INSIDE HR NEWSLETTER ARCHIVE
A Monthly HR Publication
Distributed to Administrative Heads, Administrative and Fiscal Officers, Forms Processors, and Supervisors.
2020
- January
This is an archived newsletter. Some links within the newsletter are no longer active. See below to learn more about each article:
Changes in HR Consulting Services
Employees and supervisors are encouraged to contact their Human Resources consultant for assistance with employment or employee relations issues. Some reporting changes have recently been made. Click here to find out who your Human Resources consultant is for your college/division.
Changes to Overtime Regulations Under the Fair Labor Standards Act
On September 24, 2019, the Department of Labor issued changes to the overtime regulations under the Fair Labor Standards Act (FLSA). The FLSA is a 1938 law which governs minimum wage (currently $7.25/hour), overtime (time and ½ paid for hours worked over 40 within a given workweek) and child labor law within the United States.
The updated FLSA regulations are as follows:
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New salary threshold for exemption under the Professional, Administrative, or Executive duties tests
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$684 per week, $35,568 annually (with the exception of special exemptions)
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Thresholds are anticipated to be updated more regularly (although no official set interval has been indicated)
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The new regulations are effective January 1, 2020.
Although the new FLSA salary threshold for exemption is $35,568 annually, the University will be adopting a salary threshold of $38,040 annually for exemption under the duties tests in anticipation of future changes to the FLSA salary threshold. For the past three years, the University has been acting under the previously anticipated amendment that failed to become regulation in the eleventh-hour due to a federal injunction. Currently the University requires that employees with responsibilities meeting the duties tests receive a salary at or exceeding $47,476 annually before they can be considered exempt (some exclusions may apply for special exemptions). The new University salary threshold of $38,040 annually will mitigate the likelihood of future changing pay schedules, and reduce additional time-consuming administrative burdens that would come as a result of future amendments to the FLSA salary threshold.
OSU Human Resources is in the process of developing reports indicating which positions may be impacted as a result of the upcoming changes, and the plan is as follows:
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OSU Human Resources will begin a detailed review of impacted positions, incumbent’s salaries, job responsibilities, job classification, hiring ranges and career development plans, duties tests, regulation changes, and other internal and external factors.
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Upon analyzing this data, communication will be provided to the leadership in the departments of those who will be impacted regarding the anticipated exemption status changes.
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In coordination with departmental leadership, communication will be provided to each impacted individual.
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Following the communication with each impacted individual, changes in their exemption status will be made, as appropriate.
We anticipate that all changes in exemption status will be made in the Spring of 2020. If you have questions or concerns, we encourage you to contact your HR Consultant.
Form 1095-C
As required by the Affordable Care Act, employees will receive 1095-C forms providing information about health care insurance coverage. Much like Form W-2 and Form 1099, which include information about the income you received, these health care forms provide information employees may need when they file their individual tax return.
Form 1095-C serves as a "proof of insurance statement' that shows the IRS OSU employees have been properly covered. Employees can use information from Form 1095-C in tax filing, similar to how they take information from a W-2 form and transfer it to their tax forms.
OSU is required to send Form 1095-Cs for the 2019 year on or before March 2, 2020. Employees who have elected in Self-Service Banner to receive an electronic copy only of Form 1095-C will not receive a paper form.
According to the IRS website, while the information on these forms may assist in preparing a return, they are not required. Individual taxpayers will generally not be affected by the March 2 deadline and can file their returns as they normally would.
Another form of verification is from the W-2 form, Box 12 - Item DD - this amount represents the total of employee and employer contributions to your medical plan.
Check Your First Pay Stub
Please take time to check your first Pay Stub in January to ensure your benefit deductions and contributions are correct for 2020.
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Log in to Self-Service Banner using your O-Key credentials.
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Click on "Self Service".
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Click on the "Employee" tab.
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Click on "Pay Information."
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Click on "Pay Stub."
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Select “Pay Stub Year” 2020.
If you are paid on the monthly payroll, your first Pay Stub for 2020 will not be available until after the monthly payroll is processed in mid-January.
Questions? Immediately contact OSU Benefits, osu-benefits@okstate.edu, 405.744.5449, or stop by 106J Whitehurst.
