Managing Respect and Tolerance in the Workplace

Having good workplace relationships helps you to be more productive in your job and make going to work every day a pleasant experience.  Getting along with others is at the core of a harmonious work environment.  Workplace relationships can suffer when tolerance, communication and respect are absent.  Tolerance in principle and practice can be a challenge in any environment, but especially in the workplace due to personal biases or individual disagreements.

In a harmonious workplace, the following basic principles are present and modeled by members of the organization.

  • Respect and appreciation for the differences of others
  • Space where others can be who they are, no matter how they differ ethnically, culturally, temperamentally and even politically
  • Collaboration where others are allowed to share their ideas, engage in healthy debate and make decisions together, when possible
  • Team members model the behavior they want and expect to receive from others

The following articles on respect and tolerance in the workplace are just a few of the on-line resources available to our SMU community via our Employee Relations Provider Magellan Health Services.

  1. Understanding and Accepting All Types of People
  2. Getting Along with Others

Learn more about SMU’s EAP Program.  EAP information and services (including online counseling) can be accessed online at Magellan Health Services.

Additionally, SMU Human Resources provides a variety of opportunities and resources to help individual employees, teams and/or departments in the areas of relationship management, including:

  • on-line education
  • in-person professional and manager development workshops
  • individual or team consultations
  • access to trained Employee Relations specialists

For more support or to learn more, contact SMU HR at 214-768-3311 or smuhr@smu.edu

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Nomination for Annual Staff Presidential Awards Open Today – Due By September 20, 2019

In 2006, SMU President R. Gerald Turner appointed a distinguished committee of administrators, faculty and staff to address the issues and challenges related to staff recognition.

The committee’s work resulted in the establishment of four Presidential Recognition Awards that annually highlight the contributions of a new staff member, a long-term staff member, an outstanding administrator, and an innovative thinker.

Winners of each category receive $1,000 and will be recognized at the annual Staff Celebration and Convocation on October 22, 2019.  For more information on how to nominate someone you know who deserves recognition, go to Employee Recognition Awards. 

Questions may be directed to smuhr@smu.edu.

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Training Required by SMU for Student Workers

Training Requirements for Student Workers

Are you hiring student workers in the summer months?

Did you know that student workers (both undergraduate and graduate) are required to complete two training tutorials upon employment?

The following tutorials are automatically assigned after student workers begin their first day of employment and their records are complete in my.SMU:

  • Data Security and Privacy (1 year refresh requirement)
  • SMU Program for the Protection of Minors:  Recognizing and Reporting Child Abuse; per SMU Policy 7.26 (2 year “refresh” requirement)

Students are notified via email to their SMU email account that the training has been assigned.  The email contains a link to access the training with SMU’s single sign on (SSO).  Email reminders are sent every two weeks until the training is completed.

Students should complete these training assignments as soon as possible after beginning employment and  should be paid for the time required to complete the training.

If you supervise student workers, please ensure they are aware of the training requirement and that they have completed the training in a timely manner.

Questions may be directed to DevelopU@smu.edu.

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SMU Training Requirements via LawRoom/Everfi and Training “Refresh” Schedule

SMU utilizes Lawroom/Everfi to provide certain web-based training required by SMU policy, state/federal law, or other regulations. Some training assignments are required of all employees and others may be based on the employee’s role with the University.  HR, OIT and Risk Management utilize content within the LawRoom system to manage training requirements.

Refresh timelines are determined by SMU policy, state or federal law, best practices, or when new information is introduced requiring an update in knowledge.

Assignments for benefits-eligible employees and adjunct faculty:

Training required for this employee population includes the following tutorials.  After each course name, the “refresh” time frame is listed.

Course Name                                                              Refresh Schedule

Checkpoint Data Security and Privacy                        Annually

Harassment and Discrimination Prevention                Every three years

SMU Program for the Protection of Minors:                Every two years
Recognize and Report Child Abuse

Assignments for temporary employees hired by SMU

Temporary employees hired by SMU will be assigned the following tutorials.   Notification will be sent to the employee’s SMU email account for initial assignment and any refresh requirements.

