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EMPLOYEE MANUAL

EMPLOYEE MANUAL. Supervisory Training. OBJECTIVES. This training will provide supervisors with: A preview of the Employee Manual prior to employee distribution A review of key sections and policy changes Examples of practical situational applications of some of the provisions in the manual

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EMPLOYEE MANUAL

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  1. EMPLOYEE MANUAL Supervisory Training

  2. OBJECTIVES This training will provide supervisors with: • A preview of the Employee Manual prior to employee distribution • A review of key sections and policy changes • Examples of practical situational applications of some of the provisions in the manual • Information on whom to contact in HR for questions on the manual and policy interpretation

  3. EMPLOYEE MANUAL • Employee Friendly • Ease of Use • Official Copy – HR Web Site • Hard copies – Plan for every 5 years • Training – Required for supervisors • Manual dissemination and information sessions are required for staff, separate union/non-union groups • Acknowledgement of Receipt of Manual and Confidentiality Agreement for File

  4. Disclaimer • Every Page – “Subject to Disclaimer” Official Disclaimer on Inside Cover • Purpose of Disclaimer • Preserve “At Will Status” of non-union employees • No implied contract (legal necessity) • Temple can change at any time • If a heading in this PowerPoint that is bolded and underlined, please refer to individual Collective Bargaining Agreement for specific policies regarding these sections.

  5. Employee Manual Information Search • Please answer the questions assigned to you by reviewing the Employee Manual • Cite the Manual section number and page • You will have 20 minutes to research the answers • This activity is designed to • familiarize you with the content and organization of the Manual • highlight changes • Illustrate typical situations that would require familiarity with and application of the policies

  6. Group Questions • Group #1 1, 5, 9, 13, 17 • Group #2 2, 6, 10, 14, 18 • Group #3 3, 7, 11, 15, 19 • Group #4 4, 8, 12, 16, 20

  7. 1.0 IntroductionQuestion #1 – Manual Applies to: • 1.1 Welcome to Temple University • a letter from David Adamany • 1.2 About Your Employee Manual • Policies and procedures apply to all faculty and staff (including student workers and volunteers) • Applicable CBAs supersede any inconsistent provision • Employees are required to learn procedures in manual and abide by them • If not eligible for benefits (student workers, volunteers, part-time employees), those sections do not apply

  8. Question #2 – Student Worker Hours • During the Fall and Spring semesters • International Students • No more than 20 hours/week during the semester • All other students • 40 hours/week • If more than 34 hours, may be subject to Social Security withholdingtax • During breaks and summer • 40 hours • If not enrolled in courses, may be subject to Social Security • Student workers are eligible for all legally mandated benefits such as Workers’ Compensation insurance, but not eligible for TU’s other benefits programs.

  9. Question #3 – Forms Required of New Employees • 4.0 Starting Your Job • 4.1 Employment Applications and other Forms • Application • Standard forms • Acknowledgement of Receipt of Employee Manual • Confidentiality Acknowledgment • All employees must sign/submit

  10. 4.0 Starting Your Job • 4.4 Pre-Employment Health Assessments • Workers compensation protocol • only for baseline • 4.5 Employment Eligibility • Must provide identity and employability documentation within 3 days • Suspended/Terminated – paid minimum wage for any hours worked • New hire when documentation provided IF position still available

  11. 4.0 Starting Your Job • 4.6 Identification Cards • Required to present when entering buildings or when asked by Temple Security • Lost ID notify HR immediately/replacement fee may be charged • Returned when employment ends • 4.7 New Employee Orientation • Mandatory • All current employees will have orientation on manual

  12. Question #4 – Work Hours for 40 hour Administrative Specialist • 8:00 to 5:00, 8:30 to 5:30, 9:00 to 6:00 • Lunch hour does not count toward 40 hours • We recommend a one hour lunch, 30 minutes or more is required • Schedule should be determined by supervisor so that work needs are met, employee is available for meetings, supervision is provided, etc.

