fort valley state university classified staff handbook

Fort Valley State University Classified Staff Handbook


CONTENTS

Message from the President 5

Introduction 6

History 7

Institutional and Academic Program Accreditations 10

Mission Statement 11

Equal Employment Opportunity/ADA 12

Classified Personnel 13

Types of Employment/ : 14

Conditions of Employment/ At Will Employment/Open Records 15

Employment Pollees/Paychecks 16

Work Time, Meals & Breaks 16

Inclement Weather 17

Employment in More Than One Classification 17

Overtime 17

Compensatory Time 17

Employment on Projects 17

Identification Cards 17

Cbange in Personnel Status 17

Resignation 18

Automobile Registration and Parking ~~ ~ 19

Transfers 19

Annual Performance Evaluation 20

Promotion 20

Right to Know 20


Economy : 21

Use of University Property 21

Drug Free Work Place 21

Alcohol and Drug Testing Program : 22

Disciplinary Rules and Regulations 23

Attendance , 25

Dismissal, Demotion, or Suspension 26

Reorganization, Program Modification, or Financial Exigency 26

Conflict of Interest 26

Political Activities : 27

Garnishment of Pay 27

Gifts and Gratuities 27

Use of TelephonesN ehicles 27

Nepotism 28

Matriculation Policy 29

Tuition Assistance Program 29

BenefitslVacation 30

Sick Leave 31

Maternity Leave 32

Education Leave 32

Leave of Absence 32

Death in Family 33

Holidays 33

Court Duty 34


Voting 34

FI.SA Leave : 35

Military Leave 3 5

Organ and Marrow Donation 35

Family Leave 36

Retired Employee Insurance 36

WorkerslU nemployment Compensation 37

University Staff CounciL 38

Campaign for Charities 38

University Foundation 38

Retirement Programs , 39

Return of Contributions Prior to Retirement 39

Teachers Retirement System of Georgia 39

Optional Retirement Plan 40

Georgia Defined Contribution Plan 40

Rule of Dress 41

Sexual Harassment Policy 43

Dispute Resolution 45

Time and Effort Reporting 54


MESSAGE FROM THE PRESIDENT

It truly is my pleasure to welcome you to the Fort Valley State University family. Our traditionsof service here now extend back for eleven decades. And, a distinguished record of service it is. Fromour campus have emerged outstanding scholars, teachers, researchers, agricultural innovators, artists,writers, musicians, public servants, businessmen and women, health care professionals, national andinternational-quality athletes, and others too numerous to mention. It is a record in which we take greatpride and a record that establishes extremely high standards for those of us who labor here today.

That record and those traditions notwithstanding, we find ourselves living in the midst ofexciting and dynamic times in The Valley. After a period of trials, the university has emerged strongand growing. The hearts and minds of its family members once again swell with optimism. Evidencingthat fact, I am approached regularly by those eager to contribute and confidant of the future. Lookaround you. Change is in the air, and progress is resulting.

Wildcat Country exists as a special place, and we allow no day to pass without recognizing thatfact. We approach our work as more than a job. The loyalty that we feel and the pride that we takehave offered us, instead, a calling. That spirit guides us and provides our support and reinforcement.

We appreciate your willingness to join our family, and we thank you for what you will sharewith us. As you proceed, always feel free to offer your thoughts and ideas. You will discover all hereto be approachable. Meanwhile, I will look forward to enjoying the opport1..wity to know youpersonally.

Larry Eugene RiversPresident

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INTRODUCTION

WELCOME! Fort Valley State University is pleased to have you as a staff member. We know that youcan make a valuable contribution to the continued success of this institution. The Human ResourcesOffice has prepared this HANDBOOK to provide you with information about our personnel policiesand procedures. We hope that you will find it useful.

The Human Resources Office is located in Room 202 of the C. V. Troup building. We may becontacted by telephone at 478-825-6301. The Human Resources director and staff implementrecruitment, position classification, wage and salary administration, orientation, and training programs,while maintaining employees' records and group health and life insurance and performing such otherfunctions as required by the institution.

This EMPLOYEE HANDBOOK has been prepared to provide general guidance to you about some ofthe privileges you have as an employee and of the duties and responsibilities that we all share. It is notintended to be, nor is to be considered as, a contract of employment.

Information provided in this handbook is current as of June 2006. Changes in federal laws, state laws,rules, and polices will take precedence over information provided in this HANBOOK. Fort ValleyState University has the right to change information in this HANDBOOK at any time or for any reasonwithout prior notice. You are encouraged to read this HANDBOOK and keep it for easy reference.Questions should be directed to your supervisor and/or the Human Resources Office at 478-825-6301.

Although information in this HANDBOOK should answer many of your questions, you should refer tothe Office of Human Resources for detailed policies and procedures regarding specific issues.Additional Board of Regents policies are available on the Internet at:

http://www.usg.edu/

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HISTORY

The Fort Valley State University celebrates the high esteem and regard that it has earned in theannals of higher education history and represents, as well, the vision, collective will, and dedicatedefforts of its founders including John Wesley Davison. Initially established in 1895 as the Fort ValleyHigh and Industrial School (FVHIS), it operated originally on the second floor of the two-story OddFellows Lodge Hall. That historically significant building, also known as the Blind Academy, housedthe first school for black children in Fort Valley. By October 1895 it served as a school, a meetingplace for members of the Lodge, and as a house of worship for the congregation of Usher's TempleCME Church, whose sanctuary had been destroyed by fire in 1891.

The steps leading to the founding of the FVHIS commenced on November 6, 1895, wheneighteen men--fifteen blacks and three whites-petitioned the Superior Court of Houston Countylocated in Perry for a charter (present-day Peach County split from Houston in 1925). According to theapplication, the institution's purpose was:

" ... thefurthering, [and] promoting of the cause of mental and manual education in the State ofGeorgia and the Special purpose is to have, acquire, hold, manage and control grounds,buildings, machinery and outfit for the successful conducting of a school for the higher mentaland manual education of the youths and children of Georgia, also to elect teachers and havegeneral control of all matters connected the carrying out of the said school. "

Incorporation followed on January 6, 1896, and John Wesley Davison emerged as the principal. Theenrollment consisted of seventy-five students. The school taught industrial arts and produced teachersfor rural schools. Challenged with financial problems, the school subsisted on local contributions.Ultimately, Principal Davison resigned in 1903.

A major turning point for the"FVHIS came in 1904 when trustees named Henry A. Hunt assecond principal. He succeeded in changing the institution from an 'ungraded' toa 'graded' one as afirst step toward elevating the school. His motto "loyalty, thoroughness, and integrity" characterizedhis career as an educator and the caliber of the students that he produced. In 1931 the NAACPrecognized Hunt's devoted service to the education of blacks in rural Georgia by awarding him theprestigious Spingarn Medal. Three years earlier the school had gained junior college status. In 1932 itwas renamed the Fort Valley Normal and Industrial School (FVNIS). Hunt then served as FVNIS'sprincipal for six years. Student enrollment during his tenure increased from 145 students in 1904 toover 1,000 in 1938.

Eventually acknowledging severe financial constraints, Principal Hunt repeatedly attempted toobtain state support. He believed"that the time had come for the state of Georgia to take over the schoolas the state agricultural college. Consequently, on March 20, 1938, the FVNIS trustees voted totransfer the institution to the State Board of Regents. In January 1939, only months after PrincipalHunt's death, the regents merged the Teachers and Agricultural College of Forsyth (founded byWilliam Merida Hubbard) with FVNIS, making it a four-year institution and renaming it Fort ValleyState College (FVSC). A large initial grant from the Julius Rosenwald Fund facilitated the merger, as

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Fort Valley State University Classified Staff Handbookdid the assurance of continued and enlarged support from the State of Georgia and the Rosenwald Fund.(In Forsyth, the property once known as the State Teachers and Agricultural College was deeded toMonroe County and became the first public high school for black Monroe Countians. It carried thename William Merida Hubbard High School.)

Regents named Horace M. Bond as the first president of the new Fort Valley State College. Theinstitution thereafter experienced phenomenal growth and expansion under a succession of presidents.They included H. M. Bond, 1939-1945; C. V. Troup, 1945-1965; W.W. E. Blanchet, 1966-1973; and C.W. Pettigrew, 1973-1982. Starting June 1, 1973, Dr. Pettigrew envisioned that the institution wouldbecome a key player in the mainstream of community leadership. That vision became a reality. Uponthe death of C. W. Pettigrew in 1982, Walter Sullivan received appointment as acting president.Sullivan adopted completion of Pettigrew' s unfinished business as the goal of his administration.

On September 1, 1983, however, Luther Burse became the fifth president of the college.Academic excellence subsequently emerged as the "hallmark" of Burse's administration. AfterPresident Burse resigned, effective October 1, 1989, Melvin E. Walker, Jr., Dean of the College ofAgriculture, Home Economics and Allied Programs, stood in as acting president Then, effectiveAugust 9, 1990, Oscar L Prater assumed duties as the sixth president. Under his leadership, on June12, 1996, the University System of Georgia officially declared Fort Valley State College to be FortValley State University. With the dawn of the twenty-first century, new hands took up the reins ofleadership as Kofi Lomotey assumed office as the seventh president on October 15, 2001. Following aperiod of challenge, President Lomotey resigned effective. June 30, 2005, and William H. Harriscommenced service as Interim President

On March 14, 2006, Larry Eugene Rivers took over from Interim President Harris as the eighthpresident Dr. Rivers is a 1973 honor graduate of Fort Valley State University and reaffirmed hiscommitment by donating $100,000 to the University at its 55th Annual Honors Convocation on March16,2006. Dr. River's vision, goals, and objectives include restructuring the Teacher EducationProgram; increasing enrollment; improving the retention, progression and graduation rates; expandingthe scope of the University's land grant mission; developing a capital fundraising campaign; andexceptional customer service.

The names of many buildings found on its main campus commemorate the university's history.Among those commemorating leadership are the Henry A Hunt Memorial Library; the Horace MannBond (Academic) Building; the C. V Troup Administration Building; the C. W. Pettigrew Farm andCommunity Life Conference Center; and the W. W. E. Blanchet Computer, Technology andMathematics Building. In 2000 the Fort Valley State College Historic District was placed on theNational Register of Historic Places. It included Robert W. Patton Hall, Carnegie Hall, Ohio Hall,Royal C. Peabody Trades Building, Leroy Bywaters Business and Economics Building, and HuntingtonHalL

Founder's Hai~ also included in the historic district, is a Rosenwald School, a fact thatdistinguishes the campus from a historical perspective in that Rosenwald Schools were funded by a'grant in aid' program established by philanthropist Julius Rosenwald to assist communities throughoutthe South in building schools for black children during the early 19005. The building initially waserected as a "County Training School." As the Fort Valley High and Industrial School, it containedclassrooms, offices, and an auditorium. In 1932 its name changed to the Fort Valley Normal andIndustrial School. The building was constructed with funds collaboratively raised: African Americanscontributed $2,500; the public trust, $28,000; and, from the 1927-1928 Rosenwald Fund budget,

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Fort Valley State University Classified Staff Handbook$2,100. A beautiful brick structure on three acres and an architectural gem, the current Founder's Hallwas completed in 1929. Dr. Donnie Bellamy's pictorial history Light in the Valley denotesRosenwald's relationship with the university as quite significant in that he proved to be afundingvehicle for building construction while living, and, posthumously, for financing the merger that initiallyestablished the senior college (FVSC) as well as for land acquisition, most of which occurred after hisdeath.

