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2018 Town Hall Employee FAQ

Every Year for Graduation can we please get signs placed to tell people which garage their in and possibly directions to the UC?

The Library Parking Garage is the designated parking area for Graduations (mass emails have gone out to Faculty, Staff and Student with maps). There are colored A-frames posted on the garage entrance/exit corner indicating guests they are parked in the (colored Frame) LRITC Parking Garage. Arena Management has placed Arena flags pointing guests to the Arena. There is also an A.D.A. parking sign in front of the Rosenthal Lot for A.D.A. guests parking

Few Weeks ago I submitted a question regarding the pay increases within a college and it seems that my question was misunderstood. What I really meant was that if an employee has received succesful evaluation by his/her supervisor and have enough years of service to qualify for a promotion in a ladder career, what I really meant in my question is, how often does NSU colleges evaluate their employees that may qualify for these promotions, therefore their correspondent pay increase, obviously the college will take into account their budget. thanks you for your response

Thank you for your additional comments clarifying your question. Career ladder promotions are not based upon length of service and a satisfactory performance evaluation. Rather, they result from the acquisition of critical knowledge and skills needed for a College/Administrative Office to achieve and exceed their center goals. The College/Administrative Office determines the measurable knowledge and skills required for positions at each step, the number of positions available at each step, and the process used to evaluate and promote staff. These strategic decisions address the unique goals and business needs of the center with consideration of the budget. The frequency of promotional evaluations related to career ladders varies depending upon the College or Administrative Office. If you have a question about how staff evaluations and promotions for career ladders occur in your department, please speak with your supervisor directly.

Good Day President Hanbury, in regards to the tuition waivers, thank you for providing this to NSU employees. For employees who were hired after 7/2010, they are only allowed to take 2 courses per semester, whereas employees employed before this time can take 4 courses. Will this be revisited at some point or will it stay as is?

Thank you for expressing your appreciation of the employee tuition waiver program. By providing employees and their families with an NSU education as a benefit, this program is a demonstration of the University’s commitment to the core value of Opportunity. The intent of the 2010 policy revision was to reframe the policy to a more equitable “One NSU” policy, covering all employees and programs. Those hired before July of 2010 were “grandfathered” under the older version of the policy until June 30, 2020, when the policy will apply the two course provision to all employees equally. There are no plans to revisit this aspect of the Tuition Waiver Policy at this time.

With Title IX now in effect, will a workplace violence program be coming? I have witnessed student workers face abusive supervisors who not only mock their accents & culture but also have thrown items at students. International students made fun of for being pregnant or not understanding a word in English. One international student tried to receive help from two managers with no action taken. This student felt they had no other course of action & moved back home, abandoning their education at NSU. The lack of action from management & the employee’s actions are direct violations of our core values. Further inaction from NSU just encourages this horrible behavior. A bad employee is a lot easier to replace than a good student.

A new online training designed to prevent discrimination was launched in Fall 2017 for all employees, and all new employees are required to complete this training as part of their on-boarding process. Additional customized training for departments regarding sexual misconduct may be requested from the Title IX Coordinator by emailing titleix@nova.edu. If an employee witnesses or otherwise learns of misconduct, they should report that so it can be appropriately reviewed and addressed. There are a variety of reporting options available to employees including reporting general concerns to your HR Contact, the Office for Human Resources, the wrongdoing hotline (888-609-6682), or your Department Head. If it relates to sex discrimination, including pregnancy concerns, report to the Title IX Coordinator using the online form at www.nova.edu/title-ix. In addition, students can report concerns directly through avenues outlined in the Student Handbook. Students can contact Dr. Alexis Martinez at amartinez1@nova.edu if they have a question about or would like to file a discrimination/nonacademic grievance. If a student is not sure whether they would like to report a concern, they are encouraged to utilize confidential resources, such as Henderson Counseling, to work through that decision making process. Finally, International Students can find unique resources and support through International Affairs. More information is available at: http://www.nova.edu/internationalaffairs/index.html.

Can we have a short term parking spot in front of the Terry Building?

As requested at the HPD Town Hall meeting we have added a “Loading and Unloading; 15 minute” parking space in front of the Terry Administrative Building.

