1. HR Forum: Connecting HR… Serving the Duke Community
June 10, 2009
9-11 a.m.
Medical Center Boardroom, Duke South

2. Today’s Meeting Topics
Federal Changes in Reporting Race & Ethnicity
Employee Kick-Off Celebration
Graduate School Tuition Remission Policy
E-Verify and Electronic I-9 Update

3. Federal Changes in Reporting Race & Ethnicity

4. Federal Race and Ethnicity Code Changes
Background
Actual changes
Reporting requirements
Target populations
Strategies for data collection
Effective dates
Communication

5. Background
On October 19, 2007, the U.S. Department of Education posted to the Federal Register “Final Guidance on Maintaining, Collecting and Report Data on Race and Ethnicity to the U.S. Department of Education.”
Educational institutions and other recipients of DOE contracts and grants are required to utilize the new standards and aggregation categories for collection and reporting of racial and ethnic data.
Additionally, this guidance provides more accurate information about the increasing number of students and employees who identify with more than one race.
The first time frame for reporting employee related data (applicant and existing employees) is January 1, 2010.

6. Actual Changes Data Collection Data Reporting
(Two-Question Format)
1. Are you Hispanic/Latino? (Y/N)
2. How would you describe yourself?
Select one or more races:
- American Indian or Alaska Native
- Asian
- Black or African American
- Native Hawaiian or Pacific Islander
- White
Data Reporting
(OFCCP & EEOC)
1. Hispanic/Latino of any race
2. Non-Hispanic/Latino:
- American Indian or Alaska Native
- Asian
- Black or African American
- Native Hawaiian or Pacific Islander
- White
- Two or More Races

7. Current iForm

8. Updated iForm

9. Where data is reported Office of Federal Contract Compliance
Board of Trustees
U.S. Department of Education
Various Federal Agencies (Contracts & Grants)
Etc.

10. Targeted Populations for Capturing Data
New students
New faculty/staff (applicant tracking: Brass Ring)
Continuing students
Current faculty/staff (applicant tracking: Brass Ring: Once on board: SAP)
Returning students
Part-time temporary faculty (SAP)
Vendors (goods & services)

11. Effective Dates Collecting Reporting Fall 2008 – Admissions
Fall 2009 – HR
Reporting
January 2010 – HR
Spring 2011 – Fall Enrollment

12. Communication Phase One – New hires Phase Two – Current employees
HR Forum
HR entity leads
Memo to Leaders, Managers & iForm users
Website with FAQ, timeline, old/new codes
Phase Two – Current employees
Part of annual open enrollment process
Review and update race/ethnicity

13. Employee Kick-Off Celebration

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

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

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

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

18. Recognition Opportunity
Great opportunity for department events.
More information coming in July/August.

19. Employee Athletic Pass
Last year, about 2,700 employees took advantage of the pass, nearly double the number from previous year.
New this year is tiered pricing based on sports team:
Single employee pass, football only – $100
Single employee pass, football and women’s basketball – $125
Family employee pass, four tickets for football only – $199
Family employee pass, four tickets for football and women’s basketball – $250
Employees can add a person to a family plan for $49.75.
Each pass holder also receives a free Duke T-shirt and multiple chances to purchase men’s basketball tickets.

20. Graduate School Tuition Remission Policy

21. Changes in Graduate Student Classifications Necessitated by the Graduate School Tuition Remission Policy

22. Duke University Graduate School
Tuition Remission Policy
Implementation Date: July 1, 2009
Revision Date: October 9, 2008
Policy:
When Ph.D. student research assistants (RAs) receive a living wage (i.e. salary) funded by institutional or externally-sponsored projects, those projects must also fund a portion of the students’ tuition. This share of tuition, referred to as tuition remission, will be a flat rate per term that will be established each year during the annual budget process. Tuition remission will be directly charged to the institutional fund, grant or contract supporting the student’s salary. It is an allowable charge to federally sponsored projects provided that it 1) represents reasonable compensation for necessary work on the project, 2) is provided in lieu of wages, and 3) is consistently applied throughout the institution.

23. New or modified classifications
Job Code
Current Title
New Title
Description of Change
1502
Graduate Teaching Assistant
Graduate Assistant
Rename
1594
Teaching Assistant
No change
1590
Research Assistant
Research Assistant - Ph.D Student
1513
N/A
Research Assistant - Master’s Student
New

26. What do I need to do? By July 10, 2009
all Ph.D. RAs who meet the description outlined on the website for Job Code 1590 should be so classified.
Any students who are currently classified in Job Code 1590 who do not meet the description of a Ph.D. RA must be reclassified to the appropriate job code or transferred to a new position with the appropriate job code.
By October 10, 2009
all other students should be properly classified into either the Graduate or Teaching Assistant job classification depending on the nature of their role.

27. E-Verify and Electronic I-9 Update

28. E-Verify Delayed Federal employment authorization system
Confirms work authorization with DHS and SSA
Postponed until September 8
For Federal contracts signed after this date
120 days to begin process after first contract signed
Still pending in NC legislature (likely January 1)
Happens in first 3 days of employment with I-9
Training will be necessary
All employees either “confirmed” or “tentative non-confirmed”

29. Electronic I-9 On schedule to get I-9 technology in place this fall
Improve accuracy and efficiency
Decrease audit risk
Will be put into i-form workflow
With electronic I-9
With e-verify (if necessary)
With background checks (if possible)