The Office of Human Resources and Payroll
Welcomes you!
Welcome!
We are glad you are part of the WCU family.
This new employee Basic Orientation
Presentation has several purposes that will
benefit you.
What this orientation means to you
A new work environment can be a strange and
confusing place. This Orientation is designed
to provide you with an outline of the facilities
you will be working in, the rules and policies
you will be working under, and the
expectations of you as a WCU employee and
what you can expect from WCU as your
employer.
How this orientation is set up
This orientation is divided up into “Sections”. As you will see
some are titled “mandatory”. You are required to review
and prepare an acknowledgement for these mandatory
sections as part of your probationary requirements. Each of
the four mandatory acknowledgement forms are available
from the very last slide of this orientation for you to print,
sign and deliver to the Office of Human Resources and
Payroll - HFR 220 Attention - Training.
You need to allow yourself a couple hours to complete this
orientation. If you start the process and have to stop in the
middle, just make a note to yourself where you left off.
Then when you return, left click anywhere inside the slide
show and you get a pop-up menu that will allow you to “go
to slide” and choose the slide you want to return to.
Tips to navigate the orientation
Other helpful tips:
You can go to “previous slide, next slide or end the slide show” by left
clicking in the show OR run your cursor over the lower left corner of any
slide and you have those options as arrows.
You can go to a particular Section from the Index by clicking on the
Section. To return to the Index – left click anywhere and the pop-up
menu will allow you to choose “go to slide” and choose the “INDEX”
slide you want to return to.
There are separate modules for Sections 9 and 11. As you enter those
presentations – they are stand alone. When you complete one, it will
take you back to the basic orientation slide listing view. Go to the “slide
show” drop down menu at the top of the screen and choose “view
show” – then if you want to jump to the slide you were on before you
started the separate module, left click and choose “go to slide” from the
pop-up menu and choose the slide you want to return to.
INDEX- Section 1 to 5
Section 1 - WCU at a Glance
General information about WCU and the campus
Section 2 - EHRA or SHRA?
Explanation of the employee types at WCU and where
you fit in
Section 3 - Fair Labor Standards Act (FLSA)
How this important Department of Labor statute affects
you
Section 4 - Pay and Leave Policies
Understand your pay and what leave benefits are
available to you
Section 5 - Equal Opportunity and Harassment
Your protections and how to report violations
INDEX – Section 6 to 11
Section 6 - Americans with Disabilities Act (ADA)
Understanding what special needs accommodations may be available
Section 7 - Family Educational Rights and Privacy Act (FERPA) - MANDATORY
Employee responsibilities regarding protection of educational records
Section 8 - Health Insurance Portability and Accountability Act (HIPPA)
Employee responsibilities regarding protection of health care records
Section 9 - Security Awareness – MANDATORY
Employee information and responsibilities concerning WCU computer and
systems use
Section 10 - Confidentiality – MANDATORY
Employee responsibilities regarding protection of confidential information
Section 11 - Export Control – MANDATORY
Explanation of what Export control is and what responsibilities employees
have regarding it
INDEX - Section 12 to 17
The following sections include various WCU subjects and policies that have
a direct bearing on your work at WCU. They are not all inclusive. It is each
employee’s responsibility to read and understand the WCU University
Policies found on the Chancellor’s Web page.
Section 12 Section 13 Section 14 Section 15 Section 16 Section 17 Section 18 -
Improper Relationships with Students and
other employees
Violence and Weapons in the workplace
Policies on Alcohol and Illegal Drugs
Use of State Property
Workplace Safety
Other Miscellaneous Policies of interest to
employees
Employee Perks - Fun Stuff ! ! !
WCU at a Glance!
WCU at a Glance!
• WCU’s Mission
• WCU History
https://www.wcu.edu/discover/about/mission-vision.aspx
http://www.wcu.edu/engage/community-resources/mountain-heritage-center/heritage-and-history/index.asp
• Fast Facts
https://www.wcu.edu/discover/about/fast-facts.aspx
• Leadership http://www.wcu.edu/discover/leadership/index.aspx
• Campus Services – parking, CatCard, etc.
http://www.wcu.edu/discover/campus-services-and-operations/
• The WCU Campus Virtual Tour
http://www.wcu.edu/apply/undergraduate-admissions/visit-wcu/wcu-virtual-tour/
• Campus Map
http://www.wcu.edu/campusmap/
EHRA or SHRA?
EHRA or SHRA – what does it mean?
• SHRA employees are those Subject to the State Human
Resources Act (SHRA)and include most staff positions
• EHRA employees are those exempt from the State Personnel
Act and include instructional, research and some
administrative positions
• There are several differences between these employee types
with regard to leave, benefits, etc – so it is important you
know what type your position falls under
• Either SHRA or EHRA employees may be exempt or nonexempt from the Fair Labor Standards Act – this act is
explained in greater detail in the next section of this module
and has to do with minimum wage and overtime
SHRA and Career Banding
• Career Banding is the position management system currently
used by the University of North Carolina System. The Career
Banding system details the classification of SHRA (Staff)
positions as well as how SHRA employees are paid, promoted,
assessed, and developed.
