New Procedure for Hiring Temporary Staff Employees Effective June 1st

Do you have plans to hire a temporary staff employee? Effective June 1, the process for hiring temporary staff employees has changed, in line with the memo sent to Vice Presidents and Deans from Dr. Turner on May 14, 2014. To facilitate this new process, the Department of Human Resources has created new guidelines for hiring staff temporaries and updated the website with further information. Following is a summary of the changes:

  • The temporary assignment should not exceed 3 months.  In no case should a temporary assignment exceed 12 consecutive months.
  • All temporary staff employees must be paid on an hourly basis and must submit a completed time record for each bi-weekly period in which they work.
  • The Payroll Authorization Form (PAF) for the Temporary Staff Employee must be submitted to Human Resources instead of Payroll.  Payroll will begin forwarding temporary PAFs received after June 1 to Human Resources. The start and end dates listed on the PAF must match the start and end dates of the temporary assignment.
  • Prior to the temporary employee’s first day of work, satisfactory completion of a pre-employment (background) check is required.
  • HR Recruitment will complete the background check, send authorization to hire the temporary, collect the W-4 and Direct Deposit from the temporary employee, and then forward the PAF, W-4, and Direct Deposit to Payroll for processing.

Exceptions

  • If you have a temporary employee currently in place, the new process will not apply until the assignment and PAF are up for renewal.
  • SMU student workers and continuing SMU students who are working over the summer but not enrolled in classes are not required to follow the new temporary employment guidelines. Similarly, graduates of SMU who are hired only for the summer months do not need to go through the new process either – the Request to Hire form does not need to be completed.  For further information, see Hiring Student Workers and Summer Student Employment.

The Department of Human Resources is committed to making the new process for hiring temporary staff employees as smooth as possible and will expedite your requests when we receive them.  Please let us know if you have questions or feedback during the process.

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Special Message to SMU Camp Operators and SMU Program Coordinators regarding the SMU Program for the Protection of Minors

childrenSummer Camp Season is Almost Here…

Make sure you are aware of the SMU and Texas State requirements for Protection of Minors training for yourself, your department, your camp, and your employees!

 Overview of the SMU Program and Training Requirements

SMU rolled out the Program for the Protection of Minors in June 2012 in response to Texas Senate Bill 1414.  This Bill requires employees working for a camp program that offers recreational, religious, athletic, or educational activities to complete training on preventing sexual abuse and molestation, when the camp/program is hosted on the grounds of or hosted by an institution of higher education.  To ensure a safe environment for all visitors and employees, SMU’s goal is to exceed state standards by requiring that every administrator, faculty, and staff member, and student employees complete the Program for the Protection of Minors training course.   To date, we have achieved very high percentages of completion and SMU thanks you for your cooperation with this initiative.

Please be aware that more may be required of you depending on your role at the University or with a camp program.

State Requirement to Update Training Every Two (2) Years for Camp Operators, Employees, and SMU Program Coordinators

UntitledSMU employees who will be either working or volunteering at camps or coordinating with others who will host camps are required by the State of Texas to re-train every two (2) years.  SMU partners with the Dallas Children’s Advocacy Center to host their state approved training program on SMU Blackboard.

To facilitate compliance with the State, anyone who completed the training in 2012 has had their record cleared in SMU Blackboard and may now re-access the training course in Blackboard to complete the updated training program.

Within 24 hours of your completion of the Blackboard course, results will be uploaded into Access.SMU.

Camp Operators must send the Texas State form to the State of Texas indicating training completion for employees and volunteers.

Program Coordinators should request a copy of the form to keep in their departmental files.

Proof of Training Completion

SMU Blackboard is not configured to provide a certificate of completion after finishing the training.  You may log into Access.SMU>Self Service>Learning and Development>Request Training Summary to generate a list of all workshops completed.  Print this summary and present it as proof of completion or take a screen shot and email to the person requesting proof of completion (the Camp Operator or SMU Program Coordinator).  The DCAC program code for the state form is YCO8-0043.

If you are unsure about your role and whether or not you need to re-train, please speak with your supervisor or contact one of the resources listed below.

Resources:

SMU Website for the Program for Protection of Minors:  Additional information and resources are available on the SMU HR webpage: http://www.smu.edu/BusinessFinance/HR/LearningAndDevelopment/SMUProgramforProtectionofMinors

OIT Help Desk:  for issues with Blackboard or technical concerns with the course itself email Help@smu.edu or call 8-4357.

