Author Archives: Lindsay Goodro

The New Middlebury Workplace

For current updates regarding COVID-19 from Middlebury College click here.
See below for a recent communication:

Dear Staff,

Karen, David, and I are following up on the news from this morning that an individual in Addison County has tested positive for the novel coronavirus. We had a lot of information in there from a public health perspective and will, of course, continue to communicate that vital content as we follow developments around COVID-19.

We also know that you have questions and concerns about what working at Middlebury will look like in the months ahead, and how your jobs and lives—and those of your families and loved ones—will be affected. We know this firsthand from the many individual conversations we have had with you, and from our discussions with Staff Council. We would like to address those incredibly important issues here.

First, it bears repeating what was said in this morning’s email: This is a new moment for us, not just for us at Middlebury, but literally for everyone on the planet. We are in a changed environment and are all working tirelessly to navigate it.

Our new educational reality of needing to deliver a curriculum online is taking up much of faculty and staff time, and you are doing so in unusually stressful circumstances. We are also working with new financial realities, such as the extreme stock market volatility and our obligation to refund a percentage of room and board costs to a great majority of students, to name just two.

At the institutional level, we are guided by two overarching values that we hold side by side: the health and well-being of our people, and of Middlebury as a whole. As we have developed the workplace plan below, our goal has been to ensure that your pay continues—for as long as possible—and that your work continues—wherever possible.

Let us tell you what we mean by that:

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  1. For benefits-eligible staff, we are committed to paying at their current level for the foreseeable future and will continue to evaluate on a month-to-month basis.
  • For the next three months, we will provide all benefits-eligible employees what we are calling a COVID-19 Pay Bank of up to 21 days that you can use for circumstances in connection with the COVID-19 crisis. These are paid days that you can use in case of COVID-19 illness, or for caring for someone with a COVID-19 illness, or in the event that you are not able to work, or need to self-isolate, etc. These are not vacation or CTO days. We need to create a new pay code for this, which will take us a few days to configure.
  • In addition to the Pay Bank, you will be able to use your CTO and SLR under our ordinary policies.
  • Given the current nature of the pandemic, and how it is essential to practice social distancing, we will now require those who are able to work remotely to do so. You can find resources here.
  • The College still has students living with us, and we are responsible for their care and well-being. In normal times, our employees in dining, facilities, health, and safety are understood as “essential personnel,” which means, when the college is full, they are required to come to campus. However, because we have a smaller number of students now, we must deploy a smaller percentage of staff whose work must be performed on campus.
  • For those employees whose work is usually performed on campus—but whose work is now no longer necessary—we will make best efforts to assign alternative work with appropriate social distancing. Staff who are reassigned and perform other work will maintain their current rate of pay.
  • For  those employees for whom we cannot find alternative work on campus, we may be able to temporarily assign some people to alternative work off campus, in coordination with the hospital and the town, with appropriate social distancing. Details of how such assignments would work have not been determined yet, but we would make best efforts to maintain current rates of pay.
  • If none of the above alternatives is successful, we will ask staff to use their COVID-19 Pay Bank, Medical Leave Assistance Program, and their own CTO or SLR. These employees will be given “on reserve” status and may be called back if work becomes available. If on-reserve staff are called back, they will be required to return to work. If they do not return to work when called back, they risk losing their pay and access to their COVID-19 Pay Bank.
  • We will create special forms of recognition to honor those employees who cannot work remotely, and whose positions take them into the community—either in Middlebury College or the Town.

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We know this is a lot to take in, and that it will take adjusting to, as well.

Given the twin values we held in balance during the making of this plan—the health and well-being of our people, and of Middlebury as a whole—we feel we have created a way forward that is compassionate, creative, and based in the realities of the day. We still have details to work out and will have more to tell you within the week.

In the meantime, while some of you are already working remotely, those of you with responsibilities that can only be performed on campus should continue to report to work on campus as long as you are not sick. Thank you for all that you do for Middlebury, for our students and faculty, and for each other.

