Employee Guidebook Getting Started at Welcome to SIUE

Welcome to SIUE. We are committed to the recruitment, development and success of our faculty and staff. As an employee of the “e,” you play a critical role in helping SIUE develop professional

and community leaders. We hope you will find the New Employee Guidebook to be a helpful resource in learning more about working at SIUE. In addition, you will be invited to new employee orientation where we will discuss SIUE’s mission, vision and values, and how you can contribute to the success of our

University. If you have any questions, please feel free to visit us online at siue.edu/human-resources or call us at 650-2190.

Office of Human Resources Southern University Edwardsville

The purpose of the New Employee Guidebook is to help new employees become familiar with University Edwardsville including the mission, vision, values, policies, processes, services and benefits available. The information, policies and procedures provided in this document do not alter, abridge or Table of Contents abrogate any rights or responsibilities created by virtue of any Welcome ...... 2 applicable law, statute, rule, regulation, collective bargaining SIUE Community ...... 3 agreement or policies of the Board of Trustees of Southern Illinois About SIUE ...... 4 Working at SIUE ...... 5-6 University and shall be interpreted consistently with the existence Compensation and Benefits ...... 7 and exercise of such rights and responsibilities. Additional More Benefits ...... 8 information may be found on the Office of Human Resources Personal Resources ...... 8 website: siue.edu/human-resources. Campus Resources ...... 9-10 Gettting Started Checklist ...... 11

2 The SIUE Community

One of the best ways to get to know SIUE is to immerse yourself in the SIUE community. Throughout the year, you will find a variety of campus activities, events and functions that offer a great opportunity to network, get involved and get to know the people at SIUE.

Volunteer Initiatives – From robotics competitions and science fairs, to Preview SIUE and commencement ceremonies, there are numerous ways for you to get involved and show your support for the SIUE community.

Arts and Entertainment – SIUE Mainstage, Metcalf Experimental Theater, Arts & Issues Series, musical performances and art shows — throughout the year, you can enjoy world-class entertainment.

Athletics – Come cheer for the Cougars! SIUE participates in NCAA Division I athletics and is a member of the , an affiliate member of the Missouri Valley Conference (men’s soccer) and an associate member of the Southern Conference (wrestling).

Recreation – With 2,660 acres surrounding the SIUE campus, you are surrounded by a beautiful landscape and a variety of recreational opportunities, including nature trails, bike paths and The Gardens at SIUE. You will also find a bowling alley, indoor and outdoor pools, observatory for viewing the stars, museum, and a variety of special exhibits throughout the year.

Celebrations – A variety of campus events bring together students, staff and faculty. Be sure to attend Springfest, Welcome Week, Employee Appreciation Day, Annual Chancellor’s Walk, and Commencement in May and December.

Charitable Initiatives – Each year, many SIUE employees offer their support through financial contributions. SIUE Day is a fundraising initiative aimed at providing a convenient opportunity for members of the SIUE family and community to help support the institution’s efforts. State and University Employees Combined Appeal (SECA) Charitable Fund Drive is another initiative that provides all employees the opportunity to donate to the charitable causes of their choice.

Sustainability Initiatives – SIUE is an innovator in sustainability initiatives that lead to social justice, economic prosperity and ecologic integrity. The Sustainability Advisory Group develops and implements sustainable curricula, policies and practices – including green roofs, bike share program and water-bottle filling stations – for all members of the University community. You are encouraged to do your part, too.

Washington Monthly ranks SIUE among the Top 40 master’s universities for our contributions to the public good.