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INSTITUTIONAL AND ACADEMIC PROGRAM ACCREDITATIONS

Fort Valley State University is one of35 members of the University System of Georgia. As amember of the University System of Georgia, Fort Valley State University is charged to uphold thefollowing guiding principles:

•Student access for success•Academic excellence and recognition-Development of human resources

-Efficient use of resources.System strength through governance•Effective external partnerships

Fort Valley State University is accredited by the Commission on Colleges of the SouthernAssociation of Colleges and Schools [1866 Southern Lane, Decatur, Georgia 30033-4097: Telephonenumber - (404) 679-4501] to award associate, baccalaureate, master's, and specialist's degrees. FortValley State University also offers degree programs accredited by the National Council forAccreditation of Teacher Education, the American Veterinary Medical Association, the AccreditationBoard of Engineering Technology, Inc., and the American Home Economics Association.

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MISSION STATEMENT

Fort Valley State University is a public, comprehensive, 1890 land-grant institution servingGeorgia and the nation. Founded in 1895 to serve black students, the university now accepts as itsmission the provision of instruction, research, extension, and other public service programs for allsegments of the population to achieve their personal, educational, and professional goals. Theuniversity is also committed to enhancing the economic, social, and cultural development of theregional community, the state, and the nation, as well as the international community. Following boththe liberal arts and the land-grant traditions, the university provides diversified and challengingprograms to meet educational needs resulting from societal changes. The Fort Valley State Universityprovides a learning and living environment that enables its graduates and all who come under itsinfluence to become innovative and critical thinkers, problem solvers, and responsible citizens.

Consistent with its mission and subject to continuous evaluation of the extent to which themission is being accomplished, the university:

1. Provides programs that allow each student to acquire knowledge and develop skillsneeded to grow academically, socially, and professionally.

2. Promotes the attainment of excellence in teaching, scholarship, research, and service.

3. Draws people from different backgrounds into the life of the institution and into themainstream of society by offering a comprehensive curriculum consisting of a broad rangeof degrees and enhancement programs based on societal needs.

4. Improves the quality of life of humankind by sharing new knowledge and technologieswith regional, national, and world communities.

5. Enriches the lives of students and community residents by serving as an educational andcultural center.

6. Seeks to increase the quality and productivity of educational services through thepromotion of experimentation with traditional and non-traditional methods andinstructional strategies.

7. Provides opportunities for all members of the University community to identify, clarify,and develop their aesthetic, moral, and philosophical values.

8. Provides continuous personal and professional growth opportunities for faculty, staff, andadministrators throughout their c~eers at the university.

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EQUALE~LOYMENTOPPOR~TYFort Valley State University is an Equal Opportunity Employer. Fort Valley State University

implements affirmative equal opportunity to all employees, students, and applicants for employment oradmission without regard to race, creed, color, sex, national origin, religion, age, veteran status, ordisability. The university acts to ensure fulfillment of this policy. The Equal EmploymentOpportunity/Affirmative Action Office is located within the Office of Human Resources on the secondfloor, Room 202, C. V. Troup Administration Building.

University policy adheres to the requirements and objectives of Executive Order 11246, asamended, Vietnam Era Veterans' Readjustment Act as amended, (#38 USC 2012), Section 503 of theRehabilitation Act of 1973, and the Americans with Disabilities Act of 1990. University employees(the term employee refers to faculty and staff) and students who believe they have suffered some formof discrimination should report such adverse conduct to the university's Office of Human Resources.

Americans with Disabilities Act of 1990

The Americans with Disabilities Act of 1990 prohibits discrimination against individuals withdisabilities in employment, public services, public accommodations, and telecommunications.Employees may self-identify any qualified disability as defined under ADA for which assistance isneeded in carrying out their assigned duties. Individuals with disabilities are defined under ADA aspersons who either have or are regarded as having a record of a physical or mental impairment thatsubstantially limits one or more major life activity. Fort Valley State University will make everyreasonable effort possible to accommodate any employees needing assistance within the definitions ofthe law.

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CLASSIFIED PERSONNEL

Professional and Administrative Personnel

All employees who are exempt from the Federal Labor Standards Act because of theirprofessional or administrative responsibilities, and who are not identified as faculty or graduateassistants are designated as professional and administrative personnel.

Staff

All employees who are not exempt from the provision of the Fair Labor Standards Act aredesignated as staff.Provisional! Probationary Appointments

All regular classified employees, with the exception of public safety officers pending training,serve the first six months of employment on a provisional basis. If the work of the employee issatisfactory, employment will continue. Should the work not be satisfactory, the employee will benotified in writing at any time prior to the completion of the six-month provisional period and theemployee may be terminated at that time without right of appeal.

Transfers to other positions are not made during the provisional period. Temporary employeeshired into regular positions are considered new employees and serve a six-month probationary periodbeginning with the first work day of regular employment.

Employees transferring from one department to another within the university or from anotherUniversity System of Georgia school or state agency will incur 90-day probation upon accepting theposition at Fort Valley State University.

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TYPES OF EMWLOYMENT

Regular Employment

A regular employee is an individual employed continuously for more than six months.

Temporary Employment

A temporary employee is an individual employed for a period no longer than six months underBoard of Regents policy provisions. Temporary employees may be reappointed at the end of theirperiod of employment for another period of not more than six months. Such a reappointment, however,will not automatically change the status of the employee from temporary to regular. When the status ofan employee is changed from temporary to regular, the employee will be notified by the appropriatedepartment head and the Office of Human Resources. All graduate assistants, student assistants, andcasual laborers are classified as temporary.

Certain benefits contained in this handbook are not applicable to employees classified astemporary.

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CONDITIONS OF EMPLOYMENT

Federal and state law requires all employees at Fort Valley State University to complete variousforms and to provide identification in accordance with the Federal Immigration Reform and ControlAct. Employees must complete these forms prior to beginning work. Completed forms are maintainedin your personnel file. Failure to provide such documents may result in the termination of employment.

A background check, periodic background checks, drug testing, and physicals will be conductedas required by law and university policy.

Several mandatory payroll deductions apply to most employees, such as federal and stateincome taxes, social security, and retirement. Optional payroll deductions include health insurance,credit unions, charitable contributions, etc.

At Will Employment

Fort Valley State University is an at will employer. Either the employee or the university canterminate the employment relationship at any time without cause.

Open Records Act

Fort Valley State University is a government entity. All files, including your personnel files, aregovernment property and subject to the Open Records Act. This means that any person can viewyour personnel file with proper notification and payment of fees.

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El'dPLOYl\1ENT POLICIES

Paychecks

Your salary may be directly deposited into any checking, savings, or similar account, or a checkmay be issued to you, Employees are encouraged to use direct deposit.

An employee paid biweekly receives 26 pay checks during the year. Checks are distributedevery other Friday. Ifa payday falls on a holiday, checks normally are distributed the preceding day.

An employee on the monthly payroll receives 12 paychecks during the year. Checks aredistributed on the last working Friday of the month. If a payday falls on a holiday, checks normally aredistributed the preceding day.

Annually Fort Valley State University conducts a payroll audit. This means that you will have toprovide proper identification to pick up your paycheck. No direct deposits are made for this pay period.Special provisions may be made for all county-based employees. Contact the Office of Business andFinance at extension 478-825-6400 for further details.

Work Time, Meals, and Breaks

All full-time staff employees observe a minimum workweek of forty hours. The requirementsof the various operations of the university are highly diverse and different work schedules may beadopted to meet these needs. The schedules for a given department are established by that departmenthead, subject to the approval of the administrative officer. Most offices shall remain open from 8:00A.M. to 5:00 P.M., Monday through Friday and, as required by some departments, in the evening andon weekends.

The normal workday for full-time employees not on rotating shifts consists of an eight-hourperiod that excludes one (1) hour for a lunch. The lunch period will be observed between 11 a.m. and 2p.m. except where required by federal or state law. Working hours must be scheduled to satisfy theneeds of the department in which an employee works. An employee will be informed by the supervisorabout the normal schedule and about any subsequent changes in the hours one may be required to work.An employee may not lengthen a meal period, report late for work, or leave early by ''working througha break:period." Nor can an employee decline a meal period in order to leave early.

An employee subject to the provisions of the Fair Labor Standards Act (FLSA) is required tokeep a time record of the hours worked. Except where use of time clocks is required, an employee willprepare handwritten bi-weekly time reports.

Time sheets should be completed in ink without strikeovers or whiteouts. It should be checkedfor completeness and accuracy and be signed by the employee and supervisor. Time sheets are due bynoon on the last Friday of the pay period.

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Fort Valley State University Classified Staff Handbook':' .

If a time sheet is not received by the stated deadline, verification of hours worked for that periodbecomes impossible. In this case, the payroll check may be delayed until the following pay period.Payroll records are subject to audit and will reflect actual time worked and leave taken. Intentionalfalsification of time records constitutes grounds for termination of employment.

Short break:periods are counted as work time. Fort Valley State University is not required by FLSA toprovide break periods: however, if the work situation permits, the supervisor may authorize two fifteenminute breaks. Care always should be taken to ensure that all work assignments are covered. Suchbreaks are not mandatory and are a benefit subject to departmental and the supervisor's needs.

Inclement Weather

When inclement weather creates a condition under which a question arises as to whether theuniversity will operate on a normal basis, a designated administrative official will release to the campusand local news media a statement concerning the university schedule. Employees also may contact theDepartment of Campus Safety at extension 478-825-6211 for reporting instructions.

If inclement weather conditions occur during working hours, the statement will be releasedthrough normal distribution channels on campus. County-based employees should follow the weatherinstructions for their specific location or contact their department supervisor for guidance.

One of the following announcements will be made:(1) FVSU is open.(2) FVSU is closed.(3) FVSU will delay opening until X time.

The above statements apply to all students, faculty, and staff, unless an individual previouslyhas been designated by his or her supervisor to report in case of inclement weather.

Employment in more than one Oassification

An employee of the university may be employed in only one classification at a time. If anemployee wishes to accept another position in addition to a current position, the following rules apply:

The combined work time for both positions cannot exceed 100 percent of full time - 40 hours perweek. Both positions must be the same classification, either either exempt or both nonexempt.For example, an employee cannot be employed as a clerical assistance in one department and workas a professional staff in another. Acceptance of the second position must be approved by theemployees' department head, and a personnel action form must be approved by the university'spresident.

