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California State University, Long BeachCalifornia State University, Long Beach

Staff Handbook — 2013

Personnel Policies and Procedures

This section of the handbook includes summaries of current staff employee personnel policies and procedures. For your convenience, the information is arranged in alphabetical order by topic.

Absence as a Witness

If staff employees are subpoenaed as a witness in a matter of interest to the CSU, they will receive their regular salary for the absence, providing that all court fees are remitted to the CSU. Additional information regarding such absences may be found in the appropriate Collective Bargaining Agreements or personnel plan.

Appointments

The appointing authority is responsible for selecting individuals to fill vacant positions. The selection process must be consistent with university policy and selected individuals must meet minimum qualifications established for positions.

All new employees must report to the Office of Payroll Services on their first day of work. Employees will complete the necessary forms on the first day of employment to assure that they are paid accurately and on time. Employees will sign Oath of Allegiance and, if required, employees in security-sensitive positions will be fingerprinted. All employees must submit proof of their legal right to work in the United States. An explanation of the variety of health, dental, and other insurance plans will be available at New Employee Orientation.

Campus Standards of Conduct

On campus property, the solicitation, sale, use, or knowing possession of dangerous drugs, restricted dangerous drugs, or narcotics as those terms are used in California statutes are prohibited.

Consumption of alcohol is prohibited in residence halls, individual offices, classrooms, laboratories, or generally accessible public or open areas, such as the quad and athletic fields.

Information regarding campus policies on the consumption of alcohol may be obtained by calling the Director of Student Life and Development at extension 5-8669.

Pursuant to Education Code Section 89535, employees may be disciplined, up to and including termination, for the following causes:

  • Conviction of criminal offenses involving the illegal use of drugs
  • Appearing for work impaired by the use of alcohol and/or controlled substances
  • Addiction to the use of controlled substances

Change of Name and/or Address

Self-service changes to personal information can be made online at MyCSULB, or can be made in person at the Office of Payroll Services.

Civility Policy

California State University, Long Beach, takes pride in its tradition of maintaining a civil and non- violent learning, working, and social environment. Civility and mutual respect toward all members of the University community are intrinsic to the establishment of excellence in teaching and learning. They also contribute to the maintenance of a safe and productive workplace and overall healthy campus climate.

The University espouses and practices zero tolerance for violence against any member of the University community (i.e., students, faculty, staff, administrators, and visitors). Violence and threats of violence not only disrupt the campus environment; they also negatively impact the University's ability to foster open dialogue and a free exchange of ideas among all campus constituencies.

To fulfill this policy, the University strives: 1) to prevent violence from occurring; and 2) to enforce local, state, and federal laws, as well as University regulations, regarding such conduct. The University also has established procedures for resolving and/or adjudicating circumstances involving violence, as well as threats of violence. A threat of violence is an expression of intention that implies impending physical injury, abuse, or damage to an individual or his/her belongings. All allegations of such incidents (i.e., acts and threats) will be aggressively investigated. Allegations that are sustained may result in disciplinary action up to and including dismissal from employment, expulsion from the University, and/or civil and criminal prosecution.

Members of the campus community are encouraged to promptly report any acts of violence, threats of violence, or other behavior which by intent, act, or outcome harm themselves or others.

Classification

The primary goal of position classification is to define and accurately describe the current duties and responsibilities of positions for the purposes of determining appropriate compensation and administering various personnel programs and policies.

Classification is based upon the objective elements of a position and does not consider the status of the incumbent. Information relative to the employee's length of service, time spent at the maximum salary of the position’s salary range, or the quality of the employee's performance are not considered in determining the appropriate classification of a position. Factors that are considered include

  • the nature, scope, and level of the duties and responsibilities;
  • the relationship of the position to other positions in the department;
  • supervision given or received;
  • ability to exercise independent judgment.

To ensure that all position descriptions for staff and management employees are current and accurate, a three-year classification review cycle has been established. This review process will enable the Office of Staff Human Resources to review each position at least once every three years. In addition to the three-year classification review cycle, individual employees may request a classification review of their position (see the appropriate Collective Bargaining Agreement for the specific requirements and the Classification Standards).

Complaints, Resolution of

The particular method to be followed with any complaint must be determined by the individual concerned, and should be based upon the facts of the complaint. Normally, an individual should place the complaint in a written memorandum or letter and address it to the appropriate supervisor or administrator of the unit, area, or school involved. In addition to the written complaint, personal contact is also encouraged in those instances where in-person conversation might help to resolve the problem.

If a response is expected and is not received within ten working days, the complaint should be forwarded to the supervisor of the administrator who originally received the complaint

Employees are encouraged to use the services of the Office of Staff Human Resources to resolve work-related concerns. Staff Human Resources staff is available to counsel and advise employees and investigate employee complaints. Additional resources for complaint resolution include the Office of the University Ombuds.

