Employee Handbook
Table of Contents
Employee Handbook Receipt and Acknowledgement ................................................... 5
1000 Introduction .............................................................................................................................. 6
1010
Introduction to the Handbook.................................................................................... 7
1020
Message from Management ........................................................................................ 8
1030
Mission Statement ........................................................................................................ 9
1040
Overview of the University....................................................................................... 10
2000 General Management Practices ..................................................................................... 12
2010
Academic Freedom ..................................................................................................... 13
2020
Americans with Disabilities Act (ADA) ................................................................. 14
2030
Applicant Information Policy ................................................................................... 15
2040
Employment-at-Will ................................................................................................... 17
2050
Employee Relations .................................................................................................... 18
2060
Equal Employment Opportunity (EEO) ................................................................. 19
2070
Family Education Rights and Privacy Act .............................................................. 20
Appendix A Family Education Rights and Privacy Act............................ 110
2080
Harassment and Retaliation...................................................................................... 21
2090
Health Information Confidentiality Policy............................................................ 24
2100
Home Office ................................................................................................................. 25
2110
Immigration Policy ..................................................................................................... 28
2120
Internet and Electronic Media Policy ..................................................................... 29
2130
Military Service ........................................................................................................... 30
Appendix B – Military Service ..................................................................... 115
3000 Employment Status and Personnel Records .............................................. 31
3010
Employee Classification .............................................................................................. 32
3020
Personnel Files and Records ....................................................................................... 33
3030
Reference Requests....................................................................................................... 34
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4000 Employment Practices ........................................................................................................ 35
4010
Complaint Procedure ................................................................................................... 36
4020
Corrective Action .......................................................................................................... 38
4030
Fraternization (Dating co-workers) ........................................................................... 39
4040
Hiring of Relatives (Nepotism) .................................................................................. 41
4150
Internal Position Transfers ......................................................................................... 42
4060
Medical Examinations, Drug Testing, and Health Certification ......................... 43
4070
Outside Employment (Moonlighting) ...................................................................... 44
4080
Performance Appraisal ................................................................................................ 45
4090
Serious Illnesses and Medical Conditions ............................................................... 47
4100
Termination of Employment ...................................................................................... 48
5000 Employee Responsibilities ............................................................................................. 50
5010
Appearance and Dress Code ....................................................................................... 51
5020
Attendance and Dependability .................................................................................. 52
5030
Communication and Information Systems .............................................................. 54
5040
Confidentiality .............................................................................................................. 56
5050
Conflicts of Interest ...................................................................................................... 57
5060
Drugs and Alcohol ........................................................................................................ 58
Appendix C: Drug & Alcohol Testing Policy ........................................... 120
5070
Emergency Closing ....................................................................................................... 59
5080
Employee Conduct and Work Rules ......................................................................... 60
5090
Office Organization and Housekeeping .................................................................. 62
5100
Office, Postal, and Copy Machines ........................................................................... 63
5110
Personal Cellular Telephones..................................................................................... 64
5120
Personal Property, Searches, and Inspections ......................................................... 65
5130
Personal Stereo Usage .................................................................................................. 66
5140
Public Relations ............................................................................................................ 67
5150
Safety ............................................................................................................................... 68
5160
Silent Monitoring ......................................................................................................... 69
5170
Smoking .......................................................................................................................... 70
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5180
Solicitation and Distribution Activities ................................................................... 71
5190
Workplace Violence ..................................................................................................... 72
6000 Compensation and Benefits ............................................................................................ 73
6010
COBRA - Insurance Continuation ............................................................................. 74
6020
Insurance and Retirement Benefits ........................................................................... 75
6030
Overtime ......................................................................................................................... 77
6040
Payroll Procedures ........................................................................................................ 78
6050
Working Hours .............................................................................................................. 81
6060
WGU Tuition Discount Benefits................................................................................ 82
7000 Time Off ................................................................................................................................... 83
7010
Bereavement Leave ....................................................................................................... 84
7020
Family Medical Leave Act (FMLA) ............................................................................ 85
7030
Holidays & Personal Time .......................................................................................... 93
7040
Jury, Witness and Voting Leave ................................................................................. 95
7050
Leave Policy (non-FMLA)............................................................................................ 96
7060
Military Leave................................................................................................................ 98
7070
Sick Leave ....................................................................................................................... 99
7080
Vacation ........................................................................................................................ 101
8000 Travel and Expenses ......................................................................................................... 103
8010 Control of Expenses and Reimbursement ........................................................ 104
8020 Expense Reimbursement Policies........................................................................ 105
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Employee Handbook Receipt and Acknowledgement
Western Governors University employees are authorized to access the Employee Handbook online. As an employee, I have been provided with the web address where the Handbook can be
viewed at any time of the day. I acknowledge that I have access to a computer with Internet
capability and have the ability to view the Handbook any time I need. I understand that I can
ask the Human Resources Department about any questions I may have about the Employee
Handbook or if I am having trouble accessing the Handbook online. I understand that the
Employee Handbook outlines the University's benefits, policies, and employee responsibilities. I
agree to familiarize myself with the information in this Handbook, will ask questions of my
supervisor or Human Resources when necessary, and will comply with the policies and
procedures summarized.
I understand the information in this Handbook is intended to acquaint employees with general
policies and principles and is not a contractual commitment by the University concerning the
terms of employment, benefits, or other matters. I realize that I am an Employee-at-Will, am
employed for no specific period of time, and that employment may be terminated at any time
by the University or myself, with or without cause and with or without prior notice. This
employment-at-will status cannot be altered or modified in any way by any oral or written
statements, policies or practices and can only be altered or modified by a written employment
contract signed by the President of the University.
I also understand that as a condition of employment and to ensure workplace security and
safety, all University facilities, University property (including desks, workstations, files, voicemail, computers and e-mail), and employees' personal property may be inspected upon request.
By my employment and/or continued employment, I consent to such monitoring and
inspection.
As required, Management, at its complete discretion, may modify or eliminate these
summarized policies and procedures or any policy, practice or procedure at any time without
notice. Whenever possible, Management will provide advance notice of such modifications. I
realize I will be responsible for complying with future changes in University policies, practices,
and rules. I also acknowledge that no employee or University agent has the authority to allow
me to engage in any conduct or behavior that is inconsistent with the Handbook. WGU will
modify any practice outlined by this Handbook to the extent necessary to comply with
applicable federal, state or local laws.
Please sign and date this receipt, and return it to Human Resources for placement in my
personnel file.
Signature
March 2010
Print Name
Date
5
Chapter 1000
Introduction
1010 Introduction to the Handbook
1020 Message from Management
1030 Mission Statement
1040 Overview of the University
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Section 1010
Introduction to the Handbook
Purpose of the Handbook
This is the Western Governors University (―WGU‖ or the ―University‖) Employee
Handbook. It is the University's general guide of Human Resources policies. It is not
comprehensive, does not address all employment issues or policy exceptions, and is not
intended to provide specific details in all areas. Many issues (such as benefits) are
addressed in detail in other official controlled documents. Consequently, employees are
encouraged to contact Human Resources or their supervisor with their questions.
These policies are designed for general University operations. However, each
individual department has separate operational requirements that may vary from the
policies outlined in this employee handbook. You are expected to know and comply
with your department‘s individual guidelines in addition to the outlines in this
Handbook.
Policies Are Not Contracts or Guarantees of Rights
These policies are not contractual employment commitments, and except for the
employment-at-will policy, may be changed or revoked at any time. No policy is
intended as a guarantee of terms or conditions of employment or of benefits or rights.
This Handbook does not alter the employment-at-will relationship in any way. WGU
employment is not for any specific time and may be terminated at will, without notice,
at any time with or without cause. Employees may also resign at any time. These
guidelines replace any previous oral or written policies and practices regarding matters
covered in this Handbook. The only exceptions to these policies are those written and
signed by the President.
If you have questions or need help in understanding the policies in this Handbook,
please ask a member of Management or contact Human Resources.
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Section 1020
Message from Management
Dear WGU Employee:
Whether you have just joined our organization or have been with us for a while, we are
confident that you will find our University to be a professional and productive organization.
Your unique talents and abilities are extremely valuable to us and we look forward to a
rewarding and successful association. WGU is proud of the professional services we provide
our students. We believe that our employees are truly our most valuable asset and that each of
us directly contributes to our continued success.
This Employee Handbook was developed to establish a framework in which employees' efforts
can advance both the University's objectives and the individual's interests. To further this goal,
we have adopted Human Resources policies which we believe are fair, consistent, and allow
employees to know what is expected of them. It is our intention that these policies will promote
sound management as well as success and growth for each of you as part of our University
team.
Please familiarize yourself with the Handbook's policies, as they should answer many common
questions concerning your employment at the University. Also, please sign and return the
Employee Acknowledgement form found at the beginning of the Handbook to our Human
Resource Department.
We hope that your experience is enjoyable, challenging, and rewarding in every respect!
Sincerely,
Robert W. Mendenhall
President
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Section 1030
Mission Statement
The principal mission of Western Governors University is to improve quality and
expand access to postsecondary educational opportunities by providing a means for
individuals to learn, independent of time or place, and to earn competency-based
degrees and other credentials that are credible to both academic institutions and
employers.
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Section 1040
Overview of the University
The first general discussion of what was to become Western Governors University took
place in the summer of 1995 at the meeting of the Western Governors Association in
Park City, Utah. The chair of the Association at that time was Utah‘s governor, Mike
Leavitt, who already understood the revolutionary power of distance learning
technologies and foresaw their capacity to assist the Western states in addressing one of
their most pressing problems—rapid population growth confronted by limited public
funds for educational services.
The Park City meeting surfaced another major theme—the need for increased quality
assurance about educational outcomes. Then governor of Colorado, Roy Romer, who
had recently chaired the Education Commission of the States, voiced this concern most
clearly and became Governor Leavitt‘s principal partner in the new initiative. The
governors agreed that the new university they had in mind would make maximum use
of distance learning technologies, would be collaborative among the Western member
states, and would use competency rather than seat time as the measure of its outcomes.
This new institution would be different.
The discussions in Park City produced a wave of energy that rolled forward through
two years of intense planning. The governors enlisted the Western Interstate
Commission on Higher Education and the National Center for Higher Education
Management Systems to help design the new university they envisioned. Five themes
remained central to the effort: responsiveness to employment and societal needs; a
focus on competency; expanding access; cost-effectiveness; and development of the
participating states‘ technology infrastructure. The university would be marketoriented, accredited, independent, and degree granting, though non-teaching. It would
focus on two objectives: defining and assessing competencies, and creating an online
catalog of distance learning courses and other materials that any interested learner
could access and use. Rather than waste time and money developing its own courses
and duplicating the work already done by countless other institutions, it would
collaborate with partnering colleges, universities, corporations, and training
organizations to make the best of their distance learning materials available to students.
Western Governors University became the official name of the new, private, nonprofit
institution when the governors endorsed the Implementation Plan presented by their
design team at the 1996 summer meeting of the Western Governors Association in
Omaha, Nebraska. Initially, there were 11 participating states, a number that has since
grown to 19. The governor of each participating state contributed $100,000 to support
the university‘s development, but since its founding, WGU has received no regular state
funds. Most of its financing has come from foundations, corporations, the federal
government, and student tuition.
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Although WGU had a name, a charter, and the beginnings of an online catalog by the
summer of 1996, it would be another three years of planning and development before it
enrolled its first degree-seeking students. Much remained to be done after the Omaha
meeting. Institutional guidance had to be ensured through the establishment of a Board
of Trustees and a National Advisory Board. Moreover, no one had ever before tried to
develop degree programs based exclusively on competencies. No one knew what
assessments to use, or if they were available, or what it would take to develop them.
Decisions on what degree programs to develop had to be made. Expert committees
(later defined as councils) had to be established to preside over these matters and
establish academic policy. Administrative and academic staff had to be appointed.
Over the next three years, from the summer of 1996 through the summer of 1999, these
matters were progressively resolved. The University was formally incorporated in
January 1997, and its Board of Trustees and its National Advisory Board (NAB) were
soon established and fully functioning. Twenty-two corporations and foundations are
now members of the NAB. Each has made a minimum financial contribution of
$250,000, and some have contributed in excess of $2 million to WGU‘s development. In
addition, the federal government has contributed over $8 million dollars
WGU launched its Teachers College in March 2003, Business was launched in the
fall/winter of 2003/2004, Information Technology was launched in the winter of 2004,
and Health Professions was launched in the fall 2006. Additionally, in 2003 we began
offering a MED program which was our first masters degree program, and is now part
of teachers college.
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Chapter 2000
General Management Practices
2010 Academic Freedom
2020 Americans with Disabilities Act (ADA)
2030 Applicant Information Policy
2040 Employment-at-Will
2050 Employee Relations
2060 Equal Employment Opportunity (EEO)
2070 Family Educational Rights and Privacy Act
Appendix A: Family Educational Rights and Privacy Act
2080 Harassment and Retaliation
2090 Health Information Confidentiality Policy
2100 Home Office
2110 Immigration Policy
2120 Internet and Electronic Media Policy
2130 Military Service
Appendix B: Military Service
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Section 2010
Academic Freedom
As a critical and essential component of Western Governors University, academic
freedom encourages the unfettered inquiry, debate, teaching, and learning that
characterize an active community of scholars and students. Academic freedom applies
to all the faculty roles at WGU including but not limited to development of programs,
curriculum, and assessments; advising/mentoring students; evaluating and approving
instructional providers; conducting and publishing research; evaluating, approving,
and awarding degrees to students; and providing public service.
Because the search for truth and its dissemination are central to the university, the
WGU Board and administration protect, defend, and promote academic freedom.
Faculty members encourage the free pursuit of knowledge by other faculty and WGU
students and protect the academic freedom of all those engaged in the academic
enterprise. WGU supports the free expression of ideas and protects diverse opinions of
both faculty and students.
When faculty speak or write as citizens, they are free from institutional censorship or
discipline. However, their position in the community of learners imposes unique
obligations because the public may judge their role as a faculty member, and WGU, by
those words. Hence, WGU faculty are expected to be accurate, exercise appropriate
restraint, demonstrate respect for the opinions of others, and indicate when they are
speaking on behalf of or in conjunction with WGU.
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Section 2020
Americans with Disabilities Act (ADA)
Scope of the ADA
As part of WGU‘s Equal Employment Opportunity commitment, WGU will implement
all applicable provisions of the Americans with Disabilities Act (ADA) and any similar,
applicable state or local laws. The University does not discriminate against any
qualified applicant or employee with a known physical or mental disability in any
employment practice including hiring, promotion, job assignment, compensation,
discipline, training, and termination. Ability, not disability, is the basis of all WGU
employment decisions.
Reasonable Accommodations
As required under the ADA, WGU will provide reasonable accommodations for
qualified individuals with known disabilities to assist them in performing the essential
functions of the job unless the accommodation would create an undue hardship on the
University or create a direct health or safety threat. Any employee or supervisor with
ADA related questions or concerns, or anyone seeking an accommodation is
encouraged to contact Human Resources.
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Section 2030
Applicant Information Policy
Utah law prohibits the collection of an employment applicant‘s Social Security number,
date of birth or driver license number until an offer of employment is made or unless
the information is collected when an employer is about to undertake various tasks done
during the employment selection process. Utah law also requires an employer to have a
policy protecting the confidentiality of such information once it is properly collected
Collection of Information
The University shall not collect an employment applicant‘s Social Security number, date
of birth or driver license number except with the applicant‘s consent and under the
following circumstances:
A.
After an applicant is offered a job;
B.
At the time during the University‘s employment selection process when such
information is needed to perform one of the following tasks: (1) obtain a criminal
background check; (2) obtain a credit history; (3) obtain a driving record review;
or (4) to determine if the applicant was previously employed by the University.
