The University of St. Thomas

Hot Topics Archive

Hot Topics Archive

Return to Current Hot Topics

Here you will find all of the past Hot Topics articles.

2008 Annual Enrollment
2008 HR Fair
2007 Annual Enrollment
2007 HR Fair
2007 Voluntary Retirement Limits
2006 Voluntary Retirement Limits
Brown Bag and Training Sessions
Changes to Salaried Vacation Reporting
Employee Self Service now available through Murphy Online
Holiday Wellness Brownbags
Leadership Academy-Fall 2007
Leadership Academy-Microsoft Classes
Leadership Academy-Spring Sessions
National Student Employee Appreciation Week
New Talent Management System
Performance Assessment and Mgmt Policy to replace IODP
Performance Assessment and Mgmt Policy - How does it work?
Student Employment Changes
Summer Student Employment
Weight Loss Contest-1st
Weight Loss Contest-2nd
Winter Emergency Awareness

 

2008 Annual Enrollment

This year you must re-enroll in both the Medical and Dental plan options in order to have coverage for the 2008 plan year.  You need to make your enrollment choices online before midnight on Friday, November 16, 2007.

Medical Insurance

There will be a total of four medical plan options available to employees in 2008.  In addition, there will be a new "Employee+1" option available under each of those four plans.  This new "Employee+1" option can cover an employee plus a spouse or an employee plus a qualified dependent.

Dental Plan Changes

There will be no changes to the current dental plan.  Premium rates will remain at the same level as in 2006 and 2007.

Vision Plan Changes

Due to popular demand, there are now three different plan options available.

Information Sessions

For employees interested in learning more about the UST benefits program, please plan on attending one of the following meetings:

St. Paul Campus

Minneapolis Campus

Monday, October 29, 2007
12:00pm - 1:00pm, MHC 304		 Wednesday, October 31, 2007
12:00pm - 1:00pm, Opus 201
Thursday, November 1, 2007
12:00pm - 1:00pm, MHC 304		 Wednesday, November 7, 2007
12:00pm - 1:00pm, Opus 201
Friday, November 2, 2007
9:00am - 10:00am, OEC Auditorium		 Tuesday, November 13, 2007
9:00am - 10:00am, Opus 201
Tuesday, November 6, 2007
11:00pm - Midnight, MHC 155
Thursday, November 8, 2007
3:00pm - 4:00pm, MHC 304
Monday, November 12, 2007
10:00am - 11:00am, OEC Auditorium

Click on the following for more information:

2008 HR Fair

Food, Freebies and Fun at the 14th annual HR Fair.  See our HR Fair Flyer for dates and locations.

Take the HR Online Survey

Tell us how we are doing and you could win an iPod Shuffle.  Click this link to take the survey.  Your survey results will be submitted anonymously. At the end of the survey you will be taken to a web page to submit your name in a drawing for an iPod Shuffle.

2007 Annual Enrollment

The 2007 Online Annual Enrollment begins Monday, Nov.6, 2006 and ends at 11:59 pm, Monday, Nov. 20, 2006. This is a great opportunity for benefits-eligible St. Thomas employees to:

This year's Annual Enrollment includes:

  • No change in design of the two medical plans
  • Rate increase for both medical plans
  • No rate increase for the dental plan
  • No rate increase for Supplemental Life Insurance
  • No rate increase for Accidental Death & Dismemberment Insurance

Important Enrollment/Change Information


The Medical, Dental, and Flexible Spending Account options you select during the Annual Enrollment Period will be in effect through the next calendar year, January 1, 2007 – December 31, 2007.

To enroll or make changes in your benefits plans, you must enroll by 11:59 pm, November 20, 2006. All necessary tools (including the rate sheet and medical plan comparisons) and contacts for your enrollment are provided on the Benefits website, as well as included in the easy-to-follow 2007 Benefits Guide that employees have already received.

All questions about the University's health care program should be directed to Pete Ronza at 2-6521, Stephanie Monogue at 2-6519, or Jeanne Kittleson at 2-6497.

Information Sessions:

For employees interested in on learning more about the UST benefits program, please plan on attending one of the following employee meetings:

Monday, November 6, 2006
12:00pm - 1:00pm, MHC155 (St. Paul)

Wednesday, November 8, 2006
12:00pm-1:00pm, TMH 301 (Minneapolis)

Monday, November 13, 2006
9:00am - 10:00am, MHC155 (St. Paul)

Wednesday, November 15, 2006
3:00pm-4:00pm, TMH 301 (Minneapolis)

2007 HR Fair

Food, freebies and fun at the 13th annual HR Fair on Feb 14th and 15th.

The University of St. Thomas Human Resources staff would like to invite you to the 2007 HR Fair.  Mark your calendars to attend one of the following sessions:

St. Paul Campus:

11:00 a.m. – 1:30 p.m., Wednesday, Feb. 14, in Room 304, Murray-Herrick Center
11:00 p.m. – 12:00 a.m. (midnight), Thursday, Feb 15, in the Rogge-Leyden Room, Murray Herrick Campus Center

Minneapolis Campus

11:00 a.m. – 1:30 p.m., Thursday, Feb 15, in the Atrium of the Law School building

As usual, there will be opportunities to win prizes while at the same time learning about the variety of HR offerings for employees.  Vendors will be available to answer your questions, enroll you in benefits programs, offer you opportunities for educational sessions and hand out free stuff.  You will also have the opportunity to obtain your 2006 Compensation and Benefits statement and other useful HR information.

