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									Employee Handbook




     April 2005
                                Concordia University - Staff Handbook




Table of Contents

1.Employee Acknowledgement................................................................................4

2.Introduction.........................................................................................................5
  2.1.Foreword......................................................................................................... 5
  2.2.Mission and Purpose Statement..........................................................................5
  2.3.University Structure.......................................................................................... 6

3.Equal Opportunity................................................................................................ 6

4.General Policies....................................................................................................7
  4.1.Employment Categories..................................................................................... 7
  4.2.Attendance...................................................................................................... 7
  4.3.Use of University Property.................................................................................. 7
  4.4.Dress Code...................................................................................................... 7
  4.5.Keys............................................................................................................... 8
  4.6.Automobile Registration..................................................................................... 8
  4.7.Parking Regulations........................................................................................... 8
  4.8.Lost and Found................................................................................................. 8
  4.9.Safety and Accident Rules.................................................................................. 8
  4.10.Anti-Substance Abuse.................................................................................... 10
  4.11.Smoking Policy.............................................................................................. 11
  4.12.Harassment Policy......................................................................................... 11
  4.13.Performance Reviews..................................................................................... 13
  4.14.Promotions and Transfers...............................................................................13
  4.15.Resignation – Layoffs..................................................................................... 14
  4.16.Discipline and Dismissal for Cause from Work....................................................14

5.Compensation and Benefits................................................................................ 14
  5.1.Payroll........................................................................................................... 14
  5.2.Work Hours and Reporting................................................................................ 15
  5.3.Holidays........................................................................................................15
  5.4.Vacation........................................................................................................ 15
  5.5.Sick Leave ..................................................................................................... 16
  5.6.Family and Medical Leave Act............................................................................ 16



April 2005                                                                                                         p.
                               Concordia University - Staff Handbook



 5.7.Worker’s Compensation.................................................................................... 16
 5.8.Worker Benefit Plan......................................................................................... 17
 5.9.Concordia Retirement Plan and Concordia Disability and Survivor Plan....................17
 5.10.Unpaid Leave of Absence................................................................................ 17
 5.11.Funeral Leave Guidelines................................................................................ 17
 5.12.Jury Duty and Court Leave.............................................................................. 18
 5.13.Compensation Reviews................................................................................... 18
 5.14.Tuition Grants............................................................................................... 18
 5.15.Library......................................................................................................... 19




April 2005                                                                                                       p.
                           Board of Regents Agenda, May 7, 2004
                                     President’s Letter




 1. Employee Acknowledgement

This is to acknowledge that you have received a copy of Concordia University’s Staff
Handbook and a summary plan description of the employee benefit plans. You understand
that it provides guidelines and summary information about Concordia University’s personnel
policies, procedures, benefits, and rules of conduct. You also understand that it is your
responsibility to read, understand, become familiar with and comply with the standards that
have been established. You further understand that Concordia University reserves the right
to modify, supplement, rescind, or revise any provision, benefit, or policy from time to time,
with or without notice, as it deems necessary or appropriate.

You also acknowledge that both Concordia University and you have the right to terminate
the employment relationship at any time (with cause) or with the appropriate notice
(without cause), and that this employment at-will relationship will remain in effect
throughout your employment unless it is specifically modified by an express written
agreement signed by you and the President of Concordia University. You acknowledge that
this employment at-will relationship may not be modified by any oral or implied agreement.

You further acknowledge that if you do not understand anything in the Staff Handbook that
you will continue to ask the Executive Vice President or the Payroll Manager until you do
understand.



Name (Please Print): _____________________________________


Signature: _________________________________________ Date: ________________
                         Concordia University - Staff Handbook




 2. Introduction

2.1.     Foreword

This handbook is intended to facilitate an understanding of Concordia University and of
policies relating to its staff employees.

For the purposes of this manual, the definition of “staff” shall exclude employees who hold
faculty status and members of the Service Employee’s International Union. The latter
individuals are under a separate labor contract.

All policies of the institution will be consistent with the Synocdical Handbook of the Lutheran
Church – Missouri Synod and are subject to change at the sole discretion of the
Administration and Board of Regents of the University. Policies enunciated in this document
are applicable to current and future employees until such policies are amended by the
institution. The employment and tenure of all staff employees is at the pleasure of the
Administration and Board of Regents.

The Executive Vice President is responsible for the administration of policies applicable to
staff employees. Questions relative to such policies and their interpretation therefore should
be addressed to this Vice President.

The Concordia Staff Employee’s Handbook is produced and circulated to promote
understanding between the university and its employees. It is a statement of policies and
procedures and is not to be construed as a contract, either expressed or implied, between
the university and any employee. This Handbook supersedes all previous staff handbooks.

