Employee Resource Guide

UNIVERSITY OF WISCONSIN-STOUT NEW EMPLOYEE RESOURCE GUIDE

EMPLOYEE RESOURCE GUIDE

1

UNIVERSITY OF WISCONSIN-STOUT NEW EMPLOYEE RESOURCE GUIDE

Table of Contents DISCLAIMER .....................................................................................................................................................................5 WISCONSIN’S PUBLIC RECORDS LAW ..............................................................................................................................5 SECTION A - INTRODUCTION ...................................................................................................................................................6 A-1 WELCOME ............................................................................................................................................................6 A-2 MISSION, VISION, VALUES ...................................................................................................................................6 A-3 HISTORY ...............................................................................................................................................................7 A-4 UNIVERSITY OF WISCONSIN-STOUT STRATEGIC PLAN ........................................................................................7 SECTION B - POLICIES...............................................................................................................................................................8 B-1 AFFIRMATIVE ACTION/EQUAL EMPLOYMENT OPPORTUNITY ............................................................................8 B-2 ALCOHOL AND OTHER DRUGS .............................................................................................................................8 B-3 ALTERNATIVE WORK PATTERNS ..........................................................................................................................8 B-4 AMERICANS WITH DISABILITIES ACT (ADA) .........................................................................................................9 B-5 CHILDREN IN THE WORKPLACE............................................................................................................................9 B-6 CONSENSUAL RELATIONSHIPS .............................................................................................................................9 B-7 CRIMINAL BACKGROUND CHECK.........................................................................................................................9 B-8 DISCRIMINATION, HARASSMENT AND RETALIATION........................................................................................10 B-9 DISPLAY OF RELIGIOUS HOLIDAY SYMBOLS ON CAMPUS .................................................................................10 B-10 EMPLOYEE EDUCATIONAL ASSISTANCE.............................................................................................................10 B-14 MANDATORY REPORTING REQUIREMENT FOR CHILD ABUSE AND NEGLECT ..................................................11 B-15 SEXUAL HARASSMENT .......................................................................................................................................11 B-16 TELECOMMUTING POLICY .................................................................................................................................11 B-18 TOBACCO FREE WORKPLACE .............................................................................................................................11 B-19 USE OF COMMUNICATION AND COMPUTER SYSTEMS.....................................................................................11 B-20 VETERANS ..........................................................................................................................................................12 SECTION C - EMPLOYMENT....................................................................................................................................................13 C-1 AUTHORIZATION TO WORK/I-9 .........................................................................................................................13 C-2 CAMPUS CARD ...................................................................................................................................................13 C-3 EMPLOYMENT OF FOREIGN NATIONALS ...........................................................................................................13 C-4 EMPLOYMENT TYPES .........................................................................................................................................13 C-5 HOURS OF OPERATION ......................................................................................................................................14 C-6 NEPOTISM..........................................................................................................................................................14 C-7 PARKING ON CAMPUS .......................................................................................................................................14

2

UNIVERSITY OF WISCONSIN-STOUT NEW EMPLOYEE RESOURCE GUIDE

C-8 PERSONAL CHANGES .........................................................................................................................................14 C-9 PERSONNEL FILES/RECORDS..............................................................................................................................14 C-10 REHIRED ANNUITANT POLICY ............................................................................................................................15 SECTION D – WORKPLACE SAFETY.........................................................................................................................................16 D-1 BLOODBORNE PATHOGENS EXPOSURE CONTROL PLAN...................................................................................16 D-2 CLERY ACT ..........................................................................................................................................................16 D-3 CONCEALED CARRY WEAPONS BAN ..................................................................................................................16 D-4 EMERGENCY RESPONSE AND PREPAREDNESS PLAN.........................................................................................16 D-6 INCLEMENT WEATHER AND EMERGENCY CONDITIONS ...................................................................................16 D-7 OPERATION OF VEHICLES ..................................................................................................................................17 D-8 SAFETY SHOE REQUIREMENT ............................................................................................................................17 D-9 WORKER’S COMPENSATION & ACCIDENT/INJURY REPORTING ........................................................................17 D-10 WORKPLACE VIOLENCE......................................................................................................................................18 SECTION E – WORKPLACE EXPECTATIONS.............................................................................................................................19 E-1 ATTENDANCE AND TARDINESS ..........................................................................................................................19 E-2 CODE OF ETHICS.................................................................................................................................................19 E-3 COPYRIGHT.........................................................................................................................................................19 E-4 DRUG FREE WORKPLACE ...................................................................................................................................19 E-5 OPEN MEETINGS LAW........................................................................................................................................19 E-6 OUTSIDE ACTIVITY REPORTING..........................................................................................................................19 E-7 POLITICAL ACTIVITY ...........................................................................................................................................19 E-8 PUBLICITY/STATEMENT TO THE MEDIA.............................................................................................................20 E-9 WORKPLACE EXPECTATIONS AND DISCIPLINARY GUIDELINES..........................................................................20 SECTION F – LEAVE TIME AND REPORTING ...........................................................................................................................21 F-1 BEREAVEMENT LEAVE........................................................................................................................................21 F-2 BONE MARROW AND HUMAN ORGAN DONATION ..........................................................................................21 F-3 CATASTROPHIC LEAVE .......................................................................................................................................21 F-4 ELECTION OFFICIAL TIME OFF ON ELECTION DAY .............................................................................................21 F-5 FAMILY AND MEDICAL LEAVE ACT.....................................................................................................................21 F-6 HOSTAGE LEAVE.................................................................................................................................................22 F-7 JURY DUTY..........................................................................................................................................................22 F-8 LEAVE BANKING .................................................................................................................................................22 F-9 LEAVE OF ABSENCE ............................................................................................................................................22 F-10 LEGAL HOLIDAYS ................................................................................................................................................22

