Human Resources

Glossary

A-D
Activities of Daily Living(ADL) -Bathing1
-Dressing
-Transferring (getting into and out of chairs or bed)
-Continence
-Toileting
-Feeding
AD&D (Accidental Death and Dismemberment) - Insurance plan provision which pays an additional benefit if the insured dies by accidental means. It is often referred to as double indemnity.
Adult Day Care Care provided during the day at a community-based center for adults who need assistance or supervision during the day including help with personal care, but who do not need round-the clock care.
Adult Day Care Center A facility that is operated, licensed and/or certified to provide Adult Day Care under the laws of the jurisdiction in which the services are provided.

If the jurisdiction does not license or certify such facilities, then it must be operated pursuant to law and meet all the following standards.
    -It provides a planned program of Adult Day Care under appropriate supervision; and
    -it has enough full-time staff to maintain no more than an 8 to 1 client-staff ratio;and
    -it operates at least 5 days each week and not less than 6 hours or more than 18 hours each day; and
    -it keeps a written record of medical services for each person; and
    -it has established procedures for obtaining appropriate aid in the event of a medical emergency.
Alternate Care Facility A facility or a distinctly separate part of a facility that is engaged primarily in providing 24-hour Custodial Care, and:
    -is licensed by the appropriate licensing agency, if any, to provide primarily Custodial Care; or,
    -if licensing is not required in the jurisdiction where it is provided, it is engaged primarily in providing 24-hour Custodial Care to at least 3 unrelated inpatients; and
      -provides 3 full meals daily, accommodating patients' special dietary needs; and
      -has an awake employee, who is trained to provide Custodial Care, on duty at all times; and
      -provides care as a part of a Plan of Care; and
      -has appropriate methods and procedures for medication management; and
      -has formal arrangements for obtaining appropriate aid in the event of a medical emergency.
Alternate Plan of Care Alternate Plan of Care is one that:
    -is designed specifically for You; and
    -is mutually agreed upon by You, a Licensed Health Care Practitioner and John Hancock; and
    -contains recommendations for alternative services or supplies for You that are not otherwise covered under the Policy; and
    -may be modified as appropriate.
Annual Salary Includes your appointment salary plus summer research and teaching salary.
Applicant Disposition Applicant disposition refers to the status of a candidate.
Applicant Tracking A log maintained by Human Resources that tracks the names and ethnicity of candidates applying for positions at the University. The information is required for government reporting purposes.
AVA (Activity Vector Analysis) The AVA is a behavioral assessment instrument which; through a simple; accurate and scientific methodology; identifies the behavioral potential of individuals and compares them to the behavioral demands of their positions and environment. It is not a test. It does not measure technical knowledge or skill; or training and education. Rather; it simply measures suitability for the job. Although it takes less than ten minutes to complete; the results gained from AVA-based approaches can enhance the success and productivity of the individual; thereby improving bottom-line results for the University.
Basic Dental Expenses -Fillings: amalgam; plastic and porcelain
-Endodontics (root canal filling and pulpal therapy)
-Peridontics (treatment for diseases of the gums)
-Simple and surgical extractions of erupted teeth
Bed Reservation If your nursing home stay is temporarily interrupted; you can reserve a bed for up to thirty days during any 12-month period. This feature protects you from the risk that you will be unable to return to the facility if you go home for a weekend or a holiday or if you are hospitalized.
Behavioral Interviews Asking questions during the interview about a person’s past experiences that allow you to be able to predict future performance. Research has show that the best predictor of future behavior is past behavior.
"Best Select" The course offered through Training and Development that is designed to make interviewing and selection more reliable and successful. The concept of behavioral interviewing is taught; as are other systematic approaches to selecting highly qualified candidates.
Cafeteria Flex Tax savings program which offers employees an opportunity to choose from a menu of taxable and non-taxable benefits. Although an employer may provide a common core of benefits; the employee can determine how to spend his or her remaining benefit dollars from plans on the menu.
Care Management The LTC policy will pay for the cost of an initial care planning visit by a nurse or social worker from a Care Management Organization that TIAA designates. These professionals will assess your needs for care and services; develop a comprehensive Care Plan and discuss the plan with you and your family.
Care Planning Visit An optional visit by a provider designated by John Hancock who will:
    -assess your needs for health care and related services;
    -assist you in developing a care plan to meet your care needs; and
    -identify appropriate resources available in your community.
Caregiver Training A training program that provides instruction to informal caregivers in basic caregiving techniques that will allow you to remain at home. Such training is to help your caregiver tend to your specific long-term care needs. The informal caregiver may be a relative or someone chosen by you, but in no event will John Hancock pay for training provided to someone who will be paid to care for you under the Community-Based Professional Care Benefit. The maximum amount paid for Caregiver Training will be 5 times your Nursing Home Daily Maximum Benefit.
COBRA (Consolidated Omnibus Budget Reconciliation Act of 1985) - Law which requires employers to provide each covered employee and their covered dependents with continued health insurance for a specific period of time based on certain qualifying events. Total cost of coverage is paid by the participant.
Community Based Professional Care Home Health Care, Adult Day Care and Hospice Care provided outside a Nursing Home, Hospice facility or Alternate Care Faciltiy.
Consecutive Service Continuous employment at 50% FTE or more without a break in service.
Custodial Health Care Care that maintains a current condition or assists in the activities of daily living(ADL). It does not include medically necessary care (treatment of an illness or an injury).
Defined Benefit Retirement plan in which a definite formula is used to calculate an eligible participant’s pension benefit. This plan is typically provided by an employer and does not require an employee’s contribution.
Defined Contribution Retirement plan which provides an individual account for each eligible participant including a participant’s required contribution; an employers contribution and the earnings on those contributions.
Drug Formulary A drug formulary is a list of prescription drugs available for coverage under your pharmacy benefit.
Durable Medical Equipment Equipment that you rent or purchase that is designed to be used in your home to either treat a medical condition or assist you in performing the Activities of Daily Living. Examples of Durable Medical Equipment include walkers, hospital-style beds, crutches and wheelchairs. Durable Medical Equipment does not include prescription drugs, athletic equipment, equipment placed in your body or items commonly found in a household.