Overtime

It is expected that most work by employees will be done within a normal 40-hour workweek.However, overtime work may be authorized for an employee who is not exempt from the provisions ofthe Fair Labor Standard Act (FSLA) but only when the work is deemed necessary by the immediate

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Fort Valley State University Classified Staff Handbooksupervisor with prior approval granted by the Vice President for Business and Finance. An employeemay not work more than 40 hours per week unless specific authorization is given. Payment forovertime will be made in accordance With FLSA. An exempt employee is not eligible for overtime pay.Exempt employees are employed on a job basis and are expected to perform their duties forwhateverperiods of work may be required.

Compensatory Time

In lieu of payment for approved overtime work, compensatory time may be granted to non-exempt employees at the rate of one and one-half hours of compensatory time for each hour of overtimework. Approved compensatory time is subject to a maximum accumulation of sixty (60) hours andmust be expended by the end of the succeeding calendar quarter.

Employment on Projects

An employee whose position is funded by a grant or a project is subject to the availability offunds. In the event that the grant or project funds are exhausted or reduced, or the grant or project iscompleted or canceled, this employment will terminate. Employees funded by a grant or a project musttake vacation during the term of the project because funds may not be available to pay for accumulatedvacation after the grant or project ends.

Identification Cards

A Faculty/Staff Identification Card is issued by the cashier's office to each regular employee bythe university. The card is for on-campus use only and must be returned upon termination ofemployment. The cashier's office is located on the second floor, Troup Building. The ID card is ameans of employee identification and is required to obtain services from the university library, for useat athletic facilities, and to obtain certain discounts. A fee is charged to replace a lost or stolen illcard.

Cbanges in Personnel Status

An employee who has any changes of the following should contact the Office of HumanResources within thirty days of the change:

• Name, address, and telephone number.• Person to notify in case of emergency.• Marital status.• Number of dependents.• Insurance beneficiaries.• Educational level and achievements.

Resignation

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Fort Valley State University Classified Staff HandbookAn employee who resigns for anyreason should give his or her supervisor as much notice as

possible. The minimum notice is two weeks, but a shorter period of time may be agreed upon inwriting between the supervisor and the employee. The letter of resignation should be addressed to thePresident with copies to the divisional vice president, the immediate supervisor, and the Office ofHuman Resources.

The date of termination is the day after the last day the employee physically reports to work. Inother words, the last paid day must be a day of work. It cannot be sick leave, military leave, holiday,vacation leave, etc. An employee will be paid for all unused vacation leave, up to 45 days maximum,upon termination. This payment is subject to audit and will be received 30 days after last day of work.

Each employee who terminates his or her employment must participate in an exit interviewconducted by the Office of Human Resources. At that time, the employee will receive all pertinentinformation regarding separation, complete all necessary paperwork, and return any identificationcards, keys, or other institutional property to the university. This interview also affords the employeean opportunity to express sentiments about his or her employment experience at Fort Valley StateUniversity .

Automobile Registration and Parking

Traffic regulations on campus have been established for everyone's convenience and well being.An employee must register each automobile that will be parked on campus. Private parking spaces areavailable. The employee should contact the Campus Safety Office, located in Carnegie Hall, for thelocation of available spaces. That office issues parking permits, decals, and temporary parking permits.Some decals and permits require payment of appropriate fees. Visitors to campus can obtain a freevisitor's pass from the Campus Safety Office.

Transfers

A transfer is a shift of an employee from one position to another in the University System ofGeorgia. It can involve a shift within the same classification or to one with comparable skills and in thesame general pay range. Transfers within the university are based on mutual agreement betweendepartments. An employee who transfers from one department to another within the university or fromanother University System of Georgia school or state agency will incur 90-day probation uponaccepting the position at Fort Valley State University.

When an employee transfers from one institution to another institution within the UniversitySystem, accumulated sick leave, retirement benefits, and service continuity will be transferred so longas no actual break in service occurs. Terminal leave will not be paid in a lump sum when the employeetransfers to another institution or agency when such payment constitutes dual compensation.

Upon a move between University System institutions, with no break in service an employeemust transfer accrued vacation leave of one (1) to twenty (20) days. For an employee with accruedvacation leave of greater than twenty (20) days, the employee may elect one of the following options:

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1. Transfer of the total accrued vacation balance, not to exceed forty-five (45) days.

2. Payment by the institution from which the employee is moving of accrued vacation leavegreater than twenty (20) days. The total accrued vacation for which the employee may bepaid cannot exceed twenty-five (25) days. A faculty member employed on an academicyear (nine months) basis does not earn vacation time. A faculty member who changes froma fiscal year contract to an academic year contract is paid accrued vacation time subject tothe forty-five (45) day maximum payment restriction upon termination of the fiscal yearcontract.

Annual Performance Evaluation

The University System of Georgia requires the evaluation of each classified employee on totalperformance once every 12 months. Each classified employee of Fort Valley State University isevaluated annually and is provided a copy of his or her evaluation. Generally, the review period isJanuary through December of each year. Evaluations are conducted during the first quarter of thecalendar year. The supervisor and employee should meet at this time to discuss and confirm theemployee's performance for the past year. An employee must sign the evaluation even if he or shedisagrees with the content. The employee may submit a rebuttal to be attached to the evaluation. Inaddition to promoting individual and institutional self-improvement, the annual evaluation alsoprovides the foundation for developing recommendations for merit pay increases, promotion, staffdevelopment, retention, and other personnel decisions.

Promotions

Salary advancement and promotions are based on merit. Whenever possible, vacancies arefilled by the promotion of present employees subject to availability of funds. A promotion is the shiftof an employee from one position to another position that carries more responsibility or greater dutiesor involves more skill (higher classification). To be promoted, an employee must meet thequalifications required by the new position. An employee also may receive a promotion as the result ofan upgrade in the current position being held.

Public Employee Hazardous Chemical Protection and Right to Know

Georgia law protects employees from the dangers of hazardous chemicals that may beencountered in the workplace. Fort Valley State University's pian assures that employees receivetraining and information about hazardous chemicals present in their workplace. The university offersbasic training to ail employees. Each employee whose job involves the handling of such materials mustreceive additional training in the safe use, storage, and disposal of any chemicals used.

For employees who do not handle chemicals in the work area, the basic training can be found athttD.//www.usg.edu/ehs/training/rtkbasic/.

For each employee who does handle chemicals, the chemical specific training can be found athttp.//www.usg.edu/ehs/training/chemical/.

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Any employee with a question may contact Tyree Price, Right-To-Know Coordinator,at extension 478-825-6208.

Economy

Employees of Fort Valley State University bear responsibility for holding down costs ofoperation. University property should be given the same care as one's personal property. This includeslong distant telephone calls and safeguarding of equipment. Supplies must not be wasted simplybecause they may appear to be plentiful. Office equipment lasts longer and performs better if givenproper care and kept covered when not in use. Employees may not use university supplies andequipment for personal reasons.

Purchase of Goods and Services: Use of University Property

Employees of Fort Valley State University may not purchase goods or services for personal usethrough university channels. No employee may permit any university property, including vehicles, tobe removed from the campus for private use.

The Procurement Office handles all purchasing and receiving of merchandise for the university.Requisitions for supplies and equipment should be submitted well in advance of need to the Director ofDisbursement, located in Accounting Services, second floor, C.V. Troup Building. The ProcurementOffice is the only authorized purchasing agent for the university. Any person making unauthorizedpurchases or receiving unauthorized items may have to pay for them. Disciplinary action may result forany employee who fails to abide by these regulations.

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Fort Valley State University Classifi~d Staff HandbookIIDrug-Free Workplace Act

The Drug-Free Workplace Act requires federal contractors and grantees to keep theirworkplaces drug-free to remain eligible for federal funds. Those who fail to comply face suspension ofpayments or termination of their contracts or grants, and they can be debarred from future federalcontracts or grants for up to five years. Government contractors who receive awards of $25,000 ormore and all grantees must certify that their workplaces are drug-free and meet specific criteria.Individuals who receive contracts or grants must agree not to engage in illegal drug activity during theperformance of the contractor grant.

GEORGIA DRUG ABUSE HOTL.1NE 806-33&-6745

The act coversnearly all federal contracts and grantees. According to current federal estimates,drugs and alcohol on the job cost the country-\)iUi011Sayear in reduced and lost productivity.

In accordance with federal and state laws, Fort Valley State University has committed itself toproviding a drug-free workplace. Employees are prohibited from engaging contrary to law in themanufacture, distribution, dispensing, possession, or use of illegal drugs at any time or place includingthe workplace. An employee who does not comply with the above is subject to disciplinary action, upto and including separation.

Alcohol and Drug Testing Program

Every employee may be subject to reasonable suspicion alcohol and drug testing. Specific jobsrequire pre-employment and/or random testing due to the nature of work performed. FVSU conductspre-employment drug screening for public safety officers and drivers of any vehicles that require acommercial driver's license, and periodic, meaning quarterly, random drug testing of these.

Every employee who works in "high-risk" jobs on a regular basis will be subject to random drugtesting for evidence of use of illegal drugs. High-risk is defined as any Classified Employee who isemployed on a regular or a temporary basis as a Campus Safety and Law Enforcement Officer and whois required to be certified under the provisions of the Peace Officers Standards and Training Act(p.O.S.T.). A high-risk employee also includes dispatchers and those employees who provide securityservices. Those employees who are engaged full-time in purely clerical duties are excluded from thedefinition of "high risk" employee.

An employee who refuses drug testing or who tests positive for the presence of an illegal drug( s) inhis or her body immediately will be separated from employment and will not be eligible for futureemployment with Fort Valley State University.

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DISCIPLINARY RULES AND REGULATIONS

Rules of Conduct

Fort Valley State University expects its employees to be productive. It also expects employeesto follow published rules and regulations as well as accepted customs and standards of courtesy,conduct, and cooperation. While it supports freedom of expression and peaceful dissent, the university,in the interest of orderly operation and preservation of an environment favorable to productive study,has adopted a policy prohibiting disruptive behavior on the part of any student, faculty member,administrator, or employee.

The following are examples of actions that can result in disciplinary action or discharge:

Insubordination.Theft.Discourteous behavior.Entering an unauthorized area at any time.Wasting materials.Willful violation of safety regulations.Continued failure to perform assigned duties.Negligence .:Falsifying records, reports, or information.Intoxication or drinking on the job.Employee's failure to report an absence or reason for an absence.Habitual absence or tardiness.Unauthorized absence from assigned work area.Interfering with work performance of another employee.Willful damaging of equipment or property.Gambling.Sleeping while on duty.Drug-related charges.Unauthorized use of state vehicles.Performing personal work during official work period.Sexual harassment.

Progressive Discipline System

Disciplinary action may be appropriate due to an employee's inappropriate behavior and/orunsatisfactory performance. When disciplinary action other than separation is taken and except in thecase of a probationary or part-time employee, the employee should be given sufficient information toenable him or her to correct the inappropriate behavior and/or unsatisfactory performance.