Meet One-on-One with a TIAA Financial Representative
Need Financial Planning and Retirement Advice? TIAA representatives are available for financial planning and retirement advice to meet one-on-one with employees:
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Stillwater Campus
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January 16
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February 11, 27
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March 5, 11, 19, 26
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Appointments fill up fast! To make an appointment, schedule online at www.tiaa-cref.org/schedulenow or call TIAA at 800.732.8353.
Meet with a TIAA Representative on the Stillwater Campus
Need financial planning and retirement advice? TIAA representatives are on the Stillwater campus for financial planning and retirement advice to meet one-on-one with employees. Appointments fill up fast! To make an appointment, schedule online at www.tiaa-cref.org/schedulenow or call TIAA at 800.732.8353.
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- February
This is an archived newsletter. Some links within the newsletter are no longer active. See below to learn more about each article:
Advertising OSU Jobs
When you list open position on OSU Jobs, OSU Human Resources will advertise on the following job boards:
- OSU Jobs, http://jobs.okstate.edu/. Applicants can find OSU’s current open positions, create an account and apply for these positions.
- OSU’s Career Services, http://hireosugrads.com/. Job board for OSU alumni and student job seekers.
- INSIGHT Into Diversity, http://www.insightintodiversity.com/. A higher education online diversity job board.
- HigherEdJobs, https://www.higheredjobs.com. Applicable to OSU-Stillwater faculty and staff positions only. A source for jobs and career information in academia.
- OKJobMatch, https://okjobmatch.com/ada/r/. Applicable to OSU-Stillwater staff positions only. Oklahoma’s public workforce job matching system for job seekers.
Many websites (Indeed for example) collect position advertisements from job boards such as OSU Jobs and list the position on their site. The benefit of the additional outreach and exposure is free with some limitations. Many of these sites will offer additional features for purchase. The following list are where we have seen OSU job ads:
- Indeed
- Google Jobs
- Jora
- Glassdoor
Use OSU Jobs for your recruiting and your job ad will reach more people. OSU Jobs allows hiring officials a convenient way to manage their applicant pool. If you have questions, please contact Talent Acquisition at 405.744.2909.
Checking References for Employment
Before a candidate receives an offer of employment, hiring officials are encouraged to contact the references of finalists to ensure the candidate is the most qualified individual for the position. Oklahoma State University is committed to providing a safe and secure environment for the University community in support of its overall mission. Conducting reference checks can help OSU achieve its goal and minimize the risk from negligent hiring practices. Hiring officials may seek reference information from multiple sources such as a candidate’s current employer, former employer(s), colleagues and/or cohorts for example. References provided or not provided by the candidate are acceptable to contact.
Remember OSU is one employer and there is freedom to share pertinent information from one department to another. Always practice caution when gathering information on a candidate and specifically with readily available social media profiles and pages. The potential to learn more about an individual from a social media account is greater than the information learned from an individual in an interview. In addition, the risk for complaints alleging discrimination increase. In all cases, remain focused on gaining knowledge from a reference source to help determine if the candidate can perform the duties of the position. Avoid unreasonable intrusion into areas where individuals have a legitimate expectation of privacy. Keep in mind many companies will only share a limited amount of employee information. This restriction is typically a company policy and not a negative reflection of the candidate.
The following reminders are helpful in the event someone is seeking input from you as a reference for an individual.
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Before releasing information, obtain written authorization from the individual explicitly allowing you to release his/her information. For an Employee Authorization for Reference Release form, click here.
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In general and with written authorization, the information to share pertains to salary, performance and eligibility for rehire.
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Refer to The Work Number service from Equifax for verification of employment and/or income for OSU/A&M employees. Instructions are here. Questions? Call OSU Benefits at 405.744.5449, or email osu-benefits@okstate.edu.
For additional guidance on checking references, please contact one of our team members from OSU HR Consulting Services, Joey Keel, Talent Acquisition Manager, or your HR Consultant.OSU Human Resources Consulting Services, (405) 744-2909, osu-hr@okstate.edu.Reference University policy 3-0712, Human Resource Information Management Systems, and University policy 1-0130, Open Records, for more information.
Important Updates to the New Form I-9, Employment Eligibility Verification
U.S. Citizenship and Immigration Services (USCIS) recently published a new version of Form I-9, Employment Eligibility Verification on 10/21/2019. The new version must be used effective 5/1/2020.
