HR Update; July 1, 2010
In this Edition
- Vacation Maximum Reminder
- Two Year Renewal - Policy on the Supplemental Military Pay
- Learning & Development: Violence in the Workplace, Performance Management, EEO Law and Sexual Harassment Prevention, and More!
- Do You Need Adjustments to Your Computer Work Station?
Vacation Maximum Reminder
This serves as a reminder that most collective bargaining agreements for represented employees and policy for non-represented employees provide for employees to accrue above the maximum for a defined period of time when an employee cannot take vacation due to operational considerations. (Note: This policy does not apply to academics.) Monthly employees are already being informed via the University’s HBS Timekeeping System 90 days prior to reaching their vacation maximum via a notification posted on the employee’s message menu, which can be viewed when the employee logs into the system. This same notification will be in place when bi-weekly employees go live in HBS on September 1. Employees who are at or near the maximum shall be eligible for an extension (“grace period”) of the vacation maximum when the following conditions are met:
- Employee makes a request to his/her supervisor for vacation in accordance with departmental procedures.
- The request is denied based on operational reasons.
- There are no alternative vacation dates that can be taken prior to reaching the maximum.
If an employee meets the conditions above, the employee is eligible to accrue vacation during the grace period. To implement the grace period, the supervisor must request the Department’s HR Administrator to submit an Employee Update Form to the HBS Processing Center before the employee reaches maximum accrual. At the conclusion of the grace period, the employee must bring his/her vacation credits below maximum. If the employee does not bring his/her vacation credits below maximum, he/she will no longer accrue vacation time.
If an employee does not make a request to his/her supervisor for vacation and is at or near the maximum, he/she is not eligible for a grace period extension and will stop accruing when the maximum is reached.
Approval to go over the maximum is not a one-time benefit. If an employee is approved to go over the maximum, brings the accrual below maximum by the end of the grace period and subsequently is at or near the maximum again, the employee may be afforded another grace period if the conditions described above are met.
It is important that there be on-going communication between supervisors and employees regarding the use of vacation time when the time is near the maximum and/or during an approved grace period. If an employee is granted a grace period, the supervisor and employee should agree on a usage plan so that the employee’s vacation balance is sufficiently below the maximum by the conclusion of the grace period. The grace period is not intended to apply retroactively.
If you have any question regarding the vacation maximum policy, contact your Labor and Employee Relations Analyst. Questions regarding how to process vacation maximum requests in HBS may be directed to your departmental HBS Coordinator.
Two Year Renewal - Policy on the Supplemental Military Pay
The Policy on the Supplement to Military Pay, which was set to expire on June 30, 2010, has been extended through June 30, 2012. The University of California will continue to provide reasonable assistance to those University academic and staff personnel who are serving on active military duty in the Operation Enduring Freedom, Operation Noble Eagle, and Operation Iraqi Freedom campaigns, and any other campaigns in connection with the national state of emergency declared in the aftermath of the attacks on September 11, 2001. Employees who serve in such campaigns are eligible for benefits under the Policy on the Supplement to Military Pay.
The Policy on the Supplement to Military Pay provides eligible employees with supplemental payments equal to the difference between the employees’ University base pay and their military pay and allowances, and continues the University contribution to health plan premiums (collectively, “benefit”). Some employees are not eligible for the supplemental pay benefit because their military pay exceeds their University wages. For these individuals who do not receive supplemental pay, the University will provide the employer-paid portion of the health plan premium when the employee continues to make the employee contribution.
Employees who are called to active military duty after July 1, 2010 will receive benefits under the policy until the end of the employee’s active military commitment or until June 30, 2012, whichever come first. If an employee is not eligible for the supplemental payments because the military pay exceeds their University wages, the University will pay the UC contribution for those employees who continue to make the employee contribution to health plan coverage. All employees receiving either or both the supplemental pay benefit and the employer health plan contribution are subject to a two-year lifetime limit on benefits, retroactive to December 14, 2001, the policy’s original implementation date.
Implementation Guidelines and Extended Military Leave Q&As are undergoing final revision and will be available on At Your Service Online.