3

UNIVERSITY OF WISCONSIN-STOUT NEW EMPLOYEE RESOURCE GUIDE

F-11 MILITARY LEAVE.................................................................................................................................................23 F-12 PERSONAL HOLIDAYS .........................................................................................................................................23 F-13 SICK LEAVE .........................................................................................................................................................23 F-14 TIME OFF TO VOTE.............................................................................................................................................23 F-15 VACATION/ANNUAL LEAVE................................................................................................................................23 SECTION G – PAYROLL INFORMATION...................................................................................................................................24 G-1 LEAVE REPORTS/TIME REPORTS ........................................................................................................................24 G-2 OVERLOAD AND LUMP SUM PAYMENTS...........................................................................................................24 G-3 PAY INFORMATION/DIRECT DEPOSIT ................................................................................................................24 G-4 PAYROLL DEDUCTIONS ......................................................................................................................................25 G-5 TAXABLE REIMBURSEMENTS AND INCENTIVES.................................................................................................25 SECTION H BENEFITS..............................................................................................................................................................26 H-1 ACCIDENTAL DEATH AND DISMEMBERMENT (AD&D) ......................................................................................26 H-2 EMPLOYEE ASSISTANCE PROGRAM...................................................................................................................26 H-3 FLEXIBLE SPENDING ACCOUNT (FSA) AND HEALTH SAVINGS ACCOUNT (HSA) ................................................26 H-4 HEALTH INSURANCE MARKETPLACE..................................................................................................................26 H-5 INCOME CONTINUATION INSURANCE (ICI) .......................................................................................................26 H-6 LIFE INSURANCE .................................................................................................................................................26 H-7 LONG TERM CARE INSURANCE ..........................................................................................................................26 H-8 STATE GROUP HEALTH INSURANCE...................................................................................................................26 H-9 SUPPLEMENTAL INSURANCE PLANS ..................................................................................................................27 H-10 TAX SHELTERED ANNUITIES (TSA)......................................................................................................................27 H-11 WISCONSIN DEFERRED COMPENSATION 457 (WDC) ........................................................................................27 H-12 WISCONSIN RETIREMENT SYSTEM ....................................................................................................................27 H-13 WRS DISABILITY RETIREMENT............................................................................................................................27 SECTION I – EXITING EMPLOYMENT ......................................................................................................................................28 I-1 EXIT CHECKLIST ..................................................................................................................................................28 I-2 DEATH OF AN EMPLOYEE...................................................................................................................................28 I-3 EMERITUS STATUS .............................................................................................................................................28 I-4 LAYOFF ...............................................................................................................................................................28

4

UNIVERSITY OF WISCONSIN-STOUT NEW EMPLOYEE RESOURCE GUIDE

DISCLAIMER

The University of Wisconsin-Stout Employee Resource guide has been prepared to assist employees in finding the answers to questions they may have regarding their employment with UW-Stout. It is recommended that all new and existing employees read and understand the contents of this resource guide.

We do not expect this resource guide to answer all questions. Supervisors and the Office of Human Resources should also be a major source of information on specific procedures.

This resource guide, or any other verbal or written communication by a management representative, should not be considered an agreement, contract of employment, express or implied, or a promise of treatment in any particular manner in any given situation. Many matters covered by this resource guide, such as benefit plan descriptions, are also described in separate UW-Stout and UW System documents. This resource guide states only general UW-Stout guidelines. UW-Stout may, at any time in its sole discretion, modify anything stated in this resource guide, with or without notice. This resource guide is subject to the terms of any applicable collective bargaining agreement. This resource guide supersedes all prior resource guides.

