Working@Duke August/September, 2011 Issue

WORKING@DUKEn NEWS YOU CAN USE n Volume 6, Issue 6 n August-September 2011

INSIDE

Free Public Bus Pass

Putting The “A” In Athletics

Choosing Health Care

Tech EtiquetteRising number of Internet-connected mobile devices lead to poor mobile manners

2 � Working@Duke

Editor’sNote

LEANORA [email protected]

Contents

If you’ve wanted to test-drive a new

commute to work, Duke’s offering a

convenient opportunity.

GoPass.

Duke is providing the free public bus pass to

all students and eligible staff and faculty. GoPass

allows for unlimited rides on DATA, Triangle

Transit, Capital Area Transit and C-Tran (the town

of Cary’s transit service) at no charge to the rider.

That’s right. No charge. Think of the savings by

not paying for fuel and parking.

To be eligible for GoPass, employees must

work on East, West, Central or the Medical

Campuses; on the American Tobacco Campus;

or within one-half mile of East, West, Central or

Medical campuses.

“Duke created this partnership with Triangle

Transit to help alleviate traffic and parking

congestion around Duke’s main campus and

medical center,” said Brian Williams, Duke’s

transportation demand management coordinator.

Learn more about GoPass and Duke

employee Kristina Troost, who plans to get a

GoPass, on Page 7.

** ** **

In other transit news this month, Duke’s new

car-sharing provider is WeCar, which is operated

by Enterprise Rent-A-Car.

The change to WeCar comes after customers

asked for more options as part of a campus

car–sharing program. WeCar options include more

cars on campus (16 instead of 10), including

several new Chevy Volt vehicles that operate two

ways: EV mode (battery powered) and extended-

range (gasoline powered).

In addition, WeCar offers a longer

reservation limit (seven days instead of four) and

a higher daily mileage limit (200 instead of 180).

“WeCar is one more convenient alternative

transportation option Duke students and

employees have at their disposal that allows them

to leave their car at home,” Williams said.

Learn more about WeCar at

parking.duke.edu/wecar.

10 � Check your personal information, win a prize

13 � Choosing health care

14 � Save on parking when traveling from RDU

15 � Bull City Connector marks one year in service

Cover:Tech EtiquetteAre you paying more attention to email than colleagues duringmeetings? An estimated 75 percentof U.S. adults say “mobile manners”are worse now than a year ago.

GoPassEmployees whose offices are onEast, West, Central and the MedicalCenter campuses; on the AmericanTobacco Campus; or in offices withinone-half mile of the East, West,Central or Medical campuses areeligible for a free public bus pass.

Putting The ‘A’ In AthleticsAcademic coordinators within Duke Athletics help facilitatetutoring, study sessions and timemanagement for about 650 athletes across 26 varsity teams.

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 post-consumer fiber.

Please recycle after reading.

today.duke.edu/working � 3

Briefly

� � � �

Duke Football Employee Kick-Off Celebration is Sept. 3

Staff, faculty and their families are invited to the DukeFootball Employee Kick-Off Celebration for the 2011 seasonhome opener against the University of Richmond on Sept. 3.

The fun begins at 4 p.m. on the K-Ville Quad, whereemployees and their guests can enjoy entertainment and acatered meal at no charge. They can be a part of the “BlueDevil Walk” football team march to the stadium at 4:30 p.m.,before the 7 p.m. kick-off. Duke Athletics and HumanResources are sponsoring the event.

“Part of the outstanding culture of Duke is ourcollective sense of community,” said Kyle Cavanaugh, Duke’svice president of Administration. “This is one of thoseopportunities to share our community and cheer on Dukewith family and friends.”

Faculty and staff can reserve up to four tickets byvisiting hr.duke.edu/kickoff or calling (919) 681-8738. Avalid DukeCard will be required at the event to pick uptickets and enter the buffet area.

� � � �

Registration underway for Duke Run/Walk Club When Cathy Lewis arrived for the first day of the Duke Run/Walk Club last spring, she was afraid she

wouldn’t be able to keep up with other participants. “I had fallen off the exercise bandwagon severalyears ago,” she said.

Run/Walk helped her raise her level of fitness by alternating running and walking. “After 12 weeks, I was running or walking for over 40 minutes without stopping,” said Lewis, staff

assistant to the dean of Academic Affairs in Trinity College. “It was a fantastic way to get back into shape.”Registration is now underway for the fall Duke Run/Walk Club, which is Aug. 22 through Nov. 9. The

club is organized by LIVE FOR LIFE, Duke’s employee wellness program, and is free and open to all facultyand staff. Beginners meet from 5:30 p.m. to 6:30 p.m. on Mondays and Wednesdays at the East Campuswall on Broad Street across from Whole Foods Market. Advanced runners meet at the same time atWallace Wade Stadium. To learn more or to register, visit hr.duke.edu/runwalk.

� � � �

Zipcar out, WeCar in as new campus car-sharing provider Duke’s new car-sharing provider is WeCar, which is operated by Enterprise

Rent-A-Car. The switch will take effect in August.“This change comes after feedback from customers over the years about the desire

for additional options as part of a campus car-sharing program,” said Brian Williams,Duke’s transportation demand management coordinator.

WeCar options include more cars oncampus (16 instead of 10); longerreservation limit (seven days instead offour); higher daily mileage limit (200instead of 180); and $30 overnight rate,seven days a week.