If you have any questions, contact your assigned Labor and Employee Relations Analyst.
Learning & Development: Violence in the Workplace, Performance Management, EEO Law and Sexual Harassment Prevention, and More!
Violence in the Workplace
Have you signed up for this workshop yet? If you are a supervisor and have not yet registered, please do so now! This workshop is a “must” for all supervisors and managers at UCSF to learn about, or be reminded of, how to reduce the potential for workplace violence and/or to resolve violent incidents in the workplace.
Please plan to attend to learn how to:
- Understand and implement UCSF’s Zero Tolerance in the Workplace Policy
- Recognize signs of potential workplace violence
- Manage potentially violent interactions
- Document incidents of violence
- Work with dedicated UCSF resources, especially the Threat Management Team, to resolve violent workplace incidents.
This workshop will be held on Wednesday, July 21, 9 a.m. to 12 p.m. at HSW 301 Parnassus.
Andrew L. Parker, Ph.D., is the featured presenter, after which there will be a panel discussion where you can meet UCSF’s Threat Management Team members and ask them direct questions.
Please reserve a seat at this very important workshop by registering on the Learning Management System.
Performance Management Series for Managers & Supervisors
July is an excellent month to begin taking the performance management series. In this four-part series, you will learn to engage employee commitment and improve performance. Each class introduces core concepts, provides practical tools, and includes opportunities for practice and feedback. In addition, this series may also be taken as part of Supervisor Certificate Program.
Setting Performance Expectations – In this first course in the Performance Management series, participants learn how to work individually or collaboratively with staff to identify and communicate meaningful performance expectations.
- July 7, Laurel Heights (8:00 a.m. to 12:00 p.m.)
Coaching for Improved Performance – In this second course in the Performance Management series, you will learn to recognize and assess performance issues and will practice coaching communication skills to support employee performance improvement and development.
- August 18, Laurel Heights (8:00 a.m. to 12:00 p.m.)
Conducting Performance Appraisals - In this third course in the Performance Management series, you will learn to work with your staff to reflect on progress, to examine objectives and standards of performance, and to set goals for performance and development.
- September 15, Laurel Heights (8:00 a.m. to 12:00 p.m.)
Delegating for Success and Accountability – In this final course in the Performance Management series, participants practice a structured approach to delegation and the communication skills needed to transfer work and to build project commitment.
- September 29, Laurel Heights (8:00 p.m. to 12:00 p.m.)
More Career Management Workshops Added!
These workshops have been so popular that we’ve added more at Laurel Heights for the last week of July! Go to the Learning Management System to register. Click “Career Management” under “Featured Classes for Employees.”
These workshops were developed to encourage and enable people to take charge of their own careers. There are four modules, and they can each be taken independently. However, the fourth and last module requires that people have attended the first three. We encourage people to attend all the workshops for the best benefit.
Module 1: Managing Change/Self Assessment
Module 2: Development Plan/Resume Writing
Module 3: Networking/Interviewing
Module 4: Resume Critique/Interview Practice
EEO Law and Sexual Harassment Prevention for Supervisors
This course is designed to provide participants with an overview of equal employment opportunity and nondiscrimination policy. It will also include required content mandatory for AB1825 compliance for sexual harassment prevention.
- July 20, Laurel Heights (9:00 a.m. to 12:00 p.m.)
Do You Need Adjustments to Your Computer Work Station?
The Online Office Ergonomics Training can be found at Research Online. Individual login/password is required. Simply click “Request a Research Online/RIO account.”
Once you have logged in:
- Select the “Training” tab
- Select “Online Courses”
- Select “Ergonomics: Office Ergonomics Training and Self Evaluation”
- Then click “Office Ergonomics Training and Self Evaluation” once more to launch the training
Once the evaluation is completed, if you need assistance/further adjustments to your work station, you may contact Environmental Health and Safety for an in-person evaluation.
UCSF has an Ergonomic Equipment Fund Program will reimburse every qualifying campus employee 100 percent of ergonomic equipment expenses up to $500. Check out information regarding the fund reimbursement program.
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