072.1 Electronic Messaging

Created by: Stephanie Ferguson on 09/29/2005
Category: 0 - General Administration; 70 - Computer Services
 
Originator: President
Current File: 072.1
Adoption Date: 04/20/2011
Reviewed for Currency: 04/20/2011
 
Replaces File: 072.1
Date of Origin: 03/23/1994
 
Classification: Faculty; Personnel
 
In Archive? 0

072.1 Electronic Messaging

 

A. Background

Furman University provides electronic messaging and collaborative tools, as well as network resources for the use of faculty, staff, students and others.  This policy outlines appropriate expectations and usage inside and outside the university community.

 

B. Policy

These resources are provided to facilitate valid educational and administrative activities. Standards of conduct for electronic messaging conform to those standards of conduct outlined in the Helmsman, the Faculty Handbook, and the Policies and Procedures Manual.

 

C. Guidelines

1.   Electronic mail messages or postings must meet the same standards for distribution or display as any other campus communication. Users are free to publish their opinions, but sources of such opinions must be clearly and accurately identified.

 

2.   Users should be aware that no system has yet been devised that cannot be compromised.  Users should never assume    that electronic mail messages will be private and confidential. System administrators may, from time to time, find it technically necessary to look at any data files in any electronic mail account in order to maintain system functionality. Any information obtained will be held in absolute confidentiality unless evidence is discovered indicating activity prohibited in this policy, the Helmsman, the Faculty Handbook, or the Policies and Procedures Manual. Therefore, users not wanting certain information viewed by others should not store such information in their electronic mail account nor in the electronic messaging system.

 

3.   Persons violating university guidelines and policies concerning the appropriate use of Furman University resources, will be disciplined by the normal and appropriate university oversight body (i.e., University Disciplinary Committee, faculty committee, or administrative officer). Penalties may include but are not limited to verbal or written warning, disciplinary probation, temporary access denial, permanent access revocation, disciplinary suspension or dismissal.

 

4.   The Chief Information Officer or the Director of Systems and Networks may, at their own discretion, and without notice, temporarily disable any account which is believed to be the source of mail messages or postings which are disrupting normal operation of the university's information technology resources.

 

5.   There are several activities that are expressly prohibited as inappropriate use of information technology resources at Furman:  Activities involving unprofessional, harassing, discriminatory, illegal and/or unethical behavior; Electronic messaging used for commercial gain or personal profit without written permission by the appropriate vice president and approval by the Chief Information Officer; Forgery of messages; Hacking or otherwise breaking into someone's files or stealing their password;  infringement of copyright law; Providing unauthorized access to copyrighted materials;  Origination or forwarding of "chain letters," defined as a letter sent to several persons with a request that each send copies to several persons with the same, or similar request; and any activity that significantly prevents or inhibits the conduct of university academic or administrative work.

 

6.   The Chief Information Officer or the Director of Systems and Networks may, at the request of the President, the Assistant Vice President of Human Resourcesl, or the Director of University Police, or as required by law, assist in the investigation of activities involving prohibited activities by examining the contents of electronic messages stored in or passing through any electronic messaging system owned by or under the control of the university for any purpose at any time.

 

 

 

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072.1 Electronic Messaging

Created by: Stephanie Ferguson on 09/29/2005
Category: 8 - Human Resources; 30 - Employee Relations/Communications
 
Originator: President
Current File: 072.1
Adoption Date: 04/20/2011
Reviewed for Currency: 04/20/2011
 
Replaces File: 072.1
Date of Origin: 03/23/1994
 
Classification: Faculty; Personnel
 
In Archive? 0

072.1 Electronic Messaging

 

A. Background

Furman University provides electronic messaging and collaborative tools, as well as network resources for the use of faculty, staff, students and others.  This policy outlines appropriate expectations and usage inside and outside the university community.

 

B. Policy

These resources are provided to facilitate valid educational and administrative activities. Standards of conduct for electronic messaging conform to those standards of conduct outlined in the Helmsman, the Faculty Handbook, and the Policies and Procedures Manual.

 

C. Guidelines

1.   Electronic mail messages or postings must meet the same standards for distribution or display as any other campus communication. Users are free to publish their opinions, but sources of such opinions must be clearly and accurately identified.

 

2.   Users should be aware that no system has yet been devised that cannot be compromised.  Users should never assume    that electronic mail messages will be private and confidential. System administrators may, from time to time, find it technically necessary to look at any data files in any electronic mail account in order to maintain system functionality. Any information obtained will be held in absolute confidentiality unless evidence is discovered indicating activity prohibited in this policy, the Helmsman, the Faculty Handbook, or the Policies and Procedures Manual. Therefore, users not wanting certain information viewed by others should not store such information in their electronic mail account nor in the electronic messaging system.

 

3.   Persons violating university guidelines and policies concerning the appropriate use of Furman University resources, will be disciplined by the normal and appropriate university oversight body (i.e., University Disciplinary Committee, faculty committee, or administrative officer). Penalties may include but are not limited to verbal or written warning, disciplinary probation, temporary access denial, permanent access revocation, disciplinary suspension or dismissal.

 

4.   The Chief Information Officer or the Director of Systems and Networks may, at their own discretion, and without notice, temporarily disable any account which is believed to be the source of mail messages or postings which are disrupting normal operation of the university's information technology resources.

 

5.   There are several activities that are expressly prohibited as inappropriate use of information technology resources at Furman:  Activities involving unprofessional, harassing, discriminatory, illegal and/or unethical behavior; Electronic messaging used for commercial gain or personal profit without written permission by the appropriate vice president and approval by the Chief Information Officer; Forgery of messages; Hacking or otherwise breaking into someone's files or stealing their password;  infringement of copyright law; Providing unauthorized access to copyrighted materials;  Origination or forwarding of "chain letters," defined as a letter sent to several persons with a request that each send copies to several persons with the same, or similar request; and any activity that significantly prevents or inhibits the conduct of university academic or administrative work.

 

6.   The Chief Information Officer or the Director of Systems and Networks may, at the request of the President, the Assistant Vice President of Human Resourcesl, or the Director of University Police, or as required by law, assist in the investigation of activities involving prohibited activities by examining the contents of electronic messages stored in or passing through any electronic messaging system owned by or under the control of the university for any purpose at any time.

 

 

 

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228.1 Tuition Benefits for Faculty and Staff

Created by: Stephanie Ferguson on 10/12/2005
Category: 2 - Student Life; 20 - Awards/Honors/Scholarships
 
Originator: Assistant Vice President of Human Resources, Academic Admin., Faculty Status Committee
Current File: 228.1
Adoption Date: 04/20/2011
Reviewed for Currency: 04/20/2011
 
Replaces File: 228.1
Date of Origin: 07/28/1975
 
Classification: Faculty; Personnel
 
In Archive? 0

228.1 Tuition Benefits for Faculty and Staff

 

A. Background

The University recognizes the desirability of providing assistance for the education of employees and their dependents and seeks to encourage and assist such education at Furman and other schools.

 

B. Policy

1. For eligible faculty and staff, the University provides tuition benefits for dependent children who are offered admission to the following programs:

a. Furman University Undergraduate and Graduate Programs

b. The Associated Colleges of the South Exchange Program (as available)

c. Tuition Exchange, Inc. (as available)

d. Tuition Scholarships to accredited undergraduate two-year or four-year college or universities (up to a specified amount)

2. The University provides tuition benefits for eligible faculty and staff and dependent spouses of eligible faculty and staff who are offered admission to Furman University’s undergraduate or graduate programs.

3. The University provides a Job-Related Tuition Reimbursement Benefit to eligible staff members who attend accredited colleges or universities other than Furman University. The University will provide a partial tuition reimbursement for job-related courses that have been pre-approved by the department manager and Human Resources.

 

C. Guidelines

1. Eligible faculty are defined as those with an employment agreement of three-fourths time or more and with at least two years of continuous University service. Eligible staff are defined as those who work a minimum of thirty hours per week for at least nine months each year with at least two years of continuous University service. Faculty and staff who began their employment with Furman on or before September 1, 2011, as well as all ROTC faculty are exempt from the two year service requirement. Family leave and sabbatical leave are not considered to interrupt continuous service under these guidelines.

2. Tuition scholarships are based on tuition charges identified in the University's catalog or other official University publications. The scholarship does not include non-tuition charges such as student government fees, room, board, books, application fee, residence hall damage deposits, student insurance, applied music, lab fee, graduation fee, activity fees, late enrollment, ROTC deposit, courses taken on an audit basis, and other special charges related to enrolling in the University.

3. A dependent spouse is defined as one who is legally married to the employee and meets the IRS definition of spouse or is a domestic partner, which requires the completion of an Affidavit on file in Human Resources. Domestic partners will be eligible for the tuition benefit on a taxable basis only (the value will be added to the employee’s W-2 form).

4. A dependent child is defined as one who is either a biological child, a step-child, a legally adopted child, or a child for whom the employee has legal guardianship. Eligible dependent children are considered those who rely on the faculty or staff member for more than one half of their financial support for the calendar year and are qualified to be claimed as dependents for federal tax purposes in accordance with Internal Revenue Code guidelines. In addition, dependent children will not be eligible for tuition benefits after they reach twenty-four years of age. If the dependent child reaches twenty-four years of age during a semester in which he/she is already enrolled, he/she will continue to receive the tuition benefit for the remainder of that semester. This benefit will cease at the end of that semester.

