Valley City State University

Employee Handbook

Table of Contents(Click Topic to Learn More)

Organizational Chart.....................................................................................................................................................5

Policy Structure...............................................................................................................................................................6

State Board of Higher Education (SBHE) Policy Manual................................................................................6North Dakota University System (NDUS) Human Resource Policy Manual............................................6

Key References................................................................................................................................................................6

VCSU University Catalog..........................................................................................................................................6

VCSU Student Handbook..........................................................................................................................................6

Emergency Procedures.............................................................................................................................................6

Policies & Procedures....................................................................................................................................................6

VCSU Equal Employment Opportunity Plan (V603.2)....................................................................................6

Work Week....................................................................................................................................................................6

Office Hours..................................................................................................................................................................7

Rest Periods..................................................................................................................................................................7

Exempt and Non-exempt Employment...............................................................................................................7

Time Cards....................................................................................................................................................................7

Overtime Pay & Compensatory Time..................................................................................................................7

Payday............................................................................................................................................................................7

Probationary Period...................................................................................................................................................7

Tobacco Free................................................................................................................................................................8

Employment of Relatives.........................................................................................................................................8

Broadbanding...............................................................................................................................................................8

Changing Positions.....................................................................................................................................................8

Resignations.................................................................................................................................................................8

Reduction in Force (RIF)...........................................................................................................................................8

Job Discipline/Dismissal............................................................................................................................................8

Commencement..........................................................................................................................................................9

Administrative Procedures..........................................................................................................................................9

Email & Calendar........................................................................................................................................................9

Telephone Authorization Codes.............................................................................................................................9

Telephone List..............................................................................................................................................................9

Copy Codes...................................................................................................................................................................9

Copy Machines.............................................................................................................................................................9

Campus Mail.................................................................................................................................................................9

Faculty Materials Center (FMC) Services............................................................................................................9

Benefits............................................................................................................................................................................10

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Annual Leave..............................................................................................................................................................10

Sick Leave...................................................................................................................................................................10

Holidays.......................................................................................................................................................................10

Worker’s Compensation.........................................................................................................................................10

Leave.............................................................................................................................................................................11

Funeral Leave............................................................................................................................................................11

Jury Duty......................................................................................................................................................................11

Military Leave.............................................................................................................................................................11

Honor Guard Leave..................................................................................................................................................11

Leave Sharing Program..........................................................................................................................................11

Leave Without Pay...................................................................................................................................................11

Family Leave (FMLA)...............................................................................................................................................11

Continuing Education for Employees.................................................................................................................11

State Vehicles............................................................................................................................................................12

Flexible Scheduling..................................................................................................................................................12

Spirit Day - Viking Pride..........................................................................................................................................12

Employee Assistance Program (EAP).................................................................................................................12

Additional Perks.........................................................................................................................................................12

Pool: VCSU employees, spouse, and dependents are able to use the pool for free.  The pool is located in the Student Center.........................................................................................................................12

Viking-I and Cafeteria Meals: Pay for meals in advance and store money on your Viking Card to realize savings and no tax on food.....................................................................................................12

Viking Grounds: Coffee Barista serving Starbucks Coffee in made to order beverages.........12

Counseling Services: Any personal concern is appropriate to bring to a counselor. Any subject can be discussed, any type of discomfort, or just simply a relaxing talk. Everything is kept confidential.......................................................................................................................................................12

Fine & Performing Arts: Art gallery exhibits, student and professional musical performances, VCSU Community School for the Arts, Theatrical performances, and many other guests. Faculty and staff are encouraged to purchase a season ticket to the VCSU theatre, as it gives special privileges in addition to the bargain price; however, all faculty and staff are entitled to two free tickets for the opening night of each show..............................................................12

Delta Airline Discount Program: Receive a discount when you book a Delta flight using the “Delta EDP Link” accessed through PeopleSoft Employee Self-Service or when booking through a travel agent............................................................................................................................................................12

Council of State Employees (COSE)...................................................................................................................12

Sanford Health Plan: Dakota Wellness Program............................................................................................12

Sanford Health Plan: bWell Dashboard.............................................................................................................13

Appendix A: Emergency Procedures......................................................................................................................14

Appendix B: Quick Reference Guide......................................................................................................................15

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Organizational Chart

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President of the University

VP for Academic Affairs

VP for Business Affairs

VP for Student Affairs

Academic Departments:

Business & Information Technology (BIT)

Communication Arts Computer Systems

and Software Fine Arts Graduate Studies and

Research Health & Physical

Education (HPE) Language &

Literature Mathematics Music School of Education

and Graduate Studies (SEGS)

