Your Employment

HIRING AND SELECTION 4:2-100

Andrews University is an educational institution which holds the philosophy that students benefits from combining work with a study program. Because many students need to earn part of the funds required to pay for their education the University endeavors to utilize student labor wherever possible.

Many students are married and their continuance in school is based on the employment of their spouses. In jobs that require more continuity, greater skills, or more supervisory demands than students are able to give, the University attempts to utilize student spouses.

The University has many jobs which are highly skilled and require the continuity of employment. For these jobs employees are hired who plan to make their home in this community.

Within these priorities the selection of employees is based on the applicant's experience, education, training, skills, and physical fitness as they relate to the requirements of the job for which he/she has applied. The selection is made in a non-biased way through interviews, references, and pertinent tests.

In selection, promotion, training, wages, benefits, termination and any other aspect of employment there will be fair treatment of all employees without regard to age, sex, race, ethnic background, color, handicap, height, weight or marital status. The University will employ only those who are legally employable in the United States.

CONDITIONS OF EMPLOYMENT 4:2-105

Andrews University strives to maintain a highly qualified staff. Selection and continued employment is based on the following qualifications: character, church membership status, aptitude, education, training, ability, integrity, adaptability and ability to perform job functions (with or without reasonable accommodation). Minimal qualifications are:

1. Church Membership - Membership in the Seventh-day Adventist Church, through baptism or by profession of faith, commitment to its objectives, and a personal relationship with Christ.
2. Church Teachings - Careful adherence to Bible based teachings and standards of the church by exemplifying standards of personal conduct which would preclude:
   1. Chemical/substance abuse such as:
   • use of alcoholic beverages and tobacco
   • illegal possession and/or misuse of drugs
   2. Use of profanity
   3. Immoral conduct including but not limited to sexual relations outside of a monogamous heterosexual marriage
3. Lifestyle - Personal conduct demonstrated in a lifestyle which is characteristic of Seventh-day Adventists and by thoughtful attention to personal example and influence in grooming, dress and the avoidance of extremes.
4. Work Performance - Ability to successfully perform the work and tasks to which one is assigned.
5. Professional Standards - Careful adherence to the highest professional and ethical standards in integrity and confidentiality.
6. Loyalty - Willing and consistent loyalty and cooperation.
7. Stewardship - Exemplary witness in faithful stewardship, as Biblically defined, in personal finance, tithe, time and talents.
8. Commitment - Unreserved commitment and fidelity to Christian service for all employees and to ordination vows for ministers.
9. Conflicting Interests - Avoidance of conflicting interests and enterprises.
10. Prescribed Procedures - Compliance with prescribed procedures for resolving conflicts, disputes, complaints and grievances.
11. Employee Handbook - Compliance with the regulations of Andrews University as set forth in the Employee Handbook and policies of the Seventh-day Adventist Church.

SABBATH OBSERVANCE AND WORK 4:2-106

Andrews University as an entity of the Seventh-day Adventist Church values the importance of a Sabbath day of rest.  According to the SDA Church’s official website, “the Sabbath is God’s gift to us, a time of rest and restoration of our connection to God and others.  It reminds us of God’s creation and Jesus’ grace.”  The Seventh-day Adventist church honors the Sabbath from sundown Friday evening to sundown Saturday evening.  These hours are considered to be holy hours and should be treated as such.

As Seventh-day Adventists we value the fourth commandment and the importance it has in setting apart a special day each week to commune with our Creator (Genesis 2:1-3, Exodus 20: 8-11, Deuteronomy 5:12-15, Isaiah 58:13,14, Matthew 12:1-12, Hebrews 4:1-11). Setting apart a day of rest and worship allows individuals to re-focus and reconnect, while not needing to concentrate on their daily responsibilities and work.  Recent studies have found physical benefits for individuals that regularly practice a day of rest consistent with the biblical principles that are accepted by the Seventh-day Adventist Church.

While the University respects each individual’s personal journey, the standard for Sabbath keeping remains consistent with the doctrine of the Seventh-day Adventist Church.  The way in which each individual honors the Sabbath will be in accordance with their personal relationship with God.  Andrews University values this individuality.  Consequently, we are able to grow stronger collectively in a better understanding of God’s will.  At the same time, we learn to respect differences within our colleagues in the way that they celebrate this important day of rest. 

Andrews University is a full-time operation hosting students, employees, and visitors on its campus year around, including the Sabbath hours.  Some students are also dependent on housing and meals throughout the year.  This requires a support staff that is available 24/7 to assist in sustenance, health and safety, emergencies, and other operational functions.  Some areas that regularly (or frequently?)  require Sabbath work include food services, transportation, plant services, custodial, campus safety, and others.  It is the expectation of the University that all efforts are made to assist in an employee’s ability to celebrate the Sabbath day of rest.  To accomplish this, the University recommends that events that impact the Sabbath hours be kept to a minimum, whenever possible.  All affected departments must explicitly identify the potential of Sabbath work in the applicable job description and should include discussion about potential Sabbath work in the interview process to clarify what type of work or expectations are held in the given area.  Other suggestions towards minimizing Sabbath work is that departments that need to provide weekend coverage, rotate their staff to ensure that the same staff are not on duty every weekend.  In addition, departments should limit their work to what is absolutely necessary to be completed on the Sabbath day, such as essential food preparation and clean up, Life Safety, imminent loss of infrastructure, or other actions as may be needed to prevent injury or damage to persons or property.  Departments can also deliberately limit the work that needs to be done on Sabbath by fulfilling certain tasks prior to the Sabbath hours (i.e., cooking for Sabbath meals on a previous day, setting up for a Sabbath evening concert prior to the Sabbath hours).  Other tasks may be left to be accomplished after the Sabbath hours. 

In the event that an employee feels that their Sabbath convictions have been compromised, they should work with their supervisor, or the director of their area to resolve the issue.  If no solution can be found, the employee is encouraged to visit the Office of Human Resources, and as a final option one of our campus ombudspersons.

OUTSTANDING BALANCE 4:2-110

A potential employee with an outstanding balance at Andrews University may be hired only after a payment plan for that account has been agreed upon. Documentation of the plan should be filed with the HR office prior to employment. Employees may request that payment be taken as an automatic deduction from their pay check. In the event that there has been default on a previously agreed payment plan made with the University, a lump payment may be required prior to employment. Under no circumstances will additional charges to the balance at time of hire be acceptable. This would exclude applicable finance charges. Any employee account that is over 180 days in arrears will be charged 1% interest per month.

