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

Welcome to our spring edition of On the Job…online. I want to take this opportunity to share with you an "inside look" at the Department of Human Resources. Human Resources is committed to keeping its staff engaged and up to speed with business practices through departmental retreats and trainings that occur throughout the year – they are vital to meeting our customers’ needs. Here's a summary of the activities held at our May 9th retreat.

Our day began with 70 + staff, representing our northern, central and southern locations, gathering on the New Brunswick campus at the Office of Training & Organizational Development. All were welcomed and newly hired staff were introduced. We made sure to recognize our colleague who had reached a service milestone with a Service Award Certificate.

Preliminary results of a recent Human Resources survey targeted to supervisors, managers, directors and above were shared. The intent of the survey was to understand perceptions of our department and staff in the areas of professionalism, knowledge, skills, effectiveness, services, web-based products, relationships and communications. The survey response rate was 38.3% and the summary data averaged a positive range from 64 to 94 percent. Opportunities for improvement were in the areas of ease of identifying who to contact on a particular matter and status communications. Staff freely offered ideas for improvements in these areas.

Our retreats usually include guest speakers from the University community and we welcomed Yocasta Brens Watson of the Office of International Services to our morning session. Yocasta provided an update on Visa regulation changes. Robin Wittenstein, Chief Operating Officer (COO) for University Hospital was our speaker for the afternoon session - she explained key issues for University Hospital and identified areas where Human Resources could collaborate and lend its support. Both presentations were excellent.

Later in the day, we were informed of departmental initiatives in the areas of orienting newly hired University staff and labor relations training for supervisors. The Office of Training & Organizational Development continues to work with other Human Resources staff in advancing these projects.

Closing activities included a presentation by Compensation & Benefits staff on how to manage stress. Our retreat planners did a wonderful job - we thank them. You, our customers, benefit from our staff taking the time to reflect, learn and just enjoy being with each other.

TRAILBLAZERS 

We commend our Compensation & Benefits team for their commitment to service - they worked long and hard to meet your needs during the Special Open Enrollment - the Newark Campus Benefits Fair alone attracted 450 attendees. Kudos are also due to: Peter Papa, Doreen Pringle and Marco DiNicolangelo for a great job in responding to benefit questions at HPAE 5094 and Teamster member meetings; Donna Wlodarski for a quick and accurate resolve to an employee's problem; Don Cruger for the efficient handling of a matter for the NJMS Department of Ophthalmology; and Celeste Rebardo, Robin Hynes and Krystyna Plonski who received special thank you's.

UP CLOSE AND PERSONAL - Karen Reisch 

Karen Reisch, Management Development Specialist in the Office of Training & Organizational Development (OTOD) is in the spotlight.

Karen joined UMDNJ in 2005. Her duties focus on performance/process improvement, organizational change, strategic planning and customized development efforts for both management and staff. In addition to working with the schools and units across the Newark campus, this past year Karen has worked closely with her HR colleagues on a variety of initiatives including a large effort to expand the training and resources available to University managers in the area of Labor Relations.

Karen came to UMDNJ with over 15 years' experience in both the corporate and non-profit sectors, including healthcare. After receiving an MBA in finance from New York University, Karen worked for several management consulting firms, and just prior to joining UMDNJ, she was the Director of Organizational Development at Visiting Nurse Service of New York.

Outside of work, Karen keeps busy with three teenage children - Sally (17), Jared (16) and Corey (13). It was the energy required to manage her children and a career that led Karen to take up Tae Kwon Do where she earned her black belt when her youngest child turned 7. Karen also enjoys painting, drawing, reading and even sleeping when she gets the chance.

Lorraine Little Bell, Karen's manager states, "Karen has been a tremendous asset to our team. She continuously looks for ways to enhance our performance and maximize opportunities for improvement. Her MBA from NYU's Stern School and extensive organizational development experience have been of great value to our department, helping to expand the array of services we can provide."

WHAT’S HAPPENING 

Wellness in the UMDNJ Workplace – Lifestyle Management Program  
Guest Columnist, Riva Touger-Decker, PhD, RD, FADA, Professor and Chair,
Department of Nutritional Sciences, SHRP Division of Nutrition, New Jersey Dental School

The School of Health Related Professions (SHRP) Department of Nutritional Sciences and Institute for Nutrition Interventions (INI) have addressed wellness in the University community with two initiatives. The first small pilot study, funded by the UMDNJ Foundation, began in 2004. The primary goals of this study were to provide a 12-week weight management intervention to employees on the Newark campus and to determine the effect of the intervention on weight status. Four 12-week cycles were completed over a two year period. Participants were primarily women (89.2%) with the majority of participants (82%) completing the program. Outcomes for our participants included significant loss of body weight and reductions in waist circumference, total cholesterol and blood pressure.

