Welcome to the HR Forum

1
Welcome to the HR Forum !

• Wednesday, May 21, 2003

2
Agenda

• Educational Outreach
• Disability Support Services A.D.A.
• HR Updates
• Procedures Projects
• End of Year Reminders
• Self Service Product
• Training
• Ask the Expert Series
• Do You Know Your E Number ??

3
RICE UNIVERSITYEDUCATIONAL OUTREACH

• OFFICE OF THE ASSOCIATE PROVOST

4
OFFICE OF THE ASSOCIATE PROVOST

• Provides coordination and leadership in two
  areas
• Faculty and staff outreach to K-12 education.
• Recruitment and retention of a diverse student
  body (undergraduate and graduate education).

5

• Educational Outreach at Rice has evolved as a
  natural outgrowth of the research, teaching, and
  service of our faculty, staff, and students.

6

• The universitys K-12 outreach is viewed as part
  of Rices responsibility as a contributing member
  of greater Houston and the state of Texas.

7

• Rice Universitys outreach efforts directly or
  indirectly affect approximately 5,000
• K-12 teachers and 100,000 students annually,
  stretching from the greater Houston area to the
  Rio Grande Valley.

8
Rices educational outreach programs are
organized in the following categories.

• K-12 Teacher Professional Development
• (Programs designed to enhance subject based
  pedagogical knowledge, classroom teaching and
  assessment techniques.)

9

• K-12 Student Programs
• (Pre-college programs for students including
  college awareness and summer academic enrichment
  programs.)
• Community Programs
• (Outreach programs including K-12 tutoring,
  mentoring, and encouraging greater participation
  in scientific/technical disciplines, including
  underrepresented groups.)

10

• Higher Education Programs
• (Collegiate level programs for undergraduate and
  graduate students that include serving members of
  underrepresented groups.)
• School of Continuing Studies
• (Provides a wide range of personal and
  professional educational opportunities.)

11
EDUCATIONAL OUTREACHCOUNCIL

• The primary vehicle for coordinating outreach
  efforts with an expressed purpose to
• Advise and assist the Associate Provost in
  facilitating information and resource sharing.
• Enhance all initiatives with a cohesive
  organizational structure.

12

• Assist in defining and developing new initiatives
  based on the mutually beneficial needs of the
  University, the educational community of Houston,
  and beyond.
• Assist in pursuing funding for current and new
  initiatives.

13
Educational Outreach Website

• http//www.rice.edu/outreach
• Dr. Roland B. Smith, Jr. - Associate Provost
• Sharon L. Bush, Educational Outreach
  Administrator

14
Information for Planning a Successful
Professional Development Program for Teachers
15
First Things First

• Establish working relationships with the schools
  and school districts that you plan to serve and
  collaboratively plan the proposed program with
  them.
• Find funding sources (federal funds, foundations,
  or schools/school districts).
• Establish working relationships with educational
  vendors.

16
Issues within Rice

• Obtain cost-sharing information from OSR, if
  needed.
• Obtain university authorization to offer
  university course credit, if appropriate. If this
  is approved, prepare paperwork for the registrar.

17
Issues within Rice (cont.)

• Prepare contracts for programs and/or courses,
  Master Teachers, and Evaluators.
• If funding is from federal sources, notify
  Research Accounting as soon as you know that you
  are receiving the award so that they may set up
  the necessary research accounts.

18
Issues within Rice (cont.)

• If you plan to give stipends, have participants
  complete the necessary paperwork early in the
  program.
• Request checks for participants and/or Master
  Teachers early. If the funding is from federal
  sources, add additional time to receive the
  checks.

19
Issues Outside Rice

• Schedule meetings with Master Teachers to plan
  curriculum.
• Determine materials and technology needed.
• Arrange for guest speakers.

20
Issues Outside Rice (cont.)

• Plan for programmatic reporting (construct
  pre/post instruments and observation/interview
  protocols).
• Communicate with participating teachers several
  times prior to the beginning of the program (fax,
  flier, letter, email).
• Plan for fiscal reporting (If funding is from
  federal sources, work with Research Accounting
  and OSR).

21
If appropriate, apply to offer credit from

• State Board for Education Certification.
• Texas Association for the Gifted and Talented.

22
If program is held on-campus,

• schedule classrooms on campus.
• arrange for on-campus equipment and computer
  rooms.
• arrange for parking.
• arrange for food.

23
If program is held on-campus (cont.)

• obtain map to the Rice campus, indicate
  visitor parking and location of room(s).
• notify work control to have buildings/rooms open
  for Saturday sessions.
• notify campus police.
• contact custodial services for clean up after
  sessions.

24
If program is held off-campus,

• arrange for facilities.
• arrange for custodial help.
• arrange for parking.
• arrange for food.
• obtain maps of directions to the site and of the
  site, etc.

25
Additional Tasks

• Order materials early.
• Arrange for delivery and storage of materials.
• Prepare sign-in sheets, name tags, and signs for
  rooms.
• Prepare certificates for teachers.
• Plan early!