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Fort Valley State University Classified Staff HandbookWhen determining the appropriate disciplinary action, each of the following factors should be

taken into consideration:

Seriousness of the ofTense.Whether the offense was deliberate or unintentional.Employee's work record.Applicable rules, polices, and standards.

Disciplinary action may range from an oral reprimand to dismissal. It is not necessary to followeach specific step in disciplinary process. Each situation should be reviewed individually, and the mostappropriate disciplinary action should be chosen for the inappropriate behavior and/or unsatisfactoryperformance.

• First offense: counseling.• Second offense: verbal warning.• Third offense: written warning.• Fourth offense: written warning with suspension.• Fifth offense: final warning with discharge if the problem persists.• Sixth offense: discharge as per Dismissal Procedure of the Board of Regents as

outlined in the Business Procedures Manual.

For more serious offenses, the employee faces immediate suspension or discharge per theprocedure outlined in the Board of Regents' Business Procedures Manual. The following constitutesome of the serious offenses that could subject an employee to immediate discharge or suspensionunder the policy:

Theft or misappropriate of another employee's or university property.

Unlawful manufacture, distribution, sale, use, or possession of marijuana, controlledsubstance, or other illegal or dangerous drugs as defined by Georgia law.

Reporting to work under the influence of alcohol or drinking alcoholic beverages on thejob.

Disorderly conduct of any kind such as fighting, wrestling, or any activity dangerous to

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, ' ... ~ Fort Valley State University Classified Staff Handbooklife, limb, property, or of disruptive nature.

Falsification of any university records, etc.Obtaining. employment on the basis offalse or misleading statements .

. Possessing any unauthorized weapon on university premises.Gambling or engaging in any illegal activities on university property. .Deliberate flouting of authority or serious disruptive conduct leading to insubordination.Threatening language or acts aimed at supervisor or other employees.Deliberate sabotage.Sexual harassment.Time-wasting activities.Misuse of telephone privileges.Vehicle misuse or abuse.Sleeping on the job.Spreading rumors such as false and malicious talk or reports about supervisors or

co-workers.Discourtesy toward a student, faculty member, staff member, or a member of the public.

Failure to notify the supervisor of absence can result in automatic termination. Three (3)consecutive workdays without notification constitutes "Abandonment of position. "

Off the job behavior, that affects the workplace: When employee off-job misconduct arises out ofsomething that happened in the workplace or the misconduct will create a negative impact on employeerelations, present a hazard to the university, or reflect poorly on the university's reputation, theuniversity may take disciplinary action. Examples of off-the-job misconduct that could affect theuniversity include fighting, criminal activity, swearing, and, to the extent not protected pursuant to freespeech guarantees of the United States Constitution and Georgia constitution, disloyalty to or acting ina spiteful and vengeful manner by public denouncement of the university's reputation or disclosingconfidential information, garnishment, etc.

Insubordination constitutes disobedience. Insubordination generally refers to an employee'sdeliberate refusal to comply with a proper request or demand by the employer. For an employee'sconduct to be considered insubordinate, the institution must suffer consequences of the employee'srefusal immediately as opposed to speculative consequences at some point in the future.

Disobedient conduct toward supervisors or managers (including abusive language) mayconstitute insubordination even when an employee has not directly refused to obey an order. Besidesoutright refusal, an employee may fail to carry out orders and be considered insubordinate.

Attendance and Absenteeism

This policy aims to control chronic absence, which is defined as habitual absence usually ofvery frequent but brief periods. An employee absent 5 different times in a three-month period causesfar more disruption to work completion than an employee who is absent for 5 days at one stretchbecause of an illness. Accordingly, absenteeism is prohibited and may subject an employee todisciplinary action. For purposes of this provision, an employee is absent whenever the employee isaway from work without pre-approved leave. Absences resulting from other than vacation or extendedsick leave are the subject of this policy.

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Dismissal, Demotion or Suspension

1. Dismissal, demotion, or suspension of classified employees may be effected by the employee'simmediate supervisor when the supervisor determines that the employee's performance of duty orpersonal conduct is unsatisfactory.

2. Any employee who is convicted of the unlawful manufacture, distribution, sale, use, or possessionof marijuana, a controlled substance, or other illegal or dangerous drug, or who admits guilt of anysuch offense in a court proceeding, shall be suspended for not less than two months or dismissedafter compliance with procedural requirements set forth below.

3. The employee will be informed in writing of the action taken and granted five business days torespond to the next highest authority prior to the effective date of the action. However, underemergency circumstances, when immediate action is necessary, the employee maybe forthwithdismissed, demoted, or suspended, with or without pay, by the immediate supervisor, pending areview by the next highest authority.

4. Any such employee has five business days following the response of the next higher authority torequest a hearing before a board of review convened in accordance with the grievance policies andprocedures contained in this handbook.

5. Any employee who has been dismissed or suspended without pay and who later is reinstated shallbe entitled to recover back pay unless the president or his designee determines otherwise.

Employee Affected By: Reorganization, Program Modification,or Financial Exigency

A classified employee who is terminated, demoted, or otherwise adversely affected byreorganization, program modification, or financialexigency, as approved or determined by thepresident of the university or his designee is not governed by the procedures (Dismissal, Demotion, orSuspension) and (Appeals) as described in this book The employee, however, has a right of appeal tothe Board of Regents as provided in Article IX of the Bylaws of the Board of Regents.

Conflict of Interest

Each employee of Fort Valley State University should avoid actual or apparent conflict ofinterest between his or her obligation to the university and outside activities. Before engaging in self-employment or salaried work or before accepting any position of responsibility outside the university,the employee should discuss the plans with his or her supervisor and complete the outside activity form.Interference with regular work attendance or quality of work caused by outside activity may subject theemployee to termination of employment with the university.

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Fort Valley State University Classified Staff HandbookPolitical Activities

No employee may manage or enter a political campaign while performing services for theuniversity or hold elective political office at the state or federal level while employed by the university.An employee who seeks elective political office at the state or federal level first must request a leave ofabsence without pay beginning prior to qualification as a candidate. If elected to state or federal office,the employee must resign prior to assuming office.

Garnishment of Pay

Fort Valley State University considers the acceptance and settlement of just and honest debts to .be a mark or personal responsibility. Upon receipt of a garnishment subpoena, the named employee isnotified of the amount to be deducted and the name of court where the money is to be sent.

Canvassing and Soliciting

Canvassing, placing of signs and posters for soliciting purposes, chain letters, collections forany purpose, and the sale of tickets or merchandise are prohibited on Fort Valley State Universitypremises unless specifically approved by the Vice President for Business and Finance.

Gifts and Gratuities

No official or employee of Fort Valley State University may accept gifts, gratuities, orcourtesies from any person, corporation, or association seeking-directly or indirectly-to influence theactions of the employee.

Use of Telephone

The university considers the prompt and courteous answering of telephone calls as veryimportant. Telephone manners make or lose friends on or off our campus.

Fort Valley State University telephone lines necessarily must be kept clear for business use.Incoming personal telephone calls to employees and outgoing personal calls by employees arediscouraged except in the case of an emergency.

Personal long distance telephone calls may not be charged to the university. The GIST Networkand GIST lines may be used for official business only. Official long distance calls must be placed onthe GIST Network. Use of this Network for personal calls constitutes misuse of state funds.

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Use of Vehicles

Fort Valley State University vehicles are for official use only. No employees may use such ofvehicle for personal business including, but not limited to, transportation to and from lunch. Fuel cardsand additional information maybe obtained from Auxiliary Services, 478-825-6103.

Nepotism

1. Appropriate qualifications and performance as set forth in the policies ofthe Board of Regentsconstitute the basic criteria for the appointment and promotion of classified employees in theseveral institutions of the University System of Georgia. Relationship by a family or marriageconstitutes neither an advantage nor a disadvantage.

2. No individual may be employed in a department or unit when the employment will result in theexistence of a subordinate-superior relationship between such individual and any relative of suchindividual through any line of authority. As used herein, "line of authority" means authorityextending vertically through one or more organizational level of supervision or management.

3. For the purpose of this policy, relatives include husbands and wives, parents and children,brothers, sisters, and any in-law of any of the foregoing.

4 Sub-section 2 does not apply to:

(a) Temporary or part-time employment of children under age 25.

(b) Any individual employed as of February 14, 1990, at any institution where a relative of suchindividual then holds a superior position at least one level of supervision removed from suchindividual in any line of authority.

(c) Exceptions approved by the Board of Regents upon recommendation or the Chancellor as beingclearly in the best interest of the institution and the University System.

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MATRICULATION POLICY

Employees at Fort Valley State University are limited to a maximum of three (3) credit hours ofmatriculation during a scheduled work period and three (3) credit hours during non- scheduled workperiods. Prior approval for such must be given by the employee's immediate supervisor, senioradministrator, and the Vice President for Business and Finance.

TUITION ASSISTANCE PROGRAM

As part of its mission statement the University System of Georgia is committed to litherecruitment, hiring, and retention of the best possible faculty, staff and administration." The Board ofRegents of the University System of Georgia is committed to creating a more educated Georgia. Bothof these commitments extend internally as well as externally. As part of its desire to meet its.employees evolving needs, the University System of Georgia (USG) has established an educationalassistance program, the Tuition Assistance Program (TAP). The purpose of TAP is to foster theprofessional growth and development of its eligible employees. The name, title, address, e-mailaddress, telephone number, and FAX number for each institutional TAP Coordinator and forms may befound at www.usg.edu/employment/benefits/tuitionl.

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BENEFITS

Vacation

Fort Valley State University provides paid vacations for its regular full-time and part-timeemployees. Temporary empioyees do not earn or accrue vacation leave. Each employee is encouragedto select the dates upon which he or she wishes to take vacation as far in advance as possible andsubmit a request for appropriate supervisory approval. Earned vacation shall be taken at times mutuallyacceptable to the employee and the immediate supervisor. Vacation leave can be used for absencesfrom scheduled work upon approval by the supervisor. Every effort is made to grant vacation asrequested providing staffing and scheduling requirements of the employee's department permits. Ifaholiday recognized by Fort Valley State University occurs while you are on vacation, that day will beconsidered holiday time rather than vacation time.

Each full-time employee who is not a temporary employee accrues vacation leave based on thelength of continuous service and hours earned in each pay period as follows:

Service Per month Per Year

0-5yrs 10hrs 15workdays

5-1Oyrs 12hrs 18work days

10yrs 14hrs 2 1work days

An employee other than a temporary employee who works one-halftime or more but less than full-time earns and accrues vacation time in an equivalent ratio to the hours paid in each pay period.

Payment for Vacation upon Termination

Earned vacation leave may be accrued up to a maximum of 45 working days. An employee willbe compensated for all accrued vacation time up to the maximum specified above upon termination ofservice from Fort Valley State University for any reason. Such compensation shall be based oninformation from institutional vacation leave records. This payment is subject to audit and will bereceived 30 days after last day of work. A terminating employee does not accrue vacation leave afterthe last working day of employment.

