Handbook of Policies and Procedures for Salaried Administrative Staff

Middletown, CT 06459-0290
(860) 685-3500 FAX (860) 685-3501

Douglas J. Bennet
President

Dear Colleague:

Wesleyan is committed to teaching and research of the highest quality. The work that administrative staff members perform, the ideas they generate, and the service that is provided to all members of the greater Wesleyan community are essential to accomplishing the university mission.

The University seeks highly capable, qualified administrative staff whose insistence on quality, creative thinking, and personal engagement are essential. In turn, Wesleyan seeks to assure fair and reasonable personnel policies, good working conditions, competitive salaries and benefits, and an environment that encourages professional growth. Wesleyan’s Handbook of Policies and Procedures for Salaried Administrative Staff is a comprehensive guide that provides a framework for working at Wesleyan. Please read the handbook carefully.

I hope your career at Wesleyan provides you with a strong sense of purpose and personal satisfaction. Thank you for your continued support.

Sincerely yours,

Doug

TABLE OF CONTENTS

Preface
Introduction
University History

Employment, Career Development, Salary Administration
        Staff Employment Policy
        Salary Administration
        Career Development

Time Off
        Annual Report of Leave Time Taken
        Vacation Policy
        Holiday Policy
        Leave Policies

Procedures
        Complaint Resolution Process
        Late Openings/Emergency Closings
        Payroll Policies and Procedures
        Work Schedules

General Topics
        Conflicts of Interest
        Confidentiality
        Domestic Partners
        Personnel Records/Release of Information
        Sexual Harassment
        Termination of Employment
        Work Environment
           Alcohol & Illegal Drugs
           Campus Safety
           Motor Vehicle/Parking Regulations
           Smoking
           Weapons

INTRODUCTION

This handbook is a source of information on policies and procedures that pertain to Wesleyan administrative staff members.

The Handbook of Policies and Procedures for Salaried Administrative Staff is the authoritative resource for policies and procedures and replaces any previously published or previously dated policies or procedures.

Policies and procedures may be updated from time to time. As revisions/additions, etc. are made, administrative staff members will be notified of changes.

Information regarding medical, dental, and life insurance; and pension and retirement savings accounts is NOT provided in this handbook. Specific information on these benefits will continue to be provided in the annual benefits update communicated by Human Resources before each year’s open enrollment period.

Please contact your supervisor or a member of the Human Resources staff to obtain information not included in this handbook or for advice about an employment related matter.*

This manual is subject to change by the University at any time and is not a contract of employment.

Employment may be terminated at any time by an administrative staff member or by the University, with or without cause or notice. No supervisor or administrator other than the president or the director of Human Resources has the authority to enter into an agreement for employment for any specified period of time. Furthermore, any employment agreement entered into by the president or the director of Human Resources is not enforceable unless it is a formal written agreement signed both by the administrative staff member and either the president or the director of Human Resources.

*NOTE: Throughout the information in this handbook, the total number of appointment hours is referenced. the hours are:

½ time = 975 hours
¾ time = 1462 hours
full time = 1950 hours

UNIVERSITY HISTORY

Wesleyan University was founded in September 1831 with 48 students and a faculty consisting of President Willbur Fisk, three professors, and one tutor. Today, Wesleyan offers instruction in 41 departments and programs and 50 major fields of study and awards Bachelor of Arts and graduate degrees. The student body consists of approximately 2,700 full-time undergraduates and around 150 graduate students.

In the late 19th century, the University’s faculty forged a professional commitment to research. By 1900, Wesleyan had a widely known and respected faculty, particularly in the natural sciences.

Since World War II, Wesleyan has been a leader in developing new modes of instruction. It continues to sustain an ambitious plan to bring students and faculty closer together in interdisciplinary study.

During the late 1960’s, the University transitioned to a coeducational institution with a firm commitment to minority enrollment. Today, the University continues to place a high priority on diversity in the student body, in the faculty and staff, and in the curriculum. The primacy of the role of the teacher-scholar, the synergy of teaching and research, sets the keen and demanding intellectual culture of Wesleyan apart from its peers.

STAFF EMPLOYMENT POLICY

(From the Wesleyan University Staff Employment Policy, adopted 1998.)

Through adherence to the staff employment policy, the University endeavors to:

Hire excellent employees;
Promote and achieve broad-based diversity among staff;
Assist employees in securing positions commensurate with their skills and knowledge, assuring equal access to promotion and advancement; and
Provide an avenue for employees to address concerns related to employment decisions.

Wesleyan University is fully committed to a policy of equal opportunity throughout the University, and to this end abides by all applicable federal, state, and local laws pertaining to nondiscrimination and fair employment practices. This policy was stated in earlier Equal Opportunity Program statements, was approved by the faculty in 1981, and reflects the strong, continuing commitment of the president and the Board of Trustees, which is the governing board of the University.

Accordingly, the University recruits, hires, trains, and promotes individuals without regard to race, color, religion, age, national origin, sexual orientation, sex, or disability. Wesleyan administers all personnel actions such as compensation, benefits, transfers, layoffs, return from layoffs, education, tuition assistance, and social and recreational programs without regard to race, color, religion, sex, sexual orientation, age, disability, or national or ethnic origin.

The following principles apply regarding the employment recruitment process.

INITIATING RECRUITMENT

Job posting: A job description will be completed by the hiring manager and forwarded to Human Resources (HR). HR will prepare the description for posting and, in coordination with the hiring manager, will assign a salary grade and hiring range. The posting will then be forwarded to the budget office for approval.
Affirmative Action Office (AAO): HR will inform the AAO when a search has been approved.

CREATING AN APPLICANT POOL

Recruitment Strategies: HR will meet with the hiring manager to discuss the open position, the job posting, and to develop recruiting strategies.
Posting of Open Positions: Vacancies will be posted in HR, North College, and the HR web site. Job postings may include a response deadline.
Outreach/Advertisement of Open Positions: Advertisements will be developed and arranged by HR in consultation with the hiring manager. As appropriate, the AAO will collaborate with HR and the hiring manager to develop recruiting strategies that will result in a diverse pool of applicants.

