REPORT TO PROVOST
FAMILY FRIENDLY POLICY RECOMMENDATIONS
COMMITTEE MEMBERS: Ann E Larson, Brent A Fryrear, Carolyn S Cochran, Dana R Hummel, Donna W Ernst, Harvey Johnson, Melissa M Johnson, Melissa Laning, Mordean P Taylor- Archer, Susan H Duncan
INTRODUCTION (Prepared by Susan Duncan)
The Provost asked Human Resources in the summer of 2008 to provide her with recommendations on family friendly policies. This work group used a matrix included in a report from the University of Kentucky’s Institute for Workplace Innovation to organize our research and recommendations. The 2007 report, Making Workplaces Work Employer Best Practices in Kentucky, highlights 24 employers from across Kentucky and some of their innovative workplace practices. We have included the report in the appendix to this document. The report divides these practices into seven categories: Health and Wellness, Dependent Care, Financial Assistance, Employee Development, Flexible Workplace Options, Community Investment and Effective Workplace Culture. Our work group also used these defined categories to determine, what University of Louisville does in each of these areas. We also compared what U of L is doing to our benchmark schools and area businesses. For each category, a short narrative is provided followed by recommendations. We decided not to report on Community Investment or Effective Workplace Culture since these categories do not relate directly to family friendly policies, although we did include some findings on Community Investment in the Appendix..
HEALTH & WELLNESS (Prepared by Dana Hummel)
In comparison with our benchmarks and Kentucky businesses, UofL is on target with our Health and Wellness offerings.
Recommendations: None
DEPENDENT CARE (Angie Givens)
NO REPORT RECEIVED
FIANCIAL ASSISTANCE (Ann Larson)
Many universities offer financial assistance to employees which includes scholarships for dependents, adoption assistance, discount program with local retailers, medical flexible spending accounts, discounts on company products/services, homeowner assistance, and other financial offerings. Currently the University of Louisville offers:
· Tuition assistance for dependants 100% for first undergraduate degree; partial tuition assistance for employee and spouses
· There is a list of local/national companies that offer discounts to UL employees
· Offers Flex Spending Accounts for medical and childcare services
Recommendations:
· Tuition Assistance for Spouses
· Employee Home Ownership Program (i.e., forgivable base loan/$5,000.00; rejuvenate area(s) around campus)
· Domestic Partner Benefits (in progress)
· Staff and faculty wellness/fitness facility or part of facility shared with students
· Adoption Assistance
· Elder Care resources, flexible scheduling
· Work life program and resource center: continue to enhance
· Dual Career Program to recruit and retain strong faculty and staff
· Faculty/Staff Housing
EMPLOYEE EDUCATION BENEFITS: (Prepared by Carolyn Cochran)
The University compares well to our benchmark institutions and local industries in the area of tuition remission for employees and in offering employee development programs in general. While many programs are offered by the University of Louisville’s Delphi Center for Teaching and Learning, many units lack sufficient funds to allow their faculty and staff to participate in them.
Recommendations:
Specific areas which need to be addressed by the University of Louisville include leadership training and mentoring programs. The University of Kentucky offers both of these programs, which could be used as a model for us.
FLEXIBLE WORKPLACE OPTIONS (Harvey)
DUAL CAREER (Mordean Taylor-Archer)
Providing dual career services is important in the recruitment and retention of faculty and staff in higher education. We surveyed our benchmark institutions to determine what, if any, services they provided for dual career couples. We were able to contact 15 of the 17 benchmark institutions. Of those responses, almost half (7) indicated that they provide services. The services ranged from providing limited services to providing a full range of services with a designated person and budget.
Recommendation: We recommend that a part of the restructuring of Human Resources include having a person designated to work with dual career couples to help the trailing spouse/partner find employment and transition into the community. Services should include but not be limited to job search assistance, resume review, development of job search strategies, referrals and networking opportunities and other coordination with other services to help the transition into the university and community.
