New Hire Orientation

Welcome to Augusta University

To familiarize new employees with policies, procedures, and benefits information.

We want you to be the best!

Purpose

• Augusta University is:

Georgia’s only Health Sciences University

One of the 31 schools

• The USG is governed by the Board of Regents (BOR).

• Composed of an 19 members, five of whom are appointed from the state-at-large, and

one from each of the 14

congressional districts.

The University System of Georgia

• The Board of Regents sets forth policies applying to all University System institutions.

• As an educational institution, Augusta University is subject to applicable State and Federal laws.

• Compliance with all applicable laws, regulations and policies is everyone’s responsibility.

The University System of Georgia

Nine Colleges

College of Allied Health

Sciences

College of Arts, Humanities &

Social Sciences

Hull College of Business

Dental College of Georgia

College of Education

The Graduate School

College of Nursing

College of Science and

Mathematics

Medical College of Georgia

Key Policies

Resources for Policies• Your supervisor

• Employee handbook

• Administrative Policies and Procedures

http://www.gru.edu/compliance/policyinfo/

• The Employee Relations website at:

http://www.gru.edu/hr/relations/university-employee-

relations/

The Board of Regents Policy

With the exception of certain public safety employees, all classified employees are required to serve the first six months of employment on a provisional basis to provide the employer an opportunity to evaluate the employee's performance.

The Board of Regents Policy-cont.

If the work of the employee is satisfactory, employment will be continued. Should the work not be satisfactory, the employee will be notified in writing prior to the completion of the six months and the employee may be terminated at that time without the right of appeal.

The Board of Regents Policy-cont.

• The job performance of all new employees must be evaluated at least once during the employee's first six months.

• A supervisor has the choice to evaluate a new employee after three (3) months and then again prior to the conclusion of the six (6) month provisional period.

Annual Performance Appraisals

• An annual performance appraisal is completed once a year, between March 1 and April 30, on all continuing employees and will be the basis on which a merit increase may be recommended.

• The annual performance appraisal must be submitted to Human Resources no later than May 15 of each year.

• Mid-year reviews (September).

Vacation/Annual Leave

Augusta University provides paid annual leave for regular/full-time and regular/part-time employees. The accrued leave is based on work commitment.

Note: Temporary employees do not earn nor accrue annual leave.

Vacation/Annual Leave

For 1.0 work commitment:

• 0 to 5 years of service - 10 hours monthly (equivalent to 15 working days a year)

• 5 to 10 years of service – 12 hours monthly

• 10 years plus – 14 hours monthly

Annual Leave Retention

An employee may only retain 360hrs (45 days) of annual leave when entering a new calendar year and may only be paid for 360hrs (45 days) at time of termination.

Sick Leave

• All regular/full-time and regular/part-time employees earn and accrue 8 hours of sick leave monthly.

• The rate of sick leave accrual for all eligible employees is based on the employee’s work commitment.

Note: Temporary employees do not earn or accrue sick leave.

Use of Sick Leave

• Illness of the employee• Doctor and dental appointments that cannot be

scheduled before or after duty hours

• Illness of the employee’s spouse, child, step child or parent, which requires the employee’s presence

• Birth or adoption

• Death in the employee’s immediate family

• Quarantine due to contagious illness

Physician’s Note

A physician’s note is required in the following instances:

• If you use accrued sick leave for a period of six (6) or more days

• For shorter absences at the discretion of your supervisor

• For any period of absence due to a work-related injury or illness

• Regular/full-time and regular/part-time employees may use accrued sick leave to attend the funeral of a member of their immediate family.

• If an employee attends a funeral of an individual who is not in their immediate family, then the employee must use annual leave.

Bereavement Leave

Immediate Family

Spouse Child ParentParent-in-

law

Brother Sister Stepchild Son-in-law

Daughter-in-law

GrandparentFoster parent

Legal Guardian

• Regular full-time employees are eligible for nine (9) paid holidays during the year.

• Regular part-time employees accrue based on work commitment.

Note: Temporary employees, regardless of work commitment, are not eligible for paid holidays.

Holidays

• Regular full-time employees accrue three (3) Unscheduled Holidays per year (Feb., May, & August).

• Regular part-time employees accrue leave based on work commitment.

