March, 2009 Working@Duke

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CULTURE OF TEAMWORK Coach Mike Krzyzewski says “Duke is great because of its people” during a recent Primetime employee forum.

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NEWS YOU CAN USE

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DUKE’S ECONOMIC OUTLOOK A website is created as a central source for the Duke community to stay informed about the university enduring the global recession.

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SUSTAINABLE DUKE Healthy tree management helps Duke earn the recent designation of Tree Campus USA from the Arbor Day Foundation.

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March 2009

The Door’s Always Open Terry Nicotra, a Duke Personal Assistance Service (PAS) counselor, enters PAS offices in Erwin Square Tower in Durham. PAS has seen nearly 18,300 clients since the service started in 1984.

DUKE PERSONAL ASSISTANCE SERVICE PROVIDES COUNSELING FOR EMPLOYEES AT NO CHARGE ennis Kennedy Jr., a Facilities plumber, couldn’t see more than a few inches in front of his face after the power went out. He was in the basement of the Levine Science Research Center, and his friend and co-worker, Ray Cofer, was working nearby in a mechanical room.

Kennedy and another Facilities employee tried to locate Cofer, but the heat and darkness made the task impossible. They later learned Cofer had died when a steam pipe ruptured.

After the May accident, Kennedy was overcome with guilt and began having nightmares. If it wasn’t for Duke Personal Assistance Service, also known as PAS, he’s not sure where he’d be today. PAS helped Kennedy and his family cope with the after-effects of the traumatic experience.

“Talking to people will put your mind at ease and help you,” said Kennedy, 39, who is married with children and has worked at Duke nine years. “I’ve got to work in that building almost every day. If it wasn’t for PAS, it would be a lot harder for me to work or go down to the end of that hallway where it happened and do a job.”

Kennedy and the other employees featured in this article are like most PAS clients: silent success stories. However, they volunteered to tell their stories because they believe their experiences will raise awareness about the free counseling benefit available to Duke University & Health System faculty, staff and family members.

PAS provides confidential voluntary assessments, short-term counseling and referrals for a range of personal, family and work

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Finding Answers

Talking to people will put your mind at ease and help you.

If it wasn’t for PAS, it would be a lot harder for me …”

Several years ago, when Delores McNair was experiencing marriage difficulties, her co-workers could sense she wasn’t happy. She didn’t laugh as much and lost nearly 20 pounds.

“Are you okay?” co-workers asked at the time.

McNair, who works in the Clinical Transplant Immunology Laboratory, reached out for help. She logged onto the Internet. “I just went out on the Duke HR website one day — Dennis Kennedy Jr. looking for help, not knowing PAS was going to Plumber be the answer,” she said. “Two clicks, and boom; Facilities Management Department there it was – Personal Assistance Service.”

Finding answers starts with a one-on-one assessment with a PAS licensed counselor, who problems. Consultation is also available to adheres to professional standards and ethics. managers and departments, and PAS responds Appointments are confidential, as part of strict to critical incidents, as it did last May after legal regulations regarding privacy of health the steam pipe accident. information.

Like Kennedy, most Duke employees Up to six, one-hour counseling sessions are who received assistance last year reported available at no charge for a particular issue or improvements in coping ability, productivity and problem. work performance, said Andy Silberman, PAS “We don’t want people to get confused and director. Last year, 1,088 individuals sought think, ‘Oh, I can only go to six sessions a year or assistance through PAS, more than any year since six sessions over a lifetime,’ ” said Silberman, the the benefit began in 1984. Since then, nearly PAS director. “We recognize that everybody has 18,300 clients have walked through its doors. problems in life at some point, and they’re not “PAS exists to help people,” Silberman said. always spaced out in a neat, orderly fashion like “Sometimes people don’t realize what they’re once a year. “Things happen – it’s like the trying to sort through in terms of thoughts and bumper sticker says.” feelings as they’re talking because they’re jumbled McNair, who has worked at Duke since together. A counselor might be able to provide 1989, used PAS for support through a divorce some feedback that helps them identify a and the loss of her grandmother over the span concern. It’s not that counselors have the of a decade. Through PAS, she learned about a answers. It’s really that counselors help the individual find the answers that work for them.” >> See THE DOOR’S ALWAYS OPEN, PAGE 5

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

This paper consists of 30% recycled post-consumer fiber. Please recycle after reading.

Editor’s Note LEANORA MINAI Leanora.Minai@duke.edu

Newsbriefs Kyle Cavanaugh joins Duke Human Resources

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want to thank Dennis KennedyJr., Delores McNair and Yvette West for talking.

They’re the Duke employees who volunteered to tell their stories about using Duke Personal Assistance Service, also known as PAS. You can learn more about them and PAS in this month’s cover story.

As you may know, PAS is the free and confidential counseling benefit available to all Duke University & Health System faculty, staff and family members. If you’re struggling with marital, family and relationship issues or suffer from depression and anxiety or have work concerns, PAS can help.

