January 2021 - HRcouncil - lists.northcarolina.edu

FW: [External] EEO Instruction and Format Guide
by Christopher S. Chiron 14 Jan '21

14 Jan '21

From: Wills, Windy <windy.wills(a)nc.gov> Sent: Thursday, January 14, 2021 2:42 PM Subject: [External] EEO Instruction and Format Guide [CAUTION: External email. Do not click links or open attachments unless verified. Send all suspicious email as an attachment to spam(a)northcarolina.edu<mailto:spam@northcarolina.edu>] EEO Officers, Please see attached the 2021 EEO Instruction and Format Guide and Consultant Listing. Feel free to contact me or Gina Streaty if you have any questions. Thank you for continuing to make the State of NC a more diverse and inclusive workplace. Windy A. Wills Diversity & Inclusion Consultant Desk: 984-236-0872 windy.wills(a)nc.hgov<mailto:windy.wills@nc.hgov> [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 ZOOM Meeting/Conference Call - January 14 @ 3:00 PM
by Brian M. Usischon 14 Jan '21

14 Jan '21

Good Morning HR Council Members, Here are the items we will be discussing on our call at 3:00 pm: · Introduction of Darryl Bass (Matt) · COVID-19 Testing Programs and Vaccinations (Matt) · Legislative/Budget Outlook (Matt) · Long Term Furloughs/Employees who have exhausted Leave (Matt & Chris) · Advocacy for extending re-hired retiree COVID-19 provisions for TSERS (Brian) · Work and Leave Provision Q&A (Chris) · Reporting - COVID-19 and Annual HR Compliance Report (Keith) · Update on Background Check RFP (Lynn) · Other Items As a reminder, HR Council meetings are for HR Council Members only. I have also copied the meeting credentials below: 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 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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January Benefits Network Meeting - Materials
by Ashley Nicklis 13 Jan '21

13 Jan '21

Hello all, Please find attached the materials for this afternoon's Network meeting. Looking forward to catching up with everyone. Thanks, 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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Notice - Annual D&I Report to BOTs
by Christopher S. Chiron 13 Jan '21

13 Jan '21

Good morning, Please see the attached memo from Matthew S. Brody, Senior Associate Vice President for Human Resources, in regard to completing the annual Diversity & Inclusion Report. A report template is also attached. Many thanks, csc 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]

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FW: [External] 2021 EEO Plan Letter
by Christopher S. Chiron 12 Jan '21

12 Jan '21

Good morning, I will send the EEO Officers a calendar invite momentarily to the OSHR Meeting referenced below. Thx csc From: Astrike, Nancy <nancy.astrike(a)nc.gov> Sent: Wednesday, January 6, 2021 6:46 PM Subject: [External] 2021 EEO Plan Letter Please find attached the 2021 EEO Plan letter. We appreciate you sharing this letter with each university EEO Officer. Also, the EEO Plan Instruction and Format Guide is being updated for 2021. It will be available at the EEO Officer meeting on 1/14/21. As always, we appreciate the partnership offered by the university system as we work collaboratively towards our shared diversity and inclusion objectives. Many thanks, Nancy Nancy Astrike Division Director Nancy.astrike(a)nc.gov<mailto:Nancy.astrike@nc.gov> Desk: 984-236-0870 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/C19-KnowWs-TWFB-updated-6.25.20.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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FW: Current Modified Stay-At-Home Order Extended for 3 Weeks
by Kathy W Bryant 06 Jan '21

