Presentation on theme: "Welcomes you! The Office of Human Resources and Payroll."— Presentation transcript:
Welcomes you! The Office of Human Resources and Payroll
Welcome! We are glad you are part of the WCU family. This new employee Basic Orientation Presentation has several purposes that will benefit you.
What this orientation means to you A new work environment can be a strange and confusing place. This Orientation is designed to provide you with an outline of the facilities you will be working in, the rules and policies you will be working under, and the expectations of you as a WCU employee and what you can expect from WCU as your employer.
This orientation is divided up into “Sections”. As you will see some are titled “mandatory”. You are required to review and prepare an acknowledgement for these mandatory sections as part of your probationary requirements. Each of the four mandatory acknowledgement forms are available from the very last slide of this orientation for you to print, sign and deliver to the Office of Human Resources and Payroll - HFR 220 Attention - Training. You need to allow yourself a couple hours to complete this orientation. If you start the process and have to stop in the middle, just make a note to yourself where you left off. Then when you return, left click anywhere inside the slide show and you get a pop-up menu that will allow you to “go to slide” and choose the slide you want to return to. How this orientation is set up
Tips to navigate the orientation Other helpful tips: You can go to “previous slide, next slide or end the slide show” by left clicking in the show OR run your cursor over the lower left corner of any slide and you have those options as arrows. You can go to a particular Section from the Index by clicking on the Section. To return to the Index – left click anywhere and the pop-up menu will allow you to choose “go to slide” and choose the “INDEX” slide you want to return to. There are separate modules for Sections 9 and 11. As you enter those presentations – they are stand alone. When you complete one, it will take you back to the basic orientation slide listing view. Go to the “slide show” drop down menu at the top of the screen and choose “view show” – then if you want to jump to the slide you were on before you started the separate module, left click and choose “go to slide” from the pop-up menu and choose the slide you want to return to.
INDEX- Section 1 to 5 Section 1 - WCU at a Glance Section 1 - WCU at a Glance General information about WCU and the campus Section 2 - EPA or SPA? Explanation of the employee types at WCU and where you fit in Section 3 - Fair Labor Standards Act (FLSA) How this important Department of Labor statute affects you Section 4 - Pay and Leave Policies Understand your pay and what leave benefits are available to you Section 5 - Equal Opportunity and Harassment Your protections and how to report violations
INDEX – Section 6 to 11 Section 6 - Americans with Disabilities Act (ADA) Understanding what special needs accommodations may be available Section 7 - Family Educational Rights and Privacy Act (FERPA) Section 7 - Family Educational Rights and Privacy Act (FERPA) - MANDATORY Employee responsibilities regarding protection of educational records Section 8 - Health Insurance Portability and Accountability Act (HIPPA) Employee responsibilities regarding protection of health care records Section 9 - Security Awareness Section 9 - Security Awareness – MANDATORY Employee information and responsibilities concerning WCU computer and systems use Section 10 - Confidentiality Section 10 - Confidentiality – MANDATORY Employee responsibilities regarding protection of confidential information Section 11 - Export Control Section 11 - Export Control – MANDATORY Explanation of what Export control is and what responsibilities employees have regarding it
INDEX - Section 12 to 17 The following sections include various WCU subjects and policies that have a direct bearing on your work at WCU. They are not all inclusive. It is each employee’s responsibility to read and understand the WCU University Policies found on the Chancellor’s Web page.Chancellor’s Web page Section 12 - Section 12 - Improper Relationships with Students and other employees Section 13 Section 13 - Violence and Weapons in the workplace Section 14 Section 14 - Policies on Alcohol and Illegal Drugs Section 15 Section 15 - Use of State Property Section 16 Section 16 - Workplace Safety Section 17 Section 17 - Other Miscellaneous Policies of interest to employees Section 18 Section 18 - Employee Perks - Fun Stuff ! ! !
