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OFFICE OF THE ASSISTANT VICE PRESIDENT FOR HUMAN RESOURCE MANAGEMENT

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PERSONNEL GUIDELINES AND
STATEMENT OF CURRENT BENEFITS 
Effective July 1, 1999

TABLE OF CONTENTS

SECTION ONE

1.0 APPLICABILITY - WHO IS COVERED

SECTION TWO

2.0 AT-WILL POLICY

SECTION THREE

3.0 EMPLOYMENT POLICIES AND PROCEDURES

3.1 Employee Orientation

3.2 Personnel Records

3.3 Performance Evaluations

3.4 Performance Standards

3.5 Discipline

3.6 Transfers, and Reassignments

3.7 Termination of Employment

SECTION FOUR

4.0 WORKING HOURS, ATTENDANCE, AND COMPENSATION

4.1 Wage and Salary

4.2 Pay Periods and Receipt of Paychecks

4.3 Hours of Work and Attendance Requirements

4.4 Non-Exempt Employees

4.4.1 Non-exempt Employees - basic work schedule

4.4.2 Non-exempt Employees - overtime and compensatory time

4.4.3 Non-exempt Employees - attendance and leave records

4.5 Exempt Employees

SECTION FIVE 10

5.0 EMPLOYEE BENEFITS

5.1 Which Employees Accrue Benefits

5.2 Annual Leave

5.2.1 Full-Time Employees' Annual Leave Accrual Rates and Maximum Allowable Unused Accumulations

5.2.2 Part-Time Employees' Annual Leave Accrual Rates and Maximum Allowable Unused Accumulations

5.2.3 Use of Annual Leave

5.3 Sick Leave

5.3.1 Sick Leave Accrual

5.3.2 Use Of Sick Leave

5.4 Court Leave

5.5 Military Leave

5.6 Administrative Leave

5.6.1 Without Pay

5.6.2 With Pay

5.7 Paid Holidays

5.8 Insurance

5.8.1 Long-Term Disability

5.9 Pension And Retirement

5.10 Workers' Compensation Benefits

5.11 Employee Assistance Program (EAP)

5.12 Tuition Remission

SECTION SIX

6.0 EQUAL EMPLOYMENT OPPORTUNITY AND ANTI-HARASSMENT POLICY

SECTION SEVEN

7.0 WORKPLACE VIOLENCE POLICY

SECTION EIGHT

8.0 OTHER PERSONNEL POLICIES

8.1 Code of Ethics and Conduct

8.2 Dress Code

8.2.2 Uniforms

8.3 Smoking

8.4 Drug-Free Workplace/Drug Free Schools and Campuses

8.5 No Privacy in Personal Use of University Equipment and Property

8.6 Outside Employment

8.7 Employment of Relatives

SECTION NINE

9.0 GENERAL INFORMATION

9.1 Identification Cards and Name Badges

9.2 Licenses and Registrations

9.3 Notification of Change of Status

SECTION TEN

10.0 POLICY ON DISPUTES

ATTACHMENT  A
ATTACHMENT B
 


SECTION ONE

1.0 APPLICABILITY - WHO IS COVERED

These Guidelines apply to all non-faculty, non-union employees hired on or after July 1, 1999, and all other employees who were advised at the time of hire that they were hired "at the will of the President." Unless otherwise indicated, wherever the term "Employees" or "you" is used in these Guidelines, it refers only to those employees described in the preceding sentence.

 SECTION TWO

2.0 AT-WILL POLICY

Employees are considered to be "at will." At-will employment means that you have the right to terminate your employment with the University at any time, for any reason or for no reason. Similarly, the University has the right to terminate your employment at any time, for any reason or for no reason.

Neither these Guidelines nor any other policy, procedure, practice or form creates or shall be construed as an expressed or implied contract of employment or as a guarantee of any fixed term(s) or condition(s) of employment. While the University will generally attempt to follow the procedures and policies outlined in these Guidelines, these procedures and policies are not a contract of employment. The University retains the right to change or cancel the policies, procedures, practices, or benefits contained in these Guidelines (or any other manual or form) in any manner, with or without notice and with or without consideration. The University will attempt to give notice, however, of such changes whenever practical.

No representative of the University, other than the President or the Executive Vice President of the University, has the authority to enter into any agreement for a specified period of time or to make any agreement at any time during your employment with the University that purports to guarantee a specific term or condition of employment or to alter the at-will policy. Any such agreement is only valid if it is by individual agreement, in writing, and is signed by you and by either the President or the Executive Vice President.

