Employment Policies and Procedures
Section 000: Employment
TABLE OF CONTENTS
- 010. Definitions of Employment Status
- 011. Definitions of Student Employment Status
- 020. Recruiting and Selection
- 020.1 Background Check and Self-Reporting Policy
- 021. Nondiscrimination
- 022. Employment of Relatives
- 023. Employment of Minors
- 025. Applicant Moving Expenses
- 030 New Employee Orientation Period
- 040. Personnel Records and Privacy
- 041. Americans with Disabilities Act Policy
October 1, 1995
Reviewed July 2004
DEFINITIONS OF EMPLOYMENT STATUS
PURPOSE
To help provide uniformity and equity in applying personnel policies and benefits.
SCOPE
These definitions apply to all staff employees.
POLICY
The university maintains standard definitions of employment status and classifies employees for purposes of personnel administration and related payroll transactions according to the following definitions:
- Staff. Employees who hold executive, exempt or non-exempt positions.
- Exempt. Employees whose positions meet specific tests established by the Fair Labor Standards Act (FLSA) and who are exempt from overtime pay requirements.
- (See Policy No. 110. Exempt/Non-Exempt Employee Status)
- Non-Exempt. Employees whose positions do not meet FLSA exemption tests and who are paid a multiple of their regular rate of pay for overtime.
- Full-Time. Employees scheduled to work 40 hours or more per week.
- Half-Time. Employees scheduled to work 20-39 hours per week.
- Part-Time. Employees scheduled to work less than 18.5 hours per week.
- Orientation Period Employee. New employees with less than 90 days of service.
- Temporary. Employees who are hired for a pre-established period usually during peak workloads or for vacation relief. They may work a full-time or part-time schedule up to 22 weeks. They are ineligible for university benefits and holiday pay.
- Casual Labor. Employees who can work up to two weeks and are hourly paid.
- Student Employees. Individuals whose employment is incidental to their status as full-time students at the university. Individuals who have been admitted to the university, who take a full load during an academic year as an undergraduate or a graduate student, and are simultaneously employed. A full load is defined as 12 hours for undergraduate studies and 9 hours for graduate studies. Employees on student payroll are limited to no more than 20 hours per week.
Secretarial Classifications
- Executive Secretary - Responsible to the Executive Staff (those who directly report to the President) for a combination of specialized secretarial and administrative services, including but not limited to coordinating calendars/meeting schedules, reporting requirements, special projects and departmental support. Requires a high level of confidentiality and accuracy in dealing with sensitive matters.
- Administrative Secretary - Responsible to the Deans of Colleges or the Controller for a combination of specialized secretarial and administrative services, including but not limited to coordinating calendars/meeting schedules, reporting requirements, special projects and departmental support. Requires a high leave of confidentiality and accuracy in dealing with sensitive matters.
- Administrative Coordinator - Assumes responsibility for the daily management of an office or department by coordinating a variety of secretarial duties requiring excellent organizational skills. May include but not limited to word processing, filing, online purchasing, scheduling appointments. Reports directly to a Division or Department Chair of Academic Discipline, Administrative Director or Department Head, Associate Dean, Dean of Students, Athletic Director or Registrar.
- Administrative Associate - Performs diverse clerical or secretarial tasks which require good organizational skills. May include but not limited to word processing, filing, online purchasing, scheduling appointments.
- Coordinator - Responsible for coordinating a specific job function within a department or division. Plays the primary role in seeing the function of the position complete.
- Customer/Student Service - Positions having, as a primary job function, direct customer service contact with faculty, staff, students or outside patrons of the university.
- Financial Operations - Positions largely responsible for budgetary, billing/receivables or loan operation duties.
- Records Management - Positions responsible for the daily management and upkeep of essential data or records pertaining to, or affecting, faculty, staff, students or outside patrons of the university.
- Skilled Trades - Positions requiring a high level of skill and training in a specific trade. May acquire a professional license through extended education and experience.
- Receptionist - Positions for greeting and directing (by phone or in person) faculty, staff, students or outside patrons of the university to the appropriate party requested.
