STAFF HANDBOOK BALL STATE UNIVERSITY UNIVERSITY HUMAN RESOURCE SERVICES FISCAL YEAR 2018-2019 Table of Contents 0.0 INTRODUCTION ....................................................................................................................... 1 1.0 MISSION AND VISION OF THE UNIVERSITY ..................................................................... 1 2.0 DEFINITIONS ............................................................................................................................. 1 3.0 EMPLOYMENT .......................................................................................................................... 2 3.1 General Information ................................................................................................................. 2 3.1.0 Background Checks and Post-Hire Criminal Convictions ............................................... 2 3.1.1 Categories of Employment ............................................................................................... 3 3.1.2 Benefits ............................................................................................................................. 3 3.1.3 Contact Information .......................................................................................................... 4 3.1.4 Dress Code ........................................................................................................................ 4 3.1.5 Physical Examination ....................................................................................................... 4 3.1.6 Staff Council ..................................................................................................................... 4 3.1.7 Uniforms ........................................................................................................................... 4 3.1.8 Use of University Vehicles ............................................................................................... 4 3.1.9 Telephone Use .................................................................................................................. 5 3.1.10 Pay Transparency Nondiscrimination Notice ................................................................. 5 3.2 Illness or Injury ........................................................................................................................ 5 3.2.1 Injuries on the Job ............................................................................................................. 5 3.2.2 Return to Work from an On-The-Job Injury (Worker's Compensation) .......................... 6 3.2.3.1 Return to Work from Other Absences ........................................................................... 6 3.2.3.2 Return to Work from Other Absences ........................................................................... 7 3.2.4.1 Position Held While Absent Due to Illness or Injury .................................................... 7 3.2.4.2 Position Held While Absent Due to Illness or Injury .................................................... 7 3.2.4.3 Position Held While Absent Due to Illness or Injury .................................................... 8 3.3 Time, Time Records, and Pay .................................................................................................. 8 3.3.1 Garnishments and Tax Levies ........................................................................................... 9 3.3.2.1 Overtime Policy for Nonexempt Staff ........................................................................... 9 3.3.2.2 Overtime Policy ........................................................................................................... 10 3.3.3 Pay Adjustments ............................................................................................................. 10 3.3.4 Rest Periods and Lunch Hours ............................................................................................ 10 3.3.4.1 Rest Periods ................................................................................................................. 10 3.3.4.2.1 Meal Period ............................................................................................................... 11 3.3.4.2.2 Meal Period ............................................................................................................... 11 3.3.5 Privacy for Mothers ........................................................................................................ 11 3.3.6.1 Shift Differential .......................................................................................................... 12 3.3.6.2 Shift Differential ........................................................................................................... 12 3.3.7 University Hours ............................................................................................................. 13 3.3.8 Flexible Schedules .......................................................................................................... 13 3.3.9 Essential Personnel ......................................................................................................... 13 3.3.10 Weather and Emergency Hotline .................................................................................. 13 3.4 Work Life Issues .................................................................................................................... 13 3.4.1 Americans with Disabilities Act ..................................................................................... 13 3.4.2 Anti-Nepotism Policy ..................................................................................................... 14 3.4.3 Consensual Sexual or Romantic Relationships .............................................................. 15 3.4.4 Delinquent Accounts Owed the University .................................................................... 16 3.4.5 Equal Opportunity and Affirmative Action Policy ......................................................... 16 3.4.6 GLBA Information Security Program ............................................................................ 17 3.4.7 Grievance Procedure ....................................................................................................... 18 3.4.8 Identity Theft Prevention Program ................................................................................. 23 3.4.9 Job Duties and Responsibilities ...................................................................................... 23 3.4.10 Job Posting Procedure ................................................................................................... 23 3.4.11.1 Performance Period .................................................................................................... 23 3.4.11.2 Performance Period for Service Affiliated with Staff ............................................... 24 3.4.12 Performance Review ..................................................................................................... 24 3.4.13.1 Probationary Period ................................................................................................... 25 3.4.13.2 Probationary Period for Service Affiliated with Staff ............................................... 25 3.4.14.1 Promotion ................................................................................................................... 26 3.4.14.2 Promotion for Service Affiliated with Staff .............................................................. 26 3.4.15 Reduction in Force ........................................................................................................ 26 3.4.16 Religious Accommodation and Holy Day Observances ............................................... 28 3.4.17 Resignation ................................................................................................................... 28 3.4.18 Social Security Number Statement ............................................................................... 29 3.4.19 Transfer ......................................................................................................................... 29 4.0 ABSENCES FROM WORK ..................................................................................................... 29 4.1 Absences with Pay ................................................................................................................. 30 4.1.1 Compensation Policy for Declared and/or Specified University Close-downs .............. 30 4.1.2 Court Duty ...................................................................................................................... 30 4.1.3 Funeral Leave ................................................................................................................. 31 4.1.4. Holiday Pay when Shift Overlaps Two Calendar Days ................................................. 32 4.1.5.1 Holidays for Regular and Temporary Full-Time Non-Exempt Staff .......................... 32 4.1.5.2 Holidays for Regular and Temporary Full-Time and Part-Time Exempt Staff ........... 34 Staff Handbook Revised 2017 4.1.5.3 Holidays for Regular Part-Time Non-Exempt Staff and Temporary Part-Time Non- Exempt Staff ............................................................................................................................. 34 4.1.5.4 Holidays for Service Affiliated with Staff ................................................................... 35 4.1.6 Parental Leave For