3. General Employment Practices

  1. Employee Orientation
  2. Employee Identification Cards
  3. Keys
  4. Parking
  5. Facilities and Services
  6. Job Description
  7. Job Posting
  8. Employment Letters
  9. Employment Status
  10. Work Schedules
  11. Initial Review Period
  12. Performance Appraisal
  13. Promotions and Transfers
  14. Position Reclassification
  15. Personnel Records
  16. Release of Employment Information

3.01 Employee Orientation

New employees receive specific information from Human Resources and their supervisor to orient them to their new position and the policies and responsibilities of the Institute. 
During the first few days of employment, Human Resources conducts orientation which provides an overview of the policies and practices, fringe benefit programs, payroll information, and responsibilities of an employee to the Institute.

In addition, new employees receive information from their supervisors concerning specific job duties, work schedules, performance expectations, and materials or equipment needed to perform job functions.

Finally, new staff and their spouses will be invited to attend the New Faculty, Staff and Spouse Orientation Program in August during the first year of employment. This orientation is conducted by the President with presentations from the area Vice Presidents.

3.02 Employee Identification Cards

Employees must obtain an employee identification card during their first week of employment. The Office of Student Affairs, located in the lower level of the Union Building, is responsible for issuing the identification cards. The identification card serves as a library card, meal card if you are on a meal plan option, and permits initial access to the Sports and Recreation Center. The identification card can also be used to check out publications at the Indiana State University and St. Mary-of-the-Woods College libraries.

Temporary employees are not eligible to receive an employee identification card.

3.03 Keys

The Senior Director of Facilities Operations administers regulations and procedures consistent with Institute policy to control campus keys and electronic access associated with assets owned, leased, rented, or temporarily controlled by the Institute and their occupants.

Rose-Hulman Institute of Technology established a Keys and Electronic Access policy to promote the safety and security of the Institute. The safety and security of our campus is dependent upon adherence to and enforcement of this policy. Institute keys will be issued to key recipients only when authorized by a Vice President, Department Head or their designated representative.

Key recipients will sign a key receipt form. Key recipients will maintain possession and security of all Institute keys and/or electronic access cards. Key recipients will immediately report loss or theft of Institute keys or electronic access cards to their Vice President or Department Head, the lock shop staff and the Office of Public Safety. Key recipients will return keys issued by the locksmith by the due date. A personal lock, locking device, or padlock may not be used on any equipment owned, leased, or rented by the Institute without prior approval of the Office of Public Safety. Padlocks are only permitted on athletic lockers and lockers in the Hulman Union.

For further information regarding the Key and Electronic Access Control Policy (See Appendix 12).

3.04 Parking

Employees are allowed to park in various parking lots throughout campus. Vehicles that are driven to work are to be registered with the Office of Public Safety. A parking decal may be obtained, free of charge, by completing a Vehicle Registration Form during new employee orientation. At the time of registration, faculty and staff members will receive a map of designated parking locations. Vehicles without a parking decal or vehicles parked in non-designated areas will be ticketed and may be towed.

3.05 Facilities and Services

ATM Machines 
There are two ATM machines from First Financial Bank located on campus. One ATM machine is located in the lower level of the Hulman Memorial Union building and the other is located in the lower level of Moench Hall canteen area.

Athletic Facilities 
The Sports and Recreation Center is available for use by all full-time and part-time employees and their families in accordance with the operations manual which is available from the Director of Sports and Recreation Facilities.

Bookstore 
The Rose-Hulman Bookstore is located in the lower level of the Hulman Memorial Union building and provides textbooks, office supplies, art supplies, cards, stationery, clothing, gifts and sundry items. Employees may cash personal checks up to $150.00 with proper identification.

Computing Center 
Technical Services Center is operated as a complete computational and information processing service for both the academic and administrative functions of the Institute. Questions and/or problems should be reported to the Service Desk Operator in room G-108 by calling extension 8989 or e-mail “servicedesk@rose-hulman.edu.”