• Positions are classified into broad occupational bands, which
allows for greater flexibility in granting promotions, setting
pay, and career development. The salary structure is based on
internal, regional, and statewide market demands as well as
the skills (competencies) required for the position and the
skills possessed by the employee.
• Work planning that includes career development goals are
essential to developing employee’s competencies, which
contributes to developing the workforce.
Fair Labor Standards Act
FLSA
FLSA
• The Fair Labor Standards Act
establishes:
–
–
–
–
Minimum wage
Overtime pay
Recordkeeping
Child Labor Standards
• FLSA governs full-time, part-time,
private, and public employees.
FLSA
Basic designations of employees:
• SHRA Non-Exempt
• EHRA Non-Faculty
Non-Exempt
FLSA Overtime
Provisions Apply
• SHRA Exempt
• EHRA Non-Faculty Exempt
• EHRA Faculty
FLSA Overtime
Provisions
FLSA
• Exempt SHRA and Exempt EHRA Non-Faculty
employees:
– Are not eligible for overtime pay, compensatory (comp
time) pay.
– Must complete monthly leave sheets online to track use of
vacation, sick or other forms of leave.
• EHRA Faculty employees are Exempt
– 9/10 month faculty do not earn leave so therefore they do
not maintain leave or time records
– 11/12 month faculty earn leave and therefore need to
maintain monthly leave sheets online
FLSA and Non-Exempt Employees
• Non-Exempt employees who work beyond 40
hours in a workweek may be compensated in
one of the following ways:
– Employees accumulate future time off at a rate of one and one-half
hours for each hour worked beyond 40 hours in a workweek.
– Employees may be paid at one and one-half times their regular pay
rate for all hours worked beyond 40 hours in a workweek. Must meet
certain criteria and prior approval for pay in lieu of time off is required.
FLSA and Non-Exempt employees
• If Non-Exempt employees travel for business
purposes, and the actual travel takes place
beyond the regular 40-hour week, employees
are granted Equal Time off.
• The amount of Equal Time granted equals the
total amount of travel time beyond the
normal 40-hour week.
• Equal Time can be carried from month to
month and used for future time off.
FLSA and Non-Exempt Employees
• Non-Exempt employees may be awarded Shift
Premium Pay if more than half of the
scheduled working hours occur between 4 pm
and 8 am on a regularly recurring basis.
• Shift Premium Pay is awarded for all hours
worked.
FLSA and Non-Exempt Employees
• Non-Exempt employees must submit a Time Sheet
to their supervisors biweekly.
• Remember, Time Sheets are official records.
Employees:
– Should not keep alternate or secondary time records
– Should not submit Time Sheets that do not accurately reflect the
actual time work.
– Should contact the WCU Auditor (227-7116) or Human Resources
(227-7218) if you are instructed to keep time records that do not
accurately reflect time worked.
Pay and Leave Policies
Payday
• Is the last working day
of the month
• Direct Deposit is
mandatory
• Paystubs are distributed
electronically via your
email and MyCat
accounts
How do I access my pay stub
information?
• In advance of payday, you will receive your direct deposit
notification via email communication from payroll letting
you know when your deposit will happen and what your
net pay will be.
• The email communication is generated to you in advance
meaning that your pay will be available to you at the
opening of bank business on the day of payday, not in
advance. Only the notice comes in advance!
• Your pay information is also available to you through your
MyCat Account. Instructions on how to navigate your
MyCat pay information are available on the secured
HR/Payroll HUB web site.
What Types of Leave are available to each type of employee?
SHRA/EHR SHRA
A nonexempt
exempt
Vacation
Sick
FMLA
Community
Service
Civil
Military
Voluntary Shared
Adverse Weather
X
X
X
X
X
X
X
X
EHRA 12 mo EHRA 9 mo
exempt
exempt
X
X
X
X
X
X
(prorated)
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
Vacation Leave
SHRA Employees
• Vacation Leave
Purposes:
–
–
–
–
Vacation
Personal reasons
Personal illness
Illness of an immediate family
member
– Voluntary shared leave
• 12 mo EHRA employees
earn 24 days per year.
Years of
Service
Earned
Monthly
Days Per
Year
<5
9 hrs, 20 min
14
5 but < 10
11 hrs, 20 min
17
10 but < 15
13 hrs, 20 min
20
15 but < 20
15 hrs, 20 min
23
20 plus
17 hrs, 20 min
26
Sick Leave
Employees earn sick leave
at a rate of 8 hours per
month (pro-rated for
part-time employees).
Family and Medical Leave
• Under provisions of the Family
and Medical Leave Act, leave
may be granted for:
– Serious health conditions of the
employee
– The birth of a child
– The care of a parent, spouse, or child
who has a serious health condition
– Qualifying exigency leave for families
of covered members
– Military caregiver leave
• Up to 12 weeks (26 wks for
eligible Military care giver) of
unpaid leave, unless using
personal leave for payroll
Eligibility
You must work for the State
for at least 12 months and
be in pay status for at least
1040 hours.
