Management Update - October 2017

October 2017

Volume 15 | Issue 4

2018 Open Enrollment and Wellness Fairs Coming to a Campus Near You

By now, employees should have received their open enrollment postcards at their home addresses. Employees are encouraged to attend the Open Enrollment and Wellness Fairs held on all Kent State University campuses. Each fair will include information about 2018 healthcare plan offerings and how all full-time, benefits-eligible employees can earn up to $300 in wellness rewards by participating in a variety of healthy lifestyle activities.

In addition, each fair will host representatives from Medical Mutual, Anthem, CVS Caremark, Impact Solutions, Be Well Solutions, PNC Bank and several other partners.  

For easy access, we have provided a web page at www.kent.edu/hr/benefits/2018-open-enrollment. Please note where health screenings and lunch-and-learn sessions are also available and where registration is required. 

The Open Enrollment window for making actual changes will open at 12:01 a.m. on Oct. 15 and close at 4:59 p.m. on Nov. 7.  

Please direct open enrollment questions to the University Benefits Office at 330-672-3107 or benefits@kent.edu. For questions related to employee wellness programming or rewards, call 330-672-0392 or wellness@kent.edu.
 

2018 Open Enrollment Fair Schedule

• Salem, Tuesday, Oct. 3, 9 a.m.-1 p.m.
• East Liverpool, Wednesday, Oct. 4, 9 a.m.-1 p.m.
• Geauga, Thursday, Oct. 5, 9 a.m.-1 p.m.
• College of Podiatric Medicine, Monday, Oct. 9, 9 a.m.-1 p.m.
• Ashtabula Tuesday, Oct. 10, 9 a.m.-1 p.m.
• Kent Campus, Wednesday, Oct. 11, 9 a.m.-3 p.m.
• Tuscarawas, Thursday, Oct. 12, 9 a.m.-1 p.m.
• AFSCME - UFM, Thursday, Oct. 12, 10:45-11:45 p.m.
• Trumbull, Monday, Oct. 16, 9 a.m.-1 p.m.
• Twinsburg, Wednesday, Oct. 18, 9 a.m.-1 p.m.
• AFSCME - Governance Chambers, Thursday, Oct. 19, 7:15-8:15 a.m.
• Stark, Thursday, Oct. 19, 9 a.m.-1 p.m.

Questions? Contact the University Benefits Office at 330-672-3107 or benefits@kent.edu.

Kent State Steps It Up - Joins the On the Move University Challenge

A healthy campus starts with healthy employees. Join TEAM KENT STATE as we embark on the inaugural launch of the On the Move University Challenge. This 12-week challenge will begin on Oct. 2, 2017 , and takes just a few short minutes to get started, if you haven't already.

Using a platform, similar to the On the Move National Corporate Challenge, the Wellness Council of America (WELCOA) has created a unique opportunity for colleges and universities to participate in a movement that supports healthier lifestyles and lets institutions identify as some of the healthiest campuses in the nation.

Through its unique Life on the Move platform, faculty and staff will not only be able to connect to one another across all Kent State campuses, they also will be able to encourage and be encouraged by boosting, learning and assessing barriers. Each month is themed with various topics to feed your mind, body and spirit. These timely topics include:

• October - Power of Resiliency
•  November - Gratitude
•  December - Happy Healthy Holidays

As leaders of the university, we hope that you will not only encourage employees in your respective areas to take part in the University Challenge, but that you, too, will lead by example. The On the Move University Challenge will help you move more, assess your progress, create a support system for physical activity and achieve total well-being. It will give you resources to not just move physically, but to move mentally and with relationships.

This is how you can support employee wellbeing with your team:

• Register to join the On the Move University Challenge at https://lifeonthemove.welcoa.org/, enter registration code: KentStateThrives247.
• Encourage your employees to set up their profiles as well, using the information above for registration. A personal request from you is meaningful!
• Support your employees in being more active and taking advantage of Life on The Move University Challenge resources. Have walking meetings to help them get their steps in, understand each week's challenge and ask your team if they are participating.
• All full- and part-time employees are eligible to participate in the On the Move University Challenge. 

Each week, TEAM KENT STATE will be given unique opportunities to track activity, learn about the benefits of moving more, assess progress and encourage coworkers. Every action that we complete will earn points for TEAM KENT STATE. Let's show ourselves and the higher-education community the Blue and Gold are Undeniably Kent State! 

Note: For employees participating in the Wellness Your Way incentive program, you may earn 60 Tier 2 points for 2018. 

If you have questions, please contact Employee Wellness at 330-672-0392 or visit the informational page at www.kent.edu/hr/benefits/life-move. 

Facilities Master Plan Update

Progress continues on the development of a comprehensive facilities master plan for Kent State University. Representatives from SmithGroupJJR, the consultant selected for development of the master plan, will provide an update on the planning process and share emerging themes of the plan at two open sessions scheduled for Monday, Oct. 2.  