APPLICANT POOL EVALUATION

Applicant Record Keeping: HR will receive and log resumes.
Screening of Applicants: HR and the hiring manager will screen resumes based upon the essential functions of the job.
Assessment Stage: The hiring manager, in consultation with HR, will assess the applicant pool to ensure quality and diversity. If a diverse pool is not identified, the hiring manager and HR will work in collaboration with the AAO as appropriate to initiate further steps to broaden the applicant pool.

INTERVIEWING PROCESS

Pre-Interviews: Phone contact will be made with selected applicants by HR in conjunction with the hiring manager, or as necessary by a small committee, to narrow the applicant pool.
On Campus Interviews: Will be conducted by the hiring manager in collaboration with HR and/or with a small interviewing team designated by the hiring manager. Interviewers will be responsible for providing feedback to the hiring manager and HR. HR will notify the AAO regarding the interview results.

APPOINTMENTS

Finalist: Will be selected by the hiring manager with input from the interviewing team. AAO will be informed of the selection prior to an offer being extended.
Referencing: Three to five references of the finalist’s employment background will be conducted by HR.
Salary Determination: Will be determined by the hiring manager in collaboration with HR.
Job Offer: A job offer will be made by HR and/or the hiring manager. After the finalist has accepted the position, an appointment letter will be sent by HR documenting the administrative employee’s salary, start date, and benefits.

FOLLOW UP

Rejections: HR will inform through a phone call or letter all interviewed candidates who were not selected for the position.
Announcements: The university community will be informed regarding all new hires by the hiring department.
Orientation: New employees should schedule a benefits orientation within the first week of employment.
Hiring Information: HR will provide AAO with a report outlining new hire and candidacy pool information.

PROMOTIONS, JOB RE-CLASSIFICATIONS, AND TRANSFERS

All open positions, other than promotions and transfers within a department or re-assignments due to position elimination, will be filled following the procedures outlined above.

Departmental Promotion: Occurs within a division or department with the decision made by the supervisor and is based on the employee’s skills meeting the essential functions of the position.
Job Re-Classification: Results from significant broadening of the responsibilities of a position.
Departmental Transfer: Occurs within a department, for example, due to re-organization or for career development purposes.
Transfer Due to Position Elimination: HR will make every effort to place an employee whose position has been eliminated in a suitable position within the University.

Departmental promotions, job re-classifications, and transfers are approved by HR and monitored by AAO.

PROCESS TO ADDRESS CONCERNS AND COMPLAINTS RELATED TO THE DECISIONS REGARDING PROMOTIONS AND TRANSFERS

An employee who believes that he or she has not been treated fairly regarding promotion or transfer should address the complaint directly to HR by contacting the director or an associate director of Human Resources. HR will review the complaint with the employee and, at the employee’s discretion, assist the employee in processing an official appeal. In addition, if the employee believes he or she has been negatively affected in violation of the University’s Equal Employment Opportunity Policy, the employee should address the concerns to AAO.

Wesleyan is firmly committed to open, consistent recruitment procedures and to affirmative action. The policies and procedures stated above are subject to change at the sole discretion of the University and can be modified in the context of a particular search.

SALARY ADMINISTRATION

Wesleyan University’s salary administration is designed to accomplish three major objectives:

Attract and retain highly qualified staff members;

Link compensation to performance; and

Promote consistency and an internally equitable relationship between salary and responsibilities.

SALARY LEVELS AND GRADES

Administrative staff positions are assigned to one of seven salary grades. The job factors determining the grade for a position are listed below:

Experience and educational requirements;

Complexity;

Impact of decisions;

Supervisory responsibilities and level of supervision received;

Financial responsibilities;

Internal and external contacts; and

Working conditions.

Each grade in the salary structure includes a wide range of positions (grouped because the levels of responsibilities are comparable) and a wide range of salaries.

Minimum and maximum salaries for each grade are periodically updated. Human Resources will provide a copy of the current grade and salary range schedule on request.

ANNUAL MERIT SALARY INCREASES

Except in periods of economic difficulties, administrative staff members are considered for a July 1 merit increase. The amount of the salary increases (if any) will generally be paid out in two separate programs: a base salary increase program and a one-time payment program. The objective of the one-time pay program is to permit greater flexibility in rewarding performance than is available through the traditional base pay merit increase program. Wesleyan makes contributions to the pension programs on the one-time payment, as well as on the base salary increase. The amount of the individual merit increase is determined by the following key factors:

Guidelines for administrative staff members determined by the president and senior staff;

Recommendation by supervisor/department head, based on job performance and the relative salaries of administrative staff members; and

Salary surveys.

Notes:

The University’s guidelines for salary recognition usually are announced in a letter distributed to administrative staff members prior to July 1.

After an administrative staff member’s supervisor discusses a salary increase, it is confirmed in a letter from Human Resources, usually in late June or early July.

SALARY RANGE POLICIES

Range Minimums: Unless there are unusual reasons, an administrative staff member should not be paid less than the minimum of the salary range assigned to his or her position.
Range Maximums: An administrative staff member whose salary exceeds the maximum of the range for his or her position is eligible for salary increases, but the fact that the salary is above the maximum of the salary range will be considered in determining the amount of the increase.

CAREER DEVELOPMENT

It is important for administrative staff members to continue to improve existing skills, as well as develop new competencies. Expanding skills will benefit both the administrative staff member and the University in several ways:

Prepare an administrative staff member for a transfer or promotion to a different position;

Help an administrative staff member adapt to changes in the requirements of his or her current position; and

Allow an administrative staff member to learn about accomplishing his or her current tasks as efficiently as possible.

Wesleyan University provides opportunities for administrative staff members to enhance their skills while pursuing their careers. Some of the ways Wesleyan promotes professional and personal growth are:

Post campus-wide notice of vacancies;

Communicate about advancement opportunities;

Provide on-campus computer skills training;

Allow tuition-free enrollment in Wesleyan undergraduate and graduate courses; and

Reimburse tuition for successfully completed courses at other colleges and universities.

