Living in Uncertain Times During COVID-19 Presentation

Presentation from Kepro, our Employee Assistance Program provider, and our UWGB Wellness Center

We are all living in unprecedented times, which fosters worry and anxiety. Heightened worry and fear can only make trigger events worse than they already are. Controlling the way that we process the events is the goal of this seminar.  Please plan to join us for this virtual presentation.

Date: Wednesday, March 10, 2021
Time: 11:30 am – 12:30 pm
Please sign up to attend: https://uwgreenbay.ca1.qualtrics.com/jfe/form/SV_dbAE69Tz2ZDuoZ0

If you aren’t able to join us during the live presentation, a recording will be available after the presentation at https://www.uwgb.edu/phoenix-forward/faculty/employee-health-wellness/.

Questions? Please email wellness@uwgb.edu

New #WhyUWGB Website

As announced on February 9th by Dr. Corey King, Vice Chancellor for University Inclusivity and Student Affairs, one of UW-Green Bay’s EDI strategic goals is to increase and enhance the recruitment and retention of a diverse employee population at UW-Green Bay. To that end, the Council for Equity, Diversity, and Inclusion is excited to announce a new website, #WhyUWGB, to share with UW-Green Bay employees, and to those who may be seeking employment at UW-Green Bay!

Employees are encouraged to take a look at the new website, and engage in the project by submitting their own testimony and photo. In addition, please share this website as you invite others to consider joining our institution. Council members will manage the page and refresh it periodically with new photos and testimony.  And, the Office of Human Resources and Workforce Diversity will be working to include a link to this page in postings, appointment letters, and other marketing materials.

University Staff Performance Evaluations

It is hard to believe we are already almost a month in to the new year, and with it begins the University Staff performance evaluation process for the evaluation period of January 1, 2020 – December 31, 2020. 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.

Changes due to the impact of COVID-19

As part of the Performance Evaluation process, it is important that we recognize the opportunities, challenges and changes in the way employees did work due to the global COVID-19 pandemic. In Spring, the University Staff Committee petitioned and received approval on a statement to adjust goals for staff on performance evaluations and recording time and effort. Please review the full statement here.

In support of the work the UW System Caregiver Taskforce has done, the University Staff Committee has requested to provide a voluntary assessment tool to employees to allow an opportunity to provide information about the impact that COVID-19 had on the employee. This voluntary assessment tool “COVID-19 Rubric” will be shared directly with all University Staff employees by the University Staff Committee in the coming days. As part of the communication, employees will be advised that should they voluntarily choose to complete the form they should submit it in conjunction with their self-evaluation (R.A.P.) to their supervisor. Supervisors are encouraged to review the submitted documentation and discuss the impacts COVID-19 had on the employee and their workload. Supervisors should include the voluntary assessment if one was completed when submitting the final performance evaluation document to Human Resources to be kept as part of the personnel file.

In an effort to facilitate timely completion, evaluations are due by Friday, March 26, 2021.

Please note that annual performance evaluations are not required for individuals who have had a probationary review on or after July 1, 2020, 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.

COVID-19 Testing Requirements for Faculty and Staff

Consistent with SYS 600-01: Interim: Spring Semester 2021 COVID-19 Testing Requirements, beginning Tuesday, January 19th, any individual who holds a faculty, academic staff, university staff, limited appointment, student employment, employee-in-training, temporary, or project appointment who comes into any UW-Green Bay building once a week or more to conduct business must obtain a negative COVID-19 test through an antigen test, or through a subsequent confirmation test administered not more than 14 days prior to accessing the campus building.

Any employee who tests positive for COVID-19 should follow current University protocols.  Employees who have previously tested positive will not be required to engage in continued testing every two weeks for 90 days after the administration of the positive test.

All employees may obtain testing through UW Green Bay Testing Centers or have the testing administered at a medical service provider of their choice or an alternative testing location. As a reminder, individuals who have any COVID-19 symptoms should not use the on-campus testing option and should contact their medical service provider for immediate confirmation testing.

The Employee Workplace Expectations document has been updated for the spring semester to include these testing requirements. Please see the Phoenix Forward Questions & Answers page for recently added FAQs related to testing.

On-Campus Testing Logistics:

Since testing is a requirement for working on campus, employees expected to work on-campus at least once a week should be allowed to get their biweekly (every other week) tests on work time during their scheduled work hours. Non-symptomatic employees may receive testing on the campuses at the following times/locations:

Green Bay Campus (East Gym located in the Kress Events Center)

    • Schedule a time utilizing the MyPrevea app– *Recommended to schedule 24 hours in advance of test
      • Monday-Thursday, 7 a.m. to 4 p.m.
      • Fridays from 8 a.m. to 12:00 p.m.

