Category Archives: Consolidation Updates

Regents approve consolidated Georgia Regents University

BOR Consolidation ApprovalThe consolidation of Augusta State and Georgia Health Sciences universities is official following today’s approval of a resolution by the University System of Georgia Board of Regents to form Georgia Regents University.

“Today marks an important milestone for Georgia Regents University,” said GRU President Ricardo Azziz, who today was appointed to lead the consolidated university. “I am thankful for the trust the regents have placed in us and the partnership, support and active engagement exhibited by our faculty, staff, students, alumni, volunteers and friends throughout this consolidation process.”

Following approval of a recommendation to consolidate the two universities at its January 2012 meeting, the regents approved the new university’s mission statement in May and the name Georgia Regents University in August.

The Southern Association of Colleges and Schools Commission on Colleges, a regional accrediting body for higher education institutions, affirmed the regents’ recommendation when it voted to approve the consolidation at its annual meeting in December. The accrediting body will make a site visit in the fall to ensure the new university is complying with accreditation principles and standards. Prior to the visit, university officials are expected to produce a self-study, or an assessment of the school and its operations.

The new  university includes nine colleges, nearly 10,000 students, more than 650 acres of campus, nearly 150 buildings, more than 1,000 full-time faculty, approximately 5,600 staff, an integrated health system and a growing intercollegiate athletics program. Its economic impact will be nearly $1.3 billion. The inaugural class of GRU will enroll in this fall.

GRU email is coming soon

Students, faculty and staff at Augusta State University and Georgia Health Sciences University will have a new email address on Jan. 9.

Pending final approval by the University System of Georgia Board of Regents on Jan. 8, email addresses will reflect the new university name, Georgia Regents University. The new email address will be yourID@gru.edu.

Existing email accounts from ASU and GHSU will continue to receive mail until later in the year when the email consolidation project is completed. This will allow users time to notify their external contacts of their new email address.

Starting Jan. 9, all outgoing emails will automatically include the following footnote to notify recipients of the email domain change:

Augusta State University and Georgia Health Sciences University have consolidated to become Georgia Regents University, effective January 9, 2013.

My email address has changed to @gru.edu. Please update your address book to reflect this change.

The Georgia Regents University email system will be called JagMail. A person’s email ID will be referred to as their JagID.

For a list of frequently asked questions, visit: JagMail – Email FAQ

FAQ updated

The Frequently Asked Question section has been updated with new human resources related questions and answers and will continue to be updated as we move into the final stages of pre-consolidation.

Check back regularly for answers to your questions.  And if you don’t see an answer to your question, please use the submit a question function and ask!

Human Resources logistics for Georgia Regents University

Following is a message from Susan A. Norton, Vice President, Enterprise Human Resources:

As the consolidation of Georgia Health Sciences University and Augusta State University draws closer, we recognize that you may have general questions around your employment with Georgia Regents University.  The questions and answers below are intended to provide key information as we move forward.

When does the new University name go into effect and how will that affect my employment?
We will become Georgia Regents University with the final approval of our consolidation by the Board of Regents of the University System of Georgia, expected to occur at the January Board of Regents meeting, January 8th & 9th, 2013.  As of that date, you will be an employee of Georgia Regents University. Your hire date with your current University will be used as your service date for leave accrual and service recognition purposes, and any other service based policy or program.

Where can I go if I have questions about my employment?
The Human Resources departments of Georgia Health Sciences University and Augusta State University are consolidating to create one Human Resources department for Georgia Regents University. The office locations will now be on the Health Sciences campus, with two locations to serve you.

For benefits and retirement questions, training and development classes, questions about your personnel record, and general employment concerns, you will visit the human resources office located on the first floor in the Annex Building at the corner of Walton Way and 15th Street (entrance faces 15th Street).

