Santa Clara University

Human Resorces

Section 200: Employment Policy

201. General Employment Policy

Statement

Employment with Santa Clara University continues or terminates according to the terms of the University's Human Resources Policy Manual.

Procedures

An individual's employment with the University will terminate according to the terms and procedures described in the Policy Manual. University decisions to terminate involuntarily the employment (including layoff) of a staff member who has successfully completed the introductory period will not be contrary to the applicable provision of the Policy Manual. This policy cannot be changed or amended except in writing and signed by the President. Eligible staff employed at the time of approval of the Policy Manual will receive notice of the Policy Manual within a reasonable time after University approval and shall acknowledge receipt of such notice in writing at that time on a form provided by the University. Thereafter, new employees will receive notice of the Policy Manual at the time of initial employment or within a reasonable time thereafter. Continued employment subsequent to notification of the Policy Manual constitutes acceptance of the contents of the Policy Manual on the part of a staff member.

A regular employee who is involuntarily terminated under this policy may, in some cases, in the sole discretion of the University, be offered severance pay according to the following schedule in consideration for the execution of a general release in favor of the University in a form which is mutually agreeable. Outplacement support may also be available under similar circumstances.

Years of continuous regular University employment

Severance pay in months of base pay

1 but less than 2

1

2 but less than 3

2

3 but less than 4

3

4 but less than 5

4

5 but less than 6

5

6 or more

6

Responsibility

Human Resources is responsible for administering the University's General Employment Policy.

Resource

Contact Human Resources if you have questions or if you would like more information about this Policy. See also the University's policies on Corrective Action for Performance Problems (310) and Conflict Resolution (309).


Policy Approved: October 23, 1998
Last Updated: October 28, 1998

Maintainer: Human Resources

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202. Introductory Employment Period

Statement

The introductory employment period for all staff is the first six (6) months of employment in a position that is new to the employee. Employment during the introductory period is considered to be at-will and may be terminated with or without cause, and with or without notice at any time by the employee or the University. This policy applies to new hires as well as current employees who have transferred to a new position. Leaves of absence which extend beyond five (5) working days may be considered in the calculation of the six (6) month period.

For certain positions, the first nine (9) months of employment will constitute the introductory period, which can be extended up to an additional three (3) months. The designation of such positions must be approved by the Department of Human Resources.

The introductory period is designed to allow the employee and supervisor an appropriate orientation, training and evaluation period to determine if a satisfactory working relationship can be established between the employee and the University. Upon completion of the introductory period, the employee’s performance will be reviewed. If it is determined that a satisfactory working relationship cannot be established, neither the employee nor the supervisor are obligated to continue employment. If at the end of six (6) months the supervisor determines that continuation of the introductory period is appropriate, the introductory period can be extended up to an additional three (3) months with prior approval from the Department of Human Resources. The introductory period may not exceed nine (9) months.

If the supervisor determines that the employee’s performance is satisfactory and decides to continue the employment relationship, he/she will advise the employee of any improvements expected of the employee. Completion of the introductory period does not entitle the employee to remain employed by the University for any definite period of time.

Resignation

An employee may resign at any time during an introductory period with or without notice. Advance notice is not required, but is encouraged when possible, to allow for a smooth transition within the department.

Termination

If at any time during the introductory period the supervisor determines that the employee cannot meet the position requirements or that the individual’s performance is unacceptable, the University may terminate employment with or without notice. The hiring supervisor must consult with the Department of Human Resources prior to the termination.

Introductory employees new to the University whose employment is terminated by the University do not have recourse to the University's formal conflict resolution process, but may review the termination decision with a designated representative from the Department of Human Resources.

Introductory employees who have transferred from within the University may make use of both the informal and formal Conflict Resolution process.

Resource

Contact Human Resources if you have questions or if you would like more information about this policy. See also Conflict Resolution Policy (309).


Policy Approved: January 5, 2010
Last Updated: April 7, 2010

Maintainer: Human Resources

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203. Employment Categories

Statement

The University has established a number of categories of employment used for determining an individual’s eligibility for pay, working conditions and benefits of employment.

