Employee Handbook of Personnel Guidelines & Procedures

A Guidebook for Appointed Employees

January, 1997

TABLE OF CONTENTS

 IMPORTANT NOTICE & INTRODUCTORY STATEMENTS

• Important Notice
• Welcome to the University of Denver
• A Historical Perspective of the University of Denver
• The Mission of the University of Denver

 EMPLOYMENT PRACTICES

• Affirmative Action
• Age Requirements
• Employment Status Definitions
• Full-Time vs. Part-Time Definitions
• Orientation Period
• Posting Periods
• Promotions/Transfers

 PAY PRACTICES

• Getting on the Payroll
• I-9's
• Job Classifications
• Performance Evaluations
• Social Security

OTHER ASPECTS OF EMPLOYMENT

• Alcohol Policy
• Breaks/Rest Periods
• Complaints of Discrimination
• Concealed Weapons on Campus
• Conflicts of Interest
• Disciplinary Procedures (Non-union)
• Emergency Closing
• Employee Dispute Resolution
• Flex-Time
• Hours of Work
• Lateness
• Lunch Periods
• Nepotism
• Overtime Policy
• Payroll Records
• Possession, use or Distribution of Controlled Substances in the Workplace
• Rehire
  • Continuity of Service
• Sexual Harassment
• Smoking in the Workplace
• Staffing Level Reductions Plan
• Voting
• Workers' Compensation
• Workplace Violence Policy and Procedures

BENEFITS & SERVICES

• Benefits Eligibility Criteria
• Domestic Partners/Common Law
• Emergency Registry
• Enrollment into Insured Benefit Plans
• Holidays
• Identification Cards for Appointed Employees
  • Privileges & Use of Facilities
• Leaves of Absence
  • Bereavement Leave
  • Family Care & Medical Leave (FMLA)
  • FMLA Rights and Responsibilities
  • Jury Duty Leave
  • Leave of Absence (Discretionary)
  • Sick Leave
• Lost & Found
• Retirement and Retiree Benefits
• Travel Accident Insurance
• Tuition Waivers
  • Class Attendance During Working Hours
• University Employee Assistance Program
• Vacation

 ORGANIZATIONS/MISCELLANEOUS

• Credit Union
• Faculty Senate
• Parking & Vehicle Registration
• Resource Center for Retired University Persons
• Safety Council
• Safety
• Staff Advisory Council

Return to DU Home Page / Return to HR Home Page

IMPORTANT NOTICE

This handbook is not a contract. It summarizes various University policies, procedures, and employee benefits, and is for informational purposes only. The information contained in this handbook is the most current at this time and supersedes all prior handbooks. The University reserves the right to change its provisions from time to time.

Except as may be provided in a written contract signed by an authorized representative of the University, no employee has a guarantee or promise of employment with the University for any specific term or period of time. Further, no one has authority to make an agreement with any employee of the University concerning such employee's length of employment except in writing.

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WELCOME TO THE UNIVERSITY OF DENVER

Welcome to the University of Denver. We hope your association with this institution will be as enjoyable as it is productive.

We have prepared this handbook, in order to assist you in understanding how we work. As in any community, there are rules and guidelines that govern how we work together and help us carry out our common mission. This handbook represents a brief summary of some, but not all, of those rules and guidelines.

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A HISTORICAL PERSPECTIVE OF THE UNIVERSITY OF DENVER

Denver was a frontier town of some 3,500 inhabitants in 1864 when the territorial legislature granted Colorado Seminary its charter. It had been just six years since the town itself was incorporated, and three years since Colorado Territory was incorporated by an Act of Congress. Not until twelve years after the founding of the Seminary was the State of Colorado admitted into the Union.

The Seminary and the University owe their existence to a visionary founder, John Evans, who had been appointed governor of the territory by President Lincoln. Evans already had gained fame in Indiana and Illinois as a doctor of medicine and founder of hospitals, promoter of public school education, founder and manager of railroads, inventor, and religious benefactor. In Illinois he had been instrumental in the founding of Northwestern University. The town of Evanston, Illinois, was named in his honor, as was Mount Evans west of Denver. One of his first acts as territorial governor of Colorado was the initiation of a movement for an institution of higher education in this rugged western country. With Evans' leadership and the support of other Denver pioneers who were interested in education, Colorado Seminary came into being.

In 1880, the University of Denver was established as the degree-granting corporation of Colorado Seminary. Colorado Seminary is the entity that owns and operates the University of Denver.

THE MISSION OF THE UNIVERSITY OF DENVER

The University of Denver is one of the major, private, doctorate-granting institutions between Chicago and the West Coast. Since its founding in 1864, the University has demonstrated the flexibility of its independent status by providing high-quality liberal arts instruction, while responding to the needs of Denver and the West through an innovative variety of applied and professional programs. While we continue to offer our University as an important resource for the region, we look beyond the Rockies to the world to prepare our students, now drawn from the fifty states and eighty foreign countries, to meet the challenges of the 21st Century.

The mission of the University of Denver is to provide education of the highest quality.

