Employment Policies

Equal Employment Opportunity

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

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

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

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

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

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

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Non-Discrimination Policy

General Policy

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

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

Gender Discrimination Policy

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

Americans with Disabilities Act

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

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

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

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

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Immigration Law Compliance

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

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

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

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Employee Background Check

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

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New Employee Orientation

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

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Personnel Records and Administration

Employee File Contents

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

Personnel Record Contents

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

Confidential File Contents

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

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Access to Employee Files

Employee Access

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

Procedure to Access Employee Files

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

Dispute of Information

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

Supervisor Access

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

Procedure to Access Subordinates’ Files

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

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Change of Personal Data

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

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

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

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