Getting to Know UChicago Staff Orientation Session Please ... · Law School Urban Education...

Getting to Know UChicago

Welcome


Staff Orientation Session

• Please Sign-in

• Help yourself to Coffee, Tea and Refreshments

• Introduce yourself to those at your table

• Make yourself a nametag

• Complete Getting Connected Questions


Housekeeping

• Bathrooms

• Electronic devices

• Be comfortable


Objectives

• Acquire essential information useful during the first month

of employment

• Learn about the University of Chicago and our core

values

• Meet and network with your colleagues from units across

the University


Session Agenda

Topic

Welcome & Overview 8:45-9:55

Break 9:55-10:10

Policies & Procedures 10:10-10:25

Safety & Security 10:25-10:55

Benefits Overview 10:55-11:35

Wrap Up 11:35-11:45



12 month process to assist new staff members by providing:

Information, resources and tools

Support for successful transition into role and organization

Support to acclimate to the University environment and

culture


Getting to Know UChicago Key Elements

Getting Started

HR Unit Partner creates new

employee account

Employee Claims CNet ID

Welcome email from Workday

Employee completes Workday

inbox action items

In-person orientation


website

Workday.uchicago.edu

Questions? Call 773-702-4433 or email [email protected]

mailto:[email protected]


Getting to Know UChicago Key Elements

First Month

Enroll/Sign up for benefits

Identify training needs

with your manager

First Year

Ongoing communication with

your manager

Ongoing training, as

appropriate

3 month

6 month

12 month – benefits reminder



https://staffnewhire.uchicago.edu/

https://staffnewhire.uchicago.edu/


Identification Cards

• The University of Chicago Card

– All university staff

– Available at Regenstein Library (UChicago

Card Office)

• Hospital ID Card

– Required for BSD Employees

– Must complete health screening


Getting Connected

• Use Making Connections sheet

• Stand up; start with someone not at your table

• Meet at least 3 people in the room and find out what you

have in common


Booth School of

Business

Board of Trustees

President

Enrollment and

Student

Advancement

Campus and

Student Life

Research and

National Labs

Investments

Legal Counsel

Administration

Business

Diversity

Communications

Risk

Management

Safety and

Security

Information

Technology

Alumni Relations and

Development

Global

Engagement

Civic

Engagement

Financial

Services

Facilities

Human

Resources

Shared

Services

Provost

The CollegeBiological

Sciences

Physical

Sciences

Humanities

Social Services

Administration

Harris School of

Public Policy

Divinity

Lab Schools

Institute for Molecular

Engineering

Orthogenic

School

Press

Museums

Library

Pritzker School

of MedicineSocial Sciences

Graham School

Becker Friedman Institute

Law School

Urban Education Institute

Logan Center

for the Arts

University of Chicago

Medicine

University of Chicago Organization Chart


Crescat scientia;

vita excolaturLet knowledge grow from more to more;

and so be human life enriched

Motto


Core Values

We

• Believe in the power of inquiry

• Are an intellectual destination

• Provide a distinctive and empowering education

• Partner for innovation and impact

• Are one University


Diversity and Inclusion

http://diversity.uchicago.edu/

http://diversity.uchicago.edu/


Locations

Main Campus

• Hyde Park

Other Locations:

• Gleacher Center- downtown

• Centers in Beijing, Delhi, Hong

Kong and Paris

• London, Hong Kong (Chicago

Booth)

• Luxor House, Egypt (Oriental

Institute)

Center in Beijing


Key Statistics

• Alumni world wide?

• Undergrads?

• Graduate and professional students?

• Faculty?

• Staff ? (University and Medicine)


The University of Chicago Campaign

• $5 billion comprehensive capital campaign

– October 2014- 2019

• Generating lasting support for:

– Academic Divisions

– Facilities

– Faculty Support

– Financial Aid

– Research

– Unrestricted Support


https://www.youtube.com/watch?v=dhQ6vw9zIFE

The University of Chicago

https://www.youtube.com/watch?v=dhQ6vw9zIFE


Civic Engagement at UChicago

“How can a leading urban research

university best interact with and

contribute to the great city around it?”