WeCar works like other car-sharingprograms: members join, reserve a vehicle online, access the car using a membershipcard and return the car to the same location where they picked it up. Fuel and insuranceare covered.

To learn more about WeCar, visit parking.duke.edu/wecar. If you have questions, orneed assistance transitioning from Zipcar membership to WeCar, contact Brian Williamsat [email protected] or call (919) 684-3640.

� � � �

Duke among best workplaces in higher education For the fourth consecutive year, Duke has been named as one of the best colleges

in the country to work for by The Chronicle of Higher Education.After an independent survey of employees for the 2011 “Great Colleges to Work For”

program, Duke earned high marks for its commitment in five workplace categories. Dukewas among 10 colleges highlighted for programs and achievements in:

� Professional/career development programs(Employees given opportunity to develop skills andunderstand requirements to advance in careers).

� Facilities, workspaces and security (Facilitiesadequately meet needs, appearance of campus ispleasing and the institution takes steps to provide a secure environment).

� Job satisfaction (Provides insight into satisfaction with job fit, autonomy, resources).

� Work/life balance (Policies give employees flexibility to manage personal lives).

� Supervisor/department chair relationship (Supervisor makes expectations clear,solicits ideas).

“As a community, Duke is committed to a set of core principles that allow us topursue a positive work culture,” said Kyle Cavanaugh, vice president of Administration.“Being named among the best workplaces in higher education by the Chronicle is awonderful recognition and validation that we are focusing on the right areas.”

4 � Working@Duke

Richard Outten runs a differentkind of staff meeting.

No one sits. And laptops and smartphones are not allowed.

Outten, a senior manager in the Officeof Information Technology, understandsbetter than most how technology can boostproductivity and make life easier. He alsounderstands how it can get in the way ofworkplace efficiency.

“We’ve tried different approaches tominimize waste and improve the flow ofinformation and work,” Outten said.“We’re always looking at how we can betterfit the technology with human interaction,because sometimes that human interactionside gets lost.”

With the proliferation of laptops,smartphones and tablets, constantconnectivity can make it tough for workers tofocus on what’s really important, experts say.Whether it’s paying more attention to emailthan colleagues during meetings or answeringa smartphone during a conversation, anestimated 75 percent of U.S. adults say“mobile manners” are worse now than a year ago, according to a recent Intel survey.

“There’s a fundamental mismatchbetween the 20th century workplace we’veinherited and the technologies of our lives.There are no rules yet, no shared etiquette,”said Cathy Davidson, a Duke professor ofEnglish and interdisciplinary studies andauthor of the new book, “Now You See It:How the Brain Science of Attention WillTransform the Way We Live, Work, andLearn.” “We’re right on time to be seriouslyrethinking how we work in the 21st centuryworkplace.”

While technology has facilitated thefusion of home life and work life, it also hascreated a 24-hour workday, where constantconnectivity is expected. The result? Anxiety.

“We’re all stressed out, and we shouldbe. We have a lot more different kinds ofinformation to deal with, and we’re workingin two systems – one old, one new – at thesame time,” Davidson said.

The rising number of Internet-connectedmobile devices has led to an “always-on”culture with few agreed-upon rules. Accordingto a survey conducted by Intel in February,nine out of 10 U.S. adults say they’ve seenpeople misuse mobile technology. Among the

top gripes: emailing while walking and textingor typing while driving.

“We combine technologies in ways thatare potentially harmful,” said Dan Ariely, aDuke professor of psychology and behavioraleconomics. “When traffic slows down or themeeting gets redundant or somebody asks astupid question, we think, ‘I can dedicate 50percent of my attention to this and have thecapacity to do other things.’ Then we don’tnotice when something changes, and whenthe time comes to focus, we don’t.”

Sleek, powerful mobile devices increasethe “illusion of competence,” high-techjugglers’ belief that they can multitaskeffectively, Ariely said. But research showsthat multitasking degrades performance:Multitaskers perform much worse oncognitive and memory tasks that involvedistraction compared to people who focus onsingle tasks.

“That’s the huge curse of trying tomultitask while working and in meetings.Eventually nobody’s doing anything useful,”Ariely said. “The feeling that we need to beproductive every moment actually makes usless productive.”

Cover Story

Tech EtiquetteTo help boost productivity, Richard Outten, center, runs a staff meeting without laptops and smartphones in the Office of Information Technology.

INTERNET-CONNECTED DEVICES LEAD TO POOR MOBILE MANNERS

today.duke.edu/working � 5

85%of U.S.adults owna cell phone 52%

own a laptopcomputer

(Source: 2011 report from the PewInternet & American Life Project

Information overload: Email and beyond

Percentage of people who say emailcommunication at work and home in

the next five years will…

4%own atablet 9%

do not own any of these or other devices

More mobile devices in the workplace

Nationally:

Users At Duke:

20% BlackBerry

16% iPhone

13% Android

33% cell phone withoutInternet capability

6% iPad

9% do not have a mobile device

(Source: Duke Communication Survey, March 2011, 1,203 respondents)

4536

5155

4

6

To minimize distraction in the classroom, some faculty askstudents to put away laptops – but that’s not always the bestapproach, said Lynne O’Brien, director of academic technology and instructional services for Perkins Library.

Instructors are better off asking students to work together inpairs, calling on individuals and using other strategies to engageparticipants, so “you’re at risk if you’re not paying attention,”O’Brien said.