- Contract Labor - A contractor is hired for services and work not generally considered to be a part of an ACU employee's regular work assignment. A student or an ACU employee or any other individual is not to be hired as a contract laborer without first contacting the Director of Human Resources for approval. To qualify as contract labor, in accordance with IRS guidelines, the following conditions are to be considered to determine if a contract labor relationship exists: contractor supplies labor, tools, material and additional employees.
Contractor stands to lose if job is not complete according to agreement, and would have to redo the work for no additional compensation.
Contractor is paid by the job contract, not on a routine basis such as hourly, weekly or monthly.
University has no right to change the methods used by a contractor or to direct, supervise or control the performance of a contractor as to how to do his work.
Contractor sets own schedule as to hours worked and sequence of work.
Contractor is free to work for other entities and to offer service to general public.
Contractor is not required to be involved with training by the university.
Contractor's work is not required to be full time, to be a continuing relationship, to be integrated into university's business or to require hiring, supervising or paying university assistants.
Contractor is not required to perform work on premises or to submit regular written or oral reports.
Contractor is not paid for business and/or travel expenses.
Contractor has significant investments in facilities of contractor's business.
Contractor can not be discharged if producing results of contract.
Contractor can not be discharged without the university incurring liability.
Policy No. 011
May 2000
Reviewed July 2004
DEFINITIONS OF STUDENT EMPLOYMENT STATUS
PURPOSE
The purpose of this policy is to provide guidelines and definitions for supervisors as they hire student employees at Abilene Christian University under compliance rules of the Internal Revenue Service (IRS) and the Immigration and Naturalization Service (INS) as well as ACU policy.
SCOPE
The policy applies to all undergraduate students who are working for ACU while attending school at ACU.
POLICY
Students who are employed by ACU are exempt from paying Social Security taxes if they are enrolled and attending classes in a minimum of half-time hours. (For international students, see Section VII.) This exemption applies to employment which continues during school breaks of 5 weeks or less. Any break in status that lasts 5 weeks or more discontinues the Social Security exemption. (See Section V.) The student PAF is the appropriate form to use and must be submitted on time in order to pay the student on time.
If an international student holds a F-1, J-1, M-1 or Q-1 Visa and is classified as a non-resident alien, he/she is exempt from paying Social Security taxes. (See Section VII for additional information concerning employment of international students).
Texas Pay Day Law requires that hourly paid employees must be paid at least semi-monthly.
Students should work no more than 20 hours per week. This includes all ACU jobs. If a student has more than one position, the cumulative hours should be no more than 20 hours per week.
Definition of student Employees
A student employee is defined as an ACU student who is taking at least a half-time course load. A half-time course load is defined as 6 hours for both undergraduate and graduate studies during Spring and Fall terms and 3 hours during Maymester and Summer terms.
Student Employees
Individuals whose employment is incidental to their status of at least half-time students at the university. Individuals who have been admitted to the university, who take at least half-time coursework during each semester, and are simultaneously employed. A half-time load is defined as 6 hours for undergraduate studies and graduate studies. Employees on student payroll are limited to no more than 20 hours per week.
Maymester and Summer Terms
In order to maintain student employment status and benefit from the Social Security exemption, the student must be enrolled in one 3-hour course concurrently while working.
If the semester term is less than 5 weeks, and the student is enrolled in the appropriate number of hours for the term before and after the employment, the exemption remains. If the term is more than 5 weeks, and the student is enrolled in the term before and after the break, the exemption is discontinued.
Student work is limited to no more than 20 cumulative hours per week. Any exception to the 20 hours per week for Maymester and Summer terms must be made by the Director of Human Resources.
If the department hires a student who is not enrolled in Maymester or Summer terms, but is enrolled in Spring and Fall terms, the student should be hired as temporary staff for the summer months. All taxes, as with any other staff employee, apply. A staff PAF must be submitted to Human Resources using the temporary staff line item of the budget as the account number. The student line items may not be used to pay temporary staff.