Community Service Leave
• Employees earn 24 hours of community service
leave to serve the community by doing volunteer
work for
– non-profit, non-partisan organizations designated 501(c)(3)
• An Example would be
– 1-hour per week for mentoring or tutoring in the schools (up
to 24-hours per year)
• Part time employees earn a prorated amount of
community service leave
• Religious and Athletic activities are not eligible
events
Civil Leave
This leave is granted for
events such as Jury
Duty
Military Leave
This leave is granted to
those in service of our
country in one of the
branches of the United
States Military. Carries
specific guidelines according
to the individual’s military
orders.
Other Leave Programs
• Voluntary Shared Leave
– Full time or part-time permanent employees may donate
unused vacation or bonus leave to other employees or
family members who have been approved for the program.
Immediate family members may donate sick leave to other
immediate family members.
• Leave Without Pay
Adverse Weather Leave
Employees may take Adverse
Weather Leave during periods of
severe weather and then makeup time lost.
– In the event of adverse weather, the
condition level is communicated to
campus with an explanation of employee
expectations (see policy for the 3
conditions descriptions)
– Time must be made up within 90 days
– Requires employees absent due to
Adverse Weather conditions to use
accrued compensatory time to account
for lost time from work
• If there is no accrued compensatory
time then the employee will have a
choice of using vacation leave, bonus
leave or leave without pay
Please review the
Adverse Weather Policy
for details
Web Resources
Leave Policy for SHRA Employees
http://www.wcu.edu/discover/leadership/office-of-the-chancellor/legal-counsel-office/university-policies/numericalindex/university-policy-31.asp
Leave Policy for EHRA Non-Faculty Employees
http://www.wcu.edu/discover/leadership/office-of-the-chancellor/legal-counsel-office/university-policies/numericalindex/university-policy-33.asp
Community Service Leave
http://www.wcu.edu/discover/leadership/office-of-the-chancellor/legal-counsel-office/university-policies/numericalindex/university-policy-76.asp
Leave During Adverse Weather Policy
http://www.wcu.edu/discover/leadership/office-of-the-chancellor/legal-counsel-office/university-policies/numericalindex/university-policy-41.asp
Leave Benefits for State Employees
http://oshr.nc.gov/state-employee-resources/benefits/leave
Holiday Schedule
•
•
•
•
•
•
•
New Year’s Day
Martin Luther King Jr.
Good Friday
Independence Day
Labor Day
Thanksgiving
Christmas
You may be required to use additional leave during the
Christmas and New Year’s extended holiday period as the
campus is partially closed down for a week at Christmas. Be
sure to plan accordingly! See Holiday Calendar for details!
http://www.wcu.edu/discover/campus-services-and-operations/human-resources-andpayroll/general-hr-resources/holiday-schedule.asp
Time and Leave Reporting
• 11/12 mo EHRA Faculty, EHRA non-faculty exempt and SHRA
exempt employees complete monthly leave reports thru
MYCAT.
• SHRA and EHRA non-exempt employees complete time sheets
bi-weekly thru MYCAT.
• Instructions for leave reporting and time sheets entry thru
MYCAT found on HR/Payroll HUB website.
Equal Employment Opportunity
and Harassment
WCU does NOT tolerate
Discrimination or Harassment of
any kind
Western Carolina University upholds the values of fairness,
respect, diversity, and community through University policies
and procedures that promote an environment free of
discrimination and harassment. The University also recognizes
the importance of both establishing well-defined work
expectations and promoting employee welfare and safety.
Important Policies are outlined here to promote employee
understanding of the expectations, rules, and values of the WCU
workplace.
Equal Employment Opportunity and
Harassment
Western Carolina University does not practice
or condone discrimination or harassment, in
any form, against any person on the grounds
of race, color, national origin, religion, gender,
age, disability or sexual orientation.
Complaint Procedure:
If you ever feel you are the victim of discrimination or illegal
harassment, notify your supervisor immediately. If you are uncomfortable
doing so, notify the Director, Office of Equal Opportunity and Diversity
Programs at 227-7116 or Human Resources at 227-7218.
EEO Policy Statement
Western Carolina University emphatically states that it will
provide equal employment opportunities for all persons
regardless of race, color, national origin, creed, religion, sex,
age, sexual orientation, disability, or political affiliation, except
where religion, sex, or age are bona fide job related
employment requirements. This is in keeping with Title VII of
the Civil Rights Act of 1964 as amended, Executive Order
11246, as amended, the Rehabilitation Act of 1973, the Equal
Pay Act of 1963, the Age Discrimination in Employment Act of
1968 as amended, the Civil Rights Restoration Act of 1988, NC
G.S. 1126-16 as amended, the Americans with Disabilities Act
of 1990 and the Civil Rights Act of 1991, and other applicable
federal and state EEO and anti-discrimination laws or statutes.