“It’s a free resource, and even if you don’t think you need it, you might be surprised,” said Kennedy, a Facilities Management Department plumber, whose friend and co-worker, Ray Cofer, died in a steam pipe accident last year. “If you’re having trouble paying the bills or stressing about work, it’s free. What do you have to lose?”

Nothing.

You may fall into a category with most clients who report improvements in coping, productivity and resolving problems after using PAS. And if you’re concerned about privacy, PAS adheres to professional standards and ethics. Appointments are confidential, as part of strict legal regulations regarding the privacy of health information.

“It was nice to go somewhere and not feel like you were going to be analyzed,” said McNair, who works in the Clinical Transplant Immunology Laboratory. “I never doubted for a minute that everything I said was confidential.”

Kyle Cavanaugh, a nationally recognized human resources expert who has overseen human resource programs for several leading private and public universities, is the new vice president for human resources at Duke. Cavanaugh, who was selected after a national search, oversees staffing and labor relations, benefits and workers compensation, talent management, compensation, health and safety, and human resources information for a workforce of more than 30,000 employees. He succeeded Clint Davidson, who led Duke’s human resource programs for 12 years.

Cavanaugh comes to Duke from the University of Florida, where he started in 2005 as vice president for human resources and, in 2007, was promoted to senior vice president for administration, overseeing a range of business, financial and operational activities.

“I am excited to join the leadership team at Duke and to serve the outstanding faculty and staff in support of the institution’s mission,” Cavanaugh said. “The human resource function plays a critical role in enabling everyone across the campus to achieve that mission, and I am looking forward to building upon an outstanding foundation.”

Nominations due for Algernon Sydney Sullivan Award This spring, Duke will award a graduating senior and member of the Duke University & Health System faculty, staff or graduate student body with the Algernon Sydney Sullivan award. The award recognizes qualities such as excellence of service, character and spirituality. The New York Southern Society established the honor in 1925 for universities in the South in memory of Sullivan, a prominent lawyer, businessman and philanthropist in the 19th century. Nominations are due by March 9. The graduating senior award will be announced in April; the faculty, staff or graduate student award in May. Visit provost.duke.edu/Sullivan.htm for forms and information.

Submit 2008 health and dependent care receipts Faculty and staff who enrolled in 2008 health or dependent care reimbursement accounts must submit receipts for services provided from January 1 through December 31, 2008 to WageWorks by April 15 for reimbursement. Claim forms and supporting documentation must be post marked or faxed to WageWorks by April 15. Claims for 2008 submitted after this date will not be reimbursed. Claim forms are available online at hr.duke.edu/forms, or at the Human Resources office, 705 Broad St.

DukeReach helps faculty, staff assist distressed students Duke students, like students everywhere, feel pressure to succeed in their work and their lives, and that pressure can take a toll. Outside of the classroom and beyond Duke, the current economic climate is straining job searches and long-term visions. As a result of these added burdens, students can become overwhelmed.

Faculty and staff are uniquely placed to recognize a student in distress, and with DukeReach, help is just a web browser away. This web-based information resource was developed to provide a confidential outlet for faculty and staff who recognize students in distress, but aren’t sure what to do or whom to contact.

The site, launched last year, includes resources and a list of warning signs that may indicate a student is in distress, such as missing class, change in eating habits, irritability or loss of motivation.

DukeReach is helping bridge the academic and administrative departments with services provided under the Office of Student Affairs and elsewhere at Duke.

Assistant Dean of Students Christine Pesetski, who developed the program, encourages faculty and staff to visit the DukeReach website and use it as a resource. “We can only help a student if we know there’s a problem,” she said. “Even if you’re not sure, give us a call and we’ll figure it out together.”

Visit dukereach.studentaffairs.duke.edu for more information, or call (919) 668-3853. For a DukeReach Quick Reference Card, write christine.pesetski@duke.edu.

Letters to the Editor must include name and contact information. E-mail letters to working@duke.edu or mail them to Working@Duke Editor, Box 90496, Durham, NC 27708. Fax letters to (919) 681-7926. Please keep length to no more than 200 words.

The letters on the front of the jersey B

Lessons from Coach K Krzyzewski’s newest book, “The Gold Standard: Building a World-Class Team,” will be available in stores March 18, 2009.

Other Coach K books: “Beyond Basketball: Coach K’s Keywords for Success” (2006) “Coach K’s Little Blue Book: Lessons from College Basketball’s Best Coach” (2004) “Leading with the Heart: Coach K’s Successful Strategies for Basketball, Business, and Life” (2001)

efore an audience of several hundred faculty and staff, Mike Krzyzewski boiled down his coaching philosophy to one mantra: Whether playing for Duke, or for the USA Basketball team, “You play for the [team] letters on the front of the jersey,” he said, brushing his hand proudly across his chest, “not the name on the back.

“You don’t just get 12 people together and call it a team,” he said, “just like a school is not a school just because you have people occupying jobs. How do you get people to work together?”

