HANDBOOK RECEIPT AND ACKNOWLEDGEMENT - DOC by usw60795

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									                      TEXAS TECH UNIVERSITY
                PHYSICAL PLANT EMPLOYEE HANDBOOK
The Mission of the Physical Plant
To provide a building and service environment conducive to achieving the highest standards of excellence in teaching,
research, and public service activities while meeting our own basic needs for well-being and growth.


Physical Plant Shared Vision
To be recognized inside and outside the University as an efficient, effective organization that achieves a high standard of
excellence in every endeavor.


Division Philosophy
The Physical Plant is committed to quality; therefore, we are committed to satisfying our internal and external customers’
needs and expectation with quality work, products, and services.


Core Values
The following long-range objectives, or goals, for the Physical Plant are to be pursued during the subsequent
decade:
        Customer Service: Anticipate the needs of our customers and meet customer expectations with efficient
         and effective use of resources.
          -Provide quality service
         -Communicate with customers
        Integrity: Be honest, foster honesty and integrity in others.
          -Accept personal responsibility
          -Accept honest opinions without retribution
        Mutual Trust and Respect: Treat everyone with courtesy and respect.
          -Trust people
          -Enable individuals to contribute to process improvements
          -Listen openly with genuine concern for the individual
          -Respect each employee’s contribution to getting the job done
        Professionalism: Maintain the highest standards of excellence in every endeavor.
          -Pursue the best interest of the university and our employees.
          -Do the job the best that it can be done
          -Encourage personal and professional growth
          -Provide educational and training opportunities
        Stewardship of Resources: Use resources effectively and efficiently to meet customer expectations.
        Work Environment: Maintain a work place we are proud of
         -Provide the right materials, equipment, and tools
         -Maintain an organized, productive work environment
         -Work safely
         -Foster ―Pride of Ownership‖
                                                   TABLE OF CONTENTS
Employment Policies
     Definition of Employment Status ...................................................................................................... 1
     Equal Opportunity ............................................................................................................................... 1
     Previous State Service ............................................................................................................................ 1
     Employment of Relatives ..................................................................................................................... 1
     Employment of Minors ........................................................................................................................ 2
     Orientation Period for New Employees ............................................................................................ 2
     Personnel Data Changes ....................................................................................................................... 2
     Personnel Records ................................................................................................................................. 2
     Resignation ............................................................................................................................................. 3

General Employment Information
     Hours of Work ....................................................................................................................................... 4
     Lunch Breaks........................................................................................................................................... 4
     Rest Breaks ............................................................................................................................................. 4
     Meals ......................................................................................................................................................... 5
     Parking Fee .............................................................................................................................................. 5

General Wage & Salary Information
     Time Records ......................................................................................................................................... 6
     Pay Advances ......................................................................................................................................... 6
     Paydays .................................................................................................................................................... 6
     Check Pickup........................................................................................................................................... 7
     Overtime Pay.......................................................................................................................................... 7
     Automatic Bank Deposit ....................................................................................................................... 7
     Wage or Salary Increase ........................................................................................................................ 7
     Longevity................................................................................................................................................. 8
     Payroll Deductions ................................................................................................................................ 8
     Other Deductions ................................................................................................................................... 8
     Example of Paycheck Stub ................................................................................................................. 10
     Example of Earnings ........................................................................................................................... 11

Employee Benefits & Services
     Group Insurance.................................................................................................................................. 12
     Medical Insurance ................................................................................................................................. 12
     Workers’ Compensation ...................................................................................................................... 13
     Holidays.................................................................................................................................................. 13
     Vacations ................................................................................................................................................ 14
     Sick Leave .............................................................................................................................................. 14
     Sick Leave Pool ..................................................................................................................................... 15
     Donation to Sick Leave Pool ............................................................................................................. 15
     Severe Weather Conditions ................................................................................................................ 15
     Paid Personal Time Off - Personal ................................................................................................... 15
     Leaves of Absence Without Pay ........................................................................................................ 16
     Return to Work ..................................................................................................................................... 16
     Retirement Plan .................................................................................................................................... 17
Employee Development & Services
    Job Descriptions ................................................................................................................................... 18
    Performance Appraisal ........................................................................................................................ 18
    Promotions: Job Posting ..................................................................................................................... 18
    Employee Assistance Program (EAP) .............................................................................................. 18
    Education Assistance ........................................................................................................................... 19

Employee Communications
    ¿Que Paso?............................................................................................................................................. 20
    Shop Meetings ....................................................................................................................................... 20
    Bulletin Boards ...................................................................................................................................... 20
    Grapevine ............................................................................................................................................... 20
    Suggestions ............................................................................................................................................ 21
    Grievance Procedures .......................................................................................................................... 21

Employee Safety & Health
    Fires and Emergencies ......................................................................................................................... 22
    Accidents (Personal) ............................................................................................................................ 22
    Accidents (Vehicle) .............................................................................................................................. 22
    Life-Threatening Illnesses ................................................................................................................... 23

Standards of Conduct & Corrective Action
    Conflict of Interest ............................................................................................................................... 25
    Harassment (Including Sexual Harassment) .................................................................................... 25
    Absence Without Notice ..................................................................................................................... 25
    Attendance Standards .......................................................................................................................... 25
    Job Abandonment (Assumed Resignation) ..................................................................................... 26
    Smoking.................................................................................................................................................. 26
    Alcohol and Drugs ............................................................................................................................... 26
    Dress & Personal Appearance ........................................................................................................... 27
    Telephone Use ...................................................................................................................................... 27
                              EMPLOYMENT POLICIES
Definitions of Employment Status

The following terms will be used to describe the classification of employees and their employment status:

Nonexempt – Employees who are required to be paid overtime at the rate of one and one-half times the hours
worked over forty (40) hours in a workweek, in accordance with Fair Labor Standards Act (FLSA).

Exempt – Employees who are not required to be paid overtime, in accordance with applicable FLSA, for work
performed beyond forty hours in a workweek. Professional and administrative employees are typically exempt.

Full-time – Employees scheduled to work 40 hours or more per week and are eligible for full benefits.

Part-time – Employees scheduled to work less than 40 hours per week but no less than 20. These employees are
eligible for benefits on a prorated basis for the percent of time worked. Employees working less than 20 hours a
week are not eligible for benefits.

Student Assistant – Employee must be a student enrolled in Texas Tech University, South Plains College,
Lubbock Christian University, or Wayland University and normally will not work more than 20 hours per week.
Student Assistants are not eligible for benefits, holiday pay, or any paid leaves of absence.

Temporary – Employees who are hired for a pre-established period, usually during peak work loads or special
projects (less than 4 ½ months). They may work a full- or part-time schedule during that period, but are not
eligible for benefits, holiday pay, or any paid leaves of absence.


Equal Opportunity

Texas Tech University maintains a policy of nondiscrimination with employees and applicants for employment.
No aspect of employment with the University will be influenced in any manner by race, color, religion, sex, age,
national origin, disability, or any other basis prohibited by statute.


                                                                                                 Previous State Service

                    It is important that you list any previous state service you may have on your application and
                    on the information form during the orientation process even if it was in a ―Student Assistant‖
                    capacity. All service time will be totaled toward longevity accrual. (See page 13 for specific
                    information.) If the time was spent with an Independent School District, it will count toward
                    retirement but will not count toward longevity or vacation accrual with the University.


