HR Policy Manual Quick Links View/Print Entire Manual Table of Contents Forward 1. Hours 2. Definitions of Employee Groups 3. Recruitment and Appointment 4. Compensation Policies 5. Benefits 6. Other Benefits 7. Tuition Program Benefits 8. Privileges and Amenities 9. Leave Benefits 10. Leaves of Absence 11. Performance Evaluation 12. Separation/Termination 13. Institutional Policies and Procedures * Appendix A: Worker's Compensation * Appendix B: ERISA * Appendix C: Sexual Harassment * Appendix D: Disaster Emergency Plans * Appendix E: Section 504/ADA Policy & Appeals Procedure * Appendix F: Short-Term Disability * Appendix G: Animals on Campus

Seattle University
Human Resources Policy Manual

Foreword

The University's Human Resources Philosophy

The University's Strategic Plan for 2000 - 2010 emphasizes a commitment to excellence in all aspects of the University's operations. This focus on excellence includes a culture that encourages and supports service and professionalism in the interactions of employees with each other, with students and their families, and with members of the public. All employees are viewed as representatives of the University who have the opportunity to model service and professionalism in their many interactions both internally and externally.

The University desires to maintain a competent, stable, and diverse work force that is well informed in matters affecting employment. The University also seeks to promote employees' opportunity for growth, expression of ideas, and work satisfaction through an atmosphere of appreciation and recognition of their contributions. Excellence in the provision of all services is an essential component of a distinctive education at the University. Therefore, the University strives to develop and maintain the positive work environment needed to recruit and retain capable, committed, and caring employees.

Equal Employment Opportunity

The University provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, marital status, sexual or political orientation, or status as a Vietnam-era or special disabled veteran in accordance with applicable federal, state, and local laws. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfers, leaves of absence, compensation, benefits, and training.

The University administers all policies, practices, and procedures in ways that are consistent with the University's Catholic and Jesuit character.

For additional policy information, see Section 13.

Nature of Employment

All staff, non-tenured faculty, and nontenure-track faculty are employed "at will." This means those individuals may decide to end their employment with the University at any time for any reason or no reason, and the University has the right to terminate the employment of those individuals at any time for any reason or no reason.

HR Policy Manual Application and Amendment

This Manual does not create a contract, and the University reserves the right to modify any provisions in the Manual, or to discontinue all or a part of this Manual, at any time. This Manual and any amendments, deletions, or additions, are effective on the day posted to InSite, the University's intranet, unless expressly stated otherwise in the posting.

Resources

Equal Employment Opportunity: http://www.eeolaw.com

1. Hours

Hours of Operation
Meal Period
Rest Periods
Reporting Absence From Work

1.1 Hours of Operation

The standard business hours of the University offices are 8:00 a.m. to 4:30 p.m. Monday through Friday. Individual departments may operate on alternative schedules based on the nature of the particular services they provide. For an employee to alter the standard workweek schedule, advance approval by his supervisor is required.

1.2 Meal Period

The University affords staff members one (1) unpaid hour for lunch, which is scheduled by the department supervisor. No employee shall be required to work more than five (5) consecutive hours without a meal period.

1.3 Rest Periods

The University affords a fifteen (15) minute break for every four (4) continuous hours of work. Time not taken as a rest period cannot be used to shorten the workday, accrue compensatory time, or be added to the meal period.

1.4 Reporting Absence From Work

Regular and reliable attendance at work is an essential requirement of employment at the University. Employees are expected to notify their supervisor within thirty (30) minutes of their start time if they are to be absent from work (see Sections 4.2 and 4.3 for time reporting procedures). An employee who fails to report to work for three (3) consecutive days without notifying her supervisor may be considered to have voluntarily resigned employment with the University. Because frequent absences undermine performance and compromise the University's service standards, employees with frequent absences may be placed on a corrective action plan. Employees are expected to notify their supervisor as soon as possible if they are going to be late.

Planned medical appointments are to be pre-scheduled with the supervisor and approval is based on the needs of the department.

Resources

Fair Labor Standards Act: http://www.dol.gov/dol/compliance/comp-flsa.htm

2. Definition of Employee Groups

Regular Employees - Benefits Eligible
Employees Not Eligible for Benefits
Active Employees

2.1. Regular Employees - Benefits Eligible

"Regular" employees are in budgeted, staff positions and may be either full-time or part-time. Full-time means 1.0 "full-time equivalent" (FTE). Part-time means .53 FTE (or greater) for staff and administrators and .50 FTE (or greater) for faculty and those employees on a 40-hour work week. Regular employees are eligible for benefits. The following employee groups are regular employees.

A. Exempt Staff

"Exempt" staff are executive, administrative, or professional employees of the University as defined by the Fair Labor Standards Act and are exempt from state and federal minimum wage and overtime pay requirements. Exempt staff are paid on a salary basis for work performed and are not eligible for paid overtime.

B. Non-exempt Staff

"Non-exempt" staff are employees of the University as defined by the state and federal law and are not exempt from the minimum wage and overtime requirements. Non-exempt staff are paid an hourly wage for work performed and are eligible for paid overtime.

For additional information about the Fair Labor Standards Act visit http://www.dol.gov/dol/topic/wages/index.htm.

C. Faculty Status

Some exempt employees may hold faculty rank and also serve in exempt, administrative non-faculty positions. Those employees are subject to all terms and conditions applicable to exempt non-faculty employees. In addition, these individuals may have certain rights, through tenure, to continued employment as a faculty member. Those rights affect only the individual's status as a faculty member.

D. Union

Union employees are those University employees covered by a collective bargaining agreement.

2.2 Employees Not Eligible for Benefits

The following employee groups are not eligible for benefits.

A. Occasional Employees

"Occasional" employees work:

1. Intermittently and less than 1040 hours per year; or
2. On a part-time basis less than twenty (20) hours per week.

B. Temporary Employees

"Temporary" employees are hired on a temporary basis for a specific period of time (e.g., for projects or interim assignments). The employment period usually does not exceed three (3) months (ninety (90) calendar days).

C. On-Call Employees

"On-call" employees work an uncertain schedule usually on an irregular or on-call basis. On-call employees are paid an hourly wage.

D. Student Employees

Student employees are hired through the Student Financial Services Office or the School of Law Financial Aid Office in accordance with the policies and procedures of those offices. Student employees are paid through the payroll system as a student employee and are compensated on an hourly basis.

E. Consultants and Independent Contractors

The University also engages the services of consultants and independent contractors (non-employees) on a short-term, temporary, or part-time basis. A consultant or independent contractor is not an employee. The IRS has strict criteria for determining whether an individual is an independent contractor or an employee. Unless otherwise approved by a vice president, contact the HR office before entering into a contract with a consultant.

F. Volunteers

Volunteers are welcome at the University and provide valuable services. A volunteer agreement is required and a record of volunteer hours must be maintained and reported to payroll for liability insurance purposes.

Seattle University employees may volunteer or otherwise perform services for the University on an unpaid basis if all the conditions listed below are met.

1. There is no expectation of pay;
2. The volunteer activity is at the employee's own initiative;
3. The volunteer activity is during the employee's own time (not during regular work hours); and
4. The duties performed as a volunteer are not similar or identical to the employees regular job duties and responsibilities.

2.3 Active Employees

"Active" employees are working on regularly assigned or scheduled days.

3. Recruitment and Appointment

Hiring Manager's Guide: Recruitment and Interviewing Guidelines

Personnel Requisition Form
Employee Recruitment and Advertising
Applications/Resumes
Promotion and Transfer
Interviews
Search Committees
Employment and Reference Checks
Background Checks
Pre-Employment Tests
Salary Setting/Extending a Job Offer
Relocation Expenses
New Hire Paperwork and Completion of Immigration Certification I-9
Process for Hiring Temporary Staff Members

Seattle University follows recruiting policies and procedures consistent with its commitment to diversity and its position as an equal opportunity employer. Openings are publicized through on and off-campus postings and advertising.

3.1 Personnel Requisition Process

When a new or existing position opens, the hiring manager will create an online personnel requisition using the SUPER System at https://jobs.seattleu.edu/hr. A user account needs to be set up and approved at this website prior to creating a requisition. The online system facilitates electronic approvals of the area Vice President or Provost and the Associate Vice President for Finance, as applicable. The approvals and position details are then submitted electronically to the Human Resources Office (HR) for posting. Prior to posting, HR will review the position to ensure proper classification.The hiring manager should consult Human Resources for advice on establishing the position before completing a requisition under the following circumstances:

1. if the position is new (not replacing an incumbent);
2. if the structure of the organization has changed; or,
3. if the duties and/or the qualifications of the position have changed significantly.

3.2 Employee Recruitment and Advertising

HR works with the hiring manager to prepare advertising and coordinate recruitment efforts in appropriate media, such as newspapers, professional journals, websites, and regional and/or national agencies. HR pays for the cost of the advertising. It is the practice of the University to post non-faculty positions for at least seven calendar days before hiring a candidate to fill the position.

3.3 Applications/Resumes

HR receives all applications and supporting documents via the SUPER System. No application materials are accepted via other methods. For most positions, HR reviews all applications and resumes and evaluates them to assure the minimum qualifications are met as specified in the position announcement. HR releases all applications meeting required qualifications to the hiring manager for consideration.