 

E-H
EEOE (Equal Employment Opportunity Employer) Acronyms used at the end of recruitment advertising to identify the University as an employer that does not discriminate based upon race; color; religion; sex; or national origin.
Emergency Response If you are receiving Home Health Care or Adult Day care; the LTC policy provides benefits for the initial installation and a monthly service fee for an Emergency Response System (a system used to summon help in case of a medical emergency).
Emergency Medical Response System A Stay at Home Service. A communication system that is installed in you home and used to call for assistance in the event of a medical emergency. It does not mean a home security system.
Equal Employment Opportunity Act Prohibits employment discrimination because of race; color; religion; sex; or national origin. Employers with more than 15 employees are affected; as well as employment agencies; educational institutions; labor unions; and state and local governments.
Evaluating Assessing the applicant based on the job dimensions and essential functions that the candidate exhibited during the interview.
Exempt Employee Employees whose positions meet specific tests established by the Fair Labor Standards Act (FLSA). Exempt employees are paid to perform a job; rather than paid for the number of hours worked. Exempt employees are not eligible for overtime compensation.
External Candidate A candidate applying for positions who is not currently employed by Washington University. A candidate who has worked for the University in the past; and is re-applying; is also considered an “External Candidate.”
Flex Child Care Expenses Those expenses rendered by a licensed day care center; pre-school or baby-sitter. A relative is qualified unless they are a dependent you can claim as an exemption on your federal tax return or it is your own child under age 19. The dependent child receiving care must be under age 13 or must by physically or mentally unable to care for themselves.
Flex Health Care Expenses Expenses which can be reimbursed from the health flex spending plan include all health expenses (see:www.irs.gov, click on "publication search" and enter "502") that can be itemized on a federal tax return with the exception of premiums paid for long term care insurance.
FSA (Flexible Spending Accounts) - Tax savings plan which gives employees an opportunity to pay their out of pocket health and child care expenses with a pre-tax payroll deduction and a special reimbursement arrangement.
FTE (Full Time Equivalency) Full-time equivalent status (FTE) is a term used to describe the number of hours an employee is regularly scheduled to work as a percentage of full-time or a forty (40) hour work week. For example; an employee regularly scheduled to work twenty (20) hours per week is considered to have an FTE of 50%.
Full-time Employee (Regular) Regular full-time employees are regularly scheduled to work a minimum of 37.5 hours per week and are eligible for the University's full package of benefits..
Group Variable Universal Life (GVUL) GVUL combines permanent life insurance coverage with a choice of tax-deferred investment choices.
Hiring Salary The beginning salary at which an employee is hired into a job; usually between the minimum and the midpoint of a salary range.
HMO (Health Maintenance Organization) - Health plan with the requirement that you see a primary care physician before services are rendered and use only providers in the HMO
geographical area. Typically; benefits are not paid for services outside the network.
Home Health Care The following medical and nonmedical services provided in Your Home:
    -Nursing Care provided by a RN, LPN, or LVN.
    -Home Health Aide services that consist primarily of assisting or supervising everyday living activities of the patient.
    -Therapy Services.
    -Nutrition counseling provided by or under the supervision of a Home Health Agency.
    -Homemaker Services provided by a person:
      a. employed through a Home Health Agency; or
      b. certified to provide such care in the jurisdiction where the care is provided.
Home Modification The LTC policy provides home modification that will enable you to retain your independence and stay at home for as long as possible. Example: installation of wheelchair ramps.