Course Name                                                            Refresh Schedule

Checkpoint Data Security and Privacy                       Annually

Program for the Protection of Minors:                        Every two years
Recognize and Report Child Abuse

Assignments for temporary employees hired via SMU’s staffing partner, Kelly Services

Temporary employees, hired via Kelly Services, may be assigned any of the above training based on their work duties. Notification of training assignment will be sent to the employee’s SMU email account, if created, or to the employee provided email address when no SMU email account is assigned.  Kelly employees should contact their on-site representative for questions regarding training requirements.

Assignments for all employee groups based on work responsibilities

All employees, (regular and temporary, hired via SMU or Kelly Services) may be assigned  role specific Lawroom/Everfi tutorials based on their work duties with the university.  One example is

Course Name                                                            Refresh Schedule

FERPA                                                                       Every three years

Questions regarding training assignments should be directed to HR at DevelopU@smu.edu.

Employee training not administered via LawRoom

Other job specific training may be requested outside of the Lawroom learning management system.  The employee will be notified directly by the requesting group and notified again when refresh training is required.  Examples include Engaged Driving and Golf Cart Driving which are assigned and managed by Risk Management.  Questions about ORM training assignments should be directed to riskmanagement@smu.edu.

 Resources:

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Professional Development Workshops

Professional Development Opportunities

Fall 2019

The Department of Human Resources promotes continuous professional development by offering a variety of workshops during the year. All scheduled classes are offered free of charge and seating is limited. Enrollment is requested through my.SMU>Employee Self Service>Learning and Development>Request Training Enrollment.

Self-renewal and learning are at the core of our mission as a university. Take advantage of these sessions which are typically two hours or longer in length and provide a more in-depth exploration of:

 Sketchnoting November 11, 2019
1:00-5:00 pm
Exp Tower #208
Mary Stall
 Intro to StrengthsQuest October 16, 2019
1:00-5:00 pm
Exp Tower #208
Mary Stall
 Crucial Conversations Overview October 17, 2019
9:00 am-12:00 pm
Exp Tower #208
Mary Stall
 Presentation Advantage October 30, 2019
9:00 am-5:00pm
Exp Tower #208
Mary Stall
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Important Information Regarding Overtime Pay

As a new academic semester begins, SMU Human Resources reminds faculty and staff members about federal regulations regarding overtime pay for non-exempt (hourly) employees.

Under the Fair Labor Standards Act (FLSA), non-exempt employees must receive overtime pay for hours worked in excess of 40 hours a workweek. The overtime rate is one and one-half times the regular rate of pay. This overtime requirement may not be waived.

SMU Policy 4.13 Overtime Pay

Non-exempt employees and their managers should be aware of this requirement and accurately record and submit any overtime hours or fractional hours. Employees and managers are urged to discuss in advance the need for overtime work and to adjust workloads to maintain a regular workweek, if possible. If an employee works overtime, it must be recorded and properly compensated.

SMU Policy 7.9 Office Hours and Work Week

If you have questions about the overtime requirement, please contact Human Resources at smuhr@smu.edu.

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The Form I-9 Overview

The Form I-9 can be a confusing requirement, so we want to provide some clarity on key objectives and expectations.

What is the Form I-9?

The Form I-9 (also known as an “I-9”) is used to verify the identity and employment authorization of all individuals hired for employment in the United States.

Who needs to complete a Form I-9?

Any individual hired for employment in the United States is required to complete a Form I-9. If an individual is paid through SMU payroll, then he/she needs to have a valid I-9 on file. This includes U.S. citizens and non-citizens as well as individuals working remotely for SMU.

When does the Form I-9 need to be completed?

Newly hired employees must complete and sign Section 1 of the I-9 no later than the first day of employment.  Section 1 should never be completed before the acceptance of a job offer.

How do I complete the Form I-9?

A Form I-9 must be completed in person in SMU’s Human Resources office.   New employees must provide original, unexpired documents to verify their identity and work authorization (see below).

What documents do I need to bring?

