Staff Employee Handbook

1.0 Introduction

1.1 From the President

1.2 Purpose

1.3 History

2.0 Employment

2.1 Eligibility Guidelines

• • 2.1.1 Minimum Requirements and Age
  • 2.1.2 Employment at-Will
  • 2.1.3 Rights of Management
  • 2.1.4 Nepotism
  • 2.1.5 Employee Relationships
  • 2.1.6 Immigration Form I-9 and E-Verify
  • 2.1.7 Former Employees

2.2 Employment Status

• • 2.2.1 Definition
  • 2.2.2 Probationary Period
  • 2.2.3 Dual Employment
  • 2.2.4 Outside Employment
  • 2.2.5 Service Period

2.3 Change in Status

• • 2.3.1 Promotion
  • 2.3.2 Lateral Transfer
  • 2.3.3 Demotion
  • 2.3.4 Resignation
  • 2.3.5 Voluntary Resignation Without Proper Notice
  • 2.3.6 Layoff and Recall
  • 2.3.7 Retirement

2.4 Your Personal Data

• • 2.4.1 Your Personnel File
  • 2.4.2 Employment Verification Procedures
  • 2.4.3 Reporting Changes

3.0 Benefits and Services

3.1 Group Health and Dental Insurance

3.2 Group Life Insurance

3.3 Group Long Term Disability Insurance

3.4 Group Short Term Disability (USA Health only)

3.5 Educational Benefit Plan

3.6 Retirement Programs

• • 3.6.1 Teachers’ Retirement System of Alabama & Voluntary Retirement Plans
  • 3.6.2 USA HealthCare Management, LLC Retirement Plan
  • 3.6.3 USA Health Care Authority Retirement Plan

3.7 Flexible Spending Accounts Plan (Southflex)

3.8 Payroll Deductions

3.9 Garnishments

3.10 Direct Deposit of Pay Checks

3.11 Employee Recognition

3.12 Employee Assistance Program (EAP)

3.13 Facilities

• • 3.13.1  Library
  • 3.13.2  USA Bookstore
  • 3.13.3  Parking Areas
  • 3.13.4  Student Recreation Center
  • 3.13.5  JagFIT @ SOUTH

4.0 Regulatory Policies

4.1 Equal Employment Opportunity

4.2 Discrimination & Harassment

4.3 Sexual Misconduct and Complaint Resolution

4.4 Workplace Accommodations

4.5 Lactation Support Program

4.6 Service and Assistance Animals on Campus

4.7 Non-Retaliation

4.8 Drug-Free Workplace and Substance Use Disorder Prevention Program

4.9 Drones (Unmanned Aerial Vehicles)

4.10 Political Activity

4.11 State Ethics Law & Gifts

4.12 Scientific Misconduct

4.13 Copyright Policy

4.14 Animal Welfare Policy

4.15 Annual Security and Fire Safety Report

4.16 Conflict of Interest Disclosure

5.0 Attendance and Leave

5.1 Policies And Procedures For All Staff Employees

• • 5.1.1 Attendance and Recording Time Worked
  • 5.1.2 Personal Leave of Absence
  • 5.1.3 Family Medical Leave (FML)
  • 5.1.4 Military Leave
  • 5.1.5 Disaster Medical Assistance Team (DMAT) Leave of Absence
  • 5.1.6 Administrative Leave
    • 5.1.6.1 Death in Family
    • 5.1.6.2 Voting
    • 5.1.6.3 Jury Duty
    • 5.1.6.4 Witness Summons
    • 5.1.6.5 Personal Disaster
  • 5.1.7 Accident While at the Worksite (On-the-job injury)

5.2 Traditional Leave Program (University General Division only)

• • 5.2.1 Sick Leave
  • 5.2.2 Vacation
  • 5.2.3 Payment for Vacation at Separation of Employment
  • 5.2.4 Holidays
  • 5.2.5 Severe Weather, Emergency Conditions and Emergency Closings

5.3 Paid Time Off (PTO) Program (USA Health Division only)

• • 5.3.1 Paid Time Off (PTO) Program
  • 5.3.2 PTO Accrual Schedule
  • 5.3.3 Maximum PTO Accrual Balance and Carry Forward Limits
  • 5.3.4 Scheduling Use of PTO Hours
  • 5.3.5 Recording PTO Hours
  • 5.3.6 Staffing Adjustments
  • 5.3.7 Family Medical Leave (FML) Pay Options in the PTO Program
  • 5.3.8 Annual Voluntary PTO Cash Out Program
  • 5.3.9 Separation of Employment
  • 5.3.10 Severe Weather and Emergency Conditions

6.0 Employee Conduct

6.1 Safety

6.2 Employee Vehicle Safety Guidelines

6.3 Photo Identification Cards and Parking Permits

• • 6.3.1 Photo Identification Cards
  • 6.3.2 Parking Permits

6.4 Personal Appearance, Dress Code and Uniforms

6.5 University Mail, Telephone Usage and Fax Transmissions

6.6 Electronic Media (E-mail, Voicemail, and the Internet)

6.7 Computer Network Connections

6.8 Social Media

6.9 Tobacco Free Campus

6.10 Collections and Solicitations

6.11 Inspections

6.12 Bulletin Boards

6.13 Confidential Information

6.14 Personal Visitors While on the Job

6.15 Workplace Violence

6.16 Ethics and Compliance Hotline

7.0 Workplace Expectations and Disciplinary Guidelines

7.1 Workplace Expectations

7.2 Fair and Just Culture (Applicable to USA Health Employees)

7.3 Progressive Discipline

7.4 Grievances and Appeal Process

7.5 Felony Charges

7.6 Disciplinary Guidelines

8.0 Position Classification and Salary Administration

9.0 Training and Development

9.1 General Policy

9.2 Performance Evaluation

• • 9.2.1 Procedure and Timing
  • 9.2.2 Evaluation Factors
  • 9.2.3 Significant Change in Performance
  • 9.2.4 Performance Re-evaluations

10.0 Maps

11.0 Definitions and Abbreviations

12.0 Handbook Updates