 

I-M
Homemaker Services One or more of the following non-medical support services necessary for You to remain in Your Home: meal preparation; supervising self-administration of medication; shopping for food, medical supplies or medication; and light housekeeping.

Homemaker Services must be provided under a Plan of Care developed by a Licensed Health Care Practitioner.

The term does not include service provided primarily for personal convenience or companionship.
Home Safety Check A written evaluation of your home by a Home Health Agency or other qualified professional agency or individual acceptable to John Hancock in order to evaluate the safety of your home environment. Examples of the home items that may be evaluated include cabinet and appliance height, furniture arrangement, doorway and hallway width and the need for safety bars in the bathroom.
Hospice Care Services provided to a Terminally ill person for the palliation or management of a terminal illness. Hospice Care must be provided by a Hospice. Hospice Care is limited to those services received by You and specified in Your Plan of Care as amended. It may include counseling provided to You. Charges for Hospice Care are paid as part of the Daily Maximum Benefit appropriate to the place where care is given.
Indemnity Plan Health plan with flexibility to visit any health provider with payment being made
under a fee-for-service basis. Typically; this plan includes a deductible; coinsurance and out of
pocket maximum.
Inflation Protection To help protect against the effects of inflation, John Hancock's policy includes an Inflation Adjustment Provision. Effective as of the third anniversary of the Policy Effective Date and every third anniversary thereafter (the "Option Dates"), John Hancock will offer you the option to increase Your Daily Benefit(s) by purchasing additional coverage.

The amount offered will be no less than 5% of Your Nursing Home Daily Maximum Benefit compounded annually since the last Option Date, rounded to the nearest $5. Each of the other Daily Maximum Benefits will be determined based on the same percentage of the Nursing Home Daily Maximum Benefit amount used to determine initial coverage amounts. The Stay at Home Benefit Amount and the Calendar Year Maximum for Informal Care will be recalculated using the applicable factor shown on Your Schedule. Your adjusted Lifetime Maximum Benefit will be determined by multiplying the adjusted Nursing Home Daily Maximum Benefit by the Maximum Benefit Factor shown in Your Schedule.

