New York University NYU Division of Human Resources

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Grant Owens
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1 Draft MEETING MINUTES Meeting/Project Name: Date of Meeting: (MM/DD/YYYY) Human Resources Policies Task Force 09/17/2008 Time: 4pm-6pm Minutes Prepared By: Suzanne Richardson Location: Bobst Soho Conf.room Meeting Objective 1. employee relations policy discussion HR Discussion of the survey 2. Attendance at Meeting Name Department/Division Phone Charles Bertolami Dean, College of Dentristry Katie Casey Lisa Biagas Jim Hinojosa Elise Eisenberg (not in attendance) Katherine Drummond Lisa Waldman Ted Madger (not in attendance) VP of Human Resources EVP Senior Director Human Resources Professor and chair, department of occupational therapy Director of Informatics & Digital Support Services Sr. Director of HR Administrative Services Associate Dean for Faculty and Administration Associate prof of Culture and community u Grace Garnice Exectutive Director HR- Stern Amy Wright Parra Employee relations mananger Jennifer Goldman Employee relations manager Jo Katcher Sr. Director of Employee Relations Submitted by: [Name] Page 1 of 8

2 Telecommuting/ Alternate Work Schedule: Everyone One concern is Workplace safety. Do we have to have Risk Management go to someone s home and ensure it s a safe working environment? What happens if someone gets hurt working at home? The more important issue is who do we let do this? Is this open to all units? All administrators? All levels? Who gets to work from home? In the policies we need to have guidelines for both compressed work week, and telecommuting, and who it s offered to Courant has an interesting flex time policy that works for them. OER has a white paper on telecommuting can share if task force is interested Submitted by: [Name] Page 2 of 8

3 Everyone Notice Requirement: Giving notice, upon resigning from the university. Currently administrators are required to give 4 weeks and for clericals and technicals it s a two week requirement. If you don t give required notice you forfeit accrued unused vacation time. If we want to change this for consistency is 4 weeks reasonable? Standard in most industries is 2 weeks. Another topic is do we want to continue to tie vacation pay to notice? Do we want standard notice period for different employee populations. Are there certain grade levels you want additional notice for? Or job levels? It would be easier to go down to 2 weeks than to bring everyone up to 4. Theoretically you might have a larger pool of applicants. Sometime you don t need to have the same policy. Sometimes there is value in getting a full four weeks, and that can cut down on temp expenses. Submitted by: [Name] Page 3 of 8

4 Notice Requirement Continued: This is currently inconsistently administered. The way this bubbled up someone said isn t this more of a guideline? Should we make it a guideline? 2-4 you get your vacation pay? without the two weeks? Not giving them that bonus of the pay. Past 2 weeks though I think it gets stale. I think people check out. I think after two weeks they aren t being helpful. I think this lends itself to more of a policy. Benefit or earned pay. That could be a little more guideline-esque. But the pay part is where the rubber meets the road. Do we have people who give at least two weeks notice? Is it a real hardship? People have already earned the vacation. Pay them what they ve accrued. Not beyond that. HR encourages being consistent within your school and unit. This goes back to the first question. Should policies be unit or school specific? Or are there policies that need to be global. These are policies not guidelines, should these have legal input? I know for ITS it s really hard to get people in place, and the 4 weeks is important to their operation. MIT doesn t tie the vacation pay. But industry standard is 2-4 weeks. A question that comes to my mind what happens, what s the consequence? Are we going to indicate that we won t do references? Do we believe the link to vacation pay is creating behavior that gives the 4 weeks. Or does it create exceptions? Submitted by: [Name] Page 4 of 8

Severance Policy: Code 100 s with more than ten years of service, each year beyond 10 years giving two weeks per year is a change that was made as part of a series of changes, took place in 1996.

5 Severance Policy: Code 100 s with more than ten years of service, each year beyond 10 years giving two weeks per year is a change that was made as part of a series of changes, took place in Formula changed so you get 2 weeks pay for each year of service after 10 years. Unemployment offset was removed. The amount of their severance was reduced by the amount of unemployment. There were also additional changes for housing, if someone s job was abolished they were allowed to remain in housing up to 6 months past layoff. Perhaps people in layoff positions were not able to take other job opportunities. Pool was established for up to 5k annually in the event that someone identified a job, but the unit didn t have funding to hire them. Vacation Policy An employee can carry over all of the previous year s accrual with your supervisor s approval through March 31, and then with special permission you can continue to carry over up to half. 22 days, new academic year, I need to use up half of those, special to carry over 11 days. As long as they are used by August 31. That causes confusion, and there s actually nothing in place to make sure that it happens. What if we front load it? September 1 st? You have 22 days to use however you want. Submitted by: [Name] Page 5 of 8

6 Vacation Payout during leave of absences Three main points of concern may have been addressed with the vendoring out the sick pay advice/short term disability management to UNUM. People can get More than 100% of their salary. The administration of the policy, an employee is out on sick leave they run out of sick time. They say they want to get paid out their vacation. Payroll cuts them a separate check. This separate check is the same amount of vacation Then they get Disability while they get vacation pay. Just last week that somebody in a business doing this, they were capable of working for one of our contractors, and they accrued sick time. Someone is out on an illness leave. Their sick leave is exhausted. 30 days. Legitimate illness. 20 days unpaid. That impacts their disability. If it s not happening it s showing inconsistent application. If it s a hardship that they re really still out sick. In order to get disability payments. We were supposed to just pay the difference. Administratively unfeasible. Unum is able to recoup the 170 from the state, in terms of sick or vacation, no longer are people being paid more than a 100%. We really are doing a good thing here. Submitted by: [Name] Page 6 of 8

7 Bonding Leave: This Policy was reviewed a year ago and many pain points were identified in how it s been administered. It s giving up to 6 weeks of paid bonding leave to qualified employees primary caregivers, non primary caregivers. As we started to administer, what kind of documentation are we going to require? Primary up to 6 instead of 1 week. Basically this policy came out after faculty s workload relief policy - what can we also do for the administrators? OER was not involved with creating it. Benefits Office was not able to handle it at the time. Right now the bonding leave policy is dependent on the length of the disability care giver. Non primary you get a week off. Typically men ask for that, but we do have different lengths of time. Give birth naturally, 6 weeks of disability- 6 weeks of bonding. A Woman gives birth via c-section is 8 weeks, and bonding is 4 weeks. How do you verify who is the primary care giver? I could ask the partner or spouses employer, is your person the primary caregiver? Attest and sign something. How to you attest that you re primary or not? Getting a Birth certificate is sometimes another pain point. Pay often gets stopped. Huge Administrative burdens. LOA and bonding are interconnected and difficult processes. 4. Action Items Action Owner Due Date Submitted by: [Name] Page 7 of 8

8 5. Next Meeting (if applicable) Date: (MM/DD/YYYY) 11/5/2008 Time: 4-6pm Location: Bobst Soho conf room 1244 Objective: Submitted by: [Name] Page 8 of 8

One year to less than five (5) years. Two (2) years to less than ten (10) years. Ten (10) years to less than twenty (20) years

One year to less than five (5) years. Two (2) years to less than ten (10) years. Ten (10) years to less than twenty (20) years UNIVERSITY OF DETROIT MERCY VACATION POLICY Vacation Philosophy To promote the health and well-being of the University s employees, vacations are scheduled at the mutual convenience of the department and