Conflict of Interest

Under the Political Reform Act of 1974 (Government Code Sec. 81000 et seq.), no CSU employee shall make, participate in making, or attempt to use his or her official position to influence a CSU decision in which he or she has a financial interest. Willful violation is a misdemeanor.

An employee has a personal financial interest in a decision if the decision will have a material financial effect on the employee, a member of his or her immediate family, or on other economic interests.

For further information, consult the Conflict of Interest Handbook, prepared by the Office of General Counsel for the California State University, on the Web at Conflict of Interest Handbook or contact the Campus Conflict of Interest Filing Officer listed under the Human Resources Management section of the CSULB website.

Drug-Free Schools and Communities Act

Each employee of California State University, Long Beach needs to be aware of the requirements of the Drug-Free Schools and Communities Act Amendments of 1989. These requirements include the notification to each employee of campus standards of conduct regarding the abuse of alcohol and illicit drugs, the legal sanctions which apply, possible health risks, and available counseling and assistance programs.

For more information: Alcohol and Drug Policy

Employee Organizations (Unions)

The Higher Education Employer-Employee Relations Act (HEERA) established collective bargaining in the CSU system. To facilitate the collective bargaining process, HEERA organized CSU employees into groups known as collective bargaining (CB) units. Each unit is allowed to elect an exclusive representative who, in turn, would conduct the bargaining on behalf of the employees in the CB unit.

The Public Employment Relations Board (PERB) authorized thirteen units for collective bargaining purposes. The units group together employees who are considered to have an internal and occupational community of interest.

The university has an interest in the development of harmonious and cooperative labor relations between the university and its employees. Employees are free to join or not join their appropriate employee organizations; however terms of employment are dictated by the applicable collective bargaining agreements. A mandatory monthly deduction will be taken from all bargaining unit employees’ paychecks.

Employees who wish to can elect to be voting members of their respective unions.

At CSULB there are currently ten bargaining units as follows:

  • Unit 1: Physicians
  • Unit 2: Health Care Support
  • Unit 3: Faculty
  • Unit 4: Academic Support
  • Unit 5: Operations and Support Services
  • Unit 6: Skilled Crafts
  • Unit 7: Clerical and Administrative Support Services
  • Unit 8: Public Safety
  • Unit 9: Technical and Support Services
  • Unit 11: Academic Student Employees

For a listing of specific job classifications included in each unit go to Classification Standards.

Equity and Diversity

California State University, Long Beach affirms the equal worth of every individual and of distinctive groups of people, and fosters fair and equal treatment and access for all members of the university community. Therefore, the university is committed to the principles of equal opportunity in education and employment, to policies and practices that ensure equal opportunity and consideration, and to the protection of civil rights.

It is the policy of California State University, Long Beach to provide programs, services, and benefits, including employment, without regard to race, religion, color, ancestry, ethnicity, gender, marital status, pregnancy, national origin, age, mental or physical disability, sexual orientation, special disabled veterans’ status, Vietnam Era, or other covered veteran status.

Reasonable accommodation to disability is considered a means of establishing equal opportunity.

Freedom from Discrimination, Harassment, and Retaliation

California State University, Long Beach affirms that students, employees, volunteers, members of the public, and recipients of services and/or benefits provided by CSULB have the right to a university free from discrimination and harassment, including hostile environment, on the basis of race, religion, color, ancestry, ethnicity, gender, marital status, pregnancy, national origin, age, mental or physical disability, sexual orientation, special disabled veterans’ status, Vietnam Era, or other covered veteran status.

Retaliation for exercising one’s right to protection from discrimination and/or harassment or for participating in the investigation of a complaint will not be tolerated.

Scope

This policy applies to all California State University, Long Beach programs and activities, including, but not limited to:

  • Educational, cultural, recreational, and social and/or athletics programs and activities provided, sponsored, administered, or assisted, by CSULB
  • CSULB academic programs and/or activities
  • CSULB-sponsored off-campus programs
  • Housing supplied or regulated by CSULB
  • The administration of educational policies admission policies, and employment policies
  • Employment actions, including but not limited to recruitment, hiring, education, upgrading, promotion, transfer, demotion, layoff, recall, termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship
  • Choice of contractors and suppliers of goods and services
  • Provision of services and benefits to CSULB students, employees, volunteers, or the public
  • Receipt of CSULB services and benefits provided by CSULB contractors or vendors

Title IX: Addressing Allegations of Gender Equity and Sexual Assault

Title IX of the Education Amendments Act of 1972 (20 U.S.C. § 1681) is an all-encompassing federal law that prohibits discrimination based on the gender of students and employees in educational institutions which receive federal financial assistance. Title IX states, “No person in the United States shall, on the basis of sex, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any education program or activity receiving federal financial assistance” (20 U.S.C. § 1681).