HANDICAPPED ACCOMMODATION 4:2-115

State and Federal laws require employers to make reasonable accommodations to employees with disabilities/handicaps where the accommodation does not impose an undue hardship on the employer.

If you have any physical, medical or mental impairment or disability which would interfere with your ability to do the job to which you have been assigned, the University will attempt to reasonably accommodate your disability. The accommodation may be a modification to your current working environment or transfer to another job within your capabilities and may be either permanent or temporary, depending on the situation.

The University must be notified in writing of the needs to provide an accommodation as soon as possible but not later than within 182 days from the date you knew, or should have known, that an accommodation is needed.

A "Request For Handicapper Accommodation" form is available at Human Resources.

EMPLOYMENT PROCEDURE 4:2-120

1. Application - All prospective employees desiring Andrews University employment must complete a formal application for employment. Andrews University reserves the right to request a post-offer physical examination as allowed by the law; and if it does so, is responsible for the expense. Applicants may be required to take an office skills test. Applications are accepted by HR based on current job postings and are retained on file.
2. New Employee Orientation - A general orientation program for employees is conducted by HR to give new employees an introduction to Andrews University and its procedures. Departmental orientation is the responsibility of the hiring department director and/or supervisor.
3. Orientation Period - There is a 90-day review period for the new employee. This period is established to benefit both the employee and Andrews University. It is a period of adjustment and adaptation, both personally and in terms of learning the job requirements and work rules. If, during this period, the employee is unable to adapt successfully to the requirements of the position, the department, or the organization as a whole, employment may be terminated immediately. Advance notice may be given but is not required. The employee is free to resign at any time during this orientation period just as Andrews University is free to terminate employment at any time during the same period.

At the end of your 90-day review period one of the following will take place:

1. Your employment will be continued.
2. Your review period may be extended. (Should you not agree to the extended review period, your employment will be terminated immediately.)
3. You or your supervisor will decide to terminate your employment immediately.

Your review period referred to above could be extended at the discretion of your department head if it is felt an additional period of time is needed to determine your suitability for the job to which you have been assigned. At the close of the extended review period your future employment with the University will be reviewed with you by your supervisor.

At the end of the review period, if the employee's over-all work record has been satisfactory, employment will be continued, however there is not any guarantee of future employment for any specific time period. Should the work performance, aptitude, attendance or conduct not meet the requirements of the position, employment may be terminated. Employees terminating during this period will be paid for all hours worked and accrued paid leave time.

REMOTE WORK 4:2-121

Objective
Remote work allows employees to work at home, on the road or in a satellite location for all or part of their workweek. Andrews University considers remote work to be a viable, flexible work option when both the employee and the job are suited to such an arrangement. Remote work may be appropriate for some employees and jobs but not for others. Remote work is not an entitlement, it is not an organization-wide benefit, and it in no way changes the terms and conditions of employment with Andrews University.

Procedures
Remote work can be informal, such as working from home for a short-term project or on the road during business travel, or a formal, set schedule of working away from the office as described below. Either an (prospective) employee or a supervisor can suggest remote work as a possible work arrangement.

Any remote work arrangement made will be on a trial basis for a limited period as defined prior to beginning the arrangement, with a review of the arrangement of a period no later than 6 months. This includes remote work approved at the onset of employment. The arrangement may be discontinued at will and at any time at the request of either the remote worker or the organization, unless the individual was hired under this modality and the design of the job was expected to be in a remote setting. Every effort will be made to provide a 30-day notice of such change to accommodate commuting, childcare, and other issues that may arise from the termination of a remote work arrangement. There may be instances, however, when the notice may be shorter.

Any change in schedule or location for the remote work must be provided to the Office of Human Resources as soon as possible for a reassessment of the remote work arrangement.

Eligibility
Before entering into any remote work agreement, the (prospective) employee, their supervisor, Vice-President/Dean, and with the assistance of the Office of Human Resources, will evaluate the suitability of such an arrangement, reviewing the following areas:

• Employee suitability: The employee and supervisor will assess the needs and work habits of the employee, compared to traits customarily recognized as appropriate for successful telecommuters.
• Job responsibilities: The employee and supervisor will discuss the job responsibilities and determine if the job is appropriate for a telecommuting arrangement.
• Equipment needs, workspace design considerations, and scheduling issues: The employee and supervisor will review the physical workspace needs and the appropriate location for the telework.
• Tax and other legal implications: The employee with the office of human resources must determine any tax or legal implications under IRS, state and local government laws, and/or restrictions of working out of a home-based office. 

If a position is remote-work eligible, a department may consider hiring a remote worker on the onset of employment. Current on-campus employees requesting formal remote work arrangements must be employed with Andrews University for a minimum of 12 months of continuous, regular employment, and must have a satisfactory performance record prior to moving into a remote work environment, unless the job was designed from the time of hire to be established to be in a remote environment.

Trial Period
The pre-established trial period will commence after a remote work agreement is signed by the (prospective) employee and the supervisor and approved by their Vice-President/Dean and the Office of Human Resources.

Evaluation of remote worker performance during the trial period will include regular interaction by phone and/or electronic communication between the employee and the manager, and weekly face-to-face meetings to discuss work progress and problems. At the end of the trial period, the employee and supervisor will complete an evaluation of the arrangement and make recommendations for continuance or modifications. Continued remote work arrangement is dependent upon completion of this evaluation process within 30 calendar days from the end of the trial period. Evaluation of remote worker performance beyond the trial period will be consistent with that received by employees working at the office in both content and frequency but will focus on work output and completion of objectives rather than on time-based performance.

An appropriate level of communication between the remote worker and supervisor will be agreed to as part of the discussion process and will be more formal during the trial period. After conclusion of the trial period, the supervisor and remote worker will communicate at a level consistent with employees working at the office or in a manner and frequency that is appropriate for the job and the individuals involved.  The remote work role can be revoked, if needed, as work conditions changed.

