EMPLOYEE MANUAL
Supervisory
Training
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OBJECTIVES
This training will provide supervisors with:
 A preview of the Employee Manual prior to
employee distribution
 A review of key sections and policy changes
 Examples of practical situational applications
of some of the provisions in the manual
 Information on whom to contact in HR for
questions on the manual and policy
interpretation
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EMPLOYEE MANUAL
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Employee Friendly
Ease of Use
Official Copy – HR Web Site
Hard copies – Plan for every 5 years
Training – Required for supervisors
Manual dissemination and information sessions
are required for staff, separate union/non-union
groups
Acknowledgement of Receipt of Manual and
Confidentiality Agreement for File
Disclaimer
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Every Page – “Subject to Disclaimer”
Official Disclaimer on Inside Cover
Purpose of Disclaimer
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Preserve “At Will Status” of non-union employees
No implied contract (legal necessity)
Temple can change at any time
If a heading in this PowerPoint that is bolded
and underlined, please refer to individual
Collective Bargaining Agreement for specific
policies regarding these sections.
Employee Manual Information Search
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Please answer the questions assigned to you by
reviewing the Employee Manual
Cite the Manual section number and page
You will have 20 minutes to research the answers
This activity is designed to
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familiarize you with the content and organization of the Manual
highlight changes
Illustrate typical situations that would require familiarity with and
application of the policies
Group Questions
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Group #1
Group #2
Group #3
Group #4
1, 5, 9, 13, 17
2, 6, 10, 14, 18
3, 7, 11, 15, 19
4, 8, 12, 16, 20
1.0 Introduction
Question #1 – Manual Applies to:
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1.1 Welcome to Temple University
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1.2 About Your Employee Manual
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a letter from David Adamany
Policies and procedures apply to all faculty and
staff (including student workers and
volunteers)
Applicable CBAs supersede any inconsistent
provision
Employees are required to learn procedures in
manual and abide by them
If not eligible for benefits (student workers,
volunteers, part-time employees), those
sections do not apply
Question #2 – Student Worker Hours
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During the Fall and Spring semesters
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During breaks and summer
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International Students
 No more than 20 hours/week during the semester
All other students
 40 hours/week
 If more than 34 hours, may be subject to Social Security
withholding tax
40 hours
If not enrolled in courses, may be subject to Social Security
Student workers are eligible for all legally mandated
benefits such as Workers’ Compensation insurance, but
not eligible for TU’s other benefits programs.
Question #3 – Forms Required of New
Employees
4.0 Starting Your Job
 4.1 Employment Applications and other
Forms
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Application
Standard forms
Acknowledgement of Receipt of Employee Manual
Confidentiality Acknowledgment
 All employees must sign/submit
4.0 Starting Your Job
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4.4 Pre-Employment Health Assessments
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4.5 Employment Eligibility
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Workers compensation protocol
only for baseline
Must provide identity and employability
documentation within 3 days
Suspended/Terminated – paid minimum wage for any
hours worked
New hire when documentation provided IF position
still available
4.0 Starting Your Job
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4.6 Identification Cards
– Required to present when entering buildings or
when asked by Temple Security
– Lost ID notify HR immediately/replacement fee may
be charged
– Returned when employment ends
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4.7 New Employee Orientation
– Mandatory
– All current employees will have orientation on
manual
Question #4 – Work Hours for 40 hour
Administrative Specialist
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8:00 to 5:00, 8:30 to 5:30, 9:00 to 6:00
Lunch hour does not count toward 40 hours
We recommend a one hour lunch, 30 minutes
or more is required
Schedule should be determined by supervisor
so that work needs are met, employee is
available for meetings, supervision is provided,
etc.
5.0 Reporting to Work
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5.1 Official University Office Hours
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5.2 Regular Work Schedules & Transition Plan to 40
Hour Work Week
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8:30 to 5:00 p.m.
