December 4, 2022

Flexible Summer Work Arrangements

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

Update on Commonwealth COVID Policies

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

UMW 2022 Holiday Schedule

The following message is from the Office of Human Resources.

Good afternoon, colleagues.

The 2022 Holiday Calendar has been finalized. Click on the link to review next year’s UMW holidays.

PLEASE NOTE: This calendar is based on the current 2022 state-allocated holidays and the UMW academic calendar; if there are changes to either of these, the 2022 UMW holiday schedule may need to be amended.

Best wishes for the upcoming holiday season.

Tuition Reimbursement Program Enrollment

Dear Colleagues:

Open Enrollment for Tuition Reimbursement (courses outside of UMW)  for courses starting January 1, 2022 – June 30, 2022, has begun and will end on Thursday, October 28, 2021. 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 January 1, 2022 – June 30, 2022 (The open enrollment period for courses taken July 1 to December 31 will be in April 1 – April 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 e.g. where $25,000.00 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 January 1, 2022 – June 30, 2022. (Link to the form is on page 3 of the policy and forms may be scanned to jhudgins@umw.edu or delivered to Human Resources Rm 209)
  • 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

5% Pay Increase

Dear Colleagues,

As you are aware, the governor approved the state budget which included a 5% base salary adjustment for classified employees effective June 10, 2021. Although the bill did have a provision that allows for the exemption of certain higher education employees, UMW is committed to giving each and every eligible employee, whether faculty or staff, this 5% pay increase.

All UMW classified staff, A/P faculty, full-time teaching faculty, adjunct faculty and wage staff are eligible to receive a pay increase as described below:

Classified staff

  • All classified employees who were employed in salaried positions as of March 10, 2021, and who received a rating of “Contributor” or “Extraordinary Contributor” (or the equivalent) on their last performance evaluation or more recent interim evaluation are eligible to receive the 5% base salary adjustment effective June 10, 2021.
  • Pay increases for classified employees will appear in the paychecks beginning July 1, 2021.

A/P faculty

  • All A/P Faculty employees who were employed in salaried positions as of March 10, 2021, and who received a rating of “Contributor” or “Extraordinary Contributor” (or the equivalent) on their last performance evaluation or more recent interim evaluation are eligible to receive the 5% base salary adjustment effective June 10, 2021.
  • Pay increases for A/P faculty will appear in the paychecks beginning July 1, 2021.
  • The amount of the increase will be prorated for part-time and quasi salaried staff who are working fewer than twelve months per year or less than 100% full time (40 hours per week or equivalent) on June 10, 2021.

Full-time teaching faculty

  • All full-time Teaching Faculty who were employed as of March 10, 2021, and who received a satisfactory rating (or the equivalent) on their last annual performance review will receive the 5% base salary adjustment effective August 16, 2021.
  • Pay increases will appear in the paychecks beginning September 1, 2021.

Wage staff

  • All wage employees who were employed in positions as of March 10, 2021 and remain employed on June 7, 2021 will receive the 5% pay increase effective June 21, 2021.
  • Pay increases for wage employees appear in the paychecks beginning July 16, 2021.

Adjunct Faculty

  • The scale used to compensate adjunct faculty has been increased. Revised adjunct pay steps, representing a 5% increase in compensation per credit hour taught, will be in effect starting in fall 2021.

Deferred Compensation

Part or all of the salary increase may be deferred, subject to relevant plan guidelines and limitations. Please see FAQ’s for detailed guidance to enroll in or change contribution amounts for the 403b Pre-tax Annuity.

Please review the FAQ’s and if you still have questions, please contact Terri Arthur, tlockhar@umw.edu in Human Resources.

Thank you,

 

Beth Williams
Executive Director for Human Resources
University of Mary Washington
(540) 654-1294
bwilli22@umw.edu
1301 College Avenue
George Washington Hall, Room 203
Fredericksburg, VA 22401

Tuition Reimbursement Enrollment

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

2020-2021 Holiday Calendar

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*

12 Days of Employee Appreciation

12 Days of Employee Appreciation Week: Virtual Lunch, Decorating Contest, Recipe Exchange, Trivia Contest, Campus Rec Events, Nutritionist, Dr. Wang, Month of Thankfulness, Lunchtime Bingo. Gift card drawing for participation in all events but Virtual Lunch. The Staff Advisory Council and Human Resources is pleased to invite you to:

 12 Days of Employee Appreciation

A few Highlights:

11/01/2020 – 12/04/2020 – 20% off at the Book Store

11/01/2020 – 12/04/2020 – Daily Gift Card Drawings

AND SO MUCH MORE!!!!

