Section 2: Working at Augustana
Positions at Augustana College are divided into two classifications, consistent with the Fair Labor Standards Act. These classifications determine how hours of work are recorded and compensated.
Administrative/Exempt: Administrative (exempt) employees are paid on a salary basis and do not receive payment for overtime.
Staff/Non-Exempt: Staff (non-exempt) employees are eligible for overtime pay for hours worked in excess of 40 hours per week.
In addition, the benefits an employee receives may depend on the number of hours that are normally worked in a pay period. These categories are defined below:
Full-Time: Full-time employees work the standard working hours of the college each week for a total of 40 hours per week. Full-time employees are eligible for all college-offered benefits and must work an average of at least 37.5 hours per week in any rolling four-week period to maintain this benefit eligibility. Full-time positions may be scheduled for between nine months and 12 months.
Part-Time: Part-time employees work a regular schedule of at least 20 but less than 37.5 hours per week. Part-time employees are eligible for some, but not all, benefits provided by the college. (Additional information on benefit eligibility can be found in the benefits section of the handbook or online at www.augustana.edu/humanresources). Employees with a regular schedule of less than 20 hours per week are not eligible for benefits.
Intermittent: Intermittent employees do not have a regular schedule as work is determined and scheduled on an as-needed basis for the college. Work hours may fluctuate from week to week without a regular schedule of work. Intermittent employees are not eligible for most college benefits.
Associate Employees and Coaches: Associate employees and associate coaches are hired on a temporary basis for a particular short-term period such as an athletic season or a department’s busy season. Associate employees and associate coaches are not eligible for any benefits or paid time off.
Temporary Employees: Temporary employees are hired for a specified project, season or time frame and sometimes work for a temporary agency rather than the college. Temporary employees do not receive any benefits provided by the college.
The mission of Augustana College remains focused on its students. While weather, emergencies or other unforeseen instances may necessitate closing a portion or all of the campus, the role of some employees requires their attendance even when the campus in closed. In each individual situation, affected employees will receive direction and guidance from the department manager or supervisor regarding when and where their services are needed. Any decisions made to close the campus for a full day or partial day will be made by the Cabinet. Departments that are considered “essential” include:
- Dining Services
- Information Technology
Additional information on how compensation and time-off are handled in these situations is included in the “Inclement Weather” and ”Call-in Pay, Emergency Pay, Hazard Pay” sections of this handbook.
Because of the varied nature of the work and the variety of services provided, departments create work schedules for employees based on the needs of students, as well as the overall Augustana College community. Most full-time employees have an eight-hour workday and a workweek of 40 hours. Administrative offices are generally open from 8 a.m. to 4:30 p.m. Other departments and buildings at Augustana College have working hours that are extended to meet the needs of the college. Each employee’s schedule will be set by the supervisor and may change based on the needs of the college and the changing services provided. Employees must be prepared to adapt to schedule changes as necessary. Additional information on meals and rest breaks is included in the “Compensation, Time Off and Benefits” section of this handbook.
Full-time staff employees at Augustana are expected to work a 40-hour workweek. Part-time staff employees are assigned a specific number of hours that generally should be worked each week and may have a specific schedule of hours. The most common workday is 8 a.m.-4:30 p.m. five days per week with a 30-minute lunch break. As possible, and with the approval of the supervisor, employees may start their workday as early as 7 a.m. and end as late as 6 p.m. to accommodate a longer lunch period. As always, the needs of our students and campus community should be taken into account when deciding work hours.
During the weeks between graduation and the beginning of the fall term, some departments may allow employees to work a condensed work schedule where nine-hour days are worked Monday-Thursday with four hours worked on Fridays. This schedule is available only in those areas where the supervisor approves such a schedule, and all offices should be fully operational five days a week from 8 a.m.-4:30 p.m. Those areas in which a condensed work schedule is observed should generally begin work no earlier than 7 a.m. and end work no later than 6 p.m.
Each staff (non-exempt) employee is responsible for creating an accurate accounting of the time worked during each pay period. Employees must submit this documentation by the deadline created by the payroll staff in order to receive pay in a timely manner. The methods used to document time worked may change occasionally, and the payroll staff will communicate these changes to employees. Currently the college utilizes Time Clock Plus for collecting daily work hours for all students and staff employees.
All employees, both staff and administrative, must accurately report time away from work due to vacation, sick time or other leaves available to the employee.
Supervisors are required to approve time-off and ensure that all work time and paid leave time is accurately reported.
