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HR Forum: Connecting HR… Serving the Duke Community February 12, 2013 9 a. m. HR Forum: Connecting HR… Serving the Duke Community February 12, 2013 9 a. m. – 10: 30 a. m. Medical Center Boardroom

Agenda • • Legislative Updates FMLA Harassment Policy Training Reminder Retirement Plan Changes Travel Agenda • • Legislative Updates FMLA Harassment Policy Training Reminder Retirement Plan Changes Travel Clinic Update Onboarding: Duke Card Southside Housing Update Opportunities for Recognition 2

 LEGISLATIVE UPDATES 3 LEGISLATIVE UPDATES 3

Brief Overview Harassment Online Training Modules Roll-out Brief Overview Harassment Online Training Modules Roll-out

Initial Roll-Out Two modules Harassment Prevention Toolkit Complaint Handling Training for managers, supervisors, etc. Initial Roll-Out Two modules Harassment Prevention Toolkit Complaint Handling Training for managers, supervisors, etc. Modules preceded by mass targeted e-mails Both modules went live on February 6, 2013 Subsequent “registration confirmation” e- mail from Duke LMS to all faculty and staff 5

Process Employee receives “registration confirmation” e-mail from Duke LMS E-mail contains hyperlink to assigned Process Employee receives “registration confirmation” e-mail from Duke LMS E-mail contains hyperlink to assigned training Training completed Employee receives notification of course completion 6

Initial Completion Reports (#s will change) Reports sent to OIE Complaint handling module (Managers, Initial Completion Reports (#s will change) Reports sent to OIE Complaint handling module (Managers, supervisors, etc. ) Approximately 3, 000 registered by Duke LMS Completed by approximately 1, 000 Harassment prevention toolkit (General Staff) Approximately 42, 000 registered by Duke LMS Completed by approximately 4, 000 7

Feedback From Staff/Faculty 8 “How do I find the training? ” Students who receive Feedback From Staff/Faculty 8 “How do I find the training? ” Students who receive small Duke salary from other role (e. g. , research assistant) Managers obtaining reports? Small number of “outlier” concerns

Going Forward Have Spanish version - printed document Text Version on screen Encourage flexibility Going Forward Have Spanish version - printed document Text Version on screen Encourage flexibility for staff with limited access to computers Access for managers, business managers to obtain reports 9

Questions? Questions?

Upcoming change to the Duke 403(b) Retirement Plans Plan Consolidation Upcoming change to the Duke 403(b) Retirement Plans Plan Consolidation

What’s changing? Ø Effective April 1, 2013 —The Duke 403(b) retirement plans will be What’s changing? Ø Effective April 1, 2013 —The Duke 403(b) retirement plans will be record kept under one plan: The Faculty and Staff Retirement Plan. • The Savings for Retirement Plan assets will be transferred to the Faculty and Staff Retirement Plan 12

Why is Duke making this change? Ø 403(b) regulations issued by the IRS require Why is Duke making this change? Ø 403(b) regulations issued by the IRS require Duke to provide greater oversight of investments and plan administration for Duke’s 403(b) Retirement Plan. Ø Simplify administration Ø Simplify communication materials to employees. Ø Reduce administrative costs 13

What does this mean for participants? Ø Eligibility rules for the Duke contribution will What does this mean for participants? Ø Eligibility rules for the Duke contribution will remain unchanged. – For exempt employees - The 403(b) Plan will continue to be the primary retirement plan for faculty and exempt staff. The University will continue to contribute the university contribution to eligible employees. – For non-exempt employees - The Employees’ Retirement Plan (ERP), the Defined Benefit Pension Plan, will continue to be the primary retirement plan for non-exempt staff and no changes are being made to this Plan. As currently administered, nonexempt staff can continue to contribute voluntary pretax contributions to the 403(b) plan. Ø The 403 b plan will continue to be communicated separately to avoid confusion surrounding eligibility for the Duke contribution. Ø The vesting provision will remain unchanged. 14

