Professional Documents
Culture Documents
Working@Duke - November, 2009
Working@Duke - November, 2009
3
Lost or found MAKEOVER Nov. 11 is a day to thank
property? Check out Duke’s 83-year-old steam and honor veterans,
Duke’s collection areas plant is renovated and including faculty and
and DukeList, an will burn natural gas, staff who have served
online database similar providing for high or are serving in the
to craigslist. efficiency and low military.
emissions.
N E W S YO U CA N U S E :: Vo l u m e 4 , I s s u e 8 :: November 2009
Working
Smaller and
Smarter
AS PART OF ITS STRATEGY TO REDUCE COMPENSATION-RELATED EXPENSES, THE UNIVERSITY HAS SHED 425 POSITIONS
N
Hof Milam, vice president for finance and
“
Resources in September with questions treasurer, said that despite recent improvement
about jobs and benefits. The individuals These are in stock market indices, Duke expects to see
needing information probably noticed nothing difficult declines in distributions from the endowment
different. But for the team fielding the calls and investments. Because endowment
and processing paperwork, the month marked
processes to go distributions are based on a three-year average,
a new beginning. through. The “we see the endowment distribution declining
Two team members had taken the early collaboration across through fiscal year 2012 and possibly fiscal
retirement offer in August, and the Human
the entire campus has year 2013,” Milam said. “What we are dealing
Resources Information Center had fewer with is a moving target.”
employees to handle about 400 calls a day and been outstanding. Across Duke, people are retooling for a
hundreds of benefits transactions. I believe everyone understands we are in shrinking budget and workforce. Call center
“September is always an incredibly busy this together, and maintaining the esprit staff members are cross-training to process
time for us, and the team definitely felt the benefits changes. New imaging technology in
strain of being smaller,” said Jen Mathot, who de corps is essential.” Accounts Payable is saving staff time – and
leads Employee Services in the Human — Kyle Cavanaugh positions. And facilities crews are changing
Resources Information Center. “But teamwork, Vice President, Duke Human Resources how often they cut grass and perform non-
collaboration and lots of planning made the critical maintenance.
transition mostly invisible to others.”
The smaller team in the Human Resources
Information Center is illustrative of a smaller Duke: the university has shed MANAGING VOLUME MORE EFFICIENTLY
425 positions since February 2009 when a vacancy management initiative There is seldom down-time for the Human Resources Information
started as part of a university-wide effort to close an estimated $125 million Center. In an average month, the staff answers nearly 8,000 calls; responds
budget shortfall by 2011. The smaller workforce, partly due to 239 to requests from nearly 1,000 walk-ins; and processes nearly 600 benefit
positions left vacant by the early retirement incentive, reverses a four-year changes, not including the paperwork for new hires.
trend of increasing positions by more than 500 each year. In anticipation of the vacant positions created by early retirements, the
Since the market meltdown of 2008, the university’s administrative call center spent the summer examining processes to enhance efficiency.
reform effort has covered a range of cost-cutting to avoid large-scale layoffs The team eliminated areas of duplication with other departments, and
ranging from limiting salary increases and curtailing external hiring to members cross-trained so they could more easily shift from fielding phone
reducing overtime expenses equivalent to 45 positions and adjusting calls to processing forms and data.
campus services. In addition, academic schools have worked to maintain The team in the Human Resources Information Center decided how
balanced budgets. much time each person needed away from the phones to process
Reductions in compensation-related expenses have saved about $25 paperwork, and they experimented to find the best fit and balance of tasks
million in the current fiscal budget, which runs through June 2010. More for each team member.
savings are expected from the latest cost-saving strategy, a second voluntary “We wanted to ensure we covered the gaps in service, but at the same
retirement incentive for select salaried (monthly-paid) staff positions. time, offer staff members opportunities to learn new responsibilities as part
“We are making progress,” said Tallman Trask III, executive vice
president, “but we still have a long way to go.” >> See SMALLER AND SMARTER, PAGE 7
2009, 2008, 2007 Gold Medal, Internal Periodical Staff Writing This paper consists of 30% recycled
2009, 2007 Bronze Medal, Print Internal Audience Tabloids/Newsletters post-consumer fiber. Please recycle after reading.
