WELCOME TO OUR FIRST ONLINE HR NEWSLETTER!!

We hope that you will find our first quarterly online newsletter to be a useful reminder of services, benefits and programs available to faculty and staff at Texas Woman's University.  The upcoming Summer Benefits Enrollment, Oracle HR Self Service and Oracle iRecruitment updates are just a few university-wide improvements that will continue to be reported in future newsletters.

We encourage your ideas for future newsletter topics and ideas for greater involvement.  So today, we are announcing a contest to choose the name for our newsletter.  Please send us your ideas by April 30.  The top three will receive a prize and recognition in the July 1 newsletter.

Cheers,

Lewis Benavides, Director of Human Resources

Email your suggestions to Human Resources

Tax Deferred Annuity 403(b)

and Deferred Compensation 457

Maximums for 2004

The Tax Deferred Annuity (TDA) and the Deferred Compensation Plan (457) maximums increased this year and enable the employee to shelter up to 100% of gross annual income with a maximum of $13,000.

Please go to the Benefits Website for more information.

New TWU Employees

If you are a new employee (or a long-term employee) who would like to review your benefit options, we have provided a New Employee Power Point Presentation on the Benefits Website under "Benefits New Employee Orientation".

• This presentation will take you through all your benefit options/eligibility.

• The link to the ERS New Employee Guide to Benefits booklet is more detailed information regarding all your insurance options as a state of Texas employee.

• The link to "Required Forms" is a listing of all forms required from new employees.

New SKIP Guidelines Effective April 1, 2004

If you are interested in the SKIP program for your children and have not been able to participate in the past due to the Annual Family Income limit, you may want to check out the ERS website with the new Annual Family Income limit.  ERS has increased the limit and you may now be eligible.

The State Kids Insurance Program (SKIP) was started in 1999 by the Texas State Legislature to insure that all children of state and higher education employees have access to more affordable health care.  SKIP mirrors the federal Children's Health Insurance Program (CHIP).  However, if you are a state employee, you are not eligible for CHIP, but your benefits will be similar with the SKIP program.

You may access the Annual Family Income limit chart and additional SKIP information by going to the ERS Website.  You may also review the SKIP brochure regarding when to apply, the application process, etc.

Wal-Mart No Longer Accepts TexFlex Convenience Card

As of February 1, 2004, Wal-Mart will no longer accept the TexFlex Convenience Card used for eligible Health Care Reimbursement Account (HCRA) expenses such as prescription drugs and over-the-counter medicine.

TexFlex members can submit claims and receipts for HCRA-eligible purchases made to PayFlex for reimbursement.  However, if they wish to use their Convenience Card for these purchases, they should seek other retailers that accept signature-based debit cards.

Please go to the Benefits Website for more information on TexFlex.

BlueCross BlueShield of Texas

A Fresh Coat of Blue Newsletter

For up-to-date information regarding your health benefits through HealthSelect, please go to the Benefits Website.  The link to the current issue of the BCBS Newsletter A Fresh Coat of Blue will be posted under "Important Announcements."

Exiting Employees

Did you know that if you terminate your employment with Texas Woman's University that you have Exiting Benefits?  Please go the Human Resources Website for more information.

Vision Care

Did you know that as a HealthSelect participant you have coverage for eye exams and as a BCBS participant you have discount services for eyeglasses, contacts, etc. through Cole Managed Vision?  Please go to the Benefits Website for more information on these services.

Employees Retirement System of Texas

For Your Benefits Newsletter

For up-to-date information regarding all your insurance options as a state of Texas employee, please go to the Benefits Website.  The link to the current issue of the ERS Newsletter For Your Benefits will be posted under "Important Announcements".

DEPARTMENT REMINDERS!

Please have new employees come to the Office of Human Resources to complete a Payroll packet on their First Day of Employment.

If an employee has resigned from the University, please have them submit a resignation letter and forward a copy to the Office of Human Resources.  And, please initiate a Personnel Transaction Form so we may remove them from an active status.  Please route the PTF through appropriate channels for signatures.

Records

UNIVERSITY-WIDE JOB DESCRIPTION PROJECT UPDATE

Job descriptions provide a framework for the management of the business and facilitate communication between managers and employees on responsibilities, accountabilities and expectations.  A common format is used for exempt and non-exempt positions.  Managers are responsible for ensuring a current job description exists for their own position as well as for their employees' positions.

Job descriptions should be maintained and regularly updated for many reasons:

• to identify roles and responsibilities to the incumbent

• to provide necessary direction

• to develop standards of performance

• to conduct performance reviews

• to assist in the recruiting process by defining the knowledge and skills required to perform the job

• to determine development needs of current incumbents and of those desiring to move into the position

Currently, our project has been delayed considerably due to the ORACLE Implementation Project.  However, the project is still underway.  if you have not submitted your updates, revisions and corrections, please submit.

