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UVA EVP-COO Area News | October 2016
A monthly compilation of news within the EVP-COO
portfolio at UVA

Emergency InfoFinance BlogFM NewsHR NewsOE News |
Ufirst News | UVAF News | EVP-COO Extended Team Resources |
Center for Leadership Excellence Classes

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Benefits Open Enrollment ends this Friday, Oct. 28

This Friday is the deadline for making changes to your benefits that will go into effect on January 1, 2017. Visit the HR site for detailed information about the process and your options, along with a step-by-step virtual assistant. 


Have you done what it takes to earn $500 with Hoo's Well this fall? Be sure to enter your workouts in the portal by this Friday, October 28th. Remember, here are the three steps you need to take to earn your reward:

Step 1: Complete a Biometric Screening = $200
Step 2: Complete an online health assessment = $100
Step 3: Complete a Fitness Challenge = $200

For more information, visit the Hoo's Well website.


OE Quality CORE Network Session
Building Innovative Teams by Unleashing Your Creativity

Nov. 10, 1:45 p.m. - 4:15 p.m. in Newcomb Hall, Kaleidoscope Room
Professor of Drama, Costume Designer, and Faculty Senate Leader Gweneth West will facilitate this interactive workshop. Register now to expand your capacity for creativity as an artist, explorer, judge, and warrior in building innovative teams for excellence.

New Ambassadors Program Website

In early 2015, the UVA Police Department (UPD) implemented a public safety ambassador program in areas adjacent to the Grounds that are frequented by students. Ambassadors patrol on foot, on bicycles, and in vehicles throughout their designated patrol zone. They are a helpful presence in these areas, providing information, directions,walking escorts, and they will call for help if they come across someone in distress. Check out the new Ambassadors Program website for more information about what our ambassadors do, their coverage area, and to provide feedback about the program.

Enterprise Risk Management Update

Through the Enterprise Risk Management (ERM) program, the Office of Treasury Management is leading the charge to identify and manage risks that have the potential to impact the University as a whole and could jeopardize our ability to meet strategic and operational objectives. Treasury staff have met with senior leaders across the University to review and finalize our inventory of major objectives. Now they are working with a broader group of leaders to identify the risks associated with these major objectives. This work will continue to evolve as we establish a comprehensive ERM process for the University. If you have any questions or would like more information, please contact Associate Vice President and Treasurer Jim Matteo.
Click here for this month's Green Tip on saving energy at UVA.

Ufirst Update

Chief Human Resources Officer Kelley Stuck welcoming the Ufirst phase I project team

Earlier this month, the Ufirst team and University leaders celebrated accomplishments and contributions made by staff in the initial planning phase of this transformational project. Led by Ufirst Project Executive Director Sean Jackson, the project team has begun the second phase of this important work to create a consistent and exceptional work experience for every UVA colleague in the Academic Division, the Medical Center, and the University Physicians Group. There are many exciting opportunities to get involved with Ufirst. If you have a passion for excellence, a drive to enhance the HR experience, and want to be a part of co-creating a legacy at UVA, we invite you to apply to join the Ufirst team.  We are currently seeking individuals to join our teams on a full-time basis (three or more days per week). Check out the Ufirst site to stay current with Ufirst project news.

Employee Profile
Brian Hogg, Senior Historic Preservation Planner

If you've visited the Rotunda since it reopened last month, you've seen what has been keeping Brian Hogg and his colleagues busy for several years. Brian is the Senior Historic Preservation Planner in the Office of the University Architect and is a key player in all of the University's historic preservation projects, working with colleagues in his office, Facilities Management, departments that manage day-to-day uses of the buildings, residents, and contractors. If you ever have an opportunity to take a tour with Brian, consider yourself lucky! You will learn from an expert about everything from how the structures were built to the technical aspects of renovation, paint colors, and even the furnishings selected to make these buildings functional and vibrant spaces for 21st century occupants and visitors.

What brought you to UVA and how long have you worked here?  As an alum and historic preservation professional, the opportunity to share responsibility for the historic buildings on Grounds, especially the Jefferson buildings, was irresistible. I came back almost 12 years ago.

What was your first job ever?  The summer after high school, I worked for the Census Bureau confirming names and addresses during the day, and as an usher at the Heritage Theatre Festival at night.

Tell us a little about what you do in your job.  I work with a great group of people figuring out how old buildings can be renovated to serve the needs of the modern university, and then try to make that happen.

What is your favorite thing to do in the area? Taking my dog to O-Hill for  a walk. 

What is your favorite Charlottesville area restaurant?  Tavola for a nice dinner, Tip Top for souvlaki. 

What is something you have always wanted to learn how to do?  Play the piano.

Who do you want to learn more about in the EVP-COO Area? Send a note to to nominate someone for next month's Employee Profile.

New Rules for Student Financial Aid

If financial aid applications are on your “To Do” list for a student who will be enrolled in college in the 2017-18 academic year, you should be aware that some changes have been made to the methodology for evaluating student aid. The Free Application for Federal Student Aid (FAFSA) and the CSS/ Financial Aid PROFILE for institutional aid will now require parent and student income and asset information from the “prior-prior” tax year rather than the prior year. This means that information from the 2015 tax year will be used to evaluate aid eligibility for 2017-18 just as it was used for 2016-17 under the old rules. Also, forms are now available on October 1 each year for the ensuing academic year rather than on January 1. Our colleagues in Student Financial Services are navigating these changes to make the process as smooth as possible for both students and staff.