Last Semester Enrolled
If a student is enrolled in his/her last semester, and will graduate at the end of the semester, an exception must be made to be enrolled in less than 6 hours and work for ACU. For example, if the student only needs 3 more hours to graduate, the student may work during the last semester and receive the Social security exemption. The exemption applies for only one semester.
International Students
The INS requires that an international student must be enrolled in 12 undergraduate hours or 9 graduate hours to be eligible to work at ACU. The international student does not have to be enrolled in Maymester or Summer terms to work for ACU during those times but must be enrolled in the appropriate hours during the long semester (Spring or Fall) immediately prior to work.
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Policy No. 020
April 1, 1997
Reviewed July 2004
RECRUITING AND SELECTION
PURPOSE
To establish the authority and responsibility of university personnel in recruiting and selecting employees; to maximize university
SCOPE
This policy applies to recruiting and selecting of faculty, exempt staff employees level two through five and all non-exempt employees. (See Policy No. 010 for Exempt Staff Level and Non-Exempt Staff Level definitions.)
POLICY
When a personnel vacancy occurs, the appropriate supervisor and Human Resources will conduct a joint recruiting and selection program designed to identify the most qualified individual for the position, starting with those from within the university.
PROCEDURE
The steps governing the recruiting and selection process for staff and faculty are outlined in he request for personnel packets in the Human Resources Office.
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Policy No. 020.1
February 2008
BACKGROUND CHECK AND SELF-REPORTING POLICY
I. PURPOSE
To maintain a safe and secure campus environment and protect the university's financial and physical assets by establishing a formal process for background checks and self-reporting.
II. SCOPE
This policy applies to all faculty and staff in security-sensitive positions (as defined in Section IV. A) and candidates applying for those positions.
III. POLICY
- Pre-Employment Self-Reporting
When applying for a security-sensitive position, candidates must disclose any and all criminal convictions on their application. The Office of Human Resources, in consultation with the hiring department, will decide whether any reported convictions bear a significant relationship to a candidate's suitability to perform the required duties of the position. Candidates may be removed from consideration or, once hired, may be terminated from employment if it is later determined that they failed to self-report prior to employment - Pre-Employment Background Checks
Pre-employment background checks are an important and necessary tool in selecting certain faculty and staff (referred to throughout this policy as "employees"). Therefore, any offer of employment in a security-sensitive position will be contingent upon the candidate consenting to a background check. If candidates refuse to authorize the check, they cannot be considered for the position. If candidates consent to the check, the Office of Human Resources, in consultation with the Office of Legal Services, will decide whether results of the check bear a significant relationship to their suitability to perform the required duties of the position. - Post-Employment Self-Reporting
Once hired for a security-sensitive position, employees must disclose to the Office of Human Resources any and all felony or misdemeanor arrests or convictions that occur after the date of hire. Failure to self-report any arrest or conviction is a terminable offense.
Upon a report of a criminal conviction, the Office of Human Resources, in consultation with the Office of Legal Services, will determine whether the criminal conviction bears a significant relationship to the employee's suitability to continue to perform the required duties of the position. If it is determined based on the conviction that the employee is no longer suitable, the employee will be terminated.
While an arrest without conviction will not typically constitute valid grounds for terminating employment, an arrest may result in termination if the arrest bears a significant relationship to the employee's suitability to continue to perform the required duties of the position. Therefore, upon a report of an arrest, the Office of Human Resources in consultation with the Office of Legal Services, will determine whether the arrest bears a significant relationship to the employee's suitability to continue to perform the required duties of the position. If it is determined based on the arrest that the employee is no longer suitable, the employee will be terminated. If it is determined that the employee is suitable or it is unclear whether the employee is still suitable, the employee may be placed on administrative leave pending the outcome of the arrest. - Post-Employment Background Checks
The university reserves the right to require any employee in a security-sensitive position to consent to a background check as a condition of continued employment. The university also reserves the right to conduct background checks on employees who have previously consented. The Office of Human Resources, in consultation with the Office of Legal Services, will decide if and when such a check is necessary, ensure that the University complies with all applicable laws related to the post-employment check, and after receiving the report, will decide whether the results of the check bear a significant relationship to the candidate's suitability to continue to perform the required duties of the position. - Notice to Candidate that Position is Security Sensitive
All security-sensitive positions must be so identified in the job description and advertisement for the position. - Use of Information
Information obtained through background check reports or self-reporting will be used only for the purpose of evaluating applicants for employment in security-sensitive positions and shall in no way be used to discriminate on the basis of race, color, national origin, sex, disability or race.
