February 2008


 

Annual Performance Evaluations Due 3/3/08
 

Once again, it is time to do Annual Performance Evaluations. Annual Performance Evaluations are given to classified and administrative staff who received their 4-months evaluation at least 60 days prior to February 1st. The purpose of performance evaluations is to meet with the employee to review their performance, identify areas needing improvement, set specific goals and objectives, reinforce the employee's role in the department, and review the employee’s PDQ (Position Description Questionnaire).

During the first week of February, supervisors will be emailed a list of the employees in their area who need to be evaluated. For each employee, supervisors must complete a performance evaluation form and “Professional Development Planning Worksheet,” then conduct a meeting with the employee to discuss the evaluation and to review the PDQ. If the PDQ is still current, the employee and supervisor sign/date the PDQ and return it to HR attached to the performance evaluation. If the PDQ needs updating, a new PDQ is completed/signed/dated and returned to HR attached to the performance evaluation. The signed forms (performance evaluation, worksheet, and PDQ) are due at the HR Office by Monday, March 3, 2008.

Performance evaluation forms are accessible at the HR website under FORMS. For classified staff, the "Classified Staff Evaluation Form" is used, and for administrative staff, the "Administrative Staff Evaluation Form" is used. Each evaluation form includes a "Professional Development Planning Worksheet" which supervisors need to complete for each employee evaluated. This worksheet assists the HR Office in planning for employee training opportunities.

If you have any questions regarding the Annual Performance Evaluation process, please contact Xochitl Kladis at ext. 2364.

 

 

Results of the "Survey of Organizational Excellence"
 

In November 2007, TAMIU participated in the Survey of Organizational Excellence, an instrument used by the State of Texas to measure attitudes and strengths of organizations in an effort to improve and create better organizations. The survey was distributed to all full-time employees of TAMIU, and 50% responded.  Based on the results of the survey, the areas of strength are Strategic Orientation, Quality, Benefits, Physical Environment, and Employment Development, while the areas of concern are Fair Pay, Internal Communication, Team Effectiveness, Fairness, and Change Orientation.  Detailed information about the results can be reviewed in the HR Office.

TAMIU will continue to participate in the Survey of Organizational Excellence.  We value the information gathered and are committed to using it in nurturing openness, accountability, unity, enrichment, and growth among employees.  We will continue to evaluate progress and look into initiatives to address both strengths and concerns.

As a step to enhance our strengths and address our concerns, the University enthusiastically anticipates its next TAMIU Enrichment Day on May 23, 2008. The day will be dedicated to offering employees learning sessions for personal and professional enrichment under a relaxed and casual atmosphere.

Thank you for your contribution to the success of our University!

 

 

TAMIU Starts Health Release Time (HRT) Program!
 

The HR Office is excited to announce the start of the University Health Release Time (HRT) Program!

The HRT Program is a voluntary program for full-time, benefits-eligible employees which provides 30 minutes during normal work hours up to 3 times a week of Health Release Time (HRT) for participation in physical exercise and fitness activities offered in the TAMIU Kinesiology & Wellness Recreation Center.  The objective is to provide a supportive environment that encourages employees to incorporate physical exercise and fitness activities in their day, thus adopting healthy behaviors and positive lifestyle changes that help improve job performance, increase work satisfaction, and reduce health care/insurance costs.

HRT is paid time, does not have to be made up, cannot be accrued, and does not need to be documented on timesheets.  The HRT Application must be approved in advance by the Immediate Supervisor and Budgetary Unit Head.  HRT may not interfere with the workflow and operation of the employee's department; however, supervisors are expected to make reasonable efforts to accommodate requests.

For your use, the HRT Program procedures and HRT Application are available on the HR website under FORMS.

HR is available to answer any question you may have -- feel free to call ext. 2365.

 

 

Delta Dental Network and Non-Network Providers
 

DeltaCare USA HMO plan members must use the general dentist shown on their ID card to receive benefits. To change dentists, contact Delta Dental at 1-800-422-4234.

