| | Frequently Asked Questions | | Employment Questions | | | | Information Processing Services (IPS) Questions | - Where or how can I get a copy of a One Form?
It is available on the IPS section of our website or . - What do I have to do to get my address changed?
You may now change your own home address using the Faculty and Staff Directory maintenance tool available in . This information will update the Human Resources system and will become your official home address of record. - What do I have to do to get my name changed on the system?
Send a copy of your new social security card with a note indicating a name change to Information Processing Services. Name changes are made on the first of every month. - How do I get an e-mail account?
When your new hire paperwork is routed through the appropriate channels and submitted to Information Processing Services for entry into the HR system, your e-mail account will automatically be created. You can then update office and phone location information through the Faculty and Staff Directory maintenance tool in .
If you are not an official employee of ECU but are working for ECU and require an e-mail account, your department representative may manually enter you into the Faculty and Staff Directory using the maintenance tool in .
This will result in the automatic generation of an e-mail account for you. - When is One Form Training offered?
We have introductory training offered in the Administrative Certification Program through our Staff Development Program. We also have one workshop offered in the Spring and one workshop offered in the Fall. These are advertised via ANNOUNCE. | | Benefits Questions | Health Insurance | - When can I make changes to my health insurance?
You may add or drop coverage for yourself or any eligible dependents during the Annual Enrollment period each year. Annual Enrollment is August 1 through August 31, for an October 1 effective date. You may also make changes based on a qualifying family status change. The change must be done within 30 days of the family status change. A change form may be obtained from the Benefits unit. - What is meant by "deductible" and "co-insurance"?
Deductible is the set amount of allowable charges that members must pay each plan year before benefits are payable. The current deductible is $350.00 per person, or, $1050.00 per family. Co-insurance is the amount the member must pay towards the cost of covered medical expenses after the deductible is met. The current co-insurance amount is 20% up to $1500 per person, or $4500 per family. The deductible and co-insurance are both based on a fiscal year (July 1 through June 30). - Can I use any physician for services?
Yes, however, if the physician is not a "cost-wise" physician, the employee may be required to pay additional charges. Before scheduling an appointment, please verify that your physician is a cost-wise physician. - Am I covered out of the state of North Carolina?
Yes, a member is covered anywhere out of state or out of the country. However, an additional 20% may be added up to $5,000. - What is a qualifying family status change?
A family status change is a change of event which is recognized by the IRS. Examples include, marriage, divorce, birth of a child, loss of coverage, loss of employment, death, etc. For additional questions regarding these family status changes, contact your Benefits Counselor. | | Retirement | - How do I change my beneficiary for my retirement contributions?
A Change of Beneficiary form must be completed and notarized. This form can be obtained and notarized in the Benefits unit. - Can I contribute more or less than the mandated 6% of my annual salary?
No - Can I borrow against my retirement contributions?
No, at this time, no loan provisions are allowed with the State Retirement Systems. However, there may be loan provisions through supplemental retirement plans such as 401(k) and 403(b). - What are the requirements to retire in the State Retirement System?
You may retire with an unreduced benefit after:
- you reach age 65 and complete five years of creditable service
- you reach age 60 and complete 25 years of creditable service
- you complete 30 years of creditable service, at any age
You may retire with a reduced benefit after:
- you reach age 50 and complete 20 years of creditable service
- you reach age 60 and complete five years of membership service | | Disability | - Am I automatically covered under the Disability Income Plan through the State Retirement Plan?
After you have one year of state service, you are covered under the Short-Term Disability Plan which pays 50% (maximum of $3,000 per month) of your monthly salary for up to 12 months after a 60 day waiting period. After five years of service you are covered under the Long-Term Disability Plan which pays 65% of your monthly salary (maximum of $3,900 per month) as long as you are disabled or until you are eligible for an unreduced retirement benefit. Your participation in both plans is free, and all employees participating in a mandatory retirement plan (TSERS or ORP) are eligible. - Will I earn Service Credits while covered under the State Retirement Disability plan?
Yes, credit will be applied upon return to service. - When can I purchase supplemental disability insurance?
Supplemental disability insurance may be applied for at anytime. However, the coverage is only guaranteed to be approved if applied for within 30 days of the employee's original hire date. If an application is completed after the initial 30 days of employment, the application will be subject to medical underwriting. | | NC Flex | - What are NC Flex Benefits?
The NC Flex Benefits consist of five different plans which are regulated by the IRS. All premiums or contributions to these plans are made on a pre-tax basis. These benefits include: Vision Insurance (Superior Vision Plan), Dental Insurance (CompDent), Accidental Death and Dismemberment (UNUM), Day Care Flexible Spending Account (AON), Medical Flexible Spending Account (AON). - When can I enroll in or make changes to my NC Flex Benefits?
An employee may enroll in or make changes to any Flex benefit during their first 30 days of employment, during Annual Open Enrollment, or if there is a qualifying family status change. In the event of a family status change, the application/change form must be completed within 30 days of the event. (Waiting periods may apply) - If I enroll in Vision, do I have to use a participating provider?
