EMPLOYMENT PRACTICES

ROLE OF SUPERVISOR

The College administrators prepare position descriptions that outline the areas of responsibility for each work role. Each of us is a leader when our decisions about our purpose or our process guide the work of our associates. Each of us is a helper when our decisions about our work serve the purpose or process developed by our associates. We have obligations to each other, both as leaders and as helpers, to respond to the changing needs of the College, if it is within our capabilities.
• We are obligated to improve the qualities of our College and to support our associates in improving their capabilities.

• We are obligated to improve our capabilities and to support our associates in improving qualities of our College.

The administrators for the College designate certain employees as supervisors of the work of other employees. The supervisor provides guidance and oversight for the work within the areas of responsibility.

If an associate does not perform adequately over a period of time, the supervisor communicates appropriately to ensure that the person is encouraged and assisted to perform as required. The administrators remove persons from their positions if adequate performance is not achieved. Our work changes continually as teams improve systems. We determine needs for personnel at the level of the system where the team performs the work. Teams report changes in the personnel requirements. Administrators review the changes in requirements to determine if we can address the needs with training, if we can transfer people from or to other areas, or if we need to search for a person not employed by the College.

 

ORIENTATION

The immediate supervisor is responsible for assuring that new employees receive appropriate orientation.

New employees are required to visit the personnel office before or on their first day of employment to complete payroll and benefit forms, have benefit programs explained, and review this Handbook.

This orientation gives new employees the assurance that as they begin they will be familiar with the way we work, with the College’s expectations, and with the opportunities and benefits enjoyed by College employees.


EMPLOYEE CLASSIFICATIONS

Full-Time Employees are those employed on a regular basis who are hired to work a full daily schedule each week (35 hours or more). Full-time employees are eligible for all College benefits.

Regular Part-Time Employees are those who are scheduled to work more than 1,000 hours per year but less than 35 hours per week. Regular part-time employees are eligible for some College benefits.

Part-Time Employees are those scheduled to work for less than 1,000 hours per year. Part-time employees are only eligible for those College benefits which are legally required.

Temporary Employees are those hired for a clearly defined or limited period of time normally not to exceed 6 months. Temporary employees are only eligible for those College benefits that are legally required.


EXEMPT STATUS

For ease of identification, Ursinus uses the terminology of the federal Fair Labor Standards Act in classifying employees “exempt” and “non-exempt”.

Exempt refers to full-time employees who are performing in an executive, administrative, professional position. Employees in this group are not subject to overtime provisions of the Fair Labor Standards Act as amended and are paid a monthly salary.
Non-exempt refers to employees who are subject to the overtime provisions of the Fair Labor Standards Act and are compensated for overtime on the basis of hours worked and are paid by the hour.

Attendance

Promptness and regular attendance are expected of all employees and are important factors in evaluating individual performance and continued employment. Employees are to give their supervisor advance notice of an expected absence or lateness.

Employees are not paid for time absent, except that the absentee may qualify for pay under the Sick Days, Personal Days, Long Term Disability or Worker’s Compensation programs.

If you are unexpectedly delayed or absent, you must call your supervisor before the scheduled starting time. If for some reason the supervisor cannot be reached, call the Personnel Office. On arriving late, you should report to your supervisor.

If you are absent because of illness or injury for three (3) or more consecutive work days, before returning to work you should secure from your physician a written statement on the nature of your illness or injury and any restrictions placed on performing your normal duties.

If any employee is absent for three (3) or more consecutive days and has not contacted the supervisor or the Personnel Office during that time, the employee is deemed to have terminated employment voluntarily.

Attendance records will be kept by the supervisor and maintained by the Personnel Office including records of sick/personal days, vacation and medical leaves of absence.

Absenteeism, whether due to illness, injury or other reason, becomes excessive when it adversely affects the ability of the College or any of its departments to maintain efficient service. Repeated absences (i.e. Monday or Friday) prior to or following weekends or the day preceding or following a holiday will receive serious attention when the matter of excessive absenteeism is considered. Employees who frequently report late to work will also be subject to disciplinary action.

Employees who are unable to meet their employment obligations of regular and reasonable attendance may be discharged. Situations involving attendance problems will be handled by the supervisor and personnel officer in consultation with the employee.