• Use of Unscheduled Holidays must be approved in advance by the employee's supervisor. Unscheduled Holidays do not roll over to the following calendar year.

• Employees may take UH in increments of 4 hours or the complete 8 hours.

Unscheduled Holidays

Education Leave

Effective January 1, 2016, all full-time, non-temporary employees who have a work commitment of 1.0 will have a new type of leave available for use. Education leave will provide eligible employees with up to eight (8) paid hours of Education Support Leave per calendar year to participate in activities related to student achievement and academic support that support education in Georgia.

Education LeaveActivities that promote education in Georgia may include, but are not limited to, the following:

• Attend Parent/Teacher conferences

• Participate in classroom activities, such as reading to a class or presenting on career day

• Tutor students without receiving compensation

• Proctor examinations

• Attend award and recognition ceremonies or graduation exercises

• Participate in field day activities or field trips

• Attend open house functions

2016 – Campus Holiday Schedule

New Year’s Day January 1 (Friday)

Martin Luther King, Jr. Day January 18 (Monday)

Unscheduled Holiday Available February 1

Unscheduled Holiday Available May 1

Memorial Day May 20 (Monday)

Independence Day July 4 (Monday)

Unscheduled Holiday Available August 1

Labor Day September 5 (Monday

Thanksgiving Day November 24 (Thursday)

Day After Thanksgiving November 25 (Friday)

Christmas Eve Observed Fri., Dec. 23 (24th is Sat.)

Christmas Day Observed Mon., Dec. 26 (25th is Sun.)

Requesting and Reporting Leave

Check with your supervisor on how he or she would like you to request and report your leave.

Where can I view my leave balances?

• PAWS on the Augusta University home page (Softserv)• Your paycheck statement – at the bottom

• TimeNet

Work Rules1. Failure to perform duties required by the

employee’s job description or assignments directed by management, including the failure to abide by the particular rules of an employee’splace of work. 1st offense = Warning 2nd offense

= Warning to suspension. 3rd or greater offense = Warning to discharge.

2. Failure to maintain work quality and/or productivity. 1st offense – Warning. 2nd offense = Warning to suspension. 3rd to suspension. 3rd or greater offense = Warning to discharge.

Work Rules

3. Failure to adhere to established safety policiesand procedures. 1st offense = Warning. 2nd offense = Warning to suspension. 3rd or greater offense = Warning to discharge.

4. Rude or discourteous behavior toward patients or other persons at Augusta University. 1st offense = Warning. 2nd offense = Warning to suspension. 3rd or greater offense = Warning to discharge.

Work Rules

5. Tardiness, temporary unauthorized absence from the work area, and leaving the work area early. 1st offense = Warning. 2nd offense = Warning to suspension. 3rd or greater offense = Warning to discharge.

6. Presence in an unauthorized area. 1st offense = Warning. 2nd offense = Warning to suspension. 3rd or greater offense = Warning to discharge.

Work Rules7. Failure to report an injury occurring on premises

operated by Augusta University concerning an employee, patient, staff member, student or any other person. 1st offense = Warning. 2nd offense = Warning to suspension. 3rd or greater offense = Warning to discharge.

8. Failure to conform to an established uniform dress policy. 1st offense = Warning. 2nd offense = Warning to suspension. 3rd or greater offense = Warning to discharge.

Work Rules9. Behavior which interferes with the work

performance of other employees and/ordisrupts any teaching, research, administrative or other activity of Augusta University. 1st offense = Warning. 2nd offense = Warning to suspension. 3rd or greater offense = Warning to discharge.

10. Failure to adhere to established IT policies andprocedures. 1st offense = Warning. 2nd offense =Warning to suspension. 3rd or greater offense = Warning to discharge.

Work Rules

11. Absenteeism and misuse of sick leave. 1st offense = Warning to suspension. 2nd or greater offense = Suspension to discharge.

12. Unauthorized absence from work for an entire shift or work day. Note: If an employee is absent from work for two days without authorization, they are considered to have quit without notice. 1st offense = Suspension to discharge. 2nd or greater offense = Discharge.