3 Mission, Vision, Values

Mission Southern Illinois University Edwardsville is a public comprehensive university dedicated to the communication, expansion and integration of knowledge through excellent undergraduate education as its first priority and complementary excellent graduate and professional academic programs; through the scholarly, creative and research activity of its faculty, staff and students; and through public service and cultural and arts programming in its region. Vision Southern Illinois University Edwardsville, as a premier Metropolitan University, will be recognized nationally for the excellence of its programs and development of professional and community leaders. Values Recognizing public education as the cornerstone of a democracy, SIUE carries out its mission based on certain fundamental, shared About SIUE values. We value: Founded in 1957, SIUE is a fully accredited Citizenship public institution — beautifully situated in n Social, civic and political responsibility — globally, nationally, Edwardsville, Ill., on 2,660 acres just 25 miles locally, and within the University from St. Louis. SIUE also has campuses in n Active partnerships and a climate of collaboration and East St. Louis, with community outreach cooperation among students, faculty, staff, alumni and the programs and a charter school, and in Alton, larger community with the School of Dental Medicine. n Sustainable practices in environmental, financial and Total Students social endeavors Nearly 14,000 Excellence Full-time Employees n High-quality learning within and beyond the classroom More than 2,500 n Continuous improvement and innovation Seven Academic Units n Outstanding scholarship and public service College of Arts and Sciences Inclusion School of Business n A welcoming and supportive environment School of Dental Medicine n  School of Education, Health and Human Behavior Openness to the rich diversity of humankind in all aspects of School of Engineering university life School of Nursing n Respect for individuals, differences, and cultures School of Pharmacy n Intellectual freedom and diversity of thought

Integrity n Accountability to those we serve and from whom we receive support n Honesty in our communications and in our actions SIUE is the second largest Wisdom employer in the region. n Creation, preservation, and sharing of knowledge n Application of knowledge in a manner that promotes the common good n Life-long learning

4 Working at SIUE

New Employee Orientation Equal Opportunity PDQ Position Description New employee orientation is The University is committed to equal Questionnaire mandatory for all new employees. opportunity and affirmative action in A Position Description Questionnaire The orientation provides a unique all aspects of employment practices. (PDQ) outlines the duties, opportunity to understand SIUE’s All personnel policies, practices and responsibilities and expectations of mission, culture and values. procedures are administered without your position. The PDQ is also used in Representatives from the various regard to an individual’s age, color, assessing employee job performance functional areas of the University disability, gender, marital status, during annual performance reviews. present on the role all employees play national origin, race, religion, sex, Employees and supervisors will meet in meeting the institution’s vision of sexual orientation or veteran status. to discuss and sign the PDQ on the empowering individuals to achieve Employees are expected to be aware employee’s first day of work. their full potential. New employee of the University’s commitment to Attendance orientation will help you see where equal opportunity and to comply Attendance at work is an essential you fit in SIUE’s organizational with these policies and procedures. function of all positions at the structure and learn about policies, To access additional information University. Employees are expected procedures, available benefits and concerning SIUE’s affirmative action to be at their respective assigned services, and how you can help in plan, contact the Office of Equal workstations and ready to work each the promotion of diversity in the Opportunity, Access and Title IX day from the appointed starting time workplace. Orientation also focuses Coordination at 650-2333 or visit until the appointed ending time. on how you can provide quality siue.edu/eoa. Employees are expected to maintain service to students and the impact Employment Eligibility Verification consistent and regular attendance. In such service has on student success. (I-9 Form) the event of an absence, an employee Details about the next available The Immigration Reform and Control must make a reasonable effort to orientation can be obtained by Act (IRCA) of 1986 requires employers immediately notify the supervisor calling the Office of Human Resources to complete and maintain an prior to the beginning of the workday. at 650-2190. employment eligibility verification If the absence is to continue beyond Ethics form (I-9 Form) for each employee to the first day, the employee must As a condition of employment, all ensure that they are legally authorized notify the supervisor on a daily basis employees are required to comply to work in the United States. This unless other arrangements have been with the State Ethics Act as amended. form must be completed at the Office made. Any employee who is absent The State Ethics Act covers, but is not of Human Resources no later than the three or more consecutive workdays limited to, restrictions on accepting employee’s first day of employment. It without notifying the supervisor will gifts or Gift Ban, political activities is the responsibility of the hiring unit be considered to have abandoned his during work, lobbyist activity and to make arrangements for the or her job. Departments may have service on boards and commissions, completion of the I-9, which is a specific attendance policies, so be employment by outside vendors required federal form. Employees will sure to discuss your work schedule of ex-State employees who were need to bring identification with your supervisor. formally involved in procurement to complete an I-9 form. Types of decisions, protection for “whistle acceptable documentation can blowers,” and communication on be found on the form at procurement activities. The law siue.edu/human-resources. If you requires that each employee complete have questions about how to complete annual ethics training conducted by the I-9 form, contact the Office of the University. For a description of Human Resources at 650-2190. the Act’s requirements and additional information, please visit siue.edu/human-resources. Employees seeking further information may contact the SIUE ethics officer at 650-2190.