Procedure

The University uses the following employment categories for staff:

Responsibility

Human Resources, in consultation with the hiring department, is responsible for assigning positions to designated categories.

Resource

Contact Human Resources if you have questions or if you would like more information about this policy. See also Temporary Employment (207).


Policy Approved: October 23, 1998
Last Updated: February 24, 2005

Maintainer: Human Resources

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204. Recruitment and Selection

Statement

The University strives to enhance opportunities for qualified candidates to apply, be considered, and selected for job openings within the University. The hiring manager is to use the following guidelines to recruit, hire, transfer, and promote accomplished individuals who can further the University’s educational mission:

Procedures
Job Posting

Notice of a vacant position will be posted for at least five working days before an employment offer may be made to any candidate. Jobs will be posted using any one or combination of the following methods: a listing in an electronic medium, in an official University publication, media advertising or some other method deemed appropriate by Human Resources. Exceptions to the job posting requirement may include: vacancies for which similar postings have occurred within 90 days, those within a predetermined career path, to accommodate a qualified individual with a disability pursuant to the Americans with Disabilities Act, etc. Any exceptions must be approved by Human Resources.

Application Process

All applications for employment must be designated for advertised available positions and processed through Human Resources. This includes written expressions of interest, resumes, or employment applications. Current employees are invited to discuss general employment opportunities anytime by contacting Human Resources.

Interviewing and Testing

The hiring manager, in consultation with Human Resources, will select as applicants those persons, expressing interest in a position, whose skills, education and experience best predict ability to succeed in the position. Hiring managers may choose to work with Search and Screen Committees, as appropriate to the vacancy. Applicants will be invited to interview with the hiring manager, a human resources representative and others able to evaluate them against selection criteria. Work sampling and other valid testing may be conducted to allow applicants the opportunity to demonstrate relevant skills and abilities. Final candidate(s) for selection will be chosen based on results of interviewing and testing.

References

Human Resources will coordinate reference checking of external candidates with the hiring department. In the case of job candidates who are currently employed by the University, Human Resources will provide to the hiring department information from University personnel files it determines to be relevant.

Employment Offers

Offers of employment, including starting salaries and other terms, are coordinated through Human Resources. No offer of employment is binding upon the University until it is confirmed in writing to the candidate by Human Resources.

Notice-Internal Candidates

If an internal candidate is offered a position, the hiring supervisor may not contact the individual’s current supervisor until after the internal candidate has advised the current supervisor. A hiring supervisor is expected to preserve an internal candidate’s confidentiality unless otherwise authorized by the candidate. It is the right, as well as the responsibility, of the applicant to notify the current supervisor of a pending offer. An internal candidate who accepts another position in the University must provide the current department with a minimum of two weeks advance notice before transfer to the new position. Exceptions may be made by agreement of the current and new departments.

Benefits-Internal Candidates

Subject to the terms of the Employment Categories policy, employees retain their original start date with no break in service when moving to other University positions. However, changes in benefits may occur when a current employee moves between University positions if there is a change in benefit eligibility associated with the new position.

Employment Agencies

In appropriate circumstances, the hiring department, with the approval of Human Resources, may use search firms or employment agencies. All applicable University hiring and salary offer procedures must be observed. Fees incurred will be the responsibility of the hiring department.

Relocation Expenses

The University generally does not pay moving and relocation expenses of newly hired individuals. Exceptions may be made by departments with difficult to fill positions and with the approval of Human Resources. Reasonable relocation costs if paid by the University, are charged to the hiring department.

Employment Eligibility Information

Federal law requires all new hires to complete an Employment Eligibility Verification (form I-9) and provide documents that establish identity and employment eligibility within 72 hours of beginning work.

Responsibility

Hiring departments are responsible for following these procedures in consultation with Human Resources. The affirmative action officer is responsible for assuring compliance with civil rights regulations governing recruitment and selection.

Resource

Contact Human Resources if you have questions or if you would like more information about this policy. See also Reemployment (212).