 SECTION THREE

3.0 EMPLOYMENT POLICIES AND PROCEDURES

3.1 Employee Orientation

Within a reasonable time after commencing employment, each Employee will attend an orientation session in which University policies and procedures will be explained.

3.2 Personnel Records

Official personnel records for all Employees are maintained by the Office of Human Resource Management. Copies of documents such as employment applications, performance evaluations, job classifications, and executed Attachments "A" and "B" to these Guidelines are typically maintained in Employee personnel files. The University believes that personnel files are generally of a private nature and therefore attempts to limit access to Employee personnel files to an Employee's supervisors, to the management of the University, and to those officials and individuals with a legitimate need for access to such personnel files in order to conduct University business. With reasonable advance request, Employees may review their personnel files. Requests to review personnel files should be directed to the Department of Human Resource Management Information Systems.

3.3 Performance Evaluations

The University believes it is important to provide guidance and feedback to you regarding your performance. To fulfill this responsibility, the University conducts performance evaluations in which it assesses your strengths, successes and weaknesses. Performance evaluations are intended to provide you with positive feedback concerning those areas in which you are performing well and inform you of the University's expectations and goals in those areas in which your performance and skills may be in need of improvement.

These evaluations are significant to the University and often play a major role in personnel decisions relating to promotions, salary increases, transfers, demotions, discipline, and discharge.

3.4 Performance Standards

Your supervisor will inform you of the specific requirements of your job duties and responsibilities and will develop in consultation with you the standards of competence and performance you are expected to achieve. All Employees are expected to perform their job functions at acceptable and satisfactory levels and with appropriate supervision. The expectation is that you will perform your job responsibilities with the goal and attitude of serving Howard University to the best of your ability. Regular self evaluation of your work and continuously looking for and implementing ways to perform in a more efficient, accurate, and productive manner are the marks of an employee who performs well. Your performance evaluations will relate largely to your ability to meet and excel at requirements based upon your job responsibilities.

3.5 Discipline

Employees are expected to adhere to the policies and procedures set forth in these Guidelines, the University's Code of Ethics and Conduct, policies on equal employment opportunity and sexual harassment, rules and regulations which may be promulgated from time to time, and the lawful directives of their supervisors. However, we also recognize that some Employees will unfortunately engage in improper conduct and/or fail to perform their duties adequately. Employees who engage in misconduct are subject to discipline. Employees who fail to achieve and maintain acceptable levels of performance are subject to remedial action.

Discipline may include, but is not limited to, a verbal warning, a written warning, suspension, demotion, or discharge. The University reserves sole discretion to determine what level of discipline is appropriate under the circumstances. Formal discipline will be made a permanent part of the Employee's personnel file. Nothing stated herein detracts or limits the University's absolute employment at-will policy (see Section Two).

Remedial action for poor performance may include the formulation of a corrective work plan, or reassignment, and/or additional training. The University reserves the right in all situations to determine the acceptability of work and whether any individual should be retained as an Employee.

3.6 Transfers and Reassignments

An Employee desiring to be transferred or reassigned to a different position within the University may contact the Office of Human Resource Management and identify the position to which he or she would like to transfer or be reassigned and the reasons for requesting the transfer or reassignment. The University, however, retains the sole discretion to demote, transfer, or reassign Employees as it deems reasonable and/or necessary, regardless of whether the Employee has consented to or requested the demotion, transfer, or reassignment. While different compensation is often attendant to different employment positions within the University, there is no guarantee that an Employee who is transferred or reassigned (or demoted) will receive any particular compensation or compensation greater than or equal to the compensation the Employee was receiving in his or her prior position. Any questions regarding compensation applicable to different positions should be directed to the Office of Human Resource Management.

3.7 Termination of Employment

3.7.1 Voluntary Terminations

Employees who voluntarily resign their employment are requested to provide at least two weeks advance notice of their resignation in writing to their supervisors and to the Office of Human Resource Management. Employees who voluntarily resign will receive their final paychecks (minus any appropriate deductions to the extent permitted by law) on the next regular payday or within seven days of their resignation. Employees who intend to retire are requested to provide at least thirty (30) calendar days advance notice to their supervisors and to the Office of Human Resource Management so that the appropriate paperwork may be processed.

3.7.2 Involuntary Terminations

As noted above, all Employees may terminate their employment with the University at any time and for any reason or for no reason. The University may also terminate the employment of any Employee at any time, for any reason or for no reason. Other Employees who are involuntarily terminated will receive their final paychecks (minus any appropriate deductions to the extent permitted by law) not later than the next working day after termination.

