Employee Handbook
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Employee Handbook Updated December 1, 2018 Welcome to Naropa University. On behalf of my staff and faculty colleagues and especially our students, I am delighted that you have chosen to work with us. As a pioneer in offering a wide range of undergraduate and graduate degrees based upon contemplative education, Naropa has an international reputation and is a significant educational, cultural and economic force in Boulder. A well-supported staff is the key to best serving our students, presenting meaningful programs and performances to the public, and growing and sustaining Naropa in the future. That support includes, of course, a commitment to fair salary and benefits, but also means the creation and maintenance of a safe and collegial workplace and opportunities for each of us to grow personally and professionally while part of the Naropa community. This handbook outlines the established policies and benefits that assist in meeting those goals. I ask you to become familiar with them, take advantage of the variety of benefits offered to our employees and feel free to bring any questions to your supervisor. Thank you for choosing to work at Naropa. I look forward to meeting you. Sincerely, President Charles G. Lief REVOCATION OF PRIOR HANDBOOKS AND POLICIES THIS HANDBOOK, AND THE POLICIES CONTAINED HEREIN, APPLIES TO ALL CURRENT EMPLOYEES (STAFF, FACULTY AND EMPLOYED STUDENTS) OF NAROPA UNIVERSITY AND ENTIRELY REPLACES AND SUPERSEDES NAROPA UNIVERSITY’S PRIOR HANDBOOKS EFFECTIVE DECEMBER 1, 2018. NAROPA UNIVERSITY HAS DEVELOPED THE FOLLOWING POLICIES AND PROCEDURES FOR ALL EMPLOYEES SO THAT WE MAY OPERATE UNDER THE SAME GUIDELINES OF PERFORMANCE AND BEHAVIOR. FAILURE TO COMPLY WITH THE POLICIES AND PROCEDURES INCLUDED IN THIS HANDBOOK MAY RESULT IN DISCIPLINARY ACTION, UP TO AND INCLUDING TERMINATION OF EMPLOYMENT. THIS HANDBOOK CONTAINS ONLY GENERAL INFORMATION AND GUIDELINES ON NAROPA UNIVERSITY’S POLICIES AND PROCEDURES. IT IS NOT INTENDED TO BE A COMPREHENSIVE “HOW TO” DOCUMENT OR TO ADDRESS ALL THE POSSIBLE APPLICATIONS OF, OR EXCEPTIONS TO, THE GENERAL POLICIES AND PROCEDURES DESCRIBED HEREIN. NAROPA HAS THE SOLE RIGHT AND RESPONSIBILITY TO INTERPRET THE MEANING AND APPLICATION OF THE CONTENT OF THIS HANDBOOK. PROCEDURES, PRACTICES, POLICIES AND BENEFITS DESCRIBED HERE MAY NEED TO BE MODIFIED, SUSPENDED, OR DISCONTINUED FROM TIME TO TIME. THEREFORE, EXCEPT FOR THE AT-WILL NATURE OF EMPLOYMENT, WE RESERVE THE RIGHT TO MAKE CHANGES IN CONTENT OR APPLICATION AS DEEMED NECESSARY AND THESE CHANGES MAY BE IMPLEMENTED EVEN IF THEY HAVE NOT BEEN COMMUNICATED, REPRINTED, OR SUBSTITUTED IN THIS HANDBOOK. AT-WILL EMPLOYMENT THIS HANDBOOK, THE POLICIES AND PROCEDURES CONTAINED HEREIN, BENEFITS PROVIDED AS PART OF YOUR EMPLOYMENT, OR VERBAL STATEMENTS MADE BY MANAGEMENT ARE NOT INTENDED TO CONSTITUTE A CONTRACT OF EMPLOYMENT, EITHER EXPRESS OR IMPLIED, NOR IS THERE A GUARANTEE OF EMPLOYMENT FOR ANY DEFINITE PERIOD OF TIME. EMPLOYMENT WITH NAROPA IS AT- WILL. NAROPA UNIVERSITY HAS THE RIGHT TO TERMINATE YOUR EMPLOYMENT AT ANY TIME, FOR ANY REASON, OR FOR NO REASON AT ALL, WITH OR WITHOUT CAUSE. YOU, LIKEWISE, HAVE