Employee Policies, Procedures and Partner Programs
Employee Policies and Procedures Handbook
Please Note: Collective Bargaining Agreement
Please Note: Employees covered by a Collective Bargaining Agreement may have variations from the Handbook. (see Conflict of Interest and Code of Ethics)
Table of Contents
Section II – General Management Practices
Accommodations for Persons with Disabilities II – 1
At-Will Employment II – 1
Drug-Free Workplace II – 2-3
Equal Employment Opportunity II – 3
Discrimination and Harassment Prevention Policy II – 3-7
Policy Prohibiting Sex and Gender-based Discrimination II – 8-26
Section III – Employment Status and Personnel Records
Access to Personnel Files III – 1
Anniversary Date III – 2
Changes in Personal Data III – 2
Employment Classification III – 3-4
Introductory Period III – 5
Reference Checks III – 5
Section IV – Employment Practices
Change in Employment Status IV – 1
Dispute Resolution Procedure IV – 2-3
Educational Flex Time IV – 3
Teaching Assignments for Full Time Admin. and Staff IV – 3
Hiring of Relatives IV – 4
HIV and AIDS IV – 4-6
Immigration Law Compliance IV – 7
Outside Employment and Activities IV – 7
Performance Management IV – 8-9
Progressive Counseling IV – 9-10
Recruitment and Selection Process IV – 11-12
Severance Policy IV – 12-14
Severe Weather IV – 14-15
Termination of Employment IV – 15-16
Section V – Employment Responsibilities
Attendance and Punctuality V – 1
Bulletin Boards/Email Announcements V – 1
Campus Security V – 2
Confidential Information V – 2
Conflict of Interest V – 3
Electronic Communications V – 3-4
Employee Identification Cards V – 5
Employee Parking V – 5
Family Educational Rights and Privacy Act (FERPA) V – 5-6
Health and Safety V – 6-7
Hours of Work V – 7-8
Personal Appearance V – 8-9
Rules of Conduct V – 9-11
Solicitation and Distribution Activities V – 11
Smoking V – 11
Telephone Usage and Fax Services V – 12
Time Reporting V – 12
Weapon-Free Campus V – 13-14
Workplace Violence V – 14-16
Section VI – Compensation Policies
Introduction to Detroit Mercy’s Compensation Program VI – 1
Job Description VI – 1-2
Job Evaluation Process VI – 2-3
Market Pricing VI – 3
Overtime Pay VI – 3-4
Pay Philosophy VI – 4-5
Payroll Practices VI – 5-6
Title Recognition VI – 6
Section VII – Employment Benefits and Services
Campus Mail Services VII – 1
COBRA VII – 1
Dental Benefits VII – 2
Dining Areas VII – 2
Flexible Spending Account VII – 2-3
Health Insurance VII – 3-4
Libraries VII – 4
Life Insurance VII – 4-5
Short Term Disability (STD) VII – 5-6
Long Term Disability (LTD) VII – 6-7
Recreational Facilities VII – 7
Retirement Plans VII – 7-8
Service Recognition Program VII – 8
Tuition Remission Benefit VII – 8-9
Unemployment Compensation VII – 9
Worker’s Compensation VII – 10-11
Section VIII – Time Off
Bereavement Leave VIII – 1
Family Medical Leave (FMLA) VIII – 1-6
Holidays VIII – 6-7
Jury or Witness Duty VIII – 7
Leave of Absence VIII – 7-8
Military Leave VIII – 8-9
Personal Days VIII – 9
Sick Days VIII – 10
Vacation VIII – 11-13
Vacation, Sick, Disability, Paid Time Off Policy
All staff, faculty and students are required to wear their University-issued identification “prox” cards. The prox card, in addition to providing proof of identification for an individual, also is the mechanism that permits access to the non-public areas on the University of Detroit Mercy Campuses. Failure to have this identification visible at all times while on Detroit Mercy Campuses, may result in actions including but not limited to: refusal of entry to a University building, clinic, laboratory, or classroom.