Can a representative from Human Resources/Payroll be based in the Puerto Rico Campus? When employees have questions, getting them answered by the appropriate personnel is sometimes uncomfortable because you get bounced from person to person and can't contact HR directly. (At least I have been told I need to go to the department HR coordinator first)

Because NSU employs over 5,000 employees in different locations, there are various levels of contact opportunities to help employees find answers, both directly and indirectly. Employees are welcome to contact the Office of Human Resources directly (either by email at hr4u@nova.edu or by phone at 954-262-4748) but are encouraged to speak with their supervisor first because many questions are specific to supervisor or department discretion. Some examples of topics best answered by your supervisor include approval for use of paid time off, scheduling, job responsibilities and duties, rate of pay, performance, dress code, and many more subjects related to you and your specific position at NSU. Many paycheck questions also begin with the supervisor, as hours or time off submitted begin with supervisory approval. Each college and center also have designated HR Contacts within the college or center who can answer questions regarding department procedures or practices, as well as being the local liaison for HR and Payroll. Supervisors and/or employees can contact the Dean’s office for their college, or the administrative office for a non-academic center, to reach the HR Contact. Additionally, there is a wealth of information available on the website of the Office of Human Resources at http://www.nova.edu/hr/. Please refer to the menu on the left of the home page for links to general information regarding benefits, University policies, and contact information. The Payroll Office also has a website with contact information found at http://www.nova.edu/payroll/. Questions regarding specific paycheck details such as taxes and direct deposit can be directed to the Payroll Office at payroll@nova.edu or 954-262-7887.

My wife and I have determined that we are unable to afford to have a family with the cost of adding her to my health insurance. How is this acceptable?

In response to questions like yours from faculty and staff looking for lower cost premiums, NSU is introducing a new higher deductible plan during the 2018 open enrollment period that runs February 12th through February 23. The new plan is less costly and comes with higher deductibles and co-payments. Using the information on the Benefits homepage and the Ask Emma enrollment tool, employees can evaluate all three medical plan options and make a choice that best fits their personal needs. Visit the OHR Benefits Open Enrollment page http://www.nova.edu/hr/open-enrollment/index.html to learn more about your health plan choices and to find information about our on-line Open Enrollment Information webinars

Please consider an edit the REQUEST FOR VACATION EXTENSION form to include a Reason for Request that would allow staff who have May & June anniversary dates to roll over 10 days instead of just 5 days, and have them expire by September 30th. This would allow these staff to experience vacation with their children during summer break. The current policy inadvertently penalizes these families by limiting the ability to enjoy vacation time while their children are out of school in the summer to only 5 days. It would be marvelous for these families to take trips together visiting family or exploring the United States, but the current structure limits this option greatly.

Along with vacation time, NSU provides a category of paid time off called Personal Days. Three Personal Days are afforded all eligible employees in January each year to be used by December and can be used for any reason. If your department is operationally able to authorize a request for extended time off, the use of Personal Days in addition to any rolled-over vacation days can be an option. This extra time for employees to use at their discretion allows the vacation policy and extension procedure to remain equitable and operationally feasible in its current form. Please refer to the Employee Policy Manual, Leave Policies section (https://www.nova.edu/portal/hr/policies/leave-policies.html ) for further details.

For vacation days, why instead of using the anniversary date, we don't use the last day of the anniversary month? This year I will need to either take vacations week by week so to not disturb work, or lose days in order to attend my sister wedding, that will take place out of the country.

The NSU Employee Leave Policy provides flexibility regarding the expiration of accrued vacation time by providing an automatic rollover of up to five (5) unused vacation days which may be used with supervisory approval at any time in the following anniversary year (see Employee Policy Manual, Leave Policies section at https://www.nova.edu/portal/hr/policies/leave-policies.html#vacationleave). In addition to the automatic roll-over, the Vacation Extension Request process provides employees with the opportunity to request exceptions to expiration of vacation time beyond the five (5) rollover days for special circumstances (refer to the Request for Vacation Extension Form at https://www.nova.edu/portal/hr/policies/leave-policies.html#vacationleave). In general, extensions beyond the automatic roll-over of up to five days may be granted due to business reasons, but other reasons for department-approved vacation extension requests are reviewed on a case-by-case basis by University administration. See page two of the Request for Vacation Extension Form for details.