3.4 Promotion and Transfer

All interested employees who meet a position's minimum qualifications are encouraged to apply. Selection is based on department needs and candidates' qualifications and performance. The University fills all job vacancies with the individual it deems most qualified for the position, and reserves the right to select candidates from outside the University.

3.5 Interviews

The hiring manager or his designee selects those to be interviewed from the pool of qualified applicants and should use a consistent set of interview questions for all candidates. Please refer to the Hiring Manager's Guide for guidelines in recruiting and interviewing for a position.

3.6 Search Committees

A hiring manager or her designee may choose to form a search committee to help in the selection process for professional and managerial level jobs. The membership of the search committee generally will consist of five to seven people who can provide appropriate input for the level and nature of the position. Positions in Bands C1-C4 may or may not require a search committee to be appointed. Search committees are usually appointed for openings in Pay Band levels D and E. A member of the HR staff may act as advisor to the hiring manager or the chairperson of the search committee to insure compliance with University policies and procedures.

3.7 Employment and Reference Checks

The hiring manager or his designee will check the employment history and references of the final candidate(s) under consideration.

3.8 Background Checks

Prior to hire, criminal history background checks are conducted on candidates for all staff positions, including temporary employees and Athletics Department volunteers. Conditional job offers may be made before a background check is returned with approval from HR. Persons applying to any staff position must complete a criminal history background check authorization form. A third-party vendor on contract with the university conducts all criminal history background checks. Candidates have the right to request a copy of their background check results from this vendor.

3.9 Pre-Employment Tests

Any pre-employment screening tests will comply with legal standards for job-relatedness, statistical reliability and validity. All tests must be approved by the Associate Vice President of Human Resources and Equal Opportunity Officer.

Certain positions, including all administrative assistant positions, require candidates to complete a pre-employment computer skills assessment. Computer skills assessment results will be used as an indicator of a person's ability to meet job qualifications. Human Resources may discuss test results with the hiring manager.

3.10 Salary Setting/Extending a Job Offer

The hiring manager must consult with Human Resources after the search has been completed but before an offer is made to ensure adherence to applicable University policies, salary practices and federal laws. HR coordinates the job offer with the hiring manager or his designee, arranges a start date, and presents an overview of benefits and other related employment items. HR advises the hiring manager or his designee of the appropriate pay for the selected candidate. The salary HR proposes will take into account the candidate's skills and qualifications and will reflect the external market and internal relationships, as well as the budgeted salary dollars for the position.

3.11 Relocation Expenses

Staff relocation expenses are coordinated and funded through the Human Resources Office. Relocation reimbursement benefits are limited to positions in pay bands C-4, D and E. Actual expenses will be reimbursed up to 10% of salary, not to exceed $5,000.

3.12 New Hire Paperwork and Completion of Immigration Certification I-9

A new employee should report to his department the on the first day of employment. The Hiring Manager and HR will schedule a time for the new employee to fill out required paperwork on his first day and make arrangements for him to attend the Human Resources and Benefits Orientation session for new employees.

At the commencement of employment, all new employees must document their identity and employment authorization in accordance with the immigration laws of the United States.

3.13 Process for Hiring Temporary Staff Members

Temporary employees may be engaged to work with the University either through a Temporary Staffing Agency or by entering into a Short-Term Temporary Employment Agreement with the University directly.

Temporary Staffing Agency: HR serves as the SU liaison with the Staffing Agency and coordinates temporary assignments and billing. Hiring managers should contact HR to hire from a temporary agency.

Temporary Employee Direct-Hire: HR will work with the hiring manager to identify candidates for temporary positions, which may include advertising. Sections 3.7, 3.8, 3.10 and 3.12 apply to direct-hire temporary employees. All offers of employment to temporary staff members must be confirmed in writing, using a Letter of Agreement form, available on Human Resource's InSite website at https://insite.seattleu.edu/hr/forms/sharedocuments2/a-Hiring Process/temp_loa_directions.asp.

Hiring managers wanting to hire a specific person for a temporary position should contact HR.

Resources

Hiring Manager's Guide: Recruitment and Interviewing Guidelines
Immigration Certification I-9: http://www.usda.gov/oce/oce/labor-affairs/i9nutshell.htm

4. Compensation Policies

Work Week Definition
Pay Period and Time Reporting for Exempt Employees
Pay Period and Time Sheets for Non-exempt Employees
Payroll Advances
Overtime Pay
Employee Compensatory Time
Holiday Premium
Classifying New Positions
Job Classification
Reclassifying Existing Staff Positions
Reclassification/Rate of Compensation

4.1 Work Week Definition

A workweek is 12:00 a.m. Sunday through 11:59 p.m. Saturday.

4.2 Pay Period and Time Reporting for Exempt Employees

Exempt employees report absences such as sick leave, vacation, or other absences, including time without pay on an exception basis to their department head or area Vice President. The department head or area Vice President verifies and signs the time report and forwards it to the Payroll Office in accordance with the procedure the Payroll Office establishes from time to time.

4.3 Pay Period and Time Sheets for Non-exempt Employees

To ensure compliance with applicable laws, non-exempt employees must keep a record of all hours worked and any sick leave, vacation, or other absences, including time without pay. Non-exempt employees are paid once a month (except those on a forty (40) hour work week and those in collective bargaining units who are paid twice a month). Both the employee and her supervisor sign the time sheet, which is then submitted to the Payroll Office. The Payroll Office determines the days of the month on which the time sheets are due.

4.4 Payroll Advances

Employees with financial hardship, or whose paycheck would be issued during a scheduled vacation, can occasionally request an advance on their paycheck. The employee is eligible to request an advance equal only to the actual number of days worked in the current pay period. Payroll advances are limited to two times per year. Forms are available in HR.

4.5 Overtime Pay

Overtime pay is applicable only to non-exempt employees. A full-time non-exempt employee normally works thirty-seven and a half (37.5) hours per week (seven and a half (7.5) hours per day). In accordance with the requirements of federal and state wage and hour laws, non-exempt employees are paid one and a half (1.5) times the regular hourly rate for hours actually worked in excess of forty (40) hours per work week (straight time is given for the hours beyond thirty-seven and a half (37.5) and up forty (40) hours).

The supervisor determines the need for extra hours or overtime. The supervisor must authorize overtime and/or changes to an employee's regular schedule in advance and in writing. Questions about overtime guidelines should be directed to HR.

4.6 Employee Compensatory Time

Compensatory time applies only to non-exempt employees. An employee may request of his supervisor, in writing, compensatory time off for the hours an employee works in excess of their normal work week. For employees working a 37.5-hour work week, compensatory time is calculated at the employee's normal hourly rate from 37.5 to 40 hours and one and a half (1.5) times the hourly rate for the number of hours worked that exceed 40 hours. For employees working a 40 hour work week, all hours in excess of 40 will be calculated at one and a half (1.5) times the employee's hourly rate. Employees cannot be required to take compensatory time in lieu of being paid for hours exceeding their normal work week. Compensatory time cannot be carried forward or accumulated beyond the pay period in which the overtime was worked.

4.7 Holiday Premium

Holiday premium pay is applicable only to non-exempt employees. Holidays are rarely worked at the University with the exception of essential services. Any non-exempt employee accepting a request to work on an observed holiday receives a holiday premium. There are two options for the holiday premium: (1) an employee may receive premium pay at one and a half (1.5) times the regular hourly rate for working a holiday and, therefore, may not receive a paid day off on another day; or (2) the employee may be paid straight time for the holiday worked and receive a paid day off on another day within that fiscal year as pre-arranged and pre-approved with the supervisor.

4.8 Classifying New Positions

Once there is budget approval for a new position, HR works with the department head or his designee to determine the appropriate job classification and job title.

4.9 Job Classification

Positions at the University are assigned to job classifications based on scope of responsibilities, market comparability, and other significant job factors. Job responsibilities and other job factors are described in the position description. The University maintains written position descriptions that are periodically updated as duties and responsibilities change. The position descriptions are available for review on a request basis.

4.10 Reclassifying Existing Staff Positions

If an employee's job responsibilities have increased or decreased significantly, HR will work with the department head or her designee to determine whether a reclassification is warranted and, if so, the appropriate new classification. Requests for classification review are submitted by the department head to the area Vice President or Provost and then to HR.

4.11 Reclassification/Rate of Compensation

If an existing staff position is reclassified, the HR will inform affected employees of any changes in the rate or method of compensation.

Resources

Overtime Pay - Federal and State Wage and Hour Laws: http://www.dol.gov/dol/topic/wages/overtimepay.htm

5. General Benefits

Introduction
Eligibility for Benefits
*University Insurance Programs
*Medical, Dental, and Vision Insurance
*Options to Waive Coverage
*Short-Term Disability
*Long-Term Disability
*Group Term Life Insurance and Accidental Death & Dismemberment (AD&D)
*Retirement Plan
*Benefits on Re-employment at the University
*Recognition of Prior Service Credit at an Accredited Institution for Some Benefits

* = Policies and procedures that apply to Faculty.

Introduction

This section of the policy manual is an overview and summary of general benefits the University provides for its employees without mandate from any governmental agency. HR provides specific details of each plan in formal benefit plan documents. If there is a conflict between the documents and this manual, information in the plan documents supersedes information in this manual.