The task outlined above must actually be performed (i.e., don‘t collect
information for a background check and then not do the check);
C.
In order to provide it to a governmental entity to determine eligibility for a
governmental service, benefit or program that requires the information before a
job offer is made; or
D.
In order to provide it to a governmental entity to participate in a governmental
service, benefit or program that requires the information before a job offer is
made.
A request for such information must apply to all applicants involved in the selection
process at the time the information is requested.
Use of Information
An employment applicant‘s Social Security number, date of birth and driver license
number should not be used for any purpose except hiring and/or as outlined in this
policy or required by law (e.g., government reporting). Such applicant information
should not be used for marketing, profiling, reselling or any similar use. Such
information may be used by the University if the applicant applies for another position
with the University or, if the applicant is hired, the information may be used for
performance review or job promotion purposes.
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Retention and Confidentiality of Information
The applicant information referred to in this policy shall be retained under the
following circumstances:
A. If the applicant is hired, the information shall be maintained as part of his/her
personnel file;
B. If the applicant is not hired, the information shall be retained for no longer than
two years after the date the applicant provided it, unless otherwise required by
applicable law.
C. All such application information shall be maintained as confidential and
provided to the University representatives only on a need-to-know basis.
The University shall provide a copy of this policy, upon request, to any applicant for
employment.
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Section 2040
Employment-at-Will
Although the WGU hopes its employment relationship will be a long and rewarding
one, WGU policy provides that all employees are considered Employees-at-Will.
Employment may be ended by the University without notice, at any time and for any
reason, with or without cause. Employees, likewise, may terminate employment at any
time, for any reason.
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Section 2050
Employee Relations
Positive interaction between fellow employees and those whom WGU serves directly,
affects the success of the University. The performance of one person can impact the
entire service offered. At WGU, employees are expected to act professionally and not
detract from the morale or productivity of their fellow employees.
Open communication is also important for the success of WGU and its employees.
Although, WGU believes that the work conditions, wages, and benefits it offers to its
employees are competitive with those offered by other employers in this area and in
this industry; if employees have concerns about work conditions or compensation, they
are strongly encouraged to voice these concerns openly and directly to their respective
supervisor(s) and Human Resources. An employee‘s primary responsibility is to know
his/her specific duties and to perform them promptly, correctly and professionally. If
ever in doubt - ask. Employees are encouraged to work with Leadership and fellow
employees to maintain a proactive team attitude and to pursue opportunities for
personal development that are offered.
A note to new employees:
You help create the helpful, pleasant, and safe working conditions at WGU. Your dignity and
that of fellow employees is of the highest importance. WGU needs your help in making each
working day enjoyable and rewarding. The success of WGU depends upon the quality of the
relationships between WGU, its employees, and its students. WGU students' impression and
their interest and willingness to use WGU services are greatly formed by the people who serve
them. Regardless of your position, you are an ambassador. The more goodwill you
promote, the more WGU students will respect and appreciate you and WGU.
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Section 2060
Equal Employment Opportunity (EEO)
EEO Commitment
Equal Employment Opportunity has been, and will continue to be, a basic principle at
WGU. Employment at WGU is based upon merit, ability, and qualifications. No
qualified applicant or employee is to be discriminated against because of race, color, age
(40 and over), sex, pregnancy, gender, disability, national origin, ethnic background,
genetic information, military service, citizenship or any other characteristic protected by
applicable law.
Scope of EEO
WGU‘s Equal Employment Opportunity commitment applies to all areas of
employment including hiring, training, placement, promotion, compensation, and
benefits. Employees who feel they are victims or witnesses of any possible violation of
this policy should immediately report this fact to their supervisor, Human Resources, or
any other member of management. WGU investigates questions and complaints
promptly and as confidentially as possible under the circumstances. Employees should
feel free to raise such concerns without fear of retaliation. WGU prohibits retaliation.
Corrective Action
WGU will take appropriate corrective action against any employee found to have
violated this policy.
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Section 2070
Family Educational Rights and Privacy Act
The University understands that student information is personal. WGU is committed to
safeguarding student information. As employees, WGU has access to student
information and is expected to keep the information confidential and follow the Family
Educational Rights and Privacy Act (FERPA). The act is included in the WGU Employee
Handbook to ensure WGU knows and understands the act and WGU‘s responsibilities.
The Family Educational Rights and Privacy Act of 1974 (FERPA) is a Federal law
designed to protect the privacy of student education records. FERPA governs the
release of education records and access to education records. The FERPA policy is
intended to ensure students have the right to inspect and review their education
records; the right to amend their education records as appropriate; and the right to
control access to their education records.
In situations where students are also employees of the University, WGU expect
employees to respect their co-workers privacy and provide them the full protection
provided by FERPA. Additionally, student employees are expected not to access,
modify, or delete their student record or information.
For more detailed information on FERPA, please refer to Appendix A of this
Handbook.
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Section 2080
Harassment and Retaliation
All Harassment is Prohibited
WGU believes that all University employees have the right to work in an organization
free of discrimination, harassing conduct, and unwelcome sexual advances or requests
for sexual favors. Verbal, physical, or other communication or conduct by an employee,
supervisor, customer, or supplier, which harasses, disrupts, or interferes with another's
work performance or which creates an intimidating, offensive, or hostile environment
will not be tolerated. All types of harassment, whether based on race, color, age (40 and
over), sex, pregnancy, gender, disability, national origin, ethnic background, genetic
information, military service, citizenship or any other characteristic protected by
applicable law, are unacceptable work behavior and expressly prohibited. Same sex, as
well as heterosexual harassment, is prohibited. This policy applies to anyone an
employee encounters while on the job.
Examples of Harassment
Harassment may include conduct (both overt and subtle) that demeans another person
or shows hostility toward an individual because of a protected characteristic such as
those listed above. Examples include but are not limited to: teasing, sexist or racist
comments, unwelcome advances, leers, repeated requests for a date, inappropriate
touching, pinching or patting, practical jokes, offensive or lewd remarks, inappropriate
personal questions, showing or posting inappropriate pictures or cartoons, and
offensive use of the internet, e-mail, voice mail, and other communication systems.
Inappropriate conduct may exist when:
Submission to such conduct is made an explicit or implicit term or condition of
employment;
Submission to or rejection of such conduct is used as a basis for an employment
decision affecting an individual;
Or such conduct has the purpose or effect of unreasonably interfering with an
individual's work performance or creating an intimidating, hostile, or offensive
work environment.
Protection Against Retaliation
WGU prohibits retaliation against an individual who makes a complaint, opposes
action in violation of this policy, reports a possible violation of this policy or
participates in any investigation or proceedings related to any such complaint.
Retaliation can take many forms and may include more formal job actions (e.g.
March 2010
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termination, discipline, demotion, denial of pay or promotions) and less formal job
actions (duty or shift changes, verbal abuse), if either actions materially deter someone
from engaging in activity protected by the law, such a making a complaint. Retaliation,
including retaliatory harassment, is a serious violation of this policy and should be
reported immediately in the same manner outlined above for which other possible
policy violations are to be reported. Any person found to have retaliated against
another individual will be subject to discipline, up to and including discharge.
Responsibility
All University employees, particularly supervisors and Managers, have a responsibility
for keeping WGU‘s work environment free of harassment and retaliation. Any
employee, who becomes aware of any conduct that may violate this policy, whether by
witnessing the incident or being told of it, must report it to their immediate supervisor,
to any management representative with whom they feel comfortable, or to Human
Resources. When management becomes aware that a problem may exist, they are
obligated by law to take prompt and appropriate action, whether or not the victim
wants the University to do so. Human Resources should be immediately notified of any
such concerns.
Reporting Procedures
An employee who believes that he/she has been subjected to conduct violating this
policy or who has questions regarding this policy is strongly encouraged to
immediately contact his/her supervisor. If the person doing the conduct is your direct
supervisor or if you are uncomfortable speaking with your direct supervisor about the
conduct, you should immediately contact the Human Resources Manager, or any other
member of management. WGU will investigate questions and complaints promptly and
as confidentially as possible under the circumstances. Employees should feel free to
raise their concerns or make complaints without fear of retaliation. WGU prohibits
retaliation.
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Corrective Action
An employee found to have participated in any inappropriate conduct prohibited by
law or this policy will be subject to corrective action up to and including termination.
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Section 2090
Health Information Confidentiality Policy
Western Governors University understands that its employees‘ medical and health
information is personal and is committed to safeguarding and protecting confidential
health information that identifies employees or could be used to identify employees and
relates to a physical or mental health condition or the payment of health care expenses.
To ensure the confidentiality and security of all employee protected health information
contained in WGU records, The University maintains appropriate physical, electronic,
and procedural safeguards including restricting access to protected health information
to WGU vendors and employees who need to know the information for the purpose of
treatment, payment, and other health care related activities.
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Section 2100
Home Office Policy
Working from home is a voluntary work alternative that may be appropriate for some
employees and some positions. This arrangement eliminates time driving to and from
work and it saves on gas and vehicle maintenance. Although the University supports
the flexibility and advantages of employees working from home, it is not an entitlement
or University-wide benefit; and it does not change the terms and conditions of
employment with the University.
WGU expects employees who work from home to work their assigned schedule from a
dedicated, quiet, in-home office, which is supported by reliable, high-speed Internet
access and telephone service. Employees must alert their manager to Internet outages or
other circumstances, which may limit their ability to honor this fundamental, work
from home employment requirement.
Working from home is not designed to be a replacement for appropriate child care.
Although an employee‘s schedule may be modified to accommodate child care needs,
the focus of the arrangement remains on job performance and meeting student needs
and business demands. Employees are expected to reduce or eliminate background
noise to prevent interference with quality telephone conversations. WGU encourages
employees to discuss expectations of telecommuting with family members prior to
transitioning home and make the appropriate child care arrangements.
The University‘s mission is to provide a flexible education for students and requires
that employees are available to assist students beyond traditional business hours, 8:00
am to 5:00 pm Monday through Friday. The University promotes working from home
to increase the hours WGU employees are available to students. WGU expects workfrom-home employees to regularly provide office hours outside traditional work hours.
As a part of the work-from-home opportunity, employees are required to conduct
business from their dedicated, in-home offices using University issued laptops and
telephones, or from the University‘s Salt Lake City or Phoenix facilities (and not, for
example, from a cellular telephone or from locations outside their homes) with full
access to the tools they need to conduct their work. Travel–related exceptions to this
policy (requests to work from a family member‘s home, or a hotel room, for example)
must be pre-approved by the employee‘s manager.
Required Internet connectivity:
WGU issues laptop computers and Voice-over-IP (VoIP) telephones to work-from-home
employees. To provide for an acceptable level of productivity and practical use of the
VoIP, a work-from-home employee is expected to arrange for an Internet Service
Provider (ISP) meeting the following requirements:
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A wired broadband internet connection with a rated speed of at least 1.5mbps
(megabits per second), with not less than 384kbps (kilobits per second) of rated
upload capacity. Because actual ISP (internet service provider) performance may
vary widely, the University may require an employee to change providers if their
current provider delivers substantially less than rated capacity. More speed will
improve the work experience, and WGU strongly recommends obtaining the
maximum speed available in your area within the limits of the reimbursement.
Wireless and satellite connections will not provide adequate performance due to
latency problems with these technologies.
Obtain and install a suitable broadband router and network wiring, as necessary
to provide for wired network connections to the provided VoIP phone and
laptop computer, in their in-home office.
WGU requires work-from-home employees to use ISP‘s that clearly connect with
WGU‘s data center. In the event the employee's ISP does not work well with WGU‘s
data center the employee will be required to change their ISP carrier, to ensure the VoIP
works well.
Telephone quality and service:
WGU issues a VoIP telephone to each work-from-home employee for WGU business,
not for personal telephone calls. WGU does not reimburse employees for home
telephone service, cellular telephone service, or for long distance telephone calls made
from home telephones except under the circumstances detailed in this policy. WGU
provides the VoIP telephone for University business use. Even though WGU uses VoIP
technology, WGU engages outside carriers who route calls across traditional phone
platforms, which cost the University and is not designed for personal telephone use.
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Security:
Work-from-home employees are expected to ensure the protection of confidential and
proprietary University and Student information accessible from their home offices.
Steps include, but are not limited to, use of locked file cabinets, disk boxes and desks,
regular password maintenance, and any other appropriate for the job and environment.
Expense reimbursement:
The University pays each work-from-home employee a flat expense reimbursement per
pay period to cover the cost of his or her high-speed internet service, telephone service,
and office supplies. Contact the Human Resource or Finance Department for the current
per pay period reimbursement. WGU does not reimburse employees for monthly office
supply expenses such as printer cartridges, printer paper, note pads, et cetera. The
majority of work can be done electronically with soft copies of documents being used as
needed. This promotes a ‗paperless‘ environment and conserves on paper and supplies.
WGU also does not provide reimbursement for the following items:
Internet installation or upgrade expenses
Second telephone line
Shipping and postage expenses
Employees must send copies of their internet bills and business expenses for the prior
year to Accounts Payable at the University, by January 31, to comply with the Internal
Revenue Service‘s, business expense documentation requirements.
WGU requires prior authorization from managers for all other business and travel
related expenses. WGU understands that not all circumstances are the same and in the
event, there are conditions that do not fit the above instructions; exceptions to the policy
maximum may be granted on an individual basis. WGU routes all requests for
exception through the respective senior department executive for consideration.
The opportunity to work from home can be discontinued at any time at the discretion of
the University. Every effort will be made to provide 30-day notice of such a change to
accommodate commuting, child care and other problems that may arise from such a
change. There may be instances, however, where no notice is possible.
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Section 2110
Immigration Policy
The University is in compliance with the Immigration Reform and Control Act of 1986,
which requires that every newly hired employee complete an I-9 form and verify
his/her, identity, and eligibility to work in the United States. As a condition of
employment, each new employee must properly complete, sign, and date the first
section of the Immigration and Nationalization Service form I-9. Substantial
documentation must be presented to the Human Resources representative before an
employee begins working at the University.
Foreign citizens offered employment with the University may receive up to $2,500 legal
expense reimbursement related to obtaining their H1B approval (permission to work in
the United States).
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Section 2120
Internet and Electronic Media Policy
Computers, computer files, the e-mail system, and software furnished to employees are
the University‘s property intended for business use. Employees should not use a
password, access a file, or retrieve any stored communication without authorization.
The University strives to maintain a workplace free of harassment and sensitive to the
diversity of its employees. Therefore, the University prohibits the use of computers, and
the e-mail system in ways that are disruptive, offensive to others, or harmful to morale.
For example, the display or transmission of sexually explicit images or ethnic slurs,
racial comments, off-colored jokes, or anything that may be construed as harassment or
showing disrespect for others.
To enforce this policy and other policies, the University reserves the right to conduct
such searches of its property as it determines are appropriate, including searches of
personal information stored in the University‘s e-mail and computer systems. The
property that may be searched includes e-mail systems, computer hard drives,
computer floppy disks or flash drives, CD-ROMs, and other electronic data storage
devises. Accordingly, information that an employee considers to be private and
confidential should not be stored in or accessed through the University‘s information
systems.
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Section 2130
Military Service
WGU is committed to protecting the job rights of employees absent on military leave. In
accordance with federal and state law, it is the University‘s policy that no employee or
prospective employee will be subjected to any form of discrimination based on that
person's membership in or obligation to perform service for any of the Uniformed
Services of the United States. Specifically, no person will be denied employment,
reemployment, promotion, or other benefit of employment based on such membership.
Furthermore, no person will be subjected to retaliation or adverse employment action
for exercising his/her rights under this policy. If an employee believes that he/she has
been subjected to discrimination in violation of this policy, the employee should
immediately contact the Human Resources if Human Resources is unavailable or
unable to be of assistance they should contact the Chief Financial Officer.
