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Section 2: Working at Augustana

Employment Categories

Essential Staff

Working Hours & Schedule

Recording Work Time

Attendance & Punctuality

Meal & Rest Breaks

Appearance & Uniforms

Hiring Practices

Nepotism

Working from Home/Telecommuting

Personnel Files

Updating Personal Information

Orientation Period

Employee Conduct

Theft

Progressive Discipline

Complaint Resolution

Performance Feedback

Resignation

Retirement

Termination

Re-employment & Reinstatement

Smoking

Inclement Weather

Limited Capacity Work

Consensual Relations

Visitors

Outside Employment

Drug & Alcohol Policy

Drug Testing

Employee Bulletin Boards

Suggestion Program

Email & Campus-Wide Postings

Computer, Email and Internet Usage

Right to Monitor Computer Usage

Privacy

Solicitation

 

Personal Calls

Personal Cell Phones & Texting

 

Parking

Pets

College Vehicles

Travel Policy

Purchase Cards

College Keys

Personal Property

Firearms & Weapons

Workplace Violence


Employment Categories

Positions at Augustana College are divided into two classifications, con- sistent with the Fair Labor Standards Act. These classifications determine how hours of work are recorded and compensated. Time-off policies are slightly different for the two groups and these differences can be found in the appropriate time-off sections of this handbook.

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 twelve 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 regu- lar schedule less than 20 hours per week will not be eligible for benefits.

Intermittent: Intermittent employees, formerly known as irregular 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 any college benefits.

Seasonal Employees:  Seasonal employees are hired for a particular short-term period such as an athletic season or a department's busy season.  Seasonal employees 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.


Essential Staff

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 staff members require their attendance even when our campus in closed. In each individual situation, affected staff members 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
  • Security
  • Facilities
  • Grounds
  • 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 & 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. Most full-time employees have an eight-hour workday and a work week of 40 hours. Administrative offices are generally open from 8:00 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.


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 forms and methods used to document time worked may change occasionally, and the payroll staff will communicate these changes to employees.

All employees, both staff and administrative, must accurately report time away from work due to vacation, sick time, personal leave or other leaves available to the employee.

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 & Punctuality

Punctuality and regular attendance is 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 work day 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 & Rest Breaks

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. 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, a break may not be possible. Rest breaks cannot be used at the end of the day as a means of ending the employee’s work day early. Splitting breaks or changing the timing of breaks may be allowed with supervisory approval.


Appearance & 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, 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.


Hiring Practices

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 reference checking. 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.

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.


Nepotism

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 all current and potential 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.

This policy applies to student workers as well as all full-time, part-time and intermittent employees.


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, working from home and/or telecommuting is not permitted. Unless utilizing approved leave time, employees are expected to report to their normal work location for regularly scheduled work hours. While admin- istrative/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.


Personnel Files

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.


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

Report these and/or other changes as soon as possible in order to minimize disruptions in benefits and/or communication.


Orientation Period

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 supervisors to help learn assignments and perform to expectations. The first 90 days of employment are set aside as an orientation period. A written performance review will normally be conducted at the end of the 90-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 HR staff may choose to hold a meeting with the employee to gather information on how the college can better improve the orientation for new employees.

Normally, employee vacations and personal leave usage will not be scheduled during the 90-day orientation period.

Successful completion of the orientation period does not alter the employment-at-will status or confer any greater right to employment than previously existed.


Employee Conduct

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

All thefts of Augustana College funds, property or property of individuals who are members of the college community should be immediately reported to the Director of Security Services. Security services will make an appropriate investigation. When college funds are involved, the Vice President of Business and Finance 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 thefts of property from individuals on college property, the decision to prosecute is up to the individual victim. Security services will assist the victim in making an informed decision. 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.


Progressive Discipline

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
  • Termination

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 will generally 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 im- mediate termination. These items are listed in the “Employee Conduct” section of this handbook and are not intended to be an exhaustive list.


Complaint Resolution

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 can also 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 Business and Finance to seek solutions and/or resolution of the complaint.

This complaint resolution process is only available 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.


Performance Feedback

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. Depending on the position within the college, the schedule at which employees receive formal performance feedback, as well as the form and process used, may vary. The college strives to provide feedback on a yearly basis 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 should 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.


Resignation

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.

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.

Retirement

Employees who are 55 years of age or greater with at least 15 years of service are eligible to retire from employment at Augustana.  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.  Additionally, staff employees who retire will receive a lump sum payment equal to 20% of accrued and unused sick time.