Providing false information and/or not reporting time away from work is considered misconduct and will subject employees to discipline up to and including termination.
Punctuality and regular attendance are essential to meet the needs of the college’s students and to facilitate the smooth operation of departments. Staffing levels have been created to allow the college to meet these needs as well as provide adequate time-off to meet employee needs for sickness, vacations or unforeseen circumstances. Detailed policies on these leaves are available in section three of this handbook.
It is expected that employees will arrive on time and prepared for work duties. Employees who anticipate a late arrival to work should call a supervisor with as much notice as possible. A pattern and/or repeated occurrences of missing work or arriving late to work may result in discipline.
Employees who are unable to work due to an unexpected illness or circumstance are required to call in before the workday would normally begin to notify their supervisor. Failure to notify the supervisor of an absence will result in discipline. Employees are required to call in and notify the supervisor on each day that an absence will occur. Additionally, in the event an employee does not show up to work and does not call in to discuss the absence with a supervisor for three consecutive days, this will be considered a resignation and employment will be terminated immediately.
In compliance with Illinois State Law, all staff (non-exempt) employees who work seven and a half hours in a day must take an unpaid meal break of at least 20 minutes, and this should be taken within the first five working hours. This unpaid break is mandatory and generally cannot be combined with other breaks and cannot be taken at the end of the day in order to leave early. Additionally, “working through lunch” or otherwise skipping this break is not allowed.
While not required by law, rest breaks of no more than 15 minutes are allowed and are to be taken at the time designated by the supervisor. During extremely busy times, these rest breaks may not be possible. Rest breaks cannot be used at the end of the day as a means of ending the employee’s workday early. Splitting breaks or changing the timing of breaks may be allowed with supervisory approval.
Each employee is a representative of the college; therefore, each employee’s appearance should reflect Augustana’s high standards of professionalism. While it is not possible to list every item or instance that may be unprofessional, the guidelines below are designed to help employees make good appearance-related decisions. In the event that a supervisor finds an employee’s appearance to lack the desired level of professional dress, the employee will be asked to not wear the item in the future and/or to return home to make changes.
Some jobs have safety concerns that will dictate what can and cannot be worn on the job. Supervisors will provide specific instructions on what specific safety-related dress code issues may be in place for a specific job.
Items that are NEVER appropriate for the college’s workplace include: torn clothing, short shorts, halter tops, beachwear, workout attire, tank tops, spandex or distracting, offensive or revealing clothes. Also unacceptable are flip-flop sandals, or any wear that includes potentially offensive or derogatory slogans, pictures or words.
Some employees may be required to wear a uniform during working hours to identify them to students and other members or visitors on our campus. Uniform items are provided by the college, and replaced on a regular schedule. Employees who are required to wear uniforms are expected to keep their uniform neat and clean.
When an administrative or staff position within the college becomes available, it is the college’s practice to seek the best qualified candidates possible. In addition, the college follows all applicable federal, state and local laws and does not discriminate based on any protected class. While employee referrals for open positions are welcomed, these referrals will not receive preferential treatment. Applicants will be required to complete an employment application and participate in our interview process and background check. Open positions are generally posted on the college website.
Current employees who are interested in an open position must follow the same application procedures as outside candidates and will participate in the same selection process as outside candidates. Generally, employees who have worked in their current position for less than six months will not be considered for open positions. To the extent possible, confidentiality regarding the interest of internal candidates will be maintained until it is appropriate to conduct an internal reference check.
For some positions, a medical exam may be required to establish the prospective employee’s ability to safely perform the requirements of the job. All candidates who are selected for a position will be required to successfully complete a criminal background check before employment can begin.
Augustana College is committed to a policy of employment and advancement based on qualifications and merit and does not discriminate in favor of, or in opposition to, the employment of relatives.
Due to the potential for perceived or actual conflicts, the following restriction applies to the hiring of relatives: Relatives of persons currently employed may be hired only if they will not be working directly for or supervising a relative or will not occupy a position in the same line of authority where employees can initiate or participate in decisions involving a direct benefit to the relative. Such decisions include, but are not limited to, hiring, retention, transfer, promotion, wages and leave requests. This policy applies to student workers as well as all full-time, part-time and intermittent employees.
“Relative” is defined as one of the following: relationships by blood—parent, child, grandparent, grandchild, brother, sister, uncle, aunt, nephew, niece, first cousin and relationships by marriage—spouse (as defined by state law), stepparent, stepchild, brother-in-law, sister-in-law, father-in- law, mother-in-law, son-in-law, daughter-in-law, half-brother, half-sister, uncle, aunt, nephew, niece, spouse/partner of any of the above and cohabitating couples/significant others.
