HR Update; October 22, 2010

In this Edition

Reminder: UC Benefits Open Enrollment for 2011

For All Eligible Faculty and Staff

Starts: October 25, 8:00 am
Ends: November 23, 5:00 pm sharp!
“Make Informed Choices”

Information Resources:
At Your Service Open Enrollment Website
UCSF Open Enrollment Website

Visit an Open Enrollment Help Desk: UCSF Campus and Medical Center Benefits Staff will be facilitating Open Enrollment Help Desks across the campus during October and November to address brief questions in person.

DATE	CAMPUS	LOCATION	TIME
10/26/10	Parnassus	Medical Sciences Lobby-Nobel Wall	12:00-1:30
10/27/10	Mount Zion	Basement Level, Outside Café	12:00-1:30
11/01/10	Laurel Heights	2nd Floor, Outside the View Cafe	12:00-1:30
11/03/10	Mission Center Building	1st Floor, Lobby	12:00-1:30
11/08/10	Harrison Street	1st Floor, Conference Room 129H	12:00-1:30
11/09/10	Mission Bay	Community Center Lobby	12:00-1:30
11/10/10	Parnassus	M281 - Park Room South	12:00-1:30
11/15/10	Parnassus	707 Parnassus, Dentistry Lobby	12:00-1:30
11/16/10	SFGH	2nd Floor, Cafeteria, Rear Section	12:00-1:30
11/17/10	China Basin	Lobby 3	12:30-1:30
11/19/10	220 Montgomery Street	5th Floor, Board Room	12:00-1:30

Post Employment Benefits Town Hall

If you missed the Post Employment Benefits Town Hall today at Mission Bay, the event will be repeated at Parnassus on Monday, Oct 25th, 3:00pm-4:30pm, Cole Hall.

Representatives from the UC Office of the President will be here to discuss the proposed changes to retirement benefits. These town halls are intended to provide members of the UC community with an opportunity to learn more about the proposed changes and to ask questions and share concerns about the recommendations that are being considered.

Take action to do your homework! The Office of the President has developed four “fast facts” documents that provide a brief overview of what will and will not be changing regarding future benefits:

Other resources about this topic are available at the UCOP website: http://universityofcalifornia.edu/sites/ucrpfuture/

Winter Holiday Schedule and Curtailment Period

This year, the winter holiday schedule incorporates the following dates:

Friday, December 24th
Monday, December 27th
Thursday, December 30th
Friday, December 31st

Campus department heads may choose to close their departments for either the week of December 20th or December 27th based on operational needs. Any closure requires notice to those unions with affected employees. If you are considering a department closure, please contact your assigned Labor and Employee Relations Analyst. For closures that affect employees on an expired contract, which in this case is the Coalition of University Employees-Teamsters, Labor and Employee Relations will need as much notice as possible regarding whether a department intends to close in order to meet our obligations to bargain the effects of this management decision under the Higher Education Employer-Employee Relations Act (HEERA).

If a department is closed, employees will be allowed to take days off and charge them to accumulated vacation, compensatory time off, or leave without pay. In order to ensure continued paid leave status, employees who do not have sufficient vacation leave accrued may be advanced vacation leave in accordance with applicable policy and contracts. For non-represented staff and employees in the Service (SX), Patient Care Technical (EX), Research and Support Professionals (RX), Technical Support Professionals (TX), Non-Academic Senate Lecturers (IX) and Professional Librarians (LX) bargaining units, the Office of the President has granted an exception to allow employees with insufficient vacation balances to use up to seven vacation days in advance of actual accrual to be used during a closure. For employees who take unpaid time during the closure, the exception further provides that employees continue to accrue sick and vacation leave credits for up to seven days.

Questions may be directed to your assigned Labor and Employee Relations Analyst.

Nurses – Staff and Academic Reduction in Time Program

The University has received confirmation from the California Nurses Association (CNA) that effective October 13, 2010, represented nurses are eligible to participate in the modification to the Staff and Academic Reduction in Time (START) Program which extended the Program end date through December 31, 2010.

Staff questions related to this policy may be directed to Mark Gottas at .

