CalHR Connection - Issue 2 - December 2013
Contents
Director's Corner - CalHR Plans Next Steps
Feature Spotlight - CDCR's Kathy Manzer Honored for Peer Support Program
News Roundup
Labor Relations
Health and Wellness
Benefits
What's Happening
Did You Know?
Just for Fun
Follow Us
Contact Us
Director's Corner - CalHR Plans Next Steps
From CalHR Director Julie Chapman
What a road we have traveled this past year! Thanks to all of you for making the reorganization a reality. CalHR is now steering its focus away from being simply a control agency to one that provides top-notch customer service. Keeping that new emphasis in mind we must decide where we go from here.
In the next few months, CalHR will develop a strategic plan that will help us define our mission, create our vision and establish goals and objectives for the next five years. The next step in the process is to reach out to you and our other stakeholders, including the legislature, unions and EEO Officers. We want to survey all of you to identify where we can do a better job to meet your needs. We urge you to complete those surveys, which should go out in the middle of January. Your feedback and support are a critical part of this important process.
We will also survey the CalHR staff. And once we have collected all of the information we will use it to put together our strategic plan. It's expected to be completed and posted to our website next April.
CalHR looks forward to working in partnership with you to create our roadmap for an exciting and productive future.
CDCR's Kathy Manzer Honored for Peer Support Program
(Above: CDCR Officer of Employee Wellness Chief Kathy Manzer with the 2013 Robert L. Negri Human Resources Achievement Award, which was presented by CalHR Chief Deputy Director Howard Schwartz, right. Photo by CDCR staff photographer Eric Owens.)
When Kathy Manzer accepted the Robert L. Negri Award at the CalHR Conference in September, it's no wonder 40 of her co-workers at the Department of Corrections and Rehabilitation (CDCR) surprised her by showing up to watch her receive the honor. Manzer, who is the Chief of the Office of Employee Wellness, was nominated by her colleagues for her "outstanding performance, passion and dedication to her staff and to the department." But it was her creation of the Peer Support Program (PSP) in 2010 that really got the judges' attention. The program is a revamped and enhanced version of CDCR's former Employee Post Trauma program.
Kathy pointed out that the state's correctional facilities and parole operations can be tough places to work, where employees are subjected to traumatic events like assaults and officer-involved shootings on a routine basis. "These employees see things no one should have to see. They need to know that the emotions they feel are normal reactions to abnormal events." More than 900 CDCR staff are currently trained to help their colleagues in crisis, including counseling and referring individuals to important services like the Employee Assistance program (EAP).
One officer, who doesn't want to be identified, has witnessed his share of traumatic events, including the murder of an officer he supervised. "You see that life can be over in an instant. As a co-worker, you carry the emotional baggage of that event with you to the next watch, even the next institution." The Peer Support Program has been so helpful to him he became a team leader.
Another officer, who wanted to remain anonymous, doesn't know what he would have done without the program after he and other employees had to subdue a fellow officer. The officer became overwhelmed and threatened other staff. "I never had to use force on my own partner." The individual in crisis needed counseling and was referred to the EAP program. But the workers who calmed him down also needed psychological support.
The PSP teams are available round the clock, and Kathy Manzer makes sure she is, too. "Not a day goes by that we don't activate peer support somewhere in the state."
Other states are looking to California in trying to create their own programs. "Serving as a model for the nation and receiving the Negri Award from CalHR makes me feel we've accomplished what we set out to do - create a thriving program that helps people."
Water Board Conducts Model Diversity Training
The California Water Board recently had the opportunity to create cutting-edge diversity training in its San Diego regional office. It started with a phone call from a group of managers to Michele Villados, the board's Equal Employment Opportunity Officer in Sacramento. The question was not one Michele had heard before. "We're calling to ask what we should do because one of our water engineers is going to be making the transition from being male to female." It's called transgender transitioning. A person who is transgender or gender non-conforming is one whose personal gender identity (the gender they "feel") does not conform to the biological sex they were assigned at birth.
