The Commencement Committee is excited to share plans for a re-designed Commencement Season this Spring! The Surveys shared with graduating candidates, and with staff and faculty in InBrief proved invaluable in shaping what May 21 and the weeks leading up to it will include. Ensuring all our graduates hard work and achievements are recognized with the pomp and ceremony they deserve will be celebrated with the following highlights:

• Friday’s Graduate Reception on May 19 will shift from 4 - 6 p.m. to 1- 4 p.m., and will include appropriate ‘flair’ and exciting new programming, specific to individual achievements -more will be shared as we confirm details.
• A&S will start the day in Gosman with a traditional Commencement Ceremony in the morning followed by a combined, similarly programmed ceremony for our Graduate Schools in the afternoon, streamlining traffic, parking, and most importantly minimizing anxiety and maximizing the joy this day will bring.
• All graduates will now walk across the Gosman Stage at each ceremony, with their names read aloud and individual achievements reflected on the largest screens available, surrounded by their classmates, friends and family.
• All graduates can now invite 6 guests each (2 more than last year)
• Intimate celebratory receptions recognizing individual achievements will precede commencement ceremonies May 15 through the 19 (earlier dates can be made available as needed)
• A separate PhD hooding Ceremony will be introduced as an inaugural event
• Fellows Lunch will take the place of Fellows Breakfast, allowing trustees the flexibility to attend both ceremonies if desired

University Events will be reaching out to Commencement stakeholders with programming and planning dates starting in early January.

For those students leaving a car on campus, please move your vehicle to the South lot before leaving for break. Please see the map and park in the area outlined in yellow. Please do not park along the wood line. Charles River Apartments residents can leave vehicles in this area for the duration of the break. If you have any questions, please contact Public Safety.

Winter is here, and with it comes the threat of inclement weather that may affect our normal campus operations.

The safety of our students, faculty and staff is our first priority when reviewing the potential impact of weather on campus operations. Depending on the severity, we may close campus for the day, delay opening or close early.

When we decide to not open or delay the opening of campus, we will communicate this information in a timely manner, by 6 a.m. on the affected day, if not earlier. We will use the Brandeis Emergency Notification System, or BENS, to notify you by email, text and phone about any closings or delayed openings. Please take a few minutes today to review your emergency contact information in BENS to ensure it is correct, so that you are able to receive notifications by text or to a non-Brandeis email address or phone number.

Visit go.brandeis.edu/alerts for directions on how to check or update your information.

For more information, please visit the Severe Weather website.

Occupational Health Services and the Human Resources Department would like to share these friendly reminders to stay healthy this holiday season:

• Get vaccinated with the bivalent COVID booster and flu vaccines to help prevent severe illness.
• Stay home & test if you feel sick.
• Mask up & wash your hands, especially in crowded indoor spaces.
• Get support if you feel stressed or overwhelmed. The Employee Assistance Program is a confidential resource that is always available to all Brandeis employees.

If you have any questions, please contact human resources.

Brandeis is rich with religious diversity, and holidays during the semester break include the Jewish celebration of Hanukkah. Also known as the Festival of Lights, this holiday commemorates the rededication of the Second Temple, and is celebrated over eight days and nights, which this year falls on December 19 - 26. Hanukkah is celebrated by lighting a Hanukkiah, or menorah. Christians celebrate the birth of Jesus with Christmas. Christians understand this as the “incarnation,” which means that God became human in the form of Jesus Christ. The celebration of Christmas began around the 3rd century CE, when there was a desire to celebrate the historical aspects of the life of Jesus. December 25 was selected as it was at a time when the Romans celebrated the return of the sun after the winter solstice. Many Orthodox Christian churches celebrate Christmas on or near January 7, following the Julian calendar.

Kwanzaa is an African-American and pan-African holiday which celebrates family, community and culture. It was created in 1966 by Dr. Maulana Karenga, a professor of Africana Studies. Kwanzaa, a seven-day cultural festival, begins December 26 and ends January 1. During the holiday, families and communities organize around The Seven Principles of Unity, Self-Determination, Collective Work and Responsibility, Cooperative Economics, Purpose, and Faith. Participants also celebrate with feasts, music, dance, poetry and narratives.

