EMPLOYEE MANUAL

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EMPLOYEE MANUAL

• Union Information Session

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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

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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 all supervisors and staff
• 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

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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

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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)
• 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

• 5.4 Attendance and Punctuality
• TU expects all employees to be reliable and
  punctual
• Unscheduled absenteeism and tardiness places a
  burden on students and fellow employees
• Employees should notify their supervisor as soon
  as possible in advance of the anticipated
  tardiness or absence

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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 will be contracting with 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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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)

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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.

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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

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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

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7.0 Understanding Your Benefits 7.9
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
• Doesnt interfere with work responsibilities

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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

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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 gt14 days
• Sick days should be used during 1st 7 days.
• Will be reimbursed days if absence gt14 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

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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
  Workers Compensation
• Modify/adjust job duties as per doctors
  restrictions

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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

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Performance Rating Categories

• 4Performance consistently far exceeds
  expectations
• 3Performance meets job expectations
• GOOD SOLID PERFORMANCE
• 2Performance meets minimal expectations and
  standards
• 1Performance consistently fails to meet minimal
  expectations

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PDS Rating Categories

• Essential Functions
• Goals Projects
• Competency Development
• All 13 of Temples Core Competencies in FY 05-06
• Any Role Related Competencies chosen in the
  planning meeting at the beginning of FY

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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

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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)

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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)

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PDS Web Site Address

• pds.temple.edu

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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 .
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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

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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

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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

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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

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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

• 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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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

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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

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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

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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

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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

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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

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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

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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.

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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

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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

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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

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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

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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

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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

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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