If any employee, after employment, enters into one of the above relationships, the affected individual must disclose this relationship to the Director of Human Resources so that options for a transfer or a change in the reporting relationship can be explored.
Student workers are not allowed to be employed in the same department as a parent or other relative even if a supervisory relationship does not exist.
As part of the overall student experience, student employees are used on campus in a variety of work settings. Children, or other close relatives, of current employees are not allowed to work in the same department as their parent or other close relative. In general, it is expected that student employees will be held to high standards of professionalism, productivity and regular attendance. Often student employment is part of the learning process, so additional reminders and extra feedback should be given to make sure that student employees understand job expectations and have the tools and knowledge to create high quality outcomes.
Summer jobs for students are available in a variety of settings, and the same general guidelines apply. Summer jobs are reserved for currently enrolled students. Graduating seniors and incoming freshman should not be hired for these campus jobs. Limited exceptions may be granted by the Office of Human Resources for graduating seniors if unique high-level skills are needed for the work.
At Augustana College, high value is put on the community created by having all employees working from a campus location. For this reason, employees are expected to report to their normal work location for regularly scheduled work hours. While administrative/exempt employees may sometimes complete additional work assignments from an off-site location, this is not in lieu of the regular work to be done at the normal work locations.
Upon hire, a personnel file is established for each employee. Access to these files is limited to legitimate business purposes and is maintained by the Office of Human Resources. Each employee’s personnel file houses basic employment information, compensation history, performance-related documents and other information related to employment with the college. Employees who wish to review their file should schedule a time with the Office of Human Resources, who will review the file with the employee. Employees are not permitted to remove their files or items contained in their files from the reviewing area.
Each employee is responsible for notifying the Office of Human Resources of any changes in personal information such as:
- Change of mailing address
- Change of primary phone number
- Change of emergency phone contact
- Change in marital or dependent status
- Name change
- Change in direct deposit location or amount
Report these and/or other changes as soon as possible in order to minimize disruptions in benefits and/or communication. These changes can be reported by calling the Office of Human Resources or utilizing the online form available on the employee information website.
The first days on a new job can be stressful ones, and it’s important that each new employee receive the necessary advice and training from their supervisor to help learn assignments and perform to expectations. The first 100 days of employment are set aside as an orientation period. A written performance review usually will be conducted at the end of the 100-day orientation period or at another period deemed appropriate. Based on the progress made by the new employee, the supervisor may direct that the orientation period be extended.
Additionally, the Human Resources staff generally meets with new employees after 60 days of employment to discuss transition issues and to gather information on how the college can better improve the orientation for new employees.
Successful completion of the orientation period does not alter the employment-at-will status or confer any greater right to employment than previously existed.
Augustana College takes great pride in its high standards when it comes to serving its students, customers and community, as well as the way its employees interact with one another. While it is the college’s general practice to attempt to solve performance problems in the most informal way possible, the following is a list of some of the activities that may lead to immediate discharge:
- Criminal activities engaged in by any employee
- Theft or removal of any college product or property without expressed permission
- Refusal to perform assigned duties
- Discovery of false information on an employee’s application of employment or any pre-employment tests or documentation
- Use, or possession, of illegal substances on the job and/or reporting to work under the influence of alcohol or illegal drugs
- Falsification of records, including but not limited to time cards, student records, deposit slips, invoices, expense accounts, shipping/receiving records, business records or any other similar report or documentation
- Unauthorized solicitations or other activities that interfere with productivity
- Sexual harassment, or other forms of harassment or prohibited discrimination of other employees, students, vendors, customers, contract workers or other third parties
- Striking or other physical abuse or threat of physical abuse of a co-worker, student, customer or supplier during the performance of assigned duties
- Forgery of a signature on any document used in any way in connection with college business
- Knowingly engaging in an unsafe work practice or refusing to follow safety instructions
This is by no means an exhaustive list of behavior that may lead to immediate termination, but a general listing that may be expanded or changed at any time with or without notice.
Theft of Augustana College funds, property or property of individuals who are members of the college community should be reported immediately to the Office of Public Safety/Police, which will make an appropriate investigation. When college funds are involved, the Vice President of Finance and Administration will be notified.
It is the policy of Augustana College to report theft to the Rock Island Police Department for further investigation and prosecution. The President has sole authority to forgo referral to the Rock Island Police Department for criminal prosecution.