For more detailed information on military service, please refer to Appendix B of this
Handbook.
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Chapter 3000
Employee Status and Personnel Records
3010 Employee Classification
3020 Personnel Files and Records
3030 Reference Requests
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Section 3010
Employee Classification
WGU employees are classified into several categories: Temporary, Part-Time, or FullTime, and Exempt or Non-Exempt. Classifications are important in determining
eligibility for various benefits, overtime, and to clarify employment status. Since
employees are employed at-will for unspecified durations, established classifications do
not guarantee employment.
Each employee's position is designated as either Exempt or Non-Exempt:
Non-Exempt
Non-Exempt employees receive overtime pay for work in excess of 40 hours in a
workweek or otherwise as required by law. Their work and pay are determined based
on their actual hours worked.
Exempt
Exempt employees hold positions which meet specific tests established by the Fair
Labor Standards Act (FLSA) or other applicable laws. They are paid on a salary basis
and provide at least the minimum salary required by law for exempt status. They are
not eligible for overtime pay.
In addition to each of the above categories, each employee belongs to one of the
following employment categories.
Full-Time
Full-Time employees are hired to work the University's normal 40-hour workweek on a
regular basis. Generally, they are eligible for full benefits subject to the terms and
conditions of each benefit program.
Part-Time
Part-Time employees are scheduled to work less than 35-hours per week indefinitely on
a regular or irregular basis. Part-Time employees are not eligible for benefits as detailed
in each benefit and leave program.
Temporary
Temporary employees are hired for defined projects and/or limited timeframes and are
not eligible for University benefits. Employment beyond any initially stated period does
not imply a change in employment status. As with all other employees, Temporary
employees remain Employees-at-Will throughout their employment.
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Section 3020
Personnel Files and Records
Updating Information
Records and information regarding each applicant, employee, and former employee are
kept by Human Resources to ensure compliance with government requirements and to
support benefit programs and employment actions. It is important that records are
accurate and current. Therefore, employees are asked to notify Human Resources of any
changes in:
Name and/or marital status
Address and/or telephone number
Number of dependents (W-4 dependent information)
Emergency contact person
Immigration status
Military status
Insurance beneficiaries
Driver‘s license or vehicle insurance status
Access to Files
Human Resources files are University property and therefore access to them is
restricted unless applicable law requires otherwise. Generally, only management
personnel have access to the files. Except as otherwise required by law, employees may
review their own records by making a written request for an appointment with Human
Resources. A member of Management must be present during any employee review of
records. Copies of the records may be made, unless applicable law requires otherwise,
only at WGU‘s discretion. However, under no circumstances may a file be removed
from Human Resources. Contact Human Resources for additional information.
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Section 3030
Reference Request
Refer All Requests to Human Resources
WGU directs all reference requests and inquiries regarding current or former
employees to Human Resources. No employee may provide a letter of reference for any
current or former employee without Human Resource‘s permission.
No Verbal Release of Information
Any information regarding current or past employees will typically not be provided
over the telephone, although the University reserves the right to provide information
over the telephone as it deems appropriate. Human Resources will typically respond in
writing only to reference requests that are submitted in writing. Limited information
such as verifying name, dates of employment and job title will be provided without the
written consent and release of the individual involved.
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Chapter 4000
Employment Practices
4010 Complaint Procedure
4020 Corrective Action
4030 Fraternization (Dating co-workers)
4040 Hiring of Relatives (Nepotism)
4150 Internal Position Transfers
4060 Medical Examinations, Drug Testing, and Health Certification
4070 Outside Employment (Moonlighting)
4080 Performance Appraisal
4090 Serious Illnesses and Medical Conditions
4100 Termination of Employment
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Section 4010
Complaint Procedure
Informal Problem Solving
WGU seeks to promote an atmosphere where employees are comfortable in voicing
their concerns and raising employment related issues. Therefore, employees are
encouraged to speak informally and discuss any problems directly with their supervisor
so that appropriate actions may be taken. The University is committed to ensuring a
responsive and fair problem solving process at the lowest possible organizational level
and encourages this same commitment from all employees. If such informal discussions
fail to resolve an employee's concerns, he/she is encouraged to utilize WGU‘s more
formal complaint procedures.
Formal Problem Solving
Documentation in Writing: If an employee feels that a formal complaint is
appropriate he/she should provide a written, detailed explanation to his/her
supervisor of the problem and related events along with a summary of how the
employee would like to see the problem resolved.
Complaints must be submitted promptly, generally within five business days.
When a complaint to an employee's supervisor may be inappropriate under
the circumstances, he/she may submit a complaint directly to Human Resources.
Appeal: If an employee is dissatisfied with a supervisor's decision, he/she may
appeal within five days in writing to Human Resources.
Human Resources Assistance
Employees are also encouraged to utilize Human Resources for consultation at any
stage in the problem-solving process. WGU will attempt to resolve the problem as
quickly and as confidentially as possible. WGU investigates all complaints of
discrimination and harassment prohibited by WGU and applicable law.
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Procedures Are Guidelines
This policy is only a guideline. The University reserves the right to take action, in
response to complaints, as Management deems appropriate.
Comments and Suggestions
WGU recognizes the value of discussing various issues, concerns, or suggestions for
improvement. WGU offers multiple avenues for employees to communicate concerns,
including a suggestion box located in Human Resources for all employees to use. Staff
meetings also provide opportunities for open discussion and comments. It is the policy
of WGU that ALL employees have the opportunity to raise issues or concerns, as well as
offer input and suggestions. The University will not tolerate retaliation by supervisors,
or co-workers.
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Section 4020
Corrective Action
Employee Responsibilities
WGU expects all employees to comply with the University's standards of behavior and
performance. The University will take corrective action to remediates any
noncompliance with these standards.
Possible Corrective Action
Examples of corrective action include oral warnings, written reprimands, performance
improvement plan, suspension, probation, demotion, and termination. However,
nothing in this policy alters the at-will relationship between the University and its
employees and all corrective action policies are guidelines. In cases of serious
misconduct or performance problems, an employee may be suspended or terminated
immediately.
Management Discretion
The University is not obligated to utilize any particular corrective action. WGU deals
with each situation on a case-by-case basis in the sole discretion of Management.
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Section 4030
Fraternization (Dating co-Workers)
The University reserves the right to take action when the relationships or the
associations of employees adversely affect its legitimate business interests. Employees
should become familiar with the University's policies regarding restrictions on
relationships, entertainment, travel, and conflicts of interest. For example, employees
may not accept gifts from WGU vendors, in violation of WGU conflict of interest policy.
Similarly, employees who are traveling on University business are expected to conduct
themselves with decorum after hours. Likewise, inappropriate conduct at a Universitysponsored event can result in discipline.
Under the fraternization policy, the University strives to avoid the appearance of
favoritism, sexual relationships, and potential problems in the area of control and audit.
For example, employees who live with each other may not supervise one another.
supervisors and employees should not have a relationship or arrangement that could
compromise their work relationship. Before engaging in a possible questionable
relationship, WGU recommends that employees consult with Human Resources first.
In general, there are not to be relationships between employees and their supervisors,
between employees with purchasing authority and vendors, between employees with
student responsibilities and students, or between employees with audit functions and
the employees, they audit. In other words, relationships that call into question your
ability to carry out your job functions in the best interest of the University are not
appropriate.
Not every relationship that can create the appearance of favoritism, or undermine audit
functions, can be listed here. Whenever an employee enters into a relationship with
another employee, vendor or student, he/she should ask whether there may be an
appearance of favoritism if the association makes others uncomfortable or whether an
audit function may be compromised. When in doubt about the application of this
policy, contact Human Resources.
Please refer to the Conflict of Interest policy references to nepotism, and the
confidentiality policy for other examples of inappropriate fraternization. Violation of
the intent of this policy will result in discipline and/or if the behavior continues
possible termination.
This fraternization policy does not restrict off-duty conduct (unless such conduct
directly impacts WGU‘s interests or operations), relate to religious practices, political
activity, or association with protected groups.
Employees on a leave of absence are subject to the same rules as other employees.
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If two employees become subject to this policy's restrictions after hire, they must notify
Human Resources. One of them must seek a transfer if any of the above restrictions
pertain. If a transfer is not possible, the employees will have 30 working days to decide,
which of them will terminate employment. Management retains complete discretion in
approving all employee transfers and reassignments.
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Section 4040
Hiring of Relatives (Nepotism)
Conditions
An employee's immediate relative, close friend or household member may be hired
provided the applicant can perform the essential functions of the job and the
employment would not establish a:
Direct or indirect supervisory relationship;
Real or apparent conflict of interest; or
Potentially adverse work situation.
For this policy, "immediate relative" includes spouse, parents, children, grandparents,
grandchildren, sisters, brothers, aunt, uncle, niece, nephew and corresponding in-laws
and step-relatives. This policy also applies to transfers and promotions.
Employees Who Become Related
If two employees become related, or otherwise become subject to this policy's
restrictions after hire, they must notify Human Resources within 10 business days. One
of them must seek a transfer if any of the above restrictions pertain. If a transfer is not
possible, the employees will have 30 working days to decide, which of them will
terminate employment. Management retains complete discretion in approving all
employee transfers, and reassignments.
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Section 4150
Internal Position Transfers
WGU supports and encourages its employees to investigate and consider other jobs
within the University. Smart, motivated employees continually look for opportunities to
learn new things. WGU supports employees‘ career development and the opportunity
to gain different experiences and learn new things by working in different positions.
When evaluating a transfer, WGU wants to ensure that an employee‘s career needs and
the University‘s business needs are carefully considered. Employees and their
managers follow clear steps to propose and complete internal transfers efficiently.
Managers should not recruit from other University departments. Internal transfers can
help advance careers, develop new leaders, and sustain a satisfied and productive staff.
WGU does not transfer staff members with significant performance issues.
Eligibility
Employees who are performing and have worked in their current role for a minimum of
six months can transfer to another University position or department (Enrollment
Counselors are required to be in current role for a minimum of twelve months).
Employees must be in good standing and not on a performance improvement plan for
at least 90 days before requesting a transfer. Any exceptions to this rule must be
authorized by the employee‘s Manager.
Process
WGU asks employees to speak with their current manager regarding career goals
within a department and ask for assistance in finding other opportunities within the
University. If you have identified a new position, you must notify your manager of
your interest to transfer before submitting your resume for consideration.
Hiring Manager confirms the current manager has been informed of the employee‘s
interest to be considered for the open position and that are no issues with the potential
transfer. The Hiring Manager interviews the employee and reviews qualifications. If the
position being offered is deemed a promotion, the new manager reviews the offer with
HR to confirm the position level and any applicable compensation changes. Once the
new manager is ready to offer the job, they should call the employee‘s current manager
to discuss the offer and transition details and transfer date. Once the details of the
transition and transfer date have been worked out, the new manager may make the
offer to the employee and initiate the internal transfer through Human Resources.
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Section 4060
Medical Examinations, Drug Testing, and Health Certification
Exams and Testing
As a condition of continued employment, employees may be required to undergo
periodic medical exams and drug screenings. Medical inquiries, examinations, and drug
testing may be undertaken at Management's discretion if job-related and consistent
with applicable legal requirements. See the University's Drugs and Alcohol policy at
Section 5060. A copy of the University's Drug and Alcohol Testing policy is available for
review in Human Resources.
Medical Certification
Documentation of medical condition and/or suitability for work may be required at
Management's discretion in certain situations (including absence from work, return
from leave, request for leave, and request for an accommodation). Additional medical
opinions may also be requested. Again, such actions shall be undertaken only consistent
with WGU policy and applicable law.
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Section 4070
Outside Employment (Moonlighting)
Conditions
WGU expects its full time employees to devote full attention and energy to their
position at WGU. The University understands that some full time employees will
choose to obtain a second, part-time job or engage in outside consulting or contracting,
which is considered 20 or less hours per week. WGU discourages such employment but
does not prohibit it, provided that:
a) You inform your supervisor ahead of time and obtain his or her approval,
b) The outside employment does not conflict with your hours of work with WGU,
including any overtime requirements,
c) Does not exceed 20 hours per week
d) Does not impair your WGU performance in any way,
e) Does not pose a conflict of interest, and
f) Does not reflect badly on the University.
Consultation with Management
If you have a second, part-time job, or decide to take a second job, outside of WGU, you
will be required to provide your supervisor with the name of the employer you are
working for, the type of work you will be engaged in, including independent consulting
or contracting, and your anticipated work schedule. Failure to notify your manager of
outside employment will result in disciplinary action up to and including termination.
Unless acting as a representative of the University, an employee should make clear at
all times that he/she is acting on a private, personal basis and not as part of the WGU
organization. Management approval should be sought if any doubt exists regarding the
appropriateness of an employee's involvement in outside activities.
If Interference Occurs
If you are a full time employee with a second job, or if are part-time employee with
other employment and the outside work affects your job performance at WGU or your
ability to service WGU students, you will be asked to quit the outside employment.
Refusal to terminate outside employment, which is negatively affecting your
performance, will be grounds for discipline, up to and including, dismissal.
Disclosure
Every employee is required to sign an Outside Employment Disclosure notice annually.
Failure to complete the disclosure or incorrectly completing the Disclosure is grounds
for discipline, up to and including, dismissal.
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Section 4080
Performance Appraisal
All employees are strongly encouraged to regularly and informally discuss their job
performance and goals with their supervisor. Additionally, more formal performance
reviews are generally conducted annually. Reviews provide an opportunity for
employees and supervisors to discuss job duties, employee strengths and weaknesses,
mutual concerns, and long-term goals. Performance reviews and the appraisal process
are subject to University discretion and may be changed or eliminated, as Management
deems appropriate.
Performance Appraisal is intended to be an ongoing process of communication between
the supervisor and the employee, focused on helping the employee achieve his/her best
workplace results.
An effective Performance Appraisal system accomplishes the following goals: Provides
direction and clarifies performance expectations; Provides feedback and coaching to the
employee concerning job performance, both what is done well and what needs
improvement; Identifies training and professional development needs; Serves as
documentation of performance; and Serves as data for human resource decisions.
The underlying principles that guide the performance appraisal system at WGU are:
Performance Appraisal is a shared commitment to high performance.
Performance Appraisal balances autonomy and accountability at the individual
and organizational levels.
Performance and continuous learning are encouraged and supported.
Performance Appraisal Guidelines
WGU supports a Performance Appraisal System that should include the four
components listed below. With each employing unit, these items may not be present, or
they may be present in another form. They do not constitute terms or conditions of
employment.
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A. Goal Setting
WGU attempts to communicate clear performance expectations. These
expectations should help the employee align individual goals with those of
WGU.
B. Coaching
Coaching employees for improved performance is an integral part of
performance Appraisal. Coaching may take various forms, from observation and
informal direction to formal meetings and written documentation. This should
occur on a regular basis.
C. Multiple Sources of Feedback
To increase the potential for improvement, it is helpful for employees to receive
feedback from more than one source. Other managers, peers, and direct reports
can provide important feedback to supplement the observations of the
employee‘s supervisor.
D. Performance Review
This is the culminating communication of the performance cycle, focusing on
areas of achievement, areas for improvement, and goals for the future. The
performance review component warrants particular guidelines due to its
significance in providing data for critical human resource decisions. All
employees may be reviewed annually.
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Section 4090
Serious Illnesses and Medical Conditions
Employees with serious illnesses or medical conditions (including but not limited to
cancer, heart disease, HIV, and AIDS) may wish to continue their active employment.
Such employees who are able to meet acceptable performance standards and whose
conditions do not threaten themselves or others may continue to work. WGU will
provide reasonable accommodations as required under the Americans with Disabilities
Act (ADA) and other applicable laws.
