January 2021 - HRcouncil - lists.northcarolina.edu

Employee Assistance Program
by Ashley Nicklis 29 Jan '21

29 Jan '21

Hello all, I'm writing to let you know that we will be continuing our Employee Assistance Program with ComPsych, under the terms of our existing contract. There will be no changes at this time to the service or pricing model. We are working to finalize some additional details of the RFP we issued back in 2012 and will be in touch with updates in the near future. Please share this information with the appropriate offices at your institutions. Let me know if you have any questions. Ashley ______________________________________________________________________________________ Ashley Nicklis, PHR, CBP, CCP Assistant Vice President of University Benefits The University of North Carolina System Office 140 Friday Center Drive | Chapel Hill, NC 27517 T: 919-843-4869 | F: 919-843-8945 www.northcarolina.edu<https://na01.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.northca…> [logo-for-email]

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UPDATE: COVID Spreadsheet, Comp Database, EHRA and SHRA matrices
by Keith E. Dupuis 29 Jan '21

29 Jan '21

Campuses, good afternoon & happy Friday! I have some brief but important updates. 1. We have been asked to collect an additional metric on the COVID monthly template: EHRA and SHRA separations caused by COVID-related unavailability. The updated version is attached. Please remember that monthly spreadsheets are due to me (with Raisa Dunton on copy) by the 10th of every month, so that we may report back to OSHR by the 15th. 1. Those who have been working in the Comp Database within the past week may have noticed a new button at the bottom of the request window -- Create Duplicate. Users can now duplicate an existing request to create a new request with all the same information. This will be helpful when submitting a request very similar to an existing one (for example, an extension of a previously approved temporary supplement), saving the time and effort to complete some data fields. While employee, salary, and position information may end up remaining the same, please do not carry over the identical justification statement. The justification should be updated to reflect current conditions/needs. Also note that if the request being copied was created before recent changes to the system, some required fields may be blank and an error message will appear if users try to submit the request without completing those fields. We hope you find this enhancement helpful. Let Keith or Eric know if you have any questions. 1. We have made some very brief updates to the EHRA and SHRA pre-approval matrices stored on this page: https://myapps.northcarolina.edu/hr/class-comp/consultation/. The changes simply clarify existing policy. For those of you unfamiliar with the matrices, you'll find them a strong source of information on the pre-approval process. Best, Keith Keith Dupuis Director of Compensation Programs UNC System Human Resources 140 Friday Center Drive | Chapel Hill NC 27517 T: 919.843.5479 | F: 919.843.2318 kedupuis(a)northcarolina.edu<mailto:kedupuis@northcarolina.edu> northcarolina.edu<http://www.northcarolina.edu/> [id:image001.jpg@01D394FD.93FD63D0]

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FW: Current Executive Order Extended To 2/28
by Kathy W Bryant 27 Jan '21

27 Jan '21

CHROs: As you may have heard, today Governor Cooper extended the current modified Stay at Home Order through Feb. 28 at 5 p.m. Please see below and attached for additional information. This information is also being sent to your campus Return to On-Site Work coordinators. Thanks, Kathy From: Norma R Houston <nrhouston(a)northcarolina.edu<mailto:nrhouston@northcarolina.edu>> Date: Wednesday, January 27, 2021 at 2:49 PM To: "UNCCOS(a)lists.northcarolina.edu<mailto:UNCCOS@lists.northcarolina.edu>" <UNCCOS(a)lists.northcarolina.edu<mailto:UNCCOS@lists.northcarolina.edu>> Cc: Andrew T Tripp <attripp(a)northcarolina.edu<mailto:attripp@northcarolina.edu>>, Jennifer H Haygood <jhhaygood(a)northcarolina.edu<mailto:jhhaygood@northcarolina.edu>>, Jonathan Pruitt <jpruitt(a)northcarolina.edu<mailto:jpruitt@northcarolina.edu>>, Kimberly van Noort <kpvannoort(a)northcarolina.edu<mailto:kpvannoort@northcarolina.edu>>, Bart Goodson <sbgoodson(a)northcarolina.edu<mailto:sbgoodson@northcarolina.edu>>, "Andrew P. Kelly" <apkelly(a)northcarolina.edu<mailto:apkelly@northcarolina.edu>>, "Bethany D. Meighen" <bdmeighen(a)northcarolina.edu<mailto:bdmeighen@northcarolina.edu>>, "Enarson, Cam" <cam_enarson(a)med.unc.edu<mailto:cam_enarson@med.unc.edu>>, Frederick E Sellers <fesellers(a)northcarolina.edu<mailto:fesellers@northcarolina.edu>>, "Brent T. Herron" <bherron(a)northcarolina.edu<mailto:bherron@northcarolina.edu>>, "Matthew S. Brody" <msbrody(a)northcarolina.edu<mailto:msbrody@northcarolina.edu>> Subject: Current Executive Order Extended To 2/28 Greetings Chiefs: This afternoon the Governor issued Executive Order 189 which extends the current modified Stay at Home order (EO 181) to Feb 28 at 5:00pm. There are no changes to any of the restrictions currently in place (such as mandatory face coverings, 10:00pm curfew, mass gathering restrictions, occupancy limits, and late-night alcohol ban). I’ve attached a copy of EO189 for your convenience. If you need to refresh your memory about the modified Stay at Home restrictions, please see these FAQs: https://files.nc.gov/governor/documents/files/EO-181-FAQ.pdf Please let me know if you have any questions and thanks for all you do, Norma Norma Houston Chief of Staff The University of North Carolina System 910 Raleigh Road Chapel Hill, NC 27515<x-apple-data-detectors://1/0> nrhouston(a)northcarolina.edu<mailto:nrhouston@northcarolina.edu> www.northcarolina.edu<http://www.northcarolina.edu/> [cid:image002.png@01D6F4BB.BF925BB0] Individually Remarkable, Collectively Extraordinary E-mails sent to or from this e-mail address that relate to public business are public records and may be subject to public access under the North Carolina public records law.