- "Security-sensitive positions" include all faculty or staff, including faculty or staff applying for a different position within the university or returning to employment at the university after leaving its employ.
- "Criminal Convictions" include all felony and misdemeanor convictions, as well as guilty pleas, pleas of no contest or nolo contendere, and acceptance of deferred adjudication. The term does not include criminal convictions related to minor traffic violations unless the relevant position requires operation of a motor vehicle.
- "Background Checks" may include, but are not limited to, information regarding the candidate's or employee's character, general reputation, personal characteristics, and mode of living discerned through employment and education verifications, including all information provided on resumes and applications for employment; personal references and interviews; driving history, including any traffic citations; workers' compensation records after a conditional job offer has been extended and to the extent permitted by law; a social security number trace; present and former addresses; criminal and civil history/records; and any other public record. In addition, for all candidates for executive officers of the university, background checks may include personal credit history based on reports from any credit bureau.
- In determining whether or not the convictions "bear a significant relationship to the employee's suitability," the following factors may be considered:
- How serious was the misconduct?
- When did the misconduct occur?
- Is there any pattern of repeat misconduct?
- Did the candidate self-report the misconduct and adequately address any questions raised by the misconduct?
- Does the combination of the individual job duties and the prior convictions create a foreseeable risk that certain criminal conduct could arise? and
- Does the misconduct reflect poorly on the image or reputation of the university?
- Notice and Consent
A security-sensitive position will be contingent upon the candidate consenting to a background check. When any offer of employment in a security-sensitive position is made to any candidate, the hiring department will first provide the candidate with a Disclosure and Authorization Form, which is available in the Office of Human Resources. If the candidate is willing to authorize the check, the hiring department will have the candidate complete and sign the form and return it to the Office of Human Resources. If a candidate refuses to authorize the check, he or she cannot be considered for the position. - Conducting the Check
Once the candidate authorizes the check, an outside firm selected by the Office of Human Resources will conduct the check in compliance with applicable federal and state regulations and provide the results to the Office of Human Resources. - Reviewing Results
- After receiving the results of the check, the Office of Human Resources, in consultation with the Office of Legal Services, will decide if the candidate should be precluded from consideration. If it is determined that the candidate should not be precluded from consideration, the Office of Human Resources will inform the hiring department that it can proceed with offering the position.
- On those occasions when it is determined that the results of the check should preclude the candidate from consideration, the Office of Human Resources, before contacting the hiring department, must first provide the candidate with an opportunity to review and dispute any inaccurate or incomplete information in the results. Specifically, the Office of Human Resources will provide the candidate with a copy of the results and a copy of a summary of the candidate's rights under the Fair Credit Reporting Act ("FCRA") and notify the candidate that he or she has five (5) business days to contact the Office of Human Resources and conclusively demonstrate the inaccuracy of the information, after which time the Office of Human Resources will make a final determination regarding the candidate's suitability. Disputing the results may not necessarily impact the final determination.
- If it is finally determined that the results of the check should preclude the candidate from consideration, the Office of Human Resources must notify the candidate in writing that he or she is no longer being considered for the position based in whole or in part on information contained in the results. Additionally, the notice must include the following:
- The name, address and telephone number of the reporting agency that provided the results;
- A statement that the reporting agency did not make the decision to remove the candidate from consideration and is not able to explain why the decision was made; and
- A statement setting forth the candidate's right to obtain a free disclosure of the results from the reporting agency if request is made within sixty (60) days and to dispute any part of the results with the reporting agency.