EPA or SPA – what does it mean? SPA employees are those Subject to the State Personnel Act (SPA)and include most staff positions EPA employees are those exempt from the State Personnel Act and include instructional, research and some administrative positions There are several differences between these employee types with regard to leave, benefits, etc – so it is important you know what type your position falls under Either SPA or EPA employees may be exempt or non-exempt from the Fair Labor Standards Act – this act is explained in greater detail in the next section of this module and has to do with minimum wage and overtime
SPA and Career Banding Career Banding is the position management system currently used by the University of North Carolina System. The Career Banding system details the classification of SPA (Staff) positions as well as how SPA employees are paid, promoted, assessed, and developed. Positions are classified into broad occupational bands, which allows for greater flexibility in granting promotions, setting pay, and career development. The salary structure is based on internal, regional, and statewide market demands as well as the skills (competencies) required for the position and the skills possessed by the employee. Work planning that includes career development goals are essential to developing employee’s competencies, which contributes to developing the workforce.
FLSA Exempt SPA and Exempt EPA Non-Faculty employees: – Are not eligible for overtime pay, compensatory (comp time) pay. – Must complete monthly leave sheets online to track use of vacation, sick or other forms of leave. EPA Faculty employees are Exempt – 9/10 month faculty do not earn leave so therefore they do not maintain leave or time records – 11/12 month faculty earn leave and therefore need to maintain monthly leave sheets online
FLSA and Non-Exempt Employees Non-Exempt employees who work beyond 40 hours in a workweek may be compensated in one of the following ways: – Employees accumulate future time off at a rate of one and one-half hours for each hour worked beyond 40 hours in a workweek. – Employees may be paid at one and one-half times their regular pay rate for all hours worked beyond 40 hours in a workweek. Must meet certain criteria and prior approval for pay in lieu of time off is required.
FLSA and Non-Exempt employees If Non-Exempt employees travel for business purposes, and the actual travel takes place beyond the regular 40-hour week, employees are granted Equal Time off. The amount of Equal Time granted equals the total amount of travel time beyond the normal 40-hour week. Equal Time can be carried from month to month and used for future time off.
FLSA and Non-Exempt Employees Non-Exempt employees may be awarded Shift Premium Pay if more than half of the scheduled working hours occur between 4 pm and 8 am on a regularly recurring basis. Shift Premium Pay is awarded for all hours worked.
FLSA and Non-Exempt Employees Non-Exempt employees must submit a Time Sheet to their supervisors at the end of each month. Remember, Time Sheets are official records. Employees: – Should not keep alternate or secondary time records – Should not submit Time Sheets that do not accurately reflect the actual time work. – Should contact the WCU Auditor (227-7116) or Human Resources (227-7218) if you are instructed to keep time records that do not accurately reflect time worked.
Payday Is the last working day of the month Direct Deposit is mandatory Paystubs are distributed electronically via your email and MyCat accounts
How do I access my pay stub information? In advance of payday, you will receive your direct deposit notification via email communication from payroll letting you know when your deposit will happen and what your net pay will be. The email communication is generated to you in advance meaning that your pay will be available to you at the opening of bank business on the day of payday, not in advance. Only the notice comes in advance! Your pay information is also available to you through your MyCat Account. Instructions on how to navigate your MyCat pay information are available on the secured HR/Payroll HUB web site. MyCat Account
What Types of Leave are available to each type of employee? SPA/EPA non-exempt SPA exemptEPA 12 mo exempt EPA 9 mo exempt VacationXXX SickXXX FMLAXXXX Community Service XXXX (prorated) CivilXXXX MilitaryXXXX Voluntary SharedXXXX Adverse WeatherXXX
Vacation Leave Vacation Leave Purposes: – Vacation – Personal reasons – Personal illness – Illness of an immediate family member – Voluntary shared leave 12 mo EPA employees earn 24 days per year. SPA Employees Years of Service Earned Monthly Days Per Year < 59 hrs, 20 min14 5 but < 1011 hrs, 20 min17 10 but < 1513 hrs, 20 min20 15 but < 2015 hrs, 20 min23 20 plus17 hrs, 20 min26
Sick Leave Employees earn sick leave at a rate of 8 hours per month (pro-rated for part-time employees).
