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.
Employment Definitions and Statuses
Faculty EmployeeMember 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 PracticeMember 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 EmployeeMember of the university community whose primary relationship to CSP is that of an employee who is not designated as faculty.
Student EmployeeMember 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 EmployeeA contract employee is hired for a specific job and paid through a third-party partner.
Temporary EmployeeTemporary employees are non-student employees hired to fill a short-term, temporary position.
Exempt and Non-ExemptAll 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 GospelPersons 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.
Regular Hourly EmployeeA 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 EmployeeA 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 EmployeeA 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 EmployeeAn 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.
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.
All qualified applicants and employees will be considered for employment and advancement without regard to race, color, national origin, sex, disability, age, genetic information, creed, marital status, status with regard to public assistance, familial status, membership or activity in a local commission or any other status protected by applicable law. This policy applies to all employment practices and terms and conditions of employment, including but not limited to promotions, transfers, compensation, terminations, training and participation in CSP sponsored benefits or programs.
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 is an institution of LCMS and, to the extent allowed by law, CSP reserves the right to make employment and benefits based determinations consistent with the tenets of the LCMS faith. 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.
CSP strives to maintain a work environment where all individuals are treated with respect. CSP prohibits all forms of unlawful discrimination and harassment and expects the cooperation of all employees in making this policy work.
CSP will ensure that all employment practices are free of discrimination. Such employment practices incl ude 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.
Americans with Disabilities Act Accommodation
It is the policy of CSP to consider qualified applicants who are differently-abled in its hiring process. All applicants with a disability who are qualified for a position that is available and can perform the essential skills of the job, either with or without reasonable accommodation, will receive equal consideration.
CSP complies with the Americans with Disabilities Act and other applicable laws prohibiting discrimination in employment against qualified individuals with disabilities or addressing providing accommodations to eligible employees with health conditions related to pregnancy or childbirth. To the extent required by applicable law, CSP will make reasonable accommodations for qualified employees with known disabilities and qualified employees with health conditions related to pregnancy or childbirth.
Any employee who wishes to request reasonable accommodation must contact the Director of Human Resources who will work with the appropriate supervisor(s) to review the request and evaluate possible accommodations. CSP will not retaliate against any employee for requesting or obtaining any reasonable accommodation in accordance with applicable law.
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.
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.
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.
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.
Employee File Contents
Employees employed in the state of Minnesota have various legal rights and remedies related to the contents of their personnel records, which include: • The opportunity to review the contents of their personnel records, upon written request to the Director of Human Resources, once every six months as an active employee and once each year after termination of their employment for as long as the personnel records are maintained, • The opportunity to receive a copy of the contents of their personnel records, upon written request to the Director of Human Resources and, • The opportunity to dispute information that is contained in their personnel records and request that the information be removed. If CSP does not agree with their request to have the information removed, employees have the opportunity to include a statement that outlines their position.
CSP may not use information from an employee’s personnel records that was intentionally omitted during the employee’s review in a civil or administrative proceeding.
CSP may not retaliate against an employee for exercising the employee’s rights with respect to his or her personnel records. If it is determined that CSP has not acted in good faith in complying with the provisions of this law, various remedies for violations and retaliation may be available to employees. Any employee who would like to request a review of his or her personnel records should contact the Director of Human Resources. 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 ContentsThe 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 ContentsThe 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
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 documents, to the last home address reported.
- When seeking approval, the hiring manager must complete the Staff Position and Recruiting Form and secure all require approvals.
- Upon approval, the position funding must be added to the current fiscal year budget and approved by the Provost and Chief Operating Officer.
- The candidate for the graduate assistant position must apply for and be accepted in a graduate program offered at CSP.
- 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.)
- The candidate must complete a student employee background screen form at least one week prior to the expected start date.
Health and Safety for Employee
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.
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.
- 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.
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.
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.
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 smoke-free, including electronic cigarettes and tobacco use in any form, thus creating a “Clean Indoor Air Policy.” Beyond the residential exceptions noted, tobacco and e-cigarettes are not permitted in classrooms, offices, tunnels, the dining hall, the student union, athletic facilities, entrances to buildings or any other indoor areas.