Editor’s
Note
LEANORA MINAI
Newsbriefs
Leanora.Minai@duke.edu
Moving from Microsoft 2003 to Microsoft 2007 you or a loved one quit for good,” said Julie Joyner, director of LIVE
I
’m writing with an update about the FOR LIFE, Duke’s employee wellness program.
Working@Duke Facebook fan page. Duke’s Learning & Organization Development is offering transition
classes for faculty and staff who want to learn the ins and outs of For more information about tobacco cessation options at Duke,
Since the online page launched in
Microsoft 2007. visit hr.duke.edu/tobaccofree or call (919) 684-3136, option 1.
August, 689 people have become fans –
and hopefully more will join the ranks. The classes range from two-hours for people who already know
The page provides a dynamic the 2003 version and need a show-and-tell demonstration of the new Duke Urgent Care South extends hours
way to share useful information about interface ($49) to a full day for those who want to learn all of the new Duke Urgent Care South on Fayetteville Road in Durham has extended
Duke benefits and resources with features of Microsoft 2007 ($149). For a full list of classes, visit its hours and will be open from 7 a.m. to 10 p.m. every day, including
employees, while providing real-time holidays.
hr.duke.edu/train.
news: updates, photos, videos and
Urgent care facilities focus on providing immediate, non- life
discussion topics related to stories in
Keep off extra holiday pounds threatening care when a patient’s primary care physician is
the publication or in the works.
A few examples of workplace LIVE FOR LIFE, the health and wellness program for Duke faculty and unavailable. An urgent care visit costs $35 to $50 for anyone covered
social-networking: staff, offers a helping hand over the holidays to keep seasonal pounds by a Duke medical insurance plan, compared to $250 for an
• Soon after posting the seasonal away: Maintain Don’t Gain. emergency room visit. Appropriate use of primary care, urgent care
flu shot schedule, staff members During the eight week initiative, which runs Nov. 16 to Jan. 8, the and emergency care can help control rising health care costs.
responded. “I’ll be there!” wrote LIVE FOR LIFE staff sends a weekly e-mail with tips and strategies for “We think the expansion of the urgent care hours will help
Kathy Peterson, an administrative adopting or maintaining healthy behaviors and recipes. Stress tremendously in getting people to choose the right level of care at the
assistant. We followed up and right time,” said Kyle Cavanaugh, vice president for Human Resources.
management tools, physical activity suggestions and encouraging
featured Peterson and others in Other Duke Urgent Care locations at Brier Creek, Hillandale,
messages are also provided.
a video to raise awareness about Knightdale and Morrisville are open 8 a.m. to 8 p.m. For more
protection against the seasonal Most Americans gain one to three pounds between Thanksgiving
and New Years. Over the years, those pounds add up. information, visit dukehealth.org/Services/UrgentCare
flu with the free seasonal vaccine.
• Nine people commented after we Register for Maintain Don’t Gain at hr.duke.edu/eohs/livelife/
asked for employees who love maintain. Navigate research administration
and use Duke Libraries. The Employees who manage research funding have an opportunity for
query is for an upcoming Learn to be tobacco free free professional development when Duke begins recruiting this
Working@Duke story about Duke community members month for the next class of the Research Administration Academy.
resources available The academy, a three-month course taught by internal Duke
who need help kicking the
in our libraries. experts, is for employees with less than two years experience in grant
tobacco habit can get it during
• After asking for favorite the American Cancer Society’s management who spend at least half of their time on grant
employee discounts, we learned management responsibilities. Supervisors must nominate employees
Great American Smokeout.
from an employee about the Nov. 16–Dec. 11. Classes start in January 2010.
Orchid Trail, which offers a In the week leading up to the 33rd Great American Smokeout on
Nov. 19, LIVE FOR LIFE staff will be at information tables to speak with “This series of classes has been incredibly successful in helping
10 percent discount on long-
lasting blooms. Read all about employees about quitting and helping others quit. The tables will be in employees who have responsibility for grant management gain hands-
the discount on the back page or near the cafeterias at Duke South Clinics and at all three Duke on experience and a greater understanding of the regulations
of this publication. Medicine hospitals. Employees who visit the tables can sign up for a surrounding research,” said Angela Rice-Warren, assistant director of
In addition to these examples, “cold turkey” drawing to win a frozen Thanksgiving turkey. Research Costing Compliance.
