THE TROY STATE UNIVERSITY SYSTEM
Staff Handbook
For Classified and Professional
Personnel
November 2002
The policies, practices, and benefits discussed in this
handbook are general operating guidelines, which do not represent a contract of
employment and remain subject to change at any time by the Troy State
University System.
TABLE OF CONTENTS
Equal Opportunity
and Affirmative Action Policy
1.0 Employment
1.2 Appraisal Period
2.0 Position
Classification System
2.1 Faculty
2.2 Staff
2.3 Salary
Classification Plan
3.0 Compensation
3.1 Salary
3.2 Pay Procedures
3.3 Anniversary Date
3.4
Payroll Forms and
Deductions
4.0 Working Hours
4.1 General
4.3 Time
Recording
4.4 Compensatory
Time and Overtime Pay
5.1 General
5.2 Holidays
5.3 Annual Leave
5.4 Sick Leave
5.5 Maternity
5.7 Jury Duty
5.8 Voting
5.9 Military Leave
5.10 Leave of
Absence Without Pay
5.11 Family and Medical Leave Act
5.12 Retirement
5.13 Tuition
Assistance
6.0 Policies
and General Information
6.1 Courtesy
6.7 Updating
Personnel Records
6.8 Nepotism
6.9 Solicitation
6.10 Gifts
6.11 Drug-Free/Smoke
Free Workplace Policy
6.13 Telephone
6.14 Personal Appearance
6.16 Personal
Visitors, Calls, and Mail
6.17 Harassment
6.18 Safety/Emergency
Procedures
6.19 Infectious
Diseases
6.19.1 Introduction
6.19.2 Policy
6.20 Purchasing Policies
6.21 Travel and Reimbursement Regulations
6.22 Parking Regulations
6.23 Identification
Cards
6.24 Use
of Equipment and Facilities
6.25 Weapons
on Campus
6.26 Incident
Reporting
6.27 Computer Facilities
6.29 Absences
from Work
6.30 Keys
6.31 Safety
6.32 Educational Resources Center
6.33 The Family Educational Rights and Privacy Act
8.0 Termination
8.1 Resignation
8.2 Dismissal
8.2.1 General
8.2.2 Procedure
8.2.3 Hearing
8.2.4 Immediate Dismissal
9.2 Written
Grievance Procedure
10.0 Consulting
Policy
10.1 General
10.2 Types
of Consulting Activities
10.2.1
Sponsored Seminars during Normal Working Hours
10.2.2
Sponsored Activities which Require Work Beyond Normal Working Hours
10.2.3 Individual Consulting During Off-Duty Time
10.2.4 Individual
Consulting During Normal Working Hours on a Project Arranged by the Individual
10.2.5
Supplemental Part-Time Employment Not Associated with
Regular Work Duties
Statement of Receipt
Appendix A (Harassment
Policy)
This Staff
Handbook reflects general internal Troy State University System (hereinafter
referred to as the System) guidelines in effect at the time of
publication. It supersedes all previous
Staff Handbooks throughout the System.
Although revisions of the actual document may occur periodically, the
current Handbook will be on the System website under Human Resources, located
under the Administrative Services link.
As changes occur, a change page will be placed on the
website (www.troyst.edu/humanresources) for two weeks to make personnel aware
of any change(s). Additionally, notification will be sent to all personnel
regarding said changes. This handbook attempts to include basic information
about the System’s personnel policies and fringe benefits. Any policy or statement found in this
handbook, which is contrary to the language or intent of policies of the System
Board of Trustees, is null and void.
The Staff
Handbook applies to all campuses within the System. It is not meant to be inclusive of all System policies and
procedures. It should be used in
conjunction with other System publications, as appropriate. It is not a contract. The System reserves the right to revise
policies, procedures, salaries, and fringe benefits at anytime. A request for a deviation from this handbook
should be submitted through proper administrative channels to the Chancellor.
The Staff
Handbook provides guidelines for faculty members (in areas not addressed by the
Faculty Handbook), professional staff, and classified staff. It also applies, as appropriate, to faculty
personnel who are primarily involved in administrative duties.
In an attempt to
keep the Staff Handbook current, the Office of Human Resources will review it as necessary and recommend
additions, deletions, or amendments. Any suggestions or recommendations for
correcting dated information, improving clarity of
language, or for otherwise improving the Staff Handbook
should be submitted to the Office of Human Resources.
The Staff Handbook
also attempts to answer questions concerning personnel policies and benefits
and to address employee responsibilities.
Troy State University is a
multi-campus system, with campuses in Troy, Montgomery, Dothan, and Phenix
City, Alabama. Because of its desire to
provide higher education opportunities to the men and women of the United
States Armed Forces, Troy State University provides education on military bases
throughout the United States and around the world.