Policy Prohibiting Sex and Gender-based DiscriminationThe University of Detroit Mercy is committed to respecting our fellow human beings and promoting an ethical and just way of life. Sexual harassment violates human dignity and engenders fear into relationships founded upon trust. Committed to the education of persons for their intellectual, spiritual, moral and social development, the University does not tolerate sexual harassment of any kind. There are three primary factors that guide our approach to sexual harassment prevention:
- Every member of the Detroit Mercy community—students, faculty and staff—is entitled to a sexual harassment-free environment.
- Every member of the Detroit Mercy community—students, faculty and staff—is responsible for ensuring a harassment-free environment for their colleagues and classmates.
- The University has a policy and procedure in place to prevent sexual harassment and deal with it quickly and effectively if it does occur.
THIS POLICY provides information about sexual harassment procedures and prevention. If you or someone you know has been sexually harassed or requires information about sexual harassment prevention, please contact the Human Resources department.
Discrimination and Harassment Prevention Policy
Statement of Purpose:
Authorized collection and use of social security numbers.
This Policy does not prohibit the use of social security numbers where the use is authorized or required by state or federal statute, rule, regulation, or court order or rule, or pursuant to legal discovery or process.
This Policy also does not prohibit the use of social security numbers by the Department of Public Safety for criminal investigation purposes or the provision of social security numbers to a Title IV-D agency (child support/support orders), law enforcement agency, court, or prosecutor as part of a criminal investigation or prosecution.
Other legitimate reasons for collecting a social security number include, but are not limited to:
- Applicants for employment may be required to provide a social security number for purposes of a pre-employment background check.
- Copies of social security cards may be obtained for purposes of verifying employee eligibility for employment.
- Social security numbers may be obtained from employees for tax reporting purposes, for new hire reporting or for purposes of enrollment in any Detroit Mercy employee benefit plans.
- Social security numbers may be obtained from creditors, contractors or vendors for tax reporting purposes.
- Social security numbers may be obtained from students who apply for financial aid, veteran’s benefits, federal tax benefits and employment at Detroit Mercy.
Prohibited use or display of social security numbers
a. Public Display. A social security number shall not be placed on identification cards, badges, time cards, employee rosters, bulletin boards, permits, licenses or any other materials or documents designed for public display. Documents, materials or computer screens that display all or more than four sequential digits of a social security number shall be kept out of public view at all times.
b. Account Numbers. The social security number as an individual’s primary account number shall not be used unless that use has been approved by the Associate Vice President for Human Resources or the Vice President of Academic Affairs and Provost.
c. Mailed Documents. No member of the University community shall mail a document containing the social security number of an employee, student or other individual except in the following circumstances:
- State or federal law, rule, regulation, or court order or rule authorizes, permits, or requires that the social security number appear in the document.
- As part of an application or enrollment process initiated by the individual.
- To establish, confirm the status of, service, amend, or terminate an account, contract, policy, or employee or health insurance benefit, or to confirm the accuracy of a social security number of an individual who has an account, contract, policy, or employee or health insurance benefit.
- The document is mailed by or at the request of the individual whose social security number appears in the document or at the request of his/her parent or legal guardian.
- The document is mailed in a manner or for a purpose consistent with Gramm-Leach-Bliley Act, the Health Insurance Portability and Accountability Act or the Michigan Insurance Code.
- The document is mailed in connection with an ongoing administrative use to do any of the following:
- Verify an individual’s identity, identify an individual, or accomplish another similar administrative purpose related to an existing or proposed account, transaction, product, service, or employment.
- Investigate an individual’s claim, credit, criminal, or driving history.
- Detect, prevent, or deter identity theft or another crime.
- Lawfully pursue or enforce the University’s legal rights.
- Provide or administer employee or health insurance benefits, claims, or retirement programs.
Documents containing all or more than four sequential digits of a social security number, that are sent through the mail, shall not reveal the number through the envelope window or otherwise be visible from outside the envelope or package.
Student Identification Numbers
Social Security numbers, even partial numbers, shall not be used for student identification cards or class rosters, or any other purpose to identify the student other than as required by the applicable departments for state or federal financial aid or tax reporting purposes or employment with Detroit Mercy.