California State University, Long Beach (CSULB), in compliance with federal and state laws, does not discriminate on the basis of sex, sexual orientation, or gender in educational programs, services, or activities. Such programs include admissions, financial aid, employment, and equal access to University facilities. In addition, CSULB is committed to maintaining a safe educational and working environment free of discrimination, harassment, or retaliation on the basis of a protected category.

The University has designated three administrators to oversee the implementation of Title IX and the administrative responsibility of reviewing such matters:

University Title IX Coordinator and Deputy Coordinators

CSULB’s Title IX Coordinator is Director, Equity & Diversity. The Director is charged with monitoring Title IX compliance University wide, including sexual harassment, sexual assault, and gender discrimination involving University employees. Questions regarding Title IX, as well as concerns and complaints of non-compliance, may be directed to The Director at (562) 985-8256. The Office of Equity & Diversity is located in the University Student Union (USU301). The process to file a formal University complaint against a University employee on the basis of harassment, discrimination, or retaliation is CSU’s Executive Order 1074.

The Deputy Title IX Coordinator for Student Sexual Misconduct is the Director, Judicial Affairs. The Director is charged with receiving student complaints. Judicial Affairs works with the Title IX Coordinator to address student complaints of sexual harassment, including sexual assault, sexual violence, or other sexual misconduct, against other University student(s). The process to file a formal University complaint against another student is CSU’s Executive Order 1073. Judicial Affairs can be reached at (562) 985-5270 or Brotman Hall 377.

The Deputy Title IX Coordinator for Athletics is the Senior Associate Athletics Director/ Senior Women’s Administrator. She is charged with monitoring gender equity in Athletics. She can be reached at (562) 985-8527 or in the Barrett Athletic Administration Center.

To File a Formal Complaint

Allegations of criminal acts:

University Police
Main line: (562) 985-4101

Allegations of sexual harassment, discrimination, or retaliation based on a protected category against a University employee or a student:

Title IX Coordinator
Equity & Diversity
Main line: (562) 985-8256
Student vs. Employee Formal Complaint Procedure: Executive Order 1074.

Deputy Officer for Student Sexual Misconduct:

Deputy Title IX Coordinator for Student Sexual Misconduct
Judicial Affairs
Main line: (562) 985-5270
Student vs. Student Formal Complaint Procedure: Executive Order 1073

Office of Civil Rights:

San Francisco Office
50 Beale Street (Suite 7200)
San Francisco, CA 94105
Phone: (415) 486-5555
Fax: (415) 486-5570
TDD: (877) 521-2172
Email: ocr.sanfrancisco@ed.gov, Office of Civil Rights link

The Director of Equity and Diversity is the designated campus coordinator for Equal Employment Opportunity, Affirmative Action, and Civil Rights under Executive Order 11246, the Vietnam-Era Veterans’ Readjustment Assistance Act, the Americans with Disabilities Act, Section 503 and 504 of the Rehabilitation Act, and Title IX.

Required federal Affirmative Action Plans are available for inspection in the Reserve Book Room of the University Library during normal business hours.

Complaint Resolution

Resolution of discrimination, harassment, and retaliation complaints is available to all members of the university community. The procedures vary but are all intended to resolve complaints in a timely and responsive manner at the earliest possible stage. Campus policy is consistent with CSU policy, which you may view on the web at Complaint Resolution.

For employees represented by a collective bargaining unit, the collective bargaining agreement outlines the complaint resolution process, procedures, and timelines. Information is available from your campus union representative, or on the Web at Collective Bargaining Agreements

For employees not eligible to file a complaint or grievance under a collective bargaining agreement, or whose collective bargaining agreement incorporates the CSU system-wide complaint procedure, the complaint procedure is outlined in the www.calstate.ed u/eo/EO-928.html.

Equipment, Supplies, and Personnel

University equipment, supplies (including stationery and postage), personnel, and the like, shall not be used for any purpose related to outside employment, non-university consulting, personal business, or any activity outside of university employment. Such misuse of university resources for personal gain or interest could constitute an unauthorized use of State funds or raise questions of a conflict of interest.

Faculty or staff employed by College of Continuing and Professional Education must make arrangements with that office for the use of university equipment and supplies.

Information Security Management and Compliance

California State University, Long Beach (CSULB) recognizes it's affirmative and continuing obligation to protect the confidentiality, maintain the integrity, and ensure the availability of information about and used by CSULB faculty, staff, students and customers and to provide administrative, technical and physical safeguards to protect university information assets. The CSULB Information Security and Privacy Program provides the framework and the Information Security Management and Compliance office provides assistance to the University for meeting its responsibilities by:

  • Developing University policies, standards, and procedures regarding the acquisition, transmission, processing, maintenance, safeguarding, release, and disposal of personal and confidential information and other CSULB sensitive data;
  • Developing and providing appropriate training and informational materials; and
  • Assessing and ensuring University compliance with program related laws, regulations, CSU and CSULB policies, standards and procedures.

