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Employee Introduction

Introduction
This handbook exists to provide employees of Concordia University, St. Paul (CSP) with a working guide to understanding the day-to-day administration of personnel policies, pertinent employment law, employee benefits and employment procedures.

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Welcome
Welcome to CSP. We are happy to have you as a member of our community! The mission of CSP, a University of The Lutheran Church–Missouri Synod (LCMS), is to prepare students for thoughtful and informed living, for dedicated service to God and humanity, for enlightened care of God’s creation, all within the context of the Christian Gospel.

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Scope and Purpose
These policies and procedures are provided for informational purposes only. They are designed to provide employees with a general summary description of University personnel policies, programs, and employee benefits. The personnel policies pertain to all employees of CSP except those whose terms and conditions of employment are established by a collective bargaining agreement or other employment contract. These policies and procedures are not an employment contract, and should not be interpreted as creating an employment contract. CSP has the right to change, modify, delete or add to these policies and procedures at any time and without notice.

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The Employee’s Responsibility
It is your responsibility as an employee to read these policies and abide by them. If further clarification or interpretation is necessary, please contact the Human Resources Department for assistance.

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Faculty Handbook
The Faculty Handbook supersedes the CSP Employee Handbook for subject areas explicitly covered. The Faculty Handbook applies to those employees granted faculty status by the Board of Regents and/or the Vice President of Academic Affairs. The Faculty Handbook is available at http://www2.csp.edu/handbook/handbook.htm.

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Changes in Policy
Personnel policies at CSP will be revised from time to time to reflect any changes in federal laws, state laws, or policy changes at CSP. Revisions will be available online or directly from the Human Resources Department. The Human Resources Department is responsible for announcing and implementing any new staff policies and revisions.

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Responsibility for Administration of Personnel Policies
Complaints and differences are to be discussed with the employee’s supervisor. If the issue cannot be resolved between the employee and supervisor, the Director of Human Resources should be consulted. (See Grievance Procedure)

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Employment at Will

In accordance with the laws of the State of Minnesota, all employees, in the absence of a contract, are employees at will. The employment relationship between CSP and the employee is completely voluntary, and either the employer or employee can terminate the employment relationship at any time.



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University Values

Mission Statement
The mission of CSP, a University of LCMS, is to prepare students for thoughtful and informed living, for dedicated service to God and humanity, for enlightened care of God’s creation, all within the context of the Christian Gospel.

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Vision Statement
The vision of Concordia University, St. Paul is to be acknowledged as the leading Lutheran university offering exceptional opportunities for students from all backgrounds who seek relevant career preparation and a challenging academic experience coupled with the insights of Lutheran theology. To achieve this vision CSP has adopted the following strategic priorities: 1) grow enrollment 2) increase persistence to graduation 3) increase transition to job or graduate school 4) grow net assets

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The Concordia Promise
Concordia University, St. Paul empowers students to discover and engage their purpose for life, career and service in a dynamic, multicultural, urban environment where Christ is honored, all are welcome, and Lutheran convictions inform intellectual inquiry and academic pursuits.

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Employment Definitions and Statuses

Terms Used in this Employee Handbook
Director of Human Resources: The Director of Human Resources serves as the editor and distributor of this manual. Full-time employees: Usually designates employees who work 40 hours per week for twelve months per year. When this term is used in relation to the Concordia Retirement & Disability Plans, “full-time” refers to those employees working 20 or more hours per week for 5 consecutive months or more. Concordia Health Plans refers to those employees working 30 hours per week for 5 consecutive months or more. Part-time employees: Employees who are employed for less than 40 hours per week (refer above to Concordia Plans’ special definition). Immediate supervisor or supervisor: The person to whom an employee directly reports, as specified in the job description.

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Concordia Employee Classification

Faculty Employee

Member of the university community whose primary relationship to CSP is that of an employee granted faculty status by the Board of Regents and/or the Vice President of Academic Affairs.

Contracted Faculty of Practice

Member of the University community whose primary relationship to CSP is that of an employee who teaches specified courses, contracted by semester, not to exceed 12 credits in any semester.

Staff Employee

Member of the university community whose primary relationship to CSP is that of an employee who is not designated as faculty.

Student Employee

Member of the university community hired to fill a temporary position that generally terminates upon the end of the academic year or commencement, whichever comes first.

Contract Employee

A contract employee is hired for a specific job and paid through a third-party partner.

Temporary Employee

Temporary employees are non-student employees hired to fill a short-term, temporary position.

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Position Classification

Exempt and Non-Exempt

All positions are evaluated for overtime exemption by the Director of Human Resources as currently defined by the United States Department of Labor. Exempt employees are paid on a salaried basis and are not eligible to receive overtime pay. Non-Exempt employees are paid on an hourly basis and are eligible to receive overtime pay for overtime hours worked.

Minister of the Gospel

Persons who are listed on the official roster of LCMS are eligible for this classification. Persons engaged in the classification are employed following the ecclesiastical procedures of LCMS.

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Employment Types

Regular Hourly Employee

A regular hourly employee is an employee who fills an authorized hourly position on the campus. They are “regular” because they hold positions for at least one academic or fiscal year. The position may be full-time or part-time.  Regular hourly employees are generally classified as non-exempt.

Regular Salaried Employee

A regular salaried employee normally fills an executive, administrative, or professional position. They are employed on a full-time basis of 40 hours per week. They are “regular” because they hold positions for at least one academic or fiscal year. If a salaried position is engaged via a contract, the employment contract shall prevail in any conflict with this Employee Handbook.  Regular salaried positions are generally classified as exempt.

Temporary Employee

A temporary employee is a non-student employee who is not included in the “regular” employment category. Positions of this type typically have a known end date and the duration of employment is less than one fiscal or academic year.  Temporary employees are generally classified as exempt.

Introductory Employee

An introductory employee is in the period of initial employment, typically for the first 90 calendar days after their date of hire unless this period has been extended for performance or attendance reasons.

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Introductory Period
All new and rehired employees work on an introductory basis for the first 90 calendar days after their date of hire. Significant absence will either extend the introductory period by the length of the absence or disqualify the employee from continued employment. If the University determines that the designated introductory period does not allow sufficient time to thoroughly evaluate the employee’s performance, the introductory period may be extended for a specified period of time. Upon satisfactory completion of the introductory period, employees enter a “regular” employment classification.

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Employment Policies

Equal Employment Opportunity

It is the policy of CSP to provide equal opportunity to all employees and applicants for employment in accordance with all applicable equal opportunity, directives and regulations of federal, state, and local governing bodies or agencies thereof, specifically Minnesota Statute 363.

CSP will not discriminate against or harass any employee or applicant for employment because of race, color, sex, pregnancy, national (including ancestry) or ethnic origin, physical or mental disability, age, marital status, gender, veteran or military status, predisposing genetic characteristics, or any other characteristic protected by federal, state, or local laws.

CSP is an institution of LCMS and, to the extent allowed by law, CSP reserves the right to give preference in employment based upon religion. In addition, preference in holding certain employment positions is given to ordained ministers of LCMS.

CSP, based on a religious tenet, recognizes only male ordained ministers of the Gospel, but recognizes both male and female commissioned ministers of the Gospel.

The Human Resources Department has been appointed to manage the equal employment opportunity program, including all equal employment opportunity activities, as required by federal, state and local agencies. If any employee or applicant for employment believes he or she has been discriminated against, please contact the Director of Human Resources.

Because CSP is a church-related institution all employees are expected to respect the official doctrines of the LCMS and to pursue lifestyles that are morally in harmony with its teachings.



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Non-Discrimination Policy

General Policy

It is the policy of CSP not to discriminate on the basis of race, color, national or ethnic origin, gender, age or disability in the administration of its employment policies. This policy is in compliance with the requirements of Title VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, regulations of the Internal Revenue Service and all other applicable federal, state and local statutes, ordinances, and regulations. Inquiries regarding compliance with Title IX and Section 504 may be directed to the compliance coordinator.

CSP will ensure that all employment practices are free of discrimination. Such employment practices include but are not limited to the following: hiring, career advancement, demotion, transfer, recruitment or recruitment advertising, selection, layoff, disciplinary action, termination, rates of pay or other forms of compensation, and selection for training.

Gender Discrimination Policy

CSP is an equal opportunity employer and it is the policy of this institution to provide equal employment opportunities for all employees and not to discriminate unlawfully against any employee or applicant because of their gender. CSP, based on a religious tenet, recognizes only male ordained ministers of the Gospel, but recognizes both male and female commissioned ministers of the Gospel.

Americans with Disabilities Act

It is the policy of CSP to consider qualified applicants with disabilities in its hiring process. If an applicant with a disability is qualified for a position that is available and can perform the essential skills of the job, either without accommodation or with a reasonable amount of accommodation, it is CSP’s policy to consider that person on an equal basis with any other applicants who apply for the job. CSP will not make disability a factor in its hiring process. Its employment decisions are based on job-related criteria alone.

CSP is dedicated to protecting the rights provided to individuals with disabilities by the ADA. Accordingly, it will in no way retaliate against anyone who asserts the rights provided by the ADA or any state human rights law.

It is the desire of CSP to make its facilities accessible to customers with disabilities. If the employee is aware of areas or services in and around CSP that are not accessible to persons with disabilities, please contact the affirmative action officer.

Service animals accompanying persons with disabilities are welcome at CSP. The service animal should remain with the person it is assisting at all times. If an employee is serving a customer who is assisted by a service animal, please be aware that the service animal is not a pet and should not be treated as a pet. Make every attempt not to separate the service animal from the person whom the service animal is assisting.



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Immigration Law Compliance

In accordance with the Immigration Reform and Control Act of 1986, it is our policy to hire only those individuals who are authorized to work in the United States. Pursuant to this law, all individuals who are offered employment will be required to submit documentary proof of their identity and employment authorization.

Employees will also be required to complete and sign Form I-9 (Employment Eligibility Verification Form). This form requires the employee to attest that they are authorized to work in the job for which they are hired and that the documents they submitted are genuine.

If the employee is authorized to work in this country for a limited period of time, before the expiration of that period they will be required to submit proof of employment authorization and sign another Form I-9 in order to remain employed.



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Employee Background Check

Prior to making an offer of employment, CSP may conduct a job-related background check. A comprehensive background check may consist of prior employment verification, professional reference checks, education confirmation and credit check. When appropriate, a criminal record check is performed to protect CSP’s interest and that of its employees and clients.



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New Employee Orientation

Following the acceptance of the employment offer, the new employee will meet with a representative of the Human Resources Department for an orientation to employment at CSP.



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Personnel Records and Administration

Employee File Contents

Each employee of CSP will have an electronic record and a paper file. The employee’s paper file will be subdivided into two sections. One section will be the personnel file. The other section will be the confidential file. The personnel file will, according to Minnesota state law and CSP policy, contain records that can be viewed by the employee and the employee’s supervisors. The confidential file will be separately filed and contain files that are available to authorized Human Resources staff only and, on a limited basis, to the employee (see Employee Access for details). At all times, the highest standards of privacy and confidentiality will be exercised when working with these files. Employees will be bound to all federal and state laws in addition to CSP policy. Employees not following these rules will be subject to discipline or termination in addition to any Federal or State liability. (See Minn. Stat, Sec 181.960 for more detail). No original files will be removed from the Human Resources Department.

Personnel Record Contents

The following items will be filed in the personnel record: Application for Employment Cover Letter and Resume Payroll Authorizations W-4 Tax Forms New Hire letters Performance Evaluations Emergency Contact Information Employee Confidentiality forms Employee Handbook Acknowledgement forms Requests of employee file access – employee or supervisor Notices of Commendation Warnings, Discipline, or Termination Information Criminal investigation records where adverse action was taken by CSP as a result of the investigation Authorizations for Payroll Deductions or Direct Deposit paperwork Employment History Attendance and Leave Records Non-medical fringe benefit information Employment testing summaries or totals Employee’s Statement of Disputed Record Retirement Records

Confidential File Contents

The following items will be filed in the confidential file: Employment related background checks including, but not limited to:  Criminal, Financial, Driving, and others as job-related Background Check Release of Information form Injury Reports Employment Verification Voluntary Self-Identification Medical Benefit Information Employment related medical records Employment related beneficiary designation information Letters of reference Records of ongoing employee criminal investigations (records may be viewed at the close of all legal proceedings) Any education records maintained by CSP on the employee as a student Detailed employment testing records (summaries are available for review) Any transcripts or letters concerning job performance or job-related misconduct provided by a co-worker that identifies that co-worker in any way

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Access to Employee Files

Employee Access

What can be accessed: Employees may access all information in their individual personnel file. In addition, employees may access the following items in their confidential file:
  • Any background checks, employment verification and related documents
  • Voluntary self-identification forms
  • Medical benefit enrollment information and employment related medical records
  • Beneficiary designation information
  • Injury Reports
  • Records of employee criminal investigations when all legal proceedings are closed

Procedure to Access Employee Files

An employee must request access in writing. This request should be directed to the Director of Human Resources.
  • A review will be scheduled within seven days at the Human Resources Department during normal office hours.
  • A review will take place in the presence of a Human Resources representative. Questions about the file will be directed to the Director of Human Resources.
  • No documents will be removed from the file.
  • The file will not be removed from the Human Resources Department.
  • Documents may be copied at the employee’s expense.

Dispute of Information

If an employee, after reviewing their file, disputes information contained within, that employee may elect to provide a written response to the disputed information. The response will be retained with the document in question and given with the document as part of the record. The response can be revised in the future with the consent of the employee.

Supervisor Access

Supervisors may access all information in their subordinates’ personnel file. A supervisor may access no information stored in a subordinates’ confidential file.

Procedure to Access Subordinates’ Files

A supervisor must request access in writing. This request should be directed to the Director of Human Resources.
  • A review will be scheduled within seven days at the Human Resources Department during normal office hours.
  • A review will take place in the presence of a Human Resources representative. Questions about the file will be directed to the Director of Human Resources.
  • No documents will be removed from the file.
  • The file will not be removed from the Human Resources Department.
  • Documents may be copied at the supervisor’s expense
 

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Change of Personal Data

It is the responsibility of the employee to report changes in marital status, dependents, legal name, residential and mailing address(es), phone number, beneficiaries for institutionally-funded programs, and whom to notify in the event of an emergency to the Human Resources Department as soon as available or effective. Failure to do so promptly may incur loss of certain benefit programs. CSP will only provide official notifications, including tax returns, to the last home address reported.



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Graduate Assistants in the Athletic Programs
An athletic graduate assistant is defined as a student enrolled in a graduate level program formally attached to a specific program within the athletic department. Eligibility – Must apply for and be accepted as a student in a graduate program at CSP. Scholarship – A financial aid application must be completed in order to receive a scholarship for tuition. Non-Exempt Status – non-coaching Graduate Assistants will be considered a student position and must be paid for all hours worked. Exempt Status – coaching Graduate Assistants qualify as exempt (non-eligible for overtime) under the FLSA teaching exemption due to teaching aspect of their positions. Benefit Eligibility – All student positions are considered temporary and not subject to employee fringe benefits with the exception of the Earned Sick and Safe Time accrual for student employees required to submit a timesheet for payment of wages earned. Volunteer Status – A Graduate Assistant may not serve as a volunteer in any capacity at CSP. Taxes – Wages will be subject to federal and state withholding. Scholarship funds are not considered to be taxable income if the cost of tuition is not exceeded.

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Graduate Assistant Hiring Procedure
The following procedure must be used when hiring a graduate assistant.
  1. When seeking approval, the hiring manager must complete the Staff Position and Recruiting Form and secure all require approvals.
  2. Upon approval, the position funding must be added to the current fiscal year budget and approved by the Provost and Chief Operating Officer.
  3. The candidate for the graduate assistant position must apply for and be accepted in a graduate program offered at CSP.
  4. The candidate must complete a financial aid application through Financial Aid. (The scholarship for tuition will not be considered taxable income to the Graduate Assistant.)
  5. The candidate must complete a student employee background screen form at least one week prior to the expected start date.
The Graduate Assistant’s wages will be subject to federal and state withholding. The Graduate Assistant student employee will not be eligible for employer-paid fringe benefits because all student employees are considered temporary employees.