That same strategy can be effective in managing workplacemeetings, said Isabel Taylor, an OIT project manager trained inmeeting facilitation.

“If your head is buried in your computer, you’re sending out themessage that you’re really not available,” Taylor said. “As a facilitator,I’ll try to engage those who aren’t participating, by saying things like,‘Would you share your thoughts on this?’”

Meeting organizers can even request that participants put awaytheir technology. “Once the devices are away, you can really connectwith the people around the table,” Taylor said.

New technology requires that individuals be more mindful oftheir own preferences about communication and to explicitly setexpectations with colleagues.

“There’s a sense that every message coming in must beresponded to immediately, though no one told us that. Everybody hasdifferent rules,” Taylor said. “It’s important to discuss your preferredmethod of communication and respect others’ preferences.”

Work groups can take steps to avoid ratcheting up the pressureof an “always on” workplace.

“All of us spend far too much time responding to work email,”O’Brien said. “People can access you 24 hours a day, and we don’t havegood mechanisms for screening what we have to pay attention to.”

Her office, for example, developed new norms around managingemail, including:

n Use reply-all sparingly. n Share interesting tidbits using the group’s internal blog

(not email). n Indicate in the email header whether a message requires

action or is just for information. n Don’t spam the entire work group with in/out-of-office

emails.She also set colleagues’ expectations around instant messaging:

“Some people say they can be more productive using IM to take careof a lot of small details quickly, but my staff knows that if it’s thaturgent, they should call on my cell.”

While technology can exacerbate information overload, it alsocould prove part of the solution. In her book, Davidson, the professorof English and interdisciplinary studies, interviewed the head of userinterface at Mozilla, who takes a unique approach: he separates hiswork onto three different computers. The first holds the code or workproject he is focused on. On the second, located far enough away thathe must physically move to another chair, is email.

“Ergonomically, he knows it is important to move, but, moreimportant, it means that his main work screen never changes,”Davidson said. “The email screen is in constant motion from theoutside world, but the work screen stays focused, and he returns to it without distraction.”

>> continued on page 6

INCREASE

STAY THE SAME

DECREASE

(Source: MarketTools)

6 � Working@Duke

His third computer, down the hall, is his“fun” computer, with Facebook and otherdiversions. A to-do list is programmed to popup on the screen after five minutes, then 10

minutes (in larger type). The computer also isprogrammed to slow down each time the to-dolist appears.

“We are users of tools. What makes usgood at using these tools is what drives us crazy,because it also distracts us,” Davidson said.“Now we’re evolving new ways of working, butwe need new tools to help us prioritize.”

In the meantime, workers can focus onusing technology for what it does best, said Jim Roberts, Duke’s executive vice provost forfinance and administration and self-described“multitasker on multiple devices.” He uses thosedevices to boost productivity in limited ways.

“I’m constantly shepherding six to 10things through various processes, and I have tohave them all at a stage where if somebody said, ‘I need that now,’ I know how I would finish it

in 24 to 48 hours,” Robertssaid. “Having the digitaland communication toolswe have now makes thatmuch more feasible than itwas.”

As technology changesthe workplace, it alsoprovides an ongoingopportunity to reassess hownew tools fit with ourhuman values and needs.

For Outten, thatmeans encouraging his staffto call customers ratherthan send email, because

talking through an issue can resolve it fasterthan a back-and-forth exchange of emails.

For Taylor, it’s making a point of notchecking work email at home.

For Laura Miller, a clinical researchassociate in the Duke Clinical ResearchInstitute, it’s leaving her BlackBerry at her deskevery so often so she can walk up to visit acolleague who works on another floor.

“We’ve become so connected as a mobilesociety,” Miller said. “Now we need toreconnect with ourselves and remember thecommon courtesies. We need to take time tothink of others before we plug in.” �

BY CARA BONNETT

By TheNumbers37 percentU.S. adults who spend half the day reading or replying

to work email

88 percentU.S. adults who agree that

people rarely take others intoconsideration when usingmobile devices in public

1 in 5Ratio of U.S. adults who admit

poor mobile behavior butcontinue to do so becauseeveryone else is doing it

Source: Recent surveys byMarketTools and Intel/Ipsos.

TIPS FOR MANAGING MOBILE DEVICES

Be present. Make a betterimpression and give your fullattention to those you are with,such as when in a meeting. Resistthe temptation to check email orsurf the web during conferencecalls or meetings.

Go with face-to-face contact.Limit emails or instant messagesto people in your immediatevicinity at the office. Don’temail/text/IM what should bespoken in person.

Close the laptop when youcan. If it needs to remain openfor reference or note-taking, placeit at an angle so the screen isn’t abarrier between you and others.

Create boundaries for yourtechnology. Establish an e-day,which means determining whenyou start and stop yourimmersion in the digital realm.Obviously, there are times whenit’s necessary to be available, butotherwise, live your life.

Set clear expectations. Talkwith colleagues explicitly aboutmobile device usage andpotentially sticky issues suchas preferred methods ofcommunication and appropriateresponse time to emails.

Do unto others. Before making a call, texting or emailing in thepresence of others, consider ifyour actions will affect them. If so, reconsider, wait or move away.

