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On July 1, 2013, several units and schools at UMDNJ will be integrated into Rutgers, positioning our merged institution to move into the top tier of public research universities nationwide. Integrating two large institutions of higher education is a complex endeavor and creates unique challenges as we work through business processes and service models to assure continuity of operations while minimizing disruptions and providing appropriate levels of support and guidance to students and employees.
University Human Resources has had several teams with representatives from both Rutgers and UMDNJ reviewing processes and procedures in anticipation of July 1st, identifying ways in which to ease the transition process by focusing on the employee experience. To this end, in order to assist you, please note the following important information related to your transition to Rutgers and what to expect on July 1, 2013.
On July 1, 2013, we will all be Rutgers employees. However, due to certain differences in terms and conditions of employment, as defined by negotiated agreements and university policy, there was a need to establish a distinction between employees who were employed by Rutgers prior to July 1, and those employed by UMDNJ prior to July 1.
For the purposes of identifying positions within payroll and benefits administration, Rutgers uses the term legacy UMDNJ position to denote a position which, historically, was associated with the former University of Medicine and Dentistry of New Jersey (UMDNJ). Individuals employed in legacy UMDNJ positions are processed through the Banner payroll system. Many of these positions exist at Rutgers Biomedical and Health Sciences (RBHS), though some may exist in Central Administration or other areas within the University. These positions are governed by different negotiated agreements and/or policies, and as such, individuals employed in legacy UMDNJ positions may be eligible for different non-State benefits than those employed in Rutgers University positions.
The term legacy Rutgers position refers to any position which, historically, was associated with Rutgers, the State University of New Jersey prior to the integration with legacy UMDNJ schools and/or units on July 1, 2013, or any new position created after July 1, 2013 in a school, department or unit which had, historically, been associated with Rutgers prior to the date of integration. Individuals employed in Rutgers positions are processed through HCM / PeopleSoft, and individuals employed in Rutgers positions may be eligible for different non-State benefits than those employed in legacy UMDNJ positions.
All UMDNJ employees who are coming to Rutgers received a letter dated May 28 informing them of the transfer. A second letter was sent on June 17 to those UMDNJ employees whose transfer to Rutgers involves a change in supervisor, location and/or department. If there is no change in these areas, you did not receive a second letter from Rutgers and should report to your currently assigned work location on July 1, 2013.
If you DID receive a letter from Rutgers regarding a change in supervisor, location and / or department, you should follow that new reporting assignment on July 1.
Opening in July of 2013, the University Human Resources (UHR) Service Center will serve as a primary point of contact for faculty and staff with any employment-related questions. The Service Center will provide information and assistance to employees who have been transferred to Rutgers as a result of the integration. Due to the expected high call volume at the service center, we ask that faculty and staff reach out to their regular human resources representatives for assistance on issues not associated with the integration.
The RUconnection ID Card is your official university identification card, providing access to certain facilities and benefits based on your job responsibilities and the negotiating agreements, applicable policies and the terms and conditions of your employment. In order to receive an RUconnection ID card, new faculty and staff members must have a completed employee record in either the PeopleSoft or Banner payroll system 3 business days prior to requesting an ID card. Departments can complete a new employee's record prior to the employee's first day of work. The ID card system relies on data from the payroll systems and automatic data feeds to populate the appropriate ID card data.
New employees should confirm with their hiring department, unit or school that the employee record has been completed in a timely manner before requesting an RUconnection ID Card. When arriving at the card-printing location, the new employee will have to show a valid form of government-issued identification, and will take a quick photo to be printed on the card.
Existing employees will continue to user their legacy UMDNJ employee IDs until contacted by the Department of Public Safety to turn in their old IDs for the new, integrated RUconnection ID Card. Communication will be forthcoming regarding a schedule to change over ID cards.
Currently, Rutgers and UMDNJ have separate payroll systems and follow different payroll cycles. We will maintain the existing separate payroll until such time that a selection is made regarding the implementation of one unified system.
If you’re an employee in a legacy UMDNJ faculty or staff position and require an accommodation from Rutgers as a result of a medical need, you should complete the Accommodation Request Form and submit it to your supervisor, who will discuss the request with you and with the Office of Employment Equity. Employees may also seek advice about accommodations and submit accommodation requests to the Disabilities Specialist in the Office of Employment Equity.
