EMPLOYEE MANUAL
Non-Union Information Session
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
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
1.1 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
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
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
6.1 Holidays– 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
6.2 Vacation & Transition Plan to New Vacation Policy– No changes since August 2004 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 – 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
6.4 Bereavement Leave– Only for Non-Bargaining positions all others refer to CBA – No longer “funeral leave”– Now available for:
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
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 Job
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 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
7.1 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
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– 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
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 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
Dependent Children– 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
7.10 Severance – 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
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 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
10.7 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
4=Performance consistently far exceeds expectations
3=Performance meets job expectationsGOOD SOLID PERFORMANCE2=Performance meets minimal expectations and
standards1=Performance consistently fails to meet
minimal expectations
Performance Rating Categories
PDS Rating Categories
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 CompetenciesEssential for All Temple Employees
AccountabilityClear Communication
Client/Customer Service Orientation*Continuous Improvement
DependabilityEfficiency
*EthicsInitiative
Interpersonal SkillsProblem Solving/Decision Making
*Quality Assurance/Attention to DetailRespect and Valuing DiversityTeamwork and Collaboration
* Moved to Core FY 2005-06
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 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.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 Please be sure to sure to include include SMART Goals SMART Goals in your Self in your Self Assessment Assessment for next FYfor next FY .
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 disciplineSerious violations warrant immediate discharge
10.0 Your Career at Temple
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 Manager Human Resources or Office Multicultural Affairs
– Not required to exhaust list – can report certain complaints to HR or OMCA – i.e. harassment.
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
– Must be in position for 12 months including probation before posting
– 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 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
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
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 HarassmentWhat is Sexual Harassment?
Unwelcome
Sexual advances Requests for sexual favors Dissemination of sexually offensive or
suggestive written, recorded or electronically transmitted messages
Other verbal or physical conduct of a sexual nature when…
Sexual HarassmentSexual 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)
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
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
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 AffairsOffice of Multicultural Affairs
Chief compliance office
204-7303 or 204-7335
10th Floor, Carnell Hall, Main Campus1803 N. Broad Street
Staff• Rhonda Brown, Associate Vice President• Sandra Foehl• Tracey Hamilton• Sonia Moroz• Sandra Swain
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 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 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
14.1 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 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
14.6 Workplace Surveillance and Searches– Employees on notice that Temple may– For safety related concerns
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 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 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 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 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 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
16.1 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
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