Connecting HR… Serving the Duke Community

July 2014

HR Forum

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Agenda • Construction Updates • Parking and Transportation Update • Reimbursement Accounts – Non-Discrimination Testing

L&OD fall courses • Workers’ Compensation Injury Reporting • LIVE FOR LIFE update • Employee Kickoff • Hurricane Season/DukeALERT Test • Reminders & Updates

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CONSTRUCTION UPDATE HR Forum

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Summer 2014 Transit Impacts

July 8, 2014 HR Forum

Campus Drive closed from Main St Bridge to Swift Ave, June 15 - August 15 C2 detoured Smith Warehouse served in Eastbound direction along Maxwell St Swift Ave closed completely July 11-14 (service to/from Swift @ Caswell via

Duke Van shuttles) Campus/Chapel Drive Roundabout construction,

June 23 – July 27 C2 and H5 routes detoured West Campus Stop closed, June 23 – July 27 (Duke Vans available for ADA

service to/from Chapel) Various closures of roundabout entry points:

Wannamaker Dr closed: June 23 – 29 Flowers Dr closed: June 30 – July 14 Campus Dr closed: July 14 - 27

Buchanan Blvd closed for City traffic project, July 9-11

No anticipated impacts to passenger service, however Duke Transit and Van services may be routed around construction at Buchanan near Maxwell St intersection

Cancer Center Crosswalk Reconstruction, July 17 – 28

H5 stops at DMP will not be served – passengers will board along Trent Dr

Summary of Impacts

June 23 – June 29: Campus Dr Construction

June 30 – July 13: Campus Dr Construction

July 14 - July 27: Campus Dr Construction

July 28 – August 15: Campus Dr Construction

July 14 – July 28: DMP Construction

Duke Transit Dispatch: 919-684-2218 Duke Vans Dispatch: 919-684-2020

Alison Carpenter, AICP

Transit Planner 919-684-3640

alison.carpenter@duke.edu

Marian Brown Duke Transit Lead Supervisor

919-681-4002 marian.brown@duke.edu

Questions or concerns? Contact:

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REIMBURSEMENT ACCOUNTS HR Forum

Reimbursement Accounts Non-Discrimination Testing

• Purpose – To determine whether the plans favor highly compensated

employees (those earning $115,000 or more in 2013)

• HCRA and DCRA testing required annually • Failure = plans become taxable income for highly

compensated employees • Passed health care account testing • Failed dependent care account testing

– 1,757 employees enrolled in 2014 DCRA – 261 highly compensated employees enrolled in 2014 DCRA

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Reimbursement Accounts Non-Discrimination Testing

• To pass, must stop DCRA deductions for highly compensated group for 2 months – Last deduction for 2014 will be in October – November and December 2014 deductions will not be taken – Partial deductions cannot be taken

• Letters being mailed July 28th to highly compensated participants – Reminder email in mid-October

• No action required by participant • Does not impact 2015 enrollment

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Learning & Organization Development Course Offerings

Fall Offerings July-Dec 2014

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HR Forum July 8, 2014

RL6 Implementation: Employee Incident Reporting

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SRS/RL6 Overview

• Safety Reporting System (SRS) is an important tool that helps Duke proactively address potential patient safety risks

• Current system developed in-house over 10 years ago

• RL6 represents a highly efficient, state-of-the-art advance in Duke’s safety reporting system

• Integrates patient safety reporting, risk management, and patient & visitor relations

• Will change how work-related injuries are reported

• Latest initiative of the DUHS’ continued commitment to our values; advancing patient safety

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Timeline

• User acceptance testing of all modules (Phase 1& 2): April 10 – April 25

• SRS communication plan engaged: April 4 until go live

• SRS training plan engaged: May 14 until go live

• Go Live: June 24 (Tuesday)

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What’s Not Changing

• Access SRS via PIN workstations

• Employee incidents reported via SRS

• Reports must be filed within 24 hours of incident, even if no medical treatment is necessary

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Employee Event

New Icon Screen for SRS

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Workplace Injury Reporting: New SRS

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Secured by NetID

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Form on HR Website

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Benefits Managers

Policies Forms or

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WHAT WHEN CONTENT/MESSAGE WHO

Acute & Ambulatory Human Resources meeting

May 9 • Review history/background of change • Explain how reporting will be done via HR

website • Review timeline and communication plan

Chip Kyles

DUHS entity management meetings

Various (May – June)

• Review history/background of change • Explain how reporting will be done via HR

website • Review timeline and communication plan

Entity Chief HR Officers

Manager memo & flier

June 9 • Announce change in process for reporting • Include flier to post in work areas

Kyle Cavanaugh

Inside Duke Medicine

June • Announce change for DUHS reporting OCS Editorial Team

Entity newsletters June • Include article or newsbrief describing change in process for reporting work-related accident, injury or illness using the Duke HR website.