WISCONSIN’S PUBLIC RECORDS LAW

Wisconsin’s Public Records Law is a tool for the people to access information about the state government and the official actions of its representatives. UW-Stout has designated a Custodian of Public Records in order to meet its obligations under Wisconsin Public Records Law (Wisconsin Statutes § 19.31-19.39). Requests to inspect records or receive copies of public records should be made directly to the Records Custodian. UW-Stout will provide public records resources and regular training for all employees and members of all boards, councils, and commissions attached to this agency in compliance with EO #189.

A complete list of UW-Stout policies can be found online.

5

UNIVERSITY OF WISCONSIN-STOUT NEW EMPLOYEE RESOURCE GUIDE

SECTION A - INTRODUCTION

A-1 WELCOME Welcome to UW-Stout. We are delighted that you have chosen to join our organization and hope that you will enjoy a long and successful career with us. As you become familiar with our culture and mission, we hope you will take advantage of opportunities to enhance your career and further UW- Stout’s goals. You are joining an organization that has a reputation for outstanding leadership, innovation, and expertise. Our employees use their creativity and talent to invent new solutions, meet new demands, and offer the most effective services and products in the industry. With your active involvement, creativity, and support, UW-Stout will continue to achieve its goals. We sincerely hope you will take pride in being an important part of UW-Stout's success. Please take time to review the policies contained in this resource guide. If you have questions, feel free to ask your supervisor or contact the Office of Human Resources.

A-2

MISSION, VISION, VALUES

Our Mission The University of Wisconsin-Stout is a career-focused, comprehensive polytechnic university where diverse students,

faculty and staff integrate applied learning, scientific theory, humanistic understanding, creativity and research to solve real-world problems, grow the economy and serve a global society.

The University offers undergraduate and graduate programs leading to professional careers in industry, commerce, education and human services through the study of applied mathematics and science, art and design, business and management, social and behavioral sciences, education, family and consumer sciences, select engineering programs, applied technologies, select health studies, and technical communication. Our Vision UW-Stout will build on its position as a distinguished polytechnic institution and as an international leader in higher education. We prepare lifelong learners, ethical leaders and responsible citizens through collaborative programs that integrate applied learning, theory and research with business, education, industry, arts and government.

Our Values In the UW-Stout community, we value:

• The advancement of academic excellence; • The nobility of spirit, a diversity of people, respect and inclusion for all; • The pursuit of innovation, technology and sustainability with a constant eye to the future; • The ideals of collaboration, competence and continuous improvement; • The commitment to education as a means to illuminate the lives of all.

The UW-Stout mission, vision, value statements including the university's enduring goals can be found online.

6

UNIVERSITY OF WISCONSIN-STOUT NEW EMPLOYEE RESOURCE GUIDE

A-3 HISTORY The University of Wisconsin-Stout traces its history to 1891 and has undergone many fascinating changes over time, but it has always stayed true to its mission of providing practical, career-focused education. Additional information on UW- Stout’s history can be found online. UNIVERSITY OF WISCONSIN-STOUT STRATEGIC PLAN UW-Stout has 10-year strategic plans. The strategic plan includes the mission, vision, values, core competencies, enduring goals, 10-year goals, and performance indicators. On an annual basis, action plans and university priorities are implemented to achieve those goals. Additional information regarding UW-Stout's strategic planning process can be found online. A-4

7

UNIVERSITY OF WISCONSIN-STOUT NEW EMPLOYEE RESOURCE GUIDE

SECTION B - POLICIES

UW-Stout policies are developed pursuant to federal law, Wisconsin Statutes and Administrative Code, UW-Board of Regents’ , and UW System Administration policies. To comply with federal, state, System, or campus policy, UW-Stout reserves the right to develop administrative procedures to implement policies.

Policies provide structure for those who work and/or study at UW-Stout. Policies also communicate the position UW- Stout is required to take on many issues providing the authority needed to ensure compliance.

Please review the information online for all UW-Stout and UW System policies.