SECTION FOUR

4.0 WORKING HOURS, ATTENDANCE, AND COMPENSATION

4.1 Wage and Salary

The University determines the wages and salaries to be paid to each Employee by considering the duties, responsibilities and skills necessary to the position held by the Employee as well as the needs and financial condition of the University and the particular qualifications and abilities of the individual. The University retains the sole discretion to determine and adjust rates of pay and to assign work to the Employee consistent with federal and local laws.

4.2 Pay Periods and Receipt of Paychecks

Employees are paid by check based on twenty six (26) pay periods in each calendar year. Employees may arrange with the Payroll Office to have their paychecks deposited directly into their individual bank accounts if they so desire. Paychecks or pay receipts are given solely to the Employee who is the payee and are not presented or mailed to anyone else unless the Employee specifically so designates in writing. Deductions from pay will be itemized.

4.3 Hours of Work and Attendance Requirements

Because time, attendance and leave records serve as one of the bases for monitoring Employee performance, as well as for determining compensation to be paid and various leave accruals and balances, Employees are responsible for accurate, prompt, and timely recording of their time records.

4.4 Non-Exempt Employees Under the Fair Labor Standards Act

4.4.1 Non-exempt Employees - Basic Work Schedule

The basic schedule of work for full-time non-exempt Employees is eight hours of work per day, five days per week. Your supervisor will inform you of the regular work hours of your position and whether your position has been classified as non-exempt.

Non-exempt Employees whose regular tours of duty occurs between the hours of 6:00 p.m. and 6:00 a.m. (and who perform their assigned tours of duty pursuant to valid authorization from their supervisors) will receive a pay differential of ten percent (10%) above their regular rate of pay for those hours (or fractions thereof) worked during this 6:00 p.m. to 6:00 a.m. time period. Non-exempt Employees who perform work on Sundays (and who do so pursuant to valid authorization from their supervisors) will receive a pay differential of twenty-five percent (25%) above their regular rate of pay for those hours (or fractions thereof) worked on a Sunday.

4.4.2 Non-exempt Employees - Overtime and Compensatory Time

Regardless of whether you regularly work 8:00 a.m. to 5:00 p.m., five days a week or whether you work some other schedule, in most cases a non-exempt Employee’s workweek consists of no more than forty (40) hours per week. Hours worked over forty in one week are generally viewed as overtime hours. Non-exempt Employees should not work overtime hours unless specifically asked and authorized to do so by a supervisor or other member of the University's management. Additionally, if a non-exempt Employee has reason to believe that his or her work schedule on a particular workweek may result in accruing hours over 40 during that week, the Employee should let his or her supervisor know immediately. Any Employee who works overtime hours without obtaining authorization will be subject to discipline. Hours worked over 40 in one week are normally compensated by payment of one and one-half times the Employee's regular rate of pay for each hour over 40 worked in a work week.

In certain cases, a non-exempt Employee who works more than 40 hours in one week may be able to receive compensatory time off ("comp time") at the rate of time and one-half in lieu of overtime payment. If you are a non-exempt Employee and you work more than 40 hours in a week, consult your supervisor regarding the availability of electing compensatory time off. Comp time must, however, be used in the same pay period in which the hours over 40 were worked. For instance, if you work 42 hours during the first week of a two-week pay period (i.e., two (2) hours overtime) and you are permitted to use comp time in lieu of overtime payment, you may elect to take off three (3) hours (i.e., two hours overtime multiplied by one and one-half) during the second week of the same pay period. Though you do not work those three hours, you will be paid at your regular rate as if you had worked those hours.

4.4.3 Non-exempt Employees - Attendance and Leave Records

All non-exempt Employees are required to be present and ready to work at the beginning of their scheduled shifts or work times. Non-exempt Employees who arrive late for work and/or are absent from work (and who do not present an acceptable excuse to the supervisor) may be subject to disciplinary action and will not be paid for the time during which they were absent. Non-exempt Employees must also limit their meal periods to one hour.

Time records must reflect the actual hours worked and in most cases will coincide with the hours assigned. (In the rare circumstance when actual time worked does not coincide with hours assigned, the Employee should obtain written authorization from his or her supervisor prior to working the different hours.) No changes, alterations, or notations may be made on any time records without the approval and signature of the Employee's supervisor.

An Employee's failure to record his or her time in a prompt, accurate and regular manner and/or an Employee's negligent or intentional falsification of time or leave records are serious offenses. An Employee who engages in such conduct will be disciplined up to and including termination of employment.

