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EMPLOYEE MANUAL

EMPLOYEE MANUAL

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EMPLOYEE MANUAL

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  1. EMPLOYEE MANUAL Union Information Session

  2. Session Overview • Information session is a general overview highlighting specific policy changes • Employees are expected to read the manual on their own • If further clarification is needed • HR Generalist • Employee/Labor Relations • Benefits Office • FAQs on HR Website

  3. EMPLOYEE MANUAL • Employee Friendly • Ease of Use • Official Copy – HR Web Site • Hard copies – Plan for every 5 years • Training required for all supervisors and staff • 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

  5. 1.0 Introduction • 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

  6. 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) • 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

  7. 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 will be contracting with 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.

  8. 6.0 Time Away from Your Job • 6.7 University Medical Leave • Each Union employee must refer to his or her applicable Collective Bargaining Agreement for specifics. • At the discretion of department • Up to 1 year (including any vacation, sick, personal or FMLA leave taken in the prior 12 month period) • TU is not required to hold the position • Must pay entire premium for any insurance • Reinstatement to TU medical benefits effective on 1st of month closest to day of return to work (i.e. return 12/16, benefits effective 1/1; return 12/14, benefits effective 12/1)

  9. 7.0 Understanding Your Benefits • 7.1 The Benefits Office • 7.2 Notice of Privacy Regarding Personal Health/Medical Information • Personnel files are not subject to HIPAA • Medical/Prescription info is protected • TU safeguards medical information in personnel files. Any disclosure of medical and/or personal information for reasons unrelated to the business concerns of TU is subject to immediate termination.

  10. 7.0 Understanding Your Benefits • 7.3 Personal Data Changes • Notify HR of Any Changes in Writing • Name Change – need new social security card • 7.4 Health Insurance Benefits • Begins on 1st day of employment or as applicable Collective Bargaining Agreement stipulates • Return from an unpaid leave – 1st day of month if back on or before 15th of month; if back 16th or later, 1st day of month following • 7.5 Life and Disability Benefits

  11. 7.0 Understanding Your Benefits 7.9 Tuition Remission • Please refer to your applicable Collective Bargaining Agreement for specifics • 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, continues for the semester if the employee leaves after semester begins, continues for retirees • 8 credit hours per semester for AFSCME & 1199C • 6 credit hours per semester for BUE & 835 • Fox EMBA limited to amount paid for standard credit hours • Tuition for graduate courses may be subject to taxation

  12. 7.0 Understanding Your Benefits7.9 Tuition Remission • Dependent Children (CBA Supersedes) • 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 • If 10 years of service and die prior to retirement, children still eligible • 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

  13. 7.0 Understanding Your Benefits • 7.11 Health Benefits Upon Termination (COBRA) • Self-paid 102% of premium • 18 months (36 months) • 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

  14. 8.0 The Unforeseen Injury • 8.1 Workers’ Compensation • Prompt Reporting by Employees • Incident Report must be completed • 8.2 Indemnity and Medical Benefit Payment for Employees Collecting Workers’ Compensation • Not payable for the 1st 7 calendar days unless disability >14 days • Sick days should be used during 1st 7 days. • Will be reimbursed days if absence >14; employee needs to reimburse Temple if paid workers’ comp for 1st 7 days • 8.3 Benefits Continuance and Seniority Accrual for Employees Collecting Workers’ Compensation • Seniority accrues up to one year • No accrual of sick or vacation time

  15. 8.0 The Unforeseen Injury • 8.4 Position Retention for Employees Collecting Workers’ Compensation • Position held for six months • 8.5 Family and Medical Leave for Employees Collecting Workers’ Compensation • FMLA runs concurrently • 8.6 Returning to Work for Employees Collecting Worker’s Compensation • Modify/adjust job duties as per doctor’s restrictions

  16. 10.0 Your Career at Temple • 10.7 Performance Development System • Non-faculty administration and staff who work 20 hours or more • Union and non-union

  17. Performance Rating Categories 4=Performance consistently far exceeds expectations 3=Performance meets job expectations GOOD SOLID PERFORMANCE 2=Performance meets minimal expectations and standards 1=Performance consistently fails to meet minimal expectations

  18. PDS Rating Categories • Essential Functions • Goals & Projects • Competency Development • All 13 of Temple’s Core Competencies in FY 05-06 • Any Role Related Competencies chosen in the planning meeting at the beginning of FY

  19. Core CompetenciesEssential for All Temple Employees Accountability Clear Communication Client/Customer Service Orientation *Continuous Improvement Dependability Efficiency *Ethics Initiative Interpersonal Skills Problem Solving/Decision Making *Quality Assurance/Attention to Detail Respect and Valuing Diversity Teamwork and Collaboration * Moved to Core FY 2005-06

  20. PDS Appraisal Phase Suggested Process: • Supervisor and employee meet and review information covered on Self Assessment (SA) worksheet (Part II) and PDP (Optional) • Supervisor rates employee on essential functions, goals/projects and competencies • PDP sent to manager for review (optional-at the discretion of the Department Head)

  21. PDS Appraisal Phase • Supervisor meets with employee and discusses PDP ratings and final rating and/or • Supervisor electronically sends PDP to employee for review • Employee must view electronic PDP and indicate “Reviewed” on the PDS web system. • Employee may write comments to supervisor, if desired • Make sure you have an active Accessnet account https://accounts.temple.edu/step1_activation.html • Supervisor & employee begin Planning Phase for next FY (SA Part I & PDP)

  22. PDS Web Site Address • pds.temple.edu

  23. S.M.A.R.T. Goals Specific Measurable Action-Planned Realistic Time-Framed Adapted from Ken Blanchard Management Corp., Leadership and the One Minute Manager, 1985 Please be sure to include SMART Goals in your Self Assessment for next FY .

