Employee Manual Approved by Staff Senate: January 14, 2019 1 Contents 2 Introduction and We lcome ............................................................................................................. 10 3 About UA-PTC ..................................................... ............................................................................ 11 Mission .................................................................................................................................................. 11 Vision ..................................................................................................................................................... 11 Values .................................................................................................................................................... 11 History ................................................................................................................................................... 12 Accreditation ........................................................................................................................................ 12 Shared Governance .............................................................................................................................. 12 4 General Employment Policies ........... ............................................................................................. 13 4.1 Equal Employment Opportunity and Affirmative Action ................................................. 13 4.2 Non-Discrimination and Equal Opportunity Provisions ................................................... 13 4.3 Retaliatory Action Prohibited ................................................................................................. 14 4.4 Employment of Relatives (Nepotism) ................................................................................... 14 4.5 Employee Dating ...................................................................................................................... 15 4.6 Copyright Policy ...................................................................................................................... 17 4.7 Whistleblower Act ................................................................................................................... 17 5 Employment Eligibility, Opportunities, and Hiring Procedures ......... ..................................... 18 5.1 Employment Eligibility and Hiring Process Preface ........................................................... 18 5.2 General Hiring & Recruitment Process ................................................................................. 21 5.3 Candidate Screening and Selection Process ......................................................................... 23 5.4 Offer of Employment ............................................................................................................... 25 5.5 Employment after Retirement ................................................................................................ 26 5.6 Reemployment.......................................................................................................................... 26 5.7 Promotions and Transfers ....................................................................................................... 26 6 Onboarding and Personnel Action Procedures ........................................................................... 27 6.1 Orientation for New Employees ............................................................................................ 27 6.2 Change in Status Procedures .................................................................................................. 27 6.3 New and Transfer Hires Probationary Periods ................................................................... 27 6.4 Supervisor’s Role ...................................................................................................................... 27 7 Employee Responsibilities and Conduct ..... ................................................................................. 28 Approved by Staff Senate: January 14, 2019 7.1 Civility and Courtesy .............................................................................................................. 28 7.2 Personal Conduct ..................................................................................................................... 29 7.3 Workplace Bullying ................................................................................................................. 31 7.4 Professional Attire .................................................................................................................... 32 7.5 Employee Attendance ............................................................................................................. 32 7.6 Commencement Attendance .................................................................................................. 33 7.7 Mandatory Training ................................................................................................................. 33 7.8 Required Training .................................................................................................................... 33 7.9 College Service ......................................................................................................................... 33 7.10 Employee Identification .......................................................................................................... 33 7.11 Parking ....................................................................................................................................... 33 7.12 College Property ....................................................................................................................... 34 7.13 Equipment Policy ..................................................................................................................... 34 7.14 Communication ........................................................................................................................ 35 7.15 Internet/Computer Use and Conduct ................................................................................... 36 7.16 Intellectual Property Rights .................................................................................................... 36 7.17 Confidentiality .......................................................................................................................... 36 7.18 Employee Record Information ............................................................................................... 37 7.19 Concurrent Employment ........................................................................................................ 38 7.20 Outside Employment............................................................................................................... 38 7.21 Conflict of Interest .................................................................................................................... 39 7.22 Investigations ............................................................................................................................ 39 7.23 Mandated Reporter .................................................................................................................. 40 7.24 Recording Ethics ....................................................................................................................... 41 7.25 Media Policy ............................................................................................................................. 42 7.26 Political Activities .................................................................................................................... 42 8 Employee R ecords ............................................................................................................................ 42 8.1 Access ......................................................................................................................................... 42 8.2 Confidentiality .......................................................................................................................... 42 8.3 Retention ................................................................................................................................... 