Science Social Science STEM Technology

Library

Business Office

Employee Services Human Resources Payroll & Grants

Facilities Services Building Security Building Services Carpentry General Maintenance Heating Plant Safety

Career Services

Counseling

Enrollment Services

Financial Aid

Health Services

Retention/Diversity

Student Center Information Desk Housing Bookstore Food Services

(Sodexho)

Athletics

Information Technology

Marketing & Communications Faculty Material Center

University Advancement

Policy StructureValley City State University (VCSU) is governed by several policies statewide. In hierarchal order, the State Board of Higher Education (SBHE), the North Dakota University System (NDUS), and Valley City State University (VCSU) policies all provide clarity for VCSU employees.

State Board of Higher Education (SBHE) Policy ManualIn fulfilling the Mission and Vision, the State Board of Higher Education governs the institutions in the North Dakota University System in accordance with the North Dakota Constitution and state statutes and is guided by the Belief Statements and Core Values adopted by the Board.

North Dakota University System (NDUS) Human Resource Policy ManualThis manual is intended to elaborate system policies for the eleven state universities, and is maintained by the Human Resources Council (HRC). The State Board of Higher Education retains the right to alter any or all of the terms of this manual whenever it elects to do so.

VCSU Policy ManualThis manual is intended to further elaborate system and board policies for VCSU. It is maintained by the University Policy Committee (UPC), and is subject to approval from the VCSU President.

Key ReferencesVCSU University CatalogGeneral information about the university, academic policies, programs, and courses.

VCSU Student Handbook Student organizations, resources, and policies.

Emergency ProceduresValley City State University has emergency procedures for fire, tornado, active shooter/armed intruder, power outage, hazardous spill, medical emergency, severe weather, bomb threats

Policies & ProceduresVCSU Equal Employment Opportunity Plan (V603.2)Valley City State University is fully committed to equal opportunity in employment decisions and educational programs and activities, in compliance with all applicable federal and state laws, for all individuals without regard to race, color, national origin, religion, sex, disability, age or Vietnam-era veteran's status.

More specifically, the University abides by the requirements of Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, and Section 504 of the Rehabilitation Act of 1973, as well as the implementing regulations of the Department of Education (34 CFR Parts 100, 106, and 104 respectively), the Americans with Disabilities Act of 1990 and North Dakota Human Rights Act of 1983.

Work WeekThe work week shall be from 12:01 a.m. Sunday through 12:00 midnight Saturday unless otherwise established for individual positions.

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Office HoursThe University's normal office hours are 7:45 a.m. to 4:30 p.m. with 45 minutes for lunch, Monday through Friday.

Summer hours are 7:30 a.m. to 4:00 p.m. with half hour for lunch. Summer Hours begin the Monday following graduation, and end the Monday of the week in which classes resume in August.

Rest PeriodsEmployees may be allowed a rest period of fifteen minutes each half day to be arranged by the department head. The work day may not be shortened and lunch periods may not be lengthened by omitting rest periods.

Employees who work more than five hours in any one day shall be allowed a minimum of thirty consecutive minutes for one meal.

Employee LoungeThere is an Employee Lounge located on 1st Floor, McFarland Hall Room 132. The lounge houses a refrigerator, microwave, cupboards, table, and a couch for all employees to use. The Forum Fargo-Moorhead newspapers, as well as various magazines, are located in the lounge.

Employees must remove outdated food and clean up after themselves in the lounge.

Exempt and Non-exempt EmploymentPositions are determined to be exempt or non-exempt in accordance with the Fair Labor Standards Act (FLSA). Non-exempt positions are not exempt from receiving overtime pay, and exempt positions are exempt from receiving overtime pay. Questions may be directed to the Human Resource Office.

Electronic Time and Labor & Absent Management Electronic Time and Labor & Absent Management are due at the end of each pay period. Non-exempt employees record their hours worked on the timecard. Exempt employees record any time away from work (sick, funeral, etc.)

Overtime Pay & Compensatory Time Overtime compensation at a time-and-one-half rate shall be provided to all non-exempt employees when hours worked exceed forty hours in a work week. Compensatory time off at a time and one-half rate may be provided in lieu of cash overtime payments upon prior agreement.

Upon approval, compensatory time may only be used in place of regularly scheduled work hours and shall not cause overtime. Upon prior agreement or understanding from the supervisor, overtime hours from one week may be used as time off in another week provided:

Time off is compensated at a rate of one-half times the overtime hours, and Time off is compensated within a single pay period

The supervisor must approve all overtime hours prior to the work being completed. Overtime hours worked without approval will be paid, through lack of approval may be caused for disciplinary action up to and including termination. Compensatory time will not be accrued; overtime hours not taken within a single pay period will be paid as overtime hours.