Employees contemplating retirement should note that retirement under these age and service requirements may not satisfy the requirements for other retirement benefits.  The Office of Human Resources can provide individual information about questions regarding eligibility  for other benefits provided by Augustana or outside vendors and/or agencies. 


Termination

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.


Re-employment & Reinstatement

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 and sick time based on their new period of employment. Benefit eligibility, including tuition remission and exchange will be based on the new employment date.


Smoking

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. Smoking and the use of smoke-free tobacco products is only allowed in designated areas that are at least 15 feet from entrances, exits, windows that open and ventilation intakes. Employees must limit their smoking to designated breaks or meal times. Additionally, smoking is not allowed in college-owned vehicles by drivers or passengers.


Inclement Weather

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 in order 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 according to the college’s regular wage schedule. If essential services staff feel they cannot safely report for work, these employees should notify their supervisor and can elect to use accrued vacation time, personal time or unpaid time for the non-worked hours.

Those employees who are not deemed as essential services staff should not report to work. Staff/non-exempt employees can elect to use accrued vacation time or personal time in order to receive pay for the day, or elect to take the day without pay.

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, personal time or take the day without pay.


Consensual Relations

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.


Visitors

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. Personal leave should be utilized in these emergency situations.


Outside Employment

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 or personal 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. This policy will be shared annually with all students and employees.

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.

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 Testing

Drug tests are required for employees involved in a workplace accident or when there is reasonable suspicion that an employee is under the influ- ence of drugs or alcohol while performing their job duties. All drug testing will be coordinated with an outside provider and 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. Employees who are not terminated may be required to seek treatment as a condition of continued employment.


Employee Bulletin Boards

Employee bulletin boards are located near many employee entrances as well as outside the HR 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.


Suggestion Program

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 are also welcome to provide suggestions to the president through the online suggestion box available on the campus website. 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.


Email and Campus-Wide Postings

While email has made communication with everyone easier, employees should take care to not 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. Do not be mysterious.
  • Make the message quickly and easily readable. Avoid odd fonts, wild colors and big images.
  • Do not repeat messages—send them once.
  • Do send messages to the campus about important events or projects.

Computer, Email and Internet Usage

Use of the Internet has many benefits for the college as well as employees. The Internet and email make communication more efficient and effective. Employees are encouraged to use the Internet appropriately. Unaccept- able 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 individual’s 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.


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.


Privacy

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 should also understand that the college routinely copies many files on many college-owned and college-controlled computer systems for backup purposes. These back-ups 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 back-up 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.


Solicitation

In order 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.


Personal Calls

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 occur- rence. Frequent personal calls will result in discipline up to and including termination.


Personal Cell Phones & Texting

Personal cell phones should be secured while at work, and should not be used except during meal or rest breaks. While an occasional emergency may require usage, frequent use of a personal cell phone for calls, texting or internet usage during work time will result in discipline. Employees may not use cell phones while completing work duties. Using a cell phone to take pictures of work products, co-workers or the workplace unless for a valid business reason is prohibited. As a matter of safety, cell phone use of any kind is prohibited while operating a college vehicle.


Parking

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 office of facilities services 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 are also subject to parking tickets from Augustana security. Tickets are the responsibility of the employee and unpaid parking fines may result in discipline.

Pets

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

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 is not permitted in college vehicles. Employees who regularly use a college vehicle and experience a change in license eligibility must report this change to their supervisor within three working days.

Accidents involving a college vehicle must be reported immediately to the Director of Safety and Security. Any parking fines, tickets received or mov- ing 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. They can provide an Augustana vehicle or arrange for a rental vehicle with our preferred provider.


Travel Policy

Employees who travel for Augustana College business should follow the guidelines of our travel policy found on our 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 Director of Purchasing.

Travel expenses must be documented for reimbursement purposes. Travel advances are not available.


Purchase Cards

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 or from the purchasing manager.


College Keys

Employees are provided keys to those areas where access will be needed on a regular or frequent basis. In order to maintain the security of our campus, employee access may often 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.


Personal Property

Augustana is not responsible for loss or damage to personal property within the building or on the campus. Care should be taken to protect personal items such as purses, cell phones, wallets and other valuables, and 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.


Firearms and Weapons

Employees and visitors are prohibited at all times from bringing firearms or weapons on to the Augustana College campus. This policy extends to private vehicles on college property. As necessary to enforce this policy, the college reserves the right to search persons and possessions on college property. Law enforcement officials, such as security guards, are exempted from this policy. Other exemptions must be expressly approved by the Director of Safety and Security.


Workplace Violence

While Augustana employs a dedicated group of security 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 Security 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 security department 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 February 2011