The Vision, Values, Mission, and Goals of the University are found in their entirety online at http://www.du.edu/chancellor/vision

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EMPLOYMENT PRACTICES

AFFIRMATIVE ACTION

A history of discrimination has excluded women and minorities, including persons with disabilities, from employment and educational opportunities in institutions of higher education. That exclusion has also worked to deprive educational institutions of the opportunity to enrich the educational experience of their students and enliven the scholarship, research, and other creative activity of the faculty. To remedy that history of discrimination and to secure for itself the benefits of diversity, the University recruits faculty, students and staff from among women, minorities, persons with disabilities, disabled veterans and Vietnam-era veterans.

In addition to affirmative action in recruitment, the University monitors compensation and other decisions affecting qualified individuals from these groups.

This Affirmative Action Policy is separate from the Equal Opportunity Policy which is aimed at preventing current discrimination. Managers are encouraged to consult both policies when making employment and admission decisions.

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AGE REQUIREMENTS

An individual must be at least 16 years of age to work at the University of Denver.

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EMPLOYMENT STATUS DEFINITIONS

The University defines exempt and non-exempt employees in accordance with the provisions of the Fair Labor Standards Act, and otherwise is subject to the requirements of the Act.

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FULL-TIME VS. PART-TIME DEFINITIONS

The University defines full-time employees as those whose standard work week is 35 hours per week or more. Part-time employees are those who work at least 20 hours per week, but less than 35 hours per week.

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ORIENTATION PERIOD

For all new and rehired employees, there is an orientation period of 90 calendar days, at the end of which, their performance will be evaluated.

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POSTING PERIODS

Vacant non-exempt positions are normally posted for five (5) working days, while vacant exempt positions are normally posted for thirty (30) calendar days. Exceptions to posting may be granted, if circumstances warrant.

Positions are posted in the Employment Office, as well as on bulletin boards across campus. In addition, the job postings are updated regularly on the World Wide Web (http://www.du.edu/hr/employment/postings). Our Internet Home Page address is http://www.du.edu/hr/index.html.

Persons interested in applying for positions posted must submit a current application and/or resume to the Employment Office on or before the closing date.

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PROMOTIONS/TRANSFERS

Promotions from within the University are strongly encouraged. After the initial three months orientation period in a new position has satisfactorily been completed, employees who are interested in promotion or transfer possibilities may contact the Employment Office, at x13502. Employees' level of performance in their current position must be at the satisfactory level to be considered for promotion or transfer.

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PAY PRACTICES

GETTING ON THE PAYROLL

Pay checks for nonexempt employees are issued every other Friday, for the two (2) week period ending the previous Sunday. Exempt employees are paid on the first of the month, covering days worked during the previous month.

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I-9's

As mandated by the Immigration Reform and Control Act of November 6, 1986, the University administration is required to verify the identity and work eligibility of all employees (both temporary and permanent). Departments must properly complete the I-9 form within three (3) working days of the start of employment, check the appropriate documents establishing the new employee's identity and eligibility to work, attach a copy of the document(s) to the I-9 form, and submit these to Human Resources along with the appropriate appointment form. For assistance in completing this form, contact the Compensation Office, at x17420.

Employees will not be placed on the University payroll, nor will a paycheck be generated, until this paperwork has been received.

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JOB CLASSIFICATIONS

Each appointed nonfaculty, nonunion position on campus has been assigned to a specific job classification based on a position description and in turn, each job classification has been assigned to a pay grade based on a job evaluation.

Specifications which briefly define the classifications, give examples of job duties, and outline minimum qualifications are on file in Human Resources for each classification.

Union employees are classified as outlined in Article 19 of the Union contract Local 1572, State Council, Number 76 of the American Federation of State, County and Municipal Employees (AFL-CIO).

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PERFORMANCE EVALUATIONS

Supervisors want employees to know how they are doing on the job, what areas need improvement, and how to help develop their skills and abilities within the University. To ensure that employees are kept informed of their level of performance, and to provide input on individual development, periodic performance reviews will be conducted by supervisors with employee participation.

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SOCIAL SECURITY

All University employees contribute to Social Security as a requirement of the Federal Insurance Compensation Act (FICA). The percent of salary deducted from the employee's check is matched by an equal amount from the University. Only full-time students anticipating a minimal income for the year may waive this deduction.

All employees must have a valid Social Security Number before they can receive a paycheck.

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OTHER ASPECTS OF EMPLOYMENT

ALCOHOL POLICY

The University of Denver prohibits the consumption or possession of unsealed alcoholic beverages on University property or during the discharge of University duties (whether or not on University property), except in those areas or during those events which are licensed or catered in such a manner to provide for the serving of such beverages. Although moderate consumption with meals or during social events is not prohibited, the University does not encourage the consumption of alcoholic beverages during working hours. Individuals are prohibited from reporting to work under the influence of alcohol. The University reserves the right to conduct drug or alcohol testing of its employees. For a complete copy of the policy, refer to the University Policy Manual or contact Human Resources.

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BREAKS/REST PERIODS

Where required by law, and in certain situations where the University deems appropriate, the University permits employees to have a paid 10-minute rest period every four (4) hours worked. Departments do not have to permit the employees to leave the premises for the break. At the supervisor's discretion, the lunch period may be considered the break, if it falls within the four hour time frame.

