1. March 2015 Connecting HR… Serving the Duke Community HR Forum

2. 2 Agenda Anthem Data Breach OFCCP Individuals with Disabilities Applicant Update Harassment Training Policy Updates for Spring 2015 Online Benefit Enrollment Update Research Administration Career Management Winter Weather Debrief Reminders & Updates

3. 3 ANTHEM DATA BREACH HR Forum

4. 4 Anthem BCBS Data Breach Background Information The breach was discovered January 29, 2015. Initially didn’t think it impacted people affiliated with NC BCBS. Found that those who received treatment or resided in Anthem states were involved

5. 5 Anthem BCBS Data Breach Impacted: Current or former BCBS members who received medical services or lived in one of the 14 states* served by Anthem since 2004 There are 863 individuals (484 current, 379 former) impacted who are, or were, covered under a Duke BCBS plan. These individuals will be receiving a communication from Anthem within the next few weeks. *California, Colorado, Connecticut, Georgia, Indiana, Kentucky, Maine, Missouri, Nevada, New Hampshire, New York, Ohio, Virginia, Wisconsin

6. 6 Anthem BCBS Data Breach None of the Duke employees had a SSN breach Impacted employees will be offered two years of credit monitoring and identity protection A concerned customer can call 877-263-7995 to see if they are impacted No financial or credit card information is included in this breach

7. 7 OFCCP INDIVIDUALS WITH DISABILITIES APPLICANT UPDATE HR Forum

8. 8 Growth in Applicants with Disabilities Form lists three choices: Yes, I have a disability (or previously had a disability) No, I don’t have a disability I don’t wish to answer 5 applicants contacted DMS for possible reasonable accommodations

9. 9 Growth in Applicants with Disabilities Form lists three choices: Yes, I have a disability (or previously had a disability) No, I don’t have a disability I don’t wish to answer 3 applicants contacted DMS for possible reasonable accommodations

10. 10 HARASSMENT TRAINING HR Forum

11. 11 Online Training for Faculty and Staff Keisha Williams Director, Learning and Organization Development Howie Kallem Director, Title IX Compliance

12. 12 Federal Training Requirements for Employees – VAWA New employees – offered “primary prevention and awareness programs” promoting awareness of rape, acquaintance rape, domestic violence, dating violence, sexual assault, and stalking Ongoing “prevention and awareness campaigns” for current employees Training programs must include: Statement that institution prohibits those offenses. Definition of those offenses. Definition of consent. “Safe and positive” options for bystander intervention to “prevent harm or intervene” in risky situations. Recognition of signs of abusive behavior and how to avoid potential attacks.

13. 13 Federal Training Recommendations for Employees – Title IX How to prevent/recognize sexual harassment/violence (including same-sex) Behaviors that may lead to sexual misconduct Attitudes of bystanders that may allow conduct to continue Potential for revictimization by responders and its effect on students Appropriate methods for responding, including use of nonjudgmental language

14. 14 Federal Training Recommendations for Employees – Title IX Impact of trauma on victims How and to whom to report Resources (on and off campus) for students Grievance procedures and any related policies and procedures (e.g., discipline code) and where can be found Relationship between alcohol abuse and sexual violence

15. 15 Title IX Training – Responsible Employees REs with authority to take action should know how to respond Other responsible employees know they are obligated to report What should be included in report Procedure for responding to requests for confidentiality Contact information for Title IX coordinator What to tell students: – RE’s reporting obligations – Options to request confidentiality – Available confidential advocacy, counseling, or other support services – Right to file Title IX complaint with school and criminal complaint with law enforcement

16. 16 Duke Online Training One version for faculty and staff One version for supervisors and managers Objectives – Identify sexual and related misconduct according to Duke's policies – Understand Duke employee's responsibility to report incidents of possible student sexual and related misconduct – For supervisors/managers, understand how to respond to reports of sexual misconduct and related misconduct involving students or employees

17. 17 Duke Online Training -- Content How to Recognize Sexual and Related Misconduct – Definitions, e.g., Sexual harassment: “unwelcome conduct of a sexual nature that is serious enough to interfere with education or employment” Consent: “An affirmative decision, given by clear actions or words, to engage in mutually acceptable sexual activity.” – Examples – Dynamics – causes, who is affected, impact (including of trauma) – Prevention Behavior expectations for students and staff Bystander intervention

18. 18 Duke Online Training -- Content How to respond – To conduct directed at the employee – To conduct directed at students – To conduct directed at other employees Reporting – What to report – Confidential reporting resources for victims/survivors, e.g., ER (medical attention), CAPs, Student Health, Women’s Center, PAS – Formal reporting resources (for employee, for victims/survivors), e.g., OSC, HR, OIE, Duke Police

19. 19 Additional Content – Supervisors and Managers Higher expectations for reporting and response, so more information on how to do so – Have to report misconduct by both employees and students – More discussion of how to respond Importance of listening and appropriate responses/reaction Interim measures and supports Information about Duke’s grievance procedures

20. 20 Rollout and Implementation

21. 21 POLICY UPDATES: SPRING 2015 HR Forum

22. 22 Reduction in Force A staff member who is affected by a reduction-in- force who declines a comparable position (or an interview for a comparable position) within one year of notification will be considered to have resigned Upon the end of the 60-day notice period, Declining an interview/ offer of a comparable position or stopping work, whichever occurs first, the staff member's pay will stop

23. 23 Sexual Misconduct Policy Any university employee, including any faculty member, who becomes aware of an allegation of sexual misconduct involving a student is expected to notify the Office of Student Conduct with the names of the parties involved and details of the allegation. Allegations may also be reported to Duke Police. University employees who serve in a professional role in which communication is privileged under North Carolina law (e.g., medical providers at Student Health, therapists at CAPS, Women’s Center staff, clergy who are acting in their professional role at Duke) are not bound by this expectation, except as required by law.