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Health and Safety for Employee

Health and Safety

CSP maintains that the safety and protection of students and employees is one of our greatest concerns. Therefore, every supervisor and employee is responsible for working cooperatively with the Environmental Health and Safety Coordinator to eliminate unsafe conditions that can cause unnecessary injuries and accidents. It is also the responsibility of all employees to follow all federal, state, and local standards, and for supervisors to stay current on these standards, to communicate them to their staff and to enforce them.

CSP complies with the Federal Occupational Safety and Health Act of 1970 (OSHA) regulations. Safety is a priority at CSP. Every effort is made to keep work areas safe and free from hazards. Supervisors are to assist employees with safety and health requirements. Employees are expected to observe all applicable safety requirements, and to report any unsafe or hazardous condition to his/her supervisor as soon as possible.



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Work Related Injuries

If an employee is injured on the job, he/she should notify the supervisor as soon as possible without fear of discipline or retaliation. Supervisors should notify the Human Resources Department to be certain that CSP’s workers’ compensation carrier is notified as soon as possible.

If an employee is seriously injured, call 911 and describe the emergency and location; also call the security office by dialing 0 for assistance.



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First Report of Injury
A First Report of Injury form must be completed and returned to the Human Resources Department as soon as possible following any work related accident or injury. The supervisor should:
  • Ensure that the injured employee receives necessary medical attention. Complete a “First Report of Injury” form and hand-deliver it to the Human Resources Department immediately following the injury.
  • Be familiar with the circumstances surrounding the injury.
  • Maintain contact with the injured employee, and keep the department head informed.
  • Work with the Human Resources Department to identify transitional job duties for the employee when appropriate.
  • Keep in contact with the Human Resources Department to report any change in the status of the injured employee.


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Personal Property

CSP assumes no risk for any loss or damage to personal property and recommends that all employees have personal insurance policies covering the loss of personal property left at the office. Personal items on University property (including all facilities and parking areas) are subject to investigation and review when there is reason to assume that a violation of law or policy has occurred.



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Health-related Issues

Employees who become aware of any health-related issue that will affect his/her ability to perform on the job should notify the supervisor of a change in health status as soon as possible.



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Smoking Policy

In conformity with the Minnesota Clean Air Act, CSP is dedicated to providing a healthy and comfortable environment for students, faculty, staff, and visitors.

With the exception of off-campus housing and individually designated on-campus residential rooms, all indoor areas on campus are tobacco-free, thus creating a “Clean Indoor Air Policy.” Beyond the residential exceptions noted, tobacco is not permitted in classrooms, offices, tunnels, the dining hall, the student union, athletic facilities, entrances to buildings or any other indoor areas.

All smoking must take place outside at least 20 feet from any building to insure building entrances are free of smoke. Receptacles for cigarettes, cigars and other tobacco products are positioned approximately 20 feet from the entrances to key buildings on campus.



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Alcohol and Substance Abuse

In compliance with both the Drug-Free Workplace Act of 1988, and the Drug-Free Schools and Communities Act Amendments of 1989, CSP has established pertinent policies and procedures.

CSP prohibits the unlawful possession, use and distribution of illicit drugs and alcohol and expects that all students, faculty and staff members of the university community will conduct themselves in a responsible manner that shows respect for others and the community at large. This prohibition applies to all activities sponsored by CSP, whether on university-owned property or at other locations. As part of the larger community, CSP is subject to, abides by, and supports Minnesota state statues and local ordinances.

In the event of unlawful possession, use and distribution of illicit drugs and alcohol by a member of the university community, CSP will take action consistent with the state and federal laws, and with its policies governing its relationships with the students, faculty, and staff. Violation of this policy will result in sanctions being taken against the violator, from official waning through permanent separation (termination) from CSP, and may include referral to civil authorities for prosecution.



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Weapons Policy for Employees
Concordia University is committed to maintaining a workplace that is free of violence. This obligation includes eliminating recognized hazards from campus communities that contribute to violence or serious harm. Weapons and ammunition are potential safety hazards. Possession, use or display of weapons or ammunition are inappropriate in an academic community for any reason other than protection of University employees, faculty, students and members of the public invited on campus as allowed by law, and policies of Concordia University. Definitions of Weapons and Ammunition: A weapon is defined as: an instrument of offensive or defensive combat, something to fight with, and is generally any device capable of projecting a ball, pellet, arrow, bullet, missile, shell or other material. This shall include, but is not limited to, firearms, bows, rockets and sling shots. Ammunition is any material capable of being projected by a weapon and makes the weapon operational. This policy does not apply to the possession and/or use of disabling chemical sprays when used for self-defense. (Training in the use of defensive sprays is strongly encouraged. Vendors should be able to provide this training and Material Safety Data Sheets.) Weapons and Ammunition Prohibition: Prohibition. Employees are prohibited from possessing or carrying a firearm while acting in the course and scope of their employment, either on or off university property, regardless of whether the employee has a permit to carry a firearm, except as otherwise provided in this policy. Employee reporting responsibility. An employee with a reasonable basis for believing an employee  is in possession of or carrying a firearm in violation of this policy has a responsibility to report the suspected act in a timely manner, unless doing so would subject the employee or others to physical harm. Reports should be made to the Human Resources Department or the Security Office.  This policy shall not prohibit prompt notification to appropriate law enforcement authorities when an immediate threat to personal safety exists. Employees shall not make reports of a suspected violation knowing they are false or in reckless disregard of the truth. Violation: Any employee, faculty member, student or other representative of the University who violates this policy shall be notified of the violation and subject to disciplinary sanctions up to and including termination. Exemption: All currently licensed law enforcement officers are exempt from this policy.

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Employee Health Hazards*
Bloodborne Pathogens
Current medical evidence indicates that the actual safety risks created for the transmission of the Hepatitis B or HIV/AIDS viruses are low in CSP’s normal academic and employment setting. Any employee who may be exposed to bodily fluids in the course of employment duties will be given protective wear in order to minimize the risk of transmission of communicable disease. CSP will make available the Hepatitis B vaccination series to all employees who have been identified as having the potential for occupational exposure. Training is provided at the time of initial assignments to tasks where occupational exposure may occur, and will be repeated annually. For more detailed information, contact the Environmental Health and Safety Coordinator. Employees who have not received special bloodborne pathogens training should immediately notify the security office (x8777) or Environmental Health and Safety (x8347) for any situation involving contact with bodily fluids such as blood.  Do not attempt to clean up body fluid spills yourself.

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Infectious Waste

CSP has an infectious waste management plan. The plan is designed to ensure that all infectious waste is disposed of in a safe manner, avoiding any risk to employees. For more information, contact the Environmental Health and Safety Coordinator by dialing x8347.



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Hazardous Waste

To comply with the federal and state right-to-know laws, and as an effective loss control/risk management program, CSP has adopted a hazard information/right to know and emergency medical response program. The program provides for emergency response to chemical spills, and other chemical emergencies, as well as immediate access to toxicology and medical information. For information, please call x8347.



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Employee Right to Know

The Minnesota 1983 Employee Right to Know Act is intended to ensure that employees are aware of the dangers associated with hazardous substances and harmful physical agents that they may be exposed to in their work place. Written information on hazardous substances, harmful physical agents, or infectious agents are available on MSDS (Material Safety Data Sheet) sheets located within departments where there is risk of exposure, or with the Employee Right to Know Hazard Hotline (612-617-0995). For more information, call the Environmental Health and Safety Coordinator at 651-641-8347.



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Safety Watch and Safety Warnings

If circumstances warrant, special printed crime alerts are prepared and distributed either selectively or throughout campus.

Crime Prevention

CSP would much rather prevent crimes from occurring than react to them after the fact. A primary vehicle for accomplishing this goal is CSP’s comprehensive crime prevention program based on the dual concepts of eliminating or minimizing criminal opportunities, and encouraging students and employees to be responsible for their own security and the security of others.

Some of the crime prevention programs and projects employed by CSP include crime prevention presentations, printed crime prevention materials, electronic alarm systems, facilities surveys, and sexual violence education and prevention. The CSP safety and security information brochure is available to all employees by contacting the Risk Management Department at 651-641-8347.



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Security Escort

Security Escorts are intended to create a safer walking environment for members of the campus community who are traveling to and from a parking area, residence hall, campus building or off-campus housing units. Escorts are performed during the evening, night and early morning hours by uniformed CSP security guards, who are in radio contact with the campus switchboard operator. Use of the escort service is highly recommended for people walking alone or those who feel uncomfortable traveling in the immediate area.

An escort may be obtained by dialing 0 from any campus phone. Escorts are limited to campus boundaries. All escorts will be walking unless the escorting guard determines it necessary to drive.



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Campus Emergency Procedures*
Fire
When a fire is discovered:
  • Pull alarm on the nearest alarm pull station
  • Telephone the St. Paul Fire Department at 911 and report the precise location of the fire
  • Call the security office at 0
  • Only attempt to extinguish a fire if it presents no risk to your health and safety
  • Vacate the building
  • Remain in the area to guide the fire department to the fire


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Severe Weather
In the event of a severe thunderstorm or tornado watch, listen to the radio (WCCO 830 AM) or television for further information. The National Weather Service will issue a forecast. The security department also monitors the National Weather Service radio frequency. If threatening conditions develop, be prepared to go to your building’s basement or lower floor inner hallway. Stay away from windows or large open rooms that may have poorly supported roofs. Employees may elect to receive notification via SMS text messaging by signing an opt-in agreement to E2 Campus through the Human Resources Department. Employees with University-provided cell phones are required to receive E2 Campus notifications due to the nature of their positions.

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Bomb Threat
If a bomb threat is received by telephone, the employee receiving the call should obtain as much information as possible from the caller:
  • Ask the caller to repeat the message
  • Write down the exact message, asking for the bomb’s location and time of detonation
  • If possible, notify a supervisor or manager that the call is going on, without arousing the caller’s suspicion
  • Pay particular attention to the caller’s voice and any background noises (train, traffic, etc.)
  • Notify the security office at 0
  • Notify the St. Paul Police by calling 911
  • Determine if the building is to be evacuated
  • Do not use the fire alarm system
  • Advise building staff or faculty of the next steps
Announce the following over the public address system: “There has been a bomb threat for this building. Clear the building immediately, and leave the area. Stay at least 100 feet clear from the building. If there is NO public address system
  • Advise people in the building of the need to vacate the building
  • Advise people leaving the building to clear the area
  • If a residence hall is being evacuated, advise residents to clear the area and go to the student union for shelter, NOT to go to another residence hall
The Security Office will coordinate all communication, inside and outside the building. Employees should not discuss the threat with outside persons such as the news media. St. Paul Police or bomb squad will assist CSP staff and faculty in a visual search of the building. Do not touch or move anything that appears suspicious – contact police or bomb squad personnel. The building will not be re-opened until authorized by the St. Paul Police and CSP security personnel.

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Hiring Policies

Hiring Policies
Open positions at CSP will be posted to the online university job board for a minimum of two weeks. This Web page is available at http://www.csp.edu/Employment/

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General Policy

All new and replacement positions must be approved by the area Vice President (Cabinet Officer), Provost & Chief Operating Officer, and Director of Human Resources, based on a review of the need, budget impact and benefit to CSP.



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Application Procedure

All resumes and submissions should be directed to the Human Resources Department for distribution to the appropriate supervisor for review and screening. Information regarding all submissions will be maintained for legal compliance.

To apply for a position, a current employee must complete the hiring process in full. All hiring decisions will be made in accordance with CSP’s Equal Employment Opportunity Policy.

After notification by the hiring department of candidates selected for interview, an application for employment will be given to the selected candidates which may be returned prior to, or at the time of, the interview. This process will ensure that CSP has similar information regarding each finalist.

All preliminary interviews will be scheduled and completed by the hiring department.

Before an offer of employment is made, the Human Resources Department will perform a background check which may include but not be limited to references, employment, county and state criminal, education and credit reports.

Upon approval of final candidates, the hiring department must complete reference checks of a minimum of two references.

A verbal offer of employment will be made by the appropriate department representative in consultation with the Director of Human Resources. After verbal acceptance, a formal offer letter of employment will be issued.



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Employee Transfers

Vacancies may be filled by promotion or transfer within CSP. While CSP supports the promotion of internal candidates, hiring decisions will be determined through an evaluation of the knowledge, skills and abilities of candidates as well as institutional and departmental fit.

Performance in a current job and applicable skills are a significant factor in establishing candidacy for other staff positions at CSP. Staff members on a Corrective Action or Performance Improvement Plan may be ineligible to be considered for an employee transfer to a different position. Any employee desiring consideration for another position at CSP should communicate with the Director of Human Resources. An application or resume must be submitted to be considered for a new position.

Application for a new position will be considered confidential until an offer is made. Upon acceptance of the new position the applicant must notify his/her supervisor. The Director of Human Resources will facilitate an orderly transition to the new position.



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Employment of Relatives
CSP neither encourages nor discourages employment of relatives, however, the basic criteria for appointment and promotion of all employees shall be appropriate qualifications and performance.  For the purposes of this policy, “relatives” are defined as spouses, children, siblings, parents, or grandparents. A “domestic partnership” is generally defined as a committed relationship between two individuals who are sharing a home or living arrangements. Without the prior approval of the Director of Human Resources, no person shall be assigned to, or work in, a department or unit under the supervision of a relative who has or may have a direct effect on the person’s promotion or performance. The University reserves the right to terminate or transfer employees if a personal relationship in the workplace is proven to have a negative impact on the operation of the business.

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Rehiring of Former Employees
No former employee of CSP who has dismissed for cause, other than lack of work, may be rehired unless authorized by the Director of Human Resources. Authorization for rehiring may be granted after reviewing the former employee’s work record, including the circumstances involved in the separation, and having considered all other information pertinent to employment. In the event a person ceases to be employed at CSP, and is subsequently rehired, credit is given for prior years of service if such service, as then rendered, was deemed satisfactory by the institution.

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Direct Deposit for New Employees

As a condition of employment at CSP all employees must be paid electronically through direct deposit or other electronic transactions.



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Paid Relocation
Paid Relocation for new employees must be authorized in advance by the Director of Human Resources and Provost & Chief Operating Officer. In the event paid relocation is authorized, it will be coordinated in conjunction with the Human Resources Department.  Relocation costs must be paid by the employee and submitted for reimbursement of prior-approved expenses.

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Termination Policies

Accrued Paid Time Off

At the effective date of termination, any unused, accrued Paid Time Off is converted to the cash equivalent, and paid out as part of the final payment except in the case of involuntary termination for cause in which case the accrued balance is forfeited.

No additional benefits are paid on the final paycheck.



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Holiday Pay
To be eligible for holiday pay near the end of employment, a terminating employee must work a minimum of 5 work days after the holiday.  Employees who are going on a leave of absence must work at least two full weeks prior to the holiday to receive holiday pay.

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Continued Rights

Upon termination of employment, employees may continue the group health plan and/or the tax sheltered medical and dependent care reimbursement program at their own expense. Refer to the Financial Policies section of this handbook.