Questions regarding any Information Security Management and Compliance issues should be directed to the Information Security Management and Compliance office at (562) 985-4862. Acceptable Use of CSULB Electronic Communication Systems & Services

Keys to Facilities

Arrangements for keys are made by the employee's office. All requests for keys require the completion of a key issue card. This card must be presented, along with a valid staff identification card, at the time the keys are obtained from Facilities Management.

As part of the clearance process, staff employees must return all keys issued to them upon leaving university service. Keys must be returned to Facilities Management and a receipt will be issued. Failure to return keys shall result in a lost-key fee. (Please refer to the topic of "Separation" for additional information.)

All questions regarding key issues and lost or stolen keys must be addressed to Facilities Management.

Lactation, Request for Accommodation

Pursuant to California law (AB 1030-33), employees who request a reasonable accommodation to express milk will be provided a private location reasonably close to their work location. Whenever possible, breaks will run concurrently with breaks already provided to the employee. Employees should make their reasonable accommodation requests as soon as possible with their supervisor and the Office of Equity & Diversity to establish an appropriate location and break times. A reasonable amount of time will be established for the employee to express milk. Employees are expected to make their own arrangements for refrigeration, including sealed containers, and proper storage.

Layoff Procedures

Bargaining unit employees should refer to their appropriate collective bargaining agreement for the most accurate and specific information. Procedures for layoff may be found in the appropriateCollective Bargaining Agreement.

Leaves of Absence

The information that follows will generally apply to staff members who are full-time probationary, full-time permanent or administrative employees who are not covered by Collective Bargaining Agreements (CBA's). Employees who are governed by CBA's should refer to the appropriate CBA for the most accurate and specific information. You may also contact the Office of Staff Human Resources, or reference the CSULB Administrative Guidelines. Completion of a Leave of Absence Request Form is required for all requests for leaves longer than five days, whether paid or unpaid.

Leaves of Absence with Pay

In certain circumstances, an employee may be granted a leave of absence with pay. Time off for bereavement, jury duty, maternity/paternity/adoption, and voting may be granted.

Bereavement Leave

Upon request to the appropriate administrator, and in accordance with the provisions of the appropriate CBA, an employee shall be granted a leave of absence with pay for each death of a significantly close relative (see the appropriate CBA for specific information regarding the length of this leave). The term "significantly close relative/person" shall mean a spouse, or domestic partner, the employee’s, spouse's, or domestic partner’s mother, father, grandmother, grandfather, grandchild, son, son-in-law, daughter, daughter-in-law, brother, sister, or relative living in the immediate household of the employee except domestic employees and roomers.

Jury Duty

Since an employee receives regular compensation and benefits while performing jury service, an employee of the California State University may not receive the daily jury fee for jury duty in the state court. An employee called to jury duty in superior court, in both civil and criminal cases, is eligible to receive reimbursement for mileage at the rate of 50 cents per mile for each mile actually traveled in attending court as a juror after the first day. The employee may keep monies received for reimbursement of jury duty travel expenses.

An employee called to jury duty in the federal court during his/her regular work hours is entitled to his/her regular compensation and benefits, but must remit the federal jury duty pay to the university. Payment for travel expenses received by the employee need not be remitted. If the employee elects to retain the jury duty fees, his/her time off for jury duty is not compensated. The employee may elect to use vacation or CTO to cover the time off.

An employee who receives initial notification that he/she is subject to jury duty shall notify the appropriate administrator. The employee is required to notify the appropriate administrator in writing prior to taking leave for jury duty. Verification of actual service for jury duty shall be provided by the employee when requested by the appropriate administrator.

Parental Leave

Parental leave refers to a paid leave for the purpose of caring for and bonding with an employee’s own newborn child, or a child that is placed in the adoptive or foster care of the employee. For more information, contact the Office of Staff Human Resources.

Voting

IIn most cases, employees who wish to vote at any general, direct primary, or presidential primary election should be able to do so outside of normal working hours. In special circumstances, an employee may be given paid time off to vote. When a good reason does exist, an employee is entitled by law to paid time off to vote. Employees are normally required to give their supervisors two working days' notice if they need time off to vote. Employees can be given as much time as needed to vote but only a maximum of two hours is paid.

Leaves of Absence without Pay

A Leave of Absence Without Pay (LOA/WOP), full or partial, may be granted for up to one (1) year.

Who is Covered?

The Leave of Absence Without Pay program shall apply to all eligible full-time, temporary, probationary and permanent staff employees and part-time employees who have permanent status.

Authorization

Upon completion of the Staff Leave of Absence Form by the employee and with written endorsement by the supervisor and Administrative Services Manager of the area in which the employee works, the granting of the LOA/WOP may be made by the Appointing Authority, in consultation with Staff Human Resources, and in compliance with established criteria. Written requests shall be submitted 30 days prior to the intended effective date. The 30-day request period may be waived in emergency situations including conditions requiring Family Medical Leave.

