HR Management meetings June 23 25 2020 CU

HR Management meetings June 23 & 25, 2020 CU Denver HR Management meeting: Thursday, August 27, 2020 from 9: 30 to 11: 00 Via Zoom CU Anschutz HR Management meeting: Friday, August 28, 2020 from 9: 30 to 11: 00 Via Zoom

2 . Carolyn Brownawell, Associate Vice Chancellor and Chief Human Resources Officer Welcome / Introductions Chat and Ground Rules Dr. Daniel Bessesen, Director / Jenna Stanford, HR Coord. • Anschutz Wellness Center Programs Michelle Martinez, Director of Strategic Benefits Initiatives, Employee Service • Colorado Workers for Innovative and New Solutions (CO WINS) Kaylene Mc. Crum • Faculty review follow-up • HR Website updates – Mission Critical • I-9 s • Minimum Qualifications/Postings (Kaylene/Florie) Florie Montoya • Minimum Qualifications/Postings (Florie and Kaylene) • HCM Upgrade Update/Change Management (Florie and Sharon Grant) • Search Committee Training (Florie and Deb) • Healthy Families & Workplaces Act (SB 205/Sick Leave Legislation) • Zeroing out leave at termination Doug Kasyon • SB 20 -205: Healthy Families and Workplaces • Interim Alternate Work Arrangement Guidance • FFCRA Time Submissions • Classified Ratings Submitted – Thanks Questions & Answers

Anschutz Wellness Center Programs Dr. Daniel Bessesen, Director Jenna Stanford, HR Coordinator

VIRTUAL RESOURCES

VIRTUAL RESOURCES Two-Week Trial CODE: GUEST Contact Info: info@anschutzwellness. com 303. 724. 9355 Virtual Group Exercise Classes Mindful Mondays w/Dr. Liz Culinary Medicine Cooking Classes

Questions

Colorado Workers for Innovative and New Solutions (CO WINS) Michelle Martinez Director of Strategic Benefits Initiatives Employee Services

Human Resources Operations Kaylene Mc. Crum Director

HUMAN RESOURCES OPERATIONS Faculty Review Follow up § Close out old requisitions § Disposition candidates § Search Summary » Include names of applicants interviewed and those hired » Link on HR website under “Search and Hiring Processes” under each employee category 10

11 HUMAN RESOURCES OPERATIONS SEARCH SUMMARY TEMPLATE Please complete the yellow highlighted sections and once a finalist has been identified, submit back to your HR Consultant. The selection summary shouldn’t include applicant names (just number of applicants at each stage); however, it is suggested that you include the name of the final candidate who is recommended for hire. Position Title: ___________ Department: ___________ Position #: ___________ Job Posting #: ___________ Search Summary: The search committee received the charge from the Appointing Authority, Appointing Authority’s Name, on mo/day/yr. The position was posted at Jobs@CU on mo/day/yr. We received _#_ applications within the # day/week/month posting timeframe. The committee met on mo/day/yr to select candidates for interviews as well as to create interview questions. The committee used a screening matrix and selected # candidates; these candidates met the minimum requirements and preferred qualifications and were invited to interviews on mo/day/yr. The committee interviewed # candidates on mo/day/yr. It was determined from the interviews that # candidates would be invited back for final interviews with the Appointing Authority on mo/day/yr. # of the # candidates dropped out of the pool; # remaining candidates went on to the final interview with the Appointing Authority (if applicable). Finalist Name was offered the position by the Appointing Authority and accepted the position on mo/day/yr. His/her proposed start date is mo/day/yr.

HUMAN RESOURCES OPERATIONS Human Resources Website Updates Mission Critical web page updates § Turned original “Hiring Hiatus” document into web page § https: //www 1. ucdenver. edu/offices/human resources/Required Mission Critical Protocol for temporary hiring Hiatus § Campus specific information 12

HUMAN RESOURCES OPERATIONS Update on Processing I 9 s During COVID § Department of Homeland Security guidance on completion of I 9 s during COVID § This provision only applies to employers and workplaces that are operating remotely. § The HR business partner must review documents and complete Section 2 of the I 9 per the guidance below. » HR business partners must inspect the Section 2 documents remotely (e. g. , over video link, fax or email, etc. ) and obtain, inspect, and retain copies of the documents, within three business days for purposes of completing Section 2. » HR business partners should enter “COVID-19” as the reason for the physical inspection delay in the Section 2 Additional Information field. 13

