Personal ID cards are issued to all University employees. You must always have your ID card with you when you are at work. Your ID card will also be used as an electronic badge reader to record your work time and door access. Your supervisor will explain how these systems work.

In addition to identifying you as an employee, your ID can be used to:

• Check out books from the libraries
• Purchase discount tickets for special events
• Charge purchases in the Shriver Center, see Payroll deductions
• For use of the Recreation Center, if a membership is purchased
• Electronically record work hours

Initial ID cards are issued by the Bursar's Office--ID Cards, Campus Avenue Building. Lost ID cards can be replaced by going to the Campus Avenue Building, or the Office of Student Housing and Meal Plan Services, Room 111, Shriver Center.

The Parking Office issues parking permits to staff members. The parking permit fee may be payroll deducted. They also issue tickets for violation of parking regulations.

If you receive a parking ticket and want to appeal the issuing of the ticket, you may do so by going to the Office of Parking Services, located in the Campus Avenue Building (CAB), or completing an appeal on-line. You will be asked to write a statement on why you feel you should not be fined and a University Committee will review this appeal. After the committee makes a decision, you will be notified of their decision.

Your parking hanging tag must be turned in to the Department of Human Resources if your University employment ends.

Many areas of the Department of Housing, Dining, and Guest Services are in operation seven (7) days a week, twenty-four hours a day. Each department area establishes schedules. Although a staff member may be assigned to a particular work area or hall, if the need arises, staff may be asked to work in another location within the Department or University.

Areas within the department, which provide services seven (7) days a week may find it necessary to rotate hours and work days a staff member is scheduled to work. Each area (dining hall, residence hall, Marcum Conference Center, Shriver Center, etc.) assigns schedules for their staff. Schedules of hours and days to be worked by staff will be posted on Wednesday for the payroll week which begins the following Saturday. Requests for a specific day(s) off may be able to be accommodated by your supervisor if you work in a location with a varying schedule. Discuss your request with your manager or supervisor.

Staff members working a six (6) hour shift or more are entitled to a meal break. The department, keeping customer needs in mind will determine the time and length. In some areas staff may have one (1) meal break, one (1) hour in length; others may have two (2) meal breaks, each 1/2 hour in length. There may be additional variations, so your supervisor will provide you with the information for the area in which you will be working.

If you are required to swipe in and out, you must swipe in and out when leaving from or returning to your work location for doctor and dentist appointments.

Department of Housing, Dining, and Guest Services staff may use their identification card to receive food during meal and break periods at reduced rates.

The probationary period for classified (hourly) Supervisory, Administrative, and Technical Support Staff (SATSS) working more than 20 hours a week is 120 days. For staff working less than 20 hours a week the probationary period is four (4) months and 320 hours.

The probationary period for classified (hourly) American Federation of State, County, and Municipal Employees (AFSCME) is 180 days.

You may respond to Position Vacancy Announcements while on probation. Candidates who are currently in their initial probationary period will, generally, be considered after candidates who have completed their initial probationary period. Positions are filled by selecting the best candidate for the position taking into consideration requirements of the position and the candidates' qualifications.

During the probationary period you will receive a performance report at the mid point and end of the probationary period. Upon successful completion of your probationary period, you will receive an annual performance reports. Your supervisor will meet with you and review your performance report.

Annual reports may be done by anniversary hire date or other established schedules, determined by the department. Annual performance reports for most Housing, Dining and Guest Services staff will be done based on a last name, alphabetical schedule.

The supervisor completing performance reviews will follow these listed guidelines and will recommend one of these four ratings for each staff member's attendance.

Level One - Exceeds Standards
The highest rating will be given to those who have zero to one (0-1), excluding pre-approved, occurrences, per year of absence during the yearly review period.

Level Two - Meets Standards
This second rating will be given to those who have between two to four (2-4) occurrences, excluding pre-approved, of absence during the yearly review period.

Level Three - Meets Minimum Standards
This third rating, indicating a problem in need of correction, will be given to those who have five (5) occurrences, excluding pre-approved, during the yearly review period.

Level Four - Does Not Meet Minimum Standards
This fourth rating, reserved for the most serious situations, indicates the staff member is not being successful. This Unsatisfactory rating will be given to those who six (6) or more, excluding pre-approved, occurrences of absence during the yearly review period.

The rating recommendation made by the supervisor will be discussed with a "reviewer" appointed to consider each case on its merits. The reviewer will use his or her best judgment to ensure that the rating given by the supervisor is correct and that the staff member is being treated fairly. In each rating, the supervisor and the reviewer will recognize and understand each individual's situation. With the reviewer's approval, the rating will be finalized and included in the performance review.

Superior attendance as reflected in the performance reviews may lead to preferred work shifts and schedules in food service departments. Eligibility guidelines are available in this handbook. (See Requesting Dining Hall Location With Premium Schedule and Request for Change in Work Location or Shifts Within the Department.

View samples of:
Classified Performance Report.
Classified Self-Evaluation.

Unclassified Performance Appraisal Part A.
Unclassified Performance Appraisal Part B.

The University in no way desires staff members who are truly ill to come to work or neglect family members who require their care during illness. Our sick leave policy is both liberal and generous. To protect shrinking university financial resources by reducing, as much as possible, payment for non-productive (sick leave) time is each staff member's responsibility.

Good attendance benefits a staff member in several ways:

• It could be a significant factor when being considered for other career opportunities within Miami University.
• Accruing as much sick leave as possible maximizes income for a staff member, in case there is a medical emergency.
• Good attendance will be rewarded by recognition from the department and university.
• A portion of accrued sick leave, one-fourth of 120 days to a maximum of 30 days, will be converted to a cash payment upon retirement.
  

  Poor attendance and tardiness disrupt the flow of work, cause an increased burden for fellow workers, and lead to poor customer service. For these reasons, poor attendance and tardiness may lead to progressive disciplinary action being taken against a staff member whose absenteeism becomes excessive.