The key contacts in this suite of offices are as follows:
Patricia Riley, Director of Benefits and Data Management, 706-721-7894
Connie Sutton, Interim Director of Workforce Development, 706-721-7623
Marcia Faglier, HR Assistant, Tuition Assistance Program, 706-721-8175
Debra Arnold, Director of Employee Relations, 706-721-6197
Donna Fields, Director of Records and Information Management, 706-721-0697

To apply for open positions or for questions about the classification of your existing position, the human resources office located on Pope Avenue will be able to serve you.  All students in temporary employment services will also be provided assistance from the Pope Avenue office. The key contacts in the Pope Avenue office include:

Susan Norton, Vice President, Human Resources, 706-721-3777
Lee Powell, Director, Talent Acquisition and Management, 706-721-1176
Dena Pickett, Associate Director, Talent Acquisition and Management, 706-721-7905
Walt Alexanderson, Assistant Director, Student & Temporary Employment Program (STEP), 706-721-1137
Patricia Harris, HR Talent Partner, 706-721-8060
John Black, Director of Compensation and Performance Management, 706-721-8063
Lisa McDonald, Senior Compensation Analyst, 706-721-1928

How do I know what department I’ll be in and what my job title and duties will be?
The consolidation teams have worked hard to integrate the staffs at both universities. Through the development of organization charts for the new University, a leader for each department has been named.  Please see the consolidation website for the organizational charts at http://asughsu.org/archives/802 for quick reference.  A departmental listing with the designated leader for each department will be published soon to supplement the organizational charts. For any employee who is moving from one department to another, your current supervisor and your new supervisor will be meeting with you to advise you of your new role.  This meeting may have already occurred.  For employees who will remain with a consolidating department, your current supervisor and your new supervisor (if applicable) will meet with you regarding your role in the new University. For some departments that are consolidating, there is very little change for employees. For others, new opportunities may be in place.  In some cases, departments needed to provide updated job descriptions and human resources is working to finalize the classifications for all positions by Monday, December 17, 2012.  Thus, the individual meetings with employees may take place after that date.

Can I apply for other positions even though we are consolidating?
Absolutely! Like Georgia Health Sciences University and Augusta State University, Georgia Regents University will also encourage employees to grow with the organization. You will be able to access the online application tool through PeopleSoft as part of SoftServ, the employee self-service tool. We also have staff in the talent acquisition and management section who can assist you in exploring opportunities. The URL to access the online application is http://www.georgiahealth.edu/Jobs/ .

What if I have questions about my new responsibilities? Is there someone I can talk to?
Employees should always follow the chain of command first. Therefore, you should direct any questions you have to your immediate supervisor.   If your immediate supervisor is not able to provide answers, questions may be directed to the next level. Generally questions can be answered in this manner. Should you need additional information that your supervisor may not be able to answer, you may contact the compensation section of human resources.

How will I receive my pay from Georgia Regents University?
All employees will be paid using the PeopleSoft Human Resources Management System.  For current employees of GHSU, you will not see any change.

For our ASU colleagues, PeopleSoft will replace ADP for human resources, benefits and payroll purposes. Hopefully, since you were previously paid through PeopleSoft until 2009, this will be familiar to you. Recognizing that some of our ASU colleagues may have joined ASU after the conversion to ADP, the information below may be helpful.

With PeopleSoft, employees receive their pay by having it directly deposited into their bank account.  Employees will receive an email notification from the PAYROLL_OFFICE email account that tells you your pay has been deposited. You’ll be able to click on the link provided in the e-mail to access your PeopleSoft SoftServ account.  There are several features available to you including viewing your check, so follow these instructions:

When you receive the e-mail, click on the link provided. This will bring you to the login screen for PeopleSoft.

  • You will login using your net ID and password that has been assigned through Technology Services. This will be the same login and password that you used when you participated in open enrollment through PeopleSoft in October and November.
  • Select Employee Self Service from the menu on the left-hand side of your screen.
  • Select Payroll and Compensation  from the list that displays.
  • Select View Paycheck and your current paycheck will display. You may then click on the yellow button midway down on the right hand side of the screen that reads, “Print Check/Advice” and this will display a print version of your check that you      can print for your records.