VACANCIES, PROMOTIONS AND TRANSFERS

The job descriptions for most vacancies are circulated through campus email to all staff and are posted both in Human Resources and on the bulletin board in North College. Administrative staff members are welcome to apply for promotion or transfer when vacancies occur. Normally, however, an administrative staff member will not be considered for another position until he or she has worked one year in his or her current position. Initial inquiries to Human Resources about any vacancy can remain confidential, but, if the decision to follow through by becoming a candidate for a promotion or transfer is made, it is necessary for the administrative staff member to advise his or her supervisor prior to a formal interview.

POSITION UPGRADES

Positions are assigned salary grades on the basis of their complexity; the skills and experience necessary to perform them satisfactorily; and the judgement, initiative, problem-solving ability and accountability they entail. Positions are reevaluated for a possible new salary grade when substantial changes occur in the job requirements.

Each grade in the salary structure includes a wide range of positions - grouped because the levels of responsibilities are comparable. A significant change in a position is generally necessary to justify advancing to a higher grade. If a position has changed substantially, an administrative staff member is welcome to discuss the possibility of an upgrade with his or her supervisor and to fill out or update the position evaluation questionnaire. The questionnaire – the basis for grading administrative positions – must be reviewed, documented where necessary, and approved by the administrative staff member’s department and Human Resources.

PROGRAMS FOR EDUCATIONAL ADVANCEMENT

Administrative staff members working at least 1462 hours are eligible for the following:

To take up to two courses at Wesleyan in each of the fall, spring, and summer terms without paying tuition as a special non-degree seeking undergraduate; and

To be reimbursed for up to $1,500 per year for successful completion of courses at other accredited colleges and universities.

NOTE:

The programs above will not cover any portion of tuition reimbursed by other assistance (e.g., G.I. Bill, research grant, fellowship, etc.). Additionally, the costs of books, other course materials, parking, and graduation expenses are not covered.

Courses at Wesleyan University: Administrative staff members are eligible to participate in Wesleyan University courses subject to terms and conditions of course enrollment.

Courses outside Wesleyan University: For graduate or undergraduate courses at other colleges and universities, Wesleyan will reimburse up to $1,500 per academic year. Reimbursement will be made for no more than two courses per semester, up to the $1,500 maximum. To receive this benefit:

Please refer to the Human Resources web site for a tuition reimbursement application form before enrolling in a course. A fee schedule must be provided along with the application form.

Provide grade reports, evaluations, or transcripts indicating successful completion of the course to Human Resources.

OPPORTUNITIES FOR TRAINING

The University occasionally schedules campus workshops for particular administrative staff groups on topics such as supervisory skills or time management. Notices and enrollment information are sent to eligible administrative staff members when workshops are available.

Information Technology Services (ITS) conducts computer-related courses (at introductory, intermediate, and advanced levels) for administrative staff members, usually on software in use at Wesleyan University. Notices are sent to all administrative staff members when courses of general interest are scheduled. Departments may also request customized training for new administrative staff members or for current administrative staff members using new equipment or programs.

Departments may arrange off-campus seminars or courses when administrative staff members and/or the department will benefit from them.

PERFORMANCE ASSESSMENT

Each administrative staff member makes an important contribution to the University. A formal performance assessment is conducted to discuss training and professional development needs and interests, to set goals for the coming year that support organizational goals, and to review job performance during the past twelve months.

The performance of an administrative staff member is assessed at least annually. To help departments with this process, Human Resources has developed a performance assessment packet and will provide as much support as departments request in their use of the forms. Documents generated in the performance assessment/career counseling process are for the purpose of improving communication and will remain in departmental files; they are not generally filed with Human Resources.

The assessment form is often used as a tool for discussion. It is not required, however, to promote a constructive exchange of ideas. Each department should use whatever process works best and insure that each administrative staff member is reviewed formally at least once annually.

Topics for discussion should be both general and specific. Suggested topics include:

Performance of position responsibilities;

Goals for current position;

Individual strengths;

Development and training needs;

Setting and accomplishing departmental priorities; and

Short and long-term career aspirations.

CAREER ADVICE

For confidential career counseling or information about a specific vacancy, administrative staff members are encouraged to schedule an appointment with the director or an associate director of Human Resources.

ANNUAL REPORT OF LEAVE TIME TAKEN

At the beginning of the calendar year, Human Resources provides each administrative staff member an annual chart to record vacations and holidays as they are taken. At the end of each calendar year, the completed and signed chart must be forwarded to Human Resources where it will be filed in each administrative staff member’s personnel file.

VACATION POLICY

ELIGIBILITY

Administrative staff members who work at least 975 hours per calendar year are eligible to receive paid vacation time. If the administrative staff appointment is less than full time, vacation time is pro-rated.

USING/ACCRUING VACATION TIME

Full time administrative staff members accrue vacation days on a monthly basis at the rate of 1/12 of the annual benefit and usually may not use vacation time before it has been earned. If assistance is needed to calculate annual or monthly vacation time, please contact Human Resources.

Vacation may be used as it accrues or it can be carried forward. When accrued vacation reaches the maximum – one time an individual’s annual benefit – no more vacation time may be carried forward. Accrued, unused vacation time will be paid when an individual terminates employment with the University. There are no circumstances that would allow payment for more than the accrual maximum.

Vacation must be taken during the periods an administrative staff member is scheduled to work. Vacation schedules must be approved in advance by an administrative staff member’s supervisor.

VACATION SCHEDULE – Full Time Administrative Staff Members

Administrative staff members who work year-round and have worked at Wesleyan University for ten years or less earn 20 vacation days each calendar year. After ten calendar years of employment at Wesleyan, one additional vacation day per year is earned, up to 30 days per year in the twentieth year.