  
  

  When you will be unable to report to work due to illness at your scheduled starting time, you, spouse or documented domestic partner or member of your immediate family must notify your supervisor or designated person of the anticipated absence.

Staff members are expected to be at work on time. Tardiness is defined as being late reporting to work at the start of the shift or returning late from lunch or breaks. During a thirty (30) day period of time, four (4) occasions of tardiness may be considered excessive. Ten (10) occasions of tardiness within a twelve (12) month (365 day) period may be considered habitual tardiness. Excessive and habitual tardiness will be considered cause for corrective disciplinary action. It is the employee's responsibility to notify the appropriate supervisor/office when you know you may be late for work or need to leave the workplace early. Employees must follow the appropriate call-in procedure for their assigned work areas.

For the purposes of determining excessive absenteeism, pre-approved absences will not be counted. Employees may obtain pre-approval by submitting a request to their immediate supervisor at least twenty-four (24) hours prior to the start of the work day in which the absence will occur. Requests for pre-approved sick leave will not be unreasonably denied. Denial of requests for pre-approved sick leave will be in writing and will state the reason for the denial. Grievances arising out of the denial of pre-approved sick leave will start at Step 3. Approval for payment does not, in and of itself, constitute a pre-approved absence.

In determining excessive absenteeism, absences (excludes pre-approved sick, vacation, compensatory and personal leave) will be counted using the following standards:

• An unscheduled absence for up to one-half (1/2) of the shift equals one-half (1/2) of an occurrence.
• An unscheduled absence for more than one-half (1/2) of the shift will be counted as one occurrence.
• Two (2) separate partial day absences, regardless of the duration, may be counted as one (1) occurrence.
• An absence for one (1) or more consecutive workdays will be considered one (1) occurrence. For example, if you are out two (2) consecutive days, that will count as one (1) occurrence.
• Three (3) occurrences during a thirty (30) day period or six (6) occurrences in one year's time (365 days) will be considered excessive absenteeism. Excessive absenteeism may result in discipline, up to and including termination of employment.



In most cases, the following situations shall not be considered as contributing to an excessive absence from work:

• An absence(s) occurring as a result of an on the job injury or illness (valid Workers' Compensation claim).
• An absence of five (5) days or less, occurring as a result of a death in the staff member's immediate family.
• Absences occurring because a staff member is required to be away from his/her job during scheduled work hours by order of a court for jury duty, subpoena, military orders, Workers' Compensation hearings, or by order or direction of the Director of Human Resources.
• Approved absence(s) under the Family Medical Leave Act. In cases that apply to the Family Medical Leave Act, the rules of FMLA take precedent.

Because poor attendance and tardiness disrupt the flow of work, cause an increased burden for fellow staff and result in poor service for our students and other customers, we are committed to counseling and progressive discipline as necessary to correct those situations.

The following schedule defines excessive absence and habitual tardiness for which disciplinary action will be taken. Note that action will result in cases that apply to one or more of the time periods listed.

• Absent 3 times or tardy 4 times during one month
• Absent 6 times or tardy 10 times during one year

In addition to this schedule, inappropriate absence will be considered in the following situations:

• The staff member fails to call in as required prior to his /her work shift on the day of absence.
• Absence occurs repeatedly on a particular day during the week or month.
• Staff member frequently uses sick leave before or after holidays or his/her regularly scheduled days off.
• In a work group if there is an absence pattern that has similarity among two or more staff.

These absenteeism and tardiness guidelines are not automatic triggering mechanisms for corrective disciplinary action. It is our intention to address abuse before these numbers of absence or tardiness are reached. It is possible that upon investigation, apparent abuse may turn out to have a rational and acceptable explanation that will not lead to disciplinary action.

The following uniform policies are in place and the detailed guidelines in this memo should be read carefully by each staff member. The policies will be consistently enforced. Individuals who do not follow the policies will be asked to return home to change, which will be time without pay.

Operating Residence & Dining Halls:

When working in operating residence or dining halls, staff members must wear their uniforms. Cooks, Food Service Assistants and Building Service Assistants must all abide by the following:

Pants, Skirts, Culottes or Shorts

• White, Navy Blue, Black or Khaki
• Provided by the staff member

Shirts (Polo, Oxford or Smock)

• White
• Provided by HDGS with the department logo & staff name embroidered on shirts

White uniform dresses may also be worn, but are not provided by the department. If you choose to purchase uniform dresses they will need to have the department logo and your name embroidered on them.

Pants, skirts, culottes or loose fitting Bermuda or walking shorts must be of a solid color (see above), have hemmed edges, and be within three inches of the knee in length. Stripes & plaids or blue or black denim pants/skirts/culottes or shirts are NOT acceptable. White denim is acceptable. Biking, tight-fitting shorts or pants, sweatpants or warm up pants are NOT acceptable.

Shirts must be the uniform shirt supplied by the department. Each full-time staff member is fitted for five new uniform tops each year. Anyone who has not yet finished their probationary period before the time of the uniform fittings (usually in September) will not receive new shirts until the following year, as they will have just received five new shirts when they started working.

Oxford shirts must be tucked in, or the tails must be squared off, if you prefer to wear them untucked. Polo shirts can be worn untucked, but must be of an appropriate length, no longer than mid-thigh. Any shirt worn under a uniform shirt must be white with no writing that can be seen through the uniform. Lacy tops under uniforms are not permitted unless the front of the shirt is buttoned up. The current year's theme t-shirt may be worn on designated days only (per your manager's approval). Previous year's theme t-shirts may only be worn during non-operational times.

Uniform Alterations: If you have a uniform that you would like altered, please call Joan Taggart at 529-5984. Her office is in the Elm Street Building, and she will be happy to meet with you to discuss your needs, and it's completely free! She can only work on department uniforms, not personal clothing.

Personal Responsibility: Each staff member receives five new shirts per year. Please do NOT bleach the uniform shirts! They can be spot bleached, but bleaching the whole shirt may cause the embroidering to fade.

