Summer Student Employee Handbook

Transcription

1 Summer Student Employee Handbook Written by: Steven R. Serna Facilities Services Administrator (972) SUMMER REGULATIONS 1 Revised: 8/26/11

2 A. INTRODUCTION The University of Dallas Facilities Department depends heavily on the contributions of its summer student employees to support its operations. Summer student employees are expected to: Report to work on time, & be ready to work To learn their assigned job/s To follow all safety guidelines given To dress appropriately for the assigned job To complete time records accurately To maintain a cooperative respectful helpful attitude, & follow the lawful orders of Facilities staff. Always remember that the Facilities Department is a service organization. Student employees represent the University & their craft; do so with pride, professionalism, & a positive attitude. The Facilities Services Administrator is the administrative agent for your job in Facilities. B. HIRING PROCEDURES The University of Dallas is an at-will employer & retains the right to end the employment relationship at any time, for any reason, with or without cause or notice just as employees have the right to end their employment with the University at any time, for any reason, with or without notice to the University. Staff Handbook, Office of Human Resources Summer student employees must qualify for specific jobs based on their experience, ability & aptitude to perform the job. Facilities Craft Supervisors shall assign summer employees to a job according to their skills, aptitude, experience, departmental needs, & other factors. At all times the Facilities Directors, & Craft Supervisors reserve the right to place a summer employee where they deem fit, according to departmental needs, special projects, & employee aptitude/capability. Only current and returning UD students will be considered for employment. While work study is not a prerequisite for hire; having been enrolled in work study would indicate that the student applicant has the required tax and identity documentation on file with the office of Human Resources. Employees cannot be paid until this documentation is complete and on file. New student employees must see the Human Resources office for a complete listing of the acceptable documentation to complete this process. INTERNATIONAL STUDENTS: F-1 Visa students actively enrolled in classes during the summer term shall work twenty (20) hours per week total for the duration of time they are actively attending classes. This does not mean 20 hours with Facilities and 20 hours with another paid departmental job. They must have a work permit from the Department of Homeland Security if they will have graduated during the spring semester. Their names will be submitted to the Director of International Student Services for authorization prior to employment. See the Director of International Student Services for details. They cannot be paid for their work until they have been issued a social security card by the US government C. REGULATIONS SUMMER REGULATIONS 2 Revised: 8/26/11

3 Summer student employees are accountable to their Craft Supervisors & must abide by departmental craft regulations regarding work assignments. CONFIDENTIALITY: Student Employee Handbook Summer student employees must maintain complete confidentiality concerning all information related to their job & the craft in which they work. Employees shall treat all information to which they are exposed as privileged information. Student employees shall not discuss office or employee issues with anyone outside their craft. STUDYING ON THE JOB: Summer student employees may be actively enrolled in summer classes while they are employed however they are not permitted to study while on duty. USE OF UNIVERSITY PROPERTY: Personal use of University property is prohibited. Use of equipment or supplies outside the immediate realm of a summer employee s job is not allowed. University issued property must be returned at the end of the work shift. DRESS CODE: Summer student employees are not permitted to wear sandals or any open toed footwear while on duty. Office worker attire may be casual but must be clean & in good repair. Laborintensive workers may wear weather specific clothing as long as it does not present a safety hazard or is offensive to the public. Extremely short shorts, sagging shorts or pants, going topless or bare-midriff are not allowed. Student employee appearance reflects upon the university; be professional in grooming and attire. At times Personal Protective Equipment (PPE) shall be assigned depending on the job assignment. This gear shall be worn completely, & correctly. Articles of clothing or the wearing of any hair style which includes facial hair that would impede the donning of safety equipment is prohibited. Reporting for duty without assigned PPE gear is prohibited. The employee shall be marked out and return home to retrieve the PPE. SAFTEY TRAINING & SAFE PRACTICES The University Facilities Department is as safe a place to work as possible. Student employees shall be required to attend a safety training / regulation orientation meeting before they begin their summer assignments. Student employees shall follow all federal, state, and local safety guidelines whether or not they are aware of them, or whether or not their UD staff crew leader follows those guidelines. Student employees who refuse to follow safety regulations shall receive counseling, after that; if they are still not performing their duties in accordance with regulation shall be dismissed from employment (see OSHA General Duty clause subpart B). Because of the many different crafts in which student employees may participate, it would be difficult to safety train each student to one specific craft and its hazards; therefore the student employee shall receive a basic level training in the following OSHA mandated topics: 1. Hazard Communications / MSDS 2. Bloodborne Pathogens 3. Lock out / tag out 4. Personal Protective Equipment (PPE) 5. Electrical Safety at work SUMMER REGULATIONS 3 Revised: 8/26/11