Here is a listing of the vendors who will be in attendance:

ARC – healthcare and dependent care spending account vendor
David Agency/Prudential – long term care insurance
Blue Cross & Blue Shield of Minnesota – medical plan
The Brehm Group – insurance broker for UST
Delta Dental – dental plan
Fidelity Investments – retirement plans
Medica – Medicare supplement medical plan
Minnesota 529 Plan – educational savings plans
Lifetime Fitness – health, fitness and wellness programs
Social Security Administration – retirement and Medicare information
Spectera – Vision insurance
TIAA-CREF – retirement plans
UNUM Provident – life and long-term disability insurance
TCF Bank – banking and mortgage services
US Bank – banking and mortgage services
Wells Fargo Bank – banking and mortgage services
YMCA and YWCA – health, fitness and recreation programs (Mpls fair only)
There will also be refreshments, popcorn and free chair massages.  The HR staff looks forward to seeing you there!

Take our online survey!  - survey closed 3/2/07
Tell us how we are doing!  This year the survey typically handed out at the HR Fair will be conducted online via the above link.  At the end of the survey you will submit your results anonymously.  After submitting you will be taken to a web page to submit your name in a drawing for an iPod Shuffle.

2007 Voluntary Retirement Contribution Limits

Here is some good news for the New Year.  The amount you can contribute to your Voluntary Retirement Plan account on a tax-deferred basis will increase in 2007.  This is a golden opportunity to boost your savings for retirement while reducing your current taxable income.

  1. In 2007, the maximum contribution amount is $15,500.
  2. If you are 50 years of age or over, you can contribute an additional $5,000 for a total of $20,500.

Contributing just a little each week could help increase your retirement savings.  Plus, your pre-tax contributions allow you to reduce your Federal income taxes!

To increase your existing contribution, complete a Salary Reduction Agreement and submit it to the Human Resources Department.  The form is available online.

To participate in the Voluntary Retirement plan for the first time, you must complete an Enrollment Application and a Salary Reduction Agreement from the Human Resources Department.

To help you in planning and calculating the impact of contributions, you can go to the following websites:

TIAA-CREF http://www.tiaacref.org/calcs
Fidelity  http://www.mysavingsatwork.com/atwork/1081430099016/990738457349.htm
 
If you have any questions, please contact the Benefits Office at 2-6497.

2006 Voluntary Retirement Contribution Limits

Here is some good news for the New Year.  The amount you can contribute to your Voluntary Retirement Plan account on a tax-deferred basis will increase in 2006.  This is a golden opportunity to boost your savings for retirement while reducing your current taxable income.

  1. In 2006, the maximum contribution amount is $15,000.
  2. If you are 50 years of age or over, you can contribute an additional $5,000 for a total of $20,000.

Another new feature for 2006 is that you can split your contribution to TIAA-CREF and Fidelity.  In the past you were limited to designating the entire contribution to one vendor or the other.  Now, if you choose, you can split between the two any way you would like.

Contributing just a little each week could help increase your retirement savings.  Plus, your pre-tax contributions allow you to reduce your Federal income taxes!

To increase your existing contribution, complete a Salary Reduction Agreement and submit it to the Human Resources Department.  The form is available online.

To participate in the Voluntary Retirement plan for the first time, you must complete an Enrollment Application and a Salary Reduction Agreement from the Human Resources Department.

To help you in planning and calculating the impact of contributions, you can go to the following websites:

TIAA-CREF http://www.tiaacref.org/calcs
Fidelity  http://www.mysavingsatwork.com/atwork/1081430099016/990738457349.htm
 
If you have any questions, please contact the Benefits Office at 2-6497. 

Brown Bag and Training Sessions

For more information on the Performance Assessment and Management Policy, mark your calendar to attend one of these brown bag sessions:

  • Monday, Aug. 1: 1-3 p.m. in Room 301, Terrence Murphy Hall, Minneapolis
  • Thursday, Aug. 4: 1-3 p.m. in Room 155, Murray-Herrick Campus Center, St. Paul
  • Tuesday, Aug. 9: 9-11 a.m. in Room 155, Murray-Herrick Campus Center, St. Paul

There are also training sessions tailored specifically for managers and supervisors. Visit Training Online to register for one of the following dates:

  • Thursday, July 28: 8:30-11:30 a.m. in Room 155, Murray-Herrick Campus Center, St. Paul
  • Thursday, Aug. 4: 9 a.m. to noon in Room 354 Terrence Murphy Hall, Minneapolis
  • Tuesday, Aug. 9: 8:30-11:30 a.m. in Room LL01, John R. Roach Center for the Liberal Arts, St. Paul
  • Thursday, Aug. 11: 9 am.-noon in Room 354, Terrence Murphy Hall, Minneapolis

Changes to Salaried Vacation Reporting

Due to recent changes to the Fair Labor Standards Act (FLSA), UST has had to change the manner in which it allows for the reporting of vacation leave for salaried employees. Effective immediately, salaried employees will only be able to take and report vacation leave in whole day increments. There will also be no accrual of partial days. All vacation allowances for new and converted employees will be rounded up to the nearest whole day.

