myHR: June 15, 2022

Recognized Holidays for Fiscal Year 2023

The following holidays will be observed by the University in the upcoming fiscal year (July 1, 2022 through June 30, 2023) on the dates listed below:

• Independence Day, Monday, July 4, 2022
• Labor Day, Monday, September 5, 2022
• Thanksgiving, Thursday and Friday, November 24 & 25, 2022
• Christmas Day, Monday, December 26, 2022 (observed)
• New Year’s Day, Monday, January 2, 2023 (observed)
• Martin Luther King, Jr. Day, Monday, January 16, 2023
• Memorial Day, Monday, May 29, 2023
• Juneteenth (observed), Monday, June 19, 2023

Each year, the President, Provost and Senior Executive Vice President assess the feasibility of observing Penn’s traditional Special Winter Vacation. Thus, the Special Winter Vacation granted to faculty and staff will be December 27, 28, 29, and 30, 2022. If an employee is required to work to continue departmental operations for part or all of this period, the Special Winter Vacation can be rescheduled for some other time.

Staff members who are absent from work either the workday before a holiday, the workday after a holiday, or both days, will receive holiday pay if that absence is charged to pre-approved paid time off or to sick time substantiated by a written note from the staff member’s health care provider.

Vacations and holidays for hospital employees or those staff members in collective bargaining units are governed by the terms of hospital policies or their respective collective bargaining agreements.

New Performance Management Process Coming Soon

Performance management is rooted in ongoing communication between managers and their staff. For years, Penn’s Performance Appraisal Program has successfully provided a formal annual assessment of how individual staff members are doing on the job. That program will soon be updated when Penn launches Workday Performance Management, a function of Workday Talent, that will allow staff and managers to conduct the performance review process in Workday. 

Starting July 1, managers and staff will be able to access the new performance management system in Workday. This change will enhance conversations between managers and staff around career growth and talent development, empower managers with more tools to assist and guide their staff with professional development, and position employees to better plan and prepare for their careers at Penn. 

Managers and staff should complete their FY22 annual performance review in the legacy system of record in a timely way. The system will remain available for open review completion for a time. However, for those staff who need an FY22 performance review after June 30, a review must be opened or initiated on their behalf in the legacy system before June 30.  

Performance ratings from the legacy system, along with final comments by the supervisor and employee, will be available in Workday records in the new fiscal year. The legacy system will be archived as read-only for authorized users.

Information for those who participated in the pilot of Workday Ongoing Feedback will remain in the Workday records.

Workday Performance Management will include an introductory review process for new hires and internal transfers who start on or after July 1. This review includes:

• An initial, goal-setting session conducted by the manager for the new hire
• An interim review at the midpoint of the introductory period to report on performance to-date and reinforce expectations
• A final review to be completed at the end of the introductory period and acknowledged by the new hire or internal transfer. The staff member’s responsibility in Workday is to acknowledge that they have had a conversation with their manager about the final evaluation.

Managers who have staff who started on or before June 30 will continue to use the legacy introductory review system until their review is completed. The system will be archived as read-only for authorized users.

While nearly all University staff and their managers will use Workday’s performance management system, staff covered by collective bargaining agreements will not use the Workday performance management process.

Changes to Performance Reviews

The performance review cycle requires two reviews per year, in the fall and spring. Under the new process, the spring review will require a performance rating. The ratings include:

1. Does not meet expectations—Did not meet most goals and/or often fell short of standards for timeliness, quality, and/or resource utilization.
2. Meets some but not all expectations—Acceptable performance overall, though did not meet some goals or sometimes fell short of standards for timeliness, quality, and/or resource utilization.
3. Fulfills expectations—Successfully met all goals, consistently meeting standards for timeliness, quality, and/or resource utilization.
4. Exceeds expectations—Successfully met all goals and regularly surpassed standards for timeliness, quality, and/or resource utilization.

Performance reviews with ratings are conducted and completed shortly before the annual merit process launches. These reviews increase the focus on competencies and skills, with the addition of a new competency framework sourced from Korn Ferry, a global leader in organizational management. 

