Dear Colleagues,

As we near the end of the academic year, it’s a good time to send a reminder about flexible work arrangement options, particularly for departments where work demands will change after students leave for the summer.  When possible, supervisors are expected to permit and encourage flexible work arrangements in their departments, especially from May 9 thru August 5.  Such arrangements include:

• Alternative work schedules, such as four 10-hour days with one day off per week; or four nine-hour days and one four-hour day per week with the remaining half-day off each week;
• Increased telework opportunities for eligible positions. See the Telework Policy and Procedure page.

Full-time employees are expected to work their full 40 hours per week (unless taking approved leave) and alternative schedules must adhere to Federal and state regulations as they relate to employee class and schedule period (see the UMW Hours of Work webpage).

Because we will still have some students on campus during the summer as well as a variety of events and activities taking place during those months (e.g. orientation and STP), a department’s summer flexible work arrangements may need to vary from week to week, depending on its employees’ role in student services and planned campus activities.  Any changes to in-person service hours must be clearly and widely communicated to avoid negatively impacting student services.

In addition to work flexibility, the dress code will also be relaxed.  From May 9 thru Aug 5, jeans will be permitted during the week (not just Fridays!).

Thank you for all you do every day. We hope you are able to enjoy some additional comfort and work flexibility during the summer months.

Beth Williams
Executive Director for Human Resources
University of Mary Washington

Pursuant to Gov. Glenn Youngkin’s Executive Directive Two, issued Saturday, January 15, 2022, UMW is modifying some of its employee COVID-19 mitigation protocols:

• National and local data continue to show that vaccines are the single most effective means of reducing the spread of COVID-19 and the severity of its symptoms; however, UMW will now strongly encourage, rather than require, employees to receive COVID-19 vaccinations and boosters, and to share their vaccination status with the University.
• Unvaccinated employees are no longer required to participate in mandatory weekly testing, although they are encouraged to continue doing so.
• COVID-19 remains a threat, and the current surge of the Omicron variant has overwhelmed our hospitals and healthcare systems. It is critical to continue our layered prevention strategies, which have been effective in keeping transmission rates low in the UMW community. These strategies include vaccinations and boosters, wearing face coverings, frequent hand washing/hand sanitization, social distancing, and proper contact tracing protocols to include quarantine and isolation practices. We also continue to ask that all individuals stay home when they are sick.

Our goal is to keep our students, faculty, and staff safe and ensure our doors remain open for in-person instruction. We continue to confer with state regulatory agencies, such as DHRM (Department of Human Resources Management) and the Virginia Department of Health, as they develop additional guidance regarding this new Executive Directive. All other UMW COVID policies will remain in place at this time.

Beth Williams
Executive Director of Human Resources

The following message is from the Office of Human Resources.

Dear Colleagues:

Open Enrollment for Tuition Reimbursement for courses starting July 1, 2021 – December 31, 2021 has begun and will end on Wednesday, April 21, 2021. (courses outside of UMW) The complete policy and procedures are posted online but some important and key provisions are listed below. You may contact Denise Frye at dfrye2@umw.edu with any questions.

Program Purpose:

Eligible employees enrolled in a degree seeking program at other accredited institutions of higher education will be provided with tuition reimbursement up to a specified amount for courses after completion of the course and submission of proof of grade.

Eligibility:

This policy applies to classified, wage, administrative professional faculty, and other non-faculty part-time employees. Graduate Assistants who are required to be enrolled in UMW graduate programs are not eligible for this program. Eligible employees must be continuously employed by the University for a minimum of one year prior to their application for reimbursement and job performance must be satisfactory or at the “contributor” level. Tuition up to the approved amount will be reimbursed upon receipt of proof of completion of approved courses. Employees who receive tuition reimbursement must remain employed at the University of Mary Washington during the term of the courses taken and for one year after receipt of tuition reimbursement for those courses(s) or be subject to terms for repayment as described in the written agreement.

