Working@Duke April/May, 2013 Issue

WORKING@DUKE n NEWS YOU CAN USE n Volume 8, Issue 2 n April/May 2013

INSIDE

Career Tools: Take a Field Trip Group Enhances Workplace Safety Farmers Market Starts

The A-Team Duke celebrates its 2,200 administrative professionals in April

Editor’s Note LEANORA MINAI

L

Contents

Take a Field Trip

ast year, the Working@Duke team ran the trails of Duke Forest. Together.

We braved the Pine Cone Pacer 5K as a team-building exercise in support of Duke Forest, which uses race proceeds for trail maintenance, outreach and student internships.

Greg Whitaker, web administrator, ran while pushing a stroller as his son took in views. Bryan Roth, senior writer/producer, finished in 20:41, the third best time overall in the men’s division. For Karen Alley, staff assistant, the run marked her second race, ever.

“I really liked that our office supported each other as we prepared for the race during last year’s Get Moving Challenge, then we came together to help push all of us through the finish line on race day,” Bryan said. “Events like that aren’t nearly as fun unless you’ve got friends to encourage you and cheer you on.”

On page 9, we feature a “Career Tools” article on how departmental outings boost morale and provide shared memories. You’ll read about Todd Leovic, business manager for the Department of Immunology, who took his team to Duke Lemur Center, and David Jarmul, associate vice president for the Office of News and Communications, who planned an outing at the Museum of Durham History.

“We each create an image of the people we work with – their strengths, their quirks,” Wendy Hamilton Hoelscher, team leader for Duke’s Learning & Organization Development, told Working@Duke. “Seeing them in a different situation can add depth to that image and help with team-building.”

This year’s Pine Cone Pacer is April 13.

Consider pulling together office colleagues and contributing to a good cause. The race is in the Durham Division of Duke Forest, just off of NC-751.

If you missed the April 2 early registration, you can still participate by paying $25 on race day. For more information, visit www.dukeforest.duke.edu.

Cover: The A-Team At Duke, at least 2,200 employees fill the ranks of administrative assistants, secretaries and executive assistants. In April, we honor them as part of Administrative Professionals Week.

Career Tools: Take a Field Trip Besides being fun and educational, departmental field trips are a powerful tool to enhance the workplace. Learn what some units do to boost teamwork.

Working to Keep a Safe Workplace The Employee Behavioral Assessment Team, which was created in 2009, meets monthly and on an as-needed basis to assess reported incidents to mitigate potential risks.

11 12 14 15

Construction set to begin on reclamation pond Spring has sprung … learn about Duke’s landscape Save on Mother’s Day gifts with a Duke discount Carbon emissions down, but Duke still has a ways to go

Cover Photo: Front row, from far left, Lisa Jordan, Caroline Flinn and Mary Greenway. Back row, far left, Angie Reid, Rodney Coffin, Mitchell Hadley, Harriett Crawford.

2

Working@Duke

2011, 2009, 2008, 2007 Gold Medal, Internal Periodical Staff Writing 2009, 2007 Bronze Medal, Print Internal Audience Tabloids/Newsletters

This paper consists of 30% recycled postconsumer fiber. Please recycle after reading.

Briefly

Deadline for reimbursement receipts April 15

5K through Duke Forest is April 13 It’s not too late to register for the Pine Cone Pacer, a 5K in the Durham Division of Duke Forest.

The Pine Cone Pacer on April 13 is the only major fund-raising event for Duke Forest. Proceeds go to the Duke Forest Improvement Fund, which helps support trail maintenance projects and public outreach activities.

“Without these funds, the trail rehabilitation work that is ongoing in the Korstian Division would not be possible,” said Sara Childs, program director for Duke Forest. “This work is important for both protecting our natural resources and providing a pleasant trail experience.”

Check-in is 7:30 a.m. at Gate 12 just off of NC-751 with the run beginning at 8 a.m. Race registration is $20 until April 2 and $25 on race day.

All participants receive a goody bag with a T-shirt and other small prizes. The event also includes a raffle for prizes.

To register, visit www.dukeforest.duke.edu.

The deadline for submitting Health Care and Dependent Care Reimbursement Account receipts from last year is April 15, 2013. Faculty and staff must submit all receipts by April 15 for services provided from Jan. 1 through Dec. 31, 2012 to receive reimbursement. Receipts can be scanned and submitted online or through WageWorks’ EZ Receipts mobile application.

Learn more at hr.duke.edu/reimbursement.

Financial Fitness Week is May 20-24

Celebrate Duke Appreciation with an outdoor movie

Duke will offer four “Cyber Monday” webinars on topics ranging from investment overviews to retirement income strategies as part of Financial Fitness Week.

The webinars will be held May 20 to kickoff Financial Fitness Week, which runs through May 24. Each year as part the event, Duke offers an opportunity for faculty and staff to learn more about budgeting, saving for retirement and more.

“We all need to plan for the future, and Financial Fitness Week is an opportunity to jump-start this planning or to dig deeper into issues such as investment options and budgeting,” said Sylvester Hackney, associate director of benefits at Duke.

In addition to the webinars, vendors will offer 45-minute seminars at the Searle Center on May 22 on topics such as credit reports, Duke’s retirement plans and investing strategies.