06 Jan '21

CHROs: Additional information on the Governor’s action today, which was sent to your Chiefs of Staff this afternoon. Thanks, Kathy From: Norma R Houston <nrhouston(a)northcarolina.edu<mailto:nrhouston@northcarolina.edu>> Date: Wednesday, January 6, 2021 at 3:43 PM To: "UNCCOS(a)lists.northcarolina.edu<mailto:UNCCOS@lists.northcarolina.edu>" <UNCCOS(a)lists.northcarolina.edu<mailto:UNCCOS@lists.northcarolina.edu>> Cc: Kimberly van Noort <kpvannoort(a)northcarolina.edu<mailto:kpvannoort@northcarolina.edu>>, "Andrew P. Kelly" <apkelly(a)northcarolina.edu<mailto:apkelly@northcarolina.edu>>, Jonathan Pruitt <jpruitt(a)northcarolina.edu<mailto:jpruitt@northcarolina.edu>>, "Thomas C. Shanahan" <tcshanahan(a)northcarolina.edu<mailto:tcshanahan@northcarolina.edu>>, Andrew T Tripp <attripp(a)northcarolina.edu<mailto:attripp@northcarolina.edu>>, Bart Goodson <sbgoodson(a)northcarolina.edu<mailto:sbgoodson@northcarolina.edu>>, Frederick E Sellers <fesellers(a)northcarolina.edu<mailto:fesellers@northcarolina.edu>>, "Brent T. Herron" <bherron(a)northcarolina.edu<mailto:bherron@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>>, Joshua N Ellis <jnellis(a)northcarolina.edu<mailto:jnellis@northcarolina.edu>>, Jane Stancill <mjstancill(a)northcarolina.edu<mailto:mjstancill@northcarolina.edu>>, Peter Hans <phans(a)northcarolina.edu<mailto:phans@northcarolina.edu>>, "Matthew S. Brody" <msbrody(a)northcarolina.edu<mailto:msbrody@northcarolina.edu>> Subject: Current Modified Stay-At-Home Order Extended for 3 Weeks Hi Chiefs: During his press conference this afternoon, Governor Cooper announced the extension of the current Modified Stay-At-Home Order for another three weeks. Executive Order 188<https://files.nc.gov/governor/documents/files/EO188-Extension-of-Modified-S…> goes into effect this Friday (when the current EO expires) and remains in effect until 5:00pm on Friday, January 29th. All restrictions under the existing executive order (EO 181) are extended for this three-week period; no new restrictions are imposed. A copy of EO 188 is attached. As a reminder, a summary of the restrictions imposed under EO 181 that are now extended through the end of this month is listed below: * Stay at Home for High-Risk Individuals: High-risk individuals (those over age 65 or any person with serious underlying medical conditions) are strongly encouraged to stay at home and travel only for essential purposes. * Business Nighttime Closure: Certain categories of businesses and facilities must close from 10:00pm to 5:00am (nighttime closure requirement). The nighttime closure requirement applies to: * Amusement Parks * Bars, nightspots, and indoor arenas * Fitness facilities * Movie theaters, meeting spaces, and entertainment facilities * Museums and aquariums * Parks * Personal care and grooming businesses * Pools * Restaurants * Retail businesses * Exemptions from the nighttime closure requirement include retail businesses that sell groceries, health care supplies, and fuels. Restaurants may remain open past 10:00pm for take-out and delivery service only. * Alcohol Sales: Alcohol sales for on-site consumption are prohibited from 9:00pm to 7:00am. * Nighttime Events: Events or convenings outside the home must end by 10:00pm and all guests must leave and travel home. Professional and collegiate sports events may continue past 10:00pm. * Nighttime Travel Restrictions (“Curfew”): Except for limited exceptions, a statewide curfew is imposed from 10:00pm to 5:00am (exceptions to the curfew include: professional and collegiate sports events, religious services, law enforcement and other first responders, travel for required work, obtaining groceries, medical care, fuel, health care supplies, and taking care of a family member, friend, or pet). * Mandatory Face Coverings: * Face coverings required in all public indoor settings if there are nonhousehold members present, regardless of the individual’s ability to maintain social distance. Face coverings required in public outdoor settings if individuals are unable to maintain six feet of social distance from non-household members (the application of the mandatory face covering requirement to collegiate athletes remains the same – wearing face coverings is encouraged but not required when collegiate athletes are strenuously exercising or recovering from exercise and athletes are participating in a sport that is under conference oversight requiring COVID-19 risk reduction protocols). * Good faith effort on the part of employers to provide face coverings to employees. * Occupancy Limits: * Occupancy limits on indoor stadiums, arenas, and other similar venues remain the same (25 guest limit; the previous guidance from DHHS permitting up to 2 parents/family members per student athlete participating in the sport in addition to the 25-guest limit – up to a total of 350 spectators – remains the same). * Occupancy limits on very large outdoor facilities remains the same. * Occupancy limits on other categories of business and retail establishments remain the same. * Mass Gathering Restrictions: Mass gathering restriction remains the same (10 people indoors and 50 people outdoors) – the exception for educational institutions and governmental operations remains the same, as do the occupancy limits for indoor stadiums and very large outdoor facilities. In addition, Secretary Cohen has issued a secretarial directive advising of immediate actions individuals should take to protect themselves and others (note that a secretarial directive is advisory; it is not enforceable through criminal sanctions as are violations of a gubernatorial Executive Order): Secretarial Directive (1/6/2021): https://files.nc.gov/covid/documents/NCDHHS-Secretarial-Directive-January-6… Secretarial Directive FAQs (1/6/2021): https://files.nc.gov/covid/documents/NCDHHS-Secretarial-Directive-FAQ-Janua… Please feel free to share with your colleagues. 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@01D6E442.E516CEE0] 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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FW: RELEASE ALERT: Governor Cooper Extends Modified Stay At Home Order Amid Rising Case Counts
by Kathy W Bryant 06 Jan '21