Salaried employees are paid a set amount per week to compensate them for accomplishing their job responsibilities and duties. There is no established hourly guarantee or hourly accounting for time. Salaried employees who work a partial day will get compensated for the full day. At UST salaried employees do not accrue sick leave similar to the PLT time that is accrued by hourly employees.

Although salaried employees have flexible schedules, they will be required by their supervisor/manager to be present at the worksite during core business hours. These hours will be established by the supervisor and communicated to salaried employees as required.

Employee Self Service now available through Murphy Online?

Have you heard of Murphy Online? Most of us have, but we often think of it as the student information system used for registration or the finance manager gateway to financial data. Well, the Murphy Online Information System is so much more!

Employee self service features are now available through the Murphy Online Information System, including:

Personal Information

  • View & Update Your Addresses and Phone Numbers
  • View & Update Your Emergency Contacts
  • Update Your Marital Status
  • Change Your PIN
  • Change Your Security Question
  • Obtain Information to Change Your Name or SSN

Employee Services

  • View your Pay Stub Online for a Specific Date
  • Check Your Benefit Enrollment in a Specific Plan
  • Look up Your Benefit and Deduction History
  • Check Your Earnings History
  • Check the Details on Your Last W-2 Statement
  • Check the Number of Exemptions You're Claiming for Tax Withholding

Look for additional features in future announcements.

Why Use the Murphy Online Information System?

Saves Time - You no longer need to call HR or Payroll to check your personal contact information, look up deductions on a previous paycheck, or see a copy of your last W-2 statement. You can look up this information, and much more, when the time is right for you!

Convenient - You can access the system nearly 24 hours a day, seven days a week to review, and in some cases update, your current information. This can be done from any PC with Internet access at home or at work.

Reliable - Employee Self Service data is obtained directly from the Human Resource System database, which contains your personnel and payroll information.

How do I access the Murphy Online Information System?

You can access the Murphy Online Information System through a number of methods including: the new HR website at www.stthomas.edu/hr under "Employee Self Service", from Blackboard under "Banner Enterprise Training & Support", or on the Internet at http://banner.stthomas.edu.

What information do I need to access the Murphy Online Information System?

1. You will need your UST ID (Identification Number): This nine-digit number can be found under your name on your Tommie eXpress photo ID card, or on your paycheck/direct deposit advice.

2. You will need your PIN (Personal Identification Number): Employees are issued their own personal identification number for use with the Murphy Online Information System. If you have forgotten your PIN, or need a new PIN issued, you can contact the IRT Tech Desk at 651-962-6230 or irthelp@stthomas.edu.

Is my PIN Confidential?

Each employee is issued their own personal identification number to access features within the Murphy Online Information System.

It's important to know that whether you're a student registering for class, a budget manager looking up an account balance, or an employee checking your last W-2, you will use the same personal identification number to gain access to those features.

Your personal identification number is for your use alone and should not be given to others. Remember, if you share your PIN with others, they will have access to your personal data!

If you have shared your PIN with anyone, and would like to reset your PIN or challenge question, you can change both through the Personal Information features of Murphy Online.

What can I do to ensure my personal information remains confidential?

The Murphy Online Information System has the latest in Internet standard security software packaged into it. All information between your browser and the database server is encrypted at the highest level available. To ensure your personal information remains confidential you can:

  • Treat your PIN as any other confidential piece of information, and do not share it with others.
  • Periodically change your PIN to ensure confidentiality.
  • Remember to log off or lock your computer when you leave your desk.

Here's how to lock/log off:

PCs: Control + Alt + Delete; a dialog box appears; Click the Lock Computer button

Macs: Apple -> Drag down to Log Off Computer -> Confirm Log Off -> your Login menu appears

Who Do I Contact If I Have Questions?

For problems or questions with the information contained in Employee Self Service, contact Human Resources at 651-962-6510.

For technical assistance contact the IRT Tech Desk at 651-962-6230 or irthelp@stthomas.edu  

Holiday Wellness Brownbags

This is the season for joy and family, so the Human Resources Department would like to offer some holiday-related seminars to help you through the season!

Healthy Holiday Eating

Monday, December 19th, JRC126 ? noon to 1:00 am

To help avoid gaining those five extra pounds during the holiday season, this session offers tips for surviving the holidays both at home and in restaurants, including recipe modifications to lower calories and fat without sacrificing taste.  This session provides suggestions and recipes for festive holiday fare prepared at home, plus ways to keep eating under control while socializing or eating at restaurants.

The presenter is Kathryn Clements who has over 20 years of experience as a registered dietician in diabetes education, weight management and worksite health promotion.

