Voice
Smoke jumpers land in front of the Butrovich as part of Outdoor Days. Photo by Monique Musick.

Announcements May 2017

  • Banner 9 migration to begin this fall
  • Basic steps to online safety and security
  • New UAOnline homepage June 1
  • Summer flex hours
  • UA College Savings Plan May outreach events
  • Complete required safety training
  • New first aid kits in Butrovich
  • Report dangers or injuries, file claims and more using Online Incident Reporting
  • Summer construction and temporary staff relocations
  • Wellness program updates
  • Statewide Staff Resources page provides information relevant to SW staff
  • SAA election results
  • SAA May meeting highlights
President Johnsen was a guest on "Talk of Alaska" Tuesday morning with Steve Heimel discussing the state of our education system in Alaska. Click photo for more information

Banner 9 migration to begin this fall

The University of Alaska relies on Banner programming by Ellucian for financial, student services and human resources transactions. Support for the current version will end in fall 2018. We have sixteen months to migrate all operations and business processes to Banner version 9. After December 2018, Banner 8 will not be supported and cannot be used.

The three major functional areas are being upgraded in separate stages. Teams are working on implementation plans now with roll-out to users to occur by fall 2018. Periodic communications will let you know the status of the transitions and how it will impact users. MORE...

Basic steps to online safety and security

Follow these six National Cyber Security Alliance recommendations to better protect yourself online and make the Internet more secure for everyone:

  • Fortify each online account or device. Enable the strongest authentication tools available. This might include biometrics, security keys, or unique one-time codes sent to your mobile device. Usernames and passwords are not enough to protect key accounts such as e-mail, banking, and social media.
  • Keep a clean machine. Make sure all software on Internet-connected devices — including PCs, laptops, smartphones, and tablets — are updated regularly to reduce the risk of malware infection.
  • Personal information is like money. Value it. Protect it. Information about you, such as purchase history or location, has value — just like money. Be thoughtful about who receives that information and how it’s collected by apps or websites.
  • When in doubt, throw it out. Cybercriminals often use links to try to steal your personal information. Even if you know the source, if something looks suspicious, delete it.
  • Share with care. Think before posting about yourself and others online. Consider what a post reveals, who might see it, and how it could be perceived now and in the future.
  • Own your online presence. Set the privacy and security settings on websites to your comfort level for information sharing. It’s okay to limit how and with whom you share information.

Complete required safety training

To ensure safety training is complete for all Statewide employees a new folder with the required classes has been loaded into Skillsoft.  Click HERE to download instructions to access the five required safety courses to enroll and add them to your plan.

You may have completed these courses in the past and if so they will populate to your plan and a green dot will appear next to the course name and you will not have to retake that course at this time. If there is not a green dot then please take the course, even if you have completed similar training in the past. The goal is to have everyone 100% complete, and verified in the Skillsoft tracking system, by May 30, 2017.

New first aid kits in Butrovich

Brand new, updated first aid kits have been purchased for 9 locations in the Butrovich building. The building manager will be checking and restocking them every 3 months.  Please let Dawn Lighthall know if you notice something needed sooner.

The locations of the first aid kits are:

Basement

  • east end utility room
  • Suite 019 - Records office
  • Suite 001- old Risk suite

First Floor

  • Suite 103 - kitchenette
  • Suite 105 - Dana Platta’s desk
  • Room 110 - mailroom

Second Floor

  • Suite 202 - President’s suite copier room
  • Suite 207 - College Savings Plan kitchenette
  • Suite 212 - HR kitchenette

Report dangers or injuries, file claims and more using Online Incident Reporting

www.alaska.edu/origami

Web-based reporting has replaced paper incident and accident forms system-wide. Any UA employee or student is able to make use of Online Incident Reporting by logging in with their UA username and password. Incidents that must be reported through this system include:

  • UA Employee Injuries
  • Non-Employee Injuries (Including Students)
  • Unsafe Conditions
  • Damaged Property
  • Damaged Vehicles

Examples of unsafe condition reports include:

  • ADA: Lack of accessibility/accommodation, disability issues, etc.
  • Public Safety: Inadequate lighting in common areas, foot or vehicle traffic safety concerns, fire hazards in dorms, etc.
  • General Safety: Damaged walking surfaces, broken handrails, lack of personal protective equipment available for lab operations, indoor air quality concerns, blocked exits, exposed wiring, inoperable emergency eyewash/showers, etc.

