EMPLOYEE MANUAL

Non-Union Information Session

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

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

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

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

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

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 2004 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.

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– At time of separation, a pay adjustment may be made if more

sick days are used than have been accrued

6.0 Time Away from Your Job

6.4 Bereavement Leave– Only for Non-Bargaining positions all others refer to CBA – No longer “funeral leave”– Now available for:

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

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.

6.0 Time Away from Your Job

6.7 University Medical Leave– 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)

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.

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– 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

7.0 Understanding Your 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, continues for the semester if the employee leaves after semester begins, continues for retirees

8 credit hours per semester Professional schools excluded, except designated

graduate courses in TUSM Fox EMBA is limited to amount paid for standard credit

hours Tuition for graduate courses may be subject to taxation

7.0 Understanding Your Benefits 7.9 Tuition Remission

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– 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

7.0 Understanding Your Benefits

7.10 Severance – Eligibility fixed by years of service

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

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

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

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– Scoring changed to 4, 3, 2, 1 instead of D, P, S, U

and final rating with be numerical to two decimal places (e.g. 3.38)

– FY 2005-06 University-wide competency will be Client/Customer Service again

4=Performance consistently far exceeds expectations

3=Performance meets job expectationsGOOD SOLID PERFORMANCE2=Performance meets minimal expectations and

standards1=Performance consistently fails to meet

minimal expectations

Performance Rating Categories

PDS Rating Categories

Essential Functions Goals & Projects Competency Development All 13 of Temple’s Core Competencies will be

rated in FY 05-06 Any Role Related Competencies chosen in the

planning meeting at the beginning of FY

Core CompetenciesEssential for All Temple Employees

AccountabilityClear Communication

Client/Customer Service Orientation*Continuous Improvement

DependabilityEfficiency

*EthicsInitiative

Interpersonal SkillsProblem Solving/Decision Making

*Quality Assurance/Attention to DetailRespect and Valuing DiversityTeamwork and Collaboration

* Moved to Core FY 2005-06

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)

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)

PDS Web Site Address

Pds.temple.edu

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 Please be sure to sure to include include SMART Goals SMART Goals in your Self in your Self Assessment Assessment for next FYfor next FY .

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 disciplineSerious violations warrant immediate discharge

10.0 Your Career at Temple

10.10 Employee Dispute Resolution – Non-Bargaining– 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.

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

– 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

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

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

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

What is Sexual HarassmentWhat 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 nature when…

Sexual HarassmentSexual 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.”

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

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

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

Office of Multicultural AffairsOffice of Multicultural Affairs

Chief compliance office

204-7303 or 204-7335

10th Floor, Carnell Hall, Main Campus1803 N. Broad Street

Staff• Rhonda Brown, Associate Vice President• Sandra Foehl• Tracey Hamilton• Sonia Moroz• Sandra Swain

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

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

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

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

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

14.6 Workplace Surveillance and Searches– Employees on notice that Temple may– For safety related concerns

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.

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

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

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

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

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

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

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