Policy Approved: October 23, 1998
Last Updated: October 28, 1998

Maintainer: Human Resources

205. Employment of Family Members

Statement

Employment decisions are based on individual merit, and the University will consider employment of family members in the same or different departments. However, individuals may not supervise family members, supervise persons directly supervising family members, or participate in employment decisions concerning a family member.

Procedures

For purposes of this policy, a family member is defined as any person related by blood, adoption, marriage, living in the same household, or people in relationships together. This policy applies to newly hired employees and to current employees who have changes in relationships (marrying another employee, for example), or changes in work assignments.

A University employee may not directly supervise a family member. If a situation occurs where family members are employed in the same work area or reporting line (but one does not directly supervise the other or the other’s immediate supervisor), each family member must arrange to be relieved from processes concerning any other family member such as:

Responsibility

The employee is responsible for complying with this policy when involved in employment decisions concerning a family member. All employees must inform Human Resources of potential or existing situations concerning employment of a family member.

Resource

Contact Human Resources if you have questions or if you would like more information about this policy.


Policy Approved: October 23, 1998
Last Updated: October 28, 1998

Maintainer: Human Resources

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206. Employment of Minors

Statement

Santa Clara University abides by legal requirements under federal and state law concerning the employment of individuals under age 18 in California. The guidelines do not apply to Santa Clara University student employees but to other minors under 18 years of age. The law prohibits employment of minors under age 14.

The University will adhere to applicable laws concerning employment of minors. Supervisors will ensure that:

Procedures
Definitions

A minor is any person under the age of 18 years who is required to attend school under the provisions of the Education Code. Non-residents of the state who would be subject to California’s compulsory education laws if they were residents also are considered minors and are subject to all the requirements, work hour restrictions and all occupational prohibitions.

Work Permit

Under no circumstances shall a minor under the age of 14 be employed, regardless of permit status (Federal Fair Labor Standards Act). Employers wishing to employ minors over the age of 14 must submit a "Request for Work Permit and Statement of Intent to Employ Minor" (Form B1-1) obtained from the school district of attendance of the minor. Both the employer and employee must sign Form B1-1. In return the employee must submit a "Permit to Employ and Work" (Form B1-4) to Human Resources.

Hours of Work

The number of hours a minor may work, as well as the permitted spread of hours, varies depending on the age of the minor, and the time of year in which the work is performed. Assuming proper work permits are submitted, see the following chart for permitted work hours.

School in Session School not in Session Spread of Hours
Ages 14-15 3 hours daily. 18 hours weekly, but must be outside school hours. Under work experience education, minor may work up to 23 hours per week, any portion of which may be during school hours. 8 hours daily. 40 hours weekly. 7am-7pm (-9pm June 1 through Labor Day).
Ages 16-17 4 hours during days preceding a school day. 8 hours on non-school days or days preceding a non-school day. 48 hours weekly. Part time students may work during the regular school hours of the school district, but such work may not interfere with their part-time schooling requirements. 7am-7pm (-9pm June 1 through Labor Day). 5am-10pm

(-12:30am on days preceding a non-school day). Work Experience Education enrollees may work until 12:30am on any day with approval. High School graduates may work the same hours as adults.
Work Restrictions

Santa Clara University will not employ minors to perform certain job tasks. Examples of prohibited tasks include, but are not limited to:

Responsibility

Supervisors are responsible for complying with this policy, and with federal and state regulations when employing minors.

Resource

For more information concerning employment of minors, and for additional details concerning occupational restrictions, contact Human Resources.


Policy Approved: October 23, 1998
Last Updated: October 28, 1998

Maintainer: Human Resources

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207. Temporary Employment

Statement

Temporary employees may be hired to perform special projects, cover for absences of regular employees, or to meet additional work loads. Temporary assignments may not exceed six months in any twelve-month period. Temporary employment may be terminated any time without notice or severance based on funding, workload, performance, etc.

Procedures

Temporary employees appointed to an existing job classification are paid at the same pay grade as the existing classification. Exceptions must be approved by Human Resources.