4.5 Exempt Employees

Employees who are properly classified as exempt are paid a base salary and are not eligible for overtime or compensatory time off. While all Employees, exempt and non-exempt alike, are expected to maintain regular work hours, the hours of exempt Employees are not predetermined. Sometimes, for instance, an exempt Employee may need to work extra hours, or days, to complete a project or task or otherwise to perform his or her work in a professional and acceptable manner. No additional compensation is paid to an exempt Employee when such an Employee works extra or additional hours or days.

One's status as an exempt Employee also means that compensation will not be decreased or docked due to lateness or partial day absences. However, unexcused absences and absences for which leave with pay is not available and which last for a full day or more will result in decrease in compensation for each such full day of absence.

The University seeks to employ individuals who are dedicated to their work and who exercise sound judgment in the conduct of their work and work schedules. With one's status as an exempt Employee comes the expectation that you are capable of conducting your work schedules in a mature and wise manner. Failure or refusal to work additional hours as may be necessary and required to fulfill accurately your job responsibilities will usually be conclusive proof that you are not performing the functions of your job at an acceptable level.

SECTION FIVE

5.0 EMPLOYEE BENEFITS

5.1 Which Employees Accrue Benefits

Except as otherwise indicated, Employees who are other than temporary employees accrue the benefits discussed below based on his or her years of service with the University. The fact that such Employees accrue benefits does not alter or diminish his or her status as an at-will Employee. A "temporary" employee is appointed to do a specific job for a short period of time, usually not to exceed twelve (12) months. Temporary employees who are appointed for less than twelve (12) months do not receive benefits, except for the accrual of annual and sick leave.

5.2 Annual Leave

Those non-temporary Employees who are employed at the University accrue annual leave commencing on the first full pay period following his or her entry on duty. Accrual rates depend on whether the Employee is part-time or full-time. Generally, for purposes of this section only, a full-time Employee is one who regularly works a forty (40) hour workweek. A part-time Employee is one who regularly works at least one full day per week during each week of a biweekly pay period, or the equivalent.

5.2.1 Full-Time Employees' Annual Leave Accrual Rates
and Maximum Allowable Unused Accumulations

Non-temporary Employees who are employed full-time with less than three (3) years of service accrue annual leave at the rate of four (4) hours annual leave for each biweekly pay period for which they received a paycheck. These Employees can accumulate no more than 104 hours of unused annual leave.

Non-temporary Employees who have been employed at the University full-time with three (3) years of service but less than fifteen (15) years of service, accrue annual leave at the rate of six (6) hours annual leave for each biweekly pay period for which they received a paycheck. These Employees can accumulate no more than 160 hours of unused annual leave.

Non-temporary Employees who have been employed at the University full-time with fifteen (15) years of service, accrue annual leave at the rate of eight (8) hours annual leave for each biweekly pay period for which they received a paycheck. These Employees can accumulate no more than 208 hours of unused annual leave.

5.2.2 Part-Time Employees' Annual Leave Accrual Rates
and Maximum Allowable Unused Accumulations

Non-temporary Employees who work part-time and are paid on a salary basis, accrue and receive annual leave pursuant to the following formula:

Non-temporary Part-time Employees who have less than three (3) years of service, accrue one hour of leave for every twenty (20) hours worked. These Employees can accumulate no more than 52 hours of unused annual leave.

Non-temporary Part-time Employees who have at least three (3) years of service but less than fifteen (15) years of service, earn one hour of annual leave for every thirteen (13) hours worked. These Employees can accumulate no more than 160 hours of unused annual leave.

Non-temporary Part-time Employees who have worked continuously for at least fifteen (15) years accrue one (1) hour of annual leave for each ten (10) hours worked. These Employees can accumulate no more than 208 hours of unused annual leave.

5.2.3 Use of Annual Leave

Except for emergency situations, an Employee wishing to use annual leave shall inform his or her supervisor at least two weeks in advance of the anticipated dates for which the Employee will be absent. If the Employee can be spared on the requested dates and has available accrued leave, the supervisor will normally grant the request. When scheduling leave, supervisors should endeavor to avoid conflicts between Employee requests and workloads. Nonetheless, the University has the authority to determine when and to what extent annual leave requests will be granted, and may in some circumstances require that annual leave be taken.

An Employee who takes leave shall be paid and treated as if he or she was performing work as usual during the time of the leave. Non-exempt Employees may, with approval, use leave in increments of one hour or more. Exempt Employees may take leave in increments of one day (8 hours) or more.

