Handbook

A complete copy of the University's policy on AIDS is available on the human resources Web page at www.slu.edu/services/HR/policies_commdis.html, under the Communicable Diseases policy or by contacting the human resources office, the office of diversity and affirmative action or the employee assistance program.

Discrimination against persons with HIV will not be tolerated at Saint Louis University. The University will not deny employment opportunities to an HIV-infected applicant on the basis of his/her infection unless the University has concluded on the grounds of sound medical and scientific evidence that the applicant's HIV infection would prevent him/her from performing essential job duties and that no reasonable accommodation can be made that would enable the applicant to perform such duties. Staff members with HIV infection should not be restricted from regular employment activities and shall be evaluated like all other employees.

Information concerning an employee with HIV infection shall not be divulged except to the extent required or permitted by law.

Change of Address and Other Personal Information

It is very important that staff members advise human resources of any changes of name, marital status, address, telephone number and dependents so that they receive important mailings and information and do not risk loss of benefit coverage. It is the responsibility of the employee to notify human resources of any changes to this information. Employees may also submit changes by completing appropriate forms available in Banner Self Service at https://fsselfserv.slu.edu

Emergencies

Emergencies may include fire and smoke, personal illness or injury, chemical and radioactive spills, criminal activity, suspicious persons, power outage, threats and harassment and any other incidents that endanger persons or property. The department of public safety responds to all emergencies on University property and may be contacted at any time as follows:

- Saint Louis campus and most University buildings at the Medical Center: call 977-3000
- For University staff members and students at Saint Louis University Hospital, Anheuser-Busch Institute, Orthopedic Rehabilitation Center, Wohl Memorial Institute, the Doctors Office Building, and the West Pavilion Cancer Center: call 22222 (in-house line) or 577-8000 (outside line). Cardinal Glennon call 4444.

The reporting person should stay on the line to provide the following information: the exact nature of the emergency, the location and room number of the incident and the phone number from which the call is being made.

The department of public safety provides escorts for students and employees walking through or around the campuses who desire additional security. Escorts are always available by calling 977-3000 or by stopping at the public safety office in DuBourg Hall Room 09.

Use the department of public safety general office number at 977-2376 to inquire at any time about lost property, incident reports, security for special events, or crime prevention presentations.

Building and maintenance problems should be reported to the building services department at 977-2955, or at the Medical Center at 577-8225.

Emergency Closing of University

To promote the safety of its employees and students, the University will officially close in instances that include, but are not limited to, inclement weather, natural disasters, public disasters, and energy system failures. The closing may affect all or a portion of the University. During such closings, all employees except those who are defined as "emergency essential" will be requested to leave work or not report for work.

Closing or rescheduling decisions are made according to the procedures outlined below and in the policy, emergency closing, available online at http://fs.slu.edu/EmergencyInfo.htm. Employees will continue the ongoing operations of the University until the associate vice president for facilities services announces a decision. Individual department heads do not have the authority to make decisions concerning closure.

When the decision is made to close the University, all University activities will be suspended, and all offices will be closed; only emergency essential employees will be required to report to work. During an emergency closing which occurs mid-day, the responsible authority will notify the vice presidents and the provost. They in turn will notify the department heads, who will notify all staff members of the official closing schedule and of procedures that need to be followed for safe travel conditions while leaving campus.

Emergency Essential Employees

Emergency essential employees are defined as those whose duties and responsibilities are essential in carrying out critical operational or life safety services of the University. This includes the entire staff of facilities services, including the grounds, maintenance, public safety, engineering and office and administrative staff members. In addition, designated staff members of residence life, the operations staff of information technology services and all SLUCare staff are considered emergency essential employees. All emergency essential employees will be required to report to work during a University closing if they were previously scheduled to work that day. Emergency essential personnel may be called by their supervisors to report for work on a day off during a closing. If contacted, they must abide by rules that apply to on-duty emergency essential personnel.

Winter Storms/Inclement Weather

When a storm with potential for affecting travel conditions and/or the ability to receive, park and exit vehicles on campus occurs, the responsible authority will make a decision regarding whether conditions warrant a snow schedule, cancellation of classes, or closure of the University. The decision will be communicated to employees and students through the communication mediums listed in this policy. Each day a separate decision concerning the University's operating status will be made and communicated through the notification channels listed at the end of this topic. Snow schedules and cancellation of classes affect students only. All employees and service contractors are expected to maintain a normal schedule during a snow schedule or period of class cancellation.

Individual departments and divisions do not have the authority independent of the responsible authority to make decisions concerning closure, early release or delay in opening. Each division and department is responsible for developing an internal communication mechanism to aid in communicating cancellation of classes and closure of the University under this policy.

During a closure of the University, all non-emergency essential employees are strongly encouraged not to report. Non-emergency essential non-exempt (hourly paid) employees who report will be sent home. The University reserves the right based on the nature of the emergency to close certain facilities and not allow entry for any employees. Employees will be paid during a short-term closing.

Compensation during Short-Term Closing

Employees who were previously scheduled for sick leave or who had pre-approved vacation time must report sick hours or vacation hours for that period of time on their time sheets.

Full-time regular employees who are not emergency essential will be compensated at their normal rate for the time they would have been scheduled to work during a short-term closing. For example, if the University officially closes at 2 p.m. employees will be compensated for the remainder of their normally scheduled workday. If the University closes for a full day, employees will be compensated for that day at their normal rate of pay (up to a maximum of eight hours).