What does this mean for participants? (Cont. ) Ø Participants will continue to direct What does this mean for participants? (Cont. ) Ø Participants will continue to direct the investments of all contributions to the Investment Carrier(s) (Fidelity, TIAACREF, VALIC or Vanguard) and to the investment option(s) of their choice. Ø Current investment options will be transferred “in-kind” which means assets will remain in the same investment options. Ø Participant’s funds will not be out of the market during this plan merger. 15

Employees Impacted Announcement letter will be delivered last week in February to impacted participants. Employees Impacted Announcement letter will be delivered last week in February to impacted participants. Description Estimated number of participants Biweekly paid employees eligible to participate in the plan 18, 645 Monthly paid employees with account balance in the SFR Plan 1, 155 Terminated participants with account balance including alternate payees and beneficiaries 3, 340 Total 23, 140 16

Black out period Ø There will be a black out period for nonexempt staff Black out period Ø There will be a black out period for nonexempt staff only. • Employees will be unable to change their investment options or request a distribution from the plan if they have an account balance with Vanguard and/or VALIC. Ø Fidelity and/or TIAA-CREF participants will not be impacted by the blackout period. • Fidelity will transfer the account on March 28, 2013 • TIAA-CREF will transfer the account on April 3, 2013 17

Black out period (Cont. ) Ø Vanguard participants • Blackout period from March 26, Black out period (Cont. ) Ø Vanguard participants • Blackout period from March 26, 2013 to April 2, 2013. • Account will be transferred on March 28, 2013 Ø VALIC participants • Blackout period from March 27, 2013 to April 3, 2013. • Account will be transferred on April 1, 2013 18

Additional Information ØSummary Plan Description and Participant Fee Disclosure notice will be delivered later Additional Information ØSummary Plan Description and Participant Fee Disclosure notice will be delivered later this year. ØLocal representatives from all investment carriers are available to help employees. 19

Dr. Carol Epling TRAVEL CLINIC UPDATE Dr. Carol Epling TRAVEL CLINIC UPDATE

EOHW Travel Health Goals Risk reduction for Duke business traveler Travel health review, vaccines EOHW Travel Health Goals Risk reduction for Duke business traveler Travel health review, vaccines and preventive meds Early recognition of disease in employees returning from travel Efficient service: time and cost Available for adults 18 and older

Travel Locations Haiti (Travel Teams) Tanzania Kenya Laos China Singapore Peru Botswana Sri Lanka Travel Locations Haiti (Travel Teams) Tanzania Kenya Laos China Singapore Peru Botswana Sri Lanka Guatemala Austria India Thailand Ecuador Nicaragua Morocco

Routine Vaccines/Test Tdap: Pertussis or (Whooping Cough) is needed MMR Varicella (Chicken Pox) Hepatitis Routine Vaccines/Test Tdap: Pertussis or (Whooping Cough) is needed MMR Varicella (Chicken Pox) Hepatitis B Flu Vaccine PPD Test (for medical providers)

Travel Vaccines Hepatitis A Typhoid Polio (Adult) Yellow Fever (Official stamp & yellow card Travel Vaccines Hepatitis A Typhoid Polio (Adult) Yellow Fever (Official stamp & yellow card provided) Japanese Encephalitis Meningococcal Meningitis Rabies

International Vaccine Certificate Keep this card with Passport International Vaccine Certificate Keep this card with Passport

Preventive Medications Anti- Malarial Travelers diarrhea (preventive & disease treatment). BBF Antivirals Mountain sickness Preventive Medications Anti- Malarial Travelers diarrhea (preventive & disease treatment). BBF Antivirals Mountain sickness

Education for Prevention Insect repellent Bed nets Food/ Water precautions Safety issues (water safety, Education for Prevention Insect repellent Bed nets Food/ Water precautions Safety issues (water safety, vehicle safety, political unrest) SOS (for emergency information and medevac) Duke Corporate Risk Management (phone numbers) Health Insurance selection during travel

Monitoring TB: PPD placement pre-travel and follow up testing at 3 months post-travel for Monitoring TB: PPD placement pre-travel and follow up testing at 3 months post-travel for certain travelers.