You may choose to use either the previous edition dated 07/17/2017 or the new edition through April 30, 2020. Use of the new form is mandatory after that date and old versions will be returned.Free Webinar - Managing Personal Finances, March 27, 1 p.m.
Are money issues causing you to worry and stress? Do you buy items, even if you don’t need them, just because they are on sale and you know you are “saving money?” Do you pay only the minimum balance on your credit cards? Is debt mounting in your life to the point where you don’t know what to do about it? Do you wish you were saving more money? Money is a huge stressor for many people, but it doesn’t have to be. This workshop will help you demystify the numbers and get you living beyond paycheck to paycheck. Register Here
- Special Edition
This is an archived newsletter. Some links within the newsletter are no longer active. See below to learn more about each article:
Student Pay
OSU will continue to provide hours of work for students who are willing and able to work in positions that meet the needs of social distancing requirements. To support those who are unable to work during this time, the university will provide administrative pay through the end of the semester (5/2/2020). Please contact your supervisor for assistance or contact OSU Human Resources at 405.744.2909 for assistance in locating work on campus during this semester.
- If students are not able to work, or are not able to work their anticipated regular schedule, pay will be provided up to their regular schedule for the pay period, or up to the average pay earned by the student employee for the Spring semester, whichever is greater. This information has been provided to the appropriate college/division fiscal officer for review. Some exceptions may apply. Please consult with your Human Resources Consultant.
- For federal work-study students, pay will be provided up to their regularly scheduled hours for each pay period in accordance with work-study guidelines.
- The employee will not enter administrative leave hours. Banner entry for administrative pay will be made by the supervisor and/or SUPERUSER on the biweekly timesheet for each student employee. Click here for instructions.
- Administrative pay will be secondary to time credited under the FFCRA beginning April 1.
- Student positions will end on or before 5/2/20. If the student wishes to file for unemployment in their home state, a resignation will be needed to terminate the appointment on the Banner system prior to 5/2/20.
If you have any questions, please contact your supervisor or your Human Resources Consultant.
OSU A&M Health Plans Cover COVID-19 Testing and Treatment
On March 27th, 2020, President Trump signed into law the Coronavirus Aid, Relief, and Economic Security Act or CARES Act. For those enrolled in the Oklahoma State University and Agriculture and Mechanical (OSU/A&M) health plans and as part of that Act, the testing of COVID-19 is now covered at 100%. In addition, OSU has elected to allow for free telehealth visits through the health plan until April 30th at which time there will be an evaluation for an extension. Also, we have elected to cover the treatment of COVID-19 without co-pay, deductible or co-insurance applied to the member through May 30th at which time an evaluation of an extension will be made. This means that the treatment will be covered at 100% for those being treated for COVID-19 and are enrolled in the OSU/A&M health plans.
Should you have additional questions about your benefits, please contact OSU Benefits at osu-benefits@okstate.edu or 405.744.5449.
Families First Coronavirus Response Act (FFCRA)
Congress enacted the Families First Response Act (FFCRA) which allows for paid leave for employees who are unable to work or telework due to the various circumstances surrounding COVID-19. Beginning April 1, 2020, all employees (faculty, regular employees, student employees, temporary employees, work-study employees, GRAs and GTAs) regardless of length of employment with the university, are eligible for paid leave. Read More
Completing I-9s While Working Remotely
The Department of Homeland Security recently announced temporarily relaxed requirements for I-9 documentation due to the COVID-19 situation. Unfortunately, these changes do not apply to the OSU System. The modifications to the requirements only apply if the “employers and workplaces are operating completely remotely” and cannot be used “if any employees are physically present at the work location.”
Despite this, the U. S. Citizenship and Immigration Services (USCIS) does not specify who is authorized to review the documents and fill out Section 2 of the I-9. The employer can authorize anyone to perform this function, including friends, family or household members of the new employee.
If you wish to use this option for your department, please make certain that the both the employee and representative understand the obligation and take it seriously. It may help for a department representative to make an appointment and talk them through filling out the form while on the phone.
Please make certain that the new employee is prepared for the session. They should have their original, unexpired documents and know their first date of employment. The Section 2 preparer should use “Authorized Representative” in the Title field and provide their own contact information. Please ask the employee to send a copy of the documentation that they use for the I-9 with their New Hire Packet.