Aprons: some food service areas require you to wear an apron. Aprons should be changed as they become soiled. Place dirty aprons in the appropriate linen baskets.

Shoes: open heeled, open toed shoes or sandals are NOT permitted. Wear shoes that are clean, comfortable and slip-resistant ~ if possible.

Hair: Hair is required to be covered in food service facilities during operation. Department hats or hairnets are the only approved hair covering and will be supplied by your manager. Hair must be held back from the face and forehead with rubber bands or barrettes. No bangs should be seen out of a hat or hairnet! Long hair pulled back into a ponytail or braid must be contained at the ends to keep hair from falling into the food. Comb hair in restrooms, not in work areas. If bandanas or scarves are worn, they must not have any vulgar language or pictures on them, and are to be worn under the uniform hat. Bandanas are NOT to be worn by themselves.

In non-food service areas, if a hat is worn, it must be the black Miami uniform hat supplied by the department.

In food service facilities a short, well-trimmed mustache and straight sideburns to the bottom of the ear lobes is permitted. If you have any other facial hair (including a short one or two day's beard growth) you will be required to cover it with a beard net.

Miscellaneous:

• You must carry your University ID card at all times when working
• Gum should not be chewed while working (in food service facilities)
• Smoking and chewing tobacco are permitted only is designated areas
• Personal belongings should be stored in lockers or other designated areas, NOT in work areas
• Fingernails must be kept clean, neat and well trimmed (in food service areas). Nail polish, press-on or artificial nails should not be worn because they may chip or break off and fall into the food
• Jewelry must be kept to a minimum for safety and sanitation purposes

Non-Operating Residence & Dining Halls:

During the summer or other non-operating times staff members may wear their own clothing, but it must meet the following requirements:

• Pants, skirts, culottes or loose fitting Bermuda or walking shorts of any color may be worn. They must no shorter than three inches above the knee, and must be hemmed.
• Biking, tight fitting shorts or pants, sweatpants or warm-up pants are NOT permitted
• Sleeveless tops, tank tops, short shirts and halter tops are NOT permitted. Netted, lacy or see-through material is not permitted
• Open toed or open heeled shoes and sandals are NOT permitted
• Clothing must be clean and washable

It is up to the manager's discretion to decide what is appropriate for the workplace. We appreciate that comfort is important while working during the summer and non-operating times, but it is equally important to be dressed appropriately for the workplace. These dress requirements are intended to achieve a balance between comfort and appropriateness. Staff members may be asked to have their normal uniform clothing on hand in case there is a need to reassign them to an operating residence or dining location.

All University buildings and vehicles are to be smoke free. Staff members desiring to smoke must do so outside buildings and vehicles during designated breaks and meal times.

Food Service staff must thoroughly wash their hands after smoking prior to returning to work.

Solicitation is limited to the public areas of University buildings and grounds. The only public areas in the residence and dining halls are the entrances. Public areas outside the residence and dining halls are sidewalks and closed streets.

Solicitation involving staff members is limited to non-work time including meal periods and rest breaks.

Solicitation, including the selling of raffle tickets, cosmetics, tickets to or promotion of non-university sponsored activities, including individual staff members' entrepreneurial activities, are covered by these regulations, as are all other forms of sales and solicitation.

It is appropriate that small parties for staff members celebrating individual birthdays be held during rest or meal periods.

These parties are to be proper in all respects. In no case should any party have any sexual or other offensive content. Activities of a sexual nature have no place in a work setting. Such activities can lead to a work environment where other offensive behavior will take place. All staff members should promote a positive work environment.

All individuals who initiate or participate in parties with offensive content may be subject to disciplinary action.

The personal safety of all our staff, students, conference guests, visitors and other university personnel is a high priority of the Department of Housing, Dining, and Guest Services.

No staff member shall drink alcoholic beverages or consume intoxicating drugs at work or report to work under the influence of alcoholic beverages or intoxicating drugs. Staff members shall not possess, store, or consume alcoholic beverages or illegal drugs in university buildings or university vehicles, including adjacent grounds and parking areas. This policy is in effect from your arrival on campus until your departure and includes meal times and breaks.

The only exception to this policy is if any staff member is attending university sponsored staff recognition events, including the annual retirement luncheon. At these specific events, a staff member may consume beer or wine in a responsible manner.

The Department of Housing, Dining and Guest Services supports the development of all our staff members, including the use of computers to aid us in communication and to help us with our work. It is important that we all have access to the same information and increasingly it comes to us electronically.

With great access to computers comes responsibility and consideration of others, so please limit your time on the computer to five minutes. The computers are intended for such work-related computing tasks as checking e-mail communications from the University and/or the department and reviewing and approving your time in Kronos, which may be done on paid time. Please consult with your manager if you have any questions about proper use of the computers.

Everyone who uses the University's computing resources must do so responsibly, in accordance with the highest standards of ethical and legal behavior, and must respect the right of others to be free from harassment, intimidation or otherwise exposed to any material that may create a hostile work environment. (Please see Responsible Computing Use Policy, Miami University Policy and Information Manual for the complete policy).

Generally, Miami University does not close or cancel classes for adverse weather. In the rare situation where adverse weather may require class and/or schedule changes you can go to Miami's homepage and/or listen to one of the following radio stations:

AM Radio Stations

• WLW 700
• WPFB 910
• WHIO 1290
• WMOH 1450

FM Radio Stations

• WMUB 88.5
• WOXY 97.7
• WPFB 105.9

Previously, the University had a Plan A and a Plan B based on whether or not classes were held. Those same designations remain in effect for the Middletown and Hamilton campuses. For the Oxford campus, we have changed the designations for emergency weather to Code Yellow and Code Red. The Campus is either open or closed. If the campus closes there may or may not be students in residence. Code Yellow represents a situation in which the University is closed and there are students in residence. Code Red represents a situation in which the University is closed and there are no students in residence.