It is important that the employee contact the Offices of Staff Human Resources and Payroll Services before going on an extended leave of absence without pay (over one month) in order to avoid cancellation of group coverage policies, employee organization dues, etc. The Office of Payroll Services will make arrangements for the employee to make direct payment to the appropriate companies or organizations.

Family Medical Leave

An employee with at least 12 months of employment and who is eligible to receive insurance benefits is entitled to a family leave without pay. “Employment” includes employment at all CSU campuses as well as other California State employment. Full-time employees may take up to 12 weeks of family leave in a 12-month period. Employees who work less than full time may take family leave on a pro rata basis. An employee may be granted family leave for the birth of a child of the employee, the placement of a child with an employee in connection with the adoption of the child by the employee, or to care for a child, parent, or spouse of the employee who has a serious health condition. Family leave is separate and distinct from the right of a female employee to take a pregnancy disability leave. For the duration of the family leave, the employer will maintain the employee's health, dental, and vision coverage. Upon expiration of the leave, an employee has the right to return to his/her former position or a comparable position. For additional information regarding benefits during a family medical leave, contact Staff Human Resources at 5-4031.

Maternity Leave under the Education Code 89519

Upon request, an employee maybe granted a leave of absence without pay of up to one year (or through the employee's appointment ending date) for the purpose of pregnancy, childbearing, and/or care for an employee’s own newborn child. The employee shall request maternity leave in writing to the appropriate administrator. The request must specify the period of absence required. Any change in the terms of the leave must be approved by the President's designee. Time spent on leave without pay for the purposes of childbearing shall be treated in the same manner as all other leaves without pay in regard to conditions of employment. Employees may not be forced to take a leave of absence at a predetermined time prior to the anticipated delivery date so long as the employee is capable of performing her required tasks.

Medical Leave

A medical leave of absence (without pay) may be approved when an employee's illness prevents the employee from working for an extended period of time. Current balances of sick leave must be exhausted before a medical leave of absence can be granted. Vacation and CTO balances may also be used prior to the leave without pay at the discretion of the employee and the appropriate administrator. Employees should check with the Office of Payroll Services for information about possible non-industrial disability benefits. Medical substantiation is normally required before approving an employee's request for medical leave. Leaves are granted in increments of months based on the anticipated length of absence.

Military Leave

Procedures may be found in the appropriate Collective Bargaining Agreement.

Catastrophic Leave Donation Program

Depending on the bargaining unit, the Catastrophic Leave Donation Program allows any employee to donate up to 40 hours of their own vacation and/or sick leave credits, in one hour increments, to other employees who have exhausted their own accrued leave credits, including sick leave, vacation, and compensation time off (CTO) and who are suffering from a catastrophic illness or injury.

The Catastrophic Leave Donation Program shall apply to all eligible temporary, probationary, and permanent academic and nonacademic employees, confidential employees, and management employees covered by the Management Personnel Plan.

The illness/injury must be one that has totally incapacitated the employee from work. Conditions which are short term in nature (for example: flu, measles, common illnesses, common injuries, etc.) are not covered. Chronic illnesses or injuries that result in intermittent absences from work may be considered (for example: cancer, AIDS, major surgery). Generally speaking, such chronic illnesses or injuries must be considered both long term in nature and require long term recuperation periods. The medical verification required should indicate a total incapacitation from work.

The illness or injury may also include an incapacitated member of the employee's immediate family. This will apply in such cases where the employee is required to take time off for an extended period of time to care for the family member, and the employee has exhausted all of his/her accrued vacation and sick leave credits which would have been used for family care in accordance with the appropriate collective bargaining agreement. Only donated vacation credits may be used for such family care leave.

Donated leave credits may be used to supplement Industrial Disability Leave, Non-Industrial Disability Leave, or Temporary Disability payments from the CSU’s Adjusting Agency upon the application for these benefits by an eligible employee. The total amount of leave credits donated and used may not exceed an amount sufficient to ensure the continuance of the employee's regular monthly rate of compensation.

The total donated leave credits shall normally not exceed three calendar months calculated from the first day of catastrophic leave. In exceptional cases, an additional three-month period may be approved.

For additional information call the Staff Human Resources, extension 5-4031.

Liability of University Employees

Employees or former employees may request the university to defend them against any claim or action against them for injury due to negligence within the scope of their employment. Employees, who, while acting in the course and scope of their employment, carry out their obligations in good faith and exercise good judgment, will be provided defense by the university. In the event of an adverse decision, coverage under the State of California liability policies will be provided.

