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12/10/2018

2018 W-2s Are Coming

To: The Caltech Community
From: Maggie Ory, Director of Payroll Service
Date: December 10, 2018
Re: 2018 W-2s Are Coming

The end of the calendar year is fast approaching, and the 2018 W-2s are coming in January.

Employees who have elected electronic access will be able to view their 2018 W-2 form online beginning January 25, 2019. The current year and prior six years will be available online.

Paper W-2 forms will be mailed out via U.S. Mail no later than January 31, 2019. If you wish to switch from paper to electronic W-2s, please follow the instructions below before January 11, 2019. Please call the Payroll Department (Ext. 8668) if you have any questions.

Instructions for Electing Online W-2:

  • Log on to access.caltech
  • Under the Self Service topic, select Electronic W2 (Online W2)
  • Follow the prompts to set your security questions and answers
  • Select your delivery preference and click apply

Employees who previously elected to print their Form W-2 online do not need to sign up again. Your election will remain in effect until you change your election. The online W-2 is available to employees in active assignment status, who are able to access the Electronic W-2 application on access.caltech.

Instructions to Update Address Information on Access:

  • Log on to access.caltech
  • Under the Self Service topic, select My Personal Information
  • Select the Addresses and Phones tab, and then the Local Residence Address menu item
  • If using a campus address, please note that W-2s can only be mailed to a secure address (MSC). Please contact Mail Services (Ext. 6371) or the Payroll Department (Ext. 8668) for more information.

11/26/2018

The Access to Higher Education for Every Student Act

To: The Campus Community
From: Julia McCallin, Associate Vice President for Human Resources
Date: November 26, 2018
Re: The Access to Higher Education for Every Student Act

This note is to share important information with the Caltech community about California's Access to Higher Education for Every Student Act. The Act seeks to ensure that California institutions of higher education foster campus communities that are safe, welcoming for all, and provide access to services and support for all students, faculty, and staff, regardless of their immigration status. This legislation imposes a number of requirements on Caltech, including advising faculty, staff, postdoctoral scholars, and students of their rights and obligations under the law. It also requires that starting in 2018, institutions of higher education provide members of their community with important information about their rights under state and federal immigration laws and how to respond to a federal immigration action or order.

Caltech is committed to protecting all members of our community. Caltech Security has no responsibility for immigration enforcement and will not inquire about immigration status in the normal course of its duties or participate in immigration enforcement activities unless legally required to do so.

Caltech keeps student and personnel records private and will not share such information with immigration officials unless legally required to do so. Any Caltech office that receives a request for information from an immigration enforcement agency should route that request to Caltech's Office of General Counsel.

Caltech has designated the Director of International Offices, Ilana Smith, to serve as a resource to Caltech community members who have concerns about their immigration status. She is available to provide assistance to DACA recipients and other faculty, students, postdoctoral scholars, and staff who may be subject to a federal immigration order or inquiry. The International Offices maintains a list of attorneys who are qualified to provide legal immigration representation to members of the Caltech community who have concerns regarding their immigration status. Caltech also offers counseling and support through the Caltech Student Counseling Services, the Staff and Faculty Consultation Center and the Caltech Center for Diversity.

Below is additional information that all Caltech faculty, students, postdoctoral scholars, and staff should be aware of:

Refrain
Do not release or disclose personal information concerning faculty, students, postdoctoral scholars, or staff. If you receive a request for such information contact the Office of the General Counsel.

Notify
Immediately notify the Office of the General Counsel upon becoming aware that an immigration officer will or has entered campus. If you are contacted by an immigration officer executing a federal immigration order refer them to the Office of the General Counsel to verify the legality of the warrant, court order, or subpoena.

Refer
Do not accept any documents on behalf of Caltech. Refer any entity executing a federal immigration order to the Office of the General Counsel for validation of the warrant, court order, or subpoena. 

Review
Find additional information regarding your rights under state and federal immigration laws on the International Offices website.

10/31/2018

Pumpkin Contest!

Visit us today to cast your vote for your favorite Athenaeum jack-o-lantern. Pumpkins will be on display for juding in The Athenaeum foyer from 10:00 a.m. to 7:00 p.m.

10/31/2018

Adopt an Angel

Caltech Human Resources is once again sponsoring the annual Adopt an Angel Program, which provides holiday gifts for children of poverty-level families in the San Gabriel Valley area. The Angel Program is affiliated with the Foothill Unity Center, a nonprofit organization that provides critical support in the form of food, clothing, motel vouchers, referrals, and advocacy for people in crisis who reside in the San Gabriel Valley area.

Starting November 2, 2018, the Human Resources Office, at 399 S. Holliston, will have the paper angels available for pick-up.  The angel bears the name of a child, along with their special wish list, age, clothing size, and interests. Unwrapped gifts with the paper angel attached are to be delivered to the Human Resources office no later than Friday, November 30.   The Foothill Unity Center distributes the gifts to the families on December 15, 2018.
 
For more information, contact Diane Williams at diane.williams@caltech.edu or 626-395-8055.

10/31/2018

Rathskeller is Open!

We welcome fall with the re-opening of the Rathskeller!

Located on the lower level of The Athenaeum, the Rathskeller Bar and Game Room offers a casual setting for impromptu gatherings. With a large gastropub menu and a full bar, stop in and enjoy a beer and a friendly round of pool or darts.

Open Monday - Thursday, 4:30 pm - 9:00 pm (Fridays until 10:00 pm)

Click here for more details

Please contact us at (626) 395-8266 or susanw@caltech.edu for information about Athenaeum membership.

