• Absenteeism and Tardiness
• Code of Ethics
• Conflict of Interest Policy
• Confidentiality
  
• Corrective Counseling
  
• Dress Code and Personal Appearance
  
• Drug and Alcohol Abuse Prevention Policy
  
• Grievance Procedure
  
• Safety
  
• Sexual Harassment Policy
  
• Solicitation and Distribution
  
• Suspension

Absenteeism and Tardiness

The University expects all staff members to assume responsibility for their attendance and promptness. Recognizing, however, that illnesses and injuries may occur, the University has established sick leave and long-term disability benefit plans to compensate employees for time lost for medical reasons. In addition, the Family and Medical Leave Act (FMLA) provides for excused absences caused by a qualifying health condition. (Please see appropriate sections of the handbook for information regarding these benefits.)

Should a staff member be unable to work because of illness, he/ she must notify his/her supervisor or department manager within 30 minutes of the start of his/her shift on each day of absence.

Staff members who are frequently absent or tardy and/or are absent without notifying their supervisors may be subject to corrective counseling. Employees who are absent without proper notice for three working days are considered to have resigned their positions.

Excessive absenteeism and tardiness issues are covered in the staff corrective counseling policy on the Web site at www.slu.edu/services/HR/policies_correct.html and summarized in this handbook.

Code of Ethics

Saint Louis University achieves its mission of teaching, research and community service in a manner consistent with its Catholic, Jesuit mission and philosophy. Staff members are expected to conduct themselves in a manner that is consistent with this mission and philosophy.

We respect the dignity of individual students, faculty, staff, patients and visitors. The University expects every staff member to show that same respect and concern for others within the University community, so that all members of our community can achieve their full potential.

When it has reason to believe that the conduct of some members of the community prevents or hampers others from performing their work, the University may intercede.

Conflict of Interest Policy

As defined by policy, a conflict of interest is considered to exist in any instance where: an individual's actions or activities on behalf of the University involve a gain or advantage to the individual; pose an adverse effect on the University's interests; or prevent staff from exercising care, skill and judgment on behalf of the University in the performance of assigned duties.

Acceptance of Gifts, Gratuities and Entertainment
The University prohibits all staff members from accepting any gift or gratuity with a value in excess of $100 from outside organizations, corporations, companies, partnerships or other entities that provide goods or services to the University. Promotional items that outside organizations use as part of their regular marketing programs are excluded from the $100 limitation.

No staff member may accept business entertainment from any outside organization that would be considered excessive. The acceptance of occasional invitations to dinner, sporting events, theater presentations, etc., is acceptable in most circumstances. Staff members must consult with and report to their superiors any instances of gifts or gratuities offered to them by any outside organization or any attempt to influence the performance of their assigned duties through the offer of gifts, gratuities or excessive entertainment. Please contact the internal audit department at 977-2354 regarding this policy.

Confidentiality

In the performance of assigned duties, the staff of the University may have access to or be involved in the processing of confidential information, including patient care data and student, employee, University, and/or business data. Confidential information includes but is not limited to the following:

Employees failing to adhere to the University standards with respect to confidentiality are subject to corrective counseling.

Corrective Counseling

The University strives to maintain its reputation as an excellent employer and hopes all employees will interact with their co-workers in the spirit of consideration, respect and cooperation. The University endeavors to treat all employees with equity and respect. We believe that our employees will rarely lapse from excellent work or adherence to established rules and regulations. We also believe that our employees will quickly correct any lapse in their work or violations of policies, if these problems are brought to their attention in a professional, cooperative manner that assumes they want to improve. Therefore, every effort will be made through corrective counseling to assist an employee in overcoming deficiencies or failures he or she may have in following policies and procedures.

Generally, it is the policy of the University to correct inappropriate behavior through progressive discipline, up to and including dismissal, depending upon the circumstances of any particular case.

The four steps of staff corrective counseling are clear and concise, and every effort will be made to help the employee. The employee's signature is obtained on the corrective counseling report form following each counseling session. The signature is not an admission of guilt but rather an indication that the employee has been counseled by his or her supervisor and has read the report. The employee is given the opportunity to attach a statement or any comments that he or she wishes to make in response to the corrective counseling report. Such a statement is made part of the employee's personnel file along with the corrective counseling report prepared by the supervisor for the employee.