4 In addition student employees shall also receive brochures and printed handouts regarding the following topics: 1. Back Safety and proper lifting techniques 2. Poison Plants in the area, and 3. Slip/Fall safety. 4. Driver safety 5. Radio rules & guidelines Quizzes shall be administered at the conclusion of each training topic to see that proper attention was given to the lesson. Should situations arise where student employees are required to perform a task and they are not sure how to perform that task; the responsibility lies with them to seek guidance and instruction from their crew leader. Employees shall receive proper training from their crew leader on any piece of craft specific equipment or operation that they are not familiar with. Student employees shall be provided with a basic level of personal protective equipment that is furnished by the Department. Student employees shall receive: Safety Glasses / goggles (some with a diopter setting of 2.00 if requested) Work gloves. NFPA - HAZCOM codes wallet sized card Some PPE safety items shall be issued on an as-needed job basis: HI-VIZ vest, cap, or work gloves Dust mask (N95) Hard Hat Hearing protection Back belt (lifting brace) Since summers in Texas are notoriously hot, it would behoove the employee to purchase a sun hat, sunscreen, hydration unit, or other accoutrement to help them endure the heat as comfortably as possible. One item that is not encouraged is the wearing of headphones (earbuds) to listen to music while working. Listening to music is pleasurable however it decreases safety and situational awareness. Headphones (ear-buds) especially shall not be worn while operating a university owned vehicle. Just like headphones to listen to music, using personal cell-phones to take or send calls or texts is equally as dangerous. While on the clock student employees are discouraged from receiving and sending incessant phone calls, texts, or other communiqué. This is not only a safety concern it is also very unprofessional and uncourteous to your co-workers. ON THE JOB INJURIES: If an injury is sustained while on the job, the employee shall immediately notify the Craft Supervisor whether or not they feel medical attention is necessary. The University of Dallas Facilities Department uses Nova Health Care Centers, as its non-emergency care center. Student employees are covered under the State of Texas Workers Compensation coverage, they will not pay for medical treatment for an on the job injury as long as the treatment facility is affiliated with the universities workers compensation insurance carrier*. Nova will even provide shuttle transportation to & from the clinic for the initial visit. Student employees injured while on duty, with injuries that require transport/treatment to a medical facility, shall be required to submit to a drug screening at Nova Health Care Centers within forty-eight (48) hours of the reported on the job injury. SUMMER REGULATIONS 4 Revised: 8/26/11