This document is not intended to govern terms of employment with faculty members or
union employees who are covered by a bargaining agreement.

Concordia University welcomes suggestions to improve this handbook. Please send all such
suggestions to the Executive Vice President. They will be reviewed annually for possible
addition.

2.2.     Mission and Purpose Statement

Within its distinctly Christian environment and its academic community dedicated to
excellence, Concordia University serves as a liberal arts university of The Lutheran Church-
Missouri Synod, preparing men and women for a life of service in the church and in the
world. The goals of Concordia are to graduate students who have:
1) Acquired general and specialized knowledge, and developed skills and attitudes
   useful for a life of service.
2) Grown in faith and in the expression of the Christian way of life.
3) Learned to appreciate the diversity of cultures and achievements of the world's
   peoples and learned to celebrate the interdependence of humanity.
4) Developed mature perspectives on the ideas, issues, and events which comprise
   the human experience.
5) Developed sensitivity and appreciation for the blessings and responsibilities of
   citizenship in a democratic society.



April 2005                                                                                p.
                            Board of Regents Agenda, May 7, 2004
                                      President’s Letter



6) Come to value good habits of personal health and wholesome use of leisure.
7) Achieved the Associate of Arts degree, Bachelor of Arts degree, or Master of
   Science degree, and are qualified for admission to graduate or professional
   schools, or appropriate employment.

2.3.      University Structure

The President is the academic and administrative head of Concordia University. As such, he
is ultimately responsible for all matters pertaining to the operation of Concordia.

The Vice President of Academics is responsible to the President for all academic
programming and scheduling, faculty staffing, instructional loads, faculty professional
growth, and for supervising the deans, the registrar and librarian, and for serving as ex
officio member on all faculty committees.

The Executive Vice President/Vice President of Student Services is responsible to the
President for the administration of student financial aid, grants, loans, and buildings and
grounds. He/she is further responsible for the food service operation, the bookstore and
information technology services. Additionally, he/she is responsible for admissions,
athletics, campus security, supervising and evaluating dormitory and student campus life,
student discipline, and for advising the Student Senate and student committees. The
Executive Vice President also works to guide the efforts of the other Vice Presidents.

The Vice President of Finance is responsible to the President for the business office including
accounting, financial reporting, budgeting, debt management, payroll and personnel
services.

The Vice President of Institutional Advancement is responsible to the President for public
relations, alumni relations, publicity, marketing, donor relations, community relations and
the development programs of the university.

Concordia University’s policy is to have an open channel of communication at all levels when
an individual has a question, concern or suggestion. Your questions, concerns or
suggestions should be brought to the attention of your immediate supervisor or the
Executive Vice President for resolution. If this does not resolve the matter to your
satisfaction, you can proceed to bring it to the next higher level of authority.


 3. Equal Opportunity

Concordia University does not discriminate in its employment, promotional or personnel
policies on the basis of age, race, color, sex, disability, national or ethnic origin. Concordia
University’s Disability and Title IX Coordinator is the Executive Vice President who may be
contacted at 4090 Geddes Road, Ann Arbor, MI 48105 or 734-995-7300. Because we are a
church owned and operated organization, certain positions may demand extensive
understanding of and commitment to the doctrinal view of the Lutheran Church-Missouri
Synod. For such situations it is necessary for us to seek out individuals with specific
religious training and synodical recognition. To the extent allowed by State Law, Concordia
University may give preference in hiring of persons who are members in good standing of
Lutheran Church-Missouri Synod congregations.
                         Concordia University - Staff Handbook




 4. General Policies

4.1.     Employment Categories

Exempt: Exempt employees have a guaranteed semi-monthly salary and are not subject to
overtime. Exempt employees typically serve in executive, professional (e.g. faculty
members) or administrative (e.g. directors) roles.

Non Exempt: Non Exempt employees are paid a semi-monthly salary and are eligible for
approved overtime hours.

Hourly: Hourly employees are paid by the hour and are eligible for approved overtime
hours.

4.2.     Attendance

Workers should contact their supervisor as soon as it’s determined that they will be unable
to report to work as scheduled. A consistent pattern of absence or tardiness, whether
excused or unexcused, may lead to disciplinary action, up to and including possible
termination.

A worker who fails to call in or report to work for three consecutive days may be considered
to have abandoned their job and may be terminated.

4.3.     Use of University Property

Concordia property and equipment are not to be removed from Concordia premises. It is
important that Concordia University have access at all times to Concordia property, as well
as other records, documents and files. As a result, Concordia reserves the right to access
employee offices, work stations, filing cabinets, desks, and any other Concordia property at
its discretion, with or without advance notice or consent.