26
(No Transcript)
27
Disability Support Services ADA assistance at
Rice

• Employees
• Students
• The extended Rice community

28
DSS Office

• Director Jean Ashmore
• Office Location Ley Student Center
• Hours Year-round
• Phone Extension 5841
• E-mail adarice_at_rice.edu
• Web site - www.dss.rice.edu
• Affiliation Affirmative Action/EEO

29
Americans with Disabilities Act

• Passed in 1990 Provides civil rights
  protections to individuals with disabilities and
  guarantees equal opportunity and access (DOJ)
• Three parts
• Title I Employment nondiscrimination due to
  disability in the work place
• Title II State and local government entities
  includes public colleges and universities
• Title III Private, commercial entities
  includes private colleges and universities such
  as Rice

30
Employee Services from DSS

• Facilitating accommodations in the workplace
  for employees with disabilities
• Investigating adaptive equipment options
• Working with supervisors, HR, AA/EEO to meet
  employee medical needs
• Assisting with handicap parking needs
• Tracking information for federal reports on
  employee accommodations

31
DSS Employee Services-(cont.)

• Consulting with physicians on an employees
  medical or disability needs
• Assisting with temporary medical conditions
• Referring employees to community resources a
  disability consultant
• Facilitating pre-employment accommodations such
  as sign language, etc.
• MEDICAL ALERT forms EMS will know of any
  special conditions if emergency arises

32
What is a DISABILITY?

• Not easily defined!
• ADA a physical or mental impairment that
  substantially limits one or more of the major
  life activities of such individual
• Terms impairment, substantially limits, and
  major life activity are all critical in a legal
  determination of disability
• Does being unable to do ones job due to a new
  medical condition mean it is a disability
  generally not under the ADA unless the condition
  significantly restricts many aspects of daily
  life

33
Rice University Approach

• To provide equipment and other assistance that is
  reasonable to aid in a persons completion of
  work duties
• Examples providing ergo equipment, Braille
  embosser, assistive listening devices, large
  print equipment/materials
• Work changes modified hours, minor alterations
  in work duties, building or work area
  enhancements
• Departments usually can pay for minor
  modifications if not, contact DSS

34
How do we know whos disabled?

• Self identification is the law
• We cannot inquire about whether an applicant has
  a disability or not we CAN ask if they can do
  the job as we have it described HAVE GOOD JOB
  DESCRIPTIONS!!
• Identify the essential functions of your jobs to
  see if applicant can perform with or without
  accommodations
• New hires given opportunity to self identify and
  to request accommodations
• People on staff can self identify at any time

35
Confidentiality Critical

• It is essential to be very tight lipped with
  information about a persons medical status or
  needs for special accommodations remember the
  age of HIPAA!!
• Talk with HR, DSS, AA/EEO when you have questions
  about whether job modifications are needed and
  how to accomplish them
• People usually fairly sensitive and teasing
  about the medical condition may feel like
  harassment

36
People with Disabilities at Rice

• Employees number not known, no reporting
  requirement, except special Vets report data
• Students about 1 of total student population
  registered with DSS Office
• Types of student disabilities Learning
  Disabilities, Attention Deficit Disorders,
  Medical/Physical conditions, Sensory losses,
  Psychiatric conditions

37
Web Accessibility

• Term refers to accessibility of the information
  on a web page by people with disabilities
  primarily blind who use screen readers
• Format of web page vital to access
• IT designers and DSS can help departments ensure
  web pages OK
• Accessible pages do not have to be text only or
  bland and boring
• Simple item to promote access is use of alt-tags
  under all images

38
Extended Rice Community

• DSS assists School for Continuing Studies in
  providing needed accommodations for people taking
  their courses
• Rice Summer School and other organized events
  needing disability-related support IF RICE
  SPONSORS, RICE MUST ACCOMMODATE
• General visitor needs are met when possible

39
DSS Tips for Events

• When hosting a meeting, camp or other campus
  event, include information telling people how to
  request disability-related assistance
• Sample phrase Participants needing
  accommodations are encouraged to contact
  ____at____. Advance notice will aid in making
  needed arrangements.

40
Rice DSS Office

• Director Jean Ashmore
• Office Ley Student Center
• Phone Extension 5841
• Consult on matters relating to your employees,
  students, visitors or general disability-related
  questions

41
(No Transcript)
42
Procedures Project Update

• I-9 Forms for Faculty and Staff
• Foreign Nationals I-9s transitioned to HR
• 72 Hour Completion Requirement
• Relocation Assistance for Incoming Faculty
• Campus Directory Updates

43
End of Year Reminders

• FY 04 Salary Uploads to Banner from Budget Office
• Salary Notification Letters
• PAF Deadlines

44
Administrative Systems End of Fiscal Year
Classes
45
Self Service Tool
46
Whats New in HR Training
47
The Ask the Expert Sessions are Back !!
48
Lets Play Whats Your E Number?
49
See you at the next HR Forum Wednesday, July 23