Effective 7/1/04
8:30 to 5:00 p.m. (Hours open to public)
Departments have flexibility to adjust schedule to meet needs
Transition plan laid out in manual
T-26 and above EXPECTED to work at least 40 hours
T-25 and below grandfathered for current position only
All new hires, promotions, transfers at 40 hours
Bargaining unit employees are governed by the schedules in
the CBA
5.0 Reporting to Work
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5.3 Flexible Work Schedules
– A “luxury” not a right
– Must enhance; not interfere with
office/unit/department
– Department head has final approval on any work
schedule
– No legal requirement to award “comp” time to exempt
employees
– Some CBA’s may have specific provisions regarding
“comp’ time for exempt employees
5.4 Attendance and Punctuality
Question #5, Introductory/Probationary
Period
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12.7 The Introductory/Probationary
Period – New Hire
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6 months for employees not covered by CBA
 Can be extended up to another 6 months
 Employee will have 30 days to correct any
performance deficiencies before
discharged
CBA defines for union employees
Questions #6 & #7 – Vacation, Sick,
Holiday and Personal Days
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6.1 Personal – 2 days, immediately
6.2 Vacation – 9 days, use as accrue
6.3 Sick – 8 days, use as accrue
6.1 Thanksgiving holiday – yes, was paid
6.0 Time Away from Your Job
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6.1 Holidays
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6.2 Vacation & Transition Plan to New Vacation
Policy
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Eligible for paid holidays from the date of hire
Must work or use vacation/approved leave on day before/after
Holiday to receive pay for holiday
3 Personal Days – prorated during 1st year of employment
No changes since August revision
Accrue vacation for use in 1st year of employment
Ability to borrow against year entitlement after probationary
period
Will be expected to pay back used but unaccrued vacation if
employment ends.
6.0 Time Away from Your Job
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6.3 Sick Leave
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Earned at the rate of 1 day/month up to 10 days
All 10 days are advanced on July 1
Encourages employee to use sick leave only when necessary and to
save for “serious” illness, discipline possible after 5 days
Can use annual sick leave for own or family member’s illness –as
defined by law or birth/adoption of a child
No cap on # of sick days accrual for sick leave bank
Days in sick leave bank only for employee’s health condition
With leave collection system, more regular review of No. absences and
Monday/Friday absences. Abusers will be required to show medical
documentation for further absences.
New employees accrue 1 day per month during first year and get 10
days July 1 after first full year of employment
At time of separation, a pay adjustment may be made if more sick days
are used than have been accrued
Question #8 – What should supervisor
do about 4 sick days?
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Red flag during Introductory/Probationary
Period
Supervisor should consider the
circumstances of the absences
Supervisor should have conversation with
HR and the employee
Medical documentation may be required
6.0 Time Away from Your Job
Question #9 – Funeral Leave/Jury Duty
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6.4 Bereavement Leave
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Only for Non-Bargaining positions; all others refer to CBA
No longer “funeral leave”
Now available for:
 Stepchild
 Domestic Partner
 Grandchild
 Child of sibling
 Grandparent-in-law
 Directly related aunt or uncle
May ask for proof of death and/or relationship
6.5 Jury Duty/Court Appearance
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Not collecting check – only proof of service
Question #10: FMLA Pay
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Pay for 10 days off to care for domestic partner
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Domestic Partner benefit for Non-bargaining &
members of certain bargaining units (AFSCME, TAUP,
Law Faculty)
Employee may use current FY sick time for ill parent,
child, spouse, domestic partner
Employee may also use personal and vacation time,
and reserve sick days and add to sick leave bank
Employee may not use banked sick time – only for
own illness
6.0 Time Away from Your Job
6.6 Family and Medical Leave
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Must use all paid leave (vacation, personal and sick)
Rolling backward 12-month period – look back 1 year to see if 60
work days have been used for FMLA – if yes – not eligible, if no –
eligible each day unless/until 60 days used.
Sick, vacation, personal days do not accrue while on unpaid
FMLA leave
Health Insurance maintained on same basis as if not on leave
(employee pays co-pay)
Benefits Office uses a 3rd party vendor to review requests for
FMLA.
Request form includes employee’s release – failure to sign the
release may jeopardize approval of FMLA.