— University President Robert J. Zimmer’s challenge to the

University community


Partnering for Innovation and Impact

William Rainey Harper

First President

John D. Rockefeller

“The best investment I ever made”

Main Quad - Winter, 1911



Mid–South Side Communities

• Douglas

• Grand Boulevard

• Grand Crossing

• Hyde Park

• Kenwood

• Oakland

• South Shore

• Washington Park

• Woodlawn

The University of Chicago’s civic engagement

work has local to global impact.




Neighborhood Schools Program class

Extending education to foster leadership,

service, and ideas

Education


• UChicago Promise & No BarriersIncreasing college access and readiness for high school

students from Chicago and beyond

Examples:

• Community Programs AcceleratorSupporting the success of nonprofits whose work benefits neighborhoods in the

mid-South Side through resources, education, and capacity-building

• UChicago Charter School1,900 students are educated by UChicago’s

neighborhood charter school, comprised of four academic

campuses on Chicago's South Side


President Obama launching My Brother's Keeper - his initiative

aimed at helping young men and boys of color facing tough

odds reach their full potential.

ResearchCollaborating on research to transform

cities through evidence


• My Brother’s KeeperThe UChicago Crime Lab measured the

impact of a Chicago violence prevention

program – Becoming a Man (B.A.M.) – which

served as a model for part of President

Obama’s My Brother’s Keeper initiative

Examples:

• Urban LabsAddressing urban challenges (crime,

education, health, energy and the

environment, poverty) with a distinct

approach, combining action-oriented

scientific inquiry and real-time impact

Mayor Emanuel meeting with representatives from the

UChicago Crime Lab and Urban Education Lab


The Arts Incubator in Washington Park

AnchoringAnchoring neighborhoods as a

partner for a stronger mid–South Side

• UChicago Local


• Place-based Development

Supporting local businesses and job

seekers in mid–South Side neighborhoods

Partnering with local businesses, community

organizations, residents, and elected officials to spur

economic development along key neighborhood corridors.

Examples:

Developments on 53rd Street in Hyde Park (charliemayer.com)

• Employer-Assisted HousingInvesting in our shared local economy and

strengthening the University’s connection to the

community


InnovationSpurring innovation through local and global

enterprise


• The Polsky Exchange (formerly CIE)

Examples:

Helping entrepreneurs advance their ideas and

technologies toward the marketplace and

fostering innovation and commercialization

through shared space, connections, resources,

and collaboration.

Visit CIE.UChicago.eduThe Polsky Exchange’s large flexible workspace

• Innovation FundInvesting in proof-of-concept and early business

development work for new ventures created by

UChicago faculty, students, and staff

The Polsky Exchange building on 53rd Street


Follow us @UChiEngagement

The Office of Civic Engagement (OCE) serves as both a champion

and a steward of civic engagement activities across the University,

providing leadership, coordination, and support as needed,

providing a “front door” to the University for our civic partners.

• Developing and leading new urban initiatives

The Office of Civic Engagement aims to add value to the

University’s civic engagement in a number of key ways:

• Supporting civic engagement efforts from across

the University

• Coordinating initiatives with multiple stakeholders

• Facilitating connections to public sector and civic partners

• Promoting civic engagement within the University, throughout the city, and beyond

Email: [email protected]

Derek R.B. Douglas, Vice President

for Civic Engagement and External

Affairs


How Can You Get Civically Engaged?

@UChiEngagement

Social Media

Newsletter

Spread the word!

[email protected]

Website

Think of the Office of Civic Engagement as a resource!

civicengagement.uchicago.edu


Break

Browse the resource area

Receive your UChicago Bag


Staff Resources & Services


Ratner Center, Henry Crown Field House and Stagg

Field outdoor complex

Services:

• Pool

• Cardio machines

• Dance/martial arts studios

• Racquetball/handball courts

• Tennis and track

Employees receive a free one-week

trial membership and season pass to

UChicago athletic events

773-753-4680

athletics.uchicago.edu


Employer-Assisted Housing (EAH) Program

The Program Offers:

• Assistance finding University or privately owned apartments

• Specialists to assist with home sales, new mortgages, and

down payments

Program Benefits:

