To: All Principal Investigators

 

 

 

Subject: Selection of Regular Hires – Updated Requirements for Telephone Reference Checks

 

The RCUH Human Resources Department has updated RCUH Policy 3.235 Selection of Regular Hires to clarify the requirement for supervisory telephone reference checks.

 

Previous Requirement:

• At least one current (i.e., within last three calendar years) job-related supervisory reference must be performed.  This reference must be related to the job that the prospective employee is being recommended for. When a telephone reference check is not feasible (i.e. foreign country), an email reference check may be completed.  A reference check is not required if the selectee currently or previously worked for you or other management staff member for a period of at least twelve (12) months. Letters of recommendation may not substitute for reference checks. 
• Rehiring a former RCUH employee:  At least one telephone reference check with the previous project Principal Investigator or with the RCUH Director of Human Resources or designee is required. If a current employee is being considered for employment with another RCUH project, every attempt must be made to secure the latest Annual Performance Evaluation Form (if applicable).

 

New Requirement As of 10/1/2014:

• At least three job-related supervisory reference checks must be performed. These references must be related to the job that the prospective employee is being recommended for. At least one of the three reference checks must be current (i.e., within last three calendar years). When a telephone reference check is not feasible (i.e. foreign country), an email reference check may be completed.  Letters of recommendation may not substitute for reference checks.
• Transfer of a current RCUH employee (with the same Principal Investigator): A reference check is not required if the selectee has worked for you for a period of at least twelve (12) continuous months, and a current annual performance evaluation is on file with a score of “satisfactory” or higher.
• Rehiring a former RCUH employee:  At least one of the three telephone reference checks must be conducted with the previous project Principal Investigator/Immediate Supervisor or with the RCUH Director of Human Resources or designee. If a current employee is being considered for employment with another RCUH project, every attempt must be made to secure the latest Annual Performance Evaluation Form (if applicable).

 

If you have any questions, please contact the RCUH Human Resources Employment Department at [email protected].

 

 

In order to minimize searching for the RCUH timesheets each pay period, we will have the current RCUH timesheet available in the Current News section of the RCUH website on the first working day of each pay period.

 

Click here for the October 1-15, 2014 Timesheet

PAYROLL Deadline is October 16, 2014 noon

 

Payday for this timesheet is August 22, 2014

 

 

 

Next Announcement: October 16 (October 16-31)

To: All Principal Investigators

 

Subject: Cover Memo Required for All Job Description Reclassification Requests

 

 

Effective immediately, the RCUH Human Resources Department will require the following documents for a Job Description Reclassification Request:

 

• Signed cover memo from the Principal Investigator explaining the proposed reclassification
• Revised job description in electronic, Word format with Track Changes
• Employee’s updated resume/CV

 

We have revised RCUH Policy 3.360 RCUH Performance Based Compensation to reflect the revised requirements.

 

 

 

If you have any questions, please contact the RCUH Human Resources Employment Department at [email protected].

 

 

To: All Principal Investigators

 

 

Subject: Selection of Regular Hires – Updated Telephone Reference Check Requirements

 

The RCUH Human Resources Department has updated RCUH Policy 3.235 RCUH Selection of Regular Hires to clarify the requirement for supervisory telephone reference checks.

 

Previous Requirement:

At least one current (i.e., within last three calendar years) work-related reference must be performed. 

 

 

 

New Requirement As of 9/23/2014:

 

At least one (1) current (within the last three (3) calendar years), job-related supervisory reference must be performed. This reference must be related to the job that the prospective employee is being recommended for.

 

 

 

If you have any questions, please contact the RCUH Human Resources Employment Department at [email protected].

 

 

Effective September 1, 2014, RCUH’s third-party administrator for all Flexible Spending Plans, National Benefits Services (NBS), upgraded and enhanced their website features.  NBS continues to receive a very high volume of manually submitted claims, which are being processed within a 2-3 business day time frame.