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COMPLAINTS OF DISCRIMINATION

The University of Denver is an Equal Opportunity and Affirmative Action institution. The University's Equal Opportunity Policy prohibits discrimination in the areas of race, color, national origin, age, religion, disability, sex, sexual orientation, marital status, and veteran status. Sexual harassment in any form, including unwelcome advances, creation of a hostile or intimidating environment, or “quid pro quo” harassment is also prohibited.

Equal Opportunity on campus is monitored and enforced by the Director of Diversity and Equal Opportunity. Any person within the University of Denver community, or applicant for employment or admission, who feels he or she has experienced discrimination or harassment, may consult with the Director of Diversity and Equal Opportunity. This person is available to discuss issues and can help initiate formal or informal resolution processes. Employees also have the right to seek external legal resolution.

Please consult the Equal Opportunity Policy for complete information about Equal Opportunity at DU. Copies of the complete policy and summary brochures are available.

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CONCEALED WEAPONS ON CAMPUS

The University of Denver is committed to providing a safe workplace and therefore prohibits the possession of dangerous weapons.

Any possession and/or use of weapons, explosives, fireworks, or other object designed and/or used to inflict injury or damage while on University property is prohibited. This includes, but is not limited to, items which simulate such dangerous objects. The possession of non-lethal self-defense instruments is not prohibited; however, the reckless use of such devices may be considered a violation of this policy.

It shall also be a violation of University policy to possess any weapon on the private property of the University even if the bearer possesses a valid concealed weapons permit issued under current Colorado state statute.

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CONFLICTS OF INTEREST

Every University employee has an obligation to avoid engaging in any activity, including public service or political office, if such activity significantly impedes or is otherwise detrimental to the University's mission and its operations. It is recognized, however, that not all apparent conflicts of interest will have an adverse effect on the University, and this policy is intended to provide guidance to employees who are presented with a situation resulting in such conflicts of interest.

In order to engage in any activity that represents or presents the appearance of a conflict between the employee's interests and the University's interests, the employee must:

Disclose to his or her executive level manager, Director of Human Resources, Vice Chancellor or Provost, as appropriate, all material facts relating to the activity.

Obtain the consent of the employee's executive level manager who will give such consent only after determining, in consultation with the Director of Human Resources and any other appropriate University official, that the activity does not adversely affect the University's interests.

This policy does not include a description of the types of circumstances which represent a conflict of interest. The Vice Chancellor for Business and Financial Affairs, or his/her designee, shall compile a list of types of circumstances presenting conflicts of interest.

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DISCIPLINARY PROCEDURES (NON-UNION)

The University does not have a formal disciplinary policy for non-union employees. Since discipline problems do arise, however, managers should be aware that Human Resources provides assistance with the resolution of disputes.

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EMERGENCY CLOSING

On rare occasions, circumstances may require emergency closing of the University. When the Chancellor or his/her designee makes a decision to close the University, he/she will call the Telephone Switchboard. The person in charge at that time will return the call to verify that the information came from the appropriate person.

Those personnel required to remain on duty to provide "essential" services in an emergency will receive an equivalent number of hours added to their vacation accrual.

Only appointed employees will be compensated at their regular rate of pay, if the University is officially closed. In these instances, pay will not be computed as time worked for overtime purposes.

Even though the University is not closed, adverse weather or other extreme circumstances may make job attendance difficult or cause employees to be late. In such circumstances, supervisors are expected to use their judgment as to whether to excuse employees for lateness or absence. They should, of course, bear in mind the necessity of keeping in fullest possible operation the essential offices and services referred to above.

If a decision is made to close the University during a working day, the offices of the Vice Chancellors will contact their subordinate offices under prearranged procedures for verification.

If it is necessary to make a public announcement of the closing, the Public Relations Representative will give the information to the news media (under prearranged procedures for verification) and provide a recorded announcement for the telephone information system (871-2838).

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EMPLOYEE DISPUTE RESOLUTION

Please Note: Click to view this topic which has been moved to a separate WebPage: EMPLOYEE DISPUTE RESOLUTION.

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FLEX-TIME

As an alternative to the standard 8:00 A.M. to 4:30 P.M. work week, employees may request a flex-time work schedule under which employees normally begin their workdays anytime between 7:00 A.M. and 9:00 A.M. daily on the hour or half hour. Supervisory approval for a specific flextime work schedule is required in advance; the schedule must accommodate the requirements of the department.

The University retains the right to specify certain designated work hours affecting all employees or groups of employees. Daily and weekly work schedules may be changed from time to time at the discretion of the University to meet varying business conditions. Changes in work schedules will be announced as far in advance as practical.

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HOURS OF WORK

The standard work week for full-time appointed employees is thirty-seven and one-half hours, divided into five days, Monday through Friday, with employees regularly scheduled to work seven and one-half hours per day or the equivalent thereof. Departments which operate on a forty hour work week include the Denver Research Institute, Campus Security, Physical Plant, and others designated by the University as appropriate.

The standard hours of operation for University departments and offices are Monday through Friday, 8:00 A.M. to 4:30 P.M. University departments and offices are expected to remain open for business between noon and 1:00 P.M. by using a flex-time schedule, unless impractical.