B-1 AFFIRMATIVE ACTION/EQUAL EMPLOYMENT OPPORTUNITY Equal employment opportunity is a legal, social, and economic necessity for the nation and its institutions, including this university. The University of Wisconsin-Stout carries out its Equal Employment Opportunity/Affirmative Action (EEO/AA) responsibilities in accordance with UW System EEO policies, Chapter 230 of the Wisconsin Statute, Chapter 111.372(1)(a), Wisconsin Statutes, the Wisconsin Fair Employment Law, the State of Wisconsin Executive Order 28, and the following federal EEO/AA laws and executive orders, as amended: Equal Pay Act of 1963, Title VII of the Civil Rights Act of 1964, Age Discrimination in Employment Act of 1967, Sections 503 and 504 of the Rehabilitation Act of 1973, Executive Order 11246, the Vietnam Era Veteran's Readjustment Assistance Act of 1974 (Section 402), the Americans with Disabilities Act of 1990, the Civil Rights Act of 1991, and the 1991 Wisconsin Act 101. Additional information is available online. ALCOHOL AND OTHER DRUGS In accordance with the Federal Drug-Free Workplace Act, Wisconsin Administrative Code, and Wisconsin Statutes, UW- Stout fosters a drug-free, healthful, and safe work environment for all. This applies to all students, employees, and other individuals who perform work for UW-Stout. The unlawful or unauthorized use, abuse, solicitation, theft, possession, transfer, purchase, sale or distribution of controlled substances, drug paraphernalia, or alcohol by an individual anywhere on UW-Stout premises, while on UW-Stout business (whether or not on UW-Stout premises), or while representing UW-Stout, is strictly prohibited. Employees and other individuals who work for UW-Stout are also prohibited from reporting to work or working while they are using or under the influence of alcohol or any unlawful controlled substances. UW-Stout maintains a policy of non-discrimination and will endeavor to make reasonable accommodations to assist individuals recovering from substance and alcohol dependencies, and those who have a medical history which reflects treatment for substance abuse conditions. We encourage employees to seek assistance before their substance abuse or alcohol misuse renders them unable to perform the essential functions of their jobs or jeopardizes the health and safety of any UW-Stout employee, including themselves. For additional information regarding policy requirements, please review UW-Stout policy 83-35. ALTERNATIVE WORK PATTERNS In addition to the eight-hour day/40-hour week, there are alternative work patterns which may be available for University of Wisconsin-Stout employees. These alternative work patterns include flexible time, non-standard work weeks, part time employment, and job sharing. B-2 B-3

8

UNIVERSITY OF WISCONSIN-STOUT NEW EMPLOYEE RESOURCE GUIDE

Requests for an alternative work pattern should initially be discussed with an employee’s immediate supervisor. Prior approval by the supervisor, department/school, and division is required.

The Human Resources Office must be informed of any alternative work pattern developed.

B-4 AMERICANS WITH DISABILITIES ACT (ADA) In accordance with the Americans with Disabilities Act (ADA), UW-Stout will endeavor to make a reasonable accommodation to the known physical or mental limitations of qualified employees with disabilities unless the accommodation would impose an undue hardship on the operation of our business. If employees need assistance to perform their job duties because of a physical or mental condition, they should contact the ADA Coordinator in the Office of Human Resources. For additional information regarding policy and reporting requirements, please review UW- Stout policy 89-50. CHILDREN IN THE WORKPLACE Maintaining the safety and health of University of Wisconsin-Stout employees, students, guests and visitors relies upon the control of hazardous conditions and the prevention of unsafe behaviors. When the visitors are children, diligence to guard against unsafe conditions and unpredictable behaviors must be heightened. The workplace is typically not an appropriate place for children of employees. However, the university recognizes that employees may occasionally, with supervisor approval, want to bring children to the workplace for brief visits, specific campus events, situational convenience, or family emergencies. For additional information regarding policy requirements, please review UW-Stout policy 16-78. B-5 B-6 CONSENSUAL RELATIONSHIPS Romantic and/or sexual relationships between faculty or other staff and students, or between supervisors and subordinates, are a concern of UW-Stout in cases where conflict of interest or abuse of power exists. Consensual romantic and/or sexual relationships where a definite power differential between the parties exists may constitute sexual harassment if the effect of such a relationship interferes with an individual’s academic or professional performance or if it creates an intimidating environment upon its termination. Thus, it is in the interest of UW-Stout to provide clear direction and educational opportunities to the university community about the potential risks associated with consensual romantic and/or sexual relationships where a definite power differential between the parties exists. For additional information regarding policy and reporting requirements, please review Regent Policy Document 14-8. CRIMINAL BACKGROUND CHECK The University of Wisconsin-Stout is committed to ensuring a safe campus environment for students, employees, and visitors through the performance of criminal background checks. A criminal background check is part of a general background review on potential employees and volunteers. Except as otherwise provided in this policy, a criminal background check must be performed on each new hire for a UW-Stout position. A pending criminal charge or conviction will not necessarily disqualify an applicant. In compliance with the Wisconsin Fair Employment Act, the university does not discriminate on the basis of arrest or conviction record. For additional information regarding policy requirements, please review UW-Stout policy 07-61. B-7

