Employee Handbook 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 positions may have a work schedule of nine, 10 or 12 months.
Part-Time: Part-time employees work a regular schedule of at least 20 but less than 40 hours per week. 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.
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 and do not receive holiday pay or double time if they work on a holiday.
BENEFITS ELIGIBILITY OVERVIEW:
For details on benefits eligibility for full-time employees, part-time full benefit employees and part-time partial benefit employees, visit: https://www.augustana.net/Documents/hr/2016/Benefits_Eligibilit_Overview_Chart.pdf
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.
Working Hours and Schedule
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. Full-time employees generally have an eight-hour workday and a workweek of 40 hours. Administrative offices generally are 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.
For non-exempt employees, all work completed must be reported. This includes work completed both on-campus and away from campus. “Volunteering” to work extra hours without compensation is prohibited. Specific guidelines on what is considered “time worked” when traveling, working off campus, and attending professional development opportunities are available from the Office of Human Resources.
Core Hours and Flexible Scheduling
Full-time 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 7:30 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.
Supervisors may request employees to alter work hours to avoid overtime implications. For example, a non-exempt employee who stays late on a Monday evening to finish a project or answer a student’s question may be asked to leave early or come in late on another day that week.
Working from Home/Telecommuting
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.
Non-exempt employees should not engage in work from home or “after hours” without the approval of their supervisor. Any work done from home, or any location, must be reported and will be paid. This includes responding to emails or phone calls, as well as accessing the Augustana system electronically for work purposes.
Summer/Condensed Work Schedule
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.
Salaried/Exempt Usage of Condensed Schedule Option
While salaried employees are eligible to use the condensed schedule option, any days when a salaried employee is out for the entire day must be logged as 8 hours of vacation time. Salaried/exempt employees can work a partial day and depart early under the condensed schedule option.
Recording Work Time
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.
Attendance and Punctuality
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 3 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.
Meal and Rest Breaks
In compliance with Illinois State Law, all staff (non-exempt) employees who work a shift of more than six hours 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.
Appearance and Uniforms
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, 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.
The following guidelines must be followed when hiring student employees:
- All job openings must be posted in accordance with the process set forth by the Student Employment Coordinator. New student employees cannot be hired to fill positions unless the hiring process is followed.
- Augustana must comply with federal regulations by submitting all new student hires (no matter the length of employment) to the Student Payroll Coordinator at least 48 hours prior to the student’s start date via the Student New Hire Form, and ensuring that those students have completed the necessary paperwork (Federal I-9, and W-4s) before those students start their jobs. Failure to follow these guidelines will result in the student not being paid on a timely basis.
- All students should complete the Basic Application.
- Departments may still create or use their own additional applications to use and post on the student jobs posting system and are encouraged to do so by using Google Forms.
- Students who are U.S. citizens should be working no more than 10 hours a week on average during the academic year. This is to ensure all students who want a job are able to find one and that students are putting their academics first.
- International students are allowed to work up to but no more than 20 hours a week during the academic year. However, international students are also required to maintain their academic eligibility (2.0 GPA) to keep their visa status in good standing.
- During breaks, students are allowed to work no more than 40 hours if the departmental budget allows for it.
If a student employee has multiple jobs on campus, they cannot work more than a total of 10 hours a week.
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. Twenty-four hours’ notice is generally required. Employees are not permitted to remove their files or items contained in their files from the reviewing area.
Updating Personal Information
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
- Change in tax withholding information
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 all new employees 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 assault or threat of physical assault 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 and Human Resources, which will conduct an 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 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 including verbal and written warnings 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.
- 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 employees are uncomfortable meeting with their supervisor or if the issue or problem involves the immediate supervisor, the employees 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 toward 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 "Policy Against Discrimination and Harassment. 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 their 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 are requested to give at least two weeks’ notice and provide this resignation in writing. Employees who do not provide adequate notice may not be eligible for rehire. 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 applicable benefit extension and will be asked to return any keys, ID card, purchase card or other property of the college. Access to their Augustana email address will end with the last day of employment.
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.
Re-employment and Reinstatement
Employees who resign their position may be considered 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.
Smoking and Tobacco Policy
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 are 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 are 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.
Limited Capacity Work Situations
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.
As referenced in the College’s Code of Conduct, 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.
Drug & Alcohol Policy (Federal Drug Free Workplace Act)
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 use, possession, dispensation, distribution, manufacture or sale of alcohol or illegal 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 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 when there is reasonable suspicion that an employee is under the influence of drugs or alcohol while performing 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, which includes a drug test, prior to employment.
Augustana College will assist and support employees who voluntarily seek help for problems with drug or alcohol use before becoming subject to discipline or termination under this or other Augustana policies. Such employees will be allowed to use accrued paid time off, placed on leaves of absence, referred to treatment providers and otherwise accommodated as required by law. Such employees may be required to document that they are successfully following prescribed treatment and to take and pass follow-up tests if they hold jobs that are safety-sensitive or require driving, or if they have violated this policy previously. Once a drug test has been scheduled, unless otherwise required by the Family and Medical Leave Act or the Americans with Disabilities Act, the employee will have forfeited the opportunity to be granted a leave of absence for treatment
Employees are subject to testing when involved in accidents that damage an Augustana College vehicle, machinery, equipment or property, or result in an injury to themselves or another employee requiring offsite medical attention. A circumstance that constitutes probable belief will be presumed to arise in any instance involving a work-related accident or injury in which an employee who was operating a motorized vehicle (including an Augustana College forklift, pickup truck, overhead cranes and aerial/man-lifts) is found to be responsible for causing the accident, if not sooner. Under no circumstances will employees be allowed to drive themselves to the testing facility.