The university will not defend an employee if it is determined that the action or omission involved was not within the employee's scope of employment, was based upon actual fraud, corruption or actual malice, or that the providing of such defense would involve a conflict of interest. Therefore, to minimize the risk of incurring unnecessary liability, all employees are expected to adhere to all university policies and procedures. Failure to do so may result in the State of California electing not to defend or indemnify.

To assure that appropriate representation is provided and to minimize personal and university exposure to liability, employees must inform the appropriate vice president immediately upon receipt of any summons, subpoena, or similar notification of litigation which has resulted from the performance of his/her duties as an employee of the university. Documents should be forwarded to the appropriate vice president accompanied by a letter requesting that representation be provided and specifying when and where the documents were received. Such requests shall be referred to the CSU Office of General Counsel.

Nepotism

It is the policy of California State University, Long Beach to seek for its administrators, instructional faculty, and support staff, the most qualified candidates through appropriate search procedures preceding each appointment and promotion. There shall be no bars to the appointment of immediate family members in administrative, faculty or staff employment categories, in the same or different units or departments so long as the following standard is met: No CSU employee shall vote, make recommendations or in any way participate in decisions about any personnel matter which may directly affect the selection, appointment, evaluation, retention, tenure, compensation, promotion, termination, other employment status or interest of an immediate family member.

Exceptions to this policy are at the discretion of the President. You can review the Policy on Nepotism here or contact Staff Human Resources at (562) 985-4031.

Overtime/Compensating Time Off (CTO)

Overtime for eligible employees will be paid in a way that is consistent with the Fair Labor Standards Act (FLSA). The definition of hours worked is "All time that an employee is required to be on duty, or on the employer's premises, or at a prescribed workplace for the employer, and all time during which the employee is suffered or permitted to work for the employer."

Under the FLSA, positions are categorized as exempt or non-- exempt from the overtime provisions. If certain provisions have been met, employees in non-exempt positions may work overtime and receive compensating time off (CTO) in lieu of overtime cash payment provided that the time worked is in excess of 40 hours in a given work week. CTO or overtime cash payment is at the discretion of the employee's appropriate administrator. Please refer to the appropriate Collective Bargaining Agreement for more specific information.

Parking

Parking permits designated for employees are required 24 hours a day, seven days a week in all parking areas. Permits must be clearly displayed at all times to avoid a citation. Vehicles must be parked in designated parking spaces. Separately designated areas are provided for motorcycles. The California Vehicle Code is enforced at all times (e.g., fire lanes, red curbs, disabled spaces, etc.).

CSULB limits each employee to the purchase of one parking permit per applicable time period. Permits can be purchased online and picked up at the Cashier’s Office on the first floor of Brotman Hall (BH), room 148. Call the Cashier’s Office at extension 5-1681 for service hours. An employee's identification card is required when paying for employee parking. Employees in permanent positions may present their identification card at the Cashier's Office and pay their parking fees through the voluntary payroll deduction plan.

Employees separating from CSULB should return all parking permits and gate cards to the Parking and Transportation Services department to avoid any unnecessary fee payments.

Further information may be obtained by calling Parking and Transportation Events Services, extension 5-4146 or visiting their web site at Parking and Transportation Services.

Payroll Information

Pay Day

Department or unit warrant clerks will pick up pay checks and Direct Deposit Advices from the designated distribution point on campus. Warrant clerks will then deliver checks to those employees who are present on payday (Payroll Calendar). Undelivered checks will be returned to the Cashier’s Office, Brotman Hall (BH), room 148, and will be available the following business day. Employees requesting their pay checks from the Cashier’s Office must present identification.

Employees participating in the Direct Deposit Program receive a Direct Deposit Advice. This document informs the employees that the payment was sent to their financial institution and it identifies the account number used in the transaction.

Payroll Deductions

The payroll deductions required by law are:

  • Withholding for payment of federal and state income tax
  • Retirement contributions
  • Federal OASDI (Social Security employees hired after 1960)
  • Medicare

Voluntary payroll deductions may include:

  • Insurance premiums for group plan medical, hospita-lization, disability income, and accident, life, home-owners, cancer, and cash value accumulation fund
  • Purchase of U.S. Savings Bonds
  • Membership dues in employee organizations
  • Charitable contributions
  • Taxsheltered annuities
  • Credit Union deductions
  • Parking
  • Automobile insurance
  • State deferred compensation
  • Dependent care reimbursement program.
  • Employees expecting to go on any type of leave or who are separating from the university are urged to contact the Payroll Office prior to their last day of work. A Clearance Certificate must be completed by all separating employees.

Shift Differential

Employees in certain job classifications may be eligible for an hourly amount (shift differential) in addition to their regular pay when they work the evening or night shifts. Shift differentials are normally exclusive of overtime. Employees should consult the appropriate Collective Bargaining Agreement to determine if their classification entitles them to shift differentials, and if so, the amount of payment.

For additional payroll information, such as changes in payroll deductions, insurance plans, retirement, and death benefits, contact Payroll Services at extension 5-4164.