9

UNIVERSITY OF WISCONSIN-STOUT NEW EMPLOYEE RESOURCE GUIDE

B-8 DISCRIMINATION, HARASSMENT AND RETALIATION The University of Wisconsin-Stout is committed to maintaining a learning and working environment that is free of bias, prejudice, and harassment — an environment that supports, nurtures, and rewards career and educational advancement based on ability and performance. Discrimination against or harassment of any member of the University community based upon race, color, religion, sex, sexual orientation, gender and/or gender identity or expression, marital or parental status, genetic information, national origin, ethnicity, citizenship status, veteran or military status (including disabled veteran, recently separated veteran, other protected veteran, or armed forces service medal veteran status), age, disability, use or nonuse of lawful products off the employer's premises during nonworking hours, declining to attend a meeting or participate in any communication about religious matters or political matters, or any other category protected by law, and any other legally protected basis is prohibited by law and undermines the character and purpose of the University. Such harassment and/or discrimination is illegal and against University policy and will not be tolerated. For additional information regarding policy and reporting requirements, please review UW-Stout policy 90-61. DISPLAY OF RELIGIOUS HOLIDAY SYMBOLS ON CAMPUS During the holiday season, employees may have questions and concerns about the permissibility of displaying religious holiday symbols on campus. To address these concerns, UW System general counsel has prepared guidance on the topic. UW-Stout encourages its employees to review this guidance and to be responsible and respectful of others during the holiday season. Review the UW System guidance here. B-10 EMPLOYEE EDUCATIONAL ASSISTANCE UW System Administrative Policy 210 provides the rules governing tuition reimbursement. Reimbursement is available to all Academic Staff and Faculty who hold appointments of half time or greater and University Staff employees who hold project appointments or appointments with an expectation of continued employment. Temporary employees, Employees-in-Training, Graduate Assistants, and Student Help are not eligible. Additional information regarding the Employee Educational Assistance program can be found online. B-11 EMPLOYEE EYE AND FACE PROTECTION POLICY When required, the university will provide eye or face protection. Employees may be required to wear the protection at all times while performing their job. Failure to do so can lead to disciplinary action and may result in a reduction of Worker’s Compensation benefits if there is a job-related accident. In addition, if eye examinations for safety glasses are necessary, the university will cover the entire cost of one examination per year as necessary if it is not covered by the health insurance program. Reimbursement for eye examinations under this provision shall not exceed one per fiscal year. For additional information regarding policy requirements, please review UW System Administrative Policy 1230. B-12 EMPLOYEE PERFORMANCE MANAGEMENT The performance management process aligns the individuals’ effor t s to the organization’s goals where job -related and role-specific performance expectations are established; continuous feedback, career and professional development opportunities, and recognition is afforded to all employees. The performance management process is a critical component and requirement of pay plan administration and other compensation decisions. Please review UW System Administrative Policy 1254. B-13 JOB SECURITY The purpose of this policy is to provide a general reference for job security provisions. Please review UW System Administrative Policy 1250. B-9

10

UNIVERSITY OF WISCONSIN-STOUT NEW EMPLOYEE RESOURCE GUIDE

B-14 MANDATORY REPORTING REQUIREMENT FOR CHILD ABUSE AND NEGLECT Executive Order #54, issued by the Governor of Wisconsin in 2011, requires all University of Wisconsin System employees to report child abuse and neglect if, in the course of employment, a UW System employee observes or learns of such an incident. Please review additional information online. B-15 SEXUAL HARASSMENT The Sexual Harassment Policy prohibits sexual harassment, retaliation related to sexual harassment claims, knowingly reporting false sexual harassment complaints, and knowingly providing false information during the investigation of a sexual harassment complaint. All University employees are responsible for taking reasonable and necessary action to prevent sexual harassment; all members of the University community are expected to contribute to an environment free of sexual harassment and are encouraged to report promptly (pursuant to campus procedures) any conduct that could be in violation of this policy. For additional information regarding policy and reporting requirements please review UW- Stout policy 91-53. B-16 TELECOMMUTING POLICY UW-Stout is an institution that values hands-on learning and collaborative work experiences for our employees. However, UW-Stout also recognizes the potential value and benefit of telecommuting in appropriate work environments and in rare circumstances. Telecommuting is a cooperative arrangement between the employee and the employer. Telecommuting is a flexible, voluntary option that allows employees to work a portion of a work week/pay period at an alternative work site, based on a written agreement between the individual and UW-Stout for a specified period-of- time. For additional information regarding policy requirements, please review UW-Stout policy 18-81. B-17 TITLE CHANGE The purpose of this policy is to provide the basis for a title change of a filled position for all employee categories. Please review UW System Administrative Policy 1257. B-18 TOBACCO FREE WORKPLACE UW-Stout is committed to providing a safe and healthy environment for its students, staff, and visitors. Tobacco products create health and environmental hazards to those who use them as well as to persons exposed to the by- products of their use. “Tobacco free” is an environment in which there is no use of lighted cigarettes, ci gars, pipes or other smoking materials. The term also includes smokeless tobacco products that result in expectorant and e-cigarettes. It is the policy of UW-Stout that tobacco use is prohibited on any property owned or controlled by UW-Stout and all UW- Stout staff and students are responsible for compliance and advising visitors of the policy. Violations will be handled like other work rule or policy violations. For additional information regarding policy requirements, please review UW-Stout policy 92-55. B-19 USE OF COMMUNICATION AND COMPUTER SYSTEMS Information Security: Awareness The purpose of this policy is to ensure that all individuals and organizations who access University of Wisconsin System information technology assets are exposed to information security awareness materials and have a level of understanding commensurate with their role within the UW System. For additional information regarding policy requirements, please review UW System Administrative policy 1032.