All Financial Fitness Week events are free, but registration is encouraged. Information on registration, including how to access the Cyber Monday webinars, is at hr.duke.edu/financialfitness.

Duke faculty, staff and their family members are invited to celebrate Duke Appreciation with an outdoor movie screening on May 17.

The movie, complete with free popcorn, will begin at 7:30 p.m. on Duke’s East Campus Quad. The marquee event is one of several activities in May to recognize about 35,000 faculty and staff at Duke. Other activities include a Chapel Service and discounts at local restaurants.

“I love the big events, but I also love the opportunity for Duke employees to get discounts at restaurants throughout the month,” said William Hanley III, an electronic resources management specialist at Duke Libraries.

“I’ve never worked at another place that cared enough to offer such a benefit.”

Kyle Cavanaugh, vice president for administration at Duke, said Duke offers a variety of ways to celebrate employees across the university and health system.

“Having a variety of events in May is an opportunity for us to celebrate our shared core values and share our appreciation for all the people at Duke,” he said.

“Without dedicated employees in every location and on every shift, Duke could not continue to be the outstanding organization it has grown to be.”

Also during Duke Appreciation, colleagues can show their gratitude for co-workers by writing a note on the “Making a Difference” blog at hr.duke.edu/makingadifference.

Find the full schedule for Duke Appreciation events at hr.duke.edu/appreciation.

Protect yourself from cyber thieves Worried about thieves accessing passwords, financial information or other identifying data? Learn how to protect yourself during “Stopping Cyber Thieves,” the April Learn IT @ Lunch seminar.

The seminar is from 12 p.m. to 1 p.m. April 10 in the RENCI Conference Room in the Office of Information Technology Telecommunications Building on West Campus.

During the seminar, the University IT Security Office will offer information about current electronic scams and practical steps Duke community members can take to protect private information at work and home.

For more information visit j.mp/ITatlunch.

today.duke.edu/working

3

Cover Story

The A-Team Duke celebrates administrative professionals in April

Administrative Professionals Day is April 24. We celebrate all administrative professionals at Duke, including, from left: Harriett Crawford, Angie Reid, Caroline Flinn, Rodney Coffin, Mitchell Hadley, Lisa Jordan and Mary Greenway.

M

ason Plumlee’s monster dunks graced newspaper pages this year, but the key statistic behind many of those plays was the pass that led to the score – the assist.

While not grabbing as many headlines, the assist plays a critical role in team success. In schools and departments across Duke, “the assists” are from an all-star team of 2,200 administrative assistants who have taken on even more responsibility since the Great Recession. Instead of merely handling phone calls, greeting visitors and scheduling meetings, the daily tasks of these office professionals are now multi-faceted.

“Because of the recession, many administrative staff saw their jobs become more broad and technical than ever,” said Ray Weikal, communications specialist with the International Association of Administrative Professionals. “Staff are now planning and running meetings, mastering project management software and even becoming responsible for website maintenance and administration.”

4

Working@Duke

Nationally, there are more than 4.1 million secretaries and administrative assistants, according to Department of Labor statistics, and 8.9 million people working in various administrative support roles.

At Duke, at least 2,200 employees fill these positions, ranging from administrative secretaries to administrative and executive assistants.

Programs through Duke’s Professional Development Institute support their ever-changing roles and help staff develop office administration and technical skills for career opportunities within Duke.

Rodney Coffin couldn’t pass up the yearlong Office Staff Development Program in 2011. It was a chance to build skills for a new job and succeed in the evolving workplace. “I saw it as a great opportunity to grow,” said Coffin, staff assistant with the Office of Research Support.

Administrative Professionals Week, one of the largest workplace observances outside of major holidays, is April 21-27. To celebrate the contributions of Duke’s staff, here are seven administrative professionals who offer a breadth of talents and experiences at Duke:

The ‘Write’ Stuff There was a time when Harriett Crawford didn’t enjoy writing or editing. Now, along with a handful of other administrative skills, they might just be her strong suit.

When she started as a secretary with the university’s annual giving and development office in 1977, she adorned her desk with a correspondence style manual, dictionary and IBM Selectric typewriter. Before Google could offer answers or automatic spell check confirmed her work, Crawford learned quickly to become detail-oriented.

It was handy as she moved to administrative jobs in Duke University Health System before spending the past 16 years in the university’s Provost Office.

“I really had no passion for writing before Duke, but it’s amazing how sometimes we end up doing what we never set out to do,” said Crawford, now administrative assistant to Jim Roberts, executive vice provost for Finance and Administration.

“I tend to be a perfectionist, so now I’m always looking to make sure paragraphs start in the right place, if a period was left out somewhere or the use of bullet points is consistent.”

All that is easier now with a Dell desktop computer, but Crawford still keeps a dictionary at her desk. It’s handy, especially when proofing several memos or letters a week.

“She’s the final OK on a document going out, usually after she’s pointed out several areas where we can improve our work,” Roberts said. “I really can’t remember a time when a glitch has

Harriett Crawford with a Secretarial Handbook. She keeps it handy for all the editing and proofreading she performs at work.

made it through this process without being caught and corrected, thanks to her care and high standards.”

Crawford’s responsibilities don’t end there, however. She schedules appointments, coordinates committee meetings and sets up travel arrangements for Roberts.

“My career has come a long way from my typewriter,” Crawford said. “One of the reasons I’ve enjoyed working at Duke is because I’m always learning.”