• $2,500-$10,000 interest-free loan for down-payment

assistance; amount dependent on neighborhood

• Homebuyer classes and information on home buyer

assistance programs

• New rental pilot program in the Woodlawn Focus Area

http://uchic.ag/eahp

For more information contact:

Kimberlyn Davis at 773-753-0862

email: [email protected]

http://rs.uchicago.edu/i/1413-15_e_57th/1413-15 E. 57th Building 480x640.jpg

http://rs.uchicago.edu/i/1413-15_e_57th/1413-15 E. 57th Building 480x640.jpg


Information Technology (IT) Services

• CNet Identity

• Telephones (desk, cell, softphones); voicemail

• Voice, web, and video conferencing

• Computer & software licensing, leases, sales

• Wired and wireless campus network

• Email, messaging, and collaboration services

• And much more!

To Contact IT Services:

email: [email protected]

By phone: 2-5800 (773-702-5800)

In person:

TECHB@R at Regenstein Library

Online resources: http://itservices.uchicago.edu


http://itservices.uchicago.edu/


Credit Union

– Offers services comparable to a commercial bank

• Checking and savings accounts

• Mortgages and loans

• ATM cards and online banking

– Located in the Main Parking Garage:

5525 S. Ellis Ave. Suite C

773.702.7179

www.maroonfinancial.com

http://www.maroonfinancial.com/


Staff and Faculty Assistance Program (SFAP)

Offered through Perspectives Ltd.

Confidential services available over the

phone, online or in-person to assist with:

• Child/Elder care

• Family, marriage or work life

• Financial or legal issues

• Emotions and stress

• Alcohol and drug abuse

800-456-6327

www.perspectivesltd.com

Username: UNI500

Password: Perspectives

http://www.perspectivesltd.com/


Training & Development (within Human Resources)

• Managerial & Professional

Development

• Writing Skills

• Customized Training

• Organizational Effectiveness

consulting

For questions, contact

[email protected]

or 773-702-9600

Follow us on twitter

@UChicago_HR



The Graham School

• Continuing adult and professional education.

• Classes in the humanities, Master of Liberal Arts, and more.

• Professionally-focused certificates; Financial Decision Making,

Integrated Marketing, Project Management, Editing, Medical Writing,

Clinical Trials Management.

• Use tuition-benefit for classes/if approved by department, take

courses in certificate programs at no cost to employees.

For more information contact 773-834-4855,

or visit the website https://grahamschool.uchicago.edu/.

https://grahamschool.uchicago.edu/


Policies and Procedures


Paid Absences

• University Holidays (8)– New Year’s Day, Martin Luther King Jr Day, Memorial Day, July 4th,

Labor Day, Thanksgiving & the Day After, Christmas Day

• Personal Holidays (5)

• Vacation

• Sick Leave

• Other Time as Needed

– Jury Duty, Voting,

Bereavement Pay


UChicago Time

http://uchicagotime.uchicago.edu/

http://uchicagotime.uchicago.edu/


Safe Computing

https://itservices.uchicago.edu/page/stay-safe

• Stay Safe

• Protect your Computer

• Protect your Identity & Information

– Utilize 2Factor Authentication (2FA)

• Reach out to ITServices with any questions

or concerns– [email protected]

– 2-5800



Business Conduct

The University is committed to maintaining the highest

ethical standards in its internal and external business

dealings.

– Honesty

– Integrity

– Sound Judgment

– Compliance


Addressing Inappropriate Actions

Seek departmental helpContact organizational

executive

Ethics hotline

800.971.4317

http://rmas.uchicago.edu

/whistleblower.shtml

Contact Institutional

Resources• Office of Campus and Student Life

(student)

• Office of Risk Management

• Human Resource (staff employee)

•Office of the Provost (faculty or other

academic appointee)

http://rmas.uchicago.edu/whistleblower.shtml


Employee Handbook and HR Policies

• Office of Campus and Student Life (student)

• Office of Risk Management

• Human Resource (staff employee)