Makar Sankranti is the only Hindu festival that is based on the solar calendar instead of the lunar, and is the celebration of the sun's journey from the Southern to the Northern Hemisphere. This time is accepted as a special or auspicious time, and the gates to the heavenly region are considered to be open, thus allowing the soul easy access to the celestial worlds. It is a day for taking a special holy bath, and is also celebrated as a harvest festival to thank Mother Earth as the winter begins to recede toward spring. This year it falls on January 14. For more information on these and other holidays, visit the Center for Spiritual Life's Guide to Religious Observances.

Do you recruit and hire staff? Do you manage contingent workers? Are you interested in tasks and reports available to Academic Administrators? Learn to make the most of Workday at these January sessions — Managing Contingent Workers in Workday, January 11; Recruiting and Hiring Staff in Workday, January 18; Academic Administrators and Department Coordinators — What to Know in Workday Student, January 25. 

Workday Wednesdays are great opportunities for faculty and staff to meet with members of the Workday team to learn more about topics, tasks, and processes. Visit the Workday Wednesdays website for the meeting Zoom link — and to make suggestions for future topics. Please note: sessions are not planned for December 14, 21, or January 4, but will return January 11. 

Recognizing that today’s world has more pressures than ever, it is important to know you have help available in different ways. We want to support you, and your family members, as much as possible. For additional information on resources you can access such as:

• Employee Assistance Program/EAP

• Tufts Health Plan support

• Care with a Participating Provider

• Teladoc - Telehealth Virtual Mental Health Visits

Visit Human Resources Benefits page for additional information.

Winter break is a crucial time for energy conservation at Brandeis. If you are leaving campus, Facilities Services requests that you power down and conserve as much energy as possible. For a list of suggestions, please visit the Facilities website.

Review your current and future benefit elections in Workday (login req.). Benefits App>scroll to bottom of page View> Benefit Elections as of Date

Changes are not allowed until the next open enrollment period November 2023 unless you have a qualifying life event. For qualifying life events you have up to 31 days after the event to enroll. Coverage is retroactive to the event date and documentation is required.

Employees who enrolled themselves or added new dependents to the Medical or Dental Plans during the 2022 Open Enrollment for plan year 2023 will receive new ID cards by late December or early January. The Vision Service Plan (VSP) does not provide ID cards as the coverage is verified at the point of service directly with VSP.

Those enrolling in the Health Care Flexible Spending Account (HCFSA) for the first time or who have an expired HCFSA debit card will receive a new card in late December or early January. Once received, members should follow the instructions on the card to activate the card as soon as possible to avoid de-activation.

The spring semester bill is due on December 15, 2022.  Registration holds will be placed on student accounts with outstanding balances after this date. To release this hold, and avoid late fees, balances should be paid in full as soon as possible. SFS will be closed the week of December 26 for the holiday break. Online payment through the Nelnet Student Account Portal will post in real time, with holds removed daily, but paper checks mailed to our office will not be posted, nor will holds be removed, until we reopen January 3. 

Students should access the Nelnet Student Account Portal, using the link provided in their Student Account worklet in Workday, to view e-bills and account transactions, make payments and manage monthly payment plans.

If students have not already done so, please complete the following steps to ensure account access:

1. Set-up Nelnet account - Students should log in to the Nelnet Student Account Portal to set up their student profile. Refer to the Nelnet - Account Access job aid for detailed instructions.
2. Add parent or authorized parties access - Students who would like parents, sponsors, or other third parties, to view their student account and make payments will need to set these individuals up as Authorized Parties in Nelnet. Refer to the Nelnet – Manage Payers job aid for detailed instructions. Students should not share their Nelnet log-in credentials with their parents. They must set up parents as Authorized Parties with their own log-in credentials.

Employees who were enrolled in a Flexible Health Care Reimbursement Account during the calendar year 2022 have until March 15, 2023 to incur expenses and have until April 30, 2023 to submit their claims for reimbursement. HealthEquity FSA, HealthEquity/WageWorks Login, FSAstore.

Employees who were enrolled in Flexible Dependent Care Reimbursement Account during calendar year 2022 have until March 31, 2023 to submit their claims for reimbursement for expenses incurred Jan. 1 through Dec. 31.

For additional information regarding flexible spending accounts please visit HR Benefits webpage.

There are limit restrictions in Workday that prohibit an employee from contributing more than the IRS Maximum (2022- $20,500 + $6,500 catch-up if age 50 or over). If you reached the maximum allowed, your contributions will be capped until the new year.