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Exit Interview
If you leave CSP, both you and CSP will be expected to follow certain procedures. Those procedures depend on the circumstances under which you leave. Employees leaving CSP are required to report to the Human Resources Department for an exit interview. The function of this meeting is twofold: to provide a formal setting for the transfer of much vital information and institutional property; and for the debriefing of the departing employee to permit the institution to learn from this employee for future planning and policy provision. Topics to be included should cover the following range as appropriate:
  • Settlement of advances, petty cash funds, and other accounts receivable
  • Return of institutionally-issued keys, access cards, IDs, credit cards, pagers, telephones, uniforms, badges, computers, terminals, and other equipment
  • Settlement of final wages earned and benefits payable
  • Provision of forwarding address for any personal mail, tax reporting forms, and the like


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Retirement

Retirement means separation from CSP under a university-sponsored retirement plan. When you make the decision to retire, notify the Human Resources Department at least 90 days in advance. The Director of Human Resources will help you obtain information on the various pension options and other benefits.



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Voluntary Resignation
Voluntary resignation occurs when an employee voluntarily ceases employment with CSP. When possible, employees who wish to resign should submit a letter of resignation to their supervisor at least two weeks before they plan to leave, with a copy to the Director of Human Resources. CSP would appreciate such official notification as early as possible to permit an orderly transition for the employee and the employer, with minimal impact on the employee’s colleagues.  The University reserves the right to advance an employee-tendered ending date at its sole discretion.

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Involuntary Termination

When a supervisor initiates a recommendation of termination for an employee at will the supervisor will consult in advance with the Director of Human Resources to provide the reason(s) why the recommendation is being made. If the termination is due to a change in institutional policy or program, the Director of Human Resources will be alerted as early as possible in the process to permit alternatives to be reviewed for both the employee and the institution.

If the employee is serving under a written contractual arrangement, a recommendation for termination by the supervisor will be made to the Director of Human Resources. This recommendation will indicate the reason for recommending the termination of the contract. Employees who have been involuntarily terminated from employment with CSP have a right to request in writing the truthful reason for the termination.



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Release

Release occurs when CSP ends an individual’s employment because of a reduction in the work force, the end of an assignment, or reorganization.

Whenever possible, CSP will attempt to provide two weeks written notice to an employee whose position is being eliminated or substantially changed in content and/or work schedule. Under certain conditions, however, less notice may be necessary.



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Reassignment
Reassignment occurs when CSP transfers an individual’s employment to a similar position in a different department to realign the workforce and better meet the business needs of the University. Whenever possible, CSP will help facilitate the transition so that the daily operations of both the releasing and receiving departments are least impacted.

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Discharge

Discharge means separation due to serious breach of university policy or standards of behavior, including but not limited to insubordination, dishonesty, or gross misconduct. Advance notice is not required.



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Employee Use of University Information Systems

Network Access & Acceptable Usage Policy
It is the intent of CSP to provide a quality technological environment for the university community in which certain standards are observed. All CSP students, faculty and staff authorized to use CSP computing facilities are responsible for reading, understanding and complying with all technology policies. Individual access to technology equipment and services (including those provided by third-party partners) remains at the discretion of the University and may be restricted or revoked at any time. In addition, the University reserves the right to restrict, monitor, and access all electronic and telephone systems upon the recommendation of the Provost & Chief Operating Office or the Director of Human Resources. Employees who are taking classes may not engage in activities which may call into question the integrity of the institution.  In situations where an employee’s access to technology may represent a conflict of interest, access may be restricted or responsibilities realigned to remove the potential for such conflict.

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Access to Technology Resources
CSP technology resources are available to the following learning communities:
  • Current students, faculty and staff
  • Persons associated with official programs of CSP
  • Visitors and guests associated with official university activities
  • Emeriti faculty (university email account support)


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Requirements for Use of University Technology Resources
  • Comply with the following Acceptable Use Policy
  • Understand and agree that use of CSP technology resources indicates acceptance of the policy
  • Obtain necessary accounts and passwords and be responsible for maintaining the security of all accounts
  • Disclose passwords and codes to access various systems when there is a business need-to-know as requested by the Director of Computer Services
  • Realize public computer facilities and electronic classrooms are established for educational purposes and those purposes must take priority


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Concordia University Acceptable Use Policy
The purpose of the CSP network is to support education, communication and research by providing access to unique resources and the opportunity for interaction and collaborative work on the Internet and through email and other applications. The following operations are acceptable uses of the computer network at CSP:
  • Instructional use in CSP classes
  • Faculty research
  • Student research
  • Class assignments
  • Official work of students, faculty, administration and staff, recognized student and campus organizations, and agencies of CSP
  • Electronic communication that supports instruction, research, or official work of students, faculty, administration and staff
  • Personal use by authorized users that does not interrupt or diminish access to resources for other users
 

Violations of Acceptable Use Policy

It is contrary to the CSP Acceptable Use Policy to engage in any of the following behavior:
  • Violate the “Statement of Software and Intellectual Rights.” Computer software must be used in accordance with license agreements, whether it is licensed to CSP or to them.
  • Violate the Federal Copyright Law by downloading copyrighted audio, video, graphics or text materials from the Internet without proof of proper licensing arrangements.
  • Use another person’s account or PIN or give your password, PIN or identification to another person for the purpose of gaining access to a university-owned computer, network or database resource. This includes, but is not limited to, unauthorized use of an account, use of an account for a purpose for which it was not intended or use of another person’s email address. Changing another person’s password may be considered harassment.
  • Access a file on a university-owned computer or network without the permission of the owner to copy, rename, modify, examine or change file protection or visibility. Lack of protection on a file does not imply right of access.
  • Interrupt or inhibit the access of CSP technology resources by actions such as distributing computer viruses, worms, or bulk email — this includes any other procedures that interfere in any way with the information technology resources available to a user. Virus-scanning software is supplied and it is required for all student, faculty and staff to continually update their computers.
  • Understand text and graphic files available over the Internet may be considered offensive by some members of the CSP community. As potential consumers of these materials, users are expected to exercise proper judgment and sensitivity as to how and where these materials are displayed.
  • Operate a University-owned computer in a manner that is otherwise wasteful of any computing or network resource (for example, setting up file sharing servers/applications on the University network is not allowed).
  • Employ a computer to annoy or harass other users (for example, to send obscene, abusive, or threatening mail).
  • Use a computer to violate the principles of academic honesty
  • Misuse information accessed while performing work as a CSP employee. Information stored on administrative computers is confidential; use or distribution of such information other than as assigned is prohibited by University policy and state and federal laws.
  • Use or distribute any parts of CSP’s administrative records that are accessed unintentionally. These include, but are not limited to, information stored on disk, tape, hardcopy, microfilm as well as information on terminal screens.
  • Use University-owned computer resources for commercial work except as permitted by faculty and staff handbooks and licensing agreements.
  • Tamper with terminals, printers or any other associated University-owned equipment, or remove computer equipment, disks, paper or documentation from a computing facility. Equipment and software failures should be reported to the Office of Information Technology.
  • Gain access to CSP technology resources when one is no longer eligible.
 

Results of Failing to Follow Acceptable Use Policy

Failure to follow the policies set forth in this document constitutes an offense. As with all matters of law and ethics, ignorance of the rules does not excuse violations. Authorized users learning of any policy violations should notify their immediate supervisor, who will notify the CIO and the appropriate division Vice President. Student violations will also be reported to the Dean of the student’s college.
  • Ethical policy abuses may result with immediate denial of service and penalties that range from the loss of computing privileges to suspension or expulsion from CSP (students) or termination of employment (Faculty & Staff).
  • Ethical policy abusers are liable for monetary payment and may also be liable for civil or criminal prosecution under state and federal statutes.
  • The Office of Information Technology will not provide support to users who fail to follow the Acceptable Use Policy.
 

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Use of Computer Software & Copyright

CSP does not condone the illegal duplication of software. The copyright law is clear. The copyright holder is given certain exclusive rights, including the right to make and distribute copies. Title 17 of the U.S. Code states that “it is illegal to make or distribute copies of copyrighted material without authorization” (Section 106). The only exception is the user’s right to make a backup copy for archival purposes (Section 117).



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Information Access and Ownership*
Files and Records

All files and communication, whether hard copy or electronically machine-readable, remain the exclusive property of CSP. CSP policy alone determines who has access to any file. Employees are not to share the contents of confidential files with others except within a department’s information dissemination policy.

The employee is warned that CSP, students, other employees, and third parties may be protected by federal or state law in addition to institutional policy. Non-compliance with this policy of the institution may place the individual at personal risk, as well as becoming subject to immediate dismissal.



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Communication Media

CSP considers all media containing official institutional information as owned and accessible by the institution. This includes “campus” mail, U.S. mail, email, voice mail, FAX documents, “overnight” and “express” documents and the like. As such, appropriate administrative employees are granted the right to search for, look at, and otherwise utilize these documents in the course of performing institutional duties. Employees should minimize personal communications in these media, and use of campus facilities for utilizing these media. Also, any employee having access to such information in the primary custody of another employee is expected to use such information only in the performance of their duties, and not share any personal information they may have come upon in the course of the performance of their services to the institution.



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Copyrighted Materials

CSP in no way condones the unlicensed exchange of proprietary products. All CSP employees, in the performance of their duties, will refrain from aiding others in such efforts and will advise other members of the University’s community not to participate in such endeavors. Should an activity be undertaken, the responsibility for the consequences of such activity shall remain the sole fiscal and legal responsibility of the offender.



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Use of University Telephones

Occasional use of University telephones for local calls for personal reasons is permissible, but calls should be limited in number and length. Personal long distance calls are not permitted on University phones.



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Library Technology Center

Employees are encouraged to utilize the library with its numerous services.



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Concordia Bookstore

Employees are encouraged to utilize the Concordia Bookstore. CSP employees receive a 10% discount on all items purchased in the bookstore.



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Employee Use of University Property

Personal Property

CSP assumes no risk for any loss or damage to personal property and recommends that all employees have personal insurance policies covering the loss of personal property left at the office. Personal items on University property (including all facilities and parking areas) are subject to investigation and review when there is reason to assume that a violation of law or policy has occurred.



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University Property*
Use of University Property & Equipment

CSP will provide employees with the equipment needed to do their job. This equipment should be used primarily for University-related tasks.



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Personal Property

CSP assumes no responsibility for the personal property of employees including when such property is used in the course of job-related activities. Theft and damage are often covered under homeowners or tenants insurance, and if not presently covered, they may be included by requesting an endorsement from your insurance agent.



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University Property
With several exceptions, all University property is insured with a $750 deductible. This means that the first $750 of any loss, fire, theft or vandalism is CSP’s expense.  The employees’ care and precaution are essential to minimize losses, and employees should secure their departmental and personal property at all times. Because of insurance regulations, the use of University-owned equipment and vehicles for personal use is prohibited. Use of fleet vehicles for University-related operations requires submission of a valid state driver’s license and proof of the driver’s insurance to be submitted to the Assistant Director of Operations at least 48 hours in advance of use.  Use is subject to approval by the Operations office. University property is not allowed for personal or non-University business use unless there is a lease agreement fully executed prior to use. Lease agreements are to be initiated through the Operations office.

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Identification Cards
The CSP ID card serves several roles on and off of campus. These include:
  • Identifying employees of CSP
  • Accessing buildings and parking lots on the CSP campus
  • Using copier and printer services
  • Acting as a debit card for various campus services
  • Obtaining free or reduced admission for employees to CSP events
  • Receiving MERSC discounts
ID cards are the property of CSP. All lost or stolen cards should be reported to the ID Card Services office immediately. Employees will incur a $25 replacement fee for a lost card. Worn cards will be replaced free of charge with the presentation of the old card to ID Card Services. Terminating employees must relinquish their CSP ID card at the end of their employment with CSP.  

Employee ID Card Issuance

  • Regular faculty & staff
  • Temporary faculty & staff who work on the CSP campus
  • Third-party workers who work in an official capacity on the CSP campus
  • Summer seasonal employees who are not students of CSP
  • Former faculty members recognized by the Board of Regents as Emeriti Faculty
  • Current members of the Board of Regents & President’s Cabinet

Supervisor’s Responsibility

It is the responsibility of the supervisor to notify ID Card Services in the event that a CSP employee requires additional access to perform the job. In addition, supervisors should notify ID Card Services in the event of access changes.  

When and How to Wear ID

Office and Classroom based Employees

Employees (regular, temporary and summer) and affiliated third-party workers working in the office or classroom environment should observe the following guidelines:
  • ID cards should be displayed while on the CSP campus and working in an official capacity
  • The CSP ID card should be worn at belt level or above, and in a manner to make it completely visible
  • When off campus and acting as a representative of CSP, employees are encouraged to wear their CSP name badge but are not required to display the CSP ID card
  • The CSP name badge may be worn in addition to the CSP ID card
 

Plant Staff, Coaching Staff, and Hand in Hand Child Care Workers

Plant, coaching and Hand in Hand child care staff should observe the following guidelines:
  • ID cards should be carried on your person while on the CSP campus and working in an official capacity
  • The CSP ID should be worn whenever possible (in the manner stated above) but may be removed for safety considerations at the discretion of the employee
 

Student Employees

Student Employees are required to wear their Student CSP ID while working on the CSP campus and in an official capacity for CSP.  

Display of Cards

ID Card Services will issue a plastic ID card at the start of employment. Student employees may obtain a lanyard or name badge style holder from their supervisor at the start of employment. Additional styles of lanyards are available for purchase at the CSP Bookstore.

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Concordia Name Badges

CSP name badges are available for regular and temporary employees of CSP. CSP name badges are an important part of identifying yourself as an employee of CSP and member of the campus community. Name badges may be worn in addition to the CSP ID card. Name badges should be worn while off campus and representing CSP in an official capacity.

Terminating employees must relinquish their CSP Name Badge at the end of their employment with CSP.



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Key Issuance

The Security Department has responsibility for the distribution and collection of keys on campus. A requisition for keys must be made in writing to the Security Department. The order must include the department chair or supervisor’s signature, exact location for which keys are needed, how many keys for each area are to be made, and the name of the person to whom the keys are to be issued.

CSP key policy specifies that employees must return their keys prior to receiving their final paycheck. (For more specific information, see CSP key control policy, available in the Security Department.)



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Parking Regulations
Campus Community members are requested to register their vehicles with the Security Department.  Please see http://concordia.csp.edu/security/Parking/Parking-Guide.html for the most current regulations and procedures.

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Return of University Property

Any CSP property issued to employees, such as computer equipment, keys, parking passes or company credit card must be returned to CSP at the time of termination. Employees will be responsible for any lost or damaged items.



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Employee Standards of Conduct

General Guidelines

All employees are urged to become familiar with CSP rules and standards of conduct and are expected to follow these rules and standards faithfully in doing their jobs and conducting CSP’s business.



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Attendance and Punctuality
Generally, University office hours are 8:00 a.m. to 4:30 p.m., Monday through Friday, with an unpaid half hour off for lunch each day. Changes from this schedule are made by the supervisor whenever it is deemed appropriate or necessary. All employees are expected to arrive on time, ready to work, every day they are scheduled to work. Regular attendance and punctuality are important to job success and promotion. If unable to arrive to work on time, or if an employee will be absent for an entire day, the employee must contact the supervisor as soon as possible. Voice mail and e-mail messages are not acceptable except in certain emergency circumstances. If unable to reach the direct supervisor, the employee must contact the department head or the Human Resources Department. Excessive absenteeism or tardiness will result in discipline up to and including termination. Failure to show up or call in for a scheduled shift without prior approval may result in termination. If an employee fails to report to work or call in to inform the supervisor or the Human Resources Department of the absence for 3 consecutive days or more, the employee will be considered to have voluntarily resigned employment.

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Work Schedule and Space
Work schedules for employees vary throughout the University. Unless otherwise specific, regular full-time employees are expected to work in the work space provided by the University at least forty (40) hours per work week.  Regular part-time employees are expected to work the scheduled hours established in collaboration with their supervisors. Staffing needs and operational demands may necessitate variations in starting and ending times, as well as variations in the total hours that may be scheduled each day and week. Non-exempt employees are not to access their work email or conduct University business outside of their regular work hours.