Office of Police and Risk Management – Compliance: to determine who needs to be trained and additional opportunities for SMU Camp Operators/Program Coordinators to learn about best practices for camps, contact Linda Oliver at loliver@smu.edu or 8-2807.

SMU Human Resources – Training and Access Upload:  for questions regarding Blackboard course completion, results in Access.SMU, and your Training Summary, email DevelopU@smu.edu or call 8-3311.

Request Enrollment in the Blackboard Training:  Users must have an SMU ID to access the Blackboard training.  If you do and you cannot view the course in Blackboard, you may not be currently enrolled.  Read the instructions on how to request enrollment or email DevelopU@smu.edu and include your SMU ID # in the email.  Please allow 24-48 hours for your enrollment to be completed.

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Join Us at the Heart Walk – September 13, 2014

sneakersImagine the impact if we reduce death and disability from cardiovascular diseases and stroke by 20% by 2020! Wellpower is joining the American Heart Association’s Heart Walk to promote physical activity to build healthier lives, free of cardiovascular diseases and stroke. We invite you to kick off the fall semester in a healthy way by joining Wellpower at this walk. Show your support for heart health at SMU!

Event information: The walk is a 3-mile, non-competitive walk. Wear good walking shoes, dress comfortably, and bring a bottle of water.

There is no charge to participate in the Heart Walk. Donations to the Heart Association are welcome, but are not required to be a member of the SMU team. This year we are seeking to engage the entire SMU community including staff/faculty, students, alumni, and our friends and family members. So start building your team today!

Heart Walk Typical Schedule:

8:00 am – Meet at Picture Stage for a quick team photo
8:30 am – Opening Ceremonies
9:00 am – Walk begins!

We are currently working on our team registration page. We invite you to click the link below to let us know you’re interested in participating in the walk. Once our registration page is ready, we will email you instructions for signing up as an individual or as a team.

Send Me Registration Information – I’m Interested in the Heart Walk!

Additional event information may be found on the Dallas Heart Walk website.

Questions about this event? Email us at wellpower@smu.edu. AHA_LOGO_TEMP1

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Making Work More of a Workout

Man walking with briefcaseIf you are like the majority of American adults, you spend most of your waking hours at work, and it could be taking a toll on your health. Sixty-eight percent of adults are obese or overweight, and many of us struggle to find time to work out and make healthy eating a priority.  Since we spend so much time at work, it only makes sense to build in more activity during our working hours.

Get the most out of your workday with these tips to pick up the pace. Your heart will thank you!

 

Here are some ways to stay active during the workday:

  • Walk during business calls. March in place or at least stand when you talk on the phone.
  • There is no law that says you have to sit when you meet. Try brainstorming on the go. Make your next catch-up with your boss a walking meeting and discuss project ideas with a co-worker while you make a few laps around the building.
  • Skip the email or the call and walk down the hall to talk to a co-worker.
  • Tone your muscles while you work. You might be surprised by how much you can improve your strength and balance with just a few minutes and a desk chair. Light hand weights are helpful and can be easily stored under your desk, but you can do these without weights too. It 15 repetitions. The goal is to complete three sets of each activity.
  • Take the stairs instead of the elevator. Or get off a few floors early and take the stairs the rest of the way.
  • Participate in or start a recreation team…intramurals anyone?
  • Form a walking or sports team to raise money for charity events.
  • Schedule a walking break on your calendar and treat it like an important appointment.
  • Get off the bus a few blocks early and walk the rest of the way to work or home.
  • Walk around your building for a break during the work day or during lunch.
  • Park farther away from your building each day.
  • Use the restroom on the opposite side of the building or on another floor.
  • Traveling for business? Pack a jump rope or resistance band in your suitcase. Walk while you wait for your plane. Once you arrive at your destination, jump rope and do calisthenics in your hotel room. Take advantage of the fitness center or the swimming pool.

Create a personal challenge:

If you participate in Wellpower, you may want to create a personal challenge around walking! You may complete two personal challenges in the spring reward period.

Personal Challenge Information

Resources:

Visit StartWalkingNow.org to find American Heart Association-designated walking paths, personalized walking plans, an online community of walkers and more. Record the distance or length of time of your activity and how you feel after each session. Reward yourself at special milestones. Nothing motivates like success!

Questions? Email wellpower@smu.edu HealthyU

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Men’s Health: Prevent the Top Threats

Do you know the greatest threats to men’s health? mens health basketball

Surprisingly, the list is short. According to the Centers for Disease Control and Prevention, the top causes of death among adult men in the U.S. are heart disease, stroke, cancer and chronic lower respiratory disease.