Performance Appraisals

The primary purpose of the performance appraisal system is to establish a working environment that supports quality work performance, encourages and supports personal and job-related development, and improves communication between supervisor and employee. It will be used to provide documentation for other personnel transactions including granting of permanent status, salary adjustments, disciplinary action, rejection during probation, and training and promotional opportunities.

Appraisals are to be based on performance for the entire review period and not on single accomplishments or failures, or the most recent performance. However, important single instances of superior or faulty performance should be considered in connection with the total performance for the period.

The employee will be given a copy of the completed Employee Planning and Performance Appraisal Form. In instances where the employee disagrees with the evaluator's appraisal and wants to request reconsideration or an opportunity to discuss the appraisal, the employee and department/unit evaluator should attempt an informal resolution of their differences.

Final copies of the employee's performance appraisal should be signed by the employee, the department/unit evaluator, the appointing authority, and in some instances, the Administrative Services Manager. The signed appraisal form is then sent to the Office of Staff Human Resources where it will become a part of the employee's official personnel file.

Parttime employees and temporary employees continuing for over 30 days must also be appraised periodically.

Employees governed by collective bargaining should refer to the appropriate Collective Bargaining Agreement for more specific information. Management employees should refer to the CSULB Management Personnel Plan.

Probation and Permanent Status

A probationary period is the period of credited service an employee serves before receiving permanent status in that position. Part-time temporary service shall not count toward credited service for probation. Full-time temporary service may count toward credited service for probation when deemed appropriate by the president's designee.

A year of service for employees in twelve (12) month positions is any consecutive twelve months of full time employment. For employees serving in 10/12 pay plan positions, a year of service is ten months of full time employment within a twelve-month period of time. An employee serving in an 11/12 pay plan position, an employee who is paid an hourly rate based upon a monthly salary rate and who works full time for twelve (12) consecutive months is deemed to have completed a year of service for purposes of permanent status.

Employees governed by collective bargaining should consult the appropriate Collective Bargaining Agreement for more specific information. Employees in the Management Personnel Plan do not receive permanent status because they are considered to be “at will” employees and serve at the pleasure of the President.

Release of Employee Information

Employee Information That May Not be Disclosed

The following information is identified as personal or confidential and is not subject to mandatory public disclosure without the consent of the employee:

  • Social security number
  • Number of tax exemptions
  • Amount of taxes withheld
  • Amount of OASDI withheld
  • Marital status
  • All voluntary deductions/reductions (amount and types)
  • Survivors' amounts
  • Net pay of an employee
  • Home address
  • Home telephone number
  • Birth date
  • Ethnic data
  • Designee for last payroll warrant

Employee Information That May Be Disclosed

The following information concerning university employees is considered public information and must be made available in response to any bona fide request:

  • Names of employees on the payroll (including work location, agency, reporting unit, and county of employment)
  • Employee's gross salary (including frequency, rate, time worked, shift differential, and pay period)
  • Job classification/range
  • Time base
  • Appointment and tenure
  • Retirement system
  • Payee name and agency which submitted a claim for general disbursement payment

It will be the responsibility of the offices of Staff Human Resources to determine whether disclosure is allowed. All requests for such information will be transmitted and processed through the Payroll Office.

Safety of Employees

It is the policy of CSULB to provide a safe and healthy working environment for all employees. To achieve this goal, all campus employees must join in a cooperative effort to identify and eliminate unsafe working conditions or practices, to control health hazards, and to comply with the safety and health standards for every job.

University managers are responsible for the leadership of the safety and health program and for its effectiveness. Supervisors are responsible for developing proper attitudes toward safety and health of their staff, and for assuring that all operations are performed with the utmost regard for safety and health. All employees are responsible for continuously practicing safety while performing their job duties and for following all applicable safety and health regulations.

The CSULB Injury and Illness Prevention Program provides the framework for the campus health and safety program. The main goal of this program is the reduction in the number of occupationally related injuries and illnesses.

The staff in the office of Environmental Health and Safety serve as advisors and facilitators to university managers in health and safety-related issues. Further information may be obtained by calling extension 5-8893.

Salary Increases

Depending on the employee’s collective bargaining unit, salary increases may be granted by a General Salary Increase (GSI) (also known as a “Cost of Living” adjustment or increase or “COLA”), Merit Salary Increase (MSI), or other programs as negotiated. The funds available for each of these salary programs are determined annually by negotiations between the CSU System Office and Collective Bargaining Units.

Separations

Employees who are separating from the university must report to the Office of Payroll for clearance and separation processing and for completion of health and retirement forms.

Clearance

The purpose of the clearance process is to insure that, upon separation, all university property is returned, and rights to access university property or services are appropriately discontinued. Employees must follow the established clearance process whether or not the employee has outstand-ing obligations to be cleared. If any outstanding obligations exist, the indebtedness must be cleared.