Financial Planning Resources

Fidelity recently launched a new portal titled ‘FOCUS’ to help you with saving, budgeting, planning for retirement, understanding investment options and much more. Click here to get started!

Other Resources:
UCRP Personal Benefit Estimates: What will my pension be if I retire in 2 years, 10 years, etc?

Get personal estimates at UCRP Detailed Calculator; or sign into At Your Service Online (AYSO) and select “Retirement Estimates” – your UCRP service credit is also listed here.
What is my CAP balance? Sign into AYSO and go to “UCRP and CAP Balances”.

Retirement Planning: When can I retire?

Logon to NetBenefits, click on “Tools & Learning”, click on the comprehensive calculator “Retirement Income Planner.”
Am I saving enough for my retirement? Logon to NetBenefits, click on “Tools & Learning”, click on the “Quick Check” calculator.

Investing for Retirement: How do I allocate my retirement savings?

Logon to NetBenefits, click on “Tools & Learning”, click on “Investing for the Future”, click on “Allocating your Retirement Savings.”
Also attend live workshops, get schedule at Focus on Your Future-Retirement Readiness Classes.

Housing Affordability: How much house can I afford? How big of a loan can I qualify for? What will my loan payment be and how much of it is interest? Is it better to buy or rent?

Answer these questions and more at Decision Aide; and Mortgage Professor; and Mortgage Calculators.

Budgeting and Debt Management: I can’t seem to get ahead. Where does all my money go?

Visit Money Management Tips; and Budgeting Your Money to learn how to manage your hard-earned money.

Net Take Home Pay: How many exemptions should I declare for withholding taxes?

See Federal Withholding Calculator and California Withholding Calculator
For amount of taxes withheld given a specific withholding election, logon to your personal UC account at At Your Service, click on “Tax Withholding”, click on “Estimate Tax Withheld.”

Education Funding: How much should I be saving for college education and what type of account should I use? How should I invest for college?

Valuable information on plan types, investments, financial aid and calculators can be found at Scholarshare and Saving for College.

Please note that UCSF’s Financial Planner, Jerry Neal, is retiring after 24 years. Financial planning and counseling services will now be provided by Fidelity FOCUS and by utilizing the UCOP At Your Service website and tools noted above. Please note you can also speak with a Fidelity customer service representative, Mon-Fri from 5:00am - 9:00pm. These representatives can assist you with web/tool navigation and answer questions regarding your personal financial needs, 1-866-682-7787.

Annual Policy Notification

Each year, UCSF provides an annual notification of important policies and guidelines to the campus community. Listed below are the policies and guidelines, accompanied by a summary of each, which you are encouraged to review.

Crime Awareness and Campus Security Act (Clery Act)
Nondiscrimination and Affirmative Action Policy
Environmental Health and Safety Management
Policy on Non-Discrimination Regarding Language Spoken in the Workplace
Smoke-Free Workplace
The Federal Deficit Reduction Act
UCSF Guide for Responding to Domestic Violence in the Workplace
UCSF Policy on Sexual Violence and Campus Response/Procedures
University of California Policy on Sexual Harassment
University of California Policy on Substance Abuse
Whistleblower Policy
Zero Tolerance Standard for Workplace Violence

Following the summaries included online is a list of “campus resources.” Questions and concerns should be directed to the individual(s) listed under each respective policy/guideline.

Crime Awareness and Campus Security Act (Clery Act)
The University of California, San Francisco prepares an annual security report, which includes statistics for the previous three years concerning reported crimes that occurred on campus/off campus in University-controlled buildings and on public property within or immediately adjacent to and accessible from the campus. For detailed information: http://saa.ucsf.edu/vice-provost-initiatives/clery-act

Nondiscrimination and Affirmative Action Policy
It is the policy of the University of California, San Francisco to provide equal employment opportunities to all individuals without regard to race, color, religion, marital status, national origin, ancestry, sex, sexual orientation, gender identity, physical or mental disability, medical condition (cancer-related or genetic characteristics), pregnancy, age (over 40), citizenship, or service in the uniformed services (as defined by the Uniformed Services Employment and Reemployment Rights Act of 1994). For detailed information: http://aaeod.ucsf.edu/aaeod/P&L/Policies/2654-DSY.html.