7.0
Understanding Your Benefits
Question #11 – Changes in Tuition Benefits
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7.9 Tuition Remission
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Subject to remaining in good academic standing
Eligible 1st semester after full-time hire
Employee must be eligible at start of each semester to retain
benefit
8 credit hours per semester
Professional schools excluded, except designated graduate
courses in TUSM
FSBM, EMBA is limited to amount paid for standard credit hours
Tuition for graduate courses may be subject to taxation
7.0 Understanding Your Benefits
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7.9 Dependent Children
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No longer limited to course work outside work hours if:
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must be legal dependent
Dependent step-children covered
Fall/Spring semesters 100% up to 10 semesters
Summer sessions: one or two sessions = 1 semester
May be full-time or part-time, matriculated or non-matriculated
Students enrolled/matriculated at any university eligible for
summer sessions and/or Temple abroad
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Supervisor and Vice President or Dean approves
Time is made up
Doesn’t interfere with work responsibilities
7.0 Understanding Your Benefits
Question #12 – Severance Pay
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7.10 Severance
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7.11 Health Benefits Upon Termination (COBRA)
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Self-paid 102% of premium
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18 months for termination (36 months for most other reasons)
7.12 Domestic Partner Benefits
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Eligibility fixed by years of service
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For same and opposite sex certified domestic partners
Non-bargaining & members of certain bargaining units
(AFSCME, TAUP, Law Faculty, TUGSA)
Health, vision, dental & other benefits available to spouse
Premium is same co-pay charged by University for spouse
Question #13 – Docking Exempt
Employees
When absent from work for one or more full days for:
 Personal reasons and has no paid time off available
 Illness, disability, or work-related accident or injury, if no
sick time remaining and not eligible for disability benefits
 FMLA for self and no sick, vacation, or personal time left
 FMLA for family member and no vacation or personal
time left
 Suspension for violation of safety rules or one or more of
Temple workplace Rules of Conduct
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10.0 Your Career at Temple University
Question #14 – Employees in PDS
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10.6 Wage/Salary Structures For Positions
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10.7 Performance Development System
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HR evaluates prior to posting
Employees can contact HR for information if the salary structure
is different for the posted position
Non-faculty administration and staff who work 20 hours or more
Union and non-union
New employees PDPs should be started during the first two
weeks of their introductory/probationary period.
10.0 Your Career at Temple
Question #15 – Dispute Resolution
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10.10 Employee Dispute Resolution –
Non-Bargaining
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No longer any 3-02 hearings
All non-bargaining unit employees (including student workers)
are encouraged to resolve complaints/disputes by discussing
with:
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Supervisor
Manager
Human Resources or
Office Multicultural Affairs
Not required to exhaust list – can report certain complaints to
HR or OMCA – i.e. harassment.
Not for introductory/probationary employees to challenge the
decision not to promote past probation/introductory period.
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A New Position
Question #16 – Internal Posting
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12.1 Employment Selection and Placement
12.2 An Open Position
12.3 Applying for a New Job within Temple
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12.4 Being Interviewed
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Disclosure to supervisor
Hiring Supervisor is encouraged to call
Employees can contact HR with questions
12.5 An Internal Offer
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Must be in position for 12 months including probation before
posting
Satisfactory work record and job performance
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No counter-offers
New position takes effect in 4 weeks
12. 0 A New Position
Question #16 – Probation for Existing Employee
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12.6 An External Offer
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12.7 The Introductory/Probationary Period – New Hire
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1 year
12.10 Being Rehired by Temple University
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6 months or CBA
May return to prior position if still open
HR will work with to help identify alternative positions
12.9 Posting Freeze
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6 months or per CBA / can be extended for another 6 months
12.8 The Introductory Period for an Existing Employee
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Contingent on references, drug screening and pre-employment
physical
Effective July 1, 2004, a rehire into non-union position will receive past
service credit for vacation and seniority if he/she left within last 10
years for reasons other than performance, sick days reinstated if rehire
returns within one year
Supervisors’ Duties & Responsibilities
Question #17 – Harassment
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DO NOT engage in any harassing conduct
Serve as a role model
If you are victim of harassment, report it immediately to
OMCA, HR, Ombudsperson
If you witness harassment, stop it immediately and
report the incident
If you become aware of allegations concerning
harassment, consult with Human Resources. You
cannot do nothing!