Fax Machines, Copiers, Printing, and Telephones 
FAX machines and copiers are available throughout the Institute for departmental needs. 
The print shop provides full service printing services to meet department needs. Printing services for personal use are also available. Contact the Print Shop Supervisor for rates. 
Employees will be provided information regarding the Meridian Voice Mail System utilized throughout campus. Long distance phone calls in accordance with Institute business can only be made using a Personal Security Code (PSC) that can be obtained by calling extension 8518. A Personal Security Code (PSC) can also be obtained for personal use.

Food Services 
The Institute provides dining services in the Hulman Memorial Union building through ARAMARK Dining Services. Employees are welcome to eat lunch in the Faculty/Staff dining room during the academic year. During the summer months, employees are welcome to eat lunch in the student dining room. During some school break periods, the dining services are closed. Frequent diners on campus may purchase a meal plan from the various options available or pay on a cash basis. 
In addition to the Faculty/Staff dining room, the Worx snack bar in the lower level of the Hulman Memorial Union building is available for dining needs.

Institute Equipment 
Various Institute equipment or property is entrusted to each employee to perform work assigned. If the equipment is in need of repair, servicing or cleaning, it is expected that the employee will report it to the supervisor and then follow up to see that such maintenance is accomplished. Equipment entrusted to the employee for use in work responsibility must be returned upon separation from the Institute.

Library 
Logan Library has a scientific and technical collection of numerous volumes with a representative sampling from the social sciences and humanities. Employees may use the library. A current employee identification card is needed to check out publications. The Digital Resource Center (DRC) is also located in the library. The focus of the DRC is to provide faculty, staff and students with a resource center for high-level presentation preparation, web page creation, video streaming, and other technologies to enhance the ability to provide the best learning and teaching experience possible.

Mail Services (REV. 10/01/02) 
The Mail Distribution Center (MDC) sorts all incoming mail delivered to the Rose-Hulman campus for students, faculty and staff. It is the responsibility of Mail Services to ensure Institute compliance with USPS regulations and any other Institute, local, state, or federal policies relating to mail requirements. 
The Mail Processing Center (MPC) handles all outgoing mail and offers a complete line of mail preparation services. The US Postal Services offers postal rate reductions for various classes of mail that require automated mail processing, and the MPC offers a complete line of automated mail preparation services to meet those needs.

For more information, please visit the Administrative Services Department on the Rose-Hulman Website. A Mail Services Guide is available for more complete information on mail piece preparation and processing.

Mileage Reimbursement 
Employees are encouraged to reserve an Institute-owned vehicle, if available, when conducting Institute business. If an Institute-owned vehicle is not available, mileage reimbursement will be made at the rate established by the Institute. The employee must submit a Travel and Entertainment/Expense Report requesting reimbursement to Accounts Payable.

Notary Public (REV. 08/18/10) 
Notary public services are provided free of charge through the following offices: Academic Dean's Office, Business Office, Civil Engineering, Communications and Marketing, Institutional Advancement, Rose-Hulman Ventures, and Student Affairs.

Uniforms 
The Institute supplies either uniforms or a clothing allowance for members of the maintenance, custodial, housekeeping, and public safety staff. Institute provided uniforms are to be returned upon separation of employment while staff members receiving a clothing allowance retain uniforms upon separation.

3.06 Job Description

Prior to hiring a new staff member, a job description is written or revised by Human Resources in conjunction with the supervisor and/or previous incumbent. The job description outlines job functions, education and experience requirements, job requirements, knowledge, skills, and abilities necessary to perform the essential job functions. The job description is used as a guide for staff member job and performance expectations, to assist in professional development opportunities, and to achieve individual or departmental goals and objectives. It is the responsibility of both the supervisor and staff member to update and revise the job descriptions as it becomes outdated or at least annually.