Family and Medical Leave Under provisions of the Family and Medical Leave Act, leave may be granted for: – Serious health conditions of the employee – The birth of a child – The care of a parent, spouse, or child who has a serious health condition – Qualifying exigency leave for families of covered members – Military caregiver leave Up to 12 weeks (26 wks for eligible Military care giver) of unpaid leave, unless using personal leave for payroll Eligibility You must work for the State for at least 12 months and be in pay status for at least 1040 hours.
Community Service Leave Employees earn 24 hours of community service leave to serve the community by doing volunteer work for – non-profit, non-partisan organizations designated 501(c)(3) An Example would be – 1-hour per week for mentoring or tutoring in the schools (up to 36-hours per year) Part time employees earn a prorated amount of community service leave Religious and Athletic activities are not eligible events
Civil Leave This leave is granted for events such as Jury Duty
Military Leave This leave is granted to those in service of our country in one of the branches of the United States Military. Carries specific guidelines according to the individual’s military orders.
Other Leave Programs Voluntary Shared Leave – Full time or part-time permanent employees may donate unused vacation or bonus leave to other employees or family members who have been approved for the program. Immediate family members may donate sick leave to other immediate family members. Leave Without Pay
Adverse Weather Employees may take Adverse Weather Leave during periods of adverse weather and then make- up time lost. – Cannot exceed a 40-hr workweek when making up time – Time must be made up within one year – If Adverse Weather leave is not designated as bonus, compensatory or Leave Without Pay, it will automatically be recorded as vacation leave Please review the WCU adverse weather policy for detailsWCU adverse weather policy
Web Resources Leave Policy for SPA Employees http://www.wcu.edu/25281.asp Leave Policy for EPA Non-Faculty Employees http://www.wcu.edu/25283.asp Community Service Leave http://www.wcu.edu/25345.asp Leave During Adverse Weather Policy http://www.wcu.edu/25301.asp Leave Benefits for State Employees http://www.osp.state.nc.us/manuals/sections5and6.htm
Holiday Schedule New Year’s Day Martin Luther King Jr.’s Birthday Good Friday Independence Day Labor Day Thanksgiving Christmas Holidays You may be required to use an additional day of leave during the Christmas and New Year’s extended holiday period as the campus is partially closed down for a week at Christmas. Be sure to plan accordingly! See HR holiday calendar for details! http://www.wcu.edu/25414.aspHR holiday calendar
Time and Leave Reporting 11/12 mo EPA Faculty, EPA non-faculty exempt and SPA exempt employees complete monthly leave reports thru MYCAT. MYCAT Instructions for leave reporting thru MYCAT found on HR/Payroll HUB web site. SPA and EPA non-exempt employees prepare a paper time sheet found on the HR/Payroll HUB web site Hourly employees that are paid bi-weekly (this includes, non work study, temps, and work study) complete time sheets via Web Time Entry (WTE) Instructions for WTE are available on the HR/Payroll HUB web site
WCU does NOT tolerate Discrimination or Harassment of any kind Western Carolina University upholds the values of fairness, respect, diversity, and community through University policies and procedures that promote an environment free of discrimination and harassment. The University also recognizes the importance of both establishing well-defined work expectations and promoting employee welfare and safety. Important Policies are outlined here to promote employee understanding of the expectations, rules, and values of the WCU workplace.
Western Carolina University does not practice or condone discrimination or harassment, in any form, against any person on the grounds of race, color, national origin, religion, gender, age, disability or sexual orientation. Complaint Procedure: If you ever feel you are the victim of discrimination or illegal harassment, notify your supervisor immediately. If you are uncomfortable doing so, notify the Director, Office of Equal Opportunity and Diversity Programs at 227-7116 or Human Resources at 227-7218. Equal Employment Opportunity and Harassment
EEO Policy Statement Western Carolina University emphatically states that it will provide equal employment opportunities for all persons regardless of race, color, national origin, creed, religion, sex, age, sexual orientation *, disability, or political affiliation, except where religion, sex, or age are bona fide job related employment requirements. This is in keeping with Title VII of the Civil Rights Act of 1964 as amended, Executive Order 11246, as amended, the Rehabilitation Act of 1973, the Equal Pay Act of 1963, the Age Discrimination in Employment Act of 1968 as amended, the Civil Rights Restoration Act of 1988, NC G.S. 1126-16 as amended, the Americans with Disabilities Act of 1990 and the Civil Rights Act of 1991, and other applicable federal and state EEO and anti-discrimination laws or statutes.