According to NSU office of human resources, NSU claims the following regarding salary rates, "Establish salary rates that reflect the value of various jobs in the labor market as determined by a system of continuing job evaluation and market pricing" the question that I have is the following, how often does NSU evaluates their employees performance for promotions and salary increases, and by salary increases I don't refer to President`s merit increase, but the one regarding employee performance.

The process of evaluating jobs in order to “establish salary rates that reflect the value of various jobs in the labor market” is an on-going process for positions as they are vacated. As requests to post vacant positions are submitted to the Office of Human Resources Compensation team, the staff analyzes the position discription using market salary data obtained through various higher education and private industry salary surveys and looking at comparable internal NSU peer data. Salary recommendations are externally competitive in the market and internally equitable. Salary offers are made by the Colleges and Administrative Offices and reflect their budgetary resources. Job evaluations are also conducted as requested by a Dean or Vice President when they observe a business concern needing attention such as high turnover or difficulty recruiting for positions where specialized skills are in high demand

How often does each college review the salaries of their employees? We recently received the merit salary increase granted by Dr. Hanbury, which we appreciate it so much. but in my case I`ve been working with NSU for few years and I have obtained excellent evaluation by my supervisor in all these years. my question is, how frequently does each college review every employee salary and determine if they should have a salary increase granted by the college based in their performance, academic preparation and years of service?

NSU is a pay-for-performance institution and merit-based salary increases are grounded in one’s individual performance as it is related to the successful execution of the College or Administrative Offices business plan. You may recall the President speaking about one NSU. This orientation applies to the University financial position and therefore Colleges and Administrative Offices do not have the discretion to offer merit increases independent of the University at large. It is the overall financial performance of the University that determines the timing of merit increases which are not made according to a set schedule.

Will there me an assessment done on the insurance plans available to employees? Currently, with the preferred plan with, using a doctor within the network it costs close to $6,000 ($2000 deductible, plus 20% coinsurance, plus 20% to hospital for stay) out of pocket from the employee for maternity visits and delivery. For employees who do not have higher salaries this is a large amount of money to pay out of pocket and hardly seems equitable to our salary.

There is an annual evaluation of the insurance plans for cost and features, and the finding is that NSU is competitive with health insurance offerings in comparison to other private, not-for-profit universities in Florida. Through the ICUBA relationship, NSU is able to offer two medical plans that are equivalent to a marketplace gold level plan. The ICUBA plans provide access to the best provider network in the State of Florida as well as exceptional value through its emphasis on free wellness benefits that cover many screenings, tests, procedures, and supplies (http://www.nova.edu/hr/wellness/forms/free-preventive-screening.pdf). On the ICUBA Benefits portal (icubabenefits.org), one can also find a tool called Ask Emma. When an employee tells Emma what kind of services they and/or their family use throughout the year, Emma estimates the out-of-pocket expenses for all of the medical plans offered and compares costs for each plan. This allows employees to evaluate the plans and make enrollment decisions that meet their specific personal and financial needs during open enrollment and when life changes occur. In the example of a maternity claim, the out-of-pocket expense for the Preferred PPO plan is estimated to be $3,500 and when the NSU funded Health Reimbursement Account is used, the out-of-pocket expense could be even lower. Ask Emma and other materials detailing benefit coverages are available both on the ICUBA Benefits portal (icubabenefits.org) and the NSU Benefits website (http://www.nova.edu/hr/benefits/index.html) to help employees make informed choices. During the 2018 open enrollment period commencing on February 12th, a new plan with a higher deductible and less costly employee premium will be introduced. Using the available information and Ask Emma, employees will be able to evaluate all three options and make a choice that best fits their personal needs. Please watch your email and the OHR Benefits homepage http://www.nova.edu/hr/benefits/index.html for upcoming Open Enrollment 2018 information.

