EMPLOYEE MANUAL

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EMPLOYEE MANUAL

• Supervisory Training

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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

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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

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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.

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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

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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

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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

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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 withholding tax
• 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 TUs other
  benefits programs.

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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

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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

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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

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Question 4 Work Hours for 40 hour
Administrative Specialist

• 800 to 500, 830 to 530, 900 to 600
• 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.

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5.0 Reporting to Work

• 5.1 Official University Office Hours
• 830 to 500 p.m.
• 5.2 Regular Work Schedules Transition Plan to
  40 Hour Work Week
• Effective 7/1/04
• 830 to 500 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

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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 CBAs may have specific provisions regarding
  comp time for exempt employees
• 5.4 Attendance and Punctuality

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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

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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

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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.

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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
  members 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 employees
  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

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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

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6.0 Time Away from Your Job Question 9
Funeral Leave/Jury Duty

• 6.4 Bereavement 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

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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

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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 employees release
  failure to sign the release may jeopardize
  approval of FMLA.

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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

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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
• Doesnt interfere with work responsibilities

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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

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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

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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.

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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.

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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

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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

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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

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Supervisors Duties Responsibilities

• Implement appropriate disciplinary action for an
  employee you supervise who violates TUs
  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

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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

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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

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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
  nature when

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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 individuals
  performance or creating an intimidating, hostile,
  or offensive University environment.

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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

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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

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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

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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

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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

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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