Pay rates for temporary employees not assigned to existing job classifications are determined by the hiring department in consultation with Human Resources.

Temporary employees will receive only those employment benefits required by law.

Responsibility

Supervisors are responsible for complying with this policy when appointing temporary employees.

Resource

For additional information concerning temporary employment issues, contact Human Resources. See also Employment Categories (203)for definitions.


Policy Approved: October 23, 1998
Last Updated: October 28, 1998

Maintainer: Human Resources

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208. Independent Contractors

Statement

An independent contractor may be engaged when the required knowledge or expertise is not readily available at the University or not available on a timely basis, and when the services are needed for a limited period of time. Santa Clara University retains the right of oversight over the level and content of the work to assure receipt of adequate value for money spent.

Procedures

Prior to making any commitment on behalf of the University, departments must refer to the Independent Contractor procedure, available from the University Finance Office. In order to pay an individual as an independent contractor the department must submit an Independent Contractor Request to the Dean or Director. The Dean or Director should review each specific case and determine whether the individual meets the criteria to be an independent contractor. Persons who do not meet these criteria are considered employees and must be treated and paid as such.

As a first step in considering the engagement of someone as an independent contractor, the Dean or Director must determine and certify that the following criteria apply. If the following conditions are met, detailed information is available from the University Finance Office.

Payments to independent contractors are made when submitted on an invoice or timesheet approved by the managers with whom they contract. Contractors must furnish social security numbers and are issued a form 1099 at the end of the year. The University is not responsible for withholding or submitting of income or employment taxes for independent contractors. Nor is the University responsible for providing worker’s compensation coverage for contractors.

Responsibility

It is the responsibility of the hiring supervisor, deans, and directors to verify that engagement of an independent contractor follows the guidelines detailed in this policy.

Resource

For further information on this policy contact Human Resources or the University Finance Office.


Policy Approved: October 23, 1998
Last Updated: October 28, 1998

Maintainer: Human Resources

209. Outside Consulting by Employees

Statement

Santa Clara believes that consulting work performed by its employees outside the University can be beneficial both to the employee and to the institution. Consulting work outside the University is subject to prior approval by the department or division head. However, employees engaged in outside consulting represent only themselves, and not the University.

For purposes of implementing this policy, consulting work is defined as professional activity related to a person’s University field or discipline in which a fee-for-service or equivalent relationship with a third party exists. This definition is intended to encompass many activities. For purposes of this definition however, one is acting as a consultant if three conditions exist:

Procedures

Any plan to perform consulting work must be discussed first with the employee’s supervisor or department head. The employee is required to give full disclosure of the consulting activity, which must include:

The employee’s supervisor or department head will recommend approval or disapproval of the request to the appropriate department or division head.

The University does not allow its resources to be used by any employee performing consulting work. Such resources include, but are not limited to, office equipment including computing equipment, office supplies, materials, campus facilities, telephone, and personnel services. The University will not allow any of its information, records, data and files to be used by the employee in connection with his or her consulting activity. No consulting work will be permitted during an employee’s regularly scheduled hours of work for the University, unless the employee seeks and obtains prior supervisory approval to use available vacation time to cover the hours.

All employees engaged in consulting work must be sensitive to situations in which consulting may create a conflict of interest or might give the appearance of conflict. Conflict of interest exists when an activity results or appears to result in a negative influence on the welfare of the University. However, no pronouncements about conflict of interest can substitute for individual integrity and common sense.

Responsibility

It is the responsibility of the individual employee to report and request approval of any plan to engage in consulting work. The supervisor or department head has the responsibility to recommend approval or disapproval of such request to the appropriate dean, director or vice president.

Resource

Refer to Conflict of Interest (304) for more information regarding work or situations that may reflect a conflict of interest, to Professional Conduct (303) for information on appropriate behavior, or to the Sponsored Projects Office's Conflict of Interest policy. Contact Human Resources with questions, or for more information regarding this policy.


