CLASSES OF EMPLOYEES COVERED
1.0 The policies in this handbook cover the following classes of employees who are not represented by a recognized bargaining agent with respect to wages, hours, and conditions of employment:
1.1 Executives Management. President and Vice Presidents.
1.2 Senior Management. Unclassified personnel including the Assistant/Associate Vice Presidents.
1.3 Senior Administrators. Classified personnel who are responsible for direct supervision of other senior administrators and/or UAW-Local 2178 (Administrative/Professional) represented employees or who are "confidential" personnel as defined by the Michigan Employment Relations Commission or who have been excluded from bargaining unit representation by agreement.
1.4 Coaches. Personnel who are responsible for directing or assisting activities of an intercollegiate or United States Olympic Education Center sport.
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TYPES OF APPOINTMENTS
2.0 Nonrepresented personnel at the university will be appointed in one (1) of the following categories:
2.1 Probationary. Senior Administrator personnel who are new to a position because of hire, promotion, demotion, transfer, or reassignment shall be assigned as probationary employees.
2.1.1 Probation shall normally be for a period not to exceed six (6) calendar months from the time the employee begins work in the new position.
2.2 Term. Personnel assigned to temporary positions whose assignment is for a definite or determinable time (e.g., a semester) may be appointed in this category. There is no assurance of continued employment beyond the end date or terminating event (e.g., return of a regular employee from a leave, etc.) of the appointment. The university has sole discretion to continue or not to renew such an appointment and such a decision shall not be grievable.
2.2.1 Employment Agreements for positions funded by grants and/or contracts shall state the end date of the appointment. Departments must issue new Employment Agreements for each contracted period.
2.2.2 Positions created to replace employees on leave, disability, or on other assignments shall state the end date of the appointment or the condition on which the appointment will terminate (e.g., the return of the regular incumbent to work).
2.3 Continuing. Personnel in the Senior Administrator employee class shall be appointed in this category upon successful completion of the probationary appointment. A continuing appointment is a limited assurance of ongoing employment at the university in the position in which the employee is assigned subject to dismissal for cause, layoffs, reorganizations, changes in program, economic reasons, or other similar reasons.
2.4 Year-to-Year. Personnel assigned to Executive Management, Senior Management and Coach class positions shall be appointed in this category. Normally the appointment year will be coterminous with the fiscal year. Employees in this class serve at the pleasure of the President of the university. There is no assurance of continued employment beyond the end of the current appointment year for personnel appointed in this category, and such personnel may be terminated at the end of the appointment year with or without cause for any reason. Employees may be discharged as provided in Chapter 13 during the period of their appointment.
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EMPLOYEE PERFORMANCE APPRAISALS
3.1.1 Probationary employees shall be evaluated at least once before the end of the probationary period. These evaluations are due in the Human Resources Department not later than fifteen (15) calendar days before the end of the probationary period.
3.1.2 All employees shall be evaluated at least once during each fiscal year (July 1 to June 30). These evaluations are to be completed and submitted to the Human Resources Department not later that July 15 of each year. Evaluations of employees who report directly to the President of the university shall be maintained in the President's Office.
3.1.3 Other evaluation periods may be used with the approval of the Director of Human Resources.
3.1.5 Employees in an interim appointment or who have received temporary assignments shall be evaluated.
3.1.6 Employees who receive an overall evaluation for a period covering an interim appointment or a temporary assignment and which indicates the employee requires improvement or is less than satisfactory will be afforded the opportunity to return to their regular position or to terminate the temporary assignment as soon as is practicable after the performance appraisal is finalized.
3.2.1 Whenever possible, evaluations shall be made by the employee's immediate supervisor.
3.2.2 The employee shall be given a complete copy of the performance appraisal.
3.2.3 The employee shall sign the original performance appraisal to indicate the employee has received a copy of the performance appraisal. Such a signature shall not be construed to indicate the employee agrees or disagrees with the evaluation.
3.2.4 Employees who disagree with their performance appraisal shall be allowed to file a statement in their personnel record, which is maintained in the Human Resources Department, stating the basis of their objection. Such a statement normally may not exceed five (5) 8 ½ x 11 inch sheets of paper.
