Talent@Iowa HR Governance Council Meeting December 8, 2016

Agenda Welcome & Overview: Cheryl Reardon Immigration Update: Randall Ney FMLA Update: Nathan Stucky Phase One Committee Progress: Sue Sager Executive Council & Subcommittees: Cheryl Reardon Communications: Lin Larson Upcoming Governance Council Meetings: Cheryl Reardon

Talent@Iowa Immigration Committee HR Governance Council Meeting December 8, 2016 Randall Ney, Director UI Faculty and Staff Immigration Services University Human Resources randall-ney@uiowa.edu 335-2263

Immigration Committee Update Institutional Impact Expand inclusiveness and diversity of campus faculty and staff Streamline hiring experience for foreign nationals Enhance recruitment and retention through comprehensive immigration case management/expertise Yield cost savings to hiring departments through redeployment of human resources personnel Streamline information flow within University and departmental HR Improve accountability and transparency through cloud-based access to immigration case files

Immigration Committee Update Features Information and documentation flows directly between foreign national hire and Faculty and Staff Immigration Services (FSIS) Individualized case management plan developed for each foreign national hire FSIS will be responsible for processing e-vouchers for filing fees FSIS will be responsible for “PERM-qualified” market tests in connection with permanent residency sponsorship FSIS will review new hires for eligibility for permanent residency sponsorship and initiate sponsorship unless hiring department declines to proceed

Immigration Committee Update Evaluative Metrics Shorten time from date of offer to date of H1B filing for new hires Increase time from date of H1B extension filing to date of H1B expiration Shorten time from date of offer to date of permanent residency sponsorship (faculty) Shorten time from date of offer to date of permanent residency sponsorship (eligible P&S)

Immigration Committee Update Implementation Timeline Completed: Automatic Workflow notification to FSIS of selection of foreign national requiring University sponsorship; campus-wide training and communication regarding new service model Fourth quarter 2016: Transition of case intake, processing, and management to immigration case management software: eImmigrationAir January 2017: Campus-wide implementation March 2017: First-quarter evaluation of program and implementation of needed modifications June 2017: Second-quarter evaluation of program and implementation of needed modifications

Immigration Advisory Committee Thank you! Randall Ney, Director UI Faculty and Staff Immigration Services University Human Resources randall-ney@uiowa.edu 335-2263

Talent@Iowa FMLA & Leave Management Pilot HR Governance Council Meeting December 8, 2016 Nathan Stucky, Director UI Faculty and Staff Disability Services University Human Resources hr.uiowa.edu/fsds 335-2660 FMLA & Leave Management Pilot Program

Leave Management Features FMLA Tracking Software Leave Resources Website E-medical file Supervisor Training

Leave Management Redistribution of Roles and Organizational Impact Role Pre-Pilot Pilot Calculate FMLA eligibility HR Rep FSDS Issue all FMLA and non-FMLA leave notices HR Rep FSDS Review FMLA medical certification paperwork HR Rep FSDS Communicate leave needs with supervisor/HR Rep HR Rep FSDS Administer annual FMLA certification HR Rep FSDS Organizational Impact Leave-processing efficiencies Monitored legal compliance with the Family & Medical Leave Act & ADA Confidential employee consultations Consistent campus-wide practices Centralized and secure storage of medical files

Leave Management Evaluative Metrics Time to calculate FMLA eligibility Time to complete and process leave notices Time to review medical documentation and designate leave Total case time Number of cases missing required FMLA time frames – med file audit Number of processing errors and policy errors – med file audit

Leave Management Pilot Timeline October 1, 2016 Pilot implementation in Office of Animal Resources and University HR January 31, 2017 End of Pilot February, 2017 Assessment of pilot and consideration for campus expansion

Talent@Iowa FMLA & Leave Management Pilot Thank you! Nathan Stucky, Director UI Faculty and Staff Disability Services University Human Resources hr.uiowa.edu/fsds 335-2660 FMLA & Leave Management Pilot Program

Phase One Committee Progress Governance Council Immigration FMLA IT Transition HR Independ. Org Payroll Initiation Planning Implementation Evaluation Initiation Planning Implementation Evaluation Initiation Planning Implementation Evaluation Initiation Planning Implementation Evaluation Initiation Planning Implementation Evaluation Initiation Planning Implementation Evaluation

Choose a subcommittee … 1. Create an HR decision-making framework: Identify categories of decisions and empower distributed HR leaders 2. Establish an HR round table: Develop a forum for sharing ideas and creating professional networks Committee Composition: Co-chairs plus 3-4 committee members High-level deliverables to be determined by committee Timeline: January through summer 2017 Report progress at each Governance Council meeting

Talent@Iowa Communications Website: Online at hr.uiowa.edu/talent Progress updates: Specs for “infographics” developed; design work under way Toolkits: Messages, templates, other resources for committees in development

Governance Council Meetings Thursday, Jan. 12 11:00 – noon USB Training Room 112 Thursday, Feb. 9 11:00 - noon UCC Executive Board Room * Tuesday, March 7 3:30 – 4:30 Seebohm Conference Room 283 EMRB Thursday, April 13 11:00 - noon UCC Executive Board Room Thursday, May 11 11:00 - noon Seebohm Conference Room 283 EMRB Thursday, June 8 11:00 - noon UCC Executive Board Room Thursday, July 13 11:00- noon UCC Executive Board Room Thursday, Aug. 10 11:00 - noon Seebohm Conference Room 283 EMRB Thursday, Sept. 14 11:00 - noon UCC Executive Board Room Thursday, Oct. 12 11:00 – noon Seebohm Conference Room 283 EMRB * Date rescheduled due to UI HR Conference Exec Committee Meetings Wednesdays 1:00 USB 121A

Upcoming Meetings January 12 Proposed Agenda USB Training Room HR Independent Org Update IT Transition Update Governance Council Subcommittee Updates February 9 Proposed Agenda UCC Executive Board Room Payroll Update