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Human Resources/Academic Personnel Launch One Workflow to Handle All Employee Separations

In its continuing effort to streamline processes, the Human Resources Records Office and Academic Personnel launched the new Notice of Separation (NOS) workflow. The NOS workflow merges the Notice of Voluntary Separation (NOVS) workflow, Notice of Separation form and the Departure List into one comprehensive workflow. The NOS workflow will provide better communication to stakeholders, improve customer service, reduce manual processing time and improve security access management. 

Previously, there were two methods for separating an employee from the university. Most voluntary (i.e., resignations, retirement) separations were conducted by using the Notice of Voluntary Separation workflow. Involuntary (i.e., terminations for cause, end of term appointments, negative tenure decisions) separations were conducted using the Notice of Separation paper form. The new NOS workflow will now be used for voluntary and involuntary separations of all faculty and staff members. 

The employee’s supervising authority is responsible for completing the NOS workflow prior to the employee’s last day of employment. The NOS workflow is available through FlashLine as follows:

• Open FlashLine
• Select the My Action Items tab
• Locate the Notice of Separation links in the Workflow section. Select the Notice of Separation link to launch new NOS workflow or search for workflows submitted on or after Aug. 13, 2013. Select the Notice of Voluntary Separation Archived link to search for workflows submitted on or before Aug. 12, 2013
• A pop up message will appear 
• Click Continue

The Notice of Separation training documents are available in the HR Forms Library in the Resignation and Separation Forms and Information Folder.

If you have questions regarding the Notice of Separation workflow for staff, you may contact the Human Resources Records Office at 330-672-8316. Faculty-related questions should be directed to Academic Personnel at 330-672-2220.
 

Get Ready for Open Enrollment

Kent State faculty and staff are invited to attend an Open Enrollment and Wellness Fair that is most convenient, based on time and location being offered. The Open Enrollment and Wellness Fairs will take place on all campuses at the following times, dates and locations: 

Employees will be able to meet with representatives from the university’s various benefits providers for 2014, find out more about the voluntary insurance options available and get information on the wellness resources offered.

The fair is an excellent opportunity for employees to get the information they need to make their decisions for Open Enrollment, which is Oct. 13-25. Please make every effort to coordinate work schedules so employees may attend the fair.

A list of the vendors and additional activities will be available in the October edition of Management Update. You may also contact the Benefits Office at 330-672-3107 or benefits@kent.edu.
 

Reporting Sex Discrimination, Sexual Harassment and Sexual Misconduct

Managers and supervisors are asked to share the information below with their staff members regarding requirements to report any instance of sexual harassment or misconduct. 

It is important that all 5X���� students, employees and visitors enjoy an environment free from unlawful discrimination and harassment. This is reflected in the fact that we are protected from unlawful discrimination by several state and federal laws, as well as university policies 5-16 and 5-16.2. Title IX of the Education Amendments of 1972 is a federal law that prohibits discrimination on the basis of sex in educational institutions. Sex discrimination includes sexual harassment and sexual misconduct, which will not be tolerated at Kent State.

All Kent State employees are required to report any instance of sexual harassment or misconduct to the Title IX coordinator or a deputy coordinator, and in the case of sexual assault, to the police.

• Sexual Harassment is unwelcome conduct of a sexual nature. It includes, but is not limited to: sexual advances, requests for sexual favors and other verbal, nonverbal or physical conduct of a sexual nature.
• Sexual Misconduct is sexual contact with a person without their consent. It includes, but is not limited to: touching or fondling, rape (defined as vaginal, anal or oral penetration with a body part or object without consent), sexual exploitation (e.g., videotaping sexual acts without consent) or letting someone else watch sexual acts without your partner's consent. 
• Retaliatory Harassment occurs when someone complains of or participates in an investigation of discrimination (including harassment or misconduct), and because of it, they experience verbal or electronic harassment, threats or other forms of negative treatment.

What do I do if a student, coworker or campus visitor confides in me that they were sexually harassed or sexually assaulted (regardless of where or when it occurred)?

• Let them know that you cannot ensure confidentiality. As an employee, you are required to report any alleged incident of sexual harassment or sexual misconduct that is brought to your attention. The only university employees that may ensure confidentiality are licensed counselors and unlicensed trainees of any university psychological services programs.
• In the instance of sexual assault, encourage the student, employee or visitor to seek medical treatment and contact the appropriate law enforcement agency to report the incident.
• Let them know where they can get help. The Office of Sexual and Relationship Violence Support Services (SRVSS) website provides resources for victims and those who want to help. Jennifer O'Connell, the program coordinator for the Office of Sexual and Relationship Violence Support Services, can also assist victims. O'Connell's office is at the Women's Center, and she can be reached at 330-672-9230 or joconne5@kent.edu.
• Report any incident to the Title IX coordinator or a deputy coordinator, and in the case of assault, to the police. For emergencies, call 911; otherwise, Kent State police can be reached at 330-672-2212. Contact information for the Title IX coordinator and deputy coordinators is below:

- Loretta Shields, Title IX coordinator: 330-672-2038, aa_eo@kent.edu or lshields@kent.edu 
- Julie Di Biasio, deputy coordinator: 330-672-3391 or jdibiasi@kent.edu 
- Pamela Fitzgerald, deputy coordinator: 330-672-2521 or pfitzge3@kent.edu
- Janet Kittell, deputy coordinator (athletics): 330-672-8461 or jkittell@kent.edu

To schedule sexual assault and sexual harassment awareness training for faculty or staff, including how to recognize a student in distress, contact O'Connell at the phone number and email address listed above.