Equipment 
On a case-by-case basis, Andrews University will determine, with information supplied by the employee and the supervisor, the appropriate equipment needs for each remote work arrangement. The Office of Human Resources  and Information Technology Services will serve as resources in this matter. Equipment supplied by the organization will be maintained by the organization. Equipment supplied by the employee, if deemed appropriate by the organization, will be maintained by the employee. The University accepts no responsibility for damage or repairs to employee-owned equipment and  reserves the right to make determinations as to appropriate equipment, subject to change at any time. Equipment supplied by the organization is to be used for business purposes. The hiring department will be responsible for maintaining an inventory of equipment supplied to the remote worker. The remote worker agrees to take appropriate action to protect any University property from damage or theft. Upon termination of employment, all University property will be returned to the University, unless other arrangements have been made.

The supervisor will work with the employee with regards to appropriate office supplies needed. The hiring department will also  provide the employee an allowance that will cover for business-related expenses, related to telecommunications (including cellphone) needed to carry out the employee’s job. This allowance will not be available to an employee, living locally, who submits a request and receives approval to work remotely. Hybrid arrangements with work primarily done on campus will not be eligible for the allowance.

The employee will establish an appropriate work environment within his or her home for work purposes. Andrews University will not be responsible for costs associated with the setup of the employee's home office, such as remodeling, furniture or lighting, nor for repairs or modifications to the home office space.

Security
Consistent with the organization's expectations of information security for employees working at the office, remote work employees will be expected to ensure the protection of proprietary information accessible from their home office. Steps include the use of locked file cabinets and desks, regular password maintenance, and any other measures appropriate for the job and the environment.

Safety
Employees are expected to maintain their home workspace in a safe manner, free from safety hazards. Injuries sustained by the employee in a home office location and in conjunction with his or her regular work duties are normally covered by the University’s workers' compensation policy. Remote work employees are responsible for notifying the employer of such injuries as soon as practicable. The employee is liable for any injuries sustained by visitors to his or her home worksite.

Remote work is not designed to be a replacement for appropriate childcare. Although an individual employee's schedule may be modified to accommodate childcare needs, the focus of the arrangement must remain on job performance and meeting business demands. Prospective remote workers are encouraged to discuss expectations of remote work with family members prior to entering a trial period.

Time Worked
Remote work employees who are not exempt from the overtime requirements of the Fair Labor Standards Act will be required to accurately record all hours worked using Andrews University's time-keeping system. Hours worked in excess of those scheduled per day and per workweek require the advance approval of the remote worker's supervisor. Failure to comply with this requirement may result in the immediate termination of the remote work agreement.

Ad Hoc Arrangements
Temporary remote work arrangements may be approved for circumstances such as inclement weather or special projects. These arrangements are approved on an as-needed basis only, with no expectation of ongoing continuance.

All informal remote work arrangements are made on a case-by-case basis, focusing first on the business needs of the organization.

Any individual participating in a remote work arrangement is required to keep their mail and telephone contact information updated with the University at all times.

Hybrid Arrangements
In some instances, a hybrid remote work arrangement may be appropriate or permitted.  In these instances, not all of the criteria above may apply.  These will need to be approved by the relevant VP/Dean and Office of Human Resources on a case-by-case basis. 

BASIS FOR PROBATION 4:2-125

Probation - Probation is assigned to an employee for inadequate performance or improper behavior at any time during employment. The employee may be placed on probation for a designated period to correct recognized performance shortcomings. After having successfully completed a probationary period, the employee will continue to be subject to the conditions of employment and performance requirements discussed elsewhere in the handbook. The employee can be discharged during the probationary period if it appears the employee is unable or unwilling to correct a problem or if continued employment would be contrary to the best interest of Andrews University or the welfare and safety of other employees. An employee cannot be put on disciplinary probation for more than a rolling three calendar year period for the same or similar disciplinary reason. An employee will be terminated if subject to more than two probation periods.

Discipline, Termination and Appeal Procedures - A probationary employee may be terminated at any time for any reason and shall not be entitled to the protections concerning discipline, termination, and appeal procedures contained in this Employee Handbook. See the policies under Section VII for further information on this subject.

PROMOTIONS 4:2-130

Andrews University desires to make your period of employment challenging and satisfying, and wishes to make the best possible use of the skills and potential of employees. Whenever possible, promotions to positions of greater responsibility are made from among our employees. The basis for such a promotion is that an employee demonstrates the ability and possesses the qualifications necessary.

1. Evaluation Criteria - Promotions and/or transfers will be based on performance evaluation, education, prior experience, applicable job skills, test results (if applicable) and/or recommendations. Seniority may be given special consideration where ability and other principal factors are comparatively equal.
2. Review Provision - All promotions and/or transfers will be subject to a review at the end of three months at which time the employee's performance will be evaluated based on the job description. A reasonable effort will be made to make the new assignment a success. If for some reason the new assignment is unsuccessful, efforts will be made to search for another available position.

TRANSFERS 4:2-135

The happiest and most productive employee is that employee experiencing a high level of personal job satisfaction. It is the policy as far as possible, that employees be assigned positions where this high level of personal job satisfaction can be realized, in keeping with ability, knowledge, and experience. Therefore, as a general guideline, an employee may request a transfer to another position after one year of employment with the University. For information regarding eligibility requirements, procedure, and qualifications necessary for the job transfer, contact Human Resources.

While the University will seek to take employees wishes into account, the University does retain the right to reassign employees or to change job duties without prior notice at any time. The University will seek to find a position that accommodates an individual's job skills. The University will give an employee a minimum of two weeks notice of a transfer. A failure on the part of an employee to accept such a change will be considered a resignation.

1. HR Role - Employees are encouraged to contact the HR Director or the Associate Director if they would like to change jobs. The HR Director may contact such employees when there is another offer. HR or the employee will inform the Department Head or immediate Supervisor of possible changes.
2. Supervisor's Role - Supervisors are urged to be considerate of the job desires of their employees and to facilitate transfer if they are offered other jobs that they are interested in accepting.

NEPOTISM 4:2-140

It is the policy of Andrews University that not more than one member of a family be employed in the same department or in an employment situation where there are not at least two supervisors between relatives. Broadly this means that relatives do not work with or for one another or in a relationship where one might have direct authority over the other in matters of remuneration, promotion, etc.

For the purpose of this policy "family" includes: spouse, child (natural, adopted, step), grandchild, parent, grandparent, uncle, aunt, niece, nephew, or siblings.