Practice what you preach.If you don’t like others’ badbehavior, don’t engage in it.For more tips, visit emilypost.com/technology

There’s afundamental

mismatch between the 20thcentury workplace we’veinherited and the technologiesof our lives. There are no rulesyet, no shared etiquette.”

— Cathy Davidson, author and Duke professor of English and interdisciplinary studies

“

today.duke.edu/working � 7goonline For more information, visit parking.duke.edu/gopass

At 5:02 p.m., Kristina Troost boarded a Triangle Transit bus on Chapel Drive,

opened her laptop andsettled in for her favorite 52 minutesof the day.

While the bus driver navigatedtraffic on I-40 toward Raleigh,Troost read email and scholarlyjournals and selected books for theJapanese Studies collection atPerkins Library.

“It’s my time,” said Troost,head of Duke University Libraries’International and Area Studiesdepartment. “Having thisundisturbed time every day means I can catch up on projects and getmy life back.”

Troost pays $33.25 a month toride a Triangle Transit Express busbetween a Park & Ride lot inRaleigh and Duke’s campus eachday. Starting in August, she’ll makethat round trip for free.

Duke is offering GoPass, alocal and regional bus pass, to Dukestaff and faculty on East, West,Central and Medical Centercampuses; the American TobaccoCampus or within one-half mile of the East, West, Central or Medical campuses. All undergraduate, graduate and professional school students are eligible.

GoPass allows for unlimited rides on DATA, Triangle Transit, CapitalArea Transit and C-Tran, the town of Cary’s transit service, at no charge.

“I’m thrilled that now I can say that Duke is encouraging publictransport in this way,” said Troost, who plans to use GoPass to commuteby bus four to five days per week.

Brian Williams, Duke’s transportation demand managementcoordinator, said GoPass can help reduce parking congestion on Duke’smain campuses. He said that if 5 percent of eligible students andemployees use GoPass as a daily alternative to a single occupancy vehicle,there could be 1,000 to 2,000 fewer cars on campus each day. This changecould reduce Duke’s carbon footprint and help alleviate the need to buildadditional parking lots.

“We want to offer students and employees as many options as possibleto help them save money and get to Duke in a more sustainable mannerthan driving alone in a car,” Williams said. “We’re committed to helpingDuke become climate neutral, and this program is just one more steptoward that goal.” �

BY MARSHA A. GREEN

Ride local, regional buses for free Duke launches “GoPass” to relieve parking congestion

Get A GoPassGoPass allows forunlimited rides onDATA, TriangleTransit, Capital AreaTransit and C-Tran, thetown of Cary’s transitservice, at no charge tothe rider. To obtain aGoPass, staff and facultymust apply in person witha valid DukeCard at one of the following Parking andTransportation offices:

� 2010 Campus Drive (near the corner of Campus Driveand Anderson Street). Open Tuesday, Wednesday andThursday, 10 a.m. to 3 p.m.

� 4290 Duke Clinic (near the Medical Center Bookstore,on the same level as the Duke Clinic Food Court).Open Monday through Friday, 7:30 a.m. to 3 p.m.

8 � Working@Duke goonline See scores, news and more academic success at goduke.com

Putting the ‘A’ in Athletics

An 8-inch thick binder with daily schedules and syllabi for 27 members of Duke's baseball team sits on Khary

McGhee's desk. As he flips through it, pairs of players stop by his office and sign in or out of study hall sessions

in the Michael W. Krzyzewski Center for Athletic Excellence.“Make sure you bring

your homework with you thisweekend at Clemson,”McGhee told three freshmenon the baseball team. “Youknow coach will be mad if you don’t.”

“Yeah, we know,” they reply in near unison.

Over the course of theacademic year, McGhee,academic coordinator for the wrestling, rowing, men’s lacrosse, baseball andswimming and diving teams,works with more than 100student-athletes. He and sevenother academic coordinatorswithin Duke Athletics helpfacilitate tutoring, study sessions and time management for about650 athletes across 26 varsity teams. With help from students,

faculty and staff, Duke has a network of hundreds of academicadvisors, coordinators, mentors and tutors who make Duke one ofthe best universities at putting the “student” into student-athlete.

For decades, Duke students and employees have created anatmosphere where hundreds of student-athletes are regularly

recognized on honor rolls andwith national awards forsuccess in the classroom. In2010, for example, Duke ledall Atlantic Coast Conferenceschools with 424 selections to the ACC Academic HonorRoll, the 22nd time in 23years Duke student-athletestopped the conference list.Also, 15 Duke teams placedamong the top 10 percent intheir sports in the NCAA’sAcademic Progress Ratereport, which measuresacademic success based on eligibility and retention.

“This is all part ofcreating the culture that

excellence in academics is just as big a part of excellence on thefield,” said McGhee, who joined Duke a year ago.

In 2010, Duke placed 424 athletes on the ACC Academic Honor Roll, the 22nd time in

23 years Duke student-athletes topped the conference list.

Khary McGhee, right, discusses classwork with Angelo LaBruna, a sophomore infielder with the Duke baseball team. McGhee works with more than 100 student-athletes

across five teams.

today.duke.edu/working � 9

Finding BalanceOne of the biggest challenges in maintaining academic

excellence is that student-athletes spend time away fromcampus for road games or matches. That means academiccoordinators and coaches work together to ensure athletes stayon track of studies.

On the baseball team, head coach Sean McNally makesevery Monday an off-day from practice. Players must use the dayto complete work in team study hall sessions and on their own

time. Players arealso expected tobring classworkwith them on allroad trips and log dailystudy hours with theiracademic coordinator.