employees sometimes can’t help but “This is a fantastic opportunity to find out about free research- For more information, visit
show their pride. tested programs and enhanced treatments provided by Duke to help http://rcc.compliance.duke.edu/training/raa
“I love working for Duke!!” wrote
April Harper, a patient service
associate. “Wouldn’t be no where
else!!!!” Letters to the Editor must include name and contact information. E-mail letters to working@duke.edu or mail them to Working@Duke Editor, Box 90496, Durham,
To join the fan page, visit NC 27708. Fax letters to (919) 681-7926. Please keep length to no more than 200 words.
facebook.com/workingatduke
E but it’s what Linda Martinez does every time she feels under the
weather. Others may prefer chicken soup or vitamin C, but Martinez
unwraps a chocolate bar because it works for her.
assistant dean of
students with the Office
of Student Conduct,
took the class and is
This behavior was used as an example during a recent session of the
Intercultural Skills Development Program to show how cultures and beliefs more acquainted with
can vary. Organized through Duke’s International House, the program is how international
open to faculty and staff and teaches awareness and acceptance of beliefs students transition to
and cultures. Duke. He said he’s
“Everybody believes their own cold remedy is the best because it’s what enhanced his
their parents or grandparents used to do,” said Seun Bello Olamosu, communication skills
assistant director for training and outreach at the International House. with international
“This is a good example of how our values are important to us and how students by
different we all can be on something simple like how to treat a cold.” understanding more Participants of the Intercultural Skills Development Program gather for a
Olamosu, who is from Nigeria, said the program is a valuable way for about body language “cultural lunch,” where they eat international food and hear stories from
members of Duke’s international community.
people to enhance their knowledge about the more than 6,000 Duke and cultural barriers.
community members who comprise Duke’s international community. Of “It’s valuable because we have such vast and diverse members of our
that number, more than 400 students come from China, more than 400 community, but we don’t always understand how other countries and
from India and about 300 from South Korea. cultures can be different from ours,” Frankel said. “The class helped to
The program is free and voluntary and consists of five, three-to-four remind me just how much Duke is a global university.”
hour meetings over a semester. Participants take part in exercises, lectures — By Bryan Roth
and one-on-one activities to break down barriers. There are also two Writer, Office of Communication Services
cultural lunch sessions when participants enjoy international food while
listening to international students or employees talk about their
background. Departments can also request tailored mini-workshops. Want to sign up?
Over the course of the semester program, topics span intercultural The International House is recruiting through Dec. 15
awareness, dealing with culture shock and resolving potential conflicts with for its spring class. Employees must receive permission from
intercultural communication. As a final project, participants organize a focus supervisors to participate and attend all sessions. For an
group to assess cultural programs and policies that could be used at Duke. application, visit ihouse.studentaffairs.duke.edu or
call (919) 684-3585.
2
Help lost property get found
esse Meadows was East Campus. It’s a small black
J worried. He had
recently finished up a
housekeeping shift in the
Moleskine notebook. I’d be
eternally grateful to get it back
if you find it.”
Bryan Center and couldn’t find Lt. Greg Stotsenberg,
his cell phone. Lucky for him, Duke Police investigations
karma was on his side: supervisor, said valuables like Using Lost and Founds
someone found it by the West wallets, jewelry, keys and
䡵 If you’ve lost something, call
Campus bus stop. DukeCards should be turned the Duke Police Records
In his almost 10 years at into the police department. If office, (919) 684-4026, and
Duke, Meadows has been the police can identify the owner provide a detailed description
one turning in property left of the item. If it’s in the
police lost and found, you can
behind to a lost-and-found
pick it up.
collection in the Bryan Center. An eyeglasses case and checkbook,
above, are among items in the lost 䡵 If you’ve found an item, call
“I know that nine times and found collection at the Duke Duke Police at (919) 684-
out of 10, when you lose University Police Department. 2444.
something, you won’t get it
back,” Meadows said. “But someone turned my phone over
to Duke Police, and I went directly over there, and had no
Lost and Found
problems getting it back.” Locations
Cell phones, keys and wallets are among the common 䡵 Duke University Police
items that get dropped off at lost and found collections Department – 502 Oregon St.
