Tag Archives: Human Resources

Annual Performance Summary Process for Staff Members

The annual performance evaluation process for staff members takes place between January 1 and March 31 of each year.  The APS form for 2018 remains the same as in previous years.

Below, please find a link to the form, helpful tools and guides to support the APS process, and an on-line audio training presentation that will help you prepare whether you are a supervisor or individual contributor.


For those who have attended the training sessions offered in past years, you may find the recorded presentation to be a convenient refresher.  In addition to the on-line tools, we are offering two APS workshops for new employees and supervisors undergoing the APS process for the first time:

Tuesday, February 6 from 2:00 p.m. to 3:30 p.m. (Mitchell Green Lounge)

Thursday, February 22 from 10:00 a.m. to 11:30 a.m. (Mitchell Green Lounge)

For those who have already attended a live or recorded workshop, additional question & answer sessions are available to provide support for supervisors, managers and staff as you prepare your performance documentation:

Wednesday, February 14 from 3:00 p.m. to 4:30 p.m. (Marble Works)

Tuesday, March 6 from 10:00 a.m. to 11:30 a.m. (Marble Works)

Thursday, March 9 from 9:00 a.m. to 10:30 a.m. (Marble Works)

Please email lcaroten@middlebury.edu or call x2012 to register.

In addition, individual support is available to staff and supervisors and department specific training and consultation is available upon request.  Feel free to call the Human Resources APS answer line with any questions – extension 5465, option 1.

Midd/MIIS Travelers

The following employees have reported upcoming travel between Midd and MIIS:

From Midd to MIIS From MIIS to Midd
Rich Wolfson, Physics

Jan 8-26

Beryl Levinger, GSIPM_DPP

Last week of Jan

Orion Lewis, Political Science

Jan 25- Feb 10

Mar 25- Apr 1

Amy McGill, Associate Provost for Integration Strategies

Last week of Jan

Midd Faculty Visitors (Group 1)

Feb 5-7

Seamus Dorrian, Records

Late January

Erin Irons, Office of the Provost

Feb 5-9

Mike Roy, Dean of the Library

Feb 26- Mar 4

Middlebury Dancers

Mar 5-11

Midd Faculty Visitors (Group 2)

Mar 26-28

Damascus Kafumbe, Music

May 2-6



Trouble-free employee benefit plan administration requires a strong partnership between employees and Human Resources. The Human Resources Department works diligently each year-end to accurately process the thousands of required or requested benefit record changes and then to check and double-check our work.  However, in the end, we also must rely on you, the employee, to do your part in managing your benefits by confirming that you are enrolled in the benefits you intended to elect.  Please carefully review your first paycheck and let us know if you have questions or if anything seems amiss.

Medical/Dental Insurance

  • If you are a new enrollee in Medical or Dental or if you added dependents to your existing plans, CIGNA mailed individualized medical and dental ID cards to participants’ home addresses in mid-December. Otherwise, if your coverage is continuing unchanged from 2017, you should continue to use your previously issued CIGNA ID card.  If you have lost or misplaced your ID card, please call Cigna customer service at 1-800-244-6224 and they will issue you a new one.
  • As was announced on November 1, there were some increases to employee contributions toward medical and dental premiums for 2018.  New premiums will be reflected in the first paychecks issued in 2018. Additionally, employees who made coverage level changes (i.e. from family to single) should see the premium deduction applicable to the new coverage level applied in the first paycheck. Please refer to the Middlebury or Monterey 2018 rates charts when reviewing your check.
  • CIGNA’s website and mobile app are easy to use and provide convenient access to a wealth of information and services including: recent claims history, the ability to print temporary ID cards and to access virtual ID cards, provider network search, the ability to see real-time progress towards deductibles and out-of-pocket maximums, drug cost comparison tools, virtual explanations-of-benefits (EOBs), etc. To take advantage of these on-line services please follow the instructions in the MyCigna.com flyer. After registering, you can elect the paperless option and access your EOBs electronically. Your dependents may also register for their own portal…a great option for adult dependent children.

Vision Insurance

  • The premium for the vision plan increased slightly for 2018. Participants who changed coverage levels during open enrollment (i.e. switched from single to family coverage) will see the resultant premium change in the first paycheck in 2018.
  • The plan design will remain the same.  Remember, ID cards are not required (simply tell your VSP provider the last four digits of your SSN and date of birth). A summary of the plan and other helpful information is available on-line at http://www.middlebury.edu/offices/business/hr/staffandfaculty/benefits/vision.
  • At  VSP you can learn how to use your benefits, create a log-in to access your personal account information, file an out-of-network claim electronically, and search for in-network providers.