To help support performance objectives, Workday also offers a new check-in feature. Check-ins enable staff to hold one-on-one continuous conversations with managers, peers, and mentors. Managers can use check-ins and check-in topics for informal coaching and career conversations with their direct reports. Check-ins are optional but highly recommended.

Goal setting is also an important part of the performance management process. Goals for individuals and organizations are managed both inside and outside the performance review cycle. Staff or managers may enter a new goal or edit existing goals at any point in the cycle.

Four categories of goals help guide conversations between managers and their direct reports:

1. Performance/Operational
2. Project/Initiative
3. Competency/Interpersonal Development
4. Professional Development

Getting Ready: What You Can Do Now

You can access the new performance management system on July 1, but immediate action is not required. Still, here are some activities you can perform to get you ready for completing your upcoming reviews.

• Review the policies on the Human Resources website.
• Review the Workday tip sheets (noted in the Resources section below) or on the Workday website training tip sheet page to become familiar with them.
• Complete the introductory review process if you are eligible and started before July 1, or the annual performance review process for FY22 in the current systems of record.
• Begin talking with your manager about goal setting to kick off the annual performance review cycle for FY23. Goals can be entered in your Workday profile after July 1.
• Consider using the optional Workday check-in feature to document some of your periodic interactions after July 1.

Resources for Navigating the Process

Here are some tip sheets with step-by-step instructions: 

• Goals and Performance Management
• Performance Introductory Review for HR Partners
• Performance Introductory Review for Managers and Employees

If you are a manager, check out the links below for more helpful documents: 

Managers Toolkit

• Performance Management
• Introductory Review Period for New Hires
• 90-Day Evaluation for Internal Transfers
• Annual Performance Appraisal Program
• Competencies
• Effective Performance Management

Policies

• Introductory Period
• Internal Hire
• Performance and Staff Development Program

If you have questions or would like more information, you can contact the Penn Employee Solution Center at solutioncenter@upenn.edu or 215-898-7372, or visit Onboard@Penn.

Retirement Plan Waiting Period Eliminated July 1

In April, Penn announced that the one-year waiting period for the University of Pennsylvania Basic and Matching Plans will be eliminated on July 1, 2022. If you’re currently in the enrollment waiting period, this change will positively affect your retirement plan benefits. Review the details and enrollment cutoff dates below to take full advantage of this update before it goes into effect.

What Will Change

Current employees who are in the process of completing the one-year waiting period on June 30 will be positively impacted. They will not have to complete the waiting period to begin receiving the basic or matching contribution to the plans.

This change impacts employees in these categories:

• Faculty in the eligibility waiting period for the Basic and Matching Plans
• Full-time staff in the eligibility waiting period for the Basic and Matching Plans 
• Part-time staff and temporary workers who haven’t completed 1,000 hours of service in a plan year
• Newly hired employees (prior service credit applications no longer needed)

Going forward, all new hires with an eligible job title will be considered participants in the Basic and Matching Plans the first day of the month following their hire date.

What Will Not Change

• The contribution percentage provided by the University remains the same.
• This change does not affect faculty who are in job titles eligible for the Supplemental Plan only.
• The vesting schedule is not affected by this change.

What Affected Participants Should Do

Basic plan contributions will begin automatically on the first affected pay shown below. If you are eligible for the Matching Plan and have made your contribution election by the date below, you will begin to make contributions and receive the University contribution on the dates shown below. 

If you are in your waiting period and are eligible for the Matching Plan, you will need to log in to the enrollment page and update your contribution elections so that up to the first 5% starts going to the Matching Plan.

Contribution elections currently directed to the Supplemental Plan will not be changed automatically.  You will need to log in to the enrollment page and update your contribution elections so that up to the first 5% starts going to the Matching Plan so you will receive matching contributions. Retroactive contributions will not be processed, so be sure to update your contribution elections in time for the change.

The cutoff dates are:

Be in the Know 2021-2022 Ends Soon

Penn’s 2021–2022 Be in the Know wellness campaign year is coming to a close, so don’t miss the opportunity to support your well-being and earn rewards for completing healthy activities. The 2021–2022 Be in the Know campaign deadline is June 30, 2022. 