More information is also available on the SRVSS and the Human Resources websites.
 

5X���� Launches Step Up and Speak Out Campaign

5X���� has developed a suicide and violence prevention campaign that promotes campus safety and greater awareness of mental health concerns, including risk factors for suicide. Titled “Step Up and Speak Out,” the campaign represents a collaborative effort of Kent State Psychological Services, University Health Services, the Office of the Vice President for Enrollment Management and Student Affairs, and Kent State Police Services, and aims to support individuals in need by educating university community members on protocols and resources designed to assist in disruptive situations or with distressed individuals.

All faculty and staff should have received a packet of materials about the campaign in August.  A campus announcement was also included in e-Inside. If you would like someone to attend a department meeting to talk more about the Step Up and Speak Out resource materials and campaign, please contact the Office of the Vice President for Enrollment Management and Student Affairs at 330-672-4050 to schedule a visit.

It’s our campus. It’s our community. We’re all responsible. Step Up and Speak Out.

For more information about the Step Up and Speak Out campaign, visit .
 

Maintaining a Safe Learning and Working Environment

As the school year begins, managers and supervisors are reminded that it is everyone’s responsibility to maintain a safe learning and working environment. This includes making sure your employees participate in any job-specific safety training, follow appropriate workplace safety procedures and regulations and do not take any shortcuts on the job that may jeopardize their safety or the safety of others. 

The Compliance and Risk Management unit is part of the Division of Business and Finance and oversees environmental health, laboratory and fire safety on all campuses. Training is offered throughout the year in each of these areas, either in-person or online. Customized training for individual departments is available upon request. Compliance and Risk Management also has a Forms Library, with all the necessary forms and paperwork required for safety compliance.

More detailed training information, the Forms Library and other useful resources can be found online atwww.kent.edu/compliance. The Compliance and Risk Management Office is located in 310 Harbourt Hall. You can also call 330-672-1944 or send an email to compliance@kent.edu.
 

Nominate Your Choice for Excellence

Please remind members of your staff that there’s still time to submit nominations for the fifth annual President’s Excellence Award. Nominations will be accepted through Friday, Sept. 13. 

Kent State President Lester A. Lefton established the award program in 2009 as a way to recognize staff members who demonstrate their daily commitment to carrying out the university’s Excellence Agenda.

The President’s Excellence Award recognizes exceptional performance during the previous fiscal year (July 1, 2012, through June 30, 2013). Full-time classified and unclassified employees at all campuses who have been employed by the university for a minimum of one year and are in good standing are eligible to be nominated. Past recipients are not eligible for a minimum of two years following their award, and faculty are not eligible.

The award recipients will be announced in December. Each recipient will receive a check for $1,000, after taxes. Details on the award criteria and the nomination form are available online atwww.kent.edu/president/excellenceaward/index.cfm. 

If you have questions regarding the award or nomination process, please contact Geraldine Hayes-Nelson, Ph.D., executive director for HR Outreach and Initiatives, at 330-672-2901 or ghnelson@kent.edu.
 

September Leave Balance Reminders

Please remind staff in your area about the two September deadlines for employees who earn vacation. You should also make sure that leave approvers have reviewed and approved any outstanding leave reports. 

The annual sick leave conversion is Sept. 1-14, and the process can be completed electronically through the My HR tab in FlashLine. Per policy 6-11.2, administrative policy regarding conversion of sick leave, eligible full-time employees with a balance of at least 500 sick leave hours may convert a maximum of 40 hours to vacation or a combination of vacation and personal leave. Eligible part-time employees with a minimum balance of 250 sick hours may convert up to 24 hours. Eligible employees have received an email with instructions on how to convert the time.

Classified and unclassified staff has until Sept. 30 to use vacation time that has accrued beyond the maximum allowed. After Sept. 30 any vacation balances beyond the maximum will be forfeited. Employees who are over the allowed maximum have been notified through an email.

Questions on the sick leave conversion or the vacation cutback should be directed to a member of the HR records staff at 330-672-8316.
 

Dates to Remember:
National Hispanic Heritage Month
Sept. 2 Labor Day (university closed)
Sept. 5-6 Rosh Hashanah (Jewish observance begins at sundown)
Sept. 8 International Literacy Day
Grandparents Day
Sept. 11 Day of Service and Remembrance (anniversary of U.S. terrorist attacks)
Sept. 14 Yom Kippur (Jewish observance begins at sundown)
Sept. 17 Constitution Day, Citizenship Day
Sept. 21 International Peace Day
Sept. 22 First Day of Autumn

Tell Us What You Think

This e-newsletter is designed to keep you, the managers and supervisors, informed. Please take a few minutes to let us know what you think of it, along with any comments or suggestions. You may contact us atmanagersfeedback@kent.edu. We look forward to hearing from you.

For information about events and programs for university employees, please check out the Faculty and Staff calendar and share the information with your staff.