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Department of Human Resources
Employee Handbook
Introduction
A Message From the President:
Welcome to the University of West Georgia.
As a new member of the staff, you play an important role in the total workings
of the institution. Each employee is vital to the University’s total
mission of providing quality education to its students. In everything you
do, you represent the University, and so are a critical link in our quest
to provide educational excellence in a personal environment.
I am pleased that you have joined our staff
and you can feel confident that you were selected for your job because you
possess the pertinent qualifications to carry out the duties and responsibilities
of your position.
This handbook has been prepared by the Human
Resources Department and is intended to answer many of your questions about
working at the University of West Georgia. It details many of the University’s
personnel policies and procedures, explains your responsibilities as an employee,
and provides a summary of staff benefits.
Please keep this handbook as a reference. If
you have questions, ask your supervisor or contact the Human Resources Office
at
678-839-6403
.
Beheruz N. Sethna
President
Handbook Overview
This handbook is designed to provide you with an overview of the policies and procedures of the University of West Georgia . While the handbook does provide important, general information it does not cover all aspects of your employment. You are responsible for familiarizing yourself with the contents of the handbook. As questions arise, we encourage you to seek answers from your supervisor or a member of the Human Resources Department.
The University 
The University of West Georgia, a unit of the University System of
Georgia, is a comprehensive senior university offering undergraduate and graduate
degrees. The purpose of the University is three-fold: to provide students
with educational opportunities for their intellectual and personal development,
to conduct research, and to provide public service. In support of its purpose,
the University provides a liberal arts core curriculum; a diversified curriculum
in the Colleges of Arts and Sciences, Business, and Education; a comprehensive
program of student services; and a program of continuing education. The excellent
quality of programs provided by the University can be attributed to the high
caliber of faculty, administrators, and staff members who are employed at
the institution.
The University enrolls in excess of ten thousand students who attend classes
on the main campus and external centers.
Federal Employment Mandates
The University of West Georgia has established
policies in keeping with Federal employment laws. Summaries of these policies
are as follows:
AMERICANS WITH DISABILITIES ACT POLICY Discrimination
is prohibited against any applicant or employee in hiring, review, promotion,
demotion, discharge or other aspects of employment on the basis of that person’s
disability; if the person is qualified and able to perform the "essential
functions" of the job with "reasonable accommodation."
DRUG FREE WORKPLACE POLICY The unlawful
manufacture, distribution, dispensation, possession or use of illegal drugs
by employees of the University is prohibited by Institutional policy. All
employees must as a condition of employment (a) abide by the University’s
policy on controlled substances; and (2) inform the University of any conviction
of a criminal drug statute which occurs in the workplace, within 5 days after
such conviction. An employee convicted for a felony and/or misdemeanor drug
violation will be subject to strong disciplinary action up to and including
termination of employment, or may be required at the discretion of the University,
to participate satisfactorily in a drug abuse or rehabilitation program.
When reasonable cause exists to believe an employee is under the influence
and impaired by drugs or alcohol on the job, the employee may be required
to submit to a drug test.
EQUAL EMPLOYMENT OPPORTUNITY It is a policy
of the University to give equal opportunity to all employees and applicants
for employment without regard to race, creed, color, gender, sexual orientation, disability, and veteran status.
The policy applies to initial employment, promotion, compensation,
and termination. Employees and students shall not be denied benefits, or otherwise
be subjected to discrimination under any program or activity conducted by
the Board of Regents of the University System of Georgia or any of its several
institutions now in existence or hereafter established. It is a policy of
the University to give equal opportunity to all employees and applicants for
employment without regard to race, creed, color, gender, sexual orientation, disability, and veteran
status. The policy applies to initial employment, promotion, compensation,
and termination. Employees and students shall not be denied benefits, or otherwise
be subjected to discrimination under any program or activity conducted by
the Board of Regents of the University System of Georgia or any of its several
institutions now in existence or hereafter established.