43 9 Employee Benefits . ........................................................................................................................... 44 Approved by Staff Senate: January 14, 2019 9.1 Benefit Eligibility and Open Enrollment .............................................................................. 44 9.2 Career Service Recognition ..................................................................................................... 44 9.3 Employee Group Health, Prescription Drug, and Dental Benefits ................................... 45 9.4 Flexible Benefit/IRS Section 125 Plan .................................................................................... 46 9.5 Life Insurance ........................................................................................................................... 46 9.6 Long Term Disability ............................................................................................................... 47 9.7 Short Term Disability .............................................................................................................. 47 9.8 Continuation of Insurance (COBRA) .................................................................................... 47 9.9 Retirement Plans ...................................................................................................................... 47 9.10 Retirement Loans ..................................................................................................................... 48 9.11 Social Security Benefits ............................................................................................................ 48 9.12 Unemployment Benefits .......................................................................................................... 49 9.13 Voluntary Unmatched Annuity ............................................................................................. 49 10 Other Benefits and Services ............................. ............................................................................... 49 10.1 Credit Union ............................................................................................................................. 49 10.2 Discounts ................................................................................................................................... 49 10.3 Employee Assistance Program (EAP) ................................................................................... 50 10.4 Gym Use .................................................................................................................................... 50 10.5 Notary Services ......................................................................................................................... 51 10.6 Professional Development Program ...................................................................................... 51 10.7 UA-PTC Tuition Waivers for Employees and Dependents ............................................... 51 11 Classifications, Compensation, Paychecks, & Schedules ........................................................... 53 11.1 Classification and Compensation .......................................................................................... 53 11.2 Classification of Jobs and Salary Placement Procedures .................................................... 53 11.3 Compensatory Time ................................................................................................................ 54 11.4 Extra Compensation ................................................................................................................ 54 11.5 Overtime Pay ............................................................................................................................ 54 11.6 Paycheck Questions ................................................................................................................. 54 11.7 Payroll Deductions ................................................................................................................... 55 11.8 Pay Schedules & Direct Deposit ............................................................................................. 55 11.9 Time Keeping ............................................................................................................................ 55 Approved by Staff Senate: January 14, 2019 11.10 W-2 Distribution ................................................................................................................... 55 12 Leave and Breaks from Work ......... ................................................................................................ 56 12.1 Rest Periods & Meal Breaks .................................................................................................... 56 12.2 Annual Personal Leave ........................................................................................................... 56 12.3 Annual Sick Leave ................................................................................................................... 57 12.4 Children’s Educational Activity Leave ................................................................................. 59 12.5 Court and Jury Leave .............................................................................................................. 60 12.6 Family Medical Leave Act ..................................................................................................... 60 12.7 Maternity and Paternity Leave ............................................................................................... 64 12.8 Nursing Mothers ...................................................................................................................... 65 12.9 Military Leave ........................................................................................................................... 65 12.10 State Agency Transfers of Leave ....................................................................................... 65 12.11 Leave to Vote ........................................................................................................................ 66 13 Performance Management .............................................................................................................. 66 13.1 Probationary Period ................................................................................................................. 66 13.2 Annual Evaluation Process ..................................................................................................... 67 14 Employee Grievance Procedures ...... ............................................................................................. 69 15 W orkplace Health and Safety ......................................................................................................... 79 15.1 Accidents and Injuries on the Job .......................................................................................... 79 15.2 Alcohol & Drug Free Workplace ........................................................................................... 79 15.3 Communicable & Transmittable Disease Control ............................................................... 80 15.4 Drug and Alcohol Testing for Safety & Security Sensitive Positions ............................... 81 15.5 Emergency Communications & Procedures ........................................................................ 82 15.6 Firearms & Weapons ............................................................................................................... 83 15.7 Fire Safety .................................................................................................................................. 83 15.8 Inclement Weather ................................................................................................................... 84 Approved by Staff Senate: January 14, 2019 15.9 Police and Public Safety ............................................................................ .............................. 84 15.10 Safety at the College ............................................................................................................ 84 15.11 Sexual Harassment ............................................................................................................... 85 15.12 Smoke and Tobacco Free Workplace ................................................................................. 