new faculty orientation 2012

KNOWLEDGE KNOWS NO BOUNDARIES.

The University of Texas at Brownsville and Texas Southmost College

New Faculty OrientationPart One – General Session




ONBOARDING NEW FACULTY

Onboarding and Orientation is the process through which new faculty acquire the necessary information and tools to become effective members of the university’s campus community. It involves the following:

1. Day One Onboarding2. Department Orientation and Resource Access3. HR Orientation4. Benefits Enrollment5. Compliance Training6. Follow-Up by HR



THE UNIVERSITY OF TEXAS SYSTEMThe University of Texas System is one of the nation’s largest higher education systems, with nine academic campuses and six health institutions.

With more than 84,000 employees, the UT System is one of the largest employers in the state.

The Board of Regents, the governing body for The University of Texas System, is composed of nine members who are appointed by the Governor.



UTB/TSC HISTORY 1926 The Junior College of the Lower Rio Grande Valley was established.

1950 Name changed to Texas Southmost College.

1973 Pan American University agreed to staff an extension center on the TSC campus.

1991 UT Pan American at Brownsville became The University of Texas at Brownsville and the partnership between UTB and TSC was formed.

2011 The University celebrates its 20th year as The University of Texas at Brownsville.



VITAL STATISTICS• The 460+ acre campus is built on the grounds of a decommissioned Army installation known as Fort Brown.

• Offers programs in several levels: certificates, associates, bachelors, masters and doctorate.

• Total student enrollment is more than 17,000 which includes lower and upper level classes and dual enrollment students.

• One of Brownsville’s top largest employers: Total employees is over 2,300; including 402 full-time faculty, 831 full-time staff and 592 student employees.



OUR MISSION•Provide affordable, accessible, post- secondary education of high quality;

•Conduct research that expands knowledge, and,

•Present programs of workforce training and continuing education, public service and cultural value.



EXECUTIVE TEAM

• President since 1991• Named by Time Magazine as one of the top 10 college presidents• First female Hispanic to lead a college or university in the United States



EXECUTIVE TEAM

• Provost since fall 2009• Oversees academic and administrative functions of the university• Concurrently appointed as Vice President for Academic Affairs, which includes student administration, enrollment management, institutional research, and faculty administration


EXECUTIVE TEAM

Vice Presidents

PresidentDr. Juliet V. Garcí[email protected](956) 882-7147

mailto:[email protected]



DIVISIONSInstitutional Advancement Corporation and Foundations Relations News and Information Web Communications Alumni Relations Creative Services

Business Affairs Budget and Payroll Institutional Compliance Purchasing Human Resources Campus Police Health and Safety Accounting and Finance



DIVISIONSInformation Technology Academic and Administrative computer systems support Online Learning Technology Support Data and Voice Network Support User Support Services Help Desk Media Services

Research Center for Biomedical Studies Sponsored Programs Center for Gravitational Wave Astronomy Grants Administration



DIVISIONSEconomic Development and Community Services Workforce Innovation for Regional Economic Development Language Institute International Innovation Center Arts Center International Trade Center

Student Affairs Student Health Services Residential Life Student Union Campus Recreation Athletics Student Life



COLLEGES AND DEANS

College of Biomedical Science and Health ProfessionsEldon Nelson,Ph.D., Interim [email protected]

School of BusinessMark Kroll,Ph.D., [email protected]





COLLEGES AND DEANS

College of EducationMiguel Angel Escotet,Ph.D., [email protected]

College of Liberal ArtsDaniel Heimmermann,Ph. D., [email protected]





COLLEGES AND DEANS

College of NursingEdna Garza-EscobedoPh.D., RN, Interim [email protected]

College of Science, Mathematics and TechnologyMikhail M. Bouniaev,Ph.D., [email protected]





COLLEGES AND DEANS

University CollegeTerry Overton,Ph.D., Dean [email protected]




HUMAN RESOURCES DEPARTMENT

• Recruitment and Employment• Personnel Policies and Compliance• Leave & Time Off • Compensation

• Benefits & Retirement• Records & Employee Files• Employee Relations and Communication• Training and Development

The HR Office manages the personnel programs and policies that service our employees and support the mission and goals of the university.