The dependent child of a domestic partner will be eligible for tuition benefits, on a taxable basis only (the value will be added to the employee’s W-2 form), if he/she relies on the faculty or staff member for more than half of his/her financial support for the calendar year. Human Resources will require that the faculty/staff member certify that the dependent child qualifies under IRS guidelines or under the guidelines of the Affidavit for Domestic Partners.

IRS regulations regarding the dependent’s income, support, relationship, and custody status will be used in determining the eligibility of dependent children.

The University will comply with Internal Revenue Service (IRS) and state regulations regarding the applicable taxation of tuition reimbursement proceeds.

5. Employees who want to take courses during their normal working hours must obtain approval from their supervisor before registering for such courses. Adjustments to work schedules may be required.

6. If an eligible faculty or staff member’s employment is terminated, whether at his/her own initiative or at the university’s, his/her eligible dependent child or spouse will continue to receive tuition benefits for the current semester or term.

7. If a faculty or staff member with ten or more years of continuous service dies or becomes disabled,

a. his/her child is eligible for tuition benefits until the child reaches twenty-four years of age, provided the child was a dependent (under Guideline 4 above) at the time of death or disability, and

b. his/her dependent spouse (as defined in Guideline 3 above) is eligible for tuition benefits for ten years after the death or disability, unless the dependent spouse enters upon a new marriage or domestic partnership, at which time the benefits will terminate.

However, for faculty and staff who began their employment with Furman on or before September 1, 2011, only five years of continuous service are required under this guideline, and the eligibility of a dependent spouse is not limited in duration or terminated by a new relationship.

8. If a faculty or staff member retires after reaching the age of fifty-five and has ten years of continuous service, and if the sum of his/her age at retirement and his/her consecutive years of service at Furman is at least seventy-five, the retiree, his/her dependent children, and his/her dependent spouse may receive tuition benefits after the retirement, subject to the requirements of Guidelines 3 and 4 above. Faculty and staff who began their employment with Furman on or before September 1, 2011, are exempt from the requirement that the sum of age and years of service amount to at least seventy-five.

9.Furman Undergraduate Program (available for employee, spouse or dependent children)

a. The University provides Furman tuition benefits to eligible dependent children, spouses, and employees who are admitted through the Office of Admission for the Furman Undergraduate Program as degree-seeking students. Eligible dependent children, spouses, and employees admitted to Furman as non-degree, special or transient students may receive tuition benefits for classes taken for credit at Furman for purposes that do not lead to a degree as long as space is available and they have received permission to enroll from the instructor.

b. Eligible dependent children who are admitted to Furman in a special student classification (secondary levels from grades 7-12) as non-degree students may receive the tuition benefit for classes taken for credit on a space-available basis. Additionally, prior to registration, the admitted dependent child must receive permission from the instructor and the department chair.

c. Tuition benefits do not cover audited courses.

d. The student is responsible for payment of all fees above tuition required by the University. The Office of Financial Aid will assist applicants in completing the appropriate need-based financial aid applications for additional types of aid including South Carolina Tuition Grants. To facilitate this process, each dependent child or spouse enrolled or to be enrolled at Furman must apply for a South Carolina Tuition Grant by filing the Free Application for Student Federal Aid (FAFSA) prior to June 30. The South Carolina Tuition Grant can be applied to tuition and the SGA fee only. If the dependent child or spouse receives a South Carolina Tuition Grant, Furman will provide the tuition benefit equal to tuition plus the SGA fee minus the amount of the tuition grant award. Should the Tuition Grant be discontinued, this provision will be no longer be in effect.

e. Should the eligible dependent qualify for a merit or talent-based scholarship from Furman University, the amount of the tuition benefit from Furman will be reduced by the amount of that scholarship. Additionally, should the eligible dependent receive a scholarship/grant that is designated for tuition from an entity other than Furman University, the amount of the tuition benefit from Furman will be reduced by the amount of that scholarship/grant. Faculty and staff who began their employment with Furman on or before September 1, 2011, are exempt from this provision.

10. Furman Graduate Program (available for employee, spouse or dependent child)

The University provides Furman tuition benefits to eligible dependent children, spouses, and staff who are admitted through the Office of Graduate Studies as long as they are taking courses to obtain:

- initial certification,

- add-on certification,

- recertification credit, or

- a graduate degree.

The application fee and graduation fee must be paid by the student.

11. Associate Colleges of the South (ACS) and Tuition Exchange, Inc. Programs (available for eligible dependent children only).

a. The Associated Colleges of the South (ACS) program provides tuition benefits as available to member institutions. Participating institutions are listed on the ACS website www.colleges.org.

b. The Tuition Exchange, Inc. program provides tuition benefits to a number of colleges, as available. The list is updated annually and should be reviewed annually by the student/parent for the status of schools and restrictions/limitations. The list can be found on the Tuition Exchange, Inc. website www.tuitionexchange.org.

c. Eligibility in the exchange programs requires that the dependent child meet the admission requirements and be pursuing his/her first undergraduate degree full-time during the regular school year (not summer school). Once accepted, the dependent child must make satisfactory academic progress to retain the grant. The tuition benefits are not guaranteed due to possible restrictions or limitations that may be applied by a participating school.

d. Faculty or staff members must obtain ACS or Tuition Exchange, Inc., forms from the Office of Financial Aid and, where required, must apply for need-based financial aid at the college or university where their dependents intend to pursue degrees.

e. Once admitted, students are eligible to continue in the ACS or Tuition Exchange, Inc., program until they complete eight semesters or the equivalent, or until they fulfill the requirements for their first undergraduate degree, whichever occurs first. Continuation of tuition benefits in these programs is not guaranteed due to possible restrictions or limitations that may be applied by participating schools.

12. Tuition Benefits to Attend Other Schools (dependent children only)

a. Dependent children who choose to attend an accredited undergraduate institution other than Furman or the schools in the ACS or Tuition Exchange programs are eligible for Furman University tuition assistance as long as they are full-time students pursuing their first associate or bachelor’s degree. Contact Human Resources for the assistance amount.

b. The purpose of the program is to provide financial assistance towards the dependent's receipt of an undergraduate degree at a two-year or four-year accredited college or university. No provisions are made for dependent children to do work beyond a single four-year undergraduate degree.

c. The tuition grant will pay tuition only up to the maximum amount of the award per academic year. The maximum award amount will cover study for eight semesters or the equivalent, or until the dependent fulfills the requirements for his/her first bachelor’s degree, whichever occurs first.

d. To obtain a tuition award, the employee must complete the top portion of the Furman University Tuition Grants Program form each year for four-year colleges or each term for two-year colleges and return it to Human Resources. Upon verification by the institution regarding the eligible tuition amount, payments for tuition will then be made directly to the college or university.

e. If the dependent child chooses to go to a private college in South Carolina, he or she must apply for a South Carolina Tuition Grant with the assistance of the Office of Financial Aid. The South Carolina Tuition Grant would provide funds in addition to the award given by Furman.

f. Tuition awards can be used for either full-time or part-time summer school attendance. Awards for partial year attendance will be made on a pro-rated basis.

13. Job-Related Tuition Reimbursement Program (staff only)

a. The Job-Related Tuition Reimbursement Program is available to full-time staff who attend accredited colleges and universities other than Furman University. The program provides partial reimbursement for courses that improve employees' ability to contribute to the University in their current positions or enhance their chances for advancement to another position within the University.

b. Eligible courses include (1) job-related courses which apply to career opportunities available at the University, (2) courses that lead to an associate, undergraduate or graduate degree, provided the degree is related to opportunities within the University, and (3) "long-term" courses to obtain occupational certifications that relate to job opportunities at the University.

c. Furman University will reimburse a limited amount toward tuition fees upon satisfactory completion of the course with at least a "C" grade. Contact Human Resources for this amount.

d. Prior to enrollment, the staff member must complete the request for course approval section of the Job-Related Tuition Reimbursement form and submit the completed form to the department manager and Human Resources. Only pre-approved courses will be eligible for reimbursement. Once approved, the employee must register and pay for the course in advance, complete the course and retain the receipt and the grade record. The class should be scheduled during non-working hours.

e. To receive reimbursement, an employee must submit the reimbursement section of the Job-Related Tuition Reimbursement form and must send a copy of the receipt and the grade record to Human Resources for processing. A check will be forwarded within two weeks from the date the form is received by Human Resources.

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800.1 Director of Human Resources

Created by: Dana Trebing on 02/28/2005
Category: 8 - Human Resources; 00 - General
 
Originator: President
Current File: 800.1
Adoption Date: 02/28/2005
Reviewed for Currency: 02/28/2005
 
Replaces File: 800.1
Date of Origin: 03/21/1996
 
Classification: Personnel
 
In Archive? 0

800.1 Director of Human Resources

 

A. Background

Human resources planning is an important function in the overall planning process for the university. Development and monitoring of employment, payroll, compensation, benefits, and performance reviews are necessary for equity among employees and for faculty and staff satisfaction.

 

B. Policy

The Director of Human Resources provides services to meet the needs of the faculty and staff in the areas of human resource planning, compensation, benefits, employment, policy development and implementation, performance review, compliance, and payroll.