Sick Leave

For each regular full-time employee of the university sick leave accrues at the rate of oneworking day per calendar month of service. A regular part-time employee who works one-half time ormore accumulates sick leave in an equivalent ratio to the hours paid in each pay period. Sick leave foran employee is cumulative. A temporary employee does not earn or accrue sick leave.

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Fort Valley State University Classified Staff HandbookSick Leave Accrual

The amount of sick leave is reduced proportionally for any "leave without pay" hours taken byan employee in a pay period.

Use of Sick Leave

If an employee becomes sick and cannot report to work, he or she must inform the supervisorthat he or she cannot come to work at the scheduled time. If the employee is unable to contact thesupervisor, he or she must notify the supervisor's designated representative as soon as possible after thebeginning of the scheduled work period. Failure to notify the supervisor or designated representative ofabsence can result in automatic termination. Should a scheduled holiday occur while an employee is onsick leave, that day is considered holiday time rather than sick leave.

Sick leave may be granted at the university's discretion and upon approval by the supervisor inthe case of employee's absence for any of the following reasons:

• Illness or injury of the employee.

• Medical or dental treatment or consultation.

• Quarantine due to a contagious illness in the employee's household.

• Illness or injury ofthe employee's spouse or a dependent child or step-child that requires theemployee's presence to care for the ill family member in the home or in the hospital.

Physician's Statement

When sick leave is claimed by an employee for a continuous period in excess of three (3)working days, the employee must supply the university with a physician's statement before any furtherclaim of sick leave rights by the employee-patient can be made. The statement should specify the dateupon which the employee became incapacitated and the tentative date upon which the employee may beexpected to return to duty. A physician's statement is also required for a lesser period of absence if thesupervisor has reason to believe that employee is abusing sick leave. Abuse of sick leave constitutescause for disciplinary action.

If an employee has exhausted all accrued sick leave and desires to use accrued vacation leave,he or she must notify the Office of Human Resources and his or her supervisor.

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Fort Valley State University Classified Staff HandbookIf an employee becomes sick while on vacation, the employee may change his or her leave to

sick leave upon submission of a doctor's statement to the supervisor and Office of Human Resources.The statement should be filed upon return from vacation and should certify the dates of illness.

Loss of Sick Leave upon Termination

An employee does not accrue sick leave after the last day worked and win not be paid foraccrued sick leave upon termination of employment. Accrued sick leave may be transferred to anotherinstitution of the University System of Georgia when no break in actual service occurs.

Sick Leave without Pay

An employee who is unable to return to work after exhausting all accumulated sick leave andaccrued vacation leave may be granted sick leave without pay for a period not to exceed one year. Suchapproved sick leave allows the employee the right to elect to continue his or her group insurancebenefits, and the institution will continue its share of the cost for such period. All other benefits are

. prohibited that otherwise would accrue to the employee.

Maternity Leave

Disability due to pregnancy shall be considered as any other disability and appropriate sickleave provisions of these policies shall apply.

Educational Leave without Pay

A regular full-time employee may be granted educational leave without pay for periods not toexceed one year at a time for the purpose of encouraging professional development. This couldinclude, for example, completion of a doctorate or other terminal degree. Such approved leave allowsthe employee the right to elect to continue group insurance benefits with institutional participation.Education leave must be approved by the Board of Regents.

Leaves of Absence for Faculty and Administrative Staff

The president may, with the approval of Chancellor and the Board of Regents, grant a leave ofabsence, with or without pay, to a member of the institution's faculty or administrative staff A leave ofabsence of one academic semester or less, with or without pay, may be granted by the institution'spresident, with notification to the Chancellor. Such leaves may not be renewed or extended without theapproval of the Chancellor and the Board of Regents. The requirement of continued service at theinstitution for a period of at least one year after the termination of the leave continues unabated.

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An approved leave of absence without pay permits an employee to continueall group insurancein effect and to retain" service continuity" for vacation leave accrual, No additional leave or sick leaveaccrues while the employee is on leave or absence without pay,

An employee who fails to return to work on or before the date leave of absence without pay(LWOP) expires may be terminated from service ifno other arrangements are made with the supervisoror department head.

Death in Family

In the event of a death in the immediate family, a regular full-time or part-time employee mayuse accrued sick leave to attend the funeral. Three working days constitutes the maximum amount ofsick leave authorized for this purpose. Annual leave or leave without pay may be used for anyadditional time.

Immediate family for purposes of this policy includes a spouse, parent, parent-in-law, brother,sister, child, stepchild, son-in-law, daughter-in-law, grandparent, grandchild, foster parent, or legalguardian.

A temporary employee or an employee who works less than half time may be excused for theabove purpose but is not eligible for paid time off since the employee does not accrue sick leave.

Holidays

Each regular employee who works 20 hours or more per week is eligible for twelve (12) paidholidays. Temporary employees (including student assistants) and employees who work less than 20hours per week are not eligible for paid holidays.

If an employee is required to work on a holiday, the department head will arrange a substituteholiday within 60 days before or after the actual holiday. No overtime pay is paid for working on aholiday so long as the actual hours worked for the week do not exceed 40 hours.

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.It terminating employee is not paid for any official holiday occuning after the last working dayof employment. Employees on approved leave without pay are not paid for any official holiday. Ifascheduled holiday occurs while the employee is on vacation, that day is considered holiday time ratherthan vacation time.

A scheduled holiday that falls on Saturday usually is observed on the preceding Friday. Thosethat fall on Sunday usually are observed on the following Monday, except for Christmas Eve andChristmas Day. When either or both of the Christmas holidays fall on the weekend, the Fridaypreceding Christmas and the following Monday are observed as scheduled holidays.

During Christmas break, the employee's annual leave is charged for any weekdays that fall inbetween holidays during a period the university remains officially closed. The exceptions are county-based personnel and personnel providing essential services who are authorized to work by the Presidentand Vice President for Business and Finance.

Other Leave

In the event of inclement weather or any emergency that requires an employee's absence, thepresident may declare leave with or without pay as the president shall determine. The president willspecify who is to report to work. Plant Maintenance, security, and infirmary employees must report towork unless special approval is given by the Vice President for Business and Finance due to unsafeconditions.

Court Duty

Court duty leave with pay is granted to a regular employee to permit him or her to serve on ajury or as a witness. Approval of such leave requires presentation of official orders from theappropriate court. Court ieave is not charged against any other leave accrued, and no deduction in payfor the absence is made even though a jury or witness fee may be paid to the employee. Court leavemay not be given to any employee summoned to a court as a defendant or plaintiff Court leave doesnot cover any period of absence other than scheduled working hours. The employee is expected toreturn to work if he or she is excused by the court during the scheduled workday.

Voting

Each employee of Fort Valley State University is encouraged to exercise the constitutional rightto vote in all federal, state, and local elections. When an employee's normal working hours coincidewith voting hours, the employee is granted leave, as stipulated by his or her immediate supervisor, topermit voting.

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Fort Valley State University Classified Staff HandbookF.L.S.A.

When an exempt employee is absent from work for less than one scheduled work day and his orher accumulated leave is insufficient to cover the partial day of absence, the employee is placed onFLSA leave with pay for the period of absence. In such instances the university either will deduct thechose for such leave in hourly increments from the exempt employee's salary or, if so requested by theexempt employee, place the employee on leave with pay. Neither action by the university disqualifiesthe exempt status of the employee's position. Abuse of this policy can result in disciplinary action.

Military Leave with Pay

For the purpose of this policy, ordered military duty means any military duty performed in theservice of the state or the United States including, but not limited to, service schools conducted by thearmed forces of the United States. Such duty, performed for a period or periods not exceeding a total of30 days in anyone calendar year, are deemed "ordered military duty" whether or not the orders areissued with the employee's consent.

An employee who receives orders for active military duty may absent himself or herself fromhis or her duties and shall be deemed to have a leave of absence with pay for the period of such orderedmilitary duty, and while going to and returning from such duty, not to exceed a total of eighteen (18)work days in anyone federal calendar year and not to exceed eighteen (18) work days in anyonecontinuous period of absence [as authorized by Georgia Law O.C.G.A 38-2(E)]. Continued absenceby the employee after the expiration of the maximum paid leave time is considered as military leavewithout pay. The employee must submit a copy of his or her orders to active duty.

Selective Service

A regular employee required by federal law to take a Selective Service or military physicalexamination is paid for any time lost to take the examination.

National Guard Duty under Emergency

Notwithstanding the foregoing leave limitations of eighteen (18) days and in the event that thegovernor declares an emergency and orders an employee to state active duty as a member of theNational Guard, the employee while performing such duty is paid his or her salary or othercompensation as an employee for a period not exceeding thirty (30) days in anyone calendar year andnot exceeding thirty (30) days in anyone continuous period of such state active duty service. After anemployee has exhausted his or her paid military leave, the university may pay the employee for his orher accumulated annual leave.

Organ and Marrow Donation

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Fort Valley State University Classified Staff HandbookEach employee who serves as an organ donor for the purpose of transplantation receives a leave

of absence, with pay, of thirty (30) days. Each employee who serves as a bone marrow donor for thepurpose of transplantation receives a leave of absence, with pay of seven (7) days. Leave taken underthis provision is not charged against or deducted from an employee's accrued annual or sick leave.Such leave is included as service in computing any retirement or pension benefits. This provisionapplies only to an employee who actually donates an organ or marrow and who presents to theappropriate supervisor a statement from a licensed medical practitioner or hospital administrator thatthe employee is making an organ or marrow donor.

Family LeaveIn accordance with the federal Family and Medical Leave Act (FMLA) of 1993, an eligible

employee may be entitled to up to 12 work weeks ofleave during any 12-month period for one or moreof the following reasons:

a. The birth and care of a newborn child of the employee.

b. The legal placement of a child with the empioyee for adoption or foster care.

c. The care of an immediate family member (defined as the employee's spouse, child, orparent) with a serious health condition.

d. A serious health condition of the employee that renders the employee unable to perform theduties of his/her job.

To be eligible for FMLA leave, the employee must have worked for the University System ofGeorgia for at least:

a. 12 months total; and

b. 1,250 hours during the 12-month period immediately preceding the commencement of suchleave.

Employees should contact the Office of Human Resources for further information and required forms30 days prior to departing on family leave.

Retired Employees Insurance

An employee eligible for retirement may continue as a member of the group life and healthinsurance programs. To this end, an employee who retires under the criteria established by theTeachers'Retirement System and who has at least 10 years of service with the University System, eventhough not a member of the Teachers'Retirement System, remains eligible for employee and dependentgroup health and life insurance benefits. The university will continue to pay its portion of the cost ofgroup insurance for retired career employees.

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Continuation of Health Care Coverage for Dependent

As per the Consolidated Omnibus Budget Reconciliation Act (COBRA), the universityoffers continuation of health care coverage for a maximum period of36 months to dependentswho lose coverage because of divorce or the death of the employee or to a dependent who ceasesto be eligible for coverage as a dependent under the plan. The employee or representative of theemployee's estate must notify the Office of Human Resources if any such "qualifying event"occurs. The university bills the employee/dependent 102% of the total premium for thiscoverage.