- The name, address and telephone number of the reporting agency that provided the results;
- Maintaining and Destroying Background Check Information
- The Office of Human Resources will serve as the office of record for background check information. Specifically, the Office will maintain a log of all background checks and separate locked and confidential files containing the background check consent forms, background check results, and any self-reporting forms. The log will include the following: name, department, position title, hiring official, date of consent form, date of background check, and date of hire. University personnel are strictly prohibited from the unauthorized use or disclosure of the background check information to any third party except as required by law.
- The Office of Human Resources will destroy all background check information, obtained through background check reports or self-reporting, 180 days after receipt.
Policy No. 021
April 1, 1997
Revised July 2004
Nondiscrimination Policy
PURPOSE
To preserve a work environment that is free from unlawful discrimination. Abilene Christian University's policy is to ensure that persons who apply for employment and persons who are employed are treated in a nondiscriminatory manner in matters of gender, race, age, color, national origin, veteran's status or disability in employment or the provision of services, in accordance with applicable federal, state and local laws.
SCOPE
This policy applies to all faculty and staff of the university. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
POLICY
Abilene Christian University affords equal employment opportunity (EEO) and does not engage in unlawful discrimination on the basis of gender, race, age, color, national origin, veteran's status or disability in employment or the provision of services, in accordance with a applicable federal, state and local laws. Abilene Christian University is exempt from compliance with some provisions of certain civil rights laws, including some provisions of Title IX of the Education Amendments of 1972. The university is also exempt from the prohibition against religious discrimination of the Civil Rights Act of 1964, and it shall not be in violation of the equal opportunity clause required by Executive Order 11246 for ACU to establish a hiring preference for applicants who are members of the Churches of Christ.
- All employees who are in positions to make decisions or participate in decision making which may affect the mission or purpose of ACU must be active, involved members in a local congregation of the Churches of Christ as defined by Article III of the Articles of Incorporation, and as stipulated by the ACU Board of Trustees.
- All persons who are in positions to meaningfully influence the religious beliefs of the students of the university must be active, involved members in a local congregation of the Churches of Christ as defined in Article III of the Articles of Incorporation, and as stipulated by the ACU Board of Trustees.
- Any persons who serve the university as employees in positions which do not require membership in the Churches of Christ must be believers in Christ and support the Christian purposes of the university. In hiring for positions not requiring Church of Christ membership, the university will give preference to members of the Churches of Christ if they are qualified for the position, as stipulated by the ACU Board of Trustees.
- The following specific examples are provided in order to clarify the foregoing policy statement:
- Persons serving in certain employee groups must be members of the Churches of Christ including:
- All senior administrative officers including vice presidents and deans;
- All full-time members of the faculty
- All faculty serving in the College of Biblical studies
- All full-time coaches and senior athletic administrators
- The President's Cabinet shall have the authority and responsibility to determine other employment positions requiring Church of Christ membership.
- Persons serving in certain employee groups must be members of the Churches of Christ including:
- ACU encourages applicants for employment or employees with a compliant regarding discrimination to report the offense to the director of Human Resources or the general counsel of the university. If a supervisor should receive a complaint of discrimination, he or she shall first consult the Director of Human Resources or the general counsel of the university.
- The Director of Human Resources and the General Counsel of the university will investigate all complaints of discrimination and make recommendations to the appropriate vice president for appropriate action.
- All advertising for employment will indicate that the university is an Equal Employment Opportunity employer. No preferences will be shown for men and women in advertisements unless a religion tenet or bona fide occupational qualification is applicable.
- Periodic surveys of the workforce will be conducted for the purpose of determining the makeup of the workforce with regard to minority groups and by gender and such other categories as may be helpful in the advancement of nondiscrimination.
- Unless gender is a bona fide occupational qualification or a religious tenet is applicable, women will be given equal opportunity and promotion, and the Director of Human Resources shall have the designated responsibility of monitoring endeavors consistent with this policy.
- It shall be the duty of the Director of Human Resources to monitor employment practices and report to the Vice President and General Counsel of the university, and any other appropriate vice president, any questions that are specifically relevant to the university's position as a private church-related institution.
Policy No. 022
April 1997
Amended: February 2008
EMPLOYMENT OF RELATIVES
I. PURPOSE
To help prevent problems of supervision, business-related conflicts of interest, improper influence, favor or consideration as it relates to employment of relatives.