5 *[State of Texas law stipulates that employees may choose where they receive medical treatment; however if they decide to receive medical treatment from any agency not covered under the University of Dallas Workers Compensation Policy, they shall be responsible for payment of all the costs incurred for their medical treatment.] A First Aid kit is available in the Facilities Administrative office. It is stocked with nonemergency aids such as aspirin, bandages, & antiseptic pads. At no time shall employees be prescribed or dosed with any medications from any Facilities staff member. Employees may avail themselves to its contents as needed at their own risk. SCHEDULE CHANGE / VACATIONS: Summer employees may not change their work schedules without the approval of their Craft Supervisor. Since most normal work schedules are Mon. - Thurs. from 8 AM to 4PM that is what would normally be worked. At times employees will be asked to follow a special schedule by the Department Director or your crew leader; employees are required to comply with these requests. Student employees are authorized to take personal vacation leave of up to ten (10) business days. Employees will not be paid for this time, however it may be at dates the employee wishes over the course of the summer*. Submit a written request to your Craft Supervisor & the Services Administrator ten business days in advance of the requested vacation leave. *[Note: no vacation time will be authorized for the final two weeks of the summer term] ATTENDANCE: Summer employees are expected to be early or on time when scheduled for work. Summer employees are required to work the hours they have been assigned & are required to call in prior to their scheduled work time if they are not able to report to work, or if they will be late to work. University approved holidays are not worked & not paid. ILLNESS: Should illness prevent summer employees from working, they are responsible for informing their Craft Supervisor & the Services Administrator in advance by phone as early as possible prior to their scheduled hours. If an absence of more than two (2) days due to a medical condition occurs, a doctor s release slip must be submitted to the Services Administrator before the worker may return to duty. If no doctor s slip is produced, the worker may be sent home until such time as a doctor s release slip is provided. ABSENCES: For absences other than illness, employees must submit a written request to the Craft Supervisor, ten (10) working days in advance for approval. Unapproved absences or excessive absences will lead to disciplinary action up to & including release from employment. Summer students are not allowed to work alternate days to make-up lost hours for holidays or sick days without craft supervisor s approval, & must only work while under the direct supervision of the authorizing supervisor. MEALS: A meal break of thirty-minutes will be deducted from time worked if a summer employee completes six consecutive hours or more of work per assigned shift (unless written instructions to the contrary are received). Summer employees eating off campus must log out & back in for their meal break. Employees eating on campus will not have to log out & in but will have a thirty-minute meal break deducted from their time. If you are scheduled less than 6.00 hours of work per shift, you are not entitled to a lunch break. SUMMER REGULATIONS 5 Revised: 8/26/11

6 OVERTIME: No summer student employee is authorized overtime (more than 40 hours per work week) unless one of the Facilities Directors has pre-approved the hours. TIME RECORDS: Daily time records must be kept of the time actually worked. The student shall log in to Banner-Web to input work hours. Employees shall be able to input and modify their own time records until 11:59pm Monday night following the last day of the pay period. They must then submit their time sheet for approval. The Facilities Services Administrator shall be the approver of all hours submitted by Facilities student employees. Late submission, or no submission are paid the following pay cycle. CHANGES: The Services Administrator and the employee shall input comments in the fields provided should they wish to make changes to the time records. The Services Administrator is the only person authorized to make additions or corrections to a time record. Incomplete time transactions will be ignored & the employee forfeits those hours. TIME RECORD FRAUD: Summer employees are required to log their own time in & out. No student employee shall log another employee in or out. Persons discovered to be altering or falsifying time records shall be terminated. Persons discovered not actively working their assigned tasks while on duty shall be charged with Theft of Time. PAY PERIOD / PAYDAY: Student employees shall participate in the payroll direct deposit program. Pay periods run two consecutive weeks. Each pay week begins on Saturday & ends on the following Friday. Every Wednesday following the beginning of a new pay period, pay notices are issued and employees will receive notice of pay electronically, & their pay is directly deposited into the financial institution of the employee s choice. A pay period document shall be posted at the Facilities shop listing pay period dates and pay day schedules. RESIGNATION: Should it prove necessary for summer employees to ask for release from their positions, they must give the Facilities Services Administrator a two-week written notice & must surrender any issued equipment in order to be eligible for re-hire. D. TERMINATION (Involuntary release from employment) Summer employees are doing work essential to the office or craft to which they have been assigned. Summer employees agree to give careful, conscientious & courteous service while on the job. Taking into account the employees at will status; if their work is not satisfactory or if other circumstances make continuance inadvisable, summer employees may be terminated. Furthermore, termination will result for the commission a serious offense, e.g. theft, destruction of university property with malice, time card fraud, assault, or any such willful misconduct. If a summer student employee is terminated, they shall not be reassigned to another position within the Facilities Department. End SUMMER REGULATIONS 6 Revised: 8/26/11

7 EMPLOYEE RECOGNITION OF REGULATIONS Summer employment will not begin or continue until this document is signed and returned to the Services Administrator. Detach and return this document to the Services Administrator. The preceding handbook is yours to keep I AFFIRM THAT I HAVE READ & DO UNDERSTAND THIS HANDBOOK. I AGREE TO ADHERE TO THE POLICY & PROCEDURES OUTLINED THEREIN. NAME (PLEASE PRINT) SIGNATURE DATE: SUMMER REGULATIONS 7 Revised: 8/26/11