Berrien Springs, MI 49104-0860
Phone: 269. 471. 3570
Fax: 269. 471. 6293
Andrews University Employee Handbook
II. 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
experience, education, training, skills, and physical fitness as they relate
to the requirements of the job for which he/she has applied. The
made in a non-biased way through interviews, references, and pertinent
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:
- 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.
- Church Teachings - Careful adherence to Bible based teachings and
standards of the church by exemplifying standards of personal conduct which
- Chemical/substance abuse such as:
- use of alcoholic beverages and tobacco
- illegal possession and/or misuse of drugs
- Use of profanity
- Immoral conduct including but not limited to sexual relations outside of
a monogamous heterosexual marriage
- 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
- Work Performance - Ability to successfully perform the work and tasks to
which one is assigned.
- Professional Standards - Careful adherence to the highest professional
and ethical standards in integrity and confidentiality.
- Loyalty - Willing and consistent loyalty and cooperation.
- Stewardship - Exemplary witness in faithful stewardship, as Biblically
defined, in personal finance, tithe, time and talents.
- Commitment - Unreserved commitment and fidelity to Christian service for
all employees and to ordination vows for ministers.
- Conflicting Interests - Avoidance of conflicting interests and
- Prescribed Procedures - Compliance with prescribed procedures for
resolving conflicts, disputes, complaints and grievances.
- Employee Handbook - Compliance with the regulations of Andrews University
as set forth in the Employee Handbook and policies of the Seventh-day
OUTSTANDING BALANCE 4:2-110
A potential employee with an outstanding balance at Andrews University
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
areers will be charged 1% interest per month.
HANDICAPPED ACCOMMODATION 4:2-115
State and Federal laws require employers to make reasonable
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
A "Request For Handicapper Accommodation" form is available at Human
EMPLOYMENT PROCEDURE 4:2-120
- 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
allowed by the law; and if it does so, is responsible for the expense.
Applicants are tested, interviewed and screened by HR. Applications are
accepted by HR on a continuous basis and are kept on file for one
- New Employee Orientation - A general orientation program for employees
is conducted by HR to give new employees an introduction to Andrews
and its procedures. Departmental orientation is the responsibility of the
hiring department director and/or supervisor.
- Orientation Period - There is a 90-day orientation period for the new
employee. This orientation period is waived for transferring denominational
employees. This period is established to benefit both the employee and
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
The employee is free to resign at any time during this orientation period
as Andrews University is free to terminate employment at any time during the
During the orientation period hourly workers are not entitled to any fringe
benefits; however, the paid leave bank starts accruing at the time of hire.
You are not allowed to take any of this time until you are a regular
employee. Hourly workers are eligible to use time accrued once the
At the end of your three-month orientation period one of the following will
- Your employment will be continued at the same rate of pay.
- Your employment will be continued at an increased rate of pay.
- Your orientation period will be extended for one or two months.
(Should you not agree to the extended orientation period, your employment
be terminated immediately.)
- You or your supervisor will decide to terminate your employment
Your orientation 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
the close of the extended orientation period your future employment with the
University will be reviewed with you by your supervisor.
At the end of the orientation period, if the employee's over-all work record
has been satisfactory, regular status will be recorded and the employee's
remuneration rate will be reviewed. Assignment of regular status 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.
BASIS FOR PROBATION 4:2-125
- Probation - Probation is assigned to an employee for inadequate
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
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
in this Employee Handbook. See the policies under Section VII for further
information on this subject.
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
- 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
- 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
The happiest and most productive employee is that employee experiencing a
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
For information regarding eligibility requirements, procedure, and
qualifications necessary for the job transfer, contact Human
While the University will seek to take employees wishes into account, the
University does retain the right to reassign employees or to change job
without prior notice at any time. The University will seek to find a
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
- 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
- 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.
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,
For the purpose of this policy "family" includes: spouse, child (natural,
adopted, step), grandchild, parent, grandparent, uncle, aunt, niece, nephew,
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
the University accounting system, or is an activity which is
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
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
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
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
information to the caller.
AVAILABILITY OF PERSONNEL FILES
You have the right to review your personnel files upon written request
hours notice. A copy of your file will be made available to you upon your
request. You may enter a written response to any record with which you take
issue. For more information regarding the contents of the Personnel File
contact the Human Resources Office.
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
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
- 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
- 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.
- SF Class - Full time staff and administrative assistants. Working at
least 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 - Half time staff and administrative assistants. Working at
least halftime 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
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 - Half time administrators and associates. Working at least
halftime 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.
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
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
not work. An example of this would be vacations, holidays and sick
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
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 use time clocks or other mechanical or
electronic time devices to record work time, all time must be clocked in
and out by the employee. No one is permitted to punch time for
another employee under any circumstances.