5.1 *Eligibility for Benefits

Regular employees are eligible for benefits as described below and receive vacation, sick leave, and holiday pay. The benefits are pro-rated for part-time employees.

The groups of individuals listed in Section 2.2 are not eligible.

5.2 *University Insurance Programs

The following is only a summary of benefits. Refer to plan documents located in the HR Benefits Office for complete details.

A. Section 125 Plan - Flexible Benefits Plan (Flex Plan)

The University maintains combined group health insurance, disability insurance, and life insurance programs for University employees in benefit eligible positions. The plan is termed Flexible Benefits Plan (Flex Plan). The Flex Plan allows employees to pay for their healthcare and/or dependent premium medical contributions with pre-tax dollars. Benefits eligible employees may enroll in the benefits plan on the first (1st) of the month following date of hire or during the University's benefits open enrollment period. A Health Care Spending Account, Dependent Care Spending Account, and Transportation Plan (bus, ferry, parking) are also available under this program.

The University shares the cost of benefits with employees in the form of "benefit dollars." The University provides a fixed amount of benefit dollars to each eligible employee and the employee can designate choices of coverage and distribute the benefit dollars among a menu of benefits. Through the Section 125 Plan, pre-tax dollars can be used to pay premiums not covered by benefit dollars.

The plan covers the following:

1. Health Care Benefits (medical, dental, vision, prescription drug, and mental health coverage)
2. Long-Term Disability Benefits (this benefit are available following twelve (12) months continuous service)
3. Life Insurance (Basic and Supplemental) and Accidental Death and Dismemberment

B. Health and Dependent Care Spending Account

Under the healthcare and dependent care spending account programs, employees estimate the amount of eligible health care and/or dependent care expenses they will incur during a calendar year, January through December, and authorize a monthly payroll deduction to meet the estimate. The account is spread equally over the employee's pay periods and deposited into the employee's flexible spending account. Employees then submit documentation of healthcare/dependent care expenses, and the third party administrator mails or direct deposits a check directly to the employee. The maximum deferral amounts are subject to IRS regulations and, therefore, may change.

The deferral amount can be changed only if a qualifying event occurs during the plan year. Some examples of qualifying events are: birth, adoption, death, marriage, divorce, or termination of spouse's employment. Contact the HR Benefits Office or see the Flexible Spending Account Employee Change Form for more detailed information.

Note: Under IRS regulations, an employee must forfeit any money that remains in the flexible spending account at the end of the plan year.

5.3 *Medical, Dental, and Vision Insurance

A. Coverage Commencement

For regular, benefits eligible employees (see Section 2.1) benefits begin the first (1st) day of the first (1st) full month of employment.

B. Insurance Coverage Applications

To obtain coverage under the insurance plans, an eligible employee must complete the Flex Plan Enrollment form and return the form to HR within thirty (30) days of the start date of regular employment. Applications by subscribers are also accepted annually during the University's benefits open enrollment period, and in the event of a qualifying status change (e.g., marriage, birth of a child). Employees who fail to submit enrollment forms within thirty (30) days of eligibility will be enrolled in default levels of coverage.

No person acquires any right to services and benefits under any group medical, dental, or vision coverage plans until the applications are accepted.

C. Dependent Coverage

A new employee may enroll any of the following persons for comprehensive health care coverage as part of the initial application during the first (1st) full month of employment:

1. a legal spouse; and
2. unmarried dependent children under 25 years of age (over 25 years of age if disabled prior to reaching the limiting age).

Employees can make dependent coverage changes:

1. annually during open enrollment; or
2. when a qualifying status change occurs. Employees must complete a status change request within thirty (30) days (60 days for birth/adoption).

5.4 *Options to Waive Coverage

Employees may be eligible to "waive" or opt-out of enrollment in the University's insurance programs under defined circumstances. Full-time benefit eligible employees covered under another medical or dental plan may waive their medical and dental benefits if they provide proof of coverage on an annual basis. Part-time benefit eligible employees may waive medical and dental coverage without showing proof of other coverage.

The following benefits are not waivable:

1. Basic Life Insurance
2. Long-Term Disability Insurance (after twelve (12) months continuous service)
3. Basic Accidental Death & Dismemberment Insurance

5.5 *Short-Term Disability

Short-Term Disability is a benefit offered by the University to preserve partial income of those benefits eligible employees who are unable to work because of a medical condition.

A. Eligibility Requirements

An employee who has completed twelve (12) continuous months of active employment (see Section 2.3) with the University prior to the onset of the disability is eligible for this benefit. An employee must be disabled for thirty (30) consecutive calendar days to apply for this benefit.

B. Coverage

This plan takes effect on the 31st calendar day of disability. Total sick leave and Short-Term Disability payments will cease at the end of 180 days from the date of the onset of disability.

C. Benefits

As long as the employee remains in paid status, benefits and leave accrual will continue. The employee may elect to use accrued sick leave and/or vacation to supplement the partial income replacement under Short-Term Disability. A written authorization to use accrued sick leave or vacation hours during Short-Term Disability must be submitted to Human Resources.

Refer to Appendix F for more information about Short-Term Disability.

5.6 *Long-Term Disability

Long-Term Disability (LTD) is a benefit offered by the University to preserve partial income of those benefits eligible employees who are unable to work because of a medical condition. LTD picks up when Short-Term Disability benefits have been exhausted.

A. Eligibility Requirements

An active, benefits eligible employee (see Sections 2.1 and 2.3) working at .80 FTE or more (30 hours/week) is eligible to apply for LTD Insurance. Coverage begins on the first (1st) day of the thirteenth (13th) month of active employment.

B. Coverage

LTD benefits take effect after satisfying 180 consecutive calendar days of disability. The benefit under the LTD plan is sixty percent (60%) of salary up to a maximum of $9,000 per month. The employee's LTD benefit may be reduced by the amount of other income replacement benefits (such as Social Security or workers' compensation) the employee receives for the same disability.

C. Employment Status

If it is determined that the employee is unable to return to work, their employment will be terminated as of the date the employee qualifies for LTD unless it appears that the employee may be able to return to work in the near future.

D. Benefits

An employee on long-term disability may continue to participate in the University's health care benefits program. Coverage cost and period of coverage are determined by the rules and regulations of the federal COBRA program.

Refer to the plan documents maintained in the HR Benefits Office for more information about the LTD plan. LTD benefits continue as long as the employee remains disabled according to the standards set forth by the insurance carrier.

5.7 *Group Term Life Insurance and Accidental Death & Dismemberment (AD&D) Insurance

All active, benefits eligible employees (see Sections 2.1 and 2.3) and Union employees are eligible to participate in the basic life and AD&D insurance programs. Employees may also purchase supplemental life, dependent life, and family AD&D insurance coverage for eligible spouses and dependents (supplemental amounts and premiums are age-based). Contact the HR Benefits Office for details.

5.8 *Retirement Plan

A. Eligibility and Enrollment

Eligibility for the University's Defined Contribution Retirement Plan is based on twelve (12) continuous months of service at half-time or greater, unless prior service credit applies (see Section 5.10). HR notifies employees when they become eligible. To participate in the plan, employees must complete the necessary form(s) before the date of eligibility.

B. 403(b) Defined Contribution Retirement Plan

The University offers a 403(b) Defined Contribution Retirement Plan to eligible employees. Once the employee is eligible, the University contributes ten percent (10%) of base salary to an account of the employee's choice with either TIAA-CREF or Fidelity Investments. Participating employees are immediately 100% vested (i.e., retirement account is owned by the employee) at enrollment. Enrollment materials and plan documents are available in the HR Benefits Office.

Special note: An employee who fails to return the enrollment form(s) by the end of the month in which eligibility occurs will by default be enrolled in a TIAA-CREF Group Retirement Account and contributions will be deposited in the CREF Money Market Account. At any subsequent time, by contacting TIAA-CREF, the participant may transfer account accumulations to either a Fidelity Investments account or into other funds offered by TIAA-CREF.

C. Supplementary Retirement Account Plan

Eligible employees may make additional, tax-deferred contributions by salary reduction, on a monthly basis (except for months in which no salary is paid). The premiums may be applied to regular group retirement contracts or TIAA-CREF's Group Supplemental Retirement Annuity (GSRA) contracts, or Fidelity Investments or both at the employee's election. Contributions are subject to the contribution limitations of Sections 402(g) and 415 of the Internal Revenue code.

Plan representatives offer limited counseling services about the options available through the University retirement plans. Plan representatives may also make referrals to investment professionals who offer in-depth planning services.

D. Plan Contributions During a Leave of Absence

Retirement contributions continue to be made based on compensation paid during a leave of absence. No contributions are made during an unpaid portion of any leave of absence.

5.9 *Benefits on Re-employment at the University

Employees who are rehired within one (1) year of separation of service from Seattle University are given recognition for prior service (unless a specific benefit contract requires a break in service when an employee separates) for the following employee benefits:

• Employees will be given credit for prior service and reinstated at the appropriate level of vacation accrual as before their break in service;
• Sick leave benefits accrued but unused prior to separation with be reinstated;
• Prior service will be counted in the 12-month waiting period for Class III covered dental benefits;
• Eligibility for tuition remission benefits will be reinstated at rehire if the eligiblity period had been satisfied during prior service;
• Prior Service will be counted toward the Year of Service eligibility requirement for the Retirement Plan provided that the employee completes 1000 or more hours of service within the period constituting their Year of Service.

