HR Minute
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Below is the most recent HR Minute. Archived minutes are further below.
March 13, 2024 - UHR Update
As we approach a busy spring, University Human Resources would like to share several important updates.
Annual Total Compensation Statement UHR is pleased to provide benefit-eligible employees with their total compensation statement for 2023. This personalized statement provides an overview of direct and indirect compensation (salary, benefits, and perks). Personalized and confidential information statements will be sent by email starting on Thursday, March 14. If you have questions or are new to the university and would like a statement overview, please visit our Total Compensation Statement webpage and watch our newly developed video.
Annual Performance Review It is that time of year again for staff members to begin preparing for Annual Performance Reviews. The performance review period covers May 1, 2023 through April 30, 2024 and is completed in Cornerstone, UHR’s online performance management system. The following employee groups are excluded from this task: faculty, hourly employees, and employees whose probationary period ends after April 30, 2024. Here are the simple steps to complete your review.
Step 1 - Employee completes self-assessment between March 19 – April 8. This step is required this year.
Step 2 - Supervisor reviews employee’s self-assessment, comments and notes overall ranking. This step is required for the supervisor and can be completed any time after it is submitted by the employee but must be completed by April 29.
Step 3 - Supervisor meets with the employee and reviews. Employee signs by May 3.
Detailed emails will be sent to employees and supervisors related to the modifications and process this year on Friday, March 15.
UHR Employee Resources Expo Come and learn more about the plentiful resources that are offered throughout the Tidewater area to W&M and VIMS employees. Staff will have opportunities to meet with local businesses, campus departments and benefits vendor representatives. Save the date, Wednesday, April 17, from 10am – 2pm and plan to join us at the Sadler Center for this fun and informative event.
HR Minutes from 2023July 12, 2023This Friday, July 14, from 9 to 11 a.m. is the third annual Employee Convocation. It is an opportunity to join fellow William & Mary faculty and staff for recognition, appreciation, and informal conversation. All employees are welcome and encouraged to attend. Festivities will take place in the Wren Yard. If you received an email from UHR congratulating you for reaching a service milestone in 2022, please stop in the Great Hall during the event and pick-up your service award and certificate. We hope to see everyone there. On Wednesday, July 26, University Human Resources is hosting CAPTRUST Financial Advisors, the independent financial advisory firm that works on the William & Mary Retirement Plans, onsite for individual employee meetings in Bell Hall. These one-on-one sessions are free and offered to you as a benefit. CAPTRUST's role is not to sell you anything, but purely to help you make sound investment decisions. Topics covered in the 45-minute individual advisory sessions include, but are not limited to, retirement and general financial planning and investment education advice. At these meetings, you have an opportunity to create a Retirement Blueprint, CAPTRUST’s interactive retirement readiness tool. To learn more about the Blueprint, watch the short, informative video. Steps to Schedule an Appointment:
If you cannot make a live session, but want or need further advice, the CAPTRUST Advice Desk is also available. Appointments may be made by visiting CAPTRUST. As announced, I am leaving William & Mary and this is my last HR Minute. I appreciate the support we received, especially over the past year, and wish everyone the best. I will miss the William & Mary Tribe. Sincerely,
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HR Minutes from 2022December 16, 20222022 New Empoyee Reception: University Human Resources invites all new faculty and staff hired in 2022 to a reception on Thursday, January 12, 2023 from 3:30 - 4:30 p.m. at Miller Hall in the Brinkley Commons Atrium. There will be door prizes and light snacks. Please RSVP if you plan to attend. October 19, 2022Muscarelle Faculty Show 15: Recent works of William & Mary’s studio art faculty, including visiting instructors and emeriti professors, will be featured in the exhibition Faculty Show 15 on view now through December 11, 2022. This exhibition will highlight the diverse talents of the W&M studio instructors in a variety of media including ceramics, drawing, painting, printmaking, photography, and sculpture. Admission is free and open to the public. Community Service Leave: Are you using your community service leave? William & Mary provides full-time employees 16 hours of community service leave annually, and there are many ways to volunteer in our local community. If you're looking for service, check out W&M GivePulse, our campus platform for community engagement. Employees can log in with their W&M credentials and register for