PaydayPayday occurs semi-monthly, and is on a half-month lag. For example, Sept 30th paycheck is for hours worked from Sept 1-15. Pay advices may be printed from HRMS Self-Service (PeopleSoft). For instructions on this process click this link.7 | P a g e R e t u r n t o T a b l e o f C o n t e n t s

Probationary PeriodNew employees are in a six-month probationary status until a satisfactory evaluation is completed prior to the end of the probationary period. During such period, the employee may be terminated with one week's notice with no right to appeal. One week's pay may be given in lieu of notice. Employees who elect to resign during the probationary period are requested to give one week's notice.

Tobacco FreeValley City State University is a tobacco-free campus prohibiting all tobacco use on campus including E-cigarettes, smoking, and chewing tobacco in university owned or operated buildings, on all campus property and grounds, and in university owned, leased, or operated vehicles.

Employment of RelativesNo head of a department or institution may appoint a member of their immediate family to a position under their control or direction. (See Nepotism, N.D.C.C. 44-04-09). When two or more members of the same immediate family are employed in the same department or institution, the head of the department or institution shall reassign responsibility for performance evaluations, salary recommendations, disciplinary actions, and other supervisory authority as necessary in order to eliminate any conflict or potential conflict of interest in the exercise of that authority.

BroadbandingThe North Dakota University System Human Resource Council is responsible for managing bands (as defined by the US Department of Education). The bands include job families of positions with similar skills.

Complete and accurate position descriptions will be written and maintained by the supervisor. The position description will be used by Human Resource personnel for placement of the position in a band and job family. Within each job family, job duties may vary depending on need as determined by the supervisor. Duties and responsibilities assigned a position may change without changing band or job family.

Bands include: 0000 BAND: Executive/Administrative 1000 BAND: Administrative/Managerial 2000 BAND: Academic 3000 BAND: Professional 4000 BAND: Technical and Paraprofessional 5000 BAND: Office Support 6000 BAND: Crafts/Trades 7000 BAND: Services 8000 BAND: Student Employment Non-Broadbanded (examples) 9000 BAND: Temporary Employment (non-broadbanded)

Changing PositionsNotice of regular staff position vacancies shall be made available so that current employees of the institution may apply for the position. Positions posted externally will remain open for a minimum of ten working days. For more information on posting procedures reference V602.3 VCSU Equal Employment Opportunity Plan.

ResignationsIn case of resignations, a regular staff employee is requested to give two weeks written notice to the department head. One week's notice is requested for temporary and probationary employees. The period of notice may be reduced or waived upon recommendation of the department head.

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Reduction in Force (RIF)When necessary to achieve a reduction in force, institutions may terminate or reduce from full to part-time or hours worked of any staff employee due to an organizational or procedural change, diminished workload, lack of funds, or other exigency. The employee shall be given at least two weeks written notice of the reduction. At the institution's discretion, employees who are terminated may be given two-weeks of pay in lieu of the two-week notice.

Job Discipline/DismissalA regular staff employee may be dismissed from employment, suspended without pay, or changed to a lower pay rate for just cause. Just cause includes conduct related to the employee's job duties, job performance, or working relationships which is detrimental to the discipline or efficiency of the institution in which the employee is or was engaged.

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CommencementCommencement each year in May is scheduled contract day for faculty. All full-time faculty are required to participate in commencement exercises and to provide their own academic costume.

Administrative ProceduresEmail & CalendarRecognizing the importance of timely, efficient, and consistent communication with students and employees, VCSU declares electronic mail or 'email' as an official means of communication. Each student and employee is responsible for information conveyed via an official email account assigned by VCSU, hereafter referred to as VCSU Email.

Recognizing the importance of scheduling efficiency and personal availability to students, VCSU declares electronic calendar as the official means of communicating employee work schedules. Each employee is responsible for posting events within his or her personal Microsoft Outlook calendar account assigned by VCSU.

Telephone Authorization CodesAuthorization Codes are used to make long distance calls and is for business use only. Each month you will receive a statement of calls made using your authorization code (via BlackBoard).

Telephone ListThis list is periodically updated with all employee phone extensions.

Copy CodesEach employee is given a code number to use the copy machines on campus. The number is generally requested by the division assistant and given to faculty when they arrive on campus. When the code is requested, the machines it will be added to are also requested. Additional machines can be requested at any time in the FMC. Library and Student Center machines can be added at those locations.

