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Communication for the staff and faculty of
The University of Texas at Dallas |
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Wednesday, August 12, 2020 |
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COVID-19 Information, Resources
During the disruption of regular services due to the COVID-19 pandemic, the Office of Communications is maintaining a collection of information and resources for staff, faculty and students. For the latest information, visit the COVID-19 website, which will be updated frequently with FAQs and the latest information.
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Return to Campus Process Summary
UT Dallas is committed to ensuring a healthy environment for work, study and research. As the University resumes onsite operations, please see the Return to Campus Process Summary. Note that this page reflects the current status of the campus, which, at this time, is “expanded essential personnel.“
- Vice presidents or deans will submit their unit return plans to the Office of Emergency Management and Continuity Planning (OEMCP) for review and approval. Deans will submit their plans through the Provost's Office.
- Once approved, supervisors will need to elect employees who are returning to campus by using an online form. All employees who will report to UT Dallas facilities to perform work duties must be elected, even if they will be reporting for limited times.
- Individual employees will be notified to complete online training through eLearning, regarding safe return to campus operations.
- All individuals who are elected to report to campus will receive daily health check emails. Employees who are not elected to work on campus will not participate in daily health screenings.
Employees should follow the guidelines and protocols detailed in the Comets Return to Campus workplace guide and delivered in the training program, as well as the directions of their supervisor for returning to work on campus. Supervisors are responsible and accountable for ensuring protocols are followed.
Faculty or staff members who are currently reporting to campus — either intermittently or regularly — and are not currently receiving the daily health screening survey should work with their supervisor to be added to the email list.
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Review Oct. 1 Paycheck for Correct Benefits Selections
Your Oct. 1 paycheck will reflect benefit deductions for the coverage you selected during the 2020-21 annual benefits enrollment. New hires and newly benefits-eligible employees' benefits enrollments or changes made after Monday, Sept. 14 may not be reflected on your October paycheck. As applicable, you will have retroactive contributions on your November paycheck. The Office of Human Resources strongly recommends that you compare your paycheck deductions with the benefits confirmation available to be printed or viewed through My UT Benefits.
You must report any discrepancies to the Office of Human Resources – Employee Benefits Services by Saturday, Oct. 31. Discrepancies due to clerical/administrative errors that are reported by this date will be reviewed and may be changed in accordance with the UT System administrative policy and requirements. The UT institution benefits offices are not permitted to approve any error reported beyond 31 days. All error correction requests beyond the 31-day period will be forwarded to the UT System Office of Employee Benefits (OEB) with appropriate explanation and documentation from the employee. If approved, OEB will determine the effective date based on the specific circumstances. All OEB decisions are final.
If you have any questions or need assistance, please email [email protected] or contact a Benefits Administrator.
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Teacher Retirement System of Texas State Contribution Change
Effective Tuesday, Sept. 1, the state contribution rate toward the TRS pension plan will remain at 7.5% and the employee/member contribution will remain at 7.7%
Future contributions approved by the Texas Legislature are as follows:
Effective Dates |
State Contribution Rate |
Member Contribution Rate |
Sept. 1, 2021 |
7.75% |
8.0% |
Sept. 1, 2022 |
8.0% |
8.25% |
Sept. 1, 2023 – Sept. 1, 2024 |
8.0% |
8.25% |
For more information, visit the TRS website.
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Attend Virtual University Convocation on Sunday
The University of Texas at Dallas invites faculty and staff to attend University Convocation at 4:30 p.m., Sunday, Aug. 16.
This year, the University will kick off the school year with a virtual welcome back event for students. President Richard C. Benson and Provost Inga Musselman will formally address all Comets for the start of the fall semester.
More information can be found on the Convocation website, where a recording of the virtual event will be posted.
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Supplemental Employee Training Encouraged for Return to Campus
UT Dallas faculty and staff are encouraged to attend a Comets United: Employee Return to Campus training session to learn more about employee guidelines and procedures related to COVID-19. The 90-minute session, led by employees in the Office of Human Resources and the Office of Emergency Management and Continuity Planning, will focus on the following:
- Requirements and expectations of faculty and staff working on campus.