After the regional board contacted her about employee Sophie Leonarda diCampalto, Michele started to look for the appropriate training for staff so that the work environment continued to be not only professional but positive for diCampalto and her co-workers as well. In doing her research Michele learned that the state didn't have established guidelines or best practices for this type of situation.
"I was able to pretty quickly identify the practical things that needed to be done, like changing the name on diCampalto's pay check and creating a new email address," Villados said. "I also knew I would need to ensure that Sophie's coworkers understood that as a transgender person she was protected against discrimination and harassment. But I really wanted go beyond that." According to Villados, "I have found that people respond best not when they are told what they must do but when they are given a chance to understand why it matters."
Meanwhile, diCampalto faced what she describes as "a very tumultuous time" both personally and professionally while making the transition. As someone who loved her job, she found herself struggling, draining her sick-leave. "I finally wrote an email to my supervisor, explaining my situation and apologizing for taking so much time off. He was understanding and that made me feel better because for the first time I could be my true gender fulltime." To help make the transition easier diCampalto's managers allowed her to telework for five weeks.
And after months of research, Michele found the perfect trainer for the board staff, Jean Marie Navetta of PFLAG - Parent, Families and Friends of Lesbians and Gays. The 40-year-old non-profit organization advocates for equality for lesbians, gays, bisexual and transgender individuals. Navetta's goal for the training was to find a safe space for people to process information and to offer education. DiCampalto's most important message was that one of the biggest obstacles a transgender person faces is that many people believe transitioning is a choice.
The training was held on September 26. While DiCampalto didn't attend, she offered valuable input to trainer Navetta.
"To be honest, the first few minutes of the training were terrifying for me - on a personal level," Villados said. "As much as I had the support of management, I knew my approach to diCampalto's transition had no precedent within the state, and I was genuinely worried that people would just start walking out." Not only did that not happen, but according to Villados, "Within a short time, staff really warmed up and started interacting with Navetta." A confidential follow-up survey confirmed that the majority of staff appreciated both the effort and the content."
DiCampalto couldn't have been more pleased with how staff reacted. She stopped teleworking and returned to her office. "I am so happy every single day, and my work product has soared."
"The training not only helped Sophie make the transition, it greatly helped the staff accept the change more easily," said diCampalto's supervisor Brian Kelley.
Following the presentation, Villados met with CalHR's legal staff to develop a statewide and possibly nationwide training for transgender transitioning based on the Water Board's approach. CalHR believes that the board's plan for handling this issue provides the state of California with an invaluable resource to use as a statewide model. Providing guidance, mentoring and training on complex employment issues like this one is the core mission of CalHR's House Counsel program.
For more information contact Michele Villados, michele.villados@waterboards.ca.gov, 916-341-5881.
Workforce Planning Efforts Lift Off
The first Workforce Planning Coordinator Meeting was held at CalHR on October 2. The meeting brought together about 40 professionals currently assigned to work on this important issue from nearly 20 departments.
This month CalHR's Statewide Workforce Planning Unit began distributing "Retention Strategy" surveys which will be given to employees that are separating from their department. Although this is similar to an exit interview, the anonymous survey will capture all types of separations. The information that's gathered will be shared with departments to help them develop effective retention strategies. It will also provide the department with valuable statistics on workforce trends.
In January CalHR will present the first in a series of "mini" workshops, which will help departments, maximize their workforce planning efforts. The first training, "Preparing for Tomorrow and beyond", is set for January 8.
CEA Delegation Program Rolls Out
CalHR's Personnel Management Division anticipates rolling out a new delegation program in early 2014. This new delegation will give just under 10 departments more control over their CEA programs; certain special allocation requests that currently require CalHR approval through the form STD. 625; and unlawful appointment investigations. CalHR will provide the selected departments detailed training on the new processes and reporting requirements associated with each aspect of the program. Additional waves of departments will be selected for delegation between March 2014 and June 2015.
