WSU- Employment Understanding the Rules, Processes and Guidelines of Working at WSU

1. WSU- Employment Understanding the Rules, Processes and Guidelines of Working at WSU Presented by Human Resource Services March 2012

2. Overview • Governing Federal and State Laws, Rules and Regulations • University Policies and Procedures and Guidelines • Day to Day impacts • How these elements work together

3. Administration and Decision Making Federal and State Laws and Regulations State Rules / Collective Bargaining Agreements Past /Common Practice Policies & Procedures Personnel Manuals

4. Federal Regulatory Agencies • Department of Labor (DOL)

5. Washington State Laws and Rules • The Revised Code of Washington (RCW) is the compilation of all permanent laws now in force. • Washington Administrative Code(WAC) Regulations of executive branch agencies are issued by authority of statutes. • Title 357 Office of the State Human Resources Director

6. Washington State Laws and Rules • WAC 357 Office of State HR Director

7. WSU Policies and Procedures • Office of Procedures, Records, and Forms • Executive Policies • Business Policies and Procedures • Safety Policies and Procedures

8. Executive Policies • EP 4 - Electronic Communication Policy: Policy on Electronic Publishing and Appropriate Use of Information Technology Resources • EP 12 Equal Employment Opportunity and Affirmative Action Policy • EP15 -Policy Prohibiting Discrimination and Sexual Harassment WSU Policies and Procedures

9. WSU Policies and Procedures • Business Policies and Procedures

10. WSU Policies and Manuals Faculty Manual The Faculty Manual contains the policies and procedures governing faculty rights, privileges, and responsibilities passed by the Faculty Senate and approved by the President and the Board of Regents. Administrative Professional Handbook Contains a compilation of current policies relating to AP employment, these policies evolve over time as the institution and its internal and external environment change.

11. Collective Bargaining AgreementsContracts • Washington Federation of State Employees • Washington State University Police Guild • Teamsters Local 690 • Public School Employees

12. University Guidelines • Alcohol and Drug Abuse Information • Ethics • Tuition Fee Waiver • Workplace Climate and Concerns

13. Day to Day Impacts • Classification • Fair Labor Standards Act (FLSA) • Industrial Welfare Act (Breaks/Lunch Periods) • Performance and Evaluations • Leave and Return to Work • Various WSU and department guidelines

14. Classification Civil Service (CS) and Bargaining Unit(BU): Classified in accordance with the state classification specification (WAC 357-13) Administrative Professional: Classified in accordance with WSU classification guidelines and in accordance with RCW 41.06.070and 41.06.170(3). Faculty: Classified in accordance with the Faculty Manual and the Provost’s Office

15. Classification:Position Descriptions

16. Determining a Classification • Primary Duty • Actual Duties vs. Described Duties • Discretion and Independent Judgment

17. Fair Labor Standards Act FLSA sets and regulates minimum wage, overtime pay, equal pay, record keeping, and child labor standards for covered employees. Basic Rule = Everyone is a covered employee except for the exceptions.

18. What Constitutes Overtime for Overtime Eligible Employees? Civil Service Employees (WAC 357-28-255) • Hours of work in excess of 40 hours / week* • Work on scheduled day off • Work on a holiday (WAC 357-28-200) • Work on personal holiday (WAC 357-28-200) Administrative Professional • Hours of work in excess of 40 hours / week* * Leave with pay is NOT considered time worked.

19. WAC Overtime Standards • Employees covered under the FLSA must be paid overtime at their regular rate for time worked over 40 hours/work week (WAC 357-28-260). • Compensatory time (time off with pay) at the rate of time and one-half may substitute for paid overtime if employee and employer agree (WAC 357-28-275).

20. Industrial Welfare Act (WA) • Employees are allowed an unpaid meal period of at least thirty minutes. • Employees are allowed a rest period of not less than ten minutes, on the employer's time. (WAC 296-126-092) • WSU gives 15 minute paid rest periods EXCEPTION: Meal and rest period may not be required if an agreement is signed to voluntarily waive them on a regular basis.

21. Leave Policies

22. Leave Available through WSU

23. Requesting Leave Requests for Annual Leave and LWOP • Submit request to Supervisor • Make a timely request • Supervisor informs employee as to whether or not leave is approved. Exception: Medical Leave requests are administered through Human Resource Services.

24. Return To Work • If needed, attending Physician completes: • Work Assessment form • Identifies capabilities and limitations • Duration of limitations • HRS will notify supervisor, employee and department head of limitations and duration

25. University Guidelines • Alcohol and Drug Abuse Information • Computer Investigation Information • Discrimination and Sexual Harassment Resources • Ethics • Tuition Fee Waiver • Workplace Climate and Concerns

26. Department Guidelines and Procedures • Appropriate Dress • Call -In • Equipment Usage • Leave Requests • Overtime approval • Phone Etiquette • Work Schedules, including breaks

27. Employee Assistance Program EAP is a free and confidential service available to WSU staff.  Staff can schedule appointments with an EAP Counselor by contacting 509-335-5759. The EAP assists in identifying, managing, and resolving personal and work-related issues that may affect job performance or quality of life issues.  The EAP provides counseling, education, and consultation services to improve job performance, worker health, and the well-being of the employee and their family. 

28. Resources • Training - SkillSoft and HRS Training • BPPM and WAC’s • AP Handbook and Faculty Manual • Office for Equal Opportunity • Human Resource Services • www.hrs.wsu.edu • Questions can be directed to HRS at • 335-4521, or hrs@wsu.edu

29. WSU employees attending this session via videoconferencing and who wish to have it documented on their training history must notify Human Resource Services within three days of the session date: hrstraining@wsu.edu