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LATENESS

While it is recognized that occasionally employees may have a good reason for being late to work, excessive or habitual lateness is not permitted. Employees are considered late if they are not at their work station at their designated starting time.

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LUNCH PERIODS

Employees receive a one hour unpaid meal period, which will normally be taken between 11:00 am and 2:00 pm.

A meal period of not less than thirty minutes (off duty, unpaid time) is required, if an employee works for a period of more than five hours. When a work period of not more than six hours will complete the day's work, the meal period shall be optional. If for some reason an employee is required to remain in the work area all day (e.g. to answer phone calls, handle walk-in inquiries, etc.), an "on duty" meal period will be permitted, which shall be paid time and counted as time worked for overtime purposes.

Contact your supervisor for more information on a specified lunch break.

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NEPOTISM

No applicant shall be rejected and no employee shall be restricted in matters of pay, promotion, work assignment, working conditions, or any other factor solely as a result of a familial relationship with any other employee at the University of Denver.

However, persons in positions to make recommendations or decisions regarding employment, pay, promotion, work assignment, or work supervision cannot exercise this authority over family members or over others with whom there are sufficiently close, personal, or external business relations to engender a conflict of interest. Such recommendations and/or decisions shall be deferred to the next higher authority.

For the purpose of this policy, “family members” include spouse, siblings, parents, dependent and non-dependent children, grandparents, aunts, uncles, first cousins, parents-in-law, sons-in-law, daughters-in-law, brothers-in-law, and sisters-in-law. A “spouse” is the current husband or wife of an employee whose marriage is recognized under the laws of Colorado.

This policy should not be construed to allow hiring, promotion, compensation or work assignments in a manner that violates or does not meet the objectives of the University's or the department's Affirmative Action goals.

This policy in no way limits the Conflicts of Interests Policy.

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OVERTIME POLICY

Compensation for overtime hours worked is governed by the provisions of the Fair Labor Standards Act. Employees eligible for overtime pay must receive prior authorization to work overtime from their department or budgetary manager.

Overtime is time worked in excess of 40 hours in a work week of seven consecutive days or time worked in excess of 12 hours in a work day. Nonexempt employees will receive overtime pay at 1.5 times the hourly rate.

The 40 hours of work excludes paid time off such as holidays, vacation and sick leave, et cetera.

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PAYROLL RECORDS

Federal and state laws obligate the University to maintain specific records regarding hours worked. Employees are required to record their work hours and leave time taken on the appropriate time record forms. Hours worked and leave time taken must be recorded accurately, and falsification of a time record is grounds for disciplinary action, up to and including termination.

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POSSESSION, USE OR DISTRIBUTION Of CONTROLLED SUBSTANCES IN THE WORKPLACE

The University of Denver is committed to a drug-free workplace and prohibits the unlawful manufacture, distribution, dispensing, possession, or use of controlled substances by employees, students, subcontractors, consultants and visitors. For a complete copy of the policy, reference the University Policy Manual or contact Human Resources.

Anyone who has a concern about a possible violation of the policy should immediately contact one of the following resources for assistance:

• The Employee Assistance Program for referrals on treatment and related issues.
• The Campus Safety Department to report incidents of illegal activity.
• The Department of Human Resources for assistance on the disciplinary process or policy related issues.

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REHIRE

Any employee who voluntarily terminated employment with the University in good standing is eligible for reemployment. The record of prior employment must indicate that the employee's performance met acceptable standards.

Any employee who was involuntarily released by the University, and whose record of prior employment was unsatisfactory, as determined by the University in its sole judgment, is ineligible for reemployment.

Any former employee reapplying for employment is subject to compliance with all other employment policies in effect at the time of reapplication.

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Continuity of Services

If a person is rehired within 30 calendar days of separation, there will be no break in continuous service and no loss in fringe benefits.

If a person is rehired within one year of separation, service dates will be bridged, and there will be no break in continuous service.

A person rehired with a break in service will be considered a newly hired employee. After the fifth year of reemployment, the previous service may be added to current continuous service for determination of future benefits.

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SEXUAL HARASSMENT

It is the policy of the University of Denver that sexual harassment will not be tolerated. Sexual harassment is a form of sexual discrimination. The policy is a part of the University's Equal Opportunity Sexual Harassment Policy and Procedures. Copies of the complete policy are available through the Office of Diversity and Equal Opportunity. The policy is a statement of rules governing procedures for a sexual harassment grievance, and includes investigative and disciplinary procedures to protect students and employees from any unwelcome behavior of a sexual nature.

Sexual harassment is defined as follows:

Unwelcome sexual advances, requests for sexual favors, or other verbal or physical conduct of a sexual nature when submission to advances is a condition of a person's continuing status, or when submission to or rejection of the conduct is used as the basis for a decision affecting the person. Sexual harassment also exists when such conduct has the purpose or effect of interfering with a person's work or academic performance, or of creating an intimidating, hostile, or offensive environment.