Cooperate in any investigations
Supervisors’ Duties &
Responsibilities
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Implement appropriate disciplinary action for an
employee you supervise who violates TU’s harassment
policy
Ensure confidentiality and instruct employees not to
discuss confidential harassment issues
Refrain from any retaliatory action against a
complaining employee or others who side with the
employee
Treat all employees with respect and professional
courtesy
Anti-Harassment Policy
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Temple University is committed to creating and
maintaining an academic and work environment free of all
forms of harassment
Includes harassment based on:
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Sex/Gender
Race/Color
Sexual Orientation
Religion
National Origin
Age
Disability
Marital Status
Pregnancy
Enforcement of Anti-Harassment
Policy
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Actions will be taken to Prevent, Correct, and if
necessary Discipline behavior which adversely
impacts the academic or work environment
Use of University communication, voice mail or
email/computer system in a harassing manner is
prohibited and will result in disciplinary action, up to
and including discharge
Retaliatory actions will be subject to disciplinary
action up to and including discharge
Report harassment to supervisor, ombudsperson,
Office of Multicultural Affairs, or HR
What is Sexual Harassment?
Unwelcome
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Sexual advances
Requests for sexual favors
Dissemination of sexually offensive or
suggestive written, recorded or electronically
transmitted messages
Other verbal or physical conduct of a sexual
nature when…
Sexual Harassment
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“Submission to such conduct is made explicitly or
implicitly a term or condition of instruction,
employment, or participation in a University activity;
or
Submission to or rejection of such conduct is used as
a basis for evaluation in making academic or
personnel decisions affecting an individual; or
Such conduct has the purpose or effect of
unreasonably interfering with an individual’s
performance or creating an intimidating, hostile, or
offensive University environment.”
Consensual Romantic
Relationships(14.3, 14.4)
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No instructor shall:
– make a sexually suggestive or intimidating remark
– ask a student for a date or sexual favor
Sexual or romantic relationships are prohibited even if
consensual between:
– instructors and students in their courses
– instructors, advisors, coaches, physicians, or other
similar individuals and students they are advising,
supervising or evaluating or whose academic or
career opportunities they are directly or indirectly
effecting
– supervisors and subordinates
Retaliation is Prohibited
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All allegations will be investigated promptly with
as much confidentiality as possible under the
direction of the Office of Multicultural Affairs
Temple Policy prohibits adverse action against:
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Complainants
Witnesses/other participants in investigations
May occur regardless of whether charge of
harassment is founded or unfounded
13.0 University Standards
Question 18 – Drug & Alcohol Testing
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13.8 Drug Free Workplace
13.9 Drug & Alcohol Abuse
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13.10 Drug & Alcohol Testing
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prohibited
13.12 Political Activities
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Pre-employment
Reasonable suspicion/after an accident
Do not diagnose on own, Call HR for assistance
13.11 Gambling in the Workplace
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Use of unlawful drugs or abuse of lawful alcohol or drugs is
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May not use position or university connection in any way
If elected, duties cannot interfere with work
14.0 Employment Standards
Question #19 - Confidentiality
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14.4 Faculty and Student Relationships
– Including academic advisors
– Prohibited
14.5 Confidential Information
– Everyone must abide by policy
– Everyone will sign a confidentiality form
– Failure to sign/abide – termination
14.6 Workplace Surveillance and Searches
– Employees on notice that Temple may
– For safety related concerns
Computers, Communication Systems
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Please be sure to be familiar with all other sections of the
Manual including:
 13.13
Software and Computer Usage
 14.7
Use of Communication Systems
 14.8
Monitoring and Recording of
Telephone Calls
 14.9
Voicemail and E-mail
 14.10
Computer, Internet and Computer Games
 14.20
Procurement and Use of Cellular Equipment
 16.7
Exit Process – sign acknowledgment that any
personal data has been removed and
supervisor has access to hard drive and
email for business related purposes
Questions
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Frequently Used Phone Numbers listed by Department
Further Questions Contact
– HR Generalist
– Employee/Labor Relations
– Benefits Office
– FAQs on HR Website
Acknowledgment Form & Confidentiality
Agreement
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All Employees must sign forms
Please leave forms with signature and printed name
Complete evaluation