All information created or processed on computers for use by Concordia University shall be
treated as a asset of Concordia University and not that of the employee. Employees must
follow proper precautions adhering to any policies or procedures to protect information from
unauthorized modification, destruction or disclosure. No employee shall attempt to access
information or computer systems by using someone else’s password, computer identification
or circumventing any access controls. It is the duty of each employee to adhere to all
software license agreements when using personal computer software. The purchase of
computer software must be approved and installed by the information technology
department.

Occasional use of Concordia telephones for local personal calls is permissible. However,
employees should be aware of the fact that Concordia, as a commercial account is assessed
a charge for all local calls. Personal long distance calls must be made from pay phones or
by credit card billed to the employee. Long distance business calls should be made only in
accordance with departmental policy and will approval by the supervisor.



4.4.     Dress Code




April 2005                                                                              p.
                            Board of Regents Agenda, May 7, 2004
                                      President’s Letter



Concordia’s approach to appropriate attire on campus is based on providing the fullest
flexibility possible, but with the overriding requirement that each person’s dress must be in
good professional taste and not be offensive to its students, employees, or visitors to
campus. Knowing that “appropriateness” in attire may be different for the various university
functions and will vary between seasons of the year, it will be left to the individual
supervisors to monitor the attire of staff members within their activities.

4.5.     Keys

Keys necessary for job performance may be obtained through the supervisor on approval by
the Business Manager. No key is to be copied by an employee. Keys must be returned on
termination of employment before a final check is issued.

4.6.     Automobile Registration

All employee automobiles parked on campus must be registered with university security.
The identification pass issued by security (without charge to the employee) must be
appropriately affixed to the employee’s vehicle. Failure to register or to display the pass will
result in ticketing by security.

4.7.     Parking Regulations

A number of parking areas have been established by Concordia to accommodate guests,
executive management and disabled drivers. Employees are not permitted to park in these
areas.

4.8.     Lost and Found

Employees should not bring large sums of money, jewelry, or other valuables to work.
Concordia University will not be responsible for personal property that is lost, damaged,
stolen or destroyed.

If you happen to find personal belongings that have been lost by another person, please
turn them in to your supervisor.

4.9.     Safety and Accident Rules

4.9.1.   Department of Public Safety

The Department of Public Safety (DPS) staff includes a Director and several part-time patrol
officers. These officers work to ensure a safe environment for our community.
The primary functions of the DPS are: security, traffic safety, enforcement of campus
regulations, parking, and campus access. For this reason, the faculty, staff, and students are
asked to assist and cooperate with the DPS in the performance of their duties.
Concordia DPS maintains an excellent working relationship with the Ann Arbor Police
Department and officers have the authority to arrest for certain offenses. The DPS is located
in Silas Dormitory. DPS also publishes “Vehicle Rules and Regulations” and “Safety and
Security Information,” which are guides to safer campus living. These are accessible at
http://www.cuaa.edu/security/. In addition to its traditional functions, DPS is also available
to provide safe escorts on campus. Employees that walk alone after dark are encouraged to
make use of this service. All calls for assistance of any kind should be made directly to the
                         Concordia University - Staff Handbook



officer on patrol at 9-358-1340 (campus phones) or (734) 358-1340. In addition,
messages may be left for officers by calling the office extension number 7502.

4.9.2.   Firearms, Fireworks and Explosives Policy

In the interest of preventing accidental injury and death, and, for the overall well-being of
the community, firearms and any other dangerous weapons, ammunition and fireworks are
not permitted on campus nor can they be stored in vehicles parked on campus property.
Any staff member who, with the intent to terrorize, frighten, intimidate, threaten, harass,
molest, annoy, or cause physical injury to any person, or damage to any property, sends,
projects, or places any manufactured or homemade explosive device, or any device made to
resemble an explosive device, on Concordia’s campus, violates this policy.
Such action is grounds for IMMEDIATE TERMINATION from Concordia. In addition, the
individual will be reported to the Ann Arbor Police Department for prosecution.
Actions defined under the above “Fireworks and Explosives Emergency Policy” are directly
forbidden under the Michigan Penal Code, Sections: 750.204, 750.204a, 750.205, 750.205a.
Additional actions are defined in Sections:
750.206 Actually resulting in damage to property
750.207 Actually causing injury to any person
750.208 Aiding and abetting with intent, and
750.209 Foul and offensive substances with intent to injure, molest, or coerce.
All violations on any of these codes are a FELONY, punishable by imprisonment normally
ranging from 5 to 25 years!

4.9.3.   Fire Safety

Staff members should become familiar with exit procedures in case of a fire or fire drill. All
exits must remain accessible for evacuation. Fire extinguishers are located in all of the
buildings.