The answer, he told employees during the Primetime forum in January, is taking time to develop the culture of teamwork.

Krzyzewski recalled his first meeting with the USA national team, long before he coached them in the Olympic gold-medal game last year. “[The meeting] was not about offense or defense,” he said. “It was about the standards we were going to live by.”

Later, Krzyzewski cultivated the standard of service by introducing the national team to veterans such as Scotty Smiley, an MBA student at the Fuqua School of Business.

Smiley was blinded in Iraq while trying to protect his squadron from a car bomber. “I wanted the guys to understand what selfless service was about,” Krzyzewski said. “Not only had these guys served, they wanted to serve again. After the veterans spoke, the team – Wade, LeBron and all – were crying. I thought, ‘we have a chance. These guys have a heart.’ ”

Coach K’s style at Duke is not much different.

Women’s basketball head coach Joanne P. McCallie and men’s coach Mike Krzyzewski share a laugh before the “Beyond the Primetime employee forum in January. McCallie basketball introduced Coach K. court, we talk to our guys a lot about character, about being humble and using the platform they have to help others,” he said.

In answer to questions from the Primetime audience about developing teams, he stressed the importance of being honest with each other, and developing communication skills and trust “so that the first time you talk [tough] isn’t the first time you talk.”

Krzyzewski, who has coached more than 950 basketball games at Duke, reminded the audience that the Duke name garners respect in the world, even outside of basketball, and that the Duke name elevates all of us.

“We are lucky to be part of something bigger than us,” he said. “But always remember that Duke is great because of its people. Anything any one of us does is important.

An idea you have has the chance of being the idea that makes Duke better. That’s why we should always act as a team to make good things happen.”

— By Marsha Green Writer, Office of Communication Services

2 Watch “Primetime with Coach K” at youtube.com/WorkingAtDuke

Grab and go at the Gardens SIGN UP FOR MOBILE FARMERS MARKET, MAKE HEALTHY EATING EASY oyce Newton’s office is a stone’s throw from the summer Duke Farmers Market. But as a staff specialist with the Pediatric Neonatology Department, she doesn’t always have time for market shopping.

That’s why she’s a fan of the Duke Mobile Farmers Market. She signs up for both the summer and winter mobile market to get fresh, local vegetables nearly all year round.

“It is so convenient,” she said. “I just drive to Duke Gardens after work on Tuesdays, and a box of veggies is waiting.

I really miss the few weeks between growing seasons.”

With the mobile market, faculty and staff pre-pay for produce and pick up their share of the harvest once a week.

This year, seven local farmers/vendors will provide fruit, vegetables and flowers, with deliveries starting April 7 at Duke Gardens (with one farmer delivering to Durham Regional Hospital). The produce, price, size of share and number of delivery weeks vary among farmers.

“My husband and I are local potters, so we recognize the importance of supporting community businesses,” Newton said. “And the farmers introduce us to vegetables we might otherwise never see – like purple cauliflower from Vollmer farms. That was different!”

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More than 300 employees participated in the 2008 mobile market, organized by LIVE FOR LIFE, Duke’s employee wellness program.

Farmers accept customers on a first-come basis until they reach capacity.

Based on employee feedback, LIVE FOR LIFE made the following enhancements this year:

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Most farmers offer payment plans to reduce the up-front cash layout.

Britt Farms will begin pickup at 3 p.m. to make it more convenient for employees who work an early shift. Other farmers will offer pickup from 4 p.m. to 6 p.m.

Rosie’s Plate, a restaurant specializing in gluten-free, shellfish-free and peanut-free food, will offer fresh, local, organic meals-to-go.

— By Marsha A. Green Writer, Office of Communication Services

Meals to go at mobile market Rosie’s Plate offers fresh entrees, side dishes, salads, soups, snacks and desserts for take-out.

Each week, employees can order food from Rosie’s Plate up to one day in advance of Duke’s Mobile Market. View the menu and order online at RosiesPlate.com or call (919) 833-0505.

Learn more and enroll in the mobile farmers market at hr.duke.edu/mobilemarket or contact Jason Horay at (919) 681-0504 or Jason.Horay@duke.edu

Choosing an investment strategy for retirement nne Matunda, a computer programmer for the Department of Psychiatry, is new to Duke, and facing decisions about where to invest the money she is saving for retirement. “This is the first job I’ve had that offers me a 403(b), and I do not like to take high risks,” she said.

That was why she attended a free seminar on investment strategy offered by the Duke Credit Union.

The advice she heard from presenter Earl Jewkes, an advisor for Fidelity Investments, is the same advice he has given to investors over the past few years: diversify.

“Sure, the market feels different right now,” Jewkes said. “But that doesn’t change basic investment strategy. Diversification is wise in good times and in bad.”