• Office of the Provost (faculty or other academic appointee)

http://humanresources.uchicago.edu/index.shtml

http://humanresources.uchicago.edu/index.shtml


https://drive.google.com/file/d/0B9UVv3g2WTYwLVI2MmppU082c1k/view?usp=sharing

https://drive.google.com/file/d/0B9UVv3g2WTYwLVI2MmppU082c1k/view?usp=sharing


safety-security.uchicago.edu

For more information,

visit safety-security.uchicago.edu


Benefits Overview Agenda

• Medical Plans

• Dental Plans

• Vision Plan

• Disability, Life and Personal Accident

• Flexible Spending Accounts (FSA)

• Health Savings Account (HSA)

• Commuter Benefits

• Retirement Plans

• Education Benefits


Benefits Contact Information

E-Mail: [email protected]

Website: http://humanresources.uchicago.edu/benefits/

Office Hours: Monday – Friday

8:30 AM – 4:30 PM

Address: 6054 S. Drexel, 1st floor

Chicago, IL 60637

Phone: 773-702-9634

Fax: 773-834-0996 (Confidential)


http://humanresources.uchicago.edu/benefits/


Benefits Enrollment

Log into Workday using your CNet ID and Password.

workday.uchicago.edu

For benefits related information, please visit our web site at:




Who’s Eligible For Enrollment

• You, if you work in a position that is expected to last at least one year

and are a:

Full-time benefits eligible employee scheduled to work at least 35

hours per week

Part-time benefits eligible employee scheduled to work at least 20

hours per week

• Your Family Members:

Same and opposite-gender Spouse

Same and opposite-gender Civil Union Partner

Child up to age 26


Documentation for Dependent Coverage

• Must be scanned, uploaded and attached at the time of enrollment

through Workday.

Spouse (same and opposite gender)

− Marriage Certificate

Child/Children (up to age 26)

− Birth Certificate, Adoption Documents, etc.

Civil Union (same and opposite gender)

− Certificate of Civil Union

• Otherwise, your next opportunity to enroll will be during annual open

enrollment period, or if you experience a qualifying life event.


Qualifying Life Events

• If you experience changes in your life or on the job in calendar year

2017, you may make changes to your benefit elections.

• Examples of Qualified Life Events include:

Birth / Adoption

Marriage

Divorce

Loss of current medical, dental or vision coverage

• You have 31 days from the date you experience a qualified life event to

make your benefit changes in Workday.

Proof of the life event is required and must be submitted within 31

days of the change effective date.


Medical Plans

• Maroon Plan (PPO)

• Maroon Saving Choice (PP0)

• HMO Illinois

• University of Chicago Health Plan (HMO)


Medical - PPO

Maroon Plan & Maroon Savings Choice Plan –

Blue Cross Blue Shield www.bcbsil.com

Benefit Highlights

Annual deductible required.

Coinsurance (based on percentage of the charge) for each office visit, ER visit and hospital stay.

In-network and out-of-network benefits available

No Primary Care Physician (PCP) required. No Referral needed to see a Specialist.

With the Maroon Savings Choice Plan:

− Access to a University-funded Health Savings Account.

− All non-preventive care, requires 100% of annual deductible before coverage will be provided.

− For those enrolled with a spouse and/or children, the entire family deductible must be satisfied before coverage begins for any one family member.

− You will pay 100% of non-preventive prescription drugs until the annual deductible is met.

http://www.bcbsil.com/


Medical - HMO

HMO Illinois – Blue Cross Blue Shield

www.bcbsil.com

University of Chicago Medical Plan (UCHP)

www.uchp.uchicago.edu

Benefit Highlights

Primary Care Physician (PCP) required to manage your care.

Referral needed to see a specialist.

No out-of-network benefits (unless life-threatening emergency).

No deductible.

Fixed copayments for each office visit, ER visit and hospital stay.

http://www.bcbsil.com/

http://www.uchp.uchicago.edu/


Dental Plans

MetLife Dental

Co-Pay Plan & PPO Plan

• Both MetLife options provide coverage for

Preventive care

Basic care (filings)

Major care (crowns)

Orthodontia (braces)

• Both MetLife options are

PPO plans

Offer in-network and out-of-network benefits

Use the “PDP Plus” Network

• Visit www.metlife.com to locate a participating Dentist

http://www.metlife.com/


Vision Service Providers (VSP)

Base Plan & Premier Plan

• Both VSP options provide coverage for

Vision exams

Lenses

Frames

Contacts

• Both VSP options are

Offer in-network benefits

Reimbursement when using an out-of-network provider

Use the “Choice” Network

• No ID card needed

Vision Plans


Health Plan Decision Tool

• Need help choosing a medical, dental and/or vision plan?