You can update your 403(b) Supplemental Contribution election on NetBenefits or by calling the Retirement Service Center at 800-343-0860 up until December 20, 2022 for Plan year 2022.

In 2023 the IRS contribution limit increases. You can contribute up to $22,500 to your 403(b) retirement savings account. If you're 50 or older, you're eligible to contribute an additional $7,500 for a total of $30,000.

You may update your pre-tax deferred contribution elections on NetBenefits or by calling the Retirement Service Center at 800-343-0860.

The 403(b) website user guide takes you through the process screen by screen.

Brandeis has contracted with KnovaSolutions, which is a confidential no-cost personal health service designed to assist employees and dependents with serious health conditions who are enrolled in our Harvard Pilgrim/Tufts/Trustmark plans.

Working with Harvard Pilgrim/Tufts/Trustmark, KnovaSolutions can identify participants through claims data that may indicate the presence of significant health challenges. KnovaSolutions will then reach out to eligible participants via letters and/or phone calls to explain the services they offer and to answer any questions.

This is a completely voluntary service and is intended to help individuals to better understand and manage their medical care, treatments, and medications. The services are provided by a team of health care professionals, including a nurse and a pharmacist. They provide education that can enable members to better communicate with their providers - information about the risks and benefits associated with multiple providers, tests, procedures, and medications. These services are intended to enhance, not replace, the patient-doctor relationship.

Please be assured that this service is COMPLETELY CONFIDENTIAL and no personal health data, nor names, will ever be shared with Brandeis. All such data is maintained in accordance with strict HIPAA privacy standards.

We believe KnovaSolutions can be beneficial to our employees and/or dependents who have serious health issues, and we encourage anyone who is contacted by them to have a discussion in order to see if their services might be helpful. Again, these services are voluntary and can be discontinued at any time.

For more information please visit our Human Resource Benefit page under Work-Life Balance.

As a reminder, the Massachusetts minimum wage is $15.00/hour effective January 1, 2023. This applies to both regular and temporary employees. If you have any questions, please contact Human Resources.

The parking office will be closed on the following dates:

• December 21 – 23

• December 26 – 30

• January 2, 2023

During this time Public Safety Dispatch can issue day passes, they are open 24/7.

LATTE, the University learning management system, will undergo a system update on Wednesday, January 4, 2023, from 8 a.m. to 5 p.m. The system will be unavailable during this time. The team is evaluating system enhancements and new features for inclusion in this upgrade — more details to share in our next InBrief. For more information about the system update, please email help@brandeis.edu.

To help you plan for your future, Retirement Planners from Fidelity Investments are on campus regularly to provide one-on-one guidance appointments. Consultations may be conducted in person virtually or over the phone.

To schedule your confidential consultation, please visit: Fidelity: www.fidelity.com/schedule or 800-642-7131

As you know TAP is Brandeis’s reimagined performance management program with leadership support and part of the University’s commitment to a robust, continuous and collaborative process between staff and managers. TAP includes a mandatory Mid-year review, due by January 13, 2023. If you have any questions or concerns please reach out to your HR Business Partner or HumanResources@Brandeis.edu.

TAP Trainings:

TAP Training for Managers:

• Wednesday Jan 4, 2 – 3:30 p.m. register
• Monday Jan 9, 9 – 10:30 a.m. register

TAP Training for Staff:

• Friday Jan 6, 9 – 10:30 a.m. register

FREE Live Webinars offered by New Directions

For more information please visit the HR Training Website or email us at farquhar@brandeis.edu.

Our well- being programs are here for you when you need them the most. Whether you are looking to shake it up, stretch it out, or get centered, we’ve got you covered with Zumba, yoga, guided mindfulness, and wellness sessions, which are available to everyone. All classes are free and easy to access via Zoom.

Guided mindfulness sessions - Experiment with short bursts of mindfulness instruction followed by mini meditations led by our expert instructors. Attendees are invited to use their webcams (live class)

Rotating health & wellness topics - These classes take a holistic look at health to help you stay physically and mentally resilient. Enjoy a variety of topics.

Zumba classes - Dance like nobody’s watching! Our Zumba classes will be the most fun you’ve ever had working out. Enjoy upbeat music and moves anyone can try!

Yoga classes - Breath in, breathe out and stretch it out with a relaxing yoga practice. These live sessions are accessible to all fitness levels and are the perfect way to wind down.

For future and past sessions, visit tuftshealthplan.com/livingwellathome.