SEXUAL HARASSMENT Sexual harassment of
employees or students at the University of West Georgia is prohibited
and shall subject the offender to dismissal or other conditions after compliance
with procedural due process requirements. Unwelcome sexual advancements, requests
for sexual favors, and other verbal or physical conduct of a sexual nature
constitute sexual harassment when: (a) submission to such conduct is made
explicitly or implicitly a term or condition of an individual’s employment
or academic standing; (b) submission to or rejection of such conduct is used
as a basis for employment affecting an individual; (c) such conduct interferes
with an individual’s work or academic performance or creates an intimidating,
hostile or offensive working or academic environment.
If an individual perceives that he/she has been discriminated against, a formal complaint must be filed with Human Resources and the grievance procedure, as outlined in this Handbook, must be followed.
Employees should contact the Human Resources Office at (678) 839-6403 if assistance is needed related to these policies.
Employment at University of West Georgia
PHYSICAL EXAMINATIONS
There are certain State
medical and drug testing fitness standards required for some positions. These
standards vary depending on the type of occupation. Some occupations require
a physical examination. Potential employees are advised as to the medical
and fitness requirements applicable to a particular job at the time of employment.
LOYALTY OATH
The State of Georgia requires
"all persons who are employed by and on the payroll of and the recipient
of wages, per diem, and/or salary of the State of Georgia, or its departments
and agencies" to take a loyalty oath. If the person does not sign the
oath, the act then instructs that "such persons name be taken from the
payroll and such person shall not be permitted to receive any payment from
the State."
SECURITY QUESTIONNAIRE
As a condition of employment,
every employee of the University must complete and sign a security questionnaire.
EMPLOYMENT ELIGIBILITY
VERIFICATION FORM (I-9)
The Immigration Reform and
Control Act requires that all newly employed individuals provide documents
which establish identity and employment eligibility, and complete and I-9
Form. The University will employ only U.S. citizens and aliens authorized
to work in the United States. Failure to comply with the provisions of this
act will result in immediate termination of employment.
PARKING AND AUTOMOBILE
REGISTRATION
All employees who operate
a motor vehicle on campus are required to register their vehicle at nominal
expense with the Department of Public Safety. . Employees are expected
to follow traffic and parking regulations as established by the University
and are subject to fines for violations. Copies of the traffic code are available
at the Department of Public Safety.
JOB CLASSIFICATIONS
The Board of Regents of
the University System of Georgia has established a job classification system
that is categorized into occupational fields. Most occupational fields have
several levels to differentiate job difficulty, responsibilities assumed,
and experience needed to successfully accomplish the job objectives. The Human
Resources Office maintains the Board of Regents catalogue of job classifications.
APPOINTMENT STATUS
There are two types of classified employment at
the University of West Georgia: regular and temporary.
- Regular status includes those employees working ½ time or more
in a regular position. Regular employees fall into two categories:
- Monthly employees are classified as exempt professional and administrative
personnel. They are employed for a fixed monthly salary and are paid to
perform a specific job rather than for specific hours of work, therefore,
are not authorized overtime pay. Paychecks are distributed to exempt personnel
at the end of each month. (please check the schedule
for exact dates)
- Hourly bi-weekly employees are classified as non-exempt, non-administrative
personnel. They are paid for hours worked and can be authorized to work
overtime in accordance with established university policy. These employees
receive paychecks at the end of every other workweek. (please check the
schedule for exact dates)
- Temporary status includes those employees who are employed for an irregular
or short period of time, such as seasonal summer jobs, or for less than
half-time employment. Temporary employees are normally employed for a period
no longer than six calendar months. Student Assistants are classified as
temporary. Temporary employees may work full time or less during their employment
period, but do not receive employee benefits. They are usually paid an hourly
rate on the biweekly payroll. Paychecks are distributed on the same schedule
as regular status biweekly employees
PROVISIONAL STATUS
With the exception of certain
public employees, all regular classified employees are required to serve the
first six months of employment on a provisional basis. This probationary period
allows your supervisor to evaluate your ability, suitability, and potential
for success. It also allows time for you, the employee to decide if you are
in a satisfying job assignment. Prior to the completion of the probationary
period, your supervisor will evaluate your job performance. If your work will
not be continued beyond the six months probationary period, you will be notified
in writing and may be terminated at that time without right of appeal.