Employees who separate and are re-hired after one (1) year of their separation date are considered new employees for the purpose of accruing and receiving benefits with the exception of the Retirement Plan.

For purposes of the Retirement Plan, an employee who had previously met the Year of Service requirement at Seattle University will be eligible to participate in the Plan the first of the month following re-employment provided they are an Eligible Employee.

5.10 *Recognition of Prior Service Credit at an Accredited Institution for Some Benefits

The University recognizes qualifying former employment, as defined below, to determine eligibility for certain benefits.

A. Two (2) Years Prior Service - Retirement Benefits

If an employee has established prior service based on the following criteria, the University will begin contributions to a retirement account the first (1st) full month of employment. Employees must:
i. Be at least 21 years of age;
ii. Have completed two (2) years of continuous full-time employment at accredited* institutions of higher education. "Continuous" is defined as two consecutive years in higher education allowing only non-working breaks of service.

B. Five (5) or More Years Prior Service - Vacation/Tuition Remission

Employees who have completed five (5) or more years of continuous full-time employment at a single accredited* institution of higher education immediately prior to employment will:
i. Accrue vacation benefits consistent with their prior years of service, provided they do not exceed the amount offered to university employees with equal years of service; and
ii. Have satisfied eligibility requirements for tuition remission programs.

* Prior university must be accredited in accordance with Seattle University policy.

"Immediately prior" is defined as higher education being the last place of employment. If during the course of employment at the prior university the employee has a non-working break in service of no longer than six months, and all other criteria are met, prior service requirements will be satisfied.

Resources

TIAA-CREF: http://www.tiaa-cref.com
Fidelity Investments: http://www.fidelityatwork.com

6. Other Benefits

Introduction
*Worker's Compensation
*The Consolidated Omnibus Budget Reconciliation Act of 1986 (COBRA)
*Employee Retirement Income Security Act of 1974 (ERISA)
*Unemployment Insurance

* = Policies and procedures that apply to Faculty.

Introduction

This section of the policy manual is an introduction to benefits afforded to all University employees as required by federal and/or state law.

6.1 *Worker's Compensation

In compliance with state law, the University carries worker's compensation insurance for all employees for injuries and illnesses incurred on the job. There is a deduction from the employee's paycheck for this insurance. All job related injuries or illnesses must be reported immediately to the supervisor. HR explains these responsibilities to the supervisor and to Campus Public Safety and provides assistance in completing the necessary paperwork.

The employee must report all injuries to Campus Public Safety the same day the injury occurs. Employees have the right to seek medical care for injuries or illnesses resulting from the course of their work with the University. Supervisors must not refuse to send employee(s) for medical care even if the injury appears not to be serious. Worker's compensation insurance pays the medical expenses legitimately arising out of a job-related injury or illness.

Refer to Appendix A for additional worker's compensation information (or visit http://www.workerscompensationinsurance.com/workers_compensation/washington.htm).

6.2 *The Consolidated Omnibus Budget Reconciliation Act of 1986 (COBRA)

Employees who stand to lose health insurance and other medical benefits due to a qualifying status change (e.g., termination of employment, retirement) may elect to continue health insurance coverage at group rates, at their own expense, under the federal COBRA law. Self-paid continued coverage is also available to covered spouses and/or dependents of employees. When a qualifying event occurs, HR notifies covered employees and their dependents of their options. Additional information may be obtained at http://www.dol.gov/dol/topic/health-plans/cobra.htm. Contact the HR Benefits Office with any questions about the administration of COBRA.

6.3 *Employee Retirement Income Security Act of 1974 (ERISA)

The University's welfare and pension plans are covered under ERISA. According to the Act, an employee is entitled to review and receive information about the University's welfare and pension plans (see Sections 5.3 through 5.8 for plan outlines). Plan information is provided to employees in their packet of benefits information.

Refer to Appendix B for more information on ERISA or visit http://www.dol.gov/dol/topic/health-plans/erisa.htm.

6.4 *Unemployment Insurance

The University has established a reserve account and reimburses the Washington State Employment Security Department for unemployment benefits paid to former employees in accordance with the laws of the State of Washington. There is no deduction from employees' paychecks for this insurance. For more information, visit http://www.wa.gov/esd/.

Resources

Worker's Compensation: http://www.wa.gov/lni/insurance
The Consolidated Omnibus Budget Reconciliation Act of 1986 (Cobra): http://www.dol.gov/dol/topic/health-plans/cobra.htm
Employee Retirement Income Security Act of 1974 (Erisa): http://www.dol.gov/dol/topic/health-plans/erisa.htm

7. Tuition Program Benefits

Introduction
*Tuition Programs
*Tuition Remission for Seattle University Employees
*Dependent's Tuition Programs at Other Schools
*Faculty and Staff Children Exchange (FACHEX) and Tuition Exchange
*Tuition Benefits for Retired, Disabled or Deceased Employees
*Tax Implications

* = Policies and procedures that apply to Faculty.

Introduction

Employees of the University are encouraged to improve their skills and knowledge in areas related to their work and for general self-improvement. Law School faculty and staff employed at the law school as of January 14, 1994, should consult the HR Benefits Office for further details.

7.1 *Tuition Programs

The University provides three tuition remission/tuition exchange programs:

1. Tuition Remission - the University's program for employees and their spouse/dependents
2. Faculty and Staff Children Exchange (FACHEX) - Jesuit-to-Jesuit school reciprocity for tuition
3. Tuition Exchange - 500 universities participate in a general reciprocity agreement

These programs are designed to provide employees, their spouses, and dependents with financial assistance to take advantage of educational opportunities.

The University retains the right to modify or change the tuition programs at any time with thirty (30) days' notice to employees. Any change that occurs during a quarter will be effective as of the start of the next quarter.

7.2 *Tuition Remission for Seattle University Employees

The tuition programs are open to employees to further their education, and all academic programs, except Law, are available. Regular employees (see Section 2.1) are granted a paid educational benefit to take courses at the University under the following conditions:

1. The employee must be employed for not less than three (3) consecutive full months
2. The employee must be admitted to the University in accordance with the University's admissions standards and the employee must follow student registration and academic regulations. The employees are entitled to 100% tuition remission for a maximum of twenty-one (21) attempted credits (pro-rated for part-time employees) per academic year - summer quarter through spring quarter.
3. Full-time employees receive tuition remission for a maximum of twenty-one (21) credits per academic year. Employees are required to have HR and supervisor's approval for classes that are scheduled during the employee's work hours and for any cohort program offered by the University. Part-time employees receive tuition remission pro-rated based on their FTE ratio. For example, a part-time employee with an FTE of .60 would be eligible to receive 100% tuition remission for 12.60 credits per academic year (.60 FTE x 21 credits = 12.60 credits).
4. There is no charge to employees for courses that are audited once they qualify as eligible to participate in tuition remission programs.
5. Tuition remission for employees does not extend to course materials or to course fees such as private music lessons, lab fees, matriculation fees, program continuation fees, or late fees. The application fee is waived.
6. The employee must complete a Tuition Remission (Educational Privilege) Application form each quarter and turn the completed form into HR (this is due before the Tuition Due deadline to avoid a late charge).
7. Employees must be actively working at the University through the completion of final exams for that quarter in order to receive tuition remission. For employees who separate from service during any academic quarter, tuition remission benefits are pro-rated according to the number of completed weeks of employment, excluding any vacation or other leave, and the employee must pay any balance owing.

A. Balancing Work Schedule/Class Schedule

When an employee is enrolled as a student through a tuition remission program, the University recognizes the employment relationship as the primary relationship. Therefore, employees may not enroll in courses that overlap with their regular work schedule without first obtaining the department head's written approval. The decision to allow time for the employee to attend a class during work hours is within the discretion of the department head and is based on factors that include the operational needs of the work unit.

B. Tuition Benefits for Spouse and Dependents

Regular, benefits-eligible employees of the University who have twelve (12) months of continuous service are entitled to pro-rated tuition remission for University tuition-based undergraduate courses for their legal spouse and dependent children. (For employees whose work schedule is less than full-time, the University provides a proportionate tuition benefit. For details, contact the Benefits Department.) Dependent children are defined as natural born, adopted or stepchildren under the age of 25. To be eligible, stepchildren must be under the assigned joint custody of the employee/spouse. Children must be financially dependent on the employee and meet the definition of "dependent" set by the Internal Revenue Service. The University reserves the right to require proof of dependency. For the IRS definition of a dependent, visit http://caselaw.lp.findlaw.com/casecode/uscodes/26/subtitles/a/chapters/1/subchapters/b/parts/v/sections/section%5F152.html.

The tuition program is limited to the first (1st) bachelor's degree for spouses or dependent children (i.e., if a spouse/dependent child has an undergraduate degree, he cannot participate in the University tuition remission/Tuition Exchange/Fachex programs). Once a spouse/dependent child completes the credits required to graduate with a single bachelor's degree in his degree program, the tuition benefit ceases. The spouse and dependent children must meet the University's admission requirements and must follow student registration, financial aid, and academic regulations. This includes completing an Education Privilege form prior to the tuition due deadline each quarter and submitting the completed form to HR. Dependents eligible for tuition remission are required to annually complete the Free Application for Federal Student Aid (FAFSA) form available in the Student Financial Services Office or online at http://www.fafsa.ed.gov/.