The following guidelines apply to staff corrective counseling:

Supervisors and employees are encouraged to discuss performance concerns with the human resources office and/or the employee assistance program (EAP).

Informal/Verbal Counseling: The first step before formal corrective action would normally be informal counseling. A written record of the counseling to your file is necessary to register what took place. The counseling should take place in a private setting, and be based on specific facts. It should express confidence in the employee's ability to improve, and indicate the supervisor's willingness to assist. Informal counseling is not a form of corrective action; however, it can be referenced at a later date if corrective action is taken. Inform the employee that formal counseling may result if the problem continues. This discussion can take place during periodic performance evaluations or as a stand-alone counseling. Should twelve months pass following informal counseling and no additional offense occurs, the informal counseling will normally not be considered when determining future corrective action.

Steps of Formal Corrective Counseling

Supervisors will generally initiate each step of corrective counseling within 10 days of learning of an employee's problematic behavior, or as soon thereafter as possible.

Step 1: First Corrective Warning. The first step differs from informal counseling in that it is formal corrective action. It is usually the first step in the formal corrective counseling procedure and addresses Level 1 offenses. Should twelve consecutive months pass without further corrective action, previous corrective actions will normally not be considered when determining future corrective action.

Step 2: Critical Warning. Employees are strongly encouraged to meet with an EAP counselor, or a human resources representative. The critical warning differs from the first corrective warning in that it is employed for repeated violations of Level 1 offenses or for addressing Level 2 offenses. It may be the first corrective action taken for Level 2 offenses. Should twelve consecutive months pass without further corrective action, previous corrective actions will normally not be considered when determining future corrective action.

Step 3: Final Warning. The final warning differs from the critical warning in that it is issued to employees who have not corrected the behavior outlined in a critical warning or have exhibited more serious problematic behaviors. It may be the first corrective action taken for Level 3 offenses. It may result in a leave of one (1) or more days as determined by the supervisor in consultation with the human resources office. During this leave, the employee will have the option of using his/her vacation hours. The employee will be asked to take this time off to consider whether or not he/she is able to meet the requirements of University and department policies and/or standards of conduct. The employee must be referred to The Employee Assistance Program (EAP). Should twelve (12) consecutive months pass without further corrective action, previous corrective actions will normally not be considered when determining future corrective action.

Step 4: Discharge. Employees who do not correct their behavior or who commit other serious offenses after a final warning will be discharged. First time Level 3 offenses may be the basis for discharge. Discharges must be reviewed and approved by human resources prior to the discharge.

All employees are eligible to take advantage of the EAP services for up to 90 days after separation. Discharged employees are encouraged to use EAP services.

Suspension Subject to Possible Corrective Action

Any employee of Saint Louis University may be suspended, if their conduct or performance warrants the action. A suspension may be imposed on an interim basis, in response to a serious offense, where it is deemed inappropriate for the employee to remain at work during the investigation of potential misconduct. A suspension subject to possible corrective action should be resolved as promptly as possible.

In those instances where the action leading to suspension is found not to have been caused by, or the fault of the employee, the employee shall be reinstated without loss of pay or benefits, and no record of the suspension will appear in the employee's personnel file. In situations where evidence of wrongdoing is found, but a final warning is issued in lieu of separation, the employee may not be eligible for pay. If the decision is made to sustain the suspension and terminate, the original date of the suspension becomes the discharge date.

Record in the Employee's Personnel File

A copy of all formal corrective counseling will be filed in the employee's active personnel file and does remain as a permanent part of the record. As stated above, should twelve consecutive months pass without further corrective action, previous corrective actions will normally not be considered when determining future corrective action.

Coaching and Improving Performance

Periodic performance reviews, held with the expectation of providing feedback to employees, regarding ongoing or continuing issues of poor or substandard performance can be addressed through the corrective counseling process. The receipt of a "Needs Improvement" or "Unacceptable" rating on the employee's annual performance appraisal will result in the employee being placed on formal corrective counseling as indicated in the levels or steps below. Under these circumstances departments are advised to contact human resources/employee relations to establish a performance improvement plan for the employee and ongoing review of the employee's performance throughout the year. If the performance of the employee does not improve, the employee may advance through the steps of corrective counseling up to and including termination prior to the issuance of the next annual performance appraisal. In addition to performance issues, corrective counseling can also be used for problematic behaviors. As a general rule the policy divides problematic behavior into three (3) major categories while providing for progressive counseling. (See full text of policy on the Web site.) Obviously, no policy can list every possible problem area. The University reserves the right to initiate corrective counseling, including dismissal, depending on the circumstances in any particular case.