Discrimination or harassment based on an employee's medical condition will not be
tolerated. Employees requiring accommodations or who may have concerns or
questions relating to this policy should contact Human Resources.
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Section 4100
Termination of Employment
In the absence of a specific written agreement, employees may resign at any time. The
University also has the right to end an employment relationship at any time, with or
without notice or cause and for any legal reason. No supervisor (except the President
using a signed, written employment contract) has authority to enter into an
employment agreement for any specified time-period.
Resignation
Notice:
All employees should provide an advance written notice of their intention to
leave the University.
The notice should state the reason for the resignation and give the date of
departure.
All employees are requested to give at least 2 weeks' notice.
Vacation or personal days may not be included in the notice period.
Employees who fail to give proper notice may be ineligible for reemployment
and may lose certain benefits that are not formally accrued.
Withdrawal of Resignation
A withdrawal of resignation may not be allowed without the permission of Human
Resources.
Exit Interviews
Human Resources normally conduct an exit interview with a departing employee to
review transition of employee benefits, determine the employee's reasons for leaving,
and opinions regarding the workplace. The time is also used to arrange for the return of
University property and to answer employee questions regarding benefits and other
issues. Such interviews are generally conducted during the last week of employment.
Paychecks
Terminated employees and those who resign will be paid as is required by applicable
State law. Payment for accrued vacation will be provided at termination. However, no
payment will be made for accrued sick or other leave days unless otherwise required by
law.
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Benefits
Benefits, including health and dental insurance, end on the last day of the last month in
which the employee works. Flexible Spending Accounts (FSAs), retirement, life
insurance, and disability benefits end on the last day of employment. Employees, unless
terminated for gross misconduct, may choose to continue their medical and FSA
benefits under COBRA. Contact Human Resources for more information.
University Property
All employees will be expected to return all keys, records, documents, computers,
telephones and any other property belonging to the University prior to, or upon the end
of their employment with the University.
By acknowledging receipt of this Employee Handbook and signing the
acknowledgement, if an employee fails to return University property in good condition,
that employee authorizes the University to deduct the cost to repair or replace the
equipment (as determined by University) from the employee‘s final paycheck
(including compensation, expense reimbursement, or other funds). The employee
hereby voluntarily authorizes the University to do so if necessary.
Rehire
An employee re-hired after a 90-day break in service shall in every respect be treated as
a new employee.
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Chapter 5000
Employee Responsibilities
5010 Appearance and Dress Code
5020 Attendance and Dependability
5030 Communication and Information Systems
5040 Confidentiality
5050 Conflicts of Interest
5060 Drugs and Alcohol
Appendix C: Drug & Alcohol Testing Policy
5070 Emergency Closing
5080 Employee Conduct and Work Rules
5090 Office Organization and Housekeeping
5100 Office, Postal Service, and Copy Machines
5110 Personal Cellular Telephones
5120 Personal Property, Searches, and Inspections
5130 Personal Stereo Usage
5140 Public Relations
5150 Safety
5160 Silent Monitoring
5170 Smoking
5180 Solicitation and Distribution Activities
5190 Workplace Violence
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Section 5010
Appearance and Dress Code
The nature of WGU‘s business demands that an employee's appearance reflects an
appropriate professional image and be consistent with an employee's particular duties.
Dress, grooming, and hygiene should be appropriate to the nature of work, degree of
customer contact, expected business standards, and the need to maintain job safety.
Employees working at WGU‘s offices, participating in a video conference, attending a
University sponsored event, or on travel for the University, should dress in a business
casual manor that does not negate our professionalism. Remember, if you could
comfortably wear your outfit to the beach, to a dance club, or to relax in your backyard,
it is not appropriate for work. Employees improperly groomed or dressed will be sent
home to address the problem on their own time.
Dress slacks and those that are similar to Dockers are acceptable. All slacks must come
below the knee to be considered business casual, therefore, Capri‘s are acceptable,
Bermuda shorts, are not acceptable.
Prohibited Attire
Extreme, immodest, lewd, or revealing attire, spaghetti strap tops, bare midriffs, pants
that hang so low on the torso that they are revealing are not permitted at any time. Also
not permitted are torn or holey jeans, tee shirts that look like undershirts, sweats or
exercise cloths, beach attire including flip-flops and sandals are not permitted.
Casual Days
On designated "casual dress days," employees may wear more informal attire than
usual. However, employees are still required to wear modest, neat, and clean clothing
and look professional.
Special Dress Standards
As designated by Management, specific dress standards may be required of employees
in some positions. Employees who travel outside the office on University business are
expected to adhere to all established dress standards.
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Section 5020
Attendance and Dependability
Absenteeism and tardiness burden co-workers, disrupt business operations, and reduce
the quality of customer service. Therefore, good attendance, punctuality, and
dependability are required of all employees. Attendance and tardiness problems reduce
an employee's opportunity for advancement and will result in corrective action up to
and including termination.
University Expectations
Employees are expected to be at work and to return from breaks as scheduled.
Employees are also expected to be at their workstations, performing assigned work
during all work hours, and to work any assigned overtime. Employees are not
permitted to leave work before their scheduled quitting time.
Notification of Absence/Tardiness
Prompt Notice Required: Employees are expected to give their supervisors as
much advance notice as possible (calling no more than thirty minutes (30) after
scheduled starting time) of anticipated tardiness, absence, or of the need to leave
early. Employees should explain the reason for the absence or tardiness and
when they will return to work. Supervisors should be personally notified on a
daily basis unless a return to work day has been established or an alternate
arrangement has been established.
Personal Notification Required: Leaving a voice mail, email, or having someone
call for the employee (except in unusual circumstances) does not satisfy this
requirement. Another supervisor or Human Resources should be notified if an
employee is unable to reach his/her supervisor. Notifying another employee is
not acceptable. Employees should also maintain regular contact with their
supervisor during any extended absences.
Absenteeism Without Notification: If you do not show up for work more than
two days it is considered job abandonment and will result in immediate
termination.
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Make-up Time
Management's permission is required for employees to make up missed work time.
Make up work should occur very infrequently, may not be used to compensate for
frequent tardiness or absences, and may not be allowed if it would cause the employee
to work overtime.
Attendance and punctuality requirements vary by department and individual position
work requirements. Therefore this policy may be enforced differently between
department within the University and within a department.
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Section 5030
Communication and Information Systems
The WGU communications systems (including telephone, cellular telephone, fax,
photocopy machine, voice mail, e-mail, computer files, and Internet systems) are
provided for business purposes and are University property. Consequently, the
University may intercept, monitor, review, and disclose any communication or files as
business needs require. Messages or files created, sent, or received are not an
employee's private property. Employees should have no ownership or privacy
expectations regarding communications or data sent over University information
systems. Employment and/or continued employment constitute consent to monitoring
of the same.
All communications both inside and outside the University should be professional,
business-like, and courteous. Employees are prohibited from:
Engaging in illegal, fraudulent or malicious activities, including unauthorized
copying or distributing of software, hacking, monitoring or breaking into a
system which the employee does not have permission to access;
Sending, storing, viewing or downloading offensive, obscene, sexually-oriented,
racially offensive or defamatory material;
Disclosing confidential information or trade secrets;
Harassing or annoying other individuals or interfering with their productivity;
Using encryption methods without prior University approval, which includes
making any passwords available to the University; and
Any other usage that violates University policy or is inconsistent with the
University‘s interests.
Improper use of systems and equipment may subject an employee to discipline.
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Passwords
All passwords must be disclosed and remain University property. To ensure security,
confidential passwords should not be shared with co-workers. While employees should
treat all messages as confidential and should not try to access another employee's mail
or files, they should be aware that the confidentiality of messages cannot be guaranteed.
Passwords do not completely guarantee security and messages that are erased may be
retrieved and read.
Personal Usage
University communication systems are provided by WGU primarily for employees‘
business use. Limited, occasional, or incidental use for personal, non-business purposes
is understandable and acceptable. Employees should be careful not to abuse this
privilege. WGU has the discretion to determine when this has occurred. Employees may
be disciplined and/or terminated for excessive personal use of these systems. At no
time should employees expect their communications or data to be private when using
these systems, regardless if usage is personal or business-related.
Security
To ensure the integrity of WGU communication systems, it is critical that employees
follow all established security policies and procedures.
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Section 5040
Confidentiality
Maintaining confidentiality is a condition of employment. Employees are responsible
for acting with complete professionalism when discussing University business or
handling University information. Information, files, documents, records, plans, and
other material relating to the University, its employees, and customers is considered
confidential. The University's general business affairs should not be discussed with
anyone outside the organization except as required in the normal course of business.
Inappropriate release of confidential information, either internally or externally will
result in corrective action, including possible termination. All questions and requests
for confidential information, including reference requests should be referred to the
Human Resources Department.
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Section 5050
Conflicts of Interest
Employees (and their families or household members) may not participate in activities
which conflict with or appear to conflict with the business interests of the University or
which hurt their job performance. Examples of conflicts of interest include but are not
limited to:
Accepting gifts, cash, discounts, and entertainment from business contacts that
could be interpreted as given to influence an employee's actions. Employees may
accept nominal gifts such as pens, calendars, Christmas candy, and meals;
Working for an organization or having outside business interests which compete
with the University or engaging in work that interferes with job performance at
WGU;
Receiving improper personal benefits (directly or indirectly) because of actions
taken on the job;
Improperly using University facilities, equipment, supplies, or University name;
Developing a relationship with a customer or other business contact which may
jeopardize an employee's independent judgment;
Processing transactions involving personal business, family, friends, and
associates. Such transactions should be referred to Management; and
Providing inappropriate ―discounts‖ to select accounts.
Employees who violate University conflict of interest policies will be subject to
corrective action including termination. Employees should contact their supervisor or
Human Resources if they have questions or if they receive an inappropriate gift.
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Section 5060
Drugs and Alcohol
Western Governors University has a strong commitment to maintaining a drug-free,
healthy, and safe workplace. Consequently, the following are examples of acts strictly
prohibited while on University property or work sites, while conducting University
business off-site, or while operating any vehicle while on University business:
The use, possession, purchase, sale, or distribution of any illegal drug, alcohol, or
non-prescribed controlled substance; and
Being under the influence of, or having within the bloodstream or bodily
systems, alcohol, illegal drugs, or controlled substances which could impair
judgment, job performance, or behavior or which could threaten employee
safety.
These activities are serious violations of University policy and subject employees to
corrective action up to and including termination. Off-the-job use, possession, sale, etc.
of alcohol, illegal drugs, or controlled substances may also subject an employee to
corrective action if such actions affect job performance, workplace safety, or University
interests. Additionally, the University reserves the right to conduct drug and medical
tests on any employee or applicant at any time, unless prohibited by law.
For more information on the University's Drug and Alcohol Testing Policy, refer to
Appendix C of this Handbook.
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Section 5070
Emergency Closing
Severe weather, natural disasters, power outages, and other emergencies may require
the closing of University facilities. When allowed by federal and state law, time off due
to emergency closings or shortening of hours is unpaid, unless the University decides
otherwise. Employees are required to take vacation time to cover the unpaid closing.
Where possible, with managerial approval, Non-Exempt employees may be allowed to
―make-up‖ work hours missed due to such closings. Management will notify
employees if the University will be closed on a regular scheduled workday or if the
office will close early.
Unless notified by management, employees are expected to be at work during their
regular scheduled hours. Requests for time off work or leaving early must be made
through your supervisor.
Direct all questions regarding Emergency or Early Closures to Human Resources.
If any office is closed due to severe weather, natural disaster, power outage, or other
emergencies, management will use its discretion regarding allowing employees to work
from home based on the business needs of the University.
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Section 5080
Employee Conduct and Work Rules
Rules and standards regarding employee behavior are necessary for the efficient
operation of the University and for the benefit and safety of all employees. WGU
expects all employees to meet established performance and conduct requirements.
While it would be impossible to compile complete lists of expected behavior and/or
unacceptable conduct subject to corrective action, the following guidelines provide a
general outline of expectations.
Performance
Employees are expected to perform their jobs efficiently, effectively, and in accordance
with established procedures. Examples of unacceptable performance include:
Failure to meet quality or other performance standards and deadlines;
Refusal to work overtime or failing to accept work assignments;
Insubordination or failing to follow supervisor directions;
Unprofessional conduct or rudeness to customers or co-workers; and
Violation of safety rules.
Attendance
Employees are expected to arrive at work as scheduled and to return from breaks
promptly. Examples of attendance misconduct include:
Unexcused or excessive tardiness or absences; and
Leaving work early or leaving University premises without permission.
Honesty and Integrity
Employees are expected to demonstrate honesty and professionalism in the conduct of
all business activities, including observance of the spirit as well as the letter of the law.
Additionally, employees are responsible for reporting any illegal or unethical actions of
employees and non-employees to Management. Examples of unacceptable actions
include:
Willful or negligent damage, theft, or misuse of property;
Falsification of University records or documents (including time records, absence
reports, expense accounts, and other business records);
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Failure to report injury or unsafe conditions or to cooperate in University
investigations;
Disclosing confidential information without authorization;
Use of University time or equipment for unauthorized or personal purposes;
Unauthorized transactions.
Behavior
Employees are expected to conduct themselves professionally and to meet established
standards of behavior. Examples of unacceptable employee behavior include:
Violation of dress and grooming standards or any University policy or
procedure;
Working under the influence of illegal drugs and/or alcohol;
Possession, use, or sale of alcohol or illegal drugs at work;
Using offensive, foul, or abusive language;
Possession of guns, explosives, or other weapons on University property;
Fighting with or threatening employees or non-employees;
Harassment or discrimination of any kind (including sexual harassment);
Any intentional or negligent act which endangers the safety, health, or wellbeing of another person;
Misconduct or any act which disrupts work or discredits the organization;
and/or
Violation of University policies.
The expected conduct and work rules outlined above are merely examples of the types
of behavior that may subject an employee to corrective action. WGU, as an at-will
employer, maintains complete discretion over corrective action and termination policies
and practices.
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Section 5090
Office Organization and Housekeeping
WGU is proud of its office and take pride in keeping it clean and neat. While it is not
your responsibility to clean the entire facility, WGU certainly does expect your
participation in caring for the areas in which you work. Drawers, cabinets, and storage
areas should be neatly arranged. This helps in controlling quantities of supplies and
expedites the re-ordering process.
Conference rooms or customer service areas are the most essential. Please make sure
these areas remain clean and free of clutter at all times.
WGU asks that employees leave the lunch and conference rooms as they found them,
wipe tables off, clean whiteboards, and place food wrappers and papers in the trash
before leaving.
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Section 5100
Office Equipment, Postal Service, and Copy Machines
University office equipment, copy machines, postal machine, and overnight shipping
services are intended for business purposes. Limited personal use of these machines
must be on a minimal basis, on personal time and may need to be approved by
Management. Employees may request to utilize University office equipment, postal
machine, and copy machines for large personal projects for a small fee by requesting
authorization from their supervisor or Human Resources
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Section 5110
Personal Cellular Telephone Usage
The use of a personal cellular telephone during work hours is a privilege not a right. If
management determines the use of a personal cellular telephone is a distraction to the
employees work performance or that of their co-workers, WGU will ask the employee
to terminate use of the cellular telephone during business hours. To ensure the quality
of the working environment for all employees, WGU provides the following guidelines:
In order to avoid distraction in meetings, cellular telephones either should be on
the vibrate option, or turned off completely.
Employees in customer service positions, such as Enrollment Counselors,
Financial Aid, Progress, and Mentors, which require them to spend the majority
of their workday answering or placing calls, should have cell phones turned off.
Calls should be forwarded to voicemail; messages may be checked on breaks or
at lunch only.