Summer construction and temporary staff relocations

The Butrovich building summer construction project is starting in suites 202, 203, and room 204 (the Sherman Carter conference room). Crews will be replacing the fireproofing in the ceiling that was not completed last year.

The project is scheduled to begin on June 5 (though they will be starting prep work earlier) and end approximately July 12. General Counsel’s office recently moved to suite 001 in the basement. More moves are scheduled to take place between now and June 5.

HERE is the list of the temporary offices where you can find everyone. All phone numbers will remain the same.

SAA election results

The 2017 SAA election results are in! Your new Statewide staff representatives are:
  • Shiva Hullavarad
  • Elaine Main
  • Monique Musick
  • Sarah Villalon
  • Derek Ward
  • Josiah Borkovec (First Alternate)
  • Laycie Schnekenburger (Second Alternate)
Go to www.alaska.edu/governance/ saa / elections / to learn more about the newly elected representatives. 
 
Thanks to everyone who submitted a nomination, accepted a nomination, voted, or otherwise supported this year's election.  

SAA May meeting highlights

The Statewide Administration Assembly held a regular business meeting on Wednesday, May 17. Below are highlights from the meeting.

May SAA Highlights

  1. SAA elections concluded on May 10. Results can be viewed at www.alaska.edu/governance/saa/elections/.  
  2. Representatives prepared for their upcoming annual meeting in June, when they will meet with UA leadership to discuss goals and challenges for FY18.
  3. Representatives continue to explore options to boost morale and are working toward a lunch'n'learn program.
  4. SAA discussed collaborating with faculty governance to help bridge any future communication issues.
  5. The UA Staff Alliance passed a resolution in support of designating an Indigenous Peoples' Day at UA. Student and faculty groups also passed resolutions in support of creating the day of recognition. The Staff Alliance's resolution can be read HERE.  
  6. The final, approved changes to SAA's constitution and bylaws have been posted online.
  7. SAA discussed creating a safety committee, and looking in to safety training opportunities for SW staff.
  8. New officers (president, vice president, and secretary) will be elected at the annual meeting in June.

SAA will meet next on Thursday, June 22 in Fairbanks for their annual meeting. Reach out to SAA Representatives to share your ideas and/or concerns. Additional information about SAA meetings is available on its website.

New UAOnline homepage June 1

The UAOnline homepage will transition to a new and more modern looking homepage on June 1, 2017.  

You can checkout the new homepage from the current UAOnline page by clicking on the link titled "Click here to view the new UAOnline Homepage" in the lower right corner of the current homepage. The direct link is: http://www.alaska.edu/uaonline/  
 

Summer Flex Hours

Summer hours programs provide a benefit to Statewide employees, and we would like to extend the option to the departments to exercise maximum flexibility in approving employee requests to take time off during June, July and August. Modification to individual employee hours (both exempt and non-exempt) is permitted within the department with the caution that any change in schedules cannot be to the detriment of the university or the services your department provides Mon-Fri,  8am-5pm  (or your usual service hours). Please also be advised that any schedules may be suspended or canceled with or without advance notice to the employee if warranted by university need.

Supervisors are free to be creative in scheduling, but ensure that any overtime eligible (non-exempt) employee is not regularly scheduled to work more than 40 hours in a single workweek unless their overtime is approved. To help with this, all changes to an employee’s schedule for the summer must be first documented and approved on the Change of Work Hours Request and submitted to the SW HR office. Revised schedules must encompass full pay periods only and may begin starting  Sunday, May 28th  and ending  Saturday, August 19th .