The first session will be held from 3-5 p.m. in Room 310 of the Kent Student Center for faculty, staff and students. A similar presentation for the city of Kent community will take place that evening from 

6-8 p.m. in Kent City Council Chambers, located in the lower level of the Kent Fire Department.  

The facilities master plan will guide the alignment of university resources and capital investments with the objectives set forth in the university's strategic roadmap. The planning process began in January with the goal of identifying a 10-year vision for the Kent Campus. 

More information on the master plan process is available at https://atransformedksu.org/.

Questions on the facilities master plan should be directed to Michael Bruder, executive director, Facilities, Planning and Design, at mbruder@kent.edu.

Kent State and Community Partners Hurricane Relief Supply Drive 
 

In support of numerous requests from within the university community, Human Resources is sponsoring the Kent State University and Community Partners Hurricane Relief Supply Drive, Oct. 1-20. 

Donate much-needed supplies to provide comfort and support to communities in the southern U.S. affected by recent hurricanes and subsequent floodwaters.

Your contributions will go a long way toward making sure individuals and families get back on the road to recovery. Please donate only the items listed below.

Collection items needed:

• Adult and children's sanitary wipes
• Diapers
• Incontinence products (e.g., Depends)
• Paper towels
• Paper plates and plastic cutlery
• Facial tissues
• New women's, men's and children's underwear (S, M, L, XL)

Kent Campus collection drop-off sites: 

• The Williamson House (The Women's Center)
• Center for Undergraduate Excellence (CUE)
• Kent State Student Center (Multicultural Center and main lobby)
• Heer Hall
• Ritchie Hall
• Student Recreation and Wellness Center
• Kent State Ice Arena
• Center for Philanthropy and Alumni Engagement

Community collection drop-off sites:

• Kent Chamber of Commerce
• City of Kent Community Development Center
• Ravenna Chamber of Commerce
• Kent Interfaith Alliance Members

Please visit www.kent.edu/hurricane-relief for a map of the drop-off locations. If you have questions, email Geraldine Hayes-Nelson at engage@kent.edu.

Amazon University Business Accounts

Last month, the Procurement department introduced a new program that enables P-card holders to establish a University Amazon Business Account. The program was initiated to make it easier to purchase hard-to-find items not currently available with university contracted vendors. University contracted vendors must still be used for goods and services such as office supplies, copiers, printers, computer equipment, food, scientific supplies, promotional, janitorial supplies and other programs. 

Benefits of the program include: free two-day shipping on eligible orders, free standard shipping on eligible orders and pricing and quantity discounts on select items.  

All P-card purchases at Amazon.com must be made through the university's Amazon Business Account, and purchases must be for university business purposes only. The business account will ensure that only business-related transactions are treated as tax-exempt. Due to the shipping advantages of this program, Kent State Amazon Prime accounts are no longer necessary or permitted. 

More information about the Amazon University Business Account is available at www.kent.edu/procurement/amazon. If you have questions, contact the Procurement department at 330-672-2276 or procurement@kent.edu.
 

Time Keep Reminders for Student Employees

There are a few procedures to keep in mind regarding time keep:

• Empower time punches:  Students must enter their own hours of work into Empower by punching in and out. The only time a supervisor should routinely enter punches is when the student does not have access to a computer or swipe machine to clock in/out.
   
• Maximum work hours: International students can work a maximum of 20 hours per week when classes are in session (fall and spring semesters). All other students may work up to 28 hours per week.
   
• Work hours: 
  Banking or holding work hours to be paid at a later date is prohibited. Reducing work hours to not exceed the maximum permitted per week is also prohibited. Student employees must be paid for all hours worked, when they work - even if that means going over the maximum number allowed.
  
  Students may not work during their scheduled class times. If a student does not have class (i.e. class is cancelled, adjourned early, etc.), they may work but it is critical that the supervisor documents the irregularity in the work schedule and retain the record in accordance with the Records Retention Policy for Timecards.
   
• Students with multiple jobs: Student employees working in more than one job must transfer their hours when they clock time. This is a critical process to ensure that the time worked is paid correctly and charged to the right department.
   
• Empower Resources: For assistance, visit the Empower resource site for a supervisor manual, and supervisor and student employee quick guides. You may also view the Empower Overview for Supervisors webinar. 

Any questions can be directed to Payroll@kent.edu.

Career Exploration and Development Closed Temporarily

Career Exploration and Development, including Student Employment, will be closed Oct. 3 and 4 for the move back to 261 Schwartz Center. Full services will resume at 8 a.m. on Thursday, Oct. 5. Student employees may complete paperwork Monday-Friday, 9 a.m. to noon and 1 to 4 p.m. For more information on hours and services available, view the website at www.kent.edu/career.