YEARS OF SERVICE	NUMBER OF ANNUAL VACATION DAYS
One – Ten	20 days
Eleven	21 days
Twelve	22 days
Thirteen	23 days
Fourteen	24 days
Fifteen	25 days
Sixteen	26 days
Seventeen	27 days
Eighteen	28 days
Nineteen	29 days
Twenty or more	30 days

HOLIDAY POLICY

Wesleyan’s administrative staff holiday policy includes twelve paid holidays each calendar year. Early each year Human Resources distributes a schedule of the twelve paid holidays, some fixed and others floating. When a fixed holiday falls on Saturday, the holiday normally will be observed the preceding Friday; when it falls on Sunday, the holiday normally will be observed the following Monday.

The fixed holidays are:

New Year’s Day

Martin Luther King, Jr. Day*

Memorial Day

Independence Day

Labor Day

Thanksgiving

Day after Thanksgiving

Christmas

*Martin Luther King, Jr. Day* is celebrated either on his birthday (Jan 15) or the designated holiday (3rd Monday in January). The actual date will be announced each year by the University.

Some days adjacent to Christmas and New Year’s are also fixed – this varies according to the days of the week on which the holidays fall.

The rest of the holidays are floating holidays that may be used to observe other religious or civic occasions, as well as for other purposes. Approval must be obtained in advance from an administrative staff member’s supervisor to schedule a floating holiday. Floating holidays not taken during the calendar year are forfeited.

If a holiday falls during a period when an administrative staff member is not scheduled to work, the administrative staff member is not paid for the holiday. Example – An administrative staff member who is not scheduled to work during the summer months will not receive pay for the July 4th holiday.

LEAVE POLICIES

Administrative staff members are eligible for paid/unpaid leaves for a period of up to six months as stated below. The reason(s) for absence will determine eligibility for continued salary and/or benefits.

ILLNESS OR INJURY

SHORT-TERM DISABILITY
Administrative staff members who work at least 975 hours per year will continue to receive their normal salary for occasional absences because of illness or injury. Absences for one continuous month or more because of an injury or illness will be paid according to the following short-term disability schedule.

Short-Term Disability Schedule

Length of service	100% pay for up to	Then, at 60% for up to
Less than 2 years	One month	Five additional months
Two to three years	Two months	Four additional months
Three to four years	Three months	Three additional months
Four to five years	Four months	Two additional months
Five to six years	Five months	One additional month
Six or more years	Six months	Not applicable

LONG-TERM DISABILITY

For a disability of longer than six months, coverage is provided by the University’s long term disability (LTD) insurance carrier in coordination with Social Security. Please see the description in the annual benefits booklet.

ILLNESS OR INJURY

Employment ends for an administrative staff member who is absent due to illness or injury in excess of six months.

Note: Medical documentation satisfactory to Wesleyan University may be required for a medical leave or if an administrative staff member is absent six or more consecutive work days. In either event, supervisors should inform Human Resources of these types of absences. In addition, Wesleyan may ask that an administrative staff member be examined by a physician of its choice and provide medical evidence of his or her ability to return to work.

WORK-RELATED INJURIES OR ILLNESSES: Workers’ compensation statutes cover absences resulting from work-related injuries or illnesses. A report must be filed with Human Resources within 24 hours of injury, unless the administrative staff member is unable to do so.

Between 8:30 a.m. and 5:00 p.m., if medical attention is needed because of a job-related injury or illness, please call Human Resources immediately (x2100) to arrange for examination or treatment at the appropriate medical center. Otherwise, please call Public Safety (x3333).

PARENTAL LEAVE

Administrative staff members with non-temporary (more than one year) appointments for 1462 hours or more are eligible for a six-week paid parental leave. This applies to birth and adoption. In most cases, the six weeks leave should be taken when the child is born or adopted. In some instances, subject to approval, the leave could be delayed, but not usually beyond six months of the child coming into the home. If both the administrative staff member and spouse or domestic partner are eligible for a Wesleyan parental leave, the leave may be shared or designated for one parent to take it all.

OTHER PAID LEAVES – (if the appointment is for at least 1462 hours per year)

INCIDENTAL FAMILY MEDICAL: Administrative staff members who have worked at Wesleyan University for at least six months are eligible. If a dependent child, spouse, domestic partner, or parent is ill or injured, an administrative staff member can take time off with pay to care for that family member, with supervisor approval. A maximum of 10 paid days is allowed for this purpose in a period of any 12 consecutive months.
BEREAVEMENT: If someone in an administrative staff member’s immediate family dies, reasonable bereavement leave may be taken, normally from one to five days depending on the relationship and on where the funeral will take place. Questions about the appropriate length for bereavement leave should be directed to Human Resources.
MARRIAGE: Administrative staff members who have worked at Wesleyan University at least one year may take one week off with pay (in addition to eligible vacation) at the time of the wedding, but only if employment continues after the marriage.
JURY DUTY: If payment for jury duty is received, Wesleyan University will pay the difference between jury pay and regular compensation, based on the number of hours an administrative staff member would have been scheduled to work.
NATIONAL GUARD OR MILITARY RESERVE SUMMER TRAINING: Members of the National Guard or military reserves who are called to active duty for summer training will be paid for the difference between military training duty pay (based on the number of hours normally
scheduled to work) and regular compensation for up to ten days.

UNPAID LEAVES

FAMILY AND MEDICAL LEAVE ACT: Federal and state laws require covered employers to provide to eligible administrative staff members up to twelve weeks in one year or sixteen weeks in two years of unpaid, job-protected leave for certain family and medical reasons. Administrative staff members are eligible if they have worked for at least one year and for 1,250 hours over the previous twelve months.
Unpaid leave must be granted for any of the following reasons:

To care for the administrative staff member’s child after birth, or placement of a child for adoption or foster care;

To care for the administrative staff member’s spouse, son or daughter, parents, or domestic partner who has a serious health condition; or

For a serious health condition that prohibits the administrative staff member from performing his or her job.

NOTE: At the administrative staff member or employer’s option, certain kinds of paid leave may be substituted for unpaid leave.

More detailed information regarding the provisions of FMLA may be obtained by contacting Human Resources or the nearest office of the Wage and Hour Division of the Department of Labor, listed in most telephone directories under U.S. Government, Department of Labor.

