Transcription
STAFF HANDBOOK
\ WELCOMENorthwestern University staff are essential to advancing the University’s mission ofexcellent teaching, innovative research, and the personal and intellectual growth of itsstudents in a diverse academic community.The last two years have made even more visible the commitment, creativity, andresilience of our Northwestern employees. Despite the uncertainty and challenges,you persevered, and the University is all the better for it.We are now in a unique moment as we consider the impact of the pandemic on ourprofessional and personal lives. It is a time of opportunity and of change. Throughnew ways of working together and a deeper focus on advancing a culture of inclusion,recognition, and belonging, together we will evolve our workplace.This handbook offers information on the University’s policies and practices and yourresponsibilities as an employee—as well as Northwestern’s responsibilities to you.It serves as a comprehensive resource and covers a range of topics. However, HumanResources is always available if you need further information. Please feel free tocontact askHR.Lorraine GoffeVice President and Chief Human Resource OfficerOn the cover: University Hall
Prtizker School of Law
CONTENTS1\ INTRODUCTION.1.1History and Structure of Northwestern.1.1Northwestern Values .1.2About This Handbook.1.3Disclaimer.1.3Questions.1.32 \ EMPLOYMENT. . .2.1Joining Northwestern.2.1Employment Eligibility.2.2Types of Employment.2.2Exempt Staff.2.3Non-exempt Staff.2.3Background Checks.2.3Other Employment Requirements.2.5Onboarding—New Employee Orientation.2.5Probationary Period.2.5Personnel Files and Access.2.6Transfer and y for Rehire.2.8Performance Reviews.2.8Professional Development .2.9Staff Recognition.2.9Corrective Action Process.2.9Resolving Workplace Issues.2.10Non-retaliation.2.11Employment At Will .2.12Resignation or Voluntary Termination of Employment .2.12Involuntary Termination of Employment.2.13Post Resignation/Termination Procedures.2.13Unpaid Interns and Volunteers.2.153 \ REQUIREMENTS IN THE WORKPLACE. . .3.1Civility and Mutual Respect.3.1Ethics and Compliance.3.2Conflict of Interest.3.2Acceptance of Gifts and Hospitality from External Parties.3.2Preventing Violence.3.3Reporting Violence.3.4Hazing .3.5Use of Northwestern Facilities for Political Activities.3.5Demonstration .3.5COVID-19 Compliance Requirements.3.6Drug-free Workplace .3.6Northwestern \ STAFF HANDBOOK \ CONTENTSi
3 \ REQUIREMENTS IN THE WORKPLACE (CONT'D)Staff Fitness for Duty Evaluation Policy.3.6Emergency Preparedness.3.7Indemnification.3.7Dress Code/Personal Appearance.3.7Smoking.3.8Personal Mail and Phone Use.3.8Use of Computers and Networks.3.8Solicitation.3.9Equipment and Facilities .3.9Security of Confidential Information.3.9Patents and Inventions.3.10Copyright/Works Made for Hire .3.104 \ WORKPLACE COMMITMENT.4.1Discrimination and Harassment.4.1Title IX Statement.4.1Sexual Harassment and Sexual Misconduct.4.2Additional Guidance.4.2Confidential Resources.4.3Where to Get Advice and Help.4.4Section 504 Statement of Non-Discrimination.4.4Accommodation of Disabilities and Pregnancy.4.4Religious Accommodations.4.5Reproductive Health Decision Making.4.55 \ BENEFITS.5.1Eligibility.5.1Health, Dental, and Vision Benefits.5.1Financial Benefits.5.1Spending Accounts.5.2Commuter Benefits.5.2Tuition Benefits.5.2Retirement Benefits .5.3Leaves of Absence.5.4Family and Medical Leave Act (FMLA) Leave.5.5Birth and Adoption Parental Leave (BAPL) .5.6Illinois Victims’ Economic Security and Safety Act(VESSA) Leave.5.6Military Leave.5.7Military Caregiver Leave.5.8Illinois Family Military Leave.5.9Workers’ Compensation Leave.5.10Medical Leave.5.10Unpaid Personal Leave.5.11Local Benefits.5.11Repatriation Leave (Qatar).5.116 \ PAID TIME AWAY FROM WORK. . .6.1Eligibility.6.1Scheduled Holidays.6.1iiCONTENTS \ STAFF HANDBOOK \ Northwestern
6 \ PAID TIME AWAY FROM WORK (CONT'D)Winter Recess.6.2Personal Floating Holiday Time.6.2Vacation Time.6.3Incidental Sick Time and Extended Sick Time.6.6Paid Sick Leave for Non-Benefits Eligible Staff.6.8Workers’ Compensation.6.8School Visitation.6.8Voting Time.6.8Bereavement Absence.6.9Jury Duty.6.9Military Reserve Training.6.9Documentation of Absence.6.97 \ COMPENSATION. . .7.1Job Descriptions and Job Families.7.1Salary Structures and Pay Grades.7.2Performance Management and Merit Pay.7.2Designation of Staff Jobs.7.28 \ WORK HOURS AND PAYROLL.8.1The Workday.8.1Attendance.8.1Unscheduled Absence.8.1Job Abandonment.8.2Pattern Absence.8.2Tardiness.8.2Varying Schedule.8.2Overtime.8.2Reporting Hours.8.3Compensatory Time.8.3Lunch Periods.8.3Rest Periods.8.3Pay Day.8.3Direct Deposit.8.3Exempt Pay Deductions.8.4Required Staff Information.8.49 \ STAFF WELL-BEING. .9.1Employee Assistance Program.9.1YourLife Wellness Program.9.1Flexible Work Arrangements.9.2NU Cares.9.2Adoption Assistance Reimbursement Program.9.2Childcare Support and Parenting Resources .9.3Senior and Adult Care Program.9.3Discounts, Facilities, and Services.9.310 \ PROFESSIONAL AND OTHER UNIVERSITY ORGANIZATIONS. 10.1Resources Directory.Inside Back CoverNorthwestern \ STAFF HANDBOOK \ CONTENTSiii