A SIMILAR RIGHT TO TERMINATE YOUR EMPLOYMENT WITH NAROPA UNIVERSITY. ONLY A WRITTEN AGREEMENT SIGNED BY THE PRESIDENT OF NAROPA UNIVERSITY, OR HIS DESIGNEE, CAN CHANGE THE “AT WILL” NATURE OF THE EMPLOYMENT OF ANY INDIVIDUAL. TO THE EXTENT THAT YOU HAVE A SEPARATE WRITTEN CONTRACT WITH THE UNIVERSITY, AS IN THE CASE OF SOME FACULTY MEMBERS, THE TERMS OF ANY CURRENT, VALID, WRITTEN CONTRACT WITH NAROPA PREVAILS OVER THE TERMS CONTAINED IN THE EMPLOYEE HANDBOOK, IN THE EVENT OF CONFLICT OR AMBIGUITY IN TERMS. IN THE EVENT OF ANY CONFLICT BETWEEN SPECIFIC PROVISIONS IN THE FACULTY HANDBOOK AND THE EMPLOYEE HANDBOOK, THE FACULTY HANDBOOK SHALL BE DISPOSITIVE IN THE CASE OF FACULTY MEMBERS, PROVIDED HOWEVER PROVISIONS OF THE EMPLOYEE HANDBOOK THAT ARE REQUIRED BY APPLICABLE LAW OR REGULATIONS FOR ALL EMPLOYEES SHALL PREVAIL IN ALL CASES. i TABLE OF CONTENTS ABOUT NAROPA 1 Meal Periods 13 Our Mission 1 Classification Definitions 13 Our Founder 1 Contract Per Term 13 The Bow 2 Exempt Employee 13 Full-Time Employee 13 COMMUNITY GUIDELINES 3 Legacy Employee 13 Code of Ethics / Code of Conduct 3 Non-Exempt Employee 14 Workplace Civility Policy 3 On-Call Employee 14 View of Right Action 4 Part-Time Employee 14 Right Speech 4 Student Worker 14 Conflict of Interest & Conflict of Commitment 4 Temporary Employee 14 Equal Employment Opportunity 4 Compensation 14 Disability Resources 5 Dual Relationships 14 Discrimination & Harassment 5 Definitions for the Dual Relationship Policy 15 Gender Equity, Sexual Misconduct Employees Seeking Degrees 16 & Relationship Violence 5 Employment of Students 16 Harassment 5 Overtime 16 Improper & Inappropriate Conduct / Pay Days, Paychecks & Direct Deposit 17 Workplace Bullying 6 Direct Deposit 17 Whistleblower Protection Policy 6 Pay Periods 17 Retaliation 7 Monthly 17 Complaint Process 7 Semi-Monthly 17 Informal Complaint Process 7 Performance Reviews 17 Formal Complaint Process 8 Personal Changes & Updates 17 Appeal Process 8 Personal Relationships & Relatives 17 Personnel Action Notice (PAN) 18 INFORMATION & PROPERTY GUIDELINES 9 Pets in the Workplace 18 Confidential Information 9 Smoking 18 Electronic Communications 9 Staff Who Hold Academic Positions 18 Academic Freedom 9 Temporary Labor 20 Email & Text Messages 9 Timesheets & Time Recording 20 IT Systems, Company Equipment, & Use of Incense & Fragrance 20 Internet Usage 10 Personal Phone & Other Mobile Device SAFETY & EMERGENCY GUIDELINES 21 Use 10 Safety Basics 21 Social Media Usage 10 Campus Security Authorities (CSAs) 22 Employee Files 11 Drugs & Alcohol in the Workplace 22 Employment References 11 Drug-Free Workplace 22 Media Inquiries 12 Marijuana 22 Solicitation 12 Permitted Alcohol Use 22 University Property 12 Endangerment / Weapons Policy 22 Emergency Response 23 THE EMPLOYMENT RELATIONSHIP 12 Medical Emergencies 23 Adjusted Service Dates 12 Fire Emergencies 23 Appearance 13 Weather Emergencies 24 Applying for Open Positions 13 Floods 24 Attendance & Punctuality 13 Tornadoes 24 Break & Meal Periods 13 Weather Closures 24 Breaks 13 Open Flames 25 ii Worker’s Compensation 25 Unlawful Acts 33 Accident Reporting 25 Enforcement 33 Work Station Ergonomics 25 Family Care Act (FCA) Leave 33 Holidays 33 EMPLOYEE BENEFIT PROGRAMS 25 Winter Break 33 Immediate Family Member 25 Jury Duty Leave 34 403(b) Retirement Plan 25 Medical Leave Of Absence (Non-FMLA) 34 Bus Pass 26 Military Leave 34 Community In-Service Days 26 New Parent Leave 34 Health & Welfare Benefits 26 Parental Leave for Child’s School Activity 34 Full-Time Benefit Plans 26 Personal Days 35 Medical Benefits 26 Personal Development Leave (PDL) 35 Dental Benefits 26 Sabbatical Leave 35 Flexible Spending Accounts (FSA) 27 Short Term Personal Leave 35 Health Savings Account (HSA) 27 Sick Time 36 Life and Accidental Death & Faculty Sick Leave 36 Dismemberment (AD&D) Insurance 27 Vacation Exchange Program 36 Short Term Disability (STD) 27 Vacation 36 Long Term Disability (LTD) 27 Volunteer Leave 37 Beneficiary Connect 27 Voting Leave 37 Work-Life Balance Employee Tuition Benefits 37 Assistance Program (EAP) 27 Academic Orientation 37 Worldwide Emergency Travel Non-Degree Seeking Students 38 Assistance 27 Degree Seeking Students 38 Vision Benefits 27 HR Application Guidelines 38 Voluntary Benefit Plans 27 Dependent Child Tuition 40 Auto, Home & Rental Insurance 28 Tuition Remission Guidelines for Less Legal Insurance 28 Than Part-Time Employees 40 Long Term Care Insurance (LTC) 28 Academic Support, Clinical Mandala Integrative Medicine Clinic 28 Support, Professional Assistants & Pet Insurance 28 Meditation Instructors 40 Time Off Benefits 28 Adjunct Faculty 40 General Leave Guidelines 28 Tuition Exchange 41 Bereavement Leave 29 Continuing Education Leave 29 NAROPA’S ORGANIZATIONAL STRUCTURE 42 Catastrophic Leave Program 29 Naropa Leadership 42 Domestic Violence Leave 29 Trustees 42 Family & Medical Leave (FMLA) 30 President & Cabinet 42 Basic Leave Entitlements 30 Department Heads & School Deans 42 Military Family Leave Entitlements 30 Cauldron – The Faculty Senate 42 Qualifying Exigency Leave 31 Staff Executive Council 42 Parental Care Leave 31 Divisions, Departments & Offices 43 Serious Injury or Illness Definition 31 Executive Division / Office of the President 43 Benefits & Protections 31 Development 43 Definition of Serious Health Condition 32 Office for Inclusive Community Use of Leave 32 Division of Academic Affairs 43 Substitution of Paid Leave for Faculty 44 Unpaid Leave 32 Ranked Faculty 44 Employee Responsibilities 32 Adjunct Faculty 44 Naropa’s Responsibilities 33 The Learning Commons 44 iii Division of Business Affairs 44 Meditation Halls 49 Accounting 44 Meditation Practice Instruction 49 Alaya Preschool 44 My.Naropa.Edu 49 Business Services Center 45 Naropa Café 49 Human Resources (HR) 45 Office Supplies 49 Information Systems (IS) 45 Parking at Naropa 49 Information Technology (IT) 45 Phone & Email Directory 49 Safety, Facilities & Operations 45 Scheduling Event & Room Reservations 50 Division of Student Affairs & Sustainability 50 Enrollment Management 45 Technical Support 50 Admissions 46 New User Names and/or Password Registration 46 Changes 50 Student Financial Services 46 Transportation Services 50 Student Affairs 46 B Cycle 50 The Learning Commons 46 Bike Shack 50 Earn-A-Bike 50 UNIVERSITY RESOURCES 47 Carpooling & Vanpooling 51 Allen Ginsberg Library 47 CarShare 51