A&M Dental PPO plan members have the option of using a PPO dentist, a Premier dentist, or a non-network dentist. The PPO dentists and Premier dentists have agreed to specific fee schedules and cannot bill members for costs over the allowed, contracted amounts.  Non-network dentists are not subject to Delta's fee schedules and can bill you for the total bill minus any payments made by Delta Dental. Here are 2 scenario examples that compare the "bottom line" costs:

EXAMPLE 1: Preventive Care (covered at 100% with no deductible) for a routine exam including x-rays

Network Provider
Non-Network Provider

Billed Amount  

$100
$100

Delta Allowed Amount

$80
$80

Members Pay

$0 
$20 (member is responsible for the balance over the allowed amount)
Delta Pays
$80
$80 (100% of the allowed amount)    
EXAMPLE 2: Basic Care (covered at 80%; member has met their $75 annual deductible) for 1 composite filling and 1 restorative filling

Network Provider
Non-Network Provider

Billed Amount  

$130
$130

Delta Allowed Amount

$95
$95

Members Pay

$19 (20% of the allowed amount)  
Total $54 (20% of the allowed amount plus the remaining balance)
Delta Pays
$76 (80% of the allowed amount)
$76 [80% of the allowed amount ($95.00)]     
 
The difference between the billed amount and the Delta Allowed Amount is NOT billed to the member due to the agreement between Delta and the dentist.
The difference between what the dentist bills and the Delta Allowed Amount is the member's responsibility since the provider is not a Delta Network Provider.

If you have questions about your dental coverage, please contact Jessica Palacios, Associate Director of HR, at ext. 2362 or Gracy Buentello, HR Manager, ext. 2363.

 

 

Prescription Drug Update From PharmaCare
 

Below are a couple of updates related to prescription drugs covered under the PharmaCare prescription drug plan:

•  Zyrtec, a non-sedating allergy medicine, will be available over the counter, just like Claritin.  Pharmacies, including PharmaCare's mail-order pharmacy, will use up their supply of prescription Zyrtec and employees will then need to purchase the drug over the counter.  This also means that Zyrtec will not be covered under the prescription plan any longer, but will be reimbursable through a flexible spending account.  Employees with Zyrtec prescriptions on file with PharmaCare will receive notification letters.

•  A generic will shortly be available for Protonix.  This drug is used to treat gastro-esophageal reflux disease (GERD).   Those taking this drug will be required to switch to the generic or pay the brand name co-pay plus the difference between the brand name and generic.

For additional information regarding your prescription drug plan contact Jessica Palacios, Associate Director of HR, at ext. 2362 or Gracy Buentello, HR Manager, ext. 2363.

 

 

Welcome, New Employees!!
  Jaime Ayala, Outreach & Retention Specialist SC 233 ext. 2704
  Special Programs (CAMP)    
       
  Rex H. Ball, Interim Dean LBVSC 301A ext. 2593
  College of Arts & Sciences    
       
  Michael C. Callaway, Interim Coach (Baseball) CH 203 ext. 3004
  Athletics Department    
       
  Juan A. Cumpian, Police Officer KL 005 ext. 2100
  University Police Department    
       
  Alberto Estrada Jr., Police Dispatcher KL 005 ext. 2100
  University Police Department    
       
  Denise Fuentes, Degree Audit Assistant KL 168 ext. 2246
  University Registrar    
       
  Amy Garcia, Accounting Assistant (Cashier) KL 152 ext. 2141
  Business Office (Comptroller)    
       
  Naida Gonzalez, Police Officer KL 005 ext. 2100
  University Police Department    
       
  Leonor Lopez, Staff Assistant KL 326 ext. 3020
  Graduate Studies and Research    
       
  Alex R. Martinez, Lab Assistant KL 203 ext. 2130
  Killam Library (Computer Lab)    
       
  Christy L. Martinez, Staff Accountant KL 159 ext. 2372
  Budget/Payroll/Grants & Contracts    
       