Voluntary resignation may be accepted in lieu of termination.
Public Safety employees are subject to the same
provisional employment requirement as other classified employees, except that
the six month provisional period will not begin until any person employed
as a public safety officer has completed his/her mandated training for certification
as police officer. This special provision only applies to those public safety
employees for whom specified training is mandated by state law and such training
occurs after their employment.
PERFORMANCE EVALUATION
Each employee of the University of West Georgia is evaluated in a systematic manner on an annual
basis. Evaluations will be completed by the immediate supervisor and/or department
head. Areas to be evaluated will include adjustment to the position, attitude,
cooperation, attendance, punctuality, potential for future development, productivity,
capability and efficiency. The employees will be asked to sign the evaluation
after it has been discussed by the supervisor. The employee’s signature
does not imply that the employee agrees with the evaluation, but that the
employee has seen it.
THE STANDARD WORKWEEK AND OVERTIME PAY
All regular staff employees observe a forty-hour
workweek. Since the requirements of the various operations of the University
are diverse, different work schedules are adopted to meet different needs.
However, the standard workweek for most employees is 8:00 a.m. to 5:00 p.m.,
Monday through Friday, with one hour for lunch. The workweek begins at 12:01
a.m. Saturday and ends at midnight Friday. In accordance with the Fair
Labor Standards Act, hourly (non-exempt) employees are paid overtime for
those hours that they "physically work" beyond forty (40) hours
in a single workweek. Overtime is paid at one and one-half times the employee’s
regular hourly wage for those hours over forty. During the course of the standard
workweek, the work schedule of an hourly (non-exempt) employee may be adjusted
by their supervisor to avoid an overtime situation. In computing the
workweek for hourly (non-exempt) employees, paid leave hours of any type (i.e.
annual leave, sick leave, holiday pay, etc.) are not considered as hours worked
for the purpose of overtime pay. Check with your immediate supervisor for
more detailed information regarding your work schedule.
PAYROLL SCHEDULES
Employees are paid either
monthly on the last business day of each month or biweekly on Friday
of alternate weeks for the payroll period that ended on the preceding Friday.
Your classification determines your payroll status. Your supervisor will explain
under which payroll schedule you will be paid. Wage and salary payments are
made by check. Your check will be delivered to your department or you may
have it directly deposited with a local bank. If you lose your check, report
it immediately to the Human Resources Office. A replacement will be issued
upon written request.
PAYROLL DEDUCTIONS
The University is required
by law to deduct Federal and State withholding taxes and social security for
each pay period. The amount of Federal and State taxes withheld depends on
gross income, marital status, and the number of exemptions claimed. The Teachers
Retirement Plan requires a 5% deduction of gross salary to be taken each pay
period. You may also authorize deductions for university-sponsored health
benefits, supplemental and dependent life insurance, and long term disability
insurance. Other voluntary deductions may include credit union, tax deferred
annuities, savings bonds and flexible spending accounts for health and dependent
care.
TIME RECORDS
Federal and State of Georgia
laws require records to be kept of all time worked. Therefore, all hourly
and salaried non-exempt employees are required to submit biweekly time cards
to the Payroll Services Office of hours worked. This time card must be signed
by the employee and the immediate supervisor and is used as the basis of salary
computation for the biweekly payroll period.
PROMOTIONS AND TRANSFERS
A promotion is the shift
of an employee from one position to another having more responsible duties
or involving more skill. Promotions are based on merit and an employee must
meet the qualifications required by the higher position.
A transfer is the shift
of an employee from one position to another of the same classification or
to one with comparable skills and in the same general pay range. Transfers
must be based on mutual agreements between departments.
New employees are not eligible
to apply for a promotion (except in their own departments) until they have
been employed continuously for six months. Promoted or transferred employees
must remain in a position for six months (except in their own departments)
before becoming eligible to apply for another promotion or transfer.
Employees are encouraged
to apply for any position for which they are qualified and should contact
the Human Resources Office for specific information.