Employees will need to enter through the exterior door of the East Gym. Please look for COVID-19 Testing signage.

Marinette Campus (Cafeteria)

    • Schedule a time utilizing the MyPrevea app– *Recommended to schedule 24 hours in advance of test
      • Every other Tuesday from 10:00 a.m. – 12:00 p.m. starting on January 19th

Manitowoc Campus (Gym)

    • Schedule a time utilizing the MyPrevea app– *Recommended to schedule 24 hours in advance of test
      • Every other Tuesday from 10:00 a.m. – 1:00 p.m. – revised hours starting on February 9th

Sheboygan Campus (Fine Arts Gallery – Theater Building)

    • Schedule a time utilizing the MyPrevea app– *Recommended to schedule 24 hours in advance of test
      • Every other Wednesday from 10:00 a.m. – 1:00 p.m. – revised dates/hours starting on February 10th

Daily Self-Assessment:

Employees will be required to confirm acknowledgement of a completed test within the past 14 days along with the date of the most recent test through the Daily Self-Assessment. All employees (including student employees) who are scheduled to be working on campus are required to complete this Daily Self-Assessment prior to arriving to campus each day.

    • The time performing the self-assessment is considered de minimus (insignificant) time and therefore is unpaid in accordance with FLSA.
    • Should the employee not have access to technology needed to complete the assessment, supervisors may allow reporting via telephone. If an employee needs to utilize a telephone reporting process, they should communicate with their supervisor for details on that process.
    • If an employee answered “yes” to any of the assessment questions pertaining to symptoms and engagement in activities, employees should mark the checkbox, complete the remainder of the form, and communicate with their supervisor via email or phone.
      • Employees are not required to disclose to their supervisor the reason they are unable to be on campus.
      • For more information, please see the Daily Self-Assessment website.
    • Please see the updated How To: Employee Screening Questionnaire document for instructions on completing the daily self-assessment.

Should you have questions related to any of the information contained within this e-mail, please feel free to contact Human Resources at hr@uwgb.edu or (920) 465-2390.

Employee Assistance Program & Resources

The Office of Human Resources and Workforce Diversity understands that with the losses we have experienced within our campus community, COVID-19 pandemic, and turbulence in our country and the world, faculty and staff (and their families and friends) may be dealing with a great amount of grief and stress. Our office is committed to providing resources to both employees and supervisors during this time. Please see below for important resources that can be utilized at any time:

Employee Assistance Program

The University of Wisconsin-Green Bay’s Employee Assistance Program is a free, confidential service which can provide support for both personal and work-related concerns. The EAP may also assist with legal/financial situations or help with work-life balance. Employees have access to confidential, completely private, 24-hour, 7-days-a-week counseling and online services.

As of January 1, 2021, EAP services are now provided through Kepro. Kepro may be contacted by:

  • Phone: (833) 539-7285
  • Website: mylifeexpert.com. (Username: SOWI).  Employees will need to create an account to access the EAP resources online.
EAP Services & Resources

Additional information pertaining to the services and resources available through the EAP may be found here.

Grief Handout

Given the recent losses within our community, we have also made available a handout provided by Kepro related to grief.

Recorded Webinars

Kepro has a number of recorded webinars available on their website to view at any time.  A few examples include:

  • Dealing with Grief and LossThe death of a family member or close fried is, undoubtedly, one of the most difficult experiences in life.  This webinar discusses the process and stages of grief and learning to move toward resolution of this emotionally trying time.
  • Emotional Composure – Remaining Unruffled & Dynamic Under Stress – Emotions are a healthy part of the human experience.  Acknowledging emotions and understanding your personal stress style is the first step in beginning to control them.  This webinar discusses a selection of customary stressors as well as techniques for exercising control over them.
  • COVID is No Longer a Sprint – It’s Now a MarathonThis webinar addresses how the COVID-19 pandemic is no longer a sprint but is now a marathon.  It focuses on the categories of anxiety, common COVID apprehensions, and tools for reducing your COVID anxiety.
  • Practicing Mindfulness to Reduce StressMindfulness, the practice of maintaining a moment-by-moment consciousness of our thoughts, feelings, physical sensations, and environment, through a calm nurturing lens, that stresses that there is no “right or wrong” way of thinking, feeling or doing things and reflecting only upon the present moment can lead to greater perspective, and calm from life’s stresses.
Monthly Webinars

Kepro provides live monthly webinars on a wide variety of topics.  Click here to view the webinar schedule for 2021.  January’s webinar – Leading During Uncertainty – is scheduled for Wednesday, January 13, 2021 from 12:30-1:30 p.m., and is designed to provide guidance for leading during the pandemic. You may register to attend this webinar through Kepro’s website.  The monthly webinars are recorded, uploaded to Kepro’s website and available to view at your convenience.

