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EMPLOYEE MANUAL. Union Information Session. 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

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employee manual

EMPLOYEE MANUAL

Union Information Session

session overview
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
employee manual3
EMPLOYEE MANUAL
  • Employee Friendly
  • Ease of Use
  • Official Copy – HR Web Site
  • Hard copies – Plan for every 5 years
  • Training required for all supervisors and staff
  • Acknowledgement of Receipt of Manual and Confidentiality Agreement for File
disclaimer
Disclaimer
  • Every Page – “Subject to Disclaimer”

Official Disclaimer on Inside Cover

  • Purpose of Disclaimer
    • Preserve “At Will Status” of non-union employees
    • No implied contract (legal necessity)
    • Temple can change at any time
1 0 introduction
1.0 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
5 0 reporting to work
5.0 Reporting to Work
  • 5.1 Official University Office Hours
    • 8:30 to 5:00 p.m.
  • 5.2 Regular Work Schedules & Transition Plan to 40 Hour Work Week
    • Effective 7/1/04
    • 8:30 to 5:00 p.m. (Hours open to public)
    • Transition plan laid out in manual
    • T-26 and above EXPECTED to work at least 40 hours
    • T-25 and below grandfathered for current position only
    • All new hires, promotions, transfers at 40 hours
    • Bargaining unit employees are governed by the schedules in the CBA
6 0 time away from your job
6.0 Time Away from Your Job

6.6 Family and Medical Leave

  • Must use all paid leave (vacation, personal and sick)
  • Rolling backward 12-month period – look back 1 year to see if 60 work days have been used for FMLA – if yes – not eligible, if no – eligible each day unless/until 60 days used.
  • Sick, vacation, personal days do not accrue while on unpaid FMLA leave
  • Health Insurance maintained on same basis as if not on leave (employee pays co-pay)
  • Benefits Office will be contracting with a 3rd party vendor to review requests for FMLA.
  • Request form includes employee’s release – failure to sign the release may jeopardize approval of FMLA.
6 0 time away from your job8
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)
7 0 understanding your benefits
7.0 Understanding Your Benefits
  • 7.1 The Benefits Office
  • 7.2 Notice of Privacy Regarding Personal Health/Medical Information
    • Personnel files are not subject to HIPAA
    • Medical/Prescription info is protected
    • TU safeguards medical information in personnel files. Any disclosure of medical and/or personal information for reasons unrelated to the business concerns of TU is subject to immediate termination.
7 0 understanding your benefits10
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
7 0 understanding your benefits 7 9 tuition remission
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
7 0 understanding your benefits 7 9 tuition remission12
7.0 Understanding Your Benefits7.9 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
    • Doesn’t interfere with work responsibilities
7 0 understanding your benefits13
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
8 0 the unforeseen injury
8.0 The Unforeseen Injury
  • 8.1 Workers’ Compensation
    • Prompt Reporting by Employees
    • Incident Report must be completed
  • 8.2 Indemnity and Medical Benefit Payment for Employees Collecting Workers’ Compensation
    • Not payable for the 1st 7 calendar days unless disability >14 days
    • Sick days should be used during 1st 7 days.
    • Will be reimbursed days if absence >14; employee needs to reimburse Temple if paid workers’ comp for 1st 7 days
  • 8.3 Benefits Continuance and Seniority Accrual for Employees Collecting Workers’ Compensation
    • Seniority accrues up to one year
    • No accrual of sick or vacation time
8 0 the unforeseen injury15
8.0 The Unforeseen Injury
  • 8.4 Position Retention for Employees Collecting Workers’ Compensation
    • Position held for six months
  • 8.5 Family and Medical Leave for Employees Collecting Workers’ Compensation
    • FMLA runs concurrently
  • 8.6 Returning to Work for Employees Collecting Worker’s Compensation
    • Modify/adjust job duties as per doctor’s restrictions
10 0 your career at temple
10.0 Your Career at Temple
  • 10.7 Performance Development System
    • Non-faculty administration and staff who work 20 hours or more
    • Union and non-union
slide17