Please refer to the staff corrective counseling policy on the Web site at www.slu.edu/services/HR/policies_correct.html or contact a human resources employee relations representative (977-2360) for further information regarding this policy.

Dress Code and Personal Appearance

Discretion in style of dress and behavior is essential to the image and the safe and efficient operation of the University. Staff members are expected to dress in a manner appropriate to their working environment and to the type of work performed.

It is important that all Saint Louis University employees project a professional image to the people with whom they interact internally and externally. Employees, in conjunction with their managers, may use their judgment regarding the days that they wear "business casual" dress. Your schedule of activities should determine work attire.

The following guidelines apply to "business casual" attire:

Employees failing to adhere to the University's standards with respect to appearance and demeanor are subject to corrective counseling.

Employees who are required to wear uniforms are expected to wear them in their entirety. Staff members must abide by the safety policies and procedures of their departments and wear required protective clothing and safety equipment. Some departments may have their own policies or dress codes appropriate to the nature of the work done within those departments. Employees should consult their supervisor regarding any dress code requirement specific to their department.

Drug and Alcohol Abuse Prevention Policy

In accordance with the Drug-Free Workplace Act and Drug-Free Schools and Communities Act, Saint Louis University prohibits the unlawful manufacture, distribution, dispensation, possession, sale or use of illicit drugs or alcohol in the workplace, on University premises, or as part of any University activities. In addition, the University maintains a policy for substance abuse testing that prohibits applicants or employees from testing positive for the presence of illicit drugs or alcohol in their system at specified levels. All employees are expected to abide by these standards of conduct as a condition of employment. For purposes of this policy, unlawful conduct involving illicit drugs or alcohol is governed by the laws in effect where the employee is working.

Saint Louis University maintains programs and operations in Missouri, Illinois and Spain. The legal drinking age in Missouri and Illinois is 21. Knowingly furnishing alcohol to a person under the age of 21 is prohibited by state law. The legal drinking age in Madrid, Spain is 18. Employees who are of legal drinking age are expected to consume alcohol in a mature and responsible manner while on University premises or attending University activities. The University prohibits the consumption of alcohol by any person when the consumption adversely affects job performance and/or endangers the physical well-being of any person.

Employees violating the standards of conduct in this policy will be disciplined up to and including discharge in a manner that is consistent with the procedures governing discipline and discharge of employees and with any applicable local, state, or federal law. Employees may be referred to the employee assistance program or other suitable counseling/treatment resources for evaluation and treatment in these instances. When warranted, disciplinary sanctions may include requiring an employee to successfully complete a rehabilitation program. While undergoing counseling and treatment for drug or alcohol abuse, employees must continue to meet all standards of conduct and job performance. Persons who violate this policy may be referred to law enforcement authorities for arrest and prosecution.

In order to comply with the Drug-Free Workplace Act, Saint Louis University requires all employees to notify the University of any criminal drug statute conviction involving a violation occurring in the workplace no later than 5 days after such a conviction. The University will notify the appropriate federal contracting agency within 10 days after receiving notice of a conviction of any employee working under a federal contract or grant.

Grievance Procedure

Staff members are provided with an avenue for resolution of disagreements with their supervisors or other members of the University community through a formal grievance procedure. No staff member will be retaliated against as a result of filing a grievance. A staff member may grieve formal corrective counseling or an action thought by the employee to be unjust and/or adverse. Neither policies nor decisions relating to pay may be grieved. Application of policy may be grieved if the staff member feels that he/she has been adversely affected. Directors and other senior-level administrators are not subject to this policy by virtue of their level and position in the organization; higher expectations than those defined by this policy apply to those positions.