Jesse Gomez, Director of Human ResourcesBrenda Martinez, Assistant Director of Human ResourcesChristina Logan, Benefits Manager



WORKPLACE POLICIES• Equal Employment and Non-Discrimination

Prohibit discrimination on the basis of race, color, national origin, religion, gender, sexual orientation, age, veteran status, or disability

• Sexual HarassmentNo tolerance for sexual harassment or sexual misconduct in any form

• Americans with Disabilities ActEqual opportunity for disabled persons to the University’s

programs, services and activities

• Family Educational Rights and Privacy Act (FERPA)No disclosure of student information without the written

consent of students



WORKING HOURS

Work schedules for most staff employees are set according to the normal operating hours of 8:00 a.m. to 5:00 p.m., Monday through Friday.



YOUR PAYCHECK

• New Faculty will receive their first paycheck on October 1.

• First paycheck is paid by paper check.

• Direct deposit is available and strongly encouraged to ensure timely fund access and security.

• Contact the Payroll Office at ext. 8202 for any questions regarding paycheck

http://www.utb.edu/ba/afo/Pages/default.aspx



PARKING

• Cost is $60.00 per year and may be paid through payroll deduction • Parking permits are required on all vehicles that park on the campus.

• Refer to the campus parking lot map for further information on where to park.

http://www.utb.edu/Documents/maps/Parkingmap-detailed.pdf



RESOURCE ACCESS• Employee ID number (Human Resources)

• Photo ID badge (Library)

• Office keys (Physical Plant)

• Parking permit (Campus Police)

• Technology resources (MyPassword Profile)

Staff/Faculty

Staff0312540



TECHNOLOGY RESOURCES

• E-mail account • Computer network and access• Library • Blackboard• Scorpion Online• Training Post• Help Desk



SCORPION ONLINEEmployee online portal that allows you to:

• Change address• Manage emergency contact information• Enroll in and change direct deposit• View paycheck information• View leave balances• Go to www.utb.edu/ba/hr, click on Scorpion Online

http://www.utb.edu/ba/hr



COMPLIANCE TRAINING

• Compliance training classes are mandatory

• All faculty are required to complete compliance training within 30 days of employment

• Access Training Post online at www.utb.edu/ba/hr, click on Training Post




EMPLOYEE DEVELOPMENT TRAINING

Training and development classes are offered throughout the year. Watch for Announcements or the HR website for more information.



HANDBOOK OF OPERATING PROCEDURES (HOOP)

• University policy manual

• Faculty policies – Chapter 7

• Employment policies – Chapter 8

• Located at www.utb.edu/ba/hr, click on HOOP Policies




CAMPUS POLICEPARKING, TRAFFIC AND SAFETY

• Locked Car – will provide lock service• Dead Battery – will give a jump start• Escort Assistance – escort to your car as needed• Emergency Boxes – in every building, elevator and across campus are boxes for emergencies • Emergency Notification System – sends alerts via text, e-mail, mobile phones and computer screens and campus audio speakers

FOR EMERGENCIES CALL EXT. 2222



HEALTH AND SAFETY OFFICE• Building Safety

• Training and investigations

• Safety equipment checks

• Fire drills

• Environmental Protection

• Laboratory Safety

• Call ext. 5930 for information



COMMUNICATION AND ENGAGEMENT• Announcements every Monday and Thursday in your UTB e-mail inbox.

• Human Resources website at www.utb.edu/ba/hr

• Academic Senate

Get Involved:• Committees• Mentorships• Be part of the Brownsville Community

http://www.utb.edu/newsinfo/announcements/Pages/student.aspx

http://www.utb.edu/newsinfo/announcements/Pages/student.aspx


https://scorp.utbtsc.edu/ScorpionOnline/WebAdvisor?SS=LGRQ&TOKENIDX=4251960818



FACULTY MEMBER RESOURCES

• Department Chair• Handbook of Operating Procedures• Colleagues• Website• Academic Senate• Office of Human Resources



QUESTIONS?