3.2.5 Performance appraisals shall be recorded only on forms approved by the Director of Human Resources.
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EMPLOYEE RESPONSIBILITIES
4.0 Each employee of the university is appointed to fill a specific role which helps the university achieve its overall mission. In conducting business on behalf of the university, there are several areas of concern that may require special attention throughout the course of one's employment.
4.1 It is important to know the scope of the position's authority, to accommodate reasonable directions from persons in authority, and to act professionally while serving the university's best interests.
4.2 There will be occasions when an employee will have access to confidential information which should not be disclosed except when legally required to do so or when university officials need the information to carry out their assigned responsibilities.
4.3 The university encourages each employee to keep abreast of the professional knowledge and skills in their respective field.
4.4 Employee's are required to disclose outside interest(s) that conflict with the interests of Northern Michigan University in accordance with the university's Conflict of Interest Disclosure Policy.
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EMPLOYMENT RULES
5.0 All employees covered by these policies are required to become familiar with and observe the employment rules set forth in this Chapter. This is not an exclusive list of employment rules, and all employees are required to comply with the reasonable directions of persons in authority.
5.1 Conflicts of Interest: Employees of the university are subject to the university's Conflict of Interest Policy.
5.1.1 General Rule. An employee of the university is prohibited from soliciting or being a party, directly or indirectly, to any contract with the university from which the employee could profit.
5.1.2 Exception. An employee may contract with the university for profit if:
5.1.2.1 the person is employed by the university for less than an average of twenty-five (25) hours per week, or
5.1.2.2 the person properly discloses their interest to the university and the university properly authorizes the contract in light of the disclosure.
5.1.3 The statement of the conflict of interest rule in this policy manual is intended only to put the employee on notice of the existence of the policy adopted by the Board of Trustees. The current policy statement is controlling.
5.2Endorsements. No publication, statement, or activity, either on behalf of the university or by an individual in official capacity, shall be for personal financial gain and there shall be no endorsement of any commercial product or service, either directly or by implication, except as an appropriate part of the individual's professional activity. The exception to this is when an employee speaks or acts as a private person and clearly avoids creating the impression that the employee speaks or acts for Northern Michigan University in any manner.
5.3Gratuities and Special Favors. No employee of the university should accept gratuities or special favors from organizations or persons with which the university may conduct business, under circumstances which might reasonably be interpreted as an attempt to influence the employee's conduct within the scope of employment. Also, no employee of the university should offer or give gratuities or special favors to persons or employees of organizations with which the university may conduct business, under circumstances which might reasonably be interpreted as an attempt to influence the recipient's conduct within the scope of employment.
5.4 Requiring One's Own Textbook, Other Teaching Materials, or a Patented Product. The receipt of royalties or similar profits by an employee for having written a textbook or other copyrighted or patented products to be used at Northern Michigan University is not prohibited. An employee producing a textbook, other teaching materials, whether or not copyrighted, or other use of and compulsory purchase by the students of Northern Michigan University shall subject the materials to normal departmental procedures.
5.5 Attendance and Absenteeism. Employees are expected to report for work on time, on a regular basis. An employee is required to personally (except under emergency conditions, i.e., any condition which precludes communication with a reasonable amount of effort) notify the employee's immediate supervisor of each absence and the reason for the absence. When an employee notifies the employee's supervisor that the employee will be absent for a period of time, it is not necessary to contact the supervisor on each day of the absence. Whenever possible, notice should be given before the normal reporting time.
5.6 Alcohol and Controlled Substances. Possession, control, or use of alcohol or controlled substances (as defined by federal, state or local law) by employees on university-owned, -used, or -controlled premises is prohibited except when possessed, controlled, or used within the scope of the employee's assigned duties and is authorized by law.
5.6.1 Consumption, possession, and use of alcohol at social functions sponsored or authorized by the university is allowed in designated areas.
5.6.2 Consumption, possession, and use of controlled substances prescribed by a licensed physician by the person for whom the use has been prescribed is allowed unless it would interfere with the person's ability to perform the full range of assigned duties.
5.7 Fighting. Engaging in or provoking a physical struggle with another person while on university business or while on university-owned, -used, or -controlled premises is prohibited except when such conduct is reasonably within the scope of the employee's assigned duties and is engaged in for the purpose of effecting those duties. Ordinarily such behavior is only deemed to be within the scope of assigned duties for employees who are sworn public safety officials, coaches while training athletes, and Resident Directors or Resident Assistants for the purpose of ensuring the safety of any student in the residence halls or during a university-sponsored activity.