4.9.4.   Weather Safety

Periodically the Ann Arbor area experiences severe weather conditions. If severe weather
conditions exist, warnings will be issued by the weather service. The Administration is given
information to help prepare for those situations should they arise. The city of Ann Arbor has
a siren warning system that activates when severe weather conditions exist in the area. If
the siren is activated, staff should seek immediate shelter. Campus Safety and Security will
be of assistance in these situations.

4.9.5.   Water Safety

Concordia is located on the banks of the Huron River. Even though the water may appear
inviting during the spring, summer, and fall, there is a strong undercurrent created by the
dam located just below the campus property. Also, the water contains various pollutants
which make it very unhealthy. Staff members are not to attempt to swim in the river.
In the winter, the river freezes over at times and the ice appears to be safe, but, because of
the currents, it is not. Therefore, staff members should refrain from walking, ice-skating,
etc. on the river in the winter. Concordia cannot assume any responsibility for staff members
who ignore these warnings.




April 2005                                                                                p.
                           Board of Regents Agenda, May 7, 2004
                                     President’s Letter



    4.9.6.    Children of Employees in the Workplace

In order to prevent injury, promote safety and avoid disruption of university operations,
Concordia University discourages employees bringing children to the workplace unless
authorized by their supervisor. Consideration must be given to safety, confidentiality,
appropriateness, liability and other pertinent issues.

Employees and supervisors must consider issues of safety, confidentiality, appropriateness,
liability, etc., when requesting to bring children to work. The employee must supervise the
child(ren). As appropriate, supervisors may direct the employee to remove the child from
the workplace.

4.10.    Anti-Substance Abuse

The University has adopted the following position, consistent with requirements of the
federal drug free campus regulation (Department of Education; 34 CFR Part 86/Drug-Fre
Schools and Campuses; Final Regulations, Federal Register, Thurday, August 16, 1990),
state and local law, with respect to drug use of campus.

All students, employees and visitors are specifically forbidden to use, possess or distribute
alcoholic beverages or illegal drugs, or to be under the influence of same while on university
property. Offenders will be subject to legal and/or disciplinary action by the university.
Sanctions will be consistent with local, sate, and federal law and will range from a
disciplinary reprimand or a requirement to complete a rehabilitation program up to and
including suspension, expulsion or referral for prosecution.

Drug abuse in the workplace is a serious threat to the personal safety and well being of the
abuser as well as co-workers. For that reason, the University strongly supports the humane
treatment of drug abusers, while protecting the University community from the adverse
consequences of drug abuse.

Faculty, staff or student employees will notify the Executive Vice President or the Vice
President of Student Services of any workplace-related criminal drug conviction within five
(5) days of their conviction. Concordia University will notify the federal agency that
contracts with or provides grants to the Univeristy within ten (10) days after receiving notice
of any employee’s criminal conviction for drug related conduct in the workplace. Within
thirty (30) days of receiving notice with respect to any employee who is so convicted the
University will take appropriate personnel action against the employee, up to and including
termination.

Continued employment of a convicted employee may require such employee to participate
satisfactorily in a drug abuse assistance rehabilitation program approved for such purposes
by a federal, state, or local health, law enforcement, or other appropriate agency.

The Vice President of Student Services provides confidential referrals for faculty and staff
needing substance abuse counseling and assistance. Various health plans available to
faculty, staff and student provide coverage for substance abuse counseling and treatment.

As a condition of employment at Concordia University employees must abide by the terms of
this policy and sign a “Drug Free Workplace Policy Statement,” available in the Payroll Office.
                          Concordia University - Staff Handbook



4.11.    Smoking Policy

The Michigan Clean Indoor Air Act provides that, “an individual shall not smoke in a public
place or at a meeting of a public body, except in a designated smoking area.” Concordia has
designated all of its buildings as “Smoke Free.” Because of this, smoking is allowed only out
of doors. Note specifically, that university owned vehicles are considered non-smoking
areas.

4.12.    Harassment Policy

Concordia believes that every student, staff, and faculty member has the right to learn, live,
and work in an environment that is free from threats or violence. Any form of illegal
discrimination or any harassment by a student, staff or faculty member is contrary to
Concordia’s policy and subject to appropriate disciplinary action up to, and including,
suspension or expulsion from the institution or termination of employment. Concordia has
established and supports the following definitions, guidelines, and procedures as
appropriate:

4.12.1. Definitions:

A. Physical Abuse: Physical abuse includes using or threatening to use physical force or
objects to inflict bodily harm on another person.