Performance Rating Categories

4=Performance consistently far exceeds expectations

3=Performance meets job expectations

GOOD SOLID PERFORMANCE

2=Performance meets minimal expectations and standards

1=Performance consistently fails to meet minimal expectations

pds rating categories
PDS Rating Categories
  • Essential Functions
  • Goals & Projects
  • Competency Development
  • All 13 of Temple’s Core Competencies in FY 05-06
  • Any Role Related Competencies chosen in the planning meeting at the beginning of FY
core competencies essential for all temple employees
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

pds appraisal phase
PDS Appraisal Phase

Suggested Process:

  • Supervisor and employee meet and review information covered on Self Assessment (SA) worksheet (Part II) and PDP (Optional)
  • Supervisor rates employee on essential functions, goals/projects and competencies
  • PDP sent to manager for review (optional-at the discretion of the Department Head)
pds appraisal phase21
PDS Appraisal Phase
  • Supervisor meets with employee and discusses PDP ratings and final rating

and/or

  • Supervisor electronically sends PDP to employee for review
  • Employee must view electronic PDP and indicate “Reviewed” on the PDS web system.
  • Employee may write comments to supervisor, if desired
  • Make sure you have an active Accessnet account https://accounts.temple.edu/step1_activation.html
  • Supervisor & employee begin Planning Phase for next FY (SA Part I & PDP)
pds web site address
PDS Web Site Address
  • pds.temple.edu
s m a r t goals
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 .

