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September 2014

Volume 12 | Issue 3

Employee Appreciation Events on Sept. 11 to Accommodate All Shifts

On Thursday, Sept. 11, from 11 a.m. until 2 p.m., the Student Green at Risman Plaza will turn into a fun-filled employee appreciation event. To accommodate the schedules of the university’s second- and third-shift employees, the Kent Student Center Ballroom will become the venue for an evening employee appreciation event from 10:30 – 11:45 p.m.

Employees will enjoy a complimentary lunch, entertainment, games, interactive demos provided by staff of the Student Recreation and Wellness Center, giveaways and more. Additional details for both events also will be posted on the Employee Appreciation Event Web page as they become available.

Faculty, staff, supervisors and university leadership are all encouraged to attend. Employees are not required to use designated sick or vacation leave to attend; however, the time for participation in this event should be coordinated with guidance from the employee’s supervisor or manager.

Daytime Employee Appreciation Event

For the daytime event, activities will take place throughout the three-hour period, from 11 a.m. until 2 p.m., so that departments may schedule release time for staff. Employees will have a similar experience no matter what time they attend.

Evening Employee Appreciation Event

The evening employee appreciation event will take place to accommodate second- and third-shift employees on this very special day of recognition. The evening appreciation event also will take place on Sept. 11 at the Kent Student Center Ballroom from 10:30 – 11:45 p.m. Second- and third-shift employees can expect more of the same, which will include:

  • Complimentary meal
  • Music
  • Games
  • Prizes, giveaways, and more!

Registration Information

Employees or their supervisors can RSVP their attendance on the Employee Appreciation Event Web page. Once you arrive at the Employee Appreciation Web page, simply click on the appropriate link to register for the daytime or evening appreciation event. The registration site will close at 11:59 p.m. on Sept. 8.  

Note: Second- and third-shift employees who prefer to attend the daytime event are welcome to do so. Each event has a separate registration link and can be found on the Employee Appreciation Event website. Employees should only register for one event; either the daytime or evening appreciation event.

Kent State’s Division of Human Resources, the Employee Appreciation Event committee and the university administration look forward to bringing this event to all full- and part-time faculty and staff at all Kent State campuses for all that they do to make the university a great place to work!

For questions, contact the Employee Engagement and Outreach Office at 330-672-8075 or hrweb@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 have 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.

Changes Coming for Departments That Accept Credit Card Payments

This month, Kent State University will begin implementing new procedures for departments that accept payment by credit card. The new procedures are to ensure compliance with the Payment Card Industry Data Security Standards (PCI DSS).

If your department accepts credit card payments, you will be receiving a memo in the next 30 days detailing the procedures and what steps must be taken. It is critical to follow the instructions in the memo to avoid any interruption of your department’s ability to accept payments by credit card.

Please note that this is only for departments that collect payment by credit card. This does not affect a department's use of its Pcard.

If you have questions that must be addressed before the memo is distributed, contact Betsy Tierney, cashier manager in the Bursar’s Office, at 330-672-0858 or btierney@kent.edu.

Increasing Hiring Consistency

The Division of Human Resources has created a new Hiring Certification program to be released this October. The program is designed to streamline and enhance our hiring procedure in regards to compliance, processes and systems. 

This self-paced educational and professional development program is designed for hiring managers and search committee members and will take approximately 6-8 hours to navigate through the various topics. Starting in October, all hiring managers will be required to go through the certification program and will be offered opportunities annually to recertify. At a later date, search committee members will be required to complete the certification process as well. 

The program, which will be accessible using Blackboard, features five modules; compliance, hiring process, employment law, search committee resources and making the salary offer. Once all the modules have been reviewed, there will be a short quiz. The passing rate to earn certification is 80 percent or higher and there will be no wait time if the test has to be retaken. 

The certification program is intended to provide a standard training process regarding university hiring.  It will also provide a one stop location that will store tutorials, training materials, quizzes, and videos for search committees to access as needed. Additional goals of the certification process include a reduction in time to fill positions, preventing and/or minimizing Office of Federal Contract Compliance Programs (OFCCP) violations, and increasing awareness of Affirmative Action history and federal/state equal employment opportunity laws. 

For questions regarding the Hiring Certification Program, please contact the Talent Acquisition Office at x 22100 or the Affirmative Action Office at ext. 22038. 

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 Kent State University 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, 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)?

  1. 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.
  2. 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.
  3. 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, program coordinator for the Office of Sexual and Relationship Violence Support Services, also can 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.
  4. 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:

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 also is available on the Office of Sexual and Relationship Violence Support Services and Division of Human Resources websites.

Kent State University Hotel is Top Choice for University Guests, Meetings

The Kent State University Hotel and Conference Center has been designated by the university as the primary destination for its guests, conferences, meetings and other such needs.  In addition to its proximity to the Kent Campus, the selection was based upon the value and various amenities provided by the hotel. If your department will be housing overnight guests or planning an off-site meeting or conference, the Kent State University Hotel and Conference Center must be used, providing it can offer suitable accommodations for your timeframe.
 
In the event that accommodations are not available at the Kent State Hotel, the Sheraton Suites in Cuyahoga Falls and the Holiday Inn Express and Suites have been approved as alternate facilities.
 
Contact information for these hotels may be found on the Procurement Department website.
 
Questions should be directed to Larry McWilliams, assistant manager, Procurement, at 330-672-9196 or lmcwilli@kent.edu.

Dates to Remember:

National Hispanic Heritage Month
 

Sept. 8
 International Literacy Day
Sept. 11 Day of Remembrance
Employee Appreciation Day. Visit http://www2.kent.edu/hr/employeeappreciation for more details.
Sept. 17
 Constitution Day, Citizenship Day
Sept. 21
 International Peace Day
Sept. 22
 First Day of Autumn
Sept 24
 		Rosh Hashanah (Jewish observance begins at sundown)

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.

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