Jewkes said diversifying is not about the businesses you invest in, but the types of assets you choose. He discussed three basic types:

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■ Cash or money market accounts (they offer little or no interest) ■ Bonds (they have a set return rate) ■ Stocks (where you participate in the profit or loss of a business)

“If I keep all my money in cash, it is safe, but it will be worth less in the future because of inflation,” he said.

“The reason people ride the rollercoaster of the stock market is because it offers the chance to offset inflation.”

Duke offers two 403(b) retirement programs through which faculty and staff can invest in the market: the Duke Savings for Retirement Plan for biweekly paid employees, and the Duke Faculty and Staff Retirement Plan for monthly paid employees. (To learn more, visit hr.duke.edu/benefits/retirement.)

Jewkes encouraged Credit Union seminar participants to choose an asset mix based on two factors: age and personal comfort level. “Over the long term, the stock market has always outperformed inflation, but – as we

have seen – stocks are riskier in the short term,” he said. “The closer you are to retirement, the more you want to invest in the safety of bonds and cash. However you balance your investments, though, the most important factor is how comfortable you are with the risk level. If you aren’t comfortable, the decision isn’t right.”

Matunda was glad to learn that most investment companies offer retirement funds that simplify diversification by automatically shifting asset mix away from stocks and toward bonds as investors approach retirement.

And she’s happy that the Credit Union made it simple for her to learn more about investing. “I think everyone should take advantage of free advice like this while learning the best way to save for the future,” she said. “Especially in these unstable financial times.”

Upcoming Credit Union Seminars College Financing March 10, 12:30 p.m.

Searle Center

Fighting Back Against Identity Theft March 16, 6 p.m.

Duke Credit Union, 2200 W. Main St.

Planning for Retirement: The Basics March 18, 12:30 p.m.

Durham Regional Hospital

— By Marsha A. Green Writer, Office of Communication Services

3 The full list of Credit Union seminars is at dukefcu.org. To register for a seminar select “seminar sign-up” under Quick Links, send e-mail to scottie.dowdy@duke.edu or call (919) 660-9745.

Duke: Enduring a Troubled Economy n January, nearly 600,000 jobs were cut across the country, including 65,000 in one day. The unemployment rate in North Carolina climbed to its highest level in 25 years.

Higher education has not escaped the financial downturn, with a growing number of universities announcing plans for hiring freezes, layoffs and other dramatic steps.

Officials at Duke say the university is in a solid financial position but hardly immune from the worst recession in recent memory. Although Duke has experienced considerable growth during the last five years, tougher financial times will now force it to delay projects and seek other savings.

“We are probably in somewhat better position than universities that are more reliant on endowment,” said Tallman Trask III, executive vice president. “On average, about 16 percent of our operating budget is comprised of funds from our endowment. Many of our peers rely on their endowments for 30 to 40 percent of their budgets, and they are taking more draconian measures as a result of endowment losses.

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Money will be tight next year and the following years.”

— Tallman Trask III Executive Vice President

“Nonetheless, when endowment and shortterm investment gains disappear, as they have, with little prospect for recovery in the near future, that will have a serious impact on our ability to continue the strong momentum and growth that have characterized Duke in recent years.”

College endowments collectively have lost more than $94.5 billion, or 23 percent, over a five-month period late last year, according to the National Association of College and University Business Officers.

Duke University’s endowment, which stood at $6.1 billion on June 30, 2008, lost approximately 20 percent of its value during the last six months of 2008. The resulting loss of operating income from the endowment – typically about 5.5 percent of the value of the endowment

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The decline of the Dow Jones Industrial Average last year reflects the global recession that saw investment returns evaporate. Like many universities, Duke’s investment portfolio, which helps fund the operating budget, lost more than 20 percent of its value during the last six months of 2008.

as averaged over a three year period – reduces funding for critical academic and operational expenses.

The slowing of this and other revenue streams is expected to create a budget shortfall of more than $100 million, or about five to six percent of Duke University’s $2 billion budget. Addressing the reduction in revenue will require cuts in operational expenses to strengthen academic initiatives, some of which need additional investment next year.

“Money will be tight next year and the following years,” Trask said. “We are looking hard at administrative areas for savings and to determine critical needs. The definition of need has now become more precise. Just because we have needed something in the past may not mean we will need it in the future.”

Duke’s expenses during the 2008 fiscal year, the most recent year for which audited financial results are available, totaled $1.96 billion. Pay and benefits for faculty and staff comprised more than half of the annual budget.

Looking for Savings “Our largest single expense is the investment we make in people through compensation and benefits,” said Kyle Cavanaugh, vice president for Human Resources. “It accounts for more than half of the annual budget at Duke. As we continue to navigate these unprecedented financial times, we remain strongly committed to our people; however, we must consider options for how to better manage this expense going forward.”

What You Can Do: When Dave Lennon, an analyst in OIT, read about Duke’s cost saving efforts, he quickly submitted several ideas to help – from turning out lights in buildings at night to cutting back on office magazine subscriptions to eliminating desktop printers in lieu of centralized ones.

