Smokejumpers with the Division of Forestry demonstrate their skills during Outdoor Days on the UAF campus. Employees in the Butrovich enjoy watching the annual event out their windows. Photo by Monique Musick

Announcements: May 2018

  • Summer Flex Hours
  • Conversation with the President June 6
  • Results of fall 2017 climate survey now available
  • Statewide offices soft closure July 6, 2018
  • Beef Up Your Physical Security
  • Food trucks add options for summer
  • General Data Protection Regulation
  • Wellness Program Update
  • May human resources updates
  • Upcoming Transition from Roxen to OU Campus
  • SAA May meeting highlights

Summer Flex Hours

During the months of June, July, and August 2018, Statewide (SW) exempt and non-exempt employees are permitted, with supervisor approval, to work flex schedule hours. Should an employee work a flex schedule, please make sure there is no detriment to the department’s services or standard university hours of operation (Monday-Friday; 8:00 a.m. – 5:00 p.m.). Schedule changes may be suspended or canceled with or without advance notice to the employee if warranted by university need. Supervisors are requested to ensure that overtime eligible (non-exempt) employees are not regularly scheduled to work more than 40 hours in a single workweek unless their overtime is approved.

Please submit proposed schedule changes using the Change of Work Hours Request Form to the SW HR office. Revised schedules must encompass full pay periods only and may begin as early as Sunday, May 27, 2018 and must end by Saturday, August 18, 2018.  MORE....

Conversation with the President June 6

This year's Conversation with the President will take place Wednesday, June 6 from 4-5 p.m. in Butrovich 109 and Bragaw 205. All Statewide staff are invited to attend this informal event to ask questions and discuss university issues with President Johnsen.
There is also a Google form where you can submit questions ahead of time. Feel free to leave your name along with your question or ask it anonymously. Moderator Keli Hite McGee, chief human resources officer, will present submitted questions to President Johnsen during the event.
The event will also be livestreamed at https://media.uaf.edu.

If you have any questions, please contact clfile@alaska.edu or 450-8100.

Beef Up Your Physical Security

Employing good physical security practices does not have to include hiring a detachment of the queen's guard for your campus (though this might be a nice attraction for prospective students!). Instead, just getting the word out to your community about the importance of a few basic physical security tips can substantially improve your institution's security risk profile. Here are some tips to share with your community:  MORE...

Food trucks add options for summer

The food trucks are back on the Fairbanks campus for the summer. The first food truck at UAF will be Mein Diner on Thursdays in the Arctic Health Building’s west parking lot. Mein Diner features Old World German food with Italian-Swiss influences. An updated menu is available on Facebook at @KongradBolzTheGermanChef.

The schedule and locations of the food trucks will change throughout the summer and will be updated periodically on the food truck calendar.

General Data Protection Regulation

The General Data Protection Regulation, a European Union data privacy regulation, went into effect on May 25, 2018 thereby expanding personal privacy rights for EU residents. GDPR has extraterritorial reach and applies to U.S. institutions which process the personal information of EU residents physically located the United States.

The GDPR protects the privacy of individuals based on two fundamental principles: data privacy by design, and data minimization. GDPR applies to all personal data, defined as any information that can be used to identify a person directly or indirectly. This includes education records, employment-related information, health and financial data, and also personal phone numbers, IP addresses and photographs. The main difference between GDPR and US privacy laws is that GDPR is an individual-oriented approach to regulate all personal data transactions in non-industry specific manner whereas US privacy laws address privacy and data practices by sector: FERPA for education, HIPAA for health data etc. 

The University of Alaska systemwide GDPR steering team has developed a comprehensive plan to implement the GDPR recommendations. The team evaluated data flows, data entry points, business processes, third party vendors, and existing regulations to identify areas that will require compliance updates. The futures tasks include developing the GDPR policy, embedding the privacy statements and automating the privacy requests.

For more information contact Shiva Hullavarad, Data Privacy & Compliance officer (ua-privacy@alaska.edu).  

SAA May meeting highlights

The Statewide Administration Assembly held a regular business meeting on Thursday, May 10. Below are highlights from the meeting.
May SAA Highlights
  1. Sara Rodewald, HealthyRoads Onsite Manager, provided a review of the program's privacy policy and a overview of how UA employees' biometric data is shared. In short, HealthyRoads only shares aggregate data and never anything that could identify an employee individually. 
  2. SAA representatives continued to discuss the possibility of creating a break/recreation room in Butrovich and reviewed the results of an April 27 survey of Butrovich employees. 
  3. The Morale Committee continues to hold regular Lunch'N'Learns on topics ranging from records management to personal online safety.  
  4. The SAA Book Club held its kickoff meeting on May 11. Members discussed "Made to Stick" by Chip and Dan Heath, a book about how to craft effective messages. The book club will meet monthly through August. A new book will be selected for the fall series (feel free to offer suggestions if you know of a good business-related book). 
  5. The SAA election concluded on May 15. Thank you to everyone who voted in this year's election. Newly elected representatives include: Arthur Hussey, JP Landry, Jennifer Ostrom, Laycie Schnekenburger, Monica Terrones, and Josh Watts. Alternates for 2018-19 are Caitlin Lipka and Tabitha Hutchings. 
  6. Representatives began planning for their annual meeting in June. The annual meeting is an opportunity to onboard new representatives, hear updates from senior staff, and develop goals for the coming year. 
SAA will meet next for its annual meeting in June. Reach out to​ ​SAA representatives to share your ideas and/or concerns. Minutes, agendas and additional information about SAA meetings are available on its website.