ECOS Update
Early in the new year, the new Exam Certification Online System will go live. The project is on track for release on January 22. Training outlines and how-to guides are almost done.
To make sure the release goes as smoothly as possible, the team has put the system through its paces. They've already completed two rounds of quality assurance testing and one round of testing by internal users from CalHR's Exams unit. At the end of November, external users began testing the system to find any remaining bugs. So far the ECOS team has found and fixed almost 500 bugs or issues.
Training Registration Just Got Easier
Training is important to all state employees. As an HR professional, we not only encourage you and your staff to take advantage of the myriad of classes - but spread the word to all department employees. And registering just got easier!
You can now register for CalHR's training online. The steps are as easy as:
1. Identify a training class on CalHR's training calendar.
2. Discuss the class with your supervisor and department training officer.
3. Upon approval, register for the class. To register for the class,
Find the class you want and click the class name.
Scroll down and you'll see a list of all the dates and times the class is offered.
Check the box next to the session you want to attend.
If there isn't a check box next a session, that means there are no open seats left. Check back occasionally as seat availability may change.
Once you complete the registration information , click submit at the bottom of the page to reserve your seat. Make sure to give us your correct email address because we will send you a confirmation number by email the next morning. You'll need that confirmation number for the next step.
To finalize your registration, submit a properly completed CalHR 46 within 24 hours after registering. On your CalHR 46, ensure you include:
You can email your completed CalHR46 to us at training@calhr.ca.gov or fax it to us at 916-327-7107. If we don't receive your CalHR 46 within 24 yours, you will be dis-enrolled from the class. Please familiarize yourself with the State Training Center's guidelines by reviewing the CalHR 46, and clicking the State Training Center Guidelines.
If you have any questions, please contact CalHR's Statewide Learning and Performance Management program at 916-445-1547 or email us at training@calhr.ca.gov.
Submitting an Employee Suggestion Pays!
On September 27, 2013, Assembly Concurrent Resolution 61 was chaptered into law. The bill, authored by Assembly Member Beth Gaines, authorized departments to pay the balance over $5,000 to their employees for their adopted employee suggestions. These innovative ideas were as varied and diverse as the departments:
Three Caltrans employees suggested installing rocker switches in CT vehicles and stocking a supply of commonly used pre-labeled switches, saving the department $45,898 the first year.
An EDD Student Assistant suggested creating a macro to expedite the processing of work items while reducing errors, resulting in a first year savings of $81,937.
A CDCR Correctional Counselor suggested replacing expensive exposure control jumpsuits with suits created in house with inmate labor, saving her department $61,625 the first year.
Three Department of Water Resources employees suggested using polypropylene material in lieu of steel at water pumping plants, for a total savings of $204,965.
The employees will receive up to 20 percent of the first year savings, depending on the year the suggestion was adopted. When asked how they came up with these ideas, two of the employees said, "we kept doing the same task repeatedly, day after day, and knew there had to be a better way." Now the innovative employees, their departments and, most importantly, California taxpayers, are all benefitting from these creative ideas.
The Merit Award Program begin in 1950, and to date, has saved the state over 96 million dollars. Do your employees know a better way to improve State operations? Do they have an innovative idea? Encourage them to participate in this valuable program. For more information please visit CalHR's Employee Suggestion Program website.
CalHR Conference 2013
Thanks to the state HR community, CalHR had another successful conference in 2013. Many thanks to the California Highway Patrol for hosting the event at the CHP Academy in West Sacramento. CHP Commissioner Joe Farrow gave us a warm welcome. Best of all, attendees got to eat lunch in the Academy cafeteria.
(Above: CHP Academy grounds.)
About 700 people attended the opening session in the auditorium where CalHR Director Julie Chapman, State Personnel Board Executive Director Suzanne Ambrose, and Government Operations Agency Secretary Marybel Batjer made opening remarks.