You will also notice the other self-service features available to you through SoftServ.  Your human resources staff can assist you with understanding these other features. Please do not hesitate to call on us if you have questions.

The Payroll office is located in the basement of the Annex should you need their assistance.  The key contacts in payroll are:
David Cartledge, Director of Payroll, 706-721-2763
Eddie Yates, Payroll Supervisor, 706-721-9409

What will the standard operating hours be for Georgia Regents University?
The Board of Regents’ policy on “Workweek and Overtime” in the Human Resources Administrative Practices Manual states, “Institutions of the University System of Georgia shall establish a standard workweek of forty (40) hours and abide by the provisions of the Fair Labor Standards Act. The distribution of hours throughout the week shall be a matter of scheduling left to the individual institution.”

Georgia Regents University’s standard operating hours for administrative offices will be Monday – Friday, 8:00 a.m. to 5:00 p.m., which allows for a one hour meal break. In addition, it is recognized that work schedules may need to vary according to the operational needs of departments on each campus. Some areas must be staffed around the clock, and employees in these areas may work rotating shifts. Thus, working hours may be scheduled to satisfy the operational needs of the department in which you work.  Departments may also offer work schedules for employees that begin before 8:00 a.m. and end after 5:00 p.m. under our telework/flextime policy.   For example, a department may need to schedule some employees to work from 7:30 a.m. to 4:30 p.m. and others from 8:30 a.m. to 5:30 p.m. and this can be done at the discretion of the department head.  The core set of working hours under the Telework/Flextime policy are 8:00 a.m. to 4:00 p.m. for administrative offices and generally all employees are expected to be working during these times, unless on rotating shifts.  Schedules may flex around this core set of hours.

How will my work hours be recorded?
As you may have learned from the open forums that were conducted at ASU in November, we will be using a system called TimeNet to record hours worked and any leave – annual/vacation, sick, holidays, etc. – that you may take.  Hourly paid employees who are paid every two weeks will use the TimeNet system to clock in at the beginning of the work day and clock out at the end of the workday. Employees will also use the system to clock out at lunch/meal break and clock back in upon their return from their lunch/meal break.  This system will replace ADP for timekeeping purposes.  The system will ensure accurate recording of all hours worked and employees will be paid based on the time recorded.  You will be able to request leave on-line and the system will route your request(s) for leave directly to your supervisor for approval. Once approved and taken, the leave will be recorded.  You will also be able to see current leave balances in the system.  The “Go Live” schedule for TimeNet has been adjusted as follows:

December 23 – January 5:  All hourly paid ASU employees will begin using TimeNet during this pay period.  You will begin to record your hours worked in using the new system either by using a badge reader or your personal computer at your normal workstation.  Your first paycheck based on hours through the new system will be issued on Friday, January 11, 2013.  We have made a conscious decision to only have our ASU employees using the system during this initial two-week period so that we can devote our effort to validating all data for the first payroll.

January 20 – February 2:  All hourly paid GHSU employees will begin using TimeNet during this pay period.  You will begin to record your hours worked in using the new system either by using a badge reader or your personal computer at your normal workstation.  Your first paycheck based on hours through the new system will be issued on Friday, February 8, 2013.  From this point forward, all University hourly paid employees will be using the new system.

If I am a current ASU Faculty member, how will my day to day routine change?
Unless you are part of the College of Nursing, your daily routine will not change much at all.  The change that you will see as we move forward with our TimeNet project is the manner in which you record and request your leave. You will receive more information as we approach the March 2013 time line for implementation.

Should I expect any changes with my benefits?
Since open enrollment for calendar year 2013 has already been completed, the new benefits available for all employees of Georgia Regents University were selected during that time. You will receive new benefit cards for any benefits you elected.  New health insurance cards will also be issued from Blue Cross Blue Shield. All benefit cards will have the name Georgia Regents University except the health insurance cards from Blue Cross and Blue Shield.  The Blue Cross and Blue Shield health insurance cards will have Board of Regents of the University System as the group name, since the health insurance plans are managed at the University System level. We expect these cards to be issued around December 17, 2012.  If you have not received your new card by January 2, 2013, please contact the benefits office at 706-721-3770.