Environmental Health and Safety Management
UCSF operations shall be conducted in compliance with applicable regulations and, when appropriate, with accepted environmental health and safety standards which promote comprehensive programs for injury and illness prevention, hazardous materials, and environmental safety. For detailed information: http://policies.ucsf.edu/.

Policy on Non-Discrimination Regarding Language Spoken in the Workplace
The policy of the University of California and of UCSF is clear and in concert with Federal EEOC guidelines, which state that prohibiting employees from speaking their native language in the workplace constitutes discrimination. It is the University’s policy to comply fully with these guidelines, and employees are free to speak their native languages to their co-workers and friends in the workplace. For detailed information: http://aaeod.ucsf.edu/aaeod/P&L/Policies/2653-DSY.html.

Smoke-Free Workplace
The University of California, San Francisco has adopted a smoke-free campus policy in order to minimize health risk, improve the quality of air, and enhance the environment in all facilities. Smoking is prohibited on University-owned or -leased property, buildings, vehicles, and moving equipment. Effective November 20, 2008, there will no longer be designated smoking areas located at Parnassus and Mt. Zion. For detailed information: http://policies.ucsf.edu/550/55010.htm.

The Federal Deficit Reduction Act
As a result of new federal legislation, the Federal Deficit Reduction Act provides important compliance information for all staff, faculty, contractors, and agents regarding the federal false claims act, administrative remedies for false claims and statements, the state false claims act, and whistleblower protections under these laws. These laws, including our state Whistleblower Protection laws, play an important role in detecting fraud, waste, and abuse in federal health care programs. For further information regarding UCSF’s requirements for employee education about false claims recovery under the Federal Deficit Reduction Act of 2005, please view the Annual Alert Bulletin.

UCSF Guide for Responding to Domestic Violence in the Workplace
The University of California, San Francisco, is committed to promoting the health, well-being, and safety of its students, faculty, staff, postdoctoral scholars, residents, fellows, and other academic appointees. Domestic violence affects members of the UCSF community directly and indirectly. The “UCSF Guide for Responding to Domestic Violence in the Workplace” provides prevention and early intervention strategies to help effectively address domestic violence in the workplace. It does not address the patient population. For patients, refer to UCSF Medical Center Policy 6.01.02, Domestic Violence Reporting. For detailed information: http://ucsfcge.org/programs/srvr/index.html.

UCSF Policy on Sexual Violence and Campus Response/Procedures
UCSF is committed to creating and maintaining an environment free of harassment, exploitation, or intimidation, including sexual violence. Such behavior is prohibited both by law and by campus policy. For detailed information: http://policies.ucsf.edu/150/15029.HTML.

University of California Policy on Sexual Harassment
UCSF is committed to creating and maintaining an atmosphere free from all forms of harassment, exploitation, or intimidation. Sexual harassment, in any form, will not be tolerated. For detailed information: http://policies.ucsf.edu/150/15013.htm.

University of California Policy on Substance Abuse
In accordance with “The Federal Drug-Free Workplace Act of 1988” and the “State Drug-Free Workplace Act of 1990,” the unlawful manufacture, distribution, dispensing, possession, use, or sale of alcohol or of controlled substances by University employees and students in the workplace, on University premises, at official University functions, or on University business is prohibited. In addition, employees and students shall not use illegal substances or abuse legal substances in a manner that impairs work performance, scholarly activities, or student life. For detailed information (#150-11): http://policies.ucsf.edu/150/15011.HTM.

Whistleblower Policy
Under California law and University policy, members of the campus community are encouraged to bring forward any concerns or allegations regarding improper governmental activities within the University (commonly known as “Whistleblower Complaints"). For detailed information: http://whistleblower.ucsf.edu/.

Zero Tolerance Standard for Workplace Violence
UCSF is committed to maintaining a safe workplace that is free from threats and acts of intimidation and violence. Any act of intimidation, threat of violence, or act of violence committed against any person on UCSF property is prohibited. For detailed information: http://ucsfhr.ucsf.edu/index.php/policies/article/zero-tolerance-standard-for-workplace-violence/.