Important Action Item: Verify Name/Address for HR and Payroll by Dec 11

The following message is from the Office of Human Resources and Payroll:

Dear Colleagues,

It’s that time again! Please take a few moments before December 11, 2020 to verify and, if needed, update your mailing address and legal name as they appear in Human Resources and Payroll records. This information must be correct for the University’s year-end Employer Reporting, your W-2 statements and the Commonwealth’s Affordable Care Act reporting. Errors may result in federal penalties for the University.

Review your name and address by logging into Payline  and selecting “Pay History” to check your pay stub; your Employee ID Number will be the numbers on your health insurance card. If you don’t have our health insurance you may contact Payroll 540-654-1244 or 540-654-1229 for your Employee ID Number (please note ID Numbers will not be emailed).

If an update is needed, please make the update in Payline by completing the following steps:

  1. Click “Employee Profile”
  2. Click “Request Profile Change”
  3. Enter the changes needed
  4. Select “Accept” at the bottom of the screen 
  5. Log out

If you are unable to complete the update in Payline, please forward your change of address to Gayle Robinson in Human Resources at grobinso@umw.edu.

Please ensure your name in Payline matches your name as it appears on your social security card. The HR and Payroll systems must reflect the legal name as shown on your social security card.

If your name in Payline does not match your social security card, please contact Gayle Robinson at grobinso@umw.edu.

Again, please enter or submit all updates on or before Friday, December 11, 2020 to ensure the address is updated for year-end processing.

 

Thank you.

Please Contact Denise Frye, Benefits Administrator, at dfrye2@umw.edu with questions.

Flexible Workplace: Support for K-12 Parents

A message from the Office of Human Resources. 

Dear Colleagues,

COVID-19 has presented challenges for the workforce since early spring; UMW staff and faculty have kept the university running without missing a beat, and that has taken enormous effort and dedication. The past months have required all of us to be creative and flexible in our approach to how work gets done, and we’ve learned a lot so far! Everyone has done an outstanding job of adapting to telework or hybrid arrangements. We continue to be challenged to find new ways of working and communicating.

Now that the new school year has begun, there is an even greater need for flexibility in the workplace. K-12 schools have resumed in a primarily virtual format, which means many parents and caregivers will be required to supervise their children’s schooling while also performing their own job duties. UMW values its workforce and we recognize how challenging it is for families to ensure their children’s needs are met while also striving to meet the demands of their jobs.

It’s important to support those in our workforce who are serving the dual role of UMW employee and school teacher for children at home. With this in mind, we encourage you and your manager to collaborate and think flexibly about how your work is best performed, how the job is structured, how the work of the team is organized, and what kind of changes may be made to support you and your colleagues at this time, while maintaining effective departmental operations.

Some options may include:

  • Use of Families First Coronavirus Relief Act (FFCRA) and personal leave for either initial positioning of your children for learning success (first few weeks of the school year), or daily support of your children’s learning
  • Schedule changes to days worked, including, as applicable, evening and weekend work
  • Schedule changes to hours worked, for example, working from 6 a.m. to 9 a.m., and then from 3 p.m. to 8 p.m.
  • Restructured jobs to support telework or weekend hours
  • Reorganized team operations and work schedules
  • School Assistance and Volunteer Service Leave (SCSL) may be used by employees with students engaging in virtual learning this fall. The policy permits up to 16 hours per leave year for employees to assist in the education of their child, step-child, or child for which the employee has legal custody. Any SCSL hours already used since January 10th must be deducted from the 16 hour allotment

If you need help coping with the additional stress of home-based schooling, the EAP can help – it’s confidential, free and available 24/7.

Managers and supervisors are encouraged to contact Human Resources with questions or for additional guidance.

Listed below are links to telework resources for employees and supervisors; many of these may already be familiar as they were distributed several months ago, but I encourage you to revisit the links of interest to you.

 

Telework Resources for Supervisors:

Teleworking: Guidance and Assistance for Supervisors and Managers
Tips:  Managing Remote Employees
Teleworking Learning Tools – March 31, 2020
Leading Virtual Meetings– Microcourse from DDI and  Dr. Steven G. Rogelberg
COVID-19 Has My Teams Working Remotely: A Guide for Leaders– Gallup
15 Questions About Remote Work, Answered – Harvard Business Review

Telework Resources for Employees:

15 Questions About Remote Work, Answered– Harvard Business Review
Telework Fundamentals – Employee Training  
Teleworking Learning Tools – March 31, 2020
DHRM-WC – Safety Tips for Teleworkers – COV Learning Center course to help educate teleworkers on typical safety hazards encountered while working from an alternative work location.

 

Thank you,

Beth Williams
Executive Director for Human Resources
University of Mary Washington
540-654-1294
bwilli22@umw.edu