For the purpose of this policy "department" refers to the divisions of activities within the University which are shown as entities on the organizational structure or chart of the University, the chart of accounts in the University accounting system, or is an activity which is distinguished by the area of responsibility assigned to a recognized department head. A department may be academic, support, or service.

Exceptions to this policy may be considered for good reason if presented in writing and addressed to Human Resources.

If by marriage a violation of this nepotism policy occurs, employees will be given 30 days to develop an alternative to their current position.

VERIFICATION OF EMPLOYMENT - CURRENT AND FORMER EMPLOYEES 4:2-145

Andrews University employees, including staff, supervisors and department administrators, frequently are requested by current and former employees to share a work reference with prospective employers. All such requests are to be referred to HR for appropriate follow up and response.

Additionally, HR also receives requests from lending and other credit institutions to provide employee - related information. Despite any employment information that Andrews University sends to a lender, Andrews University does not make, and is not making, any promise, prediction or guarantee of future employment for any period of time. Employment is terminable at will at any time, for any reason, by either the employee or the organization.

In response to requests for information, HR will confirm dates of employment, positions held and re-employment eligibility. No information is provided regarding performance of employees. A signed waiver and release from liability is required from current and former employees prior to the release of any information. In the event telephone calls are received for employment verification, the employee will be called and asked to sign an authorization to release information if one is not provided by the caller. If it is not possible to contact the employee immediately, there may be a delay in verifying information to the caller.

AVAILABILITY OF PERSONNEL FILES 4:2-150

You have the right to review your personnel files upon written request (form available on the HR website).  The Human Resources department will provide a copy within 7 working days from receipt of the written request.  For more information regarding the contents of the Personnel file, contact the Human Resources Employment desk. 

In the event that there is a disagreement with something in an individual's personnel file, the employee may submit a response to the Human Resources Director who will add this response to the personnel file.  The response may be no greater than 5 pages.  In rare occasions, an individual may feel that there are exceptional circumstances that require a response greater than 5 pages.  A request may be made to the Human Resources Director's consideration requesting an exception to the 5 page limit.  This request should demonstrate the reason for an exception.  Any response greater than the prescribed limit will be returned for correction to fit within the established limit.

ORIENTATION 4:2-155

Human Resources conducts an orientation program that you will be required to attend when you begin employment at the University. This orientation will acquaint you with the philosophy of operation and the objectives of the University.

CLASSIFICATION 4:2-160

Your job is classified as one of the following:

• HF Class - Full time regular hour time staff. Working at least 35 hours per week in a regular job. By this definition, the hours of employment are at least 1820 for the year. "Regular" is defined as a job, which is regularly provided for in the University's budget and shows prospects of indefinite employment.
• HP Class - Part time regular hour time staff. Working at least 30 hours but less than 35 hours per week in a regular job. By this definition, the hours of employment are at least 1560 for the year. "Regular" is defined as a job, which is regularly provided for in the University's budget and shows prospects of indefinite employment.
• HH Class - Part time regular hour time staff. Working at least 20 hours but less than 30 hours per week in a regular job. By this definition, the hours of employment are at least 1040 for the year. "Regular" is defined as a job, which is regularly provided for in the University's budget and shows prospects of indefinite employment.
• HU Class - Part time regular hour time staff. Working less than 20 hours per week in a regular job. By this definition, the hours of employment are less than 1040 for the year. "Regular" is defined as a job, which is regularly provided for in the University's budget and shows prospects of indefinite employment.
• TP Class - Temporary part time hour time staff. No benefits
• SF Class - Full time regular salaried staff. Working at least 75% appointment of full time equivalent (40 hours) per week in a regular exempt job. "Regular" is defined as a job, which is regularly provided for in the University's budget and shows prospects of indefinite employment.
• SP Class - Part time regular salaried staff. Working at least 50% but less than 75% appointment of full time equivalent per week in a regular exempt job. "Regular" is defined as a job, which is regularly provided for in the University's budget and shows prospects of indefinite employment.
• SC Class - Part time staff contract. No benefits.
• AF Class - Full time administrators and associates. Working at least 75% appointment of full time equivalent (40 hours) per week in a regular exempt job. "Regular" is defined as a job, which is regularly provided for in the University's budget and shows prospects of indefinite employment.
• AP Class - Part time administrators and associates. Working at least 50% but less than 75% appointment of full time equivalent per week in a regular exempt job. "Regular" is defined as a job, which is regularly provided for in the University's budget and shows prospects of indefinite employment.
• FF Class - Full time regular faculty. Working at least 75% appointment of full time equivalent (40 hours) per week in a regular exempt job. "Regular" is defined as a job, which is regularly provided for in the University's budget and shows prospects of indefinite employment.
• FP Class - Part time regular faculty. Working at least 50% but less than 75% appointment of full time equivalent per week in a regular exempt job. "Regular" is defined as a job, which is regularly provided for in the University's budget and shows prospects of indefinite employment.
• FC Class - Part time faculty contract or adjunct faculty. No benefits.
• FR Class - Part time regular research faculty. No benefits with regular research faculty appointment.
• FT Class - Full time regular K-12 faculty. Working full time 9-10 months during the school year. "Regular" is defined as a job, which is regularly provided for in the University's budget and shows prospects of indefinite employment.

JOB DESCRIPTIONS 4:2-165

There is a job description for each salaried and hourly rated job. A copy of your job description will be given to you at the time of employment. The range of pay for each job is determined by the requirements of the job.

WORK WEEK- SALARIED EMPLOYEES 4:2-170

As an exempt salaried employee you are paid to carry on the duties of your job description which may exceed the hours of a normal work week.

The recording of the time you work is not required, however you may be asked to keep a record and report the time for which you have been paid when you did not work. An example of this would be vacations, holidays and sick leave.

WORK WEEK - HOURLY EMPLOYEES 4:2-175

Your daily work schedule depends upon your particular job assignment or position. Various departments require different work weeks and different work days. Your supervisor will inform you of your particular schedule.

The work week starts at 12:01 a.m. on Sunday and ends at 12:00 midnight Saturday. Any shift that begins one day and carries over to the next is considered as a shift for the day in which it begins.

RECORDING TIME - HOURLY EMPLOYEES 4:2-180

In those departments that have access to a time clock devices to record work time, all time must be clocked in and out by the employee through the device. In departments that do not have access to a time clock device, the employee will be responsible for recording online their time worked each day.