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Remote Work
Remote work refers to an arrangement where an employee works from home or from another location away from the normal workplace. Depending on the details of the arrangement, remote work constitutes either a portion of the employee’s work time or all of it within a specific day. In compliance with the Fair Labor Standards Act, non-exempt (hourly) employees are ineligible for remote work agreements. As a general practice, the University does not endorse long term remote work, however University policy permits employees to work from a remote location when the employee’s supervisor, Director of Human Resources, and the Provost & Chief Operating Officer evaluate the remote work request and approves it. Supervisors must determine the feasibility of a proposed remote work arrangement before submitting it for approval. The arrangement is intended to benefit the employee without putting undue burden on the supervisor or the rest of team. To help ensure that employees continue working effectively under a remote work arrangement, supervisors must develop a remote work plan for submission of approval by the Director of Human Resources and Provost & Chief Operating Officer. Remote work agreements will only be approved when it is determined that the employee can effectively perform the job duties of the position while working remotely. In addition, it must be reasonably determined that the remote work arrangement conforms with applicable regulations, policies, and collective bargaining agreements. Requests to work remotely as a disability accommodation are handled through the Human Resources Department. Employees participating in Remote Work may do so only after a request has been approved and a fully-executed Remote Work Plan and Agreement is on file with the Human Resources Department.

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Break Periods

Each employee may take a fifteen-minute rest period (break) mid-morning and mid-afternoon. All employees are encouraged to take one meal period of at least thirty minutes within each eight-hour work period. Supervisors are responsible to determine if employees are to take their rest and meal periods together or in rotation to assure adequate staffing of an area or office.

Non-exempt employees will be relieved of all active responsibilities and restrictions during meal periods and will not be compensated for that time. Meal breaks are to be taken away from the employee’s work space. The calculation of the break or rest period begins when the employee leaves the work station and concludes when the employee returns to the work station. Break periods are established to include time for restroom use, smoking, and refreshments.

All members of the campus community are welcome at the post-chapel fellowship and refreshments. A supervisor may grant this break as the mid-morning break.



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Chapel Attendance

Chapel services for faculty, staff, and students are held daily. Employees and guests serve as worship leaders. Regular attendance by all employees is encouraged.

Employees may attend chapel services in addition to the 15-minute morning break if arrangements are made in advance with their immediate supervisor. The immediate supervisor shall determine if the office is to remain open during the chapel service, and if so, how it shall be staffed.



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Harassment Policy
CSP strives to create and maintain a work environment in which people are treated with dignity, decency, and respect. Employees should be able to work and learn in a safe, yet stimulating, atmosphere. The accomplishment of this goal is essential to the mission of the University. For that reason, CSP will not tolerate workplace harassment of any kind, on the basis of race, color, national or ethnic origin, religious beliefs, gender or gender identity, marital status, familial status, veteran status, pregnancy, age, disability, or genetic information. CSP will take appropriate and immediate action in response to complaints or knowledge of violations of this policy, maintaining confidentiality to the fullest extent possible. For purposes of this policy, harassment is any verbal or physical conduct designed to threaten, intimidate or coerce an employee, co-worker or any person working for or on behalf of CSP and may include, but is not limited to, words, signs, offensive jokes, cartoons, pictures, posters, email jokes or statements, pranks, intimidation, physical assaults or contact, or violence. All employees, regardless of their positions, are covered by and are expected to comply with this policy and to take appropriate measures to ensure that prohibited conduct does not occur. Any employee who experiences or witnesses harassment is encouraged to report the violation to a direct supervisor or the Director of Human Resources. Retaliation for making a report or cooperating with an investigation of alleged harassment is strictly prohibited. Employees who are requested to provide information in a claim investigation are required to cooperate to the fullest extent possible. Appropriate disciplinary action will be taken against any employee who violates this policy. Based on the seriousness of the offense, disciplinary action may include verbal or written reprimand, suspension or termination of employment.

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Fraternization with Students
Faculty and employees must conduct themselves in a professional manner at all times. This includes avoiding personal, social or romantic relationships with any student or prospective student unless the relationship existed at the time of admission to the University.  Violation of this policy will result in disciplinary action, up to and including termination.

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Sexual Harassment Policy

CSP prohibits sexual harassment and will not tolerate the sexual harassment of any member or guest of the University community by anyone associated or affiliated with CSP. Sexual harassment is against the law. It is clearly prohibited by Title VII of the 1964 Civil Rights Act and by the Minnesota Human Rights Act.

“Sexual harassment” designates any behavior that 1) emphasizes the sexuality of another person in a manner that prevents or impairs that person’s full employment of the benefits, climate, or opportunities of learning or working at CSP; 2) is unsolicited; and 3) is met with resistance, with non-cooperation, or with coerced or self-defensive cooperation.

Sexual harassment includes unwelcome sexual advances, requests for sexual favors, and other verbal, visual or physical conduct of a sexual nature. No supervisor, employee, or student shall indicate in any manner, either explicitly or implicitly, that an employee’s, applicant’s or student’s refusal to submit to sexual advances will adversely affect that person’s employment or any terms or condition of employment or a student’s academic career. Similarly, no employee or student shall promise, imply or grant any preferential treatment in return for an employee, applicant or student engaging in any sexual conduct.

Sexual harassment also includes unwelcome sexual flirtations, advances or propositions, verbal abuse of a sexual nature, unnecessary touching of an individual, graphic or verbal comments about an individual’s body, sexually degrading words used to describe an individual, a display of sexually explicit or suggestive jokes, physical assault, or any other conduct where the conduct has the purpose or effect of unreasonably interfering with an individual’s work performance or study or creating an intimidating, hostile or offensive work or study environment.

Sexual harassment is a specific form of discrimination in which power inherent in a person’s relationship to his/her subordinates is unfairly exploited. While sexual harassment most often takes place where there is a difference of power between the persons involved, this policy also recognizes that sexual harassment may occur between persons of equal status.

Although the policy does not specifically forbid consenting romantic and sexual relationships between individuals where a professional power differential exists, it is generally considered unwise. The respect and trust accorded a person by his/her subordinate, as well as the power necessarily exercised by that person in evaluating or supervising his/her subordinate, greatly diminishes the individual’s actual freedom of choice. A faculty member who enters into a sexual relationship with a student or a supervisor with an employee where a professional power differential exists must realize that if a charge of sexual harassment is subsequently made, it will be exceedingly difficult to prove immunity on grounds of mutual consent. Also included are relationships between a student or employee and an administrator, coach, advisor, program director or residential staff member who has supervisory responsibility for that student or employee.

CSP places a strong emphasis on resolving complaints informally. The procedures include advising and mediation, but it is important to note that the procedures do not preempt other formal or informal channels available within CSP.

Any person who believes that his or her education or work experience is compromised by sexual harassment is encouraged to proceed with the various grievance procedures outlined in The Student Guide which is published and distributed annually to each member of the campus community by student services.

CSP expects the cooperation of all employees and students with respect to avoiding such harassment. CSP will investigate all complaints. If it is determined after an investigation that an employee or student has violated this policy, he or she will be subject to appropriate disciplinary action, up to and including suspension or expulsion from the institution or termination of employment.



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Violence in the Workplace

CSP has adopted a policy prohibiting workplace violence. Consistent with this policy, acts or threats of physical violence including intimidation, harassment and/or coercion, which involve or affect CSP, will not be tolerated.



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Confidential Information and Nondisclosure

By continuing employment with CSP, employees agree that they will not disclose or use any of CSP’s confidential information, either during or after their employment. CSP sincerely hopes that its relationship with its employees will be long-term and mutually rewarding. However, employment with CSP assumes an obligation to maintain confidentiality even after an employee has left CSP’s employ. Upon separation of employment, all confidential information is to be returned to the University without exception.

Failure to abide by this policy may result in the initiation of corrective action up to, and including, termination of employment.



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Family Educational Rights and Privacy Act (FERPA)

Students enrolled at Concordia University, Saint Paul, are required to give certain information in order that the University may make reasonable judgments about them, provide services, and give informed advice regarding courses to be followed. Such personal data and information may become part of the student’s education record. Students may make the justifiable assumption that the University, as custodian of this data, will preserve the data’s private nature. By requiring or requesting such information, The University gives assurance that the information will be protected against improper disclosure.

Concordia University observes the following principles:

1. Appropriate Concordia University officials are held directly responsible and accountable for the careful protection of student education records against possible misuse.

2. Within Concordia University, student education records will be used only for appropriate research, educational, and Concordia University administrative functions. Access to those records is allowed only to those members of Concordia University community whose designated responsibilities reasonably require access or to persons to whom the student has given written permission for access.

3. Concordia University provides the student with the right to access, inspect and obtain copies of all information in student education records except a) financial information submitted by parents and b) confidential letters and recommendations collected under established policies of confidentiality or to which the student has waived in writing the right of inspection and review.

4. Concordia University gives students the right to request amendment of the contents of student education records, to have a hearing if the result of the request for amendment is unsatisfactory, and to include a statement for inclusion in the record if the decision resulting from the hearing is unacceptable to the student.

5. Concordia University notifies students annually of their privacy rights, their right to file complaints concerning alleged failures of Concordia University to comply with their privacy rights, and where copies of the Concordia University policy and procedures on access to student records may be obtained.

6. The student education records of Concordia University vary in their nature and location.

Steps taken to protect against improper disclosure are designed for the circumstance.

A good basic principle is that information regarding a student should not be released to a third-party without consultation with the Registrar’s Office. For more information about FERPA and student education records, consult the Academic Catalog.

The Title IX implementing regulations at 34 C.R.F. 106.8(a) require that each recipient designate at least one employee to coordinate its efforts to comply with and carry out its responsibilities under Title IX. The coordinator’s responsibilities include investigating complaints communicated to the recipient alleging noncompliance with Title IX. Section 106.8(a) also requires the recipient to notify all students and employees of the name, address, and telephone number of the designated coordinator. Section 106.8(b) requires that each recipient adopt and publish grievance procedures providing for prompt and equitable resolution of student and employee complaints under Title IX. To file a grievance regarding possible Title IX Compliance, grievance must be submitted in writing to Cheryl Chatman, Title IX Coordinator.



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Standards and Ethics

Because academic freedom is an important and valued concept in determining the policies of CSP, it becomes increasingly important that each University employee recognize the value of personal responsibility at all times. The following guidelines describe additional University expectations of all employees.

CSP requires close attention to personal integrity of its employees. All activities of and decisions made by University employees should be free from conflict of interest, which may be defined as any situation in which private outside interests are in conflict with the best interests of CSP.

Furthermore, CSP expects each employee to maintain the highest ethical standards in all associations and activities involving students, staff, faculty, and the community at large. It is vital that each employee conduct business in a manner that will reflect well not only on the employee and his or her department, but CSP as a whole.

In addition, CSP is committed to the liberal arts tradition. Such a tradition values the free and open expression of ideas and opinions, not only in the classroom, but among employees as well. Employees, therefore, are encouraged to express their ideas through the normal communication channels as established by University policy and, when appropriate, to participate in the governance of CSP. Employees are expected to use appropriate internal structures to air differences because when these internal structures are circumvented, adverse reactions can occur.

While the legal authority of CSP resides in the board of regents, faculty and staff as well as students play a major role in campus governance. CSP encourages employees to communicate through appropriate channels their opinions, suggestions, ideas and grievances in a spirit of cooperation, trust and openness.



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Conflict of Interest
Concordia University-Saint Paul employees are obligated to conduct university-related business transactions without actual or potential conflicts of interest. They will take all necessary precautions to avoid any actual or potential conflicts of interest and to disclose any actual or potential conflicts that may exist. A conflict of interest arises when an employee may benefit personally from dealings with an entity or person conducting business with the university, including indirect benefits such as to family members (spouses, parents, brothers and sisters, children, grandchildren, great grandchildren and the spouses of brothers, sisters, children, grandchildren and great grandchildren) or businesses with which the person is closely associated.   Examples of potential conflicts include but are not limited to employment with, membership on a board of directors of, or significant ownership interest in a company doing business with the university or teaching for another university. Responsibilities shall be conducted in a manner reflecting the highest degree of integrity and honesty consistent with the Old and New Testaments of the Bible, the Lutheran Confessions, the Handbook of the Lutheran Church – Missouri Synod, the Concordia University, St. Paul Employee Handbook and Faculty Handbook, board policies and civil laws. All full-time employees shall complete a Conflict of Interest Disclosure Statement upon hire and executive and director level employees will renew their statement annually.  Full-time faculty shall complete a Conflict of Interest Disclosure Statement during the initial contract agreement and will restate their commitment at each contract renewal, or annually in the case of Tenured Faculty.

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Whistleblower Policy
Concordia University, St. Paul has a responsibility to conduct its affairs ethically and in compliance with the law. If you suspect that the University or a particular CSP employee is engaged in improper activities, you should know that CSP has policies to report such improper activities while protecting you from retaliation if the need arises.  Please see the official policy and procedure for submitting a report at https://concordia.csp.edu/humanresources/employment-policy/

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Dress Code

Employees of CSP represent the LCMS. Christian values dictate modest and appropriate business attire. Employees should dress appropriately for their role at CSP. Clothing should be clean and in good repair.



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Children in the Workplace
The University values family life as evidenced in the Hand in Hand daycare center located in Woelleger Hall as well as supporting policies such as Parental Leave and the Family & Medical Leave Act.  However, the workplace should not be used in lieu of a childcare provider.  The University believes it is inappropriate for minor children of employees to be in work areas during work hours for several reasons.
  • risk of harm to the children
  • presence of children in the workplace can cause difficulty and awkwardness for co-workers and other members of the campus community
  • potential of spreading infectious diseases to others in the campus community
  • potential liability to the University, and
  • decreased employee productivity due to distractions and disruptions.
It is the policy of Concordia University that minor children of employees not be present at an employee’s workplace (office, classroom, shop area, etc.) in lieu of other childcare arrangements, during the employee’s working hours.

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Solicitations and Distributions

CSP does not permit soliciting, peddling, or the canvassing of employees during working hours. No University facilities may be used for this purpose.

CSP does not permit any solicitation by employees for their personal businesses.

CSP does not permit any solicitation that takes place for any merchandise, product or food that is in direct competition with CSP’s food service contract, bookstore contract, vending contracts and other vendors.

Any request for exceptions to this policy and contractual terms should be directed in writing to the Provost & Chief Operating Officer for approval.

Any solicitation activity should be reported immediately to the Director of Human Resources.

Fund raising activities for institutional purposes which have been approved by the president, and student organizations whose activities have been approved by the Vice President for Student Services and the Director of Development are permitted.



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Grievance Procedure

During the course of employment at CSP, there may arise a job-related problem that an employee feels should be corrected. The employee is to bring the problem first to the attention of his or her supervisor. If the problem is not resolved to the employee’s satisfaction, the problem is to be presented to the department head or to the area Vice President. The goal of these discussions is to resolve the problem. However, if no solution is reached through this process, a formal grievance procedure is available.

Any employee has the right, without prejudice, to initiate a grievance procedure.

The grievance or appeals process should be initiated only after all other approaches to resolving a disagreement or grievance have been exhausted.

Limitations

Grievances that arise from a specific occurrence must be presented in writing no later than five working days after the occurrence. Any grievance not presented in writing within the five working days’ time limit shall be deemed withdrawn and ineligible for subsequent hearing.

Level 1

If an employee decides to initiate the grievance or appeals process, the employee must complete a grievance filing form, available in the Human Resources Department. The grievant is to be as specific as possible in describing the nature of the grievance. Pertinent data that should be included are date, specific events, written correspondence, background information and any other data which will be helpful in determining the facts of the case.