Workers Compensation Accidents

Each employee of Fort Valley State University is covered by the Georgia WorkersCompensation Act. This act provides payment for medical and hospital expenses, as well asdisability compensation, in the event an employee is injured in an accident while performing jobduties. .

Should an employee have an accident while on the job, he or she should report theaccident immediately to the supervisor. If medical attention is needed, the employee must seektreatment from a physician as directed by the Department of Administrative Services. In the caseof an emergency, the employee should seek treatment from the nearest hospital emergency room.

The supervisor is responsible for calling Teleclaim (DOAS) at 1-800-656-7475 to reportall workplace injuries.

Unemployment Compensation

Fort Valley State University employees are covered under "The Georgia EmployeeSecurity Act" known as Unemployment Compensation. This insurance program assists eligibleemployees who are temporarily unemployed through no fault oftheir own, who are able andavailable for work, and who are unsuccessful in finding work.

Tax- Deferred Annuity Plan

An employee is eligible to participate in a Tax-Deferred Annuity Program (approvedunder Section 403B) through any company that has entered into contract with the universitv.The amount of contribution is not taxed currentiy but when received in refund or in retirementincome. An employee interested in the program should contact the Office of Human Resources.

Lost and Found

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Campus Safety provides a "Lost and Found" service. An employee who finds any articleor item of property on Fort Valley State University premises should take the property to theCampus Safety Office in Carnegie Hall.

Fort Valley State University follows all recognized safety codes and regulations. Everyemployee is expected to perform his or her duties in as safe a manner as possible. Eachemployee is asked to share in this responsibility by being aware of the surroundings and to reportany potentially dangerous and unsafe situation to the supervisor.

University Staff Council

The University Staff Council provides university staff with the opportunity to participatein university governance. The council is composed of staff members elected from the unit-levelstaff representative group in each college and vice presidential area. Each new staff membershould check with his or her department head or supervisor to identify current councilrepresentatives.

Campaign for Charities

The university participates in the annual State Charitable Contributions Program. TheGeorgia General Assembly created this program to authorize a once-a-year statewide opportunityfor employees to make financial contributions to help others and to use payroll deductions fordonations to eligible charities. Contribution forms are distributed to all employees each fall.

University Foundation

The university allows all employees to make donations via payroll deductions to theUniversity Foundation. Deductions are tax deductible. Interested employees should contact theFoundation Office at extension 478-825-6474 for additional information or visit their webaddress: www.fvsufoundatioll.COm.

Additional Benefit Information

Additional information regarding benefits may be found at the Board of Regents web site:http://www.usg.edu/empioyment/benefits/

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RETIREMENT PROGRAMS

All regular employees of the University System of Georgia are required by Georgia lawto participate in a retirement program. Additionally, most temporary, seasonal, and part-timeemployees are required to participate in a state-mandated retirement program. Faculty and keyadministrators may participate either in the Teachers Retirement System of Georgia or anoptional retirement plan. All other regular staff must participate in the Teachers RetirementSystem of Georgia.

A temporary, seasonal, or part-time employee who is not eligible for membership in stateretirement programs for regular employees must participate in the Georgia Defined ContributionPlan.

Teachers Retirement System Enrollment

Applications for membership in the Teachers Retirement System are included in the newemployee orientation packet. Theemployee's pre-tax contributions are made by payrolldeduction. The university contributes an amount to the system on your behalf

For additional information visit TRS's web address: http://www_trsga_comJ

Benefits

An employee may retire and elect to receive monthly benefits after completion of30years of creditable service regardless of age, or after completing 10 years of creditable serviceand attainment of age 60.

Early retirement with 25 years service is also allowed in some cases, but penalties mayapply. An employee may apply for monthly benefits under the disability provision if he or she isan active member, has at least 9 112years of creditable service, and is permanently disabled.Benefits are calculated based on a formula that uses years of service and salary.

Return of Contributions Prior to Retirement

If an employee terminates employment or becomes ineligible for membership in theTeachers Retirement System, he or she may apply for the return of contributions and earnedinterest. However, returned refunds are subject to a 1COla penalty that must be taken on theemployee's 1040 tax form completed for that year. Federal law requires TRS to withhold 200/0of an employee's lump sum refund for federal taxes unless the money is rolled over directly intoan IRA or another qualified plan. The 20% withheld then is applied to federal taxes owed forthat year or can be received as a tax refund from the federal government if federal taxes areoverpaid. The Teachers Retirement System also provides benefits in the event of death.

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If an employee has 10 years of creditable service, the designated beneficiary is entitled toa monthly benefit. If you have less than 10 years of creditable service, the beneficiary canrecover a lump sum refund of contributions plus interest.

Optional Retirement Plan

Faculty, coaches, and senior administrators may make a one-time irrevocable decision toparticipate in an optional retirement plan in lieu of the Teachers Retirement System Thisdecision must be made within 60 days following employment. In addition to the employee'scontribution, the university will contribute an amount on your behalf This plan vestsimmediately. Details of the plan, including investment options, are provided in the ORPorientation packet.

Georgia Defined Contribution Plan

The Georgia Defined Contribution Plan, known as GDCP, is a state-mandated retirementprogram for temporary, seasonal, and part-time employees who are not eligible for membershipin state retirement programs for regular employees. Certain categories of temporary employeesare exempt from participation in GDCP as follows:

1. Non-resident alien employees with a J1, J2, or FI visa status.

2. Employees who are bona fide independent contractors with the university.

3. Employees who are students currently enrolled in and attending a University

System of Georgia' college or university.

GDCP applications and a summary of benefits are distributed to affected employeesduring orientation for new temporary employees. GDCP members who terminate employment orbecome ineligible for GDCP may apply for a refund of contributions and interest.

40


RULES OF DRESS

Dress Policy

Each Fort Valley State University employee-including temporary employees, studentworkers, and interns=- must present a professional appearance while at work. Every employee isaccountable for presenting a professional image within the spirit and the letter of the statedguidelines. Not all fashion trends are suitable for the work environment. Use good judgment indetermining appropriate attire. Clothing should be neat, clean, and appropriate for the type ofjob and should be free of rips, tears, and stains. Clothing should not be so faded, tight, formfitting, low-cut, or short as to reflect anything but a professional appearance. See-throughclothing, cut-offs, tank: tops, and other such attire is inappropriate at any time. Employees whowear inappropriate clothing to work may be asked to return home and change to appropriatebusiness attire.

Management Determination

Senior administrators, department chairs or directors maintain primary responsibility fordetermining whether an individual meets the guidelines of this policy. Senior administrators,department chairs, and directors may wave dress requirements due to medical necessity. A copyof the medical excuse should be on file in the Office of Human Resources.

For the first occurrence when the employee's clothing does not meet the guidelines of thispolicy, the employee receives a verbal warning and may be asked to return home and change to

For any subsequent occurrence, the employee is sent home to change to appropriatebusiness attire and the time out of the office is charged to the employee's accrued leave otherthan sick leave.

Appropriate Business Attire

The following guidelines offer a range of appropriate styles of dress for men and women.Formal business attire is always appropriate. These guidelines expand the options to includeinformal business attire. This is intended to help employees make selections that maintain theirprofessional image.

• Suits, dresses with collar and tie/blouses.

• Business dresses and skirts.

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• Slacks-any fabric (excluding denim) as long as the garment is tailored and pressed(includes khakis and dress corduroys).

• Blazers/sport coats.

• Sweaters/cardigans/vests.

• Button-down shirts/knit golf or polo shirts with collar/turtlenecks/sport shirts withcollar/banded-down shirts.

• Business shoeslloafers/flatslheels-with appropriate hosiery, when appropriate.

As an added benefit, Fort Valley State University has declared Fridays as business casualdress day. Blue jeans, sneakers, and t-shirt (with FVSU logo) may be permitted if they do notestablish an unprofessional or recreational appearance.

Inappropriate Business Attire

The following guidelines provide a list of inappropriate attire. This list is not all-inclusive. Some examples of inappropriate attire include:

• Clothing with slogans or messages that are inflammatory, derogatory, or provocative,except to the extent that the display of such slogans or messages constitutes protectedspeech under the United States Constitution.

• Shorts/cut-offs.

• Tight stretch pants.

• Oversized pants and/or shirts/crop tops or halter tops/dresses.

• Shirts with slogans or large emblems.

• Hem lines, which are too short or revealing.

o Provocative or revealing attire.

• Leggings/stirrup pants.

• Lycra/leather clothing (except jackets).

• Jogging suits and gym sweats (except for coaching staff).

• Beach or recreational wear and inappropriate footwear such as flip-flops.

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SEXUAL HARASSMENT POLICY

Policy

It is the policy of Fort Valley State University that all employees and students be able towork in an environment free from all forms of discrimination, including sexual harassment.Sexual harassment refers to behavior, either direct or indirect, that is not welcome, is personallyoffensive, debilitates morale, and therefore interferes with the university's mission and itseffectiveness. Sexual harassment includes behavior that may not be considered overtly sexual.Federallaw prohibits sexual harassment under Title VII of the 1964 Civil Rights Act. Theexisting Board of Regents' policy declares "that it shall be an unlawful discriminatory practicefor any employer, because of the sex of any person, to discharge without cause, to refuse to hire,or otherwise discriminate against any person with respect to any matter directly or indirectlyrelated to employment or academic standing." Sexual harassment, whether it be by peers, bypersons in authority, or by students to faculty, violates federal law and Board policy. It is theintent of these policies to include sexual harassment by peers.

Some examples of relations to which harassment policies apply are as follows:

a. faculty - faculty.

b. staff - staff.

c. student - student.

Additional examples of relations to which harassment policies apply and that involvesexual harassment by persons in authority include:

a. faculty - student.

b. faculty - staff.

c. graduate student-undergraduate student.

d. supervisor - subordinate.

Sexual harassment of faculty by students is covered by these policies if it interferes withthe faculty member's work Of creates an intimidating, hostile, or offensive working environment.Consenting sexual relationships between faculty and students, or between supervisors andsubordinates are actively discourazed ",,,,.1 may ho ,.1"''''",,0,.1 sexual harassmentUVVJ. UJUUI.'-'\), t ~ :\.ILl V "'1 .1 ""-'\.It "5""U. «.1.1U 3.. VV U""",,U.l\..fU ~,",.I\.U .1.1.1 .;).1J.J,,,", U"'.

Definition

Sexual harassment of employees or students of Fort Valley State University is prohibitedand subjects the offender to dismissal or other sanctions after compliance with procedural due

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process requirements. According to the Equal Employment Opportunity Commission (1984)guidelines, unwelcome sexual advances, requests for sexual favors, and other verbal or physicalconduct of a sexual nature constitute sexual harassment when:

A. Submission to such conduct is made explicitly or implicitly a term or condition of anindividual's employment or academic standing; or

B. Submission to or rejection of such conduct by an individual is used as a basis foremployment or academic decisions affecting an individual; or

C. Such conduct unreasonably interferes with an individual's work or academicperformance or creates an intimidating, hostile, or offensive working or academicenvironment.

