HR Forum: Connecting HR… Serving the Duke Community April 9, a.m. – 10:30 a.m. Medical Center Boardroom

Agenda FMLA Changes Duke Appreciation Personal Benefits Statement & Financial Fitness Week HR Policy Changes Reminders & Updates – Harassment Training – Conflict of Interest – West Main St. Closing – Southside Housing 2

FAMILY MEDICAL LEAVE ACT (FMLA) HR Forum

4 New FMLA Poster

FMLA use of accrued time Use of Accrued Time Any accrued time in the form of vacation, sick leave, discretionary/designated holidays, or Paid Time Off (STB/LTB/COB) may be used at the staff member’s discretion prior to taking an unpaid leave of absence.

FMLA mandatory use of accrued time Use of Accrued Time Any accrued time in the form of vacation, sick leave, discretionary/designated holidays, or Paid Time Off (STB/LTB/COB) must be used to cover an FMLA absence prior to staff taking an unpaid leave of absence.

DUKE APPRECIATION HR Forum

Appreciation Events in May May 5: Duke Chapel Service honoring employee May 16: Night of Duke Stars May 17: Family Movie Night NEW! – East Campus Lawn – Popcorn provided (while supplies last) Other Activities – Duke Night Out discounts at local restaurants – Duke Family Nights at the Durham Bulls – Lemurs Live Tour discount (May 3, May 25) – Free Perkins Library Tours (May 13, May 15) – Discounts on Duke Baseball vs NC State games (May 16, 17, 18) Career Service Awards 8

Picture Your Retirement: How are you framing your future?

Personal Benefit Statement Your statement should arrive at your home in early May. It provides an overview of Duke’s investment in you. The statement also offers you the chance to review your benefits and ensure insurance coverage meets the needs of you and your family.

Personal Benefit Statement Direct Pay Health & Wellness Benefits Retirement Savings

Financial Fitness Week at Duke Learn more about how to take advantage of your benefits at Duke. Hear from industry experts on investing, retirement planning, insurance, etc. Family members welcome

Financial Fitness Week Events May 20 Cyber Monday Online Webinars 11 a.m. – 3 p.m. Tune in from your desk for seminars on Target Retirement Funds Distribution Options at Retirement Estate Planning Workplace Savings Programs

Financial Fitness Week Events May 22 Searle Center Seminars 8 a.m.Investing for Life’s Goals 9 a.m. Retirement Income Planning: Distribution Planning for Today’s Retirement 10 a.m.Consider a Target Retirement Fund 11 a.m. Creditability: Build a Strong Credit History Noon – 2 p.m.Information Booths 1 p.m. Retirement Income Planning: Shifting from Saving to Spending 2 p.m. Your Retirement Plans at Duke 3 p.m. Understanding Social Security in Retirement

Financial Fitness Week Events 4-hour Retirement Planning Workshop for employees age 55 or over with 10 years of service: May 22 8 a.m. – Noon At Searle Center OR 1 p.m – 5 p.m at Duke Regional Hospital

Financial Fitness Week Event Additional workshops held at Duke Regional Hospital Tuesday, May 7 11:30 a.m. & 3 p.m. -- Retirement Strategies for Women Noon -- Creditability: Build a Strong Credit History 12:30 & 2 p.m. -- Investing for Life’s Goals 2:30 p.m. -- Your Retirement Plans at Duke

Financial Fitness Week Events Additional Online Resources Visit for more than two dozen additional online resources – videos, calculators, and more – to help you plan for retirement.

View complete list of workshops and descriptions and register to reserve a seat at hr.duke.edu/financialfitness.

HR POLICY UPDATES HR Forum

HR Policy Manual Updates Workplace Violence Prevention and Response – Policy details added to describe violent behaviors and recommend reporting of behaviors that may suggest the need for intervention. Pay Deductions – Language updated to reflect the previously announced change in the name of the 403(b) plan for hourly-paid staff to Duke University Faculty and Staff Retirement Plan. 20

HR Policy Manual Updates Benefits to Survivors of Currently Employed – Language changed to be consistent with the policy that became effective Jan. 1, 2012, regarding the eligibility for dental, health and vision insurance of surviving dependents in the event of an employee’s death. Covered dependents will be eligible based on criteria for retiree health, dental or vision insurance. Otherwise, family members may continue coverage through COBRA. – Language updated to reflect the previously announced change in the name of the 403(b) plan for hourly-paid staff to Duke University Faculty and Staff Retirement Plan. 21

HR Policy Manual Updates Family Medical Leave Act (July 1, 2013) – Policy updated to indicate that any accrued sick/vacation or Paid Time Off (DUHS) must be used prior to taking unpaid leave. Criminal Background Checks 22

REMINDERS & UPDATES HR Forum

Harassment Prevention Training 24 Category# Registrations# Complete % Complete All46,78925,21753% Faculty8,5142,91434% Staff37,97122,02558% Harassment Policy Toolkit (Non-supervisory module) Category# Registrations# Complete % Complete All3,6823,09384% Faculty % Staff3,4092,87384% Harassment Complaint Handling (Supervisory module)

Conflict of Interest Disclosure Deadline: April 15, 2013 Under the Duke Financial Conflict of Interest (FCOI) Policy, Duke employees are required to annually disclose outside financial relationships if the employee may be independently responsible for making decisions regarding research, education, purchasing, clinical care, or administrative responsibilities. In order to simplify the disclosure process, all faculty members and exempt employees making at least $25,000 per year are now included in this mandatory disclosure process. 25

West Main St. Closure Beginning May 13, West Main Street along East Campus (between Buchanan Boulevard and Swift Avenue/Broad Street) will be closed for five months for a state bridge replacement project. During the project, motorists, Duke buses, and the Bull City Connector will be rerouted. 26

Project Area

Southside Housing Initiative 28 General Interest Forms Accepted Beginning April 10

THANKS FOR COMING HR Forum Please sign an attendance sheet