across Duke, including at the Duke University Police 䡵 Office of Student Activities
Department on Oregon Street and the Office of Student and Facilities – Bryan Center
Activities and Facilities (OSAF) in the Bryan Center. 䡵 Baker House – Duke South
There’s also a new tool for getting property back to through an ID, serial number or engraving, officers will 䡵 Doris Duke Visitor Center –
owners: DukeList, an online database similar to craigslist. contact the owner. Other items like backpacks, notebooks Duke Gardens
Duke Police and OSAF use DukeList to post property in or eyeglasses can be dropped off at collection points closer 䡵 Circulation Desk – Perkins
their lost and found collections. to where the lost object is found. Library
DukeList (dukelist.duke.edu) is open to all Duke “When we turn in valuables, we’re preventing thefts at
community members who find property or are looking for Duke,” Stotsenberg said. “It’s about doing our part to keep
something. For instance, in late September, among the our belongings and campus safe.”
several dozen items, someone posted: “Lost my daily planner — By Bryan Roth
today... probably on the bus or bus stop between West and Writer, Office of Communication Services
K
oatmeal,” Velotta said. “But
ingredients for healthy eating other grains such as amaranth,
on a tight budget: shop wisely millet and quinoa are becoming
and learn to cook. easier to find, and they are very
“The backbone to eating healthy healthy and quite cheap per
is to cook it yourself,” said Velotta, serving.”
nutrition manager for LIVE FOR
LIFE, Duke’s employee wellness u Go meatless. At least once a
program. “Your meals will also be week, experiment with vegetarian
much cheaper.” dishes such as bean burritos,
The average American spends lentil stew or Indian Dal. A
about 5.6 percent of his or her simple meal of rice and beans can
income on home-cooked meals, cost as little as 20 cents per
down from more than 10 percent in serving, Velotta said.
1940. Most people underestimate u Waste not, want not. Prepare
how often they eat out and how only what you are going to eat,
much it costs, said Velotta, who brownbag leftovers for lunch the
offered tips on low-cost, healthy
next day or cook twice the
eating during a recent Duke Credit
amount you need and freeze the
Union workshop. Lunchtime trips or Rose Porges, a program “The backbone to eating healthy
rest for a “fast food” night. is to cook it yourself,” said Kelly
late afternoon stops for a fast food coordinator for Duke Children’s Velotta, nutrition manager for
dinner add up in cost and calories, u Buy in bulk when possible. Some Development, came away from the LIVE FOR LIFE, Duke’s employee
she said. stores sell whole grains, dried credit union workshop ready to try wellness program. “Your meals
Velotta offered these tips for beans, nuts and seeds in bulk, some new tips.
will be much cheaper.”
preparing cheap, wholesome meals: Velotta said. “You can also buy “I would have never thought to
u Look high, low and on the whole grain pretzels, whole grain check out bulk item prices at a place
perimeter. Stores generally stock cereals, and dried fruit in bulk and like Whole Foods,” she said, “I just
the most expensive items at eye make your own snack packs.” She assumed those types of stores were
level and place fresh foods on the also recommends purchasing spices too expensive.”
perimeter of the store. from bulk bins. “You can get
— By Marsha A. Green
exactly the amount you need at a Writer, Office of Communication Services
u Experiment with new foods. much cheaper price.”
“When I mention whole grains,
people usually think of rice or
3
Watch a video about eating healthy on a budget at hr.duke.edu/liveforlife
New Era for Steam
Historic plant burns natural gas after renova
Sustainable uke
YO U R S O U R C E F O R G R E E N N E W S AT D U K E
hen Duke’s Up until 1978, rail cars delivered coal along a trestle to a
4
at Duke
ation
Top: Duke’s steam plant was built 100 yards off the rail tracks near East campus
in 1926. Right: About 83 years later, the plant receives a $25-million renovation
that retains its historical value but includes state-of-the art technology and
natural gas boilers.
Top: The lobby of the steam plant, seen here in its gutted stage, will feature one
of the plant’s original black, cast iron coal boilers. The plant was recognized for
its Georgian architecture with two-story tall window arches and decorative
brickwork, including its 175 foot tall smokestack.
Michael Zollo, right, with his father, Douglas A. Zollo, at Zollo’s graduation from Drill Sergeants School in
South Carolina in 1998. Zollo, who now runs the Diagnostic Radiology Department at Durham Regional
Hospital, is a third-generation soldier.