06 Jan '21

CHROs: For your information. Also being sent to your ROSO Coordinators. Thanks, Kathy From: Joshua N Ellis <jnellis(a)northcarolina.edu<mailto:jnellis@northcarolina.edu>> Date: Wednesday, January 6, 2021 at 2:50 PM To: Joshua N Ellis <jnellis(a)northcarolina.edu<mailto:jnellis@northcarolina.edu>> Subject: RELEASE ALERT: Governor Cooper Extends Modified Stay At Home Order Amid Rising Case Counts [Office of Governor Roy Cooper] FOR IMMEDIATE RELEASE January 6, 2021 Contact: Ford Porter Phone: 919-814-2100 Email: govpress(a)nc.gov<mailto:govpress@nc.gov> Governor Cooper Extends Modified Stay At Home Order Amid Rising Case Counts Modified Stay At Home Order extended as numbers continue to increase at alarming pace; 96 counties now designated as “red” or “orange” North Carolina National Guard mobilized, other efforts underway to support vaccine distribution RALEIGH: Governor Roy Cooper and North Carolina Department of Health and Human Services Secretary Dr. Mandy Cohen shared an update today on North Carolina’s efforts to prevent the spread of COVID-19 and support the vaccination effort currently underway. Governor Cooper extended North Carolina’s Modified Stay At Home Order that requires people to be at home from 10 pm – 5 am to last through at least Friday, January 29. Secretary Cohen also issued a Secretarial Directive with stark warnings for North Carolinians to avoid indoor spaces without masks and gatherings between households. Read here for more details on the Secretarial Directive<https://click.icptrack.com/icp/relay.php?r=38559727&msgid=485714&act=24UL&c…>. "We have turned the page on a new year – one that we’re hoping will bring better times. But as we know, the virus didn’t disappear at midnight on December 31," Governor Cooper said. "In fact, in North Carolina, we have seen some of our highest case counts, percent positives, hospitalizations and ICU bed usage numbers in the past few days. No matter where you live, work, worship or play, COVID-19 remains a deadly threat, and we must treat it that way." “We are in a very dangerous position. North Carolinians need to take immediate actions to save lives, slow the spread of the virus, and protect hospital capacity so that medical care is available to anyone who may need it, whether for COVID-19 or for any other reason,” said NCDHHS Secretary Mandy K. Cohen, M.D. Dr. Cohen provided an update on North Carolina’s data and trends. Trajectory in COVID-Like Illness (CLI) Surveillance Over 14 Days * North Carolina’s syndromic surveillance trend for COVID-like illness is increasing. Trajectory of Confirmed Cases Over 14 Days * North Carolina’s trajectory of cases is increasing. Trajectory in Percent of Tests Returning Positive Over 14 Days * North Carolina’s trajectory in percent of tests returning positive is increasing. Trajectory in Hospitalizations Over 14 Days * North Carolina’s trajectory of hospitalizations is increasing. In addition to these metrics, the state continues building capacity to adequately respond to an increase in virus spread in testing, tracing and prevention. Testing * Testing is widely available across the state. Tracing Capability * There have been more than 600,000 downloads of the exposure notification app, SlowCOVIDNC. Personal Protective Equipment * North Carolina’s personal protective equipment (PPE) supplies are stable. Dr. Cohen also provided an update on North Carolina’s COVID-19 <https://click.icptrack.com/icp/relay.php?r=38559727&msgid=485714&act=24UL&c…> County Alert System map<https://click.icptrack.com/icp/relay.php?r=38559727&msgid=485714&act=24UL&c…>. There are now 84 counties designated as red (critical community spread) and 12 counties that are yellow (substantial community spread). Read the update<https://click.icptrack.com/icp/relay.php?r=38559727&msgid=485714&act=24UL&c…> to see where each county stands and how the system was designed. Vaccine Efforts Underway Governor Cooper and Dr. Cohen also highlighted North Carolina’s efforts to support the COVID-19 vaccination campaign. Governor Cooper has mobilized approximately 50 North Carolina National Guard personnel to support NCDHHS and North Carolina Emergency Management. The Guard will assist with administering the vaccine and logistics support for local entities. "As we work to prevent the spread of COVID-19, we are also helping local hospitals and health departments to support their vaccine efforts. Getting the vaccine out quickly is the most urgent priority right now, and we will use everything and everyone needed to get the job done," Governor Cooper said. NCDHHS is onboarding more health care providers to administer the vaccine and sharing detailed guidance with providers to help them get the vaccine out more quickly. NCDHHS has also notified vaccine providers that future allocations will be based on how quickly they are able to get their supply out to eligible recipients. If an entity is not using their vaccine supply quickly enough or keeping the state database updated on their progress that will impact how much they are allocated going forward. As the state moves into Phase 1b, local hospitals and other vaccine providers can now begin administering vaccines to those over age 75. Individuals should call their local health department or hospital to see if they have started to schedule vaccine appointments. A comprehensive list of local health department contact numbers can be found here<https://click.icptrack.com/icp/relay.php?r=38559727&msgid=485714&act=24UL&c…>. Finally, NCDHHS and the state of North Carolina continue to work with communities around the state who may be hesitant to accept the vaccine when it is their turn. Governor Cooper and Dr. Cohen underscored that this vaccine was authorized after independent health experts reviewed the data from tens of thousands of trial participants. Read Executive Order No. 188<https://click.icptrack.com/icp/relay.php?r=38559727&msgid=485714&act=24UL&c…>. View the slides<https://click.icptrack.com/icp/relay.php?r=38559727&msgid=485714&act=24UL&c…> from today’s briefing. ### Follow us online Governor.nc.gov<https://click.icptrack.com/icp/relay.php?r=38559727&msgid=485714&act=24UL&c…> Facebook<https://click.icptrack.com/icp/relay.php?r=38559727&msgid=485714&act=24UL&c…> • Twitter<https://click.icptrack.com/icp/relay.php?r=38559727&msgid=485714&act=24UL&c…> • Instagram<https://click.icptrack.com/icp/relay.php?r=38559727&msgid=485714&act=24UL&c…> • Flickr<https://click.icptrack.com/icp/relay.php?r=38559727&msgid=485714&act=24UL&c…> Unsubscribe <https://app.icontact.com/icp/mmail-mprofile.php?r=38559727&l=13425&s=24UL&m…> This message was sent to jnellis(a)northcarolina.edu<mailto:jnellis@northcarolina.edu> from govpress(a)nc.gov<mailto:govpress@nc.gov> Governor Cooper's Press Office State of North Carolina 116 West Jones St. Raleigh, NC 27603