upcoming volunteering. Here are just a few opportunities: Support the Walk to End Alzheimer's, Volunteer with Dream Catchers Therapeutic Riding Center, Connect with Residents at Dominion Village, Help Ukrainians Practice English or Serve as a Youth Mentor at Colonial CASA October 13, 2022Building Connections and Bridging Differences Inaugural Dinner: Gather with other members of the W&M community for a casual evening of elegant food, discussion and thought. Building Connections and Bridging Differences is inaugurating a dinner series to bring people together to celebrate, confer and share how we build understanding, belonging and community. Faculty, staff, and students are welcome. The first dinner is on Thursday, October 20, from 5:30 to 7 p.m. at the Alumni House. The event is free, but space is limited, and reservations are required. Additional information and to register. October 6, 2022 Flu Shot Clinic: As a reminder, the last day of the William & Mary annual employee flu shot clinic is Thursday, October 6, from 9 a.m. to noon in the Tidewater Room of the Sadler Center. Employees should register for a timeslot and complete the Vaccine Consent Form (pdf) before arriving for their appointment. Forms will not be available on site. This clinic is for adults only as children’s doses will not be available. Employees unable to attend a William & Mary flu shot clinic can obtain their flu shot at several local pharmacies. Information about participating pharmacies is on the Virginia Department of Human Resource Management website. September 29, 2022Flu Shot Clinic: William & Mary’s annual employee flu shot clinic is scheduled for Wednesday, October 5, from 8 a.m. to 4 p.m. and Thursday, October 6, from 9 a.m. to 12 noon at the Sadler Center in Tidewater. Employees should register for a timeslot and complete the Vaccine Consent Form (pdf) before arriving for their appointment. Forms will not be available on-site. This clinic is for adults only as children’s doses will not be available. Employees unable to attend a William & Mary flu shot clinic are able to obtain their flu shot at several local pharmacies. Information about participating pharmacies is on the Department of Human Resource Management website. Virginia529 Webinar: Thinking about saving for education? Virginia529 is holding a special webinar on Friday, October 28, at 10 a.m. Employees who attend receive an exclusive offer - a $25 gift code to open a new Invest529 account. Saving for future education expenses for a child, a grandchild - or even yourself - can seem overwhelming. In this webinar, learn how a Virginia529 account can help you save for tuition and other costs, take advantage of tax-free earnings, and meet your savings goals. Register today to reserve a spot. Commonwealth of Virginia Campaign (CVC): The 2022 campaign season begins on Wednesday, October 5, celebrating “25 Years of Giving & Volunteerism”. CVC is the only annual workplace giving program for the Commonwealth’s workforce and provides employees with a selection of approximately 700+ carefully screened charities you can support. Did you know that all monetary donations donated through the CVC are 100% tax-deductible to the extent allowed by law? Learn more about the CVC. 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 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 PSLF. Until October 31, 2022, borrowers may receive credit for payments that previously did not qualify for PSLF. Learn about limited PSLF waiver. Until 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]] 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]]. 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:
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]] 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:
You may take action to:
Flexible Spending Accounts:
How To Enroll Or Make Changes: Use the Cardinal Human Capital Management (HCM) system online!
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]] 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:
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:
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 2026? Walks 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 PaycheckWilliam & 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]]. 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:
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:
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 online. The 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:
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!
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 EmployeesWilliam & 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
Managing COVID-19 as an Employee
If You Test Positive for COVID-19
If You Are a Close Contact of a Person with COVID-19
January 12, 2022Public 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:
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.
Positive Cases - This applies to all faculty and staff, regardless of vaccination status.
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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:
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