(Above: The audience gets ready to watch the CalHR Conference Video.)
We received tons of positive feedback from attendees. Planning has already begun for the 2014 conference. If you have feedback about the conference, or if you have ideas or would like to help make the 2014 conference an even bigger success, please contact us at CalHR.Conference@calhr.ca.gov.
CalHR Celebrates Native American Day
On September 27, 2013, CalHR participated in a fair in honor of Native American Day.
(Above: CalHR Exams Analyst Kristin Damask helps job seekers at the fair.)
Dills Act Pocket Guide Answers Labor Relations Questions
Do you ever need a quick answer to a question about labor and employment issues? There's a handy little tool that will give you the help you need. The University of California's Institute of Industrial Relations publishes a pocket guide on the Ralph C. Dills Act. That statute set forth collective bargaining rights for state employees. The guide is widely used by labor relations professionals and attorneys.
A new edition (the third) of this guide was just released. Several CalHR attorneys worked on the updates to this latest guide, including staff counsel David Villalba.
Copies of the new pocket guide can be ordered online from the California Public Employees Relations program (CPER) at the Institute of Industrial Relations, University of California at Berkeley.
Use Furlough Hours First
Please make sure employees use up all remaining furlough hours before they use sick or vacation leave. Be sure to talk with your Employee Relations Officer and check the appropriate Memorandum of Understanding if you have any questions.
Play it Safe
Tis the season for gift giving and children everywhere are dreaming of getting new toys for Christmas. But did you know that hundreds of thousands of toy related injuries result in emergency room visits each year? So how can you tell if the most popular toys you are buying are safe?
December is Safe Toys and Gifts Month, and Prevent Blindness America, encourages us to make toy safety a priority as we do our holiday shopping. Always double check product recalls online at the U.S. Consumer Products Safety Commission before you wrap, especially if you purchased a toy months before the holiday. Stricter standards are now in place for lead and other potentially toxic chemicals in consumer products, but you can go to HealthyStuff.org for more information. Consider these guidelines when shopping:
Buy age appropriate toys.
Look for toys and other gifts that meet American Society for Testing and Materials (ASTM) standards.
Review warnings on the toy's box.
Avoid shooting toys and toys that have pieces that shoot or fly off.
Remember that BB guns and air guns are not really toys.
Avoid the Post-Holiday Blues
That grumpy and lethargic feeling come January can be a sign that the holidays were disappointing, but letdown can follow picture-perfect festivities, too.
The holidays are filled with positive and negative stressors. From seeing an annoying relative, to shopping and wrapping, stressors can add up to a frenzied pace with no time for recovery.
This year keep stress in check. If you still experience post-holiday blues, take it as your body's plea for relaxation and recuperation.
Keep expectations realistic. A Norman Rockwell Christmas is fiction.
Plan your time and don't over-commit.
Stick to your budget. A mailbox full of bills in January is sure to deflate you.
Don't drink excessively. Stress is magnified by hangover exhaustion.
Avoid the urge to recreate a childhood Christmas. Commit to a new tradition instead.
Take "me" time. Your body is craving downtime.
Source: Hope Health
A New Reality in Health Benefits - Dependent Eligibility Verification
At one time or another, we have all been jolted awake by an unexpected call. The Dependent Eligibility Verification (DEV) Project has provided just that, a wake-up call that we all must be more proactive regarding health benefit enrollments. Working in partnership with CalPERS, CalHR is doing just that, taking a more proactive role in health enrollment administration.
CalHR Benefits and Training Division has taken ownership of the health enrollment module of Benefits Administration Training. CalHR will also be taking the lead in drafting new health enrollment policies and procedures to replace the dated CalPERS Health Benefits Procedure Manual. CalHR Health Policy staff are increasing outreach to State HR Professionals for input on health enrollment, health reform implementation, and other health-related HR topics. Look for them at the monthly Ad Hoc Personnel Officer and Transaction Supervisor Forums in Sacramento. And, don't be surprised if you get a call from the CalHR Health Policy folks wanting to pick your brain on health-related HR topics.