No additional underwriting will be required. Each increase in Your Daily Maximum Benefits is referred to as an Inflation Addition.
Informal Care Service whose primary function is to provide Custodial Care and/or Homemaker Services in Your Home. It can be provided by a person who is without professional skills or training. The person providing the care must be:
    -18 years of age or older; or
    -employed through a Home Health Agency; or
    -certified to provide such care in the jurisdiction where the care is provided.
Informal Care does not include care provided primarily for personal convenience or companionship.
Internal Candidate A candidate internal to the University; working at either the School of Medicine or Hilltop campus. In Employment decisions; internal candidates should be given preferential consideration.
International Coverage While you are permanently residing outside the United States, if you require care or services that would otherwise be covered under the Policy, John Hancock will pay the International Coverage Benefit. To receive reimbursement for your long-term care expenses under this provision, you must meet specific requirements. For any covered services payable under International Coverage, John Hancock will pay up to 75% of the amount they would have paid had the services been received in the United States. Restrictions apply. For further information, please refer to your policy or contact John Hancock at 1-877-582-2288.
IRCA (Immigration Reform and Control Act) IRCA makes it unlawful to knowingly hire; recruit; or refer an alien who is not properly authorized to work in the United States. The Act requires completion of I-9 forms by new employees; with penalties being imposed for non-compliance.
Job Refers to one or more positions whose work (duties and responsibilities) is of the same nature and which is performed at the same skill and responsibility level.
Job Analysis A systematic study of the duties of a job; the knowledge and skills required; and other factors such as judgment; decision-making; contacts; and financial impact. Job analysis provides the information needed to conduct job evaluation.
Job Description A summary of the most important features of a job including the general nature of work performed; specific responsibilities; and the knowledge and skills required to perform the job. Job descriptions are used to evaluate jobs in the marketplace and make internal job level comparisons.
Job Evaluation/Classification Process A formal process by which compensation determines the relative value to be placed on various jobs within the organization. Includes internal comparisons and external labor market data when available. The end result of a job evaluation consists of assigning the job to a salary grade.
Labor Market Current and potential employees in the workforce. Our primary labor markets are the metropolitan St. Louis area and the higher education industry.
Legally Acceptable Questions Asking questions of a candidate that pertain only to the applicant’s ability to perform the job; or that are job-related. Questions pertaining to race; color; religion; sex or national origin are prohibited.
Life Event A life event or family status change includes only the following examples:
- Marriages
- Divorce
- Birth or adoption of child
- Death
- Termination or commencement of employment
- Switching from full-time to part-time status or vice versa
- Unpaid leave of absence
- Substantial decrease in spouse's medical benefits (Applies only to the health spending plan and an increase in premium will not satisfy this requirement)
LTD (Long Term Disability) - Insurance plan which provides a reasonable replacement of an employee’s earned income lost through a serious and prolonged illness or injury during the normal work career.
Mail Service Drugs Prescription drug program which allows the purchase a 90 day supply of a
prescription drug from a mail order house; and the convenience of home delivery.
Major Dental Expenses -Cast restorations (inlays; onlays and crowns)
-Prosthetics (bridges and dentures; including crowns)
-Oral Surgery which includes treatment of the gums
Market Pricing The process of determining the "going rate" for a job in the labor market.
Merit Increase An adjustment to individual salary; primarily based on job performance.
Metropolitan Life Insurance (MetLife) Insurance company that insures the term life and GVUL plans for benefit eligible employees.

 

