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HR Minute

The best place to find information pertinent to employees

Below are the last three HR Minutes. Archived minutes are further below.

HR Minutes
Recent HR Minutes

September 21, 2022:

Muscarelle Museum of Art Open House: The Muscarelle Museum of Art is hosting a New Faculty and Staff Open House on Thursday, September 22, from 3:30-5:00 p.m. View the student-curated exhibition, The Human Frame: Prints by Leonard Baskin, before it closes on September 25. Preview this fall's programming and learn about upcoming renovations while enjoying light refreshments. Registration is required for this event.

Flu Shot Clinic: The annual flu shot clinic for staff and faculty is on Wednesday, October 4, from 9 a.m. to 5 p.m. and Thursday, October 5, from 9 a.m. to 12 noon in the Sadler Center. More information and appointment sign-up coming soon.

Annual Drug and Alcohol Notice: Each year, William & Mary is required to provide the below drug and alcohol notice to employees. Please take a few moments to review. In addition to providing information about the legal and health risks of drugs and alcohol, this notice also provides links to resources such as the Employee Assistance Program and other non-university affiliated support groups. If you or someone that you know needs assistance, University Human Resources is also available to help you connect with the appropriate resource.

September 14, 2022:

VCU Health Clinic: In April 2021, VCU Health opened a new medical office located at 332 North Henry Street in Williamsburg. The clinic is part of a long-term, 10-year strategic partnership between W&M and VCU Health System. The clinic offers same-day appointments for W&M staff and faculty Monday, Tuesday, Thursday and Friday from 8:00 a.m. to 4:00 p.m. In addition, Elizabeth Smith, Family Nurse Practitioner, is now available to serve as your Primary Care Physician (PCP). Additional information and contact information is available at VCU Health.

 

Americans with Disabilities Act (ADA) Accommodations: Employees needing an accommodation due to a disability should complete the accommodation request form. Employees should then have their healthcare provider complete and return the healthcare provider certification form. If needed, UHR may request additional information. Employees who have questions or who need assistance completing the online form should contact UHR at [[eeaccommodate]].  Additional information is available at Employee Reasonable Accommodations.

 
September 7, 2022:

TIAA Virtual One-on-One Retirement Sessions – Wednesday, September 21, 8:15 a.m. - 2:15 p.m.: No matter where you are in life, just getting started or planning for retirement, a personalized session with advisor J. Ben Spooner can help you create a plan for your goals. Sessions are offered at no additional cost as a part of your retirement plan. RSVP today, as space is limited. Register for sessions by calling 800-732-8353 or schedule now by selecting my workplace and entering William & Mary.

Cardinal Human Capital Management is the new system implemented by the Commonwealth for managing health care. As with any new system, there may be a few glitches. If you have technical issues, questions, or concerns, please contact the UHR benefits team via ASKHR@wm.edu and they will be happy to assist.

Public Service Loan Forgiveness - Limited PSLF Waiver expiring October 31, 2022: State employees may be eligible for the Public Service Loan Forgiveness (PSLF) program. The PSLF program forgives the remaining balance on your Direct Loans after you have made 120 qualifying monthly payments under a qualifying repayment plan while working full-time for a qualifying employer. Learn more about PSLF

Until October 31, 2022, borrowers may receive credit for payments that previously did not qualify for PSLF. Learn about limited PSLF waiver.

HR Minutes from 2022
 
September 9, 2022:

TIAA Virtual One-on-One Retirement Sessions - Wednesday, September 21, 8:15 a.m. - 2:15 p.m. No matter where you are in life, just getting started or planning for retirement, a personalized session with advisor J. Ben Spooner can help you create a plan for your goals. Sessions are offered at no additional cost as a part of your retirement plan. RSVP today, as space is limited. Register for sessions by calling 800-732-8353 or schedule now by selecting my workplace and entering William & Mary.

Cardinal Human Capital Management is the new system implemented by the Commonwealth for managing health care. As with any new system, there may be a few glitches. If you have technical issues, questions, or concerns, please contact the UHR benefits team via [[AskHR]] and they will be happy to assist.

Public Service Loan Forgiveness - Limited PSLF Waiver expiring October 31, 2022. State employees may be eligible for the Public Service Loan Forgiveness (PSLF) program. The PSLF program forgives the remaining balance on your Direct Loans after you have made 120 qualifying monthly payments under a qualifying repayment plan while working full-time for a qualifying employer. Learn more about PSLFUntil October 31, 2022, borrowers may receive credit for payments that previously did not qualify for PSLF. Learn about limited PSLF waiver. 

September 1, 2022:

Work Location and Remote Work Arrangements - In-person services and resources provided on campus are critical components of William & Mary’s educational model. The president’s Cabinet also recognizes the lessons learned in recent years regarding working productively from alternate locations. Over the course of the last six months, the Cabinet has reaffirmed the key principles that the university’s business need determines work location and accountability for performance is vital regardless of location. Within university-wide guidelines, Cabinet members are reviewing the extent to which telework may be appropriate for certain positions in their respective units; given the university's business needs, in-person work will be the expectation for most W&M employees.

Anyone with some level of telework associated with their role must have a Remote Work Agreement on file with the university. Cabinet members, through their unit’s supervisors, are responsible for ensuring employees in their units are aware of the level of telework associated with their role, securing the required remote work agreements, and sustaining a high level of performance throughout their unit regardless of work location. If you have a question on the level of telework associated with your role, your immediate supervisor is the appropriate person to ask.

August 31, 2022:

Work Location and Remote Work Arrangements - In-person services and resources provided on campus are critical components of William & Mary’s educational model. The president’s Cabinet also recognizes the lessons learned in recent years regarding working productively from alternate locations. Over the course of the last six months, the Cabinet has reaffirmed the key principles that the university’s business need determines work location and accountability for performance is vital regardless of location. Within university-wide guidelines, Cabinet members are reviewing the extent to which telework may be appropriate for certain positions in their respective units; given the university's business needs, in-person work will be the expectation for most W&M employees.

Anyone with some level of telework associated with their role must have a Remote Work Agreement on file with the university. Cabinet members, through their unit’s supervisors, are responsible for ensuring employees in their units are aware of the level of telework associated with their role, securing the required remote work agreements, and sustaining a high level of performance throughout their unit regardless of work location. If you have a question on the level of telework associated with your role, your immediate supervisor is the appropriate person to ask.

TIAA’s Live Webinars - Keep your financial goals on track and reserve a spot today for topics of interest. Remember TIAA’s services are free benefits available to William & Mary employees.

Save in a 529 Saving Plan - Learn how 529 college savings plans work and how to invest in one for a child or grandchild, yourself or a loved one. September 13 at noon.

Strategies for staying on track - No matter how little or how much you can save for retirement, it’s important to start now and stay invested in your future. Learn how taking smart financial steps today may help lead you to a solid financial future after you’ve stopped working. September 13 at 3 p.m.

Help protect you, your family and your money - Are you concerned about identity theft and your family’s security online? TIAA’s Information Security team will discuss how you can protect yourself and your family from cybercriminal social engineering. September 14 at 2 p.m.

An Introduction to Alternative Investments: Real Estate - Interested in alternative investments? This webinar will help investors understand TIAA’s innovative approach to real estate and how it helps diversify an investment portfolio. Receive an in-depth look at the TIAA Real Estate Account, its investments, performance and strategy. September 15 at 11 a.m.

Visit TIAA Webinars to register or watch past presentations on demand.

August 24, 2022:

Happy fall and the start of the new academic year. As we begin this chapter in William & Mary’s collective story, I hope that you will be inspired and encouraged to become more engaged in the campus community. University Human Resources plans to highlight signature events, volunteer opportunities and programs to help you feel a sense of belonging and connection throughout the upcoming year. Please consider becoming more involved in campus life. The first opportunity is Opening Convocation for students on Wednesday, August 31. See volunteer details below:

Opening Convocation Volunteer Ushers - Volunteers needed to serve as ushers for Opening Convocation on Wednesday, August 31 at 7 p.m. in the Wren Yard. Ushers are asked to meet at 5:45 p.m. on the Wren front steps for a briefing with all in place and ready by 6 p.m. Please complete the Opening Convocation Usher Volunteer form. Cliff Fleet '91, M.A. '93, J.D. '95, M.B.A. '95, president and CEO of The Colonial Williamsburg Foundation, is our guest speaker. A festive community celebration follows in the Sunken Garden.

Bereavement Leave and Support - The loss of loved ones and grief are inevitable parts of the human experience and are occasions when additional support is often needed. Bereavement support is available through the Employee Assistance Program (EAP). This is a valuable resource for benefits-eligible employees, and can help with counseling, free legal consultations, workshops, support groups and other resources for such difficult times. 

Bereavement leave is available and dependent upon the employee’s classification and tenure. For faculty and staff in the Virginia Sickness and Disability Program (VSDP), personal leave may be used for bereavement purposes. The amount of personal leave an employee receives depends on state service and ranges from 32 to 40 hours. For faculty and staff in the University Disability Plan, up to 48 hours of the annual allotment of 80 sick hours may be used for bereavement purposes. Bereavement leave may be used for the death of a close family member – spouse, child or parents. Annual leave may also be used to settle loved one’s affairs and other bereavement situations.

If an employee does not have leave available to cover bereavement needs for the death of a spouse, child or parent, the employee may request additional leave. The employee should write a description of the circumstances and send it to AskHR@wm.edu with a copy to their supervisor. UHR will coordinate approval of the leave by the employee’s supervisor, appropriate Cabinet Member (e.g., Deans, VPs, etc.) and the Chief Operating Officer. Employees may be required to provide a copy of the family member’s death certificate for record keeping purposes.

Special thanks to the staff and professional/professional faculty assemblies for working with UHR on this update.

August 3, 2022:

I write with mixed emotions to announce Dr. Christopher Lee, Chief Human Resources Officer, is leaving William & Mary at the end of August for a new position with Storbeck Search, an executive search firm supporting higher education, independent schools, and other education-related non-profit organizations.

Some may know that Dr. Lee previously authored two books on the search process, he helped a colleague launch a boutique executive search firm in 2017, and, prior to W&M, he published a blog on employment and searches with HigherEdjobs. This is an opportunity for Chris to bring his expertise in the search process and his talent in working with executives across the higher education continuum to the forefront. Please join me in congratulating Chris as he embarks on this new opportunity.

I am serving as Interim CHRO while we launch a national search. Chris and I are working to finalize a comprehensive compensation procedures manual before his departure that will articulate our current practices. In addition, I will be working with Amy Sebring to bring in an HR consultant to help us assess how best to position critical functions within UHR and establish the strategic direction for the department going forward.

July 22, 2022:

Recognition Leave: As announced by President Rowe at last Friday’s faculty and staff convocation, she is awarding all benefit eligible staff members 4 hours of recognition leave in honor of the work each of you has done, and are continuing to do, for the University. (For staff members who work fewer than 40 hours per week, the amount of leave is prorated.) The leave is available for use immediately and needs to be used by January 9, 2023.

Staff Salary Memos: Yesterday, University Human Resources sent each staff member a memo via email indicating their annual salary effective July 10.  Due to a power failure, some staff members may receive multiple copies of the same memo.

July 7, 2022:
Salary Letters: All staff members will receive a personalized letter by email before the end of this month from University Human Resources outlining their FY 2023 salary. These compensation changes are effective July 10 and will appear in August 1 paychecks.   
 
Faculty & Staff Convocation 2022 – July 22: Please plan to join fellow William & Mary faculty and staff on Friday, July 22 or a morning of recognition and appreciation in the Wren Yard. This will be a celebration of our collective efforts over the last year and a joyous kickoff to the 2022-23 academic year. If you have not already done so, please RSVP for the event by Monday, July 11. This will ensure that you are registered for door prizes and will receive an employee gift on the day of the event. Invitations were sent to all employees by email on June 27.
 
Please Review Personal Information: Please take a few moments and review your Personal Information in Banner to ensure your records are up-to-date. This includes your preferred first name, personal email address, mailing address, phone number, veteran status and emergency contact. Correct information is important to ensure that key information is accessed for various personnel and pay processes.
 
Microsoft Teams Calls: As a reminder, W&M telephones are moving to Microsoft Teams. Teams Calls provides a modern telephone experience that offers enhanced usability, robust accessibility, and device flexibility. W&M IT has compiled on-demand training and other resources and is holding live, online training sessions as well. The rollout will happen in phases. Check out IT's migration station page to prepare for your migration date.
 
June 15, 2022:

Faculty and Staff Convocation 2022: Please join your colleagues for a Faculty and Staff Convocation on Friday, July 22 at the Wren Yard. The event begins at 9 a.m. with opening remarks by President Rowe. Additional details and formal invitation will be sent by email on June 24. We hope that you are able to attend this wonderful event

Employment Verifications: Are you applying for a mortgage/lease, credit, or financing a purchase? If yes, University Human Resources has made it easier for you to get proof of income or employment when you need it. William & Mary partnered with The Work Number, which is a simple, quick, and private way to get your employment and income information to companies. It is available 24/7 and The Work Number provides information only to credentialed verifiers who have legally established business reasons for verifying income and employment. When you authorize an organization to verify your income or employment, please direct them to www.theworknumber.com and ask them to use the employer code for William & Mary and VIMS (22654).

 

Performance Review Summaries: A quick reminder that all supervisors should complete their portion of the performance review summaries by this Friday, June 17. Annual performance summaries should be completed for benefit-eligible staff members only. The completed reviews are due in Cornerstone by June 30 and should be discussed with staff by July 7. Additional information and timelines available at performance summary.

 
June 8, 2022:

Juneteenth Holiday: The university is pleased to announce that we will gather for our first in-person Juneteenth Celebration from 3-7 p.m. on Friday, June 17, at the Hearth: Memorial to the Enslaved. Find more information in W&M News’ story or on the Juneteenth website. Juneteenth is a state and a federal holiday that is observed at William & Mary on Monday, June 20. 