All or more than four sequential digits of a social security number shall not be used or transmitted on the Internet or on a computer system or network unless the connection is secure or the transmission is encrypted.
All documents containing social security numbers shall be stored in a physically secure manner. Social security numbers shall not be stored on computers or other electronic devices that are not secured against unauthorized access.
Documents containing social security numbers will be retained in accordance with the requirements of state and federal laws and Detroit Mercy’s record retention policy. At such time as documents containing social security numbers may be disposed of, such disposal shall be accomplished in a manner that protects the confidentiality of the social security numbers, such as shredding. Electronic documents containing social security numbers should be destroyed in a manner consistent with the “best practices” guidance issued by the Director of Information Technology.
Unauthorized use or disclosure of social security numbers
The purpose of this policy is to communicate adherence to the University’s policies and procedures and to encourage good faith reports of allegations of misconduct concerning compliance with Detroit Mercy’s policies and procedures. Detroit Mercy’s Conflict of Interest and Code of Ethics Policy requires directors, officers and employees to observe high standards of business and personal ethics in the conduct of their duties and responsibilities.
Detroit Mercy relies on its employees to perform their duties and responsibilities in accordance with the University’s policies and procedures. Detroit Mercy provides various mechanisms to assist and encourage employees to come forward in good faith with reports or concerns about suspected compliance issues. Employees may report suspected non-compliance issues without fear of reprisal or retaliation. An employee who retaliates against someone who has reported a violation in good faith is subject to discipline up to and including termination of employment.
- An employee should follow all Detroit Mercy policies and procedures in carrying out his/her duties for the University.
- An employee who has a question about the propriety of any practice under Detroit Mercy policies and procedures should seek guidance from his/her supervisor or the Detroit Mercy official who has responsibility for overseeing compliance with the particular policy or procedure.
- An employee who becomes aware of a potential or actual material violation of Detroit Mercy policies or procedures should report such potential or actual conduct regardless of whether the employee is personally involved in the matter.
- An employee may request that such a report be handled as confidentially as possible under the particular circumstances, and Detroit Mercy will endeavor to handle all such reports with discretion and with due regard for the privacy of the reporting employee.
- An employee may make anonymous reports with the understanding that any investigation may be hampered due to the inability to identify the employee in order to obtain a full and complete account of relevant and necessary facts from the employee or to ask additional questions or seek clarification as any investigation proceeds.
- In order to provide multiple methods of reporting potential or actual material violation of Detroit Mercy policies or procedures and to provide a safe mechanism to make a report and remain anonymous, the University has implemented a toll free call in line and a web-based tool for reporting purposes. The call in line and web-based tools are managed by EthicsPoint. In order to make a report, employees can call 1-855-278-2072 or go to http://www.ethicspoint.com and choose “File A New Report.” Enter “University of Detroit Mercy”, and go to our page to file your report.
- An employee who comes forward in good faith with reports or concerns about compliance with Detroit Mercy policies or procedures shall not be subject to reprisal or retaliation for making such a report. Any employee who believes that he/she is being retaliated against for making such a report should immediately bring it to the attention of his/her dean or the Vice President for Academic Affairs (for an academic employee) or the Associate Vice President for Human Resources for further investigation.
Points of Contact
An employee is encouraged to make such a report to his/her immediate supervisor. If the employee feels unable to do so or if there is any reason why this may not be appropriate, the employee should raise the issue with his/her manager, department chair, dean, director or the University office or official who has responsibility for overseeing compliance with the particular policy or procedure in accordance with the guidelines below. An employee who is unsure to whom he/she should make a report or address his/her concerns should consult with the Associate Vice President for Human Resources.
- In the event of any claim of financial misconduct or inappropriate expenditure of funds (including all federal and non-federal grant funds), or any claim regarding questionable internal controls, accounting practices or auditing matters, the employee should follow the guidelines above, but should also make such report to the Associate Vice President of Finance / Controller.
- An employee with reports or concerns about Detroit Mercy’s labor relations policies and procedures is encouraged to consult with the Associate Vice President for Human Resources.
- An employee with reports or concerns about Detroit Mercy’s non-discrimination policy is encouraged to consult with the Senior Attorney or the Associate Vice President for Human Resources.