                                                                                  Employment of Relatives (Nepotism)

We have no general prohibition against hiring relatives. However, a few restrictions have been established to help
prevent problems of safety, security, supervision, and morale. While we will accept and consider applications for
employment from relatives, close family members such as parents, grandparents, children, spouses, brothers,
sisters, or in-laws will not be hired or transferred into positions where they directly or indirectly supervise or are
supervised by another close family member. Direct supervision is considered nepotism and is in violation of state



                                                      1
law. Further, such relatives generally will not be placed in positions where they work with or have access to
sensitive information regarding a close family member or if there is an actual or apparent conflict of interest.
(TTU/OP 70.08)


                                                                                              Employment of Minors

Generally, regular employees must be 18 years of age or older. We do hire high school students who are 16 years
old to participate in the Student Learner and High School Apprentice Program.


                                                                               Orientation Period for New Employees

The University does not have a specific amount of time established as an ―orientation period‖ or ―probation
period‖ for its employees. All employees, regardless of classification, status, or length of service, are expected to
meet and maintain the standards for job performance and behavior set by the University as well as the Physical
Plant.


Personnel Data Changes

You are responsible for notifying the Human Resources or Custodial Office of any change(s) in address,
telephone number, and/or family status (births, marriage, death, divorce, legal separation, etc.), as income tax
status and group insurance may be affected by these changes. (This responsibility includes employees who are on
any type of leave of absence.) Some of these changes will require a change in your W-4 form and
Insurance/TexFlex Multipurpose form. You will also need to complete a ―Change of Address‖ form to be sent
to the Teacher Retirement System in Austin in order for your yearly statement to reach you. All the blank forms
necessary for these changes are kept in the Human Resources and Custodial offices for your convenience. These
are also available to you by going to the University’s website http://www.depts.ttu.edu/payroll/forms.aspx or
using you e-raider account and going on-line and completing your personal data information.


Personnel Records

Important events in each employee’s employment history with the University will be recorded in the Physical
Plant Human Resources Database and kept in the employee’s personnel file. Regular performance reviews,
change of status records, recommendations, corrective action warnings, and educational attainment records are
examples of records maintained. Any information from medical examinations, personal or vehicular accidents,
etc., will be maintained in a ―Health and Safety‖ file which has been established for each employee. Both files are
maintained by the Human Resources office staff or by Custodial Services staff depending upon your assignment.
All records are confidential.

Your personnel file is available for your inspection in the Human Resources or Custodial Services Office.
Contact your supervisor to make certain you have permission to be away from your assigned duties before going
to review your folder(s). Usually, it is not necessary to make an appointment for this review.

All of the information contained in your folder will be something you have signed and furnished the original or a
copy, or you have signed in acknowledgment of having seen. Nothing will be placed in your folder without your
knowledge. Refusing to sign any document does not exempt it from being filed. The refusal will be so noted on
any document by the presenter and a witness. You may write a rebuttal if you are in disagreement and it will be
filed along with the document.
                                                                                                      Resignation

If you decide to leave the University, please advise your supervisor at least two weeks prior to your date of
departure. This request is made for a twofold purpose:

    (1) for us to be able to start procedures to find a replacement for your position and
    (2) for you—so all of the necessary paperwork can be submitted early in order for there to be no
        delay in receiving all the funds due to you from the University or from closing your Teachers’
        Retirement account, if you have chosen to do so.
This process will include returning all University property (tools, uniforms, etc.) and keys, completing required
forms, obtaining appropriate clearances, and completing an exit questionnaire. Failure to return property or keys
issued for university buildings (which could cause a breach in security) could hamper a prompt exit procedure.

Normally, you can expect your final pay check on the scheduled payday following your final work day and
perhaps even the pay day following that. However, this will depend upon how the final day and the end of the
pay period coincide.

Overtime payments are made biweekly for hourly, any overtime which is due to you will be paid on the pay
period it is earned. Monthly compensatory time accrued will be paid on the first biweekly payroll of the next
month. If you are applying for all the balance of your Teachers’ Retirement account to be refunded to you it will
take from 4 to 6 weeks from the date your final check was issued to you for that check to reach you. (See
Retirement Plan, page 17.)




                                                  3
                GENERAL EMPLOYMENT INFORMATION
Hours of Work

Because our department is so diversified, there are several different work schedules:

Human Resources ................................................. 7:45 am – 5:00 pm
Administrative Offices ......................................... 8:00 am – 5 :00 pm
BMC Shops ............................................................ 7:45 am – 4:45 pm
Central Warehouse................................................ 8:00 am – 5:00 pm
Custodial Services ................................................. 8:00 am – 5:00 pm
   Evening Shift.................................................... 6:00 pm – 2:00 am
   Library Shift...................................................... 11:00 pm – 7:00 am
Utility Plants........................................................... 7:00 am – 4:00 pm
   Assigned Rotating Shift - AM/PM............... 7:00 - 7:00
MailTech ................................................................. 7:30 am – 5:00 pm
    Saturday............................................................ 7:30 am – 9:00 am
Purchasing .............................................................. 7:45 am – 4:45 pm
Transportation ....................................................... 7:45 am – 4:45 pm


Lunch Breaks

Director’s Office ................................................... 12:00 pm – 1:00 pm
Human Resources ................................................. 11:45 am – 12:45 pm
BMC Shops ............................................................ 11:45 am – 1:45 pm
Central Warehouse................................................ 12:00 pm – 1:00 pm
Custodial Services ................................................. 9:00 pm – 9:20 pm (Evening)
                                                                            3:00 am – 3:20 am (Library)
Administrative Offices ......................................... 12:00 pm – 1:00 pm
Utility Plants........................................................... 12:00 pm – 1:00 pm
         Operators take meal breaks when the plant is “safe”
Mail Tech ................................................................ 12:00 pm – 1:00 pm
          Always open for business during lunch.
Transportation Services ....................................... 11:45 am – 12:45 pm




Rest Breaks

     “A full-time employee may be given one or two 15-minute rest periods per day. Whether or not rest periods are granted,
     their frequency, regularity and scheduling depend on the nature and urgency of the work to be done and are subject to the
     approval of the employee’s administrative officer.” (TTUOP 70.06)

Break times (not to exceed 15 minutes) are also different for each area so you will need to check with your
supervisor for the appropriate time and place. If your work requires you to be at a location across campus, it will
probably be necessary, more often than not, to take breaks in that particular building in order to eliminate
unnecessary travel time to and from the work site. Check with your supervisor for the proper place to ―break‖ in
order not to infringe on the areas which are set aside for regular inhabitants of that building.
Please be sensitive about your appearance/behavior in front of a casual observer. Taking a break in a public area
or in view of our customers may be perceived as ―goofing off.‖


                                                                                                               Meals


        Providing the noon meal will be your responsibility. Areas are provided for you to eat a meal which has
        been brought from home. Soft drink and snack vending machines are in the west end of the Physical
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        Plant building just outside the Steam Shop and Insulation Shop in the Physical Plant compound. There
        are several eating establishments in close proximity where you may go including the Student Union
        Building. Also, as University employees, we are allowed to purchase meal tickets and eat in the campus
        dormitories. (Check with Hospitality’s website at    .) Whatever your plans, please allow enough time to
        eat and return to work within the one (1) hour allotted for the noon meal. Evening and Library Shift
        Custodial employees and Shift Operators will need to check with their supervisors about locations for
        eating meals.