- The daily heath screening process.
- Campus tracing process for employees.
- Supervisor responsibilities and expectations for mitigating and reporting exposure.
- Resources available for faculty and staff.
This training will serve as a supplement to the required Return to Campus online training module in eLearning. It is not considered a replacement or alternative.
To attend, choose a session and use the link below to join the Microsoft Teams Live event.
Please install Microsoft Teams prior to joining. If you need assistance, contact the Help Desk.
Unlike a traditional Teams meeting, you are not able to “dial in” to a live event. Audio will stream from your computer. Please ensure your speakers are on or use a headset connected to your device. Closed captioning is available, and there will be a moderated Q-and-A forum.
For more information on the training, email [email protected].
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Comets United Posters and Flyers
The Office of Communications has created posters and flyers for campus units to download and print for use in their office spaces.
Messages include general safety recommendations such as “Wash Your Hands Frequently” and “Stay Six Feet Apart” and notifications such as “Space Unavailable” and “We're Closed.”
Access the COVID Signs for Faculty and Staff with your NetID credentials on Box. For assistance or more information, contact [email protected].
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Learn About OIT Updates at Thursday's Forum
With the transforming demands for higher education, the Office of Information Technology is developing processes to address the needs of campus. From forming Microsoft Teams sessions for every course, to enhancing VPN, and upgrading the wireless network, OIT has been diligently working to strengthen support.
OIT's weekly Teams Tips demo sessions share features in Teams to streamline your workflow. Client Services will share how voice and email migrations to Exchange Online allows departments to simplify communication and collaborate more easily.
If you have not already, please register to hear these updates and more at the OIT Forum from 9-11 a.m., this Thursday. You will receive a Teams Live link in a registration confirmation email.
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UTDPD Detective Earns Recognition from UT System
A member of the UT Dallas Police Department has earned recognition from The University of Texas System. Senior detective Rod Bishop was selected for the UT System Police Commendation Award.
Lt. Adam Perry, commander of UTDPD's Criminal Investigative Division, nominated Bishop for his outstanding investigative work in identifying a suspect in two vehicle burglaries on campus. Bishop determined the suspect was affiliated with a gang that was stealing and using credit cards. As a result of Bishop's work, the U.S. Secret Service has created a federal case.
Prior to joining UTDPD in 2016, Bishop served with police departments in Dallas, Pampa and Mesquite. He also worked for the Kaufman County Sheriff's Office and Forney ISD.
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McDermott Library Offers Curbside Delivery
Eugene McDermott Library is taking a phased approach to reopening the building with new contactless service that allows customers to check out materials from its collection during the COVID-19 pandemic.
During the first phase, the library building will remain closed to customers, but curbside delivery of materials from the main stacks and DVDs will be available.
UT Dallas students, faculty and staff with a valid Comet Card may request titles electronically through Discover, the library's online system.
Read the full story about curbside delivery.
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Fitness Program Options Offer More Flexibility for Members
Well On Target, the gym discount program offered through Blue Cross Blue Shield of Texas, has revamped its Fitness Program.
There are now several tiers and price points that members can choose from and a studio discount program. The enrollment fee is now $19. Current members are grandfathered in at the Power tier at $25 per month until they cancel or change tiers. Please see the Fitness Program flyer for detailed information.
Four new plan options will make it easier for members to stay fit with more membership options and new features. Members can decide what works best for their individual budget and lifestyle.
Other program perks include:
- Studio Class Network: Boutique-style classes and specialty gyms with a pay-as-you-go option and 30% off every 10th class.
- Family Friendly: Expands gym network access to your covered dependents at a bundled price discount.
- Convenient Payment: Monthly fees are paid via automatic credit card or bank account withdrawals.
- Flexible Gym Network: A choice of gym networks to fit your budget and preferences.
