Workplace Guidelines

HR handbook workplace FULLYour Work Schedule

Business Hours

Your particular hours of work, including possible mandatory overtime if you are a non exempt employee, and the schedule of your meal period and break period (if you are a Local 153 Unit Member), will be determined and assigned by your supervisor. Your supervisor will be able to answer any questions you have regarding your work schedule.

Meal and Break Periods

Meal Periods

Full-time employees are required to take a one-hour lunch period. Lunch hours may not be used to shorten the normal workday. e.g. the 9 am to 5p.m. workday may not be shortened to 4 p.m. by not taking the (1) hour lunch period.

Part-time employees who work more than a five-hour workday are required to take a one-half hour lunch period.

Attendance/Promptness

Regular and punctual attendance is a condition of employment and dependability on the part of all employees is extremely important to our overall teamwork effort. Absenteeism and tardiness place an additional burden on other employees and negatively impact our number one priority: to provide the highest possible level of service. Employees are expected to maintain a good attendance record. Frequent or patterned absenteeism or tardiness is unacceptable and excessive lateness and absenteeism may result in disciplinary action up to and including dismissal.

If you are unable to report to work or expect to be late, you are required to call and speak directly to your supervisor prior to the start of your workday. If you do not report to work when scheduled, and you neglect to notify your supervisor within 48 hours, you will be considered to have abandoned your job.

If you are absent due to illness or injury for a period of three or more days, a doctor's release may be required before you may return to work. For a period of absence of more than five days, a doctor's release will be required.

During periods of disability, you must keep in weekly contact with your supervisor. The University may also request you be examined by a doctor at the University's expense. Any injury that occurs at work, however minor, must be reported to your supervisor immediately and an accident report must be completed.

Emergency Closing

Occasionally the University, or a particular campus, must close down some or all operations because of an unusually heavy snowfall or other extraordinary condition.

If an emergency campus closing is officially announced in the morning, only the first shift will be affected, unless the announcement specifically states otherwise. Information regarding closings and or delayed openings may be obtained by calling your Fairleigh Dickinson University voice mail, calling the switchboard, logging onto the University Web site (www.fdu.edu) where a banner will provide information. Usually, supervisors will contact their reports and in large departments a "telephone tree" may be used.

Employees assigned to the second and third shifts will be notified if the emergency closing is to continue for all or part of their shift; otherwise they will be expected to report to work as usual.

The only employees who will receive overtime or compensatory time for the hours they work during an emergency closing (plus the pay they would have received if they had not worked) are those whose supervisors instruct them in advance that they are authorized to work during the emergency closing. Other employees will not be expected to come to work nor will they receive overtime or compensatory time if they do. Those scheduled to work and who are excused because of the closing – except student and temporary employees – will receive their regular pay.

If an emergency closing arises during the work day, only employees who were authorized to stay and work will receive overtime or compensatory time for hours worked after the emergency closing occurs. There may be times when employees feel they will experience hazardous driving conditions on the way to or from work. If there has been no official notice of a campus closing, employees may use personal time or take time without pay in order to stay home, come in late or leave early. However, they must inform their supervisors of their decision.

Employees who choose to remain home at the start of the business day because of discomfort about driving conditions, and those who will be absent for any other reason, will be charged a full day even if the decision is made to close the campus sometime after the start of their workday. If the decision to close the campus is made during the workday, employees who have left prior to the official closing will only be paid for the actual hours they work.

Personal Appearance and Uniforms

Maintaining a professional, business-like appearance is very important to the success of Fairleigh Dickinson University. The image we project must demonstrate that we are the most professional, productive, thorough and reliable providers of higher education in our markets. Appearance is a principal component of our image.

Whether you interact with students, parents, colleagues or outside vendors/consultants, you project the reputation of Fairleigh Dickinson University. Part of the impression you make on others depends on your choice of dress, personal hygiene and courteous behavior. A daily regimen of good grooming and hygiene is expected of everyone.

Personal appearance is so powerful a business tool that uniforms are provided by the University for employees in certain job areas that involve regular student, parent and public contact. This ensures that our confidence-building image of professionalism and attention to detail is reinforced consistently to students and to the public.

When the University issues a uniform, wearing it properly and in its entirety is considered part of your job responsibility. Uniform garments may not be mixed and matched with personal garments, and they may not be customized with unauthorized insignia or patches. The uniform should be clean, pressed and well maintained. Replacements should be ordered when garments begin to show wear.

Casual Dress Days

The casual dress day period is observed for the entire workweek beginning the Monday following commencement through the last Friday in August. Beginning the first week in September and throughout the year, casual dress days are observed on Fridays only.