You can find more suggestions and offer your own through a new website called Enduring a Troubled Economy (duke.edu/economy). The site serves as a central location for information about Duke’s response to the economy. You’ll find messages from senior leaders, details about efforts to manage expenses, and information about how the situation is affecting higher education generally.

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Kemel Dawkins, vice president for Campus Services, said energy costs around campus are an area for potential savings, noting that the power, light and heating bill for the university is in the millions of dollars each year.

On the technology front, Duke recently announced a project to convert its phone system to Voice over Internet Protocol (VoIP), which sends calls over the existing computer network.

The two-year process will save an estimated $2.7 million per year. Tracy Futhey, Duke’s chief information officer and head of OIT, says her organization is “in the early stages of identifying multiple cost-saving efforts, some with modest savings potential of tens of thousands of dollars, and others that could result in more significant savings.”

— By Paul Grantham Assistant Vice President Office of Communication Services

The Door’s Always Open CONTINUED FROM PAGE 1 church support group and got access to literature and other resources that she shares with others at every opportunity. She has since happily remarried, she said, and with the support of her husband, volunteers to help the homeless and less fortunate in the community.

“It’s like knowing your best Delores McNair friend lives in another state and you haven’t seen them since high school, but you know you can pick up that phone and call them and they’re still going to be there,” McNair said “And that’s what PAS is like to me. It’s that friend that you don’t have to call everyday. You don’t have to see them everyday, but when you call them, you can pick up right where you left off, and you know you’re going to feel better when you hang up.”

Improved Productivity Most clients seek help from PAS for marital, family and relationship issues, followed by depression and anxiety and work concerns. Money worries and growing concerns about the global recession may fuel other personal problems, Silberman said.

“The state of the economy adds to the cumulative stress that people are experiencing in their lives,” he said. “Life pours certain amounts of stress juice in our glass, and we all have a certain amount in our glass at any given time. If your level is already at the top, whatever gets added is going to make it spill over the top.”

Most clients reported to PAS last year in anonymous questionnaires that their problems, productivity and work performance improved after they completed counseling sessions, said Silberman, who is encouraged by the results.

Last year, the 2,993 counseling PAS exists to help sessions generated an savings for people. A counselor estimated Duke’s health plan of might be able to provide some $180,850, he said.

That savings was feedback that helps them realized because identify a clients did not access concern. their mental health benefit. And based on It’s not outcome data, PAS that estimates the service counselors saved Duke have the approximately $3.1 million last year by answers. improving employee It’s really productivity. that counselors help the “When employees are having individual find the answers personal problems that work for them.” that are affecting — Andy Silberman their work Director performance, the Duke Personal Assistance Service manager really

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doesn’t, and shouldn’t, try to decide why that work problem is occurring,” Silberman said. “What they ■ All Duke faculty, staff and members of their immediate should do is recognize there families are eligible to use PAS. is some issue that’s getting ■ An appointment with a PAS counselor may be arranged by in the way of whatever that calling (919) 416-1PAS (416-1727), Monday through Friday, work performance problem 8 a.m. to 5 p.m. is – let’s say attendance, tardiness, accidents or errors ■ Up to six, one-hour confidential counseling sessions are – and they’d want to available at no charge for each particular issue or problem. encourage the employee ■ The office is at 2200 West Main St., Erwin Square Tower, to make use of PAS.” 4th floor in Suite 400A. Free parking is available.

Yvette West, who was a Nurse Manager and then a Clinical Operations Director in Duke Hospital’s operating rooms Personal for 12 years, said she Assistance Service educated her staff about

By The Numbers PAS. She told staff members private and 2007-08 confidential support was available if they needed help coping with the fastpaced environment, which, Yvette West Clients on any given day, involved anything from heart transplants to brain surgeries and gunshot wounds.

West left her role over the operating rooms last March Clients who previously and recently received an e-mail from a staff member, used PAS thanking her for the PAS recommendation.

“She e-mailed to say that was the best advice she’d gotten,” said West, who is currently the director of Duke’s Counseling sessions Nurses Improving Care for Healthsystem Elders (NICHE) program. “We all have tension. We all have stress. We all have deadlines, and in that environment, it’s non-stop, and everybody wants you to be at your best all day long.”

Getting Help

1,088 1 in 4

2,993 189

‘ I t’s a l l r i g h t’

Management/organization consultations

Kennedy, the plumber with Facilities, is back to a normal routine because of the service he received from PAS, he said. He’s the lead singer in a rock band and enjoys time with his wife and children.

His counselor at PAS, Terry Nicotra, helped him remember and make sense of bits and pieces from the day of the steam pipe accident.

“Sometimes you put that macho facade on, and sometimes you’ve got to let down,” Kennedy said. “And I’m glad I did. PAS let me know it’s all right.”