Results of fall 2017 climate survey now available

The results of the University of Alaska’s 2017 Campus Climate Survey are now available for review on the Title IX compliance website. The report provides current prevalence estimates projecting the number of university students that experienced sexual misconduct, dating violence, stalking/harassment or sexual assault. Additionally, whether and to whom the incidences were reported, the likelihood of students to engage in protective behaviors and interventions in the future, and students’ assessments of the university’s campus climate. The report establishes baseline data for future study.  

The university has taken significant steps toward addressing sexual assault and misconduct on its campuses, and has been public about past failings. This survey affirms the progress made to create a safer campus environment while underscoring that more needs to be done to improve our culture and meet our standards for recognizing and addressing sex discrimination and sexual misconduct. This ongoing work will involve each university and community campus using the climate survey’s findings to inform decisions and take further action. MORE...

Statewide offices soft closure July 6, 2018

The University of Alaska (UA) is closed Wednesday and Thursday, July 4 and 5, 2018 in observance of the 4th of July holiday. UA Statewide offices have the option of a soft closure on Friday, July 6. Supervisors, please work with your departments accordingly.

If an employee is taking Friday, July 6 off for soft closure, annual leave will need to be reported. If a flexible summer schedule has been set up, please report annual leave appropriately.

Contact Statewide Human Resources Office Coordinator/PPA Jennifer Ostrom (907-450-8216, ua-swhr@alaska.edu) if you have any questions.

Wellness Program Update

The FY18 program year just ended, now what?

Here’s how you can be sure you earned your FY19 rebate and stay on track to earn future rebates.

Make sure you earned the FY19 wellness rebate:
Visit your Healthyroads® account and go to the Incentive > Plan Summary page to view the
FY18 program year. Please contact Sara Rodewald at sararo@ashn.com with any questions.

Get started on the FY19 program:
On July 1, 2018, visit your Healthyroads account and review the Incentive > Plan Summary page for information on the FY19 program, which will count toward the FY20 wellness rebate.

Take steps toward earning your FY20 wellness rebate:
If your biometric results last year met three of the five metrics, all you need to do is complete the Personal Health Assessment (PHA) this year to qualify. If you did not meet three of the five metrics or have a screening in FY18, then you will need to complete the PHA, biometric screening, and earn 5 points.

The wellness rebate has changed for FY19
The wellness rebate will be a lump sum payment in November instead of smaller bi-weekly credits. If you completed the program requirements by April 30, 2018, you will see a a $600 or $1,200 boost just before the holidays.

If you have questions contact UA’s onsite Healthyroads Wellness Manager, Sara Rodewald, at 907.450.8203 or sararo@ashn.com.

May human resources updates

Each month the office of human resources provides an update on system wide projects  currently in process. The details of these projects are still being worked on and communication will also be sent to those directly impacted prior to the effective date of the change.

To see previous versions please go to the Statewide Human Resources web page at the following link: http://alaska.edu/hr/whats-new-at-statewide/index.xml.

Updates in the May edition:DOWNLOAD PDF

  • Learning Management System
  • Statewide HR Project Survey for FY19
  • Banner 9 Upgrade
  • Accelerated Collection and Processing of New Hire Paperwork
  • Standardization of FML processing
  • Faculty and Staff Compensation Equity Study
  • UAFT Faculty transitioning to UNAC Collective Bargaining Agreement
  • FY19 Open Enrollment
  • Wellness Rebate Payout Changing
  • Leadership Development
  • Student Wages Meeting Minimum Wage
  • Employee Tuition Waiver Changes
  • Removal of Transition Steps from Temporary Salary Schedule
  • Changes to Staff Benefit Charges
  • Fiscal Year End Processing (April through July)
  • Annual Leave Cap
  • Recruitments of Leadership Positions

Upcoming Transition from Roxen to OU Campus

The Office of Information Technology will replace the web content management system Roxen with OU Campus at UAF and UA Statewide. Migration of websites from Roxen to OU Campus will begin this summer.

OU Campus is used by nearly 300 colleges and universities. It is designed specifically for higher education and features:

  • Scalable multi-website management
  • Easy-to-use editing tools
  • Advanced features for a variety of layout presentations
  • Customizable workflows for content updates and approvals
  • Built-in checkers for accessibility and web-code errors
  • Social media integration
  • Comprehensive customer training and support

Templates designed for the new OU Campus system have seven UAF-branded themes (see selected design theme examples) as well as a UA Statewide theme. The new system also features a number of advanced layouts and features based on current website design trends and requests by university Roxen users including:

  • New templates for
    • News articles
    • Events articles
  • Image galleries with modal pop-ups for images
  • Image and video-enabled carousels
  • Quote/testimonial carousels
  • More flexible designs possible without hand-coding including:
    • Tabbed content
    • Card-style layouts
    • Full-width sections
    • Better RSS feed displays

OU campus migration FAQ

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