Will there be a new employee handbook and policies that I need to learn?
Yes. We are updating the employee handbook and policies for the new University. The employee handbook will be available on the human resources website and the policies for Georgia Regents University will be included in the official policy library. The Handbook will be posted after January 1, 2013.

We hope the above information will be useful to you as we transition forward to become Georgia Regents University.  Should you have questions, you may direct them to any member of the Human Resources staff.

Augusta’s new consolidated university receives SACS approval

Georgia Health Sciences and Augusta State Universities are one step closer to consolidation following a decision today from the Southern Association of Colleges and Schools Commission on Colleges. The regional accrediting body voted to approve the consolidation at its annual meeting in Dallas. The consolidated university will be named Georgia Regents University.  Read more…

Information Technology work teams report for Nov. 16th

Core Team

  • Work continued on the consolidation timelines for critical information systems and services.  Timelines are being refined as additional information and resources are identified.
  • Worked with Human Resources to communicate to the employees who will have their IDs changed for consolidation purposes. Both campuses are in the process of changing the IDs for the duplicate employees.
  • Worked with Human Resources to communicate instructions for Open Enrollment of the ASU employees in the PeopleSoft SoftServ system at GHSU.  Organized a method with the GHSU Service Desk to address the needs of resetting passwords for employees.
  • Continue working with the IT Consolidation Work Sub-Teams and other Consolidation Work Teams on timelines relating to the consolidated Program of Service listing.
  • Continue to work with the IT Consolidation Work Sub-Teams on identifying dependencies and relationships of services and their supporting components on the consolidated Program of Service listing.

Endpoint Services & Support Work Team

  • Continued testing programs and services on the newly connected inter-campus network.  We will continue to address exceptions or problems as they are discovered.
  • Continued working on the ServiceNow work management system implementation.  All workshops and technical requirements meetings have been completed.  We are now working with Maryville to build our instance of ServiceNow for testing and deployment.
  • Provided support to the ASU campus for Benefits Open Enrollment in the GHSU instance of PeopleSoft.
  • Continued work between both institutions’ IT Service Desk and Field Support teams to make sure we are able to support any transitioning of employees.
  • Continue the building and testing phases of the ServiceNow work management system.
  • Make sure the move for the Nursing department is scheduled and the information needed for a successful transition is in place.
  • Continue to work on cross training and preparation of both campus Service Desks to meet the needs of any customer seeking assistance.
  • Continue working with individuals identified as being duplicates that will need new account IDs for consolidation purposes.

Enterprise & Departmental Systems (E&D) Work Team

  • The Banner Consolidation team continues to work with Ellucian on the database conversion project.  The actual data conversion is now underway.
  • Planning and analysis continues for re-implementing Banner customizations and interfaces.
  • HR continues to load (ASU) data into PS HR (delays due to Open Enrollment).
  • Working on interfaces between GHSU PS Human Resources and ASU Finance.
  • The combined campus Enterprise Systems staff attended work group meetings for Financial Aid, Human Resources, Public Safety, ID Badge Team, Faculty Credentials, and Tuition and Fees.
  • The combined functional & technical team for the Student Information System (Banner) project is working to identify GHSU/ASU specific tasks that will need to be done outside of what Ellucian will be handling. Those tasks will be added to the Banner project plan and prioritized.
  • Continue planning Banner database environment for support of the final production instance.
  • Continue planning CampusEAI upgrade and re-implementation project.