MILITARY SERVICE LEAVE: Administrative staff members will be granted military leave as required by law.

PERSONAL LEAVE: An administrative staff member who wishes to request an unpaid personal leave must make that request in writing to his or her supervisor. These leaves are rare and are evaluated individually. Consideration is given to:

The compelling nature of the circumstances;

Length of service; and

Departmental staffing needs.

Personal leaves are subject to approval by Human Resources.

BENEFITS COVERAGE DURING UNPAID LEAVES

During unpaid leaves, Wesleyan University does not make contributions to pension accounts, and vacation and holiday time do not accumulate. For questions about benefits during unpaid leaves, please contact Human Resources.

COMPLAINT RESOLUTION PROCESS

Work-related problems should first be discussed with the administrative staff member’s supervisor. If the issue is not resolved, the problem may be brought to successively higher levels of supervision. If the results of these discussions are not satisfactory, the administrative staff member may initiate the formal complaint resolution process by contacting the director or an associate director of Human Resources.

Complaints of alleged sexual harassment or discrimination may also be initiated through the Affirmative Action Office. This alternative process is described in the section of this handbook titled Sexual Harassment.

Examples of subjects for which the formal complaint resolution process could be initiated are:

Disciplinary action;

Discrimination;

Disputed interpretation of policy;

Harassment;

Termination for cause; and

Unfair or unsafe working conditions.

Examples of subjects for which use of the process would be inappropriate are:

Complaints against students;

Changes in university policy;

Elimination of a position or non-continuation of an appointment; and

Complaints not filed in a timely manner.

FORMAL COMPLAINT RESOLUTION PROCESS

The University guarantees that there will be no retaliation of any sort against an administrative staff member who initiates a formal complaint.

An administrative staff member who wishes to begin the formal complaint resolution process should:

Write a statement describing the complaint and present it to his or her supervisor. The supervisor will respond in writing. A copy of the administrative staff member’s written statement should be sent to Human Resources.

If the supervisor does not respond within a reasonable time – usually no longer than two weeks – or if the administrative staff member is not satisfied with the supervisor’s response, the administrative staff member should provide his or her original statement with any additions to the officer responsible for the department. The officer, in consultation with Human Resources, will investigate and respond in writing.

If the administrative staff member is not satisfied with the officer’s response, the written complaint with any additional written and oral comments should be provided to the director of Human Resources. The director will review the complaint with the president who will make a final and binding decision.

Timeliness – While there are no firm deadlines for filing complaints or following the steps, it may be impossible to resolve complaints that are not filed in a timely manner. Administrative responses to complaints will be provided promptly.

MISCELLANEOUS INFORMATION – COMPLAINT RESOLUTION

In addition to the process listed above, each administrative staff member should be aware of the following options:

An administrative staff member may ask one member of the Wesleyan community to be present for advice and support.

The director or an associate director of Human Resources is available to discuss the complaint resolution process or to help resolve the complaint before the process is initiated.

A complaint may be withdrawn at any point.

Throughout this procedure, confidentiality will be maintained to the extent possible while remaining consistent with the requirement of conducting a thorough investigation.

LATE OPENINGS/EMERGENCY CLOSINGS

As a residential college, Wesleyan University has students to serve no matter what the weather and therefore normally does not adjust administrative office hours due to weather conditions. Exceptional circumstances such as blackouts, civil emergencies, or severe storms that, for example, might keep parking lots from being cleared, could prompt the University to open offices late, close early, or close for a complete work day.

Late opening announcements will be broadcast on radio station WTIC (1080 AM) and, if possible, will be recorded as a bulletin message on our voice mail system so that staff members can phone from home (to access from home call 860-685-2222) for the latest information. If offices must close early, Human Resources will notify all department heads.

In any event, administrative staff members should use their own judgement about coming to or staying at work when they believe extreme weather or other conditions put them at risk.

PAYROLL POLICIES AND PROCEDURES

PAYCHECKS

Administrative staff members are paid monthly, bi-weekly, or weekly, depending on the particular position. Unless arrangement is made for the direct deposit of paychecks to a financial institution (applications available from the Payroll Office), paychecks are distributed through campus mail or mailed to the individual’s home address. If arrangement is made for direct deposit of paychecks to a financial institution, a statement of earnings and deductions will be sent through campus mail or to the administrative staff member’s home each payday.

EARNINGS: Administrative staff members’ earnings include base pay and, for those who work more than 1462 hours during a calendar year.
DEDUCTIONS: Mandatory deductions include:

Federal and state income taxes (based on an individual’s W-4 filing status; W-4 filing status may be changed at any time by filing a new W-4 form with the Payroll Office);

Social Security taxes; and

Medicare taxes.

Routine questions about tax deductions can be asked of the Payroll Office. Advice on tax withholding strategies, however, should be discussed with a personal accountant or financial planner.
Optional pre-tax deductions are available for:

Group medical and dental insurance (deduction is automatic for participants in these plans);

A reimbursement account for medical and dental expenses not covered by insurance (medical expense reimbursement account or MERA);

Supplemental retirement savings (SRA) (tax deferred); and

A dependent care expense reimbursement account.

In addition, after-tax deductions can be arranged for:

Optional life insurance for administrative staff member or family members;

Contributions to the United Way;

Deposits to the Middlesex Schools Federal Credit Union;

Contributions to the Wesleyan Annual Fund; and

Miscellaneous expenses such as bookstore or food service charges.

If an administrative staff member received a mortgage from Wesleyan or is renting from the University, the monthly payment will be automatically deducted from his or her pay.

MEDICAL EXPENSE REIMBURSEMENTS: This applies only to administrative staff members who have enrolled in a medical expenses reimbursement account (MERA). Reimbursements for medical or dental expenses not covered by insurance will be included in a regular paycheck and will be itemized on the pay stub. Please see the benefits booklet for details on eligibility, enrollment deadlines, and the procedure for claims reimbursement.
DEPENDENT CARE EXPENSE REIMBURSEMENTS: Reimbursements are paid in a separate check.