Both parents, if employed at the University, can accrue a tuition benefit, based on the combined years of service. In no event, however, will the tuition benefit exceed 100% of the tuition costs.

Tuition remission for spouse and dependent children of eligible employees is based on the employee's number of completed years of service as indicated by the following schedule:

     Length of Regular Service       % of Tuition Remission

        0 through 12 months                0%     
        13 through 36 months               50%     
        37 or more months                  100%

(Also reference Section 5.10)

1. There is no charge to the spouses/dependent children for courses that are audited once they qualify as eligible to participate in the tuition remission programs.
2. Dependent children of part-time employees (working a minimum of 1,040 hours per year) receive a percentage of tuition remission equal to the employees' FTE ratio. The FTE ratio is multiplied by the tuition remission percent based on years of service. For example, a dependent child of an employee who has completed one (1) year of service and who works sixty percent (60%) of a full schedule (FTE = .60) would receive sixty percent (60%) of the fifty percent (50%) discount, or a thirty percent (30%) discount (50% x .60 FTE = 30%).
3. Tuition remission for spouse and dependent children does not extend to course materials or to course fees such as private music lessons, matriculation fees, lab fees, and late fees. The spouse and dependent child of the employee must pay fees and charges, including the application fee, outside basic tuition costs.
4. If a dependent child qualifies for federal or state grants, his tuition remission will be adjusted accordingly.
5. Tuition remission will not apply to undergraduate courses in excess of 20 credit hours each quarter.
6. Employees must be actively working at the University through the completion of final exams for that quarter in order to receive tuition remission for their spouse/dependent children. For employees who separate from service during any academic quarter, tuition remission benefits are pro-rated according to the number of completed weeks of employment, excluding any vacation or other leave. Employees must pay the pro-rated tuition for their spouse/dependent chidren for all weeks following their employment separation.

7.3 *Dependent's Tuition Programs at Other Schools

For regular employees who have twelve (12) months continuous service and whose children qualify as dependents (as stated above) and attend an accredited institution of higher education other than the University, the University provides a taxable tuition reimbursement for undergraduate coursework equal to 4.25% of the actual amount paid or incurred by the employee for the dependent child's tuition. Tuition reimbursement for dependent children does not extend to course fees such as private music lessons, matriculation fees, lab fees, or late fees. This reimbursement is not to be used in conjunction with any other Seattle University tuition remission or exchange programs such as Fachex or Tuition Exchange. Employees should consult with the HR Benefits Office about procedures to follow for reimbursement.

7.4 *Faculty and Staff Children Exchange (FACHEX) and Tuition Exchange

There are two (2) undergraduate exchange programs that are available to employees: FACHEX (Faculty and Children Exchange) and Tuition Exchange.

1. FACHEX is an undergraduate tuition remission program involving 26 of 28 Jesuit colleges and universities in the United States.
2. The Tuition Exchange program is a partnership of approximately 500 colleges and universities offering competitive tuition exchange scholarships to dependent children of university employees employed at member institutions.

These programs are open to eligible dependent children of all Seattle University employees who have at least three (3) years of continuous full-time service with the University, or five (5) years equivalent employment credit at another accredited institution (see Section 5.10). Eligibility for these programs does not guarantee the student will receive an exchange award.

For more information on either program, please contact the Benefits Office.

7.5 *Tuition Benefits for Retired, Disabled or Deceased Employees

7.5.1 Full-time employees with ten (10) or more consecutive years of service who retire at age 60 or older will be eligible for tuition remission for dependent children for undergraduate programs at Seattle University (including FACHEX and Tuition Exchange). Part-time employees will be eligible for dependent tuition remission at Seattle University, based on an average FTE of their last five years of employment, however will not be able to participate in the Fachex or Tuition Exchange programs. Dependents eligible for tuition remission at Seattle University are required to apply to the University and complete the Free Application for Federal Student Aid (FAFSA) form available in the Student Financial Services Office or online at http://www.fafsa.ed.gov/.

7.5.2 If a full-time employee with ten (10) years or more of consecutive service dies or is disabled (in accordance with IRC 72(m)(7) while actively employed, tuition remission (including FACHEX and Tuition Exchange) is made available to dependent children for undergraduate programs. Part-time employees will be eligible for dependent tuition remission at Seattle University, based on an average FTE of their last five years of employment, however will not be able to participate in the Fachex or Tuition Exchange programs. Dependents eligible for tuition remission are required to complete the Free Application for Federal Student Aid (FAFSA) form available in the Student Financial Services Office or online at http://www.fafsa.ed.gov/.

7.6 *Tax Implications

Federal or state tax authorities may treat awards made under the tuition remission/exchange/grant programs as taxable compensation. Employees should review federal and state tax regulations when participating in the University's tuition programs.

Resources

Tuition Exchange: http://www.tuitionexchange.org

8. * Privileges and Amenities

The University provides additional special privileges and amenities for employees. Contact HR for additional information and specifics regarding these additional privileges and amenities:

• On-campus parking
• Connolly Center use
• Library privileges
• Payroll direct deposit
• Credit Union membership
• Savings Bonds
• Home Loan program
• Costco Membership eligibility

* = Policies and procedures that apply to Faculty.

Public Transportation Subsidy

The University offers regular full- and part-time employees a subsidy on a selection of transportation passes. An employee who purchases a parking permit cannot receive a subsidized transportation pass. Forms are available in HR. Replacements for lost transportation passes are purchased at full price. Refunds will not be made after the first (1st) day of the month for passes not picked up, or for changes in transportation plans.

9. Leave Benefits

*Sick Leave
Sick Leave Sharing Program for Non-Faculty Employees
Vacation
*Holidays
*December Closure - Additional Paid Time Off
*Bereavement Leave
Compassionate Leave

* = Policies and procedures that apply to Faculty.

9.1 *Sick Leave

A. Staff and Administrators

The University regards sick leave as a form of insurance, available to employees when the need arises. The University's sick leave policy is designed to protect the income of regular full- and part-time employees during periods of their own non-occupational illness or injury. Sick leave may be used for the employee's own illness, injury or medical appointments, or for the care of a family member's illness, injury, or medical appointments.

B. Sick Leave Accrual for Staff and Administrators

Sick leave is accrued at the rate of one (1) day per month, pro-rated for part-time employees in proportion to their FTE level. A maximum of sixty (60) days of paid sick leave may be accumulated and carried over into the next fiscal year (pro-rated maximum balance for part-time employees). An employee on an unpaid leave does not accrue sick leave. Employees are not eligible to be paid for unused, accrued sick leave at the time of separation from employment. Employees on a work schedule of less than twelve (12) months will accrue sick leave for each month they are active employees (see Section 2.3).

C. Faculty

The University regards sick leave as a form of insurance, available to faculty when the need arises. The University grants its full-time faculty sixty (60) days of sick leave with pay. This leave is renewable each academic year (Summer term through end of Spring term) but unused leave cannot be carried forward from academic year to academic year. Faculty members are responsible for ensuring that their instructional responsibilities are fulfilled. Faculty members who cannot attend classroom or other instructional responsibilities because of illness or injury normally make alternative arrangements for their students.

D. Accounting for Sick Leave Taken

Employees are required to account for sick leave by indicating on non-exempt employees' time sheets (or exception reports for exempt employees) the sick leave taken during the payroll period. The University reserves the right to require medical certification from the employee's healthcare provider if the employee is absent for medical reasons for 5 or more consecutive work days. Used sick leave is deducted from the employee's sick leave balance. An employee's record of used sick leave and absences becomes part of his employment record.

E. No Deficit Balance Allowed

Employees are paid sick leave up to the maximum accrued hours as of the beginning of the pay period in which the time is taken. Employees cannot be paid for sick leave in a "deficit balance" against future accruals. Therefore, additional approved time away for which an employee does not have sufficient sick leave accrued constitutes vacation or unpaid time.

F. Medical Verification

The University maintains the right to request medical statements from the healthcare provider if an employee has been absent for medical reasons for 5 or more consecutive work days. The University also reserves the right to direct the employee to a second medical evaluation with a healthcare provider selected and paid for by the University.

9.2 Sick Leave Sharing Program for Non-Faculty Employees

The Sick Leave Sharing Program is a means for HR to transfer sick leave to non-faculty employees through employee donations. The transfer occurs when a non-faculty employee is in need of additional leave after exhausting his own accrued sick leave and all but five (5) days vacation because of a serious personal illness or injury. This leave is intended for use during the qualifying thirty (30) day period preceding eligibility for the University's Short-Term Disability.

A. Intent and Calculation of the Sick Leave Sharing Program

The program is intended to bridge salary continuance for an employee who sustains a serious or catastrophic illness or injury that requires hospitalization, outpatient treatment, home health care and/or ongoing medical care (from a physician or other licensed healthcare provider) until thirty (30) calendar days have passed and the employee would then qualify for Short-Term Disability insurance coverage. The program does not include common illness or conditions resulting from any occupationally related injury or illness and for which workers' compensation benefits have been awarded. This program does not include donated sick leave for the care of a child or dependent with an extended illness. Sick leave days are transferred directly from donor to recipient, paid at the recipient's current rate of pay. The HR Benefits Office coordinates calculations and payroll instructions. The University reserves the right to request a written statement from the attending physician stating the extent of the requesting employee's injury or the nature of the illness.