 

C. Guidelines

1. The Director of Human Resources is appointed by the President and is directly responsible to the President.

2. The duties and functions of this office include:

a. Supervising the human resources staff by establishing procedures, assigning priorities, reviewing work performance, providing training and hiring/firing/disciplining as needed;

b. Maintaining the compensation plan by performing job analysis and job evaluation, completing job descriptions and salary surveys, and presenting and justifying changes to the compensation plan;

c. Reviewing and monitoring the benefit package, developing benefit bid packages and benefit education and wellness programs and deciding on changes to the benefit program to meet employee needs;

d. Developing and implementing employment procedures including application forms, procedures and policies, recruitment, and reviewing requisitions, reports and applications for compliance with policies and procedures;

e. Preparing and updating policies and procedures for personnel services to state university policy and to comply with state and federal laws; providing training to employees regarding policies and compliance;

f. Monitoring the use of the performance review system by reviewing forms submitted and conducting training courses and following up on reviews requiring justification;

g. Monitoring the use of the Discipline policy;

h. Reviewing and approving payroll changes to ensure accuracy and compliance with university policies;

i. Preparing the annual budget for the human resources area and monitoring and approving expenditures;

j. Preparing the university budget for faculty and staff salaries and benefits based on the Budget Committee's recommended salary pool and preparing salary agreements;

k. Evaluating and expanding the automated personnel management system by updating or creating data files, tables, screens and reports;

l. Mediating among employees to resolve issues and conflicts;

m. Assisting departments in human resource planning; and

n. Completing special projects, including report preparation, research, analysis, training meetings, etc., as assigned by the President.

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815.1 Family and Medical Leaves of Absences

Created by: Dana Trebing on 07/31/2001
Category: 8 - Human Resources; 10 - Benefits/Services
 
Originator: Director of Human Resources
Current File: 815.1
Adoption Date: 03/01/2005
Reviewed for Currency: 03/01/2005
 
Replaces File: 815.1
Date of Origin: 05/26/1998
 
Classification: Faculty; Personnel
 
In Archive? 0

815.1 Family and Medical Leaves of Absences

 

A. Background

Furman University grants paid and unpaid leaves of absence for medical, family, and other reasons. Furman has established this policy to promote consistency throughout the University and to ensure compliance with the Family and Medical Leave Act (FMLA) of 1993. (For Policy for Military Leave, see File 877.8.)

 

B. Policy

The University will grant an employee a leave of absence for justifiable reasons. Employees must request a leave of absence at least thirty (30) days prior to the date the requested leave is to begin, if practical. All requests must be in writing on the Request for Leave of Absence Form, accompanied by a physician certificate and approved by the Budget Unit Head (and Vice President for Academic Affairs and Dean for faculty requests) and the Director of Human Resources. Medical and family leave, including intermittent or reduced schedule leave, should be scheduled so that University operations are not disrupted. Leave taken under either the medical leave or family leave provisions of this policy will count towards the twelve (12) weeks allowed under the FMLA. Furman has established the 12-month period to be the twelve (12) months prior to the beginning of the leave of absence. The maximum period of leave of absence is one year.

 

C. Guidelines

1. Regular, full-time employees who have completed their probationary period and part-time employees who have been employed for twelve (12) months and worked at least twelve hundred fifty (1250) hours in the past twelve (12) consecutive months are eligible for leaves of absence.

2. Medical Leave: An employee will be allowed to take medical leave covered by the requirements and protections of the FMLA for up to twelve (12) weeks for a medically certified temporary period of incapacity, illness, or injury that is a serious health condition (i.e., inpatient care or continuing treatment by a health care provider). In the event the employee has a disability requiring a leave of absence beyond the twelve (12) weeks, the University may offer additional leave to accommodate the disability to the extent that such an extension does not create an undue hardship for the University. This extended leave is not subject to any of the requirements or protections of the FMLA. Medical leaves of absence for pregnancy, childbirth, or related conditions shall be subject to the same eligibility, terms, and conditions as are applicable to leaves of absence for all other types of medical conditions.

a. Employees must request medical leave thirty (30) days in advance, if practical, by completing a Request for Leave of Absence Form and by providing a physician's written certification (see Certification of Physician's Form) of the need for medical leave. Requests must be approved by the Budget Unit Head and the Director of Human Resources. If the employee fails to give notice or to provide the appropriate certification, the University may delay the start of leave until thirty (30) days after notice is given or until the certification is received.

b. Employees may request continuous leave of absence, intermittent or reduced schedule leave of absence. Intermittent or reduced schedule leave of absence would provide medical leave in separate blocks of time or as a reduction in the number of hours an employee normally works.

c. The University may require the employee to re-certify the medical need for leave at any reasonable interval (i.e., every thirty days) or if the employee requests an extension of leave or if circumstances described by the original certification have changed significantly or if the University receives information that casts doubt on the need for leave.

d. The employee will be required to use paid sick leave and vacation time (if available) as part of any medical leave. The use of sick leave and vacation time will not extend the maximum leave period established by this policy. Faculty leave time will be paid according to the faculty member's contract.

e. The University may require that the employee on leave provide periodic reports on his or her intent to return to work. If the employee gives notice of the intent not to return to work, the employee will be terminated and the employee's entitlement to reinstatement and benefits will cease.

f. Benefits provided during medical leave are as follows: (1) An employee is not paid during the leave of absence except when using paid vacation or sick leave. (2) The University's contribution toward medical, life, and long-term disability insurance will continue throughout the leave period for up to twelve (12) weeks during a twelve-month period as long as the employee contributes his or her portion of the premiums. Contributions toward retirement will continue as long as the employee receives pay. If an employee fails to make regular premium payments, coverage may cease at the end of the period paid. After returning from leave regulated by the FMLA, the coverage for an employee whose benefits were terminated is automatically reinstated. (3) If the leave of absence is extended beyond the FMLA 12-week period and is taken as unpaid leave, the continuation of group insurance becomes the responsibility of the employee who must pay the full premium.

g. On all medical leaves lasting more than seven (7) consecutive calendar days, a certification from the employee's physician stating that the employee is able to return to work is required. Any limitations such as "light duty" must be explained in detail by the physician.

h. When medical leave lasts twelve (12) weeks or less, the employee will be reinstated in his or her former position or an equivalent position when the return-to-work certification is received. If the employee's medical condition prevents performance of the essential functions of the position, reasonable accommodation will be attempted as required by the Americans with Disabilities Act.

i. Employees who stay on medical leave more than twelve (12) weeks will be returned to work as follows: (1) to the employee's former position, (2) to a position most closely equivalent to the former position if a vacancy exists and if the employee is qualified, or (3) to any job for which the employee is qualified and a vacancy exists. If no position is available, the employee will be given consideration for the next available position for which he or she is qualified.

j. An employee who does not return to work when either the leave expires or when released to work by a physician will be considered to have voluntarily resigned unless there are extenuating medical circumstances.

k. Upon return from leave of absence, refusal of an offer of reinstatement will be treated as a voluntary resignation.

3. Family Leave. A staff member will be allowed to take family leave covered by the requirements and protections of the FMLA for up to twelve (12) weeks. Faculty members will be allowed to take family leave for up to one full term, which may require an extension of FML beyond twelve (12) weeks. Family leave will be granted for the following reasons: (1) to care for the employee's child if leave is taken within twelve (12) months of the birth, (2) to care for the employee's child who has been placed with the employee through adoption or foster care, (3) to care for the spouse, domestic partner, child, or parent of the employee, if that family member has a serious health condition. "Spouse" means husband or wife. "Domestic partner" will be considered equivalent to a spouse. "Child" means biological, adopted, or foster child, stepchild, legal ward, or a child being raised by the employee. The child must be either under eighteen (18) years of age or older than eighteen (18) and incapable of self-care because of a mental or physical disability, or eighteen to twenty-four (18-24) years of age and a dependent of the employee. "Parent" means biological parent or a person who had primary responsibility for raising the employee. This term does not include parents "in-law."

a. Employees should request family leave thirty (30) days in advance, if practical, by completing a Request for Leave of Absence Form and by providing a physician's written certification (See Certification of Physician's Form) to document the need for a caretaker of the family member with a serious medical condition. Requests must be approved by the Budget Unit Head (and Vice President for Academic Affairs and Dean for faculty) and the Director of Human Resources. If the employee fails to give notice or to provide the appropriate certification, the University may delay the start of leave until thirty (30) days after the notice or until the certification is received.

b. Employees may request continuous leave of absence, intermittent, or a reduced schedule leave of absence. Intermittent or reduced schedule leave of absence would provide medical leave in separate blocks of time or as a reduction in the number of hours an employee normally works. Intermittent or reduced schedule leaves will be granted only when family leave is requested to care for a spouse, child, or parent with a serious medical condition. A faculty member may choose to be absent for a full term, or to teach one course in each of two consecutive terms based on the needs and preferences of the faculty member and the academic department. The time approved for the leave will be mutually agreed upon by the faculty member, the department chair, and the Vice President for Academic Affairs and Dean at the time the request for leave is approved. Faculty leave time will be paid according to the faculty member's contract.

c. If both the husband and wife work for the University, they may take only a combined total of twelve (12) weeks in any 12-month period for the birth or placement of a child. Each spouse is entitled to a separate family leave of up to twelve (12) weeks each to care for a child, spouse, or parent with a serious health condition.

d. The University may require the employee to re-certify the spouse, child, or parent's serious health condition at any reasonable interval (i.e., every thirty (30) days) or if the employee requests an extension of leave, if circumstances described by the original certification have changed significantly or if the University receives information that casts doubt on the need for leave.

e. The employee will be required to use all accrued vacation (if available) as part of any family leave taken because of the birth or placement of a child. An employee must use all vacation and sick leave when the purpose of the leave is to care for a spouse, child, or parent with a serious health condition. The use of vacation and sick leave will not extend the 12-week maximum for family leave.