There are many activities you can do before the campaign ends, including:

• Completing the Health Check—the online health assessment from Virgin Pulse.
  The Health Check is the only activity required to receive any earned rewards this year. Once you complete it, you’ll earn your first $50 and be able to earn additional rewards. To access the Virgin Pulse wellness platform, sign in at https://join.virginpulse.com/penn.
  
  This confidential online questionnaire provides you with valuable information about yourself and your health habits. You’ll learn your strengths, as well as areas for improvement, and receive recommendations to help you tackle your well-being goals.
• Completing other qualifying activities to earn additional points.
  Download this Ways to Earn list to see all the Bonus Actions you can still do this year.
  As points accumulate, you earn rewards at certain point thresholds:
  • Reach 5,000 total points = Earn another $50 (Level 1 reward)
  • Reach 15,000 total points = Earn another $75 (Level 2 reward)
  • Reach 30,000 total points = Earn another $125 (Level 3 reward)
  • Reach 50,000 total points = Earn VIP recognition (Level 4 reward)
  • Completion of a biometric screening is required for VIP achievement.
  • All confirmed Be in the Know VIPs for the 2021–2022 campaign year will be notified by Virgin Pulse email in early August 2022.
  • Screenings Note: 2021-2022 biometric screening options available through Virgin Pulse (Labcorp Voucher Program and Home Test Kits) must be completed/postmarked by June 15. All remaining Ways to Earn Bonus Actions can be completed through June 30.

Enjoying Your Rewards

If you’ve earned Pulse Cash reward dollars as a Be in the Know 2021-2022 participant—congrats! Don’t forget to take the next step and spend your rewards right on the Virgin Pulse platform. You can choose from gift cards, fitness items, and charitable donations, spending your Pulse Cash rewards exactly as you wish.

Points Don’t Rollover, but “Pulse Cash” Rewards Do:

• Points earned this year (July 1, 2021-June 30, 2022) will not roll over. Your points balance will reset to zero on July 1, 2022.
• Pulse Cash rewards earned this year (July 1, 2021-June 30, 2022) – but not yet redeemed – will roll over and be available next campaign year.

Be in the Know 2022-2023

Penn will launch the 2022–2023 Be in the Know campaign year on July 1, 2022. Watch for upcoming communications for more information, including on-campus biometric screening opportunities this fall.

For complete Be in the Know details, visit www.hr.upenn.edu/beintheknow. 

If you need assistance, contact Virgin Pulse Member Services, using the Live Chat or Support buttons on their platform, or visit https://support.virginpulse.com.

Taking Care of Loved Ones

With Father’s Day approaching, many staff and faculty will celebrate the fathers and father figures in their lives while also caring for them. Caring for a loved one who is older, ill, or disabled is challenging work. According to the Family Caregiver Alliance, about 43.5 million people in the U.S. served as caregivers to an adult or child in the last 12 months.

It’s important to find quality assistance to ensure your family member is taken care of properly while giving you time to care for yourself. Whether you’re caring for children, elders or both, Penn has practical resources and tips to support you.

• Care.com –  Penn’s Backup Care program offers benefits-eligible faculty and staff up to 10 days of backup child or adult care per fiscal year through Care.com. Care can be offered in your home, with some of the cost covered through a subsidy program that depends on your annual base salary, and other factors that include the number of hours you arrange and whether special needs exist.

  Care.com puts you in touch with professionals who meet your family’s specific needs and expectations. The Care.com team can help you find and hire caregivers through a personal assisted search.

