Miscellaneous Policies and Procedures - Staff Handbook

Quick Access Menu

Access to Personnel Records

Children in the Workplace

Drug-Free Workplace and Drug-Free Schools and Community Regulations

Emergency Closure

Pets at Work

Political Activities Policy

Publications

University Vehicle Use

Use of Private Vehicles for University Business

Access to Personnel Records

Each employee may inspect any or all of his or her own personnel file once each calendar year. At the individual employee's request, arrangements will be made to review the file in the Office of Human Resources. The University will, at the employee's request, enclose statements of rebuttal or correction. Former employees retain the right of rebuttal or correction for two years after termination of employment. If an employee or former employee requests a copy of their personnel file, the Office of Human Resources will provide it for a nominal charge of $.10 per copy. An employee's personnel file does not include any records or information compiled during the investigation of a possible criminal offense or in anticipation or preparation of litigation or other privileged information.

Children in the Workplace

In order to minimize the liability of injury to employees' children who are brought into the workplace, and in order to maximize the productivity of all University employees, the practice of bringing children into the workplace on a continuous, regular basis is prohibited. This is not intended to prohibit a parent from bringing a dependent child to campus occasionally for a short-term visit.

Drug-Free Workplace and Drug-Free Schools and Community Regulations

Seattle Pacific University is subject to the requirements of the federal Drug-Free Workplace Act of 1988, and the Drug-Free Schools and Communities Act of 1989. The University annually distributes information regarding the restrictions and consequences of violations of each Act. The University strongly supports each Act and consistently ensures compliance with them. Any employee who has not received copies of the statements should contact the Office of Human Resources or click here.

Emergency Closure

This policy provides general guidelines regarding time off when the University is officially closed during periods of inclement weather or other emergencies beyond the University's control. During such periods, SPU reserves the right to close the administrative offices, academic schools and other functions and operations of the University. The University maintains an Emergency Closure Hotline (281-2800). In the event of inclement weather or an emergency that might close the University, please call the Hotline for the most up-to-date closure information.

Pay During Closure

Nonexempt staff who are not required to work during the closure, are paid for the day as if they had worked their normally scheduled hours for that day ("Closure Pay"). For example, if an employee was scheduled to work six hours on the day of closure, the employee would be paid as if the employee had worked their full six hour schedule.

Nonexempt staff who are required to work during the closure will be paid for the closure based on the following formula:

  Pay for the hours the employee was normally scheduled to work for the date of closure ("Closure Pay"), plus pay for the hours the employee actually worked on the day of closure.
  For example, if an office assistant was normally scheduled to work 8 hours on a day the University is closed due to snow, and actually works 6 hours to complete an urgent project at their supervisor's request, the office assistant would receive pay for 14 hours.
  The hours used to calculate Closure Pay will not be counted as "hours worked" toward the calculation of overtime.

Exempt staff are not paid additional compensation if they are required to work during an Emergency Closure.

Limitations & Exclusions

Depending on the needs of the department, a department head may require staff to work on an emergency closure day. Staff members who are required to work are responsible for their own transportation to and from the University. If a staff member who is required to work simply can not make it in due to inclement conditions, they must notify their supervisor as soon as possible.

Staff on vacation or sick leave on the day of closure will be paid vacation or sick pay, as they would have been had the University been open, and they will not receive closure pay. Similarly, staff on leaves of absence will not be paid for the emergency closure day.

Temporary staff members are not eligible for pay during emergency closures, unless they are required to work. If they are required to work during a closure, they will be paid only for the time worked that day. Temporary staff members do not receive closure pay.

Notwithstanding this Emergency Closure Policy, the University reserves the right to declare the campus closed and the day off as unpaid, in which case, nonexempt staff may use accrued vacation time or be absent without pay.

Pets at Work

Pets in the workplace may pose concerns related to liability, work distractions to the owner and others, health issues (fleas and allergies), etc. In order to minimize potential problems and to maximize the productivity of all University employees, the practice of bringing pets into the workplace on a recurring or lengthy basis is impermissible. Employees who have questions in regard to this policy should speak with their manager or the Office of Human Resources.

Political Activities Policy

The University holds a federal income tax exemption under section 501(c)(3) of the Internal Revenue Code of 1986, as amended ("Code"). As a 501(c)(3) organization the University is prohibited from:

1.
directly or indirectly participating in, or intervening in (including the publishing or distribution of statements), any political campaign on behalf of (or in opposition to) any candidate for public office;
2.
and devoting any substantial part of its activities to the carrying on of propaganda, or otherwise attempting to influence legislation (except as otherwise provided by federal laws or regulations).

The University strictly prohibits any employee from engaging in any activity that would cause the University to violate any of these restrictions. These restrictions in no way prohibit an employee's individual political activities (as opposed to political activities on behalf of the University). However, any such individual political activities must be conducted entirely on the employee's own time. University resources (for example, facilities, telephones, copiers, materials, or personnel time) may not be used in connection with those individual political activities.

Publications

All publications services, printing, and typesetting, are administered by the University Communications Office. All publications for off-campus distribution must be approved for institutional graphic and editorial consistency by University Communications prior to printing.

University Vehicle Use

University cars and vans may be used to conduct University business. The Safety and Security Office arranges for the scheduling of vehicle use. An employee who requests the use of a University car or van will be required to complete the SPU defensive driving program. Various mileage rates are charged to the employee's department depending upon the size of the vehicle.

The complete motor pool policy and defensive driver program are available from the Office of Safety and Security website at http://www.spu.edu/depts/security/mp_policy.asp .

Use of Private Vehicles for University Business

With the prior authorization by the employee's supervisor (if applicable), a staff member may use his or her own vehicle when necessary for University business. The driver shall be the employee, who previously must have passed a defensive driving course, have authorized a check of his or her driving record, must possess a current driver's license, and must comply with all applicable laws (including those concerning speed limits and the use of seat belts). In addition, the employee must carry the minimum automobile liability insurance coverage required by law.

The University will reimburse the employee for such travel upon submittal to the Business Office of a reimbursement request.

Traffic violations and parking infractions are solely the employee's responsibility.