  Cordelia R. Rodriguez, Visiting Instructor KWRC 221 pending
  Dept. of Teacher Preparation    
       
  Gustavo Salazar II, Academic Coordinator BCH 207A ext. 2135
  PASE (SSSGP)    
       
  Yezmin D. Salazar, Office Coordinator KL 252 ext. 2292
  OIT    
       
  Cindy Solano, Staff Assistant KL 155 ext. 2200
  Admissions    
 

Transfers/Promotions/Reclassifications
Maria I. Cantu KL 257 ext. 2044
FROM: IT Support Specialist, OIT    
TO: Senior IT Support Specialist, OIT    
     
Jacky Yuk-Chow So WHTC 203F ext. 2480
FROM: Dean/Professor, COBA    
TO: Dean/Distinguished Professor, COBA    
     
Scheiby C. Fisher SC 126 ext. 2780
FROM: Staff Assistant , TCBEED (Casa Ortiz)    
TO: Outreach & Retention Specialist, RSR    
     
Juan G. Garcia Jr. SC 126E ext. 2267
FROM: Outreach & Retention Specialist, RSR    
TO: Associate Director of RSR, RSR    
     
Maria G. Gonzalez KL 162 ext. 2378
FROM: Accounting Assistant (Accounts Payable), Business Office (Comptroller)    
TO: Staff Accountant, Business Office (Comptroller)    
     
Rocio Gutierrez KL 156 ext. 2371
FROM: Part-Time Staff Accountant, Budget/Payroll/Grants & Contracts    
TO: Staff Accountant, Budget/Payroll/Grants & Contracts    
     
Nasser Momayezi LBVSC 324C ext. 2617
FROM: Dean/Regents Professor, COAS    
TO: Regents Professor, Dept. of Social Sciences    
     
Noemi V. Ramirez KWRC 210 pending
FROM: Adjunct Faculty, COED    
TO: Visiting Instructor, Dept. of Teacher Preparation    
     
Alberto Salinas    
FROM: Program Manager, Special Programs (HEP) SC 118A ext. 3062
TO: Director of GEAR-UP III, Special Programs (GEAR UP III)    
     

Separations
  Gerardo Alva, Associate Director of RSR
  Recruitment & School Relations
   
  Maricela Arredondo, Police Dispatcher
  University Police Department
   
  Elizabeth Belcher, Staff Accountant
  Budget/Payroll/Grants & Contracts
   
  James E. Bravos III, Student Records Specialist
  Financial Aid
   
  Felipe R. Carraman, Groundskeeper
  Physical Plant
   
  Manuel Del Bosque, Postal Services Clerk
  Purchasing and Support Services
   
  Cindy Elizalde, Program Coordinator
  Special Programs
   
  Sylvia A. Garza, Advancement Information Services Specialist
  VPIA
   
  Jon M. Hinkel, Assistant Coach (Baseball)
  Athletics Department
   
  Michael Landeck, Professor
  Division of International Banking & Finance Studies
   
  Mario R. Martinez II , Lab Assistant
  Killam Library (Computer Services)
   
  John Pena, Program Coordinator for the Fine and Performing Arts Center
  Dept. of Fine and Performing Arts
   
  Diamantina C. Ramirez, Clerk
  PASE (Testing Center)
   
  Linda Solano, Executive Secretary
  COBA (Dean's Office)
   
  Jesus A. Villarreal, Police Lieutenant
  University Police Department
   

Separations of Employment
 
Upon first knowledge of employment separation by an employee, the employing department must take the following steps. The forms mentioned below are available on the HR website under FORMS.
  • Notify the HR Office by calling ext. 2365.
  • Submit to the HR Office a Personnel/Budget Action Form accompanied by the employee's separation letter which must state the separation date.
  • To advertise the vacant position, submit a requisition via TAMIUWorks.
  • Review the Position Description Questionnaire (PDQ) on file in the HR Office to determine if the position description has changed.
  • If the position description has changed, submit a revised PDQ.
  • Prior to the last day of work, ensure the employee reports to the HR Office to complete the exiting and clearance process (insurance, leave, timecard, keys, ID, etc.).