Work Rules

13. Insubordination or willful disobedience. 1st offense = Suspension to discharge. 2nd or greater offense = Discharge.

14. Consumption, possession or being under the influence of alcohol or other impairing substance on Augusta University property or during working hours. 1st offense = Suspension to discharge. 2nd or greater offense = Discharge.

Work Rules

15. Carrying a weapon, whether licensed or unlicensed, on Augusta University property. 1st offense = Suspension to discharge 2nd or greater offense = Discharge

16. Inappropriate treatment or neglect of a patient or anyone else at Augusta University, which did or could have caused harm or distress to that person. 1st offense = Suspension to Discharge. 2nd or greater offense = Discharge.

Work Rules17. Sleeping while on duty. 1st offense =

Suspension to discharge. 2nd or greater offense = Discharge.

18. Threatening, engaging in threatening behavior (physical/verbal), or fighting in the workplace towards a co-worker, supervisor, patient, or any individual within the institution . 1st offense = Suspension to discharge. 2nd or greater offense = Discharge.

19. Sexual harassment. 1st offense = Suspension to discharge. 2nd or greater offense = Discharge.

Work Rules20. Exploitation of patients or families for personal

gain or benefit, or for the gain or benefit of others, including but not limited to engaging in financial transactions, accepting payment in any form for services rendered, borrowing or attempting to borrow money, inducing the patient to name a particular beneficiary in the patient's will or insurance policy or engaging in the management of the patient's financial or business affairs. 1st offense = Suspension to discharge. 2nd or greater offense = Discharge.

Work Rules

21. Acceptance of additional compensation in any form for work performed in the scope of employment at Augusta University for which compensation has been or will be made through the payroll. 1st offense = Suspension to discharge. 2nd or greater offense = Discharge.

22. Commission of a criminal act. 1st offense = Suspension to discharge. 2nd or greater offense = Discharge.

Work Rules

23. Unauthorized access to or disclosure of confidential information, proprietary research, intellectual property, or employee, student, or patient data/records. 1st offense = Warning to suspension. 2nd or greater offense = Suspension to discharge.

24. Drug offenses (See paragraph 4.1.3). 1st offense = Suspension to discharge. 2nd or greater offense = Discharge.

Work Rules

25. Failure to properly dispose of infectious or hazardous waste. 1st offense = Suspension to discharge. 2nd or greater offense = Discharge

26. Dishonesty. 1st offense = Suspension to discharge 2nd or greater offense = Discharge

Work Rules

27. Refusal to cooperate in Augusta University administrative actions (for instance, refusal to appear as a witness at an official grievance or other hearing, refusal to cooperate in an official investigation or inquiry, and so forth). 1st offense = Suspension to discharge 2nd or greater offense = Discharge

Work Rules

28. Illegal use of the computer and/or network that would include, but not be limited to, copyright and software license violation, failure to adhere to all federal and state laws including those prohibiting slander, libel, harassment and obscenity. 1st offense = Suspension to discharge. 2nd or greater offense = Discharge.

Work Rules

29. Private use of state property including computing/IT resources for personal gain or benefit, or for the gain or benefit of others. 1st offense = Suspension to discharge. 2nd or greater offense = Discharge.

Work Rules

30. Theft of and/or willful or intentional disclosure of confidential information, proprietary research, intellectual property, or employee, student, or patient data/records. Division of Human Resources, updated 1.9.13 1st offense = Discharge.

31. Willful damage or theft of Augusta University property or property belonging to another person. 1st offense = Discharge.

Work Rules

32. Falsification of institutional documents or records including applications for employment. 1st offense = Discharge.

33. Violation of Augusta University’s procurement card or purchasing policies. The severity of the punishment imposed will depend on the individual circumstances of the P-card violation. The options are warning to discharge.

Arrests and Off-Duty Conduct

Incident must be reported to Supervisor and Human Resources within 72 hours of incident.

FMLA In accordance with the federal Family and Medical Leave Act (FMLA) of 1993, an eligible employee may beentitled to up to 12 work weeks of leave during any 12-month period for one or more of the following reasons:

• Birth or adoption• Serious health condition of the employee’s child,

spouse, or parent. • Any “qualifying exigency” arising out of a service

member’s current tour of active duty or because the service member is notified of an impending call to duty in support of a contingency operations;

(or)

FMLA (cont.)