EEO continued
In furtherance of this policy Western Carolina University
prohibits retaliatory action of any kind taken by any employee of
Western Carolina University against any other employee or
applicant for employment because that person filed a complaint
or charge of employment discrimination, testified, assisted or
participated in any manner in a hearing, proceeding or
investigation of employment discrimination.
To ensure that equal employment opportunity exists throughout
the university, a results oriented equal employment opportunity
program has been implemented to overcome the effects of past
discrimination and to eliminate any artificial barriers to
employment opportunities for all qualified individuals that may
exist in any of our programs. All selection, hiring, and promotion
decisions are based on valid requirements that are job
related and consistent with performance of the essential
functions of the job.
EEO continued
This program shall ensure greater utilization of all persons by
identifying the underutilized groups in the workforce
(especially minority, female and disabled workers) and making
special efforts to increase their participation in recruitment,
selection, hiring, promotion, compensation, performance
appraisal, disciplinary and grievance procedures, separations,
and reduction in force, and any other term, condition, or
privilege of employment. When necessary, Western Carolina
University will provide reasonable accommodations for
applicants and/or employees with disabilities when doing so
will enable them to successfully perform the essential job
functions of the job or benefit from training. WCU is also
committed to preventing any harassment based on race,
color, national origin, religion, creed, sex, age, sexual
orientation or disability including sexual harassment.
EEO continued
Program objectives and timetables shall be established to
reduce and eliminate the underutilization of all groups
through the equal employment opportunity plan and
program. Responsibility for the development of this plan
and program is assigned to the Director of Employment
and Affirmative Action Programs. However, responsibility
for the implementation of the EEO compliance program
will be shared by all managers and supervisors.
The equal employment opportunity program will be
evaluated and monitored continuously. Periodic reports
on the progress of this program will be presented to the
Chancellor by the Director of Employment and
Affirmative Action Programs and/or the Director, Office
of Equal Opportunity and Diversity Programs.
Equal Opportunity Programs
Sexual Harassment Prevention
Sexual harassment may be any behavior of
a sexual nature that is unwelcome. The
conduct is not solicited and is considered
undesirable or offensive from the
standpoint of the harassment victim.
Employees and students should be free from sexual
harassment from any university employee, student, or visitor
to the campus, or any agent or contractor having a business,
professional, or educational relationship with the university.
Types of Sexual Harassment
Quid Pro Quo
Often, sexual harassment involves relationships of
unequal power and contains elements of coercion,
such as when compliance with requests for sexual
favors becomes a condition of employment,
promotion, or other employment benefit. This is
considered the most serious form of sexual
harassment.
Types of Sexual Harassment
Hostile Work Environment
Sexual Harassment can also result in a hostile work
environment where repeated sexual based
behaviors have a harmful effect on a person’s ability
to study or perform his/her job.
Examples of sexually harassing behaviors include:
Unwanted sexual advances, propositions, or questions
Unwanted phone calls, messages, or notes with personal or sexual content
Sexist, lewd, or obscene remarks or jokes
Sexual gesturing or leering
Displays of suggestive or sexually demeaning objects, photographs, posters
What are your options for Dealing
with Sexual Harassment?
Take individual action
 Speak up immediately and clearly state to the offending party that you are
offended and wish the behavior to stop.
 Complain to the offending party’s supervisor.
 Document all incidents including dates, times, places, witnesses, and a
description of the events.
File a complaint
 Individual action before filing a complaint is recommended but not required.
 The complaint may be filed with your supervisor. If you are uncomfortable
communicating with your supervisor, file a formal complaint with the
Director, Office of Equal Opportunity and Diversity Programs at 227-7116.
 Complaints from students concerning sexual harassment should be directed
to the Student Affairs Office or the Director, Office of Equal Opportunity and
Diversity Programs.
Web Resources
Sexual Harassment and Other Unlawful Harassment
http://www.wcu.edu/discover/leadership/office-of-the-chancellor/legal-counsel-office/university-policies/numericalindex/university-policy-53.asp
Equal Opportunity Programs
http://www.wcu.edu/about-wcu/leadership/office-of-the-chancellor/chancellors-division/equal-opportunity-and-diversityprograms/index.asp
Affirmative Action Programs
http://www.wcu.edu/about-wcu/leadership/office-of-the-chancellor/chancellors-division/equal-opportunity-and-diversityprograms/affirmative-action-programs.asp
Americans With Disabilities
Act (ADA)
ADA
Western Carolina University is committed to ensuring
that all qualified individuals with disabilities have the
opportunity to take part in educational and
employment programs and services on an equal basis.
The aim is to provide this opportunity in an integrated
setting that fosters independence and meets the
requirements of the Americans with Disabilities Act
(ADA) and the Rehabilitation Act of 1973.
Accommodations for Disabilities
The law prohibits discrimination against
students, faculty, staff and applicants on the
basis of their disabilities. The disabled
individual must be able to perform the essential
functions of the job or the essential requirements
of the educational program with or without an
accommodation. Reasonable accommodations
may include:
• job restructuring
• modified work schedules
• modifications to work area or equipment
• reassignment of responsibilities
• testing accommodations
• note takers
Accommodations for Students with Disabilities
Disability Services, in the Division of Student
Affairs…
• Receives medical/psychological documentation.