All smoking, including electronic cigarettes and tobacco use in any form, 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.
CSP is dedicated to maintaining a drug and alcohol-free workplace. CSP recognizes that drug and alcohol use in the workplace can have serious consequences in terms of safety, security, and productivity. For this reason, except as permitted by the paragraph below, CSP prohibits the following activities while working, while on CSP property (including parking facilities), and while operating or occupying CSP equipment, machinery or vehicles: • Use, consumption, or possession of alcohol or illegal drugs; • Buying, selling, offering, or receiving illegal drugs; • Reporting to work or working while under the influence of alcohol or illegal drugs; and • Electronic cigarettes or tobacco use in any form outside of designated outdoor smoking areas.
For purposes of this policy, “illegal drugs” includes legal drugs that were not legally obtained or that were used for purposes other than the purpose for which they were prescribed.
CSP recognizes that from time to time it may authorize alcohol to be served at certain functions and that some employees may hold positions where alcohol may be consumed under certain limited circumstances, such as a business function, meeting and/or business-related meal or entertainment activity. No employee is required or urged to drink alcohol at any such function or as a part of the employee’s job. Whether or not an employee decides to do so is his or her own personal choice. Any employee who drinks alcohol at a CSP-sponsored function or business-related event may not drive home while impaired by alcohol.
CSP encourages any employee who may have an alcohol or drug-related problem to seek resources through the Employee Assistance Program sponsored by Concordia Plan Services or seek other professional assistance. CSP will support any employee desiring assistance. Employees, however, should seek help before the dependency affects their job performance. While drug or alcohol dependency itself is not grounds for discipline or termination of employment, any work problems resulting from such use or dependency will be dealt with as any other work-related problem and may be cause for discipline or discharge.
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 warning through permanent separation (termination) from CSP, and may include referral to civil authorities for prosecution.
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.
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.
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.
If circumstances warrant, special printed crime alerts are prepared and distributed either selectively or throughout campus.
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.
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.
- 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
- 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
- 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
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.
All resumes and application materials must be submitted through the University’s online applicant tracking system. 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.
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 screen 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 and a required signature received by the candidate for the employment agreement to be finalized.
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. As compensation is determined by position, an increase in wages cannot be expected for all promotional opportunities.
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.
As a condition of employment at CSP all employees must be paid electronically through direct deposit or other electronic transactions.
At the effective date of termination, any unused, accrued Paid Time Off, not to exceed eighty (80) hours, 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.
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.
- Settlement of advances, petty cash funds, and other accounts receivable
- Return of institutionally-issued keys, access cards, IDs, credit cards, 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
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.
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.
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.
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.
Employee Use of University Information Systems
- 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)
- 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
- 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 PolicyIt 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.
- Employees should understand that 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. Posting, viewing, downloading, or otherwise transmitting or receiving offensive, defamatory, pornographic, or sexually explicit material is strictly prohibited.
- 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 PolicyFailure 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.
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).
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.
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.
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.
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.
Employees are encouraged to utilize the library with its numerous services.
Employees are encouraged to utilize the Concordia Bookstore. CSP employees receive a 10% discount on all items purchased in the bookstore.
Employee Use of University 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.
CSP will provide employees with the equipment needed to do their job. This equipment should be used primarily for University-related tasks.
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.
- 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
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 ResponsibilityIt 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 EmployeesEmployees (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 WorkersPlant, 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 EmployeesStudent Employees are required to wear their Student CSP ID while working on the CSP campus and in an official capacity for CSP.
Display of CardsID 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.
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.
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.)
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.
Employee Standards of Conduct
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.
CSP supports healthy habits, which include time away from one’s desk and work space during breaks. Examples of heathy habits may include good nutrition, daily movement and proper hydration. 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 and these employees are not authorized to work during unpaid meal breaks. 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.
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.
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.