B. Racial Harassment: Racial harassment is the acting out of racist beliefs and includes, but
is not limited to, the following:
         1. Racism is exhibited when an institution, individual, or group bases action,
         discussion, or policies on a person’s race and makes prejudicial judgments in order to
         gain power or control.
         2. Racism occurs when a person or group is denied access to the full exercise of the
         rights otherwise accorded within society or this University, because of the race or
         national origin of that individual or group.
         3. Racial harassment is any verbal or physical conduct, intended or not, directed at
         the race or national origin of an individual or group, which has the effect of creating
         a hostile or offensive environment

C. Sexual Misconduct - Harassment: Sexual misconduct/harassment includes unwelcome
sexual advances, requests for sexual favors and other verbal, visual, or physical conduct of a
sexual nature. Sexual harassment also includes unwelcome sexual flirtations, advances, or
propositions, verbal abuse of a sexual nature, unnecessary touching of an individual,
graphic, or verbal comments about an individual’s body, sexually degrading words used to
describe an individual, a display of sexually suggestive objects or pictures, sexually explicit
or offensive jokes, physical assault, or any other conduct where the conduct has the purpose
or effect of unreasonably interfering with an individual’s work performance or study or
creating an intimidating, hostile, or offensive work or study environment.
No employee, supervisor, or student shall imply that refusal to submit to sexual advances
will adversely affect an individual’s employment or academic career. No student, staff or
faculty member shall promise, imply, or grant any preferential treatment in return for
another person engaging in sexual misconduct.




April 2005                                                                                 p.
                           Board of Regents Agenda, May 7, 2004
                                     President’s Letter



4.12.2. Guidelines:

Complaints of any kind of abuse/harassment at Concordia are handled with maximum
regard for the confidentiality and protection of all persons involved in the case. This process
is activated at the request of the complainant. The request will be carried forth to the extent
desired by the offended party. Concerned people are available to listen to the complaint and
make referrals as needed.

4.12.3. Procedures

A. Informal Complaint Procedure: The first step in the informal complaint procedure is for
the complainant to meet with the appropriate administrator. If the complainant is a student
or applicant for admission, the complaint is made to the Vice President of Student Services.
If the complainant is a member of the faculty, the complaint is made to the Vice President of
Academics. If the complainant is a staff member, the complaint is made to the Vice-
President of Student Services. In any of the above situations, if the complainant is
uncomfortable taking the issue to the assigned Vice President, the complainant may select
any other member of the President’s Cabinet as the hearing officer for the complaint. If the
complainant is a member of the President’s Cabinet, the complaint is made to another
member of the President’s Cabinet who will report the incident to the Chair of the Board of
Regents.
The administrator involved will offer support, provide referral information, answer questions
about Concordia’s guidelines and procedures, and explain the options open to the
complainant. At any time during this process, resolution may be achieved by the
administrator meeting with the accused individually, by meeting with the complainant and
the accused together, or by meeting with the two parties and another mediator.
At any time during the informal complaint procedure, the complainant or the accused may
be accompanied by an advocate of his or her choice.

B. Formal Complaint Procedure: The formal complaint shall be submitted in writing
according to the following procedures: If the complaint involves a student, the complaint is
to be made to the Vice President of Student Services. If the complaint involves a member of
the faculty, the complaint is to be made to the Vice President of Academics. If the person
complained against is a member of the staff, the complaint is to be made to the Vice
President of Student Services. In any of the above situations, if the complainant is
uncomfortable taking the issue to the assigned Vice President, the complainant may select
any other member of the President’s Cabinet as the hearing officer for the complaint. If the
person complained against is the President or one of the members of the President’s
Cabinet, the complaint is to be made to the Chair of the Board of Regents. Another member
of the President’s Cabinet will report the incident to the Chair of the Board of Regents. The
hearing procedure that will be followed is outlined below:
        1. The Vice President to whom the complaint is submitted will appoint a mediator.
        The mediator appointed will be one of the members of the President’s Cabinet. If the
        complaint is submitted to the Chair of the Board of Regents, a member of the Board
        of Regents will be appointed as mediator.
        2. The mediator will confer with both parties involved and will attempt to resolve the
        situation.
        3. If either party is dissatisfied with the results, the matter will be referred to a
        hearing committee comprised of three members of the President’s Cabinet. (This
        committee will be appointed by the President.) A final decision regarding guilt or
        innocence will be issued by the hearing committee.
                         Concordia University - Staff Handbook



        4. The hearing committee shall make recommendations for appropriate sanctions in
        the case of a decision of guilt. This recommendation is made to the appropriate
        administrator responsible for the hearing.
If the violation warrants involvement of law enforcement authorities, the individual bringing
the charges may ask for assistance from the Student Services Office. The individual may
also contact local law enforcement authorities directly. Instances that require counseling for
victims may be referred to the University’s Director of Counseling for assistance and referral
if necessary. Available options will be discussed and handled on an individual basis.
If an official hearing is held before the Cabinet Committee appointed by the President, both
the accused and the accuser will have the right to have others present to assist in the
process. After a decision is rendered, both the accused and the accuser will be informed in
writing within 7 days of the outcome of the hearing, and, of any disciplinary proceedings
that will result from the hearing.