• Determines reasonable accommodations.
• Provides Disability Accommodation Letters for students to present
to faculty members.
• Provides training, consultation, and resources to faculty on
disability issues.
• All student requests for accommodations should be referred to
Disability Services in the interest of the University and the student.
Disability Services, 144 Killian Annex, 227-2716
How to Request an Accommodation
Employees requesting an accommodation due to a
disability must provide documentation of the condition. To
request an accommodation, please contact Human
Resources (227-7218).
Students should be directed to the Director of Disability
Services for Student Affairs (227-2716).
FERPA (Family Educational
Rights and Privacy Act)
What is FERPA?
The Family Educational Rights and Privacy Act of 1974
("FERPA") affords WCU students three primary
rights:
The right to
inspect and
review their
education records
The right to have
some control over
the disclosure of
education records
The right to
request to amend
their education
records
What are Education Records?
Under FERPA, "education
records" are defined as
records that are:
–
directly related to a student, and
–
maintained by WCU or by a party
acting for WCU.
What are Education Records?
• records created and maintained in any form or
media, including electronic data, email
transmissions, video or audio tapes, film, or
microfilm;
• any listing of a student's personally identifiable
information ("PII"), including enrollment records,
grade lists, class schedules;
• a computer monitor displaying a student's PII; and
• a computer printout containing a student's PII
Release of Education Records
WCU may not release a student's education
records, other than directory information without
the written consent (i.e., signed, dated document
specifying records to be released and to whom
records may be released) of the student.
Records of Disclosures
WCU is required to maintain records
of requests and disclosures of
student information EXCEPT:
– Requests from students for their own use
– Disclosures in response to written requests from
students
– Requests made by WCU officials
– Disclosures of Directory Information
The Registrar's Office coordinates
student requests to review records.
– Students must submit written requests to the Registrar,
listing records of interest.
– Records covered by FERPA must be made available
within 45 days.
– Students may not review financial information
submitted by their parents, records about another
student, and confidential letters of recommendation (in
certain circumstances).
– Students may ask WCU to amend educational records
he/she believe to be inaccurate, misleading or in
violation of the student's privacy.
– Students may appeal adverse decisions regarding record
amendment.
FERPA Training Acknowledgement
Print and Sign!
Take a moment to review the FERPA training
acknowledgement form – print it out, sign it
and send it to Human Resources HFR 220 –
Attn: Training.
Web Resources
Registrar’s Website – FERPA Information
http://www.wcu.edu/academics/campus-academic-resources/registrars-office/records-and-transcripts/ferpa.asp
Student Records Policy
http://www.wcu.edu/discover/leadership/office-of-the-chancellor/legal-counsel-office/university-policies/numericalindex/university-policy-72.asp
FERPA Presentation
http://www.wcu.edu/discover/campus-services-and-operations/human-resources-and-payroll/general-hr-resources/trainingand-development/ferpa-presentation.asp
FERPA Acknowledgement
http://www.wcu.edu/WebFiles/FERPA_confidentiality_agreement.pdf
Health Insurance Portability and
Accountability Act
(HIPAA)
Why be Concerned about HIPAA?
WCU's Health Services provides health care
services to students and employees.
Additionally, health care information
pertaining to students and employees may
be used and maintained in various
departments for administrative purposes,
such as benefits administration in Human
Resources and disability services in Student
Affairs. Accordingly, WCU must comply
with state and federal law regarding the
confidentiality of health care records.
HIPAA Key Points
North Carolina state law and the Health Insurance Portability and
Accountability Act of 1996 (HIPAA) provide that health care information
is confidential and must be used, maintained, and disclosed only in
accordance with legal requirements.
Individuals expect and have the right to keep health care information
from being disclosed to others unless such disclosure is authorized
by the individual or necessary for treatment, payment or operations.
Records pertaining to alcohol and drug abuse treatment, mental
health treatment, and HIV/AIDS are highly confidential and
subject to further restrictions on use and disclosure.
HIPAA
• The WCU HIPAA
Privacy Manual is
maintained in
Health Services.
• The WCU HIPAA
Privacy Officer is
the Director of
Health Services,
227-7640.
Security Awareness
Protecting Sensitive Information
Security Awareness and you
Print and Sign acknowledgement when completed!
• This Security Awareness Section is a separate
presentation that is also a Mandatory Section.
• You must go through the Security Awareness
presentation and print out the
acknowledgement form at the end, sign it and
turn it into Human Resources HFR 220 Attn:
Training
Confidentiality
Confidentiality – what is it?
Print and Sign Acknowledgement
While this section may appear to be covered by the sections
on FERPA and Security awareness, it actually is not.
While you are working at WCU, you could be exposed to many
types of information, not just student information, but also
employee information, tenure and promotion information,
benefits information - many kinds- much of which is
confidential. It is every employee’s responsibility to recognize
such information and protect and secure it.