Only worked or leave hours should appear on the employee’s timecard.  Time spent at lunch or at activities that are not part of the individual’s work (e.g. free class benefit, wellness discount activity, etc.) or not an authorized campus-wide initiative (e.g. change day, employee town halls, required trainings, etc.) should not be clocked unless authorized by the individual’s supervisor.  Typically, supervisors may authorize up to 5 hours per semester of professional enrichment (e.g. optional trainings, etc). The employee should clock out and then back in while out for non-worked time. All overtime must be authorized by the employee’s supervisor, or someone to whom the supervisor might delegate responsibility, before the overtime is incurred.

All of the hours the employee works in a week must be reported during that week. Federal and State laws prohibit the banking of hours (e.g., not reporting hours worked in one week with the intention of reporting the hours in a later week) or volunteering some of the hours actually worked.

There are limited circumstances under which employees can volunteer their services, but it must be outside of the type of work they are normally employed to do. If an employee wants to volunteer their services to the University, they must call the Human Resources office for instructions before beginning the volunteer service.)

Supervisors are required to review and approve all time recorded prior to the established payroll deadline.  In the event that time recorded by an employee is accidentally misreported, the employee must correct their timecard prior to the supervisor’s payroll timecard approval. 

No one is permitted to punch time for another employee under any circumstances. In the event of potential false, misleading, or misrepresented entries, the supervisor needs to evaluate the situation and take appropriate action in coordination with Human Resources, this may include disciplinary action. 

BALANCED LIFESTYLE 4:2-185

Each employee is encouraged to plan his/her daily program to include a balance between work, time for the family, and spiritual and physical refreshment.

MOONLIGHTING 4:2-190

Full-time employees are expected to consider their employment with Andrews University as being primary. If you have other employment, or are self-employed, it must not infringe on the time and efficiency of the work to which you have been assigned. Other work should not compete or conflict with that of Andrews University.

CONFLICT OF INTEREST 4:2-195

1. Statement of Policy - All employees of Andrews University have a duty to be free from the influence of any conflict of interest when they represent the University in negotiations or make representations with respect to dealings with third parties.
2. Definition of Conflict - A conflict of interest arises when an employee has such a substantial personal interest in a transaction or is a party to a transaction that reasonably might affect the judgement the employee exercises on behalf of the University.  The employee is to consider only the interests of the University, always avoid questionable practices, and faithfully follow the established policies of the organization.
3. Conditions Constituting Conflict - Although it is not feasible in a policy statement to describe all the circumstances and conditions that might be considered conflicts of interest, the following situations are some examples which may bring conflict and therefore are to be avoided.  The following is not a complete list, other examples may constitute a conflict.
   1. Engaging in outside business or employment that encroaches on Andrews University’s call for the full services of its employees even though there may be no conflict.
   2. Engaging in business or employment that is in any way competitive or in conflict with any transaction, activity, policy, or objective of the University.
   3. Engaging in any business with or employment by an employer who is a supplier of goods or services to Andrews University.
   4. Making use of the fact of employment by Andrews University to further outside business or employment, association the University or its prestige with an outside business or employment, or using one’s connection to the denomination to further personal or partisan political interests.
   5. Owning or leasing any property with knowledge that the University has an active or potential interest therein.
   6. Lending money to or borrowing money from any third party, excluding financial institutions, who is a supplier of goods or services or lending to/borrowing from a trustor or anyone who is in any fiduciary relationship to Andrews University or is otherwise regularly involved in business transactions with the University.
   7. Accepting or offering of any gratuity, favor, benefit, gift or of any commission or payment, monetary or non-monetary, of greater than usual and customary, in connection with work for Andrews University other than the compensation agreed upon between the University and/ or the employer and the employee.
   8. Making use of or disseminating, including by electronic means, any confidential information acquired through employment by the University for personal profit or advantage, directly or indirectly.
   9. Using Andrews University personnel, property, equipment, supplies, or goodwill for other than approved activities, programs, and purposes.
   10. Expending unreasonable time, during normal business hours, for personal affairs or for other organizations, to the detriment of work performance for the University.
   11. Using one’s connections within Andrews University to secure favors for one’s family or relatives.
4. Statement of Acceptance -
   1. By Employees – At the time of initial employment an employee shall sign a statement indicating acceptance of the conditions of employment as outlined in the organization’s employee handbook.  This acceptance shall constitute the employee’s declaration of compliance and resolve to remain in compliance with the conflict of interest policy
   2. By Administrators, Department Directors and Trustees – The concerned organizational designee shall receive annually a statement of acceptance and compliance with the policy on conflict of interest and/or commitment from each administrator, department director, member of the board/executive committee, and any other person authorized to handle resources of the organization.

DRESS REQUIREMENTS 4:2-200

1. The Andrews University Image

Whatever is associated with Andrews University contributes to the institution's image. Appearance is a basic element of image. For that reason, the personal appearance of Andrews staff makes a significant statement about the University itself.

Andrews University, a Seventh-day Adventist institution, reflects the conservative values of the church in matters of dress and appearance. Its regulations concerning dress are based on the principles of neatness, modesty, and appropriateness. Specific interpretations of these principles must be made within the cultural context of the University and in harmony with its mission.

2. Neatness

In keeping with their occupational status and Christian identity, Andrews University staff will be well-groomed and neatly dressed.

Examples of a failure to maintain an appropriate standard of neatness andr grooming are unkempt clothing, clothing designed to appear sloppy, and careless personal hygiene and hairstyles.

3. Modesty

Attire which accentuates the sexual characteristics or which is designed to draw attention to oneself by bizarre or ostentatious style violates the principle of modesty. It would be inconsistent with Andrews' philosophy of staff role modeling if less were expected of staff than is expected of students.

4. Appropriateness

Time, place and the occasion determine appropriateness.

While sweatshirts, jeans and shorts may be appropriate for sports, recreational activities, and certain work environments, they would be inappropriate for campus offices.

Jewelry should be chosen in harmony with the Christian principles of simplicity, modesty, and economy. Some forms of adornment, such as necklaces, earrings, bracelets and rings (except wedding bands) are not considered appropriate.