In the case of theft of property from individuals on college property, the decision to file a criminal charge is up to the individual victim. A decision on whether criminal prosecution is appropriate for a theft does not determine whether or not an accused employee should be terminated or otherwise disciplined.
The college expects employees to follow rules of conduct that will protect the interests and safety of all employees and the organization. Listing all forms of behavior that are unacceptable in the workplace is not possible, instead it is expected that employees will use good judgment and rely on feedback from managers and supervisors to establish and enforce appropriate workplace behavior.
In most cases, a series of steps will be followed when discipline is necessary. These steps will not be followed in all cases, and Augustana College reserves the right to follow alternate courses of discipline. The following steps may be used at the discretion of management:
- Verbal warning
- Written warning
- Unpaid suspension
The disciplinary process used in response to employee performance problems and/or misconduct will be determined by the college in light of the facts and circumstances of each case. While a variety of factors may be taken into consideration, the college generally will consider:
- The seriousness of the situation
- The employee’s past conduct and length of service
- The nature of the employee’s previous performance or incidents involving the employee
Severe breaches of workplace rules and/or standards may result in immediate termination. Some examples of severe breaches of workplace rules are listed in the “Employee Conduct” section of this handbook, but this list is not intended to be an exhaustive list.
Augustana College strives to provide a positive work environment. When an employee has a problem or concern, the college will endeavor to resolve the problem whenever possible. However, the college cannot guarantee that a consensus can be reached on every issue or that every issue will be resolved in the manner requested. In general, employees seeking to resolve problems or concerns should follow these steps:
1. Meeting with supervisor: Employees are encouraged to bring problems or issues to the attention of their manager or supervisor. Bringing a history of the issue along with potential solutions is also helpful, but not required.
2. Meeting with the director or another supervisor: If the employee is uncomfortable meeting with his/her supervisor or if the issue or problem involves the immediate supervisor, the employee may choose to schedule a meeting with the director of the department, a manager or another supervisor or leader within the department. This step also can be used if an employee has used step one, but is not satisfied with the resolution. Again, a written history of the problem and issue is most helpful in this situation. Employees should approach this meeting with an open mind towards potential solutions.
3. Meeting with Director of Human Resources: Employees who have used steps one and/or two and are not satisfied with the resolution of the problem or complaint may schedule a meeting with the Director of Human Resources to share the issues, possible solutions and outcomes of the meetings held. The Director of Human Resources, based on this meeting, may choose to meet with the other parties involved and/or the Vice President of Finance and Administration to seek solutions and/or resolution of the complaint.
This complaint resolution process is available only to current employees and will not be used to review any termination decision. For complaints of harassment and discrimination, please see the Anti-Harassment and Discrimination Policy. Steps and/or participants in this process may be altered in response to individual circumstances at the discretion of the college.
Regular performance feedback is essential to help each employee perform at the highest level possible. To achieve this, employees should receive both informal and formal feedback on performance.
New employees generally will meet with a member of the Human Resources team after 60 days of employment to discuss transition issues and answer questions. After 100 days of employment, new employees will have a “100 day check-in” with his/her new supervisor to discuss job performance.
Each year, the college sets aside time for performance appraisals. During this time period, employees will be asked to complete a self-appraisal and will meet with their supervisor/manager to receive performance feedback. The goal of this meeting is to recognize those areas where employees are strong as well as areas where improvement is needed for growth. Managers and/or supervisors can provide employees with specific details on when this type of feedback will be provided and the areas on which the evaluation will take place. For employees with multiple reporting relationships, one manager/supervisor will be charged with gathering input from others and providing this feedback. Completed performance appraisals or other feedback documents will be maintained in each employee’s personnel file.
Employees who voluntarily terminate their employment with Augustana College should give at least two weeks’ notice and provide this resignation in writing. Employees should contact the Office of Human Resources to schedule an exit interview and complete the checkout process. At this meeting, employees will be provided information on appropriate benefit extension and will be asked to return any keys, ID card, purchase card or other property of the college. Access to the Augustana email address will end with the last day of employment.
Employees who leave without providing adequate notice will not be eligible for rehire at Augustana College.
Employees who do not show up for work and do not call in to notify a supervisor for three consecutive days will be deemed to have resigned their position.