Consensual Relationships

An employee of or student at Fort Valley State University should realize that sexualharassment most frequently occurs when one person has some power or authority over another.The relationship between a faculty member and a student should be considered one ofprofessional and client in which sexual liaisons, even consenting liaisons, are inappropriate

. because they threaten the intellectual dependence and trust that underscore the teacher/studentbond. Likewise, the relationship between a supervisor and subordinate must be a professionalone free from sexual involvement.

Although the policy of Fort Valley State University does not expressly forbid consentingsexual relationships, such relationships are strongly discouraged and all personnel are cautionedthat persons entering into such relationships do place themselves in danger of subsequent chargesof sexual harassment which would be most difficult to dispute.

In light of the above, Fort Valley State University strongly discourages consenting sexualrelationships between faculty and students and supervisors or faculty who engage in suchrelationships must remove themselves from any decision-making activities regarding theirconsenting partner.

President's Statement on Sexual Harassment

The Fort Valley State University is committed to maintaining a working environment freeof objectionable and disrespectful conduct and communication of a sexual nature, especiallywhen such conduct is imposed by one on another and adversely affects a member of thisinstitution's employment environment. Sexual harassment subverts the mission of the universityand is viewed as a violation of Title VII and Title IF of the 1964 Civil Rights Act. Sexualharassment will not be tolerated by the university. Sexual Harassment in any context isreprehensible and is a matter of particular concern to the academic community in which students,faculty, and staff are related by strong bonds of intellectual dependence and trust.

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DISPUTE RESOLUTION

Fort Valley State University ("FVSU") is committed to maintaining a campusenvironment where its diverse population can live and work in an atmosphere of tolerance,civility, and mutual respect for the rights, duties, and sensibilities of each individual. In order tofulfill that goal, FVSU makes decisions concerning recruitment, admissions, employment,provision of services, and accessibility to facilities and programs without unlawful considerationof race, color, religion, national origin, gender, age, disability, or veteran status.

Members of the FVSU community inevitably will disagree. The FVSU DisputeResolution Program (lithe Program") aims to help members of the university community toresolve disagreements.The Program serves as a resource for FVSU employees and studentsseeking to settle disputes. Among other things, it provides members of the FVSU communitywith the resources necessary to resolve disputes informally, pursue mediation of disputes, andfile grievances.

First, the Dispute Resolution Coordinator serves as the initial point of contact for partiesseeking to use the Program's resources and provides guidance about what dispute resolutionalternative may work best to settle a particular dispute. Parties will be advised about thedifferent dispute resolution techniques available through mediation (for example, one-on-onemeetings between two parties to discuss personal differences affecting a work relationship, orgroup discussions to evaluate issues affecting an entire work unit).

The Dispute Resolution Policy (lithe Policy") sets forth the procedures through which theProgram can address the problems and complaints ofFVSU employees or students. Theseprocedures allow both sides to a dispute to be fairly considered, and permit disputes to beresolved in a timely and constructive manner. The mechanics of this Policy are administeredflexibly in order to resolve FVSU-related dispute.s at the lowest possible administrative levelwith the cooperation of all concerned. Disputes maybe addressed through this Policy's informalprocedures and, if desired, through mediation. However, the Policy's formal procedures may beused only to handle claims that a person has been harassed or discriminated against in violationof the law, retaliated against for an improper reason, or harmed by any action that violates thepolicies of either FVSU or the Board of Regents of the University System of Georgia ("theBoard of Regents").

This Policy supersedes and replaces FVSU Grievance Procedures.

Prohibition of Retaliation

Any attempt to intimidate or retaliate against a party for raising an issue or participatingin dispute resolution under this Policy is strictly forbidden. Any party who makes such anattempt will be subject to the disciplinary action that FVSU concludes is appropriate, up to andincluding termination.

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ADMINISTRA TION OF DISPUTES

Sexual Harassment and Discrimination

Disputes involving allegations of sexual harassment will be refen ed for investigation andresolution under the procedures outlined in FVSU's Sexual Harassment Policy. Disputesinvolving other allegations of harassment or discrimination will be addressed under theprocedures provided in this Policy.

Final Resolutions

If parties to a dispute reach a resolution through mediation, that resolution will bememorialized at the discretion of the parties. If parties to a dispute reach a resolution by makinguse of an informal procedure other than mediation, that resolution should be memorialized inwriting by the Dispute Resolution Coordinator, when appropriate, and signed by the parties. TheDispute Resolution Coordinator may be consulted in implementing such dispute resolutions;however, a person who has sought to resolve a dispute under this Policy may not present thesame dispute again in an attempt to gain a more favorable resolution.

Dispute Resolution Coordinator

The Dispute Resolution Coordinator is located in the Office of Human Resources and isresponsible for helping to coordinate the expeditious and fair resolution of problems raised byFVSU employees. The role of the Dispute Resolution Coordinator is to assist the parties inseeking a satisfactory resolution of the issues and not to determine who is "right" or "wrong. It

The Dispute Resolution Coordinator will remain neutral throughout the proceedings and willserve primarily as a facilitator. In order to facilitate satisfactory resolution of a particulardispute, and with notice to the parties, the Dispute Resolution Coordinator may modify the stepsor procedures set forth in this Policy.

Dispute Resolution Committee

A Dispute Resolution Committee may be appointed to assist the Dispute ResolutionCoordinator. In appropriate circumstances, the Dispute Resolution Committee also maycoordinate efforts within various FVSU offices to resolve disputes in a prompt, flexible, andresponsive manner.

Mediation

Mediation may be initiated at any point during the dispute resolution process. Mediationcan be pursued independently of these procedures and offers a number of ways for parties to seekto resolve a dispute. The Dispute Resolution Coordinator will apprise the parties of the availablemethods and will be available to provide guidance and assistance to any party with a question orconcern about these procedures or any other dispute resolution mechanism. Mediation isvoluntary, and no party will be required to participate in that process.

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Supervisors and Managers

Supervisors at all levels have a fundamental responsibility to resolve workplace disputesby taking whatever appropriate, prompt, and fair action is commensurate with their authority. Toenable supervisors to discharge this responsibility, FVSU will offer training in the areas ofpersonnel management and dispute resolution. Supervisors attempting to resolve disputes shouldseek appropriate assistance from their department head, dean, director, the Dispute ResolutionCoordinator in the Office of Human Resources, the Equal Opportunity Officer, and/or any othersuitable FVSU resource or University System of Georgia resource.

Advisors or Legal Counsel

Any party participating in the dispute resolution process is free to seek the assistance of apersonal advisor or legal counsel. If participation in the process involves a meeting or hearing,the legal counsel/personal advisor may be present for the limited purpose of providingconfidential advice to the client. The counsel/advisor, however, may not participate in any otherfashion in meetings or hearings and is specifically prohibited from questioning or addressing anyparty, to include witnesses, during proceedings.

Federal and State Laws

Federal and state laws cover school and workplace complaints and provide remedies forsome school and workplace disputes. Participating in dispute resolution efforts under this Policydoes not extend the deadlines to seek redress from outside agencies or initiate appropriate legalproceedings.

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TIME LIMITS FOR RAISING AN ISSUE

A party with a dispute or complaint ("complainant") must raise such within ten workingdays from the occurrence of the p.:nt!cular incident. The Dispute Resolution Coordinator mayextend time limits for good reason. Unless a complainant has requested an extension of the timelimit, failure to act within the time limit established in this Policy must terminate the disputeresolution process. In those situations, parties will remain free to seek to resolve disputes throughmediation.

DISPUTE RESOLUTION PROCEDURES

Step One: Initial Informal Procedures

As a first step, a complainant should try to resolve problems and complaints bycontacting his or her immediate supervisor or the academic department head or unit director.This initial contact should be made within ten working days from the occurrence of the problem.The supervisor or department head must arrange a meeting with the complainant, and all partiesshould make a good faith effort to resolve the problem.

In instances where the complainant feels uncomfortable speaking to an immediatesupervisor, department head, or has any reservations about initiating the initial contact within thecomplainant's department, school, or work unit, the complainant should contact the DisputeResolution Coordinator. The Dispute Resolution Coordinator will discuss the matter with thecomplainant, become familiar with the complaint, and then advise the complainant about optionsavailable for resolving the problem. The Dispute Resolution Coordinator may ask thecomplainant to meet with the complainant's immediate or second-level supervisor, the director ofthe complainant's organization, or the dean of the complainant's school or college in order to givethose parties an opportunity to resolve the matter. The Dispute Resolution Coordinator maymeet with the parties together or separately to discuss the problem and may involve others inthese discussions, including the Dispute Resolution Committee or the Equal Opportunity Officer,as appropriate.

Step Two: Referral to Mediation Coordinator

If the dispute cannot be resolved through Step One, the parties will discuss whethermediation is an appropriate means for resolving the dispute. Mediation is a process that helpsparties resolve disputes for themselves in a mutually acceptable way in which those involved canmeet with one or more trained mediator. In a private setting, the mediator provides an orderly,simple process for the parties to discuss their dispute along with their feelings, perceptions, andneeds. The goal is to begin communication and move toward resolving the dispute in a manneragreeable to all.

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Step Three: Referral to Grievance Coordinator

If a dispute involves an allegation of discrimination and the parties are unwilling orunable to resolve their dispute through mediation, the matter should be referred to the GrievanceCoordinator. The Grievance Coordinator must interview each party to identify relevantwitnesses and documents related to the dispute. The Grievance Coordinator must interview eachwitness so identified as well as any party identified by a witness as having additionalinformation. The Grievance Coordinator must prepare a report summarizing the witnessinterviews. The Grievance Coordinator also should obtain copies of the documents identified bythe parties as relevant to the dispute. The Grievance Coordinator may meet with any party tofacilitate a prompt resolution of the dispute. If such meetings fail to resolve the dispute, thecomplainant will be directed to prepare a Written Request for a Grievance Hearing as outlined.

If the dispute does not involve discrimination and the parties do not wish to pursuemediation or if mediation is unsuccessful in resolving the dispute, the matter will be referred tothe Grievance Coordinator. No investigation will be conducted, and the complainant will bedirected to prepare a Written Request for a Grievance Hearing as outlined below.

Every effort should be made to complete the foregoing steps promptly and not later thanfour weeks after the complainant's initial contact with their supervisor, department head, or theDispute Resolution Coordinator. However, resolution of complex disputes may take longer,particularly if a formal investigation is necessary.

Step Four: Writteu Request for Grievance Hearing

A Written Request for Grievance Hearing must be completed within two weeks after theconclusion of Step Three or any mediation proceedings initiated as apart of Step Three. Eachwritten grievance should be sworn and made in writing and have a signature and notary seal. In,.,.rrlor ion .,,,,,,.,. ••..•••..•,.,,r1.,i-"" l<'T~T T h,."l.r1 ••"" nr 'f' '"f'Am.., 1 .,ff"" ••..•nt-" .,1"r"""nl11t'on <or"" nno-o'no- th""V.1U~l LV ","VVl..1,£,U.1VUu."", ~ • U'-' .l..1v.u.U1.loJ~ V.J. .u .. ,L.aLLV.l.lU.u..a u. ••••,.".J.~J.}J''''.., •.••. .I.,.,t.,7V ..•.••.• "..I.v .•...•. 'loW."'" "' ..•..•..0" 0, •.......'"