f. The University may require that the employee on leave provide periodic reports on his or her intent to return to work. If the employee gives notice of the intent not to return to work, the employee will be terminated and the employee's entitlement to reinstatement and benefits will cease.

g. Benefits provided during family leave are as follows: (1) An employee is not paid during the leave of absence except when using paid vacation or sick leave. (2) The University's contribution toward medical, life, and long-term disability insurance will continue throughout the leave period for up to twelve (12) weeks during a 12-month period as long as the employee contributes his or her portion of the premiums. Contributions toward retirement will continue as long as the employee receives pay. If an employee fails to make regular premium payments, coverage may cease at the end of the period paid. After returning from leave regulated by the FMLA, the coverage for an employee whose benefits were terminated is automatically reinstated. (3) If the leave of absence is extended beyond the FMLA 12-week period and is taken as unpaid leave, the continuation of group insurance becomes the responsibility of the employee who must pay the full premium.

h. When family leave lasts twelve (12) weeks or less, the employee will be reinstated in his or her former position or an equivalent position.

i. Employees who stay on family leave for more than twelve (12) weeks will be returned to work as follows: (1) to the employee's former position, (2) to a position most closely equivalent to the former position if a vacancy exists and if the employee is qualified, (3) to any job for which the employee is qualified and a vacancy exists. If no position is available, the employee will be given consideration for the next available position for which he or she is qualified.

j. An employee who does not return to work when the leave expires will be considered to have voluntarily resigned.

k. Upon return from leave of absence, refusal of an offer of reinstatement will be treated as a voluntary resignation.

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815.1 Family and Medical Leaves of Absences

Created by: Dana Trebing on 07/31/2001
Category: 8 - Human Resources; 50 - Health/Safety
 
Originator: Director of Human Resources
Current File: 815.1
Adoption Date: 03/01/2005
Reviewed for Currency: 03/01/2005
 
Replaces File: 815.1
Date of Origin: 05/26/1998
 
Classification: Faculty; Personnel
 
In Archive? 0

815.1 Family and Medical Leaves of Absences

 

A. Background

Furman University grants paid and unpaid leaves of absence for medical, family, and other reasons. Furman has established this policy to promote consistency throughout the University and to ensure compliance with the Family and Medical Leave Act (FMLA) of 1993. (For Policy for Military Leave, see File 877.8.)

 

B. Policy

The University will grant an employee a leave of absence for justifiable reasons. Employees must request a leave of absence at least thirty (30) days prior to the date the requested leave is to begin, if practical. All requests must be in writing on the Request for Leave of Absence Form, accompanied by a physician certificate and approved by the Budget Unit Head (and Vice President for Academic Affairs and Dean for faculty requests) and the Director of Human Resources. Medical and family leave, including intermittent or reduced schedule leave, should be scheduled so that University operations are not disrupted. Leave taken under either the medical leave or family leave provisions of this policy will count towards the twelve (12) weeks allowed under the FMLA. Furman has established the 12-month period to be the twelve (12) months prior to the beginning of the leave of absence. The maximum period of leave of absence is one year.

 

C. Guidelines

1. Regular, full-time employees who have completed their probationary period and part-time employees who have been employed for twelve (12) months and worked at least twelve hundred fifty (1250) hours in the past twelve (12) consecutive months are eligible for leaves of absence.

2. Medical Leave: An employee will be allowed to take medical leave covered by the requirements and protections of the FMLA for up to twelve (12) weeks for a medically certified temporary period of incapacity, illness, or injury that is a serious health condition (i.e., inpatient care or continuing treatment by a health care provider). In the event the employee has a disability requiring a leave of absence beyond the twelve (12) weeks, the University may offer additional leave to accommodate the disability to the extent that such an extension does not create an undue hardship for the University. This extended leave is not subject to any of the requirements or protections of the FMLA. Medical leaves of absence for pregnancy, childbirth, or related conditions shall be subject to the same eligibility, terms, and conditions as are applicable to leaves of absence for all other types of medical conditions.

a. Employees must request medical leave thirty (30) days in advance, if practical, by completing a Request for Leave of Absence Form and by providing a physician's written certification (see Certification of Physician's Form) of the need for medical leave. Requests must be approved by the Budget Unit Head and the Director of Human Resources. If the employee fails to give notice or to provide the appropriate certification, the University may delay the start of leave until thirty (30) days after notice is given or until the certification is received.

b. Employees may request continuous leave of absence, intermittent or reduced schedule leave of absence. Intermittent or reduced schedule leave of absence would provide medical leave in separate blocks of time or as a reduction in the number of hours an employee normally works.

c. The University may require the employee to re-certify the medical need for leave at any reasonable interval (i.e., every thirty days) or if the employee requests an extension of leave or if circumstances described by the original certification have changed significantly or if the University receives information that casts doubt on the need for leave.

d. The employee will be required to use paid sick leave and vacation time (if available) as part of any medical leave. The use of sick leave and vacation time will not extend the maximum leave period established by this policy. Faculty leave time will be paid according to the faculty member's contract.

e. The University may require that the employee on leave provide periodic reports on his or her intent to return to work. If the employee gives notice of the intent not to return to work, the employee will be terminated and the employee's entitlement to reinstatement and benefits will cease.

f. Benefits provided during medical leave are as follows: (1) An employee is not paid during the leave of absence except when using paid vacation or sick leave. (2) The University's contribution toward medical, life, and long-term disability insurance will continue throughout the leave period for up to twelve (12) weeks during a twelve-month period as long as the employee contributes his or her portion of the premiums. Contributions toward retirement will continue as long as the employee receives pay. If an employee fails to make regular premium payments, coverage may cease at the end of the period paid. After returning from leave regulated by the FMLA, the coverage for an employee whose benefits were terminated is automatically reinstated. (3) If the leave of absence is extended beyond the FMLA 12-week period and is taken as unpaid leave, the continuation of group insurance becomes the responsibility of the employee who must pay the full premium.

g. On all medical leaves lasting more than seven (7) consecutive calendar days, a certification from the employee's physician stating that the employee is able to return to work is required. Any limitations such as "light duty" must be explained in detail by the physician.

h. When medical leave lasts twelve (12) weeks or less, the employee will be reinstated in his or her former position or an equivalent position when the return-to-work certification is received. If the employee's medical condition prevents performance of the essential functions of the position, reasonable accommodation will be attempted as required by the Americans with Disabilities Act.

i. Employees who stay on medical leave more than twelve (12) weeks will be returned to work as follows: (1) to the employee's former position, (2) to a position most closely equivalent to the former position if a vacancy exists and if the employee is qualified, or (3) to any job for which the employee is qualified and a vacancy exists. If no position is available, the employee will be given consideration for the next available position for which he or she is qualified.

j. An employee who does not return to work when either the leave expires or when released to work by a physician will be considered to have voluntarily resigned unless there are extenuating medical circumstances.

k. Upon return from leave of absence, refusal of an offer of reinstatement will be treated as a voluntary resignation.

3. Family Leave. A staff member will be allowed to take family leave covered by the requirements and protections of the FMLA for up to twelve (12) weeks. Faculty members will be allowed to take family leave for up to one full term, which may require an extension of FML beyond twelve (12) weeks. Family leave will be granted for the following reasons: (1) to care for the employee's child if leave is taken within twelve (12) months of the birth, (2) to care for the employee's child who has been placed with the employee through adoption or foster care, (3) to care for the spouse, domestic partner, child, or parent of the employee, if that family member has a serious health condition. "Spouse" means husband or wife. "Domestic partner" will be considered equivalent to a spouse. "Child" means biological, adopted, or foster child, stepchild, legal ward, or a child being raised by the employee. The child must be either under eighteen (18) years of age or older than eighteen (18) and incapable of self-care because of a mental or physical disability, or eighteen to twenty-four (18-24) years of age and a dependent of the employee. "Parent" means biological parent or a person who had primary responsibility for raising the employee. This term does not include parents "in-law."

a. Employees should request family leave thirty (30) days in advance, if practical, by completing a Request for Leave of Absence Form and by providing a physician's written certification (See Certification of Physician's Form) to document the need for a caretaker of the family member with a serious medical condition. Requests must be approved by the Budget Unit Head (and Vice President for Academic Affairs and Dean for faculty) and the Director of Human Resources. If the employee fails to give notice or to provide the appropriate certification, the University may delay the start of leave until thirty (30) days after the notice or until the certification is received.

b. Employees may request continuous leave of absence, intermittent, or a reduced schedule leave of absence. Intermittent or reduced schedule leave of absence would provide medical leave in separate blocks of time or as a reduction in the number of hours an employee normally works. Intermittent or reduced schedule leaves will be granted only when family leave is requested to care for a spouse, child, or parent with a serious medical condition. A faculty member may choose to be absent for a full term, or to teach one course in each of two consecutive terms based on the needs and preferences of the faculty member and the academic department. The time approved for the leave will be mutually agreed upon by the faculty member, the department chair, and the Vice President for Academic Affairs and Dean at the time the request for leave is approved. Faculty leave time will be paid according to the faculty member's contract.

c. If both the husband and wife work for the University, they may take only a combined total of twelve (12) weeks in any 12-month period for the birth or placement of a child. Each spouse is entitled to a separate family leave of up to twelve (12) weeks each to care for a child, spouse, or parent with a serious health condition.

d. The University may require the employee to re-certify the spouse, child, or parent's serious health condition at any reasonable interval (i.e., every thirty (30) days) or if the employee requests an extension of leave, if circumstances described by the original certification have changed significantly or if the University receives information that casts doubt on the need for leave.