Employees who are at least 55 years of age with at least 10 years of service, and a combined age and service year total of at least 70 are eligible to retire from employment at Augustana. When calculating total years of service for retirement, years of service will not restart due to a service break. Generally, the college expects an extended period of notice for retirements of at least 30 days. Employees who retire under these terms from the college will be honored at a retirement celebration and receive a token of appreciation for their service to Augustana.
Employees contemplating retirement should note that retirement under these age and service requirements may not satisfy the requirements for other retirement benefits.
As noted in previous sections of this handbook, all Augustana College employees are at-will employees and Augustana does not have tenure or guaranteed employment for staff and administrative employees. An employee’s service may be terminated because of changes in the needs of the college, when the employee’s performance or conduct does not meet the college’s expectations or for other reasons determined by the college. Additionally, Augustana reserves the right to terminate employment without cause at its sole discretion.
Employees who resign their position with adequate notice will be eligible for re-employment should future positions become available for which the employee is qualified. Employees re-hired at Augustana College will begin their employment anew and accrue vacation based on their new period of employment. Benefit eligibility, including tuition remission and exchange will be based on the new employment date
As required by Illinois law, all Augustana College buildings are smoke-free, and the use of tobacco, including smoke-free products, is prohibited within campus buildings. This policy also includes e-cigarettes. Smoking, vaping and the use of smoke-free tobacco products is allowed only in designated areas that are at least 15 feet from entrances, exits, windows that open and ventilation intakes. Employees must limit their smoking, vaping or use of smoke-free tobacco products to designated breaks or meal times. Additionally, smoking, vaping and use of smoke-free tobacco is not allowed in college-owned vehicles by drivers or passengers.
In general, the college’s operations will continue in all but the most severe weather conditions. The decision to close the campus for weather-related reasons is made by the Cabinet and will be communicated to employees as well as students on Augustana College’s website and through local news outlets. In many instances, even if the campus is closed for classes, those employees who are deemed as essential services staff will be asked to report to work to meet the needs of the college’s students and safe operation of its facilities. The employees who are asked to report will be paid at 1½ times their normal wage. If essential services staff feel they cannot safely report for work, these employees should notify their supervisor.
Those employees who are not deemed as essential services staff should not report to work and will receive regular pay for the day. Temporary staff will not receive pay in inclement weather situations.
In the event the campus is closed after employees have reported to work, those employees who have reported will be paid for the hours they were scheduled to work on that day. Essential services staff may be asked to stay and complete the workday, even if the campus is closed.
Occasionally, the campus may close during unusual circumstances such as a flood, power outage or other unforeseen instance. In these situations, essential services staff may be asked to report for work. Employees not deemed as essential staff will not be allowed to work and should not report for work. Staff/non-exempt employees who are not asked to report may elect to have the time deducted from accrued vacation time or take the day without pay.
Augustana College employees are prohibited from engaging in a dating, romantic or sexual relationship with students in all circumstances. Prospective employees who disclose a relationship before accepting a position at Augustana College may be released from this policy regarding the previously established relationship only.
Due to the nature of the college’s busy campus, it is difficult to distinguish visitors with a legitimate business purpose from those whose visits are of personal nature.
Personal visits from family members, children, grandchildren and/or friends are allowed on a limited basis and should happen infrequently. Typically these visits should be combined with regularly scheduled breaks and should not disrupt the workflow of the area. Young children should be supervised at all times to ensure that safety issues do not occur.
Employees are not allowed to substitute the workplace for childcare, even on a limited basis. Vacation leave should be utilized in these emergency situations.
Employees of Augustana College are free to pursue their own activities outside of work hours; however, additional employment that might be in conflict or in competition with the work of the college is prohibited.
Employees may be asked to work additional hours or engage in work on the weekends or outside the normal schedule. On these occasions, it is expected that employment with Augustana College will be the first priority.
Employees are not allowed to perform college services on non-working time, and may not use company tools, vehicles, trade information or trade techniques in outside employment. Employees may not use paid sick time for outside employment, and employees who do so will face disciplinary action up to and including termination. Finally, employees may not undertake personal work during normal working hours.
Augustana College places a high value on students and employees and is committed to maintaining a safe and healthy learning environment and a workplace free from chemical substance abuse. Similarly, Augustana College is committed to compliance with the Drug-Free Workplace Act (1988) and the Drug-Free Schools and Communities Act of 1986 and Amendments of 1989.
Augustana College prohibits all employees (for this policy only, “employee” or “employees” includes student workers) from reporting to work or performing work for the college while impaired or under the influence of illegal drugs or alcohol.