5.3 Sick Leave¹

5.3.1 Sick Leave Accrual

Non-temporary Employees with the University accrue sick leave. These Employees accrue sick leave at the rate of four (4) hours per biweekly pay period, but Employees do not accrue sick leave for any biweekly pay period in which they did not receive a paycheck. Part-time, non-temporary Employees accrue sick leave at the rate of one (1) hour for every twenty (20) hours worked. No Employee may earn more than thirteen (13) days (106 hours) of sick leave in a year.

Employees accrue sick leave from year to year without a limit. However, Employees receive no payment for accrued sick leave on termination or resignation of employment.

5.3.2 Use Of Sick Leave

Employees may use sick leave when they are necessarily confined to their homes or to a hospital because of illness, or for medical illness of a covered family member under the Family and Medical Leave Act, or when necessary for medical, dental, or optical examination and/or treatment. If an Employee is absent on sick leave for more than three (3) days in a two-week period, the Employee may be required to provide medical certification from his or her doctor verifying the illness or other medical reason requiring sick leave.

¹Family and Medical Leave is covered under the Howard University Policy and Procedures on Family and Medical Leave. A copy may be obtained from the Employee's supervisor.

5.4 Court Leave

The University considers it a civic responsibility for Employees to respond to a call for jury duty. Court leave, as used herein, is absence from University duty for the purpose of serving as a juror or attending court as a non-party witness in response to a subpoena. Employees who present such jury calls or subpoenas to their supervisors will be granted court leave with regular pay for the day or days when service is rendered. (If an Employee performs jury service or serves as a witness on a day that is not a regular workday, the University will not pay the Employee for that day.)

5.5 Military Leave

An Employee who leaves a position with the University to enter military service will be entitled to re-employment with the University in certain situations. The Employee must satisfy a number of conditions, all of which are imposed by federal law. Examples of the conditions include:

Applying for re-employment within the period prescribed by law. The amount of time the Employee has to reapply varies depending on the length of service in the military and whether the individual was injured during that service. If injured, the Employee must apply after recovering from the injury, a period of time that may not exceed two years.

Giving advance written or verbal notice of the military service to the University unless it is excused by military necessity.

The cumulative length of the absence and of all previous absences from the person's position with the University by reason of service in the military does not exceed five years.

Except for short-term absences such as two weeks, returning veterans may be required to provide documentation establishing that their applications are timely, their time in the service has not exceeded five years, and that their military service ended under honorable circumstances. If the applicable conditions are satisfied, returning veterans will generally be placed in the positions they would have attained by remaining continuously employed, unless the person is unqualified for the position or circumstances have changed making re-employment impossible or unreasonable or the job the Employee left was for a brief, non-recurrent period of time. In other circumstances, a returning veteran will be entitled to a position that is similar to the one she/he would have attained in seniority, pay and status. Disabled, returning veterans will be re-employed in positions in accordance with federal law.

Upon re-employment, a returning veteran is entitled to the seniority and other benefits determined by seniority that she/he would have had if their employment would have been continuous. The University will provide health insurance coverage and contributions to pension plans as required by federal law.

5.6 Administrative Leave

5.6.1 Administrative Leave Without Pay

Non-temporary Employees may submit a written request for administrative leave without pay when they have special circumstances which are not covered by other leaves of absences offered by the University. Consideration of such requests is based, in part, upon impact on the operations within the Employee's assigned work unit. Granting of such leave is within the total discretion of the University.

5.6.2 Administrative Leave With Pay

In exceptional circumstances, the University may grant an Employee administrative leave with pay when it is deemed to be in the best interest of the University.

5.7 Paid Holidays

The following holidays will be observed annually by the University:

New Year's Day
Martin Luther King's Birthday
George Washington’s Birthday
Memorial Day
Independence Day
Labor Day
Columbus Day
Veteran's Day
Thanksgiving Day
Christmas Day

Exempt Employees are not required to work on these holidays but will still receive their regular pay. If exempt Employees do work on these holidays, however, they will receive no additional compensation.

When a holiday falls on a day that a non-exempt, non-temporary Employee is normally scheduled to work, he/she will not be required to work that day and will be paid the regular number of hours he/she would otherwise have been scheduled to work on that day. When a holiday falls on a non-exempt Employee's day off, the Employee will be excused from a regularly scheduled work day within the next three consecutive pay periods and will receive his or her regular rate of pay for hours regularly worked on that day. Part-time, non-temporary Employees receive holiday pay on a pro-rata basis.