                                                                                                         Parking Fee

Each employee of the University is required to pay a parking fee if they drive a personal vehicle to work.
Custodial staff assigned to a shift from 5:30pm to 7:30am are not required to purchase a sticker. You will need to
go to the Traffic and Parking Office to complete the necessary forms so a sticker(s) can be issued to be placed on
your vehicle’s windshield or mirror. Parking fees are subject to change each year, however, ―area reserved‖ spaces
are less expensive than ―reserved‖. Parking fees can be paid through payroll deduction. These parking fees are
used to maintain present parking areas in an acceptable condition and for building additional parking areas in
order to eliminate overcrowding.

Private vehicles parked illegally are subject to tow at the owner’s expense with the cost of the parking ticket added
to the towing charge. Make certain to read the signs that are posted at the entrance and in various locations
throughout the lot if you must attend to private business across campus. An information pamphlet will be in
included with the sticker issued to you and will be well worth your time to read since it will include rules and
regulations for parking on campus.

The reserved sticker should be placed above or beside the state registration sticker, and area reserved should be
hung from the mirror. Each year, old stickers must be removed; failure to do so could result in a ticket.
                  GENERAL WAGE & SALARY POLICY
                            5
The University strives to pay salaries that are competitive with those in our community. Our wage and salary plan
classifies each position based on:

           Knowledge and ability requirements
           Variety and scope of responsibilities
           Physical and mental demands
           Education Requirements

Established wage or salary ranges are reviewed periodically and adjusted as necessary. If you are interested in
knowing the wage or salary range for your position, ask your supervisor or the Human Resources Manager.


                                                                       Time Records (for those required to keep time)

Your ―Report of Hours Worked‖ (time sheet) is a legal record of the hours you are at work and your paycheck is
based on the time recorded on it. Each employee is responsible for maintaining his/her time sheet correctly and
on a daily basis. Entering the correct hours worked as well as the amount of time taken for sick, vacation, or
other leave is an important part of correctly completing this form.

If you must leave work early for any reason, notify your supervisor so the correct information can be recorded.
(See PP/OP 03.03, Attendance Policy)


                                                                                                      Pay Advances

Under no circumstances will an employee receive a pay advance or a check early. State law specifically prohibits
the distribution of checks before the date noted on that check as well as providing pay advances. Even if it were
legal, understaffing of the University accounting system does not allow for the extra problems associated with pay
advances.
                                                                                                           Paydays

Hourly employees are paid every other Wednesday for all time worked through the preceding pay period. This
payroll period runs from Sunday of one week through Saturday of the following week (14 days or 2 weeks).
There is a lapse time of 10 days from the end of the pay period and the day paid for that pay period. For
example, the pay period of Sunday, October 8 through Saturday, October 21 would be paid on November 1.

Monthly employees are paid on the first working day of the following month. The first payday for the individuals
who are hired in the middle of month must be determined on a case-by-case basis since several factors must be
considered.


Check Pickup

Payroll checks will be routed from the Drane Hall payroll office in a department pickup package and issued to
you by your foreman or supervisor unless otherwise specified. Electronic transfer for direct deposit is also an
available option. If you need your spouse or someone else to pick up the check, please furnish them with a
handwritten, signed note designating them specifically as having permission to pick up your check. They will also

need to show proof of identification that they are6who they say they are. This is not meant to be a hassle for
them, but protection for you and your check.

If a levy has been placed on your check, you will need to talk to the payroll staff in Drane Hall (2-3211 or Room
232) for the procedure to follow.

Monthly checks will be available for pickup in the Human Resources Office at 10:00 a.m. Hourly checks will be
handed to foremen at 7:45 a.m. to be distributed in shop/work areas. Custodial Staff will need to talk with
supervisors for check issuing procedures.


Overtime Pay

All overtime work by non-exempt employees must be authorized by the supervisor, in advance, if at all possible.
Because of the nature of our business, there will be emergency call-back situations. (Each of the shops will
maintain a list that will rotate each service technician/crafts person into the role of being responsible for these
call-backs on a weekly basis.) ―Hourly‖ non-exempt employees will be paid time and one-half for authorized
hours worked in excess of forty hours in one week. Overtime is paid with the pay period it is earned
(State or Local accounts). Overtime which must be paid as ―straight-time‖ will be paid when each regular payroll
is submitted for processing.

Monthly non-exempt employees are given the option of being paid for any overtime accrued or using it as
compensatory time at a later date or flex-time during the same week in which it was accrued.


Automatic Bank Deposit

Many of our employees find it convenient to have their paycheck electronically transferred into their bank
account. If you would like to make a similar arrangement, contact the MPPHR, Custodial Services, or the Payroll
Office in Drane Hall for the appropriate forms to complete. (If you make contact with Drane Hall, please inform
the HR or Custodial office so the staff doesn’t go into a panic when your check is ―missing.‖)
Wage or Salary Increase

At present, the only avenue for monetary increase is for the legislature to approve a statutory increase for all state
employees or approve a certain amount of funds to be awarded to employees for outstanding service. In the past,
the University administration has identified funds to be awarded on a merit basis. However, budget constraints
have virtually eliminated these increases.

                    Individuals who have been accepted into the Journeyman Apprentice Program at a wage lower
                   than the minimum for that specific classification will be given an increase for each 1,000 hours of
                   training completed. Plant Operators involved in the PQS program is promoted with
                   corresponding salary increases when each part of the program is successfully completed.




                                                           7
Longevity

At the end of the third year of service (36 months), a longevity payment of $20 will be added to your check each
month. Or in the case of hourly paid employees, to the final check received each month. Part-time employees do
not receive longevity pay. Payments are increased by $20 each month at the end of each three years thereafter.
(TTUOP 70.25) This longevity amount is also used when calculating overtime payrolls each month.

         3 but less than 6 years .............. $20.00         27 but less than 30 years……$180.00
         6 but less than 9 years ............... $40.00        30 but less than 33 years…….$200.00
         9 but less than 12 years ............... $60.00       33 but less than 36 years…….$220.00
        12 but less than 15 years ............... $80.00       36 but less than 39 years…….$240.00
        15 but less than 18 years………...$100.00                 39 but less than 42 years…….$260.00
        18 but less than 21 years………...$120.00                 42 years or more…………….$280.00
        21 but less than 24 years………..$140.00
        24 but less than 27 years ..……....$160.00
Payroll Deductions

Various payroll deductions are made each payday to comply with federal and state laws pertaining to taxes and
insurance. Deductions will be made for the following:

               Federal Income Withholding Tax
               Social Security (FICA)
               Teacher Retirement
               Other Items Designated by the Employee
            •   Insurance for dependents/Extra coverage
            •   Savings Bonds
            •   Additional Withholding
            •   Annuities
            •   Deferred Compensation Program
            •   Association Dues: TPEA, Union, etc.
At the beginning of January, you will be supplied with your Wage and Tax Statement (W-2) form. This statement
summarizes your income and deductions for the year. If you have any questions regarding these deductions,
please contact the MPPHR (742-2760), Custodial Services (742-9777), or the Payroll Office (742-3211).

Federal Income Withholding Tax – based on marital status and number of dependents claimed.

Teacher Retirement – Each regular employee of the University is required, as a condition of employment, to be
a member of the Teacher Retirement System. (This requirement was set by the Legislature.) An amount of 6.4
percent is deducted from each pay check and deposited into the employee’s account with the system in Austin.
(This 6.4 percent is the rate which has been established by the legislature and it is changeable with their mandates,
as is the matching portion contributed by the state.)


