Keeping Yourself Informed

One of the biggest challenges at an institution as large as the Health Center is communication. With close to 5,000 employees working statewide, the communication network can play out like a bad game of telephone. How can you keep up with the countless announcements, events, and updates? Take some action and keep yourself informed: Learn where to go for information, ask questions, and, most importantly, listen! From minor to major announcements, the information is out there. Typical avenues of communication include website updates, e-mail, snail mail, and word of mouth. Here are some tips/reminders:

Review policy and procedure. Institution-wide policies are readily available to all employees. Additionally, Human Resources’ policies, procedures, and forms are regularly updated and available on the Human Resources website.

Read Broadcast Messages and internal communications. Daily e-mailed Broadcast Messages contain relevant information regarding benefit open enrollment, educational opportunities, policy changes, etc. Often times the information disseminated requires the employee to take action by a specific deadline and missing it may have adverse consequences. Organizational changes and special announcements are also released through Broadcast Messages on as-needed basis. Additionally, other publications such as Newsline, HR Connections, and Frontline are also distributed electronically via e-mail and Broadcast Messages.

Check websites regularly. Departments throughout the Health Center use their websites to communicate their mission, vision, and goals, as well as to provide regular updates (i.e. staff changes). For example, employees can always view current staff members and their respective areas of responsibility on the Who’s Who in Human Resources section of the website.

Check your mail at home and at work. The Office of the State Comptroller often times communicates important information pertaining to health insurance, retirement, life insurance, and supplemental benefits by mailing information to the home address of employees. To ensure you receive this information, keep your home address up-to-date with Human Resources. Updates can be made by completing the Name/Address Change Form. Other important information may be sent to employees at work. Examples would include the University of Connecticut’s weekly newspaper, The Advance, which provides employees with information about events taking place at Storrs and at the Health Center.

Open your paycheck and read the inserts. Another way the Office of the State Comptroller communicates important information is through paycheck stuffers. Even though many employees have direct deposit, it is important that employees open their pay stubs upon receipt, review their information to ensure that the correct deductions for their benefits are being withheld, and read any inserts that have been included (i.e. coupons, research opportunities, etc.).

Be an active participant of the UCHC community. Attend Town Hall Meetings, enroll in classes, volunteer on committees, etc. Involvement in UCHC activities will provide opportunities to learn additional information via word of mouth, a powerful tool.

Listen! Communication is not a one way occurrence. Listening is just as important as sharing information. Take the time to really hear and check for understanding. To ensure complete understanding, ask a lot of questions.

Effectively communicating with each other promotes a more productive environment. Do you have some communication tips and/or successes? E-mail Know Better Place. Suggestions will be posted in June’s issue of HR connections.

Benefiting You

FMLA Update

Changes to the Federal Family Medical Leave Act (FMLA) went into effect on January 16, 2009. UCHC is required to follow the guidelines issued by the Department of Administrative Services (DAS) for implementing the provisions of the FMLA. DAS recently requested that all state agencies distribute the updated policy, “Statewide FMLA Policy”, as well as the updated Federal FMLA poster, “Employee Rights and Responsibilities under the Family Medical Leave Act” to all employees. Please review the updated policy and poster by clicking on the links above.

Additional information regarding these changes (i.e. new procedures and forms) will be disseminated as we receive them. Any questions regarding FMLA can be directed to Joann LaMere at (860) 679-4105.

Qualified Transportation Account Program

The State’s Qualified Transportation Account (QTA) program offers tax savings to eligible employees who pay for qualified commuter expenses. Effective March 1, 2009, the current limit allowed for mass transit expenses ($120 per month) increased to $230 per month. Therefore, employees who commute to work by mass transit (passes, commuter highway vehicle, railroads, ferries, buses, etc.) or who pay for qualified parking expenses will now be able to deduct up to $230 per month on a pre-tax basis.

Employees who are interested in participating in the program can obtain the necessary enrollment forms and additional information about the program from the Office of the State Comptroller. The plan administrator, Progressive Benefit Solutions (PBS), can also be reached at 1-866-906-8023. Interested in new ways to improve your commute and take advantage of this stimulus incentive? Visit Know Better Place for more info.

HR Updates

UHP Evaluations Due April 30, 2009

The University Health Professionals evaluation period is May 1, 2008 through April 30, 2009. Department heads received the specific guidelines in addition to the appropriate evaluation forms for their UHP employees in March.

Completed evaluations must be submitted to Human Resources (MC 4035) by April 30, 2009. Failure to comply will result in an incomplete evaluation. Questions and evaluations should be directed to Sheila Carenzo at (860) 679-4368.

30 Day Survey for New Employees

We encourage new employees to complete a short survey to let us know about your experiences at UCHC during your first 30 days. This gives new employees the opportunity to provide the institution with feedback and/or suggestions from a fresh perspective.

Exit Interview

All employees leaving the Health Center must schedule an exit interview with Human Resources. Your HR Officer will meet with you regarding your retirement, life insurance, and health and dental insurance/COBRA. Additionally, in an ongoing effort to gain information and feedback from our employees, individuals will be asked to complete a brief on-line questionnaire. Employees can contact Human Resources at (860) 679-2426 to schedule an exit interview.