5.8 Insurance

Summary Plan Descriptions that explain coverage of Howard University's benefits plans are available in the Office of Human Resource Management. The actual plan documents, which are available by making a written request to the Office of Benefits and Pension Administration, are the final authorities in all matters relating to benefits described in these guidelines or in the Summary Plan Descriptions and will govern in the event of any conflict. The University reserves the right to change or eliminate any benefits at any time and in accordance with applicable law.

5.8.1 Long-Term Disability

The University, through its insurance carriers, provides financial protection for eligible Employees who have completed one year of employment and who become totally disabled for a period of longer than six (6) months. Your supervisor or the Office of Benefit and Pension Administration can provide you with additional information concerning these benefits and your eligibility for them.

5.9 Pension And Retirement

Eligible Employees are also able to participate in the University's retirement, savings, and pension programs. Your supervisor or the Office of Benefit and Pension Administration can provide you with additional information concerning these benefits and your eligibility for them. See the Summary Plan Description for more details.

5.10 Workers' Compensation Benefits

The University maintains the required level of coverage for workers' compensation purposes. If you experience an on-the-job injury or work-related illness, you may be able to receive workers' compensation benefits in accordance with applicable law. In such a case, let your supervisor know about the injury or illness and the Office of Benefit and Pension Administration will coordinate with you concerning your eligibility for workers' compensation benefits, filing the appropriate applications, and related matters. In any event, you should always immediately report any and all on-the-job injuries to your supervisor, no matter how minor they may be.

5.11 Employee Assistance Program (EAP)

The University recognizes that there are times when personal problems reach a point when Employees need to turn somewhere for help and guidance. Thus, Employees with overwhelming personal problems and/or problems or difficulties with alcohol or drugs are encouraged to take full advantage of the EAP.

If you wish to obtain more information concerning the services offered by the EAP or if you desire to make use of the EAP, you may contact your supervisor, or you may contact the Office of Human Resource Management. The fact that you have contacted the EAP and/or requested information concerning the EAP is entirely confidential and will in no way adversely affect your employment with the University. The University is proud of its EAP program and encourages those Employees who feel they may benefit from its services to inquire.

5.12 Tuition Remission

In certain circumstances, the University offers tuition remission and tuition reduction benefits to non-temporary Employees and their eligible dependents. If you have questions concerning this benefit and wish to determine whether you are eligible to receive it, please contact the Office of Human Resource Management. The provision of tuition remission may have tax consequences to the employee. Therefore, all employees who avail themselves of this benefit, either personally or for eligible dependents, are urged to discuss the potential tax consequences with their own tax advisor.

 SECTION SIX

6.0 EQUAL EMPLOYMENT OPPORTUNITY AND ANTI-HARASSMENT POLICY

Howard University complies with all federal, state, and local laws concerning equal opportunity and non-discrimination in both employment and in provision of educational benefits to our students. All employees are required to read and comply with Howard University’s Policy and Procedure on Equal Opportunity in Employment and Education Programs and Activities and Howard University’s Policy and Procedure on Sexual Harassment.

SECTION SEVEN

7.0 WORKPLACE VIOLENCE POLICY

The University is concerned about increased violence in society and in the workplace. It is the policy of the University to expressly prohibit any acts or threats of violence by any University Employee or former Employee (or any other member of the University community) against any other Employee or individual in or about the University’s premises. The University also will not condone any acts or threats of violence against its Employees, customers, or visitors on its premises at any time.

The possession of firearms on University property is strictly prohibited, except for authorized and properly licensed security personnel.

SECTION EIGHT

8.0 OTHER PERSONNEL POLICIES

8.1 Code of Ethics and Conduct

Employees are required to abide by the rules and policies set forth in the Howard University Code of Ethics and Conduct (Code). The Code addresses issues pertaining to, among other things, the use of University property, conflicts of interest, relationships with vendors, gratuities, confidentiality and maintenance of accurate accounts and records, access to educational benefits by students, government relations, employment practices and public relations, and the duty of employees to cooperate in investigations.

8.2 Dress Code

Howard University is firmly committed to avoiding illegal discrimination on the basis of personal appearance. The University does require its Employees to observe reasonable standards of neatness, good grooming, and appropriate business attire at all times while working in the University community. Each Employee's dress, while on duty at the University, must be appropriate to the Employee's job responsibilities and the University environment.

8.2.2 Uniforms

Some positions require that Employees wear uniforms while working in those positions. To the extent required by applicable law, the University will provide appropriate uniforms for those Employees whose positions require uniforms. Employees are responsible for keeping their uniforms clean, pressed, and in good condition.