For more information about the complete policy or to discuss any issues that arise, contact the Office of Diversity and Equal Opportunity at the following telephone number:

(303) 871-7436
Mary Reed Building, Room 221

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SMOKING IN THE WORKPLACE

The University wants to promote a healthful and clean work environment for students, employees and visitors. Further, in accordance with the City and County of Denver Ordinances, every employee has the right to work in an area free of environmental tobacco smoke. This position is based on common workplace courtesy and the expressed interest of students and employees to restrict smoking on the campus. Accordingly, the University administration is authorized to develop procedures to implement the City and County of Denver Ordinances.

Smoking is prohibited in all University buildings.

Designated smoking areas may be established outside University buildings as appropriate.  Such designated areas must be at least 25 feet from any building entrance.

Smoking will not be permitted in University vehicles.

Employee concerns should be reported to the Director of Human Resources.

Student concerns should be reported to the Resident Director in their residence hall or the Associate Provost for Campus Life.

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STAFFING LEVEL REDUCTIONS PLAN

In any particular case of staff level reduction, the functional needs of the University, the department and the ability and qualifications to perform the work will determine which employee(s) will be terminated. When ability and qualifications are equal, seniority may be considered.

To transfer or to be eligible for reemployment, an employee must be eligible for employment under the University's Rehire Policy. A laid-off employee who is offered a suitable, alternative position and declines the offer will be considered to have made a voluntary termination. Nothing in this policy should be read as giving a guarantee of re-employment to employees who are laid-off, as a result of staffing level reductions or reorganization.

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VOTING

Colorado State Law provides that, if an employee doesn't have a total of three hours off when the polls are open, they must be given two (2) hours off, if requested. (The three hours don't have to be consecutive.) This time off, if requested and approved, will be without pay.

The polls are open from 7:00 am to 7:00 pm.

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WORKERS' COMPENSATION

The University provides a valuable insurance called Workers' Compensation, that includes medical, lost-wages, and death benefits for a job-related injury or illness.

Workers' Compensation is mandated by law in the State of Colorado. This creates a no-fault system which focuses on recovering health and getting employees back to work, rather than trying to establish who's to blame for an injury.

The University of Denver self-insures a portion of its potential Workers' Compensation liability. The full cost of coverage is paid by the University and is not deducted from employees' wages.

The University pays an employee's salary for the first three lost working days. Beginning on the fourth lost day and until the employee returns to work, the insurance carrier pays two thirds of weekly wages not to exceed an amount specified by the Colorado State Workers' Compensation law. Note that while Workers' Compensation benefits are non-taxable, they do not replace 100% of the employees wages.

When a work-related injury occurs, the employee's supervisor should be notified prior to obtaining any medical care unless it is a life or death emergency. The employee should then proceed to one of the designated medical providers posted in the department or listed on the Workers' Compensation card issued periodically to employees.

Please be aware that the University designates the medical provider procedure, and employees may not seek their own medical care. Seeing a nondesignated provider may result in non-payment of medical expenses, and could lead to the employee assuming liability for all incurred medical costs.

By law, employees must notify the University in writing within four (4) working days of the injury. The University's Work-related Injury Report form is available from the Risk Management Department. Failure to provide written notification of an injury could result in the loss of one day's compensation for each day's delay.

In cases of life-or-limb threatening injuries, employees should seek medical attention immediately by notifying the Campus Safety Department, at x3000, to request an ambulance.

For further information, please contact Risk Management, at x2354.

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BENEFITS & SERVICES

BENEFITS ELIGIBILITY CRITERIA

Generally, eligibility to participate in the Fringe Benefits Program at the University is defined by position classification.

Employees eligible to participate must satisfy the requirements of both paragraphs 1 and 2 below. Only service in an appointed position classification shall count toward eligibility toward benefits.

1. The employee must hold an "appointed" position, either permanently or as a temporary replacement. An appointed position is defined as:

• one numbered in the University's Position Control System and budgeted as an identifiable salary item in the University's Approved Budget; or
• one carrying the word "Research" in its official title.

(NOTE: Student "research" positions associated with educational pursuits, however, are not eligible, e.g. Graduate Research Assistant.)

2. The appointed position must require work of at least half-time where "half-time" position is defined as:

• 20 hours or more per week for 6 or more months; or
• requiring a quarterly teaching load of no less than half the load expected of full-time faculty in the department and receiving a salary of no less than half that of the lowest full-time appointed faculty member in that department for two or more quarters.

Employees on approved sabbatical leaves who otherwise are eligible to participate in the Fringe Benefits Program continue to be eligible. Employees holding an eligible position classification and working less than full-time receive prorated benefits based on the percentage of time worked.

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DOMESTIC PARTNERS/COMMON LAW

The University implements its policy of non-discrimination on the basis of sexual orientation and extends employee benefits and privileges wherever possible, to registered domestic partners and families of employees, to the same extent that such benefits are provided to the spouses and families of married employees or common law partners.

Employees must certify their eligibility for these benefits by means of an affidavit. Certain tax consequences may apply. Forms and additional information are available from the Benefits Office.

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EMERGENCY REGISTRY

The University requests that all employees provide emergency contact information, to aid in the communications process, in the event of an emergency.