The grievant is to supply a copy of the completed grievance form to the Director of Human Resources within five working days after the occurrence. The Director of Human Resources will act as the chair of an ad hoc committee. This committee shall include the grievant’s immediate supervisor and area Vice President unless either member of the committee are the subject of, or involved with, the grievance. This committee will meet and respond in writing to the grievant within 10 working days after completing an investigation of the grievance.

Level

Should the solution recommended by the grievance committee be deemed unacceptable by the grievant, the grievant must provide written notification to the Director of Human Resources, requesting that the grievance be brought to the President. The President will consider the grievance and render a decision which will be considered final. The President will notify the grievant of the decision and rationale in writing within 10 working days of making a determination.

Grievance Records Retention

Records of the hearing will be kept for a period of three years after the resolution of the grievance and maintained on a confidential basis unless otherwise specified by the grievant.



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Corrective Procedure
When conducting business on behalf of the University, the employee is expected to conduct oneself in a professional manner so as to advance the best interests of the University. Standards of performance and conduct for employees are necessary at CSP just as in any other work setting. If these standards are violated, corrective action will be taken by supervisors in order to maintain effective operations and to provide employees with an opportunity to correct their shortcomings. The corrective procedure is established for the purpose of administering equitable and consistent correction for unsatisfactory performance or conduct in the workplace, or for violation of policy. The University strives to ensure fair treatment of all employees while making certain that corrective actions are prompt, uniform, and impartial. The goal of any corrective action is to resolve the issue, prevent recurrence, and prepare the employee for satisfactory service in the future. Although employment with CSP is based on mutual consent and both the employee and the University have the right to terminate employment at will, with or without cause or advance notice, corrective action may be used at the University’s discretion. Any of four steps may be warranted when corrective action is necessary — verbal warning, written warning, suspension with or without pay, or termination of employment. In most instances, these steps will be followed consecutively, however there may be circumstances when one or more steps are bypassed due to the severity of the issue or the frequency or number of occurrences. The University recognizes that there are certain types of employee issues that are serious enough to justify either a suspension, or, in extreme situations, termination of employment, without going through the usual corrective action steps. A recommendation to terminate employment must be approved by the Director of Human Resources.

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Performance Improvement Plan

A formal performance improvement plan (PIP) requiring the employee’s immediate and sustained corrective action may be issued in lieu of the corrective action process when an employee’s knowledge, skills, and abilities require development in order to succeed. The PIP will outline the specific performance requiring improvement as well as an action plan to earn the required knowledge, skills, and abilities within a clearly defined period of time. It is important to note that an employee who successfully completes the requirements of a PIP must continue to show consistent and ongoing improvement or additional correction, up to and including termination of employment, may result.



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Transfer Policy

CSP recognizes that a desire for career growth and other needs may lead an employee to request a transfer to another position. An employee with proper qualifications will be eligible for consideration for transfer to another department provided that the transfer does not occur within one year of the employee’s date of hire or within one year of any previous voluntary transfer. A transfer may be denied if the employee is currently on a Corrective Action or Performance Improvement Plan.



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Outside Employment

CSP does not favor the performance of outside work by full-time employees. Outside work may not interfere in any way with the employee’s performance or duties at CSP.



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Animals in the Workplace

The University recognizes the important role animals can play in the lives of employees and students. At the same time, certain animals are not appropriate companions to bring on campus, and there are people who have fears or allergies associated with certain animals. Therefore, no animals, with the exception of service animals and animals being used for instructional purposes, are allowed on campus. Any exceptions to this policy must be approved by the Environmental Health and Safety Coordinator. Students or employees with service animals should refer to the Disability Services policy at http://concordia.csp.edu/Disability/_Documents/Service_Animals.html



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Political Activity in the Workplace
It is the policy of Concordia University, St. Paul to comply with IRS Regulations which prohibit participation in political activities and to protect the University from imposition of excise tax, penalties or revocation of tax exempt status. The Internal Revenue Code prohibits the University from participating or intervening directly or indirectly in any political campaign activity or supporting any such activity. To maintain adherence to this prohibition, the following guidelines govern the University’s faculty and staff (“employee” or “employees”) in their relation to political campaign activities:
  1. Neither the name nor seal of the University or any of its schools or other units may be used on the letters or other written materials intended for support for a political campaign on behalf of or against any candidate for public office, political party, or political action committee, including the solicitation of funds for such purpose or activities. This includes a prohibition on use of University letterhead, envelopes, email accounts, telephone lines and voicemail systems for communication.
  1. University employees may not state orally or in writing that they are speaking for or on behalf of the University when expressing support for or opposition to a candidate for public office, and should state explicitly that they are speaking as individuals, not on behalf of the University, when the failure to do so might be construed as an expression of support or opposition by the University. University titles should be used for identification only.
  1. No University office and no employee’s office may be used as a return mailing address for the solicitation of funds for political campaigns on behalf of or against any candidate for public office or the solicitation of an endorsement of any candidate for public office, political party, or political action committee.
  1. University funds, duplication machines, computers, telephones, fax machines, or other equipment or supplies may not be used on behalf of or against any candidate for public office, political party, or political action committee.
  1. University facilities (office space, meeting rooms, classrooms, lecture halls, etc.) in general may not be used on behalf of or against any candidate for public office, political party or political action committee. If a University facility is regularly made available to non-University groups, however, such facilities may be made available for political campaign activities if (a) the facility is provided on the same terms and conditions governing the use for purposes other than political campaign activities, and (b) the facility is made available on an equal basis to other candidates.
  1. University web pages may not be used on behalf of or against any candidate for public office, political party or political action committee.
  1. No employee of the University may perform tasks in any way related to a political campaign for public office, a political party, or political action committee in their capacity as a University employee; this includes endorsement of candidates or amendments in any University setting. No employee should be coerced to engage in any type of political activities, including monetary contributions.
Nothing in this policy prohibits University employees from participating in political activity in their individual capacity separate from their relationship to the University. In addition to the restrictions set forth above, any such political activity should be performed (a) outside of normal work hours, or (b) during a leave of absence without pay taken with the University’s approval, or (c) during a sabbatical leave, or (d) within ordinary work hours, if the time is charged to vacation time to which the person is then entitled.

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Social Media
Social media provide opportunities for members of the community of CSP to share information and knowledge to foster learning, innovation, collaboration, and research. The University recognizes the value and importance of diverse opinions and encourages responsible and respectful social media use that is consistent with its commitment to academic freedom, University values, and University policies. All data and files, including social media content, on computers owned or operated by the University or transmitted using University computer systems are subject to applicable University policies, including without limitation the University’s anti-discrimination and non-harassment policies. Additionally, this policy may apply to social media activity that relates in any way to the University’s students, staff, faculty, services, or programs, whether content is created while an individual is on or off duty, while using the University’s or personal electronic resources, and whether or not the content is posted anonymously or using a pseudonym. Social media content that is not created or posted using computers owned or operated by the University or transmitted using University computer systems may nonetheless be subject to appropriate action by the University under applicable local, state or federal law, or University policies. The University is committed to promoting, regulating, and protecting the integrity of its identity and its trademarked names and identifying marks. The University may pursue all available recourse to block, remove, or delete a social media communication that incorrectly creates an appearance of an endorsement by the University or makes an inappropriate or unauthorized use of any intellectual property held by the University. This policy covers, without limitation: texting, emailing, instant messaging, social networking, blogging, video, photo and content sharing, and other electronic communication. This policy applies to University students, staff, faculty, and contract employees. Business units wishing to host an individual social media site are responsible to obtain approval from the Marketing department and to partner with them to build the site prior to launch and to maintain the content thereafter.  In addition, cost for software and licensure that is above the standard will be billed to the department hosting the individual site. Any site officially affiliated with Concordia is owned by the university and must have a representative of the Marketing team assigned as an administrator with full editing rights. Any social media channel outside of those identified by the Marketing Department are required to display the following:  “[Page Name] is not officially affiliated with Concordia University, St. Paul, and does not represent the beliefs, view, or mission of Concordia University.”  Even if its name includes “Concordia University, St. Paul” explicitly or the page’s content implies it, the page does not represent the beliefs, views, or mission or our University. Just as the law and social media and its parameters for privacy or design change frequently, this policy will regularly evolve. This policy does not and cannot cover every possible social media activity. The University reserves the right to modify this policy at any time, without notice. If you are uncertain how this policy may apply to certain social media activity, contact the Human Resources Department.

Comment Guidelines

CSP encourages thoughtful discussion, debate, and interaction among its community through social media. Nothing in this policy will be interpreted to mean that individuals associated with the University cannot express personal opinions or that staff and faculty of the University are expected to work outside of designated hours.  User comments are not screened prior to being published within any public forum. Because of this, the University would like to remind its community of a few simple guidelines when using social media for University purposes or in a manner that could be seen to represent the views of the University:
  • Be respectful when publishing content. This includes recognizing that students, faculty, staff, and the general public come from different backgrounds, beliefs, and viewpoints.
  • Voicing opinions, complaints, or disagreements with another is accepted, but we ask that you do so in a constructive manner. Obscenities, personal attacks, threatening, harassing, or abusive content, and defamatory comments about any person, group, organization or belief will be deleted from any CSP sites and CSP may pursue other avenues of deleting such content from third-party sites.
  • CSP will not allow for the commercial solicitation or promotion of products and will delete them from any CSP account as necessary.
  • Any comments posted to a CSP social media account do not necessarily reflect the opinions or viewpoints of the University.
  • All comments and postings are subject to the social media platform’s Terms of Use.
Members of the University community must not: release confidential information; offer legal advice or comment on a legal matter unless authorized; endorse companies, products, causes or a political party or candidate on behalf of the University; or use the University logo incorrectly.  For branding guidelines, visit http://info.csp.edu/brand. This policy does not, in any manner, prohibit staff or faculty from discussing among themselves or others, wages, benefits, and other terms and conditions of  employment or workplace matter of a mutual concern that are protected by the National Labor Relations Act or other applicable law. Suspected violations of this policy should be reported to the Human Resources office.  Human Resources will coordinate a review and investigation of the possible violation.  In accordance with the Non-Retaliation Policy, the University prohibits retaliation against a member of the University for making a good faith report of a potential University-related legal or policy violation.  Violations of University policy may result in discipline, up to and including termination in accordance with applicable University policies, guidelines and codes.

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Compensation Policies

Wage and Salary Plan

Objectives of the Wage and Salary Plan

CSP’s human resources are an important and vital part of the institution. In an effort to attract, retain and reward our employees, CSP is committed to a total compensation program of which salaries and wages are an important part. The wage and salary plan covers the salary component of the employee’s total compensation. Total compensation also encompasses benefits, which are covered under “Employee Benefits.” The wage and salary plan at CSP, incorporating the institution’s goals, has the following objectives:
  • To provide a wage and salary program that is as internally equitable as possible for employees
  • To provide employees with a cash salary that is as externally competitive as possible, so as to attract and retain qualified employees
  • To insure that the employee wage and salary program of CSP will have a high priority in planning and building of CSP’s budget
  • To provide a total compensation program that, as appropriate, will assist supervisors and administrators in encouraging employees to maximize their job performance
  • To accommodate annually and as equitably as possible, wage adjustments for increased job responsibility
  • To provide a total compensation program that is in compliance with applicable legal requirements

Job Analysis

Job evaluation is a systematic method of using the collected information for determining the relative value of a particular job in relation to other jobs at CSP. Job evaluation results in the assignment of jobs to defined pay grades based on the information provided in the job evaluation questionnaire. All non-exempt and exempt jobs are measured against the Department of Labor duties test to ensure they are appropriately classified.

Job Classification/Pay Grade Assignment

Job classification is the process of assigning jobs to pay grades through the use of job evaluation. The objective is to classify the position, not the individual. The goal of the job classification process is to provide each employee with salary that is internally equitable and externally competitive. In addition, the plan provides a base for job comparison both inside and outside of CSP, which aids in recruiting and provides a rationale for salary decisions.

Plan Maintenance

The implementation and maintenance of a viable salary program is a complex but essential undertaking. It requires study of each job on campus. Furthermore, it requires the combined cooperation of all employees to furnish precise factual information about jobs when requested. Wage and salary ranges resulting from pay grade assignments, and ultimately from job evaluations, are reviewed annually incorporating local, regional and national salary survey information when appropriate. CSP is committed to maintaining an equitable wage and salary schedule for all employees. University personnel costs constitute one of the most significant items in CSP’s budget. Consequently, the careful administration of the plan is necessary if employees are to be treated equitably and personnel costs are to be kept in the proper relationship to the total University budget.

Wage and Salary Administration

The staff wage and salary plan provides an outline and procedure for the cash salary component of total compensation for those university employees who are not members of a collective bargaining unit. The other component of total compensation is employee benefits which are significant and are listed elsewhere in this handbook.

Wage and Salary for New Employees

New staff employees are normally hired at or near the minimum of the appropriate pay range. Exceptions to this policy may include extraordinary qualifications possessed by the new employee in education, training and/or experience.

Wage and Salary for Demotions, Transfers, and Promotion

Staff members who move to a lower pay grade, transfer to a position in the same pay grade or move to a higher pay grade will have their salaries adjusted using criteria listed in the employee wage and salary review.

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Overtime Pay (Non-Exempt Employees)
The normal work week is 40 hours. There are times when overtime hours are required. Overtime hours are defined only as those worked over 40 hours within a given work week. Holiday hours, Paid Time Off hours, Earned Sick and Safe Time hours, and miscellaneous paid time hours are not counted as “worked” for determination of overtime applicability within a work week. Any non-exempt employees working more than 40 hours in any one week shall be paid at the rate of one and one-half times the regular rate for hours actually worked in excess of 40 hours in one work week. All overtime must receive advanced approval from the supervisor.  Repeated instances of overtime without prior approval will result in corrective action up to and including termination of employment. All overtime hours must be included in the employee’s work week. No compensatory time off can be given in lieu of paying overtime. Supervisors may not authorize this activity for hourly employees; it is illegal and will not be tolerated.

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Payroll Schedule

See the current payroll schedule at http://concordia.csp.edu/humanresources/.



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Online Timesheets

Timesheets: Hourly (Non-Exempt) Staff

All hourly employees (eligible for overtime) are required by law to complete a timesheet. Timesheets must be completed accurately and truthfully each week. The employee records all hours actually worked each day. At the end of each two-week period, the timesheet is submitted to the supervisor for verification of the hours worked. After verification, the supervisor electronically “signs” the timesheet to indicate its accuracy and submits it to payroll. If there is a question concerning the hours worked, the issue should be resolved before the timesheet is submitted to payroll. The timesheet must be submitted to the payroll office by Monday at 10:00 a.m.

Failure to complete timesheets will result in delay of payment until the payroll following the submission and approval of the late timesheets.

In determining the hours worked, the hourly employee must record all hours worked in the office, at home or away from the campus on university business. Each timesheet must clearly report each unpaid break or lunch period that the employee took, but exclude paid breaks.

Compensatory time off (Comp Time) is not permitted for hourly employees.

All overtime (hours worked in excess of the regular 40-hour work week) must be approved in advance by the supervisor.

Timesheets: Salaried (Exempt) Staff

Salaried employees must submit a timesheet each pay period. Timesheets are to reflect any whole days taken off and must be completed accurately and truthfully. The timesheet must be approved and signed by the supervisor. At the end of each two-week period, the timesheet is submitted to the supervisor for verification. After verification the supervisor electronically “signs” the timesheet to indicate its correctness and submits it to payroll. If there is a question concerning time taken off, the issue should be resolved before the timesheet is submitted to payroll. Salaried employees are expected to observe normal working hours. Extended work hours may be expected or required. Salaried employees do not receive overtime pay.

Failure to complete timesheets will result in delay of payment until the payroll following the submission and approval of the late timesheets.



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Compensatory Time Off (Comp Time) - Salaried Only

Compensatory time off is defined as any time granted a salaried employee in lieu of previous service provided to CSP. This service is deemed above and beyond the normal expectations of service to be provided by a salaried employee.