38 percent Clients who sought assistance for marital, family and relationship issues

65 percent Clients who report productivity improved

— By Leanora Minai Editor, Working@Duke Editor’s Note: In reporting this article, Working@Duke asked Duke Personal Assistance Service (PAS) to query clients to see if any would be interested in being interviewed about how PAS helped them. The employees featured in this article volunteered to be included to help raise awareness about PAS. Figures in the story, chart and “By the Numbers” are based on cumulative and anecdotal data provided by PAS.

68 percent Clients who report problem improved

83 percent Clients who report coping ability improved

My Problem Improved After Using PAS

Duke Personal Assistance Service distributes questionnaires to clients to measure problem resolution, coping enhancement and productivity improvement, among other metrics. The questionnaires are sent four months after beginning services with PAS and are returned anonymously.

“My problem improved after use of PAS” is among the questions. A majority of clients also report their productivity improved since using PAS.

VIDEO See a video about Duke Personal Assistance Service with “Ask The Expert” at hr.duke.edu/pas

Source: Duke Personal Assistance Service, 2007-08

5 Learn more about Duke Personal Assistance at hr.duke.edu/pas

New academy offers support for managing research dollars uke’s funding from sponsored research has exploded, growing 78 percent in the last five years to nearly $800 million. This sudden influx has created strains on the system, too, which end up on the desks of people like Michelle Smith.

Smith, interim assistant manager of research administration, helps oversee 641 grants and research projects in the Department of Surgery, the equivalent of balancing 641 checkbooks every month. When she first assumed her role last year, she had many questions – everything from how to apply for a grant to how to decode the acronyms that describe them.

“People speak in this acronym language,” she said. “When I first started, I had to figure out what people were talking about.”

Smith discovered she was not alone when she became one of 43 people in the inaugural class of the Research Administration Academy (RAA), a three-month course taught by internal experts at Duke.

The course was developed in response to administrative demands created by the growth in Duke’s research funding, which makes up the largest component of Duke’s operating

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Michelle Smith, interim assistant manager of research administration, helps oversee 641 grants and research projects in the Department of Surgery, the equivalent of balancing 641 checkbooks every month.

Did you know?

44 percent of the university’s total revenues come from grants and contracts.

budget. These funds include regulations that prescribe how they can and can’t be spent. And people like Smith can now get certified through the academy to ensure those funds are managed appropriately.

“I am much more confident in dealing with compliance issues,” Smith said. “I’ve gained a much better perspective on the entire process, and I don’t feel so isolated when I have questions.”

Having more confident staff managing grants has already made an impact in places such as the Nicholas School of the Environment. Jim Haggard, associate dean of finance at Nicholas, said having certified staff managing the process has been invaluable to faculty responsible for grant projects.

“Duke wants to free up researchers so they can focus on their science, and the researchers need to have good people managing and ensuring compliance,” Haggard said.

The academy is one of several improvements that resulted from the Research Administration Continuous Improvement (RACI) initiative launched in 2007 following a comprehensive review of research administration at Duke.

“Duke has become one of the elite research universities in the country,” said Hof Milam, vice president for Finance who chairs the RACI initiative. “Our goal is to enhance the support structure in a way that will enable our research faculty to be even more successful. We’re working closely with faculty, business managers, and research support offices to improve processes, technology, policies and training.”

During the first academy class graduation last December, participants presented class projects, including a pocket guide produced by Smith and fellow classmate, Diane Dunn.

“I was impressed by the energy and enthusiasm of the class,” said Scott Gibson, executive vice dean of administration for the School of Medicine. “I think it speaks highly of the need and the impact of this program for staff who aspire to careers in grant administration.”

— By Shannon Hartsoe, Working@Duke correspondent, and Paul Grantham, assistant vice president for Communication Services

For more information, visit rcc.compliance.duke.edu

Tech talk Learn the latest technology through Lynda.com A new online training resource offered through Duke’s Office of Information Technology (OIT) is enabling faculty, staff and students to learn the latest technological tools with video tutorials available anytime, anywhere.

For Richard Lucic, associate chair of the Computer Science Department, the pilot program through Lynda.com offers a convenient way for him and his students to stay up-to-date on emerging Web and multimedia technologies.

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Richard Lucic, center, associate chair of the Computer Science Department, works with Alex Ho, a fifth year senior studying Biomedical Engineering and Electrical Engineering. Lucic is among more than 200 Duke faculty, staff and students who have participated in OIT’s Lynda.com pilot.

“These technologies change rapidly – just keeping up as new versions come along can be a real time sink,” said Lucic, who includes the videos as part of a class he teaches in the Information Science and Information Studies (ISIS) program. “I find it incredibly helpful just to make sure I’m well-versed on the software, and I think it’s good to show students what resources are out there and available if they want to go into the technology deeper than we do in class.”

Lucic is among more than 200 Duke faculty, staff and students who have participated in OIT’s Lynda.com pilot since it was launched in October. Lynda.com offers more than 30,000 online training courses on topics ranging from Microsoft Word and Excel to Web design and computer programming.