REIMBURSEMENTS FOR WORK-RELATED EXPENSES

Administrative staff members are reimbursed for training, travel, lodging, other expenses approved in advance in connection with an administrative staff member’s job, and for the use of a home phone for work-related long-distance calls. Application for reimbursement must be made on travel expense forms and vouchers provided by the Controller’s Office. Reimbursement will be made in a separate check; not a paycheck.

For more comprehensive information on supplemental retirement savings, and optional benefits, please see the appropriate sections in the benefits booklet. Forms for changes and reimbursements can be obtained in Human Resources.

WORK SCHEDULES

Most administrative offices are open Monday through Friday from 8:30 a.m. to 5:00 p.m. and most administrative staff members have one hour off for lunch. Administrative staff positions, however, typically involve uneven demands that, depending on the types of services a department provides or supports, can impose a varying annual, weekly, or daily work schedule or can require unscheduled hours of work.

Most administrative staff positions are exempt from federal overtime regulations. A few positions, however, are eligible for overtime compensation based on the tasks, training, and accountability required of the position. Federal regulations require that administrative staff members in these few non-exempt positions record their hours and be paid time-and-a-half for hours worked in excess of 40 per week. Any payment of overtime must be authorized before the overtime work is performed.

An administrative staff member who is unable to report for work as scheduled must notify his or her supervisor or a specified department staff member as soon as possible.

Wesleyan University encourages flexible scheduling during the summer. Departments may authorize administrative staff members to start work earlier, take shorter lunches, or make other arrangements to end the workday or workweek earlier.

CONFLICTS OF INTEREST

It is the responsibility of every administrative staff member to insure that his or her outside activities and interests do not conflict with his or her obligations to Wesleyan University and do not impair or appear to impair his or her independent, unbiased judgement in the execution of Wesleyan University responsibilities.

Uncertainty about the potential for conflicts of interest should be discussed with a supervisor, department head, or the director or an associate director of Human Resources.

CONFIDENTIALITY

It is the responsibility of every administrative staff member to keep confidential any information entrusted to him or her. Confidential information about Wesleyan University, its faculty, students, or staff may not be discussed or copied without proper authorization.

The student directory, the faculty and staff directory, and other similar publications must be treated as internal resources, not public information. Neither the directories nor the information in them may be released without permission. Callers seeking information that might be confidential should be referred as specified below.

QUESTIONS ABOUT	REFERRED TO
Wesleyan from newspapers and other media . . .	Media Relations
Students or requests to contact students . . .	Dean’s Office
Faculty members or contacting faculty members off campus . . .	Academic Affairs or Appropriate Academic Departments
Current or former staff members (except student employees) . . .	Human Resources

DOMESTIC PARTNERS

If an administrative staff member and his or her domestic partner sign an “Affidavit of Domestic Partnership”, the domestic partner is eligible to participate in Wesleyan health, dental and life insurance plans, use campus facilities, take Wesleyan courses, and apply for tuition assistance for dependents. The affidavit is a legal document. The University urges any administrative staff member to seek legal advice before executing this document; it may create unanticipated legal obligations and contractual rights. For more details or to request the affidavit form please contact Human Resources.

PERSONNEL RECORDS/RELEASE OF INFORMATION

Official personnel files are maintained in Human Resources and are considered confidential. Information in personnel files will be released only under the following circumstances.

Internal
Information from personnel files is released internally only to others who have a legitimate reason for requesting it. For instance, if an administrative staff member applies for a promotion or transfer, information relevant to his or her background, skills, and performance may be provided to the hiring manager for that position.
External
When a request for information is received (e.g., verification of employment), Human Resources will release only employment status (currently employed, previously employed), employment date(s), and job title or category. No other information from the records will be released without written consent unless required by law.

An administrative staff member may examine the contents of his or her personnel file and copy any filed documents by scheduling an appointment with Human Resources.

It is the administrative staff member’s responsibility to keep his or her records current with the University. Please notify Human Resources (in writing) of any change in name, address, marital status, life insurance beneficiary, number of dependents or other personal data. Name and address changes must also be reported to the Payroll Office.

SEXUAL HARASSMENT POLICY

As an institution devoted to learning, openness, and the life of the mind, Wesleyan’s character as a community is measured in part by the kind of human relationships we build and sustain within this small but complex place. We flourish together to the degree that we practice the virtues of mutual respect, generosity, and concern. Accordingly, it is vitally important that we resist discrimination in all of its forms. Wesleyan must not, and will not, tolerate discrimination of any kind. Nor will we permit harassment or abuse in any form.

The Connecticut State law declares harassment of employees to be an unfair employment practice. Furthermore, the guidelines of the Federal Equal Employment Opportunity Commission concerning discrimination on the basis of sex affirm sexual harassment of employees as a violation of Title VII of the Civil Rights Act of 1964, as amended. Those guidelines state:

Unwelcome sexual advances, requests of sexual favors, and other verbal or physical contact of a sexual nature constitute sexual harassment when (1) submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment, (2) submission to or rejection of such conduct by an individual is used as the basis for employment decisions affecting such an individual, or (3) such conduct has the purpose or effect of substantially interfering with an individual’s work performance or creating an intimidating, hostile, or offensive working environment.

It is also imperative for us to realize that sexual harassment of students is an illegal form of sex discrimination under Title IX of the 1972 Education Amendments in that it constitutes differential treatment on the basis of sex. Title IX applies to any educational program or activity which receives federal funds and protects both employees and students. In an August 1981 policy memorandum, the Office of Civil Rights (OCR) of the U. S. Department of Education reaffirmed its jurisdiction over sexual harassment complaints under Title IX and adopted the following working definition:

Sexual Harassment consists of verbal or physical conduct of a sexual nature, imposed on the basis of sex, by an employee or agent of a recipient that denies, limits, provides different, or conditions the provision of aid, benefits, services, or treatment protected under Title IX. (OCR Policy Memorandum, August 31, 1981.)

The University will address any grievance alleging discrimination and take corrective action as appropriate. Sexual harassment, abuse, and all forms of discrimination are abhorrent to the values and mission of Wesleyan University and will not be tolerated. Wesleyan is determined to create and preserve an environment that respects and protects the human dignity of each member of this community.