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 and other inappropriate conduct that is based on, or is directed toward someone because of race, color, religion, national or ethnic origin, sex, disability, age, genetic information, creed, marital status, status with regard to public assistance, familial status, membership or activity in a local commission, sexual orientation, or any other status protected by applicable law. Voice-mail and electronic communication (such as email, text, and internet use) are covered by this policy in the same manner as other communications and actions. 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, prohibited conduct includes verbal, written, visual or physical conduct that (1) relates to another person’s to race, color, religion, national origin, sex, disability, age, genetic information, creed, marital status, status with regard to public assistance, familial status, membership or activity in a local commission, sexual orientation or any other status protected by applicable law or (2) is directed toward another person because of that person’s race, color, religion, national origin, sex, disability, age, genetic information, creed, marital status, status with regard to public assistance, familial status, membership or activity in a local commission, sexual orientation or any other status protected by applicable law, where such conduct may have the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile, or offensive working environment.
Discrimination and harassment is prohibited whether it is committed by supervisors, co-workers, or non-employees including partner agency representatives, students, vendors, or community partners. Employees must not engage in prohibited conduct against other CSP employees or personnel of CSP’s non-employees including partner agency representatives, students, vendors, or community partners.
Employees who become aware of or are subjected to possible discrimination or harassment should notify their direct supervisor or the Director of Human Resources immediately. CSP may ask that complaints be put in writing to facilitate the investigation process. In addition, for employees who are comfortable doing so, telling the person who is engaging in inappropriate behavior to stop is often the most effective way to stop objectionable behavior.
Supervisors who become aware of any incidents or alleged incidents of possible discrimination or harassment must immediately report them directly to the Director of Human Resources. Supervisors who receive complaints of possible discrimination or harassment must consult with the Director of Human Resources before undertaking an investigation or other action. Any supervisor who fails to report allegations of discrimination, harassment, or other prohibited conduct or who otherwise fails to deal properly with such allegations may be subject to discipline, up to and including termination of employment.
CSP will take prompt action to investigate allegations of discrimination or harassment. Based upon its investigation, CSP will take prompt and appropriate corrective action. Employees who are requested to provide information in a claim investigation are required to cooperate to the fullest extent possible. Any employee found to have engaged in discrimination, harassment, or other prohibited conduct will be subject to appropriate discipline or other corrective action, up to and including termination of employment. Appropriate steps will also be taken if any non-employee (such as a partner agency representatives, students, vendors, or community partners) are found to have discriminated against or harassed any employee of CSP.
Reports of discrimination or harassment will be kept confidential to the extent possible, consistent with the need for a thorough investigation.
CSP will not retaliate or take any form of reprisal against any victim of or witness to discrimination or harassment, and any such retaliation or reprisal by a CSP employee is forbidden. Any employee who retaliates against another employee or witness because of a complaint of discrimination or harassment, or because of participation in any investigation, will be subject to discipline, up to and including termination of employment.
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.
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.
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.
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.
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.
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.
- 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.
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.
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.
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.
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.
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.
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.
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.
While not preferred, full-time employees are permitted to engage in outside work or hold other jobs, subject to certain restrictions. Activities and conduct away from the job must not compete with, conflict with or compromise CSP interests or adversely affect job performance and the ability to fulfill all responsibilities to CSP. Employees are prohibited from performing any services for customers on nonworking time that are normally performed by CSP. This prohibition also extends to the unauthorized use of any CSP tools or equipment and the unauthorized use or application of any confidential information. In addition, employees are not to solicit or conduct any outside business during paid working time.
Employees are cautioned to consider carefully the demands that additional work activity will create before accepting outside employment. Outside employment will not be considered an excuse for poor job performance, absenteeism, tardiness, leaving early, refusal to travel or refusal to work overtime or different hours. If CSP determines that an employee’s outside work interferes with his or her performance or the ability to meet the requirements of CSP, as modified from time to time, the employee may be asked to terminate the outside employment if he or she wishes to remain employed with CSP.
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
- 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.
- 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.
- 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.
- 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.
- 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.
- University web pages may not be used on behalf of or against any candidate for public office, political party or political action committee.
- 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.
Comment GuidelinesCSP 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.
Objectives of the Wage and Salary PlanCSP’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 AnalysisJob 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 AssignmentJob 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 MaintenanceThe 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 AdministrationThe 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 EmployeesNew 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 PromotionStaff 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.