  13. 5.0 Reporting to Work • 5.1 Official University Office Hours • 8:30 to 5:00 p.m. • 5.2 Regular Work Schedules & Transition Plan to 40 Hour Work Week • Effective 7/1/04 • 8:30 to 5:00 p.m. (Hours open to public) • Departments have flexibility to adjust schedule to meet needs • Transition plan laid out in manual • T-26 and above EXPECTED to work at least 40 hours • T-25 and below grandfathered for current position only • All new hires, promotions, transfers at 40 hours • Bargaining unit employees are governed by the schedules in the CBA

  14. 5.0 Reporting to Work • 5.3 Flexible Work Schedules • A “luxury” not a right • Must enhance; not interfere with office/unit/department • Department head has final approval on any work schedule • No legal requirement to award “comp” time to exempt employees • Some CBA’s may have specific provisions regarding “comp’ time for exempt employees • 5.4 Attendance and Punctuality

  15. Question #5, Introductory/Probationary Period • 12.7 The Introductory/Probationary Period – New Hire • 6 months for employees not covered by CBA • Can be extended up to another 6 months • Employee will have 30 days to correct any performance deficiencies before discharged • CBA defines for union employees

  16. Questions #6 & #7 – Vacation, Sick, Holiday and Personal Days • 6.1 Personal – 2 days, immediately • 6.2 Vacation – 9 days, use as accrue • 6.3 Sick – 8 days, use as accrue • 6.1 Thanksgiving holiday – yes, was paid

  17. 6.0 Time Away from Your Job • 6.1 Holidays • Eligible for paid holidays from the date of hire • Must work or use vacation/approved leave on day before/after Holiday to receive pay for holiday • 3 Personal Days – prorated during 1st year of employment • 6.2 Vacation & Transition Plan to New Vacation Policy • No changes since August revision • Accrue vacation for use in 1st year of employment • Ability to borrow against year entitlement after probationary period • Will be expected to pay back used but unaccrued vacation if employment ends.

  18. 6.0 Time Away from Your Job • 6.3 Sick Leave • Earned at the rate of 1 day/month up to 10 days • All 10 days are advanced on July 1 • Encourages employee to use sick leave only when necessary and to save for “serious” illness, discipline possible after 5 days • Can use annual sick leave for own or family member’s illness –as defined by law or birth/adoption of a child • No cap on # of sick days accrual for sick leave bank • Days in sick leave bank only for employee’s health condition • With leave collection system, more regular review of No. absences and Monday/Friday absences. Abusers will be required to show medical documentation for further absences. • New employees accrue 1 day per month during first year and get 10 days July 1 after first full year of employment • At time of separation, a pay adjustment may be made if more sick days are used than have been accrued

  19. Question #8 – What should supervisor do about 4 sick days? • Red flag during Introductory/Probationary Period • Supervisor should consider the circumstances of the absences • Supervisor should have conversation with HR and the employee • Medical documentation may be required

  20. 6.0 Time Away from Your Job Question #9 – Funeral Leave/Jury Duty • 6.4Bereavement Leave • Only for Non-Bargaining positions; all others refer to CBA • No longer “funeral leave” • Now available for: • Stepchild • Domestic Partner • Grandchild • Child of sibling • Grandparent-in-law • Directly related aunt or uncle • May ask for proof of death and/or relationship • 6.5 Jury Duty/Court Appearance • Not collecting check – only proof of service

  21. Question #10: FMLA Pay • Pay for 10 days off to care for domestic partner • Domestic Partner benefit for Non-bargaining & members of certain bargaining units (AFSCME, TAUP, Law Faculty) • Employee may use current FY sick time for ill parent, child, spouse, domestic partner • Employee may also use personal and vacation time, and reserve sick days and add to sick leave bank • Employee may not use banked sick time – only for own illness

  22. 6.0 Time Away from Your Job 6.6 Family and Medical Leave • Must use all paid leave (vacation, personal and sick) • Rolling backward 12-month period – look back 1 year to see if 60 work days have been used for FMLA – if yes – not eligible, if no – eligible each day unless/until 60 days used. • Sick, vacation, personal days do not accrue while on unpaid FMLA leave • Health Insurance maintained on same basis as if not on leave (employee pays co-pay) • Benefits Office uses a 3rd party vendor to review requests for FMLA. • Request form includes employee’s release – failure to sign the release may jeopardize approval of FMLA.