Policy Approved: October 23, 1998
Last Updated: October 28, 1998

Maintainer: Human Resources

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210. Termination of Employment

Statement

Individuals who leave employment with the University are expected to return University property, and satisfy outstanding financial or other obligations before the last work day. Separation from employment, whether voluntary or involuntary, must be handled in a responsible manner by all individuals involved. The University will pay employees for unused, accumulated vacation according to this policy.

Procedures
Voluntary Separation

Employees who resign or retire from the University are not required to provide written advance notice. However, advance notice of two weeks is appreciated. One month's notice is preferred in the event of a retirement. When notice is given it should be directed to the department and to Human Resources.

Involuntary Termination

Supervisors must contact Human Resources before initiating any involuntary termination. These include: dismissal, layoff, or terminating any employee who is absent on disability leave or receiving Workers' Compensation benefits.

University decisions to terminate involuntarily the employment (including layoff) of a staff member who has successfully completed the introductory period will not be contrary to the applicable provisions of the Policy Manual.

Return of University Property and Satisfying Financial Obligations

Individuals who terminate employment must return all University property to the appropriate supervisor and satisfy all financial obligations on or before the last work day. Examples of items which must be returned include, but are not limited to:

Supervisors and managers are responsible for ensuring that all University property is obtained from terminating employees and financial obligations are satisfied.

Access to Computerized Information Systems

Upon termination, the supervisor must make appropriate arrangements to discontinue an employee's password and/or access to all University information systems. This may include but is not limited to financial, employee, departmental, local area networks, e-mail accounts and student information systems. It also includes building security system codes to which the terminated employee may have had access.

Paperwork

Upon termination, all employees will receive their final paycheck and information on continuing benefits in a timely fashion and in accordance with state and federal law. Final wages will be paid on the employee's last work day if the employee is involuntarily terminated or resigns with more than 72 hours notice. Final wages will be paid within 72 hours after voluntary termination to an employee who gives less than 72 hours notice. Departments must hand deliver termination paperwork, including the final time sheet, to Human Resources so that these time requirements can be met.

Payment of Leave

Employees will be paid for unused, accumulated vacation when terminating employment with the University. Hours paid cannot exceed the maximum leave accrual. No payment will be made for unused sick leave.

Exit Interview

All terminating employees are encouraged to schedule an exit interview with Human Resources prior to concluding employment at Santa Clara University.

Responsibility

Supervisors are responsible for coordinating involuntary termination with Human Resources. All terminated employees are responsible for settling outstanding financial obligations and returning University property before leaving employment.

Resource

Contact Human Resources if you have questions or if you would like more information about this policy. See also Health Care Insurance (602) and General Leave Benefits (612).


Policy Approved: October 23, 1998
Last Updated: October 28, 1998

Maintainer: Human Resources

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211. Layoffs

Statement

A layoff is the termination of a non-introductory, regular staff employee, when in the sole judgment of the University, a reduction of the work force, the elimination or reduction of a particular kind of work, a structural reorganization or reallocation of financial resources is deemed necessary.

Procedures
Selection for Layoff

Layoff actions shall be determined by the management of organizational units in consultation with the area Vice President. Decisions of the Deans and Department Heads will be reviewed by Human Resources and the Affirmative Action Office and approved by the area Vice President.

Within the functions or job classifications affected, as determined by management, introductory period employees will be terminated before other regular status employees are selected for layoff, provided the employees remaining possess sufficient skills and abilities to do the work required.

Layoff decisions will be determined on the basis of the current and prospective departmental operational requirements and the skills, abilities, performance, and competence of existing staff to meet those requirements.

Notice or Pay in Lieu of Notice

Employees will normally be given at least one month written notice of layoff. When pay is given in lieu of notice, one month is the maximum period for which such payment can be made.

Written notice of layoff may be rescinded during the notice period if circumstances change, and it is decided that the employee is to be retained or if the employee accepts reassignment.

If an employee resigns after having received written notice of layoff, the balance of the notice period will not be converted to pay; however, the employee will receive severance pay in accordance with the schedule below.

An employee who has received written notice of layoff will not be expected to give a two week resignation notice in the event the employee is offered another job prior to the actual date of layoff.