Taking the Stress out of the Holidays

Tuesday, December 20th, JRC126, noon to 1:00 am

The time of year that should be the most joyful can often be full of stress and tension.  But there are ways to take the stress out of the holidays.  In this session, participants will learn 15 specific ways to improve the holiday season, examine the tasks that cause the most pressure and learn ways to handle those tasks with less stress.

The presenter is Mary Rose Remington who is a consultant for the Park Nicollet Institute, life coach, freelance writer, syndicated columnist and author of ?Career Quest: A Practical and Spiritual Guide to Finding Your Life?s Passion? (Heartwood Publishing, 2004).  She is also a graduate of UST!

No registration is required for these events.

The Leadership Academy - Fall 2007!

You are invited to participate in the University’s professional development program!  The Leadership Academy is dedicated to making UST a great place to work and a place where you can do great work.

Below is a list of Fall offerings designed and offered exclusively for UST employees at St. Thomas.

September

Your Best Self: A Five Part Series on Motivation

This is a five part session designed to stimulate self-motivation, self-discipline and self-improvement in the spirit of building on what’s best about you!

September 17, October 29, January 14, March 10, May 5; 9:00 - 11:00
With Linda Halverson

The Catholic Social Tradition: Implications for Managing at UST

This two part session will introduce participants to the basic principles of the social tradition and explore how these principles can and should shape the way we manage on a practical level.

September 26, October 10; 9:00 – Noon
With Mike Naughton

Maximize Your Management Potential

Whether you are a relatively new supervisor or a somewhat experienced manager, this four part series will give you a deeper understanding of effective tools to maximize your potential and increase your effectiveness as a manager.

September 28, October 5, October 12, October 19; 8:30 - Noon
With Larry Bourgerie

October

Management Skills for Administrative Professionals

Designed for all levels of administrative support staff that want to apply proven management techniques to their current job functions or prepare for new job responsibilities.

October 2; 8:30 - Noon
With Jerilynn Sushko

Defusing Distress and Aggression on Campus

A workshop for managers and staff on how to recognize, de-escalate, and address problem situations before they become worse.

October 4; 10:00 – 11:30
With Tim Beyer

Become a Master of Meeting Minutes

The overriding goal of ‘Become a Master of Meeting Minutes’ is to improve the accuracy and quality of all types of meeting minutes.

October 11; 9:00 - Noon
With Ben Shank 

Building Cultural Competencies

Participants will explore the nature of cultural identity and cultural competence and how these shape educational and personal experiences.

October 23; 1:00 – 4:00
With Lawrence Potter

The Meaning of Work in the Catholic Tradition

Participants of this two part series will consider how principles of the Catholic Tradition can be brought to bear in their own jobs and how their work can reflect UST’s mission.

October 24, November 7; 8:30 - Noon
With Deborah Savage

November

MS Word: Beyond Basics

Explore topics and features that will take you beyond basic word processing of MS Word.

November 13; 9:00 – 11:30
With Lief Johnson

Catholic Beliefs and Practices

This two part series will provide a basic orientation to Catholic beliefs and practices and an opportunity for Catholics, those of other traditions, and those of no faith background, to explore what it means to live and work at a Catholic university.

November 13, November 27; 1:30 – 3:30
With Gene Scapanski

Writing with Impact for Managers

Managers’ writing must deliver results and provide examples of clear communication for others to follow. ‘Writing With Impact’ guides participants to meet these challenges.

November 14; 1:00 – 4:30
With Ben Shank

Building Cultural Competencies

Participants will explore the nature of cultural identity and cultural competence and how these shape educational and personal experiences.

November 15; 9:00 - Noon
With Lawrence Potter

MS Word: Mail Merge

Using discussion and hands-on practice, this class will explore the basic features and tools required for the mail merge function in MS Word.

November 28; 2:00 – 4:00
With Lief Johnson

December

MS Excel: Beyond Basics

This class will explore topics and features that we hope will take you beyond the basic word processing skills of MS Excel.

December 11; 9:00 – 11:30
With Lief Johnson

MS Outlook Calendar

Explore topics and features that will take you beyond the basic word processing skills of MS Excel.

December 19; 9:00 – 11:00
With Lief Johnson

Go to Training Online for full descriptions, logistical information and to register for sessions. 

Participation may be limited for some sessions so you are encouraged to check the listings and register early.

The Leadership Academy - Microsoft Classes

The Leadership Academy announces classes in Excel, PowerPoint, and Outlook Calendar

Here’s a late summer offering of MS Office skills development opportunities from the Leadership Academy! Need some help getting started with Excel or PowerPoint? Want to get a handle on managing your schedule with Outlook Calendar? Maybe you just need a refresher with these programs? Visit Training Online or call 2-6900 today to register.

MS Excel Fundamentals:
Wednesday, August 16 1:30-4:00 p.m.  Room 111, Opus Hall, Minneapolis campus

MS PowerPoint Fundamentals:
Tuesday, August 22 9:00-11:30 a.m.  Room 208, O’Shaughnessy-Frey Library, St Paul campus

MS Outlook Calendar Fundamentals: 
Wednesday, August 23 1:30-4:00 p.m.  St Paul campus (room to be announced-keep watching Training Online)

Please remember supervisor approval is required before registering.