24. 24 Same Sex Spousal Equivalency Policy Historical Purpose 20+ years – Extend access to benefits to same-sex couples as the rights and legal status of marriage had not been available in NC Last year, NC court ruling now provides same-sex couples the same legal access to marry as opposite-sex couples

25. 25 Effective 1/1/16 Newly hired faculty and staff must be legally married to cover their partner or partner’s child under Duke’s benefits and applicable policies – Ex. health plan coverage, children’s tuition grant, sick leave, etc. Does not impact employees hired prior to 1/1/16 – All employees with a continuous service date prior to 1/1/16 are grandfathered under current SSSE eligibility guidelines. – No change regarding tax treatment if unmarried (unless qualify as dependent under tax code).

26. 26 Communication Timeline

27. 27 ONLINE BENEFITS ENROLLMENT UPDATE HR Forum

28. 28 Update on Progress Test environment has undergone final changes Communication emails have been submitted for testing Beneficiary form is being evaluated for legal sufficiency HR Communications is overhauling “New to Duke” page to include thorough instructions on enrollment process

29. 29 Easy to Enroll

30. 30 Review and Save Monthly cost to employee Start date of health plan Coverage level

31. 31 What’s Next Communication with be sent out in the next week with “Go Live” date details Begin discussing details at local meetings – Stress the importance of timely completion of the hire iForm

32. 32 RESEARCH ADMINISTRATION CAREER MANAGEMENT HR Forum

33. 33 Research Administration: Career Management link

34. 34 WINTER WEATHER DEBRIEFING HR Forum

35. 35 Winter Weather #1 January 13-14 Early communication with weather service Freezing rain after midnight Severe Weather Operations Team initiated: Jan. 13 Severe Weather Policy Not Activated Manager memos, Duke Today stories, low-level alert bar, social media

36. 36 Winter Weather #2 February 16-18 Feb 16: Early weather service monitoring Feb 16: Severe Weather Policy Activated at 7 p.m., classes canceled Feb. 17: Classes canceled, Severe Weather Policy Ends 5 p.m. Manager memos, DukeALERT notifications, emergency blog updates, campus services site activated, Duke Today stories, social media

37. 37 Winter Weather #3 February 24 Feb 24: Early weather service monitoring Feb 24: Duke Today article posted at 5 a.m., updated regularly through day Feb. 24: Managing@Duke memo distributed 11 a.m. Social media updated

38. 38 Winter Weather #4 February 26 Feb 25: Duke Today article posted at 11:20 a.m. Feb 25: Policy activated, classes canceled: 7 a.m. – 5 p.m. Feb. 26, later extended to 10 a.m. Feb. 27 Feb. 25-27: Manager memos, DukeALERT notifications, emergency blog updates, campus services site activated, Duke Today stories, social media

39. 39 Winter Weather #5 March 5 March 5: Manager memo distributed 9 a.m., 4:30 p.m. March 5: Duke Today article posted at 9:10 a.m. and updated throughout day March 5: Low-level alert bar activated 3 p.m. Severe Weather Policy Not Activated

40. 40 Winter Weather Communications 157,871 views -emergency.duke.edu blog 8,668 views - winter weather #1 Duke Today story 9,042 views - winter weather #2 Duke Today story 3,574 views - winter weather #3 Duke Today story 2,125 views - winter weather #4 Duke Today story 161,109 impressions – Twitter @WorkingatDuke 1,300+ additional faculty & staff registered for DukeALERT text messaging

41. 41

42. 42 REMINDERS & UPDATES HR Forum

43. 43 4 week competition runs March 16 – April 13 Register Now! – Register & form a team – Invite coworkers to join your team – Post fliers in your workplace – Spread the word in newsletters & at staff meetings Employees & graduate students compete – Individual & team challenges – Commute calendar – Quizzes – Social media - #unparkyourself

44. 44 Run/Walk Club 12-week program runs March 9 to May 27 Spring Session Began March 9 Multiple locations: East Campus West Campus Duke Regional Raleigh Hospital PRMO

45. 45 VITA Tax Assistance Duke Law offers assistance to taxpayers looking for free basic income tax preparation assistance. Employees may qualify for households with total income of less than $53,000. Most locations offer free electronic filing. http://sites.duke.edu/dukelawvita

46. 46 Deadline for Reimbursement Claims You have until April 15 to submit claims for expenses incurred in the prior plan year. Prior year claims postmarked after April 15 are not eligible for reimbursement. Expenses are reimbursed based on the date that the service is received, not based on when you are billed or when you pay for the service.

47. 47 Next DukeALERT Test Wednesday, March 18 at 10 a.m.

48. 48 Duke needs 30 to 50 employees and students to serve as volunteers Answer questions, help visitors find seats, and usher students to their place in the processional line About 6 hours Commencement Volunteers Needed commencement.duke.edu

49. 49 Summer Camp Registration Coming soon to hr.duke.edu

50. 50 Duke Farmers Market Mobile Farmers Market begins: April 14 Duke Farmers Market returns April 24

51. Thank You for Attending Please sign the attendance sheet.