A Desk of His Own Just before 10 a.m. each day, Rodney Coffin carries a 12- to 18-inch tall stack of folders to the team room in the Office of Research Support.

As staff assistant for the department, he matches incoming mail and questions sent by email with the appropriate file for the grant or award application for research funding at Duke.

“The filing room is my second home here,” Coffin said.

His “first home” is a cheerful reception desk adorned with photos of his four children.

“All the jobs I did before were manual,” Coffin said. “I never had a desk before.”

Coffin has worked at Duke on and off for a dozen years, alternating time as a patient transporter, postal operations worker and warehouse clerk. His supervisor at the Duke Press warehouse encouraged him to apply for the yearlong Office Staff Development Program offered by Duke’s Professional Development Institute in 2011.

He was accepted, and while learning basic business writing, office etiquette and Duke’s administrative computer systems, Coffin gathered his courage and applied for an entry-level office position at the Office of Research Support.

On a recent Wednesday morning, Coffin navigated the small room that houses files on roughly 1,800 grants and contracts at Duke. His fingers flew across folders as he filed correspondence about government- or industry-sponsored research projects. Back at his desk, he answered emails, pulled out a sheet on how to update the Funding Opportunities website and pulled figures for the monthly budget report.

“I had to learn to multi-task to do this job,” he said. “The Professional Development Institute helped me figure out how to manage my time and stretch myself.”

Despite the challenges of learning new acronyms, computer programs and work skills, Coffin enjoys being an essential member of the team.

“I am still learning, but it feels good to be of service,” Coffin said.

Rodney Coffin sifts through grant folders in the Office of Research Support. >> continued on page 6 today.duke.edu/working

5

Three Decades of Assisting Duke’s Presidents

Working among Duke’s many plants and flowers at Sarah P. Duke Gardens, Caroline Flinn looks over an orchid in one of the on-site greenhouses.

The Invaluable Assistant Similar to the plants that surround her workspace, Caroline Flinn’s duties at Sarah P. Duke Gardens have a lot to do with adaptation.

While her prior work with University Development featured scheduling and dealing with donors, Flinn has honed new skills since becoming administrative assistant to the Gardens’ director, Bill LeFevre, in 2011.

In addition to taking the lead on administrative functions for the Gardens, she handles financial and budgetary roles – something brand new for her.

“Since coming in, in partnership with Duke’s budget office, she’s taken us from not being able to readily ascertain our financial position to confidently knowing where we stand,” LeFevre said.

“It’s a huge weight off my shoulders because we continue to find revenue and expenses that need to be cleaned up to get a complete financial picture of what goes on at the Gardens. She’s been invaluable to the process.”

Flinn has become certified at Duke as a financial systems specialist and payroll representative. She said being flexible and learning things quickly is important.

“I’m somewhat unafraid of facing new challenges and figuring out how things are done,” she said. “It’s like working a puzzle. It’s a fun experiment, and it’s invaluable to have a good handle on new skills.”

She’s also focused on Sarah P. Duke Gardens and its history.

Flinn has worked with staff to pick up tips and information so she can be knowledgeable when faced with questions about Duke’s historic green space.

“The purpose all of us share at the Gardens is an effort to make it a beautiful place where people want to spend their time,” Flinn said. “It’s about doing what we can – and taking on new tasks – to make sure our visitors have a wonderful experience.”

As executive assistant to Keith Brodie, seventh president of Duke University, Lisa Jordan wrote daily appointments in a brown spiral-bound calendar.

That was 1986.

After serving as executive assistant to the eighth and ninth presidents too, the “at-a-glance” paper calendar remains Jordan’s tool of choice.

“I started keeping an electronic calendar when President Brodhead came in 2004, but I find it easier to flip through pages than click through computer screens when looking for a date,” Jordan said. “So I keep both.”

Jordan arrived at Duke two years out of college in 1979 and took a job as a typist in the Psychiatry Department. Soon, she was administrative secretary to Brodie, who, at the time, chaired the department. She remained his assistant through his later presidency.

For nearly three decades, Jordan has been gatekeeper to presidents, serving Nannerl Keohane and now, Richard H. Brodhead.

She adapts to presidential preferences. Keohane introduced email. Brodhead prefers online calendars. From her desk outside the presidential corner office, Jordan triages hundreds of emails, dozens of daily phone calls and a steady stream of visitors for Brodhead.

“On any given day, he can easily be doing 10 different things, starting with a breakfast meeting with Durham officials and ending with a student dinner meeting or welcoming remarks at an evening event,” Jordan said. “My job is to constantly look ahead to make sure he is where he is supposed to be and that he has what he needs to be prepared.”

Jordan’s decades of service are a bonus for Duke.

“Nothing happens at this place that Lisa hasn’t seen before, and she is always 10 steps ahead of the rest of us,” Brodhead said.

That is, until 2004, when she found a sealed envelope from then President Keohane on her desk. Jordan opened it. She would receive the Presidential Award for administrative professionals.

“I was totally in the dark about that nomination,” Jordan said.

“I’ve never forgotten that moment.”

Lisa Jordan, left, and President Richard H. Brodhead celebrate a moment in Jordan’s office. Jordan has served as executive assistant for three Duke presidents.