The Leadership Academy - Spring is on its way - time for new growth and new learning opportunities!

That means it is also a great time to register for spring sessions of The Leadership Academy.  This UST staff and professional development program is designed to support the training and development needs of both departments and individuals.

The Leadership Academy sessions are offered on both the St Paul and Mpls campus including many requested topics in the technical series and, back by popular demand:  "The Seven Habits of Highly Effective People".

Full descriptions of sessions and registration details can be found by going to Training Online at The Leadership Academy or by calling 651-962-6900.

National Student Employment Appreciation Week: April 8th - 15th

April 8-15 is National Student Employment Appreciation Week. Each year colleges and universities across the country recognize the importance of the student work experience during National Student Employment Week. Student employment offers students career-enhancing opportunities, the ability to develop skills relevant in any career, and better preparation for the job market upon graduation.

At UST student employees perform invaluable services with enthusiasm, dedication, and initiative. Indeed, most departments depend on the contributions of this reliable workforce for the efficient operation of the entire campus.

We encourage you to do something extra special for your student employees during National Student Employee Appreciation Week. 

Here are some ways you can recognize student employee contributions:

  • Take your students out to lunch/Pizza Party
  • Flowers and/or Balloons
  • Personal Thank You Note w/Candy Bar
  • Gift Certificates
  • Movie Tickets
  • Photos of Students Placed on Bulletin Board

For more ideas on how to acknowledge those students who brighten our days and lighten our loads visit the National Student Employment Association website.

New Talent Management System

The Human Resources Department is pleased to announce its new Talent Management System! This new system goes live February 19th, 2007 and replaces the SONIC system that hiring managers and job applicants have used for many years.

What is a Talent Management System?

  • The Talent Management System is an online requisition and applicant tracking system designed with the needs of academic and administrative managers in mind.
  • This system will encompass the faculty and staff search processes from initial requisition to the approval to hire.  All forms required for the search process currently will be incorporated into one simple online tool.
  • Most importantly, this new system will increase efficiency and accessibility both for hiring managers and job seekers. It’s all online.
  • To view the test site visit at www.peopleadmin.com/ust2, Login: ustmanager Password: ust manager.

How is the Talent Management System different from our current system?  The differences are many. There will be:

  • Up-to-date Information on approval processes, applicant pool, and search status
  • User-friendly- Hiring managers can rank applicants, communicate with them, and share information with search committee members all online
  • Ease of use - No more managing applicant materials through email, simply log into the system to manage your applicant pool
  • Accessibility- Jobs are accessible to both job seekers and hiring managers from anywhere using Internet access
  • Quicker Job Placements- Hiring managers can view resumes and take action immediately
  • Reporting - Provides a more robust tracking system of candidates, EEO information, recruitment sources
  • Efficiency- Designed to make the recruitment and hiring process more efficient and accessible for hiring managers and applicants
  • Time Saving – The Talent Management System allows for pre-screening of applicant by minimum qualifications and predetermined questions (i.e. years of related experience, technology skills, professional licensure and certifications)

We realize that not all hiring managers or approvers will be able to attend a scheduled training session, Susan McDougall, HR Specialist or your HR Partner would also be happy to meet with you for one-on-one training.

Performance Assessment and Management Policy to replace IODP

With the end of the academic year and thoughts of sunshine and a slower pace becoming a reality, you've dreamed of IODP time, right?

Or maybe not. Never fear. This is the last year for IODPs. The new Performance Assessment and Management Policy went into effect July 1, 2005. Employee evaluations for 2005 will be completed using the IODP, while evaluations for 2006 will require supervisors and employees to use a set of new forms.

This new policy applies to regular full- and part-time staff with an appointment term of one year or longer, including people covered by a collective bargaining agreement. Excluded from this policy are faculty, adjunct faculty, archdiocesan priests, and temporary employees. The performance assessment process for faculty is outlined in the University of St. Thomas Faculty Handbook. Supervisors of unionized employees should consult the labor agreement or contact HR for assistance.

The Performance Assessment and Management Policy establishes a dynamic ongoing new process to provide a milieu for employees and supervisors to meet during July and August to talk about the employee's work at UST, her or his goals for the coming year, including those for professional development, and timelines for accomplishing them. Job standards and other performance evaluation criteria are established during that same period by the supervisor with input from the employee.

This meeting and ongoing discussion between the supervisor and employee are designed to be relationship-building, problem-solving, and a reference for setting and checking on the fulfillment of goals and how they fit in with and further St. Thomas' mission. Detailed instructions about the performance assessment process are available on the Human Resources Web site.

What you should know about this new system is that there are two parts - performance assessment and performance management. Each plays an important role.

Performance assessment is a process of assessing, summarizing and documenting the work performance of an employee. The foundation of an effective performance assessment and management process is frequent and timely communication. It is expected that supervisors will inform employees of job requirements and expectations and the way in which employee performance will be evaluated. The performance assessment represents a culmination of the past year's discussions between an employee and supervisor. Its success depends both on the willingness of supervisors to complete a constructive and objective assessment and on the willingness of employees to respond favorably to constructive feedback. During the performance assessment, employees are encouraged to discuss and comment on the assessment document.