INCLEMENT WEATHER

This statement of practice describes our guidelines for working during inclement weather and our provisions for employees who take time from work during inclement weather. The practice applies to all employees of Ursinus College.
The College will normally remain open during periods of inclement weather. Students in residence at the College expect academic programs and student activities to continue during inclement weather, and they require certain essential facilities and dining service regardless of the weather.

The College expects that employees will work during inclement weather; however, the College does not expect its employees to take risks that are uncomfortable for them. During periods of inclement weather, employees should choose whether or not to work based on their individual circumstances.

If members of the faculty cancel classes or activities, they are expected to notify students and to reschedule the programs, if practical. Members of the faculty are also expected to allow students, who commute to the College, to reschedule any work missed as a result of their absence due to inclement weather.
Employees who choose to remain at home or to leave work early during inclement weather are expected to report the time missed from work as vacation, floating holiday, personal time or as unpaid time.


OVERTIME AUTHORIZATION

AUTHORIZATION:

Non-exempt (hourly) employees may work overtime occasionally because of operating needs. All time worked must be recorded as indicated on time cards or time sheets. Prior approval of the supervisor is required for compensation for any work performed outside one’s regular schedule.

 

HOURS OF WORK:

Non-exempt (hourly) employee may be asked by their supervisor to work hours in addition to their regularly scheduled hours.

Non-exempt (hourly) employees are paid at their base hourly rate for the first forty (40) hours worked in a workweek.

Non-exempt (hourly) employees, who work more than forty (40) hours in a workweek, are paid at one and one-half times their hourly base rate for the hours worked beyond the forty hour per workweek.

Hours for holiday time are not included in the hours worked for calculating overtime. Employees who work on a holiday are paid both for the holiday and for the hours worked.

Hours for sick and personal time are not included in the hours during the workweek for calculating overtime.
Hours for vacation, funeral leave, and jury duty time scheduled during a workweek are included in the hours for calculating overtime.
In special situations, supervisor may ask employees to return to work or to report to work early. When the employee is asked to return to work before the next scheduled work period, the hours worked before the next scheduled work period will be considered overtime hours.


TERMINATIONS

Voluntary Terminations

A voluntary termination occurs when an employee resigns or separates from the College. A two-week (10 working days) written notice to the supervisor is expected for non-exempt employees. Longer notice is expected from exempt employees, preferably a month or more.

Involuntary Terminations

Lay-off is a permanent or temporary reduction of employees due to financial exigency or conditions beyond the control of the College.


Release occurs when an employee is unable to perform assignments and duties in a satisfactory manner. Opportunities for transfer, re-training or reduction in pay and position may be extended to employees before termination.

Discharge is separation from the College for cause, such as willful misconduct and violation of rules following written and verbal warnings.

Immediate dismissal is separation without prior notice or warning for behavior detrimental to property or person. Dismissed employees will leave the campus immediately. All employees involuntarily terminated have the opportunity of appeal through the appropriate procedure.

Exempt employees are employed on an annual contract. A decision to renew such contracts for the succeeding year is made by the College at least one month in advance of the ending date. Exempt employees whose contract will not be renewed will receive notification at least one month before the expiration of their current contract.

For terminating employees, payment for accrued unused vacation will normally be made in the next pay period. The continuation of benefit programs is dependent upon the type of termination, plan participation and provisions of the Consolidated Omnibus Benefits Reconciliation Act of 1986 (COBRA). Exit interviews, when possible, will be conducted by the designated personnel officer or college official. All issued College property, keys, ID cards, credit cards, laptops, clothing, etc. must be returned to the College before final payment of earnings may be made.

COLLEGE WORK RULES

The orderly and effective administration of the College requires that all employees follow rules and proper standards of conduct at all times. Rules and standards are necessary to protect the safety and health of all employees and to maintain the goodwill and reputation of the College. An employee who fails to abide at all times by proper standards of conduct or who violates work rules will be subject to disciplinary action, including discharge.

The following acts are prohibited and will be cause for immediate discharge:

1. Possessing, using or selling illegal drugs in College facilities or on College property. Ursinus complies with the applicable legislation regarding a drug-free workplace;

2. Deliberate damage to, or theft of College property or the property of other employees or students;

3. Possessing or carrying weapons, explosives or incendiary material, concealed or openly, in College facilities or on College property;

4. Willfully restricting, slowing down, or abandoning work assignments;

5. Willfully disclosing confidential College information to other person.

The following acts are serious and will be cause for disciplinary action up to and including discharge:

1. Threatening, intimidating, coercing, fighting or interfering with other employees and/or supervisors at any time on College property. Harassment of any nature, including sexual harassment, of any employees, supervisors or students.