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Section 5120
Personal Property, Searches, and Inspections
Protecting Personal Property
Employees will be assisted in protecting their personal property while at work;
however, the University does not assume responsibility for theft, damage, or
disappearance of such property. Consequently, employees should not keep valuable
property or large amounts of cash at work. Good judgment should also be used when
displaying personal items. Employees should ensure that such items are professional
and do not hinder University functions or sales efforts.
Searches and Inspections
To ensure workplace security and safety, all University facilities, University property
(including desks, workstations, lockers, files, etc.), and employee's personal property on
University premises are subject to inspection without notice and upon request.
Employment or continued employment is consent to the same.
Employee Responsibilities
All employees are responsible for assisting with the security of University property and
work areas and any related investigations. Employees should immediately notify
Management of any unfamiliar or suspicious persons in their work areas and offer
assistance or escort such persons as is appropriate.
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Section 5130
Personal Stereo Usage
The use of a personal stereo during work hours is a privilege not a right. If management
determines the use of a personal stereo is a distraction to the employee‘s work
performance or that of their co-workers, WGU will ask the employee to take the stereo
home. To ensure the quality of the working environment for all employees WGU
provides the following guidelines:
Employees may bring their own radio or stereo to work.
Radios/stereos must be kept at a low volume as not to disturb co-workers.
If the music is disturbing to others, headphones must be worn.
When on the telephone, music should be muted to avoid distraction, and to help
give the best impression possible to the other party on the telephone.
It is expected that employees will use their own discretion and make every effort
to be considerate of others.
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Section 5140
Public Relations
WGU's goal is to provide unequaled customer and business service. Employees are
expected to be professional and to interact politely and patiently with all customers and
business contacts. Employees should always attempt to satisfy customers' needs or
questions and to build goodwill. Public relations problems should be reported to
supervisors who may assist and provide suggestions for resolving problems. The
University always welcomes employee input or suggestions regarding customer
service, public relations, and improvement of total quality.
WGU directs all requests for information, interviews, solicitations for articles about
WGU, or quotes regarding WGU from outside sources, such as the press or news media
to the WGU Public Relations department.
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Section 5150
Safety
Safety is the responsibility of each employee. Observance of safety rules and use of
safety devices are conditions of continued employment. Such safety rules include:
Reporting to your supervisor or Human Resources about:
o Any work-related injuries and illnesses, no matter how minor;
o Unsafe conditions or practices (reports may be made anonymously
if necessary); and or
o Suspicious persons, potentially violent situations, or persons
possessing guns or other weapons.
Using only tools and equipment which the employee is fully qualified and
authorized to use and using all safety equipment, prescribed adaptive devices,
and procedures;
Providing safety suggestions;
Restricting and monitoring visitor access to University facilities; and
Observing the University ban on possession of deadly weapons on University
premises including any vehicle in the parking lot, unless otherwise required by
applicable law.
Employees who violate University safety policies may be subject to corrective action up
to and including termination.
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Section 5160
Silent Monitoring
To ensure the quality and content of information provided to WGU customers and
students, and in accordance with applicable law, the University will conduct silent
monitoring of telephone conversations, of employees engaged in student services such
as Enrollment Counselors, Mentors, Placement Specialists, Assessment Schedulers,
Financial Aid Counselors, and any other employee deemed appropriate by the
University. Trainer/supervisor responsible for training and education will do such
monitoring. All telephone calls made through the University‘s telephone system may
be monitored.
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Section 5170
Smoking
WGU is committed to providing a work environment that supports employee health
and safety and University productivity. For the protection of all employees and to
ensure compliance with federal and state law, smoking, including chewing tobacco is
not allowed in University buildings including any work areas, break rooms, and
hallways. Employees who smoke or use chewing tobacco should do so outside in
authorized areas at least 25 feet from the building during approved breaks and lunch
periods. Employees who use their rest breaks to smoke should ensure that smoking
areas remain clean and that scheduled break times are not exceeded. Visitors should
also be asked to smoke outside. Any smoking controversy that cannot be satisfactorily
resolved by the individuals involved and/or their supervisor should be referred to
Human Resources.
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Section 5180
Solicitation and Distribution Activities
In order to minimize work interruptions and to maintain productive business
operations, employee solicitation and distribution activities (such as soliciting
contributions, distributing information or literature, gathering petitions, and soliciting
memberships and dues) are restricted on University premises. Such activities are
prohibited during working time, in work areas, on University bulletin boards, and
throughout University communication systems, including e-mail. (Lunch and rest
breaks are not considered working time.) The sale of goods and services is prohibited.
At Management's discretion and as required by law, exceptions to this policy during
non-working time may be allowed such as charity fund raising drives, employee gift
solicitations, and business-related sales and service presentations. All posted or
distributed information requires the prior authorization of Human Resources.
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Section 5190
Workplace Violence
Employee and customer safety and security is important to WGU. Therefore, unless
required otherwise by applicable law, no employee (except authorized security
personnel) may possess any weapon on University premises, including in any vehicle in
the parking lot. This weapons ban includes non-security employees legally licensed to
carry weapons. Employees will leave all weapons including mace, tasers, and similar
items in their vehicles. Employees will not stalk, harass, or assault their co-workers,
students, or customers. Employees who violate this policy will be subject to immediate
discipline up to and including termination.
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Chapter 6000
Compensation and Benefits
6010 COBRA - Insurance Continuation
6020 Insurance and Retirement Benefits
6040 Overtime
6050 Payroll Procedures
6060 Working Hours
6070 WGU Tuition Discount Benefits
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Section 6010
COBRA – Insurance Continuation
In some instances, employees and their dependents that lose or become ineligible for
their group health insurance plans may pay for a temporary extension of coverage
through the Consolidated Omnibus Budget Reconciliation Act (COBRA.)
COBRA coverage is not automatic. Employees must inform Human Resources that an
extension of coverage is desired and then complete and submit all required paperwork
within the required time limits. You have 60 days from your last day of employment to
enroll in COBRA.
The following are examples of qualifying events and eligible beneficiaries under
COBRA:
Coverage may continue for up to eighteen (18) months upon an employee's
retirement, termination (voluntary or involuntary), reduction of hours, layoff, or
leave of absence. However, employees fired for gross misconduct are not eligible
for coverage.
Coverage for dependents may continue for up to thirty-six (36) months because
of divorce/legal separation, ineligibility of a dependent child, a covered
employee/retiree becoming entitled to Medicare, or because of the death of the
covered employee/retiree.
COBRA is a complicated and technical law. Contact Human Resources for complete
information and assistance.
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Section 6020
Insurance and Retirement Benefits
WGU offers eligible employees various insurance and retirement benefits. Information
summarizing these benefits is provided to participating employees periodically and as
required by law. The programs outlined below are described in detail in official
documents located in Human Resources. These documents are controlling and should
be reviewed when specific questions arise. Benefit plans involving current, past, or
retired employees may be changed or eliminated at any time at the University's sole
discretion.
Benefits Offered
Eligible employees are provided a wide range of benefits in addition to those required
by law (such as Social Security, Workers Compensation, and Unemployment
Insurance). Eligibility depends upon a number of factors including employee
classification (such as Full-Time, Part-Time, or Temporary) and time employed. Some
plans require employee contributions and waiting periods.
Benefits Plans Include:
Health/Dental Insurance - The University has available health and dental
insurance for all Full-Time employees (Temporary and Part-Time employees are
not eligible for health/dental insurance benefits). Currently, the University pays
for 75% of the premium for 2 party and family rates and 80% of the premium for
single coverage. The University reserves the right to modify any part of this
health benefits package at any time at the University's sole discretion.
Life, Short-Term Disability, Long-Term Disability, AD&D Benefits - The
University will provide life, long-term disability and accidental death and
dismemberment insurance for all Full-Time employees (Temporary and PartTime employees are not eligible for life, short-term disability, long-term
disability, AD&D benefits). Supplemental life insurance is available at the cost of
the employee. See HR for more information on enrolling.
Cafeteria Plan - The University will provide to all Full-Time employees
(Temporary and Part-Time employees are not eligible for cafeteria plan benefits)
a Cafeteria Benefit Plan to allocate a portion of their salaries or wages for certain
group insurance, health care and/or child care expenses.
Retirement Plan
The University will contribute 3% of the annual gross salary and/or wages for all FullTime employees (Temporary and Part-Time employees are not eligible for retirement
benefits) to the Teachers Insurance and Annuity Association-College Retirement Equity
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Fund (TIAA-CREF) group retirement plan. The University will also match an additional
3% if the employee chooses to contribute on their own. Retirement benefits contributed
by WGU will vest to the employee's account on the following schedule:
End of 1st year of employment: 25 %
End of 2nd year of employment: 25 %
End of 3rd year of employment: 25 %
End of 4th year of employment: 25 %
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Section 6030
Overtime
Employees may occasionally be required to work overtime hours to meet business
needs. Management will attempt to schedule overtime fairly and consistently, however,
advance notice may not always be possible. Failure to work overtime or working
overtime without authorization may result in corrective action up to and including
termination.
Calculating Overtime
Non-Exempt, Full-Time and Part-Time employees are eligible for overtime pay for
work performed beyond forty (40) hours per week or otherwise as required by law.
Exempt employees are not eligible to receive overtime pay. Prior approval of a
supervisor is required before any Non-Exempt employee may work overtime. Work
beyond 40 hours per week will be paid at one and one-half times the employee's hourly
rate or regular rate, if different. Overtime is calculated based on a single workweek
beginning at 12:01 a.m. on Monday and ending at 12:00 a.m. on Sunday.
Based on "Hours Worked"
As required by law, overtime pay is based on actual "hours worked." Time off for lunch
breaks, sick leave, vacation, holidays, funeral leave, jury leave, leave of absence, or
similar time off is not considered "hours worked" for calculating overtime.
Other Applicable Law
Some states provide for daily overtime (e.g., time over 8 hours in one day) or other
requirements. WGU will comply with all such requirements of applicable law.
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Section 6040
Payroll Procedures
WGU seeks to provide fair, competitive wages and salaries that recognize each
individual's unique contribution to the overall goals of the organization. Salary
increases, when granted, are based on merit, job performance, position, market
conditions, and University financial health. WGU also seeks to provide timely and
accurate payment to employees in compliance with all applicable laws. Employees who
have questions or concerns regarding any compensation programs or policies are
encouraged to contact their supervisor or Human Resources. Salary policies and
procedures are made at the University's sole discretion and may be unilaterally
modified or revoked at any time.
Pay Procedures
WGU pays its employees biweekly. A pay period consists of 14 days beginning 12:01
a.m. on Monday and ending 12:00 a.m. on Sunday. If payday happens to fall on a
scheduled day off (such as a holiday), checks will normally be distributed on the last
working day before the scheduled pay date. Payroll is processed the Tuesday before the
pay date to ensure employees are paid on the pay date.
Paycheck Distribution
Live paychecks will be given personally to employees on payday or, with an employee's
authorization, deposited directly into an employee's checking or savings account.
Arrangements for mailing or pick-up by another person must be made in advance and
in writing with Human Resources. Under no circumstances will the University release
any paychecks early and salary advances will not be made. Checks not picked up by
4:00 p.m. MST on payday will be mailed to the address on the check.
Lost Checks
Payroll must be notified in writing as soon as possible if a paycheck is lost so that a
replacement check can be issued. However, the University is not responsible for a lost
check if payment cannot be stopped. Stop payment processing fees are the
responsibility of the employee.
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Time Records
To ensure that employees are accurately paid and that WGU is in compliance with
applicable law, complete records of employee hours worked must be kept.
Non-Exempt employees are required to record actual time worked including
starting and ending time and time off for lunch. The use of accrued leave time,
such as vacation or floating holidays must also be recorded on the ADP EZ Labor
website. All overtime hours require prior approval of management. Employees
should not work off the clock. If the employee has not entered their hours at the
time payroll is processed the hours will not be paid out until the next pay period
including not entering vacation time before going on vacation.
Exempt employees are not required to record actual time worked but must
account for daily attendance and record accrued leave days used. Salary
deductions will be made in accordance with the revised FLSA for absences of
Exempt employees if the employee is absent for personal reasons or because of
illness or injury if he/she has yet to qualify for the leave plan or has exhausted
his/her leave allowance. Salary employees are required to enter sick, vacation,
and float time in ADP EZ Labor upon approval from their supervisor.
DOE “Safe Harbor” Deduction Policy
WGU complies with the salary basis requirements of the Fair Labor
Standards Act (FLSA) and other applicable law. The University does not make
improper deductions from the salaries of Exempt employees. Exempt employees are
those employed in a bona fide executive, administrative, or professional capacity and
who are exempt from the FLSA‘s overtime pay requirements.
What Deductions Are Permitted?
There are certain circumstances where deductions from the salaries of Exempt
employees are permissible. Such circumstances include:
o When an Exempt employee is absent from work for one or more full days
for personal reasons other than sickness or disability;
o When an Exempt employee is absent for one or more full days due to
sickness or disability if the deduction is made in accordance with a bona
fide plan, policy or practice of providing compensation for salary lost due
to illness;
o To offset amounts received as witness or jury fees, or for military pay; or
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o For unpaid disciplinary suspensions of one or more full days imposed in
good faith for workplace conduct rule infractions.
Also, an employer is not required to pay the full salary in the initial or terminal week of
employment; for weeks in which an Exempt employee takes unpaid leave under the
Family and Medical Leave Act or; for penalties imposed in good faith for infraction of
safety rules of major significance. In these circumstances, either partial day or full day
deductions may be made.
What to Do If an Improper Deduction Occurs?
If you are an Exempt employee and believe that an improper deduction has been
made to your salary, you should immediately report this information to your
direct supervisor, or to the manager of the Human Resources Department.
Reports of improper deductions will be promptly investigated. If it is determined
that an improper deduction has occurred, you will be promptly reimbursed for
any improper deduction made. Care should be taken to ensure that time records
are completely accurate. Falsifying any time record or completing another
employee's record is strictly prohibited.
Managers
Managers are required to review and approve all of their employee‘s time cards in EZ
Labor by 5:00 p.m. MST the Monday before the pay date in order to insure their
employees will be paid. If there is an error in an employee‘s time card, the manager
must submit a written request to HR@wgu.edu with explanation. The adjustment will
be made in the next payroll.
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Section 6050
Working Hours
As allowed by law, the University reserves the right to schedule work hours as business
and organizational needs require. Daily and weekly work schedules may be changed at
the complete discretion of the University to meet varying job responsibilities and
business conditions. While attempts will be made to establish steady and predictable
hours, there are no guarantees of minimum or maximum hours and lack of notice is not
an acceptable reason for refusing work.
Lunch and Rest Breaks
Full-Time Non-Exempt employees are generally scheduled to work eight (8)
consecutive hours daily with mandatory unpaid 30-minute lunch break. WGU requires
this lunch break to allow employees an opportunity to relax and "de stress." The length
of the break may be changed with supervisor approval when business necessity
requires. Part-Time employees who work more than 1/2 of a day will also receive an
unpaid meal break. Full-Time Non-Exempt employees receive two paid 15-minute rest
breaks in each eight-hour day.
These breaks are required to be taken during the workday and cannot be combined as a
lunch break. Employees who work through rest breaks may not leave work early and
will not be paid additional compensation. Exempt employees are entitled to breaks as is
appropriate.
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Section 6060
WGU Tuition Discount Benefit
Western Governors University currently offers bachelors and masters degree programs
in education, business, information technology, health professions and nursing. After 6
months, full-time employees are eligible for a 75% tuition reduction provided a
Satisfactory Academic Progress (SAP) is maintained. Tuition assistance is reduced to
50% if academic progress is below satisfactory level.