Transition time refers to 2 hours after the University closes or 2 hours before the University opens. Selected staff will need to be available to prepare the University to close or to open again. University employees will be designated to work during a weather emergency by their supervisors. Your supervisor will tell you whether or not you fit into one or more of the following categories.

1. Code Red Staff are those employees who keep the campus functioning when students are not in residence. These include, but are not limited to, employees who operate snow plows or perform other weather related tasks.

2. Code Yellow Staff are those employees who keep the campus functioning when students are in residence. These include, but are not limited to, dining hall staff, residence hall staff and Code Red employees.

3. Transitional Staff are those employees who must remain after the campus closes or come in early when the campus opens to assure that the buildings are locked/unlocked and shut down/open for business.

Classified staff designated as code yellow, red and/or transitional that report when the campus is closed due to adverse weather will be paid at their regular rate of pay during their regular shift plus the adverse weather premium pay. Transitional Staff will be required to stay up to two hours after the University closes or start work two hours prior to its opening.

When the campus is closed, people who are not designated code yellow, red or transitional should not come to work and will be paid for their normal work hours. Individuals who choose to come to work who are not designated code yellow, red or transitional staff will receive their regular rate of pay. These individuals do not qualify for adverse weather pay.

Code yellow and/or red staff who are not able to report when a code yellow or code red adverse weather alert is publicized are expected to follow the normal call in procedure. Failure to call in is considered a no call/no-show; the employee will not be paid for that day and they will accrue an occurrence under the attendance policy.

When the University is open, all employees are expected to report for work. If weather prevents you from reporting you are expected to follow the normal call in procedures. Failure to call in is considered a no call/no-show; the employee will not be paid for that day and they will accrue an occurrence under the attendance policy.

Employees are required to request vacation, comp or personal time in advance. Individuals who call off due to weather conditions when the University is not closed may be denied pay for that day. Two hours after the University closes, and two hours before the University opens is considered transition time. Selected transitional staff may need to be on site to lock/open the buildings and prepare for business. Transitional staff will be identified by their supervisor prior to any weather emergency.

Old Plan A & Plan B info listed below:

When classes are cancelled the aforementioned web site and radio stations will indicate whether the University is operating on Plan A or Plan B.

Plan A - Classes are cancelled

All staff will be expected to report to work as scheduled. University personnel who find themselves unable to report to work due to adverse weather and road conditions should notify their supervisor as soon as possible. It is important to remember that a decision to cancel classes does not constitute closing a campus. Likewise, one campus may cancel classes while the other two conduct classes as usual.

When students are in residence halls the following are considered weather-emergency, essential, staff and should report to work, if possible:

• All food service staff
• All housing staff
• All Culinary Support Center staff
• All Cook Place staff, except the interior design staff
• All scheduled Marcum Conference Center & Inn staff
• All Shriver Center staff, including the bookstore staff
• All scheduled Recreation Center food service staff
• Office of Student Housing & Meal Plan Services

Plan B - The university or an individual campus is closed due to weather conditions

Only designated weather-emergency staff should report to work. Weather-emergency staff are those employees designated by their supervisors in the Police Department, Physical Facilities Department, Department of Housing, Dining, and Guest Services, Telecommunications, and others designated by the department head as emergency weather staff. All other faculty and staff are asked not to come to the closed campus. It is important to remember that one campus could close and the others remain open depending on the weather conditions in various areas.

When students are not in residence halls (Winter Break) the following are considered weather-emergency, essential, staff:

• Culinary Support Center Staff, except Culinary Services
• All scheduled Marcum Conference Center & Inn Staff
• All Shriver Center staff, including the bookstore staff
• All Hydrations Food Service staff
• Cook Place staff as established by the department head

Cook Place keeps a listing of staff living close to Oxford. Local staff members who are scheduled off may be contacted to report to work during severe and emergency weather conditions. Residence Hall staff and others may be asked to assist in dining halls or other needed areas.

For staff working in Residence and Dining Halls, check advices (check stubs) are delivered to work locations. Staff wanting their check advice to remain at Cook Place, must notify the Cook Place payroll staff (529-3726) prior to Friday morning of the pay day.

Check advices for staff working in Marcum or Shriver Center are delivered to these work locations.

Classified staff are paid every two weeks. Unclassified staff are paid monthly.

View a sample Pay Stub.

The university uses an electronic time recording system called Kronos. Your university identification card must be swiped through the card reader at the beginning and end of your shift to record your time.

Your manager will ask that you verify hours worked either by requesting your electronic approval. Your approval means you agree with what is being submitted. If you have questions or there are errors please talk to your manager or supervisor.

If you are interested in working additional hours or overtime, complete an Extra Hours/Overtime Request Form and turn it in to your supervisor. Part time staff members are not permitted to work more than 30 hours per week.

Overtime will be distributed to staff desiring extra hours as fairly as possible. You can request to receive compensatory time in place of overtime pay. If you desire to receive compensatory time, rather than overtime pay, let your manager know prior to the end of the payroll period.

For SATSS staff: Upon the approval of Miami's Board of Trustees, pay increases may be awarded to SATSS employees effective the beginning of the pay period that includes July 1. Employees may be entitled to receive the total increase or part of the increase as described in the following guidelines:

• Employees hired prior to April 1 who have completed their initial probationary period will receive the entire general pay increase.
• Individuals hired prior to April 1 that will not have completed their initial probationary period by June 30 will be eligible to receive one-half of the general pay increase upon successful completion of their probationary period.
• General increases may be awarded to all employees in the SATSS group who have satisfactory performance.
• Employees with documented unsatisfactory performance reports may not receive the general pay increase. Employees currently at or above the maximum of their pay grades will not be eligible to receive any portion of the general pay increase.
• One-half of the increase shall be awarded in base pay with the remaining one-half given in the form of a lump-sum to be paid on June 30 of the following year, conditioned upon the individual's employment with the university as of that date.

For AFSCME staff: Pay increases are determined by the Bargaining Agreement.