Compensation & Classification

Greetings from Employee Advocacy and Performance Management!

Did you know that performance evaluation forms are now available on-line?

Visit the Employee Advocacy & Performance Management Website to download and print – it’s as easy as that!  Please note that you will need Adobe Acrobat Reader 5.0 to download the forms, but a link to a free copy is included on the web page.

Also included on this web site are some “Tips and Hints” that will assist you through the process of completing performance evaluations on your staff.

Remember that performance evaluations are an important tool for supervisors.  They gauge what’s going right and what needs improvement.  Employees need to know if they are doing a good job or if there are areas that need improvement.

If you have any questions please give me a call at 8-1-3553 or send an e-mail to ajohnson2@twu.edu.

ORACLE UPDATE

After a year of development and design, the Human Resources and Payroll modules of Oracle went live January 1, 2003.  The Offices of Human Resources and Payroll are performing a large portion of their daily processes through the Oracle system.  The Office of Human Resources is continuing to work with the consultants and ITS staff to enhance the system to better meet the University's needs.

We are now gearing up to start phase II of the Oracle project.  The following is an overview of the modules to be implemented during phase II:

• Oracle Self-Service.  Oracle Self-Service allows your workforce to update and use employee-specific information, online via a browser, that is personalized to an individual's roles, experience, work content, language, and information needs.  This helps to create a paperless environment to streamline business processes, decrease costs, and improve service.

• Oracle iRecruitment.  Oracle iRecruitment is a solution that gives managers, recruiters and applicants the ability to manage every phase of finding, recruiting, hiring, and tracking new employees.

• Oracle Training Administration.  The Training Administration module assists in the tracking and managing of training enrollments, resources and budgets.

Tips For a Successful Interview

• Ask job appropriate questions

• Ask each applicant the same questions to ensure the reliability of the interview

• Remember . . . NEVER ask questions that violate our ADA/EEO policies

For a list of tough yet legal questions, you can contact Employment.

REFERENCE CHECKS . . . WHY ARE THEY IMPORTANT?

Reference checks are important to ensure quality employees.  Personal references do not always give the "truest" picture of whom you are hiring!  That is why it is our policy to get three business references.

Did You Know . . .

That Human Resources will post your faculty positions for FREE?  We have a year contract with several publications and would love for your department to take advantage of this service.  All you do is send a Word attachment by email to jgriffith@twu.edu and we will take care of the rest.  Be sure to include your department contact information.

For any questions regarding employment or the hiring process, you may contact Jodi Griffith, Supervisor of Recruitment and Selection at extension 8-1-3518.

SUPPLEMENTAL EEO TRAINING

State law requires state employees to receive supplemental Equal Employment Opportunity and Sexual Harassment training every two years.  The EEO/Sexual Harassment training will soon be accessible through the Training Website. 

All full and part-time benefits-eligible employees with a start date prior to April 1, 2002 will need to complete the computer based training program.  There is a form at the end of the training program that, when submitted, will automatically e-mail the Training Manager with the information that the employee has successfully completed the mandatory training. This form will be placed in the employee's personnel file.

All departments should notify employees who do not normally have e-mail or computer access of this state-mandated training requirement and allow time and opportunity for these employees to complete the program.   

TIPS FOR DEPARTMENTS ON ORIENTING NEW EMPLOYEES

Let's Make Our New Employees Feel Welcome!!  

First impressions are critical.  While we are forming opinions of our new staff members, they are also forming opinions of TWU.  Taking time to provide new employees with initial information and important tools will not only help them be successful and productive, but will also make a good impression and reinforce the quality and excellence that TWU is known for.

At New Employee Orientation every effort is made to give our new employees important State and University information.  Newcomers receive payroll, insurance and retirement information, and important state-mandated EEO and Sexual Harassment training.  This information is applicable to all regular staff members.  Here at TWU, however, each department has an individual function, it's own procedures, goals, objectives, and office culture.   Below are a few tips to make your new employees feel valued and comfortable in their new environment. 

• Prepare an office orientation
  *  Office goals and objective
  *  Relationship to the rest of the University
  *  Department dress code
  *  Office and customer service culture
  *  Confidentiality
  *  Department hours of operation
  *  Specific department procedures
  *  Telephone etiquette/correspondence style 
  *  Budget and fiscal accountability
  *  Review and discuss job description, task list and evaluation criteria
• Assign the employee a work space, provide them with supplies and allow them to arrange their area
• Assign a "work buddy" for orientation to the office environment and informal help
• Take a campus tour