10 0 your career at temple24
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
12 0 a new position
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
12 0 a new position26
12. 0 A New Position
  • 12.7 The Introductory/Probationary Period – New Hire
    • 6 months or per CBA / can be extended for another 6 months
  • 12.8 The Introductory Period for an Existing Employee
    • 6 months or CBA
    • May return to prior position if still open
    • HR will work with to help identify alternative positions
  • 12.9 Posting Freeze
    • 1 year
  • 12.10 Being Rehired by Temple University
    • Effective July 1, 2004, a rehire into non-union position will receive past service credit for vacation and seniority if he/she left within last 10 years for reasons other than performance, sick days reinstated if rehire returns within one year
anti harassment policy
Anti-Harassment Policy
  • Temple University is committed to creating and maintaining an academic and work environment free of all forms of harassment
  • Includes harassment based on:
    • Sex/Gender
    • Race/Color
    • Sexual Orientation
    • Religion
    • National Origin
    • Age
    • Disability
    • Marital Status
    • Pregnancy
enforcement of anti harassment policy
Enforcement of Anti-Harassment Policy
  • Actions will be taken to Prevent, Correct, and if necessary Discipline behavior which adversely impacts the academic or work environment
  • Use of University communication, voice mail or email/computer system in a harassing manner is prohibited and will result in disciplinary action, up to and including discharge
  • Retaliatory actions will be subject to disciplinary action up to and including discharge
what is sexual harassment
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 naturewhen…
sexual harassment
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 individual’s performance or creating an intimidating, hostile, or offensive University environment.”
consensual romantic relationships 14 3 14 4
Consensual Romantic Relationships(14.3, 14.4)
  • No instructor shall:
    • make a sexually suggestive or intimidating remark
    • ask a student for a date or sexual favor
  • Sexual or romantic relationships are prohibited even if consensual between:
    • instructors and students in their courses
    • instructors, advisors, coaches, physicians, or other similar individuals and students they are advising, supervising or evaluating or whose academic or career opportunities they are directly or indirectly effecting
    • supervisors and subordinates
retaliation is prohibited
Retaliation is Prohibited
  • Temple Policy prohibits adverse action against:
    • Complainants
    • Witnesses/other participants in investigations
  • May occur regardless of whether charge of harassment is founded or unfounded
what to do if you are harassed
What to do if you are Harassed
  • Confront the Harasser – tell them behavior is not welcomed
  • Keep a Record
  • Contact Supervisor, Ombudsperson or HR
  • File a Formal Complaint with the Office of Multicultural Affairs
  • Contact SACE for counseling 1-7276
office of multicultural affairs
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
13 0 university standards
13.0 University Standards
  • 13.1 Non Discrimination
    • Race, color, religion, gender, sexual orientation, ancestry, national origin, age, disability, marital status, veteran status
  • 13.2 Anti-Harassment, Including Sexual Harassment
    • Expanded scope
  • 13.3 Disability -- Reasonable Accommodation
    • TU must engage in interactive process if employee asks/gives info
  • 13.4. Employee Dispute Resolution
    • Supervisor, manager, HR, AA
13 0 university standards36
13.0 University Standards
  • 13.8 Drug Free Workplace
  • 13.9 Drug & Alcohol Abuse
    • Use of unlawful drugs or abuse of lawful alcohol or drugs is prohibited
  • 13.10 Drug & Alcohol Testing
    • Reasonable suspicion/after an accident
  • 13.11 Gambling in the Workplace
    • prohibited
  • 13.12 Political Activities
    • May not use position or university connection in any way
    • If elected, duties cannot interfere with work
13 0 university standards37
13.0 University Standards
  • 13.13 Software and Computer Usage
    • Policy governing software, hardware, and computer related equipment/resources owned by Temple – usage strictly for Temple purposes
    • See also Policy on Computer Internet and Computer Games
  • 13.14 Safety
    • Employees must follow all safety regulations promulgated by EHRS
    • Employees responsible for reviewing EHRS website
  • 13.15 HIV/AIDS Non-Discrimination
  • 13.16 Social Security Number Usage
14 0 employment standards
14.0 Employment Standards
  • 14.1 Weapons on Campus
    • Prohibited except for Temple Police/Campus Safety
  • 14.2 Violence in the Workplace
    • Threatening or violent behavior towards anyone prohibited
    • Physical, written, oral, expressions, behavior, email, telephone, stalking
    • Reporting of such behavior required
  • 14.3 Conflict of Interest -Employment of Relatives (“Nepotism”) and Consensual Romantic Relationships
    • Prohibited within reporting relationships – nepotism and vol. relationships
    • Including relationships between administrators and students where reporting relationship exists
14 0 employment standards39
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
14 0 employment standards40
14.0 Employment Standards
  • 14.7 Use of Communication Systems
    • For lawful TU purposes only
    • TU has right to investigate concerns regarding unlawful use
  • 14.8 Monitoring and/or Recording of Telephone Calls
    • For business purposes
    • Employees will be notified if department monitors
    • Employees must consent.
    • HR will try to move if consent withheld – but no guarantee
  • 14.9 Voicemail and E-mail
    • Notice to employees that Temple has right to review for business purposes including investigation of inappropriate use.
14 0 employment standards41
14.0 Employment Standards
  • 14.10 Computer, Internet and Computer Games
    • Not on work time
    • Not in a way that violates harassment policy
  • 14.11 Office Attire
    • Adm. Dept Head/Dean sets standard for area.
    • Must look professional
  • 14.12 Outside Activities or Employment
    • No conflict
    • Disclosure
    • Approval for certain positions needed
14 0 employment standards42
14.0 Employment Standards
  • 14.14 Smoking in the Workplace
    • Prohibited
    • 25 ft from any entrance
  • 14.15 Solicitations and Distribution of Literature
    • No distribution of literature
    • No sale of merchandise
    • No solicitation of financial contributions or for any other cause
    • Exception – Temple related
14 0 employment standards43
14.0 Employment Standards
  • 14.16 Severe Weather
    • If classes are canceled, all admin/staff expected to report
    • If Temple is open and employee does not come to work – vacation/personnel time/ work rules/collective bargaining contracts
    • Employee is responsible for checking status of Temple
  • 14.17 Emergency Closings
    • Policy pertains to closure of University for extreme conditions
    • Does not pertain to cancellation of classes
    • All staff in designated “essential areas” must report
14 0 employment standards44
14.0 Employment Standards
  • 14.18 University Investigations and Internal Hearings
    • All employees are required to cooperate with University authorities on internal University investigations and hearings.
  • 14.19 Use of University Property
    • Must abide by policies, regulations, procedures and/or guidelines governing fire and safety, workplace safety, ventilation, evacuation, etc.

14.20 Procurement and Use of Cellular Equipment

15 0 your employment file
15.0 Your Employment File.
  • 15.0 The Official Personnel File
    • HR maintains all “official” files
  • 15.2 Emergency Contact Information
  • 15.3 Access to Personnel Files
    • Employees can view
    • Must make an appointment
    • Cannot take anything out
    • Can request a document be placed in file – HR will review
    • Can request a copy of file - $75 for 200 pages
16 0 leaving the university
16.0 Leaving the University
  • 16.1 Termination of Non-Introductory Employees
    • Must be reviewed by HR
  • 16.3 Resignation
    • Vacation cannot be used to extend final date of employment
  • 16.4 Discharge
questions
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
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