EMPLOYEE MANUAL Supervisory Training 1 OBJECTIVES This training will provide supervisors with:  A preview of the Employee Manual prior to employee distribution  A review of key sections and policy changes  Examples of practical situational applications of some of the provisions in the manual  Information on whom to contact in HR for questions on the manual and policy interpretation 2 EMPLOYEE MANUAL        3 Employee Friendly Ease of Use Official Copy – HR Web Site Hard copies – Plan for every 5 years Training – Required for supervisors Manual dissemination and information sessions are required for staff, separate union/non-union groups Acknowledgement of Receipt of Manual and Confidentiality Agreement for File Disclaimer   Every Page – “Subject to Disclaimer” Official Disclaimer on Inside Cover Purpose of Disclaimer – – –  4 Preserve “At Will Status” of non-union employees No implied contract (legal necessity) Temple can change at any time If a heading in this PowerPoint that is bolded and underlined, please refer to individual Collective Bargaining Agreement for specific policies regarding these sections. Employee Manual Information Search     Please answer the questions assigned to you by reviewing the Employee Manual Cite the Manual section number and page You will have 20 minutes to research the answers This activity is designed to – – – 5 familiarize you with the content and organization of the Manual highlight changes Illustrate typical situations that would require familiarity with and application of the policies Group Questions     6 Group #1 Group #2 Group #3 Group #4 1, 5, 9, 13, 17 2, 6, 10, 14, 18 3, 7, 11, 15, 19 4, 8, 12, 16, 20 1.0 Introduction Question #1 – Manual Applies to:  1.1 Welcome to Temple University –  1.2 About Your Employee Manual – – – – 7 a letter from David Adamany Policies and procedures apply to all faculty and staff (including student workers and volunteers) Applicable CBAs supersede any inconsistent provision Employees are required to learn procedures in manual and abide by them If not eligible for benefits (student workers, volunteers, part-time employees), those sections do not apply Question #2 – Student Worker Hours  During the Fall and Spring semesters – –  During breaks and summer – –  8 International Students  No more than 20 hours/week during the semester All other students  40 hours/week  If more than 34 hours, may be subject to Social Security withholding tax 40 hours If not enrolled in courses, may be subject to Social Security Student workers are eligible for all legally mandated benefits such as Workers’ Compensation insurance, but not eligible for TU’s other benefits programs. Question #3 – Forms Required of New Employees 4.0 Starting Your Job  4.1 Employment Applications and other Forms  – – – – 9 Application Standard forms Acknowledgement of Receipt of Employee Manual Confidentiality Acknowledgment  All employees must sign/submit 4.0 Starting Your Job  4.4 Pre-Employment Health Assessments – –  4.5 Employment Eligibility – – – 10 Workers compensation protocol only for baseline Must provide identity and employability documentation within 3 days Suspended/Terminated – paid minimum wage for any hours worked New hire when documentation provided IF position still available 4.0 Starting Your Job 11  4.6 Identification Cards – Required to present when entering buildings or when asked by Temple Security – Lost ID notify HR immediately/replacement fee may be charged – Returned when employment ends  4.7 New Employee Orientation – Mandatory – All current employees will have orientation on manual Question #4 – Work Hours for 40 hour Administrative Specialist     12 8:00 to 5:00, 8:30 to 5:30, 9:00 to 6:00 Lunch hour does not count toward 40 hours We recommend a one hour lunch, 30 minutes or more is required Schedule should be determined by supervisor so that work needs are met, employee is available for meetings, supervision is provided, etc. 5.0 Reporting to Work  5.1 Official University Office Hours –  5.2 Regular Work Schedules & Transition Plan to 40 Hour Work Week – – – – – – – – 13 8:30 to 5:00 p.m. Effective 7/1/04 8:30 to 5:00 p.m. (Hours open to public) Departments have flexibility to adjust schedule to meet needs Transition plan laid out in manual T-26 and above EXPECTED to work at least 40 hours T-25 and below grandfathered for current position only All new hires, promotions, transfers at 40 hours Bargaining unit employees are governed by the schedules in the CBA 5.0 Reporting to Work  14  5.3 Flexible Work Schedules – A “luxury” not a right – Must enhance; not interfere with office/unit/department – Department head has final approval on any work schedule – No legal requirement to award “comp” time to exempt employees – Some CBA’s may have specific provisions regarding “comp’ time for exempt employees 5.4 Attendance and Punctuality Question #5, Introductory/Probationary Period  12.7 The Introductory/Probationary Period – New Hire – – 15 6 months for employees not covered by CBA  Can be extended up to another 6 months  Employee will have 30 days to correct any performance deficiencies before discharged CBA defines for union employees Questions #6 & #7 – Vacation, Sick, Holiday and Personal Days     16 6.1 