Infrastructure & Communications Work Team

  • Started the process of renaming duplicate accounts in both the GHSU and ASU directories. Work continues to put a process in place to prevent future duplicate account ID’s from being created.
  • Purged ~14,000 inactive user accounts in an effort to reduce the number of users having duplicate user accounts.  This will have a significant impact on users required to change existing user ID’s.
  • Microsoft Envisioning process has been delayed due to consultant availability.  The new scheduled start date is November 26, 2012.
  • Testing of cross-site file sharing is complete.  Processes for supporting this resource need to be addressed.
  • Testing of network functionality between the Downtown and Summerville campuses continues.
  • AD/IDM envisioning engagement with Microsoft has been delayed till November 26th.
  • Develop plans for adding ASU to GHSU Service Desk’s contact center application.
  • Develop plans to support cross-site file sharing.
  • Continue efforts to evaluate options related to consolidation of email infrastructure.  Options include:
    • Office 365 (cloud hosted) for enterprise
    • Exchange (on-premise) for enterprise
    • Hybrid environment with all students in Office 365 (cloud hosted) and all faculty/staff/etc. on premise
    • Hybrid environment of the current ASU Live@Edu and GHS Exchange. (not optional for customer service and support model)
  • Continue rename of duplicate accounts in preparation for email and directory migrations.

Instructional Technology Services & Support Work Team

  • Desire2Learn LMS project is underway with colleges at GHSU to determine their migration strategy and go live date. The schedule for reimplementation of ASU into the NewU LMS is being developed.
  • NewU Mobile Suite implementation team charge has been developed and reviewed at executive level; resources identified; vendor engaged; and go-live goal of January 30, 2013.
  • ASU/GHSU Nursing Consolidation and Move –
    • Instructional Space: We have determined that the Health Sciences building will accommodate the Nursing classes per their schedule provided through the end of FY13 without having to add new distance learning technologies, or moving any Allied Health classes. We are working with Facilities to identify some additional requirements by Nursing including having power to the desktops to support their laptop requirement.
    • Scheduling of Classes: We are working with CON and the Registrar’s office to determine how to schedule the ASU nursing classes in the Health Sciences building given the two Banner systems. Meetings are scheduled for next week to develop a plan of action to address
  • Continue to identify and plan for the Instructional systems that will need to be consolidated and further refine timeline.
  • Continue to work with the College of Nursing and Registrar on the planning and implementation of the Nursing move in January and the curricular support needs in Fall 2013 and beyond.
  • Continue to work with Media Services leadership on the consolidation with Instructional & Research Systems.
  • Continue to work with HR on NewU organization, job descriptions, titling & taxonomy for Instructional & Research Systems.

NewU Domain Work Team

  • While the marketing name of the new enterprise will be Georgia Regents University Augusta, the domain name will remain GRU.edu as registered with EDUCAUSE.
  • The BOR make an announcement January 8, 2013 regarding GRU. Email usage of GRU.edu by both ASU and GHSU is targeted for January 9, 2013 as will be a limited number of externally facing web pages. Then a phased rollout of project implementation will occur over the following months through August 28, 2013 and perhaps longer if an extension is needed with EDUCAUSE.
  • GRU logos are anticipated in mid-December.
  • ASU has cloned the environment of the new CampusEAI portal version where rebranding work will occur. Tentatively the production environment is named “Paws”.
  • The Microsoft contracts do not renew until July, and we will still be running with parallel names at that point. Teams are meeting and are prepared to implement. No server name changes will be necessary at this time. The Hospital AD domain will be used by the enterprise as we move forward.
  • An environment has been stood up for the GRU.edu web presence.
  • Obtain estimates for vendor work from Huron for IRB, D2L for Desire2Learn, and other know vendors that will need to make changes for NewU Domain.
  • Investigating the work needed for iTunes U.  GHSU currently does not require authentication for iTunes U, but ASU does. The recommendation has come back to set up a new site and migrate both GHSU and ASU. Once the new site is setup, timing will be critical as there will only be 45 days to make any changes in terms of authentication.