If you're an employee in a legacy UMDNJ faculty or staff position and require an accommodation from Rutgers as a result of a religious reason, you should complete the Accommodation Request Form and submit it to the Office of Employment Equity. The Office will discuss the request with you and with your supervisor.
Legacy UMDNJ employees do not need to renew accommodations based on religion or disabilities that were established by the UMDNJ Office of Workplace Diversity.
In order to ensure continuity of services and operations, UHR has worked with our colleagues at UMDNJ to integrate Human Resources policies from both institutions wherever possible, in advance of the integration of both universities. In some cases, however, individuals employed in legacy UMDNJ positions will continue to follow the policies that were in place at their legacy institution, and employees in Rutgers positions will continue to follow the policies that were in place at Rutgers prior to July 1, 2013.
In order to easily identify human resources policies within the HR Policy Library, we have used the following naming conventions:
For information on the disposition of specific policies, please review the HR Policy Matrix in .pdf format.
There are no anticipated changes to employee benefits as a result of the integration. Eligibility to participate in the State Health Benefits Program (SHBP) and State-administered retirement systems will continue unchanged following the integration on July 1, 2013. Similarly, the provisions and eligibility standards for non-State benefits for employees in Rutgers positions and employees in legacy UMDNJ positions will continue unchanged, as outlined within negotiated agreements and University policy.
Because many non-State benefits are terms and conditions of employment, we cannot make changes to these items outside of the collective negotiations process. For more information, please review the Human Resources Integration FAQs. If you are unsure which negotiated agreements and policies apply to your employment at Rutgers, please contact the Benefits Unit within University Human Resources at 848-932-3990 for assistance.
Benefits enrollment forms may be downloaded from Benefits Enrollment Website.
On July 1, Rutgers and UMDNJ employee discount programs will be integrated. Employees in both Rutgers positions and legacy UMDNJ positions will be eligible for the same employee discounts through the Abenity program, and the new employee discounts will reflect the best of both discount programs as they existed prior to July 1.
Effective on July 1, 2013, employees in legacy UMDNJ positions will be eligible to become members of Rutgers Federal Credit Union. All of the information you need to get started can be found at the Rutgers Federal Credit Union website.
Rutgers Federal Credit Union is chartered as a not-for-profit financial institution owned and operated on behalf of our members. The credit union management team is overseen by a volunteer Board of Directors; many from within your community.
RFCU Member Service Representatives will be available to open your account and answer any of your questions at all of the upcoming Information Fairs throughout July. In the meantime should you have any questions, you can call the Credit Union directly at (732) 445-3050 or (732) 932-7645 or email them at RUUMDNJ@Rutgersfcu.org.
New Employees joining the Rutgers team after July 1, 2013 will be able to access certain employment forms before they arrive on campus through the New Employee Portal, gettingstarted.rutgers.edu. Employees will need a NetID to access the portal, and will find links and instructions to complete many common new employee tasks, as well as useful information.
All newly hired Rutgers employees will be scheduled to attend an orientation session prior to their first week of employment. Orientation sessions to welcome faculty and staff to Rutgers will be scheduled on all campuses beginning on July 1.
In order to accommodate job postings for Rutgers and legacy UMDNJ positions, we have created a new website, recruitment.rutgers.edu. This page will be accessible either directly or through the UHR website following integration on July 1. Jobs that are posted to this site are clearly identified as Rutgers positions or legacy UMDNJ positions, and the site will encourage the best and brightest to become part of the Rutgers team.
Employees may apply for open jobs posted through the online jobs portal. Prior to accepting a position that will result in a transfer from a legacy UMDNJ position to a Rutgers position or from a Rutgers position to a legacy UMDNJ position, employees should work closely with UHR and the new department in order to understand applicable changes to terms and conditions of employment based upon the negotiated agreements and policies which apply to the new position in order to be well-informed throughout the decision-making process.
Employees at UMDNJ who will be transferred as a result of the integration will have the opportunity to learn more about Rutgers at employee information fairs scheduled for July 15 in the Multipurpose Room at the Busch Campus Center in Piscataway; July 16 and 23 in the New Jersey Medical School Grand Lobby at Rutgers Health Sciences Campus at Newark; and July 24 in the Atrium of the University Education Center at the School of Osteopathic Medicine at Stratford.