NBS still has a large number of benefit cards that were returned via US postal mail due to invalid addresses.  If you have not received your benefits cards, please contact NBS to update your address and they will mail you new cards.  If you are interested in ordering debit cards, you may do so at the following link: https://nbsbenefits.com/ordernew-cards/. In addition to updating your mailing address with NBS, you should also update your mailing address through the RCUH Employee Self Service System (ESS).

NBS has also announced that they have been receiving a high number of voicemails and email inquiries since the new system cut over. They are continuing to return any unresolved voicemails and emails as soon as possible.

Please contact RCUH Human Resources Benefits Department at [email protected] if you have any questions.

Mahalo,

RCUH Human Resources

In order to minimize searching for the RCUH timesheets each pay period, we will have the current RCUH timesheet available in the Current News section of the RCUH website on the first working day of each pay period.

Click here for the September 16-30, 2014 Timesheet

PAYROLL Deadline is October 1, 2014 noon

 

Payday for this timesheet is October 7, 2014

 

 

 

Next Announcement: October 1 (October 1-15)

TO:                  All RCUH Employees

 

FROM:            Nelson Sakamoto

                        Director of Human Resources

 

SUBJECT:       Protection of your Personal Identifiable Information (PII) – Encrypted Email from RCUH Human Resources  (Part 2 of 2)

 

RCUH Human Resources (HR) Department will never initiate a request for your Personal Identifiable Information (PII). However, if you initiate an action that contains your PII, RCUH HR may need to request the relevant personal identifiable information from you to complete a personnel action.  

 

 

 

In order to continue our efforts to protect your PII, effective September 15, 2014, the RCUH Human Resources Department will utilize an encrypted email system whenever your confidential PII is involved via email. These encrypted emails will ensure that your PII will only be accessible by an authorized RCUH HR recipient.  Using encrypted email will also protect you from any potential phishing attacks through an authentication process. The last segment of this two-part memo will explain how to respond if you receive an RCUH encrypted email.

 

 

 

Activating Your Encrypted Email Account

 

When RCUH HR sends you an encrypted email, you will need to activate your personal account on our McAfee Email Encryption Service. Once your account is set up, you will be able to access other RCUH HR encrypted emails that are sent to you.

 

 

 

Receiving an Encrypted Email

 

Below is a screenshot of what an RCUH HR encrypted email message will look like in your Inbox. In order to view the contents of the secure message, you will need to login to the McAfee Email Encryption Service with your previously set up username and password. Please note that you will only have 30 days to view the encrypted message before it is removed. If we request a response from you, simply reply to the encrypted email, and your response will continue to be secure.

 

Authentication of Our Encrypted Emails

 

All encrypted emails sent from RCUH HR will have the URL link https://rcuh.console.mcafeesaas.com that will redirect you to the encrypted email service. If you receive any suspicious encrypted emails claiming to be from RCUH HR, (BEFORE YOU RESPOND) please call RCUH Human Resources Department at (808) 956-3100 or email at [email protected].

ATTENTION:  Regular status employees 50-100% FTE

If you are currently participating in RCUH’s Group Retirement Annuity (GRA) and/or Supplemental Retirement Annuity (SRA) plans administered through TIAA-CREF OR if you are interested in enrolling into a TIAA-CREF SRA plan, the RCUH Human Resources Department is now coordinating one-hour Individual/Employee Retirement Counseling Sessions with TIAA-CREF.  During these meetings, you will be able to discuss your personal financial/retirement goals with a TIAA-CREF Financial Consultant, on a free and confidential basis.

 

A TIAA-CREF representative will be able to assist you with planning for your retirement goals, including:

• Setting realistic goals for key life events and retirement
• Reviewing your investment mix and strategy
• Selecting your TIAA-CREF options
• Learning about TIAA-CREF retirement income flexibility 

For employees unfamiliar with the SRA plan, it is considered a 403(b) tax-deferred annuity plan which allows an employee to make contributions via payroll deduction from his/her pre-tax earnings towards an individual retirement plan (i.e., SRA) through our third party administrator, TIAA-CREF.  Enrolling or making changes to your SRA election may be done at any time during the year. For more information about the GRA and SRA plans, please go to our website, www.rcuh.com and review the RCUH Retirement Plans Policy (3.560).