Troy State
had its beginning in 1887 as Troy Normal School, chartered by the Alabama
Legislature. It has developed through
the stages characteristic of institutions of this type, starting as a two-year
teacher training institution, gaining four-year status as Troy State Teachers
College, the Troy State College, and in 1967, Troy State University with its
own board of trustees.
Troy University consists
of six colleges, namely, the College of Education, the College of Arts and
Sciences, the Sorrell College of Business, the College of Communication and
Fine Arts, the College of Health and Human Services, University College and
Troy State University Phenix City campus.
Troy University primarily
serves a traditional student population and employs approximately 600
personnel, making it among the largest employers in Pike County. It is the component of the System that is
home to NCAA Athletics, fielding a total of 16 men’s and women’s teams and “The
Sound of the South,” one of the most dynamic and exciting marching bands in the
nation today.
Troy University first offered academic
programs in Montgomery in 1957. Then in
1965,
responding to the request of the Air Force for an on-base
program, Troy University established a resident center at Maxwell AFB designed to meet the
educational needs of both military and civilian populations. In 1966, the Montgomery location was
designated a branch campus and was authorized to offer degree programs at both
the undergraduate and graduate levels.
In 1983, Troy University Montgomery Campus received independent
accreditation from the Southern Association of Colleges and Schools.
Currently Troy University Montgomery Campus consists of three colleges,
which include the College of Education, the College of Arts and Sciences, and
the College of Business.
Troy UniversityM is the
home of the Rosa Parks Library and Museum and the Davis Theatre for the
Performing Arts.
The Dothan campus’ roots date to 1951, when Troy University began offering
extension courses at Fort Rucker. By
the mid-seventies, Troy University at Fort Rucker had outgrown its facilities, and in 1974,
Troy University began offering courses in Dothan.
In 1975, space was leased in the Houston Hotel and the name was changed
to Troy State University at Dothan/Ft. Rucker.
In 1985, Troy University Dothan Campus received independent
accreditation from the Southern Association of Colleges and Schools.
In 1990, Troy UniversityD moved to its new campus and
present location on US Highway 231 North.
Troy University Dothan Campusincludes
three colleges:
the College of Arts and
Sciences, the College of Business Administration, and the College of
Education.
Troy University Dothan Campus provides a special
environment to meet the needs of both the traditional and non-traditional
commuting student.
As Troy State University enters the
twenty-first century, it will continue as a dynamic, growth-oriented university
operating in multiple locations in Alabama, the nation and around the world.
EQUAL EMPLOYMENT
OPPORTUNITY/AFFIRMATIVE ACTION (EEO/AA) POLICY
The Troy State University System recognizes its legal and moral obligation to provide equal employment opportunities to all qualified individuals without discrimination on the basis of race, color, religion, sex, age, disability, or disabled veteran/Vietnam Era veteran status, or national origin. The System affirms its commitment to this principle and to an affirmative action program, which will establish and sustain the criteria of equal opportunity for employment, and also detect and eliminate elements of discrimination and harassment, which may be found to exist during employment. These commitments are made for both academic and non-academic employment areas.
The System is an affirmative action
employer of women, minorities, qualified persons with disabilities, and covered
veterans. It is committed to making
sustained, diligent efforts to identify and consider such individuals for
employment and for opportunities arising during employment.
Each Campus President will appoint an Equal Employment Opportunity/ Affirmative Action Officer for academic personnel and non-academic personnel to be responsible for supervision of the University's EEO/AA program and for monitoring its effectiveness.
The Chancellor, Vice Chancellors,
Presidents, Vice Presidents, Deans, Directors, Department Chairs, and other
academic/administrative leaders play an important part in providing personal
leadership to insure that both the letter and spirit of the System's EEO/AA
program are observed in their respective departments.
1.0
EMPLOYMENT
Employment
with Troy State University System is student-centered. The goal of all personnel should be to
provide a student-friendly environment which emphasizes quality, safety,
attractiveness, and affordability.
Employment with the System is on an at-will basis and may be terminated
by either the employee or the System at any time with or without cause or
motive. Employment for any
specified duration shall not be valid or binding on the employee or the
System unless it is expressly set forth in a written document and signed by
the employee and the Chancellor or Campus President.
.
1. Full-time
Employment that is expected to
continue indefinitely on a full-time basis (approximately 40 hours per
week). Employees in this category are
entitled to all fringe benefits provided by the System after completing the
required waiting periods.
2. Part-time
Employment that is expected to
continue indefinitely on a part-time basis (fewer than 40 hours per
week). The following applies to
part-time employees:
a.
Most employees who work fewer than 40 hours per week are not entitled to
system benefits.
b.
Employees
who work 20 hours or more per week are required to participate in the Teachers'
Retirement System, and may elect to participate in the Supplemental Retirement Program,
but are not eligible to participate in any other benefits.