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State COVID Vaccination Distribution Plan Update
by Kathy W Bryant 26 Jan '21

26 Jan '21

Sent on behalf of Matthew Brody: TO: Chief Human Resources Officers FROM: Matthew S. Brody, Senior Vice President for Human Resources Attached is information provided by the NC Department of Health and Human Services (DHHS) providing further information about the state's COVID vaccination distribution plan and specifically, Group 3 in the priority list. Group 3 includes frontline essential workers in higher education. According to the attached guidance, a "frontline essential worker" is someone who must be in-person at their place of work. At this time we do not have any additional information about Group 3. Questions such as how an employer identifies employees who "must be in-person" at the workplace, if such classifications will require verification for purposes of vaccine eligibility, and whether such classifications apply to full-time versus part-time employees (or those who might need to perform their duties on-site for only a portion of their work duties) may get clarified with future DHHS guidance. The state is still vaccinating individuals in Group 1 (health care workers) and Group 2 (persons aged 65 or older). Campus employees who fall into either of these groups are eligible for the vaccine now. For those who qualify under Group 3 or later groups, there is no way to predict with certainty when DHHS will move the state into these additional groups. NC DHHS has created a web-based tool ("Find My Group<https://findmygroup.nc.gov/>") to assist individuals in identifying which group they qualify under. The tool includes an option to enter contact information to receive notification when you are eligible for vaccination. Note that the timing of eligibility does not guarantee an appointment for the vaccine. More information about COVID vaccines is available on the NC DHHS website at https://covid19.ncdhhs.gov/vaccines. cc: Norma R. Houston Institution Return to On-Site Work Coordinators KATHY BRYANT Director, Employee Engagement and Development (she/her) UNC System Human Resources 140 Friday Center Drive | Chapel Hill, NC 27517 o: 919.843.5293 | c: 919.616.1871 kwbryant(a)northcarolina.edu<mailto:kwbryant@northcarolina.edu> [email-signature-logo]

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FW: 2021 EEO Planning Info
by Christopher S. Chiron 26 Jan '21

26 Jan '21

FYI CHRIS CHIRON Associate Vice President for Policy, Programs, and Planning and University Equal Opportunity Officer UNC System Human Resources 140 Friday Center Drive | Chapel Hill NC 27517 c: 919.907.0220 | f: 919.843.2318 cschiron(a)northcarolina.edu<mailto:cschiron@northcarolina.edu> www.northcarolina.edu<https://na01.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.northca…> [cid:image001.jpg@01D4BA53.20F5AB50] From: Wills, Windy <windy.wills(a)nc.gov> Sent: Tuesday, January 26, 2021 9:51 AM Subject: [External] 2021 EEO Planning Information EEO Officers, Please see attached information from the 1/14/21 EEO Officers Meeting: 2021 EEO Instruction and Format Guide EEO Officer Meeting PowerPoint Presentation 1.14.21 Training Calendar Jan - Aug 2021 2021 Consultant Listing Reference this message as the documents mentioned during the EEO Officers meeting are attached to this email. Please feel free to contact me or Gina Streaty if you have any questions during this process. Windy A. Wills Diversity & Inclusion Consultant Desk: 984-236-0872 windy.wills(a)nc.gov<mailto:windy.wills@nc.gov> [https://files.nc.gov/ncoshr/documents/Communications/OSHR%20logo%28Blue-Sta…] North Carolina Office of State Human Resources 116 West Jones Street, Raleigh, NC 27603 1331 Mail Service Center, Raleigh, NC 27699-1331 www.oshr.nc.gov<http://www.oshr.nc.gov> Register for job alerts<https://www.governmentjobs.com/careers/northcarolina/jobInterestCards/categ…> and follow us on Facebook<https://www.facebook.com/NCOSHR/> and Twitter<https://twitter.com/work4nc>. [https://files.nc.gov/ncoshr/documents/HTMLEmailImages/C19-KnowWs-TWFB.jpg] ________________________________ Email correspondence to and from this address may be subject to the North Carolina Public Records Law and may be disclosed to third parties by an authorized state official.