UNIVERSIT Y LIBRARY \ EVANSTON
11 \ INTRODUCTIONUniversity mission: Northwestern is committed to excellent teaching, innovativeresearch, and the personal and intellectual growth of its students in a diverseacademic community.History and Structureof NorthwesternNorthwestern was established under a charterapproved by the Illinois state legislature onJanuary 28, 1851. Today, Northwestern is a private,nonsectarian university with three campuses.Two campuses are located on Lake Michigan:one campus is in Evanston, a North Shore suburbof Chicago, and the other is located in downtownChicago. The schools on these campuses enrollapproximately 18,000 students during theacademic year.In 2008, Northwestern opened an internationalcampus in Doha, Qatar. It is one of the Americanuniversities established in Education City, Doha,as a result of collaborative agreements between theuniversities and the Qatar Foundation. Each of theseuniversities brings to Qatar educational programs forwhich those institutions are especially renowned.Northwestern \ STAFF HANDBOOK \ INTRODUCTIONNorthwestern is comprised of 12 schools: Bienen School of Music Feinberg School of Medicine Kellogg School of Management McCormick School of Engineering and AppliedScience Medill School of Journalism, Media, IntegratedMarketing Communications Northwestern University in Qatar Pritzker School of Law School of Communication School of Education and Social Policy School of Professional Studies The Graduate School Weinberg College of Arts and SciencesNorthwestern operates under the supervision of aBoard of Trustees, whose members serve without pay.Northwestern’s revenue comes from endowment andgifts, student tuition and fees, government contractsand grants, and other sources. To view Northwestern’sorganization chart visit hart.pdf.1.1
Northwestern ValuesNorthwestern is a community of thousands of amazing and diverse staff members, students, and faculty.Each of us is on a journey to achieve excellence in ourwork and personal and intellectual growth. The way inwhich we navigate this journey is with a compass, ourvalues, which guides each of us in our Northwesterndirection.We strive for Excellence, taking pride in what we do.This looks like: Taking ownership and doing what is neededwithout having to be asked. Taking responsibility for outcomes, even whenthings don’t turn out right. Bringing forward options and solutions, not justidentifying problems. Doing what you say you will do, when you say youwill do it, working through circumstances withdetermination. Producing quality work that is both accurate andinsightful. Providing valuable and helpful service to customers,making things easier for them. Working efficiently, and using University resourcesresponsibly. Being a good steward, always working toward abetter and more sustainable future.Staff members are always welcome tocontact Human Resources:» In person:– In Evanston at 1800 Sherman, 1st Floor,at askHR– In Qatar at the NU-Q Human ResourcesDepartment» Virtually:– email askHR@northwestern.edu– call 847-491-47001.2We learn through Discovery, growing all the time.This looks like: Developing your professional skills, being curiousand willing to learn. Generating ideas and finding new ways tocontribute. Making improvements to the way work getsdone, even when things may not be your directresponsibility. Being open to and soliciting feedback, and applyingthe learnings to the way you work.We engage in Collaboration, achieving successtogether. This looks like: Building strong working relationships and a positivework environment. Keeping others informed and involved. Finding and using the strengths of others, acrossthe University. Being a great team member, pulling your weightand making space for others to shine. Recognizing the contributions of others. Helping others develop through candid andconstructive feedback.We embrace our Diversity, fostering a vibrantcommunity. This looks like: Treating everyone with courtesy and respect, makingNorthwestern a welcoming community for all. Being respectfully curious about people’sexperiences. Seeking diverse perspectives from others. Reaching out to be inclusive of others. Confronting people or situations that inhibitdiversity. Increasing diversity, through hiring, development,and engagement.We act with Integrity, building safety and trust.This looks like: Acting ethically, and seeking guidance when theethics of a situation are not clear. Being transparent, open, and honest. Holding others accountable for unethical behavior. Acting with the Northwestern’s best interest at heart. Honoring Northwestern’s policies and regulatoryrequirements. Doing whatever is necessary to create a safeenvironment for all. Going beyond minimal standards to assure theintentions of our initiatives are realized.INTRODUCTION \ STAFF HANDBOOK \ Northwestern