With great respect and admiration,

Laurie Patton

President

Karen Miller

VP for Human Resources

David Provost

EVP for Finance and Administration

Social distance, but same support from your EFAP

Dear EAP clients,

As the COVID-19 pandemic continues to escalate, we want to update you on a few things:

We’re following CDC guidance by implementing “social distancing” practices, but are prepared to provide you with the great service you’re used to and deserve.
E4 and New Directions have been closely monitoring the state of the coronavirus (COVID-19) pandemic through the CDC and WHO, and we are actively taking steps to protect our employees and our business operations across the nation. Following guidance as recommended by the CDC, we have implemented the following “social distancing” practices internally, starting Monday, March 16:

  1. Employees in all non-critical roles are encouraged to work from home.
  2. All business travel is suspended at this time.
  3. Meetings are restricted to teleconference/web conference services, within client contract requirements.

These practices will be in effect until at least Friday, April 3, 2020, at which point we will evaluate the need for an extension based on the current COVID-19 situation.

Resources are available and will continue to grow.
In addition to the regular resources you’re used to – counseling, work/life referrals, legal/financial consultations, etc. – there are COVID-19 specific information available and is updated regularly. Here’s some examples:

• Tip sheets: handouts are available on a wide variety of topics. Most relevant to these times may be:
• Coronavirus and Mental Health Tips
• Tips for what to do when feeling overwhelmed about an outbreak
• How to talk to your kids about Coronavirus
• Tips for transitioning to work from home
• Guidance for Leadership on how to talk with staff about Coronavirus

Please use this information to keep your teams informed, mentally healthy and moving forward.

New Directions/E4 maintains a Business Continuity Plan for epidemic/pandemic illness.
New Directions/E4 maintains a Business Continuity Plan that includes procedures for epidemic/pandemic illness for all New Directions/E4 service center areas. New Directions/E4 Business Continuity Planning Team, which includes leadership from key departments in the organization, including IT, Clinical Operations, Customer Service and Human Resources, have been brought together as an internal task force to monitor and manage resource allocation and ensure critical business functions are appropriately staffed. New Directions/E4 network access capabilities currently allows for an increase of remote usage by staff and has been tested in recent adverse weather conditions. New Directions/E4 has the capability to re-distribute contact center calls within minutes using established protocols which designate backups for clinical care management activities. Current education and regular communication is available to members and partners through account management, social and web distribution channels. As we navigate these unprecedented challenges, know that we will keep you informed as much as possible. We are putting these measures in place to take care of our employees so that they can continue to best serve you.

We’re thinking of you during this intense time and always.
Stay well, partners.

New Employees at Middlebury College

Leo Kline began December 18th, 2019 at Parton Center for Health and  Wellness. He is working at Parton as a Nurse Practitioner. His family is looking to move to Addison County. They look forward to playing in the mountains and exploring as much as possible.

John Rao began February 12th, 2020 in Facilities Services. He enjoys custom field work, hunting, fishing, working on cars and spending time on the mountain.

Jose Meza began  February 18th, 2020 in Facilities Services. He is a father of 5 kids and has lived in several states across the country. He loves sports.

Marcy DeGray returned to the College January 25th, 2020 now in Retail Foods Operations. Marcy is well known to Middlebury College, she previously worked as a Public Safety Officer from 2008 to 2013. She has owned two businesses between 2013 and now. She has a degree in Early Childhood Education and has lived in Addison County her whole life.

HCM Updates: Testing, Training, and Demos

DEAR FACULTY AND STAFF,

As we approach our planned go-live date of March 15 for Oracle HCM, we have a few reminders and updates.

Banner for human resources is now “frozen,” which means you will not be able to make changes to HR information until after the transition to HCM is complete. We’ll continue to enter time in Banner during the freeze, and Banner Student will also be available during the freeze.

The areas that will be impacted during this freeze include changes to personal information, information on new hires, adjustments to pay, terminations/resignations, and updates for significant life events. Read more details and instructions on how to handle these processes during the freeze.