B. Eligibility to Receive or Donate Shared Sick Leave

All regular employees (see Section 2.1) who have twelve (12) months of continuous service are eligible to participate in the program as a donor or recipient. HR determines and certifies eligibility.

C. Maximum Donated or Received Sick Leave Per Employee

Employees can donate a maximum of five (5) days of sick leave in any twelve (12) month period and must keep a balance of no less than ten (10) days for themselves after each transfer. An employee can receive a maximum of twenty-two (22) workdays in donated sick leave in any twelve (12) month period. Employees who terminate are unable to donate unused sick leave to the program at the time of separation.

D. Procedures for Leave Donation

HR establishes a pool of donated sick leave days, as needed. When HR requests donations of sick leave, employees who wish to donate their sick leave days may complete a Sick Leave Sharing Program "pledge card" and submit it to HR.

HR coordinates the transfer of pledged days with requests from eligible employees.

9.3 Vacation

The University grants vacation leave to eligible non-faculty employees for rest and recreation and as recognition for service.

Employees are expected to give advance notice when requesting vacation time (preferably two (2) weeks' notice) to allow the supervisor to evaluate staffing needs. The University reserves the right to deny approval of a requested vacation on the basis of service needs. When two employees request similar vacation dates, supervisors are encouraged to balance the interests of each employee and the University. Supervisors should also give consideration to employee seniority and to other approved vacations granted to employees during the same year.

A. Vacation Schedule

Special rules apply to the Law School staff who were employed at the time of the January 14, 1994 transfer. Please consult the HR Benefits Office for details.

1. Staff: Vacations for regular exempt and non-exempt employees (see Section 2.1) in pay bands A - C4 are based on continuous and completed years of service, according to the following schedule:
   Years of Employment Days of Vacation
   Date of hire through 5 years: 10 days
   6 years through 10 years: 15 days
   11th year forward: 20 days
2. Administrators: Vacation for regular full-time exempt employees (see Section 2.1) in pay bands D & E are based on continuous and completed years of service according to the following schedule:
   Years of Employment Days of Vacation
   Date of hire through 4 years: 15 days
   5 years through 10 years: 20 days
   11th Year: 21 days
   12th Year: 22 days
   13th Year: 23 days
   14th Year: 24 days
   15th Year and thereafter: 25 days
3. Eligible Part-Time Employees: Part-time employees assigned a schedule of at least twenty (20) hours per week receive pro-rated paid vacation leave. Those who are regularly scheduled for less than twenty (20) hours per week are not eligible for paid vacation leave.

B. Vacation Accrual

Vacation time begins to accrue with the first month of service if the employee has joined the University during the first fifteen (15) days of the month. Employees who begin on or after the sixteenth (16th) of the month begin to accrue vacation time on the first day of the next month. An employee on an unpaid leave does not accrue vacation time. Employees may carry over a vacation balance into the new fiscal year the amount of days equal to one (1) year's worth of vacation accrual plus five (5) additional days. Employees on a less than twelve (12) month work schedule will accrue vacation for each month that they are actively working.

Questions about computing vacation time can be directed to HR.

1. Forfeiture of Excess Vacation Accrued: Any accrued vacation time in excess of the maximum allowed accrual is forfeited on June 30th of each year. Employees are encouraged to monitor their vacation balances and plan for time off to avoid loss of accrued vacation.
2. Availability of Vacation Hours: An employee is eligible to request vacation time once it is accumulated without a waiting period. Vacation leave is not a cashable benefit during active (see Section 2.3) employment with the University.
3. No Deficit Vacation Account: Employees may be paid vacation time up to the maximum accrued hours as of the beginning of the pay period in which the vacation time is taken. Employees will not be paid for vacation time in a "deficit balance" against future accruals. Therefore, additional approved time off for which an employee does not have sufficient vacation accrued is unpaid time.
4. Vacation Payout Provisions on Separation: Accrued vacation leave is paid at the time of the employee's separation. An employee is ineligible for a payout of accrued vacation at separation if she fails to provide the required notice of resignation (refer to Section 12.2).

9.4 *Holidays

The University observes eleven (11) paid holidays each year and the University is closed on those days. Prior to the beginning of each fiscal year, the University determines which holidays to observe based on the academic calendar. To meet academic schedule needs, some University holidays are observed on days other than the customarily recognized day.

The University standard holidays are:

1. New Year's Day
   
2. Martin Luther King, Jr. Day
   
3. President's Day
   
4. Good Friday
   
5. Memorial Day
   
6. Independence Day
   
7. Labor Day
   
8. Veterans Day
   
9. Thanksgiving Day
   
10. Day After Thanksgiving
    
11. Christmas Day
    

Note: When Christmas Eve occurs on a workday, the University will close at 12:00pm (noon).

A. Eligibility For Holiday Pay

All employees in active status (see Section 2.3) are eligible for holiday pay. If an employee is on a scheduled vacation preceding or following the holiday, he receives pay for the holiday. An employee on an unpaid leave of absence during which a holiday occurs is not eligible for holiday pay during the unpaid leave.

B. Holidays for Employees Under Collective Bargaining Agreements

The terms and conditions for holiday schedules and holiday pay specific for employees of collective bargaining groups are defined by the terms of the respective union contract.

9.5 *December Closure - Additional Paid Time Off

The University closes all academic and administrative services during the week between December 25th and January 1st of each year. (Limited operations personnel are assigned during this time.) Employees are released from work during this week. The University administration specifies the dates of the December Closure when setting the academic calendar for each fiscal year. Employees must be actively employed before and following the December Closure to be eligible for this pay. Employees who separate before or during the December Closure are not eligible to receive this pay. If an employee is on a scheduled vacation preceding or following the December Closure week, he receives pay for the December closure.

9.6 *Bereavement Leave

All eligible employees will be allowed up to five (5) days leave, with pay, for time lost due to the death of a family member. The leave time includes making arrangements for and/or attending final observances as well as time required to conduct personal business related to the death of the family member. Days off may be intermittent or consecutive.

Full-time employees are granted up to five (5) working days of bereavement leave. Part-time employees (those scheduled to work at least 0.53 FTE) are granted leave equal to the number of hours the employee is normally scheduled to work during one work week.

If an employee needs additional days, he may use vacation leave or time without pay.

9.7 Compassionate Leave

The University, as its option, may permit paid time off ranging from one (1) to ten (10) working days to enable a nonfaculty employee to respond to an unforeseen emergency situation for which no other leave hours (vacation or sick leave) are available. The employee must request compassionate leave in writing. The supervisor, area Vice President, and the Associate Vice President for HR will review the request and determine whether or not to grant the request and, if granted, how many days.

A separate compassionate leave policy applies to faculty and can be found in the Faculty Handbook.

Compassionate leave may not be used in conjunction with personal leave, L&I disability leave, or Family and Medical Leave.

10. Leaves of Absence

*Personal Leave of Absence
*Educational Leave of Absence
*Reinstatement Following Personal or Educational Leave
*Benefits While on Personal or Educational Leave
*Military Leave
*Jury Duty
*Subpoena
*Maternity Disability Leave
*Family and Medical Leave Act (FMLA)

* = Policies and procedures that apply to Faculty.

10.1 *Personal Leave of Absence

Full-time regular and part-time regular employees who have completed twelve (12) months of continuous service may request unpaid personal leaves of absence for a period of up to thirty (30) days. An employee must request personal leave in writing at least thirty (30) days before the time the employee wishes the leave to begin. If the personal leave request is necessitated by an emergency, the employee must notify the supervisor and HR as soon as is practicable and follow up with a written explanation of the nature of the leave and the expected length of absence. Personal leave may be granted for a variety of reasons (e.g., medical, family, personal needs) at the University's discretion, provided that the employee is in good standing and the leave does not disrupt the department's or the University's business and operational needs.

10.2 *Educational Leave of Absence

Unpaid educational leaves of absence for a period of up to twelve (12) months may be requested by full-time regular employees in good standing who have completed twelve (12) months of continuous service. An employee must request educational leave in writing at least three (3) months before the time the employee wishes the leave to begin. The educational institution must be an accredited college or be University-approved as a qualified educational institution. The academic program being pursued must be beneficial to the University as well as to the employee. Determination to allow education leave rests with the department head and the area Vice President based on the operational needs of the University and the department.

10.3 *Reinstatement Following Personal or Educational Leave

Reinstatement cannot be guaranteed to employees returning from personal or educational leave. The University endeavors, however, to place employees returning from personal or educational leave in their former position or in a position comparable in status and pay, subject to budgetary restrictions, the University's need to fill vacancies, and the ability of the University to find qualified temporary replacements.

10.4 *Benefits While on Personal or Educational Leave

An employee on unpaid personal or educational leave will not accrue vacation or sick leave during the unpaid leave. An employee on an unpaid personal or educational leave of absence greater than one (1) full benefit month may continue to participate in the University's health care benefits program (except Short-Term Disability and Long-Term Disability) by self-paying the full premium rates. While on an unpaid personal or educational leave of absence, contributions to retirement plans will cease.