                                                                                                    Other Deductions

Insurance for dependents/extra coverage is deducted from the last check you will receive in the month (or in
the case of monthly paid employees, the only check you receive the following month) and the total will vary with
the amount of coverage chosen.

Savings bonds may be purchased through payroll deduction. For more information, please contact the Human
Resources Manager, Custodial Services staff, or Drane Hall Payroll staff. The deduction for this will also be made
from the last check of the month. There will be forms to be completed for authorization, bond owner,
                                                   effective.
beneficiary, etc. before the deduction will become 8

Annuities and Deferred Compensation Programs are also available on a optional basis. Any employee may
enter into an agreement with Texas Tech to reduce their salary to specified limits and apply proceeds to purchase
of a:

         Fixed Annuity
         Variable Annuity
         Custodial, non-custodial, or mutual fund account

with carriers approved by Texas Tech University. A list of authorized carriers and approved representatives is
available through the Drane Hall Personnel Office or by contacting the Human Resources Manager. (TTUOP
70.07) The Deferred Compensation program is being phased out because of poor enrollment and therefore is not
an option.

Organization Dues – payroll deduction may be authorized for membership dues for authorized organizations.
They are:

         Texas Public Employees Association (TPEA)
         Texas State Employees Union (TSEU)/CWA
         merican Federation of State, County & Municipal Employees (AFSCME) TTUOP 69.04
Example of a Paycheck Stub

    a.   Number of the check.
    b.   Your Social Security Number
    c.   Your name as it appears on the payroll
    d.   Identification number as shown in payroll
    e.   Date the check was issued
    f.   End of the pay period for which you are being paid.
    g.   Unique number of the processing cycle that printed
    h.   Net dollar amount of the pay check
    i.   Location where employee picks up the check or deposited
    j.   Bank account number if check is direct deposit
    k.   Account and title from which employee is paid

    Current Earnings
    1. Earnings for the pay period: monthly or two-week period. (Regular hours worked X hourly salary)
    2. Longevity: 3 years = $20; after every 3 years, increases $20 per month
    3. Non-Cash Taxable Earnings- Employee benefits that are considered taxable by the IRS




                                                   10
    When an ―insurance‖ type is listed, it will include an additional code for member coverage that
    the employee selected. MO-Member Only                          MS-Member and Spouse
                            MF-Member and Family                   MC-Member and Children
    Current Deductions
    4. Pre-Tax- A ―Y‖ in this column indicated deductions which are subtracted from earnings before taxes are computed.
    5. Employer Paid Amount- Total dollar value of the benefit the employee receives from Texas Tech’s matching
         deductions is shown at the bottom
    6. FICA-MEDHI- Social Security Medicare Hospital Insurance Tax
    7. FICA-OASDI- Social Security Tax (Old Age Survivors Disability Insurance)
    8. FED Income Tax- includes single/married code and the number of exemptions the employee claimed on the W-4.
         Withholding tax: will be determined by the tax bracket you are in and the number of dependents claimed.
    9. Teacher Retirement-Teacher Retirement System (TRS) 6.4% is deducted from your check; you do not pay taxes on
         this deduction
    10. Dental Insurance-Dental Insurance with member coverage code and provider code such as:
         DB-Dental Indemnity Plan DP-Dental Maintenance Plan
         11. Health Insurance-Health Insurance includes member coverage code and provider code:
         HS-Health Select HP-Health Select Plus          FC-First Care      TUHP-Tx Univ. Health Plan
         12. VOL AD&D- Accidental Death and Dismemberment, includes member does note and volume of employee
         coverage.
         13. Long Term Disability-Long Term Disability Insurance.
    14. Term Life Insurance-Optional Term Life Insurance.
    15. TXFLX-HC FEE-TexFLEX Health Care Reimbursement Fee.
    16. TXFLX-HLTH Care- TexFLEX Health Care Reimbursement
    17. TXFLX-DC FEE- TexFLEX Dependent Care Reimbursement Fee.
    18. TXFLX-Depd Care-TexFLEX Dependent Care Reimbursement
    19. Parking Permit-deductions for annual permit
    20. Membership Fee-Membership fees for certain approved state employee organizations
    21. Credit Union Deduction-Credit Union Deduction authorized by the employee
    22. Credit Union Fee-Credit Union Deduction Fee
    23. Child Support-Child support levy based upon Texas Tech receiving court documents requiring a payroll deduction.
    24. Child Support Arrear -Child support arrearage
    25. Calendar Year To Date-list of selected earnings and deductions totals for the check dated January 1 through
         December 31 of current year.
    26. Fiscal Year to Date- Gross earnings and retirement for the fiscal year (Sept. 1- Aug. 31) totaled as of the pay period
         end date for the pay check.
Example of Earnings

    It’s important to look at all benefits together, not just the hourly salary

Pay                    $8.00/hour X 2080 hours                                                $16,640.00
Vacation               7 hours X 12 months = 84 hours                                             672.00
Sick                   8 hours X 12 months = 96 hours                                             768.00
Insurance                                                                                       2,064.00*
Workman’s Compensation Insurance (3.5%)                                                           582.40
                       Total                                                                  $20,726.40 ($9.96/hr)

   More when spouse and child(ren) carried




                                                                   11
                  EMPLOYEE BENEFITS & SERVICES
The University provides a package of employee benefit programs for its employees.

Complete and official details of insurance and payroll plans are contained in a separate packet given to each
employee at the Benefits Orientation session which is scheduled for each new employee on or a few days after the
first day of work. The information contained in each booklet is to provide you a few details concerning each
program. You will need to read each carefully to determine if you want this coverage. You will be given 30 days
to complete all forms and return them to the Personnel Office in Drane Hall. It is imperative you return all
the forms completed for the different insurances offered in the time allotted. Failure to do so will cause you
added time and expense of proving Evidence of Insurability if you chose to participate.

You may continue to participate in the group health insurance even if you leave the University (under
circumstances described by federal law). For a period of 18 months following separation, you and/or your
spouse may continue in the insurance program, but you must pay the required premium payments for the
insurance to remain in force. All the information concerning this program will be available in the Personnel
Benefits Office in Drane Hall. Ask for the COBRA information.


                                                                                                 Group Insurance

The University makes available and pays the premium cost of medical insurance for regular full- and part-
time employees who work 50 percent or more time. Benefits become effective on the first day of work for
each employee. Premium costs for dependent medical, dental, accidental death and dismemberment, etc.,
must be met by the employee. For more details and official terms of these plans, refer to the insurance
booklet which you received on the day you attended benefits orientation. A list of the current premiums for
all insurances will be included in that packet.




                                                                                                Medical Insurance

University employees are covered under several insurance plans. More specific information is available for you
when you attend the Benefits Orientation. Soon after you have enrolled in one of the coverage plans, you and
each of your covered dependents will receive an identification card and a booklet describing your rights and
responsibilities under the plan.

The employee must decide which of the following to enroll in and the premiums for these will become an
employee responsibility:

      Life Insurance
      Long- and/or Short-Term Disability Insurance
      Accidental Death and Dismemberment
      Dependent Life Insurance
      Dental: Indemnity or DMO
    Specific details are contained in the insurance packet.