5 Working at SIUE

Time Sheets off nearest the recognized holiday, or factors, such as distance, specific The State Officials and Employee (2) an additional day’s pay at the road conditions in home areas, etc., Ethics Act (ILS 430) mandates that regular rate. Any other holiday or individuals are urged to exercise state employees periodically submit emergency time off shall be subject discretion and sound judgment with time sheets documenting the time to the discretion and approval of the regard to travel. spent each day on official state Chancellor. For a list of the current When extreme conditions are (University) business to the nearest paid holidays, please see Holiday & judged to exist, all or parts of the quarter hour. Time sheets act as a Administrative Closure Schedule at campuses of the University may be record of attendance and overtime siue.edu/human-resources/benefits. closed for a specified period of time. hours worked, and are certified by the Announcements regarding the closure Confidentiality Agreement employee and supervisor, upon their or delayed opening of all or parts All new employees who work with signature. Time sheets document the of the University will be made on sensitive and confidential information date and time an employee worked, local radio and television stations. including, but not limited to, social paid absences such as vacation Employees may also receive text security numbers, home addresses, and sick days, or unpaid absences. messages (e-Lert service), or may phone numbers, rates of pay, Detailed information can be found at check the SIUE website or work voice retirement, health insurance and siue.edu/human-resources in the mail for information relevant to a medical documentation, discipline Frequently Asked Questions. University closure. Every attempt matters, garnishment and bankruptcy, will be made to make a decision by Legal and Designated Holidays withholdings, and other personal 5 a.m. regarding closure. The University will be closed and all information are required to complete employees will be excused, except a confidentiality agreement form For the complete inclement weather in emergencies and for necessary and forward it to the Office of policy and other special conditions, operations, on the following holidays: Human Resources, Campus Box 1040. please visit New Year’s Day, Memorial Day The form can be found at siue.edu/misc/inclement.shtml. (as determined by the law of the siue.edu/human-resources. Emergency Notification System State of Illinois), Independence (e-Lert) Day, Labor Day, Thanksgiving Day, Inclement Weather and The SIUE e-Lert is a text messaging Christmas Day, and five holidays Other Special Conditions service that is used to quickly notify to be designated by the Chancellor The general policy of the University faculty, staff and student cell phones before July 1 of each year. When is to remain open for programs and when an urgent situation, such as a holiday falls on a Saturday, the operations as scheduled. In the a bomb threat or hostile intruder, day preceding it will be recognized event of emergency closure, due to weather or other special conditions, occurs or when the University closes as a holiday. When a holiday falls due to inclement weather. While on a Sunday, the day following arrangements for pay or time off will be determined in accordance with there is no cost to register for the the holiday will be recognized as a alerts, standard rates may apply if holiday. Employees who normally respective employment contracts and University policies including your cell phone plan does not work other than a Monday-Friday include text messaging. Visit schedule, and who are not scheduled the University’s inclement weather and other special conditions policy. siue.edu/emergency/elert.shtml to to work on a recognized holiday, sign up for the service. will receive, as necessary operations Since safe transportation to and permit, either (1) the scheduled day from the campus depends on many