85 15.13 Workforce Compensation ................................................................................................... 85 15.14 Workplace Violence ............................................................................................................. 86 15.15 Personal Visitors on Campus ............................................................................................. 86 16 Financial Services and Campus Operations ................................................................................. 87 16.1 Driving College Vehicles ......................................................................................................... 87 16.2 Expenditure of College Funds ................................................................................................ 87 16.3 Gainful Enterprise and Solicitation ....................................................................................... 87 16.4 Gifts of Favored Treatment ..................................................................................................... 88 16.5 Professional Development Budgets ....................................................................................... 89 16.6 Professional Memberships ...................................................................................................... 90 16.7 Purchasing ................................................................................................................................. 90 16.8 Room Reservations and Scheduling ..................................................................................... 90 16.9 Travel ......................................................................................................................................... 90 16.10 Use of College Name ........................................................................................................... 91 17 Separation f rom Employment ........................................................................................................ 92 17.1 Dismissals .................................................................................................................................. 92 17.2 Employee Exit Procedures ...................................................................................................... 92 17.3 Exit Interviews .......................................................................................................................... 93 17.4 References.................................................................................................................................. 93 17.5 Resignations .............................................................................................................................. 93 18 Appendice s and Forms ................................................................................................................... 94 18.1 Forms ......................................................................................................................................... 94 18.2 Campus Locations .................................................................................................................... 96 18.3 Discrimination and Harassment Investigation and Response Procedures ...................... 97 18.4 Example Offer Letter .............................................................................................................. 103 18.5 Example Personnel Changes Review Form ......................................................................... 104 18.6 Other Examples ...................................................................................................................... 105 Approved by Staff Senate: January 14, 2019 https://ap.washington.edu/ahr/policies/recruitment/making-an-offer/unsuccessful-applicant- letters/ ...................................................................................................................................................... 100 https://hr.oregonstate.edu/search-excellence/communicating-applicants ..................................... 100 http://www2.umf.maine.edu/hr/hiring-handbooks/sample-letters-to-candidates/ ..................... 100 Approved by Staff Senate: January 14, 2019 Preface ABOUT THIS HANDBOOK The purpose of this Staff Handbook is to outline in summary form a general description of some basic policies, procedures, benefits, and expectations as they currently exist. Policies which apply to the entire University of Arkansas System are included as well as those specific to the University of Arkansas Pulaski Technical College (UA-PTC) campus. This Handbook replaces and supersedes all previous Staff Handbooks and all other policies or communications that may have been issued in the past on the subjects covered in this Handbook. This Staff Handbook is not all-inclusive and should only serve as a guide to help answer general questions concerning College policies and procedures. This Staff Handbook nor the policies or procedures it summarizes constitute a contract between the College and members of its faculty and staff. Although the College expects to continue the various policies and benefit programs described in this Handbook, circumstances may require that policies and programs be changed in the future. The College therefore reserves the right to amend, modify, interpret, or discontinue any of the benefit programs or conditions described in this Staff Handbook. UA-PTC also reserves the right to determine the applicability of any policy to a particular situation and to depart from the guidelines contained herein in a given case. When policy changes are made, this Staff Handbook will be updated by Human Resources and notification will be provided to the campus community within 30 days. Modifications to the Staff Handbook require written approval by the Chancellor of the College. After changes have been approved, the updated Staff Handbook will be submitted to University of Arkansas System for final approval. This Staff Handbook will be maintained in an electronic format and will be available to all employees via the College Website. Employees who do not have access to computers may request a hard copy of the Staff Handbook by contacting Human Resources. Approved by Staff Senate: January 14, 2019 Employee Handbook Acknowledgement and Receipt This Employee Handbook describes important information about University of Arkansas – Pulaski Technical College and I understand that I should consult my supervisor or Human Resources regarding any questions. It my responsibility as an employee to be aware and keep current on all published policies and procedures and abide by them. Current Board and College Policies and Procedures can be found at https://www.uaptc.edu/policies. I have entered into my employment relationship with University of Arkansas – Pulaski Technical College voluntarily and acknowledge that there is no specified length of employment. I understand and agree that nothing in the Employee Handbook creates, or is intended to create, a promise or representation of continued employment. Accordingly, either I or University of Arkansas – Pulaski Technical College can terminate the relationship at will, with or without cause, at any time, so long as there is not violation of applicable federal or state law, if any. This handbook and the policies and procedures contained herein supersede any and all prior practices, oral or written representations, or statements regarding the terms and conditions of my employment with University of Arkansas – Pulaski Technical College. By distributing this handbook, the College expressly revokes any and all previous policies and procedures that are inconsistent with those contained herein. I understand that, except for employment-at-will status, any and all policies and practices may be changed at any time by University of Arkansas – Pulaski Technical College. All changes will be posted on the University of Arkansas – Pulaski Technical College Policy website. I understand that revised information may supersede, modify or eliminate existing policies. I acknowledge that this handbook is neither a contract of employment nor a legal document. I have received the handbook, and I understand that it is my responsibility to read and comply with the policies contained in this handbook and any revisions made to it. Employee Signature Date Employee Name (Print) TO BE PLACED IN EMPLOYEE'S PERSONNEL FILE Next >