3.07 Job Posting

To ensure equal employment opportunity, hiring departments notify Human Resources to initiate campus-wide posting and external advertising of all open staff positions. The vacancy will be announced through electronic mail and posted in designated display cases located near the mail room and in Human Resources until the position is filled. Human Resources will refer qualified candidates to the hiring department. The hiring department selects candidates to be interviewed and makes the final hiring decision.

Full-time staff are eligible to apply for vacant positions after one year of consecutive service in their current position. This policy may be waived if the new position results in a promotion and is approved by the staff member’s current supervisor (See Section 3.13 Promotions and Transfers). Part-time or temporary staff may apply for full-time or regular positions after successful completion of the initial review period. Interested staff members should contact Human Resources to apply. The hiring department selects candidates to be interviewed and makes the final hiring decision.

3.08 Employment Letters

The Institute issues employment letters to new employees upon hire. These employment letters are generated by Human Resources at the request of the hiring supervisor, and are signed by the President. This employment letter indicates the starting salary, title, designated work hours (if applicable), start date, initial review period (See Section 3.11 Initial Review Period) and summarizes fringe benefits (if applicable). This employment letter is not a contract of employment nor does it guarantee continuous employment. Prior to July 1, continuing employees will receive an employment letter indicating title and salary. Employees are requested to sign the letter as notification to the President of their intent to continue employment.

3.09 Employment Status

A position is classified as exempt or non-exempt based on criteria established by the Fair Labor Standards Act (FLSA) (See Section 3.06 Job Description). The Institute maintains the following position classifications for all staff positions:

Exempt 
Staff members paid on a salaried basis and whose essential responsibilities and job duties are such that the position meets the exemption test as defined by the Fair Labor Standards Act (FLSA) and therefore, the position is exempt from overtime pay requirements.

Non-Exempt/Salaried 
Staff members paid on a salaried basis and whose essential responsibilities and job duties are such that the position does not meet the exemption test as defined by the Fair Labor Standards Act (FLSA) and therefore, the position is not exempt from overtime pay requirements. Since the position does not meet the exemption test, the law requires that the staff member be paid at the rate of one and one half (1½) times their regular rate of pay for any and all hours worked in excess of forty (40) hours in a work week.

Non-Exempt/Hourly 
Staff members paid on an hourly basis and whose essential responsibilities and job duties are such that the position does not meet the exemption test as defined by the Fair Labor Standards Act (FLSA) and therefore, the position is not exempt from overtime pay requirements. Since the position does not meet the exemption test, the law requires that the staff member be paid at the rate of one and one half (1½) times their regular rate of pay for any and all hours worked in excess of forty (40) hours in a work week. The employment status of all employees is determined by the Department of Labor pursuant to the Fair Labor Standards Act (FLSA). Within these position classifications are the following employment statuses for all staff positions:

Full-Time 
Employees working a minimum of forty (40) hours per week (2080 hours annually). Full-Time employees are eligible for all fringe benefits provided by the Institute.

Part-Time (benefits eligible) 
Employees working a minimum of thirty (30) hours per week (1560 hours annually) but not to exceed thirty-nine (39) hours per week . Part-Time (benefits eligible) employees are eligible for all fringe benefits provided by the Institute.

Part-Time 
Employees working a minimum of twenty (20) hours per week (1040 hours annually) but not to exceed twenty-nine (29) hours per week. Part-Time employees are eligible for pro-rated fringe benefits provided by the Institute.

Temporary 
Employees (employed through the Institute) working for a defined period of time not to exceed 999 hours in a twelve (12) month period. Temporary employees are not eligible for fringe benefits provided by the Institute. Individuals employed through a temporary agency do not qualify for Institute benefits.

3.10 Work Schedules

The Administrative and Academic offices are open Monday through Friday 8:00 a.m. to 5:00 p.m. unless otherwise indicated by the area supervisor. Variable work hours based on department needs are established by the supervisor in conjunction with the next level supervisor. 
Staff members are expected to arrive on time for work and to meet all work commitments (See Section 6.00 Codes of Conduct). Any variation from the regular work schedule should be approved in advance by the supervisor.