- An employee with reports or concerns about conflict of interest should consult with his/her manager, department chair or director, but in the case of questions concerning such supervisory personnel, the employee should also feel free to consult with the dean or the appropriate Detroit Mercy official who is responsible for the unit.
- An employee with reports or concerns about workplace safety issues is encouraged to consult with the Associate Vice President for Facilities Management.
- An employee with reports or concerns about academic fraud or scientific research misconduct should consult with the appropriate department chair, dean, or the Vice President for Academic Affairs.
- An employee who is unsure to whom he/she should make a report or address his/her concerns should consult with the Senior Attorney, the Associate Vice President for Human Resources, or any Vice President of the University.
Acting in Good Faith
Anyone filing a complaint concerning a violation or suspected violation of Detroit Mercy policies and procedures must be acting in good faith and have reasonable grounds for believing the information disclosed indicates a violation of Detroit Mercy policies and procedures. Any allegations that prove not to be substantiated and which prove to have been made maliciously or knowingly to be false will be viewed as a serious disciplinary offense.
Accounting and Auditing Matters
The Finance Committee of the Board of Trustees shall address all reported concerns or complaints regarding corporate accounting practices, internal controls or auditing. The Senior Attorney or the Associate Vice President for Human Resources shall immediately notify the chairman of the Finance Committee of any such complaint and work with the committee until the matter is resolved.
Handling of Reported Violations
The Detroit Mercy official who receives notification of the reported or suspected violation must acknowledge such receipt to the sender within five business days. All reports will be promptly investigated and appropriate corrective action will be taken if warranted by the investigation.
Executive Compensation Policy
The purpose of this policy is to establish the University's procedures for determining executive compensation.
Detroit Mercy recognizes the important role that compensation plays in attracting, motivating and retaining its executive and key employees. Therefore, the University has established a policy of review of executive and key employee compensation which includes approval by independent persons, use of data from peer institutions of higher education and contemporaneous substantiation of the deliberation and decision processes.
- Senior management of the University is responsible for setting the compensation for newly hired or promoted employees who are classified by the institution as executive or key employees, as well as recommending changes in compensation for such employees.
- The Board of Trustees will establish a standing committee of its members which will be responsible for reviewing and approving the compensation for all executive and key employees of the University.
- The Human Resources Department will provide the President and standing committee members comparable compensation data for executive and key employees from peer institutions. The sources for this data should include The Chronicle of Higher Education, NACUBO, etc.
- On at least an annual basis, the standing committee of the Board of Trustees will review the compensation of each executive and key employee, including comparison with the data from the peer institutions. The committee will make recommendations for adjustments to the compensation of the executive and key employees as appropriate.
- The committee will keep a detailed record of the meetings and discussions relative to executive and key employee compensation. The justification for recommended adjustments will be appropriately documented.
Review of Form 990 Policy
The purpose of this policy is to establish the University's procedures for review of the Form 990 by the Board of Trustees prior to the annual filing of the form.
Detroit Mercy recognizes that the governance role of its Board of Trustees includes the annual review of Form 990. Accordingly, the University requires review of the Form 990 by the Board of Trustees prior to its filing on an annual basis.
- Senior management of the University is responsible for the timely preparation of Form 990.
- The completed Form 990 will be provided to the Finance Committee of the Board of Trustees sufficiently in advance of the filing deadline to enable a detailed and conscientious review by all members of the committee. All questions, concerns, etc. of the Finance Committee members will be addressed by the Chief Financial Officer and incorporated into the Form 990 as appropriate.
- All members of the Board of Trustees will be invited to review the completed Form 990 in advance of the filing deadline via a dedicated Detroit Mercy website. All questions, concerns, etc. of the members of the Board of Trustees will be addressed by the Chief Financial Officer and incorporated into the Form 990 as appropriate.
- After all of the input from the Board of Trustees and the Finance Committee has been appropriately addressed, senior management of the University will file the final Form 990 as required.
Mission & Community Service Leave Policy
Mission Leave Request Form
Partner Programs and Services
Ford Partner Program
The X Plan for Detroit Mercy Employees