In furtherance of this policy Western Carolina University prohibits retaliatory action of any kind taken by any employee of Western Carolina University against any other employee or applicant for employment because that person filed a complaint or charge of employment discrimination, testified, assisted or participated in any manner in a hearing, proceeding or investigation of employment discrimination. To ensure that equal employment opportunity exists throughout the university, a results oriented equal employment opportunity program will be implemented to overcome the effects of past discrimination and to eliminate any artificial barriers to employment opportunities for all qualified individuals that may exist in any of our programs. All selection, hiring, and promotion decisions will be based on valid requirements that are job related and consistent with performance of the essential functions of the job. EEO continued
This program shall ensure greater utilization of all persons by identifying the underutilized groups in the workforce (especially minority, female and disabled workers) and making special efforts to increase their participation in recruitment, selection, hiring, promotion, compensation, performance appraisal, disciplinary and grievance procedures, separations, and reduction in force, and any other term, condition, or privilege of employment. When necessary, Western Carolina University will provide reasonable accommodations for applicants and/or employees with disabilities when doing so will enable them to successfully perform the essential job functions of the job or benefit from training. WCU is also committed to preventing any harassment based on race, color, national origin, religion, creed, sex, age, sexual orientation* or disability including sexual harassment. EEO continued
Program objectives and timetables shall be established to reduce and eliminate the underutilization of all groups through the equal employment opportunity plan and program. Responsibility for the development of this plan and program is assigned to the Director of Employment and Affirmative Action Programs. However, responsibility for the implementation of the EEO compliance program will be shared by all managers and supervisors. The equal employment opportunity program will be evaluated and monitored continuously. Periodic reports on the progress of this program will be presented to the Chancellor by the Director of Employment and Affirmative Action Programs and/or the Director, Office of Equal Opportunity and Diversity Programs. EEO continued
Western Carolina University is committed to this program and is aware that with its implementation, positive benefits will be received from the greater utilization and development of previously underutilized human resources. *Western Carolina University recognizes that the category of sexual orientation is not a protected category under federal or state laws. By extending protection to this category as an internal policy matter it is not the intention of the University to create any rights that either may be pursued or enforced off-campus, that extend to the employee benefits package made available by the State of North Carolina or other off- campus entities, or that interfere with the University’s relationships with outside organizations, including the federal government, the military or private employers. Equal Opportunity Programs
Sexual harassment may be any behavior of a sexual nature that is unwelcome. The conduct is not solicited and is considered undesirable or offensive from the standpoint of the harassment victim. Employees and students should be free from sexual harassment from any university employee, student, or visitor to the campus, or any agent or contractor having a business, professional, or educational relationship with the university. Sexual Harassment
Types of Sexual Harassment Quid Pro Quo Often, sexual harassment involves relationships of unequal power and contains elements of coercion, such as when compliance with requests for sexual favors becomes a condition of employment, promotion, or other employment benefit. This is considered the most serious form of sexual harassment.
Types of Sexual Harassment Hostile Work Environment Sexual Harassment can also result in a hostile work environment where repeated sexual based behaviors have a harmful effect on a person’s ability to study or perform his/her job. Examples of sexually harassing behaviors include: Unwanted sexual advances, propositions, or questions Unwanted phone calls, messages, or notes with personal or sexual content Sexist, lewd, or obscene remarks or jokes Sexual gesturing or leering Displays of suggestive or sexually demeaning objects, photographs, posters
What are your options for Dealing with Sexual Harassment? Take individual action Speak up immediately and clearly state to the offending party that you are offended and wish the behavior to stop. Complain to the offending party’s supervisor. Document all incidents including dates, times, places, witnesses, and a description of the events. File a complaint Individual action before filing a complaint is recommended but not required. The complaint may be filed with your supervisor. If you are uncomfortable communicating with your supervisor, file a formal complaint with the Director, Office of Equal Opportunity and Diversity Programs at 227-7116. Complaints from students concerning sexual harassment should be directed to the Student Affairs Office or the Director, Office of Equal Opportunity and Diversity Programs.