II. SCOPE
This policy applies to all faculty, staff, student employees, temporary workers and volunteers (including children of faculty and staff), hereinafter referred to as "employees."
III. DEFINITIONS
- "Immediate relative" includes an employee's spouse, child, step-child, parent, step-parent or guardian, sibling or step-sibling.
- "Extended relative" includes an employee's grandparent, grandchild, aunt, uncle, niece, nephew (or the spouse, child or grandchild of any of these) of either the employee or the employee's spouse, and any other related person or non-related person who is part of the employee's household. This includes roommates.
- The basic criteria for hiring and promotion of all faculty and staff are appropriate qualifications and performance. Relationship to another individual employed by ACU will not constitute an advantage for appointment, promotion, retention, salary or leave of absence granted by the university.
- Employees will not supervise or be supervised by either an immediate or extended relative, as defined in "Definitions" section above.
- No employee should either initiate or participate in institutional decisions involving a benefit to his or her immediate or extended relatives (e.g. initial appointment, retention, promotion, salary, leave of absence, etc.).
- Employees will not be permitted to work in the same department with immediate relatives, as defined in "Definitions" section above. However, it is permissible for a student to work in the same department as an immediate relative for the purpose of completing requirements for a given field of study, provided the faculty member notifies his or her department chair. Immediate relatives who are currently employed in the same department, as of the date of amendment of this policy, will be exempt from this stipulation.
- Relatives will not be placed in positions where there is an actual or apparent conflict of interest, or where interaction or potential interaction between them is deemed to be against the best interest of the university.
- If a violation of this policy results because employees become related after employment or if because a departmental or divisional reorganization causes employees in the same department to be related to one another, the university will typically give the relatives reasonable time to decide which employee will terminate employment or transfer to another department. If the related employees do not decide within a reasonable time frame, the university reserves the right to make the selection after balancing the interests of the university and the employees.
- Any exceptions to this policy must be authorized in writing by a vice president of the university.
Policy No. 023
January 1, 1994
Reviewed July 2004
EMPLOYMENT OF MINORS
PURPOSE
To establish guidelines to occasionally hire minors during school breaks, at peak work periods, or when ACU students are unavailable, and to ensure compliance with the federal Fair Labor Standards Act (FLSA).
SCOPE
This policy applies to all positions in the university.
POLICY
Covered Employee
As a general rule, employees of the university must be 18 years of age or older. Prior to a supervisor offering employment to a minor, he/she must contact the Director of Human Resources. A "minor" is defined as any individual under the age of 18. Minors who satisfy one of the following criteria are not subject to the FLSA:
- Have a high school diploma or certificate of attendance or high school equivalence.
- Are heads of households or parents contributing to the support of children.
- Are employed by their parents in occupations not prohibited to minors.
- Are participating in a vocational program approved by the State Department of Education.
- Are employed delivering newspapers, mowing residential lawns, shoveling snow on a casual basis, acting or performing in motion pictures or theatrical productions or in radios or television productions, wreath making, and loading scrap balers or paper box compactors (if certain requirements are met).
Work prohibited to all minors include excavation work.
Work prohibited to 14- and 15-year-olds includes:
- Occupations involving the operation of hoisting apparatus or power-driven machinery (including lawn mowers) other than office machines.
- The operation of motor vehicles or service as helpers on such vehicles.
ACU may not employee children under age 14 unless they are exempt from the FLSA, as detailed above under Covered Expenses.
Hours of Employment
Children under 16
No one under 16 may be employed during school hours except as part of certain vocational programs. People under 16 may only be employed three hours a day and 18 hours a week when school is in session. They may be employed up to 8 hours a day and 40 hours a week when school is not in session. During the school year, people under 16 may not work more than three hours in a day between the hours of 7 a.m. and 7 p.m. During vacations lasting five or more days and from June through August, people under 16 may work until 9 p.m.
Children 16 and 17
Teens aged 16 and 17 are permitted more extended hours. They are prohibited from working:
- Before 7 a.m. Monday through Friday.