N-R
Non-exempt Employee Employees whose positions do not meet the "exemption" standards outlined in the Fair Labor StandardsAct (FLSA) and are therefore paid based upon the number of hours worked. In addition; non-exempt employees are paid a multiple of their regular hourly rate of pay for hours worked in excess of 40 hours per week.
Nursing Home A facility or a distinctly separate part of a facility that meets either of the following standards.
    -It is licensed in the jurisdiction in which it operates to provide Nursing Care; or
    -it is approved by Medicare as a skilled nursing facility.
On-call Employees On-call employees are hired with no specifically scheduled work periods and are ineligible for employee benefits.
Overtime Compensation The Fair Labor Standards Act (FLSA) requires that non-exempt employees receive overtime compensation at one and one-half times their regular hourly rate for al hours worked over 40 in a work week. Holidays; vacation days; sick days; jury duty; etc; are not considered time worked in the calculation of overtime.
Part-time Employee Part-time employees work fewer than 20 hours per week and are ineligible for University benefits.
Part-time Employee (Regular) Regular part-time employees are regularly scheduled to work less than full-time but at least 50% time (20 hours per week) on a regularly scheduled basis and are eligible for some University benefits.
Pay Day Employees are paid either on a monthly or bi-weekly basis. Employees paid on a monthly basis are paid on the last business day of the month. Employees paid on a bi-weekly basis are paid on the Friday after the end of the pay period.
PHS (Personnel Hiring System) The system accessed through FIS where requisitions and candidates applying for positions are entered. Candidates can be viewed on-line; and requisitions can be closed on-line; once a candidate has been identified.
Planning for the Interview The critical first step in the process of interviewing. Planning involves three steps:

1. Developing a Job Profile that focuses on:
Reviewing the goals and objectives of the unit.
Defining the goals or outcomes of the position.
Identifying the skills required.
Selecting the dimensions or critical competencies required.

2.Sourcing Candidates:
Identifying a pool of candidates through a variety of creative avenues.

3.Screening:
Reviewing candidate’s resumes and/or applications to identify red flags; incomplete information; or experiences that appear to be applicable to the position you are attempting to fill.
Portability If you retire or leave Washington university, your coverage may be continued at group rates. You will pay premiums directly to John Hancock.
POS (Point of Service) Health plan with the same structure as the PPO except for the requirement to see a primary care physician before services are rendered.
Position A position is that collection of tasks assigned to a specific individual.
PPO (Preferred Provider Organization) Health plan with option to use providers in a network or out of a network. Benefits are richer with network providers.
Pre-existing Condition A physical and/or mental condition of an eligible employee or dependent that existed prior to the effective date of an insurance policy. Initial coverage may be denied or partially excluded for a period of time due to this prior condition.
Preventive Dental Services -Emergency treatment
-Routine periodic oral exams
-Bitewing and full-mouth X-rays
-Prophylaxis (cleaning and scaling)
-Topical fluoride application
Preventive Medical Expenses Examples include the following:
-Routine Health Assessments
-Routine Immunizations
-Annual Pap Test and Exam
-Screening Mammograms
-Well Child Care
-Vision/Hearing and Screening
Promotion The assignment of an employee to a job in a higher job classification or pay grade; based on an increased and higher level of responsibility.
Promotion Increase A increase in salary because of the employee's promotion to a higher level job.
Provider Care Check An independent written evaluation of your care providers and the care you are receiving, in order to confirm consistent delivery of care being provided to you. This evaluation must be consistent with your plan of care and performed by a Home Health Agency or other qualified professional agency or individual acceptable to John Hancock.
Requisition The document submitted to Human Resources by a Department or School to acknowledge a vacancy. The document includes information regarding the qualifications required; and describes the essential function and duties associated with the position. The document is entered on-line by the department; and is reviewed and approved by Human Resources once authorizing signatures have been received.
Respite Care Care provided by a third party that relieves family caregivers for a few hours to several days and gives them an occasional break from daily caregiving responsibilities.
Restoration of Benefits The Lifetime Maximum Benefit that applies to you will be restored if:
    -You no longer meet the Benefit Trigger; and
    -You have not exhausted your Lifetime Maximum Benefit; and
    -You have been continuously insured in a premium paying basis for at least 24 consecutive months; and
    -You furnish proof satisfactory to John Hancock that you have not met the Benefit Trigger during the 24 consecutive month period up to and immediately preceding your request.
In the event the above requirements are met, the only benefit limit that will be restored is the Lifetime Maximum Benefit. Restoration of Benefits is not available if your coverage goes on nonforfeiture status.
Retiree To be considered a retiree of the University; one must have completed 10 years of continuous; 50% time or more service and be age 55 or older.
Return of Premium The Return of Premium at Death Benefit will pay to your estate a portion of the premiums you paid less any benefits paid or payable should you die prior to age 75 while covered under the plan. The portion of the premium is based on your age at the time of death. There is no return of premium if you are age 75 or older or if coverage is in Reduced Paid-up status under a Nonforfeiture Benefit.
Roth Option An after-tax contribution to the Retirement Savings Plan. Distribution of principle and earnings from Roth accounts are tax free if certain conditions are met: 1) the Roth contributions must remain in the Plan for a minimum of five years from the date of the first Roth contribution; and 2) the employee must be age 59 1/2 or older.