COVID-19 Reminder: A reminder that any employee who is a close contact or tests positive for COVID-19 should visit ReportCOVID.wm.edu. A W&M case manager will inform you of the appropriate timeframe for testing and any required quarantine or isolation period. For example, someone who is vaccinated but is a close contact does not need to quarantine as long as they have no symptoms; they can continue working. However, an employee who tests positive needs to isolate for at least five days and may not come to campus.  If the employee has appropriate work, he/she may work remotely. W&M’s Quick COVID-19 Guide for Employees is a good resource.

May 25, 2022:
2020-2021 New Employee Networking Event: University Human Resources is sponsoring a social event for staff that joined William & Mary during the pandemic in 2020 or 2021. Plan to join us on Thursday, June 2, from 3:30 p.m. - 5:00 p.m. at the Mason School of Business (outdoor patio). This networking event enables employees to develop connections with new colleagues and meet some of the William & Mary leaders. New employees, please respond to the invitation sent on May 17 or RSVP to AskHR@wm.edu. We look forward to seeing you
 
Expiration of Public Health Emergency Leave (PHEL): The Commonwealth of Virginia’s Public Health Emergency Leave (PHEL) expires on May 31, 2022. Any remaining PHEL balance will be removed from Banner on June 1. Employees who are ineligible for remote work and need to quarantine due to a known exposure to COVID-19 (but who are not sick) must use their available personal, annual, or compensatory leave to cover the absence. Employees who test positive for COVID-19 should use sick leave or other available leave. If necessary and eligible, employees may also file a short-term disability claim.
 
Please Review Personal Information: During open enrollment, we noticed that some information was incomplete in Banner for many employees. Please take a few moments and review your Personal Information to ensure your records are up-to-date. This includes your preferred first name, personal email address, mailing address, phone number, and emergency contact. Also, University HR collaborated with IT to display your state Cardinal ID number in Banner on the top right corner, next to your Banner ID. As a reminder, the university is only using the state's Cardinal benefits system for health and flexible spending elections.
 
Staff Performance Management Summary 2021-2022: As discussed with supervisors on April 12 and May 10, the staff Annual Performance Summary for the 2021-2022 performance cycle is available for completion. This process is designed to work in conjunction with our standard check-in process. Staff Performance Summaries should be completed by June 30, 2022. After the employee completes the optional self-assessment, managers and reviewers may complete the performance summary. Go to University HR's Performance Management Summary webpage, click on the green “Access Cornerstone” button. In Cornerstone, click on the green “My Tasks” button on the Welcome Page. Click on “Annual Performance Summary” to start the task.
 
May 11, 2022:
Open Enrollment Ending Soon: Open Enrollment for health benefits is taking place now and ends May 16, 2022. This is your chance to make changes to your health plan election and/or sign-up for a flexible spending account (FSA), add/remove family members, participate in premium rewards (PR), or waive state health coverage. Changes to your premiums, health benefits, FSAs and PRs take effect on July 1, 2022. Make your elections using Cardinal HCM Employee Self-Service (ESS). You can visit the Open Enrollment page for more information. All changes must be made in Cardinal before the May 16, 11:59 pm deadline.
 
Premium Rewards for Cardinal Participants: Premium Rewards is an incentive for participants in the COVA Care and COVA HealthAware plans who submit an annual health assessment. An employee/retiree group participant and their enrolled spouse can earn a monthly reward of $17 per month ($34 for employee/retiree and spouse) if they fulfill the requirements to earn an incentive. Premium Rewards requirements for the 2022-2023 plan year can be found on the DHRM website. All participants must complete or update and submit the Health Assessment between May 2 - May 16, 2022, to earn a Premium Rewards incentive effective July 1, 2022. If no Health Assessment is completed and submitted during this time, any existing Premium Rewards incentive will be terminated on June 30, 2022. Please remember that an employee/retiree group participant and their respective spouse must set-up a separate online account and complete their own Health Assessment.
 
Expiration of Public Health Emergency Leave (PHEL): The Commonwealth of Virginia’s Public Health Emergency Leave (PHEL) expires on May 31, 2022.  Starting June 1, employees who are ineligible for remote work and need to quarantine due to a known exposure to COVID-19 must use their available personal, annual, or compensatory leave to cover the absence. Any remaining PHEL balance will be made inactive in the Leave and Time Worked Reporting System on June 1. Employees who test positive for COVID-19, and become symptomatic or ill, should use sick leave or other available personal leave. If necessary and eligible, employees can also file a short-term disability claim.
 
William & Mary Annual Slow-Down Week, May 23-27, 2022: As a reminder, President Rowe and Provost Peggy Agouris announced on March 4 that May 23-27 would be a slow-down week for the campus community. Slow-down weeks proved the most successful of W&M’s experiments with planned periods of respite last year. So, we are formally defining the week after Commencement as an Annual Slow-Down Week at work. It is clear from the research on employee effectiveness and well-being that we all work better when we have time to recharge, reflect and plan. We recognize that many have not been able to use their leave over much of the last two years. Because the end of May tends to be slower for the university as we transition from spring to summer sessions, this is a good week to use that leave. Therefore, we ask all supervisors to work with their staff who may wish to take leave.

For employees who opt to take leave at a different point in the year or for those who must work due to their job duties, we ask all supervisors to implement slow-down measures:  
  • Go light on email;
  • Avoid scheduling major events and reduce or eliminate routine meetings for this week;
  • If units are unable to use this week for this purpose, because of the nature of work, supervisors should identify alternate weeks when you can take much-needed vacation. Taking your earned vacation now will be essential for our well-being and success throughout the coming year;
  • Work toward establishing a culture in which your unit schedules specific times during which you can slow the pace of work.

Veterans Employee Resource Group Gathering: Following military traditions where units celebrate the arrival of new members and thank departing members moving on to new assignments, the William & Mary Veterans Employee Resource Group is hosting an informal Hail and Farewell gathering for veterans and student cadets graduating this spring on Tuesday, May 17, at Precarious/Electric Taco Bar from 4:30 – 6:30 pm. This casual event is open to all interested in supporting our veteran community, and not just veterans. Please RSVP to AskHR@wm.edu by Friday, May 13, reference “Veterans ERG,” and if applicable, note if you are graduating and/or departing W&M in the next several months.

Building Connections and Bridging Differences: The Building Connections and Bridging Differences (BCBD) Initiative at William & Mary has created awards to honor “individuals and teams who exemplify the commitment of fostering deep human connection and engagement of diverse perspectives and of seeking wisdom in bridging differences.” There will be four winners: one student, one faculty member and one staff member, as well as a single group/department/project team. Please nominate members of our community for these categories, using the BCBD Nomination Form. The deadline is May 20.

Update to State Telework Policy Applies to Classified Employees Only: As noted in the announcement sent on Thursday, May 5, the Commonwealth has updated its telework policy for classified employees. This applies to only the 140 W&M staff who remain in the state’s classified system. All faculty are ‘university employees.’ Staff who joined W&M since 2009 are ‘university employees’ as well. Professional Staff, Professional Faculty, and staff who voluntarily elected to move from classified staff to university status in 2009, are also ‘university employees.’

April 27, 2022:

All W&M benefit-eligible employees can make health plan changes and enroll in flexible spending accounts (FSAs) during Annual Open Enrollment. This year’s open enrollment period runs May 2-16, 2022. Actions must be submitted via Cardinal HCM. No action is required if you have no health plan-related changes, are not enrolling in an FSA, or do not plan to participate in Premium Rewards (PRs). If you take no action, your current health plan will continue in the new plan year. Your FSA and PRs must be renewed annually.

Health Care Plan Highlights:

No action is required if you:

  • have no health care related changes and want to keep your coverage the same,
  • are not enrolling in an FSA (dependent care or medical) plan, or
  • do not plan to participate in Premium Rewards.

You may take action to:

  • Enroll in or change your health plan.
  • Elect optional buy-ups for COVA Care, COVA HDHP and COVA HealthAware.
  • Waive coverage.
  • Add or remove family members.

Flexible Spending Accounts:

  • Enroll in Health or Dependent Care FSA or both.
  • You must submit an enrollment request every year to have an FSA.

How To Enroll Or Make Changes:

Use the Cardinal Human Capital Management (HCM) system online!

  • Login to Cardinal at https://my.cardinal.virginia.gov/
  • Click on Cardinal Human Capital Management (HCM)
  • Select Benefit Details
  • Choose Benefits Enrollment and follow the instructions

Be sure to submit your online elections beginning May 2 and by 11:59 p.m. on May 16, 2022. If this deadline is missed, changes cannot be made again until May of 2023. All changes are effective July 1, 2022 – June 30, 2023.

For additional resources or information please visit, DHRM website.

University Human Resources Is Here To Help!

We have two options available for employees to receive help with enrollments. Join us via Zoom for an informational Session or attend a support session to get help registering for Cardinal HCM, enrolling in benefit options or answers to specific benefit questions.

 
April 20, 2022:

Cardinal Human Capital Management (HCM) and Open Enrollment: Cardinal HCM (Human Capital Management) is the statewide HR system operated by the Virginia Department of Human Resource Management (DHRM). W&M employees will use Cardinal Employee Self Service (ESS) for only state employee health benefits and flexible spending elections and confirmations.  On April 11, W&M benefit eligible employees received an email from University Human Resources with their Cardinal ID number and registration instructions. If you have not completed your registration process, please do so now. Registration must be completed prior to the health care open enrollment period May 2-16, 2022. Information packets regarding health care changes for 2022-2023 were sent to eligible employees last week from DHRM. Please, review your packet to determine the best coverage options for you and your family. 

CAPTRUST Personal Investment Consultation: CAPTRUST Financial Advisors, the independent financial advisory firm that supports the William & Mary Optional Retirement Plan and 403b plans, is conducting dedicated and in-person consultations on Wednesday, April 27. Topics covered in the private, complimentary, and confidential 45-minute individual advisory sessions include but are not limited to the following: Retirement planning, investment education and advice, and general financial planning. You also have an opportunity to create a Retirement Blueprint, CAPTRUST’s interactive retirement readiness tool.

These one-on-one sessions are offered complimentary to you, solely as a benefit of working at W&M. CAPTRUST's role is not to sell you anything, but purely to help you make sound investment decisions. Typically, private advisory meetings from financial planners can cost between $1,000 - $2,500; therefore, please consider participating in one of the upcoming free sessions.   Visit CAPTRUST to schedule an appointment.

 If you have any questions, please call CAPTRUST at (800) 967-9948. If you cannot make a live session, but still want to create a Blueprint or need further advice, the CAPTRUST Advice Desk is also available. Appointments can be made with the Advice Desk by visiting CAPTRUST advice.

April 13, 2022:

Cardinal Human Capital Management (HCM): Cardinal HCM (Human Capital Management) is the statewide HR system. It is operated by the Virginia Department of Human Resource Management (DHRM) and named after the Virginia state bird. W&M employees will use Cardinal Employee Self-Service (ESS) only for  health benefits and flexible spending elections and confirmations. On April 11, W&M benefit-eligible employees received an email with their ID number and registration instructions. The registration process should take roughly 15 minutes. There will be drop-in sessions (registration not required) for any employee who would like assistance completing their Cardinal registration. Registration must be completed prior to the health care open enrollment period beginning May 2, 2022. Information packets regarding health care changes for 2022-2023 are being sent to eligible employees this week from DHRM.

Long & Foster Relocation and Real Estate Services: We are pleased to announce that William & Mary has signed onto a cooperative relocation contract with Long & Foster. This agreement allows departments to offer optional area tours as part of the on-campus interview process. Driving tours are facilitated by trained relocation agents and may be a valuable resource for jobseekers. To schedule a candidate tour, please contact askHR@wm.edu and reference Relocation Services. Additionally, Long & Foster provides real estate services and relocation support to new and existing employees. The program is free and includes a substantial discount and cash rebate opportunities. To learn more about this program, visit Relocation Services.

2021-22 Dependent Care Flexible Spending Account (DCFSA) Grace Period: In an effort to meet the needs of employees, the Commonwealth is adding a grace period to the 2021-2022 Dependent Care Flexible Spending Account plan year. The plan year is July 1, 2021, through June 30, 2022. The period to submit a claim is extended for DCFSA through October 31, 2022. The Health Care Flexible Spending Account will NOT have a grace period for the 2021-2022 plan year. 

Muscarelle Reception: A William & Mary Faculty and Staff Appreciation Reception will be held at the Muscarelle Museum of Art on Thursday, April 21, from 4 p.m. to 7 p.m. Enjoy refreshments, an exclusive viewing of Edgar Degas: The Private Impressionist and quality time with peers and colleagues.

April 6, 2022:

One Tribe One Day: Tuesday, April 12th, is One Tribe One Day. On this annual day for giving back and paying it forward, gifts of any size to any area of the university make a big difference and help us unlock special giving challenges. Be sure to check out the in-person and virtual events throughout the day. Help spread the word by sharing why you give back to W&M on Facebook, Instagram, Twitter and LinkedIn using the hashtag #OneTribeOneDay. Learn more and see how you can get involved at www.wm.edu/OTOD.

Cardinal Human Capital Management (HCM): As a reminder, on April 11, if you are eligible for health insurance, you will receive an email from University Human Resources that contains your Cardinal ID number and a link to instructions for completing your Cardinal registration. The registration process should take roughly 15 minutes.  

There will be drop-in sessions (sign-up in advance is not required) for any employee that would like assistance completing their Cardinal registration. Registration should be completed before Open Enrollment in May.

March 30, 2022:

Cardinal HCM will be live for William & Mary on Monday, April 4. As a reminder, Cardinal HCM is the system for our health benefits which we receive through the Commonwealth.

The week of April 4th, University Human Resources staff will be confirming that your health benefits information is appearing correctly in Cardinal.

On April 11, if you are eligible for health insurance, you will receive an email from University Human Resources that contains your Cardinal ID number and a link to instructions for completing your Cardinal registration.  The registration process should take roughly 15 minutes.  

Once you have completed your registration, you will be able to use Cardinal Employee Self-Service (ESS) to do the following:

  • Participate in Open Enrollment for health benefits (open enrollment occurs May 2 - May 16)
  • Submit your initial health coverage election (if you are a new employee, who hasn’t yet submitted a paper form)
  • Make changes to your health coverage (if you have a qualifying life event, such as marriage or birth)
  • Add a flexible spending account (FSA)

There will be drop-in sessions (registration not required) for any employee that would like assistance completing their Cardinal registration. There will be additional drop-in sessions scheduled during Open Enrollment in May.