Options |
Base |
Core |
Power |
Elite |
Monthly Fee |
$19 |
$29 |
$39 |
$99 |
Gym Facility Network Size |
3,000 |
7,500 |
12,000 |
12,400 |
If current members wish to change plan options, or if new members would like to enroll, they can do so by going to their Blue Access for Members page and accessing the Fitness Program portal. If you prefer to sign up by phone or have questions about the Fitness Program, call the toll-free number 888-762-BLUE (2583) Monday through Friday, between 8 a.m. and 5 p.m., Central.
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Sips & Science Reveals Ways to Make Friends With Your Mind
Life can be difficult even during the best of times. In the midst of this pandemic, mental health issues are escalating. As an essential element of brain health, it is imperative to care for your mental well-being. By understanding and leveraging the habitual powers of the mind, you can create powerful, positive and permanent change in your life.
So, where do you begin? Join the Center for BrainHealth for the next edition of Virtual Sips & Science: Making Friends With Your Mind - The Modern Day Superpower, from 7- 8 p.m., Thursday, Aug. 27. Happiness specialist Monique Rhodes will share practical advice to increase happiness, decrease stress levels and positively transform your life. Watch a short message from Rhodes.
The virtual event is free, but registration for Sips & Science is encouraged, as is sharing the event with a friend.
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Economic Development Research Highlights UTD's Impact on Community
The Economic Development team in the Office of Facilities & Economic Development researches the economic impact of UT Dallas, how regional changes affect our University and the prospects for UTD graduates. The results of their latest research are available online:
For more information, email Rachel Brasier.
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Office of Research Events
Center Stage Seminar Series, 3 p.m., Wednesday, Aug. 12 — Dr. Jey Veerasamy, senior lecturer in the Department of Computer Science and director of the Center for Computer Science Education and Outreach, will showcase the research taking place at the center. Registration for Center Stage is required. For more information, email Tiffany Willoughby.
Cayuse IRB Training, Wednesday, Aug. 12 and Thursday Aug. 13 — The Office of Research is pleased to announce the roll out of Cayuse IRB for submission of new applications as well as continuing review applications and modifications for existing studies beginning Monday, Aug. 24. Cayuse IRB is an online submission portal that will manage protocols from initial submission to closeout.
Implementation of Cayuse IRB includes inputting existing studies into the online platform, enabling principal investigators to view and manage all active studies in one place. In order to ensure accuracy of uploaded data, the IRB Office will not accept submission of new study applications, continuing reviews, or modification requests for expedited or minimal review studies now through Aug. 23. Class project studies will not be affected and will continue to utilize the OAR submission system through the Fall semester.
Implementation schedule:
- Now through Aug. 23: Submission of all IRB actions suspended to allow upload of existing studies. No new applications, continuing reviews, or modifications, for expedited and minimal review studies can be submitted during this time.
- Aug. 24: Go live! Old application forms will no longer be accepted for expedited or minimal review studies.
Please join the IRB Team as they walk UT Dallas principal investigators, faculty sponsors, students, and study personnel through the Cayuse IRB platform. No registration is required, simply join one training session that works best for your schedule using the attendee links below:
General Cayuse IRB training will be offered twice a month from September to November. For more information, email Tiffany Willoughby.
Comet Corner Series: Dr. Stacy Boland, noon, Wednesday, Aug. 26 — Join the Office of Research in partnership with Natural Sciences and Mathematics as they welcome UTD alumna Dr. Stacey Boland BS'00, principal systems engineer for Jet Propulsion Laboratory, and project systems engineer for the Multi-Angle Imager for Aerosols Earth Venture Instrument. Boland is also the operations lead for the JPL Ventilator Intervention Technology Accessible Locally (VITAL) project, which resulted in two ventilator designs being granted Emergency Use Authorization by the FDA during the COVID-19 pandemic. Registration for the Aug. 26 event is required. For more information, email Anricka Ziller.
Idea Pop: Fall Kickoff Event during Weeks of Welcome, 2 p.m., Wednesday, Aug. 26 — Students, staff, faculty and alumni are invited to join the Institute for Innovation and Entrepreneurship for Idea Pop. Meet the team, learn about the resources and programs, and hear from inspiring speakers. Claudia Reuter, general manager of Techstars, will present “How to Validate Your Business Idea,” and Daron K Roberts, former NFL coach and Harvard Law graduate, will present “The Art of Risk-Taking.” Registration for Idea Pop is required. For more information, email Dresden Goldberg.