UPDATES

  • HR and ITS colleagues from Middlebury, Champlain, and St. Michael’s are all receiving training on how to use the new HCM software, and will continue to do so in the coming weeks. These are the people who will help you learn how to use HCM and answer your questions.
  • We continue to do readiness testing of HCM to ensure that it will work as well as possible, for as many people as possible, when it goes live. We’re grateful to the  colleagues from all three colleges who are working on this complex transition. As with any big change at enterprise scale, we know there will be some initial glitches and frustrations when we go live. We’re committed to minimizing these issues, and we appreciate your patience for disruptions as we focus on making the new system work for everyone. If, during our testing, we find that our HCM instance is not yet meeting our standards, we will let you know our revised go-live schedule.
  • Very soon, you’ll be receiving invitations to see a hands-on demonstration of HCM and to sign up for live training. Please take advantage of these opportunities to see and work with the new system!

Thank you for your ongoing commitment to this important transition at Middlebury!

With appreciation,

David Provost
Executive Vice President for Finance, and Treasurer

Karen Miller
Vice President for Human Resources, and Chief Risk Officer

Banner Freeze Details

DEAR COLLEAGUES,

Earlier this week, we announced our new human resources software, HCM. Today I want to give you a few more details about the freeze on the Human Resources areas of Banner that will take place from 12 a.m. February 26 to 12 a.m. March 16.

During this period, time entry will continue to be available in Banner Human Resources. Banner Student will also continue to be available during the freeze.

Please see the details below for services that will NOT be available in Banner Human Resources.

HOW WE’LL HANDLE PROCESSES DURING THE FREEZE

  • Personal information—You’ll be able to view your personal information in Banner Web, but you won’t be able to make changes during the freeze, including your address, direct deposit, or emergency contact information. Please hold your updates until after March 16.
  • New hires—Except for essential services, all new hires, including student hires, must be in the system before the freeze or not employed until on or after March 16. For new hires beginning on or after March 16, please wait until after the freeze period to submit information through People Admin.
  • Adjustments to pay—No adjustments to pay or changes to positions will be processed during the freeze period. All such activity should wait until March 16 or later.
  • Terminations/resignations—Please forward information (employee, employee ID, reasons for termination) to Cathy Vincent or Laura Carotenuto. Employees should review the Employee Resignation Checklist, which can be found at  http://www.middlebury.edu/offices/business/hr/supervisors/resignations.
  • Significant life events—If, during this period, you have a significant life event (e.g., birth or adoption of a child, marriage, divorce) that affects your benefits, please contact Sarah Smalley in benefits.

REMEMBER:

  • Until further notice, you will continue to enter your time into Banner Web.
  • Banner Student will also remain active.

Watch your email and the HCM website for the latest updates, and thanks for your efforts to make this transition go as smoothly as possible.

Karen Miller
Vice President for Human Resources and Chief Risk Officer

New Human Resources Software Goes Live March 15


DEAR STAFF, FACULTY, AND STUDENTS:

You may have heard the term “HCM” in conversations at Middlebury. Oracle HCM (Human Capital Management) is our new human resources software and it’s the next big step as we modernize our business processes. If you’re a Middlebury employee, HCM will play a big role in your life over the coming months and years.

For starters, HCM is how we’ll all get paid, which is a good reason to dedicate some time to learning this new system! But as important as that is, HCM offers many other features that will unify our processes, such as managing your benefits, requesting time off, and tax information.

HCM is our third major software upgrade in this process. Last year we launched Blackbaud for fundraising and Oracle Finance for payment and reimbursement as part of what we call “Project Ensemble”—a collaborative effort among the colleges of the Green Mountain Higher Education Consortium (GMHEC). The three member schools—Middlebury, Champlain College, and St. Michael’s College—have been operating older software systems that simply needed to be replaced.

Watch a message from David Provost, executive vice president for finance and administration, and treasurer.