A 50% tuition reduction is available to dependents, legal spouses and legal children, of
full time employees.
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Chapter 7000
Time Off
7010 Bereavement Leave
7020 Family Medical Leave Act (FMLA)
7030 Holidays & Personal Time
7040 Jury, Witness and Voting Leave
7050 Leave Policy (non-FMLA)
7060 Military Leave
7070 Sick Leave
7080 Vacation
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Section 7010
Bereavement Leave
Eligibility
Full time employees are eligible to use bereavement leave. Part-Time and Temporary
employees are not eligible for paid bereavement leave, but may (with Management
approval) use unpaid leave to attend bereavement or handle family affairs.
Time Allowed
Bereavement leave of up to 3 days per incident with a maximum of nine days per
twelve-month period with pay is provided in cases of death in the immediate family
providing such a length of time is required. One day for local funeral‘s and 3 days for
out of state or if you are the Executor of the Estate.
Immediate Family Defined
For the purposes of this policy, "immediate family" includes spouse, parents, children,
grandparents, grandchildren, sisters, brothers, and corresponding in-laws and steprelatives.
Non-Immediate Family and Close Friends
In limited and unusual circumstances, paid bereavement leave may be provided to
attend the bereavement of a non-immediate relative or close personal friend.
Approval by Management
An employee requiring bereavement leave should immediately inform Human
Resources and his/her supervisor. In all instances, bereavement leave requires
Management‘s approval.
Extra Time
If more than 3 days are needed because of travel time or extenuating circumstances, an
employee may use vacation, leave or unpaid time off, if approved. Accrued sick leave
may be used for bereavement leave with physician‘s note of explanation.
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Section 7020
Family Medical Leave Act (FMLA)
FMLA Eligibility Requirements:
Eligible Employees: An employee who has been employed by the University for
12 months / 52 weeks as of the date the leave commences. During the preceding
12 months / 52 weeks, the employee must have worked a minimum of 1250
hours.
Requests for leave before eligibility: In the event the employee notifies of the
need for leave before the employee has met the eligibility requirements, the
University may wait to confirm eligibility until the employee has met the stated
requirements.
Eligible Leaves:
o For the birth of a son or daughter, and to care for the newborn child;
o For placement with the employee of a son or daughter for adoption or
foster care;
o To care for the employee's spouse, son, daughter, or parent, with a serious
health condition;
o Because of a serious health condition that makes the employee unable to
perform the functions of the employee's job.
Miscellaneous: Medical certification may be required for serious health
conditions. Certain leaves may be required before the actual event, e.g., leaves
for the birth of a child or for placement for adoption or foster care. No maximum
age limits applies to children who are the subject of adoptions or foster care
placements.
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Leave Entitlement
Up to 12 weeks of FMLA leave in any 12-month period:
12-month period: The 12-month period of time is measured forward from the
time that leave commences. Leave for birth or placement for adoption or foster
care must end within 12 months after the birth or placement.
Husband and wife: In the event that both the husband and wife are employed
by the University, only a total of 12 weeks combined leave may be taken for birth
(or subsequent care), placement for adoption or foster care ( or subsequent care),
or to care for a parent with a serious health problem.
Intermittent or Reduced Leave Schedule
Leave may be taken on an intermittent or reduced leave schedule when "medically
necessary‖ (due to a serious health condition of the employee or family member).
Intermittent leave may be either limited (e.g., for medical appointments) or lengthy
(e.g., for chemotherapy).
Affect on leave entitlement: Only the actual time taken as FMLA leave is
charged against an employee's entitlement. For Part-Time employees and those
working variable hours, the FMLA leave entitlement is calculated on a pro-rata
or proportional basis. For example: if a 30 -hour-per-week employee is reduced
to 20 hours per week the 10 hours of FMLA leave equals one-third of a week of
FMLA leave each week, if an employee's work week schedule varies, the average
weekly hours worked during the 12 weeks prior to FMLA leave will be
considered the "normal" work week.
Temporary transfers: An employee may need to be temporarily transferred to
another position to better accommodate the recurring periods of leave. The
alternate position must have equivalent pay and benefits.
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Paid/Unpaid Leave
Leave need not be paid. However, paid vacation or personal leave may be substituted
without limitation, for any FMLA - qualifying purpose:
Family / medical / sick leave: An employee may unilaterally elect to use paid
vacation if FMLA leave is due to birth, placement for adoption or foster care, or
to care for the serious health condition of a family member.
Miscellaneous: FMLA leave entitlement is not reduced by paid leaves, which are
not qualifying, and is not expanded after childbirth simply because multiple
purposes for the leave could each independently support FMLA leave.
Designation of FMLA Leave (or not)
The University designates leave (or portions) as FMLA qualifying or not based on
information obtained from the employee:
Notification / timing: Once paid leave is designated as FMLA leave, the
employee will be notified immediately. If the University requires paid vacation
be substituted for unpaid leave, or that leave must be counted as FMLA leave,
the designation must be made at the time the employee requests or gives notice
of the leave (or as soon thereafter as it is determined that the leave is FMLA
qualified). This designation must be made before the leave starts, unless
sufficient information is unavailable, but never after the leave ends. Leave may
also be retroactively re-designated, but never after the leave ends.
Employee Benefits during Leave: The employee's group health plan coverage
must continue on the same conditions as if continuously employed and the same
benefits must be maintained.
Premium payments: If the leave is paid, employees pay premiums in the manner
customarily used (payroll deduction). If the leave is unpaid, the insurance
premium is due at the same time as if by payroll deduction, or by prepayment in
advance.
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Late payments: If premium payments are more than 30 days late, the University's
obligation to maintain health insurance coverage ceases. If coverage lapses for
late payment, upon employment reinstatement, equivalent coverage/ benefits
/terms will be restored to the employee (without any qualification requirements,
including a preexisting condition waiting period or a wait for the next open
enrollment period)
Recovery of premiums: Any premium payments advanced to an employee
delinquent in the employee‘s payments will be recovered. If an employee fails to
return from unpaid leave after the FMLA leave entitlement has expired, or fails
to remain on the job for thirty (30) days after returning from leave, premiums
that the University paid for maintaining coverage will be recovered (for up to the
entire leave period), unless the employee does not return due to the following
conditions :
o The continuation, recurrence, or onset of an FMLA qualified serious
health condition (medical certification will be required)
o Other conditions beyond the control of the employee as defined in the
"ACT‖
Recovery is limited to premiums paid during appropriate unpaid periods of
leave.
Benefits reinstatement / maintenance: An employee choosing not to retain health
coverage during the leave is entitled to reinstate coverage upon returning, on the
same terms as before, without any qualifying period. Except as required by
COBRA and for key employees, the obligation to maintain health benefits ceases
if and when an employee:
o Informs the University of the employees intent not to return,
o Fails to return, or
o Exhausts the employee FMLA leave entitlement.
Plan amendments: The employee is entitled to any new or changed plan benefits
(including notices) to the same extent as if not on leave.
"Key" Employees: A "key" employee given notice that "substantial grievous
economic injury" would occur if the employee were reinstated, who does not
return, is still entitled to group benefits until:
o The employee advises the University that reinstatement is not desired.
o FMLA leave entitlement is exhausted.
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o Reinstatement is actually denied.
Employment Reinstatement
After FMLA leave, an employee is entitled to the same or equivalent position, with
equivalent benefits, pay and other terms and conditions of employment:
Job qualifications: Upon return to work, an employee must be allowed a
reasonable opportunity to fulfill all job qualifications. ADA may govern
situations in which a physical or mental condition affects abilities.
Pay: An employee must be granted any unconditional pay increase, which
occurred during the leave period.
Benefits: Unless otherwise elected by the employee, benefits must be resumed in
the same manner and at the same levels. FMLA leave is continued service for
purposes of vesting or eligibility to participate in a pension or other retirement
plan.
Position: An equivalent position must include the same working conditions,
privileges, perks and status, and must involve the same or substantially similar
duties and responsibilities, requiring substantially equivalent skill, effort,
responsibility and authority
Limitations: An employee has no greater rights than if leave had not been taken.
An employee hired for a specific term or project need not be restored if the term
or project is over and the employee would not otherwise have continued in
employment. Restoration may be denied to certain "key" employees as well as to
certain employees who fail to provide fitness for duty certificate.
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Key Employees
A salaried employee is a FMLA eligible employee who is among the highest 10% (but
not more than 10%) of all employees. Earnings include wages, premium pay, incentive
pay, and bonuses, but do not include incentives to be valued at some future date, (e.g.,
stock options), benefits, or perks:
Denial of employment reinstatement: Denial of employment reinstatement to a
key employee is a function of a determination that restoration (not the absence)
would cause "substantial and grievous economic injury" to the University's
operations.
Determinations and notices: If the University believes reinstatement may be
denied, an employee must be given written notice of the employee's Key
employee status, at the time FMLA leave is requested or commences.
Employee Notice to the University:
If need for leave is foreseeable : At least 30 days advance notice must be given if
the need is for birth, placement for adoption or foster care, or planned medical
treatment for a serious health condition. If 30 days notice is not practical, notice
must be given as soon as both possible and practical under the circumstances
(normally that would mean at least verbal notice to the human resource
department within 1 or 2 business days after the employee knows of the need).
Failure to meet requirements: Employees failing without reasonable excuse to
give the required 30-days notice may be denied FMLA leave until at least 30days notice is given. It must be clear, however, that:
o The employee has actual notice of the FMLA requirements;
o The need for leave and the approximate date leave would be taken must
have been clearly foreseeable to the employee 30-days in advance.
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If need for leave (or timing) is not foreseeable : The notice should be given as
soon as practicable under the circumstances, normally within no more than 1 or 2
working days of learning of the need for the leave. It should be provided either
in person, or by telephone, telegraph, fax machine or other electronic means. If
the employee is unable to do so personally, it may be provided by the employee's
representative, spouse, family member, etc.
Medical Certification:
University Requests: While the notice to employees of overall medical
certification requirements must be written, the actual request for certification
may be verbal. Along with the request for certification, the employee may be
advised of the anticipated consequences of failure to provide adequate
certification. Reasonable opportunity to present certification will be provided.
Frequency: Certification may be requested whenever reasonably necessary; recertification may be requested at any reasonable interval, but not more often than
every 30 days, unless:
o A leave extension is requested;
o Circumstances have significantly changed since the original certification;
o The University has good reason to doubt the continuing validity of the
certification.
Certification may also be required when an employee alleges inability to return
to work due to a serious health condition (which impacts the University's ability
to recover its share if benefit premiums made on the employee's behalf during
unpaid FMLA leave).
Due date: Unless not practicable under the circumstances (despite diligent good
faith efforts), an employee must provide medical certification within the time
frame requested by the University, or within 15 calendar days, whichever is
later.
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o Employee failure to meet requirements: If leave was foreseeable, leave
may be denied until certification is provided. If not foreseeable,
continuation of leave may be denied if an employee fails to provide
certification within a reasonable time, considering the circumstances.
Reinstatement at the end of leave may be denied until applicable
certification requirements are met.
o Return-to-work certifications (fitness-for-duty reports)
o Conditions: The University requires that all employees who take leave for
their own serious health conditions provide medical certification that the
employee is able to return to work.
Notices to employees: An employee from whom such certification will be
required must also be given specific notice of the requirements at the time leave
is requested or immediately after leave commences.
Miscellaneous: Employment restoration will be denied until employee provides
such certification.
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Section 7030
Holidays & Personal Time
WGU recognizes the importance of leisure time and will observe holidays as annually
designated by Management.
Eligibility
Full-Time and Temporary employees who regularly work at least 40 hours per week are
eligible for holiday pay. Part-Time employees who regularly work at least 20 hours per
week will receive 4 hours of holiday pay for each Holiday recognized by WGU.
To be eligible for holiday pay an employee must work (or be on approved vacation or
leave in active pay status) the last scheduled day immediately before the holiday and
the first scheduled day immediately after it. Holiday pay will not be approved when it
is the employee's last day of employment or the employee is scheduled to work and is
absent without excuse.
Schedule
Currently the following holidays are observed:
New Year's Day
Martin Luther King Day
President's Day
Memorial Day
Independence Day
Labor Day
Thanksgiving (2 days)
Christmas Day
Two Personal Holiday, accrued on employment anniversary date
Holidays on Weekends and During Vacations
If a holiday falls on a weekend, it may be observed, at Management's discretion, either
the Friday before or the Monday after the holiday. If a holiday observed by the
University occurs during an employee's scheduled vacation, it will not be counted
against the employee‘s vacation bank.
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Working Holiday
Business necessity may require scheduling employees to work on University holidays.
Employees required and approved to work on scheduled holidays will receive a
personal day to be used within the same pay period (either before or after the holiday).
Unused Holidays will be lost and cannot be carried past the pay period in which it
occurred.
Other Personal Time Off
The University allows employees personal time off for religious observance, events of
personal significance, or for business that cannot be taken care of outside of work hours.
Employees needing personal time off may use:
Personal days; (The University allows eligible employees to use a personal day
for any purpose, however it is non-accruing and must be used during the year or
it will forfeited. These personal days must be scheduled with Management's
prior approval. Employees are entitled to 2 days per year for personal time off.)
Accrued vacation days; or
Unpaid time off in limited circumstances and with Management's permission.
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Section 7040
Jury, Witness and Voting Leave
Employees are encouraged to fulfill their civic responsibilities by serving jury or
witness duty and voting in public elections.
Jury and Witness Duty:
Eligibility: All employees are eligible for court-ordered witness or jury leave.
Pay: Full-Time employees will be paid at their regular base rates for up to 10
days of jury or witness duty in any calendar year. Paid jury and witness leave are
in addition to paid vacation or other leave.
Non-Paid Leave: Part-Time employees and Full-Time employees who have not
completed 90-days of employment their Initial Employment Periods do not
qualify for paid jury leave unless otherwise required by applicable law. In those
instances or where paid leave has been exhausted, employees may take unpaid
leave or use accrued vacation or personal leave as appropriate.
Procedure: Employees must immediately provide Human Resources with copies
of court notices. Jury or witness pay and leave will not be authorized without
prior documentation. Employees are expected to check in daily with their
supervisor and provide updates of their availability for work.
Breaks in Duty: Employees should report to work on any business days that the
court schedule permits or if released from court early.
Time off to Vote
Employees whose work schedules do not allow them opportunity to vote in elections
may receive up to 2 hours of unpaid time off to vote. Voting time must be scheduled at
the beginning or end of the employee's workday and requires Management's
authorization. Time off to vote should be requested at least one day prior to Election
Day to minimize disruption of operations.
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Section 7050
Leave Policy (non-FMLA)
Regular full- and Part-Time employees can take time away from work for family,
medical, personal, and other reasons. WGU realizes that personal obligations and
unexpected circumstances can prevent you from working full time. WGU optionally
provides leaves of absence so that you can attend to personal matters and return to
work as soon as possible.
Understanding leaves of absence:
Notify your manager as soon as possible when you plan to be away from work.
WGU compensates you during specific leaves of absence (such as family medical
leave and jury duty.) WGU optionally grants but does not pay for personal
leaves of absence.
If you work Part-Time, WGU does not pay for a leave of absences.
Report leaves of absence in WGU time and attendance software application
After you complete a leave of absence (with the exception of a personal leave of
absence), return to your former job or a comparable position unless the position
does not exist for reasons unrelated to your leave of absence.
Taking a leave for VISA expiration
Staff member:
o Cannot receive an extension on work authorization for reasons beyond
The University and your control;
o Explains VISA situation to manager as soon as possible; and
o Understands that healthcare and vesting options are unavailable during
leave due to VISA expiration.
Manager: Contacts Human Resources about staff member VISA expiration.
Human Resources:
o Optionally provides an unpaid leave of absence; and
o Reinstates work benefits as soon as you receive work authorization.