6 Compensation and Benefits

State Employees Group Pay Schedules Salary Deferral (Optional) Insurance Program The University has scheduled pay Fulltime employees with nine-, 10- Employees who are eligible and dates for employees. Generally, hourly or 11-month contracts who are paid choose to participate in the State employees are paid bi-weekly on the on a semi-monthly basis may elect Employees Group Insurance Program Friday following the weeks worked. to be paid over the calendar year have access to health, dental and Salaried employees are generally (12 months). However, the election vision benefits on their first day of paid semi-monthly on the 16th and must be made before the first day of work. This coverage also extends to last business day of the month. For employment for the academic year the employee’s dependents. To get a schedule of current year pay dates, for which the employee is paid. further information about eligibility please visit siue.edu/human- Once the decision is made to elect and more detailed information about resources. salary deferral, that decision is the benefits offered to employees Electronic Funds Transfer (EFT) irrevocable for the academic year. of SIUE, please visit As a condition of employment, it Employees may not opt out of salary siue.edu/human-resources. is mandatory for all employees to deferral during the year and may not designate a financial institution (e.g., a opt in after the year has started. Employees can view an bank or credit union) that will accept For further assistance, see Salary employee benefits presentation at electronic fund transfer of paychecks, Deferred Guidelines at siue.edu/human-resources. Additional for the purpose of having their siue.edu/human-resources. information about benefits offered can paychecks electronically deposited and be obtained at the Illinois Department The necessary salary deferral forms notify the Office of Human Resources of Central Management Services’ can also be found on the Human of such designation. It is understood, website at state.il.us/cms. Resources website. however, that the University may refuse EFT to employees for reasons including, but not limited to, repeated wage garnishments or offsets against their wages, provided that such refusal shall not be arbitrary or capricious. U.S. News & World Report Best Colleges of 2017 lists SIUE among the top 15 public Regional Universities Midwest for the 13th consecutive year.

7 More Benefits

Employee Assistance Program seven-year employees, retirees and Total Compensation (Worklife) The Employee Assistance Program persons who are on layoff or were SIUE knows that its employees (EAP) is a free, voluntary and involuntarily terminated (except for are its most valuable resource. An confidential program that provides cause) are also eligible for waiver of employee’s total compensation problem identification, counseling tuition. The spouse or the dependent package includes: and referral services. Full-time and of a deceased employee, same sex n gross earnings part-time (50 percent or greater) domestic partner and civil union n amount the University pays into employees and their eligible partner also qualify for tuition your State Universities Retirement dependents, regardless of whether waiver benefits. System (SURS) account they participate in the State Civil service employees may attend n employer amounts paid for your Employees Group Insurance Program, any state of Illinois university health, life and dental insurance have access to the EAP. All calls and covered by the Civil Service System (if selected) counseling sessions are confidential, through an inter-institutional except as required by law, with the n value of any tuition waiver(s) used waiver. Employees requesting to employee’s written consent being by yourself or your dependent(s) attend a University other than required before information is n paid time off for holidays SIUE are required to complete the disclosed. Employees have access inter-institutional waiver form. For n amount of vacation and accruable to counseling services that assist additional information and to review sick leave earned them with a variety of concerns, tuition waiver polices for employees, including but not limited to, anger The Office of Human Resources dependents, retirees and others, management, conflict at work or also has several worklife balance please visit siue.edu/human- home, domestic violence, elder-care initiatives. These initiatives seek to resources. issues, parenting issues, financial support the University’s values of concerns, legal issues, pre- and Employee Discount Program citizenship, excellence, integrity, post-natal concerns, problems with SIUE employees have access to many inclusion and wisdom. For more alcohol or drugs, and stress. discounts for a variety of goods and details about various work life initiatives that you may partake in Visit siue.edu/human-resources for services such as automobile rental, more information. computer hardware and software, and help to develop, visit intercollegiate and professional siue.edu/human-resources. Tuition Waiver sporting events, restaurants, hotels, The Office of Human Resources wireless phone service, and many approves and processes waivers more. For a complete list of employee of tuition for civil service, faculty, discounts and instructions on how administrative staff and professional to access them, visit staff employees. The dependents of siue.edu/human-resources.

Personal Resources

Wellness Banking Other Resources From annual flu shots offered through SIUE Credit Union provides low-cost Health Service to the department fitness services and is conveniently located Center for Spirituality challenge, SIUE offers a variety of on Lewis Road on the SIUE campus. and Sustainability initiatives to promote wellness. Both Dining family and individual memberships University Bookstore Several dining options are available are available to the Fitness Center. Union Station on campus: Fixin’s Restaurant, Center The Wellness Center offers fitness Court Dining, Auntie Anne’s Pretzels®, Summer Camps assessments and personal trainers. Starbucks Coffee®, Chic-fil-A Express®, Early Childhood Center Kaldi’s Coffee, Pizza Hut®, Sweete’s, Freshëns and Skywalk Café.

