Employment Policies

Equal Employment Opportunity

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

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.

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Anti-Discrimination and Non-Harassment

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.

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Immigration Law Compliance

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

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

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

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Employee Background Check

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

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New Employee Orientation

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

Required Training All Employees All university employees are required to complete required trainings within 60 days of hire, and once annually thereafter.  Required training sessions include Title IX, Family Education Rights and Privacy Act (FERPA), Diversity, Avoiding Sexual Harassment and Data & Information Security. Managers Managers who supervise others are required to complete all four trainings in the four part HR Manager’s training series within their first year of hire into a management role.  The HR Manager’s training series includes Talent Acquisition, Talent Management, Documentation and Termination and Employee Engagement.  In special cases these trainings may be waived by the Director of Human Resources. Managers of Student Employees Employees who supervise Student Employees are required to complete Student Employee Management training within the first 60 days of starting a supervisory role.  In special cases this training may be waived by the Director of Human Resources.

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Personnel Records and Administration

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 Contents

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

Confidential File Contents

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

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Change of Personal Data

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

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

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

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