8.3 Smoking

In compliance with D.C. law and in keeping with the University's intent to provide a safe and healthy work environment, smoking in the workplace is prohibited. Smoking is permitted outside of buildings. Failure to observe this law may result in disciplinary action.

8.4 Drug Free Workplace/Drug Free Schools and Campuses

Several Federal laws, such as the Drug-Free WorkPlace Act and the Drug-Free Schools and Communities Act Amendments of 1989, require the University to certify that it has adopted and implemented programs to prevent the unlawful possession, use, or distribution of illicit drugs and alcohol by students and Employees. Moreover, regardless of the requirements of the law, the use and possession of unlawful drugs and the unlawful use and abuse of alcohol is of serious concern and jeopardizes the health, safety, and livelihood of the University, its students, and its Employees. Howard University is therefore fully committed to a zero tolerance policy regarding the use, possession, and distribution of unlawful drugs and the unlawful use and abuse of alcohol on University property or as part of any University-sponsored activity.

Employees and students are strictly prohibited from unlawfully manufacturing, distributing, dispensing, possessing, or using illicit drugs and controlled substances on University property or as a part of University activities. Federal law and the law of the District of Columbia provide severe penalties for the unlawful use, possession, and distribution of illicit drugs and alcohol. Additionally, Employees are prohibited from possessing, using, or distributing alcohol or from being under the influence of alcohol while working and/or while on University property. On rare occasions, the University may authorize the legal use of alcohol on University premises for certain approved activities and social functions. In such circumstances, Employees are required to monitor their intake of alcohol and use alcohol in moderation.

The University has an established drug awareness program which is available to Employees and students and describes the legal and health dangers of illegal us and abuse of alcohol and controlled substances and the penalties imposed for such illegal use and abuse by federal and D.C. laws. As a condition of employment, Employees are required to abide by the University's drug and alcohol policy. Employees who are convicted of drug-related offenses occurring in the workplace must inform the Office of Human Resource Management of such conviction in writing within five days after being convicted.

Employees and students who violate the University's drug and alcohol policy will be subject to discipline, up to an including expulsion from the University and termination from employment.

8.5 No Privacy in Personal Use of University Equipment and Property

All electronic and telephonic communication systems (including e-mail, quick mail, voice mail, telephones, computers) and all communications and information transmitted by, received from, or stored in these systems are the property of the University and as such are to be used solely for job-related purposes.

Further, Employees are not permitted to use a code, access a file, or retrieve any stored communication unless authorized to do so or unless they have received prior clearance from an authorized University representative. All pass codes are the property of the University. No Employee may use a pass code that has not been issued to that Employee or that is unknown to the University. Employees who violate this policy are subject to disciplinary action.

To ensure that the use of electronic and telephonic communications systems and business equipment is consistent with the University's legitimate business interests, authorized representatives of the University may monitor the use of such equipment from time-to-time in accordance with applicable state and federal laws and after consultation with the Office of General Counsel.

As a condition of employment and continued employment, Employees are required to sign an e-mail acknowledgment form which is attached at the end of these Guidelines (Attachment B).

8.6 Outside Employment

A full-time position at the University must be the Employee's primary job. Full-time Employees must report to their supervisor and the Office of Human Resource Management, immediately and in writing, any other employment with any person or organization, and any self-employment or consulting. The report must identify the nature of each type of employment, each employer, and indicate the number of hours per week spent by the Employee on such additional employment. Any Employee who fails to notify the University immediately and accurately of such additional employment will be subject to immediate discipline.

8.7 Employment of Relatives

The University accepts employment applications from relatives of Employees. However, one's status as a relative to an applicant will not be considered in evaluating the applicant's suitability for employment at the University, except that relatives will generally not be employed so that they supervise one another. Exceptions to this rule can be made only in writing by the Vice-President of Human Resource Management. It is recommended that individuals not seek positions that would require them to work in the same office or department as a relative.

SECTION NINE

9.0 GENERAL INFORMATION

9.1 Identification Cards and Name Badges

All full-time Employees of the University are issued identification cards. Employees should carry their cards with them while on duty. There will be a replacement charge for ID cards lost or destroyed. These cards identify Employees who may use facilities such as the library and gymnasium or for special events. The Department of Employment, Office of Human Resource Management, issues ID cards Monday through Friday, except holidays, between 9:00 A.M. and 4:00 P.M.