Flexible Spending Accounts

  • Double Check your paycheck deduction: Elections in health care and dependent care Flexible Spending Accounts for 2018 should be reflected in employees’ first paychecks of the new year. Please review your pay stub and confirm that your contribution is correct (divide your total annual election by 26 and round up to the nearest penny to calculate your per pay-period election.)
  • File 2017 Claims by March 31, 2018: If you participated in a Middlebury flex plan in 2017, please remember that any medical or dependent care FSA claims incurred through December 31, 2017 should now be filed for reimbursement.  You may upload claims to the website or app or mail or fax claims (link to claim form) (do not use your Flex Card for 2017 claims). You should also make sure you have completed all substantiation requests.  For assistance with substantiation, please contact customer service at 1-800-865-6543, M-F 8am-8pm (EST).
  • Web Portal and Mobile App: The MyCafeteriaPlan website and mobile app are excellent sources of real-time information.  If you have not previously set-up an account log-in, please contact customer service oat MyCafeteriaPlan for assistance.
  • Communications: You will periodically receive emails from MyCafeteriaPlan asking that you log on to the portal to access some updated information.  The vendor alerts participants when substantiation may be needed through the portal.  These alerts are also sent to remind you to log on and review your balances and recent activity.  If you do not want to receive communications electronically (which will by default be sent to your Middlebury address), you must log on to request paper correspondence or call customer service at MyCafeteriaPlan.
  • Balances: As of January 1, 2018, your health FSA balances visible on the MyCafeteriaPlan portal reflects your 2018 unclaimed elections in combination with up to $500 of the unclaimed balance from your 2017 health FSA account.  While the amount eligible for rollover has already been added to your 2018 monies, you may still access that 2017 rollover PLUS the amount that did not rollover (which is subject to forfeiture) up until March 31, 2018 for 2017 claims. To see your 2017 balance separate from your 2018 balance, look on the left side of the home page under the ‘Available Balance’ section.  If you need assistance determining what you still have available to use for 2017 claims, please contact customer service at MyCafeteriaPlan.
  • 2018 Claims Filing Options: Expenses incurred on or after January 1, 2018 may be paid using the MyCafeteriaPlan Flex Card, uploading claims to the website, app, mailing or faxing a claim (see claim form attached).
  • Direct Deposit: If you would prefer to have reimbursements direct deposited, you will need to complete and submit a paper election form (see form attached) or enroll on-line through your MyCafeteriaPlan account on the web or mobile app.
  • Policy regarding check re-issue requests: Please carefully consider the direct deposit option.  If you receive your reimbursements via check, you will be responsible for any stop payment and re-issue fees in the event that the check is lost in the post or misplaced by you. Click here to review the policy.
  • Flex Cards: All new 2018 FSA participants (who did not participate in 2017) should have received FSA debit cards in late December. These blue Visa-branded cards, called ‘Flex Cards’, allow participants the option to access available FSA funds directly. Information about using the debit card with your FSA account can be found on the FSA Plan Details brochure attached. If you are a repeat user, your existing red “Benny Card” continues to be your active card to use.  You will not receive a new card at this time. If your cards are not received via post, or if they are misplaced or lost, they can be replaced for a $5 cancel/reissue fee. Please contact customer service at (800) 865-6543 for assistance.
  • Substantiation: Using the Flex Card is convenient however do keep in mind that the IRS requires substantiation for most expenses paid by use of such cards, so receipts must be maintained. Participants will receive a message by MyCafeteriaPlan via their online account/portal if substantiation is required.
  • Forfeiture: After the 2017 runout period ends on March 31, members will forfeit any unclaimed 2017 health FSA balances in excess of $500. Excess 2017 health FSA funds up to $500 maximum will remain in participant’s Health FSA accounts to be used for 2018 expenses.


Voluntary Life and Accidental Death & Dismemberment (AD&D) Insurance

  • Premium changes related to coverage amount increases or decreases should be reflected in the first paycheck in 2018.  Voluntary Life insurance age-band changes (5-year increments) for employees will be reflected in the first paycheck in 2018. If you made changes for 2018 or you hit a new age band in 2017, please review the deduction details on your checks to confirm that your premium changed.
  • Requests for new life coverage and/or for increases in life coverage over the guarantee issue amount are not effective until approved by UNUM. An Evidence of Insurability (EOI) form (paper or electronic) must be submitted by you to UNUM if you have requested this type of change. Notification to participants who require an EOI along with a link to the on-line EOI form will be distributed to affected employees during January.  Upon review, UNUM will notify employees directly of approval or denial of coverage. Any premium changes will be made as of the effective date of the approved coverage.


  • If you submitted forms prior to the holiday break requesting changes to your Voluntary Retirement Plan or to enroll in the 457b Salary Deferral Supplemental Retirement Plan, your new elections should have been reflected in your first paycheck of 2018. If you requested changes please confirm that your elections are as expected.

If you have questions or concerns about your benefits, please contact your benefits team: Nancy Lindberg (nlindberg@middlebury.edu / 802-443-3372) or Franklin Daniel (fdaniel@middlebury.edu / 802-443-5755.)


Retirement Transitions

Individuals who end employment after having worked for Middlebury in a benefits-eligible status for a minimum of ten years past the age of forty-five qualify as “Middlebury Retirees”.