NOTE: If separation is from student employment, please contact the Office of Financial Aid (ext. 2165) upon first knowledge of separation.

 

HR Forms Available Online
 

The HR Office reminds you of the availability of the following HR forms on the Internet! These automated forms can be accessed and completed from the HR website under FORMS. These forms can be accessed by using the Adobe Acrobat Reader plug-in which can be downloaded from the HR website. If you have questions or encounter problems using the automated HR forms, please call Norma Nunez at ext. 2365 for assistance.

EMPLOYEE EDUCATIONAL ASSISTANCE PROGRAM (EEAP)
• Spring 2008

EMPLOYEE RELATIONS
• Complaint Form

EMPLOYMENT
• Position Description Questionnaire (PDQ)
• Personnel/Budget Action Form
• Budget/Fund Transfer Form
• External Employment and Consulting Application and Approval Form
• Criminal Background Check - Authorization to Release Information

EVALUATIONS
• Administrative Staff Evaluation Form
• Classified Staff Evaluation Form

LEAVE
• Medical Certification Form
• Workers' Compensation Process and Forms
• Health Release Time (HRT) Program and Application

PAYROLL
• Direct Deposit Authorization

SEPARATIONS OF EMPLOYMENT
• Exit Processing Form

 

2007-2008 Pay Plan is Online
 

The TAMIU Pay Plan is available online! It can be accessed from the HR website.

The Pay Plan is the basic reference document for wages/salaries, titles, title codes, and FLSA exemption status of all classified staff, as well as for titles, title codes, and FLSA exemption of all non-classified staff. The website offers listings by job title (alphabetical order) and by title code (numerical order). Also available from this website is the University Pay Scale which lists the wage/salary ranges (min-mid-max) of each pay grade.

Should you have questions regarding compensation, please contact Sandra V. Pena via email or at ext. 2361.

 

Reminders About Immigration Services
 

The HR Office asks you to keep the following in mind when it comes to immigration services.  Should you need assistance or have questions regarding immigration issues, please contact Araceli Elizondo, HR Manager, at ext. 2367.

  1. Immigration processes are very lengthy and time-consuming.  You must consider the fact that employment authorizations take several months to obtain.  To ensure an employment authorization is obtained by the time needed, HR must be informed immediately upon knowledge of an incoming international employee who is in need of proper employment authorization.  Employment is contingent upon receipt of the appropriate employment authorization.
  2. If an international faculty is to have a change in title, salary, or job responsibilities, HR must be informed in advance because an amendment petition may need to be filed.
  3. If seeking Permanent Residency based on employment with TAMIU, the case must to be handled by an attorney authorized to represent TAMIU cases.   (Refer to System Regulation 33.99.09 Employment of Foreign Nationals which states that "a private attorney must not be engaged to represent any System component in any nonimmigrant or immigrant petition or application unless approved by the Office of General Counsel in accordance with System Regulation 09.04.01.")
  4. All immigration requests, forms, petitions, documents, etc. must be routed through HR, and the President, Dr. Ray M Keck III, is the University's authorized endorser of immigration forms.
 

What is Expected of You When You Are Expecting
 

The coming of a baby calls for many preparations...even at work. If you or your spouse are expecting a baby, below is a checklist of HR matters (leave, timesheets, benefits, etc,) which must be promptly addressed in the HR Office. (For leave and timesheet assistance, contact Xochitl Kladis at ext. 2364, and for benefits assistance, contact Gracy Buentello at ext. 2363.)