Right to Disclose and Discuss WagesCSP does not require nondisclosure by an employee of his or her wages as a condition of employment and does not require employees to sign a waiver or other document which purports to deny any employee the right to disclose the employee’s own wages to others. CSP will not take any adverse employment action against an employee for disclosing the employee’s own wages or discussing another employee’s wages which have been disclosed voluntarily. If CSP violates any of the aforementioned rights with respect to an employee who resides in Minnesota, then such employee may bring a civil action against CSP and seek remedies under Minnesota’s Wage Disclosure Protection law.
Timesheets: Hourly (Non-Exempt) Staff
All hourly (non-exempt) 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 pay period, the supervisor must verify all hours worked. After verification, the supervisor approves 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 by the deadline established by the payroll office.
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 (non-exempt) 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 (non-exempt) employees.
Hourly (non-exempt) employees are entitled to overtime pay for all hours worked in excess of 40 hours in a work week. Hourly (non-exempt) employees must not work overtime unless authorized in advance by their supervisor. Any employee who works unauthorized overtime must accurately record any overtime hours worked and will be paid for such time but may be subject to discipline for failing to secure the required advance authorization. No supervisor or other employee has the authority to direct or approve “off the clock” work.
Any employee who is asked not to record time worked, including overtime, must promptly report the request to the Director of Human Resources.
Paid or unpaid time off pursuant to a CSP policy (for example PTO, holidays, and bereavement) will not be counted as hours worked for purposes of determining whether an employee is entitled to receive overtime pay.
Timesheets: Salaried (Exempt) Staff
Salaried (exempt) 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 pay period, the supervisor must verify all hours worked. After verification, the supervisor approves 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 by the deadline established by the payroll office. 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.
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.
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.
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.
Federal and State Withholding TaxesThe 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 DeductionsIn 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/ReductionsIn 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.
ExceptionsDuring 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 InformationIt 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.
- 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
- Medical Care (administered by Blue Cross & Blue Shield of Minnesota)
- Prescription Program (administered by Express Scripts)
- Dental Care (administered by Cigna Dental)
- 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.
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.
Using your Disability BenefitNotify 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 PayEligible 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 WorkBefore 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.
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.
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.
- 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
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.
Children and Legal Dependents of Employees Tuition GrantChildren and Legal Dependents of Employees Tuition GrantA 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 EmployeesThe 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 GrantThe 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 StatusThe 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 WaiversCSP offers a tuition waiver plan to full-time employees (75% of tuition waived) and their spouses (50% of tuition waived) beginning the semester after completion of one full year of continuous employment. Part-time regular employees are eligible for a prorated portion of the tuition waiver based on their FTE percentage. 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. In addition, information obtained through one’s role as an employee is to be viewed as confidential and not disclosed in one’s role as a student. 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 in advance of attendance 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.
For the full-time regular employee, defined as staff working 40 hours per week or faculty with a minimum assigned workload of 24 credits per academic year, a tuition waiver of 75% is offered for all classes. Spouses of employees meeting this full-time definition may receive a 50% tuition waiver toward undergraduate classes only.
For the part-time regular employee, defined as staff working a minimum of 20 hours and a maximum of 39 hours per week, a tuition waiver of 50% is offered for all classes. Spouses of part-time employees are not eligible for a tuition waiver.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. Temporary employees are not eligible for the tuition waiver. All fees and other charges will be the responsibility of the individual taking the course. Space limitations do exist. Contact Admissions or the Continuing Education Department for more details.
- 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;
- The program is not discriminatory in favor of highly compensated employees; and
- Reasonable notification of the availability and terms of the program is provided to eligible employees.
- All course/class work beginning before December 31, 2010
- Undergraduate and graduate course work. (The graduate provision was not included from July 1, 1996 to December 31, 2001)
- 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.
- 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.
- Any payment for a course or education involving sports, games or hobbies (unless the course is required as part of a degree program).
- Any payment for meals, lodging or transportation
- 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;
- 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;
- There is no requirement that the education be job related, nor is there a maximum dollar limitation;
- The program must not favor the highly compensated;
- There are no restrictions on the type of courses/classes taken except that they may not be graduate classes (exception as noted above); and
- 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).