In reporting an absence, staff members are expected to contact their supervisor as soon as possible. Voice mail messages are discouraged as a means of notification unless the staff member is instructed to do so by the supervisor. The Institute supports flextime in order to accommodate the reasonable requests of staff members for alternative work schedules when consistent with the needs of the departments.

Breaks and Rest Periods 
Hourly staff members are permitted two (2) fifteen (15) minute break periods for every eight (8) hours worked. These break periods may be designated for specific times during the shift at the discretion of the supervisor. Occasionally, if the nature of work makes it impractical to observe break periods, the half-hour (½) meal break may be extended with prior supervisory approval. Hourly staff members are paid for meal breaks and, therefore, are requested to remain on campus during meal breaks in the event a situation arises which requires immediate return to work. Hourly staff may be permitted to leave campus during meal breaks with prior supervisory approval.

Reasonable Breaks for Nursing Mothers (REV 07/01/10) 
The recently implemented Healthcare Reform Law amends the Fair Labor Standards Act (FLSA) to require employers to provide non-exempt employees who are nursing mothers with a reasonable break time when they need to express breast milk for the first year following the birth of a child. 
To be in compliance, Rose-Hulman has established a lactation room located in the Office of Human Resources in Moench Hall, Room A113D. There is privacy, a chair, electrical outlet and refrigerator for storage of the expressed milk. Employees using the refrigerator for expressed milk will provide their own clearly labeled container with their name. If the employee has a private office, they may prefer to express milk in their office and bring their own storage cooler for storage of their expressed milk.

Supervisors might expect an average employee to need between 15 – 20 minutes of break time every two to four hours to express milk which may vary, depending on the individual employee.

3.11 Initial Review Period

New staff is subject to a ninety (90) calendar day initial review period. This period is designed for the Institute and the employee to evaluate the new employment condition. The supervisor may conduct a performance appraisal with the employee at any time during this period. At the end of this initial review period, the supervisor must complete a written performance appraisal of the employee and recommend one of the following:

  • Successful completion of the initial review period; employee changed to full or part-time employment status
  • Extension of the review period not to exceed another ninety (90) calendar days
  • Termination of employment

Beyond the initial review period, an employee may be placed on probationary status at any time during employment for unsatisfactory conduct or performance (See Section 8.00 Corrective Action Procedure).

3.12 Performance Appraisals

The performance management process provides the opportunity to dialogue between the employee and supervisor regarding job performance, professional development opportunities, job responsibilities, and performance expectations. The employee is also provided an Employee Self-Appraisal questionnaire to complete prior to the performance appraisal discussion with the supervisor. The employee should bring the completed self-appraisal form to the performance appraisal discussion meeting. The Job Description and/or Job Analysis Questionnaire is to be reviewed with the employee to ensure the job description accurately reflects the essential job functions. A completed Performance Appraisal form signed by the supervisor and employee, a revised Job Description or Job Analysis Questionnaire, and Employee Self-Appraisal are the products of this performance management process. The employee’s signature on the form indicates the appraisal has been reviewed with them. A copy of the Performance Appraisal and Employee Self-Appraisal is provided to the employee and the original forms, along with the Job Description and/or Job Analysis Questionnaire is returned to Human Resources and incorporated in the employee’s central personnel file. A Performance Improvement Plan must be completed for each general factor that is rated as “Needs Improvement” on the Performance Appraisal form. It is NOT corrective action! It is used to identify performance issues, communicate expectations and define what improvements need to be made by establishing measurable goals for attaining improvements. It identifies how the employee will accomplish these goals and how the supervisor will help support the employee to meet these goals. (See Appendix 6 Performance Appraisal).