The illegal use, possession, dispensation, distribution, manufacture or sale of alcohol or other drugs by an employee in the workplace, or while the employee is on duty or official college business, is prohibited. This standard of conduct applies to all college-sponsored on-campus and off-campus activities. Any employee found to have violated this policy will be subject to discipline up to and including termination or dismissal. As appropriate, the college may refer individuals for treatment in lieu of or in addition to disciplinary action.
Federal law contains further prohibitions against the manufacture, possession with the intent to distribute or distribution of controlled substances, including narcotic drugs, marijuana, depressant or stimulant substances. As appropriate, the college may refer individual cases to the appropriate authorities for legal action.
Any employee who is convicted of violating any criminal drug statute in the workplace or in the course of their duties for the college, or in any capacity while on the Augustana College campus, must report that conviction to the Director of Human Resources no later than five days after the conviction. For purposes of this policy, “conviction” means a finding of guilt or imposition of a sentence, or both, by any federal or state judicial body. Failure to report such a conviction may result in immediate dismissal. Employees who drive an Augustana vehicle or personal vehicle for college business are required to report any change in licensure status.
While the possession, use or distribution of alcoholic beverages on the premises or while at work is generally prohibited, the following situations are exempt from this policy:
- Alcoholic beverages served and consumed by employees at special meetings or events that are catered by the Augustana Dining Services or at which the Dean of Students Office has approved the serving of such beverages
- The private apartments of residence hall directors
- Other special events under the direction of a member of the Cabinet
The appendix of this handbook provides additional information on the Drug Free Workplace Act as well as a schedule of controlled substances and local resources for employees who are looking for diagnosis or treatment for alcohol or drug dependency.
Drug tests are required for employees involved in a workplace accident or workplace injury, or when there is reasonable suspicion that an employee is under the influence of drugs or alcohol while performing his/her job duties. All drug testing will be coordinated with an outside provider. Complying with a request for a drug test is a condition of continued employment. Refusal to submit to a drug test will be considered a resignation.
Employees who test positive for illegal drugs or alcohol will be subject to discipline up to and including termination. Some positions require a pre-employment medical exam, with includes a drug test, prior to employment.
Employee bulletin boards are located near many employee entrances as well as outside the Human Resources area. These boards house important information about employee rights, as well as federal, state and local labor laws. Employees should check these bulletin boards for important information on a periodic basis. These bulletin boards are not an area for additional postings or for general employee usage.
Open communication is an attribute to which all departments within the college strive. Employees’ suggestions are always welcomed and can generally be directed to the department manager or supervisor. Employees also are welcome to provide suggestions to the President through the online suggestion box on the President’s Office web page. This suggestion box allows any employee to submit a suggestion either anonymously or with a name attached. While suggestions without a name cannot receive a reply, all suggestions are reviewed by the President on a periodic basis.
While email has made communication with everyone easier, employees should take care not to overburden colleagues with information that may be of limited interest. Employees should follow these guidelines:
- Use campus-wide email for college-related purposes only.
- Do not send advertising or messages for personal gain, such as houses or cars for sale.
- Do not use campus-wide email to campaign or lobby for a position or cause.
- Use a short subject line that explains the content of the message.
- Make the message quickly and easily readable.
- Do not repeat messages — send them once.
- Do send messages to the campus about important events or projects.
Use of the Internet has many benefits for the college as well as employees. Employees are encouraged to use the Internet appropriately. Unacceptable usage of the Internet can place employees, the college and others at risk. The following guidelines have been established for using the Internet and email in an appropriate, ethical and professional manner:
1. Augustana College Internet and email access may not be used for transmitting, retrieving or storing of any communications of a defamatory, discriminatory or harassing nature or materials that are obscene. No messages with derogatory or inflammatory remarks about an individual’s race, age, disability, religion, national origin, physical attributes or sexual preference shall be transmitted. Harassment of any kind is prohibited. In particular, as an educational institution our information technology (IT) staff are mandated reporters for child exploitation and any evidence of child pornography will be reported to the authorities.
2. Disparaging, abusive, profane or offensive language; materials that would adversely or negatively reflect upon the college or be contrary to the college’s best interests; and any illegal activities — including piracy, hacking, extortion, blackmail, copyright infringement and unauthorized access to any systems, data or technology — are forbidden.
3. Copyrighted materials may not be utilized by employees on any college equipment without the express permission of the owner of the copyright as well as proper citation of source. All employees obtaining access to other companies’ or individuals’ materials must respect all copyrights and may not copy, retrieve, modify or forward copyrighted materials, except with permission or as a single copy to reference only.