                                                       12
Workers’ Compensation

The University carries insurance to cover the cost of work-incurred injury or illness. Benefits help pay for your
medical treatment and two-thirds of any income you may lose while recovering if the recovery becomes lengthy.
Specific benefits are prescribed by law depending on the circumstances of each case. To ensure coverage, work-
related accidents must be reported immediately to your supervisor and the Physical Plant Safety Coordinator (or
the MPPHR in the absence of the Safety Coordinator). The University will file a claim with the Attorney
General’s Office, Workers’ Compensation Division in Austin. Because the state requirements for reporting and
the great importance Physical Plant places in our Safety program, failure to report accidents immediately could
result in a disciplinary action being taken against you. If the recovery time is lengthy and accumulated sick leave is
exhausted, the employee will be placed on Disability Leave without Pay. All insurance premium payments will
become the responsibility of the employee from that point until he/she returns to work. If the premiums are not
paid, insurance coverage will be dropped and could cause the employee to wait until the next July to reenroll in
the insurance program. It is imperative premiums are not allowed to lapse. The University’s Payroll Benefits
office will send notices to your home if this situation occurs and will work with you any way they can. The first
thing upon returning to work after being on LWOP from WCI (or any other reason) is to go to the
Benefits Office, Room 147, Drane Hall and make certain your insurance coverage is still in effect.

Holidays

Regular full-time employees are eligible for paid holidays in each calendar year. Using a list provided by the
Legislature, the University’s Board of Regents determines which prescribed holidays will be assigned. This is
usually accomplished prior to September 1 of each year and will be for holidays that fall between September 1 and
August 31. This list will be published and posted on each bulletin board in the Physical Plant building and sent
to each of the shops/work areas for posting. (Regular part-time employees are given holiday time on a prorated
basis.)

The majority of the holidays which other state agencies are granted during the year are accumulated during the
year for University employees and are enjoyed during the Christmas season. This is done in an effort to ensure
staffing is available when the students are on campus and since the students are between semesters during the
Christmas season, it offers the employees an excellent opportunity for an extended holiday without using vacation
time. Other holidays such as July 4th, Memorial Day, Labor Day, etc. are given as they occur, except when they
fall on a weekend.


Vacations

Vacation leave is designed to provide you with the opportunity to rest and get away from the everyday routine. If
you are a regular, full-time employee, you accrue vacation at the following rates:

Regular, part-time employees who work 20 or more hours per week accrue vacation allowance on a prorated basis
according to the percentage of time worked. As indicated in the preceding chart, a maximum amount of vacation
leave may be carried over from one fiscal year into the next. If an employee has a balance of more than the
specified maximum amount at the end of the fiscal year, the excess amount will be moved to the sick leave
balance.




                                                 13
        TOTAL STATE SERVICE                ACCRUAL/MONTH                 MAX CARRY OVER

         0 but less than 2 years                7 hours                               168.00
         2 but less than 5 years                8 hours                               232.00
         5 but less than 10 years               9 hours                               256.00
        10 but less than 15 years              10 hours                               280.00
        15 but less than 20 years              12 hours                               328.00
        20 but less than 25 years              14 hours                               376.00
        25 but less than 30 years              16 hours                               424.00
        30 but less than 35 years              18 hours                               472.00
        at least 35 years or more              20 hours                               520.00


Vacation time, as with any other time, must be scheduled with your supervisor. To satisfy your preferences, as
well as meet the staffing needs of the department, please discuss your vacation plans well in advance with your
supervisor.

New employees are not eligible to take vacation until they have successfully completed 6 months of
employment. (Vacation leave does accrue during the 6-month period in the amount of 42 hours.) If a situation
arises during this time where personal time off is needed, all absence-time must be deducted as Leave Without Pay.
Time paid for vacation does not count as time worked in calculating overtime for the week.

Separating employees will be paid for all accumulated vacation leave at their current rate of pay if they have
completed the required 6 months of employment or they have had previous state service. The check for lump
sum vacation normally follow 30 days after the final check but, as always, will depend upon the amount of
advance notice given and when in the pay period the final work day falls.


Sick Leave

Regular full-time employees accrue 8 hours of sick leave each month (regular part-time on a prorated basis).
There is no maximum amount of sick leave employees are allowed to maintain. Employees with more longevity
could conceivably maintain a balance of thousands of hours. We encourage employees to accumulate sick leave
so the time will be available to help financially in the event of a long illness or non-work related injury. (At
present, the legislature has stipulated that beginning in the year 2001 sick leave may be applied to retirement years
but the specific details are not available.)

If the leave time charged to sick leave is more than 3 days, you must supply a physician’s signed statement
showing the cause or nature of the illness, or some other written statement of the facts concerning the illness.
(TTUOP 70.01)

The supervisor may require a physician’s statement if sick leave becomes ―excessive.‖ Time paid for sick leave
does not count as time worked in calculating overtime for the week.




                                                   14
Sick Leave Pool

The sick leave pool was established and is maintained to benefit regular employees or their family members who
suffer catastrophic injuries or illnesses. To apply for time from this pool, an employee must have exhausted all
leaves and be away from job duties for more than 30 days. The MPPHR will have the application forms available
for this pool along with additional information on the program.


Donation to the sick leave pool

    An employee may donate any amount of accumulated sick leave to the pool each fiscal year but may not
    designate to whom the time will be given. Forms are available upon request at the Human Resources,
    Custodial, or Personnel offices. This program has been most helpful in the past to several Physical Plant
    employees who have had severe illnesses. Separating employees are encouraged to donate their
    remaining sick leave balance to this pool. Forms are included in the out-processing package. (TTUOP
    70.01)


                                    Severe Weather Situations – Suspension of Classes and Closing of University Offices

In the case of severe weather conditions, top-level University officials will make the determination whether to
―close the campus.‖ All of the news media will be notified and only ―Essential Personnel‖ need report for duty if
so announced. Those ―nonessential‖ employees who report to work under this announcement will be sent home
immediately. Employees will be notified via memorandum in September of each year if they have been
designated as ―Essential.‖ Data Acquisition Controllers and Utility Plant Operators will report to work as
scheduled despite inclement weather since their duties are essential. Employees who are ―Essential‖ will be
entitled to equivalent time off and the Utility Plant Operators and Data Acquisition Controllers will be entitled to
payment of the hours designated in the emergency closing. (TTUOP 10.03) Employees who are classified as
exempt and/or professional and administrative will not be entitled to equivalent time off.

Paid Time Off - Personal

Funeral Leave – In the event of a death in your immediate family, you may have time needed up to 3 (three)
working days with pay to handle family affairs, travel time, and attend the funeral. ―Immediate family‖ is defined
as: spouse, child, parent, grandparent, brother, sister, or an in-law. Any other family member (i.e. uncle, aunt, etc.)
or a friend’s funeral must be charged to vacation leave. ( TTUOP 70.01)

Jury Duty – ―A regular employee summoned for jury service or subpoenaed to appear as a witness will be given
reasonable time off as required for rendering such service to the court.‖ In order that you may serve on a jury
without loss of earnings, the University will pay your normal earnings for the period of jury service and, in
addition, you may keep all court payments received for that jury service. Please contact your supervisor or
manager promptly after receiving notification to appear. Shift workers in the Utilities department who receive a
summons will be placed on ―days‖ in order to minimize work missed. A copy of the summons or subpoena will
need to be attached to the Absence and Leave Request or time sheet and should be submitted when you have been
released from duty. Jury duty will be defined as any summons you receive from the courts to appear for any
reason other than your personal business. You are expected to return to work immediately following your
dismissal from court service. (TTUOP 70.01)

Military Service – Military leave is available to regular employees for the duration of required service. For details
on reemployment rights after discharge, see the Human Resources Manager. These rights are established for
employees who request to be returned to work five (5) years after the date of enlistment and application for



                                                    15
restoration made within 90 days after discharge with evidence of discharge from military service under honorable
conditions. (TTUOP 70.01)

Annual Military Reserve Training or Emergency Mobilization – No more than 15 calendar days per fiscal
year may be used for military reserve training. A copy of all military orders must be attached to the Absence and
Leave Request or time sheet before the leave time will be honored and paid as acceptable leave time. An employee
called to active duty during a national emergency is entitled to a leave of absence without pay and reinstatement to
the same or comparable position upon release. (TTUOP 70.01)

Parental or Maternity Leave – A regular employee is entitled to a parental leave of absence, not to exceed six
weeks, for the birth of a natural child or the adoption of a child under three years of age. The employee may elect
to use a combination of any leaves (including leave without pay) except sick leave unless the situation clearly falls
within the definition of sick leave. An employee who gives birth to the child is qualified to use sick leave for the
period of time the employee is physically disabled from the performance of their regular job.