In departments that do not use clocks or other mechanical or
electronic time devices the employee will be responsible for recording
his/her time worked each day on a time card and reporting their time to
their time manager each week. Any false, misleading or misrepresented
entries on a time card will result
in discipline. All overtime must be authorized by your department director,
or someone to whom he/she might delegate responsibility, before the overtime
All of the hours you work in a week must be reported during that week.
Federal and State laws prohibit the banking of hours (i.e. not reporting
hours worked in one week with the intention of reporting the hours in a
later week) or volunteering some of the hours you 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 his/her services to the
University, he/she should call the Human Resources office for
instructions before beginning the volunteer service.)
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
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
- 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 organization in negotiations or make representations with respect to
dealings with third parties, and they are expected to deal with all persons
doing business with the University without favor or preferential
- Definition of Conflict - A conflict of interest arises when an employee
has such a substantial personal interest in a transaction or is a party
transaction that reasonably might affect the judgment the employee exercises
on behalf of the organization. The employee is to consider only the
of the organization, always avoid questionable practices, and faithfully
follow the established policies of the organization.
- Conditions Constituting Conflict - Although it is not feasible in a
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.
- Engaging in outside business or employment that permits encroachment on
the University's call for the services of its employees even though there
may not be any other conflict.
- Engaging in business with or employment by an employer that is in
competition or in conflict with any transaction, activity, or objective of
- Engaging in any business with or employment by a non-denominational
employer who is a supplier of goods or services to the University.
- Making use of employment by the University to further outside business
or employment, or associating the denominational organization or its prestige
with an outside business or employment.
- Purchasing or leasing property with knowledge that the University has an
active or potential interest therein.
- Lending money to or borrowing money from any third person who is a
supplier of goods or services or a trustee or who is in any fiduciary
relationship to the University or is otherwise regularly involved in business
transactions with the University.
- Soliciting or accepting any gratuity, favor, benefit, or gift of greater
than nominal value beyond the common courtesies usually associated with
accepted business practices, or of any commission or payment of any sort in
connection with work for the University other than the compensation agreed
upon between the University and the employee.
- Making use of any confidential information acquired through employment
with the University for personal profit or advantage, or the advantage of a
related or third party, directly or indirectly.
- Statement of Acceptance - The chief administrative officer of the
organization concerned shall present a Statement of Acceptance of the policy
on conflict of interest to University and department leaders and to each
member of the board of trustees and all employees of denominational
associations and institutional corporations having responsibility in
connection with the handling of University funds, and such statements shall
be signed and made available to the responsible auditors. The board of
trustees of the University shall be apprized annually by the auditors of
inherent exposure to University assets.
DRESS REQUIREMENTS 4:2-200
- The Andrews University Image
Whatever is associated with Andrews University contributes to the
image. Appearance is a basic element of image. For that reason, the personal
appearance of Andrews staff makes a significant statement about the
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,
and appropriateness. Specific interpretations of these principles must be
within the cultural context of the University and in harmony with its
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.
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
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
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
at the time you are hired.
- Personal Appearance Policy Implementation
It is the responsibility of the individual department/service director as
as the HR Director to implement the Personal Appearance Policy. Should
determined that within a department/service an individual is not in
with the policy, the following steps will be taken:
- The department/service director and/or the HR Director shall consult with
the immediate supervisor urging implementation.
- A memo documenting the verbal counsel shall be directed to the
the department/service director/supervisor.
- The department/service director shall inform the HR Director if an
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.
- 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
- 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.
- 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
and/or morning/afternoon break time. All toll calls made during working
should be processed using the employees personal PAC code or charged to the
employee's home telephone or credit card.
- Personal Business - Employees shall not publish Andrews University
telephone numbers in connection with secondary jobs or non-related
- Charges - Telephone calls are charged to the expense of the
All monthly department telephone bills are subject to review at any time;
review may result in a request for employee reimbursement relating to
- 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.
- Limitations - Overseas phone calls should be kept to a minimum and be
limited to situations where FAX or e-mail is inadequate.
- Conference Calls - Operator assisted conference calls should be
by the department director.
- 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:
- Answer promptly and pleasantly
- Identify yourself by name
- Give accurate and careful answers
- Display a helpful attitude
- Maintain a pleasant tone of voice
- Take careful notes and pass on information to persons concerned
- Transfer calls tactfully
- Hang up gently
- Be sure to arrange for telephone coverage or call forwarding when away
from work station
- Ensure that your voice mail message is regularly updated and shares
pertinent information to the caller
- Respond to voice mail messages within a reasonable length of time
- 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.