Assistant Athletic Coaches may take 4 credits of tuition-waived undergraduate or graduate classes each semester they are employed, space permitting. Application for the tuition waiver benefit must be made by the employee through the Human Resources office each semester before registration in any class may take place. Any Assistant Athletic Coach who does not complete this form in advance of attendance 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 Assistant Athletic Coaches enrolled half-time or more must apply for financial aid through the Financial Aid office.
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.
Concordia AcademyCSP 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 ProgramCSP 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 ProgramCSP 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 UseThe 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 EventsID 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 ServicesCSP 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 ServiceCSP can provide employees notary public service for either personal or professional use. For more information, contact the Director of Human Resources.
VitalityConcordia 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.
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. Employees may use DSL to participate in a Concordia-sponsored event on a day that the University is closed, if approved by the direct supervisor and the Director of Human Resources. In this instance, the employee’s DSL bank will be reduced and their PTO balance increased by the amount of hours served.
- 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
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 staffMaximum 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.
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.
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 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 FMLA 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 EmployeesEmployees 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
- incapacity due to pregnancy, prenatal medical care, or childbirth;
- to care for the employee’s child after birth or the placement of a child for adoption or foster care;
- the care of a child, spouse or parent (“family member”) who has a serious health condition;
- the serious health condition of the employee that makes the employee unable to perform the job; or
- because of any Qualifying Exigency (See Military Family Leave).
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
The FMLA permits employers to require employees to use accrued paid time off at the same time they are taking unpaid FMLA leave. During family or medical leave provided under this policy, an employee must first exhaust all available Paid Time Off before continuing such leave on an unpaid basis. Where applicable and permissible, FMLA leave will also run concurrently with pregnancy and parenting leave and other types of paid or unpaid leave (e.g., worker’s compensation leave, disability leave) that are required by state or other law.
Employees must contact the Director of Human Resources to request leave. Employees must provide 30 days’ advance notice of the need to take FMLA leave when the need is foreseeable. When 30 days’ notice is not possible, the employee must provide notice as soon as practicable and generally must comply with CSP’s normal call-in procedures in accordance with the Attendance and Punctuality Policy.
Employees must provide sufficient information for CSP to determine if the leave may qualify for FMLA protection and to determine the anticipated timing and duration of the FMLA leave. Sufficient information may include that the employee is unable to perform job functions, the family member is unable to perform daily activities, the need for hospitalization or continuing treatment by a health care provider, or circumstances supporting the need for military family leave. Employees also must inform the Director of Human Resources if the requested leave is for a reason for which FMLA leave was previously taken or certified.
If an employee fails to comply with the responsibilities described above, FMLA leave may be denied or delayed.
CSP will inform an employee requesting leave whether he or she is eligible under FMLA. If he or she is eligible for FMLA leave, CSP will notify the employee of any additional information, including medical or other certification, that CSP requires to approve the FMLA leave as well as notify the employee of his or her rights and responsibilities. If an employee is not eligible, CSP will notify the employee of a reason for the ineligibility.
CSP will inform the employee if leave will be designated as FMLA-protected and the amount of leave counted against the employee’s leave entitlement. If CSP determines that the leave is not FMLA-protected, CSP will notify the employee of this fact.
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. Additionally, when an employee requests leave due to a qualifying exigency or leave to care for a covered service member with a serious illness or injury, CSP may require a certification in support of the request. The Director of Human Resources will provide the appropriate certification form to employees when FMLA leave is requested or applicable. 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” as allowed under the FMLA. 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. Leave due to qualifying exigencies may also be taken on an intermittent basis or reduced schedule. If CSP, in its sole discretion, consents, leave taken after the birth of a healthy child or placement of a healthy child for adoption or foster care in the employee’s home may be taken intermittently or through a reduced work schedule. An employee’s entitlement to FMLA leave for a birth or placement expires at the end of the 12-month period beginning on the date of the birth or placement of the child.
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 if the position has equivalent pay and benefits for which the employee is qualified and the position better accommodates the recurring periods of leave, to the extent permitted by applicable law.
When planning medical treatment, an employee must consult with CSP and make a reasonable effort to schedule the treatment so as not to disrupt unduly CSP’s operations, subject to the approval of the health care provider.