6

Working@Duke

Learning on the Fly

Relationships matter to Angie Reid, right, which is why she enjoys chatting with coworkers like Stacy Rusak, left, to find out about their lives and work.

Building Relationships Whether it’s with coworkers or strangers, there are few things more important to Angie Reid than the relationships she builds with those around her. It’s something she learned growing up with nine siblings – life is about helping and caring about others.

For 27 years, Reid has worked as administrative secretary at the Office of Undergraduate Admissions, handling a wide range of responsibilities from supervising work-study students to completing expense reports, scheduling appointments and taking phone calls. However, she said it’s the daily interactions with coworkers and visitors that keep her job fresh and entertaining.

While moving around the office, she makes sure to chat with coworkers.

“The reason I want to build and maintain relationships is because it makes my job more interesting,” Reid said. “I want people to know I care. Having friendships and a support system makes my job more meaningful and appealing.”

And she doesn’t just focus her time on coworkers and peers.

She volunteers with the Durham Rescue Mission during holidays and community events and has previously given time to the Salvation Army and Women in Action, a group that works to empower females personally and professionally. With the help of other office workers, she’s organized drives to donate collections of toiletries to the Durham Rescue Mission.

It’s that commitment that has impressed Stacy Rusak, associate director of the Office of Undergraduate Admissions. Rusak said she’s constantly impressed with Reid, who makes visitors feel at home with warm greetings. She also engages in conversations to learn personal details with honest enthusiasm.

“Angie sets a professional tone for the entire office,” Rusak said. “She shows genuine interest in people’s lives and everyone can learn something from her. Angie is a strong role model for our operational staff.”

It wasn’t long before Mitchell Hadley was learning all things Fuqua after he started at the School of Business in April 2012.

Walking by a bust of the school’s namesake, J.B. Fuqua, Hadley can rattle off the history of Fuqua’s relationship with Duke, which started when a teenaged Fuqua borrowed books by mail from Duke’s library.

Fuqua never attended college but went on to become founder of Fuqua Industries, Inc., a Fortune 500 company.

“I’ve quickly been exposed to the rich heritage of Fuqua, from its founding as a school to its history and place at Duke,” said Hadley, executive assistant with Fuqua’s Development and Alumni Relations office.

Hadley originally joined Duke as executive assistant to Fuqua’s former associate dean, Richard Ammons. After Ammons left Duke last October, Hadley became a liaison with the office of Dean William Boulding. He coordinated office maintenance and set up Boulding’s travel logistics as part of the Duke Forward fundraising campaign, among other projects.

“As we participate in the Duke Forward campaign, a big part is disseminating information to others and when you’re educating other people, you wind up educating yourself,” Hadley said.

Hadley has immersed himself to learn about Fuqua’s Cross Continent MBA program, which allows working professionals to earn a master’s in business administration degree while traveling across the world in Russia, China and the United States. He’s also learned about the people of Fuqua, like former dean Thomas F. Keller. It’s helped Hadley form his understanding of Duke, which enhances his work.

“In any campaign like Duke Forward, you’re selling your assets and value to potential donors,” Hadley said. “My job is to make sure we’re prepared to do that by setting up appointments with the right people, giving pertinent information and prepping our dean.”

Mitchell Hadley has made an effort to learn about the Fuqua School of Business, including details about programs like Fuqua’s Cross Continent MBA. >> continued on page 8

today.duke.edu/working

7

A Nobel Party Mary Greenway was skimming emails on her iPhone as she walked to the kitchen for her first cup of coffee. Suddenly, she stopped.

“Wow, I need to go in to work right away,” she told her husband, Rich, on that October morning last year. “Dr. Lefkowitz won the Nobel Prize, and the dean wants a reception for him tonight.”

Greenway, executive assistant to the dean of the School of Medicine, was at her desk by 7:30 a.m. to plan a reception 10 hours later. She called the Washington Duke Inn to reserve a room. She ordered flowers and coordinated the delivery of artisan cheeses, grilled vegetables and chicken salad for a celebration with more than 200 faculty members.

“It was a team effort, but by the end of the evening we thought, ‘dang, that was awesome!’ ” Greenway said.

Not every day is quite as historic for Greenway, who has worked at Duke since 1991. Her typical duties involve organizing materials for Dean Nancy Andrews’ monthly faculty meetings, scheduling travel and assisting with research grant applications. She also keeps the calendar and manages correspondence for Andrews, who oversees faculty, research and teaching in the 20 departments at the School of Medicine.

Greenway’s first job as a YWCA secretary introduced her to the world of administrative professionals. When she moved to Durham 22 years ago, Greenway started at Duke as an administrative Mary Greenway started at Duke as an administrative secretary 22 years ago and now secretary in Anesthesiology. Over the years, she expanded her serves as the executive assistant to the dean of the School of Medicine. leadership role, working in three other clinical and basic science departments before becoming the dean’s executive assistant in 2011.

“She not only brought more than 20 years of experience supporting diverse parts of Duke Medicine, but also tremendous enthusiasm, intelligence, skill and grace,” Andrews said.

Greenway enjoys assessing a situation and knowing what needs to be done, whether collating a notebook of materials for a faculty search or preparing an itinerary for a visiting scholar.

“Each thing you do is a small task, but it isn’t a narrow task,” Greenway said. “It is always in the context of something bigger.”