Leaves of Absence Without Pay

Leaves of absence without pay for reasons other than disability may be granted at the University’s discretion to
regular employees for a period of no more than one year with the approval of the Director or Associate Director
of the department concerned, the Director for Physical Plant, and the Director of Personnel. In granting such
leaves, the interests of the employing department and the University will be given priority consideration. (TTUOP
70.01)

Leaves of absence without pay for a disability are of the following types:

Family & Medical Leave- provides a number of benefits to employees such as job protection and insurance
continuation.

Disability Leave- After exhausting all regular (sick & vacation) accruals, a regular employee may be entitled to a
disability leave without pay for a period of up to 180 days. The 180 days of disability leave is not extended by Sick
Leave Pool, Exceptional Sick Leave benefits, or brief attempts to return to work. If the employee is unable to
return to work prior to the expiration of the disability leave without pay, the employee will be separated from
employment.

In every type of Leave Without Pay, the employee will be responsible for the payment of insurance premiums
including the employee portion which the University pays. This is also true for Worker Compensation injuries if
the employee has run out of sick leave, other paid leave, or has elected not to use sick leave. Individuals who are
on Family Medical Leave Act (FMLA) or sick leave pool will need additional information concerning insurance
premiums.

Return to Work

As with a short illness period, you must furnish a statement from your physician allowing you to resume normal
duties. We require your physician’s release before reinstatement to the active payroll if any paid leave was used or
you were on Temporary Disability Leave Without Pay. This requirement is to protect your physical well being
and is a way to let your supervisor know you have reached a point in your recovery which allows you to perform
the required duties.




                                                   16
                                                                                                                 Retirement Plan

The Texas Teacher Retirement System (TRS) has been acclaimed as one of the best around. Benefits of
membership in the Teacher Retirement system include:

         Retirement Annuities – Members of the Teacher Retirement System have a vested right to a retirement annuity at age 65
        with 5 or more years of service, at age 60 with 20 or more years of service, or at age 50 with 30 or more years of service.
         Disability Benefits – When members become totally and permanently disable, disability benefits are payable based on the
        length of service and the salary of the member.
         Death Benefits – Members are covered by death benefits beginning the first day of employment. One of the death benefit
        options is a lump sum payment equal to the member’s current annual salary not to exceed $80,000.
         Survivors Benefits – In lieu of death benefits, members with minor children have survivor benefits which can total more
        than $40,000.

One way to look at your required Teacher Retirement deductions is as a combination insurance plan and
retirement program. If you remain employed with the state for 5 (five) or more years, the annuity payments that
you are entitled to receive will go a long way in supplementing your social security check. If you remain employed
with the state for ten or more years and are at least 55 years of age, you are eligible to enroll in the medical
insurance program for retirees.

If you decide not to stay until retirement, you may withdraw the contributions you have made to your account
plus accrued interest. It is not always in your best interest to withdraw your Teacher Retirement Account when
you leave, especially if you have 5 or more years of service. CAUTION: You will have to pay taxes on
withdrawn accounts so do not spend all of it without taking your tax liability into consideration. To withdraw the
funds you will need to go the Drane Hall Personnel Benefits Office, Room 147 and complete an application to
close your account. When the Payroll Office has deducted the last payment from your check to be deposited into
your account, the application will be sent to Austin for processing. Your account will be closed and the amount
will be sent directly to you in a check. (It does not come back through the University.)

Generally, every year (if several changes warrant) the Teacher Retirement System in Texas will send a booklet
explaining your options and how those options work. Also included is a chart of possible annuity rates and a
formula for calculating that retirement annuity. The time you spend reading and understanding the information
provided by TRS could be very beneficial to you and your future.

University employees who have previous military service have an option of purchasing additional retirement time
of a maximum of 5 (five) years. The Personnel Office in Drane Hall has the details for this benefit if you are
eligible.




                                                        17
            EMPLOYEE DEVELOPMENT & SERVICES
                                                                                              Your Job Description

At the University, job descriptions are used to aid in staffing, wage and salary administration, performance
appraisal, and training. They also help employees and supervisors communicate about job responsibilities and will
list the ―Essential‖ and ―Marginal‖ functions for compliance with ADA requirements. However, job descriptions
are not fixed policy; they are only guidelines and can normally be expected to change with time.

Occasionally, employees are expected to perform duties and handle responsibilities that are not part of their
normal job. If, over the months, the new duties and responsibilities remain a significant part of the assignment,
the job description may be changed.


                                                                                            Performance Appraisals

You will receive a performance appraisal from your supervisor on or near your sixth and twelfth month of
employment. Thereafter, you will receive performance appraisals once a year, on or near your employment
anniversary date. The performance appraisal allows your supervisor to discuss your overall performance and
summarize both formal and informal performance discussions held throughout the review period. It will review
your strengths and also point out ways to improve your performance.


                                                                                            Promotions; Job Posting

We have a policy of promoting from within, whenever practical, to fill more responsible positions. We strive to
promote the most capable and experienced individual, based on demonstrated ability, to assume greater
responsibility. At the same time, we may need to recruit and hire outside the University to attract the most
qualified individual for a particular opening.

Current job openings are now accessed on the Internet website www.jobs.texastech.edu, Personnel Recruitment
in Drane Hall , and on the ―Job Line‖ (742-2211). In keeping with University policy, all positions must be kept
open for ten (10) working days after it has been posted. Applications can be submitted on-line with a computer
accessible at the Human Resources Office. Anyone wishing to apply for a position in another department must
have held their current position for 6 months or obtain permission from the supervisor before applying for
another job.


                                                                              Employee Assistance Program (EAP)

Our Employee Assistance Program provides you and your family with confidential counseling service. The
University-sponsored program is staffed by experienced professional counselors who will provide information,
immediate assistance, or referral to other sources. All contact is confidential. There is no charge for the initial
assessment. For further information, contact your supervisor, MPPHR, Custodial Services staff, or call the EAP
office at 743-2800. The EAP offices are located on the first floor in Pod 1C102 of the Health Sciences Center
building (northwest end).




                                                  18
Education Assistance

Our education assistance program is designed to provide assistance in pursuing specific
courses and educational programs which will enhance your skills in current or future
work-related areas. Several avenues are available:


Journeyman Apprentice Program – Regular employees with six or more months of employment may be
eligible to apply for acceptance into the program when a position is available. There are requirements for
approval and successful completion, as well as other details, so please see your supervisor or the Manager for
Physical Plant Planning and Training, Physical Plant, Room 01. .

