Southwestern University STAFF HANDBOOK – March 2017 ii TABLE OF CONTENTS I. INTRODUCTION.......................................................................................................................... 8 A. History, Mission, Core Purpose and Core Values of the University ............................................... 8 B. Governance and General Faculty of the University ......................................................................... 8 1. President’s Staff ...................................................................................................................... 10 C. Legislative Organization of the University .................................................................................... 17 1. The Committee System ............................................................................................................. 18 D. About the Handbook ...................................................................................................................... 37 II. PROFESSIONAL EXPECTATIONS ........................................................................................ 38 A. Personal Conduct ........................................................................................................................... 38 B. Workplace Attire ............................................................................................................................ 38 C. Conflicts of Interest........................................................................................................................ 39 D. Confidentiality ............................................................................................................................... 39 III. SOUTHWESTERN UNIVERSITY POLICIES ....................................................................... 39 A. Equal Employment Opportunity (http://southwestern.edu/policy) ................................................ 40 B. Policy Statement on Harassment (http://southwestern.edu/policy) ............................................... 40 C. Sexual Harassment (http://southwestern.edu/policy) ..................................................................... 40 D. Drug-Free Workplace Policy (http://southwestern.edu/policy) ..................................................... 40 E. Smoke-Free Workplace Policy (http://southwestern.edu/policy) .................................................. 40 F. U.S. Employment Authorization (http://southwestern.edu/policy) ................................................ 40 G. No Solicitation (http://southwestern.edu/policy) ........................................................................... 40 H. Inclement Weather and Other Emergency Events (http://southwestern.edu/policy) ..................... 40 I. Use of Equipment and Vehicles (http://southwestern.edu/policy) ................................................. 40 J. No Weapons Policy (http://southwestern.edu/policy) ................................................................... 40 K. Whistleblower Policy and Confidential Campus Hotline (http://southwestern.edu/policy) .......... 40 L. Ethics, Personal Conduct and Business Conduct Statement (http://southwestern.edu/policy) ...... 40 IV. EMPLOYMENT PROCEDURES ............................................................................................. 40 A. Recruitment/Selection Process ....................................................................................................... 40 1. Job Posting .............................................................................................................................. 40 2. Employment Application ......................................................................................................... 41 3. Employment References .......................................................................................................... 41 B. Employment Categories ................................................................................................................. 41 C. Job Duties and Responsibilities ..................................................................................................... 42 D. Hours of Work and Work Schedules ............................................................................................. 42 E. Attendance and Punctuality ........................................................................................................... 42 F. Hiring of Relatives ......................................................................................................................... 43 G. Outside Employment ..................................................................................................................... 43 H. Initial Evaluation Period ................................................................................................................ 43 I. Performance Evaluations ............................................................................................................... 44 J. Transfers and Promotions .............................................................................................................. 44 K. Access to Personnel Records ......................................................................................................... 45 L. Personnel Data Changes ................................................................................................................ 45 M. Telephone and Cell Phone Use ...................................................................................................... 45 N. Telephone Courtesy ....................................................................................................................... 45 O. Scheduling Special Events (http://southwestern.edu/policy) ......................................................... 46 P. Computer Use (http://southwestern.edu/policy) ............................................................................ 46 Q. Internet Code of Conduct (http://southwestern.edu/policy) ........................................................... 46 V. EMPLOYEE PAY ....................................................................................................................... 46 A. Pay Days and Paychecks ................................................................................................................ 46 B. Timekeeping .................................................................................................................................. 46 iii C. Overtime ........................................................................................................................................ 47 D. How Salaries are Set ...................................................................................................................... 47 E. Pay Increases .................................................................................................................................. 47 F. Pay Deductions .............................................................................................................................. 47 G. Pay Advances ................................................................................................................................. 48 H. Wage Attachments and Garnishments ........................................................................................... 48 VI. EMPLOYEE BENEFITS ............................................................................................................ 48 A. Eligibility of Benefits (http://southwestern.edu/hr/benefits).......................................................... 48 B. Flexible Benefits Plan/Section 125 Plan (http://southwestern.edu/hr/flexible-spendingcafeteria.php) 48 C. Health Care Insurance (http://southwestern.edu/hr/insurance.php and http://southwestern.edu/hr/benefits/healthinsurance.php) ...................................................................... 48 1. Post-Retirement Health Care Benefits (http://southwestern.edu/hr/benefits/healthinsurance.php) 48 2. Early Retirement Health Care Benefits (http://southwestern.edu/hr/benefits/healthinsurance.php) 48 D. Dental Insurance (http://southwestern.edu/hr/benefits/dental.php) ............................................... 49 E. Vision Insurance (http://southwestern.edu/hr/benefits/vision.php) ............................................... 49 F. Long Term Disability (LTD) Insurance (http://southwestern.edu/hr/benefits/ltd.php) ................. 49 G. Life Insurance / AD&D (http://southwestern.edu/hr/benefits/life-insurance.php) ........................ 49 H. Retirement Program 403(b) Regular Retirement Plan (http://southwestern.edu/hr/benefits/retirement.php).............................................................................. 49 I. Supplemental Retirement Annuity Plan (http://southwestern.edu/hr/benefits/retirement.php) ..... 49 J. Social Security (http://southwestern.edu/hr/benefits/social-security.php) ..................................... 49 K. Early Retirement Program (Program Suspended in October, 2014) .............................................. 49 L. Workers’ Compensation (http://southwestern.edu/hr/benefits/workers-compensation.php) ......... 49 M. Leave Plans (http://southwestern.edu/hr/leave.php) ...................................................................... 49 1. Vacation Leave (http://southwestern.edu/hr/vacation-leave-staff.php) .................................. 49 2. Sick Leave (http://southwestern.edu/hr/sick-leave.php)