8 Campus Resources

SIUE Cougar Card For safety, security and identification approve the SARF. In addition to purposes, University employees are completing the SARF, the hiring unit required to carry on their person their needs to request the systems access University-issued ID card at all times, level needed, such as view only or including after hours and weekends update. The SARF is available at if on University property. The SIUE siue.edu/its/forms/pdf/sarf.pdf. Cougar Card also can be used as a CougarNet and Blackboard prepaid meal plan card, or as a swipe CougarNet (Banner Self-Service) card for SIUE building admittance. allows employees to view and edit The Cougar Card is obtained in the personal and employment information Service Center located on the first online. Employees are able to use their floor of Rendleman Hall (Room 1309). E-ID and password (or University ID The employee will be required to and PIN) to access CougarNet show a copy of their employment to change telephone numbers, contract before an ID card is issued. addresses and W4 information; give If you need further assistance, contact consent to electronically receive the Service Center at 650-2080 or annual W-2 forms; and make direct [email protected]. deposit allocation to one or more Electronic Identification (E-ID) financial institutions. Employees The E-ID provides employee access are also able to view payroll and to various web-based services and benefits information pertaining to software including Blackboard, email, retirement, health, flexible spending, personal web pages, advisor track earnings and deductions history, pay and CougarNet. statements, or leave balances. Get your E-ID Blackboard is a course management • online: siue.edu/e-id system used by faculty members to • email: [email protected] communicate with each other, as well • call: 650-5500 as with students, in a virtual learning System Account Request Form environment. Faculty members can (SARF) use Blackboard to supplement a Employees requesting a computer course with online handouts and account or modifying account access electronic reserves or to deliver a will need to complete the system completely online course. account request form. Employees For more details about CougarNet and must have a computer account Blackboard, call Information established before access to any Technology Services at 650-5500 or systems listed on the form, such as visit siue.edu/its. Banner and Cascade, can be created. Fiscal officers need to sign and

SIUE is second in the region for the number of LEED buildings on university campuses. All new campus construction is Leadership in Energy and Environmental Design (LEED®) certifiable by the U.S. Green Building Council. The new Art and Design Building is rated LEED Gold and the Science Building and Lukas Annex are rated LEED Silver. 9 AIS Access Keys (Fiscal Officer/Delegates Only) As a new employee, you may be Employees may purchase a blue or The University’s Administrative required to have access to keys so green parking hang tag. Depending on Information System (AIS) is the as to carry out your job duties. Key an employee’s work location, other financial system in which accounting Control oversees the distribution parking lot choices may be available. information is recorded. Employees of keys to all SIUE buildings for all For additional information on parking who have the responsibility to manage employees. Due to security reasons, hang tag costs and parking services accounts and budgets are fiscal officers University door keys cannot be sent visit siue.edu/parking. (FO). Fiscal officers may also delegate through the mail and must be picked Motorist Assist Program another employee to perform FO duties up at the Bursar’s office located on Through the motorist assist program, and they are known as delegates. the first floor of Rendleman. Once the parking service agents and University FOs and delegates must complete AIS keys are available, the employee will police offer a variety of 24/7 training before they are granted access be contacted by the Bursar’s office. assistance including jump starts, tire to the system. A new FO or delegate Key pickup is between the hours of 8 assistance, lockouts and de-icing. must complete a request form a.m. and 4 p.m. Lost keys pose a risk and an attestation statement at to University personnel and property Name Badges (Optional) siue.edu/its/ais and forward it to and must be reported immediately Individual departmental units have the Administrative Accounting, Box 1002. to University Police and Key Control. option of acquiring name tags for their For training, visit siue.edu/its/ais. Approved employees who require employees. This serves as a way to after-hours access to the buildings identify personnel in customer service P-Card Access (P-Cardholder/ may obtain exterior keyless entry and security sensitive settings, or Manager/Approver Only) using their SIUE ID card as a when attending professional meetings. Fiscal officers may request an swipe card. Information about card Contact Purchasing at 650-3255 to employee to become a P-cardholder swipe access can be found at inquire about obtaining a name badge. or a P-card approver/manager. siue.edu/facilities. If you have Fiscal officers should complete a Telecommunication Services questions, contact Facilities departmental card manager agreement As a new employee, your job may Management at 650-3711. You can and/or approver agreement form. involve the use of the phone system. view a copy of the “Interior Access – The forms are available at In order to obtain a new phone Lockout Policy” at siue.edu/facilities. siue.edu/purchasing and must be number, change your phone extension signed and sent to Purchasing to Parking screen display, reset the extension’s initiate P-card training. Employees are Employees who park vehicles on voicemail, request an authorization required to complete training before University property must register code, or access telephone dialing access is granted to the P-card system. their vehicle and purchase and and voicemail instructions, visit Contact the P-card administrator display an SIUE parking hang tag siue.edu/its. If you have additional at 650-3255 schedule a training session. for the appropriate parking lot. questions, call Information Technology Services at 650-5500.