Campus Resources, October 2010

1. Crime Awareness and Campus Security Act (Clery Act)
Clery Act (Campus Security & Personal Safety): http://saa.ucsf.edu/vice-provost-initiatives/clery-act
UCSF Police Department: http://www.police.ucsf.edu/
On-campus tel.: 9+911; Off-campus tel.: 911(emergencies); non-emergencies: 476-1414

2. Environmental Health and Safety Management
Policy: http://policies.ucsf.edu/.
Environmental Health and Safety Department: 502-5389 / Bob Eaton, Director

3. Non-Discrimination and Affirmative Action Policy and Policy on Non-Discrimination Regarding Language Spoken in the Workplace
Policies: http://aaeod.ucsf.edu/aaeod/P&L/Policies.html.
Affirmative Action Department: 476-4752 / Michael B. Adams, Director

4. Smoke-Free Workplace
Campus HR Labor and Employee Relations: 476-3905; http://www.ucsfhr.ucsf.edu/policies
http://ucsfhr.ucsf.edu/index.php/general/article/ucsf-a-smoke-free-workplace/
Medical Center Human Resources – ER/LR: 353-4012

5. The Federal Deficit Reduction Act
Annual Alert: http://ucsfhr.ucsf.edu/index.php/policies/article/the-federal-deficit-reduction-act-annual-bulletin-alert/
Audit Services: Director Rick Catalano
Whistleblower hotline: 502-2810
University Wide: (800) 403-4744

6. UCSF Guide for Responding to Domestic Violence in the Workplace
Domestic Violence Response Guide: http://ucsfcge.org/programs/srvr/index.html
Sexual and Relationship Violence Overview: http://ucsfcge.org/programs/srvr/index.html
Center for Gender Equity, Sexual, and Relationship Violence Resource Program: 476-5222
UCSF Police Department: On-campus tel.: 9+911; Off-campus tel.: 911 (emergencies);
non-emergencies: 476-1414; from a cell phone: 476-6911
Campus HR Faculty and Staff Assistance Program: 476-8279

7. Sexual Violence and Campus Response/Procedures
Center for Gender Equity: http://www.ucsf.edu/cge/
Sexual and Relationship Violence: http://ucsfcge.org/programs/srvr/index.html
Sexual Assault Links: http://www.ucsf.edu/cge/
UCSF Police Department: On-campus tel.: 9+911; Off-campus tel.: 911 (emergencies);
non-emergencies: 476-1414; from a cell phone: 476-6911
Center for Gender Equity, Sexual, and Relationship Violence Program: 476-5222
Campus HR Faculty and Staff Assistance Program: 476-8279
San Francisco Women Against Rape: (415) 647-RAPE (7273)

8. University of California Policy on Sexual Harassment
Office of Sexual Harassment Prevention & Resolution: http://www.ucsf.edu/oshpr
Joyce Hammel, Administrative Officer/Coordinator: 476-5186,
Policy and Procedure: http://www.ucsf.edu/oshpr/policies/index.html
Campus Resources: http://www.ucsf.edu/oshpr/resources/index.html
Campus Advisors: http://www.ucsf.edu/oshpr/resources/advisors.html

9. Drug-Free Workplace
Campus HR Faculty and Staff Assistance Program: 476-8279/Yvette Guerrero, Manager
Campus HR Labor and Employee Relations: 476-3905
Medical Center Human Resources – ER/LR: 353-4012
Student Health Services: 476-1683/Henry Kahn M.D., Director
Office of Student Life: 476-4318/Eric Koenig, Director

10. Whistleblower Policy
Whistleblower Coordinator –Director Rick Catalano: hotline: 502-2810; http://whistleblower.ucsf.edu
Policy: http://policies.ucsf.edu/150/15023.HTM