U.S. Citizenship and Immigration Services (USCIS) provides a list of documents that can be used to complete the I-9, and examples can be found at:
www.uscis.gov/i-9-central/acceptable-documents

Within three business days of starting work for pay, you must present to the Human Resources office documentation that establishes your identity and employment authorization.  Each document must be an unexpired, original document (no photocopies except for certified copies of birth certificates).

For international students: Human Resources also requires that you bring your On-Campus Work Eligibility Form with you when completing the I-9 in order to confirm I-9 compliance with your supervisor.  Contact the International Student & Scholar Services office for more information on the On-Campus Work Eligibility Form.

How often does the Form I-9 need to be completed?

The Form I-9 needs to be completed at the start of employment and after a break in service where an individual was not actively employed by SMU.  Individuals with a break in service may need to complete a new I-9 upon rehire.

International students and other non-citizen employees need to regularly reverify their I-9 status to show that their work eligibility documents are current.  Whenever a new work eligibility document is received (for example, a new I-20), please bring that document to the Human Resources office to update your I-9.

If you have any questions about the I-9 or your I-9 status, please call the Human Resources office’s main line at 214-768-3311 or email us at SMUHR@smu.edu.

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Completing the Annual Performance Review in e-Performance – Rating Descriptions

Selecting Performance Ratings during the Evaluation Phase of the Annual Performance Review

Employees are asked to self-rate their performance for each of their goals under the Goals tab, as well as each of the SMU core competencies under the Competencies tab.  Managers will also select a rating for each of the employee’s goals and each competency.

A description for each rating is provided in the Performance Document so that employees and Managers are using a consistent definition when making a selection.

As you prepare for your Annual Performance Review, it will be helpful to understand the rating definitions.  The rating options are:

  • Not Meeting Expectations
  • Meeting Expectations
  • Exceeding Meeting Expectations

These descriptions are available in the Self Evaluation and the Manager Evaluation forms.  Next to each rating drop-down is the following icon:

 

(The Manager Evaluation form reads Manager Rating.)

Click the pop-out icon to review the rating descriptions within the system.

 

 

 

 

 

 

 

 

For clarity in this message, the rating options are defined as:

 Meeting Expectations
Performance was consistently below expectations in most essential areas of responsibility, and/or reasonable progress toward critical goals was not made.  Significant improvement is needed in one or more important areas.  A corrective action plan either should or has been outlined and monitored to measure progress.  If a corrective action plan has been implemented, it should be attached in the system and goals should be documented in the system.
Meeting Expectations
Performance consistently met expectations in all essential areas of responsibility, at times possibly exceeding expectations, and the quality of work overall was very good.   The most critical annual goals were met.
Exceeding Expectations
Performance consistently exceeded expectations in all essential areas of responsibility, and the quality of work overall was excellent.  Annual goals were met.

Both the manager and the employee should use these descriptions when selecting a rating for each goal and each competency.

Completing the Goals Summary and the Competencies Summary Sections

The Goals tab and the Competencies tab include a Summary Section at the bottom.  Click the calculator icon at the bottom of each tab to average your ratings for Goals and for Competencies.  Comments may also be added in the text box field under tab.

 

 

The next step will average the Goals and the Competencies section for an overall rating of the Goals and the Competencies sections.  Just above the Goals and the Competencies tabs, click the “Overall Status” button.

Questions?  Email us at SMUHR@smu.edu.

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Supervisor Checklist for Hiring Student Workers

The beginning of the fall semester signifies the end of summer and, for anyone supervising student workers, is also the time to confirm your new and returning student workers are on-boarded and prepared for the upcoming academic year in your department.


Verify Your Student Worker is Authorized to Work

Hiring managers must provide each new student worker the New Student Employment Packet and ensure he/she is authorized to work by verifying his/her Form I-9 is appropriately completed.

