COVID-19 (Coronavirus) Information

Consistent with the information provided by Interim Chancellor Van Gruensven on March 11th, 2020, the University of Wisconsin – Green Bay has made decisions regarding class delivery, spring break travel, upcoming events, and workplace expectations. This situation is unfolding at a rapid pace and the Office of Human Resources and Workforce Diversity will continue to provide timely HR-related updates to the employee community.


Short-Term Telecommuting Requests

At this time, UW-Green Bay campuses remain open and essential services will remain available. Employees are expected to report to work. However, there exists a greater need during this time to accommodate requests for flexibility in work relationships, including telecommuting. To that end, UW-Green Bay (in accordance with UW System Interim Policy #1200-01) is providing managers and employees resources in order to work through short term telecommuting arrangements.

 

In the event that the number of approved flexible work arrangements or accommodation requests in a particular area results in an office closure, the area must follow the guidance set forth in HR 14-17-3: Office Hours and Institutional Closures Policy. Permission by the Chancellor to implement discretionary closure remains subject to the Area Leaders discretion and will only be implemented in an individual Office with both the Chancellor’s permission and Area Leaders consent.


For more information about flexible work arrangements and employee leave, please see the UW System Coronavirus (COVID-19) Preparedness website.

 

Information Related to Student Employment 

With Interim Chancellor Van Gruensven’s March 11th guidance to students to not return to campus until further notice, student employees should use their discretion about returning to work until further notice without jeopardizing their future employment. Telecommuting is not an option for most students unless their work provides direct assistance to other students (e.g. tutors, note takers, etc.). More information will be provided as the details are worked out.

 

Alternative Recruitment Processes 

Travel guidelines received thus far will have a direct impact on our recruitment processes, specifically on-campus interviews. For recruitments in which on-campus interviews are not feasible for all selected candidates, we would recommend one of the following two measures be chosen:

 

  • Delaying Interviews: delaying interviews for a short period of time will allow for more time to assess the feasibility of the on-campus experience to happen in-person. Should you wish to delay your on-campus interviews, please work with your HR Business Partner. 
  • Virtual Interviews: recruitment committees are encouraged to utilize technology available with either Skype, Zoom or another video chatting method to facilitate these interviews. If you have questions on how to use the technological tools, please contact the Help Desk at helpdesk@uwgb.edu or 920-465-2309 for assistance.

Travel Restrictions 

Yesterday, Interim Chancellor Van Gruensven distributed communication about travel restrictions. As of March 13, 2020, the Department of State has instituted a Global Level 3 Health Advisory, and employees remain encouraged to avoid any unnecessary travel until further notice.  Please be advised that consistent with the directive by the Wisconsin Department of Administration, employees must report to their supervisors any out of state travel regardless of whether it is personal or business related.  Please ensure that you communicate with your employees about this directive, and if they plan any out of state travel they must advise you as their supervisor prior to departure.

 

In line with the Chancellor’s communication from March 12th, if employees travel to the states of California, Washington or New York, they will not be able to return to work until they complete self-isolation for 14 days and monitor for symptoms of COVID-19 (including fever and cough). The Wisconsin DHS COVID-19 webpage provides instructions on how to self-quarantine and self-monitor for symptoms.  During this time employees may be required to utilize sick leave or other paid leave for time missed from work.

 

Online Well-Being Resources

We recognize these unprecedented events may cause stress and other life challenges for you and your family members and friends. We encourage employees to utilize individual providers through your health insurance program and/or UW-Green Bay’s Employee Assistance Program (EAP), which is available for all employees, to include student employees. EAP offers services to support employee well-being and resilience in work and life, including navigating anxieties related to COVID-19.

 

The Office of Human Resources and Workforce Diversity is also ready to support employees and supervisors who may have questions about benefits, leave, flexible work arrangements, and other personnel-related topics. Please do not hesitate to contact us at hr@uwgb.edu or (920) 465-2390. For additional information, please see the UW-Green Bay Coronavirus Information Website as well as the UW System Coronavirus (COVID19) Preparedness website.