  23. 7.0 Understanding Your Benefits Question #11 – Changes in Tuition Benefits • 7.9 Tuition Remission • Subject to remaining in good academic standing • Eligible 1st semester after full-time hire • Employee must be eligible at start of each semester to retain benefit • 8 credit hours per semester • Professional schools excluded, except designated graduate courses in TUSM • FSBM, EMBA is limited to amount paid for standard credit hours • Tuition for graduate courses may be subject to taxation

  24. 7.0 Understanding Your Benefits • 7.9 Dependent Children • must be legal dependent • Dependent step-children covered • Fall/Spring semesters 100% up to 10 semesters • Summer sessions: one or two sessions = 1 semester • May be full-time or part-time, matriculated or non-matriculated • Students enrolled/matriculated at any university eligible for summer sessions and/or Temple abroad • No longer limited to course work outside work hours if: • Supervisor and Vice President or Dean approves • Time is made up • Doesn’t interfere with work responsibilities

  25. 7.0 Understanding Your BenefitsQuestion #12 – Severance Pay • 7.10 Severance • Eligibility fixed by years of service • 7.11 Health Benefits Upon Termination (COBRA) • Self-paid 102% of premium • 18 months for termination (36 months for most other reasons) • 7.12 Domestic Partner Benefits • For same and opposite sex certified domestic partners • Non-bargaining & members of certain bargaining units (AFSCME, TAUP, Law Faculty, TUGSA) • Health, vision, dental & other benefits available to spouse • Premium is same co-pay charged by University for spouse

  26. Question #13 – Docking Exempt Employees When absent from work for one or more full days for: • Personal reasons and has no paid time off available • Illness, disability, or work-related accident or injury, if no sick time remaining and not eligible for disability benefits • FMLA for self and no sick, vacation, or personal time left • FMLA for family member and no vacation or personal time left • Suspension for violation of safety rules or one or more of Temple workplace Rules of Conduct

  27. 10.0 Your Career at Temple University Question #14 – Employees in PDS • 10.6 Wage/Salary Structures For Positions • HR evaluates prior to posting • Employees can contact HR for information if the salary structure is different for the posted position • 10.7 Performance Development System • Non-faculty administration and staff who work 20 hours or more • Union and non-union • New employees PDPs should be started during the first two weeks of their introductory/probationary period.

  28. 10.0 Your Career at TempleQuestion #15 – Dispute Resolution • 10.10 Employee Dispute Resolution – Non-Bargaining • No longer any 3-02 hearings • All non-bargaining unit employees (including student workers) are encouraged to resolve complaints/disputes by discussing with: • Supervisor • Manager • Human Resources or • Office Multicultural Affairs • Not required to exhaust list – can report certain complaints to HR or OMCA – i.e. harassment. • Not for introductory/probationary employees to challenge the decision not to promote past probation/introductory period.

  29. 12. 0 A New PositionQuestion #16 – Internal Posting • 12.1 Employment Selection and Placement • 12.2 An Open Position • 12.3 Applying for a New Job within Temple • Must be in position for 12 months including probation before posting • Satisfactory work record and job performance • 12.4 Being Interviewed • Disclosure to supervisor • Hiring Supervisor is encouraged to call • Employees can contact HR with questions • 12.5 An Internal Offer • No counter-offers • New position takes effect in 4 weeks

  30. 12. 0 A New PositionQuestion #16 – Probation for Existing Employee • 12.6 An External Offer • Contingent on references, drug screening and pre-employment physical • 12.7 The Introductory/Probationary Period – New Hire • 6 months or per CBA / can be extended for another 6 months • 12.8 The Introductory Period for an Existing Employee • 6 months or CBA • May return to prior position if still open • HR will work with to help identify alternative positions • 12.9 Posting Freeze • 1 year • 12.10 Being Rehired by Temple University • Effective July 1, 2004, a rehire into non-union position will receive past service credit for vacation and seniority if he/she left within last 10 years for reasons other than performance, sick days reinstated if rehire returns within one year

  31. Supervisors’ Duties & Responsibilities Question #17 – Harassment • DO NOT engage in any harassing conduct • Serve as a role model • If you are victim of harassment, report it immediately to OMCA, HR, Ombudsperson • If you witness harassment, stop it immediately and report the incident • If you become aware of allegations concerning harassment, consult with Human Resources. You cannot do nothing! • Cooperate in any investigations