The financial aid renewal application deadline for the 2023-2024 academic year will be March 1, 2023. Students receiving need-based scholarship funds must submit the 2023-2024 CSS/Financial Aid PROFILE, the 2023-2024 Free Application for Federal Student Aid and copies of 2021 student and parent Federal Income Tax Returns. Students who wish to apply only for federal sources of financial aid need only complete the FAFSA (taxes will be requested upon receipt of this application only if necessary). An e-mail detailing the renewal process will be sent to students and parents during the intersession.

The Information Technology (IT) Governance Program, established in 2020 under the sponsorship of executive leaders, provides a structure for the community to become more engaged in technology decisions while increasing transparency and efficiency.

We are excited to share a new IT Governance Community Outreach initiative beginning in 2023 — to better engage the community in the IT Governance Program. The outreach initiative, led by Steve Knowles, will provide students, faculty, and staff with the knowledge they need to stay informed about IT Governance through newly established channels and directly engage in governance with various academic, administrative, and operational technology committees.

As Director of Strategic Outreach & Engagement for ITS, Steve’s mission is to provide support and guidance for all members of the Brandeis community while engaging with IT Governance groups.

For more information, to sign up for IT governance-related communications, to learn about your committee representatives, or to make requests, please visit our updated IT Governance website.

Take an online course with Brandeis GPS, no application is required! Registration is open until January 3, 2023. A few professional courses that are available this Winter include: Communication for Effective Leadership, Foundations of Project Management, and Foundations of Data Science and Analytics. Eligible staff and faculty receive 100% tuition remission at GPS. Start in the new year to maximize your benefits. To enroll in a professional course or degree program, contact Christie Barone, Director of Admissions: cbarone@brandeis.edu

Employees are reminded that Vacation Carryover balances must be used by December 31 to avoid losing them.

Employees may view their Vacation Carryover balances in Workday under Absence > View - Absence Balance - use as of date 01/01/2023. This time is also reflected on the payslip accrual summary in Workday.

Vacation carryover is based upon years of service and applies to all employees. The carryover cutoff is Dec. 31. Carryover amounts are prorated for part-time employees. If you have any questions, please contact Human Resources.

As recommended by the Brandeis Total Rewards Advisory Committee (TRAC), for fairness and consistency, Human Resources is pleased to announce that we are enhancing the policy on weekly paid/nonexempt employees vacation accruals. Effective January 1, 2023, all non-exempt (hourly/weekly paid) employee’s vacation accrual rates will be the same as exempt (salary/semi-monthly paid) employees.

Beginning In January, all full time eligible staff, employed up to 5 years will accrue 15 vacation days per year. Full time eligible staff employed more than 5 years will accrue 20 vacations days per year. Accruals are prorated for part-time employees.

Please visit Human Resources Benefits website to view more information.

Have you noticed an increase in phishing emails? Are you confident you would recognize one?

Phishing emails often appear genuine and can expose our network to bad actors when users don’t immediately recognize red flags and take precautions. The ITS Security Group has seen a recent increase in sophisticated phishing emails — including some that look like official internal announcements or the Brandeis login page.

Over the next few months, ITS Security will conduct a KnowBe4 Phishing Education Campaign to increase awareness. The campaign simulates phishing attacks using emails that look like internal announcements and log-on pages. As a reminder, you should always verify the addresses of links in emails and ensure login pages utilize “brandeis.edu” in the browser location. If in doubt, please reach out to security@brandeis.edu.

Phishing awareness helps to secure the Brandeis network. We look forward to our continued success with this education program. For additional tips on identifying and avoiding phishing messages, please visit phishing awareness on the ITS website.

Proofpoint Email Protection safeguards the Brandeis network against potentially fraudulent emails. It automatically filters emails determined to be spam (e.g., marketing, cold sales, etc.) or bulk (e.g., newsletters, other mass mailings, etc.) and will quarantine the messages.

While spam filtering is accurate, no automated system is perfect. We all receive numerous emails, and there may be times when a desired or legitimate email message is marked spam. We recommend you review your quarantined messages periodically in your Daily Email Digest or by logging on to your Web Digest. From the digest, you can release messages, allow or block senders, and read quarantined emails on the web.

To learn more about Proofpoint and how to manage your spam filtering options, please visit the ITS website. To learn more about email security and protection, please contact security@brandeis.edu.