RESIGNATIONS
Employees may resign by
submitting their resignation in writing to their immediate supervisor or department
head. A copy of the resignation should be forwarded to the Director of Human
Resources. Employees should give a minimum of two weeks notice, unless a shorter
period of time is acceptable to the supervisor/administrative superior. Regular
employees will receive compensation for any accrued and unused annual leave
not to exceed 45 days at termination.
DISMISSAL, DEMOTION,
OR SUSPENSION
Dismissal, suspension, or
demotion may be effected by the employee’s immediate supervisor when
the supervisor determines the employee’s performance of duty or personal
conduct is unsatisfactory. The employee shall be informed in writing of the
reasons for the action taken and granted an opportunity (not less than five
working days) to respond to the next highest authority prior to the effective
date of the action. However, under emergency circumstances when immediate
action is necessary, the employee may be immediately dismissed, demoted, or
suspended, with or without pay, pending review by the next higher authority.
Any such employee shall also be entitled to the procedural protection of a
hearing before a Board of Review (see Grievance and Appeals procedures). An
employee who has been dismissed or suspended without pay and is later reinstated,
shall be entitled to recover back pay at his/her regular rate, unless the
President or his designee determines otherwise.
EMPLOYEES AFFECTED BY
REORGANIZATION, PROGRAM MODIFCATION, OR FINANCIAL EXIGENCY
Employees who are terminated,
demoted, or otherwise adversely affected by reorganization, program modification
or financial exigency, as approved or determined by the President or his designee,
shall not be governed by the procedures described in Grievance and Appeals
Procedures and Dismissal, Demotion, and Suspension section of this handbook.
Such employees shall however have the right to appeal to the Board of Regents as provided in Article VIII of the Bylaws of the Board of Regents.
ALTERNATIVE DISPUTE RESOLUTION
The University of West Georgia recognizes the value of constructive dispute
resolution. Employees are encouraged to seek resolution of conflict through
informal discussion with those persons involved. If such informal efforts
do not resolve the dispute, the parties may choose to utilize the services
of the ADR Program. The Alternative Dispute Resolution (ADR) Co-Liaisons will
serve as the first point of contact for any employee who wishes to utilize
mediation to pursue resolution of a conflict. The names and phone numbers
of the ADR Faculty and Staff Co-Liaisons are listed on the ADR website at
http://www.westga.edu/~adr/ and
on the "Managing Conflict through Mediation" brochure. This brochure
is available at the Human Resources office in Aycock Hall. If a staff member
decides to request mediation to resolve a conflict, the ADR Co-Liaisons will
screen requests for mediation to determine the appropriateness of mediation
(including the willingness of parties to participate in mediation), secure
the consent of all parties involved, and arrange for an approved neutral or
neutrals to mediate the dispute. Any employee may request mediation to resolve
disputes with other staff, faculty or students. Seeking a solution through
mediation does not take away an individual's rights to pursue claims through
the grievance process or litigation.
GRIEVANCE AND APPEALS
PROCEDURE
Misunderstandings and difficulties
sometimes occur in a work setting. While most of these situations can be handled
in the department or unit, a few require special attention. The procedures
outlined apply to all non-faculty employees of the University of West Georgia after the completion of six months of employment.
- First Level –
The employee attempts to remedy the problem through consultation with his/her
immediate supervisor.
- Second Level –
If the grievance cannot be resolved satisfactorily with the supervisor,
and the employee may discuss the problem at each level of supervision up
to and including the appropriate Vice President.
- Third Level – If the grievance has not been resolved at the second level, the employee may present his/her grievance to the Director of Human Resources within ten (10) days of decision at Vice President level.
- Fourth Level – If the
grievance cannot be resolved at the third level, the Director of Human Resources
will arrange for an impartial Board of Review, members to be appointed by
the President within ten (10) working days after written request. This evidentiary
hearing shall be informal in nature and shall not be conducted under strict
rules of evidence or procedures applicable to proceedings in the Superior
Courts in Georgia. Normally, attorneys are not authorized to participate in
the hearing, however, the employee may select an advisor, other than an attorney,
to assist and advise the grievant at the hearing. Attorneys will be authorized
by the Chairman of the Board of Review to participate in the hearing, if it
appears that the hearing will in any way involve or relate to an indictment
of, or the existence of any criminal charge against the grievant.