C. Recording of Investigative Materials: The personnel or student file of the alleged offender
will state that an investigation was made and indicate the final outcome of the investigation.
In addition, a confidential file shall be established for every formal outcome of the
investigation. In addition, a confidential file shall be established for every formal
abuse/harassment complaint made. For students this file will be kept in the office of the Vice
President of Student Services. For employees, (faculty, staff and student workers) this file
will be kept in the office of the Vice President of Business Services. It should include:
        1. The complainant’s name, an initialed copy of the complaint as described by the
        complainant, the names of witnesses and their testimony, and the name of the
        alleged offender.
        2. A copy of the investigative report and determination of facts and recommendations
        made.
        3. An indication of the disposition of the complaint, including any appeal process
         findings and disposition.

4.13.    Performance Reviews

Supervisors will complete Performance Reviews with their employees on regular basis, at
least annually. Performance Review documentation can be found on the internal network at
the following location: G:/Shared/Staff/PerformRev. The supervisor will complete the
documentation and review the job description with the employee. When completed, a copy
of all documentation will be provided to the employee and the employee’s permanent file in
the Human Resources Office.

4.14.    Promotions and Transfers

Vacancies may be filled by promotion or transfer within Concordia. Concordia will
sometimes necessary to employ candidates from outside Concordia in order to meet skill or
experience requirements.

Current job performance is a significant factor in establishing candidacy for other staff
positions at Concordia. Any staff employee desiring consideration for another position at
Concordia should communicate this to their supervisor and then to the Vice President of that
administrative area.




April 2005                                                                               p.
                            Board of Regents Agenda, May 7, 2004
                                      President’s Letter



4.15.     Resignation – Layoffs

Staff employees who resign from employment at Concordia must give written notice to the
supervisor or their Vice President (support staff will give a minimum of two weeks, Directors
will give a minimum of six weeks, and Vice Presidents will give a minimum of twelve
weeks). Since the employment relationship of workers and Concordia University is of an at-
will nature, a worker is free to leave at any time he/she believes it is in his/her best interest.
Similarly, Concordia University may terminate the employment relationship whenever it
deems appropriate.

If it should become necessary to lay off an employee because of lack of work, lack of funds
or other reason(s) deemed appropriate by the Administration or Board of Regents of the
University, the affected employee will receive at least the same notice as they were
expected to give (support staff two weeks, Directors six weeks, Vice Presidents twelve
weeks).

All exiting employees must complete an exit interview and checklist. The payroll office will
assist employees with this process.

4.16.     Discipline and Dismissal for Cause from Work

Disciplinary action may become necessary because of such factors as inability to perform
the job, inattention to duty, insubordination, absenteeism, personal or professional conduct
unbecoming an exemplary Christian leader, advocacy of false doctrine (including disregard
of or opposition to the teachings and doctrines of the Lutheran Church – Missouri Synod),
violation of civil law, violation of Concordia regulations, or for other reasons as determined
by the Administration or the Board of Regents of the University.

Depending on the severity of the offense, disciplinary action may assume various forms,
including but not limited to warning, demotion, suspension or dismissal.

Recommendations by supervisors for demotion, suspension, or dismissal must be presented
in writing to the Executive Vice President for review and processing. Being present at the
workplace under the influence of an illegal substance will constitute grounds for immediate
dismissal.

In case of termination for cause (as determined by the University), no advance notice will be
given and no payments for accumulated vacation or for any other benefits will be made.

The employment of staff employees is at the pleasure of the Administration or Board of
Regents at the university.


 5. Compensation and Benefits

5.1.      Payroll

All exempt and non-exempt employees will be paid on the fifteenth and last day of each
month. Compensation for overtime worked during the pay period will be included in the
following pay period’s pay check. If these pay dates fall on a Saturday, Sunday or a holiday,
the pay check will be issued and dated on the last regular business day prior to the weekend
or holiday.
                         Concordia University - Staff Handbook




Concordia must withhold Federal and State income taxes as well as Social Security tax
(FICA). At the beginning of employment or at the time when there is a change in the
number of dependents claimed for tax purposes, an employee must complete a new
withholding form (W-4) in the business office.