SilverCloud

SilverCloud is an online platform that offers self-guided, interactive programs and skill-building tools to help with mental health well-being and stress management.  It is available to all employees and students at no cost. To learn more or to begin using SilverCloud, click here.

 

The Office of Human Resources and Workforce Diversity stands ready to support employees and supervisors during this time.  Please feel free to contact Human Resources at (920) 465-2390 or hr@uwgb.edu if you would like additional information or have any questions.

Single Payroll Project

In an effort to align with Operational Excellence goals of 2020FWD and standardize payroll processes, UW System Administration has made the decision to move forward with a single biweekly payroll for all employees beginning in January 2021. This project will transition all monthly payroll activities to the biweekly payroll calendar, meaning that monthly paid employees will be paid biweekly. At this time, it has been communicated that this change will begin after the Jan. 4 monthly pay date.

Specifically, pay dates for employees transitioning from a monthly to a biweekly payroll are expected to be as follows:

      • Full monthly paycheck 01/04/2021 (pay for month of December)
      • Partial monthly paycheck 02/01/2021 (pay through January 16)
      • First biweekly paycheck 2/11/2021 (pay for January 17 – 30)

For all employees (including those that are currently paid biweekly), paycheck deductions also will be evenly split between biweekly A and B paychecks (24 paychecks/year). Deductions will not be taken on C paychecks (2 paychecks/year). Check out the 2021 biweekly payroll calendar here.

All employees should begin reviewing personal finances to budget for biweekly paychecks and the split deduction schedule. If you have automatic/online payments set up (e.g. mortgage payment, car loan, insurance) you will want to review your monthly finances and prepare for bi-weekly paychecks and split deductions.

A dedicated website to answer employee questions has been created and can be found here. UW System Administration also will begin direct communications to employees the week of Nov. 9. The UW-Green Bay Office of Human Resources and Workforce Diversity will provide more information to the University community as it is made available.

 

FY 2021 Pay Plan Information

Last fall, Governor Evers and the Joint Committee on Employment Relations (JCOER) approved the Board of Regent proposed 2019-2021 pay plan for UW System employees. This pay plan provides a base rate increase to all eligible employees of 2% in FY20 and 2% in FY21. President Thompson has indicated that Institutions should prepare for the January 2%  increase for FY21 despite statewide fiscal challenges. A final confirmation from Wisconsin State Legislature and UW System Administration is required, and that should occur in the coming weeks.

Despite these uncertainties, we have been asked to make arrangements for a potential pay plan distribution, including determining which employees are eligible under the UW-Green Bay Compensation and Pay Plan Policy and providing that list of eligible employees to UW System Administration to be included in the application of the proposed FY 2021 pay plan.

Eligible employees for the proposed 2% FY 2021 pay plan include faculty, academic staff, limited, university staff, and university staff project appointments in ongoing positions with a budgeted FTE of 50% or greater. Pursuant to the UW-Green Bay Compensation and Pay Plan Policy and other publicized guidelines, the following list represents employees who would be ineligible for pay plan:

    1. Employees paid from provisional, non-budgeted salary lines, including all temporary appointments and positions less than 50% FTE.
    2. Employees represented by a collective bargaining agreement (CBA). Respective pay increases for pay plan will be negotiated separately through the CBA.
    3. Employees currently under a performance improvement plan.
    4. Employees deemed “unsatisfactory” or “does not meet expectations” in overall level of performance under their most recent performance evaluation.
    5. Ongoing employees with six-months of service or less as of the effective date of pay plan (start date after 6/30/2020)
    6. Employees who have not completed required campus compliance training. Required trainings include:
      • Harassment & Discrimination Prevention (Required every three years)
      • Checkpoint: Data Security & Privacy (Required annually)
      • Protect Children (EDU-WI) (One-time training required at time of hire)
      • Injury and Illness Prevention (EDU) (One-time training required at time of hire)
      • FERPA Basics (One-time training required at time of hire)
      • Touchstone: Tools for an Ethical Workplace (One-time training required at time of hire)
      • Campus Security Authority Training (for employees designated as Campus Security Authority (CSA) only)
    7. Supervisors who do not have completed, up to date evaluations on file for all of their direct reports. The evaluation periods to assess for FY 2021 pay plan are as follows:
      • University Staff: 1/1/2019 – 12/31/2019
      • Non-Instructional Academic Staff / Limited:  7/1/2019 – 6/30/2020
      • Faculty / Instructional Academic Staff: 2018/2019 Academic Year