Answer a few simple questions about your medical, dental and

vision benefit needs.

The Choice Is Yours, will suggest the medical, dental and vision

plan that is right for you based on your responses.

• Visit www.decisionsupportsuite.com/uchicago17 to find your choices.

https://ah-prod.com/ucdd/py17/


Group Life Insurance

• Basic Life Insurance

Equal to one times annual base salary to a maximum benefit of

$50,000

• Supplemental Life Insurance

Purchase additional life insurance protection for yourself.

Elect up to 8x your annual base salary up to $750,000 without

evidence of insurability within 31 days

Evidence of insurability is required to enroll and/or increase your

coverage after 31 days

• Life insurance maximum coverage $1,500,000 (basic and supplemental

combined).


Group Life Insurance

• Spouse or Civil Union Partner

Elect in $10,000 increments up to $150,000. (not to exceed 100%

of your basic and supplemental life amount)

Elect up to $20,000 without evidence of insurability within your first

31 days.

Election amounts greater than $20,000 will require evidence of

insurability.

• Dependent Child Life Insurance (Up to age 26)

Elect in $2,000 increments up to $10,000.

Evidence of Insurability is not required.


Personal Accident Insurance

Accidental Death and Dismemberment

• Single or Family Coverage Available

Minimum coverage $20,000

Maximum coverage $1,000,000

Unmarried dependent children are covered up to the age of 26

Evidence of insurability is not required


Disability Income Protection

• Short-Term Disability (STD)

Provides 60% of regular salary after 14 calendar days of disability.

• Long-Term Disability (LTD)

Base Plan: Provides 60% of your monthly base salary, up to a

maximum monthly benefit of $10,000.

Optional Plan: Provides 60% of your monthly base salary, up to a

maximum benefit of $20,000.

If no plan is selected within the first 31 days following employment or

benefits-eligible date, you will be automatically enrolled in the Base Plan

effective on your hire date or the date you become eligible for benefits.


Group Long Term Care Insurance

• Reimburses the cost of services that help to perform Activities of Daily

Living, such as:

– Bathing — Eating — Continence

– Dressing — Toileting — Transferring

• Cost based on age at enrollment and coverage selected

• For additional information and rates contact Genworth Financial at:

www.genworth.com/groupltc

(800) 416-3624

Group ID: UChicago

Code: Groupltc

http://www.genworth.com/groupltc


Flexible Spending Accounts (FSAs)

Health and Dependent Care FSAs

• Enroll within 31 days of hire date or during open enrollment

• FSA Plan Year: January 1st – December 31st

Grace period through March 15th of following year to incur

expenses.

• Health Care

Those not enrolled in the Maroon Savings Choice may contribute

between the annual minimum of $250 and maximum of $2,600.

• Dependent Care

May contribute up the annual maximum of $5,000 per family.

No annual minimum contribution.


Flexible Spending Accounts (FSAs)

Eligible Expenses

• Health Care

Medical

Dental

Prescriptions

Vision- exams, glasses, contact lenses & solution

• Dependent Care FSA

Childcare for children under age 13

Before and after care under age 13

Day care for disabled adults

See full list of eligible expenses at www.conexis.com

http://www.conexis.com/


Health Savings Account (HSA)

If enrolled in the Maroon Savings Choice Plan, the University will

automatically open an HSA account for you and deposit either:

• $250 if enrolled as an individual or

• $500 if enrolled with a spouse and/or child(ren)

You can choose to make additional pre-tax contributions through payroll

deductions in the amount of either:

• $2,900 if enrolled as an individual or

• $5,750 if enrolled with a spouse and/or child(ren)

• And an additional $1,000 if age 55 or older


Commuter Benefits

• Commuting and off-campus parking deducted monthly with pre-tax

dollars

Mass transit: Metra, CTA, RTA, Pace, South Shore Line, etc.

