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

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

3. H1N1 Update

4. 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

5. 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, ,000 die yearly due to seasonal flu.

6. 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

7. 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).

8. 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)

9. 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.

10. 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.

11. 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): 11

12. 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.

13. 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).

14. 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.

15. 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

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

17. Duke’s Annual Employee Giving Campaign17 17

18. 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

19. 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

20. 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

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

22. Employee Kick-Off Celebration

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

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

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

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