EMPLOYEE MANUAL NonUnion Information Session EMPLOYEE MANUAL l

EMPLOYEE MANUAL Non-Union Information Session

EMPLOYEE MANUAL l l l 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 l l 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 l Introduction 1. 1 Welcome to Temple University – l 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 –

Session Overview l l l 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

5. 0 Reporting to Work l 5. 1 Official University Office Hours – l 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 l 6. 1 Holidays – – – l 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 1 st year of employment 6. 2 Vacation & Transition Plan to New Vacation Policy – – No changes since August 2004 revision Accrue vacation for use in 1 st 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.

6. 0 Time Away from Your Job l 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 member’s 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 employee’s health condition At time of separation, a pay adjustment may be made if more sick days are used than have been accrued

6. 0 Time Away from Your Job l 6. 4 Bereavement Leave – – l Only for Non-Bargaining positions all others refer to CBA No longer “funeral leave” Now available for: l Grandchild l Child of sibling l Grandparent-in-law l 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

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 3 rd 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 Job l 6. 7 University Medical Leave – – – 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 1 st 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 l l 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 Benefits l 7. 3 Personal Data Changes – – l 7. 4 Health Insurance Benefits – – l Notify HR of Any Changes in Writing Name Change – need new social security card Begins on 1 st day of employment Return from an unpaid leave – 1 st day of month if back on or before 15 th of month; if back 16 th or later, 1 st day of month following 7. 5 Life and Disability Benefits

7. 0 l l l l Understanding Your Benefits 7. 9 Tuition Remission Subject to remaining in good academic standing Eligible 1 st 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 Professional schools excluded, except designated graduate courses in TUSM Fox EMBA is 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 Remission l Dependent Children – – – – l 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 Benefits l 7. 10 Severance – l l Eligibility fixed by years of service 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 l 8. 1 – – l Prompt Reporting by Employees Incident Report must be completed Indemnity and Medical Benefit Payment for Employees Collecting Workers’ Compensation 8. 2 – – – l Workers’ Compensation Not payable for the 1 st 7 calendar days unless disability >14 days Sick days should be used during 1 st 7 days. Will be reimbursed days if absence >14; employee needs to reimburse Temple if paid workers’ comp for 1 st 7 days Benefits Continuance and Seniority Accrual for Employees Collecting Workers’ Compensation 8. 3 – – Seniority accrues up to one year No accrual of sick or vacation time

8. 0 The Unforeseen Injury l 8. 4 Position Retention for Employees Collecting Workers’ Compensation – l 8. 5 Family and Medical Leave for Employees Collecting Workers’ Compensation – l Position held for six months 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. 7 Performance Development System – – Non-faculty administration and staff who work 20 hours or more Union and non-union Scoring changed to 4, 3, 2, 1 instead of D, P, S, U and final rating with be numerical to two decimal places (e. g. 3. 38) FY 2005 -06 University-wide competency will be Client/Customer Service again

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 l l l Essential Functions Goals & Projects Competency Development All 13 of Temple’s Core Competencies will be rated 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 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 Suggested Process: l Supervisor and employee meet and review information covered on Self Assessment (SA) worksheet (Part II) and PDP (Optional) l Supervisor rates employee on essential functions, goals/projects and competencies l PDP sent to manager for review (optional-at the discretion of the Department Head)

PDS Appraisal Phase l l l 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/step 1_activation. html Supervisor & employee begin Planning Phase for next FY (SA Part I & PDP)

PDS Web Site Address l Pds. temple. edu

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 l 10. 8 The Temple University Competencies – – l Your Career at Temple 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 l Failure could lead to discipline l Serious violations warrant immediate discharge

10. 0 Your Career at Temple l 10. 10 Employee Dispute Resolution – Non. Bargaining – All non-bargaining unit employees (including student workers) are encouraged to resolve complaints/disputes by discussing with: Supervisor l Manager l Human Resources or l Office Multicultural Affairs Not required to exhaust list – can report certain complaints to HR or OMCA – i. e. harassment. l –

12. 0 l l l 12. 1 Employment Selection and Placement 12. 2 An Open Position 12. 3 Applying for a New Job within Temple – – l Must be in position for 12 months including probation before posting Satisfactory work record and job performance 12. 4 Being Interviewed – – – l A New Position 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 Position l 12. 7 The Introductory/Probationary Period – New Hire – 6 months or per CBA / can be extended for another 6 months l 12. 8 The Introductory Period for an Existing Employee – – – l 12. 9 Posting Freeze – l 6 months or CBA May return to prior position if still open HR will work with to help identify alternative positions 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 l l 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 l l l 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? Harassment Unwelcome l l 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…

Sexual Harassment l l l “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) l l 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 l Temple Policy prohibits adverse action against: – – l 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 Confront the Harasser – tell them behavior is not welcomed Ø Keep a Record Ø Contact Supervisor, Ombudsperson or HR Ø File a Formal Complaint with the Office of Multicultural Affairs Ø Contact SACE for counseling 1 -7276 Ø

Office of Multicultural Affairs Chief compliance office 204 -7303 or 204 -7335 10 th 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 l 13. 1 Non Discrimination – l 13. 2 Anti-Harassment, Including Sexual Harassment – l Expanded scope 13. 3 Disability -- Reasonable Accommodation – l Race, color, religion, gender, sexual orientation, ancestry, national origin, age, disability, marital status, veteran status TU must engage in interactive process if employee asks/gives info 13. 4. Employee Dispute Resolution – Supervisor, manager, HR, AA

13. 0 University Standards l l 13. 8 Drug Free Workplace 13. 9 Drug & Alcohol Abuse – l 13. 10 Drug & Alcohol Testing – l Reasonable suspicion/after an accident 13. 11 Gambling in the Workplace – l Use of unlawful drugs or abuse of lawful alcohol or drugs is 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 Standards l 13. 13 Software and Computer Usage – – l 13. 14 Safety – – l l 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 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 l 14. 1 Weapons on Campus – l 14. 2 Violence in the Workplace – – – l Prohibited except for Temple Police/Campus Safety 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 Standards l l l 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 14. 6 Workplace Surveillance and Searches – Employees on notice that Temple may – For safety related concerns

14. 0 Employment Standards l 14. 7 Use of Communication Systems – – l 14. 8 Monitoring and/or Recording of Telephone Calls – – l For lawful TU purposes only TU has right to investigate concerns regarding unlawful use 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 Standards l 14. 10 Computer, Internet and Computer Games – – l 14. 11 Office Attire – – l Not on work time Not in a way that violates harassment policy 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 Standards l 14. 14 Smoking in the Workplace – – l 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 Standards l 14. 16 Severe Weather – – – l 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 Standards l l 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. l 15. 0 The Official Personnel File – l l 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 l 16. 1 Termination of Non-Introductory Employees – l 16. 3 Resignation – l Must be reviewed by HR Vacation cannot be used to extend final date of employment 16. 4 Discharge

Questions l Further Questions Contact – HR Generalist – Employee/Labor Relations – Benefits Office – FAQs on HR Website Acknowledgment Form & Confidentiality Agreement l l l All Employees must sign forms Please leave forms with signature and printed name Complete evaluation