HR Forum: Connecting HR… Serving the Duke Community August 12, 2009 9-11 a.m. Medical Center Boardroom, Duke South

Today’s Meeting Topics H1N1 Update “Doing Good in the Neighborhood” Annual Employee Giving campaign Duke Employee Kickoff Celebration

H1N1 Update

Increased Probability of Outbreak at Duke 13,000 students arriving on Campus this month. Beginning of the ‘seasonal’ flu. Ongoing prevalence of novel H1N1. **Manager-Staff Communication is Critical

How Bad is It? At this time H1N1 acts very much like seasonal influenza. Seasonal influenza is a serious disease. Except for older individuals few have had experience with this strain. Many are susceptible and will get infected. Nationwide, 25 - 35,000 die yearly due to seasonal flu.

How can I Reduce Exposure? Wash your hands Keep your hands away from your face Keep your distance from sick individuals Get Vaccine when available

When Staff Experience Flu-Like Symptoms Seek medical care as needed from PCP or Urgent Care. Staff should communicate directly with their supervisor in the same manner they would for any other illness. Patient Care staff must also notify Employee Occupational Health and Wellness (EOHW).

Temporary Time Off Policy Absences due to influenza will be covered under existing time off policies unless a staff member has exhausted all accrued time off: -University (Vacation/Sick leave) -Health System (Paid Time Off- PTO)

Temporary Time Off Policy, Contd. Temporary policy: - If benefits-eligible staff member has influenza. - If all accrued time off is exhausted. *Vacation, Sick and D-days for University staff *Short Term, Long Term, and Carryover Banks for DUHS staff - Eligible for up to 3 days of accrued time based on the employee’s regular daily work schedule. - Covers short-term PTO bank or Sick Leave.

Temporary Time Off Policy, Contd. The temporary policy will be effective from September 1, 2009, through March 31, 2010. Can only be used by a staff member once during this period. The policy will be reevaluated in Spring 2010 to determine potential extension. Advanced time will be deducted from a staff member’s subsequent pay period accrual for Sick Time or Short Term PTO Bank until the balance returns to zero. Additional communications regarding detailed procedures will be distributed to departmental HR and payroll representatives in the coming week.

Telecommuting Managers are encouraged to use discretion Decisions to allow telecommuting should be based on various factors: - Staff member’s role and responsibilities - Performance history - Access to appropriate technology Guidelines for flexible work arrangements (including forms, templates, etc): http://www.hr.duke.edu/flexwork/ 11

Vaccination Free vaccinations for seasonal flu will be available to all faculty and staff this fall. The seasonal flu vaccine will not protect against the H1N1 influenza virus. A separate vaccine is being developed for H1N1, but it is expected to be available in late fall and only in limited supply.

Vaccination, Contd. Seasonal flu vaccinations will begin with health care workers the week of Sept. 28. *A detailed schedule will be communicated in the coming month. Seasonal flu vaccinations for all other faculty and staff will begin the week of Oct. 12 and continue until Dec. 3. H1N1 vaccine will be distributed based on criteria as defined by the Centers for Disease Control (CDC).

Contingency Planning Contingency plans are being established in the event of a widespread influenza outbreak at Duke. Senior administrators are working with various administrative departments that provide central support services: - dining, facilities, transportation, payroll All schools and departments are encouraged to identify essential services and develop contingent staffing plans if needed.

Return to Work Staff with patient contact who have flu-like symptoms must remain home for at least 7 days from symptom onset. All other staff must be free of fever for at least 24 hours before returning to work. Staff must receive clearance from (EOHW) prior to returning to work.  Departments will receive confirmation when staff members have been cleared by (EOHW) to return to work. 15

Contact Information Questions about temporary time-off policy: Staff & Labor Relations: 684-2808 (University) 684-5557 (DUHS)  Questions about pay, timecards, etc.: Corporate Payroll Services: 684-2642 Questions about employee health: Employee Occupational Health & Wellness: 684-3136, Option 2 684-8115 (after hours)  16

Duke’s Annual Employee Giving Campaign 17 17

Doing Good in the Neighborhood Duke faculty and staff have a long tradition of supporting the community through service and financial support. The “Doing Good” giving campaign gives you more options to support the community. Duke’s “Doing Good in the Neighborhood” campaign is Sept. 7 through Oct. 31. 18 18

Community Giving Options Includes local agencies supported through the Duke-Durham Neighborhood Partnership or the Duke University Health System. No administrative fees are deducted, so your entire contribution goes directly to supporting local programs. Areas of Giving Include: Partnering with our Schools Supporting our Neighborhoods Community Care Grant Fund Supporting our Young People Partnering for a Healthier Durham 19

More Information In September, you will receive a campaign packet in the mail with complete instructions. In your campaign packet you will find: “Doing Good” brochure “Community Giving Options” pledge form United Way agency list United Way pledge form 20

Giving is Easy You can return the pledge form in the campaign packet or donate online at: www.community.duke.edu 21 21

Employee Kick-Off Celebration

Employee Kick-Off Celebration Last year, more than 12,000 staff, faculty and family members attended the first annual Employee Kick-Off Celebration

This Year’s Event Labor Day Weekend Saturday, September 5 at 7 p.m. Duke vs. Richmond

Employee Fan Zone Employee Fan Zone opens at 4 p.m. Blue Devil Alley Walk at 4:30 p.m.

Food, Family Fun, Football Free tickets for employees and up to 3 guests. Food, music, inflatable games, face painting, & raffles.