By working together, the three institutions have achieved significant savings over the costs of going it alone. Last year, for example, Middlebury saved and avoided more than $4 million in costs thanks to our work with the consortium. Those savings help bolster Middlebury’s financial health and allow us to invest more in our future.

If this seems like a lot of change in a short time period, it is! We’re grateful for your continued dedication to learning new processes that will improve our work at Middlebury—even when those processes present unexpected frustrations. We know the Oracle Finance rollout has been challenging for some of you, and that it still has kinks that need to be ironed out. With cautious optimism, I can report that the number of help tickets for Oracle Finance has dropped significantly in recent months and that we’ll continue to address any remaining issues.

WHAT’S OUR TIMELINE?

The first time you’ll work with HCM will be in mid-March when we run our first payroll through the new system. For that first payroll, we’ll run a “dual entry” in both Banner and HCM. Here are some important dates to keep in mind as we approach the go-live date:

  • Feb. 26: Banner “Freeze” — Banner for HR will no longer be available to make changes. Managers, please keep this in mind and complete tasks early or hold off until after the transition is complete.
  • March 3: User training begins. We’ll have many opportunities for every employee to receive training on the new software.
  • March 15: We GO LIVE with HCM.
  • March 16: First pay periods using HCM
    MIIS pay period is 3/16–3/29
    MIDD pay period is 3/23–4/5

The functionality for HCM on March 15 will include: Time entry and approval, absence requests and approvals, employee self-service (updating your personal information and emergency contacts), and manager self-service (approvals of timecards and absences).

Later this year, we’ll announce additional HCM functionality as we continue to build out the system.

WHAT CAN YOU DO TO GET READY?

The best thing you can do right now is to add those key dates above to your calendar and keep an eye out for HCM updates you’ll receive through email. If you’re a manager, please think about how the Banner freeze (for HR functions only) might impact your work and plan accordingly. Later in February, we’ll send you information about training sessions. Be sure to sign up!

Research tells us that any organization going through such complex change experiences an initial drop-off in productivity, but then typically bounces back to its previous level or better. We know there will be some challenges—that’s normal in a large-scale rollout. We’re working hard to ensure that the drop-off is as short-lived as possible.

THANK YOU.

Last, we would like to take a moment to thank the many people in Middlebury and at the GMHEC headquarters in Shelburne who are working hard to make this implementation go as smoothly as possible. We would also like to thank the members of our Change Facilitators Network, a group of about 60 colleagues on our Vermont and Monterey campuses who have committed their time to help coworkers navigate these changes.

Sincerely, and with our appreciation,

David Provost
Executive Vice President for Finance and Treasurer

Karen Miller
Vice President for Human Resources and Chief Risk Officer

Annual Performance Summary (APS) Process for Staff

As we begin the new year, Human Resources would like to offer you resources to prepare for the Annual Performance Summary (APS) process.  Performance evaluations for staff members take place between January 1 and March 31 of each year.  The APS form for 2020 remains the same as in previous years.  (You may recall that planning was begun last year to update the process incorporating campus feedback received through the institution-wide employee engagement survey and opportunities to utilize the new Oracle HCM module.  Those plans continue as we make advances in our implementation efforts.  While the module will not be ready for this year’s evaluation cycle, we will continue to provide updates for the coming year.)

Below, please find links 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.  New employees and supervisors are encouraged to view the recorded presentation.  For those who have attended the training sessions offered in past years, you may find this to be a convenient refresher. 

http://www.middlebury.edu/offices/business/hr/staffandfaculty/evals (Vermont campus)

https://www.middlebury.edu/institute/offices-services/human-resources/employee-resources  (MIIS)

All completed and signed evaluations should be scanned electronically and sent via email to hr@middlebury.edu.  Please feel free to contact us with any questions.

Thank you,

Laura and Cathy

Laura Carotenuto
AVP for Human Resources, Central Administration
(802) 443-2012

Cathy Vincent
AVP for Human Resources, Academic Administration
(802) 443-5624