END OF ORIENTATION PART ONE

Part two of orientation will cover benefits, retirement plans, leave (time off) and other benefits



New Employee OrientationPart Two – Benefits Session





BASIC COVERAGE

You will receive the following benefits at NO COST to you on the 1st of the month following your 1st day of employment:

• UT Select Medical and Prescription Plan• $20,000 Basic Life Insurance• $20,000 Accidental Death and Dismemberment

ON PAGE 5 IN YOUR HANDBOOK




OPTIONAL COVERAGEDuring the first 31 days of employment, you may select the following optional benefits:

UT Select Medical (For Eligible Dependents) Dental Vision Additional Term Life Insurance Additional Accidental Death and Dismemberment Short Term and Long Term Disability ( For Employee Only) Long Term Care Medical and Child Day Care Expense Reimbursement Account





ELIGIBLE DEPENDENTSYour eligible dependents include:

Your spouse as defined by the Texas Family Code Your child under age 26 Your unmarried grandchild under age 25 when you can

certify in writing that your grandchild is a dependent for tax purposes.

Your child over age 26, if determined to be medically incapacitated by the UT System Office of Employee Benefits





CHANGE OF STATUS DURING THE YEARYou are allowed to make changes to your benefits during the year if you have a qualified change of status.

Examples: Marriage, divorce, annulment, legal separation or spouse’s death Birth of a child, adoption, medical child support order, or

dependent’s death Change in spouse or dependent’s employment status Change in dependent’s eligibility Change in coverage or cost or another employer benefit plan

available to you and your family





UT SELECT MEDICAL Self-funded PPO plan administered by Blue Cross Blue

Shield-Texas

To find a doctor or hospital, view your claims, or request a temporary or new ID card:

Visit the BCBS website at www.bcbstx.com/ut

Call customer service at 1-866-882-2034


http://www.bcbstx.com/ut




UT SELECT MEDICAL

Physician Office Visits Family Care Physician = $30 Copay Specialist = $35 Copay

Lab and X-Ray Services included in office visit Copay

Hospital Emergency Room VisitYou pay a $150 Copay for an emergency room visit

ON PAGE 12-13 IN YOUR HANDBOOK




UT SELECT MEDICALHospital – Semi Private Room and Board

You pay a $100 Copay per day for the first 5 days of hospitalization

(per admission)

Subject to a $350 annual deductible

You pay 20 % of the allowed amount





UT SELECT MEDICALOut-Patient or Same Day Surgery

You pay a $100 Copay (per occurrence)

Subject to a $350 annual deductible

You pay 20 % of the allowed amount





UT SELECT MEDICALOther Covered Services

Services are subject to a $350 annual deductible You pay 20 % of the allowed amount until you reach your

out-of-pocket maximum for the plan year Once you reach your $2,500 out-of-pocket maximum, your

services are covered at 100 % for the remainder of the plan year

The plan year begins on September 1 and ends August 31.





UT SELECT MEDICALOut-of-Network Benefits

Services are subject to a $750 annual deductible

Services are covered at 60 % of the allowed amount (not the billed amount)

Services are covered at 100 % of the allowed amount (not the billed amount) after a $5,000 out-of-pocket maximum has been reached for the plan year





UT SELECT PRESCRIPTION

Generic Preferred Non-preferred

Drug Brand Name Brand Name Drug Drug

Local Pharmacy $10 $35 $50 (30 day supply)

Mail Service $20 $87.50 $125(90 day supply)For brand name drugs with a generic equivalent, you must pay the difference between the cost of the brand name and the generic drug plus the generic co-payment.