- Before 6 a.m. Saturday and Sunday in any week school is in session.
- After 11 p.m. on days before school days.
No minor may be employed for more than five consecutive hours without a rest period of at least 30 minutes.
Wages
Minors are generally covered by the minimum wage laws applicable to adults. Overtime compensation should generally not be a concern since virtually all minors are prohibited from working more than 40 hours a week.
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Policy No. 025
September 2003
Revised July 2004
APPLICANT MOVING EXPENSE
PURPOSE
To establish guidelines within which the university will pay costs to move newly hired employees to Abilene.
SCOPE
This policy applies to all faculty, executive and other staff that is deemed approval from the Vice President of that area.
POLICY
The university will pay for reasonable costs to relocate faculty, executive and other staff whose relocation is at the university's request and whose new, principal place of work is at least 50 miles further from the employee's home than his or her former job. Expenses will be reimbursed as follows:
- All moving expenses if the employee moves himself or herself. Packing materials will be paid for (boxes, tape, rental blankets, dollies). Professional packing cost will not be paid. Contact the manager of University Purchasing for assistance and to begin the process. He or she can obtain a discount with a self-move company through ACU.
- Half the moving expenses will be reimbursed if a professional moving company is used. The same provisions and exclusions apply here as in item 1. Contact the manager of University Purchasing for assistance and to begin the process. He or she can obtain a discount with the moving company.
- Reimbursement for lodging up to three nights in a motel en route, if necessary.
- Mileage for one passenger car at the rate of .12 cents per miles for the length of the move or reimbursement for your receipts.
- Approvals - Reimbursement of expenses depends on submittal of complete forms with accompanying receipts.
- Income Tax Considerations - Some reimbursed relocation costs must be claimed as income. The controller will provide the employee with a list of those items which are taxable for the employee's tax planning.
Policy No. 030
January 1, 1994
Reviewed July 2004
NEW EMPLOYEE ORIENTATION PERIOD
PURPOSE
To complete the new employee selection process by providing an orientation period of on-the-job work experience by which the new employee and the university may evaluate employment suitability in terms of knowledge, skill, ability and interest.
SCOPE
This policy applies to all professional and non-exempt employees.
POLICY
New employees will serve an orientation period of 90 days from date of hire. During the orientation period, frequent informal and formal employee performance evaluations will be held.
PROCEDURE
- Department supervisors will be responsible for evaluation during the employee orientation period.
- Performance appraisals will be conducted after 90 days. (Use new employee performance review form, which follows.) Employees will be evaluated annually during the anniversary month of their date of hire. Informal coaching and feedback should be provided on a daily or as-indicated basis.
- Employee will complete a "90 Day Follow-Up Questionnaire" to return to the Human Resources Office along with the "90 Day Performance Appraisal." (An example of the "90 Day Performance Appraisal" follows.)
- Upon satisfactory completion of the orientation period, employees are subject to the standard performance appraisal process and other university policies.
- All employees, regardless of status or length of service, are required to meet and maintain university standards for job performance and behavior and are considered "at will" employees.
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Policy No. 040
January 1, 1994
Reviewed July 2004
PERSONNEL RECORDS AND PRIVACY
PURPOSE
To establish standards by which information contained in personnel records will be managed to achieve accuracy, privacy and legal compliance.
SCOPE
This policy applies to all departments and employees of the university.
POLICY
- Personnel Records. Personnel records will be maintained containing information on each university employee to meet state and federal legal requirements and to assure efficient personnel administration.
- Notification of Changes. Changes of address, telephone number and/or family status (births, marriage, death, divorce, legal separation, etc.) must be reported immediately to the Human Resources Office, as an employee's income tax status and group insurance may be affected by these changes.
- Files Access. Access to personnel files is restricted to authorized employees of the Human Resources Office and supervisors, or managers on a "need to know" basis. Personnel files are the property of the university and may not be removed from the Human Resources Office except by an authorized Human Resources employee.
- Information Requests and Employment References. Requests for information from employee files received from other departments and inquiries from outside the university, including requests for references on former employees, will be directed to the Human Resources Office. Supervisors and other employees are prohibited from providing personal or employment references on ex-employees or current employees.