A second study was funded by the American Heart Association to determine the effects of an in-person vs. Internet based weight management program at 12, 26 and 52 weeks. This study is in its final 6 months. The primary goals are to:

1. Determine the effectiveness of the 12 week intervention using two methods of delivery on diet, weight, physical activity and cardiovascular disease risk outcomes at 12 and 26 weeks.
2. Determine the effectiveness of the method of delivery (in-person vs. Internet) used in the 12 week intervention at 12 and 26 weeks among adult University employees who are overweight or obese.

The In-Person cluster includes employees who met the above criteria on the Newark campus. The Internet cluster included employees who are overweight or obese and located on the Piscataway or New Brunswick campus and the Control cluster are employees located on the Stratford campus. The outcomes measured include weight change, body mass index, percent body fat, waist circumference, blood pressure, glucose, total cholesterol, HDL-cholesterol, lifestyle habits (physical activity, diet) and quality of life.

The preliminary results to date (the first 3 groups) are promising. Of the 137 employees recruited, 82.48% completed 12 weeks. Of those who have been in the program for 26 weeks or more, 72.12% returned for the 26 week follow-up. Significant correlations were found between weight change and changes in body mass index, percent body fat, waist circumference, and blood pressure. These correlations reflect that as participants lost weight they experienced significant declines in these clinical measures as well. Further analyses will be completed later this spring.

The results of both studies support the value of and need for wellness initiatives at UMDNJ that promote lifestyle modifications through diet and physical activity. The INI and SHRP are exploring funding opportunities to continue this initiative and support our employees in achieving their wellness goals.

Governor Proposes Early Retirement Program 

A topic of interest to all of us is the State budget and Governor Corzine proposed an early retirement program in his budget address which provoked many questions from our employees. Human Resources has contacted the State's Division of Pension & Benefits for more details on the proposed plan and was advised: (1) there are no specifics at this time; and, (2) all budget proposals need approval by the State Legislature. Until the proposals are finalized and approved, there is no determination on whether there will be an early retirement program and if the program would apply to State college and university employees.

It might take a while for the State's budget process to resolve, but Human Resources will follow this issue and keep you informed. Check our online Human Resources News Bulletin for updates.

Benefits Updates 

NJ DIRECT15 ID Cards
Additional NJ Direct15 cards may be ordered at 1-800-414-7427. If you have not received your cards, call Horizon Blue Cross Blue Shield also at 1-800-414-7427 to follow up – if an address change is required, you will be asked to contact the Benefits Office to update your records and Benefits will complete the process for you.

Flexible Spending Accounts (FSA)
Employees who have FSA account cards administered by FBMC ("my FBMC Card") should know that we are making arrangements to have the University’s card machines updated with the appropriate Merchant Category Codes. We will advise you when this process is completed.

Pension Changes for Public Employees' Retirement System (PERS)
Effective July 1, 2008, the PERS contribution rate changes from 5% to 5.5%. The new rate will go into effect with the July 11, 2008 paycheck at the University.

If you have any questions concerning our Benefits Updates, call your campus Benefits Office at:

CTAC: Patient Care Technician Certification 

On February 26, 2008, a ceremony was held for 26 employees on the Newark campus who completed the Certified Patient Care Technician (CPCT) Program. Those who participated in the accelerated, three-week program were able to attend during work hours. UH Nursing Administration provided staff to cover positions so the candidates could complete the coursework. Once certified, the graduates were promoted from a Nursing Assistant to a Patient Care Technician position. The training and certification were sponsored by UMDNJ’s Career Training and Advancement Center (CTAC), coordinated by the Department of Human Resources and grant-funded by the Bank of America.

CTAC and Nursing leadership at The University Hospital have worked closely with the National Healthcareer Association to develop a comprehensive program specific to our needs. The CPCT model advances the skills and competencies of incumbent Nursing Assistants in entry level positions within the nursing career ladder while instituting a new, team-based, patient care model. The new skills developed include Phlebotomy, EKG/ECG, basic patient care and medical assisting skills.

Since its initial launch in the fall of 2002, CTAC has also coordinated training and certification programs such as medical coding, certified medical administrative assistant and English as a Second Language (ESL) to advance the skills and promotional opportunities for staff in entry-level positions.