11. Zero Tolerance Standard for Workplace Violence
Policy and Procedure: http://ucsfhr.ucsf.edu/index.php/policies/article/zero-tolerance-standard-for-workplace-violence/
UCSF Threat Management Team: http://ucsfhr.ucsf.edu/index.php/assist/article/371
UCSF Police Department: http://www.police.ucsf.edu/
UCSF Police Department: On-campus tel.: 9 + 911; Off-campus tel.: 911 (emergencies);
non-emergencies: 476-1414; from a cell phone: 476-6911
Center for Gender Equity, Sexual, and Relationship Violence Program: 476-5222
Campus HR Faculty and Staff Assistance Program: 476-8279
Campus HR Labor and Employee Relations: 476-3905
Medical Center Human Resources – ER/LR: 353-4012
Legal Affairs: 476-5003

Upcoming Learning and Development Offerings

NEW! Presenting with Confidence
As a result of your feedback on the need to develop public speaking skills, we are excited to announce an offering of Presenting with Confidence, in partnership with UC Office of the President, on December 9th at 1111 Franklin Street in Oakland from 8:30 am to 5:00 pm. This one day “hands on” workshop will help you practice planning, designing and delivering powerful presentations.

It is facilitated by an excellent external consultant, Marjorie Singer, who has more than 12 years of experience as a trainer, cross-cultural facilitator, and coach in a variety of organizations in both the U.S. and around the world. Only 6 spaces are available for enrollments thus please sign up early.

Please bring a 3-4 minute presentation on a current project. The first part of the course will go over the essential components of a presentation. You will be able to make changes to your presentation before presenting in the second part of the class.

To enroll: Log in to the UC Learning Center with your 9-digit UCSF employee ID. Search for this class title, click “register” to make your selection, and then click “submit” to register.

Questions? Contact Patsy Kennedy at 415.476.3637 or .

Administering Effective and Appropriate Discipline
It is not always easy to decide when managing performance becomes disciplinary issues. In this popular session on Administering Effective and Appropriate Discipline, we will be providing you with training and tools/resources to be able to:

Define the difference between performance management and progressive discipline
Understand the disciplinary process at UCSF
Discern when disciplinary action should be initiated
Practice administering progressive discipline

We encourage enrolling in this very informative session to become more skilled in proactively managing your staff’s performance. This session will be held on Monday, November 15th, 8:30 am to 12:30 pm at our Laurel Heights location.

Space will be limited and this session will be open for enrollment on next Tuesday, October 26, 2010.

To enroll: Log in to the UC Learning Center with your 9-digit UCSF employee ID. Search for this class title, click “register” to make your selection, and then click “submit” to register.

Questions? Contact Patsy Kennedy at 415-476-3637 or .

Coaching Your Employees
Wondered why this is so important?
Research has consistently demonstrated that when an employee knows that their manager cares about their development, has frequent conversations regarding their performance and creates opportunities for growth; their employees are more engaged, productive and happier in their jobs.

Not sure how to become more skilled in this area?
Coaching for Improved Performance is an instructor led session which helps you learn how to recognize and assess performance issues, and practice coaching communication skills to support employee performance and improvement. We currently have two sessions scheduled for 2011: February 2nd and May 11th.

Please note that there has been a high demand for this popular session thus we suggest that you enroll early as space is limited. Thank you.

What are additional resources?
We also offer an online resource: Day to Day Coaching Toolkit if your need is more urgent or would like a quick review of the skills needed to effectively coach your employees.
To enroll: Log in to the UC Learning Center with your 9-digit UCSF employee ID. Search for this class title, click “register” to make your selection, and then click “submit” to register.

Questions? Contact Patsy Kennedy at 415.476.3637 or .

Free UC Retirement Readiness Education Programs for Faculty & Staff

Are you ready for retirement? Start to plan now - it’s never too early. Check the Retirement Readiness Workshop Schedules for new listings today!

Did You Know? You may attend a workshop at any UC campus. Just check the schedule for your preferred location and sign up online.

UC Retirement Plan (UCRP): UC’s Defined Benefit Plan

Schedule “The Features of UCRP” workshop for your department - click here
Read about The Future of UCRP

The UC Retirement Savings Programs: 403(b), 457(b) & Defined Contribution (DCP Plans)

Attend a Workshop at a location near you and make your reservation online - click here for the schedule
Arrange to have these workshops at a meeting in your department – click here
Focus on Your Future - Resources

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