APPENDIX
Financial Assistance
This matrix includes scholarships for dependents, adoption assistance, discount program with local retailers, medical flexible spending accounts, discounts on company products/services, homeowner assistance, and other financial offerings
Institution / Current Financial AssistanceUniversity of Louisville / · Tuition assistance for dependants 100% for first undergraduate degree; partial tuition assistance for employee and spouses
· There is a list of local/national companies that offer discounts to UL employees
· Offers Flex Spending Accounts for medical and childcare services
SUNY at Buffalo / · Tuition: 3 programs
· Tuition reimbursement programs
· Flexible Spending Accounts
SUNY at Stony Brook / · Employee Discounts
· Flexible Spending Accounts
· Tuition reimbursement programs
Temple University / · Domestic Partner Benefits
· Employee Home Ownership Program
· Flexible Spending Accounts
· Tuition Remission
University of Alabama at Birmingham / · Flexible Spending Accounts (FSA's)
University of California - Irvine / · As a UC employee, you may be eligible for a variety of bank discount, college savings, and home loan programs.
· Flexible Spending Accounts
University of California - San Diego / · As a UC employee, you may be eligible for a variety of bank discount, college savings, and home loan programs.
· Flexible Spending Accounts
University of Cincinnati-Main Campus / · Discounts with local retailers
· Walk to Work Program (homeowner assistance)
· Domestic Partners Benefits
· Flexible Spending Accounts
University of Illinois at Chicago / · Adoption Assistance
· Tuition Remission
· Flexible Spending Accounts
· Domestic Partner Benefits
· Partner Accommodations
· Day Care
University of Iowa / · Flexible Spending Accounts
· Domestic Partner Benefits
· Tuition Assistance
University of New Mexico / · Flexible Spending Accounts
· Tuition Remission
· Dependent Education Program
· Discounts
University of North Carolina-Chapel Hill / · Tuition Assistance
· Employee Discounts
· Flexible Spending Accounts
· Domestic Partner Benefits
· Daycare
University of Pittsburgh-Main Campus / · Flexible Spending Accounts
· Education Benefits
· University of Pittsburgh Child Development Center
University of South Carolina at Columbia / · Tuition Assistance
· PerksCard Discount Program
· Relocation Services
· Auto and Homeowners Insurance
· Free Notary Services
· US Savings Bonds
University of South Florida / · Employee Tuition Program
· Adoption Benefits Program
· Florida Prepaid College Program
· Special Discount Programs
University of Utah / · Flexible Spending Accounts
· Tuition Reduction
· College Savings Plan
· Discounts at University stores
Virginia Commonwealth University / · Flexible Reimbursement Accounts
· Tuition Wavier
· US Saving Bonds
· Discounts
Wayne State University / · Tuition Assistance
· Flexible Spending Accounts
· Home and Auto Insurance
· Domestic Partner Benefits
· Discounts (GM, Chrysler, BMW, Barnes & Noble)
GE
Ford
UPS
Yum Brands
Texas Roadhouse
National City
Institution / Guidelines
SUNY at Buffalo / Policy not listed on website
Stony Brook University / Policy not listed on website
Temple University / Policy not listed on website
University of Alabama - Birmingham / Policy not listed on website
University of California - Irvine / Policy not listed on website
University of California - San Diego / UCSD endorses flexible work arrangements for employees if they are appropriate for the position, person, environment and work situation, meet business needs and objectives, and the overall performance level of the employee is “solid” or above. Flexible work arrangements include alternative work schedules (flextime and compressed work weeks) and telecommuting. UCSD policies and procedures apply to all flexible work arrangements. These arrangements do not change the basic terms and conditions of employment with UCSD. With notice, the department head or supervisor may change a flexible work arrangement.
University of New Mexico / Policy not listed on website
University of Cincinnati / Policy not listed on website
University of Illinois / Policy not listed on website
University of Iowa / Flexible work arrangements refer to flextime, compressed work week, telecommuting, reduced work week/part-time, and job sharing. Telecommuting is defined as the practice of fulfilling a portion of the employee's work/job responsibilities at an alternative work site at a minimum of eight hours weekly on a regular basis. Arrangements are in writing and signed by the employee, the employee's supervisor, and other relevant administrators as appropriate. Supports the general concept of flexible work arrangements. Flexible work arrangements apply to both Merit and Professional and Scientific (P&S) staff.
University of North Carolina - Chapel Hill (Facilities Services) / (Facilities Services Division) The work involved must be the employee’s normal work. The Facilities Services Division will not assign new duties just so the employee can perform them while telecommuting.
Procedures must be in place to evaluate the performance of the employee on any work performed from home.
All equipment and resources needed by the employee during telecommuting must be identified in advance.