9.2 Licenses and Registrations

When licensure or registration is required before an Employee may perform certain duties, it is the responsibility of the Employee to acquire and to renew such license or registration. Failure to renew or maintain the license or registration and to give the appropriate supervisor proof of such license or registration and renewal may result in demotion or termination from employment.

9.3 Notification of Change of Status

Any change in an Employee's name, telephone number, address, or information relevant to benefits should be reported in writing by the Employee to the Office of Human Resource Management.

SECTION TEN

10.0 POLICY ON DISPUTES

In order to resolve problems and concerns which Employees may have, the University has instituted the following dispute resolution policy. If you believe you have been treated in a manner inconsistent with these Guidelines (as they may from time to time be changed by the University), it is requested that you follow these steps so that your concerns may be investigated and appropriately resolved.

Step 1 - You are encouraged to discuss the matter with your supervisor.

Step 2 - If you cannot discuss the matter with your supervisor, or if you do not feel comfortable doing so, or if you have discussed the matter with your supervisor and you are dissatisfied with your supervisor's response, you should immediately present the matter to your Department Head. Your Department Head will attempt to respond to you within a reasonable period of time after he or she receives your complaint.

Step 3 - If your Department Head does not respond within a reasonable period of time, or if the Department Head's response is insufficient, you may file a written request for review with the Assistant Vice President for Human Resource Management. (The Assistant Vice President's Office is located in the Office of Human Resource Management and the secretary or receptionist can provide you with a form on which to present your request for review).

Step 4 - The Assistant Vice President will investigate your request and make a decision that will be final. You will be informed of the decision in writing.

ATTACHMENT A
ACKNOWLEDGMENT OF RECEIPT

HOWARD UNIVERSITY PERSONNEL GUIDELINES AND STATEMENT OF BENEFITS ("GUIDELINES")

HOWARD UNIVERSITY CODE OF ETHICS AND CONDUCT

HOWARD UNIVERSITY POLICY AND PROCEDURE ON EQUAL OPPORTUNITY IN EMPLOYMENT AND EDUCATION PROGRAMS

HOWARD UNIVERSITY POLICY AND PROCEDURE ON SEXUAL HARASSMENT

HOWARD UNIVERSITY AT-WILL EMPLOYEE FORM

I, __________________________, understand and agree that these Guidelines are not an expressed or implied contract of employment and that they do not create any rights or guarantees in the nature of continued employment, specific terms or policies, or an employment contract. Rather, these Guidelines are an overview of, and general guide to, personnel policies currently in force that may relate to my employment. I understand that the University may rescind or change these Guidelines, or any part(s) of them, from time to time, with or without notice and without the payment of any consideration to me.

I also acknowledge that I have received the Howard University Code of Ethics and Conduct, the Howard University Policy and Procedure on Equal Employment Opportunity in Employment and Education Programs and Activities, and the Howard University Policy and Procedure on Sexual Harassment.

I also acknowledge that I am employed as an "at-will" Employee. Accordingly, I recognize and agree that nothing shall restrict my right to terminate my employment at any time and for any reason and nothing shall restrict the right of Howard University to terminate my employment at any time for any reason or no reason.

____________________________________
Printed Name

____________________________________
Signature

____________________________________
Date

ATTACHMENT B
PRIVACY ACKNOWLEDGMENT FORM

I understand that all electronic communication systems, telephones, computers, e-mails, voice mails, quick-mails and the like maintained and/or provided by Howard University, and all information transmitted by, received from, or stored in these systems and equipment are the property of Howard University. I also understand that these systems are to be used solely for job-related purposes and not for personal purposes, and that I have no expectation of privacy in connection with the use of this equipment or with the transmission, receipt or storage of information in this equipment.

I agree not to use a code, access a file, or retrieve any stored communication unless I am specifically authorized to do so. I acknowledge and consent to the University's monitoring my use of this equipment at any time at its discretion. Such monitoring may include printing and reading all e-mail or quick-mail entering, leaving or stored in these systems, retrieving and listening to all voice mails, examining the telephone log that records the phone number dialed from a given phone, and evaluating my phone conversations conducted on University equipment to ensure that proper and appropriate protocol, subject matter and professionalism are maintained.

____________________________________
Printed Name

 ____________________________________
Signature

 ____________________________________
Date

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Related Documents:   Equal Employment Opportunity   |   Sexual Harassment Policy

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1999 Howard University, all rights reserved.  Last updated: 18 August 1999.
HOWARD UNIVERSITY -  2400 Sixth Street, NW, Washington, DC 20059.  Phone (202) 806-6100.