The recommendation of the
Board of Review shall be forwarded to the President for final decision. If
the matter is not resolved to the satisfaction of the employee, he/she may
file an application for review, in writing, to the Board of Regents, within
20 calendar days following the written decision of the President. This appeal
shall state the decision complained of and the redress desired and shall be
filed and processed in accordance with the provisions of Article IX of the
Bylaws of the Board of Regents. The grievant may be represented by
an advisor or an attorney during the appeal process to the Board of Regents.
IDENTIFICATION CARD
I.D. Cards are available
for employees free of charge and to eligible dependents at nominal cost.
The cards allow employees and dependents to enjoy many campus services and
activities free or at reduced costs.
SOLICITING/CANVASSING
Canvassing, placing signs
and posters for solicitation purposes, chain letters, collections of any kind
and sales of tickets or merchandise are prohibited on the college premises.
EMPLOYMENT OF RELATIVES
No individual shall be employed
in a department or unit which will result in the existence of a subordinate-superior
relationship between such individual and any relative through any line of
authority. "Line of authority" shall mean authority extending vertically
through on or more organizational levels of supervision of management. For
the purpose of this policy relatives are defined as husbands, wives, parents
and children, brothers, sisters, and any in-law of any of the foregoing.
Responsibilites of Employment
PERSONAL CONDUCT
The University of West Georgia expects all
employees to follow published rules and regulations, and standards of courtesy,
conduct, and cooperation. The following are examples of actions which are
unacceptable to the University and may result in disciplinary action or termination
of employment:
| *Insubordination |
*Conviction of a felony involving
moral turpitude |
| *Theft |
*Bringing discredit to the University |
| *Intoxication or drinking on
the job |
*Falsifying records, reports,
or information |
| *Failure to report an employee’s
absence or reason for absence |
*Entering an unauthorized work
area |
| *Discourteous behavior |
*Wasting materials |
| *Negligence |
*Habitual absence or tardiness |
| *Unauthorized absence from assigned
work area |
*Interfering with the work performance
of another employee |
| *Gambling |
*Willful damage to equipment
or property |
| *Sleeping while on duty |
*Continued failure to perform
assigned duties |
| *Job abandonment |
*Any other misconduct interfering
with performance of job tasks |
ATTENDANCE
Employees are expected to be prompt reporting
to work and after lunch. It is expected that employees will remain on the
job until the end of the workday unless excused by a supervisor. An employee
who knows he/she will be absent from work, should report such absence to one’s
supervisor prior to that workday. A record of tardiness and unexcused absences
may result in loss of pay or other disciplinary action.
SAFETY
Safety on the job and care of property and equipment
are the responsibility of all employees. Every effort should be made to avoid
careless work habits and unsafe working conditions should be reported to supervisors.
It is the policy of the University to prohibit any type of "horseplay"
while on the job. Such activities inevitably lead to careless action which
could easily result in injury to employees, students, or innocent bystanders.
This type of conduct shall be considered grounds for termination.
It is necessary to report any on-the-job-injury,
regardless of severity, to your supervisor immediately who will give you a
First Report of Injury form to be completed by the employee and signed by
both the supervisor and employee.
The Risk Management Office is to be notified immediately of the injury.
DEBT REPAYMENT AND FISCAL RESPONSIBILITY
West Georgia considers the acceptance and settlement
of just and honest debts to be a mark of personal responsibility. The University
is required by law to accept and process garnishments, bankruptcies, tax levies
and other types of official debt repayments. The University is authorized
to withhold paychecks or deduct from paycheck amounts owed by employees of
the institution for any fine, fee, penalty, or other financial obligation(s)
to the University.
CONFIDENTIAL INFORMATION
Some employees handle confidential information
as they perform their duties. Such information is not to be discussed or made
available to anyone until it has been approved for release by proper authority.
CONFLICTS OF INTEREST
An employee of the University of West Georgia
should avoid actual or apparent conflicts of interest between his/her university
obligations and responsibilities and outside activities.