CSP does not normally grant compensatory time off for salaried employees except by advance arrangement with the supervisor and the Director of Human Resources. Should compensatory time be granted, it is provided on a “regular time” basis, not on an “overtime” basis.



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Pay Distribution & Electronic Payment

Participation in electronic payment is mandatory for all employees and a condition of employment at CSP. Direct deposit is a service whereby an employee has their pay automatically deposited into checking or savings account(s) on payday.

Pay earnings statements will be available on the employee portal.



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Pay Advances
The University does not provide pay advances on unearned wages to employees.

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Payroll Deductions

A difference exists between gross earnings and take-home, or net earnings. Two reasons account for that difference: deductions required by federal and state government, and voluntary deductions authorized by the employee.



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Automatic Deductions
The earnings statement shows how much has been taken out for each of the following categories:

Federal and State Withholding Taxes

The amounts withheld for taxes based on earnings, marital status and the number of exemptions claimed. During January each year, employees receive a W-2 form. It indicates total pay and the taxes withheld for the previous year.

Social Security (FICA)

Each lay employee of CSP is required to participate in this program. It is designed to provide retirement, disability, medical and death benefits. Deductions are made at a rate established by law.

Self-Employment Contribution Act (SECA)

All minister of the Gospel employees are subject to SECA and while CSP cannot deduct for these taxes on the same basis as it is required to for lay employees, CSP does provide a “voluntary” withholding for those ministers who so choose. Such withholding amounts are not determined by regulations, so the employee is responsible to notify the payroll office of the amount he/she desires to be withheld.

Other Deductions

In some cases, additional required deductions may include wage garnishments, wage assignments, third party levies and income-withholding orders (child or spousal support) levied against an employee’s pay. Under the federal Child Support Enforcement Act of 1984, income-withholding orders for child support take priority over all other wage withholding orders.

Voluntary Deductions/Reductions

In addition, the earnings statement will show any voluntary deductions or reductions. The employee authorizes those deductions or reductions by filling out the appropriate forms. They will remain in effect until the employee notifies the Human Resources Department in writing of the change, or the Human Resources Department notifies the employee that a new enrollment is necessary. Deductions can include deposits or payments to a credit union or financial institution, contributions to United Way and CSP.  Additionally, they may include tax deferred annuities contributions, and tax shelter health care reimbursement and dependent care plan contributions.

Exceptions

During the week an exempt employee begins work for the University or during the last week of employment, the employee will only be paid for actual hours worked. In addition, an employee may be paid only for hours worked during a period when the employee is using unpaid leave under the Family and Medical Leave Act (FMLA).

Lost Check or Incorrect Deposit Information

It is the employee’s responsibility to ensure all personal data on file with the University remains current.  To ensure proper routing of pay, the employee must immediately update mailing addresses and direct deposit information. In the event a paycheck is lost and a replacement check is requested, the employee will be responsible for administrative fees associated with cancellation of the first check.  Additionally, it is the employee’s responsibility to ensure direct deposit information is correct and current.  Should an employee neglect to update banking account information, the employee will be responsible for fees related to cancellation of the initial deposit.  Administrative fees will be withheld from the replacement check or new deposit.

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Performance Reviews

Performance Reviews
CSP believes that review of performance is essential for the well- being of employees and the continued excellence of services. The purpose of this review is to evaluate past performance, to discuss future performance expectations, and to encourage and promote the personal and professional growth of the employee. An important part of the performance review is a review of the current job description. Supervisors are expected to review each employee’s performance. A co-signed, dated copy of the evaluation is to be placed in the employee’s personnel file in the Human Resources Department. An employee’s signature on the review does not indicate agreement with it the review, but merely indicates that the employee has reviewed and discussed the written evaluation with the administrator or supervisor who completed it. Performance reviews and job descriptions templates are available on the Forms Page of the Human Resources Web site.

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Employee Benefits

Employee Benefits
Following is a summary of CSP’s benefit program:
  • Health Care Benefits
  • Dental Care
  • Vision Care
  • Disability and Survivor Plan
  • Retirement Plan
  • AIP (Accident Insurance Program)
  • Workers’ Compensation Insurance
  • Unemployment Insurance
  • Flex Spending Programs
  • Employee Assistance Program
  • Wellness Resources
  • TSA (Tax Sheltered Annuity)
  • Tuition Waivers
  • Day of Service
  • Athletic Facilities Use


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Benefits Eligibility
CSP is owned and operated by LCMS. Health, retirement, disability and survivor, and accident insurance benefits are administered for the LCMS by Concordia Plan Services. Detailed descriptions of these plans can be found at http://www.concordiaplans.org/. Plan documents of each applicable benefit control the benefit terms and eligibility. The University and Concordia Plan Services reserve the right to change all aspects of each plan at any time. Regular full-time employees (faculty and staff) are eligible to participate in Concordia Plan Services according to each program’s eligibility requirements. Regular part-time employees (faculty and staff) may be eligible to participate in Concordia Plan Services on a proportionate basis according to their FTE percentage during the months worked. A part-time employee who works 30 hours or more per week and more than 5 consecutive months per year is eligible for the health plan, retirement, disability, the flex spending program, the accident insurance program and the tax sheltered annuity plan. A part-time employee who works 20 hours or more per week and more than 5 consecutive months per year is eligible for prorated benefits according to each program’s eligibility requirements. The employee is eligible for retirement, disability, the flex spending program, the accident insurance program and the tax sheltered annuity plan. A regular part-time employee who works 20 or fewer hours per week or less than 5 consecutive months per year is not eligible for health, retirement, disability, the flex spending program, the accident insurance program and the tax sheltered annuity plan. Contracted Faculty of Practice are eligible for limited benefits offered by CSP but not those offered by Concordia Plan Services. Contract employees of third-party partners and temporary employees are not eligible for benefits. Student employees are not eligible to participate in benefits with the exception of Earned Sick and Safe Time in compliance with St. Paul ordinance. In keeping with the tenets of LCMS, domestic partners and same-gender spouses are not eligible for participation in the benefit programs.

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Benefit Summaries
The following benefit summaries are available through the benefits website and accessible through CSP Connect. The plan document of each applicable benefit maintains plan control over the benefit terms and eligibility.
  • Medical Care (administered by Blue Cross & Blue Shield of Minnesota)
  • Prescription Program (administered by Express Scripts)
  • Dental Care (administered by Cigna Dental)
  • Vision Care Benefit (administered by Vision Service Plan)
  • Mental Health and Substance Abuse Care (administered by Cigna Behavioral Health who may be contacted by phoning 1-866-726-5267). In addition, the Mental Health and Substance abuse Hotline is available through the Employee Assistance Program.
  • Employee Assistance Program (EAP) is available for immediate assistance by phoning 1-800-428-0957.
The Medical Care Program, administered by Blue Cross & Blue Shield, summary plan may be found at  http://concordia.csp.edu/HumanResources/EmployeeBenefits/CHP.html The Prescription Program, administered by Express Scripts, summary plan is available at http://concordia.csp.edu/HumanResources/EmployeeBenefits/CHP.html. The Dental Care Program, administered by Cigna Dental, may be found at http://concordia.csp.edu/HumanResources/EmployeeBenefits/CHP.html The Vision Care Program, administered by Vision Service Plan, summary plan is available at http://concordia.csp.edu/HumanResources/EmployeeBenefits/CHP.html The Mental Health and Substance Abuse Program, administered by Cigna Behavioral Health, may be obtained by phoning 1-866-726-5267.  In addition, the Mental Health and Substance abuse Hotline through the Employee Assistance Program (EAP) is available for immediate assistance. EAP’s number is 1-800-428-0957.

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Effective Date

Coverage in the Concordia Health Plan begins the first day of the month following the date of employment. New employees have 60 days to apply for health care coverage. An employee who does not elect to participate in health care coverage through the Concordia Health Plan must sign a waiver.



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Disability and Survivor Plan
CSP enrolls all regular full-time employees and regular part-time employees, who work more than 20 hours per week and more than 5 consecutive months per year, in the Concordia Disability and Survivor Plan of Concordia Plan Services. This comprehensive plan covers up to 70% of gross monthly wage for eligible injury or illness. CSP pays the premium for all eligible employees. For a comprehensive explanation of benefit coverage, the employee should consult the current applicable Concordia Disability and Survivor Plan publication, available from the Human Resources Department or by contacting Concordia Plan Services at http://www.concordiaplans.org//benefitpgs/index.html Domestic partners are not eligible for participation in the program.

Using your Disability Benefit

Notify the Human Resources Department any time you suspect you may have a disability due to maternity or because of an illness or injury. The Human Resources Department will notify Concordia Plan Services to report the disability. The Human Resources Department requires the following information to process the benefit:
  • The name of your physician
  • The phone number of your physician
  • The last day you worked

Disability Pay

Eligible employees receive full pay for the first 14 calendar days during the evaluation period. During this time, Concordia Plan Services and the healthcare provider evaluate the case to determine the employee’s eligibility for the benefit. Concordia Plan Services will begin to pay 70% of the monthly compensation directly to the employee starting on the 15th calendar day of the month after the disability claim has been filed and all additional requested documentation is submitted. Checks are distributed on a schedule determined by the disability benefit provider. Employees who are eligible to accrue Paid Time Off may continue to receive the additional 30% of monthly compensation using Paid Time Off to the extent that hours are available. When Paid Time Off hours have been exhausted, the remainder of the approved leave time must be taken unpaid. If an employee is on disability leave, accrual of the employee’s Family Medical Leave protection will be reduced simultaneously.  Exceptions to limitation under the Family Medical Leave Act may be considered where a reasonable accommodation of a qualifying disability is requested.

Return to Work

Before returning to work, an employee must submit a health care provider’s written certification that the employee is able to return to work. Failure to provide such certification may result in the delay or denial of job restoration.

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Retirement Plan
CSP enrolls all regular full-time employees and regular part-time employees, who work more than 20 hours per week and more than 5 consecutive months per year, in the Concordia Retirement Plan of Concordia Plan Services. For a comprehensive explanation of benefit coverage the employee should consult the current applicable Concordia Retirement Plan publication, available from the Human Resources Department or by contacting Concordia Plan Services at  http://www.concordiaplans.org//benefitpgs/CRP/index.html   Domestic partners are not eligible for participation in the program.

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AIP (Accident Insurance Program)
CSP enrolls all regular full-time employees and regular part-time employees, who work more than 20 hours per week and more than 5 consecutive months per year, under the age of 70 in the Concordia All-Cause Accident Insurance Program of Concordia Plan Services. This program is available to individuals or family units. CSP will pay the base premium for the employee only. This provides the employee $25,000 coverage at no cost. Additional amounts for both employee and family coverage are available for an additional premium charge paid by the employee, which is pre-taxed. An informational pamphlet is available in the Human Resources Department or by contacting Concordia Plan Services at http://www.concordiaplans.org//benefitpgs/AIP/index.html Domestic partners are not eligible for participation in the program.

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Workers’ Compensation Insurance

CSP provides worker’s compensation benefits for those employees covered as determined by the laws of the state of Minnesota. No premium for this coverage is charged to the employee.

All injuries sustained on the job, even if you feel such to be minor, must be reported as soon as possible. For more information, contact the Human Resources Department.



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Unemployment Insurance

While employed at CSP, the state provides unemployment benefits as prescribed by Minnesota law. In the event of unemployment, you may apply for this benefit with the Minnesota Department of Labor. Determinations of eligibility are made by the Department of Labor.



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Flex Medical and Dependent Care Reimbursement Program
This plan allows employees to set aside pre-tax wages to pay for un-reimbursed health and/or dependent care expenses. Regular employees with .50 FTE are eligible:
  • To elect up to $5,000 (combined) annually for health and/or dependent care reimbursement program
  • For open enrollment at the end of each calendar year
Summary plan descriptions, plan election forms and claim forms are available online and from the Human Resources Department.

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TSA (Tax Sheltered Annuities)

CSP offers ta Tax Sheltered Annuity plan to employees and their families. If you have any questions regarding the benefit plan, please call the Human Resources Department at 651-641-8268.



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Tuition Waivers

CSP offers the following benefit plan to employees and their families. If you have any questions regarding the benefit plan, please call the Human Resources Department at 651-641-8268.



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Children and Legal Dependents of Employees Tuition Grant
A tuition grant of 100% of tuition for programs at CSP is given to the children and legal dependents of full-time employees of CSP after one year of continuous employment.  This grant is applied after all other grants and scholarships including (but not limited to) state, federal, institutional and private, have been applied towards applicable fees for tuition costs each year.  The Children and Legal Dependents of Employees Tuition Grant requires completion of the FAFSA form one time each year.  This grant is available at the beginning of the semester following completion of one full year of continuous employment.

Part Time Employees

The children and legal dependents of part-time regular employees are given a tuition grant according to the FTE percentage. The following categories are used to determine the amount of the grant: If the part-time employee works 20-29 hours per week, the child or legal dependent receives a 50% tuition grant. If the part-time employee works 30-39 hours per week, the child or legal dependent receives a 75% tuition grant. A parent must be employed a minimum of 20 hours per week on a continuous basis to be eligible for the grant. If more than one parent is employed part-time by CSP, the part-time tuition grant will be awarded on the basis of the parent with the greater number of FTE. Temporary employees are not eligible for the grant.

Stipulations of the Grant

The calculation of the amount of the grant is made on the first day of the semester in which the child or legal dependent is enrolled, regardless of any modification of employee hours worked during that semester. Fees assessed other than tuition are paid by the registered student. The following specifications apply to the awarding of the grant: Sons, daughters, and legal dependents of employees who are registered at CSP are eligible to apply. Eligible students may not have completed a baccalaureate degree at any institution. The grant is not determined on ‘Financial Need / EFC’ as outlined by the US Department of Education in conjunction with the FAFSA. Students who wish to apply student loans in conjunction with the CSP Children and Legal Dependents of Employees Tuition Grant may be awarded up to the published cost of attendance (Tuition and fees, books and supplies, and living costs).This grant is applied after all other grants and scholarships including (but not limited to) state, federal, institutional and private, have been applied towards applicable fees for tuition costs each year.  The Children and Legal Dependents of Employees Tuition Grant requires completion of the FAFSA form once annually. The student must maintain satisfactory academic progress and remain in good standing per the student’s program requirements to qualify for continued receipt of the grant. The student must complete the financial aid application each year. If more than one parent is employed by CSP, a dependent student shall receive one tuition grant, not one per parent employed by CSP. If more than one dependent child is attending CSP, each is eligible to receive a dependent tuition grant. The tuition benefit terminates once the student is awarded the first bachelor’s degree or has completed the equivalent of 8 full-time semesters at CSP, whichever occurs first.  Exceptions to the maximum timeframe for attendance may be granted under an appeal process. There is no benefit for children and legal dependents of employees toward a graduate degree.

Employment Disability and Continued Grant Status

The tuition benefit at CSP also applies to the children of employees who become disabled while employed by CSP and continue to be unable to work. The tuition grant will be applied using the employee’s FTE percentage at the time of the disability.