In order to receive the full benefit, the employee must use a provider listed on the Provider Directory supplied by . If a participating provider is not used, additional out-of-pocket expenses will occur. - If I enroll in Dental, does a waiting period apply?
If an employee enrolls during the initial 30 days of employment, no waiting period will apply for any services, with the exception of orthodontics. If an employee enrolls as a late enrollee during Open Enrollment, a 12-month waiting period will apply to all services except preventative and diagnostic (cleanings, x-rays, examination). - How do I submit claims for reimbursement from my flexible spending accounts?
Claim forms may be submitted via fax or mail to AON Consulting. Claims submitted by Thursday of one week will be direct deposited to the same account as your ECU paycheck on Friday of the following week. You may decline the option for direct deposit, and in such a case the check will be mailed directly to your home address. The appropriate address and/or fax number to which to submit the claim are located on the claim forms. | | Employee Relations Questions | | Probationary Period | - Do I perform an Interim Review for a probationary employee?
No. When an employee completes their probationary period, a final review is conducted. This is not to say that on-going coaching and tracking should not be performed. - What do I need to do to come off probation?
In order to come off probation, an employee needs to have a performance rating of "Good" or better at the end of their probationary period. The probationary period will usually last for six months. There are some employees who may need additional time to show that they can perform their position, therefore, they can have their probation extended. An extension can only be for an additional 90 days, if necessary. - How long do I have to create a work plan for a new employee?
Probationary employees should have a position description and work plan established and discussed within 30 calendar days from the date of employment. | | Performance Evaluation | - What is an Interim Review?
The Interim Review is a mid-point check during the evaluation period. It is an opportunity for the supervisor to give feedback to an employee on his or her performance at that point in the evaluation work cycle. Each supervisor provides summary feedback on the employee's work plan. If an employee has any performance deficiencies, they should be addressed at this time with a development plan. - When are Interim Reviews to be completed?
Interim reviews should be face-to-face between the supervisor and employee. These meetings are conducted between September 1st and November 30th of each year. - When are performance appraisals completed?
Performance appraisals are conducted between April 1st and May 15th of each year. The supervisor and employee meet to discuss the employee's performance during the entire work cycle. Actual results and ratings are entered into the Performance Evaluation System (PES) for each key responsibility and each dimension on the Work Plan. Also entered into the PES are overall ratings and supervisor's comments. Employees are able to respond in writing to the overall ratings at the end of the evaluation period. - As a supervisor, how do I release a work plan to my employee?
From the main menu of the Performance Evaluation System, select "Edit An Existing Work Plan", and then select "Edit A Work Plan". At this point, a box will appear with a drop down menu. Select the employee whose work plan you would like to release and press "Go". When the employee's work plan appears, scroll down to the bottom of page one. You will now see a blue box with the option "Check to Release Work Plan". Once that box is checked, the employee will be able to view, print or add their comments to their work plan. - What is the difference between "Check to Release Work Plan" and "Check to Release all Page Ratings" found at the bottom of page 1 of the work plan?
"Check to Release Work Plan" allows an employee to be able to view, print or post comments to their work plan. "Check to Release All Page Ratings" is used during the final rating time period. This option will allow employees to be able to view the ratings of each key responsibility and result (KRR) and each Dimension. If this box is not checked, the employee will only be able to view their overall rating. - How do I get access to the work plan of an employee who has transferred into my department?
When an employee is transferring out of a department, the outgoing supervisor should transfer the employees work plan to the new supervisor. This is done by selecting the "Re-Assign an Employee' option from the main menu. Make sure the proper employees name appears in the "Select an Employee' box. In the next box, enter the new supervisors entire e-mail address; then click SUBMIT. (When an employee is transferring out of your department, remember to reassign their work plan to their new supervisor). | | Employee Relations and Staff Development Questions | - How often are the Training and Development Courses offered?
Administrative Certification Program: Fall and Spring Semester
Supervision Institute: Fall and Spring Semester
Wellness Institute: Every Fall and Spring Semester
Performance Management Workshop: Every Semester
Customized training for departments and work groups: As requested - How do I find out about the training and development courses offered by the Department of Human Resources?
Course offerings are listed on the Employee Relations and Staff Development web site. - Do I need approval from my supervisor to attend a training program?
Yes. Employees should discuss training interest with their supervisor(s). A supervisor's consent allows an employee to participate in a training program during work hours. - What is the deadline for registering for a training program?
Participants are encouraged to register for a training program via OneStop at least one week in advance of the program start date. Registration is on a first come first serve basis. - How do I register for a training program?
Employees can register for training under Faculty and Staff Training in .
| | Staff Recognition Programs Questions | | Chancellor's Awards for Excellence Program | - What is the Chancellor's Awards for Excellence Program?
The Chancellor's Awards for Excellence Program is designed to recognize SPA and non-teaching EPA employees whose services and accomplishments are so outstanding that special recognition is warranted. The Chancellor's Award for Excellence is the highest honor that can be bestowed on a SPA or non-teaching EPA employee at East Carolina University. This award program has been in place since 1996. - How many employees receive the Chancellor's Award for Excellence?