STORIES BY BRYAN ROTH AND MARSHA A. GREEN

Celebrate Administrative Professionals Day April 24

T

his April, we celebrate the 2,200 administrative professionals at Duke University and Duke University Health System. Several months ago, we asked you to nominate administrative secretaries, administrative assistants and executive assistants to feature in this issue to commemorate “Administrative Professionals Day” on April 24. We received nearly 60 responses. Unfortunately, we couldn’t fit everyone on these pages, but on April 24, visit today.duke.edu/working for the rest of the assistants nominated for jobs well done. Thumbs up for all administrative professionals at Duke.

8

Working@Duke

Field Trips Enhance Teamwork Departmental outings boost morale, provide shared memories Members of the Department of Immunology’s business office visited the Duke Lemur Center last year.

L

Take a Field T rip

ara Mekeel peered through the wire at a silky sifaka lemur Duke’s 720-acre If your team head campus features possibilities for fie at Duke Lemur Center as a guide described how Duke s downtown ld trips. scientists protect lemurs in Madagascar.

Bull City Connecto, don’t forget to ride the fare-free r. Here are some id eas: “I didn’t realize they are doing so much Duke Chapel environmental education here,” she said.

Duke Sports Hall of Fame Sarah P. Duke Gard ens Mekeel and four co-workers from the Department Mary Duke Biddle Trent Semans Duke immersive Vi of Immunology visited the Lemur Center last year as part Center for Health rtual Education Environment (DiV of a team-building exercise. Todd Leovic, business E) Nasher Museum of Art Duke’s Home Depo manager for the Department of Immunology, uses t Smart Home Library Service Ce service anniversaries as regular occasions to take his nter six-member team on tours of Duke-related places and programs about once a quarter.

“These trips get us out of our own little world and The Office of News and Communications’ (ONC) annual teach us more about the university that we are a part of,” Leovic said. team-building trips have ranged from cooking classes to improv comedy.

Besides being fun and educational, departmental field trips are Late last year, the team explored downtown Durham. a powerful tool to enhance the workplace, according to Wendy David Jarmul, associate vice president for ONC, worked with Hamilton Hoelscher, team leader for Learning & Organization the Museum of Durham History to create a scavenger hunt based Development at Duke. on historic photos of downtown Durham. He created four teams “We each create an image of the people we work with – their and sent staff members along the sidewalks of downtown Durham strengths, their quirks,” Hamilton Hoelscher said. “Seeing them in to identify historic buildings. a different situation can add depth to that image and help with team “It was fun to work with my teammates, who are reporters, building.” and watch them pull together the clues that revealed some amazing For Mekeel, field trips to places like the Lemur Center, the Durham history,” said Stuart Wells, administrative assistant for Chapel and the Duke immersive Virtual Environment at the Pratt ONC. “I got to see a new side of folks, some of whom I don’t always School of Engineering enhance morale and foster teamwork. “They spend a lot of time with in the office.” are fun,” she said. “But they also give us a shared memory outside

BY MARSHA A. GREEN of our regular work, and that helps us bond as a team.”

go online

today.duke.edu/working

Find professional training and development options at hr.duke.edu/training

9

Group Works to Keep Workplace Safe Employee Behavioral Assessment Te a m m e e t s m o n t h l y a n d a s - n e e d e d

A

Duke employee files a restraining order After the matter goes to the behavioral against his or her significant other. assessment team, members will then determine There’s concern the significant whether a situation is low, moderate or high other may confront the staff risk and whether it needs a follow-up member at work. response such as a referral to Duke’s How can Duke respond?

Personal Assistance Service or discussion One way is bringing the concern with Duke Police.

Faculty and staff who feel threatened or to the attention of Duke’s Employee “Our 35,000 employees are the witness a situation that may pose a threat to a Behavioral Assessment Team, a ones most likely to see or experience coworker or workplace can contact Duke Police group of 10 campus representatives concerning behaviors, so if they’re at (919) 684-2444 or Staff and Labor Relations from Human Resources, Duke addressed early, we might be able to at (919) 684-2808. If needed, the issue will be Police, Employee Occupational prevent something bad from happening brought to the attention of the Employee Health and Wellness, the Provost’s in the future,” said John Dailey, chief Behavioral Assessment Team. Employees Office and other areas. of Duke Police. “Working with are encouraged to discuss concerns The team, which was created in employees confidentially and having a with a supervisor to determine 2009, meets monthly and on an asteam that looks after the best interest of the best course needed basis to assess reported incidents to employees fits into Duke’s concept of shared of action. mitigate potential risks and help provide a safe campus safety.” work environment. The team may call on Members of the Employee Behavioral supervisors and refer employees to Duke resources for Assessment Team may hold additional meetings to address additional assistance. Most concerns involve potential for domestic concerns about an issue, said Denise Evans, executive director of violence, threats from coworkers or ongoing verbal harassment.

Duke’s Staff and Labor Relations and Staff and Family Programs.

“Establishing behavioral assessment teams have increasingly She said having a team of representatives from across Duke offers been viewed as a workforce best practice,” said Kyle Cavanaugh, a holistic approach to problem solving, especially since it means vice president for administration and chair of Duke’s assessment no single person – whether a supervisor, Human Resources team. “The group has allowed us to more systematically assess representative or another – is making decisions to manage conflict. and manage risks.”