• Senior Care Planning services – Through Penn’s partnership with Care.com, benefits-eligible faculty and staff can access senior care advisors who can provide you and your family with caregiving strategies such as finding the appropriate level of care, proactively planning and paying for care, and assisting adult children whose parents do not want to accept care. Senior Care Planning services also allow for free in-depth consultations with a Geriatric Social Worker.
• Employee Assistance Program (EAP) –  Benefits-eligible Penn faculty and staff – as well as their spouses, dependents, parents, and parents-in-law – can use this service at no cost to you. The EAP connects your family with Health Advocate experts who can provide a number of services, including identifying eldercare, in-home care, assisted living, and long-term care. Call 866-799-2329, Monday-Friday, 8am-10pm to speak with a representative. For emergencies, support is available 24/7. For a complete list of Health Advocate expert services, review this document.
• Penn Cobalt – A web-based platform that matches University and Penn Medicine faculty and staff to mental health resources and the appropriate level of group and individual mental health and well-being support. At www.penncobalt.com you can also connect with caregivers as well as an array of other support providers, including Penn EAP, resilience coaches, trainers, therapists, psychiatrists, or non-denominational chaplains.

For more information about Penn’s caregiving resources, visit the Caring for Your Family webpage.

Tips for Providing Care

Caregiving can be a year-round activity so knowing how to best to provide that care while also promoting self-care is important. Here are 10 practical tips for caregivers from the Caregiver Action Network to help you maintain a balance while assisting those in need.

1. Seek support from other caregivers. You are not alone!
2. Take care of your own health so that you can be strong enough to take care of your loved one.
3. Accept offers of help and suggest specific things people can do to help you.
4. Learn how to communicate effectively with doctors.
5. Caregiving is hard work so take respite breaks often.
6. Watch out for signs of depression and don't delay getting professional help when you need it.
7. Be open to new technologies that can help you care for your loved one.
8. Organize medical information so it's up to date and easy to find.
9. Make sure legal documents are in order.
10. Give yourself credit for doing the best you can in one of the toughest jobs there is!

For additional information to help manage your caregiving experience, you can also check out these articles:

• How Parents and Caregivers can Recharge When Depletion Takes its Toll, Care.com
• RESPITE: Time out for Caregivers, Caregiver Action Network
• Sandwiched: Relieving the Financial Stress of Supporting Aging Parents, Adult Children
• 20 Questions to Ask your Parents, Grandparents, and Older Loved Ones about Their Lives, Care.com

Summer Construction Reminders for Commuters

It’s rail and road work season in our region. SEPTA and PennDOT have announced infrastructure improvement projects that may affect your commute to the Penn this summer. In June, July, and August construction and repair work in and around campus will impact regional rail service to and from Penn Medicine Station, trolley service, and cause detours for drivers, cyclists, and bus riders. To help you plan your trips, here’s an overview of the latest information the University has received from SEPTA about upcoming track and road work. For updates and details, please contact SEPTA customer service online or by phone (215) 580-7800.

Street-level Trolley Track Work

In June and August, trolley track work will sometimes require detours for all vehicles, including bus routes 30, 40 and 42 on the streets and intersections listed below:

• June 13 -July 1, 2022 – 40th Street, Filbert to Chestnut Street
• June 17-20, work at 40th and Market
• June 24-27, work at 40th and Chestnut
• August 1-19 – 40th Street, Chestnut St to Spruce Street
• August 1, work at 40th and Chestnut begins
• August 5-8, work at 40th and Walnut
• August 8-27 - 42nd and Spruce Curves

During above-ground track work, streets will be closed one block or intersection at a time. As work is completed along the street, sections will be reopened to vehicle traffic. See SEPTA’s Trolley Track Renewal Project announcement for complete details.

Trolley Tunnel Blitz, July 8 at 10 p.m. through July 25 at 5 a.m.

Here are some service change highlights from SEPTA’s Trolley Tunnel Blitz announcement.

• Trolley Routes 10, 11, 13, 34, and 36 will temporarily divert to 40th & Market Streets.
• Customers may transfer at 40th St. to the Market Frankford Line for service to/from Center City
• Tents will be available as a temporary shelter for customers transferring from Trolleys/Market Frankford Line
• For late night travel, customers can transfer to Market-Frankford Line Night Owl Bus Service while this work takes place.