$100 annual deductible per person per plan year





UT SELECT DENTALCovered Services Network Benefits Examples

Annual Deductible $25 per person

Diagnostic & Preventive $0 Oral Exams, X-Rays, Cleanings

Basic Restorative 20% Fillings

Basic Oral Surgery 20% Extractions

Endodontics 20% Root Canals

Periodontics 20% Scalings, Root Planning

Major Restorative 50% Crowns, Jackets, Cast Restoration

Major Prosthodontics 50% Bridges, Dentures

Orthodontics 50%, $1250 Lifetime Braces, Retainers

Maximum Annual Benefit $1250 Per Person





VISIONCovered Services Network Benefits

Comprehensive Exam by Ophthalmologist or Optometrist

$35 Copay

Standard Lenses (per pair) – plastic (CR39), clear, uncoated

Covered in full

Frames Up to $140

Contact Lenses Covered in Full (Medically Necessary)Up to $125 (Cosmetic/Elective)

Standard Contact Lens Fitting $35 Copay

Specialty Contact Lens Fitting $35 Copay up to $50

Only one comprehensive exam and one pair of glasses or set of contact lenses covered per plan year per person.





LIFE INSURANCE

Voluntary Group Term Life OptionsCoverage Level Coverage Amount

Employee 1 to 6 times annual salary up to $1,500,000 (EOI required for 3, 4 or 6 times annual salary)

Family $10,000 spouse and each child $25,000 spouse and $10,000 each child (EOI required for spouse) $50,000 spouse and $10,000 each child (EOI required for spouse)

Employee must purchase at least 1 times annual salary in life insurance coverage to purchase family coverage.

Basic Group Term Life BenefitsEmployee receives $20,000 of coverage as part of basic coverage package at NO COST.





ACCIDENTAL DEATH & DISMEMBERMENT

Voluntary Accidental Death and Dismemberment OptionsCoverage Level Coverage Amount

Employee Up to 10 times annual salary or $1,000,000 whichever is less (in increments of $10,000)

Spouse Up to one-half of employee voluntary coverage or $500,000 whichever is less (in increments of $10,000)

Child(ren) $10,000 for each child

Employee must purchase at least $20,000 in voluntary AD&D coverage to purchase family coverage.

Basic Accidental Death and Dismemberment (AD&D) BenefitsEmployee receives $20,000 of coverage as part of basic coverage package at NO COST.





DISABILITY INSURANCEShort Term Disability Benefits Summary

Disability insurance replaces a portion of your income if you suffer a prolonged illness or non-work related injury that prevents you from doing your job.Weekly Benefit 60% of weekly earnings up to a maximum benefit of

$693.00 per week subject to reduction by deductible sources of income or disability earnings

Elimination Period 14 days for both sickness and accidentMaximum Period Payable 22 weeks; 4 weeks for pre-existing conditionsSick Leave You must exhaust all of your sick leave before benefits are

payable. Pre-Existing Condition A condition for which medical treatment or advice was

rendered, prescribed or recommended within 3 months prior to your effective date of coverage.





DISABILITY INSURANCELong Term Disability Benefits Summary

Disability insurance replaces a portion of your income if you suffer a prolonged illness or non-work related injury that prevents you from doing your job.Weekly Benefit 60% of weekly earnings up to a maximum benefit of

$12,025 per month subject to reduction by deductible sources of income or disability earnings

Elimination Period 90 daysMaximum Period Payable Based on Age at Disability Sick Leave You must exhaust all of your sick leave before benefits are

payable. Pre-Existing Condition A condition for which medical treatment or advice was

rendered, prescribed or recommended within 3 months prior to your effective date of coverage.