Center Stage Seminar Series, 3 p.m., Wednesday, Aug. 26 — Dr. Michael Rugg, professor in the School of Behavioral and Brain Sciences and director of the Center for Vital Longevity, will showcase research taking place at the center. Registration for Rugg's talk is required. For more information, email Tiffany Willoughby.
Big Idea Competition Applications Are Now Open — The Big Idea Competition (BIC) at The University of Texas at Dallas recognizes the entrepreneurial progress of UT Dallas students, faculty and alumni. Hosted annually by the Institute for Innovation and Entrepreneurship, the 2020 BIC will be held as a marquee virtual event during Global Entrepreneurship Week in November. This year, two new tracks have been added: Alumni Track and the Research Commercialization Track. All details and applications are available on the BIC website. For more information, email Dresden Goldberg.
Accelerator Applications Are Open Now — Applications are open for students to apply to the business accelerator programs, CometX and GalXc, until Aug. 30. Both programs will take place virtually this fall — CometX on Tuesdays from 4-6 p.m. and GalXc on Fridays from 10 a.m.-noon. For more information, visit the CometX and GalXc websites.
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Reminders
Important Information About Absences for Fiscal Year End
For the purposes of Fiscal Year End, the Office of Human Resources asks that all employees submit absence occurrences (sick/vacation) as they occur during August. Enter and submit all outstanding absence entries immediately if you have any outstanding entries from previous months.
All absence requests (sick/vacation) up to and including Aug. 31 must be submitted and approved by midnight, Aug. 31. All remaining saved and unapproved absences in the system as of Aug. 31 will be deemed as approved and will be processed by Human Resources and deducted from employees' balances to ensure accuracy of the carry over balances for year-end financial reporting purposes.
When you submit your absence entries, please make sure the status reads “Needs Approval.” If the status reads “Saved,” then the time has not been submitted for approval.
Please contact Susan Lerry, Leave Analyst in Benefits at [email protected], with any questions or assistance with submitting or approving absence time (sick/vacation).
University Recreation Memberships
Memberships and passes for the fall semester will not be sold to faculty, staff, alumni, community users or guests. COVID-19 restrictions, capacity limits and CDC guidelines have dictated that the Activity Center, Rec Center West, and the SPN Wellness Center will be reserved for student use only.
If you have items in a UREC locker, you can retrieve them on:
- Tuesday, Aug. 18, 9 a.m. - noon
- Wednesday, Aug. 19, 11 a.m. - 2 p.m.
- Thursday, Aug. 20, 2 - 5 p.m.
A mask will be required to enter the facility, as well as other social distancing measures. Please bring a photo ID.
Please see the UREC website for additional updates and information.
Connect with Colleagues at Watercooler Wednesday
It's important to take breaks and stay in touch with colleagues as many staff and faculty work remotely. You are invited to virtually connect with colleagues on Watercooler Wednesday through a Microsoft Teams live event at 10-10:15 a.m. and 3-3:15 p.m. Each session will include a wellness activity. Join early or hang around after and visit with colleagues and meet new folks.
Visit the Campus Wellness Committee site for more information about Watercooler Wednesday and other virtual resources related to wellness.
Have a Question? Ask OBF Help
During these unprecedented times, the Office of Budget and Finance encourages all staff and faculty to use OBF Help Desk to get answers for payroll, travel, eProcurement or budget questions.
The OBF Help Desk will be available weekdays from 8 a.m.-5 p.m.
To ask a question, email [email protected].
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About This Newsletter
InterCom is the official University-wide newsletter for UT Dallas faculty and staff members. This periodic publication is designed to provide University employees with important information necessary for the workplace, as well as community news that supports the University's mission. Guidelines about content and submissions can be found here or contact Robert Tracy at [email protected] or ext. 3521. |
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