The requirement to examine the original documents with the employee being physically present does not change. Skype, FaceTime, Zoom or other remote applications are not allowed under USCIS guidelines.
The hiring department is responsible for reviewing the form and making certain that it is completed correctly. If there are mistakes, the hiring department will be responsible for getting the employee or authorized representative to correct them.
Questions? Contact newhire@okstate.edu.
Telecommuting Resources
OSU Human Resources has created a web page with a variety of resources to help faculty and staff with telecommuting and remote work. The web page includes tools for both employees and supervisors specific to their needs, as well as remote meeting resources. Read More
Background Check Screening Update
Due to COVID-19 “shelter in place” orders, many county court offices across the nation are closed. Due to the closures, we expect to receive reports with a partial verification of the entire background check. Our vendor, Truescreen, is sending daily updates to monitor the closures and tracking our cases. To date, we have not received a partial verification, but want to share our plan of action if we encounter a partial background check. Read More
- May
This is an archived newsletter. Some links within the newsletter are no longer active. See below to learn more about each article:
Recruitment During Coronavirus
Along with a majority of the workforce moving to remote working arrangements, recruitment activities quickly transformed as well. We have pulled together a list of the advice and resources we have gathered along the way to assist you. Read More
Processing New Hire Packets While Working Remotely
With most employees working remotely, Human Resources has made a couple of changes to procedures for processing new hire packets and benefits documentation. Read More
Student Employment Guidelines: Employment During Summer
The following examples provide guidance on how to address student employment and assistantships during the summer months. If you have any questions regarding these guidelines, please contact your Human Resources Consultant.
- Enrolled student nonexempt worker employed in the spring; working the summer and taking classes; and returning to classes and work in the fall = no EPAF required as the student may remain in his/her student position.
- *Enrolled student nonexempt worker employed in the spring; working the summer and not taking classes; and returning to classes and work in the fall = no EPAF required as the student may remain in his/her student position.
- Enrolled student nonexempt worker employed in the spring; not working the summer; and returning to classes and work in the fall = no EPAF required as the student may remain in his/her student position. CAUTION: if the student does not return in the fall, the department must do a separation EPAF as there are no longer processes to “roll” the student off of the system.
- Enrolled student nonexempt worker employed in the spring; not working the summer; and unclear on whether returning to classes and work in the fall = separation EPAF is required. NOTE: If the student returns to enrollment and employment in the fall, a reactivation EPAF can be used.
- *Enrolled student nonexempt worker employed in the spring; graduated in the spring; wishes to remain working for summer and possibly into fall = EPAF is required to move student into temporary position number.
- *Enrolled student nonexempt worker employed in the spring; graduated in the spring; wishes to remain working for summer and possibly into fall; may enroll in masters’ program for fall and continue student employment = EPAF is required to move student into temporary position number for summer. NOTE: When/if the employee returns to enrollment, the department can place him/her into a student position number and send through the appropriate EPAF.
- *Enrolled student Federal Work-Study worker employed in the spring; employed in the summer and may or may not be enrolled; returning to Federal Work-study status in the fall = EPAF must be done to move employee from FWS position into regular student position. FWS positon can be reactivated in the fall.
- GRA/GTA worker employed in the spring; employed in the summer and enrolled but not providing GRA/GTA duties; returning in the fall as GRA/GTA = EPAF must be done to move employee from GRA/GTA position into regular nonexempt student position. GRA/GTA positon can be reactivated in the fall.
- *GRA/GTA worker employed in the spring; employed in the summer, not enrolled and not providing GRA/GTA duties; returning in the fall as GRA/GTA = EPAF must be done to move employee from GRA/GTA position into regular nonexempt student position. GRA/GTA positon can be reactivated in the fall.
*Please note these employees will not qualify for an exemption from FICA/Medicare taxes of 7.65% during the summer, resulting in a reduction in their net pay.