11

UNIVERSITY OF WISCONSIN-STOUT NEW EMPLOYEE RESOURCE GUIDE

Policy on Use of University Information Technology Resources The policy addresses topics such as Acceptable and Unacceptable Uses of Information Technology Resources, Privacy and Security, Other Limitations on Use of Information Technology Resources, Failure to Comply with Information Technology Resource Policies, and Oversight, Roles, and Responsibilities. For additional information regarding policy requirements, please review Board of Regents policy 25-3. B-20 VETERANS Executive Order #137 announces the Wisconsin Veteran Employment Initiative, a state-wide program aimed at increasing the number of veterans and veterans with a service-connected disability rating that are employed in state government. In accordance with Executive Order #137, UW-Stout has prepared and implemented a plan of action to employ veterans and veterans with a service-connected disability rating. It is the policy of the UW-Stout to practice nondiscrimination and take affirmative action in employment with respect to covered veterans. UW-Stout is committed to making good faith efforts to employ qualified covered veterans. Please review additional information online.

12

UNIVERSITY OF WISCONSIN-STOUT NEW EMPLOYEE RESOURCE GUIDE

SECTION C - EMPLOYMENT

UW-Stout provides a comprehensive orientation experience: online orientation modules, benefits orientation, New@UW-Stout in-person program, and a checklist to assist new employees in starting their career at UW-Stout. Please review additional information online. AUTHORIZATION TO WORK/I-9 Employment is contingent upon verification of identity and work authorization as required by the Immigration Reform and Control Act of 1986. New employees are required to complete the Employment Eligibility Verification (I-9) form on or before their first day of employment. Federal law prohibits UW-Stout from employing an individual who has not provided documentation for verification within three days of employment. C-1

C-2 CAMPUS CARD The Stout Blue Card is a UW-Stout official ID card. This card can be obtained and replaced at the Campus Card office.

C-3 EMPLOYMENT OF FOREIGN NATIONALS The University of Wisconsin-Stout sponsors foreign nationals in tenure-track faculty positions for their employment- based work authorization visa (H-1B) and employment-based immigrant petition (I-140). EMPLOYMENT TYPES The faculty/academic staff/limited (FASLi) employee category is comprised of faculty, academic staff, and administrators. FASLi employees in the University of Wisconsin System are exempt from the Fair Labor Standards Act (FLSA). For purposes of the document, FASLi employees will identify all titles indicated below: FACULTY are individuals who hold a terminal degree in their field, and tenure or tenure-track teaching positions with the rank of professor, associate professor, assistant professor, or instructor in an academic department. Faculty appointments are either probationary or tenure appointments. • A probationary faculty appointment is the appointment status held by a faculty member before a decision on tenure is made. A probationary appointment is limited to seven years for a full-time faculty position, although this period may be extended for certain reasons, such as an approved leave of absence. • A tenure appointment is an appointment for an unlimited period-of-time, granted to a ranked faculty member by the Board of Regents. To be eligible for tenure, faculty members must hold an appointment of half-time or more. ACADEMIC STAFF are professional and administrative positions with duties primarily associated with higher education institutions or their administration which require a degree, certification or other professional credentials. • Non-instructional academic staff (NIAS) is a term used to identify academic staff positions that do not have primary responsibility for providing credit instruction and training to students in an academic discipline (e.g. professional, program manager, research, and administrative program director positions). • Instructional academic staff (IAS) is a term used to describe positions that have primary responsibility to provide for-credit instruction and training to students in an academic discipline. C-4