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HR COUNCIL CONFERENCE CALL - COVID19 - Updates
by HR Master Calendar 22 Jan '21

22 Jan '21

Join Zoom Meeting https://northcarolina-edu.zoom.us/j/95070447864 Meeting ID: 950 7044 7864 Password: 827566 Dial by your location +1 929 436 2866 US (New York) Find your local number: https://northcarolina-edu.zoom.us/u/adGoyDMGkQ

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Separations of Staff Employees on Long-Term Leave Without Pay Due to COVID-19
by Kathy W Bryant 21 Jan '21

21 Jan '21

Sent on behalf of Matthew Brody: TO: Chief Human Resources Officers I am writing to provide guidance to constituent institutions regarding staff employees who have been unable to work on-site or to telework, who have exhausted all personal leave, and who are in a leave without pay (LWOP) status due to the COVID-19 event. This applies in particular to individuals who disclose an inability to report for on-site work due to personal circumstances and/or due to the nature of their job are unable to telework. As we are soon to approach the one-year mark for the COVID-19 event, we have received inquiries from several constituent institutions about the continued status of these individuals and their LWOP status, and the need to have these positions re-filled based on operational need. It remains our goal to be maximally supportive of employees impacted by the COVID-19 event and to minimize furloughs, reductions in force, and separations to the greatest extent possible. To this end, the University's efforts to date have included special paid administrative leave, interchangeable use of personal leave, advancement of leave accruals, make-up leave provisions, alternative work assignments as feasible, teleworking and flexible schedules, and COVID-19 leave banks. However, we recognize that there are some employees who are no longer able to be accommodated through these various measures and by necessity were transitioned by the institution to LWOP status. While we encourage constituent institutions to continue to take all available steps to minimize adverse impacts to employees affected by COVID-19, we also understand that there may be necessity to separate from employment some employees who have been in extended LWOP status. For this reason, constituent institution Chief Human Resources Officers are authorized, in consultation with their management, to implement such separations in accordance with relevant University policies when deemed necessary and absent any remaining reasonable alternatives. Such employees must be separated from employment in adherence with the following policies: * For SHRA employees, such action is governed by the "separation due to unavailability" section of the State's Separations policy<https://myapps.northcarolina.edu/hr/download/106/onboarding-separations/401…> and its defined employee notification requirements. * For EHRA non-faculty employees, such action is governed by the policy and procedure defined by Sections 300.1.1<https://www.northcarolina.edu/apps/policy/index.php?section=300.1.1> and 300.2.1<https://www.northcarolina.edu/apps/policy/index.php?section=300.2.1> of the UNC Policy Manual. All such decisions should be reached after careful consideration of all other available options and that takes into account any relevant equal opportunity considerations. Likewise, in the event of separations, care shall be given to documenting the separation in a manner that makes clear that it was not due to deficient performance or misconduct in any manner. Further, if the opportunity exists to re-employ such an impacted individual within 12 months of separation, this should be given all due consideration including a waiver of recruitment in accord with your institutional procedures. This memorandum is intended to address impacted SHRA and EHRA Non-Faculty staff employees only. Any potential separation of faculty related to COVID-19 impacts is a separate matter and would be subject to the institution's relevant faculty policies in consultation with your provost and legal counsel. Institutions must report any separations related to COVID-19 and a mechanism to do so will be added to the existing COVID tracking report that institutions provide to UNC System Human Resources each month. If you have any questions regarding this memorandum, please contact Dawn Spinozza, Darryl Bass, or Chris Chiron in System Office Equity, Engagement and Employee Relations in the Division of Human Resources.