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Taking a personal leave of absence
Staff member:
o Requests unpaid leave of absence from manager for personal reasons;
 Explains the need for personal leave;
 Suggests a specific return date; and
 Understands that manager might refuse request for personal leave.
o Can continue healthcare benefits at personal expense during leave;
o Understands that car allowance and vesting privileges do not continue
during an unpaid personal leave of absence
Manager:
o Approves or rejects staff member request for personal leave of absence
based on business needs and your performance; and
o Forwards staff member request for leave of absence to Human Resources.
Human Resources: Discontinues healthcare and other benefits during personal
leave of absence.
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Section 7060
Military Leave
Employees who are inducted into the U.S. (or state) Armed Forces or who are reserve
members of the U.S. (or state) Armed Forces will be granted leaves of absence for
military service, training or other obligations in compliance with state and federal laws
(USERRA). During such leave, these employees may use accrued vacation and/or
floating holidays, but are not required to do so. At this time, WGU does not
supplement military income during times of active duty or training.
At the conclusion of the leave, employees generally have the right to return to the same
position held prior to the leave or to positions with equivalent seniority, pay and
benefits.
Employees are requested to notify their supervisors as soon as they are aware of the
military obligation.
Questions regarding the University‘s military leave policy, applicable state and federal
laws and continuation of benefits should directed to Human Resources.
For more detailed information on military service, please refer to Appendix B of this
Handbook.
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Section 7070
Sick Leave
It is critical to WGU operations that every employee be dependable and on the job.
However, Management recognizes that an employee or immediate family member may
occasionally be temporarily injured or ill. The sick leave policy is designed to provide
protection to eligible employees against loss of income during unavoidable absences.
Eligibility
Full-Time Employees are eligible for paid sick leave. At Management's
discretion, authorized absences without pay may also be granted to Full-Time
employees who have no accrued leave available.
Part-Time Employees are not eligible for paid sick leave but may take unpaid
absences as approved by Management.
Temporary Employees are not eligible for paid sick leave but may take unpaid
absences as approved by Management.
Accrual
Full-Time employees accrue sick leave immediately. No sick leave may be used until it
is accrued and sick leave will not accrue during an unpaid leave of absence:
Rate: Sick leave is accrued at a rate of 1.85 hours per pay period (or 6 days/12
month period).
o Maximum Accrual and Carryover: Employees may carryover unused sick
days and accumulate a maximum of 30 days of sick leave. Days in excess
of 30 will be lost.
Unused Accrued Days
Unused sick days may not be traded for cash or vacation days. Additionally, employees
are not paid for accrued sick days at termination.
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Use of Sick Leave
Sick leave is intended to provide income protection in the event of the illness or injury
of an employee or member of his/her immediate family, which includes a spouse,
children, stepchildren, or parent.
Recordkeeping:
Exempt Employees: In adopting the most conservative approach to ensure
compliance with the Fair Labor Standards Act, sick leave deductions will be
charged against an Exempt employee's accrued leave in at least 1/2 day
increments.
Non-Exempt Employees: Accrued leave for Non-Exempt employees will be
charged for both partial and whole day absences.
Employees with No Accrued Leave:
o Exempt Employees: As allowed by applicable law.
o Non-Exempt Employees: Pay deductions may be made for full or partial
day(s) absences of Non-Exempt employees who have no paid leave
available.
Physician Certification
During any medical absence, the University may request written certification of the
illness or injury from the employee's physician. Periodic re-certification may also be
required. Additionally, a verification or release by a health care provider may be a
condition of returning to work. The University also reserves the right to require that an
employee be examined by a physician of its choice as allowed by law.
Abuse of Sick Leave
Employees who abuse sick leave policies or misrepresent the reasons for using sick
leave will be subject to corrective action up to and including termination.
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Section 7080
Vacation
WGU recognizes that time away from work to rest, relax, and pursue personal interests
is important. Therefore, paid vacation days will be provided to eligible employees.
Eligibility
Full-Time Employees are eligible for paid vacation leave.
Part-Time Employees are not eligible for paid vacation leave.
Temporary Employees are not eligible for paid vacation leave.
Accrual:
Based on Actual Time Worked: Vacation time is allowed based on actual time
worked and is not allowed during unpaid leaves, workers compensation leaves,
or layoffs.
Based on Length of Service: Vacation days are allowed immediately but may not
be taken until they are earned in accordance with the following schedule:
o 1st year of service: 10 vacation days
 Allowed per pay period: 3.077 hours
o 2nd year of service: 13 vacation days
 Allowed per pay period: 4.000 hours
o 3rd year of service: 15 vacation days
 Allowed per pay period: 4.6200 hours
o 4rd year of service: 18 vacation days
 Allowed per pay period: 5.54 hours
o 5th year of service and thereafter: 20 vacation days
 Allowed per pay period: 6.154 hours
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Carry Over
Employees are encouraged to use their vacation leave during the year it is earned but
may be carried over into the following year. Unless otherwise required by applicable
law, the amount of vacation carried over may not exceed the amount of vacation leave
earned in the prior year.
In year two: maximum allowed is 104 hours
In year three: maximum allowed is 120 hours
In year four: maximum allowed is 144 hours
In year five and there on: maximum is 160 hours
Allowed vacation is based on each individual‘s anniversary year.
Scheduling
Vacation time should be requested as early in advance as possible. All requests are
subject to Management approval based upon operating requirements and staffing
considerations.
Duration
Vacation time must be taken in at least 1/2 day increments and may generally be
scheduled up to 2-week periods. Exempt employees who have yet to qualify for or
accrue paid leave or who have used all of their applicable accrued leave may have their
salaries reduced for full day absences due to personal reasons or because of illness or
injury.
Long-term employees with more than ten days of accrued vacation time are requested
to schedule vacation periods no longer than two regular work weeks. Vacations
extending beyond two weeks may be allowed with Management approval.
Pay for Unused Vacation:
Current Employees: No payments will be made for unused vacation.
Terminated Employees: Terminating employees will be paid for all accrued
vacation time.
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Chapter 8000
Travel and Expenses
8010 Control of Expenses and Reimbursement
8020 Expense Reimbursement Policies
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Section 8010
Control of Expenses and Reimbursement
Employees should play a strong role in controlling expenses of products and services
used in business related activities. All expenses must be approved in advance by
Management and itemized receipts or evidence of expenditures must be submitted with
all reimbursement requests. Employees should contact their supervisor or the Finance
department for detailed information and procedures for receiving reimbursement (See
Expense Reimbursement Policies.)
Abuse of Expense Policy
Employees who abuse the expense policy, including falsifying or exaggerating expenses
and incurring unnecessary and excessive expenses, will be subject to corrective action
up to and including termination. Unnecessary, unauthorized, and/or unreasonable
expenses will not be reimbursed and will be the personal responsibility of the
employee.
Business Entertainment and Gifts
Providing nominal business entertainment, meals, and gifts to customers or potential
customers may be useful to establish or enhance working relationships. However, prior
authorization must be obtained and spending and reimbursement guidelines met
before reimbursement will be made. Employees should contact their supervisor for
authorization and further information.
Business Travel
Employees will be reimbursed for all actual and reasonable travel expenses, including
transportation, meals, and lodging costs provided such expenses are incurred in the
authorized conduct of University business. All business travel must be approved in
advance and employees are responsible for securing reasonable and cost effective travel
arrangements. Employees should contact their supervisor for travel guidelines and
reimbursement procedures.
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Education and Development
Employees are encouraged to continue their education in order to maintain and
enhance current skills and to prepare themselves for advancement opportunities.
Consequently, University educational assistance will be offered to employees pursuing
degrees or certificates from the University. Full time employees are eligible for a 75%
discount on tuition if they remain on SAP, if not a 50% discount is available.
To be eligible for this benefit, you must have worked full time for the University at least
6 months prior to starting your degree and must commit to stay with the University at
least one year after you receive your degree. Part time employees must have worked an
equivalent of 6 months full time work to be eligible for a discount.
Participation in Professional and Other Organizations
Membership and participation in professional organizations can be important in
promoting employee development and WGU‘s business interests. Professional
memberships and related expenses may be reimbursed with the advance approval of
Management. Employees should contact their supervisor for reimbursement guidelines
and procedures.
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Section 8020
Expense Reimbursement Policies
Purchases/Expenditures
All purchases and/or expenditures greater than $200 must be approved in advance by
the appropriate WGU supervisor and the finance department. An Expenditure
Approval form should be completed including the appropriate approval signatures for
all requested expenditures.
For reimbursement of out of pocket expenses, an expense report must be completed and
signed for all reimbursable expenses. All expenses must be accompanied by original
receipts.
Contractual Agreements
All contractual agreements entered into between WGU and outside parties must be
reviewed and approved by WGU‘s legal counsel and finance department. This approval
needs to occur before outside contractors engage in any work for WGU. Independent
contractors will not be paid until a signed contract & W9 are returned to the University.
General Guidelines – Travel
While WGU wants employees to be comfortable and appreciates each employee‘s
willingness to travel, it is very important that employees do all they can to minimize
travel and other expenses. Further, WGU reserves the right to determine, on a case-by
case basis, which expenses are justified, and therefore reimbursable. Misrepresentation
or abuse in relation to WGU‘s expense and reimbursement policies is very serious and
may result in disciplinary action or termination of employment. WGU reserves the right
to modify this policy at any time, with or without notice.
For reimbursement of out of pocket travel expenses, an expense report must be
completed and signed for all reimbursable expenses. All out of pocket expenses as well
as expenses charged to corporate American Express, cards must be accompanied by
actual receipts. Tips do not require a receipt but must be listed separately on the
Expense Reimbursement Request form.
For budgetary and timely accounting purposes, expense reports should be submitted to
the finance department with appropriate supporting documentation within ten
business days after the conclusion of the travel. Any expenses received later than these
guidelines state may not be paid.
Business Travel-Time Compensation:
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Non-Exempt Employees: In compliance with wage and hour laws, Non-Exempt
employees will be compensated at their regular hourly rate (or overtime rate as
applicable) for time spent traveling that is within their regularly scheduled work
hours, including corresponding hours on non-workdays (e.g., weekends).
However, Non-Exempt employees will not be compensated for travel time,
which occurs outside of their regularly scheduled work hours. When traveling
outside of regularly scheduled working hours, Non-Exempt employees should
not perform any work unless specifically authorized by WGU.
o Example: An employee is regularly scheduled to work 8:00 am to 5:00 pm
Monday to Friday. On a Saturday, the employee takes a 3 PM MT flight to
New York, arriving at 7 PM MT. The employee will be paid for the two
hours of travel time (3 to 5 pm) that occurred during the employee‘s
regular working hours (8 to 5 pm), regardless of the fact that the employee
does not usually work on Saturdays. The employee then takes a return
flight the following Tuesday at 2 PM ET, arriving at 6 PM ET. The
employee is paid for the 3 hours (2 to 5 pm) of travel time that occurred
during the employee‘s regularly scheduled working hours.
Travel time, as used above, includes (as long as it occurs during the employee‘s
regular working hours): actual travel time (includes auto, plane, train, and bus),
time spent waiting at airports, depots, etc., and travel to and from airport and
hotel\client. Travel time, as used above, does not include travel to and from the
employee‘s home and the airport.
Please be aware that WGU will generally make adjustments to the above policy
so that employees are not penalized for making business trips. Please contact
Human Resource Manager if you have any questions about this policy.
Exempt Employees will receive their regular salary regardless of their traveling
schedule.
Airfare
Employees should attempt to get the lowest fare possible. Employees should make all
travel arrangements through WGU‘s authorized travel agencies. WGU will pay for
airfare for coach class travel only. Upgrades to first class will require use of personal
frequent flyer upgrades.
Ground Transportation
Public transportation should be utilized whenever practical while on WGU business. If
unavailable or impractical, WGU will pay or reimburse for other ground transportation
costs including taxi, bus, and rental car (including fuel.)
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Mileage
WGU will reimburse employees for mileage for business use of personal vehicles. WGU
will reimburse employees at the current rate allowed by State & Federal laws. Proper
documentation for reimbursement should include date, destination, business purpose,
and miles driven. It is important that employees are specific about the business purpose
of each trip. It is also important to note that if you leave from home, you will only be
reimbursed for the difference in mileage between the WGU offices and your
destination. For example, if you are 20 miles from the office and you drive 30 miles
from your home for business, you will be reimbursed for 10 miles.
Airport Parking
WGU encourages all employees to seek the lowest cost of parking, i.e., long-term or
park and jet. Short-term parking is acceptable as needed to make flight schedule.
Hotel
WGU will reimburse for reasonable hotel rates at mid-range hotels. All food and
beverage costs charged on hotel bill should be listed separately under meals. WGU will
not reimburse for personal items such as movie charges or laundry (unless required by
unexpectedly extended travel.) Parking should also be listed separately under ground
transportation and parking on the reimbursement form.
Conference/meeting lodging will reimbursed at the single occupancy room rate
established by the meeting/conference host.
Meals & Entertainment
WGU will reimburse based on original receipts only not to exceed allowable ceilings
below. If entertaining, an exception may be made to this policy. Costs related to
entertainment must be accompanied by an actual receipt, which includes names of
people attending, and the business discussed. Alcoholic drinks are not reimbursable.
The daily meal allowances are as follows:
Breakfast: $10 per day
Lunch: $15 per day
Dinner: $25 per day
Telephone
WGU will allow the employee to make one telephone call home per night of travel.
These personal calls should be of reasonable duration. When prior authorization is
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obtained WGU will reimburse employees for long-distance business calls made from
their homes as long as a copy of the bill is provided.
Day-Timer Filler
WGU will reimburse employees for their annual day-timer filler.
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Appendix A:
Family Educational Rights and Privacy Act
Who is Protected Under FERPA?
Current or formerly enrolled students are protected under FERPA. Students are
considered to be enrolled and in attendance as of the first day of a term. Students who
have applied but have not attended are not protected.
What Are Education Records?
Education records are defined as records, files, documents, and other materials in
handwriting, print, tape, film, electronic, or other media that contain information that
are directly related to a student and are maintained by Western Governors University
(WGU) or a party acting for WGU. Education records do not include post-attendance
records, employment records, medical records, and records possessed by the maker
only.
What Rights Do Students Have?
Students have the right to:
Inspect and review their education records,
Request amendment to their education records,
Consent to disclosures of non-directory information, except to the extent that
FERPA authorizes disclosure without consent, and
File a complaint with the U.S. Department of Education concerning alleged
failures by WGU to comply with FERPA requirements.
How Can Students Access Their Records?
Students may access their records by providing a signed, written request to Western
Governors University Records office. The request should identify, as precisely as
possible, the records the student wishes to inspect. Copies of records will be sent to the
student within 45 days. A fee of $.50 per page may be assessed for copying educational
records.
How Can Students Amend Their Records?
Students have the right to request that their records be amended if they believe the
content is inaccurate, misleading, or in violation of their privacy rights. Students should
write the Director of Records identifying the part of the education record they want
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changed and specifying why it is inaccurate or misleading. Students will be sent a
response within 30 days of receipt of the written request. If the request is granted, the
amendment will be made. If the university decides not to amend the record as
requested, students have a right to a formal hearing on the matter and will be informed
about procedures to request a hearing. Students must make the request for a formal
hearing in writing to the Director of Records within ten school days of the denial of the
request.
Note: The right to challenge grades does not apply under FERPA unless the grade
assigned was inaccurately recorded, under which condition the record will be corrected.
To Whom May Records Be Released without Written Consent?
WGU will disclose information from a student's education records only with the written
consent of the student, except in the following cases:
To the Student
To anyone if the university has obtained the prior written consent of the student,
(The student must complete and submit the Consent Form for the Release of
Information to the Director of Student Records to establish written consent.)