Personal – 2 days, immediately 6.2 Vacation – 9 days, use as accrue 6.3 Sick – 8 days, use as accrue 6.1 Thanksgiving holiday – yes, was paid 6.0 Time Away from Your Job  6.1 Holidays – – –  6.2 Vacation & Transition Plan to New Vacation Policy – – – – 17 Eligible for paid holidays from the date of hire Must work or use vacation/approved leave on day before/after Holiday to receive pay for holiday 3 Personal Days – prorated during 1st year of employment No changes since August revision Accrue vacation for use in 1st year of employment Ability to borrow against year entitlement after probationary period Will be expected to pay back used but unaccrued vacation if employment ends. 6.0 Time Away from Your Job  6.3 Sick Leave – – – – – – – – – 18 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 With leave collection system, more regular review of No. absences and Monday/Friday absences. Abusers will be required to show medical documentation for further absences. New employees accrue 1 day per month during first year and get 10 days July 1 after first full year of employment At time of separation, a pay adjustment may be made if more sick days are used than have been accrued Question #8 – What should supervisor do about 4 sick days?     19 Red flag during Introductory/Probationary Period Supervisor should consider the circumstances of the absences Supervisor should have conversation with HR and the employee Medical documentation may be required 6.0 Time Away from Your Job Question #9 – Funeral Leave/Jury Duty  6.4 Bereavement Leave – – – –  20 Only for Non-Bargaining positions; all others refer to CBA No longer “funeral leave” Now available for:  Stepchild  Domestic Partner  Grandchild  Child of sibling  Grandparent-in-law  Directly related aunt or uncle May ask for proof of death and/or relationship 6.5 Jury Duty/Court Appearance – Not collecting check – only proof of service Question #10: FMLA Pay  Pay for 10 days off to care for domestic partner – – – – 21 Domestic Partner benefit for Non-bargaining & members of certain bargaining units (AFSCME, TAUP, Law Faculty) Employee may use current FY sick time for ill parent, child, spouse, domestic partner Employee may also use personal and vacation time, and reserve sick days and add to sick leave bank Employee may not use banked sick time – only for own illness 6.0 Time Away from Your Job 6.6 Family and Medical Leave – – – – – – 22 Must use all paid leave (vacation, personal and sick) Rolling backward 12-month period – look back 1 year to see if 60 work days have been used for FMLA – if yes – not eligible, if no – eligible each day unless/until 60 days used. Sick, vacation, personal days do not accrue while on unpaid FMLA leave Health Insurance maintained on same basis as if not on leave (employee pays co-pay) Benefits Office uses a 3rd party vendor to review requests for FMLA. Request form includes employee’s release – failure to sign the release may jeopardize approval of FMLA. 7.0 Understanding Your Benefits Question #11 – Changes in Tuition Benefits  7.9 Tuition Remission – – – – – – – 23 Subject to remaining in good academic standing Eligible 1st semester after full-time hire Employee must be eligible at start of each semester to retain benefit 8 credit hours per semester Professional schools excluded, except designated graduate courses in TUSM FSBM, EMBA is limited to amount paid for standard credit hours Tuition for graduate courses may be subject to taxation 7.0 Understanding Your Benefits – 7.9 Dependent Children       – No longer limited to course work outside work hours if:   24 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  Supervisor and Vice President or Dean approves Time is made up Doesn’t interfere with work responsibilities 7.0 Understanding Your Benefits Question #12 – Severance Pay  7.10 Severance –   7.11 Health Benefits Upon Termination (COBRA) – Self-paid 102% of premium – 18 months for termination (36 months for most other reasons) 7.12 Domestic Partner Benefits – – – 25 Eligibility fixed by years of service – 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 Question #13 – Docking Exempt Employees When absent from work for one or more full days for:  Personal reasons and has no paid time off available  Illness, disability, or work-related accident or injury, if no sick time remaining and not eligible for disability benefits  FMLA for self and no sick, vacation, or personal time left  FMLA for family member and no vacation or personal time left  Suspension for violation of safety rules or one or more of Temple workplace Rules of Conduct 26 10.0 Your Career at Temple University Question #14 – Employees in PDS  10.6 Wage/Salary Structures For Positions – –  10.7 Performance Development System – – – 27 HR evaluates prior to posting Employees can contact HR for information if the salary structure is different for the posted position Non-faculty administration and staff who work 20 hours or more Union and non-union New employees PDPs should be started during the first two weeks of their introductory/probationary period. 