 

DEADLINE EXTENDED – University Staff Performance Evaluations 

The new year is upon us, and with it begins the University Staff performance evaluation process for the evaluation period of January 1, 2019 – December 31, 2019. Annual performance evaluations are a key component to employee performance and development and provide employees and their supervisors an opportunity to discuss job performance, set goals for professional development, establish objectives for contributing to the department’s mission, and discuss expectations and accomplishments. In consideration of the decisions made due to Covid-19 (Coronavirus), evaluations are now due by Thursday, April 30, 2020. For more information on this, please read this blog post.

Online Well-Being Resources

We recognize the recent unprecedented events may cause stress and other life challenges for you and your family members and friends. Here are some online well-being resources that may be helpful.

Employee Assistance Program (EAP): We encourage employees to utilize individual providers through your health insurance program and/or UW-Green Bay’s Employee Assistance Program (EAP), which is available for all employees, to include student employees. EAP offers services to support employee well-being and resilience in work and life, including navigating anxieties related to COVID-19.  Online resources about emotional/mental health, work/life challenges, legal/financial circumstances, and monthly webinars are available.

Telemedicine*: This is the remote diagnosis and treatment of patients by means of electronic communication. So, you can access health care through a video chat or a ‘virtual house call.’ Through telemedicine, a doctor may be able to recommend treatment, prescribe medication, refer you to a specialist or tell you, based on your symptoms, if you should see a doctor in-person.  These services vary among insurance carriers, so check your carrier’s website for details.  click on this link to see the health insurance carriers (ex. Dean Prevea 360, Network, WEA Trust-East, etc.), and then click on your carrier’s name.  For example, with WEA Trust-East, this service is called “Amwell” and Dean Prevea 360 has “Virtual Visit.”

Pharmacy Benefits*: Click here for information about the process to get a 90-day supply of prescription medications, or use a the Serve You mail order program.

Wellness*: Use the StayWell website to participate in wellness challenges, make progress towards your Well Wisconsin $150 Incentive, and take advantage of online health coaches and resources such as videos, articles and healthy recipes.  Have you downloaded the StayWell Mobile App yet?  It’s easy and convenient. The “My StayWell” app is available via the App Store or Google Play.

*This information is specific to those who are enrolled in the State of Wisconsin Health Insurance Program.

Questions?  Please contact us at payrollandbenefits@uwgb.edu or (920) 465-2390.

Outside Activity Reports and Notification Requirements – Due by April 30, 2020

Pursuant to Chapter UWS 8, all UW System faculty, academic staff, and limited appointees with half-time appointments or more are required to annually report outside activities and interests related to their areas of professional responsibility and for which they receive remuneration.

All faculty, academic staff, and limited appointees should have received an email on March 11, 2020, from Human Resources with instructions on how to fulfill this requirement, as well as an associated escalation schedule for non-compliance. All forms must be returned to your budget unit chair or supervisor.  Your supervisor or chair will forward the completed forms to the Division Leader after they have been signed.  All forms must be received by Human Resources no later than April 30, 2020.

All employees must also be aware of Regent Policy Document 13-4: Wisconsin System Policy on Institutional and Employee Relationships with Educational Loan Lenders. Please review this document, as well as Regent Policy Document 20-22, which identifies guidelines related to employees’ public responsibilities and definitions of those activities that cause a conflict of interest.

If, after reading the guidelines that were attached in the email, you have a question about whether to include a specific activity on the form, please email a detailed explanation of the activity to hr@uwgb.edu.

 

Title & Total Compensation Project – Instructional Academic Staff Virtual Town Hall Meeting

The intent of the Title & Total Compensation Project is to modernize UW System’s title and compensation programs. The project will result in relevant and market-informed title and compensation structures to help the UW System attract, retain, engage, and motivate employees.

UW System is holding a Virtual Town Hall Meeting specific to Instructional Academic Staff on the following date:

    • Thursday, March 12, 2020 from 12:15 – 1:00 p.m.