CalPERS has instructed DEV Cycle 1 Departments to complete disenrollment/reinstatement activity; and report back on the final disposition of each dependent listed on their department's Ineligible Dependent Report no later than December 30. CalPERS will provide CalHR with a recap of Cycle 1 Departmental activity in January 2014.
Departments retaining/reinstating dependents disenrolled during amnesty or who failed verification, are expected to obtain the same verification documentation required during the DEV; and retain copies in the employee's official personnel file. Likewise, all Departments are expected to obtain and retain the same documentation when adding new dependents going forward.
Having been awakened to a new reality, we simply cannot go back to the way things were before the DEV.
Special Open Enrollment Reminder
This is a reminder for employees planning to marry or in same-sex marriages.
Consistent with the June 26, 2013 United States Supreme Court decisions, same-sex marriages are now legally recognized in California. Departments will now accept same-sex marriage certificates for benefit eligibility and enrollment without regard to gender.
Employees who married a same-sex spouse prior to or following the US Supreme Court decisions on June 26th, 2013, or who were in a Domestic Partnership but married following the Federal Court decision, and wish to add their spouse and/or their spouse's dependent children, have the opportunity to enroll their same-sex spouse and eligible dependent children onto their dental and/or vision plan(s). A special one-time enrollment period is now in effect through December 31, 2013. Forms received after December 31, 2013, will not be honored.
If were already in a same-sex marriage prior to the court's decisions and had your spouse added on your benefits, the State was obligated to report those benefits as income and withhold Federal income taxes, social security, and Medicare form your paycheck. If this applies to you, you must notify your personnel office and have them assist you in stopping the federal tax withholdings. Otherwise, your tax status remains "as is" and Federal income taxes, social security, and Medicare will continue to be withheld at a higher rate. Please see your personnel office for further assistance.
File Workers' Comp Reports On Time
What can you accomplish in five days?
If you checked the last box - good for you! You are in the minority among state departments where it takes, on average, eight days to submit an Employers' First Report to State Fund. By law (Labor Code 6409.1) employers shall file a complete report of every occupational injury or illness with their insurer within five days after the employer learns of the situation. Since these reports are submitted electronically or via fax, it is definitely possible to meet the statutory five-day deadline.
It's important to file timely reports so that State Fund has time to establish the claims; make a liability decision; and send a benefit notice to the injured employee within 14 days of the employer's knowledge of the injury or illness. The faster employees are contacted, the faster they move through the workers comp pipeline and get back to work!
For more information, please contact the Workers' Compensation Program at workcomp@calhr.ca.gov. You will receive valuable information, resources, and even customized training to help you run a successful program.
Delta Premier Gets New Name
Delta Premier will have a new name for 2014 but the name will change but the benefits stay the same.
The new name will be Delta PPO plus Premier.
This change does not to those employees enrolled in the Delta Dental Preferred Provider Option (PPO).
Member benefits for the Delta Dental Premier Basic and Enhanced plans will NOT change.
Rather, changes will include a name change for both the Enhanced and Basic Plans and the addition of a secondary network of dentists, which will potentially save members' out-of-pocket expenses.
Two Delta Networks
Members enrolled in the Delta Dental PPO plus Premier plans will now have access to two Delta Dental Networks. For the member, the added network may result in their having less out-of-pocket expenses. If the member sees a dentist who is in both the Premier and PPO networks, the PPO fees will apply. Before 2014, the higher Premier fees would have applied.
The two networks are:
Delta Dental Premier network - The current network that members have accessed for many years, and
Delta Dental PPO network - A new network which offers all of the advantages of the current network, plus opportunities for additional savings since dentists in this network have agreed to lower fees. Members using the dentists in this network may have lower out-of-pocket expenses. Employees interested in learning if their current dentist is a Delta Dental PPO dentist, can search at www.deltadentalins.com/state.