NSU health insurance for family coverage is nearly $800/month. The premiums at other institutions of higher education are much lower. It is an incentive to take a pay decrease at another institution for the cost savings to insure a family. Can NSU find a way to offer lower family health insurance premiums? This will help to retain employees.

The importance of affordable and comprehensive health insurance to our NSU family remains a priority at NSU. For the last 5 years premium increases for the NSU plan have averaged less 5% annually. Nationally, employers on average have raised their premium rates by 10% or more each year over the same period. In addition, NSU provides a monthly HRA contribution for each enrolled employee. NSU’s contribution provides employees with an additional $300 to $1,200 every year to utilize for their health care needs. In order to provide the NSU community with affordable options for health insurance, a new Florida Blue plan with lower premiums and higher deductibles will be offered beginning April 1, 2018. Look for more information about this option during our annual enrollment in February. *Source: Willis Towers Watson 2017 Health Care Financial Benchmarks Survey which contains data on over 2,200 companies and organizations in 18 industry groups and for 17 million covered lives.

Why does the vacation policy require us to use the days by our anniversary date rather than by the end of calendar year like other Universities? Other institutions require vacation to be used by end of year, and roll 5 days into new year. All employees are then treated the same. Thank you.

When vacation accruals culminate on the anniversary dates the use of vacation time is spread more evenly throughout the calendar year. This results in an even staffing load and supports operational efficiency year-round. It is therefore not anticipated that there will be a change in policy. The NSU vacation policy applies equally to all employees in positions that accrue in the same manner, accruing from the hire/anniversary date and the requirement to use time by the anniversary date. All vacation eligible employees have an automatic roll over of up to 5 days of unused vacation time. *Society for Human Resource Management

Our vacation policy is generous. Can we re-visit expiration of vacation days? The current policy requires all accrued days to be used by the hire date. This means some people do not have days to use during the summer if they were hired at the start of summer. We watch our co-workers who were hired in October take 2 week summer vacations while we have to take all our time before summer begins or we lose the days. Other schools, cities and businesses have a policy that applies to ALL employees the same - Use your time by the end of the year and roll over 5 days into new year. This would give everyone a chance to use the accrued days over the summer.

Thank you for your question and it is gratifying to hear that NSU’s vacation policy is appreciated. NSU exceeds the national average for the amount of vacation time awarded to employees and also in the average length of service it takes to accrue more days. When vacation accruals culminate on the anniversary dates the use of vacation time is spread more evenly throughout the calendar year. This results in an even staffing load and supports operational efficiency year-round. It is therefore not anticipated that there will be a change in policy. The NSU vacation policy applies equally to all employees in positions that accrue in the same manner, accruing from the hire/anniversary date and the requirement to use time by the anniversary date. All vacation eligible employees have an automatic roll over of up to 5 days of unused vacation time. *Society for Human Resource Management

I am just a regular employee that works for OIIT who has been loyalty working for NSU for many years, but we feel that OIIT is not of importance or significance to NSU. Specifically with building accommodations. We have been placed all over campuses including very old and unsuitable buildings and now we are been told that we will not be moving to Miramar. Me and my colleagues feel like senior executives do not take OIIT seriously and with respect as a key and strategic key service organization to NSU.

As the university continues to grow and expand and in support of Vision 2020, we’ve been challenged with allocating suitable space in UPP for the OIIT organization especially with the new HCA hospital coming up. Although our Miramar Regional Campus will not be a viable location for some of the OIIT team, we’ve begun to look for alternative options including having the OIIT team centrally located within the Rolling Hills suites; which ultimately should help the entire organization from a collaboration and productivity perspective. This is something that we are actively looking into and as always, we will be communicating this to everyone as it unfolds.

Nova prides itself to be a non-smoking campus, but in recent times smoking has been becoming a nuisance especially with E-smoking. Is there an active enforcement going on with this policy, if not, what is going to be done to ensure that the campus(s) remain smoke free?