Free Webinar - Balancing Work and Life - May 29, 1pm
This workshop was developed for those who feel burdened with too many responsibilities and without enough time for personal enjoyment. This workshop will help participants explore and define home responsibilities, identify career requirements and prioritize leisure time. Read More
- June
This is an archived newsletter. Some links within the newsletter are no longer active. See below to learn more about each article:
Documentation Required for FFCRA Leave Effective June 1, 2020
Congress enacted the Families First Coronavirus Response Act (FFCRA) on April 1, 2020, which allows for paid leave for employees who are unable to work or telework due to various circumstances surrounding COVID-19 through December 31, 2020. FFCRA Information.
Effective June 1, all employees who need to use FFCRA leave will submit appropriate documentation to substantiate the use of this type of leave. A request can be made to absence@okstate.edu for the appropriate paperwork. Our team will process these requests and filter information out to employees and departments as appropriate upon approval. If you exhausted all of your FFCRA leave prior to June 1, you will not need to complete a form for the leave previously taken.
If you need an accommodation under the Americans with Disabilities Act (ADA) related to COVID-19, please contact the Office of Equal Opportunity at 405.744.7607 or eeo@okstate.edu. A reasonable accommodation is a modification or adjustment to a job, the work environment, or the way things are usually done.
Employee Dependent Tuition Waiver Forms – Due Aug. 14 2020
Dependent children of OSU employees are eligible to receive a 100% undergraduate student resident tuition waiver for OSU-Stillwater and OSU-Tulsa courses. This benefit applies to employees of OSU-Stillwater, OSU-Tulsa and OSU Center for Health Sciences and includes OSU Cooperative Extension and OSU Experiment Station employees. Read More
I-9 Reciprocal Processing Consortium Makes Hiring Out-of-Area Employees Easier
If you are preparing a New Hire Packet for an employee and getting the Form I-9 completed is difficult due to the employee’s distance from the Stillwater campus, we may have a solution. Oklahoma State University has joined College and University Professional Association for Human Resources (CUPA-HR) I-9 Reciprocal Processing Consortium. Consortium institutions can assist one another in the timely processing of Form I-9s.
REMEMBER THAT THE NEW HIRE PACKET IS NOT COMPLETE UNTIL YOU HAVE THE ORIGINAL COMPLETED I-9.
- To find a remote location for Form I-9 processing, please contact newhire@okstate.edu. Form I-9 processors are located by zip code. You will need the zip code for your new employee’s preferred processing location.
- Contact the institution of your choice, providing the name and contact information for the employee, along with the date on which the offer of employment was accepted and the date of employment (date the individual goes on the payroll).
- You may:
- Provide the employee with a blank Form I-9 and the contact information for the Consortium institution that will process the form OR the new employee can print the form found on uscis.gov.
- Make the appointment for the employee with the Consortium institution OR provide the employee with the contact information in order to make the appointment himself/herself.
- Provide the employee with a list of acceptable identity/employment eligibility document(s), with instructions to take originals to the reciprocating institution. Emphasize to the employee this must be completed by no later than close of business on the employee's third day of employment.
- The following steps will be taken at that meeting:
- The Consortium institution contact will inspect the Form I-9 and ensure the new employee has properly completed Section 1 and has signed and dated Section 1 on or before the date of hire, but not before the offer of employment was accepted.
- The employee will present original identity/employment eligibility document(s) to the institution contact.
- The Consortium institution contact will inspect the document(s) and complete Section 2 of the Form I-9, using the name of the hiring institution in the Section 2 box for "Employer's Business or Organization Name."
- You may wish to ask the processing office to fax a copy or send an encrypted email of the Form I-9 and supporting documents to you as an interim measure, although faxed documents are not considered official documents for Form I-9 purposes. You may run e-Verify using the copies.
- Ask the employee to immediately mail the original, completed Form I-9 and a copy of the documents used to establish identity to your office to be included with the new hire packet.
Guidance for Completing Form I-9
http://www.uscis.gov/sites/default/files/files/form/i-9.pdf
Recap: Get from new employee:
The zip code s/he would like to use for a processing center search.
Provide to new employee:
- Offer Date.
- First Date of Employment.
- Name of hiring institution (Oklahoma State University).
- Blank I-9 or link to site to download.
- List of acceptable documents (also available on the Form I-9 form instructions—remember originals only).
- Name, address, phone number of Consortium contact and appointment information if you are making the arrangements.
Schedule a Virtual Appointment with a TIAA Representative
You may be wondering what impact the recent market activity has had on your retirement plan or perhaps it is time for a little budgeting advice or getting serious about building up that rainy day fund. Make an appointment for a virtual counseling session with a TIAA representative.