About This HandbookThis Handbook provides general descriptions ofpolicies, programs, and benefits, as well as guidelinesfor job performance and job behavior relating to staffmembers who work at Northwestern.Staff members support the faculty, students, andNorthwestern in their educational and researchmissions. Staff members include executive, managerial, administrative, professional, postdoctoral fellow,research (staff), technical, maintenance, and clericalpositions. Occupational categories for staff membersinclude jobs in maintenance, service, clerical,research, technical, professional, and administrativeareas.Some Northwestern staff positions are covered by alabor agreement. In such cases certain policies andprocedures may be different and are determined bythe specific labor agreement. Staff members holdingsuch jobs should obtain a copy of the labor agreement from their union steward to determine thosedifferences.This Handbook also applies to staff membersworking at Northwestern University in Qatar. Theremay be differences in some employment policies,practices, and benefits. For more information aboutNorthwestern University in Qatar, visit www.qatar.northwestern.edu. Individuals with job titles classified as Librarian Faculty are covered by LibrarianFaculty: Terms of Appointment; for more information,visit rianFacultyTermsofAppt.pdf.Features of this Handbook include: A table of contents, which a reader can use toaccess sections within this Handbook. To access aspecific section, click on the section heading orpage number. A directory providing contact information for HumanResources and other resources. This directory islocated at the end of this Handbook.Northwestern \ STAFF HANDBOOK \ INTRODUCTIONThroughout this Handbook: The term “supervisor” is used to refer to anindividual who has supervisory responsibility forothers regardless of title within Northwestern. Links to other specified pages and sectionswithin this Handbook—as well as to sections ofNorthwestern’s website and to external websites—are underscored and highlighted in blue. Readersviewing this Handbook online may click on theselinks to reach the referenced page, section, orwebsite.DisclaimerIn summarizing the terms and conditions of staffemployment at Northwestern, this Handbook doesnot provide a detailed description of all employmentpolicies and practices; each department/unit atNorthwestern may adopt additional policiesparticular to its functions.From time to time, Northwestern’s policies andprograms may change; these changes will besummarized in periodic notices. To be sure you havecurrent information, check for these notices postedonline at www.northwestern.edu/hr/handbook, conferwith your supervisor, or contact Human Resources.This Handbook is not an employment contract or anassurance of continued employment. Northwesternmay change without notice any statement in thisHandbook concerning rules, policies, tuition, fees,curricula, courses, procedures, benefits, or othermatters. Accordingly, a staff member should checkthe most current information if there is any doubtabout the application of a policy. For the currentedition of this Handbook, visit www.northwestern.edu/hr/handbook.QuestionsFor questions that are not answered in this Handbook,staff members are encouraged to ask their supervisoror email askHR@northwestern.edu. Staff membersalso may visit Northwestern’s policies website atwww.policies.northwestern.edu.1.3
SHAKESPEARE GARDEN \ EVANSTON
22 \ EMPLOYMENTNorthwestern is an excellent place to work, providing a challenging work environment andcompetitive rewards. This combination is reinforced by strong benefits and workplaceopportunities, the ability of staff members to maintain an effective integration betweentheir work and personal lives, and the personal satisfaction of advancing the goals of one ofthe top universities in the world.Joining NorthwesternHuman Resources and the supervisor seeking to fill aposition vacancy work jointly on recruiting, screening,and selecting candidates.Staff positions must be posted no less than fivebusiness days in accordance with the Diverse Candidate Slates in Recruitment and Selection at Northwestern policy. Also in accordance with this policy,positions identified as having an underrepresentationof minorities or women must remain posted until aqualified diverse slate of candidates has been identified for interview. Offers of employment may beextended following the posting period and subsequent interview.To view regular and temporary job opportunities, visitwww.northwestern.edu/hr/careers.For a description of what constitutes an exemptposition versus a non-exempt position, see Types ofEmployment, beginning on page 2.2.Northwestern is committed to» equal employment opportunities» establishing equitable policies, processes,and procedures, and» monitoring those efforts for progress.Northwestern \ STAFF HANDBOOK \ EMPLOYMENT» How to ApplyNorthwestern requires an online application besubmitted for each open job opportunity at theUniversity. All applicants should apply for staff jobopenings by visiting www.northwestern.edu/hr/careers. Northwestern only accepts applicationsand resumes for specific openings, and they mustbe submitted online in order