Our institutions policy outlines that smoking and tobacco use are prohibited in all campus facilities and on all university property and other property owned or leased by the University with no exception; this includes the use of an electronic cigarette or any other device intended to simulate smoking. Public Safety has been designated as the reporting agent for all violations of the smoking and tobacco free policy. As such, this team establishes contact with violators of this policy to determine their organization affiliation, to communicate the policy, to document the incident and to share these findings with the appropriate University office for compliance management. Enforcement procedures and corrective actions will be in line with any other violation of student or employee policy. If a tobacco/smoke free policy violation is observed by a member of our campus community, please report it immediately by calling Public Safety at (954) 262-8999.

Can we switch to using a per diem rate for travel reimbursements as opposed to receipt based reimbursements? The manpower required for receipt based reimbursements is astounding. For the traveler, they have to individually organize and tape receipts to pieces of paper, fill out an Ariba TR line item by line item, and then scan the receipts and turn in the originals. For each level of approver, they have to review each line item and cross check it with the receipt to make sure it is acceptable and calculated correctly. If the calculation is off by even a penny, then the process starts all over again. Faculty and staff could be using this time more productively and bringing in more money as opposed to wasting valuable time on such a task.

NSU operates under an accountable plan for employee business expense reimbursements in accordance with IRS regulations whereby reimbursements are not taxable income to the employee. In order to be considered an accountable plan, each business expense must be substantiated with adequate records within a reasonable time. Detailed information must be provided, including the date, place, amount, and business purpose. NSU currently reimburses based on actual expenses incurred (as set forth in the Travel Policy) and meets the substantiation and adequacy of documentation requirements by collecting itemized receipts. Administration has previously evaluated the various pros and cons of reimbursement based on actual expenses incurred compared to a per diem method for permissible travel expenses including meals. The evaluation included a survey of other private universities, a detailed cost-benefit analysis, as well as other factors such as system-related considerations. The results supported continued use of the actual expense method. However, periodic review is warranted and administration is planning to analyze again for the upcoming fiscal year to determine if any changes should be made to the current travel policy.

I have a deep concern as to why there are not AUTO/ADA doors at the entrance of the HPD building? Now would be a good time to put them in since there is already so much construction already going on in the building.

The Health Professions Division has the following automatic door operators currently installed throughout the facility:

  1. Terry North sliding doors – set on always open.
  2. Dental
  3. Pharmacy
  4. Ziff
  5. Assembly II North Doors.
  6. HPD Library Main Doors.

 

In addition, our architects are working on proposing additional/future automatic doors as part of new construction projects for the following areas:

  1. Breezeway between Assembly I and HPD Library/Lab East and West Doors to assist with HPD Library Night Owl.
  2. HPD Library/Lab Main Doors near Juice Blends.

 

This is something that we look at during any renovation/new construction to ensure we meet the needs of our students, faculty and staff.  We are always open to suggestions from our NSU community.

Why can't the regional campuses have Winter Closure?

As part of a customer service approach to possible incoming students at NSU, the regional campuses have opened during the holiday breaks to assist the incoming and potential students with important information they might need during the holiday break. The regional campus administration offices will be open from 9am to 3pm on Dec 27, 28 and 29 this year. Also, as previous years there will be a skeleton crew at each campus to service students who contact our campuses.

Good Day Pres.Hanbury Sir, I am the surgical coordinator-Sanford Ziff Building,2yrs ago I developed a bad bronchial infection required a hospital stay of 2wks treated 2wks of IV steroids. Needless to say my size 5 became a figure resembling a bowling ball,steroids saved my life,but induced Diabetes Type 2. I decided I needed help and started seeing Dr. Fenton. She is a an Internal Med. MD/ Nutritionist....I have lost approx. 50 lbs, reversing diabetes.My labs are fantastic. 25 more lbs to meet my goal.I frequently have salad from the HPD/Terry Building cafeteria,very healthy, but expensive. On behalf of my colleagues and myself I was hoping the University in promoting health, may consider offering 50% salads for employees, instead of Wendys

Thank you for reaching out with your comments and question.  Congratulations on your impressive journey and commitment toward wellness.  While the salad bar is priced by the ounce, there is a cap that limits the total cost to $8.49 regardless of the actual weight purchased.  In addition, pre-packed salads are also available that are priced considerably under this cap amount.  There are no plans at this time to subsidize salad offerings on campus.

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