Penn Medicine Station Service Outages

Rail service to Penn Medicine Station will be diverted or rescheduled during the dates listed below:

Weekends in July (July 9, 10, 16, 17, 23, and 24)

• Penn Medicine Station served by buses from 30th Street Station to 33rd & Spruce
• Media/Elwyn Line: Train Service Elwyn Station to 49th St.
• Bus substitution to 30th St. Station
• Wilmington Line: Train Service Newark Station to 30th St. Amtrak main terminal lower level.
• No direct service to/from Suburban, Jefferson or Temple
• Transfer to trains at SEPTA 30th St. platforms upper level
• Airport Line: HOURLY train service to 30th St. Amtrak main terminal lower level.
• No direct service to/from Suburban, Jefferson or Temple.
• Transfer to trains at SEPTA 30th St. platform upper level

July 30 to August 21

• Penn Medicine Station served by buses from 30th Street Station to 33rd & Spruce
• Media/Elwyn Line: Train Service Elwyn Station to 49th St.
• Bus substitution to 30th St. Station
• Weekend 8/13-14 and 8/20-21 ONLY: train service Elwyn to Swarthmore Station with bus substitution to 30th St. Station
• Wilmington Line: Train Service Newark Station to 30th St. Amtrak main terminal lower level.
• No direct service to/from Suburban, Jefferson or Temple
• Transfer to trains at SEPTA 30th St. platforms upper level
• Airport Line: HOURLY train service to 30th St. Amtrak main terminal lower level.
• No direct service to/from Suburban, Jefferson or Temple,/li>
• Transfer to trains at SEPTA 30th St. platform upper level

For quick links to campus transit options, visit Penn Transportation and Parking's Commuting Resources page.

Healthy Meals: Low-Sugar BBQ Chicken

This Father’s Day celebrate dad and the father figures in your lives with delicious Low-Sugar BBQ Chicken straight from the grill! Leave processed sauce on the shelf and make your own zesty blend with just-right sweetness. Serve this lean chicken with rice pilaf, grilled vegetables, and some juicy summer fruit for a satisfying meal that the whole family will enjoy.

Click here to send us your healthy recipes and tips.

Ingredients: 

¼ cup pure maple syrup, preferably dark
2 tablespoons tomato paste
1 tablespoon cider vinegar
1 teaspoon chili powder
½ teaspoon chipotle chili powder
¼ teaspoon granulated garlic
1 ½ teaspoon coarse kosher salt
½ teaspoon pepper
8 boneless, skinless chicken breasts
Oil for grill

Instructions:

Preheat grill to medium-high heat.

Whisk maple syrup, tomato paste, cider vinegar, chili powder, chipotle and granulated garlic in a medium bowl.

Sprinkle salt and pepper all over the chicken. 

Soak a paper towel with oil and set near grill with tongs. Just before grilling, hold the oil-soaked towel with tongs. Drag gently along grill grates, pulling toward you.

Immediately add chicken to the oiled grill. Grill chicken, turning often, until the meat is cooked to 165 degrees F, 10-12 minutes.

Brush barbecue sauce all over the top and side of the chicken and turn over and allow the sauce to caramelize and char ever so slightly, 1 to 2 minutes. 

While it chars, brush barbecue sauce all over the other side of the chicken. Turn over again, to caramelize the second side.

Remove from the grill to a serving platter or carving board and allow chicken to rest 4 to 6 minutes before serving.

For more tips and nutrition support, meet with a Corporate Wellness Nutrition Registered Dietitian today!

• One-on-One, virtual sessions you can schedule at any time that works for you
• 100% covered under many insurance plans and available to spouses and dependents
• Simple Sign Up Process — Visit Penn’s Corporate Wellness Nutrition’s Sign Up page, provide your information and a customer service team member will reach out in 1-2 business days to book your appointment.

Did You Know: Employment Verification

Whether you’re applying for a loan, a youth volunteer position, or a new job, you may need Penn to verify your employment. The first step is to visit the Employment Verification Services web page for links to the basic automated service for current University faculty and staff, instructions for more detailed requests, and verification for former employees. You can also contact the Penn Employee Solution Center for assistance at solutioncenter@upenn.edu or (215) 898-7372.