to be considered.» Good Faith SearchNorthwestern is an equal opportunity employer.Good faith efforts are made to provide diversecandidate pools that include members of groupsunderrepresented in Northwestern’s workforce.All searches are conducted in compliance with thelaws of the United States, the State of Illinois, localjurisdictions, and the Affirmative Action Plan of theUniversity.» Affirmative ActionNorthwestern is a federal contractor that activelyparticipates in affirmative action planning in theareas of recruitment and retention. For each employment and promotional opportunity, Northwesternactively seeks women, minorities, veterans, andpersons with disabilities to maintain a Universitycommunity that is based on equal opportunity,reflects the diversity of American society, andimproves opportunities for women, minorities,veterans, and persons with disabilities.2.1
» Diverse Candidate Slates in Recruitmentand Selection at NorthwesternThe Diverse Candidate Slates in Recruitment andSelection at Northwestern policy seeks to create aneffective hiring process that will prioritize the recruitment and advancement of qualified candidates whileachieving equitable outcomes.Diverse candidate slates are required at Northwesternfor open, benefits-eligible staff positions in which anunderrepresentation exists, and this policy providesupdated guidance for interviewing, staffing andexecutive search firms, interview panels and searchcommittees, and promotions. For details visit -process/develop-strategy/index.html.» Accommodation of Disabilities andPregnancyNorthwestern reasonably accommodates personswith disabilities. The Americans with Disabilities Act(ADA), as amended by the ADA Amendments Act of2008, is a federal anti-discrimination statute thatprovides protections to persons with disabilities inemployment, public accommodations, state and localgovernment services, and telecommunications.Employees and applicants with a disability (asdefined under the ADA, as amended) may be eligiblefor reasonable accommodations that allow them toperform the essential functions of their position orparticipate in the hiring process for an open position.A reasonable accommodation for an employee mayinclude such things as changing the physical layout ofthe workplace, restructuring job duties, or modifyingthe work schedule. A reasonable accommodation foran applicant may include making certain, reasonablemodifications to the application, screening, or interview process to ensure the process is accessible.Employees who are pregnant, recovering from childbirth, or have a condition related to pregnancy havethe right to ask for reasonable accommodations.Northwestern is committed to providing a safeenvironment and endeavors to protect thehealth, welfare, and safety of all employees,students, and visitors. Hiring qualifiedindividuals to fill positions contributes toNorthwestern’s success in meeting its missionand strategic priorities.2.2Accommodations may include more/longer bathroombreaks, access to places to sit, assistance with orlimits on lifting, a private space for expressing milk,or time off to recover from pregnancy. For moreinformation regarding employee rights on Pregnancyin the Workplace, employees can download theIllinois Department of Human Rights fact sheet atwww.illinois.gov/dhr or refer to the posted “PregnancyRights Notice.” Access to private non-restroom areasfor breastfeeding across campus can be found byvisiting on-support/index.html.For additional information regarding the processfor applying for accommodations, es/accommodation.Employment EligibilityNorthwestern ensures that all employees, as well asall other individuals paid through the Universitypayroll system, are legally eligible to be employed inthe United States. Failure to meet eligibility requirements will make a candidate ineligible for hire, orresult in the withdrawal of an offer or termination ofemployment for a staff member.Falsification or omission of information as partof the application process may result in denial ortermination of employment. Fingerprinting may berequired for certain positions; failure to comply or anegative finding is grounds for denial or terminationof employment.Types of EmploymentThere are several types of employment atNorthwestern. Staff members may be full-time,part-time, or term. Northwestern also employstemporary employees. Full-time staff members are scheduled to workat least 37.5 hours per week. The most commonfull-time schedules total 37.5 or 40 hours per week. Part-time staff members are scheduled to workfewer than 37.5 hours per week. Part-time staffmembers who work fewer than 18.75 hours perweek are not eligible for benefits or other paid timeoff accruals. See page 5.
University mission: Northwestern is committed to excellent teaching, innovative . research, and the personal and intellectual growth of its students in a diverse . academic community. History and Structure . Northwestern is comprised of 12 schools: of Northwestern. Northwestern was established under a charter . approved by the Illinois state .