Part-time regular employees who are not emergency essential will be compensated at their normal pay rate during short-term closings only if they were scheduled to work that day and only for the time they were scheduled to work. For example, an employee scheduled to work from 8 a.m. to noon would receive four hours of pay when the University is closed for the entire day. Decisions regarding pay and work schedules for a University closure of more than two days will be determined by the University based on the nature of the emergency.

Inclement Weather - Late Arrival or Early Departure

During inclement weather when road conditions are hazardous and may endanger employees' safety, employees may arrive late or leave early to avoid hazardous road conditions. In these situations, supervisors are strongly encouraged to adjust non-exempt employee work schedules to allow for make-up of any time missed either by working late that day or making up the time during the same workweek. When the University is not closed, employees who believe they cannot report for work due to inclement weather and who are unable to make up the full eight-hour day may report the day as a vacation day.

Notification of Closure

University closings will be announced on KMOX (1120 AM) Radio, KTVI TV, KMOV TV, KSDK TV and the University snow information line at 977-SNOW (977-7669).

Inspections

Employees are reminded that, when believed necessary, authorities of the University have the right to inspect all lockers, desks, e-mail, or other University property under the control of the employee with or without notice to the employee. Employees must have approval from their supervisors to remove equipment or supplies from University property. Boxes, packages, bundles, etc., are subject to inspection.

Notification of Death

In the event of the death of an employee, an employee's spouse, child, or parent, the University community is notified so the employee and the family may be remembered in the thoughts and prayers of colleagues and friends. The department head of the deceased or of the deceased's University-employed relative should designate a contact person within the department who will notify human resources of the death. Information regarding funeral arrangements, the employee's name and relation to the University and an address for condolences should be included. Of course, an employee may specify the wish to have the death of a relative remain confidential. University marketing and communications should be contacted regarding the death of retirees, emeriti faculty or other prominent individuals. "In Memoriams" are available for the University community via the Newslink at www.slu.edu/newslinks/in_memoriam.html.

Personal Calls, Mail, and Visitors

It is important for the efficient operation of the University and the welfare of students and patients that telephone lines be kept open for business use. Therefore, personal telephone calls should be kept to a minimum. Family members and friends should not telephone employees routinely while they are working. Employees will be required to reimburse the University for personal long distance calls charged to the University. Personal long distance calls should be limited to those necessary in an emergency situation.

The University's mail departments collect, process and deliver official University mail. Staff members should have personal mail delivered to a home address. As a courtesy, the mail department will process personal mail of employees if the proper postage is affixed. See mail services in Section B.

Employees are not permitted to have visitors in their work areas without prior approval from their immediate supervisors. Visits for the purpose of conducting personal business should take place during the employee's lunch period. Unauthorized visits may be disruptive to co-workers and to the employee's work and could lead to corrective counseling.

Employees are expected to act responsibly in regard to information security at their place of work in with regard to information technology resources. Employees should be diligent by doing such things as protecting information, changing passwords frequently, keeping antivirus software updated, logging in and out of their computer daily, properly storing printouts and documents and supervising the activity of staff when such activity involves using IT resources. Personal use of any of the resources provided by the University should be minimal and may be monitored based on the discretion of the supervisor. Please refer to the current acceptable use policy for further explanation of the use of University IT resources at http://www.slu.edu/its/about_policies.html.

Smoking

Smoking is prohibited within all non-residential, University-owned and -leased buildings with the exception of the designated smoking area in Busch Student Center. This includes, but is not necessarily limited to, restrooms, lunch/break rooms, private offices, workstations, hallways, waiting rooms, conference rooms and vestibules.

At the Medical Center, no cigarettes or tobacco products will be used by employees, students or visitors in buildings or facilities either owned or leased by the University. The sale of cigarettes and all tobacco products is prohibited. All employees, family members and visitors are directed to designated smoking areas outside facility entrances.

Smoking or non-smoking will not be seen as either an advantage or disadvantage with respect to employment. Failure to adhere to the smoking policies may result in corrective counseling.

Staff Advisory Committee (SAC)

A University-sanctioned standing subcommittee of the human resources board, SAC is a staff-led committee that promotes dialogue between administration and staff members. It strives to advance the University goal of making Saint Louis University an excellent place to work.

SAC serves the University community by providing input on new and existing policies, suggesting staff members to serve on University committees, establishing its own ad hoc committees, making suggestions and recommendations pertaining to staff members and acting as an advisory group to human resources. The chair and chair-elect are staff representatives on the human resources board. The past chair is the staff representative on the University board of trustees' human resources committee. The chair is a member of the president's coordinating council (PCC).

Any staff member of the University not belonging to a collective bargaining unit is eligible to join SAC. Meetings are held monthly during normal office hours and are paid time; however, employees should discuss their interest with their supervisors and receive approval prior to joining SAC. For further information, e-mail SAC executive board at: sacmail@slu.edu.

Summons of the Court

The University must cooperate with appropriate law enforcement officials when an employee is served with a summons from the court. Summons should be delivered to human resources if being served on an employee or to the general counsel office if directed to the University or a faculty member. The confidentiality of the individual's affairs will be protected.

Temporary Employment

The University operates an in-house temporary service to provide temporary office support to departments in need due to vacations, sick leave, special projects or increased workload. Employees who are interested in learning more about temporary work for themselves or others should contact human resources or visit our Web site at www.slu.edu/services/HR/ccs_temps.html.

United Way Campaign

The United Way supports agencies providing services to the local community and helps to make the area a better place in which to live and work.

Each member of the University community has the opportunity to participate in the United Way campaign in the fall of each year. Employees can make contributions by cash, check, credit card or through payroll deduction beginning with the first pay period of the following year. Contributions will be accepted anytime throughout the year.