Web Resources Sexual Harassment and Other Unlawful Harassment http://www.wcu.edu/25318.asp Equal Opportunity Programs http://www.wcu.edu/26030.asp Affirmative Action Programs http://www.wcu.edu/26034.asp
Western Carolina University is committed to ensuring that all qualified individuals with disabilities have the opportunity to take part in educational and employment programs and services on an equal basis. The aim is to provide this opportunity in an integrated setting that fosters independence and meets the requirements of the Americans with Disabilities Act (ADA) and the Rehabilitation Act of 1973. ADA
The law prohibits discrimination against students, faculty, staff and applicants on the basis of their disabilities. The disabled individual must be able to perform the essential functions of the job or the essential requirements of the educational program with or without an accommodation. Reasonable accommodations may include: job restructuring modified work schedules modifications to work area or equipment reassignment of responsibilities testing accommodations note takers Accommodations for Disabilities
Disability Services, in the Division of Student Affairs… Receives medical/psychological documentation. Determines reasonable accommodations. Provides Disability Accommodation Letters for students to present to faculty members. Provides training, consultation, and resources to faculty on disability issues. All student requests for accommodations should be referred to Disability Services in the interest of the University and the student. Disability ServicesDisability Services, 144 Killian Annex, 227-2716 Accommodations for Students with Disabilities
How to Request an Accommodation Employees requesting an accommodation due to a disability must provide documentation of the condition. To request an accommodation, please contact Human Resources (227-7218). Students should be directed to the Director of Disability Services for Student Affairs (227-2716).
FERPA (Family Educational Rights and Privacy Act)
What is FERPA? The Family Educational Rights and Privacy Act of 1974 ("FERPA") affords WCU students three primary rights: The right to inspect and review their education records The right to request to amend their education records The right to have some control over the disclosure of education records
What are Education Records? Under FERPA, "education records" are defined as records that are: – directly related to a student, and – maintained by WCU or by a party acting for WCU.
What are Education Records? records created and maintained in any form or media, including electronic data, email transmissions, video or audio tapes, film, or microfilm; any listing of a student's personally identifiable information ("PII"), including enrollment records, grade lists, class schedules; a computer monitor displaying a student's PII; and a computer printout containing a student's PII
Release of Education Records WCU may not release a student's education records, other than directory information without the written consent (i.e., signed, dated document specifying records to be released and to whom records may be released) of the student.
Records of Disclosures WCU is required to maintain records of requests and disclosures of student information EXCEPT: – Requests from students for their own use – Disclosures in response to written requests from students – Requests made by WCU officials – Disclosures of Directory Information
The Registrar's Office coordinates student requests to review records. – Students must submit written requests to the Registrar, listing records of interest. – Records covered by FERPA must be made available within 45 days. – Students may not review financial information submitted by their parents, records about another student, and confidential letters of recommendation (in certain circumstances). – Students may ask WCU to amend educational records he/she believe to be inaccurate, misleading or in violation of the student's privacy. – Students may appeal adverse decisions regarding record amendment.
FERPA Training Acknowledgement Print and Sign! Take a moment to review the FERPA training acknowledgement form – print it out, sign it and send it to Human Resources HFR 220 – Attn: Training.FERPA training acknowledgement form
Web Resources Registrar’s Website – FERPA Information http://www.wcu.edu/24100.asp Student Records Policy http://www.wcu.edu/29718.asp FERPA Presentation http://www.wcu.edu/29027.asp FERPA Acknowledgement http://www.wcu.edu/WebFiles/PDFs/FERPA_confidentiality_agreement.pdf
Health Insurance Portability and Accountability Act (HIPAA)
Why be Concerned about HIPAA? WCU's Health Services provides health care services to students and employees. Additionally, health care information pertaining to students and employees may be used and maintained in various departments for administrative purposes, such as benefits administration in Human Resources and disability services in Student Affairs. Accordingly, WCU must comply with state and federal law regarding the confidentiality of health care records.