Off-campus parking

U of C and UCMC garages and lots are not included in this

program

• Enroll anytime through WageWorks at www.wageworks.com

Select the type of pass/card and the dollar amount

Passes are mailed directly to your home each month

Enroll prior to the 10th of the month to receive passes, etc for the

following month.

http://www.wageworks.com/


Retirement Plans

• Retirement Income Plan for Employees (ERIP)

• Contributory Retirement Program (CRP)

• Supplemental Retirement Program (SRP)


Retirement Plans

• Retirement Income Plan for Employees (ERIP)

Participation in this plan is mandatory at age 21 and one year of

employment.

Mandatory Contributions

− You are required to contribute 3% of pay, pre-tax.

− UChicago will make a matching contribution of 4% of your pay.

Voluntary Contributions

− If you contribute an additional 1%, UChicago will contribute an

additional 2%.

− If you contribute an additional 2%, UChicago will contribute an

additional 4%.

You direct investments through TIAA-CREF and/or Vanguard.

Vested after three years; starts counting from date of employment.


Retirement Plans

• Contributory Retirement Program (CRP)

Participation is mandatory within the first 31 days of hire for

eligible faculty, academics and highly compensated staff (as

defined by IRS as $120,000+).

See Benefit Specialist for additional information.


Retirement Plans

• Supplemental Retirement Program (SRP)

Eligible to participate immediately.

No University matching dollars.

No set minimal amount required.

Contribute the dollar amount you choose not to exceed

maximums

− $18,000 for all employees (less any voluntary ERIP

contributions)

− $24,000 for all employees age 50 or older

Enroll at anytime; participation is optional.


Retirement Plan Vendors

TIAA-CREF and Vanguard

• Retirement plan assistance provided on the last Monday of each

month (Noon to 1 PM)

6054 S. Drexel, 1st floor

• One-on-one, free retirement counseling available by contacting

vendors directly

TIAA-CREF at tiaa-cref.org/moc or 800.732.8353

Vanguard at meetvanguard.com or 800.662.0106 ext.14500

http://www.tiaa-cref.org/public/products-services/retirement-consultation/index.html?tc_mcid=vnevents090409

https://retirementplans.vanguard.com/VGApp/pe/ekit/registration/organizations.jsf


Education Benefits (Staff Employees)

• Tuition At The University of Chicago

(undergraduate and graduate degrees)

Eligible immediately

Full time employees

Pays 50% of tuition only up to two classes per quarter

Must have registered/enrolled at University before submitting

tuition assistance request

• Tuition Outside The University of Chicago

(First undergraduate degree only)

Eligible immediately

Full time employees

Pays 75% of tuition only up to $2,000 per calendar year


Education Benefits (Staff Employees)

Dependent Children Tuition Benefit

• Tuition At The University of Chicago

Pays 50% of undergraduate tuition

Maximum benefit is 12 quarters

Application required at the beginning of each quarter

• Tuition At the University of Chicago Laboratory Schools

Pays 50% tuition

You may apply for up to 85% payment based on total household

adjusted gross income


Touring Campus- Self Guided Options

Stroll campus at your leisure-

• Use the downloadable campus guides:

https://visit.uchicago.edu/sites/visit.uchicago.edu/files/uploads/New%20Pocket%20Guide%20Packet.pdf

• Admire the University's many historic buildings via the UChicago Architecture site: http://architecture.uchicago.edu/

• The Civic Knowledge Project’s You Are Here site is an online tour of Hyde Park and surrounding neighborhoods:http://southside.uchicago.edu/History/You%20Are%20Here.html

https://visit.uchicago.edu/sites/visit.uchicago.edu/files/uploads/New Pocket Guide Packet.pdf

http://architecture.uchicago.edu/

http://southside.uchicago.edu/History/You Are Here.html


Nearby Eating Spots (See UChicago Dining Guide in Folder)

• Café Logan- Logan Center – across the street (east)

• Arley D. Cathey Dining Commons- Ellis Avenue, due east

During summer and winter breaks, some locations close or limit hours.


Wrap up

• Action Planning: Using your new employee checklist,

what are the 3 things you will do this week?

• Self Guided Tour Options/Eating Options

• Evaluate today’s session

• Please dispose of any trash in the receptacles

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