e. The employee will be required to use all accrued vacation (if available) as part of any family leave taken because of the birth or placement of a child. An employee must use all vacation and sick leave when the purpose of the leave is to care for a spouse, child, or parent with a serious health condition. The use of vacation and sick leave will not extend the 12-week maximum for family leave.

f. The University may require that the employee on leave provide periodic reports on his or her intent to return to work. If the employee gives notice of the intent not to return to work, the employee will be terminated and the employee's entitlement to reinstatement and benefits will cease.

g. Benefits provided during family leave are as follows: (1) An employee is not paid during the leave of absence except when using paid vacation or sick leave. (2) The University's contribution toward medical, life, and long-term disability insurance will continue throughout the leave period for up to twelve (12) weeks during a 12-month period as long as the employee contributes his or her portion of the premiums. Contributions toward retirement will continue as long as the employee receives pay. If an employee fails to make regular premium payments, coverage may cease at the end of the period paid. After returning from leave regulated by the FMLA, the coverage for an employee whose benefits were terminated is automatically reinstated. (3) If the leave of absence is extended beyond the FMLA 12-week period and is taken as unpaid leave, the continuation of group insurance becomes the responsibility of the employee who must pay the full premium.

h. When family leave lasts twelve (12) weeks or less, the employee will be reinstated in his or her former position or an equivalent position.

i. Employees who stay on family leave for more than twelve (12) weeks will be returned to work as follows: (1) to the employee's former position, (2) to a position most closely equivalent to the former position if a vacancy exists and if the employee is qualified, (3) to any job for which the employee is qualified and a vacancy exists. If no position is available, the employee will be given consideration for the next available position for which he or she is qualified.

j. An employee who does not return to work when the leave expires will be considered to have voluntarily resigned.

k. Upon return from leave of absence, refusal of an offer of reinstatement will be treated as a voluntary resignation.

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817.81 Discipline and Termination--Support and Administrative Staff

Created by: Dana Trebing on 01/02/2002
Category: 8 - Human Resources; 10 - Benefits/Services
 
Originator: Assistant Vice President forf Human Resources
Current File: 817.81
Adoption Date: 04/20/2017
Reviewed for Currency: 04/20/2017
 
Replaces File: 817.81
Date of Origin: 09/15/1998
 
Classification: Faculty; Personnel
 
In Archive? 0

817.81 Discipline and Termination--Support and Administrative Staff

 

A. Background

Employment legislation dictates the necessity for a procedure covering discipline and termination. This policy was developed to provide general guidance for all departments of the university. This policy does not establish any contractual rights and does not alter the at-will employment status of any employee. While Furman strives for uniform application of these guidelines, Furman reserves the right to respond to any situation, in its sole discretion, as it deems appropriate.

 

B. Policy

The university expects all employees to complete their job responsibilities and to comply with reasonable rules of conduct in connection with their work (See File 817.8). Budget Unit Heads and other supervisors will be responsible for communicating and enforcing this policy. Disciplinary action is normally undertaken with the intent of working with the employee to bring performance and conduct up to a satisfactory level. Furman reserves the right, however, to respond to any situation, in its sole discretion, as it deems best. The Assistant Vice President for Human Resources must be notified before any disciplinary action is taken.

 

C. Guidelines

1. After consulting with Human Resources, the following considerations should be taken into account by the Budget Unit Head and supervisor when determining disciplinary:

a. The seriousness of the offense.

b. The frequency of violations by the employee.

c. The time interval between violations and the employee response to prior disciplinary actions.

d. The employee's work record.

e. The consistency of discipline applied to other employees in similar circumstances. (The Assistant Vice President for Human Resources should be consulted for this item.) In most instances, discipline should be administered progressively (i.e: Verbal Warning, Written Warning, Suspension Without Pay, or Final Written Warning, Termination).

2. All types of disciplinary action must be documented on the Notice of Disciplinary Action form with copies to the employee, the supervisor and the personnel file. This documentation will include specific reasons for the disciplinary action, expected actions to be taken and the consequence of any further infractions and will include the signature of both the employee and supervisor.

3. If the employee disagrees with the disciplinary action and wants to appeal the decision, he or she may do so through the Employee Grievance Procedure (See File 833.1).

4. Three written warnings during any twelve consecutive months may subject an employee to termination of employment. The employee's record will be reviewed by the immediate supervisor, the Budget Unit Head and the Assistant Vice President for Human Resources to determine if termination is justifiable.

5. When an employee commits a major infraction requiring immediate action, after consultation with Human Resources, the Budget Unit Head or the supervisor will have the authority to suspend the employee without pay for a period not to exceed 5 work days. A suspension for a major infraction may lead to possible termination. Major infractions include but are not limited to: (a) Theft of property on campus. (b) Damage or destruction of property on campus. (c) Physical assault or fighting on the campus. (d) Possession of firearms or other dangerous weapons. (e) Endangering the safety of others. (f) Insubordination. (g) Any action on university property or while on university business involving alcoholic beverages and/or drugs, which are prohibited. See File 850.1. (h) Not reporting to work for three consecutive work days without notifying the supervisor. (i) Any other action that, in management's judgment, is of sufficient severity to warrant discharge. Furman reserves the right to treat any situation as a major infraction based on the circumstances. NOTICE OF DISCIPLINARY ACTION form available from the Human Resources Office.

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817.9 Probationary Period -- Support Personnel

Created by: Dana Trebing on 03/01/2005
Category: 8 - Human Resources; 10 - Benefits/Services
 
Originator: Director of Human Resources
Current File: 817.9
Adoption Date: 03/01/2005
Reviewed for Currency: 03/01/2005
 
Replaces File: 817.9
Date of Origin: 12/18/1995
 
Classification: Personnel
 
In Archive? 0

817.9 Probationary Period -- Support Personnel

 

A. Background

Furman University established a probationary period for all support personnel to provide time for the supervisor to evaluate the new hire's skills and performance. This policy was prepared to ensure uniform understanding and treatment of employees in all departments during their probationary period.

 

B. Policy

All new employees will be employed for a probationary period of three (3) months. This probationary period may also be applied to employees who have transferred or been promoted to positions requiring significantly different or greater responsibility. During the probationary period, supervision will ensure that the employee receives the proper orientation and training. The supervisor will evaluate the employee's work progress to determine if he or she should become a regular employee. Separations may be effected at any time during the probationary period if the supervisor determines that the employees progress is unsatisfactory. However, the supervisor has the option of extending the probationary period if additional time is warranted, upon the approval of the Director of Human Resources.

 

C. Guidelines

1. The performance and over-all work progress of probationary employees will be rated by the supervisor at the end of the third, eighth, and twelfth weeks. The probation review form will be completed and discussed with the employee at these times.

2. The Human Resources Office will provide the budget unit head (supervisor) with the required for in advance of each work progress reporting date.

3. Probationary employees are not eligible for pay increases until the end of their probationary period. Employees who are hired at the entry level may receive an increase at the end of the probationary period, upon approval of the Director of Human Resources.

4. Newly hired employees will not be authorized to take vacation until after the completion of the probationary period. Upon completion of the probationary period, vacation will be credited from the beginning of full-time employment date. (See File 833.1.)

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817.91 Staff Annual Performance Evaluation

Created by: Dana Trebing on 03/01/2005
Category: 8 - Human Resources; 10 - Benefits/Services
 
Originator: Director of Human Resources
Current File: 817.91
Adoption Date: 04/20/2017
Reviewed for Currency: 04/20/2017
 
Replaces File: 817.91
Date of Origin: 09/15/1998
 
Classification: Personnel
 
In Archive? 0

817.91 Staff Annual Performance Evaluation

 

A. Background

Furman University implemented a Communication Improvement, Goal Setting, and Performance Evaluation Process to define the competencies of job duties, to provide a consistent method for planning and evaluating performance, to improve the communication between supervisors and employees, to encourage ideas for improvement in performance, and to support the professional development of the individual.

 

B.  Policy

 

The performance of all support and administrative employees will be reviewed at least annually. This review will be based on department goals, job responsibilities, and mutually agreed upon goals, competencies, expectations and measurements.

 

C. Guidelines

1. Communication Improvement:

a. To define the relationship between the employee's responsibilities and goals, the department goals and Furman's strategic plan.

b. To encourage two-way communication between employee and supervisor.

c. To provide a clear definition of responsibilities, expectations and goals.

d. To establish methods to measure accomplishments, progress and improvements.

e. To emphasize the positive aspects of improvement and professional and personal development.

f. To provide a basis for recognition of responsibilities, skills and accomplishments.

2. Goal Setting:  Based on the department goals and responsibilities and the employee's job description, the supervisor and employee will develop specific goals and expectations for the review period. The methods of measurements will also be agreed upon: quality standards, deadlines, quantity levels, etc. for both the on-going responsibilities and new assignments. 

3.  Competencies:

a.  Furman Core Competencies: All Furman University employees will be evaluated on the six Furman University Core Competencies: 

 

1.  One Furman

2.  Collaboration

3.  Communication

4.  Institutional Values

5.  Professional Growth

6.  Service

  

b. Supervisor Competencies: Furman University employees with supervisory duties will be evaluated on a minimum of three Supervisor Competencies coupled with competencies from the group of Job-Specific Competencies to equal no more or less than a total of five selectable competencies.