5.8 Criminal Acts. Violation and/or conviction of any criminal or penal statute or enactment which impairs the creditability of an employee's position or the employee's ability to perform the full range of assigned duties is prohibited and may subject the employee to immediate discharge.
5.9 Falsification of Records. Unauthorized alteration of information, deliberate misrecording of facts, and unauthorized deletion or destruction of any record maintained or issued by the university is prohibited. This rule applies regardless of the form in which such records are maintained or issued.
5.10 Injuries. All employees are required to report personal injuries occurring while on university business or while on university-owned, -used, or -controlled premises to the employee's immediate supervisor as soon as possible. All medical bills incurred as a result of a work-related injury must be submitted to the Human Resources Department. The employee's personal health insurance carrier(s) is not responsible for payment. Supervisors are required to report all such injuries by completing a Northern Michigan university Incident Report and filing it with the appropriate departments within twenty-four (24) hours.
5.11 Consultant and Outside Activities. Employees shall engage in consulting and outside activities (including acting as an expert witness) only under the following conditions:
5.11.1 Prior to accepting any consulting or outside work assignment during the employee's appointment period, the employee shall advise (in writing) the employee's immediate supervisor and the appropriate Division Head of the scope and duration of the assignment and the employer or agency to be served.
5.11.2 Consulting or outside work must not interfere with the employee's assigned responsibilities, university operations, nor involve a conflict of interest.
5.11.3 The time devoted by staff members to outside consultation shall be limited to an aggregate of two (2) working days per month with pay.
5.11.4 Equipment, supplies, materials, and clerical services utilized for outside or consultant work shall be provided by the employee and not by the university.
5.11.5 If in the opinion of the immediate supervisor or the appropriate Division Head, consulting or outside work is interfering with the employee's assigned responsibilities or university operations, the employee will be instructed to terminate or substantially modify such work as a condition of continued employment or to accept a leave of absence without pay or a reduced assignment (e.g., part time properly prorated to reflect the time away from work) for a specified period.
5.12 Inclement Weather. The university recognizes that under certain extreme weather conditions, employees cannot and should not attempt to report to work. This is a decision which must ultimately be made by each individual, regardless of the reason. In these instances, the employee is required to notify the employee's supervisor, or the person designated by the supervisor, that the employee will be absent due to adverse weather conditions. Employees who absent themselves from work due to inclement weather when their university department's operations have not been closed will have the time charged to annual leave or lost time.
5.12.1 When the university closes or curtails departmental operations, absences due to the closure or curtailment will not result in loss of pay.
5.12.2 Employees required to report to work due to the nature of their responsibilities will be granted hour for hour compensatory time for time worked during an inclement weather closure.
5.12.3 Employees who are on scheduled paid leave at the time of an inclement weather closure will be charged the applicable leave time.
5.13 Fire Alarms. All employees are required to promptly leave the building by way of the nearest exit when fire alarms sound in any university facility. Fire alarms are not an exception to the requirement to leave the building.
5.14 Safety. All employees are expected to conduct themselves, while on university business, in a safety conscious manner.
5.14.1 Employee Health and Safety Guidelines are outlined in the Administrative Policies Manual.
5.14.2 Reporting hazards is required of each employee. The Health and Safety Procedure is outlined in the Administrative Policies Manual.
5.15 Employment of Family Members and Cohabitants. Employment and advancement at the university shall be based solely on professional qualifications and abilities without regard to family relationships. Concurrent employment in a department or division of immediate family members or individuals who live together is prohibited when one member is in the supervisory chain of command of the other unless an exception is approved by the division head and President of the university. The university does not encourage this type of arrangement but due to the nature of the job, exceptions may be made.
5.15.1 Relatives shall be defined as immediate family: wife, husband, son, daughter, mother, father, brother, brother-in-law, sister, sister-in-law, son-in-law, daughter-in-law, mother-in- law, father-in-law, aunt, uncle, niece, nephew, stepparent, or stepchild.
5.15.2 Cohabitation shall be defined as individuals residing in the same household.
5.15.3 university personnel should neither initiate nor participate in institutional decisions involving a direct benefit (i.e., initial appointment, retention, promotion, salary, leave of absence, etc.) to members of their immediate families.
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