In order to be eligible for pay plan, eligibility requirements (specifically the required trainings and performance evaluations) must be complete by November 30, 2020.  Please note that as recent provisions of the Harassment and Discrimination Prevention and Data Security trainings by UW Shared Services are not due until mid-January of 2021, eligibility for FY21 pay plan will be assessed based upon previous completion of those two specific trainings.

Human Resources will be assessing eligibility of employees. During the month of November, the HR Office will be sending reminders to employees, supervisors, and Dean/Division Leaders of any missing training and/or performance evaluation requirements. Please make sure to be looking out for these emails over the next month.

If you have questions about the FY 2021 pay plan, please feel free to contact Human Resources at hr@uwgb.edu or (920) 465-2390.

Fall and Winter Break Office Hours, University Operations, and Travel Reminders

With the academic fall and winter breaks fast approaching, members of the campus community must remain diligent about protecting themselves from COVID-19 infection while away from campus. Large gatherings and travel are customs of the season for many individuals and families. For the protection of both yourself and others, please remember to follow COVID-19 Safety Practices while engaging in these activities.

The following information is provided to assist employees with their planning for the upcoming months.

Office Hours and University Operations:

Winter Break

Chancellor Alexander has determined that commencing Monday, December 28, 2020, all offices which are able may move to fully remote operations through January 25, 2020. This adjustment should allow for Facilities to implement cleaning and sanitation of all campus buildings and de-densify campus buildings for increased safety. Employees should consult with their supervisors regarding the staffing plan for this period. Campus buildings will still be generally accessible during this time to faculty and staff, and specific information about accessing individual campus buildings will be determined and posted prior to December 24, 2020.

All employees have had to adjust to exceptional times and as our University statistics show, we have exceeded all expectations in maintaining a safe environment for students, faculty and staff. The University continues to receive praise directly from students, parents, and UW System for how well we have done in managing the COVID-19 Crisis. This success has not come without the extraordinary efforts of every employee of UW-Green Bay. It is understood that many employees have been under incredible stress and have had to forgo vacation or other time off to facilitate the operational plan.

With this understanding, the Chancellor has determined that for the dates of December 28, 29 and 30th, all offices may choose to close upon approval from their Area Leader consistent with the UW Green Bay Office Hours and Institutional Closing Policy. Individual employees may elect to work on a day in which their office has been closed under this policy. Employees who elect not to work on the date of an office closure under this policy will be required to take paid leave time if their employment classification provides leave. Employees of essential operational areas should work with their supervisors regarding the scheduling of these areas.

It is hoped that this small respite will allow employees to recharge for entry into 2021.

All-Campus Furlough Day: Friday, November 27, 2020

The University has issued an Institution-Wide Furlough for Friday, November 27, 2020.  All ongoing employees not explicitly exempted from workforce-wide furloughs will be assigned to furlough on that day. In consultation with their supervisor, employees with an exemption from this furlough date may either work remotely (if possible based upon their job responsibilities) or use leave time for that date. Employees in essential operational areas should consult with their supervisors on the scheduling for these areas.

A reminder that all faculty and staff returning to work at the Green Bay Campus are welcomed and encouraged to use the Prevea App to schedule an antigen test on Monday, Nov. 30. Faculty and staff who work on the Marinette, Manitowoc and Sheboygan Campuses should use extreme caution in returning and test with their healthcare provider if they deem necessary to protect their own campus communities. Students returning to the Green Bay Campus will be asked to stop at the Kress Center for testing upon their return from break on Sunday, Nov. 29 and Monday, Nov. 30.