HUMAN RESOURCES OPERATIONS Update on Processing I 9 s During COVID » Documents that are remotely inspected will have to be physically inspected in person when the office opens for business. » Once the documents have been physically inspected, the HR business partner should add the note “documents physically examined” with the date of inspection to the Section 2 Additional Information field on the Form I 9, or to section 3, as appropriate. § DHS has granted an extension of the above processes through September 17, 2020. § We will provide updates on our website as they become available § Please contact HR. I 9@ucdenver. edu with questions. § Human Resources web page created with updates § https: //www 1. ucdenver. edu/offices/human resources/hr operations/hireright i 9 14

15 Minimum Qualifications § Applicant must meet minimum qualifications at the time of hire § Above wording will be included in all faculty postings § Above wording should be included as conditional language in letters of offer § Templates will be updated for faculty and university staff § Consider using pre screening questions § Avoid being too restrictive § If selected individuals do not meet minimum qualifications then a 5 day posting will be required » must be a defensible search where those who meet all minimum qualifications and most of preferred, are interviewed

Questions

Talent Acquisition and Compensation Florie Montoya Senior Director of Talent Acquisition & Compensation

HCM Upgrade Project HR Management Meeting Florie Montoya Sharon Grant 18

HCM Upgrade • Go live: Monday, Nov 9, 2020 (contingent date: November 30, 2020) Removing the following e. PAR Pages: • Pay Rate Change • Job Change • Leave of Absence Bringing back: § Auto Term UAT testers 6 8/campus (October 1 24) 19

20 Why and What § Why: Continue e. PAR removal to template based transactions (TBTs) § User experience and system stability § What: Removing: Job Change, Pay Rate Change, Leave of Absence, bringing back auto term § Already completed: Hire, Rehire, Additional Job, POI, Transfer, Termination e. PAR removal

21 How, Who and What’s Left § How (Next steps in project): Validation and Verification (V & V), User Acceptance Testing (UAT), town halls, training, change agent network, standing meetings, broad communication channels § Who impacted (PPLs who do transactions currently in the system): 453 people university wide – 175 at CU Anschutz and 110 at CU Denver § What’s Left (Remaining e. PAR pages to be removed): Non Person Profile (NPP), Additional Pay, Group Term, Group Change, My Leave, Taleo RFP No firm decisions on timeline

22 Denver/Anschutz Town Halls Tuesday, October 13 Denver 12: 30 p. m. – 2: 00 p. m. Anschutz 2: 30 – 4: 00 p. m.

Denver/Anschutz Training Dan Nunez: Primary Luana Tadolini: CU Anschutz SME Megan Jorgensen: CU Denver SME Employee Services SMEs Date Day Time Campus 10/27 Tuesday 9: 00 am – Noon Anschutz 10/27 Tuesday 1: 00 pm – 4: 00 pm Anschutz 10/29 Thursday 9: 00 am Noon Denver 10/29 Thursday 1: 00 pm – 4: 00 pm Denver 11/3 Tuesday 9: 00 am Noon Denver 11/3 Tuesday 1: 00 pm – 4: 00 pm Denver 11/5 Thursday 9: 00 am Noon Anschutz 11/5 Thursday 1: 00 pm – 4: 00 pm Anschutz 23

Preparing for the Changes § More transactions are included in this phase = more urgency to spread the word and ensure that you and your teams are ready. § You may see some change in your process (i. e. , positions auto terminating), how will this change how work is done? § We will support our people throughout the transition to prepare Awareness Desire Knowledge Ability Reinforcement of the need for change to participate and support the change on how to change to implement required skills and behaviors to sustain the change

Communication Channel Information Communication Channels Communication Types Employee Services communications Direct email HCM Community HCM Change Agents ES Campus Call HCM Employee Portal Banner Central HR HR Management Meetings Bi weekly HCM Email Town Halls Schools, College, Department School/College/Department meetings Change Agent Network School/Department HR Managers 25

Communication Road Map 26

27 Questions?

28 MANAGING EMPLOYEES WITH HEALTH CONDITIONS Search Committee Training » Reminder: Search Committee Skill. Soft Training “Inclusive Recruiting Practices” updated as of July, 1 2019 § Added Unconscious Bias training by Dr. Brenda J. Allen » Please take the current/revised version of the training » Will add a report to BP Tableau dashboards to identify who has taken training