LONG TERM CAREGroup Long Term Care (LTC) Benefits Summary

Long Term Care insurance is designed to provide funding for services needed when you are no longer capable of caring for yourself.Covered Services Can range from assistance in the home with day-to-day

activities to care provided in a nursing homeElimination Period 90 daysDaily Maximum Benefit for Nursing Home Care

Options include $100, $125, $150 or $200 payable for each day of care

Daily Maximum for Community Based Care

50% of Daily Maximum Benefit for Nursing Home Care

Lifetime Maximum Benefit 5 yearsAutomatic Benefit Increase Option

Benefit amount will increase by 5% every year to counter the effects of inflation





UT FLEXUT FLEX Benefits Summary

A flexible spending account (FSA) allows you to set aside money from your paycheck before taxes to be used to pay for healthcare or daycare expenses.

Healthcare Dependent Day Care

Monthly Payroll Deduction $15 minimum$416 maximum

$15 minimum$416 maximum

Annual Maximum $5,000 $5,000 or $2,500 (if married and filling separate tax returns)

Annual Administrative Fee $12 $12Annual Debit Card Fee $9 n/aHow do I get reimbursed? o By mail, fax or online

o Pay with UT FLEX debit cardo By mail, fax or online

When can I get reimbursed? 1st day of enrollment in plan After 1st deduction from pay is deposited into your account

Last day to Incur Expenses November 15 after end of plan year August 31 (last day of plan year)





UT FLEXExamples of Eligible Expenses

Health Care Dependent Day Careo Deductibles, copays, coinsuranceo Prescription drugs, allergy shots, insulin and

syringeso Chiropractor treatment, behavioral health

feeso Smoking Cessation Programo Medical durable equipment, wheelchairs,

crutcheso Dental exams, x-rays, fillings, crowns, bridges

dentures, braces, retainerso Eye exams, prescription glasses, prescription

sun glasses, LASIK surgery

o Day care expenses necessary for you and your spouse (if married) to work or attend school full-time

o Custodial care for qualified tax dependentso Child care services in a home or licensed

daycareo Before/after school careo Pre-school/pre-k nursery schoolo Adult day care services

Visit the UT FLEX website at www.payflex.com/ut for a complete list of eligible expenses.


http://www.payflex.com/ut




UT FLEX

Important Information About UT Flex

Be conservative and plan only for predictable expenses when you decide how much you want to contribute to your UT FLEX account.

Any amount left in your account after the claims run out period will be forfeited. “Use it or lose it.”

You must submit your claims by the filing deadline: November 30 after the end of plan year.

You must renew your enrollment in the UT FLEX Plan during the Annual Enrollment Period to continue your participation in the plan.





BENEFITS ENROLLMENTTo sign up for your benefits:Schedule an appointment with a Human Resources Benefits Counselor online at www.utb.edu/hr (click on Events Calendar).

Please bring the following information with you: Your beneficiary information or designation form for your retirement

plan and basic life insurance coverage. If you plan to enroll a dependent child: a copy of your child’s birth

certificate and your child’s name, date of birth and social security number.

If you plan to enroll your spouse: a copy of your marriage certificate and your spouse’s name, date of birth and social security number.

ORP Acknowledgement Form

http://www.utb.edu/hr




MANDATORY RETIREMENT PROGRAMSTeacher Retirement System of Texas (TRS) Defined Benefit Plan – retirement benefits are based on formulas

established by the legislature that use the number of years of service and salary earned.

Internal Revenue Code 401 (A) TRS controls/monitors investments Benefits based on years of service, salary and actuarial formula Vesting: five years Portability not a feature No loans Disability benefit

REFER TO OVERVIEW OF TRS & ORP HANDBOOK




MANDATORY RETIREMENT PROGRAMSOptional Retirement Program (ORP) Defined Contribution Plan – The retirement benefit is based on the

actual amount contributed to the individual participant’s account plus any return on investments.

Internal Revenue Code 403 (B) You control your investments Benefits based on performance of investments selected by the employee Vesting: One year and one day Greater degree of portability No loans while employed No disability benefit





RETIREMENT PROGRAM (ORP vs. TRS)Enrollment90 Day Election PeriodYou have 90 days from the date you first become eligible for ORP tomake your enrollment decision. Generally, this is 90 days from the date of hire.