Know Your Numbers - Fall Onsite Health Screening Dates Announced

It's that time of year again! As part of the Wellness Your Way employee incentive program, full-time, benefits-eligible employees are invited to attend an on-site health screening, or have one completed in their primary care physician's office. Screenings conducted through April 30, 2018, will go toward the employee Tier One requirement for 2018 incentives, putting employees well on their way toward their first $150, which will be paid out in February 2018, so that the Employee Wellness Team may complete the 2017 incentive processing that continues to be underway.

Onsite Screening Dates and Registration

If your health screening is completed onsite with Be Well Solutions, Kent State University's wellness partner, it will automatically be loaded into your personal portal for 2018. The following on-site dates are available and registration is required using the steps below:

 
How to Schedule Your Appointment

• Log in to your private Be Well portal at portal.bewelldata.com. If you have never logged in to Be Well, there are special instructions for first-time access at www.kent.edu/hr/benefits/partners-bewellsolutions.
• Once you are logged in, select "My Appointments," then "Worksite Screening." Choose the date and location that best meets your schedule. Please keep in mind that you will need to fast for eight to 10 hours prior to your health screening and blood draw via a finger prick.
• To complete your online health risk assessment while logged in to Be Well, select "My Wellness" and then select "Health Risk Assessment."

2018 Wellness Reward Payout Information

Once your health screening and health risk assessment are complete, you will be well on your way toward your Tier One requirements. However, the incentive and benefit period starts Jan. 1, 2018. Payouts will begin in February 2018, for early adopters who have completed Tier One requirements prior to Jan. 1. 

If you have questions regarding the Be Well portal or wellness point tracking, please contact Be Well directly at 1-888-WEL-SERV (935-7378). To register for a variety of wellness activities, visit the Employee Wellness Calendar today.

Flu Shot Clinics Announced for All Campuses - Hold the date!

Employees enrolled in one of the university-sponsored group health plans through Medical Mutual or Anthem are eligible for a free flu shot. Registration is recommended for all Kent and Stark clinics. All other Kent State campuses will be walk-in clinics. You must bring your insurance ID card with you to the clinic.

If you are not covered by one of the university's group health plans, you can still participate for $30 (check payable to Kent State University).

To streamline the process, please download your Flu Vaccine Consent form and Flu Vaccine Insurance Billing form from our Flu Clinic webpage at www.kent.edu/hr/benefits/flu-shot-clinics, prior to your appointment.

Flu shot clinics are open to all students, faculty, staff and dependents. If you have specific questions regarding the flu vaccine clinic, you may contact University Health Services at 330-672-2322.

To view all clinic dates, and to register where applicable, please visit the flu shot clinic web page.

Title IX Workshops for Faculty and Staff

Advance registration is required for these facilitator-led workshops and dates, which are subject to change or cancellation if an insufficient number of participants sign up. All sessions will be held at Heer Hall in Room 107.

Please choose from the sessions below by selecting the date. All sessions can also be found by searching the Human Resources Training Catalog, facilitator-led training, under Title IX Faculty/Staff Training and Title IX Student Workshops.

Save the Date to Honor Our Veterans

All are invited to come and honor America's veterans at this year's Veterans Day program on Thursday, Nov. 9, at 11 a.m. at the Kent Student Center Kiva.

The program will include a flag-raising conducted by a joint color guard from the Army and Air Force ROTC programs prior to the indoor ceremony.

A special invitation is extended to Kent State faculty, staff, students and community members who are veterans, active service members or who have family members in the military.

A reception in the Kent Student Center Kiva lobby will follow the brief program.

Annual University Teaching Council Celebrating College Teaching Conference

The University Teaching Council's Celebrating College Teaching conference is one of several opportunities to share and fulfill the main objectives of the teaching mission at Kent State University. This free conference, which includes all eight campuses, takes place every year in the month of October. Visit www.kent.edu/utc for more information and to register.

State of the University Address

Please mark your calendar and plan to attend this special moment in the life of our university.

Tuesday, Oct. 17, at 3 p.m.

Kent Student Center Kiva

Reception in Room 204, Kent Student Center

Kent State University - 2017/18 Holiday Closure Dates

Kent State University's holiday closure schedule for 2017/18 will begin Sunday, Dec. 24, 2017, at 10:30 p.m. In addition, the university will close Tuesday, Dec. 26 (President's Day), and Wednesday, Dec. 27, through Monday, Jan. 1, 2018. All offices will re-open on Tuesday, Jan. 2, 2018. 

The December biweekly pay will be on Dec. 8 and 22. The December semi-monthly pay will be on Dec. 15 and 22. The January biweekly pay will be on Jan. 5 and 19.  The January semi-monthly pay will be on Jan. 12 and 31. 

Dates to Remember

National Breast Cancer Awareness Month

Disability Employment Awareness Month

Oct. 9-28
Kent State's Annual Open Enrollment for Health Benefits
 

Oct. 10
Columbus Day

Oct. 20
Celebrating College Teaching Conference, 8 a.m.- 3:30 p.m., Kent Student Center Ballroom

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 at managersfeedback@kent.edu. We look forward to hearing from you.