 

We have reserved the following dates and times for Individual Sessions:

Dates	Location	Times
September 30, 2014	John A. Burns Hall Room 3045 – Honolulu 1601 East-West Rd. Honolulu, HI  96848	9:00am – 4:00pm
October 1, 2014	John A. Burns Hall Room 3045 – Honolulu 1601 East-West Rd. Honolulu, HI  96848	9:00am – 4:00pm
October 2, 2014	John A. Burns Hall Room 3045 – Honolulu 1601 East-West Rd. Honolulu, HI  96848	9:00am – 4:00pm

 

To schedule an appointment, please use our secure Web site at:

 

http://www.tiaa-cref.org/schedulenow

 

If you have questions or are unable to schedule an appointment online, please call our Service and Scheduling Group at 800-732-8353 Mon-Fri 6am – 2pm Hawaii time.

 

Meetings are accessible for individuals with disabilities.  For more information or to request an accommodation due to your disability, contact Jessica Gamiao at (808) 956-2326 or email [email protected] at least one week prior to the session.

TO:             All RCUH Employees

FROM:       Nelson Sakamoto

                   Director of Human Resources

 

 

 

SUBJECT: Protection of your Personal Identifiable Information (PII) – Overview (Part 1 of 2)

 

 

 

Recently, you may have heard or read in the news of unscrupulous people obtaining people’s personal and financial records to open fraudulent accounts or conduct other illegal activities.  The purpose of this two-part memo is to inform you of our ongoing efforts to safeguard your personal/confidential information and records. Part I will give you some tips on how to protect your PII. Part II will inform you of RCUH’s encrypted email process.

 

 

 

What is Personal Identifiable Information (PII)?

 

PII is confidential information or any data that can identify/trace an individual’s identity, such as your full name, social security number, date and place of birth, street address, phone number, mother’s maiden name, etc.

 

 

 

What is Phishing?

 

Phishing is an attempt to acquire sensitive information, such as usernames, passwords, and PII.  It is identity theft and a scam typically carried out by unsolicited emails and/or websites that pose as legitimate sites and lure unsuspecting victims to provide sensitive information.

 

 

The RCUH Human Resources Department will never initiate a request for PII over the phone or email.

 

 

Tips to Protect your PII from Phishing:

 

 

 

• Do not share personal information over the phone or online unless you have initiated the contact.
• Shred all documents with PII you no longer need instead of throwing them away.
• Create a strong password when accessing online systems.  Do not share your User ID or password.
• Look for “https://” at the beginning of the website you are accessing.  The “s” signifies that the website is secure.

Be cautious of emails and email attachments.  Inspect the email address of the sender to make sure that it is from a legitimate source.  For example, we are aware of someone posing as the IRS and are sending emails from “irs.gov”, but a hover over the email address will show that it is from another address.

 

 

What to do if you receive a request for PII from RCUH?

 

As stated above, the RCUH Human Resources Department will NOT request for your PII over the phone or email.  If you receive unsolicited or suspicious emails or phone calls requesting for PII and claiming to be from RCUH Human Resources Department, please call the RCUH Human Resources Department at (808) 956-3100 or email at [email protected].  For immediate assistance, please refer to the contacts below:

 

 

 

Benefits:             (808) 956-6979

 

Employment:      (808) 956-7307

 

Immigration:       (808) 956-0871

 

Payroll:               (808) 956-7239

Due to a low class enrollment, RCUH has canceled the scheduled training session for Friday, September 19, 2014 in Laulima 106 at UH-Maui College.

 

The next scheduled training class in Maui is: Friday, October 31, 2014 at UH-Maui College, Laulima 106. 

 

 

We apologize for any inconvenience this may have caused.

 

 

 

If you have any questions, please contact Elmer “Tahi” Lim at [email protected]  at (808) 956-7982.