Adult Education Program – There are classes scheduled each week for those employees who want to improve
their skills in different areas. These classes are also designed to aid in obtaining a GED where applicable. Please
see your supervisor for more detail. The administration encourages every employee who feels they can be helped
by this program to enroll.

First Line Supervisors Course – Available to employees who are or may become supervisors. Check with your
supervisor or the Manager for Physical Plant Planning and Training for further details.

University Classes – Employees may be allowed to attend classes offered by the university subject to approval
by the Director or Associate Director concerned. No more than three hours of work per week may be missed
and this time must be made up, charged to vacation accruals, or taken as leave without pay. (TTUOP 70.03)




                                                  19
                      EMPLOYEE COMMUNICATIONS
                                                                                                      ¿Que Paso?

The Physical Plant newsletter is published once a month. Information of both a formal and informal nature is
presented. Much of the information is provided by you, so please report items of interest to your supervisor or
the newsletter editor (742-2760). Usually, the seventh of each month is the deadline to accept information for the
next edition.


                                                                                                    Shop Meetings

During these meetings, foremen/supervisors will pass on any important information which they received during
the Physical Plant UPDATE MEETING and/or Shop Meetings. Your undivided attention can only increase your
scope of information and help eliminate misunderstandings. If you are not sure of something - ask questions.


                                                                                                   Bulletin Boards

Each department has a bulletin board which is used to communicate important University information. You are
responsible for regularly reading the information posted on that board. Personal notices may also be posted: i.e.,
for sale, garage sale, would like to buy, etc.


                                                                                                      “Grapevine”

Rumors, which we all know exist, are an informal information source. They do have some value, particularly in
gaining advance information or notice before the normal channels have time to work. However, as a word of
caution, please recognize the grapevine’s inherent deficiencies as being sometimes unreliable and more
often INCORRECT. In other words, please don’t believe everything you hear as the absolute truth.

As the most reliable sources, please contact your supervisor or the Human Resources Manager. If the answers
you need are not readily available, then they will be researched.




                                                  20
Suggestions

We encourage your suggestions as part of our overall Continuous Quality Improvement program (CQI) to
improve quality and efficiency in the Physical Plant. Submit your suggestions in writing to your supervisor or the
director or associate director for your department. Your suggestions should be detailed so that the system or
procedure can be adequately evaluated. You are the one who knows more about your job than anyone and if you
can make suggestions which will help you do it more efficiently everyone will benefit. You are also encouraged to
participate in the Employee Involvement Groups (EIG) and Task Assigned Groups (TAG) which are formed to
assess and formulate suggestions for procedures or management of problems associated with the department
operation.


Complaint and Grievance Procedures

Under normal conditions, if you have a job-related problem, question, or complaint, you should discuss it with
your supervisor. The simplest, quickest, and most satisfactory solution will often be reached at this level.

If the discussion with your supervisor does not answer your question or resolve the matter to your satisfaction,
you may then present your complaint, in writing, to the next higher level of management ten days after discussing
it with the immediate supervisor. The second level supervisor will review the complaint with the department head
and respond to the employee in writing within 10 working days. A copy of the response will be sent to the
Director of Affirmative Action and Personnel Relations (DAAPR). If the matter is still not resolved satisfactorily,
you may submit a written appeal to the DAAPR no later than 10 days after receiving the written response from
the second level supervisor. At any time you may seek the advice and guidance of our Human Resources
Manager. The employee will not be discriminated against in any way in the future if he/she feels it is necessary to
file a complaint. (TTUOP 70.10)

Difficulties in using this complaint procedure should be immediately brought to the attention of the Human
Resources department.




                                                  21
                      EMPLOYEE SAFETY AND HEALTH
We strive to provide safe working conditions for our employees. We observe the safety laws of the government
within whose jurisdiction we operate. No one will knowingly be required to work in any unsafe manner. Safety is
every employee’s responsibility, and all employees are expected to do everything reasonable and necessary to keep
the University a safe place to work. You are provided information concerning the ―Right to Know‖ Hazard
communications, MSDS sheet, etc., so you are kept informed of the safety precautions taken on your behalf.

It is a proven fact that employees who have been in a new work environment for less than a year have more
accidents than more ―seasoned‖ employees. If you fall into this category, please pay close attention to the job at
hand in order to avoid accidents.

Safety rules are posted in each shop/department and you are responsible for becoming familiar with and observe
them at all times. (PP/OP 02.01)


                                                                                               Fires and Emergencies

IN CASE OF EMERGENCY, DIAL 9-911.

The facility where you work has an emergency procedure to follow in the event of fire or disaster. Exits, fire
extinguishers, and first-aid kits are located throughout the facility. Exits and areas around fire extinguishers must
be kept clear at all times. We also have employees trained in cardiopulmonary resuscitation (CPR) and first aid if
emergency medical attention is imperative.


                                                                                                Accidents – Personal

No matter how insignificant an injury may seem when it occurs, notify your supervisor and/or the Department
Safety Office immediately. An Incident Report Form (Attachment D, PP/OP 02.02) will be kept on file in the
event an minor injury requires medical attention in the future. All accidents which require medical attention or
cause lost time from assigned duties will necessitate the completion of a ―First Report of Injury‖ in addition to
the other required forms. The supervisor and Department Safety Officer should be kept informed of any injury
status.


Accidents – Vehicle

Any employee involved in a University vehicle accident must notify the University Police for on-campus accidents
and the Lubbock Police for off-campus accidents. Their immediate supervisor should be notified as soon as
possible thereafter as well as the Safety Officer. An ―Accident Report for University Vehicles‖ (see PP/OP 02.14
for attachment) will need to be completed as well as a ―Supervisor’s Investigation of Accident.‖

Failure to report either type of accident—personal or vehicular—could lead to some form of disciplinary action
so please always inform your supervisor when any accident occurs no matter how small.

Your attention to the prescribed safety rules will keep the department’s fleet of vehicles exemplary of the
professional organization we are striving to maintain. Maintaining a good personal driving record is also required
to ensure continuation of university-provided insurance. If your job requires the operation of a vehicle, this could
be an essential element in retaining that position.




                                                  22
Life-threatening Illnesses

We are committed to providing equal opportunity to all employees, including those who have a life-threatening
illness (cancer, AIDS, cardiopulmonary diseases, etc.). We are also committed to providing a safe work
environment that meets or exceeds state and federal regulations. Consequently, employees who have a life-
threatening illness will be treated like other employees as long as they meet performance standards, and medical
and other evidence indicates that their condition is not a threat to themselves or others.

We also believe all information regarding an employee with a life-threatening illness must remain private and
confidential. If, however, the illness does become public knowledge, we ask all employees to treat those
employees with compassion and understanding.




                                                23
                            STANDARDS OF CONDUCT &
                              CORRECTIVE ACTION
Groups of people who are working together for any purpose require certain guidelines pertaining to their conduct
and relationships. Accordingly, our employees must be aware of their responsibilities to the University and co-
workers.

We strive to take a constructive approach to disciplinary matters with a progressive disciplinary program. These
actions are to ensure that conduct which would interfere with operations or an employee’s job are not continued.