13

UNIVERSITY OF WISCONSIN-STOUT NEW EMPLOYEE RESOURCE GUIDE

LIMITED APPOINTMENTS are appointments to administrative positions that serve at the pleasure of the Chancellor who is the appointing authority and are subject to the provisions in the state statutes, administrative code, and system unclassified personnel guidelines. UNIVERSITY STAFF employees include positions that are exempt and non-exempt from the federal Fair Labor Standards Act (FLSA) and paid biweekly. (This also includes exempt University Staff positions that have yet to transition to Academic Staff.) University staff positions are quite varied, and duties include, but are not limited to, administrative support, information technology, accounting, engineering, custodial, food service, and crafts workers. STUDENT ASSISTANT EMPLOYEES include graduate, program, and teaching assistants. Graduate, program and teaching assistants are graduate students who hold an appointment that is intended primarily to further the education and training of the student. This type of student assistant position is Exempt from the Fair Labor Standards Act (FLSA). HOURS OF OPERATION Official office hours at UW- Stout are 7:45 a.m. to 4:30 p.m., Monday through Friday, though an individual’s working hours and workdays may vary depending on department requirements and the nature of the position. Each employee will be assigned a specific work schedule and will be expected to begin and end work accordingly. To accommodate business needs, individual work schedules may be changed on either a short-term or long-term basis. NEPOTISM Nepotism is favoritism shown or patronage granted by employees to relatives or close friends. In selecting persons for employment, the applicant best qualified and available to perform in the position should receive the offer of employment. No restriction is placed on hiring persons related through affinity or consanguinity. A person so related at any point in time must not participate either formally or informally in decisions to hire, retain, grant tenure, promote, or determine the salary of the other person. For additional information, please review the resource guide section on employee Code of Ethics. PARKING ON CAMPUS UW-Stout Parking Services makes every effort to provide a variety of parking options to everyone. Permits are required for all visitors, students, faculty, and staff. For additional information regarding parking, please review the Parking information online. PERSONAL CHANGES Employees should inform the Human Resources office of personal changes, so our data is kept up to date. This includes change in name, marital status, birth or adoption of a child, death, address or telephone number, any specialized training, or additional education. C-5 C-6 C-7 C-8

In the case of a qualifying life event, employees have 30 days from the date of the event to contact Human Resources and make any benefit related changes.

C-9 PERSONNEL FILES/RECORDS All employee personnel files are officially maintained in the Office of Human Resources. An employee or their supervisor may review their personnel file by scheduling an appointment with Human Resources. For additional information regarding policy requirements, please review the UW System policy online.

14

UNIVERSITY OF WISCONSIN-STOUT NEW EMPLOYEE RESOURCE GUIDE

C-10 REHIRED ANNUITANT POLICY After an individual retires from an employer covered by the Wisconsin Retirement System (WRS), they may return to work with a WRS employer as a rehired annuitant, provided certain requirements are met. Departments that need to hire instructors to teach one or more courses may consider hiring retired former members of their department, consistent with WRS and UW System policies.

15

UNIVERSITY OF WISCONSIN-STOUT NEW EMPLOYEE RESOURCE GUIDE

SECTION D – WORKPLACE SAFETY

D-1 BLOODBORNE PATHOGENS EXPOSURE CONTROL PLAN To eliminate or minimize employee occupational exposure to blood or certain other body fluids and to comply with the OSHA Bloodborne Pathogens Standard, UW-Stout has developed a bloodborne pathogens exposure control plan. This plan includes universal precautions, work practice controls, use of personal protective equipment, housekeeping procedures, and regulated waste disposal procedures. The hepatitis B vaccine and vaccination series are available to all employees who have occupational exposure. The Office of Safety and Risk Management is responsible for the plan. For information, view the Bloodborne Pathogens page on their website. CLERY ACT In compliance with the Clery Act, the UW-Stout Police department discloses required information about security and crime on and around the UW-Stout campus. UW-Stout Police provides this information in the University of Wisconsin- Stout annual security report and policy statement which is available online. CONCEALED CARRY WEAPONS BAN Wisconsin administrative code prohibits firearms and dangerous weapons in all university buildings including outdoor facilities and permits police to confiscate and remove dangerous weapons from university property. There is no exception to this ban for persons who hold a permit to carry a concealed firearm. For additional information please review UW Administrative code. EMERGENCY RESPONSE AND PREPAREDNESS PLAN The Crisis Management Team meets and plans for a campus response to several types of crises/emergencies. The primary campus plan consists of components which start with the initial notification or response to an incident. That department and/or unit will assess the situation and communicate with the leader of the Crisis Management Team. The leader (Chancellor or designee) will determine if the Crisis Management Team should convene. This approach is designed to deal with the following crises/emergencies irrespective of how they occur. The sixteen emergencies that are specifically identified in this plan cover most probable incidents with which we may be faced. For additional information regarding Emergency Response and Preparedness, please see the emergency response guide online. D-2 D-3 D-4

D-5 FIRE DRILLS The Department of Safety and Risk Management conduct fire drills on a regular basis. Please review additional information online.

D-6 INCLEMENT WEATHER AND EMERGENCY CONDITIONS T he state’s policy is to keep state offices open for employees even when severe weather causes them to be closed to the public. Therefore, always assume that the campus is open. Because local weather differs across the state, the authority to close a campus entirely or to the public, or cancel classes, has been delegated to the chancellor after consulting with UW System administration.