Human resources will assist staff members in determining whether an issue qualifies for the grievance procedure. Contact human resources/employee relations immediately regarding the grievance procedure. Grievances should be filed within five working days after the incident. The director of diversity and affirmative action will assist staff members in determining whether the grieved action involves behaviors prohibited under the University's non-discrimination and sexual harassment policies. If not, the director of diversity and affirmative action may direct a staff member to use all or a portion of the staff grievance procedure. For more information, contact the office of diversity and affirmative action.

Safety

Saint Louis University strives to make its work environment as safe as possible by eliminating or reducing conditions that may result in personal injury and property loss to staff, students, visitors and patients. Staff members must abide by the safety policies, warning signs and procedures of their departments and carry out their job functions in a safe productive manner. It is, therefore, the duty of all staff members to remove hazards which are within their capabilities and to report those which are not.

It is each staff member's responsibility to perform his/her work in a manner that is safe for himself/herself and others. To achieve this, certain items or articles that could impede safe performance are prohibited while on the job. Any item or article of dress that could interfere with the senses of sight and sound or restrict movement is prohibited. This includes but is not limited to: shaded glasses
meant for outdoors and personal audio equipment with headsets or earplugs.

Staff members failing to adhere to these standards with respect to safety are subject to corrective counseling.

Sexual Harassment Policy

Sexual harassment is prohibited by the Civil Rights Act of 1964, Title VII, Section 703, and the Education Amendments of 1972, Title IX.

The University does not tolerate sexual harassment in any form, and such conduct may result in disciplinary action up to and including dismissal.

Specifically, no member of management may threaten or insinuate, either explicitly or implicitly, that an employee's refusal to submit to sexual advances will adversely affect his/her employment, evaluations, wages, advancement, assigned duties, working hours or any other condition of employment or career development.

Whether committed by supervisors or non-supervisory staff members, sexual harassment in the workplace is prohibited. This includes but is not limited to unwelcome sexual flirtations, advances, touching, propositions, continual verbal commentaries about an individual's body, sexually degrading words used to describe an individual and/or the display in the workplace of sexually suggestive objects or pictures.

Filing a complaint or reporting sexual harassment will not prejudice an employee's position or status, nor will it affect future employment, compensation, work assignment or status. Several University officials are empowered to address the problem. The director of diversity and affirmative action is the University official to be contacted regarding questions or complaints pertaining to this policy. Please refer to the University's formal policy on sexual harassment, copies of which are available at the office of diversity and affirmative action or at the human resources office or on the web at http://www.slu.edu/services/daa/sexual_harrassment.html

Solicitation and Distribution

Solicitation of any type and for any purpose is not permitted during the working time of the soliciting employee or the employee being solicited. Working time does not include break periods, meal times or other specified periods during the workday when staff members are not engaged in performing their work tasks. Distribution of circulars, handbills, or literature of any type during working time is not permitted.

The use of any University resource must be consistent with the University's mission and any policy or procedure of the University. For use of information technology resources, please refer to the information technology resource appropriate use policy on the ITS Web site at www.slu.edu/its. In addition to these policies, some departments may have additional restrictions on the use of IT or other University resources. Discuss with your supervisor any concerns or questions you have regarding use of departmental resources. Violation of this rule will subject an employee to discipline up to and including discharge. Solicitation and distribution by any other person is prohibited at all times on University premises.

The no solicitation and no distribution policy extends further in the SLUCare division. Staff members of the University may not solicit at any time or for any purpose in immediate patient care areas such as patients' rooms, operating rooms, or places where patients receive treatment, such as X-ray and therapy areas. Neither is solicitation and/or distribution permitted in any other areas where it would cause disruption of health care operations or disturbance of patients, such as corridors in patient treatment areas and rooms used by patients for consultations with physicians or meetings with families and friends.

Suspension

The University reserves the right to suspend an employee without previous notice if the circumstances are sufficiently grave to warrant such a course of action. Such circumstances could include but are not limited to:

Following the suspension, the department head, the administrative-level individual responsible for the employee's department and human resources will investigate and evaluate the act of misconduct. If the decision is made to reinstate the employee, he or she will normally be paid for all lost income exclusive of overtime and differentials anticipated during the suspension period. If the decision is made to sustain the suspension, the original date of the suspension becomes the dismissal date.

See the corrective counseling policy at www.slu.edu/services/HR/policies_correct.html for additional information.