This town hall meeting will provide general information about the Title & Total Compensation Project, address topics specifically related to instructional academic staff, and allow participants to take part in a live Q&A session.

For more information and the link for the meeting, please visit www.wisconsin.edu/ohrwd/title-and-total-compensation-study.

 

Employee Spotlight: Jason Cowell

Name: Jason Cowell

Position at UWGB: Assistant Professor of Psychology

Summary of what you do: I teach many of our neuroscience and cognition courses in the undergraduate psychology major. I also direct the Neuroscience Lab, where my students and I run experiments on the neurophysiology of morality and empathy.

How long have you been employed: 3.5 years

Brief history of employment with UWGB: I began as an Assistant Professor at UWGB 3.5 years ago and am also the Vice Chair of Psychology as of this year.

Three words that describe you: enthusiastic, inquisitive, and empathic

Personal interests: biking, skiing, swimming, singing

Random facts/interests: I’m originally from the U.P. of Michigan, so I love everything about snow, fat biking, skiing, and saunas.

Are you messy or organized? Definitely messy

Best vacation you’ve been to? I spent a week in Istanbul during my post-doc and explored so many mosques and temples.

Favorite travel spot? I love to go visit and kayak the waterfalls of the UP.

If you had to eat one meal, every day for the rest of your life, what would it be? I am a huge fan of Mexican food, so a traditional mole is my go-to comfort food.

Least favorite Food? Tomatoes, for some reason I like sauces with them but I’ve never liked them raw.

Top 3 life highlights? The birth of my (now 2.5 year old) daughter Isabel, Defending my dissertation and receiving my Ph.D., and traveling to many countries during my post-doctoral fellowship at the University of Chicago.

What advice would you give to recent new hires? Explore all the opportunities campus offers, from music, plays, and art exhibits, to working out at Kress.

What aspect of your role do you enjoy the most? I appreciate my role as a Professor in engendering enthusiasm in psychology and neuroscience.

What celebrity do people think you look like? I get a lot of people saying I look like Seth Rogan.

What do you like to do in your spare time? I take my daughter biking, skiing, swimming, and hiking.

What do you like to do on your days off? I enjoy reading, so you’ll find me reading fiction or enjoying the outdoors.

Hidden talent? Singing, before I went into Psychology and Neuroscience, I was a voice major and played a role in over 30 musicals and operas.

Where is your home town? Marquette, Michigan

Onsite Health Screenings

Time to register for your onsite health screening!

Three free health screening* events have been scheduled at UW-Green Bay for employees (and spouses) who are enrolled in the State of Wisconsin Group Health Insurance Program.

  • Wednesday, April 15, 2020 at 7:00 am to 3:00 pm  –  **UPDATE: This event has been cancelled and StayWell will be sending notifications to those who registered for this event**
      • Green Bay Campus – Phoenix Rooms, University Union

These events are still scheduled:

  • Friday, September 18, 2020 at 8:00 am to 12:00 pm
    • Sheboygan Campus – Wombat Room # 2114
  • Thursday, September 24, 2020 at 7:00 am to 12:00 pm
    • Green Bay Campus – Phoenix Rooms, University Union

At an onsite screening, you’ll learn your measurements for blood pressure, body mass index (BMI), cholesterol (HDL, LDL and total), triglycerides and glucose, and be in and out in 20 minutes. Register today!

Wait – the StayWell website is new this year – do I need to create a new log in?  Yes – please see this blog post for details.

After logging in, you will see your StayWell dashboard.  In the middle right side, click on the arrows to scroll to the Quest Diagnostics information and click SCHEDULE NOW.  At the Location screen, search for UW Green Bay or select another screening location that is close to you (you don’t have to do the screening at the Green Bay campus – there are many screening locations throughout the state available).

Earn your $150 Well Wisconsin Incentive

Complete three activities by October 9, 2020, to earn the $150 Well Wisconsin incentive.

1. Get a health screening*

Attend an employer sponsored event or if you see your health care provider, complete the Health Care Provider Form, available at wellwisconsin.staywell.com – click on Resources > State of Wisconsin > Health Care Provider Form.