Personnel employed for a
specifically defined project or during periods for peak workloads or for short-time replacement of
other employees are classified as temporary employees. No part of a period of
temporary service will be counted as
part of an appraisal period or waiting period for purposes of fringe
benefits in case of subsequent appointment to a regular position. Temporary employment shall not confer upon
the employee any privilege or right of promotion, transfer, or reinstatement
to a regular position. However,
temporary employees who work 20 hours or more per week may elect to participate
in the Teachers' Retirement System during the initial year of employment. Temporary employees may not be employed for
longer than one year in a temporary status.
A.
New Employees
The first six months of employment
under any type of staff employment is an initial appraisal period for all
employees. During this time, both the
employee and employer have an opportunity to evaluate one another. During the initial appraisal period, each
employee will be evaluated for:
(1) Ability
(2) Attitude
(3)
Compatibility with position
(4) Conduct
(5)
Other areas
If at any time during the six-month
initial appraisal period the employee or the supervisor decides to terminate
the employment, the employee may be released without cause or advance notice.
There will be no appeal of termination or grievance procedure during this
initial appraisal period. During the
initial appraisal period, full-time employees are entitled to such benefits as
holidays, sick leave, and accrual of annual leave. However, applications for taking annual leave are discouraged
until regular employee status has been attained. Full-time employees may not compete for other positions on campus
while in the initial appraisal period.
B. Transfers and Promotions
When an employee receives a
promotion or is transferred to a position of higher classification, the
appraisal period will be three months.
The new supervisor will evaluate the performance of the employee during
this three-month period in the same manner that a new employee is evaluated. A classified employee will receive a step
increase at the end of the three-month appraisal period and on the next
anniversary date.
2.0 POSITION
CLASSIFICATION SYSTEM
2.1 FACULTY
Faculty should utilize the Staff Handbook in conjunction with the Faculty Handbook to learn policies and procedures, which apply to all system personnel. Employment guidelines for the faculty are outlined in the Faculty Handbook. The current Faculty Handbook may be accessed on the System website under Human Resources.
2.2 STAFF
A. Professional
Employees
Professional employees are compensated commensurate with their professional preparation, experience, and responsibilities; they are paid monthly.
B. Classified
Employees
Classified employees are compensated in accordance with the Troy University System Salary Classification Plan; they are paid bi-weekly, at an established hourly rate.
C. Exempt
and Non-Exempt Employees
The Federal Fair Labor Standards Act, commonly referred to as the "Wage and Hour Law" mandates several timekeeping and overtime requirements. Those who are not subject to the timekeeping and overtime requirements are "exempt" employees and include the faculty and most professional employees. Those who are subject to these provisions of the law are "non-exempt" employees and include all classified employees. Non-exempt employees are required to keep a record of all hours worked. (See Section 4.2 for a complete explanation of timekeeping requirements.) Non-exempt employees receive compensatory time or overtime compensation for all hours worked in excess of forty hours per week.
2.3 Salary Classification Plan
All full-time, hourly paid employees are covered by the Troy University
System Salary
Classification Plan.
Troy University Salary Classifica
tion Plan contains the
following:
A. Job Descriptions
The campus Office of Human Resources
maintains a written job description for each classified position. Each description contains a brief listing of
essential duties, responsibilities, and qualifications for each position. The job description may not necessarily
cover every task an employee is asked to perform, but will be reasonably
comprehensive.
B. Salary Schedule (Full-Time Classified
Employees)
The System has a salary schedule for
classified employees. Each classified
position is included in a specific range in this salary schedule. Each salary range has steps with pay
increases between each step. New employees will be placed in Step 1 of the
appropriate salary range upon employment unless waived by approval of the
Chancellor. Advancement from one step
to the next for classified employees will be by merit, based upon an annual
evaluation. Classified employees are
eligible for consideration for a step raise in accordance with the salary
schedule. A step raise for a classified
employee must be recommended by the immediate supervisor in the annual
evaluation report. A new full-time
classified employee who completes the initial six-month appraisal period is
eligible for an increase from Step 1 to Step 2, provided the employee is
recommended for this increase by the immediate supervisor's six-month initial
appraisal evaluation, and the employee earns regular status. A new full-time employee who is initially
hired above step 1, shall not be eligible for a step increase for a period of
one year. Subsequently, normal
anniversary dates apply.
C.
Personnel Not Covered by
Salary Classification Plan
Employees who are not covered by the
Salary Classification Plan are not eligible for step increases; any salary
adjustment or merit increase for these employees must be recommended by the
immediate supervisor, campus President, Vice Chancellor, or by the Chancellor,
in accordance with established procedures.
3.1 SALARY
It is the System's desire to maintain reasonable standards of compensation for employees. System funding is supplemented by State of Alabama appropriations. Therefore, compensation levels and personnel policies must relate directly to the financ