March 23, 2022:
Military Veterans (ERG) Gathering – March 24: An informal gathering of those interested in building camaraderie, community, and supporting our veterans will take place on Thursday, March 24, at the Precarious/Electric Circus Taco Bar in Merchants Square from 4:30 – 6:00 p.m.  Pre-registration is not required, just stop by and connect with others. This new employee resource group (ERG) is open to anyone interested in supporting our W&M active military and veteran community. One need not be a veteran to join this group. All are welcomed and encouraged to participate. 
 
Tribe Onboarding of New Employees: Looking for volunteers! We would like to invite all faculty and staff to become a member of the Tribe Onboarding New Employee (TONE) Program to make a difference in a colleague’s new role at W&M! As a “Tribe Connector” you will have the opportunity to meet and interact with a new employee to make them feel welcome and appreciated. You can help a new Tribe member acclimate by providing your support during their first three months!
 
March 16, 2022:
 
Announcing New Veterans Resource Group: Employee Resource Groups (ERGs) help build community and strengthen employee engagement. A new   ERG is being formed and is geared toward our military veterans. This group is open to ANYONE who is interested in supporting our W&M active military and veteran community–faculty, staff, students–and surrounding veteran communities. One need not be a veteran to join this group. All are welcomed and encouraged to participate. The organizing committee for this proposed ERG includes University Human Resources, Office of Student Veteran Engagement, the Office of the Special Assistant for Military and Veteran Affairs, the MSOB’s Center for Military Transition, and the Office of Career Development and Professional Engagement. An informal gathering of those interested in 'building community' and supporting our veterans will take place on Thursday, March 24th, at the Precarious/Electric Circus Taco Bar in Merchant Square from 4:30 – 6:00 p.m.

Purpose of the group:

  • Provide a welcoming community for veterans within and around W&M
  • Support career networking opportunities for students and veterans
  • Enhance the recruitment and retention of veteran students, faculty, and staff

Walks with Amy: You are invited to join W&M’s Chief Operating Officer, Amy Sebring, on informal walks on campus. Amy would like to use these walks to hear from you. What's on your mind? What can W&M do better? Where should we be celebrating the "small wins" as we continue to set our sights on the major initiatives identified in Vision 2026Walks will begin in front of the steps at Blow Hall (on the Richmond Road side) and will last 30-45 minutes. No need to sign-up, just show up and spend some time getting to know Amy and our beautiful campus.

Diversity, Inclusion and Belonging Training - March 18, 2022: Please remember to complete your Diversity, Inclusion and Belonging training by this Friday.  All new and existing W&M employees can access the course through Cornerstone. This module is an important part of ongoing education, as our community works to live our W&M value of Belonging.

Virginia’s Project Pipeline Survey: Virginia's Project Pipeline is conducting a survey regarding bicycle and pedestrian access, congestion mitigation and safety along a portion of Route 199 that includes the Jamestown Road intersection. William & Mary community members are encouraged to complete the survey by the end of the day this Friday. Please visit Route 100 - Humelsine Parkway to take the survey and the project page to learn more.

 
March 9, 2022:
Recognition Bonus Included in March 31 Paycheck

William & Mary is giving all faculty and staff hired on or before November 10, 2021, a one-time cash bonus which is paid in the March 31 paycheck. Full-time employees receive $500 before taxes. Adjunct faculty teaching two or more courses and part-time staff working on average at least 20 hours weekly this fiscal year receive $250 before taxes. Adjunct faculty teaching one course, and staff working 5-19 hours weekly on average this fiscal year receive $125 before taxes.

AskHR for All things HR If you need assistance or have HR-related questions, we are here to help! The best way to receive a timely response is to contact AskHR@wm.edu.

How does AskHR work? Once a request is submitted, a ticket is generated and it is tracked and assigned to the appropriate staff member for response (or directed to a back-up person if they are not available).  The Staff will respond directly to you. Once the request is finalized, the ticket is closed and a survey is sent to you.  

Lots of information is also available on the W&M website under the University Human Resources pages. If you cannot find your answer, please submit your request directly through ASKHR@wm.edu. This will ensure that it will be distributed to the correct staff member for support. Please, do not also copy staff members on the message, as this creates duplicate requests and may reduce response time.

Countdown to Cardinal Human Capital Management (HCM)

Cardinal HCM is the Commonwealth’s new personnel information system. On April 4, 2022, William & Mary begins using this system in conjunction with Banner. A few key points to note:

  • Cardinal HCM will not replace Banner.
  • W&M will only use Cardinal HCM to support health benefits enrollment and changes only.
  • Information from DHRM regarding payroll, time and attendance and leave reporting does not apply to W&M.
  • It is important for benefit-eligible employees to register for Cardinal access in April.  This registration will be required before health benefits Open Enrollment season begins in May. 
  • Job aids and workshops will be provided by University Human Resources to assist employees. Additional communications will be shared as the project implementation grows closer, including workshop dates and details. 
  • No further action is expected from employees at this time.
CAPTRUST Personal Investment Consultation

CAPTRUST Financial Advisors, the independent financial advisory firm that supports the William & Mary Optional Retirement Plan and 403b plans, is conducting dedicated virtual consultations on Thursday, March 17. Topics covered in the private, complimentary and confidential 45-minute individual advisory sessions include, but are not limited to the following:

  • Retirement planning
  • Investment education and advice
  • General financial planning

You also have an opportunity to create a Retirement Blueprint, CAPTRUST’s interactive retirement readiness tool. To learn more about the Blueprint you can view a short, informative video. These one-on-one sessions are offered complimentary to you solely as a benefit of working at W&M. CAPTRUST's role is not to sell you anything, but purely to help you make sound investment decisions. Typically, private advisory meetings from financial planners can cost between $1,000 - $2,500; therefore, please consider participating in one of the free sessions. Appointments can be made with the Advice Desk by visiting www.captrustadvice.com

March 2, 2022:
Understanding Your Pay Stub – Training Session: Join our payroll team on Thursday, March 3 at 10 a.m. for a virtual session on understanding your pay stub. The information related to your paycheck is crucial to managing and maximizing your money. Review it regularly to verify not only the money you are receiving but to confirm that you are paying the correct amount in taxes and common deductions such as medical, life insurance, and retirement. This is an important step in understanding your finances and compensation. You may wish to have a copy of a current pay stub (available in Banner self-serve or Paystub) to review during the session.
 

Cardinal – Human Capital Management (HCM) at William & Mary: The Cardinal Project provides the Commonwealth of Virginia with a modern system for human resource, health benefits, time and attendance tracking, and payroll administration.

 What is Cardinal HCM?

Some of you may be familiar with Cardinal, as they developed and continue to support Cardinal Financials and Cardinal Business Intelligence applications for state agencies. Cardinal HCM, the newest application, will replace aging statewide systems (e.g., TAL, PMIS, BES, CIPPS, Payline) and consolidate everything into one system.

 What does this mean for William & Mary?

W&M only uses the new Cardinal System for Benefit Administration. This means that employees will use it for benefits/open enrollment (similar to Employee Direct). Once the system is fully operational, you can view and update personal information or enter health benefit selections.

 How to prepare?

William & Mary will help you prepare for any internal process changes along with providing step-by-step job aids when we transition to full use of the system. Stay tuned for more details to come as they relate to open enrollment.

Cardinal HCM will be sending out newsletters and other information to employee users over the next few weeks. Visit the Cardinal website www.cardinalproject.vrginia.gov to learn more about the Cardinal HCM Project.
 
February 23, 2022:

Remote Work Policy and Form Updates: University Human Resources recently made some minor updates to the William & Mary’s Remote Work Policy. Inconsistencies and contradictions in the policy were removed. As an example, staff are no longer required to work 12 months before they may be considered for a remote work agreement. The full policy may be viewed onlineThe revised Remote Work Agreement is ready for use. It was moved from Banner Self-Service to the University Human Resources forms page. It is under Miscellaneous forms. Employees initiate the agreement. It is then approved by the employee’s supervisor and Cabinet member or the Cabinet member’s designee. Previous agreements were limited to one year, therefore employees with expired agreements should complete a new one. The new agreements are either ongoing or for a fixed period of time. 

Total Compensation Statement Information: If you have questions regarding your 2021 Total Compensation Statement provided by University Human Resources or would like more information, please visit our Total Compensation Statement website.

Fidelity Workshop: Get Started and Save for the Future You: Join us on Thursday, February 24, from 2-3 PM to learn the benefits of your workplace savings plan, how to enroll, and small steps you can take to save more. Fidelity can help you save and invest with confidence. A Fidelity representative will cover strategies, tips, and steps that can help you take charge of your finances and save for the future.

Studio Art Senior Capstone Show: The Art & Art History Department invites you to visit the Linda Matney Gallery, 5435 Richmond Road, Suite A, for this Spring’s Studio Art Senior Capstone Show. Come support our students and view the fabulous work they created. A reception will be held on Friday, February 25, 4:30-7 PM if you are able to attend. The show runs February 21 – March 27 and is free and open to the public.

February 16, 2022:

Total Compensation Statement: University Human Resources is pleased to provide benefit-eligible employees with their annual total compensation statement. The purpose of this statement is to provide an overview of direct and indirect compensation (salary, benefits, and perquisites) for 2021. Personal and confidential information statements are being emailed starting on Friday, February 18.

The William & Mary Discount Marketplace: University Human Resources is excited to partner with Beneplace to offer faculty and staff members access to thousands of exclusive discounts and savings on products, services and experiences through the William & Mary Discount Marketplace program. Just visit https://discounts.wm.edu and enter your W&M credentials (username and password) to start saving.

Diversity, Inclusion and Belonging Training: All faculty and staff members are required to complete the Diversity, Inclusion and Belonging training session offered via Cornerstone by March 18, 2022. This course is a part of William & Mary’s commitment to create a diverse, equitable and inclusive work environment. If you haven’t already done so, please complete this important program soon.

February 9, 2022:
329th Charter Day: This Friday, February 11, is Charter Day and marks the university’s 329th birthday. All members of the campus community are encouraged to attend the ceremony starting at 4 p.m. in Kaplan Arena. University offices will suspend operations at 3 p.m. to allow staff to participate. There is no need to request or report leave when attending the event. Please visit www.wm.edu/charterday to learn more and we hope you will attend!
 

Show Your Tribe Pride: Come show your Tribe Pride by supporting our student-athletes and campus community at a series of Employee Appreciation basketball games. Gather in the stands at a dedicated staff section, wear your W&M gear, sit with colleagues and build connections while cheering on our students. Join the fun at the following games:

  • Thursday, February 17 at 7 p.m. Men’s Basketball against Drexel (The Black Faculty and Staff Forum is gathering at this event and invites the entire campus to attend)
  • Friday, February 18 at 7 p.m. Women’s Basketball against Northeastern
  • Saturday, February 19 at 4 p.m. Men’s Basketball against Delaware

Cost is only $5 per ticket for staff and guests. There is no limit on the number of tickets, so bring your friends and family. Use Code: ‘BFSF’ for Thursday’s game and ‘FSA’ for Friday and Saturday’s games when you purchase tickets at W&M Athletics.

Hope to see you at the games!

  1. Directory Information: Please take a minute to ensure that your directory information is up-to-date. This directory is William & Mary’s central, university-wide, public directory, relied on by both internal and external visitors. Last year, the directory had approximately 300,000 page views. Visit Campus Directory Updates for more information and to update your details.
  1. Health Plan Reimbursement of COVID-19 At-Home Tests: The federal government has announced health plan reimbursement for eligible over-the-counter diagnostic COVID-19 tests purchased January 15, 2022 or later. This mandate is in effect until the end of the federal Coronavirus Public Health Emergency. Based on the guidelines provided by the Biden administration, each individual on your health plan may receive up to eight over-the-counter COVID-19 tests each month. If you purchase a test kit that includes two rapid tests, those will count as two of your eight covered tests. Please see DHRM’s news site for more information.
February 2, 2022:

Remote Work Policy and Form Updates: University Human Resources recently made some minor updates to the William & Mary’s Remote Work Policy. Inconsistencies and contradictions in the policy were removed. All references to “telework” were changed to “remote work.” In addition, staff are no longer required to work 12 months before they may be considered for a remote work agreement. The full policy may be viewed online.

The revised Remote Work Agreement is now ready for use. It was moved from Banner Self-Service to the University Human Resources forms page. It is under Miscellaneous forms. Employees initiate the agreement. It is then approved by the employee’s supervisor and Cabinet member or the Cabinet member’s designee. The new agreements are either ongoing or for a fixed period of time. Employees with expired agreements should complete a new one now. 

Health Plan Reimbursement of COVID-19 At-Home Tests:The federal government has announced health plan reimbursement for eligible over-the-counter diagnostic COVID-19 tests purchased on or after January 15, 2022. This mandate is in effect until the end of the federal Coronavirus Public Health Emergency.

Based on the guidelines provided by the Biden administration, each individual on your health plan may receive up to eight over-the-counter COVID-19 tests each month. If you purchase a test kit that includes two rapid tests, those will count as two of your eight covered tests. Please see Virginia’s Department of Human Resource Management’s news page for more information.

January 19, 2022:
 
COVID-19 at William & Mary: A Summary of Updated Guidance for Employees 

William & Mary has adopted a suite of health and safety measures designed to mitigate the course of the COVID-19 pandemic on campus while providing the premier in-person academic and campus experience that distinguishes William & Mary among the best in the world.

Policies at a Glance

  • Masks are required in all shared indoor spaces at William & Mary unless actively eating or drinking. They are not required in residence hall rooms or private offices. Masks are optional outdoors, but encouraged in large crowds.
  • COVID-19 vaccinations and boosters are required of all students at William & Mary, and strongly encouraged for faculty and staff.
    • Up to eight hours of paid Public Health Emergency Leave may be used to obtain a vaccine or booster dose or to weather side effects. Visit W&M’s PHEL page for more information and to request this leave.