Entity Chief HR Officers

Links to websites (HR, OESO, etc.)

June 24 • Duke HR (Forms, Benefits, Managers, Policies) • OESO • RL6

Paul Grantham

Communication Plan

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If you have questions about injury reporting, please contact Workers’ Compensation:

Website:

www.hr.duke.edu/benefits/medical/workcomp

Phone: 919-684-6693

Questions or Need Assistance?

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LIVE FOR LIFE UPDATES HR Forum

Duke Fitness Club • 14 facilities in 24 locations • New facility coming in August • Payroll deduction and no contract

Take Ten • Increase your flexibility, strength, or cardiovascular health • Self-paced-ten minutes, twice a day • Earn LIVE FOR LIFE dollars

Take The Stairs • Add activity to your day • Log your steps – up and down • Earn LIVE FOR LIFE dollars

Run/Walk Club • 12-week walking and running program • Training groups for all levels – beginner walkers to experienced runners • Four locations: DRAH, DRH, West and East Campus • Starts August 18

LIVE FOR LIFE Fitness Opportunities

684-3136, 0pt.1 or www.hr.duke.edu/benefits/wellness

Get ready! Duke Endurance Team Training for the Bull City Half Marathon starts July 14th ! Summer Yoga Series. Wednesdays from 5:30pm-6:15pm at the DMP for 6-weeks (July 2 –Aug 6).

July 12 – 20 FREE access to Wilson, Brodie or the Central Campus Pool Saturday, July 12 – Kickoff Pool Party (food and drinks provided) at Central Pool. 11am-2pm Monday, July 14 – Wilson Center free breakfast from 6am-9am. Spin class at 6:15am Tuesday, July 15 – Walk at 7:00am outside of Brodie Center around East Campus. Wednesday, July 16 – Wilson Center free breakfast from 6am-9am. Spin class 6:15am Thursday, July 17 – Walk at 7:00am outside of Brodie Center around East Campus

684-3136, 0pt.1 or www.hr.duke.edu/benefits/wellness

LIVE FOR LIFE Fitness Opportunities

684-3136, 0pt.1 or www.hr.duke.edu/benefits/wellness

• July 8, 11:30 a.m. to 1:30 p.m. - Duke Raleigh Cafeteria

• July 9, 11 a.m. to 1:30 p.m. - Duke Hospital Dining Atrium Hallway

• July 11, 11 a.m. to 2 p.m. - Duke Farmers Market

• July 14, 11 a.m. to 1:30 p.m. - DCRI North Pavilion Atrium

• July 15, 11:15 a.m. to 1:30 p.m. - Duke Regional Cafeteria

• July 16, 11 a.m. to 1:30 p.m. - Duke Medicine Pavilion Entrance

• July 21, 11 a.m. to 1:30 p.m. - DCRI Durham Center 1st Floor

July Tobacco Free Celebration

Speak with LIVE FOR LIFE staff about how to quit, help others quit, and how to find a free, Duke-led cessation program that fits their needs:

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DUKE FOOTBALL

HR Forum

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Employee Kickoff • August 30 vs Elon • Grab a bite under the KVille tent beginning at

3 p.m. • Enjoy your meal on the courts in Wilson Rec

Center in air-conditioned comfort • Game kickoff set for 6 p.m. • Sign up for tickets online beginning August 4

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Season Tickets • Duke employees receive a

56% discount on season tickets

• Only $110 per season ticket • 7 exciting home games

including UNC, Virginia and Virginia Tech

• Employees are seated in the new blue chair backs

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HURRICANE SEASON HR Forum

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Hurricane Season • 8-13 named storms

expected this year; 3-6 could become hurricanes

• Names range from Arthur to Gonzalo to Wilfred.

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What to Do in a Hurricane • Stay inside until danger has passed. • Seek shelter on the lowest building level, interior rooms

or hallways with interior walls. Use interior spaces with short spans.

• Stairwells, bathrooms and closets are good spots. • Put as many walls as possible between you and the

exterior of building. • Avoid windows and doors with glass panels. • Monitor emergency.duke.edu or call (919) 684-4636 for

updates.

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DukeALERT Test • Wednesday, July 23 at 10 a.m. • Outdoor Warning System: Siren only • Survey posted on emergency.duke.edu

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REMINDERS & UPDATES HR Forum

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“Best Employer” Award

Thank You for Attending

Please sign the attendance sheet.