GRATUITIES
Employees of the University shall not accept gratuities,
courtesies, or gifts in any form from any person or persons, corporations,
or associations that, directly or indirectly, seeks to use the connection
thus formed for securing favorable comment or consideration on any commercial
commodity, process or undertaking.
POLITICAL ACTIVITIES
As an individual, each employee of the University
retains all rights and obligations of citizenship provided in the Constitution
and the Laws of the United States. However, no employee of the University of West Georgia shall hold or be a candidate for public office at the State
or Federal level while in the employ of the University of West Georgia,
or take part in a political campaign while on duty to perform services for
which he/she receives compensation from the University of West Georgia.
DISRUPTIVE BEHAVIOR
While supporting freedom of expression and peaceful
dissent, the University, in the best interests of orderly operation and the
preservation of an environment favorable to productive study, has adopted
a policy prohibiting disruptive behavior on the part of any student, faculty
or staff member, or administrator.
The Board of Regents stipulates that any student,
faculty member, administrator, or employee, acting individually or in concert
with others, who clearly obstructs or disrupts, or attempts to obstruct or
disrupt any teaching, research, administrative, disciplinary, or public service
activity, or any other activity authorized to be discharged or held on any
campus of the University System of Georgia is considered by the Board of Regents
to have committed an act of gross irresponsibility and shall be subject to
disciplinary procedures, possibly in dismissal or termination of employment.
OUTSIDE EMPLOYMENT
Employment outside the University is permitted
providing that job does not interfere with the regular and punctual discharge
of duties and responsibilities. It is recommended that the employee discuss
such outside employment with the supervisor or department head before starting
such employment to be sure there is no conflict of interest. Use of State
property in such endeavors is prohibited.
COOPERATION IN INTERNAL INVESTIGATION
An employee of the University System shall cooperate
to the fullest extend possible in any internal investigation conducted by
his/her employment unit when directed to do so by his/her immediate supervisor
or such other persons who have been given investigative authority by the President
of the institution. Such cooperation may involve the use of polygraph tests.
Failure to cooperate fully shall be grounds for adverse personnel action,
including possible termination of employment.
Employee Benefits
GROUP INSURANCE
The University of West Georgia offers a group insurance program for regular employees working
on-half time or more who apply within 31 days of employment for each of the
group insurance plans. Evidence of insurability will be necessary for applications
made after this period and health insurance applications have a specific open
enrollment period.
LIFE INSURANCE
The University offers group
life insurance to regular employees who work one-half time or more. A basic
amount of life insurance is automatically provided at no charge to eligible
employees upon completion of an application. It is also possible to purchase
supplemental life coverage and/or dependent life insurance coverage insurance
and no evidence of insurability is required if such coverage is made within
31 days of employment. Both basic and supplemental life insurance plans contain
accidental death and dismemberment benefits.
Insurance premiums are deducted
from payroll checks either monthly or biweekly, depending on an employee’s
payroll status.
On leaving the service of
the University, all or part of the group insurance may be converted to an
individual policy if application is made within 31 days following termination
of employment. Such conversions are permitted without evidence of insurability.
HEALTH AND DENTAL
INSURANCE
The University offers group health and dental insurance plans to all regular employees working one-half time or more. For health insurance, the enrollment period is within 31 days after employment or during the open enrollment period which is offered once each year. Dental insurance cannot be elected at a later date or during future open enrollment periods unless directed by the Board of Regents. Insurance premiums are deducted from payroll checks on a monthly or biweekly basis, depending on an employee's payroll status.
LONG TERM DISABILITY
INSURANCE
Optional long term disability insurance protection is offered to regular employees working 30 hours or more per week. The plan provides for a monthly income if a person becomes totally disabled while employed at the University. This is a voluntary program with all premiums paid by the employee. Insurance premiums are deducted from payroll checks monthly or biweekly, depending on an employee's payroll status.
FLEXIBLE SPENDING ACCOUNTS
The University offers regular
employees a tax-saving benefit for certain health care and dependent care
expenses. Employees may contribute pre-tax dollars through payroll deductions
to a special account and will be reimbursed for expenses related to health
and child care. Application may be made at time of employment, when a dependent
is acquired, or the next open enrollment period.
