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:
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.
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 areers will be charged 1% interest per month.
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
At the end of your 90-day review period one of the following will take place:
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.
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.
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.
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.
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 and 48 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 University.
Your job is classified as one of the following:
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.
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.
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.
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 is incurred.
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
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.
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.
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 students.
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.
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:
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:
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.
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 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.
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.
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.
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:
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.
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.
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” 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:
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.
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.
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.
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:
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.
Academic and other information about students and employees is stored in a central administrative computer system. The following policies apply to this system:
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.