School of Dental Medicine Employees Email and computer access can be obtained by calling the School of Dental Medicine IT office at 474-7088. Parking tags can be purchased in the business affairs office in Building 273, Room 1103. Call 474-7100 for more information. Voicemail and phone access code set up starts with your supervisor/director/chair. Contact the business affairs office at 474-7100 for more information.

10 Employee’s Quick Guide Getting Started at to Campus Resources SIUE Checklist SIUE’s prefix is 650 Department Email/Website Telephone On Your First Day Alestle alestlelive.com 3530 Get your University ID number Arts and Issue Series artsandissues.com 5774 from Human Resources Athletics siuecougars.com 2871 ID# (8########) ______Bank of Edwardsville cougarbanking.com 655.0780 Obtain your work email account EID siue.edu/muc/bookstore. Bookstore 3345 from ITS shtml Bursar siue.edu/bursar 3123 EID ______Dining Services siue.edu/muc/dining 3043 Review and sign your PDQ with Disability Support Services siue.edu/dss 3726 your supervisor siue.edu/ Educational Outreach 3210 Obtain your Cougar Card from the educationaloutreach/ Service Center siue.edu/humanresources/ Employee Discount Program 2190 benefits/discounts.shtml Purchase a parking tag Gardens at SIUE siue.edu/gardens 3070 In Your First Two Weeks Health Service siue.edu/healthservice 2842 Human Resources siue.edu/humanresources 2190 Secure keys and access cards Information Technology siue.edu/its 5500 Learn your department’s time Services (ITS) reporting process siusystem.edu/general- General Counsel (Legal) 2514 Attend New Employee Orientation counsel/index.shtml Lovejoy Library siue.edu/lovejoylibrary 4636 Within Your First Six Months Office of Equal Opportunity, siue.edu/eoa 2333 Access & Title IX Coordination Meet with supervisor to discuss job Parking Services siue.edu/parking 3680 performance and expectations Police siue.edu/police 911 or 3324* (ask about probation) +See Ally Choose retirement plan Safe Zone (LGBT Resources) siue.edu/lgbt List on State University Retirement System website (SURS) Service Center 2080 SIUE Credit Union siuecu.org 3760 Sustainability siue.edu/sustainability 2441 siue.edu/its/network/ Telecommunication Services 3373 index.shtml The Center for Spirituality siue.edu/religion 3246 and Sustainability

Vadalabene Center siue.edu/maps/tour/ 2348 (Campus Recreation) vc.shtml WSIE-FM wsieradio.com 2228

*Non-Emergency Number + siue.edu/lgbt/safezoneallies.shtml

For SIUE’s full directory, visit siue.edu/search.

11 Office of Human Resources Campus Box 1040 Edwardsville, Illinois 62026-1040 siue.edu/human-resources Phone: 618.650.2190 |Fax: 618.650.2696 |Email: [email protected]