S-V

Salary Grade One of the levels or groups into which jobs of the same or similar value are grouped for compensation purposes. All jobs in a salary grade have the same salary range: minimum; midpoint and maximum.
Salary Grade Range The range of pay rates from minimum to maximum set for a salary grade. Used as a policy for setting individual employee pay or salary rates.
SRA (Supplemental Retirement Annuity) This represents employee's voluntary contributions to the University's retirement plan. During the first two years of eligible employment before the University match begins; employees may contribute to an SRS their total percentage or dollar amount After two years; employees may contribute to an SRA the percentage or dollar amount above the required 5% to the basic plan. There is more accessibility to accumulations in the voluntary SRA.
Stay at Home Benefit The Stay at Home Benefit can be used to pay for a variety of services related to your long-term care needs that are not otherwise covered under the Policy. Except for a Care Planning visit, you must be living in your home to be eligible. Stay at Home Service include expenses for:

    -Care planning visit;
    -Home modifications to your home;
    -Emergency medical response systems;
    -Durable medical Equipment;
    -Caregiver training;
    -Home safety check;
    -Provider care check.
See your John Hancock LTC policy for complete details/restrictions.
STD (Short Term Disability) - Insurance plan which provides replacement income to a covered disabled employee up to a specific period not exceeding six months.
Structured Interview Preparing a list of questions to ask the candidate prior the personal interview. Essential job functions are identified by the hiring manager; and questions are developed to address the essential functions and dimensions.
Student Employee A person enrolled in a Washington University program at least part-time and working at Washington University; as long as he or she is not a career employee. Student employees are ineligible for University benefits.
Tax Deferral The ability to save current taxes and defer that tax liability until a later date (typically retirement).
Temporary Employee Temporary employees are hired for a pre-established period of time to fill a short-term temporary need. Temporary employees paid directly by Washington University (rather than through a third party) are eligible for limited benefits once they reach 520 hours worked. Temporary employment should not exceed 6 months.
Term Life Insurance plan which pays a beneficiary only when an insured dies within a specified period. There are no permanent policy benefits such as cash or loan value. The premiums are age based and the policy is convertible (you may transfer to an individual policy with the same face amount but a more expensive premium schedule).
TIAA Teachers Insurance and Annuity Association of America is the largest manager of retirement plans for higher education and researchinstitutions. At the University; not only do they assist in the administration of our retirement plan; but they are our insurer for the term life; long term disability and long term care insurance plans.
Variable Universal Life Insurance plan which pays a beneficiary only when an insured dies while the policy is in force. This permanent policy typically includes cash or loan value features. The premiums are age based and the policy is portable (you may continue as an individual policy with the same face amount and premium schedule).

 

W-Z 
Waiver of Premium You do not have to make premium contributions starting with the first day of the month coincident with or next following the date you have satisfied your qualification period, provided that on that date, you continue to meet the benefit trigger.

The Waiver of Preium period ends on the first of the month following the date you no longer are eligible for payment of benefits under the Policy.

In order to keep your coverage in effect after the waiver of premium period ends, you must resume payment of premiums within thirty-one (31) days.
Work Week The normal work week commences at 12:01am each Sunday and ends the following Saturday at midnight. Activities of some departments differ such that the length of the normal or standard work week may also differ. The normal or standard work week is 37.5 hours per week.

 

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