Name Type Retirement Date Department
Jacqueline Davies Staff 11/3/2017 Student Financial Services
David Saward Faculty Emeritus 12/31/2017 Athletics
Mary Reed Staff 1/3/2018 Events Management
Bonnie Betourney Staff 1/8/2018 Parton Center for Health and Wellness
Cindy Brush Staff 1/19/2018 Student Financial Services



Weather Related Closure Premium Pay for January 4 and 5, 2018

Due to the conditions on Thursday January 4, 2018 and the forecast for Friday January 5, the College released non-essential personnel at 5PM on Thursday and suspended certain operations through 11:59PM Friday. Essential personnel were asked to remain on duty or report to duty after the Thursday at 5PM dismissal. We are pleased to announce some special arrangements for pay during the period from 5PM Thursday January 4 through 11:59PM Friday January 5, which is when normal operations resumed. Non-essential employees who were released Thursday will be paid their regular pay for the duration of their scheduled shift and benefits-eligible employees will not be required to use CTO. Nonexempt employees identified as essential personnel who worked past during that time frame will be paid their regular pay plus a premium which is the equivalent to time and a half of their regular hourly rate for each hour they worked between 5PM Thursday and 11:59PM Friday.

Affected nonexempt employees who worked any shifts between 5PM Thursday and 11:59PM Friday should enter their hours on their timesheets as follows:

  • Employees in non-essential positions who were sent home at 5PM Thursday and/or missed their shift Friday due to the closure should enter their time for the shift(s) they were scheduled to work as they normally would, as Regular and not CTO; please be sure to enter them on the correct shift.
  • Employees in essential positions should also enter their hours as they normally would.  To receive the premium pay, they should ALSO enter Holiday Pay Premium.  Please be sure to enter them on the correct shift.
  • Employees who had originally planned to use CTO before the announcement of the suspension of operations should enter their scheduled hours as CTO.

Human Resources has prepared a list of frequently asked questions regarding pay and time entry for the closure. That list can be found here

Please contact Perry Richards at x5882 if you have additional questions regarding your time entry.


New Employee

In this post, we’ll introduce you to a new member of the Middlebury College staff. Please join us as we welcome Amanda to campus!

In 2017, after spending two years leading donor stewardship for Francis Parker School in San Diego, CA, Amanda Kalal began working for College Advancement at Middlebury as a Leadership Gifts Officer. She is responsible for raising resources and connecting with the Middlebury alumni and parent communities in California, Oregon and Washington.

Prior to her work at Francis Parker School, Amanda worked in undergraduate admissions for the University of California, San Diego and alumni relations at Colgate University. Amanda received her BS in Mathematics and Secondary Education from Ohio Northern University and an MS in Higher Education and Student Affairs Administration from Canisius College.

Amanda lives and works remotely from her home office in San Diego, CA. In her spare time, she enjoys hiking in our national parks, rock climbing, coaching a youth softball team and relaxing at the beach.

January EFAP News: Communication is Key


When entering into a new relationship, most of us experience excitement and happiness. We’re having fun and all is right with the world. Then a new reality develops. Sometimes life with our other half gradually goes from adventure to monotony and disappointment.

This does not necessarily spell the end of the relationship. Many deeper and more fulfilling things can enter a relationship when the thrill of the newness fades.  Here are some things to ponder.

SHAKE THINGS UP, when they feel too settled. If you and your significant other have settled into a monotonous routine, do something different.

MAKE A LIST. And not just any list. Often times the things that were endearing, when we first met the love of our life, become deeply annoying later on. Try to remember what you loved about them and why.

SET REASONABLE EXPECTATIONS. High emotions associated with a new relationship are exhausting after a time. A healthy relationship thrives in an environment of acceptance and security with someone you can depend on and have fun with.

TALK. Get to know each other again. Go out to dinner and pretend like you are meeting each other for the first time.  Introduce yourselves to each other.

If your relationship has grown dull, you may not want to give up just yet.  Consider seeing a couple’s counselor. Many relationships that have grown dull can thrive with a renewed focus or professional support.

WANT TO LEARN MORE about communication and how to use it effectively to better relationships of all kinds? Register and attend the webinar, “Communicating Effectively”.A full description and registration information is listed in the sidebar to the right. If you’re unable to attend you can log on to the website at a later time to view the archived presentation.


 Wednesday, January 24th

Communicating Effectively

When we communicate with others, we make basic assumptions about the messages we are sending, which can result in unintentional miscommunication. We forget that our feelings play a part in how messages are delivered, received and processed. This workshop will help you learn to effectively convey your messages to others in a clear and assertive manner. You will also learn to recognize potential barriers in your current communication patterns.


– Click HERE

– Select the time

– Or – click on “Upcoming Webinars” from the homepage of the website and follow the easy instructions.

e4health administers the College’s EFAP program.  To access their comprehensive web site, with many tools and articles, go to the e4health web site.
Username:  middlebury college
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Or call them at: 800-828-6025
(phones are answered 24 hours a day, 7 days a week)