Casual dress days do not apply to public safety officers and physical plant employees who are required to wear uniforms. In addition, employees who interact with non-University personnel or represent the University off-campus must dress appropriately. Common sense and good judgment should always prevail in choice of attire.

Prohibited Attire for All Employees

The following items are examples of inappropriate work attire:

  1. T-shirts/sweatshirts
  2. Tank tops
  3. Miniskirts
  4. Belly or crop Shirts
  5. Shorts

Driver's License and Driving Record

If you are an employee whose work requires the operation of a University motor vehicle, you must present and maintain a valid driver license and a driving record acceptable to our insurer. You will be asked to submit a copy of your driving records to your supervisor from time to time. Any changes in your driving record must be reported to your supervisor immediately. Failure to do so may result in disciplinary action, up to and including termination.

Use of University Vehicles

If you are authorized to operate a University vehicle in the course of your assigned work, or if you operate your own vehicle in performing your job, you must adhere to the following rules.

  1. You must be a licensed driver.
  2. You must maintain mileage reports.
  3. You are responsible for following all the manufacturer's recommended maintenance schedules to maintain valid warranties, and for following the manufacturer's recommended oil change schedule.
  4. The University provides insurance on all University-owned and operated vehicles, however, you will be considered completely responsible for any fines and or moving or parking violations incurred.
  5. You must keep the vehicle clean at all times.
  6. Persons not employed by the University are not permitted to operate or ride in a University vehicle.
  7. Students are permitted to ride in vans and/or buses when there is an official need to do so.
  8. While on campus, you must obey all campus traffic and parking regulations.

Prior to operation of any University vehicle, your supervisor will train you on the appropriate steps to take if you are involved in an accident -- filling out the accident report, getting names of witnesses and so on.

Expense Reimbursement

You must have your supervisor's written authorization prior to incurring an expense on behalf of Fairleigh Dickinson University. To be reimbursed for all authorized expenses, you must submit an expense report accompanied by receipts and your supervisor must approve it. Expense reports are to be submitted in a timely manner, at least once each quarter.

Computer Software

Fairleigh Dickinson University does not condone the illegal duplication of software. The copyright law is clear. The copyright holder is given certain exclusive rights, including the right to make and distribute copies. Title 17 of the U.S. Code states, "it is illegal to make or distribute copies of copyrighted material without authorization" (Section 106).

The only exception is the user's right to make a backup copy for archival purposes (Section 117). Unauthorized duplication of software is a federal crime. In addition, the users of unlawful copies suffer from their own illegal actions; they receive no documentation, no customer support and no information about product updates.

For these reasons, Fairleigh Dickinson University follows certain guidelines related to software. These include the following:

With regard to use on local area networks or on multiple machines, University employees shall use the software only in accordance with the software publisher's license agreement.

Employees learning of any misuse of software or related documentation must inform their supervisor.

University employees, who make, acquire or use unauthorized copies of computer software for either business or personal use, will be disciplined as appropriate.

Computer Usage

Fairleigh Dickinson University Acceptable Use Policy

The computing resources at Fairleigh Dickinson University support the instructional, research and administrative activities of the University. Users of these facilities may have access to University resources, sensitive data and external networks. Consequently, it is imperative for all users to behave in a responsible, ethical and legal manner.

The Acceptable Use Policy applies to all users of computing resources and computing equipment owned, leased or rented by Fairleigh Dickinson University. This includes all students, faculty, visiting faculty, staff, guests of the administration and external individuals or organizations. Computing equipment includes, but is not limited to, the dialup modems, terminals and microcomputers in public labs, minicomputers, file servers and networking equipment used to link these components together and to the Internet.

The University is not responsible for the content of any material the user prepares, receives or transmits. Thus, as a condition of using the University's computer system the user represents that he or she is in compliance with all federal, state and international copyright and other intellectual property laws and agreements and other federal and state laws, nor in his or her use of the system will the user violate any federal or state civil or criminal laws. Furthermore, the user will indemnify, exonerate and save the University (and its representatives) harmless from any claim, damage or cost related to the user's use, including any legal fees the University decides it is necessary to incur to defend itself.

The Human Resources Department provides full text of the Acceptable Use Policy to employees. A signed receipt is required.

Computers Electronic Mail and Voice Mail Usage Guidelines

University property, including computers, electronic mail and voice mail, should only be used for conducting University business. Although certain codes to restrict access to computers, voice mail and electronic mail to protect these systems against external parties or entities obtaining unauthorized access, employees should understand that these systems are intended for business use, and all computer information, voice mail and electronic mail messages are to be considered as University records.