In recognition of long-term service, an employee will become eligible to receive the annual pay supplement upon the completion of 10 or more years of Miami service by December 1. The amount of the supplement is 1% of the classified employees' base pay. The Service supplement is paid to eligible employees in a lump sum during the month of December.

The department has Job Enrichment Programs for all classified positions. These programs are optional for staff members. These programs were started to encourage personal growth and development, as well as increase job knowledge for staff members.

To be considered for and apply to participate in a Job Enrichment Program, you must: 1) have worked at the University for at least 12 months, full or part time and 2) have satisfactory work performance, with no discipline for the previous 12 months.

If you have any questions about Job Enrichment Programs or other educational opportunities, contact the Senior Administrator of Staff Development at 529-6956.

During the academic year, your supervisor must approve requests for time off for days units are in operation. Requests should be submitted in writing, as far in advance as possible of the date of the request. A request is not a guarantee that time requested would be approved. Forms are available from your manager or supervisor.

Click here for a copy of the request form.

Requests will be considered on a first-come, first-serve basis. Very limited time off may be approved during the first (August) or last month (April/May) of the academic year. Requests for use of vacation, compensatory, personal leave, or time off without pay may be for varying amounts of time, such as fifteen (15) minutes, four (4) hours, eight (8) hours or one day, one (1) week, etc.

Staff off due to an on-the-job injury may want to request and use vacation and compensatory time rather than sick leave since Workers Compensation will reimburse staff for vacation and compensatory time but not sick leave used.

During downtimes (non-operating times) and summer, scheduling is done by staff at Cook Place or by other area general managers at Shriver and Marcum Centers. Requests for time off should go through the appropriate person. If you have questions about whom a request should be sent to, ask your manager or supervisor.

For many years a number of staff have served Oxford and surrounding communities in volunteer fire departments and life squads. While the University wants to encourage staff to participate as volunteers in such services, Ohio law prohibits the University from paying classified staff for time not worked for the University, with the obvious exceptions of holidays, vacation time and sick leave.

Senior administration encourages supervisors to be as flexible as possible in altering work schedules to permit such volunteers to complete their normal number of work hours when they have been called upon to leave work for emergency runs. Additionally, if the involved employees so choose they may use accrued vacation under such circumstances without having to obtain the usual prior approval. Since we all know that emergencies do not always occur at convenient times, management is also encouraged to be flexible with regard to the morning arrival times of those who have been called out on late night emergencies and to permit make-up time in such instances.

The final alternative an employee/volunteer may choose is to be off without pay. As with the choice of using accrued vacation, prior approval would not be required under emergency circumstances.

The University also recognizes that volunteer fire fighters and life squad members are often expected to attend training sessions. Although it is hoped that such sessions will not regularly interfere with employees' normal work schedules, reasonable flexibility with regard to such meetings is also encouraged. Prior approval should be secured from the Supervisor.

Note: Emergencies involving university property and university students, faculty, or staff on university property will not require that employee/ volunteers be "off the clock."

Benefit

Part Time

Full Time

Intermittent 0-30 hrs/wk

Less than 30 hrs/wk

At least 32 hrs/wk 9 mo/yr

40 hrs/wk

Accidental Death & Dismemberment Insurance		1	X	X
Dental Insurance			X	X
Educational (Tuition) Fee Waiver		X	X	X
Flexible Spending Accounts			X	X
Health Care Insurance	2	2	X	X
Holidays	3	3	X	X
Personal Leave	X	X	X	X
Retirement	X	X	X	X
Sick Leave	X	X	X	X
Unemployment Compensation	X	X	X	X
Vacation	4	4	4	X
Voluntary Blood Donor Program		X	X	X
Worker's Compensation	X	X	X	X

1 Additional eligibility requirements
2 Can purchase
3 Depends on schedule
4 SATSS earn vacation on a prorated basis

Safety, for staff members and customers, is one of our highest goals. Because safety is so important, you will receive ongoing safety training related to your job.

Help keep accidents down by:

• Reporting any safety hazards to your supervisor such as frayed electrical cords, carts with wheels that don't roll correctly, etc.
• Wiping up spills immediately
• If you see something on the floor that poses a hazard, don't wait for someone else to pick it up or clean it up - it could be too late!

If an injury does occur, report the injury to your supervisor immediately. They will assist you with getting needed treatment. For any injury, even minor ones, you must complete an accident form. View a sample accident form.

Members of the Department of Housing, Dining, and Guest Services may use their ID to get food during meal breaks at reduced rates--$1.25 a day -each day the meal privilege is used. Meal charges are deducted automatically each payroll period from the staff member's check.

Staff using their meal privilege at Shriver and dining hall & a la carte locations will be limited to a dollar amount of food they receive for their meal privilege (if you go over the amount allowed you will need to pay cash for the amount over). Staff at these locations may be restricted at break times to a spending limit for beverages.

There may be some restrictions to the beverages staff may receive when using meal/break privileges.

During the academic year, except downtimes, only staff assigned to work at Shriver Center and Hydrations may use their meal privilege at their respective locations. During dining hall non-operating, "downtimes", and summer, staff may eat at any open location.

Staff may use their meal privileges at campus Markets for prepared foods only (no groceries).

Staff may not use their meal privilege on non-working days.

The philosophy of the Department of Housing, Dining, & Guest Services is to encourage all staff to further develop themselves through education and study, thereby increasing their value to themselves and the department. While our first priority as a staff must always be our customers, it is believed that we can accommodate those individuals who wish to further their knowledge and skills by following some basic guidelines as outlined below:

Any staff member who wishes to take classes that may interfere with any portion of their work shift must first meet the following eligibility requirements:

• Have completed eighteen (18) months of service at Miami University. Classified management staff does not have a waiting period.
• Has a satisfactory work record (performance reports) with no written disciplinary action or suspension for the previous eighteen (18) months. If work record or performance becomes unsatisfactory, requests for future classes may be denied until a satisfactory record is established.