TAX-DEFERRED ANNUITY
PROGRAM
The University of West Georgia offers employees the opportunity to invest a portion of their
salary in a tax deferred annuity program. Under this savings program, authorized
by Section 403b of the Internal Revenue Code, all contributions are deferred
from Federal and State taxes until they are withdrawn, typically at retirement.
The University does not
approve or disapprove any pan or underwriting company. Proper investigation
of an annuity program is the employee’s responsibility. Further information
concerning tax deferred annuities is available from the Human Resources Office.
SOCIAL SECURITY
All regular employees are
covered by the Federal Social Security Act. The University and the employee
share equally in the contribution.
RETIREMENT
Regular employees, as a condition of employment, are required to participate in the Teachers Retirement System of Georgia. Part-time/temporary employees (other than student workers) are required to participate in the Defined Contribution Plan. Full-time employees contribute five percent of their gross salary to a retirement plan along with a contribution from the University. Part-time/temporary employees contribute seven and a half percent to the Defined Contribution Plan with no matching university contribution. Employee contributions and earned interest will be refunded when an employee terminates from the University upon submittal of an application for refund. Detailed information on the retirement systems can be obtained from the Human Resources Office.
Career employees of the University System who
immediately retire from the University System under the criteria established
by the Teachers Retirement System shall remain eligible to continue as members
of the basic and dependent group life insurance and health benefits plans.
In order to qualify for this benefit, the retiring employee must have ten
(10) years of continuous service to the State of Georgia of which the final
two (2) years of such continuous service must have been to the University
System of Georgia. The University System shall continue to pay its portion
of the cost of group insurance for retired career employees. Nothing in this
statement of policy shall be interpreted to reduce the benefit committed to
existing career employees.
WORKERS COMPENSATION
All employees of the University of West Georgia are covered under the provisions of the Workers' Compensation Act. This act provides protection in the event of injury or death while performing services for the University. When an on-the-job injury occurs, the employee should notify his/her supervisor and the Risk Management Office immediately in order that necessary paperwork may be completed as required by law. If medical attention is required, treatment must be given by a physician listed on the “Panel of Physicians” which is posted in each department and in the Risk Management Office. However, in the case of emergency, immediate treatment should be obtained from the nearest hospital emergency room.
UNEMPLOYMENT COMPENSATION
University employees are
covered under the Georgia Employment Security Law, commonly known as Unemployment
Compensation. This law was enacted to provide a source of economic security
when you become unemployed through no fault of your own. The act helps the
worker get through a trying period of unemployment. Benefits are provided
through the local office of the Georgia Department of Labor.
RECREATIONAL AND ENTERTAINMENT
OPPORTUNITIES
Excellent facilities are available for use by all employees and their eligible
dependents. The Campus Center’s 13,000 square-foot fitness facility offers
more than 205 pieces of fitness equipment, two 1,500 square–foot aerobics
rooms and personal trainers. In addition there is a fitness trail, and other
outdoor recreational facilities for use by employees. Please contact the Campus
Center for further information on memberships and other activities.
Employees are admitted to all home athletic events and many concerts and
plays upon presentation of the I.D. card.
TUITION ASSISTANCE PROGRAM
Full-time benefits-eligible employees (employed full-time for at least six months by the TAP application deadline) may be eligible to participate in the Tuition Assistance Program for approved courses for academic credit. Tuition is waived for approved courses. Participants are allowed to register for courses on a space available basis only. Request forms must be approved by Human Resources by established deadlines prior to employee registration for each term. Copies of the Tuition Assistance Policy and TAP application forms may be obtained from the Human Resources Office.
Leave Information
ANNUAL LEAVE
The University provides paid annual leave for
regular employees. Regular employees working full time are entitled to accrue
leave at a rate of 10 hours per month during the first five years of employment,
12 hours for each month during the next five years of employment and 14 hours
per month after the completion of 10 years of employment. Regular part time
employees accrue annual leave in proportion to their working hours.
An employee terminating from the University will be paid for all accrued annual leave up to 360 hours.
Annual leave may be taken at times mutually acceptable
to an employee and his/her immediate supervisor.