New Retirement
Incentive Offered
As part of the continuing effort to reduce expenses, the university
has offered a voluntary retirement incentive to nearly 200 salaried
(monthly paid) staff members who meet specific criteria.
In addition to other eligibility requirements, employees must
meet the “Rule of 75” (years of service + age = 75 or more) by Dec.
Duke president Richard H. Brodhead congratulates Security Officer Gerald Gunnell and his family 31, 2009. Faculty and Duke University Health System staff members
during a Duke police retirement reception at the Nasher Museum of Art. Gunnell, who served 15
years with the Duke University Police Department, was among 18 members who retired in August.
are not eligible.
Kyle Cavanaugh, vice president for Duke Human Resources, said
“We have to become more prudent with our resources and creative the program is another step toward helping reduce overall
in how we deploy, train and respond to the needs of the community,” compensation expenses, which will limit the potential for involuntary
Graves said. “We were able to reduce the level of football game staffing layoffs later.
by nine officers just by reviewing what is truly needed versus doing what The university has implemented a range of initiatives, including
we have always done in the past. And we maintained our high level of the first retirement incentive directed to hourly-paid (biweekly) staff
response and service.” in Duke’s pension plan. Nearly 300 staff members took part in that
incentive.
Individuals offered the Monthly Staff Retirement Incentive have
TECHNOLOGY OFFERS SOLUTIONS until 5 p.m. Dec. 8 to enroll. Staff who retire under the incentive
A new imaging system has eliminated the need to fill all five positions receive a one-time, lump-sum payment equal to two weeks of pay for
vacated by retiring employees in the Accounts Payable department. each full year of continuous service with Duke (up to 52 weeks of
The imaging system scans 40,000 paper invoices each month and pay). The retirement dates are Dec. 31, 2009 or January 29, 2010.
automatically captures data needed for payment, loading an image of each
invoice into a financial database for users to view. — By Marsha A. Green
Writer, Office of Communication Services
7
WORKING@ DUKE
HOW TO REACH US
Editor: Leanora Minai
dialogue@Duke
(919) 681-4533
leanora.minai@duke.edu “What’s your perception of Duke’s financial situation?
Assistant Vice President: Are we out of the woods, or is the worst yet to come?”
Paul S. Grantham
“
(919) 681-4534
This is not going to blow over quickly, but I think the decisions Duke’s leadership has
paul.grantham@duke.edu made will pay dividends in the years to come. Duke’s done a good job trying to streamline
the work we do and preserve jobs and that should be applauded. I don’t think anyone is out of
Graphic Design & Layout: the woods yet. Duke is just like any other company that faces challenging economic times. It’s
Paul Figuerado going to take years for everything to blow over for everyone.”
Clay Adams
Photography: Bryan Roth and Assistant dean of students, New Student and Family Programs
Got a
Leanora Minai, Office of 6 years at Duke
Communication Services; and
Duke University Photography.
“ story
I think Duke will weather everything better than other
Working@Duke is published monthly universities and colleges and better than mainstream
by Duke’s Office of Communication corporations. Partially because when the economy slows down,
Services. We invite your education is still important, so it will propel us forward. There’s
idea?
feedback and suggestions for been a shortfall and we’re filling it, but I don’t think we’re out of
future story topics. it just because the government says we’re out of the recession.”
Christina Price
Please write us at Department business manager, Dance Program
11 years at Duke
working@duke.edu or Write
Working@Duke, Box 90496, working@duke.edu
“
705 Broad St., Durham, NC 27708
I don’t know how things could be looking up with all the
Call us at (919) 684-4345.
reorganizing going on. For the near term, I think it’s going or Call
to be interesting to watch. I’d like to see how the labor force is 681-4533
Send faxes to (919) 681-7926.
restructured and jobs are consolidated. At least we’re not like some
of the other universities I hear about like Harvard. Our
endowment is in much better shape.”
Connie Blackmore
Department business manager, African-American Studies
23 years at Duke
Join the Facebook fan
— By Bryan Roth page for Working@Duke at
Writer, Office of Communication Services facebook.com/workingatduke
PERQS
The Orchid Trail
402 Church St., Morrisville
919) 362-1062 or (919) 468-3611
Orchidtrail.com
E M P LOY E E D I S CO U N TS