- 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
- Solicitation/Vending by Non-Employees - Non-employees shall not
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
- 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
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
not interfere with the activities of the University. This includes after
hours as well as vacations and holidays. In the event the arrangements
care of your child(ren) should fail, you should notify your supervisor so
you can be released from your duties to care for their needs.
JOB POSTING AND HIRING PROCEDURE 4:2-230
- Procedure - Non-administrative, non-faculty positions that become
at Andrews University will be posted for a period of five working days
in order to alert interested employees of available jobs. This posting
placed on the bulletin board at the entrance to the Administration
in the HR web page. Job openings that are to be filled by intra-department
transfers or by individuals that HR need to relocate or place may be excluded
from this posting plan.
- Service Requirement - Employees with at least one year of service in the
same position at Andrews University will be given preference for the posted
- 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.
- 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
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
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
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
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
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
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 or
through the University's Director of Employee Health Promotion/Health Plus.
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
part of this Employee Handbook. Additional copies are available from Human
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
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:
- Follow all safety procedures that are outlined in this handbook, and
procedures that are brought to your attention by your supervisor or by the
- Notify Loss Control or HR if there are any unsafe conditions or practices
that come to your attention. A Safety Suggestion Box is located
for this purpose.
- Immediately remedy any unsafe situation you may encounter, if it is safe
and appropriate for you to do so.
- Response to the fire alarm. When the fire alarm sounds:
- Evacuate the building completely using the nearest clear exit. Remember,
going through smoke is dangerous. Avoid it if you can.
- Call Campus Safety at 3321.
- If fire and/or smoke is evident, call 911.
- Remain clear of the building until notified by Campus Safety that it is
safe to reenter.
- Travel Safety. The US State Department's recommendations will be
for all University-sponsored trips outside the United States. These
recommendations may be accessed on the world-wide web at
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 Loss Control Office in Human
- 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.
- 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
change such that you no longer need those keys, please return them to the
Plant Administration Office immediately. At the conclusion of your
please return all University keys to the Key Office.
WEATHER CLOSURE 4:2-250
- 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, Dining
Services, 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.
Hourly rated employees may be paid for up to two days during the period
of an announced closure.
- 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.)
- The second day will be from the announced time until the closure is
ended or to the end of the employee's workday.
- 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
INFORMATION TECHNOLOGY AND SECURITY
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- 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
- 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
under personal supervision, in a locked space, or secured with a locking
device -- especially when traveling.
- 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
and communications equipment on the campus and policies for service of
equipment that does or does not meet these standards.
- Connections to the campus data network should be made and changed
personnel from Information Technology Services.
- 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
the user should carry out regular backups by means of some removable storage
medium such as disks or tapes. Storage media containing sensitive
(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.
- University-owned personal computers are to be used for University
Limited personal use is permitted outside of work hours for communications
such as email and Web browsing. Permission of a supervisor should be
for other personal uses. Use of University computers for personal commercial
activities is prohibited.
- 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.
- 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.
- 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
Licenses are to be purchased for all copies of software on University
and users are responsible for observing license and copyright
all software and documentation. Usually this means that commercial software
may not be copied to other machines and documentation should not be
"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.
- 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
- 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
personal information in the system mandated by law.
- Unauthorized access to data and improper use of data in the
system is strictly prohibited and may result in termination.
- 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).
- Data Communications
The University provides a data network connection for virtually all personal
computers giving access to other computers and services both within and
the campus. Every employee and student is also given an account on at
central computer to permit access to email, the World Wide Web, and other
and national/international services. The following policies apply to such
accounts and communications services:
The contents of electronic messages, documents and graphic images must
to University ethical and business standards. Employees are not
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)
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.
- 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.
- The following are prohibited and some may constitute criminal
- Unauthorized access to other users' accounts, system software, University
data, or remote computer systems.
- Unauthorized decryption of coded information such as passwords.
- Attempts to "crash" computers or network services.
- Storage or transmission of copyrighted materials without
- Willful introduction of viruses or other disruptive/destructive
- Attempts to evade or bypass resource quotas.
- Forgery or attempted forgery of documents or email.
- Excessive use of resources, such as network bandwidth or disk
- Unsolicited "broadcasting" of email (electronic junk mail).
- Harassment or intimidation of other users.
- 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
size is excessive. Language should always be appropriate and
- University employees and students may set up a home page on the World
Web containing personal as well as University information. Such pages must
follow guidelines established by the Web Page Committee.
- All electronic information systems and date (including e-mail, computer
data, tele faxes and voice mail) are considered University property and
Electronic communications should not be considered private
- 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.
- 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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