1. Development and Training

2. Leadership

3. Performance Management

4. Quality Improvement

5. Resource Management

c.  Job-Specific Competencies: Furman University has established a group of eleven competencies on which employees will be evaluated.  Five of the eleven competencies will be pre-selected during a meeting between supervisor and employee.

1.  Accountability

2.  Decision Making

3.  Flexibility

4.  Fiscal Responsibility

5.  Initiative and Motivation

6.  Job Skills and Knowledge

7.  NCAA/Southern Conference Compliance

8.  Operation and Maintenance of Equipment

9.  Safety

10. Security

11.  Work Productivity (Quality and Quantity)

4.  Evaluation Procedures:

a. Goal Setting Process. Prior to September 1, the supervisor and the employee meet to develop and agree upon the goals, expectations, competencies to be evaluated and methods of measurements for the year. Additionally, the supervisor explains the process and works with the employee to develop specific goals and expectations based on the department's goals, the job responsibilities, the previous annual performance evaluation, and verbal understandings regarding position expectations. Performance competencies are also discussed to ensure the employee’s understanding of the expectations and the level of expected performance.

b. Performance Evaluation Period (April 1 – March 31). The supervisor and employee will communicate with each other on an on-going basis regarding the employee’s performance. Exceptional achievements should be recognized in a timely manner. Areas in need of improvement should be addressed during the performance period.  If necessary, it is suggested that an individual performance improvement plan be put in place by October 1 to identify performance deficiencies and to provide a clear and concise mechanism for improving performance for any staff member whose overall performance is rated as “Needs Improvement”.  It is the supervisor's responsibility to provide support and specific guidelines to help the employee meet the goals and expectations. It is the employee's responsibility to keep the supervisor informed of progress and any concerns.

c. Completion of Annual Performance Evaluation. At the end of the performance evaluation period (March 31), the supervisor completes the Annual Performance Evaluation form considering information only from the period under review using a variety of data, with input from the staff member. After completion, the employee and supervisor meet to discuss performance and the supervisor finalizes a performance rating based on the success of meeting performance measures, goals, expectations and individual behaviors detailed within competencies. This will allow the review to be used as a factor in making salary recommendations at the conclusion of the performance review period. If necessary, plans for future improvement should be documented for areas that need improvement.  The Form is signed, copies are retained by the employee and the supervisor, and the original is sent to Human Resources by May 15. If the employee wishes, a written statement may be submitted as additional documentation for the personnel file. Areas of improvement and new or revised goals are established as the basis of the next Goal Setting Process.

 

5. The Human Resources office will review Annual Performance Evaluation Forms for completeness and consistency. The Human Resources office will also provide periodic training for supervisors and employees. New employees will be introduced to the performance planning and review process during new employee orientation.

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818.1 Sick Leave: Support and Administrative Personnel

Created by: Dana Trebing on 03/01/2005
Category: 8 - Human Resources; 10 - Benefits/Services
 
Originator: Director of Human Resources
Current File: 818.1
Adoption Date: 03/01/2005
Reviewed for Currency: 03/01/2005
 
Replaces File: 818.1
Date of Origin: 12/07/1976
 
Classification: Personnel
 
In Archive? 0

818.1 Sick Leave: Support and Administrative Personnel

 

A. Background

The Furman University sick leave policy is designed to assist employees during periods of illness. It is not designed to provide additional time off from work.

 

B. Policy

The University will provide payment during specified illness-related absences for support and administrative employees for the purpose of maintaining the earnings of such employees for a reasonable period during the time they are unable to work.

 

C. Guidelines

1. All regular, full-time administrative and support personnel who work a minimum of thirty (30) hours per week for nine (9) consecutive months are eligible for sick leave. Part-time employees and employees classified as "temporary" are not eligible for benefits regardless of the number of hours worked in a week.

2. Sick leave is defined as absence for personal injury or sickness (including dental care, examination by doctors, etc.) of the employee, and/or necessary absence because of sickness, injury or compelling personal reasons in his or her immediate family or of dependents. The immediate family is defined as spouse, domestic partner, grandparents, parents, brothers, sisters, children and permanent members of the immediate household. A dependent is defined as anyone who resides permanently with the employee. Up to three days of available sick leave may be used as funeral leave for the immediate family, dependents, mother-in-law and father-in-law. Additional sick or vacation leave may be used for funeral leave upon approval of the Director of Human Resources.

3. Employees will accrue sick leave at the rate of one (1) day for each full month of service with a maximum of two (2) weeks (ten working days) in any calendar year. (Employment commencing on or before the 15th of the month shall be counted as one (1) full month for the purpose of this policy.)

4. A week will be the equivalent of the employee's regular scheduled workweek.

5. When an employee is eligible for worker's compensation payments, the university will pay the difference between such payments and the employee's regular pay up to accumulated sick leave. After ninety (90) calendar days, the employee may apply for the benefits for which he or she is eligible under the long-term disability program.

6. Unused sick leave can be accumulated from year to year up to a maximum of sixty-four and one half (64.5) workdays (the equivalent of 90 calendar days). On termination, employees will not be entitled to additional compensation for unused sick leave.

7. Employees making false statements in order to receive sick pay are subject to dismissal.

8. Sick leave time should be indicated on the support employee's time card or by submitting the Salaried Absentee Report to the Human Resources Office for each sick leave period taken. The Payroll Department in the Financial Services Office will maintain records of the sick leave pay taken by each support employee. The Human Resources Office will maintain records of the sick leave pay taken by each administrative employee.

9. At the request of the budget unit head or department supervisor, an employee may be required to submit a medical doctor's certification (or other similar affidavits) as proof of eligibility for sick leave before sick leave pay is granted.

10. When earned sick leave is inadequate to cover absences caused by the employee's illness, the time lost may be charged against earned but unused vacation time due the employee.

11. Employees who are on an approved leave of absence may be required to use their sick leave balance during the leave of absence. (See File 815.1.)

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819.1 Vacation: Support and Administrative Personnel

Created by: Dana Trebing on 03/01/2005
Category: 8 - Human Resources; 10 - Benefits/Services
 
Originator: Director of Human Resources
Current File: 819.1
Adoption Date: 03/01/2005
Reviewed for Currency: 03/01/2005
 
Replaces File: 819.1
Date of Origin: 02/07/1978
 
Classification: Personnel
 
In Archive? 0

 

A. Background

Furman University is interested in the welfare of its employees and provides a vacation plan as one of its fringe benefits. The vacation period is to provide eligible employees with annual periods of rest and relaxation in recognition of service performed.

 

B. Policy

Furman University's paid vacation plan provides for ten (10) days annual vacation for employees with up to five (5) years of service, twelve (12) days vacation for five (5) up to ten (10) years of service, fifteen (15) days vacation for ten (10) up to fifteen (15) years of service, seventeen (17) days vacation for fifteen (15) up to twenty (20) years of service, and twenty (20) days vacation for twenty (20) or more years of service.

 

C. Guidelines

1. Eligibility and Benefits

a. All regular, full-time administrative and support personnel (See File 811.1) who work a minimum of thirty (30) hours per week for at least nine (9) months are eligible for vacation.

b. Newly hired employees will not be authorized to take vacation until after the completion of the ninety (90) day probation period. Upon completion of the probationary period, vacation will be credited from the beginning employment date.

c. Employees will earn vacation according to the following schedule:

Years of Service

Accrual Per Mo.

Maximum Days Per Year

 

0-5

1

10

up to10

1.2

12

up to 15

1.5

15

up to 20

1.7

17

20+

2.0

20

2. Vacation may be scheduled at the employee's discretion but must be approved by the budget unit head to ensure adequate staffing at all times. Vacation time should be indicated on the employee's time card or by submitting the Salaried Absentee Report to the Human Resources Office for each vacation period taken.

3. Employees who are on an approved leave of absence may be required to use their vacation balance during the leave of absence. (See File 815.1.)

4. Due to the nature of their mission, some departments must require their employees to take vacation at a specified time. Vacations for these employees will be scheduled during periods of the year when vacations will have the least impact on their operations.

5. When more requests for vacation are received than can be granted at one time, the requests will be granted in the order they were received. Should simultaneous requests be made for the same vacation period, the budget unit head will approve vacation according to employee seniority.

6. If a university holiday is observed on one of the employee's regularly scheduled work days while he or she is on vacation, then the day of absence will be considered a holiday rather than a day of vacation.

7. Employees will accrue vacation up to the maximum for each accrual rate. Once the maximum is reached, additional vacation will not be accrued.

8. Upon retirement or termination of employment for any reason, the employee or his or her estate (in the event of death) will receive the equivalent amount of accrued vacation pay up to a maximum of one year's accrual (i.e., 10, 12, 15, 17, or 20 days), depending on length of service).

9. Employees are not to receive pay in lieu of vacation. If an exception to this policy appears justified, the appropriate budget unit head may submit a written recommendation to the Director of Human Resources to obtain approval.

10. Attendance at annual summer training by employees who are members of the National Guard/Reserves is not considered vacation. (See File 877.8.)

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833.1 Employee Grievance and Appeals for Administrative and Support Personnel

Created by: Dana Trebing on 02/24/2005
Category: 8 - Human Resources; 30 - Employee Relations/Communications
 
Originator: President
Current File: 833.1
Adoption Date: 02/24/2005
Reviewed for Currency: 02/24/2005
 
Replaces File: 833.1
Date of Origin: 09/23/1976
 
Classification: Personnel
 
In Archive? 0

833.1 Employee Grievance and Appeals for Administrative and Support Personnel

 

A. Background

Furman University is responsible for providing fair and equitable treatment to its employees. The university also recognizes that on occasion some employees may not believe they have received proper treatment. Therefore, an orderly means must be provided to allow a prompt, fair, and judicious review of employee complaints.