“We’re at one of thecountry’s best academicinstitutions, and we’vegot some of the mosttalented students – notjust student-athletes,”said McNally, who’sbeen head coach since2005. “As a team, weneed to divide up ourtime and energy to keepthings in perspective andmake sure we’re takingcare of things in theclassroom and not juston the field.”

McNally has aspecial reason for beingstringent with academics.

In addition to being a former Duke baseball player, he also worked as an academic coordinator at Duke in 2002 and 2003.

That commitment has led to results. In 2010, the Dukebaseball team posted a combined grade point average over 3.0 andhas annually led in selections to the All-ACC Academic BaseballTeam. About 60 of McNally’s players have also appeared on theACC Academic Honor Roll over the past five seasons for holdinggrade point averages over 3.0 for the entire academic year. Thebaseball team’s graduation success rate – a combination of playerswho graduate or leave Duke for professional opportunities in goodacademic standing – was 96 percent last year, 26 points higher thanthe national average.

“My experience would be much different if I didn’t have CoachMcNally and the Academic Services staff to be such a huge help,”said junior Marcus Stroman, a top pitcher in the country and two-time member of the ACC Academic Honor Roll. “Because wetravel so much and work on a tight schedule, having these resourcesmeans I’m not stressed, and I can just focus on taking class andplaying baseball.”

Resources and SupportFor Heather Ryan, executive director of academic support

services in Duke Athletics, helping students score high outside ofgames and matches means working beyond 40 hours a week andmeeting with upward of 80 student-athletes a week to ensurebalance between demands of athletics and academics.

“We’ll do whatever we can to help, whether it’s helping themset up their schedule, scheduling tutor sessions or making sure they’reon top of a class’ syllabus,” Ryan said. “All these kids essentially havetwo jobs – a full-time student and a full-time athlete – and they’reexpected to excel in both areas.”

She said making sure student-athletes succeed in the classroomcomes down to a simple rule: let them know people across campuscare about them beyond what is accomplished on a field, track orcourt.

“It’s important to remember that all these athletes aren’t justhere at Duke to compete in sports. They’re here to learn and exposethemselves to opportunities that will shape their life,” she said. “Inthe position we’re in, we just have to help guide them to make surethey get the most out of their entire collegiate experience.” �

BY BRYAN ROTH

By The Numbers� 24 of 26 teams had a 3.0 GPA or higher, Fall 2010

� 24 of 26 had a GPA of 3.0 or higher, Spring 2011

� 97 percent total graduation success rate with 15 of 26 teams at 100 percent, 2011

� Duke football’s graduation success rate – 95 percent – was second highest among 120schools in the Football Bowl Subdivision, 2010

� 130 academic All-ACC team members, 2010

� Six ACC Scholar Athletes of the Year, 2009-2010academic year

All these kidsessentially have two

jobs – a full-time student anda full-time athlete – andthey’re expected to excel inboth areas.”

— Heather Ryan,executive director of academic

support services in Duke Athletics

“

Marcus Stroman, one of the top Duke baseball

pitchers in the country, is also a two-time member

of the ACC Academic Honor Roll.

10 � Working@Duke

Are you who you think you are? Beginning Aug. 29 as part of a new “Check Yourself” campaign,

all Duke staff and faculty areasked to go to the “My Profile” section of theDuke@Work self-service website to review and update personal data and information.

Those who check their personalinformation – including work and homeaddresses, phone numbers, race/ethnicity,county of residence and dependent information– may learn they’re one of five lucky “goldenticket” winners. Winners can redeem goldentickets for prizes, including a pair of ticketsto a Duke men’s basketball game.

“Faculty and staff who haven’t looked attheir personal information in the Duke@Workself-service website may be surprised to findthat some of their information may beinaccurate or incomplete,” said KyleCavanaugh, vice president for administration.“Over time, home and work addresses orphone numbers change and are not alwaysupdated in our system. For example, last year,about 10 percent of all open enrollmentpackets were returned because of badaddresses.”

As part of the campaign, which runsthrough Sept. 20, a golden ticket has beenadded to the personal information for five

randomly selected individuals. The prizes arethe men’s basketball tickets, a $200 giftcertificate to a show at the DurhamPerforming Arts Center, a 50-minute deep-tissue massage at Duke Integrative Medicine, a night’s stay for two and breakfast at theWashington Duke Inn & Golf Club and apiece of basketball floor from the 2010 NCAAChampionship.

Individuals must check all of theirpersonal data fields to learn if they have one of the five golden tickets. Those who find a golden ticket should call the HumanResources Information Center at (919) 684-5600 to redeem the ticket for one of theavailable prizes. Golden ticket holders areoffered prizes on a first-come, first-served basis.

As faculty and staff review theirinformation, they’re also encouraged to reviewand include information for two new fields for“work cell phone” and “other cell phone” toreceive a text message in the event of anemergency. Numbers for all Duke-purchasedcell phones and those previously registered for emergency text messaging have beentransferred to Duke@Work. Cell phonenumbers will not appear in the onlinedirectory, unless staff or faculty members list that as a primary work number. �

BY PAUL S. GRANTHAM

Campaign encourages staff and faculty to review, update personal data

Check Yourself… You Might

Find A“GoldenTicket”

Find aGolden TicketVisit the Duke@Work self-service website atwork.duke.edu between Aug. 29 and Sept. 20.