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Canceled: HR COUNCIL CONFERENCE CALL - COVID19 - Updates
by HR Master Calendar 21 Jan '21

21 Jan '21

Join Zoom Meeting https://northcarolina-edu.zoom.us/j/95070447864 Meeting ID: 950 7044 7864 Password: 827566 Dial by your location +1 929 436 2866 US (New York) Find your local number: https://northcarolina-edu.zoom.us/u/adGoyDMGkQ

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HR Council Zoom Meeting
by Brian M. Usischon 21 Jan '21

21 Jan '21

Good morning HR Council Members We will be canceling our HR Council Meeting scheduled for this afternoon at 3:00 pm. We will reconvene again on Thursday, February 4 at 3:00 pm. Thanks - Brian Brian M. Usischon Senior Associate Vice President for Human Resource Services University of North Carolina System <http://www.northcarolina.edu/> 140 Friday Center Drive Chapel Hill, NC 27517 T: 919-962-4530 M:919-924-8565 F: 919-843-8945 [email-signature-logo (1)]

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FW: New DHHS COVID Vaccine Priorities
by Kathy W Bryant 14 Jan '21

14 Jan '21

CHROs: Please see the message below and the attachment that updates the vaccine prioritization previously announced by NC DHHS and was sent to your chancellors this afternoon. We will continue to seek additional details on the definition of “essential worker” and share further details as available. Thanks, Kathy Dear Chancellors: As discussed during our call this morning, NC DHHS has announced updated COVID vaccine prioritization. The new priority categories (now referred to as “groups” instead of “phases) as described on the DHHS COVID vaccine website<https://covid19.ncdhhs.gov/vaccines> are: Group 1: Health care workers & Long-Term Care staff and residents (active group) * Health care workers with in-person patient contact * Long-term care staff and residents—people in skilled nursing facilities, adult care homes and continuing care retirement communities Group 2: Older adults (active group) * Anyone 65 years or older, regardless of health status or living situation. Group 3: Frontline essential workers * The CDC defines frontline essential workers as workers who are in sectors essential to the functioning of society and who are at substantially higher risk for exposure to COVID-19. Group 4: Adults at high risk for exposure and increased risk of severe illness * Anyone 16-64 years old with high-risk medical conditions that increase risk of severe disease from COVID-19 such as cancer, COPD, serious heart conditions, sickle cell disease, Type 2 diabetes, among others, regardless of living situation. * Anyone who is incarcerated or living in other close group living settings who is not already vaccinated due to age, medical condition or job function. * Essential workers not yet vaccinated. The CDC defines these as workers in transportation and logistics, water and wastewater, food service, shelter and housing (e.g., construction), finance (e.g., bank tellers), information technology and communications, energy, legal, media, public safety (e.g., engineers) and public health workers. * Group 5: Everyone who wants a safe and effective COVID-19 vaccination. We have not yet received additional guidance from DHHS. When we do, we will share it with you. Based on conversations with DHHS and Secretary Cohen’s remarks during this afternoon’s press conference, I can offer the following: 1. University faculty and staff. There is no separate group or category for education workers. Instead, UNC faculty and staff are eligible for the vaccine based on the Group that applies to that individual. For example: * A faculty member age 65 or older falls under Group 2 and is eligible for the vaccination now. * A staff member who meets the definition of a “frontline essential worker” is eligible under Group 3 (A frontline essential worker is one who “is in a sector essential to the functioning of society and is at substantially higher risk for exposure to COVID-19.” I do not have any more information at this time on the definition of a frontline essential worker). 1. Students. There is no longer a separate category prioritizing students (recall students were previously in “Phase 3” ahead of “Phase 4”). Now, students become eligible for the vaccine based on the Group into which an individual student falls. For example: * A student who is age 65 is eligible under Group 2. * A student who does not fall into any other Group would be eligible under Group 5. Note on students: I do not know if “living in other close group living settings” under Group 4 applies to student housing and will seek further guidance from DHHS. As we receive more information, we will share it with you. Best wishes, Norma Norma Houston Chief of Staff The University of North Carolina System 910 Raleigh Road Chapel Hill, NC 27515<x-apple-data-detectors://1/0> nrhouston(a)northcarolina.edu<mailto:nrhouston@northcarolina.edu> www.northcarolina.edu<http://www.northcarolina.edu/> [cid:image002.png@01D6EA97.5C35F690] Individually Remarkable, Collectively Extraordinary E-mails sent to or from this e-mail address that relate to public business are public records and may be subject to public access under the North Carolina public records law.

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HRcouncil January 2021