2. Refusing to obey orders of supervisors or their assigned representatives;

3. Deliberately falsifying College records including, but not limited to, employment applications, academic files, financial statements, time cards (your time records, or those of another) or absence, sickness or injury forms; submissions of any false reports regarding time worked or work completed;

4. Safety violations including, but not limited to, failure to wear prescribed safety equipment or clothing; the violation of safety rules and procedures that would endanger yourself, another individual, or College property; failure to wear seat belts as a passenger in or while operating a College vehicle;

5. Frequent lateness or absenteeism;

6. Working under the influence of alcoholic beverages or illegal drugs or intoxicants which make you unfit or unable to perform your assigned duties;

7. Use of a College vehicle or other property for personal use without specific authorization. Acceptance of personal gifts.

The following actions are less serious and will be cause for progressive disciplinary action:


1. Excessive time away from your work location; leaving work site during working hours without the permission of your supervisor; working less than your assigned time without permission of your supervisor;

2. Sleeping, wasting time, loitering or gambling during working hours;

3. Low productivity or quality of work after being given reasonable opportunity to improve;

4. Unauthorized solicitation, distribution or posting of written, printed, or other published material on College premises without management approval;

5. Failure to limit smoking to authorized areas.

The College will, when it deems necessary and appropriate, establish or modify guidelines or govern employee conduct to preserve the working environment enjoyed by all employees.

Depending upon duration and seriousness of violations of these work rules, disciplinary procedures, including oral warning, written warning, suspension (with or without pay) and discharge will be applied.


EMPLOYEE STATUS CHANGES

Whenever there is a change of personal status, employees must notify the Personnel Office in writing. It is essential that individual personnel records be complete and current to ensure full benefit protection, to permit emergency matters to be handled quickly and effectively and to provide correct pay records. Personal status changes include: change of your name, address or telephone number, marital status, number of dependents, beneficiary of insured benefits and person to be notified in case of an emergency. Employee Status Change Form


PERSONNEL RECORD INSPECTION

Employees may examine the personnel file and record pertaining to them upon written notification to the personnel officer. Records may be inspected in the presence of a designated staff member. Copying or removing any document is not permitted, but notes may be taken.


EMPLOYMENT OF RELATIVES

For the purpose of this policy, “relative” means legally married partner, domestic partner, mother, father, sister, brother, in-law, son, daughter, aunt, uncle, and step-relatives.

The College may hire relatives of current or past employees, but it recognizes the sensitive nature of having family members employed by the same organization and will avoid difficult situations. Relatives may be hired as long as the new employee is not in a supervisor-subordinate relationship. Preference (inconsistent with equal opportunity employment policies) will not be given to relatives or friends of current employees.

 

TAXES

The following taxes are withheld from paychecks:

1. Federal withholding as determined from information on the W-4 form.

2. F.I.C.A. (Social Security), at a rate based on percentage and maximum taxable earnings as determined by Federal regulations.

3. Local Earned income tax is deducted from the salary of all employees.  Each employee is being asked to complete a Residency Certification Form.  The form asks for a “PSD” code.  PSD stands for Political Subdivision code, and simply means the jurisdiction you live in (city, borough, township, etc.).  You’ll be provided with the PSD codes you will need in order to complete the form.  Your PSD code will determine the Earned Income Tax rate for your home jurisdiction.  The form will also provide Ursinus College’s PSD code and non-resident EIT rate.  For each employee (other than Philadelphia residents), the two rates will be compared and the local earned income tax withholding will be determined by the higher of the two rates. For Philadelphia Residents, the rate is based on the percentage of taxable earnings as determined by the City of Philadelphia.

4. Pennsylvania State Income Tax is deducted from the salary of all employees, except those who are residents of New Jersey.

5. Local services Tax (LST), a yearly tax of $52.00. The tax applies to all individuals employed in the Borough of Collegeville, regardless of where you reside. For salaried employees, the tax is prorated and deducted in increments of $4.33 per month. For hourly employees, the tax is prorated and deducted in increments of $2 biweekly pay.

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