By January 31, employees will receive a W-2 form listing total wages for the prior year and
the amount of Federal and Sate taxes withheld.

5.2.      Work Hours and Reporting

All staff offices will observe standard work day office hours of 8:00 A.M. to 5:00 P.M.,
Monday through Friday, except under special circumstances. The lunch periods are assigned
at the discretion of the supervisor.

A fifteen minute morning and afternoon break may be taken. The supervisor may stagger
the break time to ensure that phones are covered or that vital departmental work is not
interrupted.

Attendance at morning chapel is encouraged as work schedule permits. Chapel attendance
is voluntary. If the chapel privilege is not exercised, employees must remain on the job
during chapel period.

The normal work week will consist of 40 hours between Sunday and Saturday. By careful
scheduling, overtime hours will be at a minimum level. However, on occasion, work
requirements will make overtime necessary. Overtime may be incurred with the express
advance approval of the supervisor.

Non Exempt Employees will be paid 150% of physical hours worked for all hours above forty
hours in a work week (alternatively, employees may take compensating time off) with
approval from their supervisor.

Exempt, supervisory employees will not be paid overtime.

5.3.      Holidays

Each staff employee will receive the following holidays per year:

1.   July 4                   7. December 26
2.   Labor Day                8. New Year’s Day
3.   Thanksgiving Day               9. Good Friday
4.   Day after Thanksgiving   10. Memorial Day
5.   December 24              11. Personal Day (1)
6.   Christmas Day

5.4.      Vacation

After the first two months of full-time employment, an employee will accrue one (1) day of
vacation time for each month worked at Concordia. This day can be used for vacation time
with pay. After a person’s fifth year of employment at Concordia, an employee will accrue
one and one half (1 ½) days of vacation time for each month worked at Concordia. After a
person’s tenth year of employment at Concordia, an employee will accrue one and two-



April 2005                                                                              p.
                           Board of Regents Agenda, May 7, 2004
                                     President’s Letter



thirds (1 2/3) days of vacation time for each month worked at Concordia. Vacation time
may also be established in the employee’s contract.

No vacation time can be carried forward from one year of employment into the next.

Vacation eligibility is based upon the fiscal year. A person must work at least 10 days in a
month to accrue vacation time for that month.

Eligible vacation days not taken prior to termination will be compensated at the employee’s
base rate as of the date of termination.

Employees may receive credit towards vacation time for previous employment with
Concordia University, if they work full time for two years or more.

5.5.     Sick Leave

After the first two months during a person’s first year of full-time employment, an employee
will accrue one (1) day of sick leave for each month worked at Concordia. However, the
maximum accrued sick leave at any one time is ten (10) days. No sick leave can be carried
forward from one year to the next.

No pay is granted for accrued sick leave when employment terminates.

The University at its sole discretion may require an employee to furnish medical proof of
illness or disability and/or to submit to additional medical evaluations by physicians chosen
by the University. Based upon such evidence, the University, at its sole discretion, will
determine whether sick leave absence is justified and eligible for sick pay.

If an employee is ill and will be absent, his/her immediate supervisor must be advised no
later than 8:15 A.M. on the date of absence or the absence will not be counted as sick leave.

5.6.     Family and Medical Leave Act

Concordia University is covered by the “Family and Medical Leave Act” (FMLA). Employees
(full and part time) who have worked for Concordia University for a least one year are
eligible for the leave. Part time employees must have worked for a total of 1,250 hours
during the last year to be eligible.

Eligible paid and/or accrued leaves will be counted as part of the FMLA.

FMLA time does not count toward tenure or seniority. During FMLA leave, the university will
only pay for health benefits if the person works for 30 days beyond the leave. If the
individual does not work the 30 days, (s)he will have to repay the cost of the health care.

FMLA does not accrue sick time nor vacation time.

The twelve (12) month period referred to in the FMLA is the calendar year.

5.7.     Worker’s Compensation
                         Concordia University - Staff Handbook



Concordia provides Worker’s Compensation Insurance for its employees. An employee
injured while working should report the injury promptly to his/her supervisor and to the
Payroll Manager, who will fill out the appropriate forms.

5.8.     Worker Benefit Plan

Work Benefit Plans available through Concordia University are designed to assist employees
in the following areas:

Full time employees of Concordia University are eligible to enroll in one of the health care
plans offered. Complete information on the health care plans is available in the payroll
office.

Concordia Disability and Survivor Plan (CDSP) – This plan is designed to meet two major
needs:
   • To pay a monthly income benefit when a qualified member becomes totally disabled,
       and to
   • Pay benefits (income, lump sum, or both) to survivor(s) when a qualified member
       dies before reaching retirement age.