10.0 Your Career at Temple Question #15 – Dispute Resolution  10.10 Employee Dispute Resolution – Non-Bargaining – – No longer any 3-02 hearings All non-bargaining unit employees (including student workers) are encouraged to resolve complaints/disputes by discussing with:     – – 28 Supervisor Manager Human Resources or Office Multicultural Affairs Not required to exhaust list – can report certain complaints to HR or OMCA – i.e. harassment. Not for introductory/probationary employees to challenge the decision not to promote past probation/introductory period. 12. 0 A New Position Question #16 – Internal Posting    12.1 Employment Selection and Placement 12.2 An Open Position 12.3 Applying for a New Job within Temple – –  12.4 Being Interviewed – – –  Disclosure to supervisor Hiring Supervisor is encouraged to call Employees can contact HR with questions 12.5 An Internal Offer – 29 Must be in position for 12 months including probation before posting Satisfactory work record and job performance – No counter-offers New position takes effect in 4 weeks 12. 0 A New Position Question #16 – Probation for Existing Employee  12.6 An External Offer –  12.7 The Introductory/Probationary Period – New Hire –  – – 1 year 12.10 Being Rehired by Temple University – 30 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 –  6 months or per CBA / can be extended for another 6 months 12.8 The Introductory Period for an Existing Employee –  Contingent on references, drug screening and pre-employment physical 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 Supervisors’ Duties & Responsibilities Question #17 – Harassment       DO NOT engage in any harassing conduct Serve as a role model If you are victim of harassment, report it immediately to OMCA, HR, Ombudsperson If you witness harassment, stop it immediately and report the incident If you become aware of allegations concerning harassment, consult with Human Resources. You cannot do nothing! Cooperate in any investigations Supervisors’ Duties & Responsibilities     Implement appropriate disciplinary action for an employee you supervise who violates TU’s harassment policy Ensure confidentiality and instruct employees not to discuss confidential harassment issues Refrain from any retaliatory action against a complaining employee or others who side with the employee Treat all employees with respect and professional courtesy 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: – – – – – – – – 33 – Sex/Gender Race/Color Sexual Orientation Religion National Origin Age Disability Marital Status Pregnancy Enforcement of Anti-Harassment Policy     34 Actions will be taken to Prevent, Correct, and if necessary Discipline behavior which adversely impacts the academic or work environment Use of University communication, voice mail or email/computer system in a harassing manner is prohibited and will result in disciplinary action, up to and including discharge Retaliatory actions will be subject to disciplinary action up to and including discharge Report harassment to supervisor, ombudsperson, Office of Multicultural Affairs, or HR What is Sexual Harassment? Unwelcome     35 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    36 “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)   37 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   All allegations will be investigated promptly with as much confidentiality as possible under the direction of the Office of Multicultural Affairs Temple Policy prohibits adverse action against: – –  38 Complainants Witnesses/other participants in investigations May occur regardless of whether charge of harassment is founded or unfounded 13.0 University Standards Question 18 – Drug & Alcohol Testing   13.8 Drug Free Workplace 13.9 Drug & Alcohol Abuse –  13.10 Drug & Alcohol Testing – – –  prohibited 13.12 Political Activities – 39 Pre-employment Reasonable suspicion/after an accident Do not diagnose on own, Call HR for assistance 13.11 Gambling in the Workplace –  Use of unlawful drugs or abuse of lawful alcohol or drugs is prohibited – May not use position or university connection in any way If elected, duties cannot interfere with work 14.0 Employment Standards Question #19 - Confidentiality    40 14.4 Faculty and Student Relationships – Including academic advisors – Prohibited 14.5 Confidential Information – Everyone must abide by policy – Everyone will sign a confidentiality form – Failure to sign/abide – termination 14.6 Workplace Surveillance and Searches – Employees on notice that Temple may – For safety related concerns Computers, Communication Systems 41 Please be sure to be familiar with all other sections of the Manual including:  13.13 Software and Computer Usage  14.7 Use of Communication Systems  14.8 Monitoring and Recording of Telephone Calls  14.9 Voicemail and E-mail  14.10 Computer, Internet and Computer Games  14.20 Procurement and Use of Cellular Equipment  16.7 Exit Process – sign acknowledgment that any personal data has been removed and supervisor has access to hard drive and email for business related purposes Questions   Frequently Used Phone Numbers listed by Department Further Questions Contact – HR Generalist – Employee/Labor Relations – Benefits Office – FAQs on HR Website Acknowledgment Form & Confidentiality Agreement  42   All Employees must sign forms Please leave forms with signature and printed name Complete evaluation