Review all personal informationlisted under the “MyProfile”

section.

If you find a golden ticket, call (919) 684-5600 to redeem

it for one of the prizes.Available prizes will be awarded on a first-come,

first-served basis.

goonline Check your data at work.duke.edu

today.duke.edu/working � 11

One-stopshop forlab suppliessaves time,money

Jose Sevilla, a Duke research technician,placed his laptop among tubes andmachinery on the research bench,logged onto a new web-based

e-procurement tool and began checkingoff his shopping list.

Choosing pipette tips from one vendorand cell culture filter bottles from another,he loaded his virtual shopping cart withsupplies for experiments on microRNA.Then, with the click of a mouse, he sent the cart to Dr. Qi-Jing Li, the lab’s principalinvestigator, for purchase approval.

Dr. Li’s lab in the Department ofImmunology is among the first to pilotBuy@Duke, the new procurement tool thatsaves money by leveraging Duke’spurchasing power, while at the same timeenhancing financial administration.

Buy@Duke conveniently collects thecontents of catalogs from 25 scientificsupply vendors with guaranteed Dukepricing. In the future, the tool will expandto host catalogs for additional vendors. Theinitial focus is on research supplies becausethey represent one of the largest areas ofspending at $70 million annually, said JanePleasants, assistant vice president forProcurement and Supply Chain Management.

“Buy@Duke will direct the buyingpower of Duke toward preferred vendorsand allow us to get even more economies of scale,” she said.

The program is supported by Duke’sResearch Administration ContinuousImprovement Integration Initiative, whichwill be offering project teams to help unitsintegrate and implement a host of relatednew technologies and financial assessmentand management policies.

Buy@Duke, the first technology of theIntegration Initiative, began its pilot phasein February 2011 with the departments ofImmunology and Biology and theNeonatology Division of the Department of Pediatrics. As these departments providefeedback, the program will expand to otherdepartments.

“It will take a while to ramp up,” said Edward Sharpe, associate director ofProcurement Services. “But we want theimplementation to be collaborative and high touch and create as little burden on a unit as possible.”

Users of Buy@Duke – whether faculty,graduate students or staff – assign costobject codes to each item in their virtualcart. The customized system then routes the cart for approval: Some labs may pusheverything to faculty, while others have staff approve some purchases. Theautomated approval workflow ensures costsare correctly allocated before purchases. This reduces paperwork for financialreconciliations, and in most cases, eliminatesextra departmental recordkeeping to trackgrant expenses.

Todd Leovic, business manager forImmunology, said the process is saving timeand money already.

“You can go online and watch a cart gothrough all of the steps of approval, even ifthe faculty member approving it is inChina,” he said. “We’re actually orderingless paper because everything is online.” �

BY MARSHA A. GREEN

Duke launches new web-based purchasing program

Using

A department or unit must be part of the Buy@Duke pilot toparticipate. Once implemented in an area, faculty and staff canaccess the program by logging onto the Duke@Work website[work.duke.edu] and clicking the “Buy@Duke” tab.

goonline Visit finance.duke.edu/procurement and select “Procurement Programs.”

Erik Lykken, a graduate student working in Dr. Qi-Jing Li’s laboratory, uses Buy@Duke

to order research supplies.

12 � Working@Duke

DukeSelect:Ease ofuse

Phyllis Holt,health systemanalyst with DukeHealth TechnologyServices, chose theDuke Select healthplan because of its

simplicity.Duke Select is

the most popular ofDuke’s four plans, covering more than 17,000 faculty and staff.

“It’s the easiest plan for what I need,” she said. “I know exactlyhow much I’ll have to pay for each doctor’s visit.”

Holt realizes that if any of her two teenage children attendcollege outside the Triangle area, she may need to switch plansduring open enrollment. Duke Select only covers out-of-networkproviders for emergency care.

“I dread the thought of having to switch plans,” she said,“because with Duke Select there is no guesswork. It’s just so simple.”

Duke Basic: Cost-effective planTaylor Hemphill investigates health plan costs for his family every

year, but each time, the Duke Basic plan is the top choice as the mostcost effective plan for his family of five.

Duke Basic has slightly higher out-of-pocket expenses for co-paysand deductiblesbut lowermonthlypremiums thanother Duke plans.

“We are apretty healthybunch,” saidHemphill, aperformanceanalyst forDUMAC, Duke’sinvestmentmanager. “Wemostly just useprimary care and

save over $100 a month in premiums compared to other plans.” What makes Duke Basic another draw for Hemphill is the health

care reimbursement account. To help offset higher co-pays and

Choosinghealth careCost, location, coverage influencehealth plan choices

Wemostly

just use primarycare and saveover $100 amonth inpremiumscompared to other plans.”

— Taylor Hemphill

“

It’sthe

easiest planfor what Ineed. I knowexactly howmuch I’ll haveto pay foreach doctor’s visit.”

— Phyllis Holt

“

Every year in October, Duke employees enroll in, drop orchange a health care insurance plan for themselves andtheir dependents from an array of options. The taskinvolves balancing cost, coverage, location and other

personal preferences.Duke currently offers four medical plan options: Duke Select

HMO, Duke Basic HMO, Blue Care HMO and Duke Options PPO. “Our plans offer a wealth of choices designed to meet the

needs of an incredibly diverse community at Duke,” said KyleCavanaugh, vice president for administration at Duke.

