1. Connecting HR… Serving the Duke Community
HR Forum
Connecting HR… Serving the Duke Community
March 2014

2. Agenda 403(b) Roth Direct Deposit Security Policy Updates
National Labor Relations Board Update
DukeALERT Test
Winter Weather Debrief
LMS Manager Dashboard
Demographic Engagement Strategy
Reminders & Updates

3. Direct Deposit Security
HR Forum
Direct Deposit Security

5. HR Forum
403(b) Roth

6. HR Forum
Policy Updates

7. Building & Facilities Access
All ingress and egress access points in Duke facilities must be equipped with hardware or an electronic access authentication device that is compliant with the provisions of this policy and the accompanying Facilities Access Governing Principles for the implementation standard.
Remote or electronic access must be controlled using institutionally authorized systems and hardware.

8. Paid Parental Leave
Updating FMLA language to be consistent with the FMLA Policy changes in 2013
“… any accrued time in the form of vacation, sick leave, discretionary/designated holidays, or Paid Time Off (STB/LTB/COB) must be used prior to taking an unpaid leave of absence.”

9. National Labor Relations Board Update
HR Forum
National Labor Relations Board Update

10. Proposed Election Rules Would:
Require the representation election date be set at the “earliest date practicable.”
Require an employer to provide a list of the full names, home addresses, telephone numbers, addresses, work locations, shifts and job classifications of eligible voters.
Eliminate an employer’s right to request a pre-election review of the filing decision.
Permit electronic filing of election petitions.

11. Outdoor Sirens Tone-Only Approach
HR Forum
Outdoor Sirens Tone-Only Approach

12. Pre-Recorded Message
For individuals indoors, the pre-recorded siren message sounded like the teacher on Charlie Brown.
Survey says … “I am in MSRB-1 building. I heard the siren, but I did not understand a word of what they were saying.”

13. Tone-Only Approach
Launching tone-only siren during March 19 DukeALERT test.
All hazards tone for tests, emergencies.
Still maintain capability to provide a live message via siren PA system.

14. In an Emergency

15. Consider this acronym …

16. Next DukeALERT Test
Wednesday, March 19 at 10 a.m.

17. Questions?

18. Winter Weather Debrief
HR Forum
Winter Weather Debrief

19. Winter Weather #1 January 28-30
Early communication with weather service
Severe Weather Operations Team initiated
Severe Weather Policy Activated
Manager memos, DukeALERT notifications, emergency blog updates, campus services site activated, Duke Today stories, social media

20. Winter Weather #2 February 12-14
Feb 10: Early weather service monitoring
Feb 12-14: Severe Weather Policy Activated
Manager memos, DukeALERT notifications, emergency blog updates, campus services site activated, Duke Today stories, social media

21. Winter Weather #3 March 3-4
March 2: Early weather service monitoring
March 3: Severe Weather Policy Activated at 2 p.m.
Manager memos, DukeALERT notifications, emergency blog updates, campus services site activated, Duke Today stories, social media

22. Winter Weather Communications
156,946 views -emergency.duke.edu blog
11,905 views - winter weather #1 Duke Today story
13,555 views - winter weather #2 Duke Today story
3,320 & 1,040 views – winter weather #3 and #4
Nearly 2,000 views - “Storify,” curated story using social media updates

23. HR Forum
LMS Manager Dashboard

24. Manager Dashboard

25. Demographic Engagement Strategy Update
HR Forum
Demographic Engagement Strategy Update

26. Faculty and Staff Retirement Plan: Increasing Retirement Awareness
Recent economic events have turned the spotlight on retirement readiness
Will employees have enough money to live comfortably during their retirement years?
Are employees saving enough?
What can we do to increase awareness on Retirement Readiness?
Are there parts of our population that we are not reaching?

27. Changing our Communication Strategy to Improve Engagement
Market Segmentation
Past initiatives:
Seminars for employees age 50 and above
Spanish language seminars
Workshops for women
Two financial seminars designed for women. Participants learned about core concepts of investing, how to overcome some of the financial challenges that women experience and begin to identify and work towards a retirement vision.
Retirement vendors have developed communications to target different groups based on age, gender, generations, etc.

28. Changing our Communication Strategy to Improve Engagement
Recent Initiatives: Financial Seminars in Feb.
“Savings for Retirement: An Important part of your Budget” – Feb. 25 The workshop focused on managing income, understanding debt and learning the importance of cash flow.
57 participants attended the workshop
Seminar prompted to take action such as: prepare a budget, start/increase contribution to the 403(b) plan, and meet with a Financial Advisor

29. Changing our Communication Strategy to Improve Engagement
“Your Duke Retirement Plans at Duke” Overview of the Employees Retirement Plan, the Faculty and Staff Retirement plan, and why participating in the 403(b) plan is important.
Presented at 7 staff meetings at Duke Hospital.
246 Duke Hospital employees attended
19% enrolled in the 403(b) plan
2% increased the contribution to the 403(b) plan
10% will meet with a 403(b) investment carrier

30. Changing our Communication Strategy to Improve Engagement
Faculty Retirement Readiness Workshops
"Fundamentals of Retirement Income Planning for Faculty”
Presented by Fidelity Investments - March 4, 2014
40 participants including spouses attended
"Paying Yourself: Income Options in Retirement"
Presented by TIAA-CREF
April 8, 2014 * Time: 6-8 p.m. * Location: Hilton Garden Inn

31. Changing our Communication Strategy to Improve Engagement
Future Initiatives:
Faculty focused seminars
Women’s seminars
Seminars for employees age 50 and above
Generation X and Y
Continue to work with vendors on diversifying communications

32. HR Forum
Reminders & Updates

33. VITA Tax Assistance http://sites.duke.edu/dukelawvita
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 $51,000.
Most locations offer free electronic filing.

34. 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.

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

36. Duke Farmers Market
Market returns April 15

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