• An employee who is a spouse, daughter, son, parent or nearest blood relative caring for a recovering service member may utilize up to 26 weeks to care for the service member provided the injury occurred while on active duty and renders the service member unable to perform the duties of their office, grade, rank or rating. This is an additional 14 weeks above the 12 weeks granted for all other qualifying events.

FMLA (cont.)

To be eligible for FMLA leave, the employee must have worked for the University System of Georgia:

• for at least 12 months total; and

• for at least 1,250 hours during the 12-month period immediately preceding the commencement of such leave.

University System of Georgia (USG)Ethics Policy

• The USG Ethics Policy outlines the standards and principles, core values, and codes of conduct for all USG employees to follow within the work environment.

• At the beginning of the second month of employment, all new employees with campus e-mail accounts will receive instructions for complying with USG Ethics Policy training.

Annual Training and Compliance

• November is designated as annual training and compliance awareness month. Communication will be received via e-mail, online, and in the campus newspaper regarding the process.

• All employees are required to complete the training on an annual basis.

What is FERPA?

• The Family Educational Rights and Privacy Act of 1974 (FERPA), as amended is a federal law.

• The purpose of this law is to afford students certain rights pertaining to their educational records.

FERPA con’t

FERPA gives students the right to:

• inspect and review their own records;

• request amendments to their record;

• have some control over the release of personally identifiable information from their records.

Alternative Dispute Resolution (Informal Mediation Program)

• For any dispute related to the official business of Augusta University.

• A trained mediator will sit down with the parties to help the parties agree upon a resolution. The mediator has no authority to decide how a dispute should be resolved; the parties themselves must mutually agree on a resolution.

For more information: http://gru.edu/services/legal/informalmediationprogram.php

A classified employee may file a grievance in the following situations:

• Demotion\reduction in pay

• Suspension

• Termination

The grievance must be filed within 10 days of notice.

The USG Grievance Policy can be found at:

Grievances

http://policy.georgiahealth.edu/2010/09/15/classified-employee-grievance-procedures-policy/

Parking and Registrationhttp://gru.edu/parking/

Parking Permit Information Transit Information Where do my parking & Transportation dollars go?

Health Sciences Campus: 706-721-2953 / Summerville Campus: 706-729-2090

ID Badges and Office Keys

• Augusta University policy requires all employees and students to wear identification cards in a visible manner while on campus.

• This card is Augusta University property and must be returned to the Public Safety Division when employment is terminated.

• There is a charge for ID cards that are lost.

http://gru.edu/publicsafety/idbadgingkeycontrol/ (706) 721-6287

Political Activities• Augusta University employees may not manage or

take part in a political campaign or political activities, which interferes with the performance of their duties.

• Employees seeking elective political office at the state or federal level must first request a leave of absence without pay. If elected to state or federal office, the employee must then resign.

Employee/Faculty Assistance ProgramWhat can EFAP help with?

Managing StressGrieving the Loss of a Loved One

Readjusting Following a Divorce or Separation

Feelings of Being Overwhelmed

Money Management

Facing Serious Physical Illness

Domestic ViolenceFeelings of

Loneliness and Relationship Issues

Other

• Tuition assistance is the waiver of nine (9) hours of tuition and certain fees per semester for employees who enroll at one of the 31 participating USG institutions.

• This program is available to both full-time employees and part-time nursing faculty who have completed six continuous months of employment.

http://gru.edu/hr/training/tap.php

Tuition Assistance Program (TAP)

During your employment at Augusta University, you will be asked to consider financially supporting the State Charitable Contributions Program (SCCP).

Ways to Give

Only a life lived for others is a life worthwhile. – Albert Einstein

Ways to Give

YMCAMedical Centers

Nursing Homes

Food Pantries

Animal Shelters

Food Banks

EducationState Parks

Ronald McDonald

House

Public Library

Phinizy Swamp

Boys and Girls Club

Tips to Help You Be Successful• Be on time and ready to work everyday.

• Use institutional resources appropriately for work purposes only.

• Be sure to speak with your supervisor about pertinent information specifically for your department (for example: what is the process for requesting leave).

• Provide exceptional customer service to both internal and external customers.

• Manage your time wisely and if you need assistance, simply ask!

New Hire Orientation