  32. Supervisors’ Duties & Responsibilities • Implement appropriate disciplinary action for an employee you supervise who violates TU’s harassment policy • Ensure confidentiality and instruct employees not to discuss confidential harassment issues • Refrain from any retaliatory action against a complaining employee or others who side with the employee • Treat all employees with respect and professional courtesy

  33. Anti-Harassment Policy • Temple University is committed to creating and maintaining an academic and work environment free of all forms of harassment • Includes harassment based on: • Sex/Gender • Race/Color • Sexual Orientation • Religion • National Origin • Age • Disability • Marital Status • Pregnancy

  34. Enforcement of Anti-Harassment Policy • Actions will be taken to Prevent, Correct, and if necessary Discipline behavior which adversely impacts the academic or work environment • Use of University communication, voice mail or email/computer system in a harassing manner is prohibited and will result in disciplinary action, up to and including discharge • Retaliatory actions will be subject to disciplinary action up to and including discharge • Report harassment to supervisor, ombudsperson, Office of Multicultural Affairs, or HR

  35. What is Sexual Harassment? Unwelcome • Sexual advances • Requests for sexual favors • Dissemination of sexually offensive or suggestive written, recorded or electronically transmitted messages • Other verbal or physical conduct of a sexual naturewhen…

  36. Sexual Harassment • “Submission to such conduct is made explicitly or implicitly a term or condition of instruction, employment, or participation in a University activity; or • Submission to or rejection of such conduct is used as a basis for evaluation in making academic or personnel decisions affecting an individual; or • Such conduct has the purpose or effect of unreasonably interfering with an individual’s performance or creating an intimidating, hostile, or offensive University environment.”

  37. Consensual Romantic Relationships(14.3, 14.4) • No instructor shall: • make a sexually suggestive or intimidating remark • ask a student for a date or sexual favor • Sexual or romantic relationships are prohibited even if consensual between: • instructors and students in their courses • instructors, advisors, coaches, physicians, or other similar individuals and students they are advising, supervising or evaluating or whose academic or career opportunities they are directly or indirectly effecting • supervisors and subordinates

  38. Retaliation is Prohibited • All allegations will be investigated promptly with as much confidentiality as possible under the direction of the Office of Multicultural Affairs • Temple Policy prohibits adverse action against: • Complainants • Witnesses/other participants in investigations • May occur regardless of whether charge of harassment is founded or unfounded

  39. 13.0 University StandardsQuestion 18 – Drug & Alcohol Testing • 13.8 Drug Free Workplace • 13.9 Drug & Alcohol Abuse • Use of unlawful drugs or abuse of lawful alcohol or drugs is prohibited • 13.10 Drug & Alcohol Testing • Pre-employment • Reasonable suspicion/after an accident • Do not diagnose on own, Call HR for assistance • 13.11 Gambling in the Workplace • prohibited • 13.12 Political Activities • May not use position or university connection in any way • If elected, duties cannot interfere with work

  40. 14.0 Employment StandardsQuestion #19 - Confidentiality • 14.4 Faculty and Student Relationships • Including academic advisors • Prohibited • 14.5 Confidential Information • Everyone must abide by policy • Everyone will sign a confidentiality form • Failure to sign/abide – termination • 14.6 Workplace Surveillance and Searches • Employees on notice that Temple may • For safety related concerns

  41. Computers, Communication Systems Please be sure to be familiar with all other sections of the Manual including: • 13.13 Software and Computer Usage • 14.7 Use of Communication Systems • 14.8 Monitoring and Recording of Telephone Calls • 14.9 Voicemail and E-mail • 14.10 Computer, Internet and Computer Games • 14.20 Procurement and Use of Cellular Equipment • 16.7 Exit Process – sign acknowledgment that any personal data has been removed and supervisor has access to hard drive and email for business related purposes

  42. Questions • Frequently Used Phone Numbers listed by Department • Further Questions Contact • HR Generalist • Employee/Labor Relations • Benefits Office • FAQs on HR Website Acknowledgment Form & Confidentiality Agreement • All Employees must sign forms • Please leave forms with signature and printed name • Complete evaluation

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