Further information relating to this plan may be found in the Summary Plan Description
booklet for the Concordia Disability and Survivor Plan, available in the Payroll Office.

5.9.     Concordia Retirement Plan and Concordia Disability and Survivor Plan

Concordia Retirement Plan and Concordia Disability and Survivor Plan are benefits provided
to all employees regardless of age, sex, occupation, or faith who are employed more than 20
hours per week and more than 5 months per year. The employee is 100% vested after
earning 5 years of creditable service in the Retirement plan and receiving disability income
or payouts to survivors upon the death of the employee or dependents.

5.10.    Unpaid Leave of Absence

Employee may be granted a leave of absence without pay for a period not to exceed three
months for reasons acceptable to the University. Applications for such leaves may be
granted with the recommendation of the department supervisor and the Executive Vice
President. Any employee who is granted a leave of absence without pay will be reinstated to
the same and/or similar position at the expiration of such leave, if a vacancy exists.

Employees on leave of absence without pay do not accumulate sick leave or vacation leave
credit.

Leaves of absence will not be granted to extend vacations.

5.11.    Funeral Leave Guidelines

A maximum of four (4) days of leave will be arranged by the supervisor in the event of a
death in the immediate family. No pay deduction will be made for this time. Immediate
family shall mean husband, wife, mother, father, sister, brother, son, daughter, father-in-law,
mother-in-law, brother-in-law, sister-in-law, son-in-law, daughter-in-law, grandchildren and
grandparents.




April 2005                                                                               p.
                            Board of Regents Agenda, May 7, 2004
                                      President’s Letter



5.12.    Jury Duty and Court Leave

Concordia will grant time off for jury duty. Pay from Concordia will be the normal salary for
the jury duty period. The time absent will not be deducted from vacation or sick leave
allowances.

If any employee is subpoenaed to serve as a witness in court, the time lost on the job will
be with pay. Such absences must be cleared with the supervisor.

5.13.    Compensation Reviews

Compensation reviews are made annually and reported to the Board of Regents.

5.14.    Tuition Grants

    5.14.1. Undergraduate Tuition:

All full time faculty and staff, their spouses, and their dependent children are eligible for
tuition remission to cover Concordia’s undergraduate tuition. This eligibility starts with the
first term after the employee has completed his/her probationary period. Any employee,
spouse or child of employee who will be enrolling in a degree program and registering for 6
or more credits per term, who wishes to receive tuition remission benefits, must complete
and submit a Free Application for Federal Student Aid (FAFSA) to first determine eligibility
for any federal or state grants that may be applied toward tuition.

If such courses are taken by the staff member during normal working hours, the supervisor
must approve and must certify that the work of the department will not be disrupted when
taken during normal working hours. Staff will be limited to 3 credit hours during normal
working hours per semester.

The employee will not be compensated for class time, but with the approval of the
supervisor, the employee may work other hours to offset the time missed.

After the initial year of enrollment, the student must maintain a cumulative grade point
average of at least 2.0 in order to continue his/her eligibility.

    5.14.2. Graduate Tuition:

All full time faculty and staff, their spouses, and their dependent children are eligible for a
tuition remission from Concordia University to cover their graduate tuition at Concordia
University. This remission will be forgiven over the 18 months following the student’s
graduation on a prorated basis. Each pay period will reflect the student’s tuition as taxable
income. If the employee or employer terminates their employment with Concordia
University before the 18 month forgiveness period is completed, the employee will be
responsible for the remaining balance on the remission.

Any employee, spouse or child of employee who will be enrolling in a degree program and
registering for 6 or more credits per term, who wishes to receive tuition remission benefits,
must complete and submit a Free Application for Federal Student Aid (FAFSA) to first
determine eligibility for any federal or state grants that may be applied toward tuition. This
eligibility relating to this remission does not apply to guided or independent studies, private
                          Concordia University - Staff Handbook



music lessons, laboratory fees, matriculation fees, or other special course fees. Dependent
children must remain dependent in order to be eligible.

After the initial year of enrollment, the student must maintain a cumulative grade point
average of at least 2.0 in order to continue his/her eligibility. If a student discontinues their
studies in the graduate program, a prorated loan amount and forgiveness period will be
assessed to the employee.

If such courses are taken by the staff member during normal working hours, the supervisor
must approve and must certify that the work of the department will not be disrupted when
taken during normal working hours. Staff will be limited to 3 credit hours during normal
working hours per semester.

The employee will not be compensated for class time, but with the approval of the
supervisor, the employee may work other hours to offset the time missed.

5.15.     Library

The university library offers an opportunity to all employees for additional reading, study,
and research. Books, newspapers, magazines, microfilms, tapes and other resources are
available.




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