16

UNIVERSITY OF WISCONSIN-STOUT NEW EMPLOYEE RESOURCE GUIDE

On occasion, the university may suspend classes due to inclement weather; however, all other operations at the university continue, necessitating non-teaching staff to report to work. Updates on the status of campus operations, when necessary, can be found on the UW-Stout external website, StoutCloud, the official Facebook page and Twitter account, as well as Chippewa Valley and the Twin Cities media. The StoutAlert notification system also may be used. StoutAlert allows university officials to send one clear message through multiple channels, which include: - Email - Text Message - RSS feeds on the website - Social media posts

All UW-Stout students, faculty and staff will receive email alerts via their university email account. Employees may not opt out of receiving these.

This system will only be used for essential, official, university communications. An employee’s cell number is not, made publicly available nor will it be used to text employees for anything other than official messages sent through StoutAlert.

Additional information is available online.

D-7 OPERATION OF VEHICLES To be authorized to drive a university vehicle and/or to be reimbursed for the use of an employee’s private vehicle, employees must complete a Vehicle User Agreement. This agreement must be signed and sent to the Risk Management Office in University Services Room 130. Upon receipt, the office will review your driving record and, if acceptable, will sign the Vehicle User Agreement and return an approved copy to the employee’s supervisor. Approval or disapproval is based on the driving record at the time of the application. Any changes in this status must be reported to the supervisor immediately. Out of state drivers must have their vehicle user agreement notarized. The form must be provided to the Safety & Risk Management Office, 7-10 days prior to travel, to allow for processing. Additional information is available online. SAFETY SHOE REQUIREMENT UW-Stout is committed to providing a safe and healthy workplace for employees. This administrative procedure establishes the parameters for a University-funded safety shoe program. The administrative procedure applies to UW- Stout University Staff and Academic Staff in .50 FTE positions or greater identified as requiring safety shoes or boots for Personal Protective Equipment (PPE). Additional information is available online. WORKER’S COMPENSATION & ACCIDENT/INJURY REPORTING Worker's Compensation is a benefit program that assists employees with medical payments and wages lost due to work- related injuries or illness. In the event of a work-related injury or illness, the employee is responsible for seeking first aid and/or medical treatment immediately if needed. Employees are required to report the accident or injury to their supervisor, complete and submit an official report and notify their supervisor of any unsafe work conditions. Additional information is available on the UW-Stout Safety and Risk Management website and the UW System website. D-8 D-9

For more information, please contact the Safety and Risk Management office.

17

UNIVERSITY OF WISCONSIN-STOUT NEW EMPLOYEE RESOURCE GUIDE

D-10 WORKPLACE VIOLENCE The University of Wisconsin-Stout is committed to an environment which is safe and free from physical assault, threats, and harassing behaviors for its students, faculty, staff, and visitors. All reports of possible workplace violence will be taken seriously by members of the campus community. The emphasis on campus will be proactive. The goals are education and training, early detection and intervention, and fair and expedient resolution.

18

UNIVERSITY OF WISCONSIN-STOUT NEW EMPLOYEE RESOURCE GUIDE

SECTION E – WORKPLACE EXPECTATIONS

E-1

ATTENDANCE AND TARDINESS

Each department/unit is responsible for establishing procedures regarding notification of tardiness and absences. In the absence of such a procedure, employees are expected to notify their direct supervisor as early as possible, but no later than the start of the workday, of any unplanned tardiness or absence. Excessive tardiness, excessive absenteeism, or failure to report tardiness or absence could result in disciplinary action. CODE OF ETHICS All University of Wisconsin System employees are required to comply with the code of ethics applicable to their employment type. These codes are designed to prevent conflicts between an employee’s private interests and public responsibilities. E-2

The Code of Ethics protects your rights. Violation of any provision under the Code of Ethics could result in disciplinary action, up to and including termination.

Additional information is documented in the Regent policy document.

E-3 COPYRIGHT Guidance on Copyright issues at UW-Stout may be found online.

E-4 DRUG FREE WORKPLACE Guidance on Drug Free Workplace is detailed in the policy section.

E-5 OPEN MEETINGS LAW Wisconsin’s open meetings law requires most government bodies to conduct official business in open meetings and to post in advance public notices of the meetings. Additional information regarding open meetings law can be found online. OUTSIDE ACTIVITY REPORTING Faculty, academic staff, and limited appointees are free to engage in outside activities, whether such activities are remunerative or related to staff members’ fields of academic interest or speciali zation. However, no member of these staff may engage in an outside activity if it conflicts with their public responsibilities to the University of Wisconsin System or UW-Stout. Faculty, academic staff, and limited appointees are required to report annually whether they engaged in outside activities. Additional information can be found online. POLITICAL ACTIVITY As responsible and interested citizens in a democratic society, employees of the University are encouraged to fulfill their civic obligations and otherwise engage in the normal political processes of society. Nevertheless, all University employees’ political activities are restricted by Regent policy and state law i n three significant ways: E-6 E-7

• Employees may not engage in political campaign activities during work time;

19