Employee and Spouse Tuition Waivers

CSP offers a tuition waiver plan to employees (75% of tuition waived) and their spouses (50% of tuition waived) beginning the semester after completion of one full year of continuous employment. A participant in this benefit must maintain satisfactory academic progress and remain in good standing per the academic program requirements to qualify for continued receipt of the tuition waiver. An employee or spouse seeking a degree must apply and be accepted for admission to CSP.  Employees or a spouse seeking to take classes where space is available but not work toward a degree must complete a visiting student form in the Registrar’s office.  A class taken while in visiting student status may not be taken concurrently with any other CSP class. Application for the tuition waiver benefit must be made by the employee through the Human Resources office before registration in any class may take place. Any employee who does not complete this form will be financially responsible for all tuition associated with any class attended.  There is no benefit for any course that is delivered individually, e.g. independent study, music lessons, etc. Degree-seeking employees or spouses enrolled half-time or more must apply for financial aid through the Financial Aid office. Arrangements must be made with the employee’s supervisor to ensure there will be no conflict with work responsibilities and that any regular work hours lost while attending classes will be made up. An employee must be performing the roles and responsibilities of the position at a satisfactory level in order to be eligible to receive the tuition benefit. The tuition waiver benefit may be rescinded or suspended if it is determined that employee performance or the business outcomes of the department are suffering due to participation in classes. Tuition benefit levels are noted below. All fees and other charges will be the responsibility of the individual taking the course. For tuition benefit purposes: Full-time is defined: Staff: 40 hours/week or 1.00 FTE Faculty: 24 workload credits or greater per academic year Part-time is defined: Staff: 20 hours/week or greater or .500 FTE Faculty: more than 12 workload credits per academic year There is no benefit for an employee’s spouse for graduate level courses. Temporary employees are not eligible for the tuition waiver. For the employee, a tuition waiver of 75% is offered for all classes. Spouses may receive a 50% tuition waiver toward undergraduate classes only. Regular active full-time and part-time employees (as defined above) may take courses offered at the undergraduate, graduate, or doctoral level after being employed by the University for at least one year. Space limitations do exist. Contact Admissions or the Continuing Education Department for more details.

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Taxability of Employer-Sponsored Education Tuition Waivers
Education Assistance (IRS Code Section 127) In general, gross income of an employee does not include amounts paid or expenses incurred by the employer for educational assistance to the employee if:
  1. The assistance is furnished pursuant to a written educational assistance program established for the benefit of employees who qualify under a classification set up by the employer;
  2. The program is not discriminatory in favor of highly compensated employees; and
  3. Reasonable notification of the availability and terms of the program is provided to eligible employees.
Congress retroactively re-enacted this section (with changes) for the eighth time with passage of the Taxpayer Relief Act of 1997. Legislation passed in November of 1999, extended this tax protection through Dec. 31, 2001 for undergraduate courses only. It did not include graduate courses. The Economic Growth and Tax Relief Reconciliation Act of 2002 extended the provisions for Code Section 127 through 2010 with the inclusion of graduate classes. The current regulations include:
  1. All course/class work beginning before December 31, 2010
  2. Undergraduate and graduate course work. (The graduate provision was not included from July 1, 1996 to December 31, 2001)
  3. A maximum cap of $5,250 for non-taxable educational assistance per calendar year cumulatively for all qualified courses taken by employees, their spouses and/or children and legal dependents.
  4. Payment of or provision for (waiver) tuition, fees, books, supplies and equipment (does not include tools and supplies retained by the employee after completion of the course). Current University policy does not allow payment of employee personal expenses which includes books for classes.
The current regulations disallow the following:
  1. Any payment for a course or education involving sports, games or hobbies (unless the course is required as part of a degree program).
  2. Any payment for meals, lodging or transportation
Qualified tuition reduction (IRS Code Section 117-d) This is a special provision that only applies to the educational assistance offered by educational institutions to their employees (including retired or disabled former employees, spouses and dependent children). Regulations include the following:
  1. Qualified tuition reductions (waivers) are tax-free. Qualified expenses are required tuition, fees, books and equipment. The CAPP Manual does not allow payment of employee personal expenses which includes books for classes;
  2. Only undergraduate courses/classes are tax-free with the following exception. Graduate level courses taken by teaching or research assistants are entitled to the income exclusion (tax-free status). Note, however, that payments for services, even if required of all students receiving assistance, are taxable wages. A classification of Graduate Teaching Fellow, Graduate Teaching Assistant or Graduate Research Assistant by the Graduate School qualifies graduate employees for the tax-free benefit of this code section;
  3. There is no requirement that the education be job related, nor is there a maximum dollar limitation;
  4. The program must not favor the highly compensated;
  5. There are no restrictions on the type of courses/classes taken except that they may not be graduate classes (exception as noted above); and
  6. There is no requirement that the employee be a candidate for a degree (only recipients of scholarships and fellowships are required to be candidates for a degree).


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Assistant Athletic Coaches

Assistant Athletic Coaches may take 4 credits of tuition-waived undergraduate or graduate classes each semester they are employed, space permitting.



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Contracted Faculty of Practice

Contracted Faculty of Practice may take 4 credits of tuition-waived undergraduate or graduate classes for every two consecutive semesters during which they teach a minimum of six workload credits, space permitting.



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Ancillary Benefits

Concordia Academy

CSP will reimburse full-time employees $100 per student per year in which a legal dependent is enrolled at Concordia Academy. A receipt for the paid Concordia Academy tuition must be presented to the Director of Human Resources before the close of Concordia Academy’s academic year to qualify for the $100 reimbursement to an employee.

LCMS Colleges and University Tuition Exchange Program

CSP participates in the “LCMS Colleges and Universities Tuition Exchange Program” and other programs of the CSP System. For detail of eligibility for participation and benefits available, consult with the Director of Financial Aid.

The Council of Independent Colleges Tuition Exchange Program

CSP is a member of The Council of Independent Colleges Tuition Exchange Program, a network of CIC member colleges and universities willing to accept, tuition-free, students from families of full-time employees of other participating institutions on a limited basis. For more information, visit https://www.cic.edu/member-services/tuition-exchange-program.

Athletic Facilities Use

The Gangelhoff Center and Bear Den Fitness Center are available for use by faculty and staff during those times when they are not being utilized for classes or team practice. Check with the coordinator of the Gangelhoff Center and the Bear Den Fitness Center for a schedule of open staff and faculty hours. Employees are required to sign a limited waiver of liability for themselves and all guests using the equipment prior to such use.

Free or Reduced Admission to Campus Events

ID cards may be used for free or reduced admission to home athletic events, concerts, plays and other events which may be designated as requiring ID cards. These ID cards will admit the employee and one guest. Dependent children of staff members receive free admission passes to athletic events. Certain events may not be free to dependents. The employee should check with the appropriate sponsor of the event prior to the event as to cost, ticket requirements, etc.

Campus Dining Services

CSP contracts with a food service company to provide meals in the dining hall, snacks at Union Station in the student union, refreshments at sporting events and catering of special events on campus. Employees are welcome to use all the food services. For more information contact the Director of Food Service.

Notary Public Service

CSP can provide employees notary public service for either personal or professional use. For more information, contact the Director of Human Resources.

Vitality

Concordia Plan Services has provided CSP employees access to Vitality, an interactive and personal wellness program that provides support towards wellness initiatives. Through Vitality, employees may purchase wearable fitness devices at a reduced cost or earn a rebate for fitness center membership through meeting activity requirements during the course of the year. Subsidies are considered to be taxable income and employees who participate in these programs will see a deduction on their pay statement after purchase or reimbursement is made.

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Day of Service

Concordia University recognizes the importance of community involvement and encourages employees to participate in community service activities by providing flexibility in work schedules and paid leave opportunities.  Day of Service Leave (DSL) is a paid time off program to participate in activities intended to give back to the community in accordance with the University mission. Employees who are benefit-eligible may receive one day (eight hours) of pay, to be taken in no less than four-hour increments, to participate in a service activity of their choosing during each fiscal calendar year.

In order for an event to be eligible for DSL leave, it must occur during the employee’s regular work schedule. Like other types of non-emergency leave, DSL leave must be requested in advance and may not be used without the approval of the Director of Human Resources and the employee’s supervisor. The supervisor may require that the leave be taken at a time other than requested based on operational needs. Employees receive the full amount of leave to which they are entitled for the calendar year upon completion of one year of employment and on July 1st every year thereafter. DSL leave cannot be advanced, and an employee cannot carry a negative balance.

DSL leave is cumulative only through June 30th of each year. Any DSL that is not used by June 30th is forfeited. It does not carry over to the next fiscal year. Unused DSL is not paid out upon termination of employment from the University.

An employee seeking to use DSL must submit a Request for Day of Service Leave to his/her direct supervisor including the name of the organization where service will be provided and a statement regarding how the activity will benefit the community. Upon approval, the supervisor will forward the request to the Director of Human Resources for approval. On the day of leave, the employee will enter Paid Time Off for the day of service.

Upon submission of the Verification of Service, payroll will adjust the DSL leave and Paid Time Off based on the number of hours served. DSL does not contribute to time worked for determining overtime eligibility and will be offset by any additional time worked during the workweek.



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Holiday Policy
All employees who are regularly scheduled to work are eligible for holiday pay if the holiday falls on a normally scheduled workday. In the event the employee is regularly scheduled to work on the same day of the week as a holiday falls, the employee will receive the same number of paid work hours for that holiday as the scheduled workday. For example, an employee normally scheduled for 4 hours during a Thursday would receive 4 hours of holiday pay if the paid holiday falls on a Thursday.  Temporary and student employees are not eligible for holiday pay. Employees who are required to work on a day designated as a holiday for their position will accrue “floating holiday” hours equivalent to the number of hours worked on the holiday, to a maximum of eight hours per day.  Floating holidays must be taken within one month of earning and must be scheduled with the supervisor. Normally, floating holiday time should be used before earned PTO time.  Floating holiday hours earned and used are tracked by the employee and supervisor. To be eligible for holiday pay for the Christmas break an employee must be in active status (including return from a leave of absence) as of December 1st before the start of the break. All staff employees in active status are granted the following 10+ paid holidays per year. These include:
  • New Year’s Day
  • Martin Luther King’s Birthday
  • Good Friday
  • Memorial Day
  • Independence Day
  • Labor Day
  • Thanksgiving Day
  • The day after Thanksgiving
  • Christmas Eve Day through New Year’s Eve Day


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Paid Time Off
The purpose of Paid Time Off (PTO) is to provide time off from work with pay due to illness or disability, vacation, appointments, emergencies, or personal convenience. PTO may also be used for the purpose of safety leave in order to provide or receive assistance because of sexual assault, domestic abuse, or stalking. PTO begins to accrue at the start of employment and may be used after 60 days of employment (the pay period after it becomes available on the pay statement). If an employee requests to use PTO before 60 days, hours taken will be considered unpaid time off. Employees are accountable and responsible for managing their own PTO hours to allow for adequate reserves to cover time off from work. Employees must use available PTO before they can take any unpaid leave.  Requests are to be submitted for advanced approval from the employee’s supervisor. Requests will be reviewed based on a number of factors, including business needs and staffing requirements.  Upon review, requests are honored based on the date submitted.  Employees may be asked to schedule alternate time off if, in the opinion of management, the request does not allow for the continued day-to-day operation of business. Employees who are unable to report to work due to illness, injury, or a critical safety issue should notify their direct supervisor before the scheduled start of their workday, or as soon thereafter as practicable. The direct supervisor must also be contacted on each additional day of absence. Absence due to illness in excess of three consecutive days requires reasonable documentation from a diagnosing professional that the employee is ready to return to work. Unscheduled absences are defined as time away from work that is reported after the start of a shift or with insufficient time to cover the duties and responsibilities of the absent employee.  Unscheduled absences will be monitored and an employee will be counseled when the frequency of unscheduled absences adversely affects the operations of the department. The supervisor may request the employee to provide a statement from his or her health care provider at any time concerning the justification for an unscheduled absence. PTO is specific to an individual employee and is not eligible to be transferred to others.

Full-time staff (exempt and non-exempt) (Effective 07/01/2010)

Maximum 200 hours in bank (5 weeks) (Effective June 30, 2011) 0-72 months of eligible service (<6 years approx.) – Accrues 15 days or 120 hours per year, calculated as 4.6 hours per pay period 73-144 months of eligible service (6 years approx.) – Accrues 20 days or 160 hours per year, calculated as 6.15 hours per pay period 145-216 months of eligible service (12 years approx.) – Accrues 25 days or 200 hours per year, calculated as 7.69 hours per pay period 217-300 months of eligible service (18 years approx.) – Accrues 30 days or 240 hours per year, calculated as 9.23 hours per pay period

Part-time staff

Maximum 100 hours in bank Accrue as above, pro-rated for full time equivalency over 50% Part-time regular staff members normally scheduled for 20 hours or more per week and more than 5 months per year accrue Paid Time Off according to their FTE percentage during the months worked.

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Bereavement Leave

Bereavement leave of up to 3 days may be given to a regular staff member or faculty for the death of a member of the employee’s immediate family: spouse, children, parents, brother, sister, father-in-law or mother-in-law, brother-in-law or sister-in-law, son-in-law or daughter-in-law, grandchildren and grandparents. Such leaves are to be arranged and approved through mutual consent of the employee and the supervisor. Members of regular staff and faculty may be excused without loss of pay for up to 1 day to attend funeral services of other relatives and close friends.



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Family/Medical Leaves of Absence
It is the intention of CSP to support to the greatest extent possible, and in a manner consistent with the effective and efficient operations of CSP, employees who have special needs for reasons of pregnancy, childbirth, infant care, adoption, foster care, family care for the employee’s spouse, child or parent with a serious health condition. CSP is committed to providing Family and Medical Leave (FML) to eligible employees in accordance with the Federal Family and Medical Leave Act of 1993 (Final Rule issued April 1995). Eligible employees are entitled to a total of up to 12 work weeks of unpaid Family and Medical Leave during a 12-month “leave year.” For any FML absence, an eligible employee is required to use accrued sick leave and/or Paid Time Off. The Federal Family and Medical Leave Act (FMLA) prohibits any University employee or supervisor/administrator to:
  • Interfere with, restrain or deny the exercise of any right provided under the FMLA; and
  • Discharge or discriminate against any person for opposing any practice made unlawful by FMLA or for involvement in any proceeding under or relating to FMLA.

Eligible Employees

Employees eligible for family and medical leave are those who:
  • have been employed for at least 12 months;
  • have worked at least 1,250 hours during the previous 12-month period
  • have not exhausted their entitled hours through use of prior FMLA-covered absence
An employee may take unpaid leave for the following reasons:
  • the birth of the employee’s child;
  • the placement of a child with the employee for adoption or foster care;
  • the care of a child, spouse or parent (“family member”) who has a serious health condition; or
  • the serious health condition of the employee that makes the employee unable to perform the job.

Length of Leave

An eligible employee may be entitled to up to 12 weeks of unpaid leave within a 12-month period without loss of seniority or benefits. The amount of leave available to an employee at any given time will be calculated by looking back at the amount of leave taken within the 12-month period immediately preceding the requested leave.  Exceptions to this limitation may be considered where a reasonable accommodation of a qualifying disability is requested. An employee who fails to return to work immediately following expiration of the authorized leave period is subject to being released from employment. All leave taken under this policy and leave for any other reason which would qualify under FMLA (e.g. workers’ compensation leave) will be counted against the employee’s leave entitlement under FMLA.

Substitution of Paid Time Off

During family or medical leave provided under this policy, an employee shall first exhaust all available Paid Time Off before continuing such leave on an unpaid basis.

Certification

If an employee requests a leave of absence because of a serious health condition of the employee or the employee’s “family member,” the employee must submit to the Director of Human Resources written medical certification from a health care provider documenting the serious health condition. Failure to provide such certification upon request may result in a denial or a delay of leave. CSP reserves the right to require that the employee receive a second (and possibly a third) opinion from a health care provider (at CSP’s expense) certifying the serious health condition of the employee or the employee’s “family member.” CSP reserves the right to require an employee to provide CSP with recertification of the medical condition for which leave is taken. Before being returned to work, an employee who is on a leave of absence as a result of his or her own serious health condition must submit a health care provider’s written certification that the employee is able to return to work. Failure to provide such certification may result in the delay or denial of job restoration. During the employee’s leave CSP may also periodically inquire as to the employee’s intent to return to work.