MANAGING EMPLOYEES WITH HEALTH CONDITIONS Healthy Families and Work. Places Act (SB 205/Sick Leave Legislation) Next Steps: § Review Job Codes/eligibility for leave § Review/revise leave policies § Program accruals in My. Leave/HCM (will not program other systems) § Thank you for your feedback at July Meeting! Will review practices on reinstatement of leave and explore option for system generated zeroing out of leave after leave payout is complete 29

MANAGING EMPLOYEES WITH HEALTH CONDITIONS Zeroing Out Leave at Termination For now: » Ensure sick and vacation leave balances are zeroed out in HCM for all terminating employees » Written guidance will be shared 30

Questions

Employee Relations and Performance Doug Kasyon Director

33 SB 20 -205: Healthy Families and Workplaces Act Effective January 1, 2021 Sick Leave Accrual • Each employee earns at least one hour of paid sick leave for every 30 hours worked • This will impact a large number of job classes currently ineligible for sick leave accrual • Lecturers • Adjunct appts. • 9 month faculty summer appointments • Temps • T/As • Student Assistants • Post Docs • Student Faculty • Fellows

34 SB 20 -205: Healthy Families and Workplaces Act Effective January 1, 2021 Next 5 months • Continue to analyze impacts • Discussions with System Office re: leave system analysis • Key: Schools/colleges/departments will need to think about how leave will be tracked reported until a more unified system can be implemented

35 SB 20 -205: Healthy Families and Workplaces Act Effective January 1, 2021 Sick Leave Accrual • No requirement to pay out upon separation • If rehired within 6 months of separation, balance is reinstated • Mental physical illness • Obtain medical diagnosis • Preventative care for family member needing the above • Domestic abuse, sexual assault harassment • Obtain services for family member for the above

36 SB 20 -205: Healthy Families and Workplaces Act Effective January 1, 2021 Public Health Emergency • Normally working 40 or more hours a week = at least 80 hours • Working fewer than 40 hours = Greater of either the amount scheduled in a 14 day period or amount actually worked on average in a 14 day period • Self isolate because diagnosis • Experiencing symptoms • Obtain diagnosis • Seek preventative care • Care for family member for above reasons • Must retain records for 2 years for all of the above!

MANAGING EMPLOYEES WITH HEALTH CONDITIONS SB 20 205: Healthy Families and Workplaces Act Being Reviewed For Coverage Eligibility § 1400 Series Faculty § 1500 Series Student Faculty § 2700 Series Standardized Patients § 2582/2583/2585/2702 Series Temporary Staff § 3100/3200 Series GMR & Fellowship § 4100/4200/4300 Series Student Staff § 1100/1200/1300 Series 9 mo Summer Teaching/Clinical 37

MANAGING EMPLOYEES WITH HEALTH CONDITIONS Interim Alternate Work Arrangements Guidance § Developed to address the standard policy language (APS 5026 & CU Denver | Anschutz policy 4032) regarding providing care for child or elder while working from home. § This policy allows for the flexibility of balancing of University work and home care obligations during this unprecedented time, and allows for the care of dependents concurrently with remote work. § University work expectations and productivity will remain unchanged, and a clear understanding agreed to (in writing and documented) between the supervisor and the employee. 38

MANAGING EMPLOYEES WITH HEALTH CONDITIONS Interim Alternate Work Arrangements Guidance § This interim policy option will be in effect as long as the COVID 19 pandemic continues to impact operations and campus specific leadership deems that remote/alternative work arrangements are required to the greatest extent possible during this time. § Customer service remains a priority for all of our offices and service lines. § May require a new Formstack submission TBD 39

MANAGING EMPLOYEES WITH HEALTH CONDITIONS FFCRA Time Submission § Please have any FFCRA covered time used by employees submitted to our office the day prior to the monthly payroll deadline. § Last minute submission over the summer have cause major scrambles to get the data entered prior to system close. 40

MANAGING EMPLOYEES WITH HEALTH CONDITIONS Classified Performance Evals § Ratings submitted to the State » Earlier than past years » Thanks to everyone 41

Questions

Refresh Child & Elder Care Resources Carolyn Brownawell Associate Vice Chancellor & Chief Human Resource Officer

MANAGING EMPLOYEES WITH HEALTH CONDITIONS Refresh Child & Elder Care Resources § https: //www 1. ucdenver. edu/offices/human-resourceshome/child-care-and-elder-care-resources 44

Questions