Several forms have been created to aid in this process, but they are not intended to limit discussion. You can review and/or download a copy of the new performance assessment forms from the HR Web site. At first glance, employees with some years at St. Thomas may think the university is going back to the old evaluation forms that were used before IODPs. Wrong. This is a new policy that emphasizes the total system of performance management, which includes planning, monitoring, developing, assessing, and rewarding employee performance. In fact, this policy is so new that training programs are being offered currently through the Leadership Academy, and Associate Vice President for Human Resources Edna Comedy will lead special brown bag sessions to explain how it all works. These sessions will be offered in July and August. All staff are welcome to attend.

A pay-for-performance compensation method will be used to recognize and differentiate between various levels of employee performance. Across-the-board increases will no longer be granted.

Performance management is an ongoing communication process that begins immediately after an employee is hired. Together, the employee and supervisor will:

  • Identify and describe essential job functions and relate them to the mission and goals of the university and/or the academic or administrative unit.
  • Develop realistic and appropriate performance standards.
  • Give and receive feedback about performance.
  • Communicate and record the results of the performance assessment.
  • Plan educational and developmental opportunities to sustain, improve or build on employee work performance.

Appeals process: An appeals process will help solve disagreements that occasionally may arise over the written performance assessment. If an employee disagrees with any part of the written assessment, he or she may attach a supplemental, explanatory response. The response will become part of the record. If the employee believes the performance assessment is not factually accurate, she or he may request a review by the supervisor, the next level of management and/or intervention by the Human Resources Department. If the disagreement remains, the employee may file a formal grievance using the university's grievance procedures.

Hopefully, the need for an appeals process will arise only on rare occasions. This policy is based on a positive philosophy and seeks to ensure the fair compensation and professional development of all UST employees.

We are delighted to offer this opportunity for you to be recognized as you grow and excel in your daily work. The university's new performance management system is one way for this to happen. With cooperation from everyone - staff, supervisors, Human Resources, and the Leadership Academy, the system will be a useful tool both for supervisors and employees.

Stay tuned. More information on this new evaluation process will be published in the Bulletin Today and future issues of the HR Messenger. Supervisors interested in attending one of the performance management training programs through the Leadership Academy should review the online catalog for the specific dates, times, and locations.

Performance Assessment and Management Policy and Process - How does it work?

Outlined here is a brief explanation of the Performance Assessment and Management Policy and pay-for-performance system and answers to some of the most common questions.

St. Thomas' new Performance Assessment and Management Policy went into effect July 1, 2005.  To be effective, policies need to support an organization in achieving its mission and goals. The performance assessment and management policy supports St. Thomas by:

  • Establishing and clarifying goals and priorities;
  • Providing an opportunity to discuss work-related interests and problems;
  • Encouraging employee communication and involvement;
  • Providing a mechanism for feedback regarding performance;
  • Providing documented history of performance; and
  • Linking employee performance to compensation.

The foundation of the policy is to provide honest and accurate feedback to employees throughout the year, and then to assess employees' performance based on the established performance standards and goals at the end of the assessment period. 

In conjunction with the new policy, St. Thomas also implemented a pay-for-performance system. In a pay-for-performance system, pay decisions are based on set defined levels of performance, rather than on non-performance-related factors, such as cost-of-living adjustment (COLA), entitlement or seniority.

This pay-for-performance system will benefit St. Thomas and its employees by:

  • Helping St. Thomas achieve its strategic directions through goal alignment;
  • Differentiating between and among varying levels of performance;
  • Rewarding at and above satisfactory levels of performance;
  • More effectively addressing marginal and/or unsatisfactory levels of performance;
  • Stimulating employee motivation;
  • Providing greater incentives for employees to contribute and grow professionally; and
  • Contributing to employee retention.

Like any performance assessment and management system, this system will not yield the desired results if it is not used properly. Therefore, St. Thomas has implemented a number of resources to assist managers, supervisors and employees in this process.  For more information about these resources, please read the article titled "What is St. Thomas Doing to Prepare People for the New Performance Assessment Policy and Process"?

As managers and employees have started to use this process, a number of questions have been asked. The following section answers some of the most common questions. If you have any additional questions, please contact your Human Resources Partner. 

Frequently Asked Questions

Q: What should I have completed in this process? 

A: The performance-assessment period is the timeframe for which the employee is assessed that aligns with the university's fiscal year, July 1 through June 30. The first element in the performance-assessment process is planning. In the planning element, supervisors and employees discuss the job behaviors, performance standards and goals that will be used to assess the employee's performance. Planning should take place at the beginning of the performance-assessment period or when a new employee is hired.  For this current performance-assessment period, training on the new system and process took place during July and early November; therefore, performance standards and goals should be identified and discussed by the end of November. For the following years, the planning element should be completed by the end of August. 

Q: What should I do next?