Managing COVID-19 as an Employee

  • If you test positive for COVID-19 or are identified as a close contact, inform William & Mary by visiting ReportCOVID.wm.edu. You will be assigned a case manager to help you navigate quarantine and/or isolation while respecting your privacy. Case managers will help you obtain COVID-19 tests if needed.
  • Do not come to campus if you have symptoms consistent with COVID-19. Please seek advice from a medical provider and visit ReportCOVID.wm.edu.

If You Test Positive for COVID-19

  • The first thing to do is to inform William & Mary by visiting ReportCOVID.wm.edu. You will be assigned a case manager to help you navigate quarantine and/or isolation while respecting your privacy.
  • You will need to isolate for at least five days. Do not come to campus; you may work remotely if you are able to do so. 
  • You may be eligible for paid Public Health Emergency Leave authorized by the Commonwealth of Virginia to provide up to 40 hours of covered leave for full-time employees; prorated for part-time employees. Visit W&M’s PHEL page for more information and to request this leave.
  • If on Day 6 you have no COVID-19 symptoms or fever, you may return to work or class, unless your W&M case manager advises you otherwise because of the details of your specific case. (Day Zero is the day symptoms started or the day the test was administered.) You do not need a negative test to return to campus. Continue to wear a mask, indoors and outdoors at William & Mary, for an additional five days.
  • Visit the CDC’s Quarantine & Isolation pages for more information.

If You Are a Close Contact of a Person with COVID-19

  • The first thing to do is to inform William & Mary by visiting ReportCOVID.wm.edu. You will be assigned a case manager to help you navigate your exposure, testing, quarantine and/or isolation, while respecting your privacy.
  • If you have or develop any symptoms of COVID-19, contact your healthcare provider and test for coronavirus as soon as you can. If you are a close contact and you develop symptoms of COVID-19, you must begin to isolate immediately. Contact your case manager to let them know of your change in status and they will advise you on testing and the changes to your mitigation timeline.
  • If you are vaccinated, have received a booster and have no symptoms of COVID-19, you do not need to quarantine, per CDC guidelines. You will need to test for COVID-19 on Day 5 after your exposure to the positive person. (Day Zero is the most recent day you were exposed to COVID-19.) Your case manager will facilitate ordering a self-test and advise you on the date you should administer it. 
  • If you are not yet vaccinated or you haven’t yet received a booster, you will quarantine for at least five days, per CDC guidelines. Do not come to campus or class. You may work remotely if your position is authorized to do so. You will need to test for COVID-19 on Day 5 after your exposure to the positive person. You may be eligible for paid Public Health Emergency Leave. Visit W&M’s PHEL page for more information and to request this leave. Visit the CDC’s Quarantine & Isolation pages for more information.
January 12, 2022
Public Health Emergency Leave (PHEL) Updates - Effective January 10, 2022 (Subject to Change) 

The Department of Human Resource Management (DHRM) has authorized use of Public Health Emergency Leave (PHEL) for the new leave year that started on January 10, 2022.  For this leave year, up to 40 hours of PHEL is available for use.  It is available to all employees (classified, operational, professional, faculty, and hourly).  The PHEL allotment is prorated for employees working less than full-time.  PHEL may be used for the following reasons:

  • Up to 40 hours may be used to attend to an employee’s own illness due to a confirmed positive COVID-19 test from a medical provider. The employee’s return to the workplace must comport with the CDC’s recommendations.
  • Up to 40 hours may be used to provide home care to an immediate family member who has contracted COVID-19 through a confirmed positive test from a medical provider.
  • Up to 8 hours of the 40 hours of PHEL may be used to obtain a COVID-19 vaccine and/or booster or to recover from side-effects resulting from obtaining the vaccine.

Any questions about PHEL should be sent to AskHR@wm.edu.

Updated Quarantine and Isolation Guidelines - Effective December 31, 2021: Quarantine for Close Contacts - The guidelines for those who have been in close contact with a known-positive vary based on vaccination status.

  • If you have received a booster or if you’re vaccinated but not yet eligible for a booster: If you have been in close contact with someone who has tested positive for COVID-19, you must use ReportCOVID.wm.edu and will be assigned a case manager. If you are asymptomatic, you do not need to quarantine, but you will be tested on Day 5 after exposure.  
  • Unvaccinated with an approved exemption: If you are unvaccinated, you must use ReportCOVID.wm.edu and will be assigned a case manager. You are required to quarantine for five days regardless of your symptoms or lack thereof. You will be required to test on Day 5 after exposure.  

Positive Cases - This applies to all faculty and staff, regardless of vaccination status.

  • All Employees: If you have tested positive for COVID-19, you are required to isolate for five days from the date your test was administered. If you are asymptomatic on Day 6, you can return to school or work, but must remain masked indoors at all times through Day 10 and should refrain from eating or drinking indoors with others. 
Mandatory Training: Annual Emergency Management training and W&M Security Education & Awareness training was due Friday, January 7, 2022. Please use either Chrome or Foxfire browsers in Cornerstone to optimize your experience. Your prompt attention in completing the required training is appreciated.  Additional information and consequences for not completing said training will be sent via Cornerstone on January 14th to those who have not completed the program.
HR Minutes from 2021
 
December 1, 2021:
  • Limits for Elective Retirement Withholdings Increasing for 2022. Contribution limits for the 403 and 457 retirement plans are increasing starting January 1, 2022. Employees will be able to contribute up to $20,500 in 2022 (increased from $19,500 in 2021). Catch-up contributions for employees over 50 years of age are not changing; they remain capped at $6,500. To increase your contribution to the 403 plan, visit Retirement@Work or call TIAA at (844) 567-9090. To increase your contribution to the 457 plan, contact Mission Square online or call (877) 327-5261.
  • Minimum Wage Increase.  Effective January 1, 2022, the Virginia minimum wage is increasing from $9.50 to $11 per hour. The rate for temporary employees and student employees currently below the new minimum wage will automatically be increased.
  • Leave Usage Reiteration.  As previously published, staff members may carry over up to 80 hours of annual leave above the normal limit for the 2022 calendar leave year. This additional leave must be used by January 9, 2023. For employees who may leave William & Mary during the year, the maximum leave payouts still apply.
November 10, 2021:
  • Thank you to our faculty and staff members who are veterans! We appreciate your willingness to serve our country. A special thank you to our former Marines who are celebrating the Corps’ 246th birthday today. For our veterans, we encourage you to look in Banner Self Service to ensure your veteran status is correct.
  • Open Enrollment for Legal Resources. The annual open enrollment for Legal Resources runs through November 22nd. This benefit costs $16.50 per month and provides employees and their covered family members with access to a variety of legal services. Join us for an informational session via Zoom on Thursday, November 11th, from noon to 12:45 p.m. The passcode for the session is 353097. Additional information is available on the HR website.
  • Check-In Conversations. Remember, all supervisors of staff should conduct a check-in conversation with their direct reports during the fall semester. If you have not held them yet, you have a few weeks. Employees are able to initiate the check-in conversation in Cornerstone if they choose to do so. Look at the HR website for more information.
  • Congratulations to Elizabeth Eldredge in the Mason School of Business! The Department of Human Resource Management (DHRM) recently held a statewide pumpkin decorating contest. Elizabeth won the Funniest Pumpkin prize with her entry (pictured below) entitled “Ermagourd - The gourd. The bad. And the ugly”. Way to go, Elizabeth! Visit the HR website to see the photo.
November 3, 2021:
  • Open Enrollment for Legal Resources. The annual open enrollment for Legal Resources is now through November 22. This benefit costs $16.50 per month and provides employees and their covered family members with access to a variety of legal services. Join us for an informational session via Zoom on Thursday, November 11, from noon to 12:45 p.m.  The passcode for the session is 353097.  Additional information is available on the Human Resources website.
  • Mandatory Training Reminder. The end of the calendar year is quickly approaching and with it, time to complete the mandatory training for 2021. Both programs are designed to protect our community: William & Mary Security Education and Awareness and the Annual Emergency Management Training. They each take approximately 30 minutes to complete and can be accessed via My Transcript in Cornerstone.
October 27, 2021:
  • Open Enrollment for Legal Resources. The annual open enrollment for Legal Resources is November 1 to 22. This benefit costs $16.50 per month and provides employees and their covered family members with access to a variety of legal services.  More information is available on the Human Resources website.  
  • Dependent Care Flexible Spending Account. In an effort to meet the needs of employees during these extraordinary times, the Commonwealth added a grace period to the 2020-2021 Dependent Care Flexible Spending Account (DCFSA) Plan year (7/1/20-6/30/21). Participants have until October 31, 2021, to submit claims. Visit the Department of Human Resource Management website for more information.  
  • Election Day. A reminder that W&M offices will be closed this Tuesday, November 2, 2021, in observance of the statewide holiday; classes will be in session. Visit Virginia’s Department of Elections for more information.
October 13, 2021:
  • Be Cyber Smart. W&M IT is recognizing October as National Cyber Security Awareness Month, offering tips and best practices for protecting your digital identity and William & Mary’s assets. This week the campaign focuses on avoiding phishing attacks. Visit IT’s National Cyber Security Awareness Month website for more information and follow the #BeCyberSmart hashtag all month.
  • Early Voting Through October 30. Early voting for the November 2 Virginia elections runs through Saturday, October 30. To learn more about how to register, the candidates, how to vote early, where to vote in person and more, visit W&M’s Voter Engagement page, Registering and Voting FAQs.
  • W&M Ombuds Services. The W&M Ombuds office offers confidential consultations on work-related concerns to all faculty and staff members. The office serves as a confidential, independent and informal resource for all categories of employees and faculty who would like to talk about any work-related concern. The ombuds can also consult in confidence on managing workplace conflict. Email ombuds@wm.edu to contact the office.
October 6, 2021:
  • Hulon L. Willis, Sr. Hall Dedication - October 9. Please join President Katherine A. Rowe and honored guests for the dedication of Hulon L. Willis, Sr. Hall on Saturday, October 9, at 12:30 pm. In April 2021, William & Mary's Board of Visitors voted to rename the former Taliaferro Hall in memory of Hulon L. Willis, Sr. M.Ed. `56, the first African-American student to enroll at William & Mary. The brief ceremony will be held in front of Hulon L. Willis Sr. Hall, 112 Jamestown Road. Learn more.
  • Commonwealth of Virginia Campaign (CVC). The annual CVC campaign kicked off on September 28. This campaign allows state employees to support charities of their choice by credit card payment or payroll deduction, with payroll deductions starting in 2022. You can choose your donation method and amount through a secure platform. Visit William & Mary’s CVC website for more details and a link to W&M's donation page.
  • Dependent Care Flexible Spending Account. In an effort to meet the needs of employees during these extraordinary times, the Commonwealth added a grace period to the 2020-2021 Dependent Care Flexible Spending Account (DCFSA) Plan year (7/1/20-6/30/21). Participants have until October 31, 2021 to submit claims. Visit the Department of Human Resource Management website for more information.
  • Flu Shot Clinic October 6 and 7. The annual flu shot clinic for faculty and staff who participate in a state health plan is today, Wednesday, October 6, from 9 a.m. to 4 p.m., and tomorrow, Thursday, October 7, from 9 a.m. to 12 noon, in Chesapeake A in the Sadler Center. Appointment times are booked; however, we may have walk-in availability. Print and complete the Vaccine Consent Form. Remember to bring it and your health insurance card with you.
September 29, 2021:
  • Flu Shot Clinic October 6 and 7. Faculty and staff who participate in a state health plan are invited to receive their flu shot at this year’s flu shot clinic. It is scheduled for Wednesday, Oct. 6, from 8 a.m. to 4 p.m. and Thursday, Oct. 7, from 9 a.m. to 12 noon in Chesapeake A in the Sadler Center. Sign-up for an appointment here.  Remember to bring your health insurance card with you to the appointment.
  • Mandatory Training. Two annual mandatory training programs launch this Friday, Oct. 1. The annual Emergency Management Orientation training was created by the Virginia Department of Emergency Management and customized for W&M and VIMS faculty and staff. W&M Cyber Security Awareness training has been updated for 2021. New employees who recently completed the cyber security training for 2020 are required to take the new training as well. The deadline for completing both training programs is Jan. 7, 2022. This should help accommodate semester workflows for faculty and high peak times for various offices.
September 22, 2021:
  • Flu Shot Clinic October 6 and 7. Faculty and staff who participate in a state health plan are invited to receive their flu shot at this year’s flu shot clinic. It is scheduled for Wednesday, October 6 from 9 a.m. to 4 p.m. and Thursday, October 7 from 9 a.m. to 12 noon in the Sadler Center. The clinic is by appointment only and you need to bring your health insurance card with you. Sign-up information will be included in the Digest within the next few days. 
  • Faculty Guide to COVID-19.  The Public Health Advisory Team has created a Faculty COVID-19 Guide that contains a wealth of information for faculty on topics such as classroom guidance and accommodating student absences, as well as a list of frequently asked questions.
  • CapTrust One-on-One Meetings. CapTrust Financial Advisors, the independent financial advisory firm that works on the William & Mary Optional Retirement Plan, is conducting virtual consultations on Thursday, September 23, and Thursday, November 4. There are also in-person consultations for Facilities Management staff members on Wednesday, October 20. The sessions are 45 minutes and include retirement and general financial planning; and investment education and advice. You also have an opportunity to create a Retirement Blueprint. Sign-up for an individual session.
September 15, 2021:
  • Flu Shot Clinic October 6 and 7. This year’s flu shot clinic for faculty and staff is scheduled for Wednesday, October 6 from 9 a.m. to 4 p.m. and Thursday, October 7 from 9 a.m. to 12 noon in the Sadler Center. The clinic is by appointment only. We are finalizing the details and will send out appointment sign-up information next week.
  • Employee Assistance Program (EAP). The Employee Assistance Program provides quick and easy access to confidential resources to help us all meet the challenges of everyday life. It is available to all employees who participate in the state’s healthcare plans. Included are up to four sessions at no charge for such services as mental health, alcohol or drug abuse assessment, child or elder care counseling, and legal or financial services. We encourage all faculty and staff to watch the CommonHealth of VA and Your Employee Assistance Program video for additional information.
September 8, 2021:
  • Temporary COVID-19 Protocols Effective Immediately. COVID-19 Director and COO Amy Sebring issued important COVID-19 updates yesterday in her message, including a temporary indoor and outdoor mask requirement. For two weeks, properly worn masks over the nose and mouth are required outdoors unless eating, drinking or able to maintain six feet of distance from others. Masks are still required indoors except in dorm bedrooms and bathrooms and single-occupant offices.
  • Masks Required Outdoors at Events This Week. In addition to the mask protocols above, masks are specifically required at a number of large outdoor events this week, including Opening Convocation, the football game on Saturday and the AMP/Welcome Back concert, also on Saturday.
  • William & Mary Remains In-Person. As Amy noted, the number of employees -- faculty and staff members -- who have tested positive for COVID-19 has remained static at fewer than five over the past week. At this point, the Public Health Advisory Team has found no evidence of COVID-19 spread in the classroom or academic buildings, but routinely monitors as part of the case management process. The university remains committed to providing in-person teaching and learning this year. As the Public Health Advisory Team reminds us, we have the tools to work safely and combat COVID-19 in vaccinations and masking.
  • Watch the Community Conversation at 6 p.m. this Thursday. In this first Community Conversation of 2021-22, join President Katherine A. Rowe and members of the Public Health Advisory Team tomorrow, September 9, at 6 p.m. ET, for “Living, Learning and Working Together This Year.” The panel will discuss the measures in place supporting a predominantly in-person experience while protecting the health and well-being of students, faculty and staff. Panelists will do a deep dive on campus positivity rates, breakthrough cases and how the university continues its data-driven approach to decisions amid pandemic.
  • Hear More From the Public Health Advisory Team. William & Mary News has published an informative Q&A with the Public Health Advisory Team on the current COVID-19 cases.
  • Preserving Your Savings for Future Generations. Join Fidelity’s virtual workshop on Wednesday, Sept. 15, from noon to 1 p.m. to obtain information on estate planning. Learn about the components of an estate plan, including information on wills versus probate, powers of attorney, healthcare proxies, and the importance of gifting and insurance replacement strategies. Please register in advance.
  • Americans with Disabilities Act (ADA). The formal process to request an accommodation under the Americans with Disabilities Act (ADA) is changing to include use of our online accommodation request system, Accommodate. The first step to request an accommodation is to complete the online form. The next step is to have your healthcare provider complete a healthcare certification form. More information about requesting an ADA accommodation is available online in the Employee Reasonable Accommodation Policy and Procedure. Questions may be sent to eeaccommodate@wm.edu.
September 1, 2021:

1. Public Health Emergency Leave. Gov. Ralph Northam has re-authorized use of Public Health Emergency Leave (PHEL) for specific COVID-19 related reasons, effective Sept. 1, 2021. Full-time employees are eligible to receive up to 80 hours of PHEL. The PHEL allotment is prorated for employees working part-time. Employees who used fewer than 80 hours of PHEL during the current leave year that started on January 10, 2021, may use the remaining balance of PHEL for the below criteria. Employees who used all 80 hours of PHEL within the current leave year do not receive an additional PHEL allotment. PHEL may be used to cover specific situations:

  • When the employee has a positive test result for COVID-19 and is experiencing symptoms; and/or when an asymptomatic employee has a positive test result for COVID-19, is required to isolate, and is unable to perform his/her job remotely.
  • When the employee's immediate family member has a positive test result for COVID-19, is experiencing symptoms, and is unable to care for himself/herself.  (An immediate family member is defined in the Family and Medical Leave Act regulations as an employee's spouse, son, daughter or parent.)
  • Up to 8 hours of PHEL may be used to obtain a COVID-19 vaccine and/or recover from the side-effects of vaccination. The allotment covers receiving the actual dose plus reasonable travel time.

Visit William & Mary Public Health Emergency Leave for additional information and instructions.

2. Call for Remote Volunteers. W&M Health Logistics and Conference Services are looking for Zoom volunteers to help confirm Osher student vaccines. The daytime, remote, two-hour appointments will begin on Sept 1. Volunteers will join a Zoom session, let students in one at a time from the waiting room, review the vaccination cards, and record that it was presented. This is a good opportunity for the whole university to come together to meet a need. Please visit the registration page to volunteer and receive additional instructions.

3. Preserving Your Savings for Future Generations. Join Fidelity’s virtual workshop on Wednesday, Sept. 15, from noon to 1 p.m. to obtain information on estate planning. Learn about the components of an estate plan, including information on wills versus probate, powers of attorney, healthcare proxies, and the importance of gifting and insurance replacement strategies. Please register in advance.

4. Remote Work Policy. In last week’s HR Minute, we announced the revised Remote Work Policy that is effective September 1. We made two changes to the policy’s appendix. First, Appendix A is now a remote work position eligibility assessment tool for supervisors to use when determining if a position is eligible for remote work. Second, Appendix B is the list of positions typically not eligible for remote work. Both the policy and links to the appendix may be viewed online at Remote Work Policy.

August 25, 2021:
  • The revised Remote Work Policy (formerly the Telework Policy) is effective September 1, 2021. The policy was updated to include options to work remotely full-time or on a part-time, hybrid basis. It also includes information about child and elder care while working remotely. The updated Remote Work Policy may be viewed online.
  • The Remote Work Agreement (formerly the Telework Agreement) has been updated too. HR and IT are working together to implement the new form. All current telework agreements remain in effect until the new form is available for use. Once it is, staff working remotely on a full- or part-time basis need to complete the new form. New remote work arrangements may either be continuous (instead of the current one-year period) or for a specific period of time. In addition, the agreements are approved by the employee’s supervisor and cabinet member. We will notify you in a future HR Minute once the new form is available.
August 18, 2021:
  • In June, we shared information about a new Virginia law change related to overtime pay that was implemented on July 1, 2021. With the change, we could no longer offer overtime leave in lieu of overtime pay to non-exempt employees working over 40 hours in a work week. In a recent special session, the General Assembly changed that part of the law back to its original form. Virginia public universities and other state entities are again able to offer the option for non-exempt employees to select either overtime leave or overtime pay for hours actually worked over 40 in a work week. Overtime election forms will be sent shortly to non-exempt employees. All elections are effective September 10. If you have any questions, please send them to AskHR@wm.edu.
  • As we prepare for the launch of the fall semester, please remember to visit Report COVID if you test positive for COVID-19. Filling out the form connects you with a William & Mary case manager who can help you navigate benefits, work, and teaching during the 10-day isolation period and help track W&M close contacts.
August 4, 2021:
  • The COVID-19 Vaccination Policy announced by the President's Office July 29 is now posted in the Office of Compliance & Equity's policy library.

    All employees -- faculty and staff -- are required to record the first vaccination dose in the Kallaco portal on or before Tuesday, August 10. The second or final dose is due on or before Friday, September 17. Employees not in compliance with this policy will be placed on leave without pay at the beginning of the next applicable pay period. Employees will remain on leave without pay until they are in compliance with this health and safety policy or for thirty (30) days. Employees who do not comply with this policy prior to the expiration of the 30-day leave without pay window will be notified and terminated for cause effective immediately.

    For more information about vaccinations and to make an appointment, please visit Vaccinate Virginia or talk with your doctor or pharmacist.