LEAVE

  • At least 30 days prior to your leave, notify HR and visit with them to discuss your leave options (Family/Medical Leave, Parental Leave) and to review your available leave balances (sick leave, vacation, OCT, SCT.)
  • A written request for Family/Medical Leave or Parental Leave must be submitted. Also, a "Medical Certification Form" must be completed by your doctor and submitted to HR within 15 days of the request for leave. This form is available at the HR website under FORMS. Re-certification may be required.
  • During your leave, all appropriate leave requests and timesheets must be submitted via LeaveTraq and TimeTraq.
INSURANCE
  • A newborn must be enrolled for insurance coverage within 60 days of the child’s birth. An employee who already has "employee/family" or "employee/child(ren)" coverage may add a newborn after the 60-day limit because the premium does not change; however, the newborn should be added as soon as possible to ensure accurate records.
  • If you are on paid leave (Family/Medical Leave, Parental Leave), your share of the premiums will continue to be deducted from your pay.
  • If you exhaust your available leave while on Family/Medical Leave, you will need to pay any monthly premiums that are normally deducted from your pay. You will be billed each month while on leave without pay, and the premiums must be paid within 30 days of the due date shown on the bill or coverage will end.
  • If you are on Parental Leave without pay, you are not eligible to receive the state contribution for basic life and medical benefits, but you may continue coverage by paying the full monthly premium. You will be billed each month, and the premiums must be paid within 30 days of the due date shown on the bill or coverage will end.
MISCELLANEOUS
  • You are expected to check-in with your supervisor every 2 weeks during your leave to inform him/her of your status and expected date of return to work.
  • A written doctor’s release maybe s required upon your return to work.
 

Advertising and Hiring Procedures
for Non-Faculty Vacancies
 

Below is a step-by-step outline of the advertising and hiring procedures for non-faculty vacancies. If you need assistance at any time during this process, please call the Employment Office at ext. 2360.

Step 1:       Hiring supervisor submits an online requisition via TAMlUWorks. Also, if the job description for the vacant position has changed, an updated Position Description Questionnaire (PDQ) must be submitted to HR.

NOTE:   If you are requesting a new position, reclassification, or other change, submit the request on the TAMIUWorks requisition by providing justification and indicating where additional funds, if necessary, will come from.  Also, generate a PDQ for the position.

Step 2:       HR prepares a Job Vacancy Notice (JVN) and posts it online at TAMIUWorks; online at HigherEdJobs.com; with the Texas Workforce Commission; with The Texas Higher Education Coordinating Board (if administrative); and with various agencies.

NOTE: To advertise your JVN as a full ad in the local newspaper, in another newspaper, or in a pertinent journal/publication, work with HR to develop the actual ad to use.  HR will provide the approved ad to the Purchasing Department.  Then, work with the Purchasing Department to get pricing, generate a requisition, and have the ad placed.

NOTE:   To post a vacancy on a pertinent, free Internet advertising site, ensure you use the exact wording (copy and paste) from the JVN developed by HR and that the announcement carries the statement "TAMIU is an Equal Opportunity Employer" at the end.

Step 3:       Via TAMIUWorks, HR receives and reviews online applications.  HR will electronically forward to the hiring supervisor the applications of those who meet the minimum qualifications advertised.  The hiring supervisor can review the qualified applications by logging on to TAMlUWorks as the hiring supervisor.

Step 4:       The hiring supervisor reviews all applications, then schedules and conducts interview(s).  On TAMIUWorks throughout the process, the hiring supervisor enters the status of each applicant (interview pending, interviewed but not selected, not hired, reason for not being hired, etc.) as it is happening.

NOTE:   Resource materials containing tips for conducting interviews and conducting reference checks are available on the HR Employment webpage under "Resources for Hiring Supervisors." Additionally, the System online training course called "Conducting Effective Interviews" is available from HRConnect under the TRAINING tab. You can access HRConnect via Single Sign On.

Step 5:       When a selection is made, the hiring supervisor ensures the final status of each applicant has been entered on TAMIUWorks (interviewed but not selected, interviewed and selected, not hired, reason for not being hired, etc.) and submits to HR a Personnel/Budget Action Form (PBAF) for the selected applicant.