Please read the Confidentiality agreement, print and sign it,
acknowledging that you understand this responsibility and
agree to respect and protect confidential information you
come in contact with. Send this agreement to Human
Resources HFR 220 Attn: Training.
Export Control
It does apply to you!
Export Control – How does it affect me?
• You may travel outside the U.S. and carry with you
information or technology that would fall under Export
Control guidelines
• You may transmit technology or information right here in the
U.S. to an individual other than a U.S. citizen or permanent
resident that would fall under Export Control guidelines
• You may be required to make travel arrangements for yourself
or other staff/faculty members that could include some
responsibilities as to export control
• So it is vital that you complete this separate training section
and submit the training acknowledgement form for Export
Control
Export Control – what is it?
Print and Sign Acknowledgement when completed
• A federal government mandate designed to ensure
each employee comply with regulations that restrict
the export of goods, technology and related
technical information to countries that have been
identified as a threat to our homeland security or
economic status.
• This Export Control Training Section is a separate
presentation that is also a Mandatory Section.
• You must go through the Export Control presentation
and print out the acknowledgement form at the end,
sign it and turn it into Human Resources HFR 220
Attention: Training
Policies You Need to Know
It is each employee’s responsibility to have a general
understanding of WCU University Policies.
These policies can be found on the
Chancellor’s web page.
Please be sure to take time to review these policies.
The following items (while not all inclusive) are various
WCU subjects and policies that have a direct bearing
on your work at WCU.
Improper Relationships with
Students and Other Employees
The University of North Carolina and Western Carolina University do
not condone amorous relationships between students and
employees. Members of the University community should avoid such
liaisons which can harm affected students and damage the integrity
of the academic enterprise.
In two types of situations, the University prohibits amorous
relationships between employees and students:
When the employee is
responsible for evaluating
or supervising the
affected student.
When the student is a
minor, as defined by
North Carolina law.
Employing Relatives
The University of North Carolina prohibits a supervisor
from occupying a position that has direct responsibility
for supervising a relative or supervising an employee
with whom the supervisor is having an amorous
relationship.
Web Resources
Employment of Related Persons
http://www.wcu.edu/discover/leadership/office-of-the-chancellor/legal-counsel-office/universitypolicies/numerical-index/university-policy-57.asp
Improper Relationships between Students and Employees
http://www.wcu.edu/discover/leadership/office-of-the-chancellor/legal-counsel-office/universitypolicies/numerical-index/university-policy-58.asp
Violence and Weapons
Policies
Violence and Weapons
Western Carolina University (WCU) seeks to
provide a safe and secure workplace.
Violence, threats, intimidation and possession
of unauthorized weapons are prohibited.
Violence and Weapons
• Report violent acts to
both the University Police
and your supervisor.
• Employees who feel
threatened by others on
or off campus should
contact University Police
– 828-227-8911 (Emergency)
828-227-7301 (non-emergency)
Violence and Weapons
• University Policy 91 prohibits the possession of
weapons on campus, except by authorized law
enforcement officials acting in the discharge of their
official duties.
• Individuals who wish to bring a weapon to campus for
educational purposes (as a prop for a play, for
example) must have a faculty member or
administrator certify in writing that the weapon will
be used for educational purposes. The certification
must be filed with and approved by University Police
before the weapon is brought onto WCU property.
Web Resources
Violence in the Workplace: Policy 109
http://www.wcu.edu/discover/leadership/office-of-the-chancellor/legal-counseloffice/university-policies/numerical-index/university-policy-109.asp
Weapons on Campus: Policy 91
http://www.wcu.edu/discover/leadership/office-of-the-chancellor/legal-counseloffice/university-policies/numerical-index/university-policy-91.asp
Policies on Alcohol and
Illegal Drugs
Alcohol and Illegal Drugs
• The University maintains a drugfree workplace in compliance with
federal law. Reporting to work
under the influence of alcohol or
illegal drugs, using alcohol or illegal
drugs on the job, or trafficking in
illegal drugs are all grounds for
discipline, up to and including
discharge.
• Alcohol may be possessed and
consumed on campus only as
described in the Alcohol Beverage
Policy published in the Student
Handbook.
Web Resources
Illegal Drugs Policy
http://www.wcu.edu/discover/leadership/office-of-the-chancellor/legal-counseloffice/university-policies/numerical-index/university-policy-38.asp
Also, please see the Student Handbook for the complete
publication of the illegal drugs policy.
Alcohol Beverage Policy
http://www.wcu.edu/discover/leadership/office-of-the-chancellor/legal-counseloffice/university-policies/numerical-index/university-policy-81.asp
Please see the Student Handbook for the complete publication of
this policy, including tailgating activities and alcohol service event
procedures.
Use of State Property
Use of State Vehicles
• Use of a WCU motor fleet
vehicle is for State
business only. It is
unlawful to use a WCU
vehicle for personal
purposes.
