- inEKU
- Employee Handbook
Employee Handbook
- Introduction
- Part I: Basic Employment Information
- Part II: Wage & Salary Administration
- Part III: Employee Conduct & Workplace Responsibilities
- Part IV: Employee Benefits
- Part V: Separation From Employment
- Part VI: Administrative Matters
- Part VII: Faculty Policies & Regulations
Introduction
The Eastern Kentucky University Employee Handbook is intended to provide information and guidance to employees about working at EKU. This handbook applies to all employees, including full-time, part-time, seasonal, temporary, exempt, non-exempt, and authorized volunteers (collectively referred to as “employees”). This Employee Handbook supersedes all previous Staff and Faculty Handbooks. Eastern Kentucky University reserves the right to change, amend, or abandon any of the policies contained in this Handbook at any time.
Nothing in this Handbook and the related University policies, procedures or regulations constitutes a contract of employment or offer to contract with any employee. Nothing contained in this Handbook changes the employment-at-will status of any employee, or creates any additional rights, remedies at law, or expectations of continued employment.
The material in this Handbook is intended to provide general information and to provide information about various University Policies, University Regulations, procedures, expectations and employee benefits. Where there are potential discrepancies between this document and University Policy or Regulation, the Policy or Regulation posted on the EKU Policy Development Website shall control. Departments may have additional procedures or guidelines which are specific to their needs and supplement the policies and procedures set forth in this Handbook, however, this Handbook shall supersede all existing and any subsequently created documents. Employees are responsible for reviewing policies in their entirety and for contacting appropriate personnel in the offices of Human Resources for additional information as needed.
This Employee Handbook does not provide an all-inclusive listing of University Policies and Regulations. For a complete listing of University Policies and Regulations, please visit policies.eku.edu. Policies and Regulations can change at any time. Employees are responsible for knowing policies, keeping up to date on changes, and complying with all University Policies and Regulations. The most current Policies and Regulations will always be found online at the above address.
Eastern Kentucky University traces its roots to 1874 and Central University. In 1906, the Kentucky Legislature established the Eastern Kentucky State Normal School with seven faculty members. In 1909, when the first commencement was held, 11 people received degrees. Over the last century, we’ve grown to a full-fledged comprehensive university offering undergraduate and graduate degree programs and serving more than 15,000 students a year, while maintaining that small-college feel. For more information on EKU’s history, go to eku.edu/about.
The University is committed to promoting a positive work environment and open communication. Employees are encouraged to offer positive input and constructive criticism to continuously improve our work environment and the way we operate. An “open door” means that a supervisor’s door is always open, and employees should feel comfortable speaking with their supervisors or any other university administrator about any question or concern they have. Employees can also contact Human Resources at (859) 622-5094 or the Office of Equal Opportunity & Title IX at (859) 622-8020.
Eastern Kentucky University is an Equal Opportunity (EEO) institution and does not discriminate on the basis of age (40 and over), race, color, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, ethnicity, national origin, disability, veteran status, and/or genetic information in the admission to, or participation in, any educational program or activity (e.g., athletics, academics and housing) which it conducts, or in any employment policy or practice, in conformity with Title IX of the Education Amendments of 1972, 20 U.S.C § 1681 and its implementing regulation at C.F.R. Part 106.
Any complaint arising by reason of alleged discrimination or harassment should be directed to the Office of Equal Opportunity & Title IX, Eastern Kentucky University, Jones Building, Richmond, Kentucky 40475- 3102, (859) 622-8020 or the U.S. Department of Education, Office for Civil Rights, 400 Maryland Avenue, SW, Washington DC. 20202, 1-800- 421-3481 (V), 1-877-521-2172 (TDD). The University’s complete Policy on Discrimination and Harassment (1.4.1) can be found at policies.eku.edu.
Part I: Basic Employment Information
All new employees must visit Human Resources to fill out the necessary forms for payroll. Any questions concerning payroll should be directed to Payroll Services in the Department of
Accounting and Financial Services.