10.5 *Military Leave

The University complies with state and federal requirements regarding leaves of absence and reemployment rights for individuals serving in the National Guard or Armed Forces of the United States. The following is a general statement of the rights and obligations of the University and its employees. Employees and their supervisors should contact HR for specific information.

Service Credit: An employee's employment with the University while on military leave is considered continuous for purposes of determining seniority, eligibility for University benefits, and service awards. Sick leave and vacation do not accrue during military service.

Reservist and National Guard Annual Training: A full-time employee with at least twelve (12) months continuous service is protected against the loss of income as a result of his participation in annual encampment or training duty in the U.S. Military Reserves or the National Guard. The University pays the difference between what he earns from the government for the military service, including any housing, clothing, and food allowance, and what he would have earned at normal straight time pay on the job. Any travel allowance is excluded from the deducted amount. This difference is paid for up to ten (10) University workdays in a calendar year.

10.6 *Jury Duty

The University recognizes that employees have a civic responsibility to serve as jurors when called by the courts. The University grants time off with pay to a regular employee (see Section 2.1) who is called for jury duty. The employee must return to the University any juror fees that exceed the cost of meals, lodging and travel.

In exceptional cases, if an employee's absence from work would impose a hardship on the department, HR will request that the employee reschedule the dates the employee is expected to serve on jury duty.

An employee who is summoned as a member of a jury will be granted a leave for all hours required for the duty. If the jury call does not require absence for the entire workday, the employee must return to work on release by the court. The employee will be paid full salary while serving the jury duty, but paid time spent on jury duty does not count as "hours worked" at the University for purposes of overtime.

The University does not reimburse an employee for meals, lodging, and travel expenses incurred while serving as a juror. The employee must provide HR with a copy of the jury summons, which is filed in the employee's personnel file.

10.7 *Subpoena

An employee subpoenaed as a witness in a legal proceeding should notify her supervisor. The University will grant a paid leave of absence for up to one (1) full work day. If the proceeding does not require absence for the entire workday, the employee must return to work on completion of the legal proceeding. The date and time that witnesses are expected to appear for legal proceedings are often times subject to change. Whenever possible, the University expects the employee to cooperate with the supervisor in arranging to respond to the subpoena at a date and time that is least disruptive to the work schedule and to the University's operations.

The University will not grant paid leave for a court appearance or legal proceeding when the employee is a party to the litigation. In that case, an employee may use vacation time.

Paid time spent in responding to a subpoena does not count as "hours worked" at the University for purposes of overtime.

10.8 *Maternity Disability Leave

An employee will be provided with an unpaid leave of absence for the actual period of time she is sick or temporarily disabled because of pregnancy or childbirth. This is in addition to an eligible female employee's right to take leave under the Family and Medical Leave Act (FMLA) discussed in Section 10.9. The employee must present written documentation from her physician specifying the period of temporary disability. An employee on unpaid maternity disability leave must use accrued sick leave. An employee who is absent for the actual period of maternal disability will be returned to the same or similar job.

10.9 *Family and Medical Leave Act (FMLA)

Congress passed the Family and Medical Leave Act (FMLA) to help families balance the demands of work and home. Additional information is available at http://www.dol.gov/esa/regs/statutes/whd/fmla.htm. The following is a summary of the University's FMLA policy. Please consult HR for specific details and additional information.

Family and medical leave may be used in the following instances:

• Following the birth of the employee's child or to care for the child;
• Following a child's placement with the employee for adoption or foster care; or
• To care for a spouse, child, or parent who has a serious health condition, and/or for the employee's own serious health condition that renders the employee unable to perform his job function.

A. Eligibility for FMLA

An employee must have been employed by the University for twelve (12) months (cumulative prior service) and worked at least 1,250 hours during the twelve (12) month period immediately preceding the commencement of the leave. Regular eligible employees (see Section 2.1) are entitled to up to twelve (12) workweeks of unpaid family and medical leave during any rolling twelve (12) month period. Each time an employee takes leave qualifying under FMLA, the remaining leave entitlement is the balance of the twelve (12) workweeks remaining for the twelve (12) month period.

Family leave taken for the care of a newly arrived child must be taken all at once and within 12 months after the arrival of the child. Leave may be taken on an intermittent basis for the care of a seriously ill spouse, child, parent, or the employee. For an ill spouse, child, or parent, the University reserves the right to require certification from a health care provider concerning the serious health condition (including certification that the employee is needed to care for the family member and an estimate of the duration of such care). For an employee's own illness, the University reserves the right to require certification that the employee is unable to perform the essential elements of his or her job. The University may also request a second opinion, at the University's expense. Certification may also be required of an employee wishing to take leave on an intermittent or reduced schedule basis because of medical necessity.

A husband and wife who are eligible for FMLA leave and are both employed at the University may be limited to a combined total of twelve (12) workweeks of leave during any twelve-month period under certain circumstances. Please contact HR or see the Department of Labor regulations for additional information.

Family and medical leave is unpaid leave. An employee must exhaust all accumulated sick leave at the onset of the leave period for their own serious health condition. An employee may use vacation time to continue paid status following exhaustion of sick leave. An employee may use sick or vacation time to continue paid status for the serious health condition of a spouse, child or parent. Accumulation of additional leave is suspended for an employee during any full month of unpaid leave. An employee ceases to accrue sick leave and vacation while on family and medical leave once the employee exhausts sick leave and vacation (to the extent the employee chooses to use vacation to help fund the leave).

B. Requests for FMLA

When requesting FMLA leave, the employee is required to fill out a form available in the HR Benefits Office and provide thirty (30) days' notice when circumstances are foreseeable. If notice is foreseeable and is not given, the University reserves the right to deny the leave until the thirty (30) days' notice is given. HR will respond in writing to all requests for family and medical leave.

C. Re-employment Following FMLA

In most cases, an employee will be required to submit a fitness for duty certification prior to being restored to employment. In some cases, an employee will be required to furnish periodic reports of his status and intent to return to work. An employee returns from family and medical leave to his or her former position or, at the discretion of the University, to an equivalent position with equivalent benefits, pay, and other terms and conditions of employment. An employee on family and medical leave continues to be subject to changed business conditions, layoff, or reorganization the University deems to be a business necessity. The University may deny job restoration to a senior administrator (among the highest paid ten percent (10%) of all the University's employees) if the denial is necessary to prevent substantial and grievous economic injury to the operation of the University.

The University requires the employee to provide two (2) days' written notice if he intends to return early from family and medical leave.

If an employee does not intend to return to work following family and medical leave, she must submit a written resignation at the earliest possible date. Failure to do so may result in loss of accrued vacation pay on separation. Failure to return to work and to submit a written resignation within five (5) business days after the scheduled return date will result in immediate termination of the employee.

D. Health Care Benefits While on FMLA

As long as an employee continues to be in a paid status (i.e., by virtue of being on paid leave), the University will continue to pay contributions toward insurance benefits and the group retirement plan for up to twelve (12) workweeks for any eligible employee on medical and family leave. The employee is responsible for his share of any insurance premium not covered by the University. Arrangements for payment of premiums while on leave are made through HR prior to commencement of the leave. The University reserves the right to recover any and all insurance premiums paid on behalf of the employee during the period of the leave if an employee is terminated following a medical and family leave. Premiums will not be recovered if the employee does not return because of the continuation or recurrence of illness or something else beyond the employee's control.

Resources

Family Medical Leave Act: http://www.dol.gov/esa/regs/statutes/whd/fmla.htm

11. Performance Evaluation

Performance Review
Unsatisfactory Work Performance
Special Reviews

11.1 Performance Review

The University, believing feedback is important, provides assessment of employees through a performance review program. Generally, employees receive a review after three (3) months of employment. All employees receive an annual performance review. Performance reviews are signed by the supervisor and the employee and are forwarded to HR. Additional performance reviews may be conducted if a department head or supervisor notes that an employee's work performance level is unacceptable. The written review is forwarded to HR after the follow-up review discussion with the employee.

11.2 Unsatisfactory Work Performance

Supervisors are responsible for the guidance, training, and development of employees under their direction. Supervisors should ensure that each employee knows and understands work performance expectations. When performance consistently fails to meet stipulated expectations, the supervisor is obligated to take action, and she should consult with HR about the situation.

11.3 Special Reviews

Special performance reviews are conducted when appropriate. Examples of appropriate times are when an employee has moved from one department to another, when the employee is being considered for promotion, or when an employee needs to know of a material deficiency in performance.

12. Separation/Termination

Employment at Will
Relationship
Notice

12.1 Employment At Will

The University follows a policy of "employment at will." This policy of employment at will means that an employee can terminate his or her employment relationship with the University at any time and for any reason and that the University can terminate the employment relationship at any time and for any reason, at the sole discretion of the University. The University cannot guarantee permanent employment or employment for a specific term, nor will the University adhere to or enforce any promises of permanent or specific-term employment made to an employee by any person.

12.2 Termination of the Employment Relationship

Employment with the University is normally terminated through one of the following actions:

1. resignation, or voluntary termination by the employee;
2. dismissal, or involuntary termination by the University for any reason at any time; or
3. layoff or termination because of a reduction in the workforce or elimination of positions.