10/16/2018

Caltech Family Night Dinner & Movie

Family Night Dinner and Movie is the official kick-off event for the United Way campaign and is open to all Caltech community and their families. This year's event will begin at 4:30 p.m. on Friday, October 19.

Dinner will be served from 4:30p.m. to 5:45p.m. on Beckman Mall. Enjoy free food, face painting, and music before the movie. Be sure to stop by the TIAA tables to create a pencil packet that will be donated to the Pasadena Unified School District's Office of Families in Transition. No tickets are required for the dinner.

A family movie - Coco - will be screened at 6 p.m. in Beckman Auditorium. Tickets are required for admission to the movie.

09/26/2018

Rideshare Week 2018

It's Rideshare Week 2018!

When: Monday, October 1 – Friday, October 5
Where: Everywhere
Who: You!

The first week of October marks Rideshare Week. Let's all work together on reducing our environmental impact as we commute to campus. You can participate by:

  • Biking to campus
  • Utilizing the Pasadena Transit bus pass, available for only $10 at The Store in Millikan
  • Utilizing the Metro U-Pass, available to students
  • Creating a carpool with a fellow employee who lives nearby

For further information, go to Caltech's Rideshare Programs or contact Todd Swart at (626) 395-8877 or by email at todd.swart@caltech.edu.

09/24/2018

EV Charging Transitioning to Paid

The Adaptive Charging Network (ACN) for electric vehicles at Caltech's California Parking Structure has been a research project in Professor Steven Low's Netlab. The project has been collecting anonymized statistics (such as arrival time, departure time, energy charged, charging rates, etc.) to help develop algorithms for adaptive scheduling, learning and analytics, and software to optimize the charging infrastructure. During this time, the cost of electricity and the construction of the charging infrastructure have been covered by the Netlab project as well as by a Caltech start-up, PowerFlex, for users to freely charge their EVs. The project is now transitioning to commercial operation with PowerFlex providing the EV charging service. Netlab will continue to have access to anonymized statistics for research purposes.

The commercial operation is expected to begin November 1, 2018. Thereafter, all charging dispensers in the California Parking Structure will turn on only via the PowerFlex mobile app. EV drivers can download the PowerFlex mobile app from the iOS or Android app store to create a personal account. The cost of charging is a flat rate of $0.12 per kWh and will be collected via the PowerFlex mobile app. This rate covers the cost of electricity only. Additional parking fees apply. All users are required to display a valid Caltech parking permit.

Between now and November 1, 2018, when commercial operation begins, the default session energy—the energy drivers receive by plugging in their car and walking away—will gradually decrease to encourage everyone to use the mobile app. Once the transition concludes, EV drivers need to deposit funds (minimum of $10) via credit card to pay for their charging sessions in the California Parking Structure.

In addition to gaining access to EV charging at Caltech, PowerFlex app users will also have access to many PowerFlex charging stations at JPL, in Pasadena, and throughout the state.  For additional information, please contact PowerFlex at support@powerflex.com

09/06/2018

Institute Policies

To: The Campus Community
From: Julia McCallin, Associate Vice President for Human Resources

Date: September 6, 2018

Re: Institute Policies

The Institute Policies are regularly updated and can be found on the Human Resources policies web page. They are also available in the Caltech Catalog (see sections labeled "General Information", "Institute Policies"). An additional policy has been added this year, the "Violence Prevention Policy". Please familiarize yourself with these policies, as all members of the Caltech community are expected to comply with their requirements.
 
The Institute Policies are:

If you have any questions about the policies, please feel free to contact me at extension 3230 or Tara Kruckeberg, the assistant vice president for human resources, at extension 8661. 

08/24/2018

ASIC and IMSS Warn Against Sophisticated Phishing Scams

Caltech, like most universities and companies, is a frequent target of phishing attacks and fraud scams. The Institute has seen a significant rise in the number of attacks and scams in the past year.

These increasingly sophisticated scams include sending a fake email that appears to be coming from a person in authority, such as the President, Chief Financial Officer, or a manager or director.  The email typically indicates an urgent need for the recipient to log in using a link provided in the message, and may require the user to provide other information, such as Social Security Number, home address, W-2 information from a payroll or human resources system, or other financial/private information.

Two such scams were successful at Caltech within the past month. Although we hear about these situations occurring daily in the news, it really hits home when it happens to our own Campus personnel.  In one case, after gaining access to an employee's email, the attackers ultimately were able to modify that person's direct deposit banking information.   In another, an employee was fraudulently convinced to buy gift cards on behalf of the scammers.

We all need to be more vigilant when we receive emails requesting that recipients click on a link and log in or provide financial or other personally identifiable information, even if the message appears to come from third-party vendors that do business with Caltech.  Avoid using links that came via email, but where it's necessary, first mouse over the link, or press and hold on a mobile device, to see where the link will take you before clicking.

We should also be aware that reusing the same password for your work and various personal accounts can exacerbate problems when an account is hacked on one site, and then used to gain access to another. Best practices recommend always using unique, difficult to guess passwords for different accounts. A password management utility can be helpful for keeping track of multiple passwords.

IMSS offers consultation and training for Institute personnel and departments, providing awareness of scam and fraud techniques to watch out for, and offering tips for identifying suspicious emails related to phishing scams, schemes to commit identity theft, or other attempts to compromise computing equipment and personal information.

For additional information on how to identify and avoid phishing scams, see the IMSS website: http://imss.caltech.edu/node/1399.

If you receive an email that you believe is suspicious in nature, DO NOT click any links in the email, and do not "unsubscribe" or acknowledge the email in any way.  Instead, please contact IMSS immediately by calling the Help Desk at x3500, by opening a Help Desk ticket online, or by emailing Information Security directly, at security@caltech.edu to obtain guidance and assistance.

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