One Time Irrevocable DecisionEvery ORP eligible employee is enrolled in TRS unless and until ORP is elected. If you do not enroll in ORP during the 90 day ORP Election Period, you will never be eligible to elect ORP in lieu of TRS again.





ORP ENROLLMENT Choose your vendor(s) from the approved provider list. Long onto UT Retirement Manager: www.myretirementmanager.com.

Click on ORP Enroll/Change. Complete the appropriate vendor application(s) to open an account. Mail

the vendor application to the address on the application. Complete TRS form 28 (Notice to Elect to Participate in the Optional

Retirement Program) and return the form to the Human Resources Office. Complete TRS form 29 (Application and Refund) only if you have an

account balance with TRS and return the form to the Human Resources Office.

http://www.myretirementmanager.com/




VOLUNTARY RETIREMENT PROGRAMSUT offers two voluntary retirement savings programs: UT Saver TSA (403-b) Traditional vs. Roth UT Saver DCP (457-b) Allow you to tax-defer additional income for retirement through

pre-tax contributions. There are no employer contribution. Reduce your taxable income by making pre-tax contributions from

your paycheck to invest in fixed or variable annuities or mutual funds with an authorized provider.

Earnings are tax-deferred until the money is withdrawn.





UT RETIREMENT MANAGERYou can use UT Retirement Manager to:

Learn about your available U.T. System Retirement Plans. Enroll and make changes to your Retirement Plans. Read Financial Education articles on a range of topics about

financial planning. Use Financial Calculators to help determine how much you

may need to save for your future. UTRM Website: www.myretirementmanager.com

http://www.myretirementmanager.com/




LEAVE BENEFITS (TIME OFF)• Holidays• Vacation (no vacation entitlement for 9 month appointed faculty)• Sick Leave – 8 hours credit per month• Parent-Teacher Conference (use up to 8 hours of sick leave per year)• Military – 15 days per year• Bereavement – 3 days• Jury Duty• Time Off for Voting• Faculty Development Leave




FAMILY MEDICAL LEAVE ACT (FMLA)• Up to 12 weeks of time off allowed for certain events

• Paid or unpaid

• Protection for job and benefits

• Events include serious health condition, birth of a child, or placement of a child in foster care or adoption

• Eligibility rules apply




WORKERS COMPENSATIONFaculty are covered by workers compensation if injured in the course and scope of employment

If injured, do the following:

1. Notify your supervisor immediately2. Seek medical attention, if necessary3. If you lose at least one day of work due to injury, contact Human

Resources4. When released by a medical provider, return to work and contact

Human Resources




OTHER BENEFITS• Wellness Program

– Campus recreation at the recreation center– Blue Cross Blue Shield UT Select website– Online health risk assessment

• Employee Assistance Program (EAP)– Telephone counseling and referral for personal issues– Emotional, financial, legal issues too– Call 800-346-3549 or visit www.uteap.org

• Tuition Assistance Program– Financial assistance for staff and faculty for UTB courses– Also available for non-UTB institutions– Eligibility rules apply




WRAP-UP: NEW FACULTY CHECKLIST

Onboarding documents Orientation sessions Resource & technology access (MyPassword Profile) Benefits & retirement plan enrollment Compliance training



QUESTIONS?




BENEFITS OFFICEFor questions, additional information or assistance:

Tonie Castañeda, HR Representative II(956) 882-7530

[email protected]

Diana Rodriguez, HR Specialist II(956) 882-7808

[email protected]

Christina Logan, HR Manager (956) 882-8809

[email protected]



THANK YOUWE’RE GLAD YOU’RE HERE!

OFFICE OF HUMAN RESOURCES

Cortez Building 129Phone: (956) 882-8205E-mail: [email protected]/ba/hr/


http://www.utb.edu/ba/hr/

new faculty orientation 2012

Documents

university of texas

pan american university

junior college

college presidents

fulltime faculty

ut system

hr orientation

department orientation