 2. Complete the StayWell health assessment*

This online questionnaire takes about 10 minutes and is mobile and tablet friendly!  Find it on the StayWell websiteclick on My Incentives in the top menu bar and then Health Assessment.

3. Complete a Well-Being Activity through StayWell.

For more information on the Well Wisconsin Program or to complete your activities, log in to wellwisconsin.staywell.com – click on My Incentives in the top menu bar and you will see a list of activity options.

Questions? Review this FAQ document about onsite health screenings or contact us at wellness@uwgb.edu or (920) 465-2390.

*The Well Wisconsin incentive program is a voluntary program available to employees, retirees and spouses enrolled in the State of Wisconsin Group Health Insurance Program, excluding Medicare Advantage participants who have incentives available through their health plan. The Well Wisconsin incentive will automatically be issued to eligible participants upon completing the applicable activities. All wellness incentives paid to participants are considered taxable income to the group health plan subscriber and are reported to their employer, who will issue a W2. In some cases, the Wisconsin Retirement System acts as the employer. Retirees, continuants and their spouses will have some taxes withheld from the incentive amount earned.

Source: The StayWell Company, LLC

StayWell Monthly E-Learning Sessions

NOW AVAILABLE: MONTHLY E-LEARNING SESSIONS
Sessions, one of many cool new features of the new Well Wisconsin platform, can help you improve your well-being knowledge. And there’s a new one offered each month!

‘WHAT EXACTLY IS A SESSION?’
A Session is an e-learning opportunity that consists of well-being readings, games and quizzes.

We see you falling asleep reading that last sentence. Wake up! We promise these are way cooler than they may sound—snazzy, snappy, simple and engaging.

A new Session “opens” at the start of each month and you can complete it on your own time, at your own pace.

‘WHAT KINDS OF SESSIONS ARE THERE?’
Session topics include:

  • Energy Balance
  • Fats
  • Stress Management
  • Portion Sizes
  • Heart Health

And a lot more. New Sessions open monthly on wellwisconsin.staywell.com and the first one—Introduction—is available now!

‘IS THIS PART OF THE WELL WISCONSIN INCENTIVE PROGRAM?’
Yes, it is!

By completing at least three monthly Sessions, you can check off the “complete a well-being activity” box as you work your way toward your $150 Well Wisconsin incentive.*

‘HOW DO I COMPLETE A SESSION?’
Just go to wellwisconsin.staywell.com to get started. If you haven’t already created a new account for 2020, you’ll need to do that. Don’t worry—it’s quick and easy.

You can also complete Sessions on the My StayWell app. Search for “My StayWell” in the App Store or on Google Play.

QUESTIONS? Contact the StayWell HelpLine at 800-821-6591 or wellwisconsin@staywell.com.

*The Well Wisconsin incentive program is a voluntary program available to employees, retirees and spouses enrolled in the State of Wisconsin Group Health Insurance Program, excluding Medicare Advantage participants who have incentives available through their health plan. The Well Wisconsin incentive will automatically be issued to eligible participants upon completing the applicable activities. All wellness incentives paid to participants are considered taxable income to the group health plan subscriber and are reported to their employer, who will issue a W2. In some cases, the Wisconsin Retirement System acts as the employer. Retirees, continuants and their spouses will have some taxes withheld from the incentive amount earned.

Title & Total Compensation Project Update – January, 2020

The University of Wisconsin (UW) is embarking on a complete redesign of its current classification and compensation structure. The goal of the Title & Total Compensation Project is to develop new systems that will enable institutions to continue to attract and retain the best talent.

The project timeline has been extended to allow for a more in-depth quality assurance review. This extension ensures title applications will be more consistent across UW System.

You can search for UW System job titles through the Standard Job Description Library. The library includes the draft job titles and job descriptions for Academic Staff, University Staff, and Limited Appointees. The library is meant as a reference tool for employees and managers to use during conversations this winter, and will be updated based upon feedback through the employee-manager conversation period.