    Medical disability and religious exemptions and deferrals are available under the COVID-19 Vaccination Policy.  Directions for requesting them are online at https://www.wm.edu/sites/pathforward/health/vaccination-exemptions/index.php.  Requests must be submitted prior to August 10.  Please contact AskHR@wm.edu if you have any questions.
July 21, 2021:
  • As announced by President Rowe at last Friday’s employee convocation, she is awarding all benefit eligible staff members 4 hours of recognition leave in honor of the work each of you has done over the past year and a half. (For staff members who work fewer than 40 hours per week, the amount of leave is prorated.) The leave is being loaded into eligible employee’s leave balances in Banner. It is available for use starting with the July 25 pay period and needs to be used by January 9, 2022.
  • At the start of the COVID-19 pandemic, the governor declared a Public Health Emergency in Virginia. As a result, state employees were granted Public Health Emergency Leave (PHEL). The Public Health Emergency Declaration expired on June 30, 2021. Therefore, effective July 1, 2021, faculty and staff no longer have access to PHEL. Any remaining PHEL balances are being removed from Banner. Employees who are ineligible for remote work and who must quarantine due to a known exposure to COVID-19 must use their available personal, annual, overtime and/or compensatory leave to cover their absence.
  • We have a point of clarification related to COVID-19 testing. All employees who are assigned to W&M campuses and have not received the COVID-19 vaccine will be required to take a weekly COVID-19 test during the fall semester, unless they are on approved leave, out to sea on a research vessel, or have another approved reason that make it infeasible to test. A medical or religious exemption to the anticipated vaccination requirement does not exempt one from participation in W&M’s COVID-19 testing program. Additionally, in her June 29 letter to campus, our chief operating officer states, “if you do not complete your testing as required, you will be placed on leave without pay until the testing requirement has been completed.” A testing protocol that quickly identifies positive cases of COVID-19 enables W&M to return to a more normal way of learning, teaching and working without masks or physical distancing.
  • IICMA-RC changed its name to MissionSquare Retirement (MSR). MSR is the provider for the 457 Hybrid and 457 COV Deferred Compensation Plan (DCP). Their website and phone number are the same.
July 14, 2021:
  • Our first Employee Convocation will be held 9-11 a.m. on Friday, July 16, in the Wren Yard. All employees working this summer are invited and encouraged to attend this important homecoming-type event. No parking permit will be required to attend. You can park on campus and not be worried about a citation. Welcome back to campus!
  • A COVID-19 point of clarification. If you have received a medical or religious exception to the anticipated vaccination requirement, it does not exempt you from participation in William & Mary’s COVID-19 testing program. Those employees local to W&M campuses who are not yet vaccinated will be required to take a weekly COVID-19 test this fall semester, unless they are on approved leave, out to sea on a research vessel or have other extremely compelling reasons that make it infeasible to test. A testing protocol that quickly identifies positive cases of COVID-19 will allow W&M to return to a more normal way of learning, teaching and working, without masks or physical distancing.
  • The Virginia Retirement System (VRS) is now accepting online retirement applications.  VRS members wishing to retire have the option to submit their paperwork online instead of completing and submitting a hard copy form.  The online retirement tab is accessible in a VRS member's myVRS account under the Manage My Benefits menu.  For more information, please visit the VRS Member News online at https://mailchi.mp/varetire/may-2021-member-news.
July 7, 2021:
  • Our department email, [[AskHR]], is your one-stop email resource for general HR-related questions, including questions on salary/pay, benefits, retirement,  classification/position descriptions, recruitment/posting, training, performance and other topics. 
  • Our first Employee Convocation will be held 9-11 a.m. on Friday, July 16, in the Wren Yard. All employees working this summer are invited and encouraged to attend this important homecoming-type event. Welcome back to campus!
  • While many have been working on campus for some time, many more people will be returning to campus over the coming weeks. It is understandable that it may take some time to tidy up, set up and readjust to working in person. Let's remember to give one another and ourselves grace and space during this time.
June 16, 2021:
  • TOMORROW: Please join us for a virtual Employee Town Hall on Thursday, June 17 at 2 p.m. It will feature Chief Operating Officer Amy Sebring, Chief Human Resources Officer Chris Lee and Assistant Professor of Health Sciences Carrie Dolan to answer your questions on the plans for return to campus. To attend, please register online. Once you register, you will receive an email with the Zoom link.
  • William & Mary presents a special virtual Juneteenth commemoration program at 2 p.m. on Saturday, June 19, which can be streamed live at wm.edu/juneteenth/watch. The program will include a performance of “Evolution of a Black Girl” by actress Morgan McCoy; music from such acts as The Gonzales Sisters, The Three Tenors and Matthew Willard; and remarks from university and community leaders, including W&M President Katherine A. Rowe, Williamsburg Mayor Douglas Pons, Let Freedom Ring Foundation President Connie Harshaw and Cliff Fleet, president and CEO of The Colonial Williamsburg Foundation. The program will also include footage from the groundbreaking for W&M’s Memorial to the Enslaved and a reading of the names of people who were enslaved by the university.
  • In an email to campus last week, Amy Sebring addressed Governor Northam’s recent executive order, which reduces plastic pollution and solid waste at state agencies and institutions of higher education. Much of the work to implement this policy at W&M has already begun. Questions? You can submit questions via this online form.
  • VCU Health at William & Mary, located at 332 North Henry St., is open Monday-Friday from 8 a.m. to 4:30 p.m. For W&M faculty and staff, walk-in appointments are available for acute injury or illness. Additional questions can be answered on site or by calling 757-258-8058. On-demand virtual urgent care is available 8 a.m. to 11 p.m., daily by visiting vcuhealth.org/urgentclinic. For all services available at this location, visit vcuhealth.org/williamsburg. While the VCU Health clinic takes walk-in appointments from students, the W&M Student Health Center remains the primary location for student health services during regular business hours, 8 a.m. to 5 p.m. Monday-Friday. Students should check their insurance plan for information on coverage for medical offices other than the SHC, including the VCU Health clinic.
  • W&M has been recognized again this year by ACPA and Diverse: Issues in Higher Education as a “Most Promising Place to Work in Student Affairs.” Congrats to our talented colleagues in Student Affairs!
  • The Commonwealth’s Department of Human Resources Management (DHRM) has just published a new and major law change related to overtime pay being implemented on July 1, 2021. The Federal Fair Labor Standards Act (FLSA) allows state universities to offer overtime leave in lieu of overtime pay for non-exempt employees working over 40 hours in a work week. With the change in Virginia law though, this option is no longer available. We cannot offer overtime leave to any employee. Instead, we must pay overtime pay to non-exempt employees working over 40 hours in a work week. Overtime election forms were recently sent to non-exempt employees. This information is no longer relevant. As of July 1, all non-exempt employees will receive overtime pay for hours worked over 40 hours in a work week. If an employee has a current overtime leave balance, he/she will retain that leave and be able to continue using it until the leave is exhausted. If an employee leaves employment and has an overtime leave balance, he/she is eligible to receive a payout of that leave. If you have any questions, please direct them to [[AskHR]].
June 9, 2021:
  • The next quarterly deadline for VRS Hybrid Retirement Plan members to adjust their voluntary contribution is Tuesday, June 15 at 4 p.m. Find out more information at varetire.com or call ICMA-RC Participant Services at 877-327-5261 (option 1).
  • Experts would suggest that one of the best times to start a new voluntary retirement withholding plan--such as a 403b or 457--or increase one’s contribution is when one receives a salary increase. Consider your retirement plans as July 1st pay increases are awarded.
May 19, 2021:
  • Volunteers are needed to help the Class of 2021 celebrate their impending Commencement Weekend! Sign-up now to support this week's activities including Wren Bell Ringing and six (6!) Commencement Ceremonies.
  • President Rowe and COO Amy Sebring have issued three crucial updates this week that you won’t want to miss:
  • Campus slow-down weeks (May 24-June 5): A reminder that President Rowe announced a period of respite for employees at the end of the spring semester. Please consider using accrued time off during that period if possible. If units are unable to use these weeks for this purpose, supervisors should identify alternate weeks when folks can take a much-needed vacation. Faculty and staff should do everything they can to support and respect this needed slow-down.
  • Title IX and Reporting: Don't forget to complete this mandatory training in Cornerstone by Tuesday, May 25. It takes approximately one hour to complete all sections.
  • Two anonymous donors funded the new Values in Action Award. The inaugural recipients are Natoya Haskins Ph.D. ’11 (School of Education), Mariellynn Maurer (Conference Services), Kathleen Mazzitti (Advancement) and Corinne Picataggi (Information Technology). Read the full story.
  • We continue to work towards our goal of a fully inclusive university and campus culture. We have engaged the Ivy Planning Group to conduct an organizational assessment. You may receive an invitation to participate in a focus group or interview. You are strongly encouraged to participate and supervisors should provide staff members adequate time to do so if invited.
May 12, 2021:
  • Open enrollment for health benefits and flexible spending accounts continues through Monday, May 17. HR is hosting 15-minute one-on-one sessions with a benefit specialist for employees through Thursday, May 13. This is your opportunity to ask questions and obtain assistance. Book an online session.
  • Title IX and Reporting: Don't forget to complete this mandatory training in Cornerstone by Tuesday, May 25. It takes approximately one hour to complete all sections.
  • The HR Minute will be shifting to a new schedule for the summer, coming out every other week, instead of weekly.
May 5, 2021:
  • Volunteers are needed to help the Class of 2021 celebrate their impending Commencement Weekend! Sign-up now to support this week's undergraduate Wren Bell Ringing and their six (6!) Commencement Ceremonies.
  • The W&M Building Connections and Bridging Differences (BCBD) Award was created in 2021 to celebrate individuals and teams that exemplify the commitment of fostering deep human connection and engagement of diverse perspectives and seeking wisdom in bridging differences. These individuals and teams though their words and actions treat everyone in our community as they would wish to be treated, help those around us who are in need, and make amends when they cause another person pain. Nominate a colleague or team.
  • Title IX and Reporting: Don't forget to complete this mandatory training in Cornerstone by Tuesday, May 25. It takes approximately one hour to complete all sections.
  • Open enrollment for health benefits is now through May 17. For information, visit the HR open enrollment website.
  • Join us Wednesday, May 19, from 12 to 1 p.m. for the next Fidelity webinar: Retirement Income Planning for Her. This session is designed for women investors; and will help you learn more about your retirement savings and plan for future income. Topics include understanding why retirement planning is different for women, identifying the five key financial risks in retirement and learning the basics of creating a retirement income plan. Register for the webinar.
  • 2021 William & Mary staff holidays and office closings:
    • Memorial Day: Monday, May 31
    • Juneteenth: Friday, June 18
    • Appreciation days:
      • Thursday-Friday, July 1-2 (Note: Independence Day is observed on July 5)
      • Monday-Wednesday, November 22-24 (Note: The governor has given state employees a half-day on November 24, as well as November 25-26, for the Thanksgiving holiday).
    • Labor Day: Monday, September 6
    • Election Day: Tuesday, November 2
    • Winter Break: December 23-December 31
  • Classified and University Employees: HR has received a number of questions from employees about whether they are classified or university employees. When the university was granted greater autonomy and independence from the state in 2009, employees at the time had the option of remaining a classified employee governed by the state’s human resources policies, or moving to being a university employee and following W&M human resources policies. (Note: a few W&M policies are also state policies.) All employees hired since 2009 are university employees.
  • Compensation: For non-classified employees, the university will provide 2% across-the-board salary increases for all who are eligible. In addition, Cabinet members will allocate a 3% pool to reward performance, address market differentials, and salary compression, where applicable. As mandated by the Governor and General Assembly, classified employees will receive a 5% salary increase. For staff, effective dates will be the July 1, 2021 paycheck. For faculty, effective dates will be the next contract cycle, August 10.
April 28, 2021:
  • Tune in for the next Community Conversation on April 30 at 3 p.m. President Katherine Rowe will be holding a special conversation with student Commencement award recipients. Participants will discuss the challenges and opportunities over the last year, what they’re looking forward to over Commencement Weekend and life after graduation.
  • Join the W&M Employee Resource Group on Facebook! Connect with other W&M employees. Find local, community and state resources, all at your fingertips. Human Resources is compiling existing resources, opportunities, and community updated information to share with our employees.
  • Remote I-9 Process Exception: The U.S. Immigration and Customs Enforcement (ICE) issued another extension to “remote verification” option now set to expire on May 31, 2021. The new guidance states that employees hired on or after April 1, 2021, who work exclusively in a remote setting due to COVID-19-related precautions are temporarily exempt from the I-9 physical document inspection requirements until they undertake non-remote employment on a regular, consistent, or predictable basis; or the ICE extension is terminated, whichever is earlier. Zoom/Teams may be used for inspecting a new hire’s documents IF the student/employee will be on campus at some point in the future to do an in-person inspection of the documents.
April 21, 2021:
  • Graduating Students and Student Jobs: If you have a student graduating in May who may need to return after graduation to complete their work/research assignments, please create and submit a temporary job description through PeopleAdmin to be classified and filled. Students cannot work in student jobs after graduation and cannot continue working until they have been formally hired into a temporary role, to include a potential background check and I-9 reverification. For questions on this process, contact [[AskHR]].
  • Dependent Care Flexible Spending Account (DCFSA) Grace Period: To meet the needs of employees during these extraordinary times, the Commonwealth of Virginia added a grace period to the DCFSA plan year 7/1/20-6/30/21 (pdf). The period to incur claims under the DCFSA is extended through October 31, 2021.
  • Healthcare Open Enrollment, May 3 through May 17: During this period, employees may make changes to their health plan selections including adding or removing family members, enrolling in coverage, waiving coverage or changing their plan. Employees are also able to enroll in Flexible Spending Accounts (FSA). The schedule of open enrollment events is coming. In the meantime, additional information may be found on the Department of Human Resources website.
April 14, 2021:
  • Strategic planning subcommittee co-chairs will assess how the white paper findings and framing assumptions developed in 2020 have fared under the stress test of the pandemic. Faculty and staff are invited to revisit the white papers and share insights gained over the past year by Friday, April 30. Review the white papers and submit reflections.
  • Title IX and Reporting Training: Don't forget to complete this mandatory training in Cornerstone by Saturday, May 15. It takes approximately an hour to complete all sections.
  • Employee Assistance Programs (EAPs): An employee assistance program provides quick and easy access to confidential resources to help meet the challenges of everyday life. All health plans offered to W&M employees and their dependents have EAPs. Included are up to four sessions at no charge for such services as mental health, alcohol or drug abuse assessment, child or elder care counseling and legal or financial services. We encourage all faculty and staff to watch the CommonHealth of VA and Your Employee Assistance Program video. It is okay not to be okay right now - EAP can help!
April 7, 2021:
  • Mark your calendar for Tuesday, April 13, when we will join together once again to celebrate One Tribe One Day. Every gift, of any size and to any area of the university, makes a difference and strengthens W&M. Be sure to tune in for more than a dozen virtual programs hosted on a variety of topics throughout the day. Help spread the word by sharing why you give back to W&M on Facebook, Instagram, Twitter and LinkedIn using the hashtag #OneTribeOneDay. Learn more and see how you can get involved at https://www.wm.edu/OTOD.
  • Building Connections & Bridging Differences is a campuswide initiative that launches next week! Register for discussion groups to grow your ability to forge deep human connections and creatively bridge differences. W&M employees and students will reflect on four video modules in facilitated conversations intended to connect lived experiences and values. Participants will learn applied strategies and support one another in living our values amidst difficult topics and contrasting viewpoints. Offered on Tuesdays at noon, April 13 – May 4. Register using your W&M credentials on W&M GivePulse.
  • As the world continues to cope with the challenges of COVID-19, the Office of Health Promotion (OHP) knows that forming and maintaining social connections is more challenging than ever. OHP is proud to announce Nod, a research-backed app designed primarily for students, but is being offered to faculty and staff to use as well. The app taps into positive psychology and the science of social connections to help you build the friendships you want and need. Nod is not a social media app, but is all about helping you achieve your social goals in real life. Read more about the Nod app. Questions about the app should be directed to [[ttdavis01,Dr. T Davis]], Office of Health Promotion.
March 31, 2021:
  • Vaccine survey: The CRT encourages all employees to fill out an optional two-question survey through Banner Self-Service to determine who already has been vaccinated and help W&M connect interested faculty and staff with vaccines available through the Virginia Department of Health. Under the Personal Information tab, select Personal Information View/Update and click the update tab under COVID-19 Vaccination Information.