During the employee’s family or medical leave of absence, CSP will continue to provide health insurance coverage for the employee under the same terms as if the employee had continued to work; 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. If the employee does not, for reasons within his or her control, return from leave and work at least 30 calendar days, CSP has the right to seek reimbursement for its share of health plan premiums that were paid by CSP during any unpaid portion of the leave.
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 reduction in compensation or 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.
In most circumstances, upon return from FMLA leave an employee will be restored to his or her original or equivalent position with equivalent pay, benefits, and other employment terms. If, however, during the FMLA leave an event occurs that would have terminated or altered the employment of the employee had he or she not been on leave (e.g., a reduction in force or elimination of shift), the employment, leave rights, employment conditions, or restoration rights of that employee will terminate at the same time as if the employee had not been on leave.
Extended Disability Leaves
If a period of disability continues beyond the 12 weeks provided for within the Family Medical Leave of Absence section, an employee may apply in writing for an extended disability leave.
CSP encourages any employee who believes that the FMLA leave law has been violated to report the problem to the Director of Human Resources. All complaints will be promptly investigated.
Prohibited Acts Enforcement
FMLA makes it unlawful for any employer to:
- Interfere with, restrain, or deny the exercise of any right provided under 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 the FMLA.
An employee may file a complaint with the U.S. Department of Labor or may bring a private lawsuit against an employer. FMLA does not affect any federal or state law prohibiting discrimination, or supersede any state or local law or collective bargaining agreement which provides greater family or medical leave rights.
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.
Bonding LeaveBonding 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 VisitsThe 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.
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 attending certain military events, arranging for alternative child care, addressing certain financial and legal arrangements, attending certain counseling sessions, and attending post deployment reintegration briefings.
Military Caregiver Leave
In addition to the basic types of leave entitlements listed above, the FMLA includes a special leave entitlement that permits eligible employees who are the spouse, son, daughter, parent, or next of kin of a covered service member to take up to 26 weeks of leave during a single 12-month period to care for that covered service member. The single 12-month period begins on the first day an employee takes military caregiver leave and ends 12 months after that date.
A covered service member for purposes of military caregiver leave is: (1) a current member of the Armed Forces, including a member of the National Guard or Reserves, who is undergoing medical treatment, recuperation or therapy, is otherwise in outpatient status, or is otherwise on the temporary disability retired list, for a serious injury or illness; or (2) a veteran who was discharged or released under conditions other than dishonorable at any time during the five-year period prior to the first date the eligible employee takes FMLA leave to care for the covered veteran, and who is undergoing medical treatment, recuperation, or therapy for a serious injury or illness.
The FMLA definitions of “serious injury or illness” for current service members and veterans are distinct from the FMLA definition of “serious health condition”.
Definition of Serious Health Condition
A serious health condition is an illness, injury, impairment, or physical or mental condition that involves either an overnight stay in a medical care facility or continuing treatment by a health care provider for a condition that either prevents the employee from performing the functions of the employee’s job or prevents the qualified family member from participating in school or other daily activities.
Subject to certain conditions, the continuing treatment requirement may be met by a period of incapacity of more than three consecutive calendar days combined with at least two visits to a health care provider or one visit and a regimen of continuing treatment, or incapacity due to pregnancy, or incapacity due to a chronic condition. Other conditions may meet the definition of continuing treatment.
A covered service member for purposes of military caregiver leave is: (1) a current member of the Armed Forces, including a member of the National Guard or Reserves, who is undergoing medical treatment, recuperation or therapy, is otherwise in outpatient status, or is otherwise on the temporary disability retired list, for a serious injury or illness; or (2) a veteran who was discharged or released under conditions other than dishonorable at any time during the five-year period prior to the first date the eligible employee takes FMLA leave to care for the covered veteran, and who is undergoing medical treatment, recuperation, or therapy for a serious injury or illness.
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.<.p>
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 must be entered onto the online timesheet under the “Civil Duty” designator.
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 for a maximum of two weeks. Employees must present proof of jury service to the Director of Human Resources to receive pay while on jury duty. If jury duty does not require the full work day, employees are expected to report to work for the remainder of the day. Employees are expected to report to work on any regular work day when their services as a juror are not required.
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.