University decisions to terminate involuntarily the employment (including layoff) of a staff member who has successfully completed the introductory period will not be contrary to the applicable provisions of the Policy Manual.

Employment Assistance

Vice provosts, deans and department heads will work with Human Resources to identify other University positions to which an employee selected for layoff can be recommended. Assistance will be provided in developing letters of recommendation. Employees will also receive paid time off for confirmed job interviews.

Upon request, to facilitate re-employment of persons subject to layoff, assistance in resume development, interviewing skills, and job search strategies will be provided by Human Resources or other designated offices or agencies during the notice period and for up to one year following the date of layoff.

Benefits Eligibility

Employees who are laid off will be eligible to continue their existing University group health and dental plans for at least 18 months provided that the employee pays the full premiums, both the University's and the employee's contributions, on a timely basis. This coverage is provided in accordance with provisions of the federal Consolidated Omnibus Budget Reconciliation Act (COBRA) and is coordinated by Human Resources. In addition, conversion of group life insurance is available.

Tuition Remission

Employees who meet the requirements for tuition remission under Educational Benefits Policy (609) will be eligible for one year of additional benefits from the layoff date.

Severance Pay

Upon layoff, each regular employee with one or more years of continuous University employment will receive a severance payment from the University to assist the person's employment transition. Severance pay will be calculated by using either the base monthly pay at time of layoff, or the average base monthly pay earned over the immediately preceding 12 months, whichever is greater. Severance is payable on the employee's last day of work as a regular employee. Severance pay will be according to the following schedule.

Years of continuous regular University employment

Severance pay in months of base pay

1 but less than 2

1

2 but less than 3

2

3 but less than 4

3

4 but less than 5

4

5 but less than 6

5

6 or more

6

Repayment of Severance Pay

If an employee is reemployed by the University sooner than the number of months of severance pay received by the employee, the portion of the severance pay equal to the base pay the employee would have earned if not terminated may be retained. The balance must be repaid to the University within 90 days of reemployment. For example, if a terminated employee received 6 months of severance pay and then was reemployed 2 months later, the employee would repay 4 months of the severance pay.

Reemployment of Laid Off Personnel

A former regular employee who is reemployed by the University in regular status after a break in service exceeding one year will be considered rehired. A rehired employee will be given a new date of hire, must complete a new introductory period and fulfill all relevant waiting periods for benefits eligibility. A former regular employee who is reemployed in regular status after a break in service of less than one year will be reinstated. Reinstatement means that the employee is given an adjusted hire date which includes prior University service. The adjusted hire date is used for determining eligibility for benefits which are based on length of service. Employees who are employed in a different position from the one they left are required to complete a new introductory period.

Responsibility

Human Resources is responsible for interpreting and administering the University's layoff policy.

Resource

For more information concerning layoffs, including the status of benefits, contact Human Resources.


Policy Approved: October 23, 1998
Last Updated: October 28, 1998

Maintainer: Human Resources

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212. Reemployment

Statement

Santa Clara University will consider qualified former employees, who left the University in good standing, for reemployment. Individuals with greater than a one year break in service will be treated as new employees, if rehired.

Procedures
Eligibility

All prior University employees are eligible for reemployment within the University, provided they were not dismissed for cause. Former University employees will be considered for employment in the same manner as other external candidates, in compliance with California State Fair Employment and Housing Act.

Benefit Accrual

A former employee who is rehired will be considered a new employee from the effective date of re-employment if the break in service to the University is more than one year. The new effective date will be used to calculate all pay and employment based benefits.

If the break in University service is less than one year, the employee will be reinstated and an adjusted hire date of employment will be used in determining benefit eligibility. However, no employment benefits will be paid or accrued retroactively for time not worked.

Responsibility

Human Resources administers the University’s reemployment policy.

Resource

Contact Human Resources if you have questions or if you would like more information about this policy.