In early December and prior to the start of the new plan year, Delta Dental will be sending a letter to all members enrolled in the Delta Dental PPO plus Premier Enhanced and Basic Plans to explain the name and network changes.
Make Savings Plus One of Your New Year's Resolutions
>
"In 2014 I will take a proactive approach to prepare for my retirement." We believe one of the most beneficial resolutions you can make is to contribute to your retirement account.
Savings Plus Program is a state benefit that allows employees to contribute pretax dollars and Roth after‐tax money towards their retirement savings. This important State benefit offers state employees an opportunity to supplement their pension as a source for their retirement income. To help employees better understand this benefit, we offer free educational workshops throughout the state and one‐on‐one account reviews with Financial Education Specialists.
We provide several ways to start or continue your retirement savings goals and we would be happy to help you meet your New Year's resolution!
Visit our website at savingsplusnow.com.
Or contact one of the Financial Education Specialist in your area.
Ka Yi-Li
(916) 214-4842
ka.yi.li@aonhewitt.com
Alameda, Contra Costa, Lake, Marin, Mendocino, Monterey, Napa, San Benito, San Francisco, San Mateo, Santa Clara, Santa Cruz Solano, Sonoma, Yolo
Curt Seifert
(916) 215-7153
curt.seifert@aonhewitt.com
Imperial, Orange, Riverside, San Diego
Dana Madhavan
(916) 214-0469
dana.madhavan@aonhewitt.com
Los Angeles, Santa Barbara, Ventura
Josh Hayes
(916) 214-7493
josh.hayes@aonhewitt.com
Kern, San Bernardino, San Luis Obispo
Anthony Donatelli
(916) 215-3424
anthony.donatelli@aonhewitt.com
Butte, Colusa, Del Norte, Glenn, Humboldt, Lassen, Modoc, Nevada, Placer, Plumas Sacramento, Shasta, Sierra, Siskiyou, Sutter, Tehama, Trinity, Yuba
Donnie Nielsen
(916) 297-1615
donnie.nielsen@aonhewitt.com
Alpine, Amador, Calaveras, El Dorado, Fresno, Inyo, Kings, Madera Mariposa, Merced, Mono, San Joaquin, Stanislaus, Tulare, Tuolumne
Walk-In Service Center
1810 16th Street, Room 108
Sacramento, CA 95811
Lobby Hours are 8:00 a.m. to 5:00 p.m. PT, Monday through Friday
Calendar of Events
In the next few months CalHR will hold the Savings Plus workshops listed below. To see a complete list of training opportunities, check out our online training calendar.
December 16, 2013, 10 to 11 a.m. and 1 to 2 p.m. - Lump Sum Separation Pay and 457 Traditional Catchup
December 16, 2013, 2 to 3 p.m. - Putting Savings Plus to Work for You & Savings Plus: New Tools and Resources
December 16, 2013, 3 to 4 p.m. - Nearing Retirement: How to Use Savings Plus to Prepare & Savings Plus: New Tools and Resources
January 27, 2014, 10 to 11 a.m. and 1 to 2 p.m. - Lump Sum Separation Pay and 457 Traditional Catchup
February 21, 2014, 10 to 11 a.m. and 1 to 2 p.m. -Lump Sum Separation Pay and 457 Traditional Catchup
March 27, 2014, 10 to 11 a.m. and 1 to 2 p.m. - Lump Sum Separation Pay and 457 Traditional Catchup
In 1913 the state civil service was born. The California Legislature enacted a statute (Chapter 590, Statutes of 1913), creating the system in an attempt to combat the spoils system of political patronage in state employment.
Some surprising statistics for the year 1906:
The average wage was 22 cents per hour
The average worker made $200-$400 per year
A competent accountant could expect to earn $2000 per year/ a dentist could earn $2500 per year.
Follow Us
Patricia McConahay, Communications Director
David Gay, Web Manager
Don Callison, Designer