“It’s really about taking preventative measures since it provides To bring a concern to the team, a staff or faculty member can an opportunity to review and maintain safety plans,” Evans said. contact Duke Police, Staff and Labor Relations in Human Resources “It’s a lot better than having something happen and then or talk with his or her supervisor. A supervisor may also report wondering, ‘what do we do now?’ ” concerning behaviors, and the team will evaluate the situation and

BY BRYAN ROTH provide support.

10

Working@Duke

Employee Behavioral Assessment Team

go online

For more information about safety at Duke, visit duke.edu/police

This is a rendering of the reclamation pond near Erwin Road between Circuit Drive and Towerview Road.

Construction Begins this Spring on Reclamation Pond

D

uke is expected to begin construction this spring on a large-scale water reclamation pond near Erwin Road between Circuit Drive and Towerview Road.

Once operational, the pond will collect rainwater and runoff from 22 percent of the main campus area for use in a nearby chilled water plant, which pumps water across campus to cool buildings.

The pond initiative is another significant sustainable step by Duke since the record drought in 2007. It’s expected to save about 100 million gallons of potable water a year.

“In the years following this area’s historic drought, Duke has continued to innovate and find ways to conserve a precious resource,” said Tallman Trask III, Duke’s executive vice president.

The $9 million reclamation pond will sit on a 12-acre site that will provide a place for education and research. Plans call for a pavilion, boardwalk, nearly mile long walking path and amphitheater with lawn seating. Construction will take about a year.

Project managers are working with state and federal agencies on permits and are consulting with the Duke University Wetland Center to select native plants that thrive at varying pond depths under dry and wet conditions.

“The aquatic shelf is going to be unique,” said Stephen Carrow, project manager for Facilities Management. “We want plants that can tolerate being wet and dry, and a woodland area that ties back into the forest.”

go online

Construction will begin by removing trees to situate the pond and its supporting structures, including a pump house and 20-foot tall dam. Some trees will be replanted, while others will be reused as lumber for decking, handrails and other structures at the site. In addition, some trees will be used for hardwood mulch around paths and plantings.

“Careful planning and design have been done to save as many trees as possible,” Carrow said. “For example, instead of going to a Home Depot to buy a sheet of plywood, we’re going to take rough sawn lumber and use that on-site.”

Any surplus wood will be sold to an area mill, and the proceeds will be donated to the Duke Forest.

Considerable planning has also gone into other vegetation at the site. The pond’s edge will include 40 herbaceous species that can tolerate hot, dry summers or soaking wet conditions. Plans also call for 21 different shrubs and 60 tree species, including maples, cedars and magnolias.

The pond will be incorporated into a shallow stream that runs through the site and will hold about 6.7 million gallons of water, at up to a 10-feet depth. Asian grass carp will control aquatic vegetation.

“When complete, the pond will be an amenity at Duke, but it will also have a sustainable benefit and educational component as a place to showcase native plant life in a natural setting,” Carrow said.

Stay informed about the reclamation pond at today.duke.edu/working

BY LEANORA MINAI

today.duke.edu/working

11

Duke’s Landscape Grows with

Trees, Plants, Flowers T

Camellias

● Camellias and Abelias These two shrubs feature green-leafed bushes that sit low to the ground and sprout white and pink flowers.

Pink camellias can be spotted along West Campus quad, next to the Languages Building and Kilgo Quadrangle. Camellias are tolerant Abelias against drought two years after planting and require little pruning.

While camellias are not native to the region, they’ve been used on campus for years and became popular since the 2007 drought.

Abelias are a drought-tolerant, evergreen plant with white petals that flower in the late summer. These plants aren’t native to the state but have been on campus for about 80 years. Bees also love abelias, adding to ecological diversity on campus.

here are several aspects synonymous with Duke’s campus, like Cameron Indoor Stadium and Duke Chapel. But what about the cherry tree?

Before construction on Duke’s famed home basketball court or skyscraping chapel was Cherry trees complete, ornamental ● Red maple trees cherry trees had a These trees light special place on up campus with bright campus as part of red and golden-orange original plantings in colored leaves. Red the 1930s. Today, the trees’ signature white and pink maples at Duke have petals can be seen by the Sanford School of Public grown as high as about Policy, Brodie Recreation Center and Duke Chapel.

60-feet tall and are “When you look up at the chapel in the early popular on East spring when the cherries are in full bloom, it’s hard Campus, where about to beat that perfect relationship of landscape and Red maple trees 20 were planted along architecture working together,” said Mark Hough, Buchanan Boulevard Duke’s campus landscape architect. “The in 2010. The success juxtaposition of architecture and those trees is of these trees is part of why Duke has been named a “Tree Campus USA” by pretty much perfection.” the Arbor Day Foundation five years in a row.

When it comes to utilizing and beautifying Duke’s green space, a dozen Facilities Management ● Oakleaf hydrangeas staff members care for flowers, trees and shrubs.

Offering a range of color – from white Another 40 assist with some form of maintenance for to burgundy – this breed of hydrangea is roughly 630 acres of campus landscape across Duke. most notable by the School of Law and In the past decade, Duke has begun to focus on French Family Science Center. “Their planting native and drought-resistant trees, shrubs and dramatic, oak-shaped leaves hold flowers as North Carolina crawls through long and throughout most of the year and can be hot summers. Hough said that Duke’s commitment a bit striking,” Hough said, noting the to sustainable building practices has influenced the Oakleaf plants at Duke are ideal for warm, dry use of trees and shrubs that require less water. hydrangeas climates. “That makes them a no-brainer.”