Copy MachinesCopy Machines requiring your code number are in the following locations: Second Floor West, third floor of McFarland Hall near the School of Education, Faculty Materials Center in McFarland Hall Room 145, Foss Music Hall, Rhoades Science Center, Library Lobby, and Student Center Information Desk.

Campus MailCampus incoming and outgoing mailboxes are located in the Faculty Materials Center (FMC), McFarland Hall Room 145.

Incoming mail is generally sorted by 10:15 a.m. Monday through Friday. Larger packages are placed in cubicles adjacent to the mailboxes.

Mailboxes for outgoing mail are located in the large room to the left as you enter the FMC. Outgoing mail should be delivered to the out-going-boxes prior to 3:00 p.m. each day

Faculty Materials Center (FMC) ServicesThe Faculty Materials Center (FMC) is located in McFarland Hall Room 145. The FMC provides graphic and printing services to the VCSU campus. Services include:

High-speed copying, printing of business cards, letterhead, envelopes, etc. Extensive paper choices in color, size and weight Design services for University related items only

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Color copying Laminating, folding Outgoing FedEx shipping (must be brought to FMC by 1:00 p.m. daily) Outgoing UPS shipping (must have pre-paid label)

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BenefitsAnnual LeaveAnnual leave with pay for benefited full-time employees accrues based on rate per hour and is earned on the basis of continuous service from date of employment as follows:

Years of Service*

Accrual(days/year)

01 - 03 1204 - 07 1508 - 12 1813 - 18 2118+ 24

*Years of service shall be computed from employment anniversary date.

Annual leave with pay is earned by staff employees. Upon approval, annual leave may only be used in place of regularly scheduled work hours and shall not cause overtime.

Benefited staff employees must take 40 hours of annual leave per year except for the year during which they are hired and up to 240 hours shall be carried forward on January 1 of each year. (Prorated basis for benefited part-time employees)

Sick LeaveSick leave for full-time benefited staff employees accrues based on rate per hour at a rate equivalent to 12 days per year. Sick leave for benefited part-time employees working twenty hours or more per week is granted on a prorated basis. Sick leave accumulation is unlimited. Up to 80 hours of the balance may be used to care for dependents.

In the case of a serious health condition of an eligible family member, an employee may take up to a total of four-hundred-eighty (480) hours of sick leave in any twelve-month (12) period, including the eighty (80) hours in subsection above.

HolidaysEmployees of all state institutions of higher learning shall observe the following legal holidays:

New Year’s Day Martin Luther King Day President’s Day Good Friday Memorial Day

Independence Day Labor Day Veteran’s Day Thanksgiving Day Christmas Day

Employees of state institutions of higher learning shall also observe every day appointed by the President of the United States or by the Governor of this state for a public holiday.

If such holiday falls on Saturday, the preceding Friday shall be the holiday or if the holiday falls on Sunday, the Monday following shall be the holiday

Institution offices must be closed at twelve noon on December 24, Christmas Eve Day, which is an office closure and not a holiday; however, if December 25, Christmas Day, falls on a Saturday, institution offices must be closed all day on the preceding Friday, which is then a holiday as indicated in Section 19.2.

Worker’s CompensationAll employees are protected by Worker's Compensation, through Workforce Safety & Insurance (WSI). This covers against accidental injuries or occupationally-incurred illness in the performance of their official duties. 12 | P a g e R e t u r n t o T a b l e o f C o n t e n t s

All on-the-job accidents and injuries or occupationally-incurred illnesses must be reported within twenty-four hours to the employee's supervisor and the appropriate campus official. This is for the protection of the employee, as well as the institution.

LeaveFuneral LeaveAn approved absence from work, with pay, of up to twenty-four working hours, may be provided to an employee to attend or make arrangements for a funeral, as a result of a death in the employee's family, or in the family of an employee's spouse.

Jury DutyAn employee shall be allowed leave with pay for jury or other legal duty when subpoenaed for such service. Any compensation received for such duty may be retained by the employee.

Military LeaveAn employee who is a member of the National Guard or Armed Forces Reserves shall be granted military leave annually for up to a maximum of twenty work days for those employees who have been employed continuously for a period of ninety days or more immediately preceding the leave.

Honor Guard Leave Honor guard leave is an approved absence from work, with pay, of up to twenty-four working hours per calendar year for an employee to participate in an honor guard for a funeral service of a veteran.

Conferences or Convention LeaveTwo days per year may be allowed for employee organization conference/convention leave.