Facilities Management 2016 Leadership Forum Highlights Emergency Preparedness

The 2016 Facilities Management Leadership Forum – an annual training session presented by FM Human Resources & Training to the department’s approximately 200 supervisors – brought FM’s emergency preparedness to the next level with an emphasis on how we “plan, prepare, practice.” During the October 19-20 training, classroom sessions highlighted strategies for establishing emergency procedures, examining evacuation scenarios, testing out UVA’s new online emergency communication system, and understanding the emotional impact of critical incidents. Sessions were presented by staff from the Office of Safety and Emergency Preparedness, the Faculty and Employee Assistance Program, UVA Police Department, the Charlottesville Fire Department, and FM’s emergency preparedness gurus. Training also included an interactive table top activity discussing a hypothetical situation where a 6.5 magnitude earthquake hits Grounds, knocking out power and damaging roadways and buildings. Teams reviewed strategies for accounting for their staff and assessing building safety, as well as plans for continuing operations. In the coming weeks, FM supervisors will take what they learned during the training and develop specific emergency plans for their work teams.

Procurement: Making It Easier for Researchers to Get the Supplies They Need

As a part of the Strategic Sourcing initiative, Procurement & Supplier Diversity Services (PSDS) is making it easier for researchers to get the goods, equipment, and services they need and reducing the need for sole source justification. PSDS has greatly increased the number of research supply vendors under contract (over 70 so far). Orders with contract vendors satisfy competitive requirements and automatically create purchase orders without PSDS intervention. Researchers can take advantage of initial discounts negotiated with contract vendors based on spend totals from the Virginia Association of State College and University Purchasing Professionals. New vendors may submit proposals during the open enrollment period of January through March. 
Researchers can check on the contract status of vendors they use by visiting the PSDS Contracts page (contract vendors are designated by the “Contract C” in the Marketplace). If they work with a preferred vendor who is not already a contract vendor, they may submit a request or email Kristin Floyd in Procurement; she will contact the vendor to solicit a request for proposal during the open enrollment period. All current requests for proposal are available on the public postings page.

Gartner Core Research Now Available to UVA Community

The Office of the CIO is pleased to announce that as a benefit of our partnership with Gartner, a leading information technology firm that provides research and analysis services to support decision-making in higher education and other industry sectors, all UVA students, faculty, and staff now have unmetered access to Gartner’s Core Research library. Access to Gartner is available with NetBadge credentials through the CIO’s website at For help logging in or NetBadge access, please contact the UVA Help Desk.

Don't Hook That Phish

As part of the SecureUVA cyber security enhancement program, the Information Security, Policy, and Records Office (ISPRO) is implementing an initiative to simulate the use of phishing in order to raise awareness about its key components. Phishing is an attempt to obtain sensitive information (username, password, credit card info, etc.) for malicious reasons by masquerading as a trustworthy entity in an electric communication. If successful, these phishing campaigns put users and the University's data and reputation at risk.
The ISPRO simulations will be non-punitive replications of phishing emails, prompting users to decide whether the messages are legitimate or malicious. If a user falls for the "phishing" attempt, s/he will be presented with immediate on-screen training to help recognize fundamental components of phishing. ISPRO hopes this exercise will help prevent users from falling for phishing attempts in the future. The phased roll-out of the simulations began with the Executive Vice President & Chief Operations Officer (EVP-COO) area followed by the remainder of the Academic Division. The Medical Center will not be part of these exercises. For more information about phishing, see the website at

L to R: Keith Donnelly, Kirby Armentrout, Elizabeth Allan, Thomas Kim, Erika Priddy
Spotlight on Excellence

This fall, the UVAForward Organizing Committee received the first team recognition award for Spotlight on Excellence. The team (pictured above) was recognized for demonstrating excellence in customer service and building productive partnerships in its design and delivery of a powerful internal professional development conference. They solicited input from stakeholders throughout the planning process and developed partnerships with speakers in advance to ensure that the program content was relevant. In addition, they made information and registration easy and accessible, guided participants in the selection of sessions, and provided networking opportunities. Their collaboration and strong commitment to stakeholders resulted in a valuable program for attendees from across the Grounds. Congratulations to the team on this well-deserved recognition!

Nominate someone for the Spotlight on Excellence award and read about other honorees on the Organizational Excellence website.

NCCI Call for Proposals for July 2017 Conference

NCCI, the Network for Change and Continuous Innovation, invites proposals for its July 27-29, 2017 conference in Minneapolis that reflect new and future ways of addressing the complex issues and challenges confronted by higher education. The theme of the conference is Twin Missions: Honoring Tradition/ Shaping the Future. The deadline to submit proposals is December 2, 2016. For more information, see the NCCI website. Sarah Collie and Lee Baszczewski in our Organizational Excellence office have both been involved with NCCI and would be excellent resources if you have questions.

Have something for the next EVP-COO Area News?

Share news from your area with your colleagues, whether it is an update on a project underway, news of a hire, news of recognition received or anything you think others might like to know and find useful. Please send your content suggestions to EVP-COO Area Communications Manager Jerilyn Teahan at
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