As spring unfolds across campus, here are floras to find and admire at Duke:

BY BRYAN ROTH PHOTOS COURTESY OF MARK HOUGH

12

Working@Duke

Find Fresh, Organic Food at Duke Farmers Market Farmers Market season opens April 19

I

The 2013 market will be nterest in organic food has open every Friday from 11 a.m. hit an all-time high in recent to 2 p.m. through June 28. The years, as consumers start to During “Duke Appreciation” in May, faculty and staff market will operate every other pay more attention to what can give produce to coworkers through the "MARKETweek from July 12 to Oct. 4. The they’re eating, where it comes GRAM" program. Vendors will sell special arrangements market is between the Bryan from and how it’s treated. of flowers, fruits, coffee beans and other products as Research and Nanaline H. Duke According to most recent MARKET-GRAM specials priced from $3 to $12. buildings off Research Drive. studies by the Organic Trade Employees who purchase an item can then pick up Last year, the Duke Farmers Association, American shoppers from the LIVE FOR LIFE table a free MARKET-GRAM Market was named among the bought $31.5 billion of organic bookmark gift tag with messages like "Working at Duke “10 Most Impressive College foods in 2011 with fruits and with you is sweet."

Farmers Markets” by BestColleges vegetables making up about half of Online.com, a website that covers that total. At Duke, faculty and higher education news and staff can join the organic provides information on colleges across the country. movement during the upcoming season of the Duke Farmers “There’s such a great variety Market, which opens April 19. of organic and seasonal foods,” said Joanne Grosshans, a program The market features about a dozen vendors, including the coordinator with the Pratt School of Engineering’s Department of Duke Campus Farm – a no-pesticide, all-natural practice farm – Mechanical Engineering and Materials Science. “The market is and Whitted Bowers Farm, a certified biodynamic and organic only about a block away from me, too, so it’s very convenient.” farm from Cedar Grove in Orange County.

Grosshans said she likes to buy organic produce as often as she “What we want to show is that shoppers can taste the can, but it can be hard to find quality fruits and vegetables at big difference between store-bought produce and the farm-fresh fruits grocery stores. Her favorite item to find at the Duke Farmers Market and vegetables we offer at the Duke Farmers Market,” said Lauren is strawberries, which she’ll take home and enjoy with her family.

Updyke, health education manager for LIVE FOR LIFE, Duke’s “It’s important for me to teach my two girls about healthy employee wellness program that organizes the market. “The eating habits, where our food comes from and how it’s prepared,” produce found at our market is often picked the morning of the Grosshans said. “I don’t want them thinking that everything comes market and brought directly to Duke employees.” in a package from the grocery store.”

Show You Care, Share Healthy Food

BY BRYAN ROTH

go online

Learn more about Duke Farmers Market at hr.duke.edu/farmersmarket

today.duke.edu/working

13

PERQS Savings on employee discounts

Mother’s Day Gifts in the Bull City Employee discount offers 10 to 20 percent savings at Durham businesses For Bob and Kelly Baldwin, a Duke employee discount to a Mexican restaurant led to more than savings on dinner.

Bob Baldwin had arranged for a surprise visit from their 22-year-old son, Stephen, last December. He traveled from California and met his parents at El Rodeo Mexican Restaurant in Durham.

“We hadn’t seen our son for several months, and my wife was delighted to spend the evening catching up,” said Bob Baldwin, a clinical data specialist at the Duke Clinical Research Institute. “And then at the end, I showed my Duke ID and they gave us a discount on the tab. That was icing on the cake.”

If you’re looking to treat mother this Mother’s Day (May 12), consider some specials from Durham businesses through PERQS, Duke’s employee discount program.

Homemade Treats, Delivered Veronica Yoshida of Southern Gold Leaf Cakes in Durham will bake and deliver made-from-scratch cookies, cupcakes, cake pops and cakes in a cup. Call (919) 7659085 to check availability and arrange delivery. Ten percent discount on all orders.

Visit southerngoldleafcakes.com.

A Touching Gift Save 20 percent on manicures, pedicures, facials and massages at Beauty and the Bull, a full-service spa at 111 East Chapel Hill St. in downtown Durham.

Call (919) 354-5933 for appointments. Visit beautyandthebullspa.com.

Give Her Car a Shine Bull City Car Wash offers a 10 percent discount on express, deluxe and ultimate car washes. Indulge in the ultimate car wash for $22.45 and get the interior vacuumed, windows cleaned, tires dressed and RainX complete surface protectant for longlasting shine. Call (919) 251-8194 or visit bullcitycarwash.com.

Frame It Take artwork off the fridge and over to Bull City Art & Frame Company in Brightleaf Square for custom frames at a 10 percent discount. Bull City Art & Frame Company also sells prints, sculptures, jewelry and other work by local artists.

Visit bullcityartandframecompany.com or call (919) 680-4278.

Tastiest Town Durham is one of the top 10 “Tastiest Towns,” according to Southern Living magazine. The employee discount program offers savings at 21 restaurants in Durham – everything from Hog Heaven Bar-B-Q to African cuisine at The Palace International Restaurant. The toughest part may be choosing the restaurant.