OIT is providing a limited number of individual accounts for Duke users during the yearlong pilot. Staff and faculty can review the training tutorials online (from Duke or at home) or can use designated workstations at the ACT Warehouse lab, Multimedia Project Studios, the Center for Instructional Technology and the Link in Perkins Library.

Tutorials in PHP, Dreamweaver, Microsoft Excel and PowerPoint have been among the most popular with Duke staff, who comprise about 75 percent of program participants to date, said Christine Vucinich, OIT’s training coordinator.

As more jobs throughout the university and health system demand technology skills, online training can help users at all levels, Vucinich said.

“Online training provides an opportunity to get quick questions answered and for staff at any location to get the training they need when they need it, not weeks or months later,” she said.

“When you’re in an instructor-led class, so much information is thrown at you at one time. Users learn in different ways, and they don’t always have the time or the training budget to leave their desks and go to a two-hour class.”

The online courses also can serve as a refresher for those who may have attended an earlier instructor-led session, Vucinich said.

Tutorials are structured so users can review one particular section without having to sit through an entire course.

The training helped Terry Banfich get up to speed during a recent Microsoft Word upgrade in Duke Law School’s Alumni & Development Office. It also proved useful as she transitioned into a new job as a trainer in Central Development’s IT department.

“Everything and anything is there, and it’s there at any time, even if you’ve just got five minutes to spend,” Banfich said. “It’s a great tool for giving folks the essential training and tips that can help make our work lives more effective and efficient.”

OIT will gather user feedback this spring to evaluate whether the program will be implemented on an ongoing basis next fall.

— By Cara Bonnett Managing Editor, News & Information Office of Information Technology

More information about OIT’s online technology training program is at oit.duke.edu/help/training/online

Sustainable uke YO U R

S O U R C E

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Deeply Rooted Cherishing our university in the forest Duke boasts more than 100 species that provide a canopy for about 400 acres of the Durham campus, as seen in this view of West Campus.

ulch scattered as Michael Weatherspoon raked around a 10-foot tall dogwood tree on Towerview Drive. He was removing a “mulch volcano,” a pile of shredded wood and pine straw around the trunk.

“If the mulch builds up too high, it can prevent the roots from going deep enough in the ground,” said Weatherspoon, a senior equipment operator with Duke Grounds in the Facilities Management Department.

“This helps trees survive, especially during a drought.”

Healthy tree management efforts by Weatherspoon, other Duke groundskeepers and community volunteers helped Duke earn the recent designation of Tree Campus USA from the Arbor Day Foundation.

Duke is the first university in North Carolina to be named a Tree Campus USA, a new national program honoring universities for promoting healthy urban forest management and engaging the campus community in environmental stewardship.

“Not only do the trees at Duke help beautify the campus, they also play a role in decreasing carbon emissions by shading buildings, which reduces energy use, and by storing carbon in their limbs, trunks and root systems,” said Robert Healy, a professor emeritus at Duke’s Nicholas School of the Environment.

Healy, along with Judson Edeburn, Duke Forest resource manager, are among about 10 members of Duke’s new campus tree advisory committee, formed last year as part of the criteria to become a Tree Campus USA. To receive the

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designation, Duke established a comprehensive campus tree-care plan, earmarked annual expenditures for tree care, and organized service-learning projects.

Last November, for example, Duke Grounds, Recycling, and Sanitation Departments organized 55 volunteers to plant dogwood, persimmon and cherry trees near Gilbert-Addoms residence hall on East Campus. Volunteers included Duke students, staff, faculty and avid gardener Cynthia Brodhead, wife of Duke President Richard H. Brodhead.

“The students, staff, faculty and community volunteers who help with projects like Duke GROWS are a major reason we won the award from the Arbor Day Foundation,” said Duke Grounds superintendent Roger Conner.

Known as a “university in the forest,” Duke boasts more than 100 species that provide a canopy for about 400 acres of the Durham campus.

And that doesn’t include countless species in the Duke Forest, which covers more than 7,00 acres. Each spring, the campus pops with color as dogwoods, cherry trees, magnolias and other flower-bearing species bloom.

“Many people come to Duke specifically to admire the trees on campus or to conduct research in the Duke Forest,” Conner said. “If you see an aerial view of campus, it’s amazing. You can barely see the buildings because of the trees.”

To celebrate Earth Month and Arbor Day on April 21, Duke is organizing several tree-planting and service-learning projects. To volunteer, contact Roger Conner, (919) 660-4282 or roger.conner@duke.edu.

Elvis Holden, a landscape specialist with Duke Grounds in the Facilities Management Department, helps plant a tree on East Campus with Duke students and other volunteers.

Visitors, staff, faculty and students can experience the diverse urban forest in numerous areas. Unique species such as red buckeye, bald cypress and common china fir shade Edens Quad on West Campus. The trail circling East Campus offers views of magnolias, sycamores and giant willow oaks. And more than a dozen memorial trees dot campus.