- Satellite Files. Supervisors with a legitimate need to keep satellite personnel files on their employees may do so only if the following guidelines are strictly followed:
- The information must be kept confidential and disclosed only to those with a "business need to know."
- All satellite files must be kept in a secure, locked area.
- Only copies of original documents (which are centrally located in the Human Resources Office) are allowed in the file.
- When a supervisor finds it necessary to add documents to the file, the original document must be sent to the Human Resources Office.
- Personnel File Contents. When an employee is hired at the university, a personnel files will be established generally containing the following information:
- Application for employment and related hiring documents, such as resumes and course transcripts.
- Personal information changes such as change of address, telephone number and/or family status (births, marriage, death, divorce, legal separation, etc.).
- Performance documents including performance appraisals.
- Employee history updating information submitted by employees such as recent education or records of outside achievement.
- Other documents pertaining to employment such as appreciation letters, corrective action reports, employment contracts, driving record service report, employment verifications, training records and references from previous employers.
- Medical records, documents necessary for the administration of university benefit programs, and any investigation information will be kept in a separate confidential file. I-9 forms are also kept in a separate file. These files may be examined only by appropriate officials conducting an investigation.
- Examination of an Employee's Personnel File. Inspection of an employee's file may be accomplished at reasonable times during office hours under the following conditions:
- Employee. Employees may examine their files upon prior 24 hour notice submitted to Human Resources. This review will take place in the Human Resources Office with a Human Resources representative present. Employees may obtain a copy of documents in the file that contain their signature.
- Management Staff. Management staff may examine active and separated employee files on a "need to know" basis.
- Government Inquiries. ACU generally will cooperate with federal, state and local government agencies investigating an employee if the investigators furnish proper identification and proof of legal authority to investigate. However, the university may first seek advice of legal counsel. The university may permit a government investigator to review a personnel file on university premises, but the investigator will not be allowed to remove or reproduce this information without consent from Human Resources and/or the university's attorneys.
- Information Requests and Employment References. If employees wish the university to verify information requested by outside sources for credit or other purposes, a release form with the employee's signature must accompany the request. Employment references on former employees will be provided by Human Resources only, as follows:
- References with Written Approval. Salary history, job chronology and performance information may be released with written approval of the employee or ex-employee. This information will be released in writing and a copy retained in the employee's personnel file.
- Telephone Inquiries. Information will be verified by Human Resources via telephone (after a reasonable caller identification) but will be limited to the following:
- Date of hire and date of separation
- Job titles
- Confirmation of salary stated by caller
- Eligibility for rehire
- File Retention. Originals of personnel records will be maintained by the Human Resources Office and retained for seven years after an employee's separation date.
Policy No. 041
July 2005
AMERICANS WITH DISABILITIES ACT POLICY
PURPOSE
To ensure that applicants and employees with disabilities are provided with reasonable accommodations and to comply with provisions of The Americans with Disabilities Act (ADA).
SCOPE
This policy applies to all applicants, faculty and staff of the university. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion and training.
POLICY
The Americans with Disabilities Act protects individuals with disabilities from discrimination in the workplace. A disabled individual is any of the following:
- Person who has a physical or mental impairment that substantially limits one or more major life activities.
- Person who has a record of such impairment.
- Person who is regarded as having such impairment.
PROCEDURE
- If an applicant or employee of the university wants to request an accommodation under ADA or has questions about an accommodation, he or she is to contact the Director of Human Resources.
- The Director of Human Resources will consult with the applicant or employee and others as necessary and determine if: 1) The individual is eligible for a reasonable accommodation; and 2) The university is able to meet the request, and if so, in what manner.
- If it is determined that a reasonable accommodation can be made, the Director of Human Resources will work closely with the department chair or manager to ensure that the accommodation is made.
- If the applicant or employee is not satisfied with the result of his or her request for a reasonable accommodation or the way in which it was handled, he or she may express concern in writing to the Executive Vice President of the university who will review the concern and respond in writing within five business days.