  • Mark your calendar for Tuesday, April 13, when we will join together once again to celebrate One Tribe One Day. Every gift, of any size and to any area of the university, makes a difference and strengthens W&M. Be sure to tune in for more than a dozen virtual programs hosted on a variety of topics throughout the day. Help spread the word by sharing why you give back to W&M on Facebook, Instagram, Twitter and LinkedIn using the hashtag #OneTribeOneDay. Learn more and see how you can get involved at https://www.wm.edu/OTOD.
March 24, 2021:
  • William & Mary announced this week that two anonymous donors have funded a new Values in Action Award to recognize members of our community who exemplify W&M values. To determine the recipients of the Spring 2021 awards, President Rowe will name a committee to consider nominations through Friday, April 16. The award will be accompanied by a $2,500 cash prize.
  • As part of its partnership with William & Mary, VCU Health is opening a health care center in April at 332 N. Henry Street, just off the main campus. The doctors working at the center are employed by VCU Health, and they accept several of the state health insurance plans. VCU Health is trying to gauge the interest of our staff and faculty in using the doctors at the center as their primary care physicians. Please fill out the survey to indicate if you and your family would consider using this health care center. The survey should take less than one minute to complete. Responding to the survey does not obligate you to use the new health care center. 
March 17, 2021:
  • Vaccinations: In addition to our ongoing work with the Williamsburg-James City County vaccine clinic, the university is working with the clinic administration at Christopher Newport University. If you are contacted to schedule a vaccination appointment, you must not forward the email or scheduling link. W&M is given specific slots for faculty and staff members on lists submitted in advance. Forwarding vaccine links jeopardizes our clinic partnerships and our compliance with VDH phasing guidelines. Most importantly, it jeopardizes our ability to ensure that our most vulnerable faculty and staff members are vaccinated as soon as possible.
  • Mandatory Training: As indicated in the October 28, 2020, HR Minute, all William & Mary faculty and staff must complete a variety of mandatory training programs each year in compliance with federal, state, or university policy, regulation, or law. Here is an update:
    • The Commonwealth's Department of Human Resources Management has a reference document of mandatory training requirements (pdf). We address all of these requirements in one form or another over time.
    • As a university, we have additional requirements added to this list.
    • An annual schedule of training, when programs will become available in Cornerstone, and when the training is due will be posted to the HR website soon.
    • Mandatory training is required training. Faculty and staff who do not complete required training will not be in a "good standing" status with the university. Faculty and staff not "in good standing" are ineligible for many privileges associated with university employment such as merit increases, awards, SSRL, and similar benefits and perks.
    • Mandatory training requirements have existed for many years. We are now more focused on meeting these standards and expectations.
March 10, 2021:
  • CAPTRUST Financial Advisors, the William & Mary Defined Contribution Plans independent financial advisory firm, is conducting individual virtual meetings on March 25. These one-on-one sessions are offered to help you make sound investment decisions now in order to have appropriate funds for your future retirement. Learn more and sign up for an appointment.
  • Join us on Wednesday, March 17, from noon to 1 p.m. for the Fidelity webinar Navigating Market Volatility. If you’re concerned about the current market downturns, they will help answer questions such as, “Should I move my investments to cash right now?” and, “If I don’t yet have a plan for situations like this, where do I start?” Through the webinar you will consider if you should change your investments, understand how to pull money out of the market and the effects of moving to cash, and learn why to consider saving more in a workplace savings plan. Register online at Navigating Market Volatility.
March 3, 2021:
  • Join us on Wednesday, March 17, from noon to 1 p.m. for the Fidelity webinar Navigating Market Volatility. If you’re concerned about the current market downturns, they will help answer questions such as, “Should I move my investments to cash right now?” and, “If I don’t yet have a plan for situations like this, where do I start?” Through the webinar you will consider if you should change your investments, understand how to pull money out of the market and the effects of moving to cash, and learn why to consider saving more in a workplace savings plan. Register online at Navigating Market Volatility.
  • The Adjunct Emergency Workforce (AEW), is a supplemental staffing program developed to support the state’s emergency response and recovery efforts. To address emergency response staffing needs, state employees whose jobs do not normally require their presence during emergencies are given the opportunity to be temporarily reassigned to assist during emergency situations. Eligible employees will be able to register for the AEW in EmployeeDirect beginning March 8. They may be requested to work shifts up to 12 hours per day for a period of up to two weeks at any location across Virginia depending on the needs of the emergency. Training is mandatory and supervisor/manager approval is required. There are current needs related to a statewide vaccine rollout plan.
  • Last week W&M Libraries hosted a virtual book talk with Jason Reynolds, author of Stamped: Racism, Antiracism, and You. They are hosting a follow-up discussion of his talk on Friday, March 5, from 2-3 p.m. This hour will allow us to reflect on Jason's talk and continue the conversation about race, racism and antiracism. If you would like to participate, please register to receive the Zoom link. If you missed the talk, you can watch the recording until March 8.
  • The Ombuds Office is undertaking housekeeping tasks to get up and running. If you contacted them for assistance, they will be in touch with you as soon as they are able. Since there has been no Ombuds at William & Mary for some time, they have a queue of people waiting to speak with them. Thank you for your patience. If you need more immediate assistance, please consult the Ombuds Office resources page.
February 24, 2021:
  • If you are tired, worn out, and way beyond your last reserve fumes, the Revitalize Your Resilience workshop is for you! This workshop is part of the Learning Forward Adaptability series, and will cover 10 tips to help you renew so that you can be your best self at work and at home. Held March 2, 9-10 a.m. To register through Cornerstone, use the keyword “Forward” and then click on the Learning Forward event. You will find the workshop under Upcoming Events.
  • Virginia has launched a COVID-19 vaccination registry. All faculty and staff interested in receiving the vaccine should register. If you have registered previously with the local health district, had your first dose and/or if W&M has previously included you in its list of Phase 1A or Phase 1B employees, the website allows you to confirm whether you are already in the database and if not, to register. W&M continues to work with local clinic administration, but as vaccines become more available, it will be beneficial to be registered in the statewide database.
  • The Office of Diversity & Inclusion welcomes campus community members to nominate a colleague to be recognized for a diversity-related program or project that furthers our commitment to inclusive excellence.
  • Want to learn more about project management? The Project Management 101 workshop will introduce you to the basics of project management and different stages of the project lifecycle. Become better prepared and more productive when in charge of a project. This session is designed for beginners. Held March 3 at 2:30 p.m. Register via Cornerstone. Keyword: Occupational Training. Zoom link is included under "View Details."
February 17, 2021:
  • Make your voice heard by providing real-time feedback to the university on important topics through the W&M&You text app. Once registered, you will receive periodic text messages asking for your feedback on a variety of topics related to COVID-19 and other university planning efforts. Responses are tallied and reviewed in aggregate but are not reported by individual.
  • Join the W&M Employee Resource Group on Facebook! Connect with other W&M employees. Find local, community and state resources, all at your fingertips. Human Resources is compiling existing resources, opportunities and community information to help our employees during this challenging time.
  • Reminder: Nominate an exceptional W&M employee for the Duke Award! The Duke Award is given to recognize an employee’s individual contributions to the university. All non-student, non-instructional faculty employees are eligible. Nominations should be submitted by Friday, February 19. Questions? Email Samantha Martinez at [[samartinez]].
  • Watch a Community Conversation with Dr. Anthony Fauci, director of the National Institute of Allergy and Infectious Diseases and Chief Medical Advisor, on Thursday, February 18 at 3:30 p.m. Dr. Fauci is volunteering his time to participate in this conversation with President Rowe and Student Assembly President Anthony “AJ” Joseph. He will answer questions from the W&M community and discuss recent developments concerning COVID-19.
  • It’s not too late to get started on your investing journey. The Take the First Step to Investing webinar will be offered by Fidelity today at noon. You will learn key investing concepts, common investment types and how to choose your investment approach. Register online: Take the First Step to Investing.
February 10, 2021:
  • William & Mary will test its emergency notification system today, February 10, at 12:15 p.m., including the emergency sirens. Emergency notifications will be sent via email and text (“TribeAlert”) and with Alertus on your work computer. In the event of a real emergency, people in the community who hear the siren may check for information and instructions at the W&M homepage. If you are new to the campus and have not yet enrolled in the mass notification system, you may do so through the emergency phone numbers and contact form in Banner.
  • Volunteers are needed for COVID-19 student testing, starting February 11. Volunteers will help direct and check in students when they arrive at Kaplan Arena for their testing. It takes a village to test over 6,000 students in less than two weeks! Sign up for a shift (each shift is a separate booking).
  • Nominate an exceptional W&M employee for the Duke Award! The Duke Award is given to recognize an employee’s individual contributions to the university. All non-student, non-instructional faculty employees are eligible. All nominations should be submitted by Friday, February 19. Questions? Email Samantha Martinez at [[samartinez]].
  • Reminder: You are invited to participate in the Take the First Step to Investing webinar offered by Fidelity on Wednesday, February 17, at noon. You will learn key investing concepts, common investment types and how to choose your investment approach. Register online: Take the First Step to Investing.
  • Healthy Together and Stronger than Ever training is due today (February 10). Be sure to click on the Acknowledgement of the Healthy Community Commitment -- in addition to watching the video -- to complete the training in Cornerstone. Thanks for helping keep W&M healthy and safe!
  • Total Compensation Statement: Our second annual letter will be sent via email to all benefits-eligible employees this week. The email is sent in a secure, confidential manner and will contain a personalized letter for you. It summarizes the total value of your pay and benefits package with the university.
  • Join us as we celebrate the 328th Charter Day at William & Mary. Watch the virtual broadcast of the Charter Day Ceremony tomorrow, February 11, at 7 p.m.
February 3, 2021:
  • The university will transform its ombuds office into a team-based model, appointing three current employees who bring a deep understanding of faculty and staff professional pathways at the university. W&M has appointed professors Rebecca Green and Charles Gressard, as well as Assistant Director for Residence Life Shylan Scott, to its ombuds team. Starting February 15, they will serve in their new roles as collateral duty assignments.
  • Samuel Hayes III has been named chief facilities officer. He has served in an interim capacity since July 2020. Sam, a professional engineer and management consultant, brings expertise in facilities and procurement, as well as performance-based management, to his new full-time position.
  • Check-in conversations can now be added to Cornerstone Learning. Visit the “Featured Trainings” tab to access video and paper-based instructions on how to add a conversation.
  • All faculty and staff are asked to watch the 10-minute video recapping the fall’s Healthy Together training series and acknowledge the community commitment by February 10. The video is available in Cornerstone Learning; visit the “My Transcripts” tab to access the videos and agreement. Viewing the new video and reacknowledging the Healthy Together Community Commitment is required.
  • You are invited to participate in the Take the First Step to Investing webinar offered by Fidelity on Wednesday, February 17, at noon. You will learn key investing concepts, common investment types and how to choose your investment approach. The webinar provides a review of the basics of investing, an understanding of asset allocation and diversification, and helps you identify your ideal investment approach. Register online: Take the First Step to Investing.
  • Please tune in tomorrow, February 4, at 6:30 p.m. for a Community Conversation with President Katherine A. Rowe and members of our community as they explore the ways that each of them are taking action to affect positive change during the pandemic. On a separate but related note, stay tuned as we work to reschedule the Community Conversation with Dr. Anthony Fauci.
January 27, 2021:
  • Chief Operating Officer Amy Sebring sent information earlier this week regarding COVID-19 vaccinations. William & Mary is providing information to the local health districts regarding employees who meet job-related criteria for 1a and 1b vaccinations. If you fall into those categories, you will be contacted directly with instructions on when you can schedule your vaccination should you choose to be vaccinated. It is up to the individual to alert the VDH to conditions that may affect their placement in the vaccination distribution schedule. VDH has launched a portal to assess your status and registration for vaccination alerts at VDH COVID-19 Vaccination Response. Click “Find out which phase you are eligible for” to access the portal. While William & Mary is helping facilitate vaccinations for appropriate faculty and staff members, the university is not currently requiring the COVID-19 vaccination as a condition of employment.
  • All faculty and staff are asked to watch the 10-minute video recapping the fall’s Healthy Together training series and acknowledge the community commitment by February 10. The videos will be available in Cornerstone Learning later this week; visit the “My Transcripts” tab to access the videos and agreement. Viewing the new video and reacknowledging the Healthy Together Community Commitment before students return to campus is required of all faculty and staff.
  • The Healthy Together Daily Health Check is available through the W&M Mobile app or m.wm.edu. It is highly recommended that we all continue to use it as it may be helpful in determining if we have potential symptoms; however, it will not be required this semester.
  • We have new students arriving on campus this semester. We all must set the example of staying Healthy Together by continuing to practice safe behaviors - hand washing, mask wearing and physical distancing.
January 20, 2021:
  • Students, faculty and staff who test positive for COVID-19 must self-quarantine or isolate for 10 days, as do those determined to be close contacts of a positive individual. COVID-19-positive community members, after 10 days of isolation, must be asymptomatic and cleared by a physician before they return to work or class. Following CDC guidance, W&M does not require a negative COVID-19 test to return.
  • Cornerstone sends out notices when participants complete each part of the mandatory training curriculum. Please be sure you are completing all parts of the training or you will receive a reminder message from the system. The following training is due by the end of the month:
    • Active Shooter Training (55 minutes): due January 21
    • Emergency Management Training (45 minutes): due January 29
  • The Office of Diversity & Inclusion welcomes campus community members to nominate a colleague to be recognized for a diversity-related program or project that furthers our commitment to inclusive excellence. Nominate a colleague!
  • Employees and supervisors can find a variety of materials in Cornerstone for holding and documenting performance Check-in Conversations. Access Cornerstone, then click on “Featured Training” to find step-by-step video instructions for using Cornerstone to enter information or upload documents from Check-in Conversations meetings. Also featured are video demonstrations for performance check-in conversations. Both employee and supervisor editions are available.
January 13, 2021:
  • Remote work agreements for staff that were used in the fall automatically extend through the spring semester, unless modified by a member of Cabinet. Staff working remotely who have not completed the form should do so via Banner Self Service (Employee tab > Employee Forms > Telecommuting Work Agreement).
  • Reminder to complete the mandatory training programs assigned to you in Cornerstone:
    • W&M Safety Education and Cyber Security Awareness - due December 28, but can still be completed now
    • Active Shooter Training - due January 21
    • Emergency Management Training - due January 29
  • The final live training session on the Check-in Conversations process for staff will be held on January 20. Registration is required and can be accessed through the Check-In Conversations website. Staff members should participate in order to learn about how the process supports their work efforts and professional growth.
  • Members of the Virginia National Guard have been issued a call to active duty by Governor Northam to support operations in the National Capital Region to protect against civil disturbance. The Governor and the Virginia National Guard appreciate your support of our service members during this time. This activation is involuntary and the service member is required by law to appear for duty. Due to the nature of responding to emergency situations, the call to duty is typically given with minimal prior notice. Please be understanding and flexible as Guard members in our community carry out their duty while continuing their studies and work.
January 6, 2021:
  • The federal Families First Coronavirus Response Act - FFCRA leave (pdf) expired on December 31, 2020. Full-time employees remain eligible for up to 80 hours of Public Health Emergency Leave (PHEL) from the commonwealth. The exception approved in March that expanded PHEL paid time off to 160 hours will expire on January 9, 2021.
  • The deadline to elect to receive your W-2 electronically has been extended to January 15. If you have not already done so, sign in to Employee Self Service, select Tax Forms on the Employee Tab, check the consent box and submit. Paper W-2s will be mailed by January 31.
  • Several departments are participating in Planned Pause activities this week and next. Planned pause schedules for departments and resources are available on the W&M Employee Wellness site.
HR Minutes from 2020
 