Intermittent or Reduced Schedule Leave

Leave taken because of the serious health condition of an employee or his/her family member may be taken on an intermittent or reduced schedule basis when medically necessary. If an employee seeks leave on an intermittent or reduced schedule basis, the employee must submit medical certification, as discussed above, and additional certification from the health care provider that the intermittent or reduced schedule leave is medically necessary. CSP may require an employee taking intermittent or reduced schedule leave to transfer temporarily to an alternative position for which the employee is qualified or may modify the employee’s recurring periods of leave.

Insurance Premiums

During the employee’s family or medical leave of absence, CSP will continue to provide health insurance coverage for the employee; however, the employee will remain personally responsible for paying the employee’s portion (if any) of the health plan insurance premiums covered in our policy. Such payment may be made directly to the Human Resources Department.

Job Restoration

In accordance with this policy, upon return from family or medical leave, the employee will be returned to the same or equivalent position with no loss in benefits which accrued prior to the leave of absence. An employee who does not return to work at the end of an authorized leave is subject to being released from employment. Certain “key employees” may not be eligible to be restored to the same or equivalent job at the conclusion of their leave. CSP will notify such employees of their “key employee” status and the condition under which job restoration may be denied, if applicable.

Employee Notification

An employee who anticipates taking a family leave is required to notify the Director of Human Resources in writing of the date of commencement and the expected duration of the leave at least 30 days in advance of the leave, or if the need for the leave is not foreseeable, as soon as possible. An employee who anticipates the possibility of taking family or medical leave, or has any questions about the application of this policy to a particular situation should contact the Director of Human Resources.

Extended Disability Leaves

If a period of disability continues beyond the 12 weeks provided for within the Family/Medical Leaves of Absence section, an employee may apply in writing for an extended disability leave.

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Parental Leave

Bonding Leave

Bonding leave is provided to benefit eligible employees as a paid leave associated with the birth of an employee’s own child or the placement of a child with the employee in connection with adoption or foster care.  Bonding leave is not charged against the employee’s other paid leave credits, and the amount of paid leave is two weeks, compensated at full pay. If both parents are employees, only one may access the paid benefits of this policy.  Both, however, continue to be entitled to family and medical leave, if eligible. The employee must provide 30 days’ notice of the requested leave (or as much notice as practicable if the leave is not foreseeable), complete the necessary forms, and file them with the Human Resources office.

School Visits

The University recognizes the value of parental involvement in a child’s education. For this reason, CSP provides employees who are parents, guardians, or custodians of children in licensed day care facilities or kindergarten through grade 12 unpaid time off for the purpose of school visits. Parental leave for school visits allows employees to participate in activities sponsored, approved, or supervised by the school or daycare such as parent/teacher conferences or field trips. Employees may request up to 12 hours of parental leave for school visits within any calendar year. Employees must provide their immediate supervisor reasonable advance notice of the need for parental leave for school visits. Upon request, employees may be asked to provide documentation to their supervisor from the school verifying the date and time of the visit.

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Military Family Leave
Under federal law, unpaid leave may also be requested by eligible employees who have any qualifying exigency arising out of the fact that the spouse or a son, daughter, parent, or next of kin of the employee is on covered active duty (or has been notified of an impending call or order to covered active duty) in the armed forces and may use their 12-week entitlement to address certain qualifying circumstances. Qualifying circumstances may include deploying on short notice, attending certain military events, arranging for alternative child care and school activities, addressing certain financial and legal arrangements, attending certain counseling sessions, engaging in rest and recuperation, and attending post deployment reintegration briefings. The federal FMLA also includes a special leave entitlement that permits eligible employees to take up to 26 weeks of leave to care for a covered service member during a single 12-month period. This leave applies if the employee is the spouse, son, daughter, parent, or next of kin caring for a covered military service member or veteran recovering from an injury or illness suffered while on active duty in the armed forces or that existed before the beginning of the member’s active duty and was aggravated by service or that manifested itself before or after the member became a veteran.

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Civil Leave
Employees called to serve on an election board or a counting board or court appearance as a voluntary witness or to defend oneself in non-work related court appearances will be granted time off without pay. CSP will grant full pay for up to two work days for an employee who is summoned to testify as a witness in a court case for which the employee is not named.   Notification of a summons to testify is to be communicated to the employee’s supervisor as soon as practicable after receipt.  In order to receive pay for time missed as a summoned witness, it be entered onto the online timesheet under the “Civil Duty” designator.

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Jury Duty
Notification of summons to serve on a jury is to be communicated to the employee’s supervisor. As a matter of good citizenship, employees are expected to serve when called upon for jury duty. CSP grants full pay to employees called to jury duty. Notification of jury duty should be made to the Director of Human Resources.  If jury duty does not require the full work day, employees are expected to report to work for the remainder of the day.

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Time Off To Vote

It is the policy of CSP to give employees time off to vote.

Time off to vote is granted if the polls open fewer than 2 hours prior to work starting time or close fewer than 2 hours after quitting time. The employee is allowed 2 hours of time off to vote. Time off to vote may be taken before coming in to work or at the end of the workday.

Time off to vote will be treated as a paid absence.



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Uniformed Services Employment and Reemployment

As an Equal Opportunity Employer, CSP is committed to providing the basic employment and reemployment services and support as set forth in the Uniformed Services Employment and Reemployment Rights Act of 1994 (USERRA). Any employee who needs time off for uniformed service should immediately notify the Human Resources Department and his or her supervisor, who will provide details regarding the leave. If an employee is unable to provide notice before leaving for uniformed service, a family member should notify the supervisor as soon as possible.

Upon return from military leave, employees will be granted the same seniority, pay, and benefits as if they had worked continuously. Failure to report for work within the prescribed time after completion of military service will be considered a voluntary termination.



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Personal Leaves of Absence
CSP may grant an unpaid leave of absence of up to 12 months to full-time employees if it is determined that the best interests of CSP will be served. Reasons for a leave of absence may include illness or death in the immediate family, marriage, education, and advanced study. The request must be made in writing, approved by the supervisor, the area Vice President, and the Director of Human Resources. There must be reasonable expectation that the individual will return to full employment status following the leave of absence. CSP will make a good faith effort to return the employee to a position that is similar to the one vacated, however, there is no guarantee of return to the same position. An employee on a leave of absence does not accrue Paid Time Off, but is eligible to continue his or her participation in benefit plans. The individual on a leave for reasons other than those covered by the Family Medical Leave Act is responsible for payments of all premiums (if any) and making the necessary arrangements to ensure uninterrupted coverage.

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Earned Sick and Safe Time
In compliance with legal requirements established by the city of Saint Paul, Concordia University provides Earned Sick and Safe Time (ESST) to employees who do not already receive Paid Leave Time that meets or exceeds the requirements established in the ESST Ordinance.  Employees who are not required to track time away from work due to flexible scheduling agreements are not eligible for ESST. The purpose of ESST is to provide time off from work with pay due to illness, medical appointments, or critical safety issues, including domestic violence, sexual assault, or stalking. Sick time is defined as time taken to care for one’s own mental or physical illness or preventative medical care or that of a family member. Safe time is defined as reasons related to domestic violence, sexual assault, stalking, or critical safety issues for an employee or an employee’s family member. Earned sick and safe time begins to accrue at the start of employment and may be used after 90 days of employment (the pay period after it becomes available on your pay statement).  Employees must use available ESST before they are eligible to take any unpaid leave.  Employees are allowed to use only accrued ESST hours and cannot have a negative balance in their ESST accrual bank. Employees who are unable to report to work due to illness, injury, or a critical safety issue should notify their direct supervisor before the scheduled start of their workday, or as soon thereafter as practicable. The direct supervisor must also be contacted on each additional day of absence. ESST in excess of three consecutive days requires reasonable documentation that the time is being used for a reason consistent with definitions of sick and/or safe time.
  • Reasonable documentation for sick time includes documentation from a healthcare provider that indicates the employee sought and received medical treatment for his/her own care or that of a family member.
  • Reasonable documentation for paid safe time must communicate that the employee or the employee’s family member is experiencing domestic violence, sexual assault, or stalking and that the leave is taken for a purpose consistent with the ESST ordinance.
Unscheduled absences are defined as time away from work that is reported after the start of a shift or with insufficient time to cover the duties and responsibilities of the absent employee.  Unscheduled absences will be monitored and an employee will be counseled when the frequency of unscheduled absences adversely affects the operations of the department. The supervisor may request the employee to provide a statement from his or her health care provider at any time concerning the justification for an unscheduled absence. Earned sick and safe time rates and usage:
  • Employees accrue 1 hour of ESST per 30 hours worked in St. Paul
  • Employees can accrue up to 48 hours per year and can save unused time
  • Employees can roll up to 80 hours of unused ESST hours per fiscal year
  • Time spent travelling to work before the employee’s shift has started and travelling home after the employee’s shift has ended are not calculated in the accrual of ESST
Employees who are eligible for ESST who leave their employment and return will only retain their accrual if their return is within 90 days of their last day worked. ESST is not eligible to be paid out upon termination of employment.

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Emergency Closings and Inclement Weather

Emergency Closings and Inclement Weather
CSP expects that employees make a good faith effort to get to work during inclement weather conditions if CSP is operating and does not declare an emergency closing. On rare occasions when weather has been determined to pose a potential threat to the life or safety of students, staff and faculty, the decision has been made to close CSP. CSP urges all faculty, staff and students to use their own discretion in determining whether it is safe for them to travel to campus, regardless of whether the institution is officially closed. Those employees who are unable to get to work under inclement weather conditions, where CSP has not declared an emergency closing, will be granted an authorized but unpaid absence. Paid Time Off may be substituted, if desired. Employees who are late because of weather conditions may be given a chance to make up their missed time if work schedules and conditions permit. Two or more unexcused absences for any reason, including inclement weather, may be cause for initiating the corrective action process. Weather-related and other emergencies are difficult to predict and, by virtue of their dynamic nature, are difficult to plan for, but the campus community may use the following timeframes as a guideline regarding weather-related closings or delays. In addition to notification to broadcast media, notices of school closings or delays will be posted on the Campus Portal and employees may elect to receive Emergency Notifications by opting-in to SMS text message notifications from the E2 Campus system through the Human Resources Department. CSP has designated WCCO Radio (AM 830) and KSTP-TV (Channel 5) as its official closing notification stations.
  • 7 AM – Notice to broadcast media of class cancellation/delays for day classes
  • 11 AM – Notice to broadcast media if conditions change and afternoon day classes are cancelled
  • 2 PM – Notice to broadcast media if conditions have significantly changed since 11 AM to necessitate cancellation of face-to-face evening classes
  • All employees, except members of the maintenance, security, and food service departments are relieved of duty, with no change in compensation for the day of the emergency. Maintenance, security, and food service employees are required to report to work as scheduled.
  • Cohort-based classes are canceled on a class-by-class basis
The safety and security department continually monitors the National Weather Service radio frequency of potentially threatening weather situations. If a storm or other severe weather condition develops during working hours, all employees are encouraged to monitor the progress of the storm, be ready to seek appropriate shelter if a notice is received by the safety and security department, or a civil defense siren is sounded, or if instructed to do so by announcements aired on local radio or TV stations or posted through the E2 Campus notification system. All employees are encouraged to become familiar with the best route to the emergency shelter area designated for their building. All employees are required to seek shelter if directed to do so by the safety and security department. During these emergencies, no employees will be released to leave the campus, and any who choose to do so will be taking this action at their own risk.

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Environmental Conditions
If environmental conditions in a building or work area are inappropriate for employees to perform their normally assigned tasks (such as lack of heat or water, chemical spills, emergency asbestos abatement), the head of the department should report this condition to the Director of Human Resources and with his or her approval the staff will be excused if no other alternative is practical. Other alternatives will be considered, such as:
  • arranging for use of another building;
  • rescheduling work for Saturday; or
  • allowing employees to take work home.
If these alternatives are not possible due either to the institution’s inability to make arrangements or the employee’s inability to make the accommodation attempted by CSP, employees will be excused with pay. These absences would be only for those who reported for work at the time the decision was made. When it can be determined in advance that a department or work area will be temporarily closed down, or facilities or equipment for work cannot be provided and employees are notified, the above policy is not applicable. Alternatives will be considered. If advanced arrangements cannot be made, employees will be given at least one week prior notice that they will be placed in a non-working status without pay. Employees may be paid for their accumulated Paid Time Off before being placed in a non-working status without pay.

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Purchasing & Business Related Expenses

Purchasing & Business Related Expenses*
Travel Expense Reimbursement

Under ordinary circumstances it is the policy of CSP to reimburse travel expenses on the basis of actual expenses involved. Persons traveling on CSP business are entitled to transportation, hotel accommodation, meals and limited incidentals (for example, taxis and telephone calls) that meet reasonable and adequate standards for convenience, safety and comfort. Alcohol is not included as a reimbursable expense.

Travel reimbursement must be claimed using the appropriate processes and approvals developed by the Vice President for Finance.



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General Purchasing Policy
Only authorized persons may purchase supplies in the name of CSP. Authorization is obtained through the Vice President for Finance. No employee whose regular duties do not include purchasing may incur any expense on behalf of CSP. Without a properly approved purchase order, CSP is not obligated for any purchase. It is the policy of CSP to hold the individual personally responsible for the cost of unauthorized purchases. Institution vendors have been informed not to accept orders from unauthorized persons or authorized persons working outside of the regular purchasing process. Items ordered “on approval” are subject to the same prior approvals and purchase order processes as all other items. The employee requesting to purchase a commodity or service must fill out a “Purchase Order Number Request Form” or its electronic equivalent (depending on the type of purchase). The form must be signed or electronically approved according to the following approval levels: $0 to $1000 – Department Head or Chair $1,000 to $4,999 – College Dean (Academic Divisions) or Director $5,000 or over – Division Vice President Capital Expenditures – Vice President for Finance After initial approval, the request will be submitted to the Purchasing Department for processing. The Purchasing Department will check the budget accounts to insure that funds are available for the request.
  • If funds are available the request is processed
  • If funds are not available the request is denied until funds are made available
After confirmation from the Purchasing Department, the employee may proceed with the purchase.

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Office Supply Purchases, Stationary, & Letterhead
An online ordering account has been set up for each organization or department. The employee who has been authorized to order accesses the associated supply website and proceeds with their order. Once the order has been submitted an email is sent to the Purchasing Department for approval. The Purchasing Department checks the budget to insure that the funds are available for the purchase:
  • If funds are available the order is approved and submitted for processing
  • If funds are not available the order is denied until funds are made available


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Use of University Purchasing Processes for Personal Use

Employees may not use the purchasing process of CSP for any item, service, etc., which is for the personal use of an employee. This restriction includes the purchase of travel tickets.



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Employee Communications

Open Communication

CSP encourages employees to discuss any issues they may have with a co-worker directly with that person. If a resolution is not reached, employees should arrange a meeting with their direct supervisor. If the concern, problem, or issue is not properly addressed, employees should contact the Human Resources Department Department. Any information discussed in this meeting is considered confidential, to the extent possible while still allowing management to respond to the problem. Retaliation against any employee for appropriate usage of this method of communication channels is unacceptable. (See also Grievance Procedure)



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The CSP Digest
CSP emails and posts online an electronic newsletter, The CSP Update, where employees can find organizational announcements, news/events and discussions about specific topics. The employee is responsible for reading necessary information posted in the CSP Update.

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Suggestions

CSP encourages all employees to bring forward their suggestions and good ideas about making CSP a better place to work and enhancing service to students. Any employee who sees an opportunity for improvement is encouraged to talk it over with management. Management can help bring ideas to the attention of the people in the organization who will be responsible for possibly implementing them. All suggestions are valued.



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Closing Statement

Successful working conditions and relationships depend upon successful communication. It is important that employees stay aware of changes in procedures, policies and general information. It is also important to communicate ideas, suggestions, personal goals, or problems as they affect work at CSP.



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