A performance appraisal will be conducted for each employee at the end of the initial review period and annually thereafter during the month of the anniversary date of employment.

3.13 Promotions and Transfers

To maintain employees of the highest quality, the Institute provides equal opportunity for the recruitment, professional growth, and advancement of all employees. The Institute encourages promotion and transfer of current employees whenever possible. A promotion occurs when an employee leaves one classified position to go to another of increased responsibility and with higher compensation. This may involve moving from one department to another; however, it may occur within the same department when two separate positions are involved. Full-time staff are eligible to apply for positions after one year of consecutive service in their current position. This policy may be waived if the new position results in a promotion and is approved by the staff member’s current supervisor. Part-time or temporary staff may apply for full-time or regular positions after successful completion of the initial review period. Staff members meeting minimum job qualifications should contact Human Resources to apply. The hiring department selects candidates to be interviewed and makes the final hiring decision. (See Section 3.07 Job Posting) for more information regarding employment opportunities.

3.14 Position Reclassification

Position reclassification occurs when the essential job functions of the position have changed significantly. The current job description is reviewed and revisions are completed by the supervisor and staff member. The new job description will be reviewed by the supervisor and next level supervisor in consultation with Human Resources. The outcome of the position review may result in a title change and/or salary adjustment which is determined by the supervisor and next level supervisor, with final approval by the President.

3.15 Personnel Records

The Institute complies with all applicable Federal laws governing personnel records, their creation, handling, and retention. Human Resources maintains a central personnel file for each employee containing documentation on employment, benefits, compensation, performance appraisals, corrective action, and other pertinent information.

The information in the employee’s central personnel file is considered confidential and secured when not in use and may be reviewed only by the following:

  • The employee who is the subject of the file
  • The employee’s supervisor who is considering the employee for promotion, transfer, reassignment, demotion, dismissal, or other personnel actions
  • Other supervisory personnel, with the employee’s written authorization
  • An attorney or designee of the employee, with the employee’s written authorization
  • Controller (payroll information only)
  • Human Resources staff
  • An attorney representing the Institute in connection with any action threatened or brought against the Institute
  • Other persons acting in compliance with Federal, state or local laws such as auditors, wage and hour personnel, equal employment opportunity investigators, etc., or in response to a lawfully issued subpoena or court order (employees will be notified of a subpoena or court order by Human Resources)

The employee’s central personnel file shall be reviewed in Human Resources in the presence of a Human Resources staff member. Employees may take notes, make copies, and notify Human Resources of any incorrect information contained in the file. The information in the central personnel files is the property of the Institute and may not be removed.

Retention of Corrective Action Records 
Documentation of corrective action will be retained in the staff member’s central personnel file. After a period of one year, in the event of a positive resolution and continued active employment, the corrective action shall be considered concluded however, documentation will remain in the employee’s central personnel file (See Section 8.00 Corrective Action Procedures).

Changes in Employee Information 
In order to ensure accuracy of employment information, employees are required to notify Human Resources of all changes in employee or dependent status within thirty (30) days of the event. A change in employee or dependent status includes, but is not limited to:

  • Marriage
  • Divorce
  • Birth
  • Death
  • Adoption
  • Dependent no longer meets IRS requirements for dependent status
  • Dependent reaching age twenty-five (25)

Employees enrolled in the health insurance plan who delay this notification may lose the right for continuation of coverage through the Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA) (See Section 9.05 COBRA Continuation Coverage).

Other changes of status which must be reported to Human Resources for payroll, insurance, and retirement purposes include, but are not limited to the following:

  • Name
  • Address
  • Telephone Number
  • Income tax exemptions
  • Beneficiary

3.16 Release of Employment Information

Human Resources receive written requests for information concerning employment verification from potential employers, financial institutions, and rental properties. This information will be provided only if the request includes a written authorization and release from the employee. When information is requested by phone, Human Resources will only confirm or deny information given on dates of employment, position held, and employment status.