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ENROLLMENT INTO INSURED BENEFIT PLANS

Employees are eligible to enroll in the Insured Benefits programs immediately upon appointment, but must do so within the first 60 days of their employment. Please note: Any employee hired on or after July 1, 2009 will have 30 days to enroll in voluntary benefits. Insurance coverage will be effective the first day of the month following the date of application for the insurance. Employees choosing not to join during the original 60 days of employment, may begin participation during an Open Enrollment Period, which occurs once a year. Plan details and enrollment forms are available through the Benefits Office.

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HOLIDAYS

The University of Denver closes for the following holidays:

New Year's Holiday
Martin Luther King, Jr. Day
Memorial Day
Independence Day
Labor Day
Thanksgiving Day
Winter Break (the last five week days of the calendar year)

If the holiday falls on a Saturday, it will be observed on Friday. If it falls on a Sunday, the holiday will be observed on Monday.

The Academic Calendar Committee recommends University calendars to the Provost and Vice Chancellor for Business and Financial Affairs.

The University of Denver community is enriched by individuals of many faiths that have various religious observances. It is University policy and practice to provide religious accommodations for students and employees unless the accommodation would create an undue hardship. Employees should notify their supervisors for permission to take time off no less than one week in advance of their desire to be absent to observe the holiday. This time may, at the option of the employee, be taken off without pay or charged to the vacation accumulation. Religious observances are valid reasons for students' absence from classes. Students are responsible for requesting an approved class absence from an instructor in advance and for completiing assignments given during their absence.

Individuals scheduliing institutional events may wish to consider the effect of religious holidays on their events.

Persons with questions or concerns about religious accommodation may contact Susan Lee, Director of Diversity & Equal Opportunity at 303.871.7436 (susanlee@du.edu) or Rev. Gary R. Brower, University Chaplain at 303-871.4488 (Gary.Brower@du.edu).

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IDENTIFICATION CARDS FOR APPOINTED EMPLOYEES

Once a newly appointed employee's initial paperwork has been processed, he/she is issued a D.U. identification card. I.D. pictures are taken during specified hours. Upon request, cards will also be issued to an employee's spouse and dependent children. For further information contact the I.D. Office, at x14545.

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Privileges and Use of Facilities

The University of Denver's regular identification card makes it possible to secure certain privileges which include:

1. Full library privileges.
2. Reduced rates on some University sponsored activities.
3. A 10% discount at the Bookstore on certain purchases over $1.00.
4. Use of the athletic facilities, during designated hours.

Nonappointed employees are not benefits eligible, and, therefore, aren't entitled to a D.U. identification card.

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LEAVE

The University provides for the following types of leave.

Bereavement Leave

Leave with pay is available to all appointed exempt and non-exempt (non-faculty) staff because of death in the immediate family. Immediate family is limited to: spouse of employee; father or mother of employee or spouse; child of employee or spouse; brother or sister of employee or spouse; grandparent of employee or spouse. Funeral leave will be limited to three days if the burial is within Colorado, and to five days if outside of Colorado. The supervisor may request an obituary or other notice to substantiate the absence. Bereavement pay will not be computed as time worked for overtime purposes.

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Family Care and Medical Leave

Leave is provided to all employees (including faculty) in accordance with the federal Family and Medical Leave Act of 1993 (“FMLA”).

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FMLA Rights and Responsibilities

FMLA requires covered employers to provide up to 12 weeks of unpaid, job-protected leave to eligible employees for the following reasons:
• For incapacity due to pregnancy, prenatal medical care or child birth;
• To care for the employee’s child after birth, or placement for adoption or foster care;
• To care for the employee’s spouse, son or daughter, or parent, who has a serious health condition; or
• For a serious health condition that makes the employee unable to perform the employee’s job.

The following link takes you to detailed information on this topic: Employee Rights and Rights and Responsibilities Under the Family and Medical Leave Act

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Jury Duty Leave

Leave is available to all appointed employees. Leave with pay shall be granted for the duration of such duty. When the summons for jury duty is received, it should be presented to the employee's supervisor. The employee is expected to report to work, if excused from jury duty during normal work hours. The supervisor may require the employee to furnish documentation from the court clerk as to days served. Any jury duty fees received may be retained by the employee. Jury duty pay will not be computed as time worked for overtime purposes.

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Leave of Absence

Leave may be granted to appointed employees, when the University determines it to be legally required by law (e.g., as required to accommodate employees with a certified disability, workplace injury or military commitment). Discretionary leaves of other types may also be granted to employees from time to time, at the discretion of the University.

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Sick Leave

Leave for appointed employees may be utilized for doctor and hospital visits, new child care, personal illness or injury, or illness or injury in the employee's immediate family (father, mother, father-in-law, mother-in-law, grandparents, spouse, or child). Sick leave accrues at a rate of 12 days per year or 1 day per month to a maximum of 130 days. Leave accrual is prorated for part-time employees. Sick pay will not be computed as time worked for overtime purposes.

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LOST & FOUND

The Lost and Found Desk is located in the Driscoll Center, at the Information Desk, and may be reached by calling, X14232. The cooperation of employees in turning in articles found on campus is appreciated.