Some departments of the University may have particular requirements for dress, such as professional attire, uniforms, or safety equipment that may be expected of its workers. Those requirements are explained by the Supervisor at the time you are hired.

5. Personal Appearance Policy Implementation

It is the responsibility of the individual department/service director as well as the HR Director to implement the Personal Appearance Policy. Should it be determined that within a department/service an individual is not in compliance with the policy, the following steps will be taken:

1. The department/service director and/or the HR Director shall consult with the immediate supervisor urging implementation.
2. A memo documenting the verbal counsel shall be directed to the employee by the department/service director/supervisor.
3. The department/service director shall inform the HR Director if an employee refuses to comply with the personal appearance requirements. The HR Director and department/service director shall then meet jointly with the employee in order to resolve the situation. A second memo shall be directed to the employee by the HR Director requiring a written response as to the employee's intentions with respect to the personal appearance requirements.
4. If the employee still refuses to comply with the personal appearance requirements after being counseled by the HR Director and department/service director, the matter shall be referred to HR for disciplinary action.

USE OF TELEPHONES 4:2-205

1. Guidelines - While the telephone is a very convenient and economical method of communication, it is also a major expense for Andrews University. Employees are encouraged to make business calls brief.
2. Personal Calls - Personal telephone calls should be kept to a minimum and of limited time duration; calls should be made during an employee's lunch hour and/or morning/afternoon break time. All toll calls made during working hours should be processed using the employees personal PAC code or charged to the employee's home telephone or credit card.
3. Personal Business - Employees shall not publish Andrews University telephone numbers in connection with secondary jobs or non-related activities.
4. Charges - Telephone calls are charged to the expense of the department. All monthly department telephone bills are subject to review at any time; this review may result in a request for employee reimbursement relating to personal charges.
5. Overseas Calls - Officers and departmental directors are authorized to make overseas phone calls. Such phone calls by associate departmental directors are to be authorized by the director or designee.
6. Limitations - Overseas phone calls should be kept to a minimum and be limited to situations where FAX or e-mail is inadequate.
7. Conference Calls - Operator assisted conference calls should be authorized by the department director.
8. Telephone Courtesy

Care and courtesy in using the telephone not only creates a good impression for Andrews University but also makes the contact more pleasant for those who are calling. In using the telephone:

1. Answer promptly and pleasantly
2. Identify yourself by name
3. Give accurate and careful answers
4. Display a helpful attitude
5. Maintain a pleasant tone of voice
6. Take careful notes and pass on information to persons concerned
7. Transfer calls tactfully
8. Hang up gently
9. Be sure to arrange for telephone coverage or call forwarding when away from work station
10. Ensure that your voice mail message is regularly updated and shares pertinent information to the caller
11. Respond to voice mail messages within a reasonable length of time
12. Voice mail is for University business and should not be used for personal business: i.e. - selling, campaigning

RELATIONSHIP TO STUDENTS 4:2-210

As we work with our students, our Christian witness to them can have a life-long influence, which in some cases may be even greater than the influence carried from the classroom.

The University encourages you to befriend its students--particularly those living in the residence halls--in every way possible. Please recognize residence hall protocols when involving residence hall students.

SOLICITATION AND VENDING 4:2-215

Solicitation of Andrews University employees by co-workers and non-employees is distracting and may be annoying or embarrassing for the employees who are approached. For this reason Andrews University maintains a solicitation and vending policy as outlined below.

1. Solicitation by Employees - Employees of Andrews University are expected to maintain a proper professional image and to avoid business activities for personal benefit during office hours. Therefore, employees shall not engage in any solicitation of other employees during working time. Solicitation permitted by law must be conducted on authorized non-working time, eg. meal breaks.
2. Solicitation/Vending by Non-Employees - Non-employees shall not engage in any solicitation of or vending to employees during working hours. Advertising/promotional material, brochures, etc., may be placed in the building with the approval of HR. Material of this nature is not permitted for display on the employee bulletin board in the Administration Building.
3. Andrews University Sponsored Collections - Permission for collections/solicitations pertaining to specific authorized projects may be granted by HR, upon request.

CONFIDENTIAL INFORMATION 4:2-220

Many times within the University setting there are strictly confidential disclosures of a personal or organizational nature. Employees will protect themselves and the organization by not allowing the dissemination of such information to family, friends, or strangers unless authorized to do so by the appropriate individual.

CHILDREN AT THE WORK PLACE 4:2-225

Children visiting their parents during working hours can be a disruption to the normal work activity of both the parent and others in the work environment. They may also be exposed to dangerous equipment or materials. For that reason children should be cared for away from the work place and in such a way as to not interfere with the activities of the University. This includes after school hours as well as vacations and holidays. In the event the arrangements for the care of your child(ren) should fail, you should notify your supervisor so that you can be released from your duties to care for their needs.

JOB POSTING AND HIRING PROCEDURE 4:2-230

1. Procedure - Non-administrative, non-faculty positions that become available at Andrews University will be posted for a period of five working days (72 hrs) in order to alert interested employees of available jobs. This posting will be placed on the University Careers web page. Job openings that are to be filled by intra-department transfers or by individuals that HR needs to relocate or place may be excluded from this posting plan.
2. Service Requirement - Employees with at least one year of service in the same position at Andrews University will be given preference for the posted jobs.
3. Job Information - Notices for available jobs will give the following information: The job title; a brief description of the job; education, experience and skills required; the remuneration level; time of posting and expiration date. Additional information regarding job openings may be obtained from HR.
4. Eligible Candidates - Adequately qualified employees who apply for posted jobs will be considered. If the available position is not filled by a current qualified Andrews University employee, the position will be made available to other SDA applicants.

DRUG-FREE WORK PLACE 4:2-235

The University is committed to an environment of learning that supports the fullest possible human development. To achieve this goal, the University holds that a drug-free lifestyle is essential and thus maintains policies that seek an alcohol, tobacco, and drug-free campus environment. This is consistent with the teachings of the Church.

The University intends to maintain a drug-free workplace in harmony with the laws of the land. The unlawful manufacture, distribution, dispensing or use of controlled substances, or illegal drugs by its employees, whether faculty, staff, or students, is prohibited. The University so certifies as an institution to the federal government in its external funding contracts and grants. Further, the University expects any person employed by the University who receives federal or state funding as an individual to certify that he or she will not engage in the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance while associated with the University.