Policy Approved: October 23, 1998
Last Updated: October 28, 1998

Maintainer: Human Resources

213. Records of Employment

Statement

Santa Clara University makes and maintains records it deems relevant for human resource administration. The records are the property of Santa Clara University and are maintained by Human Resources in the employee's personnel file. Employees have the right to inspect their personnel files as provided for by law. Copies may be provided, when requested, for a fee.

Procedures

Supervisors or managers who create documents upon which employment decisions are based should submit them for inclusion in the personnel file after reviewing them with the employee. An employee desiring to review his or her personnel file makes a request for such review to Human Resources. The University will make available the employee’s personnel file in Human Resources, at a mutually convenient time for Human Resources and the employee. A designated member of the Human Resources staff will supervise the review. The employee may add to his or her personnel file information concerning any disputed item within the file.

Responsibility

It is the responsibility of the employee to update personal data in his or her personnel file, and to assure the accuracy of such. Employees are to report to Human Resources as soon as possible any change in personal data such as name or address changes, telephone number changes, changes in emergency contacts, etc.

Resource

Contact Human Resources if you have questions or would like more information about this policy.


Policy Approved: October 23, 1998
Last Updated: October 28, 1998

Maintainer: Human Resources

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214. Work Schedules

Statement

Each department of the University establishes the normal work days and work shifts for positions within the department. The standard work week begins at 8:00 am on Monday and ends at 5:00 pm on Friday. For purposes of calculating pay and overtime the workweek consists of seven consecutive 24 hour periods beginning at 12:00 am Sunday and ending 11:59 pm Saturday.

Employees should be advised of their normal work days and work shifts before they are hired; however, department heads may change the established work day or shift according to the business needs of the business unit.

Procedures
Emergencies, Staffing Shortages, or Temporary Scheduling

During emergencies, staffing shortages, or other temporary situations, a supervisor may require an employee to work different work days or a different shift without advance notice. Although no formal notice is required for such short term changes, supervisors should give employees as much notice as possible.

If an employee cannot comply with a short term change in schedule, he or she should discuss the situation with the supervisor. If the employee has a valid reason for not complying, the supervisor should consider other means to meet the temporary requirement. Unresolved problems should be referred to the next level supervisor.

Changes in Normal Schedule

Managers and supervisors may change an employee’s normal work day and work shift to meet the needs of the department. The employee will be given as much notice as reasonably possible. Supervisors are encouraged to be sensitive to an employee’s personal situation (child care arrangements, transportation, family life, etc.) when making changes to established schedules.

If an employee requests a change to his/her normal schedule, the supervisor should consider the individual’s request based on the operational needs of the department.

Responsibility

Department supervisors are responsible for administering this policy.

Resource

Contact Human Resources if you have questions or would like more information about this policy.


Policy Approved: October 23, 1998
Last Updated: October 28, 1998

Maintainer: Human Resources

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215. Meal and Rest Periods

Statement

Employees who work more than five hours per day are provided with an unpaid meal period. Employees who work more than ten hours per day are provided with a second unpaid meal period. Individual departments set the length of meal periods. Meal periods are typically 60 minutes, but in no circumstances may meal periods be less than 30 minutes.

In limited circumstances a meal period may be waived depending on the total number of hours worked, the position held, supervisor and Human Resources approval. Please contact Human Resources for more information on meal period waivers.

Employees are provided a paid rest period for each four hours worked or major fraction thereof. In a typical eight-hour work day employees are provided with two paid rest periods. Rest periods are 15 minutes each.

Procedures
Use of Meal and Rest Periods

Non-exempt employees may not skip meal or rest periods in order to shorten the work day, or to earn extra paid leave. Rest periods may not be saved for later use, accumulated, or used to compute additional pay.

Scheduling

Rest period practices may be set by individual departments, within the framework of this policy, and must be communicated to affected employees.

Responsibility

Departments are responsible for administering the University’s policy on meal and rest periods following the procedures outlined above. Employees are responsible for complying with the policy.

Resource

Contact Human Resources if you have questions about this policy or if you would like more information.


Policy Approved: October 23, 1998
Last Updated: October 28, 1998

Maintainer: Human Resources

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