The good news is that a few lifestyle changes can significantly lower your risk of these common killers. Take charge of your health by making healthier lifestyle choices. For example:

  • Don’t smoke
  • Eat a healthy diet
  • Maintain a healthy weight
  • Exercise
  • Limit alcohol
  • Manage stress

Stop avoiding the doctor! Your doctor can be your best ally for preventing health problems. Be sure to follow your doctor’s treatment recommendations and ask your doctor about when you should have cancer screenings and other health evaluations.

Another common cause of death among men are motor vehicle accidents. To stay safe on the road, use common sense: wear your seat belt, follow the speed limit, don’t drive under the influence of alcohol or any other substances, and don’t drive while sleepy. 

Suicide is another leading men’s health risk. If you have signs and symptoms of depression, consult your doctor. Treatment is available. If you’re contemplating suicide, call for emergency medical help or go the nearest emergency room. 

The Bottom Line

Understanding health risks is one thing. Taking action to reduce your risks is another. Start with healthy lifestyle choices by eating a healthy diet, staying physically active, quitting smoking and getting recommended health screenings. The impact may be greater than you’ll ever know.

For the full article, please visit MayoClinic.org.

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A First Step Toward Success: Start Your Walking Program Now!

picture of pedestrian signEven if you’ve been a couch potato for a long time, starting a physical activity program really doesn’t have to be hard. And of course, there’s the benefit of helping reduce the risk for heart disease, the No. 1 killer of all Americans.  Some activities such as jogging, skiing, aerobic dancing, swimming, and cycling are great for your heart, but it may feel overwhelming to get started. Walking, however, is an easy, virtually free form of exercise you can fit into your daily schedule without too much effort.

The Heart Association recommends 150 minutes of moderate-intensity activity a week. And while that may sound daunting as well, you can start slowly and gradually increase your activity until you’re doing about 30 minutes of activity most days of the week.

To get started, why don’t you join us on April 2 for National Start Walking Day? In recognition of this event, Wellpower will host a 1.5 – 2 mile walk at noon starting on the steps of Dallas Hall.

Wellpower Walk Information

Take the first step toward success
If you’ve been sedentary for a long time, are overweight, have a high risk of heart disease or another chronic health problem, talk to your doctor before you start a walking program.

To get started:

  • Try to walk at the same time of day so it becomes part of your lifestyle. You might walk every Monday, Wednesday, Friday and Saturday from noon to 12:30 p.m.
  • Find a convenient time and place. Try to make walking a habit, but be flexible. If you miss an t give up. Work activity into your day another way.
  • Find a companion. You’re more likely to stick with it if you have a buddy.
  • Wear comfortable, properly fitting sneakers or flat shoes with laces and comfortable,
    loose-fitting clothing.
  • Look for chances to be more active during the day. Walk the mall before shopping, take
    15 minute breaks while watching TV or sitting for walking or some other activity.
  • Keep yourself accountable but cut yourself some slack if you stop for a while. Get started again gradually and work up to your old pace.
  • Already a walker and you want to pick up the pace? Tack another mile onto your regular route, try a more challenging path or add an extra day of the week.
  • Let technology help you. Get a pedometer and wear it daily. There are many new devices on the market that work with your smartphone or computer, in addition to standard pedometers. Simply being aware of your daily steps will help you set realistic goals.
  • Track and celebrate your successes.

Create a personal challenge:

If you participate in Wellpower, you may want to create a personal challenge around walking! You may complete two personal challenges in the spring reward period.

Personal Challenge Information

Resources:

Visit StartWalkingNow.org to find American Heart Association-designated walking paths, personalized walking plans, an online community of walkers and more. Record the distance or length of time of your activity and how you feel after each session. Reward yourself at special milestones. Nothing motivates like success!

Healthy U HR

Walking program developed by American Council on Exercise® in collaboration with the AHA.

Questions? Email wellpower@smu.edu

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SMU 403(b) Retirement Plan: “10-Minute Tips” Presentation

Joe_ValiquetteInterested in learning more about the Southern Methodist University retirement plan?

Let Transamerica provide helpful retirement planning with their 10-Minute Tips presentation! Consider their 10-Minute Tips presentations for your staff meetings and make the 10-Minute investment in your staff’s retirement future!

SMU’s Transamerica Retirement Planning Consultant is available to offer brief informational presentations to help your employees understand the retirement plan and other retirement (savings/investing) topics.

Contact Joe Valiquette at 214-768-7504 or joe.valiquette@transamerica.com for attendance at your next staff meeting! And click here for more information!