Reminders – Large Gatherings and Events:

Even when gathering with family members, if you are unaware of their COVID-19 exposure, it is critically important that you follow the 3 W’s; Wear your mask / Wash your hands / Watch your distance. If you are attending any group event with individuals from outside your home, you should use face coverings and practice social distancing. Ask yourself whether the activity would place yourself, and subsequently your colleagues and students, at risk of infection. If you are at a large-group activity or event where social distancing is not possible, you do not use face coverings, or are unable to confirm that others in that activity are not infected, you must remain away from University buildings for 14 days from the date of that event.  Please review the CDC Event Planning Guidelines to review whether the you should quarantine from campus. You are encouraged to be conservative in regards to applying this practice, and should work with your supervisor to discuss workplace expectations and the potential for flexible work options. If you have further questions about attending events, please contact Human Resources at hr@uwgb.edu.

Reminders – Personal Travel:

Prior to any personal travel, you should first review the CDC Travel Guidelines to ensure that the method of travel appropriately protects you from COVID-19 infection. Air travel and other mass transportation continues to dramatically increase your risk of exposure and infection. If you decide to travel, you should make sure that you follow all CDC Travel GuidelinesIn the event that during the trip you were required to remain in close contact (less than six feet) with unknown individuals for periods of time beyond 15 minutes (i.e. airline or other mass transit; lodging in hotels or residence, etc.) in which these guidelines were not required or followed, you will need to remain away from the University for a period of 14 days

Intrastate and interstate travel to private points specific (e.g. to see family members) which is done using private transportation and where lodging occurs at a private residence shall not restrict presence on campus, subject to confirmation that the individual did not have contact with any individual who they know to be COVID-19 infected. Please exercise caution when reviewing your travel plans, and if you have any reason to believe that you may have a risk of exposure or infection to COVID-19, quarantine from the University for 14 days. If possible, work with your supervisor prior to the trip to discuss whether proactive quarantine from campus upon your return is possible. If you have further questions related to travel, please contact Human Resources at hr@uwgb.edu .

As a reminder, the University requests that all faculty and staff who become infected, suspected, or exposed-close contact self-report utilizing the COVID-19 Case Report to the Office of COVID-19 Response. In addition, if any employee of the University receives a first-hand report of someone who is infected, suspected or exposed-close contact, they should be referred immediately to the Office of COVID-19 Response and the recipient of the report should complete the COVID-19 Case Report.

The sincere hope is that everyone is able to have a safe and restful season. By following the above safety measures, you can be reassured that you have done everything you can to be able to return to the University safely.

Virtual Student Employment Job Fair

 

The Office of Financial Aid and Student Employment is hosting a virtual job fair for on-campus employers and community service work study partners.  The event will be held Wednesday, October 21 from 11:00am-1:00pm.  Employers may advertise current openings, recruit for future positions, or simply connect with students who are seeking jobs.  On-campus supervisors should have received an email with a link to register through Handshake.  If you did not receive a link and would like to participate, please contact Allen Voelker (Student Employment and Scholarship Coordinator) at voelkera@uwgb.edu or 920/465-2556.

 

Upcoming Changes to Mandatory Employee Training

As an employee of the University of Wisconsin, you are required by UW System policy to receive training on the following three topics:

      • Title IX (sexual harassment/sexual discrimination) – required training every three years
      • Information Security (securing data and information technology) – annual required training
      • Mandated Reporter (reporting of child abuse and neglect, Executive Order #54) – required training once after institution process is in place

In order to provide a more effective mandatory employee training program, we are moving to a centralized process for course delivery, compliance monitoring, and employee support for the trainings listed above.  With the implementation of the new process, you will no longer receive messages regarding these trainings from your institution’s Human Resources office (some of you may remember receiving messages from Jenny Charapata in combination with our training vendor LawRoom/EverFi).  Instead, you will receive messages from the mandatorytraining@uwss.wisconsin.edu email address.  There will also be a single point of contact for support for these trainings.  If you have questions or need technical support for these mandatory trainings, you can contact serviceoperations@uwss.wisconsin.edu.

During the week of September 21, all UW-Green Bay employees in active pay status may receive a message with one or more course assignments under the new mandatory training process.  Depending upon when you last completed the Mandated Reporter, Title IX, and Info Security courses (course assignment is based upon last completion date), will determine the date of your next course assignment. You will have 120 calendar days from receipt of the message to complete all courses assigned to you. Please note that our former President Ray Cross extended the typical 30 calendar day deadline an additional 90 calendar days (120 calendar days in total) in light of current extraordinary circumstances related to COVID-19.


If you have non-technical support questions regarding these trainings, please contact
hr@uwgb.edu or 920-465-2390.