Special consideration must also be given for the two holidays that occur in July. Holidays accrue to a maximum of 8 hours each. A benefits-eligible employee who is working, for example, a four, 10-hour day schedule for the summer would have to charge both the full holiday plus two additional annual leave hours each day to receive full pay if not working on the 3rd or  4th of July  this year.

Please contact the HR office at extension 8215 if you have any questions about scheduling or would like assistance in developing your options.

Forms need to be submitted to Cheyenne Anderson at Statewide HR.

UA College Savings Plan May outreach events

The UA College Savings Plan had an exciting day May 20 participating in two community events in Fairbanks and Anchorage.

In Anchorage, staff worked an activity booth at the Reading Rendezvous, a free event held outside the Loussac Library. The Reading Rendezvous is a fun, family-friendly event where local businesses and non-profit organizations offer literacy-themed activities for children. Reading Rendezvous celebrations have often included live music, magic shows, jugglers, and live animals.

In Fairbanks, the College Savings Plan hosted a booth at the Where’s Wooly? scavenger hunt, a fundraiser event for the Fairbanks Children’s Museum. Scavenger hunt participants scoured Pioneer Park to find clues, and fill up their clue cards to be entered into a grand prize drawing.

Buffy Kuiper and Liz Bowman staff a UA College Savings Plan booth during the Where's Wooly? scavenger hunt benefit for the Fairbanks Children's Museum.

Wellness Program Updates

Early Completion Drawing Winners!

UA held a early completion drawing for any eligible employee, spouse, or FIP on UA Choice Plan who completed all of the FY17 program requirements by March 31st.  A $200 Visa gift card was given away per each represented UA campus, including Statewide. The remaining qualified individuals were included in a second drawing to win one of 40, $50 Visa gift cards.  

All winners have been contacted and you can view who won HERE!

FY17 Program Wrap-Up

We are at the time when all Healthyroads accounts need to be finalized for rebate fulfillment. Log-in today to ensure that all incentive requirements have posted to your Healthyroads account. You want to see 100% completion within both sections on the ‘Plan Summary’ page and that you have completed a:

  • Personal Health Assessment
  • Biometric Screening
  • Earned 5 points

If you see any discrepancies or have questions, please contact Sara ASAP—contact information below!

FY18 Wellness Rebate Payout

Each eligible individual who completed the FY17 program requirements will be saving $600 towards their FY18 healthcare contributions. The rebate will start with the first pay period of FY18 in July, or the start of your contract if not a 12-month employee. The rebate is always paid-out to the employee who carries the insurance and you can verify that it is being included by reviewing your paystub. The wellness rebate is noted within your healthcare deductions section. Keep in-mind that the rebate earned is divided-up per pay period during FY18; it is not a lump sum amount!

FY18 Wellness Program Launch

The FY18 wellness program will launch on Healthyroads 7/1/17. The program will provide a ‘look-back’ to 5/1/17 for all eligible activities, same as previous years. Keep an eye out for program communications to start with the fiscal year!

For any additional questions on the wellness program, please contact Sara Rodewald, UAs on-site Program Manager from Healthyroads:
sararo@ashn.com
(907)450-8203

Statewide Staff Resources page provides information relevant to SW staff

The Statewide Staff Resources page www.alaska.edu/sws was developed to be a useful resource for system office employees. Many Statwide pages fill an external role, and finding the right place to house internally-focused information can be tricky. While not intended to replace the wealth of information located in other places, the /sws page consolidates some of the most important links into a single location.

This is also where you can access a form for nominating staff for a Spotlight Award and to view past recipients, review the list of e-mail list servs for Statewide, access training links, emergency information and more.

The resource is a work in progress and your feedback or suggestions are truly welcome. Please send any edits, suggestions or additional links to mmusick@alaska.edu.

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