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Dougherty’s Pharmacy is Back in the SMU Pharmacy Network!

pharmacyFollowing aggressive negotiations with Express Scripts, Dougherty’s Pharmacy has rejoined the SMU pharmacy network.  This was particularly important for SMU because Dougherty’s Pharmacy is one of a small number of pharmacies that can prepare and dispense compounded prescription medications.

Express Scripts is currently in negotiations with McMahan Pharmacy, another compounding pharmacy that left the SMU pharmacy network effective January 1, 2014.  We will send an update as soon as possible.

Express Scripts Customer Service:  866-662-0294

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Join Wellpower in Celebrating National Start Walking Day – April 2, 2014

Start Walking BannerSMU Wellpower is committed to helping you develop healthy habits and one of the easiest habits to build into your schedule is walking!

According to the Heart Association, research has shown that the benefits of walking and getting moderate physical activity for at least 30 minutes a day may include:

  • Lowered risk of coronary heart disease
  • Improved blood pressure and blood sugar levels
  • Improved blood lipid profile
  • More stable body weight and a lower risk of obesity
  • Enhanced mental well being
  • Reduced risk of osteoporosis
  • Reduced risk of breast and colon cancer
  • Reduced risk of non-insulin dependent (type 2) diabetes

So let’s get started! Bring your favorite sneakers and join us for a lively 1.5-2 mile walk around our beautiful campus. Invite your colleagues to come along and meet us on the steps of Dallas Hall at noon. Enjoy great conversation, our beautiful campus, and the opportunity to do something good for your overall wellness. If the weather is uncooperative, we will email everyone by 10 am to cancel and reschedule.

Participants should log this activity in the April “bonus points” section of Wellpower’s tracker.

Sign Up Now!

Look for a blog post each of the next 4 weeks with information about how to start walking more, how walking can help lower stress and more! Sign up for HR’s RSS feed to get our blog posts delivered to your inbox.

Want more information about walking? Check out the Heart Association’s website. It’s packed full of great information and tips on starting a walking program.

Heart Association – Why Start Walking?Healthy U HR

Questions? Email us at wellpower@smu.edu

 

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BCBSTX Deductible Discount Update for 2014

This past year, benefit-eligible employees had the opportunity to earn a 20% discount on the deductible for eligible SMU medical plans (the $2,500 and $5,000 high deductible plans are not eligible) offered through Blue Cross Blue Shield of Texas (BCBSTX). If you completed an onsite screening or submitted a screening completed by your physician, you were eligible for this program in 2014.

Employees who earned the discount will be notified about their discount payment the week of February 3, 2014. If you don’t receive confirmation by Friday February 7, but think you should have qualified, contact us at wellpower@smu.edu.

May I still earn the discount for 2014? Unfortunately, the deadline for earning the discount for 2014 has passed.

How do I know the discount has been applied? That’s the tricky part! The discount really isn’t a “discount” in the traditional sense of the word. Earlier in January, SMU made a payment toward your deductible of either $200 or $400, depending on your plan. So your deductible actually stays the same, but you will have already satisfied 20% of it.

Unfortunately, this doesn’t trigger an “Explanation of Benefits” or EOB, so you don’t ever see it. The only way you can verify the payment directly is to call the BCBSTX customer support line at 1-877-768-2005 and ask how much of your deductible has been met. Ask the customer service representative to look for a payment of $200 (for the $1,000 deductible plan) or $400 (for the $2,000 deductible plan). The representative won’t know anything about the deductible discount program, so refer any additional questions to Wellpower. Also, remember that the discount cannot be applied to our high deductible ($2,500 and $5,000) plans. 

What if I had a procedure done, before the payment is applied? If applicable, BCBSTX will refund any excess payment toward your deductible. Contact us at benefitsu@smu.edu if you need help with that issue.

Will the Deductible Discount Program be offered for 2015?
The program will be discontinued after 2014. One of the reasons is that many of our employees now participate in high deductible plans, which are ineligible for the discount due to IRS regulations. For those who do receive the discount payment, many will not reach their deductible by the end of the year which means the discount will not actually help them.

In addition, SMU has been seeking other methods of encouraging staff and faculty to not only get an annual screening, but to take meaningful action if their screening numbers were outside of the healthy range. As a result, SMU HR is piloting the Healthy Outcomes program in 2014 to determine whether participants in it successfully improve their screening numbers if needed, or maintain their already good health. The Healthy Outcomes program offers a $300 cash incentive to those participants who successfully complete the program.

This fall, after the Healthy Outcomes program has been evaluated, employees will receive information about what program(s) will be offered in 2015.

Email wellpower@smu.edu with any questions.

 

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