All new employees are required to complete an Immigration and Naturalization Service form I-9 on or before the start of employment, no later than the third day of work. This form attests to the individual’s eligibility for employment in the United States. This law applies to all individuals, regardless of employment status, who enter an employment relationship with the University. Current employees whose employment authorizations have an expiration date must present documents to re- verify employment authorization prior to the expiration date or risk forfeiting employment. If an employee does not work for a year and returns, a new I-9 will be required. The Human Resources Department is the official signatory authority for all employment-related petitions submitted to the Immigration and Naturalization Service, as well as labor certification applications submitted to the Department of Labor.
Eastern Kentucky University traces its roots to 1874 and Central University. In 1906, the Kentucky Legislature established the Eastern Kentucky State Normal School with seven faculty members. In 1909, when the first commencement was held, 11 people received degrees. Over the last century, we’ve grown to a full-fledged comprehensive university offering undergraduate and graduate degree programs and serving more than 15,000 students a year, while maintaining that small-college feel. For more information on EKU’s history, go to eku.edu/about.
The University is committed to promoting a positive work environment and open communication. Employees are encouraged to offer positive input and constructive criticism to continuously improve our work environment and the way we operate. An “open door” means that a supervisor’s door is always open, and employees should feel comfortable speaking with their supervisors or any other university administrator about any question or concern they have. Employees can also contact Human Resources at (859) 622-5094 or the Office of Equal Opportunity & Title IX at (859) 622-8020.
Eastern Kentucky University is an Equal Opportunity (EEO) institution and does not discriminate on the basis of age (40 and over), race, color, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, ethnicity, national origin, disability, veteran status, and/or genetic information in the admission to, or participation in, any educational program or activity (e.g., athletics, academics and housing) which it conducts, or in any employment policy or practice, in conformity with Title IX of the Education Amendments of 1972, 20 U.S.C § 1681 and its implementing regulation at C.F.R. Part 106.
Any complaint arising by reason of alleged discrimination or harassment should be directed to the Office of Equal Opportunity & Title IX, Eastern Kentucky University, Jones Building, Richmond, Kentucky 40475- 3102, (859) 622-8020 or the U.S. Department of Education, Office for Civil Rights, 400 Maryland Avenue, SW, Washington DC. 20202, 1-800- 421-3481 (V), 1-877-521-2172 (TDD). The University’s complete Policy on Discrimination and Harassment (1.4.1) can be found at policies.eku.edu.
Part II: Wage & Salary Administration
Eastern Kentucky University’s compensation program is administered, to the extent possible, to help attract top talent, retain core employees, and encourage longevity, while efficiently using available resources. The University uses a salary structure composed of job grades and establishes a salary range for each staff (non-faculty) position within the salary structure. Each position is classified into a job grade based on factors such as essential job responsibilities, education and experience, job requirements, and other compensable factors.
Eastern Kentucky University traces its roots to 1874 and Central University. In 1906, the Kentucky Legislature established the Eastern Kentucky State Normal School with seven faculty members. In 1909, when the first commencement was held, 11 people received degrees. Over the last century, we’ve grown to a full-fledged comprehensive university offering undergraduate and graduate degree programs and serving more than 15,000 students a year, while maintaining that small-college feel. For more information on EKU’s history, go to eku.edu/about.
A. Pay Days
Employees in exempt positions are paid semi-monthly (twice a month) on the 15th and the last working day of each month. The 15th of the month paycheck is for work performed from the 1st – 15th of that month; the paycheck on the last working day of the month is for work performed from the 16th through the end of the month.
Employees in non-exempt positions are paid biweekly (every other week) on Fridays. Non-exempt employees are paid in arrears by two weeks.
If the scheduled payday is a holiday or falls on a weekend, the pay day will be the last workday immediately before the scheduled payday. Special provisions may apply during the extended break between fall and spring semesters.
Please visit accounts.eku.edu for a current payroll calendar.
