors served as mentors, providing the opportunity to learn basic work skills and encouraging the students to stay in school. The experience is designed to enhance the students' self image and confidence.

To thank the students for their service, the Department of Human Resources presented a MOET Mini Career Fair coordinated by Angela O. Adekola, Training & Organizational Development Specialist, of the Office of Training & Organizational Development (OTOD). The event showcased the diversity of careers at UMDNJ and had 100% attendance by the students -- the Career Fair is always a big hit. Many thanks to the following units for participating: New Jersey Dental School, EMS, The University Hospital: Nursing, Pathology, Pharmacy and Respiratory; Physical Plant, Public Safety.

Helen Margulski, Special Projects Coordinator for Human Resources is the University coordinator for MOET and may be contacted at 973-972-6772. Angela Adekola may be contacted at 973-972-9391.

Human Resources and University Hospital Develop Competency-Based Job Descriptions  

We are very excited about assisting the operating units in developing position descriptions that clearly state the competencies needed to satisfactorily perform the duties outlined in the descriptions. Validating that an employee is adequately qualified to provide care, treatment or service to patients ensures patient safety. A new Competency-Based Job Description Template is now in place. The Template can be tailored to meet the needs of the operating unit and is designed to meet The Joint Commission's expectations for positions providing patient care or services in facilities surveyed by The Joint Commission.

Learning Opportunities  

The Human Resources Office of Training & Organizational Development (OTOD) reminds the University community to participate in the many learning opportunities available through OTOD. Check out the Fall ‘07 Management and Professional offerings.

Human Resources Website 

Ermin Babovic, a member of the Human Resources Information Systems (HRIS) team is charged with making sure you get online information that will improve your human resources knowledge and help you get the job done. Visit the HR website to see the Benefits pages, policy updates and the latest bulletins on the What's New feature. The My.umdnj portal hosts the Human Resources channel which provides quick links, including a wellness resource, Fightcancer.org. Take a look by logging in to the portal, clicking the Administration tab and scrolling to the Human Resources channel.

How Do You Spell Relief...P-a-r-k-i-n-g-D-e-c-k P2  

The seven (7) level, 816-vehicle parking deck on the Newark campus called P2, provides needed parking relief on the Newark campus. Located at the corner of South Orange Avenue and Bergen Street, P2 has a parking attendant present 24 hours, 7 days a week and is available to faculty, staff, and students, in addition to patients visiting University Hospital, our ambulatory care centers and the Cancer Center.

DID YOU KNOW? 

The Balcony Café Has Resumed Full Service 

The Balcony Café located at the Doctor's Office Center (DOC), 90 Bergen Street on the Newark campus has resumed full service with a new and exciting menu. Hours of operation are 7:30 am to 3:00 p.m. - the grill is open until 2:00 p.m. Check it out.

National Preparedness Month 

September is National Preparedness Month, an effort designed to advance emergency preparedness. Visit the website to read more about this campaign which is sponsored by the U.S. Department of Homeland Security. The University is meeting its responsibility for preparedness and has two teams led by Brendan McCluskey, Executive Director of Emergency Management & Occupational Health and Safety (EMOHS), working on revising the University policy and plan for Emergency Operations Management and, developing a Continuity of Operations Plan (COOP).

Your Nest Egg - What It Can Do For You Now 

Did you know that if you are a participant in the Alternate Benefit Program (ABP), you may be able to access your funds prior to retirement? This is not something that should be done casually. We are, after all, talking about your retirement funds! In some situations, however, such access may be warranted.

There are times when we need to be creative in meeting life's financial challenges. Call the Benefits Office for guidelines that will help if you want to explore taking a withdrawal or loan from your retirement funds.
It is strongly suggested that you consult with your carrier's representative for more details, and your tax advisor, prior to initiating either a loan or a withdrawal.

Campus	Benefits Associate	Telephone No.
Camden/Stratford	Celeste Rebardo	856-566-6162
Newark	Takesha Ellerbie	973-972-6071
New Brunswick and Piscataway	Nancy Kiernan	732-235-9416

Take Charge of Your Credit Data 

A New Jersey law allows state residents to control access to their credit reports by putting a "freeze" on their reports. Freezing your records limits access to your Social Security numbers, primary targets for identity theft. You can contact the three major consumer credit reporting agencies - Experian (1-888-397-3742), Equifax and TransUnion (both at 1-888-567-8688) to activate a freeze - there is no cost.

Returning University ID Cards: Being Accountable 

Did you know that University Identification Cards Policy 00-01-10-150:00 requires supervisors to collect and return ID cards to Public Safety when employees, students and housestaff separate from the University? There are occasions when this does not happen. For the sake of security and because it's the right thing to do, we are reminding you to make it a habit to collect ID cards and return them to Public Safety when employees or students leave the University. If you are planning to retire, relocate or accept a position outside the University - please turn in your ID and all other University property when you leave.

Year-end Reminders 

As we approach the last quarter of this year, please remember to update any changes to your personal records:

• Verify your current mailing address by logging into the My.umdnj portal and click on "View Enhanced Paperless PayStub." Your W2 will be mailed to the address in Banner. If your address or phone number has changed, update your information at the portal by clicking on the Personal Information link at the self-service channel.
• Communicate changes in your marital status or number of dependents in writing with supporting documentation, i.e., marriage certificate, judgment of divorce, or Social Security cards for new dependents, to your Campus Human Resources Office by December 31, 2007. Contact information follows. Please note you are required to present a new Social Security card when requesting a name change to your records.

Vacation Carryovers

Reminder for University staff members: You may carry over a maximum of one (1) year of earned vacation accruals into the next calendar year. Vacation accruals above this maximum will be forfeited unless your supervisor grants an exception to policy. Employees not able to use accrued vacation time because of staff shortages and/or project deadlines should not be penalized with forfeiture. Approved vacation carryovers should be in writing. Send an email to the Director of Human Resources Services by December 31, 2007.

Faculty members should be governed by the language in the Faculty Handbook regarding carryovers and forfeitures.