Important Information to Know:

• The open enrollment period is for courses taken July 1 2021 – December 2021 (The open enrollment period for courses taken January 1 to June 30 will be in October 1 – October 21)
• The program’s funding will be limited to $50,000 per calendar year; $25,000 will be budgeted for each period  January-June and July-December.
• Each eligible employee may receive up to $2,500 in assistance each period. The amount of assistance will vary depending on the number of requests and the  available funds for that period i.e.  where $25,00.00 is available, 20 requests may each be awarded  $1,250.
• A Tuition Reimbursement Request form is required to be submitted to Human Resources during open enrollment for courses starting July 1 2021- December 2021. (Link to the form is on page 3 of the policy and forms may be scanned)
• The Finance office will notify the employee the Tuition Reimbursement Request Form has been approved within 2 weeks of the open enrollment timeframe closing and request the following:

1. a) Proof of enrollment  in a degree granting program
2. b) Schedule of the institution’s fees
3. c) Proof of payment

• The assistance awarded will then be reimbursed to the employee upon submission of evidence of course completion with a minimum grade of “C” or “PASS” if a Pass/Fail course.  Submission of grade must be within 30 days of semester end.  The employee will receive reimbursement within 10 business days of grade submission to the Finance Office.

Thank you,

Denise M. Frye
Benefits Manager
Office of Human Resources
University of Mary Washington

The 2020 Fall and 2021 Holiday Calendar is provided below. Included are hours of leave granted by the Governor and other state holidays. President Paino has awarded recognition leave for your continued contributions and dedication to the University. If you have questions regarding this schedule, please contact the Office of Human Resources at X1214. (* indicates important non-holiday dates)

Thanksgiving Holiday 2020: Monday, November 23, 2020 thru Friday, November 27, 2020

Winter Holiday Break 2020: Monday, December 21, 2020 thru Friday, January 1, 2021

University Reopens 2021: Monday, January 4, 2021*

Martin Luther King Jr. Day: Monday, January 18, 2021

UMW Spring Break Day: Wednesday, March 10, 2021

UMW Employee Appreciation Day: Monday, May 10, 2021

Memorial Day: Monday, May 31, 2021

Juneteenth Day: Friday, June 18, 2021

Independence Day: Monday, July 5, 2021

Labor Day: Monday, September 6, 2021

Thanksgiving Holiday 2021: Wednesday, November 24, 2021 thru Friday, November 26, 2021

Winter Holiday Break 2021: Monday, December 20, 2021 thru Friday, December 31, 2021

University reopens 2022: Monday, January 3, 2022*

A message from the Office of Human Resources.

Dear Colleagues,

As you are aware, furlough days were due to be requested and approved in MyTime by Friday, July 10. Supervisors: Please make sure you have approved all requested furlough days in MyTime in order for them to be populated in employee timesheets. Below are several reminders regarding furlough days:

• Furlough days cannot be taken the day before, after or on the day of a UMW holiday (see pay period dates below, updated based on revised UMW holiday calendar).
• When on furlough, employees are to perform no work; this includes emails, meetings or phone calls. This is very important, and supervisors should have no expectation for employees to perform work on furlough days.
• In order to manage service expectations, please ensure you have an “away” message programmed for emails. This message should indicate that you will not be checking or responding to emails until you return to work, and give your return date.
• If, due to business needs, you end up having to work on a previously scheduled furlough day, the furlough leave will need to be canceled for that day and rescheduled for a later date.

• • Due to stringent payroll deadlines and manual adjustments Payroll must make, furlough days will be identified by Payroll at the beginning of each furlough eligible pay period.
  • If there are any adjustments needed to furlough days/hours at the end of the pay period, Payroll must be notified.
  • Necessary adjustments will be made on a future pay date.

• During weeks in which furlough days are taken, please ensure your work hours do not exceed 40 for the week.This applies to Exempt employees as well as Non-Exempt.

• Furlough Days are based on salary:

Below $30,000                                    0 days
$30,000-$39,999                                5 days
$40,000-$49,999                                7 days
$50,000-$74,999                                8 days
$75,000-$99,999                                9 days
$100,000-$124,999                         10 days
$125,000-$149,999                         12 days
$150,000 and above                        15 days

• Pay Periods During Which Furlough Days May Be Scheduled:
  

*These pay periods have fewer furlough days available due to UMW holiday breaks. Furlough days cannot be taken the day before, after, or on the day of a UMW holiday.

Please refer to the June 2 furlough guidance email, and the attached Furlough FAQs document if you have additional questions.

Beth Williams
Executive Director for Human Resources
University of Mary Washington