December 16, 2020:
  • Human Resources will be participating in the Planned Pause January 4-8 and January 11-15. HR will remain open, but at reduced staffing levels. During the second week, HR staff will be engaged in wellness, professional development or business process improvement activities. We will monitor AskHR emails, but will have a delayed response to non-emergency queries. The Planned Pause schedule for all departments and resources are available on the W&M Employee Wellness site.
  • Distribution of COVID-19 vaccinations has begun across the nation. William & Mary will monitor and follow the guidelines from the Virginia Department of Health in regards to the dissemination to higher education institutions in the commonwealth. We will share more information as it becomes available.
  • The final training sessions for our new interim approach to performance evaluations, called Check-in Conversations, will be held January 7 and 20. All staff should attend a training session prior to their scheduled conversation. Registration is required. More information can be found on the Check-in Conversations website.
  • We want to remind all employees to complete the mandatory training you have been assigned in Cornerstone. The W&M Security Education & Awareness Cyber Security 2020 course is due December 28; we recommend you complete this before winter break. Active Shooter Response and Emergency Management Training are due in January.
  • As we head into the holiday season, we want to share the most recent CDC guidelines to help you celebrate the holidays safely:
    • Before traveling be sure to check travel restrictions
    • Wear a mask to help protect yourself and others
    • Physically distance at least 6 feet away from those who do not live with you
    • Wash your hands and keep hand sanitizer readily available
    • Get your flu shot
  • We encourage you to take precautions when traveling and continue monitoring the CDC website for COVID-19 updates. After the holidays, please consider working remotely through the remainder of the winter break as your position allows.
December 9, 2020:
  • Training for our new interim approach to performance evaluations, called Check-in Conversations, will be held in December and January. All staff should attend a training session prior to their scheduled conversation. Registration is required. More information can be found on the Check-in Conversations website. For questions about these training sessions, contact [[AskHR]].
  • Planned Pause periods have begun or will soon begin for many units. A reminder that these are intended to be opportunities for employees to slow their work pace. As such, other units are asked to support and respect these slow-down periods. The planned pause schedule, resources and activities you may find useful for your own pause weeks, and a sample automatic email reply format are available on the W&M Employee Wellness site.
  • New email signature requirements have been approved by the General Assembly. All employees with state email addresses and state phone numbers must include contact information in their email signature, which shall include, at a minimum, an office phone number and/or state cell phone number. This requirement seeks to improve government accessibility to employees who work remotely, particularly during the COVID-19 pandemic. Review the W&M email signature guidelines.
  • We want to remind all employees to complete the mandatory training you have been assigned in Cornerstone. The W&M Security Education & Awareness Cyber Security 2020 course is due December 28; we recommend you complete this before winter break. Active Shooter Response and Emergency Management Training are due January 29, 2021. Start 2021 off right with having completed as much of the mandatory training as possible.
December 2, 2020:
  • Want to enhance your tech skills during the Planned Pause? Or need instructions for setting a departmental email account auto-reply? W&M IT offers tech-related tips and ideas for your Planned Pause. Questions? Contact the Technology Support Center at [[support]] or 757-221-HELP (4357).
  • Training for our new interim approach to performance evaluations for staff, called Check-in Conversations, will be held over the coming weeks. The first training session is on Thursday, December 3, from 12-12:30 p.m. Registration is required. Information, Zoom registration links, and additional training days are listed on the Check-in Conversations website. For questions about these training sessions, contact [[AskHR]].
  • Employees who are eligible for overtime compensation have been notified via email regarding overtime election. If they wish, they can change their overtime compensation election effective January 10, 2021. They have also been provided the link to the DocuSign Overtime Election form, which must be submitted no later than the effective date of the change. If they do not wish to change their election, they do not need to take any action.
  • We are pleased to announce that there will be a premium holiday for the month of December for those enrolled in the State Health Benefits Program (not including TRICARE Supplement enrollees). The premium holiday will also apply to retiree group participants (retirees, survivors, LTD participants) and Extended Coverage/COBRA participants. This means that there will be no employee/retiree or employer contribution due for one month, regardless of membership level. A communication will be sent from the governor to all employees by email, as well as to retiree group and COBRA participants by letter. The dates for the holiday are December 16 and December 31.
  • Make your voice heard with W&M&You! Register your mobile number and begin participating in brief polls via text. Response data are anonymous, and user information is confidentially maintained by IT. The more employees responding to questions, the more accurate and useful the data will be. Learn more, register to participate and view the latest results in the W&M Mobile app or at https://www.wm.edu/wmandyou.
November 18, 2020:
  • President Rowe and the Board of Visitors are grateful to all of you for your tremendous support of the university and our students. A reminder that they have designated November 30, 2020, “Healthy Together Employee Recognition Day” and W&M will observe it with a paid day off for all employees.
  • Join President Rowe for a two-part Community Conversation on Friday, November 20 at 2:00 p.m. Topics will include what to expect this spring and the science behind COVID-19 and public health.
  • Legal Resources is a low-cost benefit that provides employees and their covered family members access to a variety of legal services. The open enrollment period will close on November 22.
  • Human Resources has been working on updating and correcting employee information in Banner. We now need your assistance. All employees are asked to review and update their emergency contacts, address and phone numbers via Banner Self Service. Having this information helps you receive timely information about your benefits, etc. Also, if you have an emergency at work – such as a work-related accident – we know whom to contact on your behalf. In addition, we also ask that you review your veteran status, race information and disability status. This information is used for reporting purposes and we want to ensure the information is accurate.
  • Updated travel policies have been established as we continue to navigate pandemic conditions. All non-essential William & Mary travel remains suspended, but a process and guidelines have been developed to allow for essential academic and professional travel. Details are available on the Path Forward website (select “Travel”).
  • The university will pilot an interim approach to performance evaluations for staff called Check-in Conversations. The goal of these conversations is to have open, honest, and constructive dialogue about each individual’s contributions at work. These conversations aim to a) reflect upon and learn from past efforts, b) discuss current priorities, and c) aspire to and plan for the future. It will be a ‘ratingless’ system that focuses two-way discussions on the ongoing performance of work and the staff member’s professional and personal well-being, as well as his or her professional growth. Many supervisors have already received training on the process and more training will be held in the coming weeks. Training for staff will be held throughout December. More information about the process and the timing will be published soon.
November 11, 2020:
  • One of the major advantages of our partnership with CAPTRUST is that they can provide both financial information and advice. Since they do not sell financial products, such as retirement plans or insurance, they can give impartial perspectives on the advantages and disadvantages of different options that are specific to each person. Learn more during the CAPTRUST upcoming sessions on November 17 and November 19.
  • Supervisors and managers: Ideas and resources for planning your Planned Pause week(s) will be covered in a Leadership Lessons session on Thursday, November 19, from 3-4 p.m. Virtual team building and energizer activities, health and wellness options, and resources for thinking through lessons learned and your path forward will be covered. Also, collaborative technologies will be offered as an additional resource. Register via Cornerstone, under Featured Training.
  • Have you signed up for the W&M&You climate text app? More than 200 faculty and staff have! It is a great opportunity to provide your anonymous feedback on how you’re feeling about your experience at William & Mary, and one way to influence important decisions at the university. Your voice is important, so sign up today.
  • The W&M Assemblies are holding a Thanksgiving Holiday Food Drive. They are collecting non-perishable food and small toiletries through Friday, November 14. Collection boxes are stationed around campus and there are also online giving opportunities. Volunteers are also needed to assist the mobile food pantry; if interested, you can sign up online.
November 4, 2020:
  • Last week President Rowe announced a pilot program for William & Mary regarding a “planned pause” for non-academic units. The pause is envisioned as a two-week period when staff choose to rest, recharge and refocus. This program is our university’s response to requests from our employees for desperately needed slow-down periods. Within the next few weeks a listing of which offices will be pausing in December-January will be listed on the ‘Planned Pause’ webpage. Read more details about W&M Employee Wellness.
  • The Office of Diversity & Inclusion welcomes campus community members to nominate a colleague to be recognized for a diversity-related program or project that furthers our commitment to inclusive excellence. Nominate a colleague through the online form.
  • Chief Operating Officer Amy Sebring recently sent an informative community message about W&M finances, including important information and noting plans for sharing quarterly updates.
October 28, 2020:
  • Reminder that Election Day (Tuesday, November 3) is a new state holiday. W&M offices are closed but classes are still scheduled. Faculty are encouraged to provide flexibility in how they structure their day. Read about voting and election resources.
  • One of our university values is excellence. We strive to be informed, knowledgeable, proficient, and the best we can be. One of the ways we can maintain a high level of excellence is keeping up with mandatory training that comes to us from the Department of Human Resources Management or from our own university. In the coming months, you will notice William & Mary offering increased and more robust training opportunities to you. Some are mandatory; these requirements are not new, but they have not been properly attended to in recent times. Optional enrichment programs will primarily focus on helping us all thrive at W&M and meet our career goals. Taking advantage of these opportunities will allow us to grow as a learning community – staying informed, up-to-date and professionally proficient.
  • Beginning October 30, W&M will begin offering a Roth (after-tax) Retirement Savings Plan in 403b accounts for employees. This option allows employees to pay the taxes on contributions before they are put into a retirement savings account, so that withdrawals will be tax-free. Restrictions apply. Advantages include: higher after-tax contribution limits than Roth IRAs, eligibility at all income levels, and tax planning.
October 21, 2020:
  • As noted in last week’s email from COO Amy Sebring, employees will be able to carryover up to 80 hours more than the annual maximum carryover limits for annual leave – hours that can be used at any point in leave year 2021. For professional/professional faculty and 12-month faculty, this equates to being able to carryover up to 320 hours of annual leave. For operational and classified staff, the annual leave carryover limit varies based on years of service. The additional annual leave must be used during the 2021 leave year.
  • Additional appointments for the on-site flu shot clinic have been added for October 22. The clinic is by appointment only.
  • All supervisors are required to complete the 'Values In Action' program. Those who didn't participate in the live training in April and May of this year are required to view the recording that is in Cornerstone. In addition to the training, all managers have been asked to discuss at least one William & Mary value at the beginning of every department meeting throughout fiscal year 2020-2021. The goal is for every department to have discussed each value twice during this time period. Follow-up Values In Action programs are being held this fall to gather lessons learned and to discuss best practices; these follow-up programs are optional for supervisors.
  • Check out the latest edition of W&M’s new mental health & wellness podcast, Ways to Flourish . Each podcast will focus on a particular wellness strategy that will contribute to our mental health and includes a professional wellness expert and a campus voice speaking to how the issue or strategy is relevant for them. The podcast is on the Health & Wellness site. If you miss an episode or want to return to a favorite, all episodes will be archived on the site.
  • Help us stay healthy together: In addition to staying home when you are sick, please remember to practice safe behaviors, like maintaining 6 feet of distance from others and wearing your mask.
October 14, 2020:
  • Employees are invited to provide real-time feedback to the university on important topics through the W&M&You text app. Once registered, you will begin to receive periodic text messages asking for your feedback on a variety of questions related to COVID-19 and other university planning efforts. Responses are tallied and reviewed in aggregate but are not reported by individual.
  • What should you do if you feel ill? If you are experiencing symptoms of COVID-19, do not come to work. Likewise, if you are unsure if you have a cold, flu, allergies or any conditions with similar symptoms, do not risk spreading your condition. Please consult your healthcare provider. Do not schedule a testing appointment at the VCU Health Clinic on Henry Street; at-will testing is for asymptomatic individuals.
  • The 5th Annual Diversity & Inclusion Symposium will be held virtually on Friday, October 23. This year's event is open to students, faculty, and staff. The theme is "What do you stand for?" The event will feature three dynamic speakers who will center their remarks on accessibility, anti-racism, and advocacy. Each session will be followed with a breakout discussion focused on creating action plans to place these themes into practice. Register by October 16.
  • Election Day is November 3. William & Mary offices are closed, but classes are in session. In years past, staff members could access the commonwealth’s Civil and Work Related Leave to support the election process as a volunteer Officer of Election. With Election Day being designated a holiday this year, this creates more volunteer opportunities for those interested.
October 7, 2020:
  • W&M employees can access the Employee Assistance Program (EAP) for personal, family, or workplace concerns to include free counseling, referrals to community-based resources, and wellbeing-related trainingresources available to all full-time employees at (855) 223-9277.
  • The McLeod Tyler Wellness Center offers a number of virtual FitWell classes, open to all W&M employees. This week’s offerings include: meditation, yoga for stress management, cardio dance and more.
  • Human Resources is hosting an on-site flu shot clinic in Kaplan Arena for W&M faculty and staff on October 19 and October 22. The clinic is by appointment only.
  • October 1 marked the 23rd anniversary of the Commonwealth of Virginia Campaign (CVC). With over $50 million raised during that time, state employees have shown their generosity in consistently giving back to their communities. Through the state CVC program, employees can donate through payroll deduction or start a fundraiser for their favorite CVC charities. New this year, charities will be able to share volunteer opportunities through the CVC website, so you can easily find additional ways to make a difference.
September 30, 2020:
  • Throughout this pandemic, one of the concerns we’ve heard from employees is the difficulty of juggling multiple roles simultaneously (parent, teacher, employee). We recognize the additional challenge parents have taken on to support their children in virtual learning programs. We encourage employees to talk about work-life balance with their supervisors, and for supervisors to offer as much flexibility to employees as possible. Let’s continue to give grace to one another during these challenging times.
  • Williamsburg Campus Child Care, an independent, nonprofit child care program located on the campus of William & Mary, has immediate openings in the Pre-K class. Children should be 4 years old as of September 30 and plan to enter kindergarten next fall. For more information, please contact WCCC Director Nicole Norton at (757) 221-2136. Visit williamsburgcampuschildcare. org for complete care options, starting with children as young as 6 weeks.
  • If you test positive or are a ‘close contact’ for COVID-19, it is imperative you fill out the form at reportcovid.wm.edu. This includes getting a positive result from an outside testing facility. This step helps W&M protect your colleagues -- the university partners with the Virginia Department of Health on managing close contacts and disinfects the areas frequented.
  • Prevalence testing: If you live more than 90 miles away and will not visit any W&M property in the next six weeks, for any reason, please email [[COVIDResponse]] to be removed from the current testing pool. If you have questions your supervisor or dean is unable to address, please send them to [[COVIDResponse]].
  • Free COVID-19 Tests for W&M Employees: W&M will be waiving the $15 copay for at-will testing beginning October 5. Appointments must be made in advance and there are a limited number of slots each day. For appointments made for October 5 or later, you will not have to pay the copay.
September 23, 2020:
  • Reminder that Election Day (November 3) is a new state holiday. Also, learn more about religious holidays and accommodations.
  • Remember to take time for yourself. With the stress that the semester may bring, we expect you may need time for rest, recuperation and self-care. Use your leave benefits accordingly.
  • William & Mary has established a Path Forward Call Center for questions or reports of concerns related to the fall semester. The Center is staffed from 8 a.m.-5 p.m., Monday through Friday. Please do not hesitate to contact them at (757) 221-7420. If you wish to contact them outside of those hours, please direct your questions to [[COVIDResponse]] or report unsafe behavior on the Covid Concerns web form. For extremely urgent matters, William & Mary Police dispatch is available at (757) 221-4596.
  • William & Mary released a COVID-19 Case Guide for Faculty & Staff. This guide was developed to help you decide what student or colleague information is appropriate to divulge, if any. It is important to note that W&M will not release the names or identifying details of university members who test positive for COVID-19 publicly or to the wider community. We encourage you to utilize the same consideration you would use under any other circumstance when deciding to share information that could identify an individual as being COVID-19 positive.
  • A ‘shout-out’ goes to the team of volunteers who assisted with the testing of students last week at Kaplan Arena. Over 50 volunteers contributed more than 330 hours to this effort! Because of their work, we were able to test over 6,300 students in a 9 day period. This is the essence of ‘inclusive collaboration’ at the university; One Team, One Tribe!
September 16, 2020:
  • A reminder that employees are expected to complete a brief Daily Health Check survey to check for symptoms of COVID-19 each workday. Employees are encouraged to complete the survey on other days to maintain the routine since the intent of the exercise is to be vigilant in monitoring one's health. The Daily Health Check is available through the W&M Mobile app, or by visiting https://m.wm.edu, and selecting Healthy Together. The university will send reminders through W&M Mobile messages and by email to those not completing the Daily Health Check regularly. The university is not accessing or reporting on responses to the Daily Healthy Check, but checking for completion. There are no punitive reprimands for not completing your health check daily.
  • Last week, you received a message from Peggy Agouris and myself about COVID-19 protection expectations and consequences. For further clarification, employees are required to wear masks at all times. Face shields and plexiglass do not replace the need to wear masks. Accommodations for this requirement are only approved by the W&M [[covidresponse,COVID-19 Response Team]].
  • As of last week, all William & Mary employees can sign up for at-will COVID-19 testing. Appointments are offered on a first-come, first-served basis with a $15 copay, paid by credit or debit card in advance. Appointments do not require a physician's referral. These tests are for asymptomatic employees only.
  • Do you need a mask with a clear window to allow others to read your lips? A limited quantity of these masks are available in Human Resources. If you need one, email [[AskHR]] with 1) how many masks you need and 2) the reason for needing it. An example would be you are teaching a class and one of your students is hearing impaired.