To anyone in response to requests for directory information (see below)
To university employees who have a legitimate educational interest in the
records
To officials from other colleges or universities in which a student seeks or
intends to enroll
To certain officials of the U.S. Department of Education, the Comptroller
General, and state and local educational authorities, and Department of Veterans
Affairs in connection with certain state or federally supported education or
assistance programs
To agencies or individuals requesting information in connection with a student's
application for, or receipt of, financial aid, as necessary to determine the
eligibility, amount, or conditions of the financial aid, or to enforce the terms and
conditions of the aid
To agents acting on behalf of the university (e.g., clearinghouses,
degree/enrollment verifiers)
To 3rd party service providers who are under contract to provide educational
services to the university
To organizations conducting certain studies for or on behalf of the University
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To accrediting organizations to carry out their functions
To parents/legal guardians when their children (under age 21) are found to have
violated the alcohol or drug policy of the institution (Warner Amendment)
To comply with a judicial order or a lawfully issued subpoena
To an alleged victim of any crime of violence or the results of a disciplinary
action regarding the alleged perpetrator of that crime with respect to that crime
To anyone requesting the final results of a disciplinary hearing against an alleged
perpetrator of a crime of violence or non-forcible sex offense (Foley Amendment)
To the Immigration and Naturalization Service (INS) for purposes of the
Coordinated Interagency Partnership Regulating International Students
To military recruiters who request ―Student Recruiting Information‖ for
recruiting purposes only (Solomon Amendment). Student Recruiting
Information is name, address, telephone listing, age (or year of birth), level of
education, and major (conditions exist)
To the Internal Revenue Service (IRS) for purposes of complying with the
Taxpayer Relief Act of 1997
To appropriate parties to protect the health and safety of students and other
persons or to assist in resolving an emergency
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What is Directory Information?
Directory information is information contained in a student‘s education record that is
available to the public and does not require the student‘s written consent. As mandated
under FERPA, directory information can never include student ID number, social
security number, race, ethnicity, nationality, or gender.
Directory information at WGU includes the following information:
Student Name
Student address and telephone number(s)
Email address
Hometown of students
Class level
Enrollment status (full or part time) and current status
Program of study
Degrees and/or certificates earned including conferral dates
Dates of attendance
Names of previous institutions attended
Awards and honors
Expected date of graduation
Age
How Can Students Restrict Disclosure of Directory Information?
Currently enrolled students may request that the institution not release any directory
information, and the institution must comply with the request. To restrict the release of
information, the student must complete a Request to Prevent Disclosure of Directory
Information form to be returned to the Records Office at Western Governors
University. Directory information will then be withheld indefinitely until the Records
Office receives in writing a revocation of the request for nondisclosure.
Students who wish to restrict directory information should realize that restricting this
important information will make it unavailable to all, including employers, loan
agencies, scholarship committees, university publications and government and
licensing agencies. Usually, it is to a student‘s advantage to have directory information
available to these important constituents.
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When dealing with a student who is also an employee you should not discuss the
employee-student record or their behavior with other internal employees. You are not
to report issues or concerns with the employee-students manager. Likewise, employeestudents should be respectful of their relationship and not attempt to exert undue
influence because of their internal knowledge or employment status.
Where Can I Get More Information About FERPA?
Family Policy Compliance Office
U.S. Department of Education
400 Maryland Avenue SW
Washington, D.C., 20202-4605
www.ed.gov/offices/OM/fpco
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Appendix B:
Military Service
Procedure / Guidelines:
Temporary (Two-Week) Military Leave
In addition to the rights and benefits provided to employees taking Extended Military
Leave (as described in this policy), eligible employees who must be absent from their
job for a period of not more than ten working days each year in order to participate in
temporary military duty are entitled to as many as ten days unpaid military leave. All
benefits will continue during an employee‘s temporary military leave.
All Other (Extended) Military Leave
Employees directed to participate in extended military duties in the U.S. Armed Forces
that exceed ten working days will be placed on an unpaid military leave of absence
status for a period of as long as five years and will be entitled to the rights and benefits
described below, subject to the procedures outlined below.
Procedures for All Military Leave
1) The employee will provide his or her immediate supervisor with notice that
the employee will be engaging in military service, including, where feasible, a
copy of the orders directing the military duty, unless the employee is
prevented from doing so by military necessity. Employees are requested to
provide such notice within 30 days of active military service. Failure to
provide adequate notice may render the employee ineligible for the rights
and benefits described in this policy.
2) To request a temporary or extended military leave of absence, the employee
should, unless prevented from doing so by military necessity, obtain a
Request for Leave of Absence Form from Human Resources.
3) Human Resources will review and sign the Request for Leave of Absence
form, collect any applicable insurance premiums from the employee, generate
other applicable documents, and process accordingly.
4) Employees on temporary or extended military leave may, at their option, use
any or all accrued paid vacation or personal leave during their absence.
5) When the employee intends to return to work, he or she must make
application for reemployment to Human Resources within the application
period set forth below.
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6) If the employee does not return to work, the supervisor must notify Human
Resources so that appropriate action may be taken.
Benefits:
If an employee is absent from work due to military service, benefits will continue as
follows:
An employee on extended military leave may elect to continue group health
insurance coverage for the employee and covered dependents under the same
terms and conditions for a period not to exceed 31 days from the date the
military leave of absence begins.
The employee must pay, per pay period, the premium normally paid by the
employee. After the initial 31 day period, the employee and covered dependents
can continue group health insurance up to 24 months at 102% of the overall (both
employer and employee) premium rate.
Beginning after the first 31 days of military leave, group health insurance
coverage for an employee and/or an employee‘s covered dependents will run
concurrently with applicable health insurance coverage under COBRA.
The group term life/AD&D insurance provided by the University will terminate
the day the employee becomes active military.
The group long-term disability insurance provided by the University will
terminate the day the employee becomes active military.
Employees do not accrue vacation, personal leave, or sick leave while on military
leave of absence status.
With respect to the University‘s retirement plan, upon reemployment, employees
who have taken military leave will be credited for purposes of vesting with the
time spent in military service and will be treated as not having incurred a break
in service.
Immediately upon reemployment, the employee may, at the employee‘s election,
make any or all employee contributions that the employee would have been
eligible to make had the employee's employment not been interrupted by
military service.
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Such contributions must be made within a period that begins with the
employee's reemployment and that is not greater in duration than three times the
length of the employee's military service.
Employees will receive all associated University match for such contributions.
Voluntary supplemental life/AD&D insurance will terminate the day the
employee becomes active military. Converting to an individual policy may
continue voluntary dependent life insurance coverage. To exercise this
conversion option, dependents must submit a written application and the first
premium payment within 31 days immediately following the termination of
coverage.
Reemployment:
Upon an employee's prompt application for reemployment (as defined below); an
employee will be reinstated to employment in the following manner depending upon
the employee's period of military service:
Less than 91 days of military service - (i) in a position that the employee would
have attained if employment had not been interrupted by military service; or (ii)
if found not qualified for such position after reasonable efforts by the University,
in the position in which the employee had been employed prior to military
service.
More than 90 days and less than 5 years of military service - (i) in a position that
the employee would have attained if employment had not been interrupted by
military service or a position of like seniority, status and pay, the duties of which
the employee is qualified to perform; or (ii) if proved not qualified after
reasonable efforts by the University, in the position the employee left, or a
position of like seniority, status and pay, the duties of which the employee is
qualified to perform.
Employee with a service-connected disability - if after reasonable
accommodation efforts by the employer, an employee with a service-connected
disability is not qualified for employment in the position he or she would have
attained or in the position that he or she left, the employee will be employed in
(i) any other position of similar seniority, status and pay for which the employee
is qualified or could become qualified with reasonable efforts by the University;
or (ii) if no such position exists, in the nearest approximation consistent with the
circumstances of the employee's situation.
Application for Reemployment:
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An employee who has engaged in military service must, in order to be entitled to the
reemployment rights set forth above, submit an application for reemployment
according to the following schedule:
If service is less than 31 days (or for the purpose of taking an examination to
determine fitness for service) - the employee must report for reemployment at
the beginning of the first full regularly scheduled working period on the first
calendar day following completion of service and the expiration of eight hours
after a time for safe transportation back to the employee's residence.
If service is for 31 days or more but less than 180 days - the employee must
submit an application for reemployment with Human Resources no later than 14
days following the completion of service.
If service is over 180 days - the employee must submit an application for
reemployment with Human Resources no later than 90 days following the
completion of service.
If the employee is hospitalized or convalescing from a service-connected injury the employee must submit an application for reemployment with Human
Resources no later than two years following completion of service.
Exceptions to Reemployment:
In addition to the employee's failure to apply for reemployment in a timely manner, an
employee is not entitled to reinstatement as described above if any of the following
conditions exist:
1) The University‘s circumstances have so changed as to make reemployment
impossible or unreasonable
2) The employee's employment prior to the military service was merely for a
brief, non-recurrent period and there was no reasonable expectation that the
employment would have continued indefinitely or for a significant period.
3) The employee did not receive an honorable discharge from military service.
General Benefits upon Reemployment
Employees reemployed following military leave will receive seniority and other
benefits determined by seniority that the employee had at the beginning of the military
leave, plus any additional seniority and benefits the employee would have attained,
with reasonable certainty, had the individual remained continuously employed.
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In addition, an employee‘s time spent on active military duty will be counted toward
their eligibility for FMLA leave once they return to their job at XYZ.
Documentation
An employee's manager will, upon the employee's reapplication for employment,
request that the employee provide The University with military discharge
documentation that establishes the timeliness of the application for reemployment and
length and character of the employee's military service.
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Appendix C:
Drug and Alcohol Testing Policy
I.
GENERAL STATEMENT: Western Governors University (―the University‖)
believes that a healthy and productive workplace, safe working conditions free from the
effects of drugs and alcohol, and maintenance of the quality of products produced and
services rendered by the University, are important not only to the University but also to
its employees and the general public. The University further believes that the abuse of
drugs and alcohol creates a variety of workplace problems, including increased injuries
on the job, increased absenteeism, increased financial burden on health and benefit
programs, increased workplace theft, decreased productivity, and a decline in the
quality of products and services. Therefore, the University hereby adopts this Policy for
the testing of employees and prospective employees for use of drugs and alcohol.
II.
DEFINITIONS: For purposes of this Policy:
(1)
"Alcohol" means ethyl alcohol or ethanol.
(2)
"Drugs" means any substance recognized as a drug in the United States
Pharmacopeia, the National Formulary, the Homeopathic Pharmacopeia, or other drug
compendia, or supplement to any of those compendia. This includes, without
limitation, narcotics, hallucinogenics, depressants, stimulants or other controlled
substances, including those prescribed by a physician.
(3)
"Employee" means any person in the service of the University for
compensation of any kind.
(4)
"Prospective employee" means, for purposes of testing for illegal drugs,
means any person who has made application for employment with the University and,
for all other testing purposes, means an person who has received an offer of
employment but has not yet commenced employment.
(5)
"Sample" means urine, blood, breath, saliva, or hair.
III.
USE OF DRUGS OR ALCOHOL:
A.
It shall be a violation of University policy for an employee to:
(1)
Use, sell, or possess alcohol in any amount or any drugs not
required by a physician's prescription on University premises or at any
time during working hours; or
(2)
Use alcohol or non-prescribed drugs off University premises or
during non-working hours where such use might, in the University's
judgment, impair the employee's work performance or otherwise
jeopardize the University's interests as described in this Policy.
B.
Prospective employees who have used any alcohol or non-prescribed
drugs at any time such as to indicate a positive result when tested may be denied
employment. Such individuals (or those refusing to sign the consent/release form
provided by the University in connection with testing under this Policy) will not be
reconsidered for employment for a period of six months or such other period as the
University may in its discretion determine. Individuals who subsequently reapply for
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employment will again be required to sign the aforementioned consent/release form
and submit a sample for testing under this Policy.
C.
The use by an employee or prospective employee of any drugs prescribed
by a physician, in accordance with such prescription, will not be the basis for action by
the University under paragraph V. below, unless such use might, in the University's
judgment in consultation with appropriate medical officials, impair the individual's
work performance, create a direct threat to safety or otherwise jeopardize the
University's interests as described in this Policy. In such cases, the University will
attempt to accommodate the individual's medical needs to the extent reasonably
consistent with the University's best interests.
IV.
TESTING: The University may test employees or prospective employees for the
presence of drugs or alcohol, in accordance with the provisions of this Policy and
applicable law, as a condition of hiring or continued employment. Pre-offer prospective
employees will only be tested for use of illegal drugs. This Policy extends to the testing
of management on a periodic basis.
A.
The University may require the collection and testing of samples for the
following purposes:
(1)
investigation of possible individual employee impairment;
(2)
investigation of accidents in the workplace or incidents of workplace theft;
(3)
maintenance of safety for employees or the general public;
(4)
maintenance of productivity, quality of products of services, or security of
property or information; or
(5)
whenever the University, in its judgment, determines that such testing is
in the University's best interests and not prohibited by applicable law.
B.
Any testing under this Policy shall occur during or immediately after the
regular work period of current employees and shall be deemed work time for purposes
of compensation and benefits for current employees.
C.
The University shall pay all costs of testing, including transportation if
necessary if testing is conducted off-site.
D.
Testing Procedures.
(1)
The collection of samples shall be performed under reasonable and
sanitary conditions with due regard to the privacy of the individual being tested.
(2)
Samples shall be collected and tested in a manner reasonably calculated to
prevent substitutions or interference as well as to avoid contamination or adulteration.
Samples shall be properly labeled to avoid erroneous identification of test results.
(3)
Testing shall conform to scientifically-accepted analytical methods and
procedures and shall include verification or confirmation of any positive test result by
gas chromatography-mass spectroscopy, or other comparably reliable analytical
method, before the test shall be used for any adverse employment action.
(4)
The person tested shall have the opportunity to provide notification of
any information he or she deems relevant to the test, including identification of
currently or recently used prescription or non-prescription drugs, or other relevant
medical information.
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V.
UNIVERSITY ACTION. Upon receipt of a certified or confirmed positive drug
or alcohol test result which indicates the use of drugs or alcohol as described in
paragraph III above, or upon the refusal of an employee or prospective employee to
provide a sample or to sign the consent/release form described in paragraph III above,
the University may use that test result or refusal as the basis for disciplinary,
rehabilitative or other actions, which may include the following:
A.
A requirement that the employee enroll in a University-approved
rehabilitation, treatment, or counseling program, which may include additional drug or
alcohol testing, as a condition of continued employment;
B.
Suspension of the employee with or without pay for a period of time;
C.
Termination of employment;
D.
Refusal to hire a prospective employee; or
E.
Any other action consistent with University policy or procedure, or which
the University in its judgment otherwise determines to be in the best interests of the
University.
VI.
CONFIDENTIALITY.
A.
All test results, reports or other information received by the University
through its testing under this Policy are confidential and will not be disclosed except as
follows:
(1)
in connection with any action taken by the University as described in paragraph V
above;
(2)
in defense of any claim made or action brought against the University; or(3)
as otherwise provided or allowed by applicable law.
B.
The information described in the foregoing subparagraph A shall be the
property of the University.
VII. NOTICE. This Policy, and any subsequent changes hereto, shall be distributed to
employees and be available for review by prospective employees.
VIII.
MISCELLANEOUS.
A.
The University may in its discretion change this Policy at any time. Any
such changes, however, shall be applied prospectively only.
B.
Neither this nor any other policy of the University constitutes a contract
for continued employment and no such agreement is expressed or implied.
I have received and reviewed a copy of the foregoing Drug and Alcohol Testing
Policy.
Employee or Prospective Employee_____________________________
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