New Military FMLA Provision Passed 

On January 28, 2008, an expansion of the Family and Medical Leave Act (FMLA) was signed into law by President Bush. Two leaves were added for employees meeting the eligibility criteria for the general FMLA leave: (1) up to 26 weeks of leave in a single 12 month period for caregivers of recovering ill or injured service members – spouse, son, daughter, parent or nearest blood relative; and (2) family leave of twelve (12) weeks due to a call to active duty of a spouse, son, daughter or parent for any "qualifying exigency." The leave for call to active duty portion of the law will not be effective until the U.S. Department of Labor issues final regulations defining "qualifying exigency." We will keep you informed on the progress of this matter. Read below for more family leave news.

New Jersey Paid Family Leave Act Signed by Governor Corzine 

Governor John Corzine signed the Paid Family Leave Act on May 2, 2008. The law becomes effective July 1, 2009 and will be administered by the New Jersey Temporary Disability Benefits Law.

The law gives eligible workers up to six (6) weeks of paid leave to care for a newborn, a newly adopted child or a family member with a serious health condition. The new benefit is to replace a portion of unpaid leave under the New Jersey Family Leave Act (NJFLA) and the federal Family and Medical Leave Act (FMLA), and does not extend leaves.

The law will apply to all New Jersey employers and will be financed through a mandatory payroll tax on workers of $33.00 a year, or about 65 cents a week, beginning January 1, 2009. Workers who take the leave would receive two-thirds of their salary, up to a maximum of $524.00 a week.

For more information on FMLA, visit our new FMLA web pages.

EPAF Goes Self-Service  

It has been three (3) years since Human Resources launched the Electronic Personnel Action Form (EPAF). This electronic solution has eliminated the paper from many HR transactions such as separations, salary adjustments and organizational changes, helping us to be "green." Over 500 staff members have received EPAF training and over 4,400 transactions have been processed. Because of EPAF's efficiency, as of July 2008, Human Resources will no longer accept the Staff Information Adjustment Form which is also currently used for these transactions.

Soon EPAF will be available as a Web-based self-service product residing on the University's portal, my.UMDNJ. This will allow you the flexibility of accessing the system as you would your paystub or time accrual reports. We look forward to going live soon with this improvement.

If you are responsible for processing staff transactions and have not been trained on EPAF, please schedule a class by contacting Daisy Maxwell - Senior Human Resources Analyst, at maxwell@umdnj.edu, telephone number 973-972-3925 or Catrina Fowler - IS&T Trainer at fowlercd@umdnj.edu, telephone number 732-235-3525 since you must be trained before July, 2008.

Do I Get a Discount? 

Yes...and getting discounts is always a good thing! Human Resources has developed a new web page for employee discounts to ensure your convenient, centralized access to this information. The page incorporates links and other contact information for the vendors.

Fast Facts From Human Resources Services 

Human Resources Services continues to track data that measures the workforce and HR transactional activities to enable us to leverage our resources efficiently. For calendar year 2007, we also collected data for e-Verification of Employment (VOE), which has been operational for some time. E-VOE has enhanced efficiencies and increased productivity. Take a look at the tables below – all data is for CY 2007.

Survey Services RFP Collaboration 

THuman Resources recently completed the RFP process for University-wide Survey Services in collaboration with our Purchasing Department. This is another effort by Human Resources to stay ahead of the needs of our schools and units. The evaluation team members were drawn from Human Resources, Office of Academic Affairs, University Behavioral Healthcare, The University Hospital, University Affairs and the School of Osteopathic Medicine.

This broad RFP was developed to provide qualified market research and survey vendors to the University's schools and units. The vendors contracted through the RFP will be listed on the Purchasing website some time in mid spring. If your school or unit requires survey services, you will not have to write an RFP but should follow the existing Purchasing process for obtaining price quotes.
Types of services provided by these vendors include, but are not limited to:

• Telephone surveys
• Email/web-based and direct mail surveys
• Focus groups
• Exit interviews
• In-depth interviews
• Internet-based and other secondary research

Only one vendor will be identified for employee exit interviews. If your school or unit is interested in contracting for exit interviews, you will need to contact Human Resources to assist with facilitating the data collection for the process. The Purchasing Department will publish the method of engagement for exit interviews.

DID YOU KNOW? 

Summer Youth Employment Program (SYEP) 

The University continues the tradition of serving as a worksite for the Summer Youth Employment Program (SYEP). SYEP is sponsored by the Newark Youth One Stop Career Center. Program participants are students between the ages of 14 and 18, residing in the City of Newark and will work part time in various University schools/units from July 7 to August 15.

We welcome these students – we are sure their experiences at the University will be meaningful and provide a foundation for a successful career.

The SYEP is coordinated by the Department of Human Resources. For more information, contact: Helen Margulski, Special Projects Coordinator, at margulha@umdnj.edu.