Leave Sharing ProgramAll non-temporary, non-probationary employees with over six months of continuous service with the State are eligible to receive shared leave

Institution ClosureVCSU cares for the safety of its students and employees. In the event of an institution closure the President or Cabinet Members will notify staff members accordingly. In the event the institution is officially closed, all employees will receive closure pay in the amount of their scheduled hours during the closure.* *Essential Personnel: Employees necessary to keep the university operational during the time of closure. (i.e. heat plant operators; may include Student Center employees; resident hall employees depending on time of year).

Leave Without PayLeave without pay may be granted to regular staff employees who have maintained a satisfactory service record. Such leave may be taken for the following reasons: (a) extended absences in the interest of the institution such as for research or advanced training leading to improved job ability, (b) necessary absences due to illness or other important matters.

Family Leave (FMLA)Family leave (FMLA leave) is an unpaid leave of absence of up to 12 weeks available to all eligible employees:

For incapacity due to pregnancy, prenatal medical care or child birth; To care for the employee's child after birth, or placement for adoption or foster care; To care for the employee's spouse, child, or parent, who has a serious health condition; or For a serious health condition that makes the employee unable to perform the employee's

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Consistent with applicable law and upon notice to the employee by the employing entity or election by the employee, family leave may be concurrent with paid sick or annual leave. FMLA leave also includes military family leave as provided under the 2008 National Defense Authorization Act and section 22.13 of this policy, including a special leave entitlement that permits eligible employees to take up to 26 weeks of leave to care for a covered service member during a single 12-month period.

Consult the Director of Human Resources for more information.

Continuing Education for EmployeesAll benefited employees are eligible for tuition discounts at any NDUS institution, and may be allowed release time from their regular duties for the purpose of enrolling in one academic class per school session (maximum three per year). Release time shall be granted so long as it does not interfere with the essential work of the institution. VCSU employees will receive 100% tuition discount for classes taken at VCSU and a 50% tuition discount for classes taken at another NDUS institution. Employee’s spouse and dependents will receive a 50% tuition discount for classes taken at VCSU.

State VehiclesState vehicles are available for employees with a valid driver’s license to use while on state business. State vehicles should be used for travel rather than taking the employee’s own vehicle and incurring mileage whenever possible.

Flexible SchedulingAn employee's actual work day may differ from normal office hours either:

1. At the employee's initiative and subsequent supervisor approval2. To better meet the needs of the department.

Staff coverage that is adequate to meet the operating requirements of the department is required at all times. The flexibility schedule must be regular, consistent, and documented in the employee’s personnel file.

Spirit Day - Viking PrideVCSU Viking Pride Day was created for the purpose of encouraging VCSU employees to dress in VCSU apparel in exchange for contributing to the Viking Pride Fund. Viking Pride money will be used to fund acknowledgement of deaths, births, hospitalizations and long term illness.

Employee Assistance Program (EAP)The Village Family Service Center provides services to employees and their dependents for issues involving relationships, the workplace, emotional health, and service for financial and legal counseling, and many other topics. All services provided by The Village EAP are strictly confidential. The discussion of any problem is just between you and the counselor. Your employer and your co-workers will not have any knowledge of your request for help. The program is available to all employees and their eligible household members as defined by the provider.

Additional Perks Athletic Events: VCSU employees and one guest will be admitted to athletic events by

presenting their university ID card. Viking-I and Cafeteria Meals: Pay for meals in advance and store money on your Viking

Card to realize savings and no tax on food. Viking Grounds: Coffee Barista serving Starbucks Coffee in made to order beverages.

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Counseling Services: Any personal concern is appropriate to bring to a counselor. Any subject can be discussed, any type of discomfort, or just simply a relaxing talk. Everything is kept confidential.

Fine & Performing Arts: Art gallery exhibits, student and professional musical performances, VCSU Community School for the Arts, Theatrical performances, and many other guests. Faculty and staff are encouraged to purchase a season ticket to the VCSU theatre, as it gives special privileges in addition to the bargain price; however, all faculty and staff are entitled to two free tickets for the opening night of each show.

Delta Airline Discount Program: Receive a discount when you book a Delta flight using the “Delta EDP Link” accessed through PeopleSoft Employee Self-Service or when booking through a travel agent.

Council of State Employees (COSE)The Council of State Employees prepares numerous discounts for all North Dakota state employees, which can be viewed on their website.

Sanford Health Plan: Dakota Wellness Program Sanford Health Plan members can earn $20 each month when you work out at your local fitness center at least 12 days a month.

Sanford Health Plan: bWell DashboardEarn points by participating in the activities on your dashboard to qualify for $250 in annual wellness incentives.

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Appendix A: Emergency Procedures

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