As described below, the University will address any concern or complaint alleging sexual harassment and take corrective action as appropriate.

A. Sexual Harassment Concerns and Complaints

This section identifies administrators who have the authority and responsibility for making certain that sexual harassment concerns or complaints against a member of the Wesleyan community over whom the administrator has some jurisdiction are dealt with fairly and promptly and that the rights of everyone involved are protected. A faculty or staff member who prefers, however, may bring a sexual harassment concern or complaint to the attention of a different administrator. For example:

A student may prefer to discuss a concern about sexual harassment with, and seek counsel from, the Dean of the College or a Class Dean regardless of whom the concern is about.

Similarly, a staff member may prefer to discuss a concern about sexual harassment with, and seek counsel from, the Director of Human Resources regardless of whom the concern is about.

This section also identifies formal procedures that are available for processing sexual harassment complaints. Attempts to resolve sexual harassment concerns or complaints informally, however, are encouraged. Experience has demonstrated that most sexual harassment concerns or complaints, whether perceived or real, can be resolved by prompt, non-legalistic intervention. Frequently, the problem ends once the person who conduct has offended someone is made to realize that this is the case.

1. Making a Sexual Harassment Complaint Against a Staff Member

A sexual harassment complaint against a staff member may be submitted orally or in writing to any of the following:

The staff member’s supervisor;
The department head;
The Director of Affirmative Action; or
The Director, or an Associate Director, of Human Resources.

The Director of Human Resources should be notified of any sexual harassment complaint against a staff member that is submitted to one of the above officials and is responsible for insuring that an appropriate investigation takes place and that the Director of Affirmative Action is consulted during the investigation.

At any time either before or after submitting a sexual harassment complaint to one of the above officials, the complainant may also file a formal complaint pursuant to the complaint resolution procedure described in this handbook.

2. Making a Sexual Harassment Complaint Against a Faculty Member

A sexual harassment complaint against a faculty member may be made orally or in writing to any of the following:

The Department Chair
The Dean of the Division
The Vice President for Academic Affairs
The Director of Affirmative Action

The Vice President for Academic Affairs should be notified of any sexual harassment complaint against a faculty member that is submitted to one of the above officials and is responsible for insuring that an appropriate investigation takes place and that the Director of Affirmative Action is consulted during the investigation.

At any time either before or after submitting a sexual harassment complaint to one of the above officials, the complainant may also submit a formal complaint to the Faculty Committee on Rights and Responsibilities pursuant to the procedures described in the Blue Book. As these procedures provide: “The Faculty Committee on Rights and Responsibilities has exclusive jurisdiction to hear formal complaints and make recommendations to the president in disciplinary cases brought against members of the faculty where dismissal or some other substantial sanction is contemplated.”

3. Making a Sexual Harassment Complaint Against a Student

A sexual harassment complaint against a student may be made orally or in writing to any of the following:

The Dean of the College
A Class Dean
The Director of Affirmative Action

The Dean of the College should be notified of any sexual harassment complaint against a student member that is submitted to one of the above officials and is responsible for insuring that an appropriate investigation takes place and that the Director of Affirmative Action is consulted during the investigation.

At any time either before or after submitting a sexual harassment complaint to one of the above officials, the complainant may also submit a formal complaint to the Student or Graduate Judicial Board pursuant to the procedures described in the Blue Book.

4. Making a Sexual Harassment Complaint Against Someone Who Does Business with the University

A sexual harassment complainant against someone who does business with the University may be made orally or in writing to the Vice President and Treasurer or the Director of Affirmative Action.

5. Sexual Harassment Complaints and Confidentiality

The University is required by University policy and the law to conduct a prompt and impartial investigation of sexual harassment complaints. Strict confidentiality of sexual harassment complaints cannot, therefore, be guaranteed. Information in a sexual harassment complaint will be disclosed, however, only to the extent necessary to conduct an appropriate investigation, and otherwise will be kept confidential.

6. Supervisory Training

In accordance with Connecticut law, all faculty and staff members who have supervisory responsibilities are required to attend a sexual harassment prevention training program within six months of their assumption of those responsibilities.

7. External Complaints

The University reserves the right to terminate its processing of a formal sexual harassment complaint if the Complainant submits the complaint to an external agency.

Administrative staff members may also, at any time, initiate the Complaint Resolution Process detailed in this handbook.

TERMINATION OF EMPLOYMENT

VOLUNTARY RESIGNATION

Administrative staff members who voluntarily resign should give as much notice as possible (at least two weeks). Resignation notices should be submitted in writing with a copy sent to Human Resources. Human Resources will provide advice about applying for payment for accrued vacation time and for extending some group insurance plans (please see the benefits booklet or contact the benefits manager).

RETIREMENT

Although 65 is considered the normal retirement age, there is no age at which retirement from Wesleyan is required. Human Resources will help administrative staff members who are retiring arrange to continue participation in some insurance plans that cover eligible retirees. Administrative staff members who retire between ages 60 and 65 with at least 10 years of continuous eligible service may continue to participate in health, dental, and life insurance plans until age 65 on the same basis as active administrative staff members. Human Resources can also provide – at any age – information and sources of advice about financial planning for retirement.

INVOLUNTARY TERMINATION

Reasons for involuntary termination include:

Unsatisfactory job performance or inappropriate conduct; and
Position elimination.

UNSATISFACTORY JOB PERFORMANCE

Any administrative staff member experiencing difficulty performing his or her job satisfactorily should seek advice and help from his or her supervisor and/or from Human Resources.

There is no guarantee, however, that unsatisfactory job performance can be corrected in all cases, and the University reserves the right to terminate employment at its discretion. Employment at Wesleyan University is on an at will basis; therefore either party may end the employment relationship at any time.

PERFORMANCE IMPROVEMENT EFFORTS

Where appropriate, Wesleyan will provide counseling for administrative staff members whose performance is judged unsatisfactory. The counseling process may include:

Discussion of instances of unsatisfactory job performance or inappropriate conduct;
Discussion regarding acceptable levels of performance required; and
Providing an opportunity to correct the problem(s).