Security Services Work Team

  • Gained approval for the Mobile Device and Remote Access Policy and awareness strategy for the new enterprise.  The objective is to define the policy and guidelines for the authorization, connectivity, use, storage, and transmission of ASU/GHS data and information systems when using mobile devices and/or use of computers outside of the enterprise’s protected network.
  • Continued working through the enterprise-wide risk assessment process with the scope to include all ASU and GHS entities.  Current ServiceNow project should provide additional clarity on inventory of campus and
    hospital information systems and resources.
  • Develop strategy to expand existing GHSU PCI Network Architecture to include Summerville campus.
  • Expand SecureWorks network monitoring to Summerville campus.
  • Develop Password Policy communications for ASU campus similar to GHS.  The password policy changes are necessary for the consolidation of the identity and access management process.
  • Work with ASU Human Resources and IT Services to complete the listing of Security Authorities for new departments created in GHSU’s PeopleSoft HRMS for ASU.
  • Continue to work on enterprise-wide risk assessment.

International work team report for Nov. 16th

  • Complete College Georgia Team has met to discuss Study Abroad business plan.
  • Job Descriptions for immigration services have been submitted to Dr. Guion for review by Senior Leadership.
  • Job Description for Study Abroad Coordinator is in process. Work Team will coordinate this process with budgeting and workforce management- Continuing efforts with this plan.
  • ASU Study Abroad Committee will meet to discuss the consolidation of Study Abroad policies- continues efforts with this plan.
  • Per CAT instruction, Work Team members will meet with HR Consolidation Work Team to discuss updates to the policy Employment and Termination of Foreign Nationals
  • Discuss a possible new name for Study Abroad since it also includes Study Away… this will be discussed at Complete College Georgia, and VPAA staff meeting.
  • Discuss new name for combined student and employee immigration services
Deliverable Timeframe
Job Descriptions developed for immigration services and Study Abroad November/December 2012
Policy and Procedure Consolidations Due March 2013
Establish policies for employment of foreign nationals Due March 2013
Establish policies for the enrollment of international students for   Fall 2013 Spring semester 2013

Financial Aid work team report for Nov. 16th

  • Financial Aid has submitted website information to Communications.
  • Completed Scholarship and Satisfactory Academic Progress procedures.
  • Began discussions of Return to Title IV process.
  • Discussing current refund policies at ASU and GHSU.
  • The DRAFT copy of the E-Application has been routed to ASU and GHSU management for review before forwarding to the leadership.
  • Completed Third-Party and Study Abroad processes
  • Working with GHSU Helpdesk and ITS to resolve the access to C-Instance for ASU staff.
  • Continuing to work on combined Policies & Procedure manual.
  • Continuing to work on web page content and design.
  • FA Team Leads to complete Financial Aid Data Collection (FADC) by November 21, 2012.  OIIT extended the original deadline date.
Deliverable Timeframe
Route DRAFT E-Application to key ASU and GHSU leadership  By December 3, 2012
Complete Financial Aid Testing per Ellucian Timeline December 10-14, 2012
Communication to students regarding expectation for 2013-2014 processing Before January 1, 2013

Facilities work team update for Nov. 16th

  • Facilities managing the following ongoing studies – Quality of Life needs assessment, Parking and Transportation needs assessment, and classroom utilization study.
  • Maximo implementation budget and time line set.  Waiting on Georgia Procurement Registry in order to award the PO to AME.
  • Continuing to meet with the campus Uniform committee to discuss uniforms.  Waiting on campus logo standard. Contract will remain separate on both campuses until new FY.
Deliverable Timeframe
Space Database (Archibus) proposal for ASU to standardize bldg database.  This is ongoing and close to  implementation by end of year. Sep – July 2013
Signage / Wayfinding – RFP out for consultants to do design.  Finalist selection on Nov 16,2012. Jan –July 2013
Contracts reviewed on both campuses –     Consolidated contract list developed.    Jan 2013 we will review those contracts that can be consolidated and   implement with FY14 budget. Jan – July 2013
Maximo (Work Order & Preventive Maintenance System) –   implementation budget and timeline set.    Waiting on Georgia Procurement Registry in order to award the PO to   AME. Jan – July 2013