SICK LEAVE WITH PAY
Regular full time employees will accumulate sick
leave at a rate of eight hours per calendar month of service. Employees working
less than full time will accumulate sick leave in consideration of their work
commitment. There is no maximum on the amount of accumulated sick leave. If
sick leave is claimed for a continuous period in excess of one week, a physician’s
statement will be required in order to continue to claim sick leave benefits.
Also, at a supervisor’s discretion, an employee may be required to submit
medical verification from a physician for an illness or disability occurring
for less than one week.
An employee has the responsibility to notify his/her
supervisor prior to the work period to be missed.
Sick leave may be granted at the discretion of
the institution and with supervisory approval for any of the following reasons:
(1) personal illness or injury; (2) medical and dental treatment or consultation;
(3) quarantine due to a contagious illness at home; (4) critical illness,
injury, or death in your immediate family requiring your presence. In the
event of death in your immediate family, sick leave with pay not exceed four
working days.
SICK LEAVE WITHOUT PAY
If you are unable to return to work after using
up all accumulated sick and accrued leave, you may be granted sick leave without
pay for a period not to exceed one year upon the recommendation of your department
and with the approval of the Human Resources Office. Approved sick leave without
pay shall allow the employee the right to elect to continue his/her group
insurance benefits with full University participation in the costs. All other
benefits which would accrue to the employee are prohibited.
FAMILY LEAVE
A full time employee who has been at the University
for a year is eligible for 12 work weeks of unpaid leave, guaranteed restoration
to the position held prior to the family leave or an equivalent position,
and allowed to maintain benefits with institutional participation in the payment
of premiums. Family leave is granted to an employee with supervisory approval
for the following reasons: childbirth, adoption, serious health condition
of an employee’s child, spouse, parent, or spouse’s parent, and
serious health condition of the employee which is debilitating.
MILITARY LEAVE
Regular employees ordered to active duty by Federal
or State orders shall be entitled to leave with pay while engaged in the performance
of military duty or while traveling to and from such duty. The maximum length
of military leave with pay is 18 working days per calendar year for declared
emergencies by the Governor.
Periods of absence for U.S. military or National
Guard duty of 30 days or more, but not exceeding six calendar months, are
treated as personal leave to fulfill military duty. No employee is entitled
to be absent in excess of a total of six months during any four year period,
except in cases of declared emergency.
PERSONAL LEAVE
At his or her discretion, the President of the
University may approve leaves of absence without pay for periods not to exceed
one year. Such personal leaves shall allow the employee the right to elect
to continue his/her group insurance benefits.
COURT DUTY
Court duty leave with pay shall be granted to
regular employees for the purpose of serving on a jury or as a witness. Such
leave shall be granted upon presentation of official orders from the appropriate
court.
VOTING
Employees of the University are encouraged to
exercise their constitutional right to vote in all Federal, State, and local
elections. When an employee’s normal working hours coincide with voting
hours, the employee shall be granted leave as stipulated by his/her immediate
supervisor, for the purpose of voting.
OTHER LEAVE
INCLEMENT WEATHER LEAVE POLICY
In the event of inclement weather or an emergency which requires leaves of absence of employees, the President may declare leave with or without pay. If the President determines leave with pay shall be granted to all university employees, a determination must be made regarding staffing. If hourly paid staff members are required to report to work, after the President declares the University closed or remain on the job after closure, those hourly employees will be paid at their regular rate for their hours worked and will receive additional compensation through one of two options : 1) a Vice President/Dean/Division Director may choose to credit their hourly employees with inclement weather/emergency time to be taken in one block of time during the four-week period immediately following the university closure; or 2) a Vice President/Dean/Division Director may choose to pay their hourly employees required to work during the university closure, for the total hours of closure, at the employee's regular rate of pay.
HOLIDAYS
The University of West Georgia observes
12 official holidays each year. A schedule of holidays is published each year
by the University.
A terminating employee shall not be paid for any
official holidays occurring after the last working day of his/her employment.
Holiday pay for employees employed less than 40 hours per week will be based on the employee's work commitment. Example: 20/hours per week = 4 hours holiday pay.
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