 

B. Policy

Every employee of Furman University has the right to present a grievance or appeal, free from interference, restraint, coercion, discrimination or reprisal, when the employee feels he or she has been subjected to unfair, discriminatory, derogatory, or abusive treatment.

 

C. Guidelines

1. Employees shall be entitled to such time off from regular duties as may be necessary and reasonable for the resolution of the grievance or appeal without loss of pay, vacation, or other work credits.

2. Employees who have not completed the initial three months' probationary period are entitled to all rights of grievance and appeal except the right of appeal of involuntary separation, reassignment or demotion. The following steps constitute the formal grievance/appeal procedure at Furman university:

Step 1. If an employee has a problem which cannot be resolved through the normal process of informal discussion, he or she may notify his immediate supervisor of his or her wish to present a formal grievance. The supervisor must schedule a hearing with the employee within three (3) working days. The employee should present his or her grievance in writing. The employee may choose to have a fellow employee present at the hearing. The supervisor may have higher level supervisors participate in the hearing if the employee agrees, or the supervisor may consult with higher level supervisors outside the hearing before making a decision. The answer from the supervisor must be in written form. The employee shall receive an answer within five (5) working days of the hearing or be advised within five (5) working days of the conditions which prevent an answer and when an answer may be expected. The supervisor will prepare and maintain on file a written record of all pertinent events through the conclusion of Step 1.

Step 2. If the decision from the above hearing is not satisfactory to the employee or if a response is not received within the specified period, the employee may make an appeal to the Director of Human Resources of Furman University. The employee must present his or her request under this appeal within five (5) working days after the date established for the initial response. The Director of Human Resources will determine to what extent facts will be required in writing. The supervisor(s) and the employee shall provide all pertinent information to the Director of Human Resources and will review the facts and hold whatever discussions deemed desirable or as the employee or supervisor(s) may request. The Director of Human Resources will advise the employee of the recommended course of action and provide a recommendation to the supervisor within five (5) working days after receipt of the appeal. In the absence of objection or appeal by either the employee or the supervisor, the recommendation in Step 2 is expected to be implemented within a period of five (5) working days.

Step 3. If the decision reached in Step 2 is not satisfactory to the employee or is not properly implemented, an appeal must be filed with the Director of Human Resources within five (5) working days after receipt of the Director of Human Resources' decision. The Director of Human Resources will cause a Furman University Grievance Committee to be formed consisting of (1) an employee chosen by the employee filing the grievance, (2) an employee chosen by the supervisor, and (3) an individual chosen by both the employee and the supervisor. The latter member will serve as the chair of the committee. A member of the Human Resources Department will serve as recorder for the committee. The employee requesting the appeal must provide a written summary of the specific facts of the complaint to the committee, copies of which shall be provided at the same time to all other parties concerned. The Human Resources Office will be ready to assist in the writing of the summary as may be needed. The Grievance Committee shall conduct whatever hearings, investigations and fact-findings it may consider necessary, but in no case shall the investigations period exceed ten (10) working days. The chair of the committee will inform the President of the University, in writing, of the details of the problem, the reason why it was not resolved at lower levels, and the recommendations of the committee. The President will render a decision within five (5) working days, and this decision will be announced immediately, in writing, to all parties concerned.

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848.1 Employment Policy: Administrative and Support Staff

Created by: Dana Trebing on 03/01/2005
Category: 8 - Human Resources; 40 - Employment
 
Originator: Assistant Vice President for Human Resources
Current File: 848.1
Adoption Date: 04/20/2017
Reviewed for Currency: 04/20/2017
 
Replaces File: 848.1
Date of Origin: 08/21/1975
 
Classification: Faculty; Personnel
 
In Archive? 0

848.1 Employment Policy: Administrative and Support Staff

 

A. Background

The employment, promotion, and transfer of staff should follow established policy and procedures in all departments and to ensure compliance with EEOC regulations.  Procedures for appointment of faculty are contained in the Academic Affairs section of the Policies and Procedures Manual, File 157.9. Employment procedures for students are administered through the Student Employment Office.

 

B. Policy

Applicants for employment will be recruited, selected, and employed, promoted or transferred on the basis of individual merit and ability with respect to the position being filled in accordance with EEOC regulations. The Assistant Vice President for Human Resources will be responsible for ensuring compliance with university policy and procedures, and with federal equal employment regulations. Therefore, all advertisements, applicant pools, selections and job offers must be cleared through the Human Resources Office during any hiring, promotion, or transfer process.

 

C. Guidelines

To provide for proper personnel administration, the following procedures must be followed for all non-faculty employment:

I.  Staff Hiring Policy; Roles and Responsibilities

Budget Unit Head Procedure

1. Prepare a "Position Refill Request/New Position Request" form and forward it to the Human Resources Office for review and approval. The form is available in the Human Resources Office, as well as on MyFurman under HR Forms.

Human Resources Procedures

2. Receive appropriate signed form and reconcile any questions regarding salary and the advertising time frame.

3. Human Resources forwards the form to Finance for budget approval.

4. Work with hiring manager to prepare the advertisement and to determine the appropriate publications for placing the advertisement to attract a qualified and diverse applicant pool.

5. Create position in the applicant tracking software and post the position on the Furman website. Place the advertisement in the appropriate publications as requested by the hiring manager. The minimum advertising period for positions is five (5) business days. For salaried administrative positions, advertisements will also be placed in appropriate industry employment sites.

6. In coordination with the hiring department, provide the following employment services:

a. training on applicant tracking system

b. training on diversity recruitment practices

c. processing background checks and, when required, Driver's License checks

d. providing EEO reports, as requested

Hiring Manager Procedures

7. Review all submitted applications and resumes. When reviewing applications, ensure that you are abiding by the Furman University nondiscrimination policy (See File 832.1).

8. Select applicants for interview and notify Human Resources Office of the applicants selected for interview. Qualified applicants from within Furman University should be interviewed for the position.

9. The hiring manager, with Budget Unit Head approval, will interview applicants and make determination on final candidate. The selection of the final candidate should be agreed upon between both the Budget Unit Head and the hiring manager. Prior work history and/or references will need to be checked on all final applicants considered for employment.

10. Consult with Human Resources Office regarding pay and fringe benefits before making any offer of employment. No offer of employment will be made until after the advertising cut-off date and the background check has cleared. (Human Resources Office staff are available to discuss benefits with final candidates.) If a current employee is selected, the transfer of positions will be made in conjunction with the current employee’s supervisor.

11. After consulting with Human Resources Office, make final offer to candidate, then confirm the new hire's pay, benefits, and employment date with Human Resources Office.

12. Send notification letters to applicants using applicant tracking system.

Human Resources Procedures

13. Assist with completing the paperwork for the new hire.

II.  Promotions and Transfers

1. Employees interested in a promotion or transfer must apply for the position using the online applicant tracking system by the advertised cut-off date.

2. Current employees may agree to an initial interview with the hiring department; however, at the time a second interview is requested or the department indicates it is seriously considering the current employee for hire, the employee must notify his or her supervisor or ask the Human Resources Office to notify the supervisor of the possible transfer and/or promotion.

3. Promotions and transfer decisions will be made based on the job performance and qualification of the applicant(s) compared to the job requirements of the vacant position. If two applicants are equally qualified for a position, and one is a current employee, then the employee will be given preference for the job.

4. This section of the policy, Promotions and Transfers, will not apply in the following situations: (1) Temporary opening where a job is established for a specific period of time or for the duration of a specific project or assignment. (2) Reassignment of a number of employees in connection with an internal reorganization of a department or function made at the discretion of the Budget Unit Head and the Assistant Vice President for Human Resources. (3) Reassignment of an employee to correct a faulty placement, eliminate personal frictions, or accommodate a disability made at the discretion of the Budget Unit Head and the Assistant Vice President for Human Resources.

III.  Standards and Conditions to be considered during the employment process:

1. The applicant will be at least eighteen (18) years of age, unless the Assistant Vice President for Human Resources gives approval for hiring sixteen (16) or seventeen (17) year olds for a specific position.

2. Prior work history and/or references will be checked on all final applicants considered for employment by the hiring manager.

3. Background checks will be completed on the final candidates and, when required by the position, Driver’s License checks will be completed. Candidates whose records do not meet the job requirements will not be employed.

4. Deliberate omission or falsification of any pertinent information in the resume or application for employment is sufficient grounds for immediate termination of employment.

5. The applicant must be acceptable to the supervisor to whom he or she will report.

IV. Induction and Orientation

The Human Resources Office is responsible for initial orientation and induction of a new employee, including informing each new employee about Furman and its programs, benefits, and regulations. The hiring manager is responsible for ensuring that the new employee's workplace is ready and for further orientation and training concerning the job.

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850.1 Drug-Free Workplace

Created by: Dana Trebing on 03/02/2005
Category: 8 - Human Resources; 50 - Health/Safety
 
Originator: President
Current File: 850.1
Adoption Date: 03/21/2017
Reviewed for Currency: 03/21/2017
 
Replaces File: 850.1
Date of Origin: 07/19/1989
 
Classification: Faculty; Personnel
 
In Archive? 0

850.1 Drug-Free Workplace

 

A. Background

Furman University seeks to provide a drug-free workplace that will enhance a safe and secure work environment. Furman makes available to faculty and staff drug education, counseling, rehabilitation, and coordination with available community resources. The Human Resources Office and employing departments endeavor to inform employees about (1) the dangers of drug abuse in the workplace, (2) the availability of drug counseling, rehabilitation, and employee assistance programs, and (3) the university's policy for a drug-free workplace.