HIPAA Key Points North Carolina state law and the Health Insurance Portability and Accountability Act of 1996 (HIPAA) provide that health care information is confidential and must be used, maintained, and disclosed only in accordance with legal requirements. Individuals expect and have the right to keep health care information from being disclosed to others unless such disclosure is authorized by the individual or necessary for treatment, payment or operations. Records pertaining to alcohol and drug abuse treatment, mental health treatment, and HIV/AIDS are highly confidential and subject to further restrictions on use and disclosure.
HIPAA The WCU HIPAA Privacy Manual is maintained in Health Services. The WCU HIPAA Privacy Officer is the Director of Health Services, 227-7640.
Security Awareness Protecting Sensitive Information
Security Awareness and you Print and Sign acknowledgement when completed! This Security Awareness Section is a separate presentation that is also a Mandatory Section.Security Awareness Section You must go through the Security Awareness presentation and print out the acknowledgement form at the end, sign it and turn it into Human Resources HFR 220 Attn: Training acknowledgement form
Confidentiality – what is it? Print and Sign Acknowledgement While this section may appear to be covered by the sections on FERPA and Security awareness, it actually is not. While you are working at WCU, you could be exposed to many types of information, not just student information, but also employee information, tenure and promotion information, benefits information - many kinds- much of which is confidential. It is every employee’s responsibility to recognize such information and protect and secure it. Please read the Confidentiality agreement, print and sign it, acknowledging that you understand this responsibility and agree to respect and protect confidential information you come in contact with. Send this agreement to Human Resources HFR 220 Attn: Training.Confidentiality agreement
Export Control – How does it affect me? As a faculty member, you may travel outside the U.S. and carry with you information or technology that would fall under Export Control guidelines As an instructor, you may transmit technology or information right here in the U.S. to an individual other than a U.S. citizen or permanent resident that would fall under Export Control guidelines As a support staff, you may be required to make travel arrangements for yourself or other staff/faculty members that could include some responsibilities as to export control So it is vital that you complete this separate training section and submit the training acknowledgement form for Export Control
Export Control – what is it? Print and Sign Acknowledgement when completed A federal government mandate designed to ensure each employee comply with regulations that restrict the export of goods, technology and related technical information to countries that have been identified as a threat to our homeland security or economic status. This Export Control Training Section is a separate presentation that is also a Mandatory Section.Export Control Training Section You must go through the Export Control presentation and print out the acknowledgement form at the end, sign it and turn it into Human Resources HFR 220 Attention: Trainingacknowledgement form
Policies You Need to Know It is each employee’s responsibility to have a general understanding of WCU University Policies. These policies can be found on the Chancellor’s web page. Please be sure to take time to review these policies. The following items (while not all inclusive) are various WCU subjects and policies that have a direct bearing on your work at WCU.
Improper Relationships with Students and Other Employees
The University of North Carolina and Western Carolina University do not condone amorous relationships between students and employees. Members of the University community should avoid such liaisons which can harm affected students and damage the integrity of the academic enterprise. In two types of situations, the University prohibits amorous relationships between employees and students: When the employee is responsible for evaluating or supervising the affected student. When the student is a minor, as defined by North Carolina law.
The University of North Carolina prohibits a supervisor from occupying a position that has direct responsibility for supervising a relative or supervising an employee with whom the supervisor is having an amorous relationship. Employing Relatives
Web Resources Employment of Related Persons http://www.wcu.edu/25325.asp Improper Relationships between Students and Employees http://www.wcu.edu/25325.asp
Western Carolina University (WCU) seeks to provide a safe and secure workplace. Violence, threats, intimidation and possession of unauthorized weapons are prohibited. Violence and Weapons
Report violent acts to both the University Police and your supervisor. Employees who feel threatened by others on or off campus should contact University Police – 828-227-8911 (Emergency) 828-227-7301 (non-emergency)
Violence and Weapons University Policy 91 prohibits the possession of weapons on campus, except by authorized law enforcement officials acting in the discharge of their official duties. Individuals who wish to bring a weapon to campus for educational purposes (as a prop for a play, for example) must have a faculty member or administrator certify in writing that the weapon will be used for educational purposes. The certification must be filed with and approved by University Police before the weapon is brought onto WCU property.