The employee’s supervisor must prepare a plan in writing defining what work is proposed, what resources are required, and any other considerations involved.
University of Pittsburgh / Policy not listed on website
University of South Carolina
(Pilot Program Summer 2008) / Telecommuting is defined as working from home or an alternative work site one or more days during the workweek. Any employee may request a flexible work schedule by completing the request form
University of South Florida / Telecommuting is a work arrangement whereby eligible University employees may perform the normal duties and responsibilities of their positions at sites other than the employees' usual place of work. Vice presidents (may delegate authority to deans and directors) may authorize telecommuting situations that are in the best interest of the University and may authorize the use of University-owned equipment and/or services, including telecommunications lines. Deans and directors have a written agreement with each employee who is telecommuting full or part-time, Each employee engaging in an approved telecommuting arrangement is required to sign an agreement with the University.
University of Utah / Policy not listed on website
Virginia Commonwealth University / The manager must evaluate jobs for telecommuting suitability. Such positions must have activities that can be measured, have observable beginning and end points, and not require special equipment or information that is available only at the work site.
The employee will supply his/her own equipment to perform work duties offsite.
Managers must establish a specific written description of offsite job duties and performance and work expectations.
Employees working offsite must comply with all state and University policies, practices and guidelines.
VCU will consider and, in the sole discretion of management, allow offsite hours to be established for employees where such employment arrangements are deemed to be in the best interest of the University and its mission.
Wayne State University / Policy not listed on website
Institution / Description
SUNY at Buffalo / Policy not listed on website
Stony Brook University / Policy not listed on website
Temple University / Temple University supports the principle of flexible scheduling for its employees. A flexible work schedule is any alternative work schedule for employees who normally work the traditional five-day workweek. Flexible scheduling refers to a range of flexible formats, including varying start or stop times or varying the number of hours worked on a particular day. Any department and employee taking advantage of a flexible scheduling opportunity must ensure that the department can maintain satisfactory service to customers during all hours of the official workday, all work gets done, no weekly overtime other than what might normally be needed is performed, and weekly/monthly work time for each employee is tracked. An employee requesting a flexible work schedule should consult with his/her supervisor. The department head has final approval on any flexible work schedule.
University of California - Irvine / The department head may approve an alternate (flexible) work schedule for the entire department, or for individual employees, in accordance with the following: An alternate work schedule shall consist of 40 hours in one designated workweek.
University of California - San Diego / The department head may approve an alternate (flexible) work schedule for the entire department, or for individual employees, in accordance with the following: 1. An alternate work schedule shall consist of 40 hours in one designated workweek, or 80 hours in two consecutive workweeks. 2. Overtime shall be in accordance with UC Personnel Policies for Staff Members 32, Overtime (Non-exempt employees only). Alternative work hours: Employees may be granted approval by their department head to work a certain number of hours each day, but the hours of work may vary from the "traditional" schedule. Such arrangements typically include a fixed core period each day. Examples for an employee who works a five-day workweek might include 7 a.m. – 3:30 p.m., 7:30 a.m. – 4 p.m., or 9 a.m. – 5:30 p.m. (all with a half-hour lunch). Compressed work week: The employee works a full week's schedule in less than five days. This may include three 12-hour days, four 10-hour days, or any other combination.
University of Cincinnati / Each vice president shall have the authority to designate not more than twenty per cent of the employees in his/her vice presidential area as flexible hours employees. Flexible hours must be planned in advance with employee's supervisor.
University of Illinois / Policy not listed on website
University of Iowa / Flextime refers to practices such as:
a. individualized start and end times that remain constant each work day;
b. individualized start and end times that vary daily, however, the same number of hours are worked every day;
c. individualized start and end times with varied daily hours but consistency in the total number of hours worked every week;
d. mandatory core-time with individualized start and end times with varied daily hours but consistency in the total number of hours worked every week; or
e. extended meal times offset by additional hours at the beginning and/or end of the day or shift. Flextime does not reduce the number of hours or total effort worked in a given week by an employee.
University of North Carolina - Chapel Hill / Management may use flexible work arrangements to meet the needs of both the department and the employee. There are three major types of work arrangement flexibility -- flexible work hours, flexible work schedules, and flexible work locations. Scheduling options include shifting the start/stop hours of the regular (8 hour) work day or making a "compressed" work schedule (40 hours of work in less than 5 regular work days).