Employee Bulletin Boards
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. Bulletin boards are for college postings; employees may not post information on college bulletin boards.
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.
Email and Campus-wide Postings
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.
Social Media Policy
Augustana College encourages the appropriate use of social media as a method for communicating ideas and information, and as part of the educational mission of the college. For the purpose of this policy, social media is defined as internet or mobile digital tools and systems used to share and/or receive information or conversation. This policy is not limited to any specific media format.
While this policy does not limit personal use of social media, employees of the college may not make statements or take actions on social media that violate applicable laws or Augustana policies.
The Office of Communication and Marketing is responsible for the college’s social media presence. Employees or departments who wish to create an “official” Augustana presence must work through the Office of Communication and Marketing.
In general, Augustana College invites discussion of important ideas and issues through social media. However, the college reserves the right to remove posts or comments that are obscene, defamatory, offensive, contain threats of violence, abusive, spam or advertising, or unrelated to the content or information. Augustana College also reserves the right to remove posts or comments that violate applicable laws including, but not limited to, copyright and trademark, or those that violate the use polices by the applicable social media provider.
Computer, Email and Internet Usage
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. Employees are responsible for the content of all text, audio or images that they place or send 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.
Right to Monitor Computer Usage
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, magazine sales, 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.
Personal Calls, Cell Phones and Texting
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 exceptions to this policy are authorized service pets and fish aquariums not exceeding 30 gallons.
Fleet Safety Policy
The Fleet Safety Policy identifies the guidelines and training requirements for use of all campus owned, leased or rented vehicles with additional restrictions for larger passenger vans (10-plus). Vehicle requests will be denied without the completion of required documents and training. The Office of Facility Services oversees compliance of the Fleet Safety Policy.
- Minimum age requirement is 21 for campus owned, leased or rented cars, trucks, mini-vans and personal transport vehicles (PTVs), such as golf carts, GEMs and Gators.
- Minimum age requirement is 25 for all 10-plus passenger vans—no exceptions. This includes all campus owned, leased and rented 10-plus passenger vans.
- Before driving any vehicle for college business or events, ALL drivers are required to complete the online safety training relevant for the type of vehicle they will be using.
- Students only need to complete this training once during their time at Augustana. Employees need to renew their training every four years.
- Training for street vehicles consists of three different modules: Defensive Driver (all vehicles); Large Van Module 1 (10-plus passenger vans) and Large Van Module 2 (10-plus passenger vans). Each session takes about 15-20 minutes to complete and can be accessed from any computer on or off campus.
- Employees are responsible for requesting the necessary training by completing the Training Request Form. Within 48 hours of completing the request form, the employee will receive an email link to gain access to the training with an assigned deadline. Successful completion of the training is required for all drivers.
- Training for PTVs, which includes golf carts, GEMs and Gators, is different. Those wishing to use a PTV must view the PTV Training PowerPoint and complete the training record at the end. The training record needs to be sent to firstname.lastname@example.org prior to utilizing a PTV.
- Must have at least two years of driving experience.
- Complete required training as outlined above.
- All student drivers are required to pass a Motor Vehicle Record (MVR) check. This process needs only to be completed once during the students’ time at Augustana.
- The MVR Authorization form must be completed. The completed form should be sent, along with a copy of the driver’s license and signed copy of the Credentialed Driver Agreement, to email@example.com for processing. Typically, results take 48 hours.
- "Frequent drivers" are those who are required to drive for their jobs. They also must complete and pass an MVR check (bi-annually). The MVR Authorization form must be completed. Once completed, the form should be sent along with a copy of the driver's license and signed copy of the Credentialed Driver Agreement to firstname.lastname@example.org for processing. Typically, results take 48 hours.
- Must have at least two years of driving experience.
- Complete required training (every four years).
- “Occasional drivers” are those who will be driving a campus owned, leased or rented vehicle on a minimal basis. They are not required to do so as part of their job. This could include but is not limited to faculty, staff and volunteers.
- No MVR is required for occasional drivers. However, the Credentialed Driver Agreement and a copy of the driver's license need to be sent to email@example.com.
- Must have at least two years of driving experience.
- Complete required training (every four years). Volunteers or non-employees can request the online training by using the Training Request Form.
Large passenger vans (10-plus)
- Minimum age requirement is 25 for all 10-plus passenger vans, no exceptions. Again, this includes all campus owned, leased and rented 10-plus passenger vans.
- Augustana-owned vans now will be limited to local use only (within 50 miles), and will not be available for rental on long-distance trips. Due to this restriction, it is required that contracted rentals be used. Please be sure to plan accordingly, as contracted rental rates may be higher than rental rates for Augustana-owned vans.
- K-12 passengers (18 and younger) are not allowed to travel in 10-plus passenger vans at any time. This includes shuttle services on campus for visit days, camps, athletic events or any travel to and from events off campus.
- Reservations for renting cars need to be made at least 48 hours in advance to guarantee availability.
- Reservations for renting trucks, SUVs, mini-vans and 10-plus passenger vans need to be made at least seven days in advance. However, due to the limited availability of these vehicles, more advance notice is suggested.
- All campus owned, leased, or rented vehicles are to be reserved using the Campus Vehicle Reservation Form. Upon completing the form, you will receive an email confirmation within 24 hours.
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.
Non-exempt employees who travel on behalf of the college for training or regular work assignments should work with their supervisor to determine which travel and training hours are considered work hours. A practice memo with detailed guideline is available from the Office of Human Resources.
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.
Weapons and Firearms on Campus
This policy applies to all employees, students, persons conducting business and individuals visiting the college’s campus as “campus” are 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 Lombard, 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 their 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