Summer Employment Reminder

As we approach the time of year for summer/student employment, please remember that the same hiring procedures that apply to all regular payroll employees also apply to the hiring of summer student workers:

• All positions must be requested and approved through the PTR process, and posted on the UCHC web site by Human Resources.
• Human Resources will make all job offers.
• Background checks, orientation, and other compliance training are required.
• Please note that the Health Center policy on nepotism 2002-51 “Employment of Relatives and Unmarried Partners” applies to summer/student employment.

Please contact Human Resources at (860) 679-2426 with any questions.

Department of Administrative Services (DAS) Visit to UCHC

Earlier this year, DAS came to UCHC to conduct an informational session on navigating their website, especially pertaining to the state examination process. Additional information can be found on the DAS website.

Welcome New Employees: Know Better People

New employees become part of the University of Connecticut Health Center family every other week during New Employee Orientation. When you notice a new face in your department, take the time to introduce yourself. A warm welcome will make a lasting impression.

March 13, 2009 New Employees

FAQs

Is there a place on campus breastfeeding moms can use for lactation purposes? There are three places on campus that are happy to accommodate lactating mothers: The Hollfelder Center, which is located on the main floor of the hospital. Employees will be provided with a private exam room equipped with an electrical outlet; however, no storage or refrigeration is available. Rooms are generally available Monday – Friday during normal business hours 8am – 5pm. To check for availability, please call (860) 679-7692. The OB/GYN maternity unit, which is located on the ground floor of the hospital. The employee will be provided with a patient room, subject to availability. The unit will also provide the employee with a hospital grade electric pump; however, employees will need to bring their own attachments and storage containers. Employees must check in at the nurse’s station to check for room availability. The HR Training Room Canteen, which is located at 16 Munson Road Building. There is a private enclosure within a small kitchenette. The room is equipped with table, chair, electrical outlet and sink. It is available 8:30 – 11:30 a.m. and 1 – 5 p.m. For availability contact HR Reception, 860-679-2426 If you are working off campus or if getting to either of these locations is not ideal, speak to your supervisor to find an adequate location. A proper accommodation is at the very least private and clean; it should not be a bathroom or a closet. If you need assistance determining a proper accommodation, or would like to designate an area as a lactation room in your department, contact Office of Diversity and Equity at (860) 679-3563 for guidance. If I would like to change my health insurance plan, when can I do that? Open Enrollment is tentatively scheduled for May 18, 2009 through June 5, 2009 for coverage effective July 1st.  Stay tuned to Broadcast E-mail Messages during the upcoming months for additional information. The Office of the State Comptroller will also be mailing planners to the home address of all active employees toward the middle of May.

Spotlight: Welcome a New Employee to Human Resources

Kimberly Laviero has joined the Records team as an HR Associate. Kim comes to UCHC after working at Bristol Hospital for 19 years, where she worked as both an Administrative Secretary in their Cancer Center and as an HR Representative.

Please join us in welcoming Kim!  

Around Campus

2009 High School Clinical Career Day A Success

Human Resources, in partnership with the Area Health Education Consortium and Celebrate Health, hosted 360 students and their chaperones from twenty-one area high schools at the Health Center on March 20th for the 5th Annual High School Clinical Career Day.

Dr. Cato T. Laurencin, Vice President for Health Affairs, Dean, School of Medicine, welcomed the students to the Health Center. Students noted that one of the highlights of Dr. Laurencin’s welcome was hearing about his unique career journey.

Participants attended a Career Fair in the morning featuring 28 heath-related fields; students received valuable information through actual hands-on experiences, demonstrations, and interaction with the health professionals. Students selected three break-out sessions to attend in the afternoon, where individuals from 21 different disciplines offered in-depth insight into a typical workday.

The Department of Human Resources, Area Health Education Consortium, and Celebrate Health would like to extend their thanks and appreciation to all of the volunteers who made this a highly successful event

Just Move - Spring/Summer Registration is Underway

There is nothing like the warmer weather to inspire us to get out and Just Move! At last month’s Health, Safety & Environment Fair, Know Better Place and The Calhoun Cardiology Center kicked off a new season of Just Move, the physical activity program created for Health Center employees. “We’ve had a terrific response to the program,” reports Cindy Couture of Know Better Place. “Over 600 employees registered in 2008, with at least 100 participants submitting their logs each month for our great prize drawings.” Registration is underway at http://employees.uchc.edu/ and as always, new participants are welcome. “Even if you’ve signed up for Just Move in the past, we ask that you re-register for the new season,” adds Couture. Registrants receive a free t-shirt and an activity log for the coming months. Participants keep track of daily fitness activities and submit their monthly totals online to earn a free electronics case (to hold a cell phone, ipod, etc.) and be eligible for monthly prize drawings.

Congratulations to York Correctional Facility, Health Information Management, NICU, Pharmacy, UMG-REI-IVF Module, University Physician Accounts and Human Resources! These departments had the highest levels of employee participation in 2008.

Put yourself first on your list.

About HR Connections

HR Connections is a publication of the University of Connecticut Health Center. HR Connections is designed to bring the latest information and current Human Resources events to the employees at the UConn Health Center.

Editorial Board: Laurel Barrows, Teri Chasse, Alexis Crean, Elizabeth Fay, Jessica Hajdasz, Sandy Kressner, Marisa Leone, Sylvia Nolan, Rosie Rodriguez, Jessica Van Alstyne