The University believes it also has a responsibility to offer and provide assistance to employees who are chemically addicted and wish to live a drug-free life. To discharge its responsibility it has instituted an Employee Assistance Program which provides a substance abuse counselor qualified to do assessments, individual counseling, and to make referrals for more in-depth therapy and rehabilitation on an outpatient or inpatient basis to approved/licensed programs. The University also encourages or provides access to support networks which can assist the employee in maintaining sobriety following therapy.

An employee who believes he or she is having a problem with tobacco, alcohol or the illegal use of drugs is encouraged to voluntarily seek the available assistance. Appointments with a counselor may be arranged individually. Employees who show evidence of the use of tobacco, alcohol or illegal drugs, may be referred for counseling as a condition of continued employment.

Each employee is provided the full text of the University's Drug-Free Workplace Policy and Procedures, which is incorporated by reference as a part of this Employee Handbook. Additional copies are available from Human Resources.

COURTESY 4:2-240

In the parking lot, in the office, on the street and wherever people meet, the employee should be recognized for refined, courteous conduct. This standard will be reflected in telephone conversations, correspondence, business dealings and relationships with fellow employees. The employee is responsible for maintaining high professional standards of conduct in harmony with the Golden Rule. It is inappropriate to defame the character of co-workers by spreading malicious gossip or to act in a discourteous manner.

SAFETY 4:2-245

Andrews University seeks to provide a safe environment for its employees, students and guests. As an employee, your role in maintaining this safe environment is critical. You must follow all safety practices required by OSHA and by the University. You must:

1. Follow all safety procedures that are outlined in this handbook, and those procedures that are brought to your attention by your supervisor or by the University administration.
2. Notify Loss Control or HR if there are any unsafe conditions or practices that come to your attention. A Safety Suggestion Box is located in HR for this purpose.
3. Immediately remedy any unsafe situation you may encounter, if it is safe and appropriate for you to do so.
4. Response to the fire alarm. When the fire alarm sounds:
   1. Evacuate the building completely using the nearest clear exit. Remember, going through smoke is dangerous. Avoid it if you can.
   2. Call Campus Safety at 3321.
   3. If fire and/or smoke is evident, call 911.
   4. Remain clear of the building until notified by Campus Safety that it is safe to reenter.
5. Travel Safety. The US State Department's recommendations will be followed for all University-sponsored trips outside the United States. These recommendations may be accessed on the world-wide web at http://www.travel.state.gov. Any University sponsored trips that involve students must receive risk management approval at least 30 days before departure. Risk management approval may be obtained from the Office of Financial Administration.
6. Personal property on University premises. If you should choose to bring your personal property to the campus, you must do so at your own risk. In general, the University seeks to provide the tools necessary for the performance of your job. If, however, there is personal property that is mandatory to fulfill your job responsibilities, you may file an insurance application with the Treasurer's Office.
7. Keys. When you begin working at the University, you will be issued any keys you may need to fulfill your job responsibilities. If your duties should change such that you no longer need those keys, please return them to the Plant Administration Office immediately. At the conclusion of your employment, please return all University keys to the Key Office.

WEATHER CLOSURE 4:2-250

1. Essential Workers

Essential workers are certain employees who have been notified by their department head that they required to work during a weather closure involving the entire campus. This could be any worker, but most frequently would be from the Plant Services, the Library, Public Safety, and/or residence halls. If you were not informed that you need to remain at work and you choose to continue working during a weather closure, you are not considered an essential worker. Under certain circumstances the University may provide transportation, if needed, to essential workers. Essential workers who work during a weather closure will be paid for hours worked and will be given paid leave time equivalent to time worked during a weather closure.

2. Remuneration

Hourly rated employees may be paid for up to two days during the period of an announced closure, unless assigned remote work by their supervisor for inclement weather days. 

1. The first day will be from the announced time through the remainder of the day, or until the closure is ended on that day. (A closure may begin and end on the same day.)
2. The second day will be from the announced time until the closure is ended or to the end of the employee's workday.
3. In the case of a Friday closure, employees will report one-half day or only the hours the employee would normally have worked.

Employees should report only the hours they would have worked during the closure period. Those hours should be recorded on the clock, or by such other manner as may be used in the employee's department.

If a closure is extended beyond two days, subsequent hours may be reported as paid leave, up to the accrued hours in the employee's paid leave bank.

ATTENDANCE 4:2-251

The purpose of this policy is to set forth Andrews University’s policy and procedures for handling employee absences and tardiness to promote the efficient operation of the university and minimize unscheduled absences. This policy applies to all hourly and salaried employees, excluding faculty.

Punctual and regular attendance is an essential responsibility of each employee at Andrews University. Employees are expected to report to work as scheduled, on time and prepared to start working. Employees also are expected to remain at work for their entire work schedule. Late arrival, early departure or other absences from scheduled hours are disruptive and must be avoided. There are certain exceptions based on the needs of individual departments that may be worked out with the department supervisor as long as these exceptions are consistent throughout the department.

This policy does not apply to absences covered by the Family and Medical Leave Act (FMLA) or leave provided as a reasonable accommodation under the Americans with Disabilities Act (ADA). These exceptions are described in separate policies.

Absence

“Absence” is defined as the failure of an employee to report for work when he or she is scheduled to work. The two types of absences are defined below:

• Excused absence occurs when all the following conditions are met:
  • The employee provides to his or her supervisor sufficient notice at least 48 hours in advance of the absence.
  • The absence request is approved in advance by the employee’s supervisor.
  • The employee has sufficient accrued paid leave/vacation time to cover the absence.
• Unexcused absence occurs when any of the above conditions are not met. If it is necessary for an employee to be absent or late for work because of an illness or an emergency, the employee must notify his or her supervisor no later than 1 hour before the employee’s scheduled starting time on that same day. If the employee is unable to call, he or she must have someone make the call.

An unexcused absence counts as one occurrence for the purposes of discipline under this policy. The exception would be for illness when an individual illness may be greater than one day but less than five days, this would be considered to be one occurrence. Employees with five or more consecutive days of absences because of illness or injury must give Andrews University proof of physician’s care and a fitness for duty release prior to returning to work.

Employees must report earned paid leave/vacation time for every absence unless otherwise allowed by university policy (e.g., leave of absence, bereavement, jury duty).