Supervisors should not assume their student worker already has a Form I-9 “on file” OR that a Form I-9 completed previously is acceptable. To confirm your student is I-9 compliant, supervisors should verify directly with HR or verify that HR has signed off that the student is I-9 compliant on his/her Student Worker Employment Checklist 

Supervisors hiring International Student Workers must follow the instructions provided by the International Scholars & Students Office (ISSS) to confirm the student’s work eligibility. The student’s ePAF start and end date must stay within the ISSS-authorized dates and scheduled work hours. Failure to do so could endanger your student worker’s ability to remain within the U.S. to complete his/her education and/or to work in the U.S. after graduation.

Complete the ePAF to Ensure Your Student Worker is Paid On Time

As employees of the University, it is essential for each student worker to be set-up correctly in the payroll system in order to receive timely pay.

  • Supervisors must initiate a new hire/rehire ePAF for each student worker as the employment offer is accepted by the student
  • Start date for ePAF:   employment start dates should commence on or after August 17, 2019
  • End date for ePAF:  financial aid work-study student employment must end on or before by May 8, 2020.  Non financial aid work-study students must have an employment end date on or before May 22, 2020.
  • Student workers whose start date was before August 17, 2019 must have two (2) separate ePAFs forms submitted: to ensure they are paid for work before the fall start date of August 17:
    1. A temporary staff or student worker ePAF, depending on summer classification, for work prior to August 17, 2019 and
    2. A student worker ePAF effective date on or after August 17, 2019

Manage Student Worker Schedules to Remain Within Weekly Limits

The tax benefits student workers are eligible to receive are contingent on SMU limiting these recipients to no more than 20 hours of work per week.

Hiring managers must ensure each student worker’s schedule abides by the 20 hour per week limitation. This applies to any student being paid under a student worker ePAF.

Training for Student Workers

Upon employment, student workers are automatically assigned two (2) training tutorials via Lawroom (SMU’s vendor for e-learning training).  They are:

  • SMU’s Program for the Protection of Minors, course titled Recognizing and Reporting Child Abuse
  • Data Security and Privacy

Student workers will receive an email notification to the SMU email address announcing the assignments with a link to access the training.  As with regular employees, students should use the SMU ID and password to log in via the single sign on portal.   Additional training may be assigned based on job responsibilities; for example FERPA for those requesting access to student records or golf cart safety if they will have access/use.

Those supervising student workers should manage training completion within the allocated timeframe.  This may be confirmed by asking the student to provide a copy of their training summary in my.SMU  or by emailing DevelopU@smu.edu with the student’s ID number and name.

Engage Your Student Worker

Student workers are a vital resource to the University.  Students should be on-boarded and orientated to work expectations similarly to the on-boarding our regular employees experience.  Introduce your student workers to the work team, make sure they understand the role your team/department plays in achieving the Universities goals.  Share dress codes and culturally specific information so they feel included.  Set clear expectations for the work they will do as well as how and when to notify you when they are ill or have conflicts with their work schedule.  Provide regular feedback about the work they are doing and the impact they are having.  Doing so will ensure your student is engaged and providing maximum support to your team.

Resources:

 

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Important Reminder Regarding Overtime Pay

The following information was sent to all faculty and staff on August 29, 2018, via  email from SMU Information . 

As the new academic year begins, SMU Human Resources reminds faculty and staff members about federal regulations regarding overtime pay for non-exempt (hourly) employees.

Under the Fair Labor Standards Act (FLSA), non-exempt employees must receive overtime pay for hours worked in excess of 40 hours a workweek. The overtime rate is one and one-half times the regular rate of pay. This overtime requirement may not be waived.

Non-exempt employees and their managers should be aware of this requirement and accurately record and submit any overtime hours or fractional hours. Employees and managers are urged to discuss in advance the need for overtime work and to adjust workloads to maintain a regular workweek, if possible. If an employee works overtime, it must be recorded and properly compensated.

For more information

If you have questions about the overtime requirement, please contact Human Resources at smuhr@smu.edu.

Learn more about University policies regarding wages and overtime, Policy 3.64 and Policy 9.18, in the University Policy Manual.

The U.S. Department of Labor has information about the Fair Labor Standards Act (FLSA) at https://www.dol.gov/whd/overtime_pay.htm, including frequently asked questions about overtime pay, https://www.dol.gov/whd/flsa/faq.htm.

 

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