If the administrative staff member’s performance or conduct continues to be unsatisfactory, a supervisor or department head may take further corrective action after consultation with Human Resources. Corrective actions may include written warning, suspension, or discharge, based on the seriousness of the performance deficiency and the administrative staff member’s work record.

POSITION ELIMINATION

Wesleyan University makes every effort to avoid terminating an administrative staff member’s employment due to elimination of positions and/or reduction in workforce. In the event a position is eliminated, factors considered in determining the University’s response include:

Individual job performance;
Skill levels;
The University’s overall staffing needs; and
Length of service.

In the event an administrative staff member receives notice that his or her position is being eliminated, Human Resources will contact that administrative staff member to discuss the possibility of extending benefits and the possibility of applying for other positions within the institution. In addition, Human Resources will provide support where possible for the administrative staff member’s efforts to secure employment outside of the University.

GENERAL INFORMATION

TERMINATION PROCESSING

An administrative staff member who is leaving the University must notify Human Resources of his or her last date of employment, amount of unused vacation time, and forwarding address if it is different from employment records. Medical and dental insurance can be continued at the administrative staff member’s own expense. Please contact Human Resources for additional information. Also, please see the benefits booklet for the period of eligibility.

On the last day of employment, all university property must be returned, including keys, library materials, staff identification card, computer equipment, manuals, and any other items.

Severance**

Option 1

One week of severance for each year completed with a ten (10) week maximum;
Continuation of health insurance at administrative staff member rates for the same number of weeks (Also, please see the annual benefits choices booklet for longer extensions of insurance.);
Continuation of tuition assistance for courses in which the administrative staff member, spouse, or domestic partner are already enrolled; and
Continuation of dependents’ tuition assistance until the end of the semester.

Option 2
Administrative staff members who release the University from liability for their termination in terms satisfactory to the University will be eligible for:

Two weeks of severance for each year of service completed with a minimum of ten (10) weeks and a maximum of twenty-six (26) weeks;

Continuation of health insurance at administrative staff member rates for the same number of weeks (Also, please see the benefits booklet for longer extensions of insurance.);

Continuation of tuition assistance for courses in which the administrative staff member, spouse, or domestic partner are already enrolled; and

Continuation of dependents’ tuition assistance until the end of the academic year.

WORK ENVIRONMENT

ALCOHOL AND ILLEGAL DRUGS

Wesleyan University prohibits:

Working while under the influence of alcohol or illegal drugs; and
Unlawful possession, use, or distribution of illegal drugs on university property or while participating in any university-sponsored activity.

NOTE:

Any administrative staff member is required to notify the director of Human Resources within five days of any criminal drug statute conviction for a violation in the work place.

Administrative staff members who violate or fail to comply with this policy will be subject to disciplinary action that may include: oral warning, written warning, suspension (with or without pay), and termination of employment. In some instances, the University may also require administrative staff members who violate the section of this policy referring to alcohol or drug use to participate in rehabilitation programs outside the University as a condition of continuing employment.

For help with problems of drug and alcohol abuse, please contact Human Resources for assistance with identifying professional services and resources.

CAMPUS SAFETY

Reporting Injuries: If an administrative staff member is injured on the job, an accident report must be filed by the injured administrative staff member and/or the administrative staff member’s supervisor with Human Resources within 24 hours. If emergency medical attention is needed because of a work-related accident, please follow the procedures outlined below.

WHEN	WHO
8:30 a.m. to 5:00 p.m. Monday to Friday After Hours Weekends Holidays	Contact Human Resources (x2100) immediately to be referred to the appropriate treatment facility OR, if medically necessary, go directly to a clinic or emergency room. Contact Public Safety (x3333) immediately for assistance and referrals to the appropriate treatment facility OR, if medically necessary, go directly to a clinic or emergency room.

MOTOR VEHICLE/PARKING REGULATIONS

The Office of Public Safety registers motor vehicles for parking permits, enforces parking regulations, imposes fines for violations, and assists anyone who experiences a parking problem. Highlights of the regulations are listed below. More detailed information regarding the regulations may be requested from Public Safety.

Highlights

Any motor vehicle that is parked on campus must be registered with the Public Safety Office. Upon registering the vehicle, a parking decal will be provided and must be displayed on the registered vehicle. Unregistered vehicles may be towed or immobilized.
If an administrative staff member sells, transfers, or otherwise changes the state registration of any vehicle registered on campus, the change must be reported to Public Safety.
Between 8:00 a.m. and 5:00 p.m. Monday through Friday, vehicles may be parked ONLY in the lot(s) assigned. A violation may result in the vehicle being immobilized.
Parking is not permitted in a fire lane, near a yellow curb, in any unpaved area, or in a manner obstructing normal traffic flow. Violators are subject to ticketing, fines, and towing.
Handicapped parking spaces are reserved for individuals with a valid permit to park in designated spaces. Violators are subject to ticketing, fines, and towing.
Public Safety reserves the right to restrict parking during or after normal working hours for special events or during emergencies.

SMOKING

Effective July 1, 1999, Wesleyan amended its “Smoking Policy” and will no longer permit smoking in any faculty or administrative building - including all offices, common areas, and classrooms.

The reasons for this change include:

All Connecticut employers, including the University, are required to provide smoke-free working space for employees who request such space.

Requiring faculty or staff to request a smoke-free work space is an undue burden on those who are irritated by and/or allergic to passive, second-hand smoke.

Liability could be created for the University if the institution fails to ensure a smoke-free work environment for all employees.

To colleagues who do smoke, the University again acknowledges that smoking is a legal activity, though not a right in the work place. Wesleyan welcomes the opportunity to help you give up smoking, if that is an option you would like to consider. Please contact Human Resources if you would like assistance in identifying different methods to help you stop smoking.

WEAPONS

No handguns or other firearms (even if all permits, licenses and registrations required are up to date and available), explosives, or weapons of any kind are allowed on campus.

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