Violations of our standards will result in one of the following forms of corrective action: Oral warning, written
warning, suspension, or dismissal. In arriving at a decision for proper action, the following will be considered:

           The seriousness of the infraction
           The past record of the employee
           The circumstances surrounding the matter

Although there is no way to identify every possible violation of standards of conduct, the following is a partial list
of infractions which will result in corrective action which was taken word-for-word from TTUOP 70.31:

    1. Forgery, alteration or unauthorized use of University document, records, or identification
       materials
    2. Knowingly furnishing false information to the University
    3. The use of force or violence or other methods of obstructing the functions of the University
    4. Physical abuse of any person on University-owned or controlled property or at University-
       sponsored or supervised functions or conduct which threatens or endangers the health or safety
       of any person
    5. Theft of or damage to the tangible property of the University or of a member of the University
       community or campus visitor
    6. Unauthorized entry to or use of University facilities
    7. Unlawful manufacture, distribution, dispensing, possession or use of a controlled substance, or
       any substance, which is regulated by federal or Texas law
    8. Lewd, indecent, or obscene conduct on University-owned or controlled property or University
       sponsored or supervised function
    9. Failure to comply with the lawful direction of University officials where such directions are
       issued in the performance of their duties
    10. The violation of any other published University policies or rules

This list is intended to be representative of the types of activities which may result in disciplinary action. It is not
intended to be comprehensive and does not alter the employment-at-will relationship between the employee and
the University.




                                                        24
Conflict of Interest

Employees are expected to devote their best efforts to the interests of the University and the conduct of its
affairs. The University recognizes the right of employees to engage in activities outside of their employment
which are of a private nature and unrelated to our mission. However, a policy of full disclosure must be followed
to assess and prevent potential conflicts of interest from arising. Your position with the University is considered
your ―primary‖ employment and ―the full and complete execution of all assigned duties‖ is your first
responsibility. ―Outside employment must be compatible with the interest of the University and of such a nature
that it will not detract from the usefulness and performance of the employee.‖ Contact your supervisor or the
Human Resources Manager if you have questions regarding a possible conflict of interest or outside work.
(TTUOP 70.15)


Harassment, Including Sexual Harassment

Employers interested in human dignity and protection of their employees are particularly concerned about the
possibility of employee harassment, whether it is sexual, racial, ethnic or of some other type. Harassment in any
form - verbal, physical or visual - is strictly against University policy and will result in corrective action. Defining
sexual harassment precisely is not easy but it certainly includes slurs, threats, derogatory comments, unwelcome
jokes, teasing or sexual advances, and other similar verbal or physical conduct. In your day-to-day activities which
require travel from one campus location to another or work in a building with student traffic, please remember
that any University Student is also covered under this definition and none of the previously mentioned
types of harassment will be tolerated. This includes wolf whistles, ogling, or any other type of attention
which is not solicited from that student.

If you believe you have been the victim of harassment, or know of one who has, report it immediately to your
supervisor, the Director or Associate Director of your department, the Human Resources manger, or Director for
Physical Plant.


Absence Without Notice

For us to operate our ―business‖ effectively, we ask that you keep the department informed of your status when
you are off work because of illness or accident from any cause. Likewise, you must keep your supervisor informed
while off work due to illness, accident, or the need to take vacation for personal reasons or we will presume you
have resigned, and you will be removed from the payroll. The employee should inform the supervisor of the
possible length of the absence or provide the doctor’s prognosis and recommended duration for recovery. Any
time longer that this should be reported to your supervisor. Your supervisor should be notified at least once a
week of your condition if the recovery process is a lengthy one.

If you must leave work for any reason before the end of the day, you must inform your supervisor. Failure to
inform you supervisor in any of these instances could result in an Absence Without Approved Leave occasion
and the time charged as leave without pay.


                                                                                                 Attendance Standards

Punctuality and regular attendance are essential to the proper operation of any business. These also help you to
establish a good working reputation and add to your opportunity for advancement. If you are unable to report
for work for any reason, if you will arrive late, or must leave early, notify your supervisor or next
supervisor in line before starting time. The contact phone number for your area is ____________.




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                                                                         Job Abandonment (Assumed Resignation)

If you fail to notify the department after being absent five consecutive working days with no explanation or
contact of any kind, we will presume you have resigned and you will be removed from the payroll and your
employment will be terminated.


Smoking

The University has adopted a policy of no smoking in any of the buildings, including all mechanical and equipment
 rooms. Please abide by this ruling.


            Alcohol and Drugs

We recognize that alcohol and drug abuse in the work place has become a major concern. We believe that by
reducing drug and alcohol use we will improve the safety, health and productivity of employees. The object of the
department’s alcohol and drug policy is to provide a safe and healthy work place for all employees, to comply with
federal and state health and safety regulations, and to prevent accidents.

The use, possession, sale, transfer, purchase or being under the influence of alcoholic beverages, illegal drugs or
other intoxicants by employees at any time on University premises or while on University business is prohibited.
The illegal use of any drug, narcotic or controlled substance is prohibited. Employees must not report for duty or
be on University property while under the influence of, or have in their possession while on University property,
any alcoholic beverage, marijuana or illegally obtained drug, narcotic or other illegal substance.

Being under the influence of a prescribed medication is also included under this section. Since some medication
can alter motor and mental skills, it is advisable from a safety standpoint, that employees report to work knowing
temporary reassignment or being sent or taken back home could be advised. The doctor’s instructions concerning
the use of the drug will also be helpful in determining the safest course of action.


Dress and Personal Appearance

Employees are expected to maintain an appropriate appearance that is business-like, neat and clean, as determined
by the requirements of the work area. Service technicians, craftspeople, and custodians are issued uniforms which
are to be worn during working hours. Care should be taken to maintain a presentable appearance at all times -
even when entering other business establishments at the end of the day on the way home from work. You must
be aware that you are still presenting an image of the University whenever you are wearing the uniform. Dress
and appearance should not be offensive to customers or other employees. Appropriate appearance includes:

Apparel – You should wear clean, pressed uniforms when issued them. Employees who are not issued uniforms
should wear clean, pressed ―business attire‖ suitable for an office setting or clothing suitable for the work
assigned. A complete list of inappropriate attire would be impossible; however, the following are examples of
inappropriate dress:

         Faded and/or tattered jeans, shirts without collars, or shirts displaying advertising or writing.
         Overalls, sweat shirts/pants, jogging suits, shorts or tank tops.
         Any clothing with spaghetti straps, any clothing that reveals bare backs, midriffs, or shoulders, or any
          revealing or provocative clothing.




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           Tennis Shoes are discouraged for shop areas because of the safety factor, but may be worn if so specified by a doctor’s
             order or approved by the supervisor to perform special tasks. Custodial Services employees are allowed to wear this type of
             shoe in their work activity.



Spirit Day-Employees are encouraged to wear Red/Black shirts with Texas Tech insignia to show support for
the University.
Personal Hygiene – Good personal hygiene habits must be maintained. Hair should be clean, combed, and
neatly trimmed or arranged. This also pertains to sideburns, moustaches, and beards. Shaggy, unkempt hair is not
permissible. For all positions that require the use of a respirator, facial hair of any type is not allowed.




                                                                                                                       Telephone Use

                  University telephones are to be used for business purposes in serving the interests of our
                  customers and in the course of normal University operations. Answer all calls promptly, clearly,
                  and courteously, identifying the name of the shop/department and then yourself. On
                  occasion, personal calls may be necessary, but we ask your cooperation in limiting them to
                  emergencies or essential personal business and in keeping them brief.




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