Tardiness and Early Departures

Employees are expected to report to work and return from scheduled breaks on time. If employees cannot report to work as scheduled, they must notify their supervisor no later than their regular starting time. This notification does not excuse the tardiness but simply notifies the supervisor that a schedule change may be necessary.

Employees who must leave work before the end of their scheduled work period must notify a supervisor immediately.

Tardiness and early departures are each one-half an occurrence for the purpose of discipline under this policy.

Disciplinary Action

Excessive absenteeism is defined as five or more occurrences of unexcused absences in a rolling 12-month period and will result in disciplinary action. Eight occurrences of unexcused absence in a 12-month period may be considered grounds for termination.

Job Abandonment

Any employee who fails to report to work for a period of three days or more without notifying his or her supervisor will be considered to have abandoned the job and voluntarily terminated the employment relationship.

INFORMATION TECHNOLOGY AND SECURITY 4:2-255

1. Personal Computers

Personal computers (desktop or portable) are provided by the University for many employees as a part of their work environment. The following guidelines for the care and use of these computers should be observed by all employees:

1. All possible measures should be taken to preserve the physical security of personal computers, for example maintaining a physical locking device and locking access doors (where applicable). Portable computers should always be under personal supervision, in a locked space, or secured with a locking device -- especially when traveling.
2. Hardware and software maintenance for personal computers is generally provided by Information Technology Services personnel and is charged to the user's department. Information Technology Services sets standards for computer and communications equipment on the campus and policies for service of equipment that does or does not meet these standards.
3. Connections to the campus data network should be made and changed only by personnel from Information Technology Services.
4. Each user is responsible for the security of data on their personal computer. Where sensitive information is stored on a personal computer, access to internal storage should be limited by a password. Centralized backup may be implemented for some personal computers; for all other machines, the user should carry out regular backups by means of some removable storage medium such as disks or tapes. Storage media containing sensitive information (backup or otherwise) should be kept in a locked space. A personal computer connected to sensitive information (local or through the network) should not be left unattended.
5. University-owned personal computers are to be used for University business. Limited personal use is permitted outside of work hours for communications such as email and Web browsing. Permission of a supervisor should be obtained for other personal uses. Use of University computers for personal commercial activities is prohibited.
6. Personal computers must not be used to store or transmit any illegal documents, such as copyrighted documents without permission. This includes pornography and sexually explicit material.
7. Employees' use of games on University-owned personal computers is prohibited during work hours, except for special cases where there is a clear academic or administrative objective.
8. University work should generally be done on computer or communications equipment provided by the University. Where personally-owned equipment is used for University business, the University assumes no liability for the maintenance or replacement of this equipment unless arrangements are made in advance.

2. Software

Licenses are to be purchased for all copies of software on University computers and users are responsible for observing license and copyright restrictions of all software and documentation. Usually this means that commercial software may not be copied to other machines and documentation should not be copied. "Site licenses" will be purchased by the University for some widely used programs. Information Technology Services personnel must install these programs and users should not copy or move them to other machines. Other copyrighted programs may be installed on personal computers by users provided that an appropriate license has been purchased.

Information Technology Services (ITS) sets campus standards for widely used software such as operating systems, word processing, etc. ITS also sets policies for the installation and maintenance of standard and non-standard software packages on University computers.

3. Administrative Computing System

Academic and other information about students and employees is stored in a central administrative computer system. The following policies apply to this system:

1. Employees who need access to some or all of this information as part of their job responsibilities are given a password for access. This password should be carefully guarded, changed frequently, and treated as a signature, i.e. not shared with anyone else including fellow employees or family members. It is a responsibility of the employee to help preserve the confidentiality of personal information in the system mandated by law.
2. Unauthorized access to data and improper use of data in the administrative system is strictly prohibited and may result in termination.
3. The administrative computing system is not to be used for personal purposes (the one exception being employees who receive email or access the Internet through accounts on this system).

4. Data Communications

The University provides a data network connection for virtually all personal computers giving access to other computers and services both within and outside the campus. Every employee and student is also given an account on at least one central computer to permit access to email, the World Wide Web, and other local and national/international services. The following policies apply to such accounts and communications services:

The contents of electronic messages, documents and graphic images must conform to University ethical and business standards. Employees are not permitted to use the University's electronic systems for activities such as stating political views, communicating inappropriate, sexually explicit or offensive comments, soliciting employees, communicating destructive (virus) programs or conducting personal business. The use of profanity, derogatory epithets, innuendos or sexual, threatening or abusive language on the University's electronic systems is also prohibited.

If employees receive an inappropriate or offensive electronic communications via the University's electronic systems, they should immediately notify their supervisor or the Human Resources Department.

1. The access password should be carefully guarded, changed frequently, and treated as a signature, i.e. not shared with anyone else including fellow employees or family members.
2. The following are prohibited and some may constitute criminal activity:
   1. Unauthorized access to other users' accounts, system software, University data, or remote computer systems.
   2. Unauthorized decryption of coded information such as passwords.
   3. Attempts to "crash" computers or network services.
   4. Storage or transmission of copyrighted materials without permission.
   5. Willful introduction of viruses or other disruptive/destructive programs.
   6. Attempts to evade or bypass resource quotas.
   7. Forgery or attempted forgery of documents or email.
   8. Excessive use of resources, such as network bandwidth or disk storage.
   9. Unsolicited "broadcasting" of email (electronic junk mail).
   10. Harassment or intimidation of other users.
3. Unauthorized access to other users' accounts, system software, University data, or remote computer systems.
4. Widely accepted etiquette for the Internet should always be observed. For example, email should not be sent to users, lists, or news groups where the subject is not appropriate, where the user is not welcome, or the document size is excessive. Language should always be appropriate and representative of a Christian.
5. University employees and students may set up a home page on the World Wide Web containing personal as well as University information. Such pages must follow guidelines established by the Web Page Committee.
6. All electronic information systems and date (including e-mail, computer data, tele faxes and voice mail) are considered University property and records. Electronic communications should not be considered private communications.
7. A limited number of telephone connections is provided by the University for employees to access campus information resources from their homes or while traveling on University business. All information technology policies apply to these connections as well as to computers on campus.
8. Limited personal use of University data communication facilities is permitted outside of work hours, for example for email or Web browsing. The available resources may sometimes restrict such personal use.

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