Terminations are to be treated in a confidential, professional manner by all concerned. Prior to terminating an employee, the department head or designee should consult with HR.

12.3 Notice

A. By Employee

An employee desiring to terminate employment, regardless of job classification, is encouraged to give as much notice as possible. An exempt employee who has provided thirty (30) calendar days written notice of resignation will be eligible to receive the cash value of any unused vacation time. A non-exempt employee who has provided ten (10) working days written notice of resignation will be eligible to receive the cash value of any unused vacation time. Written notice of resignation should be provided to the department head, with a copy to the area Vice President and HR. A staff member's date of termination is the last day worked.

In certain instances, when an employee resigns the University may require the employee to leave immediately rather than after the notice period. The University will make this decision based on the best interests of the University's operations and not as a reflection on the employee's integrity. When the University makes such a decision, the employee will receive pay "in lieu of notice."

B. By the University

In the case of dismissal, the University may, but is not required to, give notice of its intent to dismiss an employee. Except in those situations where an employee is terminated for disciplinary reasons, unprofessional behavior, or misconduct, the University will provide written notice of termination as follows:

1. Exempt employees, thirty (30) calendar days;
2. Non-exempt employees, ten (10) working days.

In certain instances, the University may require the employee to leave immediately rather than after the notice period. In those instances, the employee will receive pay "in lieu of notice."

In situations where an employee is terminated for disciplinary reasons, unprofessional behavior, or misconduct, the employee will not be eligible to receive the cash value of unused vacation time.

13. Institutional Policies and Procedures

*Equal Employment Opportunity Policy
*Equal Employment Opportunity Policy Complaint Procedure
*Individuals with Disabilities
*Drug and Substance Abuse Policy
*Sexual Harassment
*Complaint Procedure
*Smoking Policy
*Nepotism Policy
*Solicitation and Distribution Rule
*Electronic Media Use Policy
*Emergency Procedure
*Suspended Operations
*Work Place Attire
*Responsibility for Personal Property
*CampusCards
*Change of Information
*Keys
*Thefts and Damage
*Parking
*Personnel Records
*Conflict of Interest/Use of University Equipment
*Professional Conduct and Ethical Behavior
Guidelines for Appropriate Conduct
*Animals on Campus

* = Policies and procedures that apply to Faculty.

13.1 *Equal Employment Opportunity Policy

The University provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, marital status, sexual or political orientation, or status as a Vietnam-era or special disabled veteran in accordance with applicable federal, state, and local laws. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfers, leaves of absence, compensation, benefits, and training.

The University administers all policies, practices, and procedures in ways that are consistent with the University's Catholic and Jesuit character.

Contact the University's Associate Vice President for Human Resources/Equal Opportunity Officer for additional information.

13.2 *Equal Employment Opportunity Policy Complaint Procedure

Any person who believes he may have been harassed or discriminated against in violation of the principles in Section 13.1 should first discuss the matter with his direct supervisor. If for any reason an employee does not want to discuss the matter with the direct supervisor, the employee may discuss the matter with the department head, or the Associate Vice President for Human Resources/Equal Opportunity Officer ("AVP for HR/EOO").

In all cases, managers, supervisors, directors, or department or division heads who receive any complaint or concern involving harassment or discrimination must bring the matter to the immediate attention of the AVP for HR/EOO.

If the appropriate manager, supervisor, director, department or division head, or the AVP for HR/EOO are not able to resolve a concern or complaint of harassment or discrimination, the AVP for HR/EOO will further investigate the matter and recommend a solution to the relevant Vice President, who will decide how the concern or complaint will be resolved.

Any person who believes that the relevant Vice President has not resolved a concern or complaint in accordance with this Equal Employment Opportunity policy may make a written appeal to the Vice President for Administration or to the Provost, who may reopen the investigation, continue the investigation, or decide how the complaint will be resolved. The written appeal must be submitted within ten (10) working days of the decision of the relevant Vice President. The decision of the Vice President for Administration or the Provost will be final.

Individuals who bring complaints of harassment or discrimination or who participate or cooperate in an investigation shall not be subject to any adverse employment action or other retaliation for having utilized the procedure or participated in the process, even if an investigation shows that there has not been a violation.

Individuals with complaints or concerns about sexual harassment should follow the Sexual Harassment Complaint Procedure in Appendix C. Individuals with complaints or concerns about a failure to accommodate a disability should follow the Section 504/ADA Policy and Appeal Procedure in Appendix E.

The procedures are not designed to restrict or limit the right of any person to file an administrative complaint with a governmental enforcement agency such as the Equal Employment Opportunity Commission or the Washington State Human Rights Commission.

13.3 *Individuals with Disabilities

Seattle University complies with the Americans with Disabilities Act, Section 504, of the Rehabilitation Act and applicable state and local laws providing for nondiscrimination in employment against qualified individuals with disabilities. The University also provides reasonable accommodation for such individuals with disabilities.

An employee or applicant seeking an accommodation in connection with employment should first contact the Associate Vice President for Human Resources/Equal Opportunity Officer (AVP for HR/EOO) for assistance. It is the responsibility of the employee to provide the university with adequate notice of the disability, to request the particular accommodation, and to provide any necessary medical verification of a disability-related need for the accommodation. On receipt of an accommodation request, the AVP for HR/EOO will meet with the requesting individual and other relevant University personnel to determine the individual's needs and the availability of reasonable accommodations. Complete information about accommodations for individuals with disabilities, including appeal procedures, may be found in Appendix E, the Section 504/ADA Policy and Appeal Procedure.

13.4 *Drug and Substance Abuse Policy

University employees have the responsibility to perform their jobs in a safe, conscientious, and effective manner. University employees must be able to work in a drug-free environment and themselves be free from the effects of drugs. The following conduct is strictly prohibited and may result in immediate termination of employment:

1. An employee's manufacture, sale, or possession of a controlled substance or drugs not medically authorized.
2. An employee's use of a controlled substance or drug not medically authorized in the work place, that affects job performance, or poses a hazard to the safety and welfare of the employee or other employees.

If an employee is convicted of a criminal drug statute, she is required to report his or her conviction for a violation occurring in the work place to her immediate supervisor within five (5) days after such conviction.

An employee who observes, or has knowledge of, other employees in a condition that affects their ability to perform job duties or poses a hazard to the safety and welfare of others shall promptly report the condition to her own supervisor.

The University takes seriously its commitment to provide a drug-free working environment. Anyone with a drug or substance abuse problem is encouraged to seek assistance before the problem affects his or her employment status. To comply with the Federal Drug-Free Work-Place Act of 1988, HR provides a list of agencies that provide rehabilitative and counseling services.

On receiving a report of a violation of the Drug/Substance Abuse Policy, the Associate Vice President for HR, the Public Safety Manager, and the Director of Public Safety follow the procedures outlined below.

1. Gather information and document facts about the incident.
2. Conduct an investigation into the allegations surrounding the report.
3. Prepare an investigative summary with all relevant facts and information.
4. Make recommendations for corrective action.
5. Determine whether or not the facts warrant the involvement of outside law enforcement agencies.

13.5 *Sexual Harassment

The University seeks to maintain a learning and working environment free from harassment consistent with its mission and sound business practice. Sexual harassment is a form of unlawful discriminatory conduct that compromises the work environment of employees. Sexual harassment is a form of unlawful discrimination and is prohibited by Title VII of the Civil Rights Act, Title IX of the Education Amendment of 1972, and the Washington State Law Against Discrimination (RCW Chapter 49.60).

The University is committed to taking all reasonable steps to prevent sexual harassment and does not tolerate sexual harassment in any form between or among members of the University community. Persons of either sex may be victims or perpetrators of harassment. Sexual harassment may occur between persons of the same sex. The University takes appropriate corrective action with those at all levels within the University community who engage in sexually harassing behavior.

All employees are responsible for ensuring that their conduct does not sexually harass any other member of the University community. This includes all academic and employment conditions at the University, wherever students and/or employees are engaged in University business.

The University does not tolerate sexual harassment of an employee by a third party doing business with the University or on the University premises. Independent contractors, vendors, visitors, and others are expected to comply with this policy, and the University will take appropriate corrective action if they fail to do so.

Refer to Appendix C for sections covering the following:

• Definition of Sexual Harassment
• Examples of Conduct that May Constitute Sexual Harassment
• Retaliation
• Consensual Relationships
• Responsibilities
• University Resources for Students and Employees
• Education and Training
• Filing a Complaint of Sexual Harassment
• Investigation Procedures
• Complaint Resolution and Corrective Action
• Appeal of Determination of the Complaint
• Appeal of Corrective Action or Discipline
• Protection of All Involved Individuals
• Sanctions for a False Complaint
• Sexual Harassment Complaints Filed with External Agencies

13.6 *Complaint Procedure

Misunderstandings or conflicts can arise in any organization. To ensure effective working relations, it is important that such matters be resolved before serious problems develop. If a situation exists that an employee believes is detrimental to the employee or to the University, the employee should follow the procedure described here for bringing the complaint to the University's attention.

The employee should first discuss the matter with his direct supervisor. If the problem is not resolved after discussion with his supervisor, or if for any reason the employee does not want to discus