  24. 10.0 Your Career at Temple • 10.8 The Temple University Competencies • 13 core competencies (ethics, continuous improvement, quality assurance/attn. to detail have been added to core competencies) • 10 job related competencies • 10.9 Expectations for Work Related Behavior • Take advantage of educational opportunities • Meet performance standards and expectations • Failure could lead to discipline • Serious violations warrant immediate discharge

  25. 12. 0 A New Position • 12.1 Employment Selection and Placement • 12.2 An Open Position • 12.3 Applying for a New Job within Temple • Check applicable CBA for length of time on job required in order to apply • 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

  26. 12. 0 A New Position • 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

  27. 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

  28. 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

  29. 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…

  30. 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.”

  31. 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

  32. Retaliation is Prohibited • Temple Policy prohibits adverse action against: • Complainants • Witnesses/other participants in investigations • May occur regardless of whether charge of harassment is founded or unfounded

  33. What to do if you are Harassed • Confront the Harasser – tell them behavior is not welcomed • Keep a Record • Contact Supervisor, Ombudsperson or HR • File a Formal Complaint with the Office of Multicultural Affairs • Contact SACE for counseling 1-7276

  34. Office of Multicultural Affairs Chief compliance office 204-7303 or 204-7335 10th Floor, Carnell Hall, Main Campus 1803 N. Broad Street Staff • Rhonda Brown, Associate Vice President • Sandra Foehl • Tracey Hamilton • Sonia Moroz • Sandra Swain

  35. 13.0 University Standards • 13.1 Non Discrimination • Race, color, religion, gender, sexual orientation, ancestry, national origin, age, disability, marital status, veteran status • 13.2 Anti-Harassment, Including Sexual Harassment • Expanded scope • 13.3 Disability -- Reasonable Accommodation • TU must engage in interactive process if employee asks/gives info • 13.4. Employee Dispute Resolution • Supervisor, manager, HR, AA

  36. 13.0 University Standards • 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 • Reasonable suspicion/after an accident • 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

  37. 13.0 University Standards • 13.13 Software and Computer Usage • Policy governing software, hardware, and computer related equipment/resources owned by Temple – usage strictly for Temple purposes • See also Policy on Computer Internet and Computer Games • 13.14 Safety • Employees must follow all safety regulations promulgated by EHRS • Employees responsible for reviewing EHRS website • 13.15 HIV/AIDS Non-Discrimination • 13.16 Social Security Number Usage

  38. 14.0 Employment Standards • 14.1 Weapons on Campus • Prohibited except for Temple Police/Campus Safety • 14.2 Violence in the Workplace • Threatening or violent behavior towards anyone prohibited • Physical, written, oral, expressions, behavior, email, telephone, stalking • Reporting of such behavior required • 14.3 Conflict of Interest -Employment of Relatives (“Nepotism”) and Consensual Romantic Relationships • Prohibited within reporting relationships – nepotism and vol. relationships • Including relationships between administrators and students where reporting relationship exists

  39. 14.0 Employment Standards • 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 = insubordination • 14.6 Workplace Surveillance and Searches • Employees on notice that Temple may • For safety related concerns

  40. 14.0 Employment Standards • 14.7 Use of Communication Systems • For lawful TU purposes only • TU has right to investigate concerns regarding unlawful use • 14.8 Monitoring and/or Recording of Telephone Calls • For business purposes • Employees will be notified if department monitors • Employees must consent. • HR will try to move if consent withheld – but no guarantee • 14.9 Voicemail and E-mail • Notice to employees that Temple has right to review for business purposes including investigation of inappropriate use.

  41. 14.0 Employment Standards • 14.10 Computer, Internet and Computer Games • Not on work time • Not in a way that violates harassment policy • 14.11 Office Attire • Adm. Dept Head/Dean sets standard for area. • Must look professional • 14.12 Outside Activities or Employment • No conflict • Disclosure • Approval for certain positions needed

  42. 14.0 Employment Standards • 14.14 Smoking in the Workplace • Prohibited • 25 ft from any entrance • 14.15 Solicitations and Distribution of Literature • No distribution of literature • No sale of merchandise • No solicitation of financial contributions or for any other cause • Exception – Temple related

  43. 14.0 Employment Standards • 14.16 Severe Weather • If classes are canceled, all admin/staff expected to report • If Temple is open and employee does not come to work – vacation/personnel time/ work rules/collective bargaining contracts • Employee is responsible for checking status of Temple • 14.17 Emergency Closings • Policy pertains to closure of University for extreme conditions • Does not pertain to cancellation of classes • All staff in designated “essential areas” must report

  44. 14.0 Employment Standards • 14.18 University Investigations and Internal Hearings • All employees are required to cooperate with University authorities on internal University investigations and hearings. • 14.19 Use of University Property • Must abide by policies, regulations, procedures and/or guidelines governing fire and safety, workplace safety, ventilation, evacuation, etc. 14.20 Procurement and Use of Cellular Equipment

  45. 15.0 Your Employment File. • 15.0 The Official Personnel File • HR maintains all “official” files • 15.2 Emergency Contact Information • 15.3 Access to Personnel Files • Employees can view • Must make an appointment • Cannot take anything out • Can request a document be placed in file – HR will review • Can request a copy of file - $75 for 200 pages

  46. 16.0 Leaving the University • 16.1 Termination of Non-Introductory Employees • Must be reviewed by HR • 16.3 Resignation • Vacation cannot be used to extend final date of employment • 16.4 Discharge

  47. Questions • 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