Web Resources Violence in the Workplace: Policy 63 http://www.wcu.edu/about-wcu/leadership/office-of-the-chancellor/university- policies/numerical-index/university-policy-63.asp Weapons on Campus: Policy 91 http://www.wcu.edu/about-wcu/leadership/office-of-the-chancellor/university- policies/numerical-index/university-policy-91.asp
Alcohol and Illegal Drugs The University maintains a drug- free workplace in compliance with federal law. Reporting to work under the influence of alcohol or illegal drugs, using alcohol or illegal drugs on the job, or trafficking in illegal drugs are all grounds for discipline, up to and including discharge. Alcohol may be possessed and consumed on campus only as described in the Alcohol Beverage Policy published in the Student Handbook.
Web Resources Illegal Drugs Policy http://www.wcu.edu/25299.asp Also, please see the Student Handbook for the complete publication of the illegal drugs policy. Alcohol Beverage Policy http://www.wcu.edu/25354.asp Please see the Student Handbook for the complete publication of this policy, including tailgating activities and alcohol service event procedures.
Use of State Vehicles Use of a WCU motor fleet vehicle is for State business only. It is unlawful to use a WCU vehicle for personal purposes. Drivers must have a valid NC Driver’s License on file with the WCU Motor Pool office.
Motor Fleet lot is located on Central Drive adjacent to Tuck’s Tap and Grille. Employees wishing to drive 15-passenger vans must first attend a 1-hour Van Safety workshop. Announcements for open-enrollment Van Safety workshops will be made campus-wide via Outlook e-mail. Motor Fleet vehicles should be reserved in advance. Keys for reserved vehicles should be picked up in the Steam Plant located on Central Drive across from Cullowhee Baptist Church.
WCU Assets and Property WCU property/assets (for example, computers, cameras, video recorders) are to be used only for official state business and are never to be removed from the campus. If removal of property/assets is necessary, you must have the approval of your supervisor and complete the "Permission to Remove University Assets from Campus" Form that is available from the Purchasing Department's website. Purchasing Department's website. North Carolina law requires all state employees to report any and all misuse, damage, theft, embezzlement, attempted arson or arson of state property to their supervisors.
Do not dispose of any WCU property/assets without first obtaining the prior approval of the Purchasing Department. If the property/assets have been transferred to another department or relocated to a new location, you or your supervisor must complete the "Equipment Status or Location Change" Form that is available from the Purchasing Department's website. If the property/assets are being surplused, you or your supervisor must complete the "Surplus Property Pickup Request" Form available at the Purchasing Department's website.
Use of Business Systems Computers, Internet, and Telephone System The use of business systems provided by the State of North Carolina is for State business purposes only. Audits of your e-mail and internet use may be conducted. Examples of misuse of office/business systems: Use of computers, internet or telephone for non-State business or for personal reasons. Viewing sexually-explicit or other non-business related websites. Use of computers and/or internet to send and or receive harassing, sexually explicit, or non-business related e-mail messages.
Web Resources Use of State-Owned Vehicles http://www.wcu.edu/25280.asp Reporting Misuse of State Property http://www.wcu.edu/25359.asp Purchasing Website http://www.wcu.edu/11604.asp Removal of University Assets from Campus Policy http://www.wcu.edu/25344.asp Use of Computers and Data Communication Systems http://www.wcu.edu/25319.asp
Employees at Western Carolina University have the right to: – a safe and healthy work environment – well-defined expectations – adequate training – confidential investigations – Worker's Compensation
Key Safety Considerations All WCU Employees Should: follow all safety rules and regulations as outlined in the official safety manuals report unsafe conditions report accidents immediately report workplace accidents/injuries immediately to your supervisor or the Director of Safety/Risk Management at 227-7443 Safety Officials Should Know About: unsafe work practices suspected health hazards missing or damaged safety equipment unguarded machinery fire hazards improper storage of chemicals, supplies, etc. irritating or noxious odors blocked fire exits near misses
Emergency Procedures Call campus emergency at 227-8911 and describe the situation, then pull the fire alarm. Close doors behind you. Exit using the stairwell nearest the exit door. Do not use the elevator. Help others evacuate, if necessary. Provide information to emergency responders. In the event of a chemical spill, be sure to confine the spill and leave the area.