The University maintains the right and ability to enter into any of these systems and to inspect and review any and all data. Because the University reserves the right to obtain access to all voice mail and electronic mail messages left on or transmitted over these systems, employees should not assume that such messages are private and confidential or that the University or its designated representatives will not have a need to access and review this information. Individuals using the University's equipment should also have no expectation that any information stored on their computer, whether the information is contained on a computer hard drive, computer disks or in any other manner, will be private.

The University has the right to monitor voice mail or electronic mail messages in an investigation triggered by indications of unacceptable behavior or as necessary to locate needed information.

Media Inquiries

Occasionally you may receive an inquiry from the media (i.e., newspapers, television, radio, or magazine). If someone from the media, contacts you even after normal business hours, refer that individual to the Public Relations Department.

Gifts

The practice of accepting gifts from persons with whom you may conduct business is undesirable and contrary to our guidelines. Consult the University's Ethics Policy that may be obtained on-line or in the Human Resources Department.

Telephone Courtesy

Telephone courtesy is essential to maintaining our service-oriented image. When answering the telephone, state the name of your department, your name and ask, "May I help you?"

When you make a call state your name, Fairleigh Dickinson University, and your department. (i.e., This is Jane Doe from Fairleigh Dickinson University's Human Resources Department").

Your telephone manners are a direct reflection on the University, your department, and you. Every time you place a call or answer the phone, you are acting as a representative of Fairleigh Dickinson University. Your actions must reflect this.

The University does not permit collect personal calls and outgoing long-distance personal calls. The 800 numbers used for admissions information may not be used for personal incoming calls. If, in an emergency, you need to make a long-distance call during your workday, inform your supervisor and use a telephone card or charge the call to your home phone number.

Personal calls are to be kept to a minimum; excessive personal calls shall result in disciplinary action.

Telephone Directory

Consult the University telephone directory that can be found in hard copy or accessed from any University computer, for the following information:

  1. Emergency assistance,
  2. Campus postal addresses and telephone numbers,
  3. Driving instructions to the College at Florham and Metropolitan campuses,
  4. Directions for use of intercampus telephone and voice mail,
  5. Initial voice mail set-up,
  6. Alphabetical list of University offices and departments with mail stops and,
  7. Employees' mail codes, telephone extensions, facsimile (fax) numbers and e-mail addresses.

Career Development

Beginning in the next semester following completion of ninety calendar days of employment, regular employees are eligible to receive an Employee Tuition Grant (ETG) for themselves. Spouses and natural or legally adopted children or stepchildren who are claimed as dependents on employees' income tax returns are eligible immediately. All institutional aid combined is capped at the cost of tuition. Grants cover courses and programs at both the undergraduate and masters level. Grants cover the cost of tuition only. ETG recipients are responsible for the payment of all fees, including tuition grant fees, food, lodging, books and other costs that are not tuition.

Full-time regular employees who utilize an ETG for themselves may not exceed 11 credits in one semester without the approval of their supervisors.

Part-time staff employees who work at least 16 hours per week and part-time faculty who teach a minimum of three credits per semester may receive combined family tuition grants for up to eight credits per fiscal year.

Employees who terminate for any reason prior to the completion of half of the semester are responsible to repay one-half of the ETG. Employees who terminate after the completion of half of the semester are entitled to keep the entire grant.

Employee Tuition Grant application forms are available in the Human Resources Department. Application Forms are due at least two weeks before the start of the semester or academic period.

Dependent children of employees who have been employed in a full-time regular position for five or more years, and who are at least 62 years of age at the time of death or retirement, shall be eligible for an Employee Tuition Grant at the time they apply and are accepted for admissions to the University, provided they remain dependents of the retired employee or surviving spouse throughout time they attend classes. In such cases, the Tuition Grant Program benefits will be the same as those that apply to dependent children of active employees.

Job Postings

All open positions will be posted on the University's website. (www.fdu.edu) At the top of the home page, click on "Employment".  Each posting will include the job title, the location, the job specifications and the name of the hiring official. You are responsible for monitoring job vacancies and providing supporting evidence that you meet the job specifications.

Teaching at Fairleigh Dickinson University

Here is another way that your skills can be incorporated in your career at the University and, if you qualify, can earn you extra money. Staff members and administrators who are interested in teaching may apply to do so as long as their experience, knowledge, and skills meet the requirements of the department in need.

Note: Officers, associate and assistant provosts, deans and associate and assistant deans, unless otherwise stipulated by contract or in writing, will not be remunerated for teaching. This provision of contracts may be revised from time to time during the life of the contract.