• Drivers must have a valid
NC Driver’s License on file
with the WCU Motor Pool
office.
Motor Fleet vehicles should be
reserved in advance. Keys for
reserved vehicles should be
picked up in the Steam Plant
located on Central Drive across
from Cullowhee Baptist Church.
• Motor Fleet lot is located on Central Drive adjacent
to Tuck’s Tap and Grille.
• Employees wishing to drive 15-passenger vans must
first attend a 1-hour Van Safety workshop.
Announcements for open-enrollment Van Safety
workshops will be made campus-wide via Outlook
e-mail.
WCU Assets and Property
• WCU property/assets (for example, computers,
cameras, video recorders) are to be used only for
official state business and are never to be removed
from the campus.
• If removal of property/assets is necessary, you must
have the approval of your supervisor and complete the
"Permission to Remove University Assets from
Campus" Form that is available from the Purchasing
Department's website.
North Carolina law requires all state
employees to report any and all misuse,
damage, theft, embezzlement, attempted
arson or arson of state property to their
supervisors.
Do not dispose of any WCU property/assets
without first obtaining the prior approval of
the Purchasing Department.
If the property/assets have been transferred to
another department or relocated to a new location,
you or your supervisor must complete the
"Equipment Status or Location Change" Form that is
available from the Purchasing Department's website.
If the property/assets are being surplused, you
or your supervisor must complete the "Surplus
Property Pickup Request" Form available at the
Purchasing Department's website.
Use of Business Systems
Computers, Internet, and Telephone System
The use of business systems provided by the State of
North Carolina is for State business purposes only.
Audits of your e-mail and internet use may be
conducted.
Examples of misuse of office/business systems:
Use of computers, internet or telephone for non-State business or for
personal reasons.
Viewing sexually-explicit or other non-business related websites.
Use of computers and/or internet to send and or receive harassing,
sexually explicit, or non-business related e-mail messages.
Web Resources
Use of State-Owned Vehicles
http://www.wcu.edu/discover/leadership/office-of-the-chancellor/legal-counsel-office/university-policies/numericalindex/university-policy-30.asp
Reporting Misuse of State Property
http://www.wcu.edu/discover/leadership/office-of-the-chancellor/legal-counsel-office/university-policies/numericalindex/university-policy-85.asp
Purchasing Website
http://www.wcu.edu/discover/campus-services-and-operations/purchasing-department/index.asp
Removal of University Assets from Campus Policy
http://www.wcu.edu/discover/leadership/office-of-the-chancellor/legal-counsel-office/university-policies/numericalindex/university-policy-75.asp
Use of Computers and Data Communication Systems
http://www.wcu.edu/discover/leadership/office-of-the-chancellor/legal-counsel-office/university-policies/numericalindex/university-policy-52.asp
Workplace Safety
Workplace Safety
Employees at Western Carolina
University have the right to:
– a safe and healthy work environment
– well-defined expectations
– adequate training
– confidential investigations
– Worker's Compensation
Key Safety Considerations
All WCU
Employees
Should:
•follow all safety rules and
regulations as outlined in the official
safety manuals
•report unsafe conditions
•report accidents immediately
•report workplace accidents/injuries
immediately to your supervisor or
the Director of Safety/Risk
Management at 227-7443
Safety Officials
Should Know
About:
•unsafe work practices
•suspected health hazards
•missing or damaged safety
equipment
•unguarded machinery
•fire hazards
•improper storage of chemicals,
supplies, etc.
•irritating or noxious odors
•blocked fire exits
•near misses
Emergency Procedures
• Call campus emergency at
227-8911 and describe the situation,
then pull the fire alarm.
• Close doors behind you.
• Exit using the stairwell nearest the
exit door. Do not use the elevator.
• Help others evacuate, if necessary.
• Provide information to emergency
responders.
• In the event of a chemical spill, be
sure to confine the spill and leave the
area.
What to do in a campus wide
emergency!
Western Carolina University has established processes and
procedures for various types of emergencies.
Every employee is encouraged to register in the emergency
notification system the police department has
established. This ensures you receive emergency information
through your campus email.
Every employee needs to know what the campus wide siren
signals mean. There is a guide on the WCU police website.
Police Emergency number - 828-227-8911
Web Resources
Safety Manuals
http://www.wcu.edu/discover/campus-services-and-operations/facilities-management/safety-andrisk-management/safety-and-risk-management-manuals.asp
Detailed safety manuals have been developed to set forth official policies,
procedures, and administrative responsibilities for employees in different
working circumstances.
Emergency Preparedness
http://news-prod.wcu.edu/emergency-information/
Includes information for Faculty and Staff
University Police Department
http://www.wcu.edu/about-wcu/campus-services-and-operations/university-police/index.asp
Other Miscellaneous Policies
of Particular Interest to New
Employees
Password Policy
Passwords are an important aspect of computer
security. Information Technology (IT) has taken
steps to protect Western Carolina University's
entire network by requiring employees to
follow the Password Policy detailed in the IT
Division Policies and Standards.