To help faculty and staff prepare for open enrollment inOctober, Working@Duke interviewed employees about the factorsthat influenced their decisions about medical plan coverage.

today.duke.edu/working � 13

deductibles, Duke makes an annual contribution to the health carereimbursement account of each employee covered by Duke Basic.

“It’s a wonderful extra perk,” Hemphill said.

Duke Options: Worldwide networkIn 2002, while travelling in Hong Kong with the Fuqua Global

MBA program, Christy Michels was rushed to a hospital foremergency surgery. Her bills for the four-day hospital stay totaledmore than $4,000, but Duke Options covered the cost.

Duke Optionsis the only Dukeplan that offers anational network of physicians andhospitals and anetwork ofinternationalhospitals forindividuals whotravel frequently or live outside ofNorth Carolina.This includescoverage forchildren of facultyand staff whoattend school out of state. While the

plan has higher deductibles and out-of-pocket costs, it is the onlyplan that offers out-of-network coverage for non-emergency care.

“I have my work visa for China and expect to be travellingthere in the coming year,” said Michels, a senior manager in theOffice of Global Strategy and Programs. “The internationalcoverage is definitely worth it for me.”

Blue Care: Flexible optionsSonya D. Johnson, assistant information technology manager

for Duke University Press, chose Blue Care because she had a pre-existing condition when she joined Duke three years ago andwanted to continue seeing her dermatologist.

Blue Care,which has thehighestmonthlypremium of thefour plans, doesnot require anannualdeductible andfeatures anetwork ofphysiciansthroughoutmost of NorthCarolina,includingseveral Johnsonhad been seeingin Raleigh.

“I had a pre-existing condition, and I wanted to stay with thedoctors who been treating me,” Johnson said. “The premiums werereasonable, and I liked the flexibility.” �

BY MARSHA A. GREEN

I had a pre-

existing condition,and I wanted tostay with thedoctors who hadbeen treating me.The premiumswere reasonable, and I liked theflexibility.”

— Sonya D. Johnson

“

COMING SOON: OPEN ENROLLMENT During the open enrollment period inOctober, Duke faculty and staff may drop,change, or enroll themselves or their eligibledependents in Duke medical, dental, or visioncoverage, and/or reimbursement accountsfor the year 2012.

The medical, dental, vision, andreimbursement account options selectedduring the open enrollment period will be ineffect in the next calendar year (January 1,2012 – December 31, 2012).

Check Working@Duke in October for moreinformation on this year’s open enrollmentand what it means for you.

goonline Learn more at hr.duke.edu/benefits

Tax Savings With A HealthCare ReimbursementAccountDuke faculty and staffcan protect part of theirsalary from taxes andkeep more money in theirpockets by enrolling in aHealth Care Reimbursement Account during openenrollment. By setting aside pre-tax money for thereimbursement account, employees may later repaythemselves for eligible expenses incurred in thecalendar year that are not covered by insurance.Participants receive a Health Care Card,administered through WageWorks, to pay for manyeligible health care expenses at the point of saleusing funds from the reimbursement account. Thereimbursement account can save an individualabout $30 to $40 on every $100 spent on eligibleexpenses. Employees must re-enroll in the accounteach year. Learn more athr.duke.edu/reimbursementaccount

Ihave

my work visafor China andexpect to betravellingthere in thecoming year. The internationalcoverage is definitely worth it for me.”

— Christy Michels

“

14 � Working@Duke14 � Working@Duke goonline Get the FastPark & Relax discount at hr.duke.edu/discounts; select “Travel.”

employee discountsPERQS

FastPark & Relax 8820 Fast Park Dr. Raleigh(919) 791-0910

As Margaret Riley pulled her car into a parking spot at FastPark & Relax, a bright green shuttle

b pulled up behind her. “Need any help with your bags?”

the bus driver asked. “Thanks,” replied Riley, as the

driver lifted a small suitcase onto theshuttle. He handed her a green ticketwith the location of her car and TheNews & Observer. Content, she settledin for a five-minute ride to the Raleigh-Durham International Airport (RDU).

Riley, director and associate dean of the global education office forundergraduates, uses FastPark & Relaxwhen she flies out of RDU about once a month. Recently, she learned thatFastPark offers Duke employees adiscount, so she took advantage of thatsavings opportunity: four days of parkingfor $13.60 instead of $20.

“It was a good deal before,” she said,“but the extra discount makes it fantastic.”

FastPark & Relax, located less than amile north of the airport, participates inPERQS, the Duke discount program forfaculty and staff. By enrolling inFastPark’s Relax for Rewards programthrough the PERQS website

[hr.duke.edu/discounts], faculty andstaff can receive a “Relax for Awards”card to park for $3.40 per day (includingtax), instead of $5.

The company runs up to 11 vans,depending on the time of day, makingthe average wait time from the terminalto the parking lot less than five minutes,said Peter Guggenheim, marketingdirector at FastPark, who contacted DukeHuman Resources to be part of thediscount program.

“I knew it was something we wanted to be part of, since so manyDuke employees are such loyal customersof ours,” he said.

Riley finds the friendly drivers,luggage assistance and parking-to-terminal service through FastPark asconvenient as parking at the airport,which costs $10 per day.