Eastern Kentucky University is an Equal Opportunity (EEO) institution and does not discriminate on the basis of age (40 and over), race, color, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, ethnicity, national origin, disability, veteran status, and/or genetic information in the admission to, or participation in, any educational program or activity (e.g., athletics, academics and housing) which it conducts, or in any employment policy or practice, in conformity with Title IX of the Education Amendments of 1972, 20 U.S.C § 1681 and its implementing regulation at C.F.R. Part 106.
Any complaint arising by reason of alleged discrimination or harassment should be directed to the Office of Equal Opportunity & Title IX, Eastern Kentucky University, Jones Building, Richmond, Kentucky 40475- 3102, (859) 622-8020 or the U.S. Department of Education, Office for Civil Rights, 400 Maryland Avenue, SW, Washington DC. 20202, 1-800- 421-3481 (V), 1-877-521-2172 (TDD). The University’s complete Policy on Discrimination and Harassment (1.4.1) can be found at policies.eku.edu.
Part III: Employee Conduct & Workplace Responsibilities
Eastern Kentucky University seeks to create an environment in which employees are civil, collegial, and respectful of individuals and individual differences. The University expects all employees to conduct themselves in such a way as to contribute to this environment. The intent of this Regulation is to prevent improper conduct or, alternatively, stop and/or redress improper conduct as quickly as possible in a consistently fair manner while protecting academic freedom and advancing the mission and values of the University. Retaliation is prohibited.
Employees may pursue complaints of violations of this Regulation through the appropriate grievance process. The University may also investigate and pursue possible violations of this Regulation as well as disciplinary action without the filing of a formal grievance.
Matters implicating Policy 1.4.1, Discrimination and Harassment, shall be referred to the Office of Equal Opportunity & Title IX.
For more information regarding Employee Conduct (8.3.3), view the full Regulation at policies.eku.edu.
Progressive Discipline
The University is an employment-at-will workplace. At-will employment is an employment relationship that may be terminated at any time by either the employee or the University. Unless other contractual obligations apply, using Progressive Discipline is at the sole discretion of the University. Tenured faculty may also see Policy 4.6.16, Dismissal of Faculty, which provides the process by which tenured faculty may be dismissed.
Unsatisfactory work performance occurs when overall job performance does not meet the University’s minimum standards. When an employee’s job performance is not satisfactory, the University may employ a system of Progressive Discipline. Generally, this discipline system is intended to provide employees with notice of unsatisfactory work performance and an
opportunity to improve that performance to a satisfactory level through coaching or corrective action. The University is never obligated to utilize Progressive Discipline or corrective action. If corrective action is used and sufficient improvement is not demonstrated, additional measures of Progressive Discipline may be used, up to and including termination.
It is the employee’s responsibility to arrive and be prepared to start work at the beginning of the scheduled workday or shift. Each employee will be given an expected arrival time by their supervisor. Employees are expected to remain on the job performing the duties of their position until the completion of the scheduled workday or shift.
ABSENCE OR TARDINESS
The efficient operation of the University depends upon each employee reporting to work on all scheduled workdays. Chronic or habitual tardiness or absence will be considered excessive absenteeism and will subject an employee to disciplinary action, up to and including termination from employment. Absenteeism may be considered excessive when an employee is frequently tardy or absent on regularly scheduled workdays on a frequent basis, or when the employee engages in a pattern of absenteeism (e.g., Fridays and Mondays), whether or not such absences are considered to be excused or unexcused.
Types of Absences
- Scheduled Absence: When an employee requests time off in a timely manner in accordance with department and University policies (e.g., approved vacation, personal holidays, jury duty, military leave, bereavement leave, paid parental leave, FMLA leave, and disability leave).
- Unscheduled Absence: Failure to report to work on a scheduled workday, arriving late or leaving early without prior or written and approved time off. An unscheduled absence typically is unpaid unless an employee’s supervisor approves the use of accrued vacation, sick leave, or personal holiday time in accordance with University Policy and Regulations.
- No call/no show (job abandonment): An unscheduled absence without proper notification to the employee’s supervisor or department. After being no call/no show for 3 consecutive workdays, it is considered job abandonment, and the employee will be terminated immediately, ineligible for rehire.