A: Throughout the performance assessment period, supervisors should monitor (second element) the progress of their employees toward achieving their goals and performance standards and provide development opportunities (third element) as the need arises.

The second element, which is monitoring, requires supervisors to measure performance and provide employees timely and ongoing feedback.  Supervisors should conduct informal progress reviews with employees comparing their performance against the established goals and standards. Doing so provides the opportunity to make mid-course corrections, such as modifying any standards that appear unrealistic or problematic. Also, through monitoring, unacceptable performance can be identified at any time during the assessment period and assistance provided the employee to address the deficiencies rather than waiting until the annual performance assessment takes place.

The third element, which is developing, identifies and addresses developmental needs of an employee.  The objective is to raise the employee's level of performance through training, giving him or her additional assignments or higher levels of responsibilities that introduce new skills. Providing employees with training and developmental opportunities encourages good performance, strengthens job-related skills and competencies, and helps employees keep up with changes in the workplace, such as the introduction of new technology. 

Q: What forms need to be completed at the end of the assessment period?  And what is the timeframe in which these forms need to be completed and submitted?

A: The fourth element in the process is assessing the employee's performance. The final performance assessment should be completed at the end of the performance-assessment period in May and June. 

The term "assessing" means evaluating the employee?s performance against the set of pre-established goals and standards developed at the beginning of the assessment period and included in the employee?s Performance Plan. Using these measurements, the supervisor assigns a performance rating based on the university's five-tiered rating system.

 At the end of the assessment period, managers and supervisors should schedule meetings with employees, providing the employees with at least two weeks notice of the performance-assessment meeting.

In preparation for the meeting, you should provide the employee with the following documents:

  • The performance plan (which was created at the beginning of the assessment period, although it may have been changed based on continuing conversations with the employee throughout the year);
  • The job profile; and
  • The self-assessment form (which should be completed by the employee at this time and submitted back to the manager or supervisor).

When the employee has completed the self-assessment form, the manager or supervisor reviews  the form in conjunction with the performance plan, job profile and any other documents in the manager's file that illustrate achievements or concerns.  This review is done prior to the performance-assessment meeting. 

An important point to remember is that managers should complete the performance assessment form after holding the performance-assessment meeting with the employee.  When the performance-assessment form is complete, the employee should have adequate time to review, comment on and sign it.  Once the form is signed by the employee and the manager, the manager submits the form to his or her supervisor or the appropriate member of the Academic and Administrative Leadership (AAL) for his or her signature.  The manager maintains a copy for his or her files and provides a copy to the employee prior to submitting the original form to Human Resources for inclusion in the personnel file.  

Q: How does the pay-for-performance plan tie to the performance assessment? 

A:   Rewarding is the fifth and final element of performance assessment.  Rewarding recognizes employees for their performance and contributions toward helping the unit achieve its objectives or mission. One basic principle of an effective performance-management system is that all behavior is controlled by its consequences, formal and informal, positive and negative. Recognition and acknowledgement is an ongoing, natural part of the day-to-day interaction between the supervisor and employee. At the end of the performance-management cycle, the salary increase, which is the reward, is determined solely by the employee's overall performance rating.  The increases will be delivered in September.

Student Employment Changes

Student Employment Form to replace contract

You may have noticed a change in the terminology related to paperwork for Student Employment. What was formerly called the Student Employment Contract is now being called the Student Employment Form. The term ‘contract’ was misleading with regard to the purpose of the form. The Student Employment Form is required for each position a student holds on campus and provides the Human Resources Department and Payroll with basic information regarding that position, such as job title, pay rate and budget information. If you have any questions regarding this change, please contact Susan McDougall at 2-6518.

Introducing New Student Application and Posting Process

The Human Resources Department will soon be launching a new Employment Opportunities website and hiring tool to student supervisors known as the Talent Management System. This upcoming site is designed to make the employment process more efficient and accessible for both job seekers and student supervisors—all online.

Here are just a few advantages:

  • User friendly– Students can apply quickly and easily online
  • Ease of use - No more managing applicant materials through email, simply log into the system to manage your applicant pool
  • Accessibility- Jobs are accessible to both job seekers and hiring managers from any where with Internet access
  • Quicker Job Placements- Hiring managers can view resumes and take action immediately

This is the same system that currently encompasses the staff and faculty processes and will be introduced in the near future.

Background Checks Now Required for Some Student Employment Positions

The university will soon require student background checks for student employees who have access to on-campus residences and/or work with individuals under the age of 18 under Minnesota Statutes 299C.68 (Kari Koskinen Act) and Minnesota Statute 299C.61. The following guidelines provide information about the process for completing background checks for student employees, in accordance with the University’s Background Check policy: 

  • The job posting must include a statement about the requirement of a background check.
  • Any job offers to a student must be contingent upon the successful completion of a background check.
  • Students can not begin working until the results of the background check are received in Human Resources.
  • Students must complete two forms to initiate the background check: a background check information sheet and an authorization form. The two forms will be given to the department for the students to complete and submit with the student employment form.
  • Students who have not been residents of the State of Minnesota for the past consecutive ten years will need to provide fingerprints with the background check forms. Please contact Public Safety to schedule a time to get fingerprinted.
  • Human Resources will submit the completed forms to the appropriate state agencies.
  • Human Resources will receive the results of the background check and notify the appropriate supervisor.