IRB Policy and Procedures
Every investigator conducting a research project
involving human subjects must successfully complete
WCU’s Investigator Training course. Training is
required regardless of the study’s funding source or
the location of the research. All investigators,
including faculty, staff, subcontractors, students,
research supervisors, and affiliated investigators, are
covered by this policy. Training is renewed every five
years, and investigators must have current
certification as a condition of study approval by the
IRB.
For additional information and to read the full
investigator training policy, click here.
Additional Policies
Web Resources
Dual Employment
Copyright Policy for Students and Employees
Conflict of Interest
Smoking in Campus Facilities
Children in the Workplace or Unsupervised on Campus
Fun Stuff ! ! !
Perks and Services
Further Your Education
WCU Employee Tuition Waiver
Full-time faculty and staff who are eligible for
membership in the retirement system are eligible to
enroll in three (3) courses per academic year at a
reduced rate, subject to approval by the employee's
supervisor and Human Resources.
Tuition Assistance Site
http://www.wcu.edu/discover/campus-services-and-operations/humanresources-and-payroll/general-hr-resources/benefits/tuition-assistance.asp
Recreation and Wellness
The Western Carolina University Department of Campus Recreation & Wellness creates create a
campus-wide culture of wellness by providing programs, services, and facilities for
individuals to engage and sustain the active process of healthy living.
Campus Recreation Center (CRC) Membership
• Available to Faculty/Staff for $15/month or $60/semester
• Available to Spouses/Life Partners/Dependents 17+ for $75/semester
Reid Pool
• Free to Faculty/Staff during Open Swim with valid CatCard
• Family Swim – Sign up your spouse/life partner/dependents for $10/semester
Other Programs & Services
• Group X - $10/semester if you are a CRC Member (Join Aqua X for $25/semester if a non-member)
• Intramural Sports – Free for Faculty/Staff
• Personal Training – Packages available for CRC Members
• Informal Recreation – Faculty/Staff can check out equipment free with valid CatCard for day use
For more information, check out reccenter.wcu.edu
Also check out our employee wellness program
W.H.E.E. for Life - Wellness Helps Employees Excel!
Health Services
University Health Services (UHS) provides convenient care for
faculty and staff in the Bird Building. UHS does not replace
primary care services, but compliments that care by providing
quick assessment and treatment of common complaints such
as colds, sore throats, and headache.
Health Center Information
http://www.wcu.edu/experience/health-and-wellness/health-services/index.aspx
Center for Family Medicine located in the Health and Human
Sciences Building. Clinic open to anyone in need of primary
care. Patti Sparling, a family nurse practitioner who received
her advanced practice nursing degree from WCU, provides
excellent care and will mentor nurse practitioner students
rotating through the clinic.
To make an appointment, call 828-631-8800.
http://www.harrismedicalgroup.com/our_practices/cullowhee_family_care
Employee Recognition
In acknowledgement of the hard
work and dedication of our
employees, WCU hosts an Annual
Employee Appreciation/Service
Awards Day.
This event is for you!
When the announcement for this
event comes out – be sure to mark
this fun filled day on your
calendar!
Cultural Offerings
John W. Bardo Fine and Performing Arts Center
– Live Performances
– Fine Art Museum
Mountain Heritage Center Museum
Located at Hunter Library. Open to the public and free of charge.
ACE (Arts and Cultural Events)
Made up of WCU students, staff, and faculty who are committed to bringing visiting performers, thought
provoking films, speakers, and arts to Western Carolina University. We hope that through our exciting
cultural programs we can challenge and inspire thought and discussion among the students and community.
Mountain Heritage Day http://mountainheritageday.com/
Join us for a vibrant festival day nestled in the mountains of North Carolina.
Entertainment
Ramsey Center
– Concerts
– Athletic Events
Last Minute Productions
LMP is the source for WCU entertainment! LMP brings in
concerts, comedians, karaoke and open-mic nights, handson entertainment, and a different movie every week during
the fall and spring semesters in the UC Theater!
• UC Movie Theater
$5.00 (for faculty, staff, and community members).
Popcorn and a drink are included with your ticket
purchase!
Outdoor Activities
2014 and 2015 Best Adventure College ~ Blue Ridge Outdoors Magazine
Base Camp Cullowhee
– Hiking, backpacking, climbing,
rafting, caving, rappelling, float trips,
caving, skiing, kayaking/canoeing.
– Rentals for camping/hiking
equipment and canoes/kayaks.
– Annual ski trips
– International Expedition Trips
– Tuckasegee River Cleanup
Base Camp offers great bargains for faculty and staff!
Athletic Events
• Reduced-rate season
passes available for
specific sports.
• Click here for
Information!
Congratulations! You have reached the end of
Employee Basic Orientation.
Be sure to complete the four
Acknowledgment Forms
(FERPA, Security Awareness,
Confidentiality, Export Control)
and send to Human Resources – HFR 220
– Attention Training.
To end this show – right click for
pop up and choose “end show” or
click square in lower left – below.