“When I used to park in the mainRDU ramp, I’d often drive around for20 minutes just looking for a parkingspace. Then when I found one, it alwaysseemed to be at the far end of thebuilding from the terminal entrance Iwanted,” she said. “FastPark is so mucheasier, and it costs a whole lot less.” �

BY MARSHA A. GREEN

Save on parking at Raleigh-DurhamInternational Airport

Save on parking through FastPark & Relax when

traveling out of Raleigh-Durham International Airport.

today.duke.edu/working � 15goonline For the schedule and stops, visit bullcityconnector.org

Sustainable ukeY O U R S O U R C E F O R G R E E N N E W S A T D U K E

Usually once a week,Kevin Davis walks acouple blocks from hisdowntown Durham

home to the corner of West Mainand Gregson streets, where hecatches a short, free ride to his officeat the American Tobacco Campus.

As one of the hundreds ofpassengers who hops a hybrid BullCity Connector each day, Davis likesto get a start on work or catch up onreading while someone else drives.

“I’ve never been a fan of beingstuck behind the wheel,” said Davis, assistantdirector of service management andoperational integration in the Office ofInformation Technology. “With a couplethousand Duke employees now downtown,having the Bull City Connector really makesit more feasible to be car-free at Duke.”

Since its launch on Aug. 16, 2010, theBull City Connector has provided more than252,000 passenger trips in its first ninemonths. This spring, the number of dailypassenger trips serviced reached averages ofabout 1,300.

Since its start last August, interest in theBull City Connector prompted anenhancement of operating hours. The servicenow begins at 6:22 a.m. from the GoldenBelt, which allows commuters to get to theDuke Medical Center before 7 a.m.

Phail Wynn, Jr., vice president ofDurham and Regional Affairs at Duke, saidthe fare-free bus service is a benefit forDurham and the entire Duke community.

He said the service has been a “successful andtangible representation of the partnershipbetween Duke and our hometown.”

“We’re happy to see how many Dukestudents and employees have discovered theBull City Connector as a cost-effective,environmentally friendly and convenient wayto commute and travel between campus anddowntown Durham for entertainment andbusiness,” Wynn said. “I look forward toseeing more and more employees make thatdiscovery as we continue to offer andimprove the service.”

Under an agreement with the city ofDurham, Duke provided $375,000 inmatching funds so Durham could receive a$3 million federal grant and $375,000 stategrant to buy new hybrid diesel-electric buses,which will debut on the route in 2012. Inthe meantime, the City is using four existing2010 model hybrid buses. Duke alsocontributes toward the annual operatingcosts, while the city and Triangle Transitmanage the service.

Erin Gasch, director of alumnirelations for the Fuqua School ofBusiness, rides the Bull CityConnector each month. She firststarted riding because it was fun forher son, Winston, and daughter,Tate. Now, they all occasionallyhop on the bus near their home inthe Cleveland-Hollowayneighborhood to run errands onNinth Street or to attend Dukefootball and basketball games onWest Campus.

“I appreciate the investment Duke hasmade in supporting the Bull City Connectorbecause it’s another contribution to Durhamthat is valuable to me as a resident and aDuke employee,” Gasch said. “It does a greatjob at bringing the university closer todowntown, which helps to build a strongercommunity.” �

BY BRYAN ROTH

Bull City Connector Schedule� Monday-Friday

Service every 15 minutes from 6:22a.m. to 6 p.m.; every 20 minutes from6 p.m. to midnight.

� Saturday and holidaysService every 20 minutes from 6:27 a.m. to midnight.

� No service Sunday.

Connecting the Bull CityFare-free bus marks one year in service

The Bull City Connector runs between Duke and downtown Durham.

HOW TO REACH US

Editor: Leanora Minai(919) [email protected]

Assistant Vice President: Paul S. Grantham (919) [email protected]

Graphic Design & Layout: Paul Figuerado(919) [email protected]

Senior Writer: Marsha A. Green(919) [email protected]

Writer/Videographer: Bryan Roth(919) [email protected]

Photography: Duke University Photography,Office of CommunicationServices

Working@Duke is publishedevery other month by Duke’sOffice of CommunicationServices. We invite yourfeedback and story ideas.

Send email [email protected] call (919) 684-4345.

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

For daily news and information, visit

today.duke.edu/working

I don’t like the lack of personal communication with others. It seems likethere’s no more real face-to-face interaction because you can just talk on the

phone or send an e-mail instead. People are often just doing things electronically. I don’t think you can get a good feel for someone unless you get to see them eye-to-eye.”

Anthony ArtisOfficer, Duke University Police Department2 years at Duke

“

“What is your pet peeve for etiquettewith new technology?”

I think that people are less likely to completely read emails and just skimthem instead. Maybe we all get so many we don’t want to read the whole

thing anymore. My office gets lots of calls about PERQS discount codes that areoften at the bottom of an email, but people stopped reading and don’t realize the information is already there.”

Elizabeth FiorentinoStaff assistant, Staff & Labor Relations8 years at Duke

dialogue@Duke

“

I think people have gotten really bad about reading directions, especiallywith the advanced technology we now have. Every time we get new devices,

they come with instructions to show how to set things up, but usually people justskip over that part and come to me. It’s because I studied computer science, andI’m a techie, so people expect me to know everything.”

Aron AndersonStaff assistant, Mary Lou Williams Center for Black Culture4 months at Duke

“

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