“When people call someone a ‘tree hugger,’ they should realize there’s a good reason to hug trees,” Conner said.

“They are vital to our environment.

Plus, at Duke, they’re part of what makes our campus even more beautiful and sustainable.”

Did you know?

Many of Duke’s trees were planted in the 1920s as part of a landscape design developed by a firm founded

by Frederick Olmstead, designer of New York City’s Central Park and Asheville’s Biltmore Estates. Olmstead often touted the benefits of trees to enhance community morale and counteract anxieties of city life.

— By Missy Baxter Senior Writer, Office of Communication Services

7 Visit duke.edu/sustainability

WORKING@ DUKE

dialogue@Duke

HOW TO REACH US Editor: Leanora Minai

“What are some creative ways you’d like to see Duke save money during the recession?”

(919) 681-4533 leanora.minai@duke.edu Assistant Vice President:

“

We can use existing resources as opposed to buying new things or bringing in people from the outside. A lot of times you can find talent within the people we have and with proper training, they can fill any holes. Since they already know Duke, they know the culture and don’t have to adapt. We can also use technology better to save administrative time and man hours.”

Paul S. Grantham (919) 681-4534 paul.grantham@duke.edu Graphic Design & Layout:

Srini Iyengar Associate technology partner, Learning & Organization Development 3 years at Duke

Paul Figuerado Photography: Bryan Roth, Missy Baxter and Marsha Green, Office of Communication Services; and

“

One thing I’ve heard about for a long time is to become paperless. We go through a lot of paper, but that’d be really cool if we can save money by not buying or using paper.”

Duke University Photography.

Working@Duke is published monthly

Lila Edwards Emergency communications officer, Duke Police 1 year at Duke

by Duke’s Office of Communication Services. We invite your feedback and suggestions for

Have ideas for stories?

future story topics.

Please write us at working@duke.edu or

“

We could rent out access to Duke athletic facilities to schools during low-use periods; get Duke buses certified

by Durham Public Schools, so they can be hired out for field trips; or we could harvest the fat removed during liposuction procedures and use it as a biofuel.”

Working@Duke, Box 90496, 705 Broad St., Durham, NC 27708 Call us at (919) 684-4345.

Send faxes to (919) 681-7926.

Write

David Stein Senior Education Partnership Coordinator, Community Affairs 8 years at Duke

working@duke.edu or Call

— By Bryan Roth Writer, Office of Communication Services

681-4533

PERQS E M P LOY E E D I S CO U N TS

Making movies more affordable

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orraine Maynard doesn’t rely on the recently announced Oscar Awards to choose movies to watch. She does rely, however, on Duke’s faculty and staff discount program to save money at the big screen.

Lorraine Maynard, right, routinely drops by the desk of Laverne Mitchell in Duke Staff and Family Programs to purchase discount movie tickets.

“I love the movies, but I already know what I like – action and comedy – none of the scary stuff,” she said.

Maynard, a specialist in the Human Resource Information Center, uses the PERQS discount for tickets at the Stadium 10 Theater at Northgate in Durham. “I’m already looking forward to seeing the new Tyler Perry movie (“Madea Goes to Jail”),” she said. “I may buy up to the maximum of 10 tickets next time, because they are good for a year. I know if I don’t use the tickets, I can give them to my family. I like that flexibility.”

PERQS offers two discounts from the $8.50 ticket price at Stadium 10 Theater:

夝 $7 Director’s Pass tickets, valid for any movie, any time 夝 $6 Producer’s Pass tickets, which are valid starting two weeks after a movie’s Learn more about PERQS or sign up for e-mail reminders of discounts at hr.duke.edu/ discounts. Contact Monica Pallett at monica.pallett@duke.edu

release Discount tickets are sold every Thursday from 8 a.m. to 5 p.m. at Staff and Family Programs, 154 Trent Hall, and every Friday from 8 a.m. to 1 p.m. and 2 p.m. to 5 p.m. at the Medical Center Human Resources, Room 1527 Blue Zone, Duke South.

Tickets must be purchased with cash.

“I know there are lots of movies on DVDs and online,” Maynard said. “But there is still something special about getting out of the house and going off to the theater. It makes the time special.”

— By Marsha A. Green Writer, Office of Communication Services

D U K E T O D AY

Add your favorite business, service to PERQS With the recent economic downturn, local businesses are increasingly willing to offer discounts, according to Monica Pallett, manager of Staff & Family Programs, the department that administers the PERQS program.

“Businesses like that we have an e-mail listserv of over 18,000 people who want to be notified of regular discounts,” she said.

Pallett encourages people who have a favorite business they want added to the discount program to ask the business to contact her or visit the PERQS website for information. “We welcome calls or e-mails from any businesses willing to offer a discount to the Duke community,” she said.

“We are particularly interested in hearing from businesses offering eco-friendly discounts.”

For daily news and information, visit duke.edu/today