All staff members should consult with their unit manager or supervisor in advance, prior to registering for the class, if there is a conflict with their work schedule. Classes may be scheduled at peak operating times with manager approval. Schedule changes that have been approved will be guaranteed during the time the class is in session. Approval will be given on a first- come, first-serve basis. All requests and approvals will be in writing with a copy at Cook Place. The Director or Central Staff member will review any denials.

Any staff member who requests time off during the normal work schedule may use time off without pay, compensatory time, vacation time or flex time (flex time includes the use of meal breaks). A commitment must be made at the beginning of the semester or class as to the method desired for the entire length of time the class is in session. If flex time is selected during the regular academic year, August through May, the time the staff member is away from the work site must be made up the same day. During summer working six (6) shorter workdays per week as the schedule permits may be used when classes run an extended length of time.

A staff member cannot take more than one class per semester that interferes with the normal work schedule.

To schedule classes during the summer, the staff member should consult with the Central Staff member doing scheduling for their area as these guidelines are subject to change based on vacation requests and other conference needs.

If there is a change of schedule after the class begins (such as the class is canceled, the staff member decides to drop the class, etc.), the staff member must notify the unit manager immediately.

The above pertains to any class you want to take. The class does not have to be job related. Some job related courses (home study, correspondence, and others) might be paid for by the Department. For further information, contact the Senior Administrator for Staff Development.

Information taken from the Miami University Policy and Information Manual

4.6 Parental Leave

As part of its efforts to foster a workplace in which professional success can be achieved while maintaining a quality personal and family life, the University supports employees and their families with leave opportunities for new parents. All requests for leave under this policy should be made as far in advance as possible, but generally not less than thirty (30) days before the leave commences and must be in writing and submitted to the appropriate personnel office (Academic Personnel or Human Resources). The following sections outline the leave program; however, employees and their supervisors should contact the appropriate personnel office for guidance and assistance with the process. The University will make appropriate arrangements to cover the duties of the employee while the employee is on Parental Leave. Tenure-track faculty members who have or share primary care-taking responsibilities associated with the birth or adoption of a child under age five (5) may request an extension of their probationary period, i.e., the tenure clock. (See Section 7.6.C for information on extending the tenure clock.) There are a number of other University-provided benefits designed to support employees and their families, e.g., flexible spending account, health insurance, and dental insurance. Employees should contact Benefit Services for information regarding these benefits. Payroll deductions for tax purposes should also be considered, and Payroll Services will assist the employee with any changes.

4.6.A Parental Leave

The University provides all benefit-eligible employees with twelve (12) weeks of Parental Leave to be used following the birth or adoption of a child. The purpose of Parental Leave is to provide a period of recovery from childbirth for the birth mother and a period of time for parents (birth mothers, fathers, domestic partners, and adoptive parents) to care for and bond with the newborn or newly-adopted child.

1. Paid Parental Leave

• Birth mothers: the University will provide up to six (6) weeks of Paid Parental Leave (100% of regular salary or pay) to each birth mother to recover from childbirth and to care for and bond with the newborn.


• Fathers, domestic partners, and adoptive parents: the University will provide up to three (3) weeks of Paid Parental Leave (100% of regular salary or pay) to each father, domestic partner, and adoptive parent to be used following the birth or adoption of a child to care for and bond with the child.

Paid Parental Leave must commence immediately following the birth or adoption of a child, except:

• with the approval of the appropriate personnel office, Paid Parental Leave may be taken prior to the event when deemed medically necessary or when required to fulfill the requirements for an adoption;
• or in the event both parents are employed by Miami University, the parents may elect to take their Paid Parental Leaves concurrently or consecutively.

2. Parental Leave for the Balance of the Twelve (12) Weeks

The balance of the twelve (12)-week Parental Leave period may be taken on either a full- or part-time basis as described below:

Full-Time Option—parents may take Parental Leave on a full-time basis. This leave may be taken in consecutive weeks immediately following the period of Paid Parental Leave or at a later time in a single period of consecutive weeks.

Half-Time Leave Option—parents who elect to take half-time Parental Leave must take the leave in consecutive weeks immediately following the initial period of Paid Parental Leave. Parents who elect to take half-time leave in effect double the duration of their remaining leave.

Note: non-contract periods and summer instructional contracts do not affect the Parental Leave period.

4.6.B Three-Months Additional Parental Leave Option

Parents may take up to three (3) months for additional Parental Leave on either the full- or half-time basis. However, the three (3)-month period is the maximum time period. It does not double to six (6) months if the parent elects the half-time leave option. Parents who elect to take all or part of the additional leave must take the leave in consecutive weeks immediately following the Parental Leave described in 4.6.A, number 2.

Note: non-contract periods and summer instructional contracts do not affect the Parental Leave period.

4.6.C General Principles

Half-Time Defined-It is presumed that classified and unclassified staff members will work one-half day each day they are scheduled to work. Alternative working arrangements may be made at the direction of, or with the consent of, the supervisor, department head, and appropriate vice president. Faculty who elect to work half-time following the birth or adoption of a child are required to have an approved plan of not less than fifty (50) percent time that includes instructional assignments and must be approved by the chair, dean, and provost.

Single Election-A parent may elect half-time leave only once. A parent who is on leave on a half-time basis may elect to resume full-time leave or to return to full-time work before the exhaustion of the Parental Leave or three-months additional Parental Leave for the birth or adoption of a child. Any employee who elects to resume full-time leave or to return to full-time work is not eligible to take half-time leave again for the birth or adoption of the child for which the leave was originally taken.

Family Medical Leave-All Parental Leave will run concurrently with Family Medical Leave (FML) to the extent the parent has FML available (See Section 4.7).

Twelve-Month Limit-All Parental Leave and three-months additional leave must be used within the twelve (12) months immediately following the birth or adoption of the child.

Exhaustion of Paid Parental Leave-Paid Parental Leave must be exhausted prior to the use of any other paid leave (sick leave, vacation, compensatory time). Paid Parental Leave does not reduce the employee's accrued time under any other University paid leave program (sick leave, vacation leave, or compensatory time).