4. Employees must refrain from installing software such as web browser plug-ins, shareware or unlicensed commercial software.
5. Each employee is responsible for the content of all text, audio or images that he/she places or sends over the college’s network system. No email, or other electronic communications, may be sent which hides the identity of the sender or represents the sender as someone else. The college’s name is attached to all messages, so employees should use discretion in formulating messages.
6. Email is not private or confidential. All electronic communications are college property. Augustana reserves the right to examine, monitor and regulate email messages, directories and files, as well as Internet usage.
7. Internal and external email messages are considered business records and may be subject to discovery in the event of litigation. Employees should be aware of this possibility when sending email within and outside the college.
All college-supplied technology, including computer systems and college-related work records, belong to the college and not the employee. The college may monitor usage patterns for email and Internet communications. Although encouraged to explore the resources available on the Internet, employees should use discretion in the sites that are accessed.
Because the computer systems and software, as well as the email and Internet connection, are college-owned, all Augustana policies are in effect at all times. Employees who abuse the privilege of access to email or the Internet may be denied access to technology resources and, if appropriate, may be subject to disciplinary action up to and including termination.
Employees should be aware that the privacy of computer use is not and cannot be guaranteed. Although the college does not routinely examine the content of user files on college-owned or college-controlled computer systems, it does reserve the right to do so. Users also should understand that the college routinely copies many files on many college-owned and college-controlled computer systems for backup purposes. These backups provide necessary documentation for business purposes. These copies are retained for some time, and while the college does not routinely do so, it reserves the right to examine the content of these copied files. Additionally, the college reserves the right to use these backup files as needed for any internal investigation and will provide such data pending a request from any external law enforcement or regulatory agency. Augustana takes steps to protect the data residing on the computers that it owns or controls from unauthorized access. Users should understand that the efficacy of these steps is not and cannot be guaranteed.
Many software systems are designed to collect usage information and to log user activity. The college routinely aggregates the data stored in these logs for analytical purposes. In general, the college makes no attempt to extract from the logs data regarding the activity of individual users. The college does, however, reserve the right to do so.
To avoid unnecessary annoyances and interruptions from work, solicitation (i.e., candy sales, magazines, church-related events, etc.) by an employee of another employee is prohibited. Employee distribution of literature in work areas is prohibited at all times. Trespassing, soliciting or distribution of literature by non-employees on the college’s premises is prohibited at all times. Exceptions to the policy for charities can be made by department managers, but must be made in advance of any solicitation.
Except in cases of true emergency, personal calls using either a personal cell phone or college phone should be limited to break or meal times. Conducting personal business on work time should be a rare occurrence. Frequent personal calls will result in discipline up to and including termination.
Employees may not use cell phones while completing work duties. As a matter of safety, cell phone use of any kind is prohibited while operating a college vehicle.
Designated parking areas have been provided for employees of Augustana College. Employees should utilize these areas and are not allowed to park in areas designated for student use. New employees should secure a parking permit and sticker from the Human Resources or Public Safety offices and follow the instructions for proper display of the sticker. Cars that are parked in fire lanes may receive a ticket from the City of Rock Island. Improperly parked cars on campus also are subject to parking tickets from Augustana Public Safety officers. Tickets are the responsibility of the employee, and unpaid parking fines may result in discipline.
Due to allergies, distractions and safety concerns, pets are not allowed inside any campus building. The only exception to this policy is authorized service pets and fish aquariums not exceeding 30 gallons.
College vehicles are provided for business purposes and for specific work-related assignments. Employees that operate a college vehicle are responsible for operating the vehicle in a safe manner and maintaining the cleanliness of the vehicle. As part of Augustana College’s commitment to safety, employees are required to wear seat belts when operating or riding in a college vehicle, and drivers are prohibited from talking or texting on a cell phone. Additionally, smoking, vaping and the use of smoke-free tobacco products is are not permitted in college vehicles. Employees who regularly use a college vehicle and experience a change in license eligibility must report this change to his/her supervisor within three working days.
Accidents involving a college vehicle must be reported immediately to the Chief of Public Safety. Any parking fines, tickets received or moving violations that occur while in a college vehicle are the responsibility of the employee operating it.
Employees who need a vehicle for college business should coordinate this request with the Office of Facilities Services, which can provide an Augustana vehicle or arrange for a rental vehicle with our preferred provider.