Grievance Coordinator may extend the time for submission ofthe Written Request. TheGrievance Coordinator will be available to assist complainants in preparing the Written Request.

Complainants are required to prepare Written Requests to ensure that the subsequentGrievance Hearing will address the specific issues that most concern the complainant. Theguidelines set forth below for preparing Written Requests are designed to ensure that the WrittenRequest identifies clearly those issues.

The Written Request, when made, must include the following:

• The complainant's name and, when applicable, job title;

• The department/unit/course in which the complainant is employed or enrolled;

• The nature of the problem or complaint;

I) Any communication that has taken place between the complainant and his or heracademic department head, supervisor and/or second level supervisor concerning thematter;

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• The supervisor's and/or other superior's response;

• The reason the complainant disagrees with that response; and

• The complainant's suggestion for proper resolution of the matter.

Any witnesses the complainant intends to call during the Grievance Hearing should beidentified to the Grievance Coordinator at the time a Written Request for Grievance Hearing ismade. Any documents that the complainant wishes to offer as evidence during the GrievanceHearing must be submitted to the Grievance Coordinator at the time a Written Request forGrievance Hearing is made. A copy of the documents will be provided to the other party orparties to the dispute ("respondent"). The respondent may identify witnesses and providedocuments to the Grievance Coordinator. A copy of the documents will be provided to thecomplainant. Should an objection be raised to the relevancy of any documents, the GrievanceCoordinator will review such documents and delete those documents which are not relevant tothe matters to be addressed in the hearing.

The Grievance Coordinator then will arrange for the hearing as soon as possible. Thehearing will be held before a Grievance Hearing Panel and will be conducted in accordance withthe procedures set forth. .

Step Five: Grievance Hearing

Availability of Grievance Hearing: A grievance hearing will not be available to disputepromotion and tenure decisions, performance evaluations, hiring decisions, classificationappeals, challenges to grades or assessments, challenges to salary decisions, challenges totransfers or reassignments (unless it is alleged that the act was based on impermissible bias orviolated FVSU or Board of Regents policy), termination or Jayoffbecause oflack of work orelimination of a position, investigations or decisions reached under the FVSU's SexualHarassment Policy, and normal supervisory counseling.

Appropriately grievous disputes will be processed under the procedures set forth below.

The Grievance Hearing Pool: Grievous matters will be considered by members of theGrievance Hearing Pool, which will be generated by the Director of Human Resources byrandom selection from FVSU records. To the extent possible, the demographical makeup of thePool should be generally representative of females, minorities, and the seven EEO job categories(Executive! Administrative/Managerial, Faculty, Professional/Non-faculty, Clerical/Secretarial,Technical Paraprofessional, Skilled Crafts, and Service/ Maintenance). The Pool will becomprised only of full-time employees and shall be reconstituted at least once every two years.

The Grievance Hearing Panel: For consideration ofa particular grievance, the GrievanceCoordinator will randomly select eleven names from the Pool and provide these names to theparties. Each party will strike three persons each from the eleven named, and the five personsremaining will constitute the Grievance Hearing Panel. The five members of the GrievanceHearing Panel, by majority vote, will select one member to act as Chair.

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Students may serve on the Panel only when a student is the complainant and/or the otherparty is a graduate assistant, faculty member, or administrator in his/her capacity as an employee.If the complainant is an undergraduate, one undergraduate student Panel member will be selectedby the Grievance Coordinator in consultation with the Office of Student Affairs. When thecomplainant is a graduate student, one graduate student Panel member will be selected by theGrievance Coordinator from a pool of graduate students generated annually by the Director ofHuman Resources by random selection from FVSU records.

Once the Panel has been finalized, the Grievance Coordinator will provide each memberwith a copy of those documents submitted by the parties that are relevant to the hearing, a copyof the report summarizing any witness interviews conducted by the Grievance Coordinator, and acopy of any documents gathered by the Grievance Coordinator as identified by the parties asrelating to the dispute. When the dispute involves the Grievance Coordinator or the GrievanceCoordinator cannot remain impartial, the Grievance Coordinator will request that another personwho was not involved in the dispute, act as Grievance Hearing Officer and preside over theGrievance Hearing. In all other matters the Grievance Coordinator will act as Grievance HearingOfficer.

The Grievance Hearing Procedures: The Grievance Hearing Officer will begin thehearing by introducing the parties to the dispute, the members of the Grievance Hearing Panel,and any other attendees. All attendees will be advised that the proceedings, except for thedeliberations of the Panel, will be recorded by audiotape. The Grievance Hearing Officer willthen outline the matters to be addressed as set forth in the Written Request for Grievance Hearingand provide the Panel with a Statement ofIssues for Determination. The issues set forth in theStatement will track those identified in the Written Request and will contain areas for the Panelto indicate its finding as to each issue for determination. Additionally, the Statement mayincorporate parts of the written report summarizing the witness interviews. The scope of thehearing will be confined to the issues outlined in the Written Request. The Grievance HearingOfficer will swear in each party by requiring them to repeat this statement: "I do solemnly swearor atttrm that the testimony that I am about to give before this panel will be the truth, the wholetruth and nothing but the truth." The Grievance Hearing Officer also will swear in each witnessbefore the witness testifies. Potential witnesses, other than the parties, must remain outside thehearing room until they have been called to testify.

After the complainant gives an opening statement not to exceed fifteen minutes, the Panelwill have thirty minutes to ask questions of the complainant. The respondent will then have anopportunity to make an opening statement not to exceed fifteen minutes. If the complainantseeks relief against more than one respondent, each respondent will have an opportunity to makean opening statement. After hearing each respondent, the Panel will have thirty minutes to askquestions.

After the opening statements and questions have been completed, the complainant willcall each of the complainant's witnesses. The complainant will have twenty minutes to askquestions of each witness. If the Grievance Hearing Officer determines that the testimony of awitness may require additional time because the testimony is particularly involved, thecomplainant may be allowed additional time for questioning. Following the complainant'squestioning, each respondent will have fifteen minutes to ask questions of the witness.

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Following the questioning by each respondent, the Panel will have thirty minutes to askquestions of the witness.

After the complainant has called all of his or her witnesses, each respondent will thenhave the chance to call witnesses. Each respondent will have twenty minutes to ask questions ofeach of its witnesses. If the Grievance Hearing Officer determines that the testimony of awitness may require additional time because the testimony is particularly involved, therespondent may be allowed additional time for questioning. Following the questioning by eachrespondent of each of their witnesses, the complainant will have fifteen minutes to ask questionsof the witness. Following the questioning by the complainant, the Panel will have thirty minutesto ask questions of the witness.

At least ten working days in advance of the hearing The Panel may consider the swornstatement of a witness who cannot or will not appear when the party seeking to use the statementhas provided it to the Grievance Hearing Officer.

After each side has called all of their witnesses, the complainant and each respondent willhave fifteen minutes to make a closing statement. After the closing statements are completed,the Grievance Hearing Officer will review briefly the Statement of Issues for Determination.The Panel will then begin deliberations.

The complainant has the burden of proving by a preponderance of the evidence that he orshe has been wronged. If at the conclusion of the hearing the Panel is unable to reach a decision,the complainant fails to carry this burden and the finding should be in the respondent's favor. Ifthe Panel concludes that it could reach a decision if it could hear the testimony of other witnessesor obtain additional information, the Grievance Hearing Officer may assist the Panel in obtainingany additional information and, when necessary, schedule a second hearing. Any additionalinformation gained will be provided to the parties. All interviews with additional witnesses willtake place in the presence of the full Panel and will be recorded by audiotape. The GrievanceHearing Officer will schedule any other hearings that are deemed appropriate to consideradditional information or to hear witness testimony as soon as the information or witness can bemade available to the Panel.

When any FVSU employee or official is askedto submit additional information inconnection with a pending hearing, that official or employee must submit the requestedinformation within five business days of the request. If it is impossible to comply with such arequest within the five day period, the official or employee must notify the Grievance HearingOfficer of the reason for the delay, and the estimated time for submission of the requestedinformation. Any additional information will be made available to all parties.

Once all evidence has been submitted, the members of the Panel will meet in closedsession to review the evidence and reach a decision by majority vote.

Report of the Grievance Hearing Panel

The Chair of the Grievance Hearing Panel shall prepare a written report summarizing thePanel's findings. The report should contain the Panel's conclusion as to each Issue for

52


Determination as well as the Panel's recommendations for corrective action, ifany (as approvedby a majority). Members of the Panel who disagree with the majority's findings, conclusions orrecommendations may prepare as an addendum to the report any contrary opinions andrecommendations. The report and any addenda must be transmitted to the Grievance HearingOfficer within ten working days of the conclusion of the hearing. The Grievance HearingOfficer will then transmit the report and any other relevant information to the FVSU President.

Decision of the President

The President is the chief executive officer ofFVSU and is authorized by the Board ofRegents to exercise such supervision and direction as will promote the effective and efficientoperation ofFVSU. The President will use the report of the Grievance Hearing Panel to reach adecision that best promotes these goals.

The President will furnish a decision to the parties within thirty days after receiving thereport of the Panel. If the President's review of a case requires longer than thirty days, thePresident will notify the parties of the delay. The President's decision shall be final at theinstitutional level.

Discretionary Review by the Board of Regents

The Board of Regents reserves discretionary authority to review all decisions made bythe member institutions. The Board of Regents normally will review only in extraordinary cases,such as those where proper procedures may have been violated, where the decision isunsupported by the facts, or where the decision violates FVSU or Board of Regents policy. Anyappeal to the Board of Regents must be made within twenty days following the decision of thePresident.

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Time and Effort ReportingOffice of Management and Budget (OMB) Circular A-21 requires that the University provideverification of time and effort for all grant and sponsored program personnel whose salary is paidfrom multiple sources. The Time and Effort Report (See Exhibit) provides documentation forsalary payment and time donated to the activity by University personnel. Faculty/Staff withmultiple assignments require a clear accounting of all (100%) employment time. To fullydocument all time spent in grant activities, all employees fully or non supported by grant funds,are required to complete Time and Effort Report forms signed by their Director, or immediatesupervisor. This information is submitted to the Post-Award Coordinator using the table below.

Spring April 25

Summer July 25

Fall November 25

When an employee's salary is divided among a federal grant, teaching, administration, or otherresponsibilities, there must be a clear accounting of all (100%) of the person's time. TheActivity Director is responsible for the accuracy of the Time and Effort Report.

All personnel policies of the University apply to Title ill staff in addition to those stated in thismanual.

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fort valley state university classified staff handbook

Documents