 

B. Policy

Furman University explicitly prohibits:

  • 1.  The use, possession, solicitation for, or sale of narcotics or other illegal drugs, or prescription medication without a prescription on Furman University premises and in Furman vehicles.

 

  • 2.  Being impaired or under the influence of legal or illegal drugs or alcohol, if such impairment or influence adversely affects the employee’s work performance, the safety of the employee or of others, or puts the university’s reputation at risk on Furman University premises, in Furman University vehicles, or off Furman University premises while on university business.

 

  • 3.  The possession, use, solicitation for, or sale of legal or illegal drugs or alcohol away from the university, if such activity or involvement adversely affects the employee’s work performance, the safety of the employee or of others, or puts the university’s reputation at risk.

 

C. Guidelines

1. An employee who violates this policy, reports to work under the influence of a controlled substance or alcohol, or is convicted for controlled substance or alcohol abuse occurring on campus or as a part of university activities or university business will be evaluated based on his/her impaired performance. The result will be appropriate discipline up to and including termination, mandatory satisfactory participation in an approved drug abuse assistance or rehabilitation program, and/or referral for prosecution.

2. An employee who is convicted of a criminal drug statute arising out of conduct on university premises or while conducting Furman business off the university's premises must notify the university of such conviction within five (5) days of the conviction.

3. If an employee who is convicted of violating a criminal drug statute is working on a federal grant or contract, the university is required by federal law to notify the federal grant or contracting agency of the conviction within ten (10) days of the date the university receives actual notice. Upon receipt of notice, the university will take appropriate disciplinary action, up to and including termination, or require the employee to participate satisfactorily in an approved drug abuse assistance or rehabilitation program.

4. To the extent possible, the university will respect confidentiality regarding all actions referred to in this policy and the guidelines.

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850.2 Smoke Free Workplace

Created by: Stephanie Ferguson on 01/22/2007
Category: 8 - Human Resources; 50 - Health/Safety
 
Originator: President
Current File: 850.2
Adoption Date: 01/22/2007
Reviewed for Currency: 01/22/2007
 
Replaces File: 850.2
Date of Origin: 03/15/1993
 
Classification: Faculty; Personnel
 
In Archive? 0

850.2 Smoke Free Workplace

 

A. Background

The Surgeon General of the United States has determined that cigarette smoking is the leading preventable cause of illness and premature death in the nation. Moreover, research indicates that nonsmokers who are regularly exposed to passive (secondhand) tobacco smoke are also at increased risk of illness. For these reasons, the Surgeon General has urged employers to implement health promotion programs with special emphasis on smoking cessation. In addition, local ordinances have been passed with the intention of restricting the use of lighted smoking materials in public places. As an institution committed to providing a safe and healthful environment, Furman University adopts this smoking policy and smoking cessation program.

 

B. Policy

It is the policy of Furman University to provide a safe learning and working environment for students and employees. It is recognized that smoke from cigarettes, pipes and/or cigars is hazardous to health. Therefore, it is the goal of Furman to offer a smoke - free environment to the greatest extent possible. To achieve this goal, Furman will limit smoking as set forth in this policy and will provide access to smoking cessation programs for employees and students who currently smoke.

 

C. Guidelines

1. Smoking is prohibited in all indoor locations including but not limited to:

a. general office space, including private offices;

b. computer rooms, classrooms, laboratories, lecture rooms, conference rooms, and library;

c. storage rooms, supply rooms, copy rooms, and mailroom;

d. common areas, including elevators, stairwells, hallways, lobbies, reception areas, employee lounges, cafeterias, breezeways between buildings, break rooms, and restrooms;

e. garages, maintenance shops and mechanical rooms;

f . hazardous areas containing or in close proximity to flammable liquids, gases and vapors;

g. stadium offices, concession stands, press box, gym, physical activities center;

h. theaters, except for smoking required in plays (or scenes) for the actors/actresses on stage;

i. exhibit halls, auditoriums;

j. interior areas of campus housing buildings.

2. The University Housing policy prohibits smoking in all interior areas of campus housing buildings. Smoking is only allowed on porches and balconies of campus housing buildings.

3. Smoking is prohibited in the university pool cars that are available for checkout. Smoking is permitted in university vehicles assigned to employees provided tobacco products are disposed of in a receptacle designated for that purpose and provided that smokers accommodate the requests of other passengers in the vehicle.

4. This policy applies to all students, faculty, and employees of the university whether full-time, part-time, or temporary and to all visitors, alumni and any other person on campus for any purpose.

5. Smoking is permitted outdoors, with the following exceptions:

a. within 25 feet of any building entrance or operable window.

b. within the boundaries of all outdoor stadiums (football, soccer) during games.

c. on building roofs or within 25 feet of air intake louvers.

6. In an effort to promote the health and safety of students and employees, the university will offer smoking cessation programs. Programs will be announced through newsletters, posters, mailings, etc.

7. Enforcement

a. It is the responsibility of all administrators, faculty, staff, and students to enforce the university's smoking policy. Anyone smoking in a nonsmoking area should be directed to a smoking-permitted area.

b. Disputes over the interpretation of the policy or complaints about individuals violating the policy and/or guidelines, should be brought to the attention of a supervisor using the normal channels for making complaints.

c. Supervisors should follow existing policies and procedures to deal with complaints received or infractions of this policy.

d. Students should follow the procedures outlined in the Helmsman.

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861.2 After Hour Jobs for Support Employees

Created by: Dana Trebing on 03/09/2005
Category: 8 - Human Resources; 60 - Professional Growth/Training
 
Originator: Director of Human Resources
Current File: 861.2
Adoption Date: 03/09/2005
Reviewed for Currency: 03/09/2005
 
Replaces File: 861.2
Date of Origin: 12/21/1993
 
Classification: Personnel
 
In Archive? 0

861.2 After Hour Jobs for Support Employees

 

A. Background

Some of Furman's employees work for other persons or employers after their regularly scheduled hours at Furman. This policy was developed to provide guidelines and to avoid a potential conflict of interest.

 

B. Policy

Furman employees who work in other jobs may do so as long as that job does not interfere with their job at Furman and does not create a conflict of interest. Conflict of interest is defined as engaging in any business or having any financial or personal interest which is incompatible with the proper completion of the employee's duties or would tend to impair his or her independence of judgment or action in the performance of his or her duties.

 

C. Guidelines

1. Work for other jobs must not be performed on Furman time.

2. Telephone calls for other jobs (either making or receiving) must not be done on Furman time.

3. Printed advertisements such as business cards, flyers, posters, etc., must not reference Furman employment and must not list a Furman telephone number.

4. Tools, equipment, or supplies owned by Furman must not be used for completion of work for other employers.

5. Employees who work for employers who do business with Furman University should notify their supervisor to obtain approval to avoid creating a conflict of interest.

6. If an employee's job performance declines and the employee indicates that the hours worked on a second job are a factor, the employee will asked to make adjustments to ensure that his or her performance level is maintained at acceptable standards.

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877.7 Jury Duty

Created by: Dana Trebing on 03/09/2005
Category: 8 - Human Resources; 70 - Special Activities
 
Originator: Director of Human Resources
Current File: 877.7
Adoption Date: 03/09/2005
Reviewed for Currency: 03/09/2005
 
Replaces File: 877.7
Date of Origin: 09/06/1973
 
Classification: Personnel
 
In Archive? 0

877.7 Jury Duty

 

A. Background

Furman University supports employees who are called to serve on jury duty. This policy was developed to clarify compensation eligibility for employees who are called to serve on a jury or who are subpoenaed to appear as a witness.

 

B. Policy

An employee who is called to serve on a jury or who is subpoenaed to appear as a witness and who loses time from regularly scheduled work shall receive his or her regular pay for such time lost.

 

C. Guidelines

1. Payment for jury duty will be made under the following conditions: Employees who are in an active work status and work at least twenty (20) hours or more per week on a regular basis will be eligible for payment for jury duty. The summons to serve on a jury or subpoena to appear as a witness must be presented to the supervisor as soon as the summons is received, prior to the time scheduled to serve. At the completion of jury duty or serve as a witness, the supervisor must be furnished with evidence of jury service or service as a witness for the time claimed. Each day that an employee loses regular work because of jury duty or service as a witness, the employee will receive pay in accordance with his or her normal work day. Pay will be computed at straight time on the current hourly or salary rate. If jury duty exceeds ten (10) consecutive working days, the employee may be placed on unpaid leave of absence (with benefits continued).

2. Time spent on jury duty or service as a witness will not be counted as hours worked for the purpose of computing overtime pay. However, if a Public Safety officer must testify in a court case for Furman University, these hours will be treated as regular hours worked and included in overtime pay calculations.

3. Time spent on jury duty or service as a subpoenaed witness will not be charged against earned sick leave.

4. The employee's supervisor shall be responsible for notifying the Payroll Department of the scheduled work time an employee was absent for jury duty or serve as a subpoenaed witness. The supervisor must also put the time lost on the time card and note that it is for jury duty or service as a witness.

5. A supervisor will make no attempt to get an employee released from serving on a jury or as a subpoenaed witness except with the approval of the appropriate vice president.

6. An employee must report back to work each day or any portion of a day that he or she is not called to serve on the jury or to appear as a subpoenaed witness.

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