Please click here for resources published by UW System related to the Title & Total Compensation Project, including explainer videos, an eLearning module, town hall meeting replays, and a manager resource guide.

Recent UW System Updates:

Titles and Job Descriptions

    • The project implementation timeline has been extended to allow for the review of Standard Job Description library feedback and to ensure the best job title and standard job description matches possible. The project is now expected to finish in Summer, 2020.

    • Employees will discuss their updated job title and job description with their manager or HR representative between February, 2020 and April, 2020. Employees will receive their updated job title information prior to the conversation. Employee feedback and questions are appropriate, valid, and expected during the Employee-Manager conversations.

    • In-scope employees will receive a formal notification letter with their new title in late spring, 2020 (after employee-manager conversations). The new titles will be effective July 1, 2020.
    • While job titles and job descriptions may change, employees will not lose their jobs, employees will not need to reapply for their jobs, and the work done by employees will not change.

Benefits

    • A summary of the benefits analysis findings is available here

    • Based on the Mercer benefits analysis and stakeholder input, the project team will recommend a long-term benefits strategy to enhance UW benefits offerings and help keep UW competitive within the market.

Compensation

    • This project creates the foundation for a market informed UW System compensation structure. Employee pay will not be cut. Employee pay will also not be increased as a part of this project. Any increases in pay are out of scope of this project and would need to be funded and planned over time by leadership.

    • The goal is to retain talent within the UW System and provide employees the ability to grow within the new Job Framework and compensation structure. Once a market-informed structure is created, the next question is how project data is used to address issues for current employees as well as in recruitment. The TTC Project allows us to gather the necessary title and compensation data so that we can look at solutions.

    • After the title structure is finalized, the compensation structure can be finalized, which means that all job titles will have an updated salary range. More details will be forthcoming in late spring, 2020 about updated salary ranges. Introducing compensation before or during the title discussion may introduce unintentional bias for higher or lower titles. Managers will have no more info than employees on compensation. Managers will look at titles and job descriptions based on same amount of information as the employee.

    • Work is still being done to determine and document all of the methods for pay adjustments and career development that will be available in the future

In the Queue:

    • February, 2020 – April, 2020: Employee-manager conversations.
    • July, 2020: Job titles and job descriptions will go-live.

For up-to-date information about the Title & Total Compensation Project, please see the UW System Title & Total Compensation Project website. Answers to frequently asked questions can be found on the UW System FAQ page.

UW-Green Bay Updates:

  • In late fall, UW-Green Bay Human Resources held training for managers as well as campus updates for employees.
  • UW-Green Bay has an institutional T&TC project team, whose goal is to engage with subject matter experts and stakeholders. Feedback and information about T&TC flows to and from the project team. 

University Staff Performance Evaluations

The new year is upon us, and with it begins the University Staff performance evaluation process for the evaluation period of January 1, 2019 – December 31, 2019. As a supervisor, it is your role to initiate the annual review process with University Staff who report to you.

Annual performance evaluations are a key component to employee performance and development and provide employees and their supervisors an opportunity to discuss job performance, set goals for professional development, establish objectives for contributing to the department’s mission, and discuss expectations and accomplishments.

Please review the presentation on Managing and Evaluating Employee Performance to familiarize yourself with this process and your responsibilities. If you would prefer an in-person training session on this topic, please contact hr@uwgb.edu.

Resources:

In line with UW System compensation guidelines and the UW-Green Bay Compensation and Pay Plan Policy, all compensation adjustments must be based upon merit and employee performance. Therefore, any future pay adjustments, including base rate adjustments and Board of Regents approved pay plan, will be contingent upon satisfactory performance. In addition, supervisors must have up-to-date, documented performance evaluations on file for all direct reports in order to receive pay adjustments.

In an effort to facilitate timely completion, evaluations are due by Friday, March 20, 2020.

Please note that annual performance evaluations are not required for individuals who have had a probationary review on or after July 1, 2019, or for new employees that have been hired since this date. Contact Human Resources if you have any questions about the University Staff performance evaluation process.