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RETIREMENT AND RETIREE BENEFITS

The University desires to extend certain benefits to long-term employees upon their retirement from appointed service to the University of Denver. For purposes of obtaining retiree benefits an employee must satisfy, at a minimum, the following criteria. The employee must have:

• left the University voluntarily;
• reached the age of 55 years; and
• been employed continuously by the University for 20 years (10 years, if hired prior to January 1, 1992)

Once a retired employee cancels coverage in our group, he/she can't reenroll in group coverage through the University. It should be noted that retiree medical benefits are not guaranteed.

Specific benefit programs may have different combinations of age and service requirements to be eligible. An employee should refer to the Benefits Office for applicable retiree eligibility rules.

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TRAVEL ACCIDENT INSURANCE

All appointed University employees who travel on official University business are covered by Travel Accident Insurance. The maximum death benefit payable is $200,000. The University pays the complete premium cost. The University will not reimburse travel insurance purchased by the employee.

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TUITION WAIVERS

The Faculty/Staff Tuition Waiver Program assists appointed employees, their spouses, and their dependent children in enrolling in for-credit college-level courses at reduced or no tuition charges.

Tuition waiver privileges will be accorded to appointed employees, along with their spouses, the first day of the academic term following the employee's completion of 6 months of continuous appointed employment at DU. Eligibility for the appointed employee's dependent children begins the first day of the academic term following the employee's completion of one (1) year of continuous appointed employment.

The level of eligibility is based upon length of appointed service and appointment/status of the employee. Specific benefits for each category of eligible beneficiaries under the tuition waiver privilege are also subject to the following limitations set forth in the DU Tuition Waiver Policy.

• Employee usage is subject to annual and per term credit hour limits, along with a per term course limit.
• Spouse usage is subject to per term credit hour limits.
• Dependent child usage is governed by set percentages.

To activate the tuition waiver, the person utilizing the privilege must:

• Be admitted either as a degree seeking student or a special status (non-degree seeking) student through the regular admission procedures.
• Submit a Tuition Waiver Request form to the Benefits Office prior to the start of classes each term. The form needs to include the student's DU identification number and must be signed by the employee. Also, the signature of the employee's supervisor is required on all Tuition Waiver Request forms turned in to activate waivers for the employee's own education.

Please note: Tuition waiver privileges will be suspended for all individuals with outstanding parking fines, or with other delinquent obligations to the University.

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Class Attendance During Working Hours

Due to the potential negative impact of coursework and time off for classes upon the employee's performance and the work needs of the employing department, the needs of the employing department must be given priority.

• Prior approval from the employee's supervisor is required for enrollment in courses being taken under the tuition waiver privilege.
• Time off from work for class attendance should be made up within the same work week (Monday through Sunday) by those employees subject to the overtime provisions of the Fair Labor Standards Act, or taken as vacation or unpaid leave.

It is the purpose of the faculty-staff tuition waiver program to assist employees and their dependents in gaining further college level and advanced education. Therefore, attendance at regularly scheduled classes offered at the University of Denver is encouraged.

Time off for classes must be made up the same week of class (Monday-Sunday) whenever possible.

The needs of the department must be given priority, although reasonable effort will be made within the work area to accommodate the employee's schedule.

No budgetary increase will be necessary to accommodate class attendance.

A schedule of class attendance hours and times for making up class attendance may be sent to the appropriate budgetary head at the beginning of each quarter of class attendance.

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UNIVERSITY EMPLOYEE ASSISTANCE PROGRAM

The University Employee Assistance Program (EAP) is a confidential resource for faculty, administrators, staff and their dependents. The University recognizes that personal stresses affect not only an individual's life, but also the quality of an individual's work. The goal of the EAP is to minimize the effects of personal stresses on both a person's life and his/her work.

Eligible persons may receive a limited number of free sessions with a professional counselor. A referral may be made to other programs to meet specific needs. The following resources are available:

• 871-3511 = on-campus appointments
• 691-2374 = off-campus appointments
• 758-1123 = twenty-four hour crisis service

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VACATION

Vacation benefits accrue for non-faculty, appointed employees, based on the length of employment. Full-time staff accrue vacation leave at the rate of 15 days per year, or 1.25 days per month, to a maximum accrual of 15 days. Vacation leave accrual is prorated for staff employees who work less than full-time. Vacation leave accrual increases after completion of seven years of service at the University to 2 days per month, up to a maximum accrual of 22 days in the aggregate. Vacation pay will not be computed as time worked for overtime purposes.

For all employees eligible to accrue vacation, leave shall not accrue to any employee on leave without pay, suspension, or layoff. Vacation does accrue during paid leaves. Specific vacation days are to be established in conjunction with the head of one’s department. In no case may an employee be granted vacation in excess of the amount earned by the employee. An employing department may require employees to take vacation leave whenever, in its judgment, such action will be in the interests of the department. Officially designated holidays falling within a period of vacation leave shall not be counted against vacation leave. Upon separation from employment, an employee shall be paid for any accrued vacation.

There may be occasions when a division head needs to extend immediate full vacation privileges in order to secure their top candidate while recruiting. Full vacation accrual privileges may be granted if the following conditions are met:

1. The position, for which the candidate is being considered, must be at a level of director or above.

2. The candidate must have at least seven years of relevant experience in an area of expertise that will be a primary function of their job at the University.