Please contact the Department of Human Resources at (651) 962-6510 if you have any questions regarding these updates.

Summer Student Employment

Summer Student Employment Contracts are now available for students to print from Murphy Online, similar to Academic Term contracts. Effective dates for summer student employment are May 22nd - September 5th. To view summer student rates visit the Student Employment website Students eligible for summer 2005 employment include:
  • Current UST students
  • Students graduating in May (with the exception of international students)
  • Incoming students for fall semester

Visit Training Online for Hiring and Managing Student Employees training sessions, which are scheduled for June 6th and August 18th. New student supervisors or those looking for a refresher on policies are encouraged to attend.

UST Weight Loss Contest 

The "UST Weight Loss Challenge" contest is designed to address awareness of weight loss and health eating habits with UST employees in a fun and educational manner.  It is based upon the NBC television program "The Biggest Loser".  The basic concept is to engage a group of 16-18 employees in an 8 week weight loss contest with prizes for the first, second and third place participants who lose the largest percentage of weight.

The contest will be conducted in coordination with the LifeTime Fitness Corporation.  They have agreed to give UST a specially designed program due to our existing relationship with them and their desire to market this program to their other corporate clients.

March 13 - May 5

  • Eight week program
  • Group personal training sessions
  • Sessions with a nutrition coach
  • Body composition and weigh-in
  • Use of LifeTime Fitness facilities for eight weeks

Contest prizes for greatest percentage of body weight lost:
First place: $500; second place: $250; third place $150

UST WEIGHT LOSS CONTEST RULES

  1. Participant must be an employee of the University of St. Thomas (UST).
  2. Completed and signed applications must be received no later than 4:30pm, Friday, March 3rd, at the Human Resources Office at AQU217.
  3. The contest will run for eight (8) weeks from March 13, 2006 to May 5, 2006.
  4. Participants may attend one of the following two information sessions:
    St. Paul campus - Wednesday, February 22ndh, noon to 1pm, JRC126
    Minneapolis campus - Thursday, February 23rd, noon to 1pm, TMH301
  5. Participant agrees to attend required weekly sessions at designated LifeTime Fitness facility for required fitness sessions.
  6. There will be three (3) sessions per week, sixty (60) minutes on Monday, Wednesday and Friday.
  7. Participants will be required to track their progress throughout the program.
  8. Failure to appear at three (3) sessions or more will result in disqualification from the contest and forfeiture of LifeTime Fitness facility access.
  9. Participant agrees to attend required sessions outside of regularly scheduled UST work hours.
  10. Participant agrees to allow UST to use their name and information related to this contest in promotion and publicity materials.

Application Form - as MS Word or PDF
Contest Proposal and Background - as MS Word or PDF

2nd UST Weight Loss Contest

The "UST Weight Loss Challenge" contest is designed to address awareness of weight loss and health eating habits with UST employees in a fun and educational manner.  It is based upon the NBC television program "The Biggest Loser".  The basic concept is to engage a group of 16 employees in an 8 week weight loss contest with prizes for the first, second and third place participants who lose the largest percentage of weight.

The contest will be conducted in coordination with the LifeTime Fitness Corporation.  They have agreed to give UST a specially designed program due to our existing relationship with them and their desire to market this program to their other corporate clients.

September 18, 2006 to November 10, 2006

  • Eight week program
  • Group personal training sessions
  • Sessions with a nutrition coach
  • Body composition and weigh-in
  • Use of LifeTime Fitness facilities for eight weeks

Contest prizes for greatest percentage of body weight lost:
First place: $500; second place: $250; third place $150

UST WEIGHT LOSS CONTEST RULES

  1. Participant must be an employee of the University of St. Thomas (UST).
  2. Completed and signed applications must be received no later than 4:30pm, Friday, September 8th at the Human Resources Office at AQU217.
  3. The contest will run for eight (8) weeks from September 18, 2006 to November 10, 2006.
  4. Participants may attend one of the following two information sessions:
    St. Paul campus - Monday, August 28th, noon to 1pm, OWS 150
    Minneapolis campus - Wednesday, August 30th, noon to 1pm, TMH301
  5. Participant agrees to attend required weekly sessions at designated LifeTime Fitness facility for required fitness sessions.
  6. There will be three (3) sessions per week, sixty (60) minutes on Monday, Wednesday and Friday
  7. Participants will be required to track their progress throughout the program.
  8. Failure to appear at three (3) sessions or more will result in disqualification from the contest and forfeiture of LifeTime Fitness facility access.
  9. Participant agrees to attend required sessions outside of regularly scheduled UST work hours.
  10. Participant agrees to allow UST to use their name and information related to this contest in promotion and publicity materials.

Application Form - as MS Word or PDF
Contest Proposal and Background - as MS Word or PDF 

Winter Emergency Awareness

Here's what you need to know about St. Thomas' winter storm plans and policies.