See the food discounts at j.mp/PERQS_food.

BY MARSHA A. GREEN

14

Working@Duke

go online

For a full list of PERQS discounts, visit hr.duke.edu/discounts

Sustainable uke YOUR SOURCE FOR

GREEN

N E W S AT D U K E

Carbon Emissions Down at Duke University still has areas of growth for sustainable practices

S

are registered as fullince establishing time or part-time a carbon bicycle commuters – emissions a number that almost baseline in 2007, doubled from 2011 Duke has reduced its to 2012. footprint 16 percent, or roughly 53,200 But even as the Duke metric tons of carbon community focuses on dioxide. That’s the transportation, it’s only equivalent to the energy 29 percent of the used by 2,738 homes a university’s overall year or the emissions carbon emissions. The from 11,083 vehicles. majority – 70 percent – It’s a lot, but as comes from energy use.

Duke celebrates Earth Since 2007, Duke has Month in April, it still reduced its energy has a way to go. A emissions by progress report by 18 percent and cut the Sustainable Duke shows Duke has taken many steps to lower its carbon footprint in recent years, including renovations of two steam use of coal on campus, that the university is on helping to drastically plants, buying hybrid-electric buses and installing solar panels on the Bryan Center roof to help heat water its way to carbon in the building. decrease carbon neutrality by 2024. Still, emissions. Other areas for growth include emissions, and participation emissions, although it can be projects like a solar-thermal transportation: Emissions by in programs has grown in hard to influence, especially as system at the Bryan Center students, faculty and staff rose recent years: Duke continues to grow its provides 40 percent of the 12 percent since 2007, despite China campus. She highlighted building’s hot water for n About 1,300 students and an increase in alternative technologies like Duke’s Cisco bathrooms, dining facilities and employees are members of commuting options.

TelePresence conference call more.

WeCar, a car-sharing “We’re getting to the point units as ways to avoid long“There’s only so much service on campus that where we need the campus distance travel.

Duke can do operationally features 16 vehicles, community to really think On campus, 74 percent of before it comes to what actions including four electric about how our sustainable Duke employees drive to work individuals can take,” Capps Chevrolet Volts. efforts impact them,” said Tavey alone, according to Sustainable said. “To become carbon n About 8,400 Duke Capps, Duke’s sustainability Duke’s report, with carpooling neutral, it’s going to take community members have director. “As we move closer (10 percent) and the bus everyone on campus thinking the GoPass, which allows to our neutrality goal, it takes (6 percent) as the other most about their own carbon for fare-free use of regional everyone on campus embracing popular choices for employees. footprint and the choices they bus lines. the idea and taking action to Duke continues to offer make to get us to our goal.” help Duke cut emissions.” alternative transportation n Nearly 700 Duke

BY BRYAN ROTH Capps said air travel plays options to help cut down on community members a large part in transportation

go online

Calculate your personal carbon footprint at sustainability.duke.edu/calculator

today.duke.edu/working

15

WORKING@DUKE HOW TO REACH US Editor: Leanora Minai (919) 681-4533 leanora.minai@duke.edu Assistant Vice President: Paul S. Grantham (919) 681-4534 paul.grantham@duke.edu Graphic Design & Layout: Paul Figuerado (919) 684-2107 paul.figuerado@duke.edu Senior Writer: Marsha A. Green (919) 684-4639 marsha.green@duke.edu Senior Writer/Videographer: Bryan Roth (919) 681-9965 bryan.roth@duke.edu Photography: Duke University Photography and Marsha Green and Bryan Roth of Communication Services.

Working@Duke is published every other month by Duke’s Office of Communication Services. We invite your feedback and story ideas.

Send email to working@duke.edu or call (919) 684-4345.

Don’t forget to visit the “Working@Duke” section daily on Duke Today: today.duke.edu/working

dialogue@Duke “What sustainable actions do you take at work?”

“

Our department has worked on a paperless workflow when we check proofs. Instead of printing out pages, we’ll send corrections via email.

We’ll scan and copy edits and send those out. I also turn off lights in empty rooms. It’s one of my pet peeves.”

Cynthia Gurganus Journals production coordinator, Duke Press 2 years at Duke

“

I live where I work, so I have the privilege of being able to mix my personal and professional efforts. I recycle everything in my kitchen and office, from a piece of paper to plastic and aluminum. I can be bad about going into the trash if I see a can and it’s reachable. I’ll go in and pick it out. I also shut off the lights in my office during the day because I get so much sunlight.”

Jai Jackson Residence coordinator of Keohane Quad, Housing, Dining and Residence Life 3 years at Duke

“

I’m big on reducing, reusing and recycling paper. I only print when necessary, sharing documents electronically as much as possible. I also had our IT department show me how to set my computer to default to doublesided printing. I reuse old meeting handouts by cutting the paper into smaller pieces and stapling a bunch together in a pack. It’s like making my own post-it notepad.”

Emily Hill Senior research analyst, University Development 1 year at Duke

Follow Us on Facebook, Twitter, LinkedIn facebook.com/workingatduke • twitter.com/workingatduke j.mp/workinglinkedin

DukeTODAY

For daily news and information, visit

today.duke.edu/working