3. Both the division head and the appropriate Vice Chancellor or the Provost must approve the offer before it is made to the candidate.

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ORGANIZATIONS/MISCELLANEOUS

CREDIT UNION

The Credit Union is a program operated by employees of the University. The University has no official connections with the Credit Union, but does consider this a worthwhile employee endeavor, furnishes office space, and facilitates the authorized payroll deduction process. The Credit Union has both savings and loan programs; for more information, please contact their office, at x12320.

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FACULTY SENATE

The purpose of the Faculty Senate is to formulate, debate and adopt policy recommendations regarding any aspect of the life of the University, and to communicate these recommendations to the administration through the Provost and, as determined appropriate by the Senate and the Chancellor, to the Board of Trustees. The Senate's purview includes policies relating to education, research, scholastic matters, personnel, scholarships, policies governing affiliates and any policies which may serve to increase the quality or efficiency of the work of the University. Members are elected for three-year terms by the faculty in each unit and serve on one of five standing committees: 1) Academic Planning; 2) Financial Planning; 3) Nominations, Credentials, and Rules; 4) Personnel; or 5) Student Relations. Chairs of these committees also serve on the Executive Committee along with the President, President-Elect, Secretary and Members-At-Large. Please refer to the current Campus Directory listing for location and phone number.

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PARKING & VEHICLE REGISTRATION

The University offers a number of different types of paid parking facilities for its students, staff, and faculty. Persons parking on University property must register their vehicle through the Department of Campus Safety. For further information on rates and getting access to gated ("Restricted") lots, contact Campus Safety at x13210.

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RETIRED PERSONS RESOURCE CENTER

The Retired Persons Resource Center (RPRC) was established to assist individuals who are preparing for retirement by helping them obtain the information which they need for making decisions relative to retirement. It also promotes the interests of retired University persons by keeping retired personnel in touch with general University activities, and serving as a center for communicating information about programs for retired persons which already exist in the metropolitan area. For additional information contact RPRC at x12876.

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UNIVERSITY SAFETY COUNCIL

The University Safety Council is charged with the responsibility of addressing safety problems, providing safety education, and making recommendations to budgetary units to support safety programs. (For more information on the University Safety Council see the Safety policy below).

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SAFETY

The University of Denver is concerned for the safety of employees, students, and the public on its property. It is, therefore, the responsibility of all employees to be alert to hazards which can endanger individuals on University property, and report such hazards to the Chairperson of the University Safety Council, and the Director of Risk Management.

The Risk Management department is ready to assist all University departments in treating loss exposures and aid in implementing loss prevention programs to limit these potential losses.

Inspections of University property and facilities may be requested by organizations from outside the University and must be properly coordinated; for such a request, the Vice Chancellor of Financial Affairs must be contacted for written approval of the inspection.

To facilitate loss prevention, the University Safety Council will coordinate safety issues with the Risk Management department.

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STAFF ADVISORY COUNCIL

The purpose of the Staff Advisory Council (SAC) is to link communications with staff, University administration, and other organized groups of the University. The SAC provides a means for exchange and discussion on problems, procedures, and policies of the University. The council is divided into three subcommittees: Employee Recognition, Staff Issues, and Publicity and Events. The SAC advises, recommends, and proposes ideas to the administration. Call x13480 to reach the SAC.

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WORKPLACE VIOLENCE POLICY AND PROCEDURES

Workplace Violence Definition

An act or threat of violence will be considered to be within the University community if and when it occurs on University property and is undertaken by one member of the University community against another. Members of the University community include: students, employees, and outside person(s) doing business with the University such as customers, vendors, or others.

University Guideline and Procedures

The University takes a strong and unequivocal position against intimidation, threats, or violence in the workplace. We will investigate complaints of threatening, intimidating, or violent acts including hostile behavior, physical abuse, vandalism, arson, sabotage, use of weapons, carrying weapons onto University property, or any other act which, in the University management's opinion, is inappropriate to the workplace. This guideline extends to persons doing business with the University including customers, vendors and others who interact with University employees and students.

We request the support and cooperation of all employees and students in helping to keep our University a safe and healthy place to work. Employees and students should immediately report any behavior which may constitute a potentially violent situation to University management.

Procedures

1. Upon witnessing or hearing of an act or threat of violence, the appropriate manager may immediately act to suspend the individual(s) involved, pending the results of an investigation. If the individual(s) refuse to leave, the manager should call Campus Safety at extension 13000 to escort the individual(s) off campus.
2. The manager should notify the Human Resources Department immediately. Human Resources will help in determining the appropriate action to be taken.
3. Should the alleged perpetrator of violence be a student, Student Judicial Affairs will handle the matter in accordance with the Student Code of Conduct.
4. The University will conduct any required investigation in a discreet manner. During the course of the investigation, the University may find it necessary to talk to a number of employees, particularly to the alleged perpetrator. As a result, the University will not guarantee the confidentiality of reported complaints.
5. At the conclusion of the investigation, the employee will be notified of the action to be taken. The action to be taken must be reviewed by Human Resources and/or University Legal Counsel before it is communicated to the employee.
6. Documentation of the incident, and action taken, will be kept in the employee's personnel file.

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