Travel Appointment Process Complete secure online travel form https: //shib. oit. duke. edu/idp/Authn. Engine Travel Appointment Process Complete secure online travel form https: //shib. oit. duke. edu/idp/Authn. Engine Itinerary transmitted to Duke Travel Registry Call EOHW to schedule the 1 hour appointment allow adequate time for vaccine effectiveness Payment via IR form for business traveler Payment at time of service for personal travel visit

Travel Clinic FAQ http: //www. hr. duke. edu//about/departments/e ohw/travel_faq. php Travel Clinic FAQ http: //www. hr. duke. edu//about/departments/e ohw/travel_faq. php

Debbie De. Yulia Laurie Cousart, Kevin Davis HR Forum February 12, 2013 Debbie De. Yulia Laurie Cousart, Kevin Davis HR Forum February 12, 2013

About the card Purpose • Card is a badge… – Provides visual confirmation that About the card Purpose • Card is a badge… – Provides visual confirmation that individual is member of Duke community – May provide detailed credentials (MD, RN, etc. ) • … as well as a tool. – Provides access to places, services, funds and events Several types of cards • Health System: magnetic stripe and contactless (proximity) • Campus: most have magnetic stripe only – Some have contactless for specific buildings or highsecurity

Obtaining a Duke. Card • University/DUH: Duke. Card offices in West Union and Duke Obtaining a Duke. Card • University/DUH: Duke. Card offices in West Union and Duke South – Durham Regional/Duke Raleigh: local card offices • Recent process changes to make onboarding easier Hospital Orientation University NSO • One stop shop for new hires – Now receive first Duke. Card at NSO if needed – Will be asking you for fund code and card type when registering attendee for NSO • • Net. ID activation at NSO as well Parking info available on line prior to NSO • Now collecting new hire photo when visit for health screening – Duke. Card staff still verifies identity with government issued ID • • HR confirms hire and provides credentials to Duke. Card office HR receives cards and distributes to staff at first day Orientation; parking info also provided

Using your Duke. Card Physical Access • Building or spaces within buildings • Parking, Using your Duke. Card Physical Access • Building or spaces within buildings • Parking, gyms, library • Time reporting systems • Events/activities – Employee Tailgate FLEX Declining Balance Account • No need for cash – Accepted widely across campus and health system – Vending, cafes, stores • You place funds on the card – Can fund payroll deduction in small or large amount – Can get refunds Employees should immediately report lost/stolen cards via dukecard. duke. edu or 684 -5800!

What we’re working on Moving from West Union What’s Next • Actively seeking new What we’re working on Moving from West Union What’s Next • Actively seeking new location • Plan to relocate by August 2013 • Proposed one-stop shop for card and parking services • New Duke. Card system coming in summer 2014 – Upgrade of 20+ yr. old system – Will provide better reporting and end user tools • Reviewing pricing for new cards and replacement cards – Goal is to make process simpler and easier – Plan for introduction of new look and new card technology

What’s on your mind? • How are things working now? • What can we What’s on your mind? • How are things working now? • What can we do better? • Suggestions? • Questions?

 SOUTHSIDE HOUSING INITIATIVE UPDATE SOUTHSIDE HOUSING INITIATIVE UPDATE

Southside Housing Initiative 38 Southside Housing Initiative 38

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Next Steps Manager memo Flier Duke Today story Postcard mailing Information sessions: Week of Next Steps Manager memo Flier Duke Today story Postcard mailing Information sessions: Week of March 11 • General interest form • • • 41

HR Forum RECOGNITION OPPORTUNITIES HR Forum RECOGNITION OPPORTUNITIES

Upcoming Recognition Opportunities • Presidential Awards – nominations due 2/15 – Winners receive $1, Upcoming Recognition Opportunities • Presidential Awards – nominations due 2/15 – Winners receive $1, 000 and a medallion – Meritorious Service Award winners receive $100 and a plaque – All nominees receive copies of nomination letters • Career Service Awards – Watch for lists coming from HR indicating 10, 15, 20, …. 55 years of service • Algernon Sydney Sullivan Award –due 3/2 – Honors humanitarian service – Given to faculty, staff or graduate/professional student in May

HR Forum THANKS FOR COMING Please sign an attendance sheet HR Forum THANKS FOR COMING Please sign an attendance sheet