- July
This is an archived newsletter. Some links within the newsletter are no longer active. See below to learn more about each article:
Employee Dependent Tuition Waiver Forms – Due Aug. 14, 2020
Dependent children of OSU employees are eligible to receive a 100% undergraduate student resident tuition waiver for OSU-Stillwater and OSU-Tulsa courses. This benefit applies to employees of OSU-Stillwater, OSU-Tulsa and OSU Center for Health Sciences and includes OSU Cooperative Extension and OSU Experiment Station employees. Read More
Protecting Employee Medical Information
IMPORTANT: If you are made aware of the nature of the medical condition of an employee and/or their family member, you are required to keep the information confidential and not share details of this information with others.Some areas of campus, such as Human Resources/Equal Opportunity and those who provide medical care like University Health Services, have a higher standard to meet regarding confidentiality. If there are questions regarding this standard, please contact OSU Human Resources or University Health Services for more details. For most of campus, the following information will provide basic guidelines for handling employee medical information.Oftentimes employees share their medical situation with others, which is their prerogative. When you are entrusted with private health information, it is expected that you keep this information confidential and not share it unless authorized to do so. This authorization comes in two forms: (1) explicit consent by the individual whose information you have obtained (please remember this does not mean the employee can provide consent to publish the information of their adult family members) or (2) for very narrowly-construed business reasons such as those below.- Disclosure to safety personnel and first aid providers if the employee would need emergency medical treatment.
- To notify your supervisor or appropriate authority of an imminent threat to public or the individual’s health.
- To notify University Health Services regarding Coronavirus Response actions.
- To notify Human Resources regarding Coronavirus Response and/or need for protected leave such as that available under Family Medical Leave Act or Families First Coronavirus Response Act.
- To notify Human Resources and Environmental Health and Safety regarding claims of workers’ compensation and workplace injury or illness.
- To notify the Office of Equal Opportunity regarding possible need for reasonable accommodations under Americans with Disabilities Act (ADA), Pregnancy Discrimination Act (PDA), etc.
- Disclosure to authorized personnel in the course of a federal or state workplace investigation
If it necessary for business purposes to communicate an employee is or will be out of work, you can indicate they are “on leave,” but do not disclose they are on “medical leave”. In performance reviews, there should be no reference by the supervisor to an employee’s medical leave and/or medical issues. As indicated above, please reference a “leave” if necessary for business purposes, but not “medical leave”. If you are forwarding emails that contain medical information, please remember to either encrypt the message or redact the medical information contained in the email, as appropriate.If you are notified that one of your staff or faculty members is either positive for COVID-19 or a direct exposure of someone with COVID-19, you can work closely with University Health Services (UHS) and your Human Resources Consultant to ensure appropriate steps are taken to determine if anyone else is at risk. If UHS or Payne County believes there is a significant risk to others, they will reach out to those individuals at that time. Out of respect of the privacy of positive individuals, we do not suggest mass emails notifying departments of cases. If there are concerns you can call UHS at 405.744.7665 or Human Resources at 405.744.7420.
While it is understood that managers and supervisors have the best interest of their employees in mind, it is important to recognize the need to balance good will with good judgment, respect and discretion when handling medical issues. The University prides itself on respecting and maintaining the privacy of its employees and their dependents. If you have any questions regarding this topic, please contact your Human Resources Consultant.
Reminders for Peak Hiring Season
We all get busy this time of year and there are some simple steps that you can take to help your new employees have a smooth hiring process. This is especially challenging as we work through the COVID-19 situation. Please plan ahead and recognize that this is a challenging time for everyone. Read More
Updated Voluntary Self-Identification of Disability Form
Human Resources has updated the website with the revised Voluntary Self-Identification of Disability Form. Please destroy any old copies of the form you may have
Free Webinar – When Mom and Dad Move in with You, 1 p.m. July 31
You hear a lot about parents taking in adult children who are out of work. What’s much less noticed is a new trend— adult children taking in parents who are finding it financially hard to make it on their own. In 2008, a little over 4 million parents were living with an adult child. By the end of 2011 the number had risen to 4.6 million—a 15 percent increase.
- August
- September
- October
- November
- December