Up to eight (8) SPA or non-teaching EPA employees may receive the Chancellor's Award for Excellence annually. - What categories are employees recognized for in the Chancellor's Awards for Excellence Program?
Individual contributions are considered in the following categories:
- Devotion to Duty
- Safety and Heroism
- Innovations
- Public Service
- Human Relations - Who selects the recipients of the Chancellor's Awards for Excellence?
The Staff Senate's Reward and Recognition Committee selects the recipients of the Chancellor's Awards for Excellence. The Rewards and Recognition Committee is comprised of representatives from each of the University's Divisions. The committee selects award recipients based on the submitted nominations. - How are Chancellor's Awards for Excellence recipients honored?
The Chancellor honors recipients of the Chancellor's Award for Excellence, as well as nominees, at a recognition ceremony in the spring. Each recipient receives an engraved plaque and sixteen (16) hours of annual leave credited to his or her leave balance. All nominees receive a Certificate of Appreciation. | | Governor's Awards for Excellence Program | - What is the Governor's Awards for Excellence Program?
The Governor's Awards for Excellence Program is designed to honor State employees for outstanding achievements. This awards program was created by Governor James B. Hunt Jr. in 1982 and is sponsored by the Office of State Personnel and the Governor's Committee for the Recognition of State Employees. The Governor's Award for Excellence is the highest honor a State employee may receive for dedicated service to State Government and the citizens of North Carolina. - How do individuals get nominated for the Governor's Awards for Excellence?
ECU may submit up to five (5) nominations for the Governor's Awards for Excellence. The Staff Senate's Rewards and Recognition Committee selects ECU's nominees for the Governor's Awards for Excellence Program from the eight recipients of the Chancellor's Awards for Excellence. - How many people receive the Governor's Awards for Excellence?
The Governor's Committee for the Recognition of State Employees may select up to ten (10) award recipients annually based on State agency nominations. | | Chancellor's Synergy Awards Program | - What is the Chancellor's Synergy Awards Program?
The Chancellor's Synergy Awards program is designed to recognize and reward groups of employees who combine their individual talents to produce outcomes that would not be possible without effective collaboration. The Chancellor's Synergy Awards is an excellent way to recognize departments and work groups that have excelled in providing quality service to the university. This awards program has been in place since 1999. - What teams are eligible for the Chancellor's Synergy Award?
A team must consist of at least four (4) but no more than twenty-five (25) employees. Teams must primarily consist of SPA and/or non-teaching EPA employees. Both inter-departmental and intra-departmental teams may be considered for this award. - How many teams receive Synergy Awards?
Up to five (5) teams may receive the Chancellor's Synergy Award annually. A wide range of projects or team accomplishments is considered in the selection process. - Who selects the recipients of the Chancellor's Synergy Awards?
The Staff Senate's Rewards and Recognition Committee selects award recipients based on submitted nominations. - How are recipients of the Chancellor's Synergy Awards recognized?
The Chancellor honors recipients of the Chancellor's Synergy Award, as well as nominees, at a ceremony held in the spring. The team receives an engraved plaque, and individual team recipients receive a Certificate of Recognition and eight (8) hours of annual leave credited to his or her leave balance. All nominees receive a Certificate of Appreciation. | | Chancellor's Service Awards Program | - What is the Service Awards Program?
The Service Awards Program is designed to serve as a sign of ECU's appreciation of the dedicated service its employees provide to the State of North Carolina and the University community throughout their tenure. - Who receives Service Awards?
Service Awards are presented to eligible employees at milestone dates in their career (every five years) until retirement. Years of service are based on participation in the Teachers' and State Employees' Retirement System (TSERS) or Optional Retirement Program (ORP). - How are employees recognized for years of service?
The Service Awards Program is initiated in two phases. The first phase honors each employee with five, ten, fifteen, and twenty years of State service with a Certificate of Service and a gift at a departmental ceremony. The second phase honors employees with 25, 30, 35 and 40 years of State service at a special ceremony and reception hosted by the Chancellor. Each recipient receives a Certificate of Service and a gift at the special ceremony. The ceremony takes place in the fall of each year. | | The State Employee Incentive Bonus Program | - What is the State Employee Incentive Bonus Program?
The State Employee Incentive Bonus Program is designed to reward employees for their ideas and to stimulate creativity and innovation in state government. ECU employees can be rewarded for suggestions that lead to improvement in the effectiveness or efficiency of university operations. - What will I receive if my cost saving idea is adopted?
If the State adopts your suggestion and it results in monetary or dollar savings to the state, you will receive a monetary award. The amount awarded is 20 percent of the annual savings resulting from the first year the suggestion is put into place. Monetary awards are capped at $20,000 for individual suggestions and $100,000 for team suggestions. If the State adopts your suggestion but it does not result in a monetary benefit to the state, you will receive a non-monetary award. Possible awards include up to three (3) days of annual leave and a certificate. - How do I submit an idea for a State Employee Incentive Bonus Program?
Suggestion Forms and instructions for submitting ideas for the State Employee Incentive Bonus Program are available on the Office of State Personnel Website at | | |
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