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.
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.