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) and applicable state law. Any employee who is required to fulfill military obligations in any branch of the Armed Forces of the United States or in state military service will be given the necessary time off and reinstated in accordance with applicable law. Accrued PTO may be used for this leave if the employee chooses.
Employees must immediately notify the Human Resources Department and his or her supervisor of their intent to return to employment as required by applicable law. No attempt is made in this policy to cover all possible situations and circumstances that may arise in connection with the military service of an employee. Therefore, as military leave situations arise, employees should consult with the Director of Human Resources for complete details regarding their military leave rights.
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.
In compliance with legal requirements established by the city of Saint Paul, Concordia University provides Earned Sick and Safe Time (ESST) to employees who work at least 80 hours per year and 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.An employee may use ESST for any purpose allowed by the Ordinance which includes:
- An absence for preventative medical or health care, medical diagnosis care, or treatment of a mental or physical illness, injury, or health condition
- To accommodate the employee’s need to care for a family member whose school or place of care has been closed by order of a public official to limit exposure to an infectious agent, biological toxin or hazardous material or other public health emergency; or for the employee;
- To provide care for an employee’s family member with a mental or physical illness, injury, or health condition, or who needs preventative medical or health care, or medical diagnosis, care, or treatment of a mental or physical illness, injury, or health condition;
- An absence due to domestic violence, sexual assault, or stalking of the employee or employee’s family member, provided the absence is to: (1) seek medical attention related to physical or psychological injury or disability caused by such domestic abuse, sexual assault, or stalking; (2) obtain services from a victim services organization; (3) obtain psychological or other counseling; (4) seek relocation due to domestic abuse, sexual assault, or stalking; or (5) take legal action related to or resulting from domestic abuse, sexual assault, or stalking;
- The closure of the employee’s place of business by order of a public official to limit exposure to an infectious agent, biological toxin or hazardous material or other public health emergency; or
- To accommodate the employee’s need to care for a family member whose school or place of a care has been closed due to inclement weather, loss of power, loss of heating, loss of water, or other unexpected closure.
For purposes of this policy, the term “family member” means the employee’s child, step-child, adopted child, foster child, adult child, spouse, sibling, parent, step-parent, mother-in-law, father-in-law, grandchild, grandparent, or registered domestic partners as defined by Saint Paul Code of Ordinances section 186.02 and any individual related by blood or affinity whose close association with the employee is the equivalent of a family relationship.
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). ESST will be compensated at the same wage rate as the employee normally earns during regular working hours and will be based on the employee’s hourly wage. 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.
Employee Notification Obligations
Employees who are unable to report to work due to illness, injury, or a critical safety issue must provide seven (7) days’ advance notice of the intention to use ESSE. If the need is unforeseeable, the employee must notify their direct supervisor before the scheduled start of their workday, or as soon thereafter as practicable. When possible, the request must shall include the expected duration of the absence. 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.
ESST 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
Separation from Employment
Except as provided below, any ESST that is not used prior to the last day of employment is lost at the time of termination, resignation, retirement, or other separation from employment. Employees will not be paid for any accrued and unused ESST as of an employee’s separation date, whether such separation is at the initiative of CSP or the employee.
If an employee’s employment with CSP ends after the first 90 days of employment but the employee is rehired within 90 days of the previous separation, then any accrued and unused ESST hours as of the employee’s prior separation date will be reinstated and may be used in accordance with this policy and the employee otherwise will begin accruing ESST under this policy from the date of rehire. If an employee is rehired by CSP more than 90 days after his or her separation, then he or she will be treated as a new employee for purposes of this policy and will be provided with ESST as provided by this policy.
No Retaliation or Discrimination
It is unlawful for an employer to restrain, or deny the exercise of, or the attempt to exercise, any right protected under the Ordinance. In addition, an employer may not take adverse employment action or discriminate against an employee because the employee has exercised his or her rights under the Ordinance.
Emergency Closings and Inclement Weather
- 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
- arranging for use of another building;
- rescheduling work for Saturday; or
- allowing employees to take work home.
Purchasing & Business Related Expenses
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.
- If funds are available the request is processed
- If funds are not available the request is denied until funds are made available
- 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
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.
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)
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.
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.