Use Of Sick Leave-Parents may use accrued sick leave during Parental Leave if medically necessary and qualified under the University's sick leave policy.

Use Of Other Paid Leave-Parents may use any other accrued paid leave (vacation time or compensatory time) during Parental Leave.

Benefit Eligible-For the purpose of this policy a benefit-eligible employee is one who has an appointment of at least nine (9) months duration for at least 32 hours per week.

Information taken from the Miami University Policy and Information Manual
Eligibility

In accordance with federal law, employees are eligible for family and medical leave after twelve (12) months of employment and provided the employee has performed at least 1250 hours of work during the previous 12-month period. (Full-time faculty are deemed to meet the 1250-hour requirement.) All eligible employees are entitled to a total of twelve (12) workweeks of leave during the 12-month period of July 1 through June 30 for one or more of the following reasons:

• the birth of a child and to care for the newborn (Reason 1);
• the placement of a child with the employee for adoption or foster care (Reason 2);
• to care for the employee's spouse or domestic partner, or child or parent of the spouse or domestic partner, with a serious health condition (Reason 3);
• a serious health condition that makes the employee unable to perform the essential functions of his or her position (Reason 4).

Miami requires employees to substitute accrued paid sick leave (e.g., vacation, sick leave, personal leave) for family and medical leaves whenever permitted by law (i.e., 29 C.F.R. 825.207-208). If the employee does not have available sufficient paid leave for the entire twelve (12) weeks, the employee may take the balance of the leave as unpaid leave. If the employee has available more than twelve (12) weeks of paid leave, the employee may use all the paid leave that applies to the employee's situation.

A family and medical leave may run concurrently with a worker's compensation absence when the injury is one that meets the criteria for a serious health condition. As the worker's compensation absence is not unpaid leave, the provision for substitution of accrued paid leave is not applicable.

Notice and Approval (4.7.B)

The employee must provide the appropriate personnel office with a minimum of thirty (30) calendar days advance notice before the date the leave is to begin. Employees should contact the appropriate personnel office for more detailed information and to arrange family and medical leave, including parental leave. The Department of Human Resources can assist employees and their supervisors in arranging suitable coverage of the employees' responsibilities while on leave. Employees are required to complete the forms and return them to the appropriate personnel office for approval of leave within a minimum of thirty (30) calendar days advance notice before the date the leave is to begin. However, if the date of the birth, placement of the child, or serious health condition of the employee or family member requires leave to begin in less than thirty (30) days, the employee must provide as much notice as is practicable. Failure to give notice may result in a delay of leave.

Employees must request the family and medical leave in writing and submit the request to the appropriate personnel office. A medical certification form will be provided. Medical certification must be received in the appropriate personnel office prior to approval of the leave.

To use leave for the care of a domestic partner or the child or parent of the domestic partner, a completed Affidavit of Domestic Partnership must be on file with the Department of Human Resources.

Substitution of Paid Leave (4.7.C)

Miami requires employees to substitute accrued paid leave (e.g., vacation, sick leave, personal leave) for family and medical leaves whenever permitted by law (i.e., 29 C.F.R. 825.207-208).

If the employee does not have available sufficient paid leave for the entire twelve (12) weeks, the employee may take the balance of the leave as unpaid leave. If the employee has available more than twelve (12) weeks of paid leave, the employee may use all of the paid leave that applies to the employee's situation.

A family and medical leave may run concurrently with a worker's compensation absence when the injury is one that meets the criteria for a serious health condition. As the worker's compensation absence is not unpaid leave, the provision for substitution of accrued paid leave is not applicable.

Intermittent Leaves and Reduced Leave Schedules (4.7.D)

An intermittent leave is a leave taken in separate blocks of time due to a single illness, injury, or health condition. An example is a leave taken several days at a time spread over several months for chemotherapy.

A reduced leave schedule is a change in the employee's normal schedule for a period of time, usually from full-time to part-time. An example is a reduction in the workday from eight (8) hours to six (6) hours because of a serious health condition.

Leaves taken for the following reasons shall not be taken intermittently or on a reduced-leave schedule: leaves taken for the birth of a child or to care for the newborn (Reason 1) and leaves taken for the placement of a child with the employee for adoption or foster care (Reason 2).

Leaves taken for the following reasons may be taken intermittently or on a reduced-leave schedule: leaves taken to care for the employee's spouse or domestic partner, child or parent of the spouse or domestic partner (Reason 3) and leaves taken because of a serious health condition that makes the employee unable to perform the essential functions of his or her position (Reason 4).

An employee who takes intermittent leave or a reduced-leave schedule may be temporarily transferred to an alternative position, for which he or she is qualified, that has equivalent pay and benefits and that better accommodates recurring periods of leave than does the employee's regular position.

Employees shall make a reasonable effort to schedule leaves so as to avoid unduly disrupting the operations of Miami University, subject to the approval of the health care provider of the employee (Reason 4) or of the employee’s spouse or domestic partner, child or parent of the spouse or domestic partner (Reason 3).

Certification (4.7.E)

Miami University requires a medical certification from the health care provider for leave taken for Reasons 3 or 4.

Serious health condition means an illness, injury, impairment, or physical or mental condition that involves inpatient care in a hospital, hospice or medical care facility, or continuing treatment by a healthcare provider.

The certification form may be obtained from either the Department of Human Resources or the Office of Academic Personnel Services. Miami University may, from time to time (generally not more often than every 30 days), require recertification during the period of leave. Failure to provide certification or recertification may result in a delay of leave, denial of leave and/or loss of pay for the leave period. Falsification of certification is grounds for disciplinary action up to and including dismissal.

Miami University may require, at its expense, that the employee obtain the opinion of a second healthcare provider selected by Miami University concerning any information certified. In case of conflict between the second opinion and the employee's certifying healthcare provider, Miami University may, at its expense, require the opinion of a third healthcare provider (jointly selected by the employee and Miami University). The opinion of the third healthcare provider shall be final and binding on Miami University and the employee.