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Updates to campus EO and DI contacts
by Christopher S. Chiron 06 Jan '21

06 Jan '21

Good afternoon, As we ramp up for starting the 2021 state EO Reports, we'd like to ensure that we have the appropriate contact information for each of the designated EEODI roles at your institution: - Inclusion Executive - Diversity & Inclusion Officer - Equal Opportunity Officer - State EO Report Contact (person responsible for completing and submitting the state EO Report) - EEODF Training Coordinator (person responsible for coordinating state EEODF training and compliance) Please review the information on the attached file and please submit revisions (or confirmation that the information is accurate) no later than close of business this Friday (Jan 8). This email is being sent to 3 listservs: the EEO Officer list, the Diversity & Inclusion Council list and the Chief HR Officers list , so please coordinate your response for your institution. Many thanks, csc 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]

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403b Universal Availability Notice and Annual Benefits Reminder
by Ashley Nicklis 05 Jan '21

05 Jan '21

Hello all, Happy New Year! Please find attached the 2021 403b Universal Availability Notice and the Annual Benefits Reminder. In addition, I've attached the instructions for converting these into a HTML email. 403b Universal Availability Notice The 2021 403B Universal Availability Notice has also been updated and posted on UNC System's website. Here is a link to the notice: is https://myapps.northcarolina.edu/hr/download/188/universal-availability-not…. I have also attached so that it can be used for distribution. I'm including a Word version which can be emailed and a PDF version that can be posted. This notice must be distributed to all employees that receive compensation reportable on a W-2 and pay FICA. The notice can be delivered by an reasonable method, which may include email and posting the notice within all principal places of employment at the locations on site that are customarily used for notices to employees concerning employment and benefit matters. Please email me directly, by January 29, 2021, with confirmation that you have sent the notice to all employees. The 2021 Salary Reduction Agreements for both the 457 and 403b plans has been updated and posted to the UNC System website. Here is a link to the supplemental retirement page: https://myapps.northcarolina.edu/hr/benefits-leave/retirement/. There are two different agreements and you will need to expand the Supplemental Retirement Program menu and then click on either the 403b or 457 plan link (from the link above) to access the appropriate form. Annual Benefits Reminder Review the attached, update accordingly for your institution, and then send to all of your benefit eligible employees in January. New Annual Request - Confirmation of your ERP system configuration for the supplemental retirement plans As noted, this will be a new annual request that will require you to provide us screen shots and written verification that your ERP (i.e. Banner, PeopleSoft, Lawson) has been accurately configured for the supplemental retirement plans. Specifically, we want to see that you have the annual limits programmed correctly and the set up for the aggregation of the limits is also correct. I've attached a Banner example of what we are looking to receive, "Banner Retirement Limits Set Up example.docx". If you have any questions about this new request, please contact Elsie Sanchez-White at esanchezwhite(a)northcarolina.edu<mailto:esanchezwhite@northcarolina.edu>. Lastly, I look forward to speaking with everyone virtually at next week's Benefits Network Meeting. Thanks, 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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HRcouncil January 2021