What to do in a campus wide emergency! Western Carolina University has established processes and procedures for various types of emergencies. Every employee is encouraged to register in the emergency notification system (CatTracker) the police department has established. This ensures you receive emergency information through your campus email.register in the emergency notification system Every employee needs to know what the campus wide siren signals mean. There is a guide on the WCU police web site.WCU police web site. Police Emergency number - 828-227-8911
Web Resources Safety Manuals Detailed safety manuals have been developed to set forth official policies, procedures, and administrative responsibilities for employees in different working circumstances. Emergency Preparedness Includes information for Faculty and Staff University Police Department
Other Miscellaneous Policies of Particular Interest to New Employees
Password Policy Passwords are an important aspect of computer security. Information Technology (IT) has taken steps to protect Western Carolina University's entire network by requiring employees to follow the Password Policy detailed in the IT Division Policies and Standards.
IRB Policy and Procedures Every investigator conducting a research project involving human subjects must successfully complete WCU’s Investigator Training course. Training is required regardless of the study’s funding source or the location of the research. All investigators, including faculty, staff, subcontractors, students, research supervisors, and affiliated investigators, are covered by this policy. Training is renewed every five years, and investigators must have current certification as a condition of study approval by the IRB. For additional information and to read the full investigator training policy, click here.here.
Additional Policies Web Resources Dual Employment Copyright Policy for Students and Employees Conflict of Interest Smoking in Campus Facilities Use of Computers and Data Communications Children in the Workplace or Unsupervised on Campus
WCU Employee Tuition Waiver: – Full-time faculty and staff who are eligible for membership in the retirement system are eligible to enroll in two courses per academic year at a reduced rate, subject to approval by the employee's supervisor and Human Resources. Tuition Assistance Site http://www.wcu.edu/about-wcu/campus-services/human-resources-and- payroll/general-hr-resources/benefits/tuition-assistance.asp Further Your Education
Recreation and Wellness Center The Western Carolina University Department of Campus Recreation & Wellness is committed to creating a healthy environment in which the University community can engage in and sustain the active process of healthy living. Examples of offerings: cardiovascular strength training swimming group exercise activities personal trainer services Fitness Center Rates Fitness Center Rates and other information
Health Services The University Health Services center offers urgent care assessments, treatments, and procedures as needed; and in addition offers immunizations, limited laboratory tests, nutrition consultations, and referrals for outside specialty care for employees. Health Center information
Employee Recognition In acknowledgement of the hard work and dedication of our employees, WCU hosts an Annual Employee Appreciation/Service Awards Day. This event is for all of you! When the announcement for this event comes out – be sure to mark this fun filled day on your calendar!
Cultural Offerings John W. Bardo Fine and Performing Arts Center – Live Performances – Fine Art Museum Mountain Heritage Center Museum ACE (Arts and Cultural Events) Mountain Heritage Day
Entertainment Ramsey Center – Concerts – Circus and other entertainment events – Athletic Events Last Minute Productions UC Movie Theater with stadium seating UC Movie Theater
Outdoor Activities Base Camp Cullowhee – Hiking, backpacking, climbing, rafting, caving, rappelling, float trips, caving, skiing, kayaking/canoeing. – Rentals for camping/hiking equipment and canoes/kayaks. – Annual ski trips – International Expedition Trips – Tuckasegee River Cleanup Base Camp Cullowhee offers wonderful bargains for faculty and staff!
Athletic Events Reduced-rate season passes available for specific sports. Click here for Information! Click here for Information!
Congratulations! You have reached the end of Employee Basic Orientation. Be sure to complete the four Acknowledgment Forms (FERPA, Security Awareness, Confidentiality, Export Control) and send to Human Resources – HFR 220 – Attention Training. Welcome Aboard!FERPASecurity AwarenessConfidentialityExport Control To end this show – right click for pop up and choose “end show” or click square in lower left – below.