Miami University may require a certification from the employee's healthcare provider that the employee is able (or unable) to return to work, when the family and medical leave was because the employee's serious health conditions made the employee unable to perform the essential functions of the employee's job.

Failure to Return from Leave (4.7.G)

Miami University may recover from the employee the cost Miami University paid for maintaining University provided benefits during the unpaid period of leave if the employee fails to return from leave unless the failure to return is due to 1) the continuation, recurrence, or onset of a serious health condition that would otherwise entitle the employee to leave under the family and medical leave policy; or 2) other circumstances beyond the control of the employee.

Other Employment (4.7.H)

Employees on family or medical leave are not permitted to perform services for remuneration for other employers (including self-employment), as an independent contractor, partner, sole proprietor, principal in a corporation, or for any other individual or entity, unless approved, in writing, in advance by the appropriate vice president or the vice president's designee. For units reporting to the President, the appropriate vice president is the Vice President for Finance and Business Services and Treasurer.

Instructional staff and administrative staff who have approved outside consulting/employment (see Section 3.11 of this manual) must obtain the approval of the appropriate vice president to continue such services during a period of leave.

Information taken from the Miami University Policy and Information Manual

A military leave is granted without pay upon entering the service. During a tour of duty, an employee will continue to accumulate seniority. Upon discharge from the military, the employee must make application for re-employment within ninety (90) days after discharge.

Reserve Duty (4.9.B)

Employees will be granted leaves of absence with pay for up to twenty-two (22) days upon request when they are required to participate in training duty as members of an Armed Forces Reserve Organization, the National Guard, or are called out on an emergency basis for such service.

For payment to be approved, you must submit your orders or statement from your military commander as evidence of duty.

Information taken from the Miami University Policy and Information Manual

Court Leave

Jury Duty (4.9.C.1)

Miami University encourages its employees to fulfill their civic duty by responding to a call to jury duty. Employees serving jury duty are entitled to leave with pay. The employee must submit a request for leave to his or her supervisor and the appropriate personnel office for approval. A copy of the summons for jury duty must be attached to the request.

The employee will not be asked to pay to the University any amount of compensation received by the employee from the court. The employee is required, however, to return to work any day he or she is excused by the court for a period greater than four (4) hours.

Faculty is expected to make suitable arrangements for coverage of classes with their department chair. Employees whose work shifts do not coincide with jury service hours may also be relieved of employment duties during jury service. Arrangements for coverage should be made through the appropriate personnel office in consultation with the employee's department.

Paid leave is not granted if you must appear in court for criminal or civil cases associated with personal matters such as traffic court, divorce proceedings, etc

If you are in a classified position, which is less than full time, and you want to be considered for full time in the same job classification, complete an application form in the Department of Human Resources, Roudebush. If you are interested in applying for a job other than building and grounds assistant or food service assistant, you can apply when position vacancies are posted.

Classified job position announcements are posted on-line at muohio.edu and on bulletin boards in the following locations: Roudebush (Oxford), and Shriver Center (Oxford), Mosler Hall (Hamilton Campus), and Johnston Hall (Middletown Campus).

Jobs are also listed on the Job Hotline at 529-6400, press the number 2 as instructed to listen to a summary of the positions currently available. Keep in mind that not all the details can be listed on the recording. Vacancies are posted/announced for three days, either from Monday through Wednesday, or from Wednesday through Friday. Tested positions may be posted for five days.

Current Miami University staff members and individuals outside the university may apply for these positions when they are posted. All applicants, internal and external are considered together and the one who is best matched for the position is selected.

Unclassified job positions and faculty positions are published in The Report. Some positions may also be advertised in a variety of trade publications.

Staff members may request to change work location within dining halls by completing a card at Cook Place called "Request to Change Work Location." These request forms are NOT for changes in classification or early shifts. To be considered for an early shift you must go to the Department of Human Resources in Roudebush Hall and complete an "Internal Transfer" request form.

As retirements, promotions, and job changes occur, requests by current staff are considered. Requests may not always be granted.

There may be dining hall locations that have premium schedules. Schedules in these locations are seen as better schedules, typically Monday through Friday.

If you meet the criteria and want to apply for a location with a premium schedule, complete "Request for Change in Work Location" form at Cook Place.

Listed below is the criteria used in selecting individuals for positions in these halls:
• Must be full-time cook, food service worker, or building service worker in dining halls.
• Must have satisfactory work record, with no written disciplinary action or suspension for the previous 36 months.
• Must have attained an attendance record that averaged no more than forty-eight hours of sick leave used per twelve months worked, over the period of their dining hall employment through the previous year ending December 31.

The Department has a number of committees on which staff can serve. These committees were started to increase and seek our participation, input, and ideas in a number of areas from staff members working in all areas of the Department. The number and type of committees may change due to changes in staff concerns.

Currently the committees are: Staff Achievement & Involvement, Communications, and Safety, which consist of six area sub-committees. Each committee is made up of at least thirteen (13) members.

Any staff member may request to serve on a committee. Request cards are available near the Staff Suggestion Boxes. Members are selected to fill vacancies from these cards. Members serve on a committee for a period of two (2) years.

All staff members have access to a phone. Most break areas have a phone that staff members may use during their break or meal periods.

Office phones should only be used for business use and emergencies. Telephone numbers are listed in the Appendices. Let family members know the phone number(s) to call if there is an emergency.

If you need to make long distance telephone calls from work you can request a calling code through the Telecommunications Office, 529-3511. Charges for long distance calls would be payroll deducted. Additional services, such as cell phone service, may be available from the Telecommunications Office.

When you are in an area or building and the phone rings, please answer it, if possible. It may be an emergency or other important call. Answer the phone by identifying your location and your name. An example: "Harris Dining Hall, John Jones. May I help you?" Be courteous at all times on the phone. It may be a customer or person who will get their impression of Miami University by the way you conduct yourself on the phone.