NOTE: If paying above the entry of the position's pay grade, justification is required in the "Justification/Explanation" box of the PBAF.  Based on the advertised minimum qualifications of the position, indicate how the applicant exceeds those qualifications or indicate if the applicant holds the preferred qualifications that were advertised.  For example, the position ad required a minimum of an Associate's degree but the applicant holds a Bachelor's degree; or the position ad required a minimum of 2 years experience but the applicant has 7 years experience; or the applicant's degree is in the field indicated on the ad as preferred.

Step 6:       After all statuses are entered on TAMIUWork by the hiring supervisor and all approvals are obtained on the PBAF, HR makes the offer of employment to the individual selected, schedules the start date, and notifies the hiring supervisor when the new hire can be expected to report for work.

IMPORTANT:

  • HR conducts new hire orientations once a week, either on a Monday or Thursday, whichever day was scheduled first.
  • A ll HR forms must be typed (PDQ, PBAF).
  • HR forms are available online from the HR website under FORMS.
  • Hiring supervisors must ensure HR forms are routed through appropriate channels for signature before submitting to HR.
 

Getting to Know U!

FACT:

Andres Jaime is the Director of Employer Relations in Career Services.  He has been with TAMIU since October 2007.  He attended Universidad Autonoma de Ciudad Juarez (UACJ), University of Texas at El Paso (UTEP), and University of Texas at San Antonio (UTSA) where he obtained a Bachelor's degree in Communication and Electronic Media.  While living in San Antonio, Andres worked for the Hispanic Association of Colleges and Universities (HACU).  Andres is currently pursing a Master's degree in Public Administration at TAMIU.  His hobbies include traveling, watching movies, sports, and listening to music.  He also enjoys visiting with family and friends.

 


TAMIU, we want to get to know you! Tell us an interesting fact about yourself, and we will feature it along with a photo in this section of the newsletter. Submit your information to Xochitl Kladis via email or at ext. 2364.

Who is This?  

The first person to email the HR Office and correctly identify this TAMIU employee by name and title will win a prize!

The identity of the employee who appeared in the last issue of HR News & Views can be found in "The Answer Corner" section of this newsletter!


The Answer Corner
The following are frequently-asked questions received in the Office of Human Resources. To ask us questions, use the "Ask HR" button on this newsletter.
 

Q:

Who was the baby in the "Who is This?" section of the last issue of "HR News & Views"?

A:

That was Aida Garza, Director of CASA, in PASE. TAMIU employees who wish to submit their picture for the "Who is This?" section may contact the HR Office via email or at ext. 2365.
   
Q:
How can I access my W-2 Form online?
A:



Accessing your W-2 online is easy! From the HR website, log on to Single Sign On, click on HRConnect, select the PAYROLL DATA tab at the top, scroll down to "Pay Records," and click on "View IRS Form W-2 ." The W-2 you print is considered the original and is accepted as such by the IRS.

That Extra (S)Mile!
This section describes the deeds of TAMIU employees who have been observed going the "extra mile" for our University.
 
 

I would like to recognize Robert Hernandez, Senior IT Support Specialist in OIT, for going the extra mile.  I was off campus at Clark Middle School showcasing the Tex-PREP program with a PowerPoint presentation.  I put my flash drive into the school's equipment, and as I proceeded to open the file, there was a compatibility issue.  The school was operating on Microsoft Office 2003, and my presentation was on the 2007 version!  I went online and tried a compatibility download, but the school's server didn't allow it.  The next thing that popped into my mind was to call Robert, see if I could e-mail him the presentation, and have him do the conversion for me.  I called Robert and explained that I had 4 presentations to do!  Quickly, upon receiving my file, he did the conversion and e-mailed the presentation back to me.  Robert most definitely saved me from losing the students' interest because of lack of visual aids.  Robert understood the importance of our Institution's image and how critical it is to deliver an effective presentation to potential Tex-PREP participants who will be future TAMIU students.  Thank you so much, Robert!

 
If you know of any employee performing in such a way that deserves mention in this column, send their name and details of their deeds to the HR Office via email.

Phone: 956.326.2365
Fax: 956.326.2359
Location: Killam Library 320

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