Frequent drivers are required to participate in periodic safe driving training and must meet college standards for frequent drivers. Any change in driver’s license status must be reported to the Office of Human Resources for those who use a college vehicle. Additional details on the college’s fleet safety policies and guidelines are available on the website and printed copies are available in the Office of Human Resources.
Employees who travel for Augustana College business should follow the travel policy found on the Augustana website. These guidelines were created to ensure that employees make travel decisions that allow for the accomplishment of the business purpose in a cost-effective manner. Questions or clarifications about the travel policy should be directed to the employee’s direct supervisor.
Travel expenses must be documented for reimbursement purposes. Travel advances generally are not available.
As a cost-savings mechanism and convenience feature, purchase cards are available to employees who frequently make purchases on behalf of the college. Purchases made with these cards are for legitimate business purposes only, and each employee is responsible for providing documentation for purchases made and detailed receipts. Misuse of the purchase card will subject the employee to discipline up to and including termination. Detailed guidelines for purchase card usage are available on the campus website.
Employees are provided keys to those areas where access will be needed on a regular or frequent basis. To maintain the security of our campus, employee access may be restricted. The keys provided are the property of the college and must be returned when employment at Augustana ends. Lost or stolen keys should be reported immediately to the Office of Access Control. Augustana keys should never be copied or should not be loaned to anyone.
Augustana is not responsible for loss or damage to personal property within the buildings or on the campus. Care should be taken to protect personal items such as purses, cell phones, wallets and other valuables. Employees should not leave these items in areas where theft might occur. A simple way to secure such belongings is to ensure that offices and work areas are locked when left unattended.
This policy applies to all employees, students, persons conducting business and individuals visiting the college’s campus as “campus” is defined in this policy.
Augustana College maintains a weapons- and firearms-free campus. “Campus” includes, but is not limited to, the Augustana College campus in Rock Island; a regional office located in Naperville, Ill.; field stations located throughout the state of Illinois; residential properties owned and controlled by Augustana located in Rock Island, including residence halls and transitional living areas; and sites, whether owned, leased or controlled by Augustana, where Augustana programs, activities and classes are held. Unless authorized by law or specifically exempted by Augustana College policy or federal or state law, no individual may possess a weapon or firearm while on the Augustana College campus.
The provisions of this policy do not apply to: law enforcement officers required to carry a weapon for his/her employment, including sworn officers of the Augustana College Police Department; the use of simulated weapons or firearms in connection with Augustana College theatrical productions; or off-duty law enforcement officers on campus.
A weapon or firearm may be transported into a college-owned parking area if the weapon or firearm and its ammunition remain locked in a case out of view within the parked and locked vehicle. “Case” is defined as a glove compartment or console that completely encases the weapon or firearm and its ammunition, the trunk of the vehicle, or a weapon or firearm carrying box. The weapon or firearm may be removed only for the limited purpose of storage or retrieval from within the trunk of the vehicle. A weapon or firearm must be unloaded before removal from the vehicle. Any individuals arriving on campus with a licensed weapon or firearm who cannot store their weapon or firearm in their vehicle must immediately contact the Augustana College Police Department at 309-794-7711.
Violations of this policy may result in arrest and prosecution, as well as referrals to external law enforcement agencies. Additionally, any individual visiting campus found to violate this policy may be banned from campus. Students in violation of this policy will be subject to discipline, up to and including, but not limited to, expulsion from Augustana College. An employee found to violate this policy will be subject to discipline, up to and including, but not limited to, immediate termination of employment.
Signs are posted at main building entrances informing that concealed firearms are prohibited. Signs are in accordance with the design approved by the Illinois State Police.
While Augustana employs a dedicated group of Public Safety/Police staff, it is the job of each and every employee to assist in keeping our workplace and campus as safe as possible. Employees who receive or overhear any threatening communications from an employee or outside third party should report it to the Office of Public Safety/Police at once. Employees should not engage in either physical or verbal confrontation with a potentially violent individual. If an employee encounters an individual who is threatening immediate harm to an employee or visitor to our premises or to any worksite, contact our Office of Public Safety/Police at 309-794-7711 or an emergency agency, such as 911, immediately.
All reports of work-related threats will be kept confidential to every extent possible, investigated and documented. Employees are expected to report and cooperate with an investigation of any suspected and/or actual cases of workplace violence.
Violations of this policy, including an employee’s failure to report or fully cooperate in the college’s investigation, may result in disciplinary action, up to and including immediate discharge.
Updated Nov. 11, 2014