Supervisors, department chairs, college deans, or Administrative Services Managers will furnish each separating employee with a Clearance Instruction Sheet and a Clearance Certificate form, which can also be accessed on the web at Clearance Form link.

Resignations (Voluntary)

Resignations refer to a voluntary separation initiated by the employee. The effective date of a resignation is determined by the employee.

A two-week written notice of resignation is customary. Employees are encouraged to give more than a two-week notice when possible since this gives the authorized administrator more opportunity to plan work assignments, recruit for a new employee, and complete the other necessary steps in hiring a replacement.

Service Retirement

Employees may retire as early as age 50 if they have completed five years of full-time service with the California Public Employees' Retirement System (CalPERS). The exact amount of retirement benefit is calculated by a combination of length of service, employee’s age, original date of hire, coordinated with Social Security contributions, and based upon an employee's highest average salary for a consecutive 12 or 36 month period, and/or based on the date of hire.

If an employee has a disabling injury or illness that prevents him or her from performing his/her job duties, a disability retirement may be an option. There is no minimum age requirement for a disability retirement.

For further information about retirement benefits, contact Benefits Services at extension 5-2381.

Sexual Harassment

(See Equity and Diversity)

Smoke-free Policy

1 Preamble

The purpose of this rule is to protect the access needs of individuals with serious pulmonary disorders, to enable non-smokers to conduct their campus activities without involuntary exposure to second-hand tobacco smoke, and to preserve the personal dignity of individuals who smoke tobacco products on campus. As such, it restricts the free use of tobacco. Specifically, smoking shall not occur at locations where individual use of or access to university facilities may be obstructed by involuntary exposure to second-hand smoke. It is not intended as a moral or medical condemnation of smoking tobacco as a personal choice. It is simply meant to provide smoke-free use of and access to university facilities for individuals who require or choose to avoid exposure to smoke from tobacco.

2 The Principle of No Involuntary Exposure to Second-hand Smoke

The guiding principle of this document is that no individual should breathe second-hand smoke involuntarily as a part of participating in a regular university activity. There are several locations on campus where tobacco smoke constitutes an obstacle to public use or access. These include: air intake vents for buildings; entrances to buildings or rooms with exterior doorways; locations where individuals must stand in line to receive services, and semi-enclosed courtyards or passages where large groups of people pass to enter or move between buildings. Smoking of tobacco products at any of these locations forces exposure to second-hand tobacco smoke.

This rule shall establish a minimum smoke-free radius around these sensitive locations. It will ban smoking outright in some large areas where air flow and use patterns justify a more extensive ban. Finally, this rule will delineate formal procedure for the users of a specific campus facility to extend prohibitions on smoking near buildings where local knowledge of use and access may indicate the need for a reasonable extension of this basic rule. All such extended prohibitions must be consistent with the principle of no involuntary use. No extension to this rule shall be accepted if it is written with the intent to limit tobacco smoking as a personal choice for individual

3 Areas Prohibited to Smoking Tobacco

3.1 Building Entry, Exits and Air Intake Vents

No smoking shall be permitted within twenty feet of an exterior entrance to or exit from a building or room. Smoking is also prohibited within twenty feet of any air intake vent for a building. This twenty foot rule means: twenty feet up, down, right, left or out from any point on an entry, exit or air intake structure for a university building. Where multiple doorways or vents occur as a single complex structure, smoking is prohibited within twenty feet of the entire structure.

3.2 Brotman Hall

No smoking is permitted anywhere within 20 feet of the exterior perimeter of the Brotman Hall Building.

3.3 The Library to Student Union Corridor

No smoking shall be permitted anywhere along the walking thoroughfare that connects the Main Library to the Second-Floor-West eating plaza of the Student Union. This area starts at the doors of the Main Library and includes the entire patio in front of the Library doors. It continues along the large sidewalk through the LA Corridor — the entire covered area between LA -1 and LA - 5. From LA-5 the area extends to the sidewalk between FO-1 and the Psychology building. It continues to and past the Bookstore, and on to the walkway at any table in the covered area to the east of the Cafeteria Building. It ends with the escalator that connects the Cafeteria to the Second-Floor-West eating plaza of the Student Union. This area does not include the covered area in front of the Nugget, the small Plaza in front of the Psychology Building, the Plaza in front of the Beach Hut or any of the adjacent benches.

The success of this policy depends upon the thoughtfulness, consideration, and cooperation of everyone. All share in the responsibility for adhering to and enforcing this policy. Any problems should be brought to the attention of the appropriate supervisor and/or department chair. If a problem cannot be resolved in this manner, contact the appropriate Dean, Director, or Administrative Services Manager. There shall be no reprisal against anyone seeking assistance in enforcing this policy.

For those employees and students who wish to stop smoking, California State University, Long Beach shall support and assist their efforts by providing referrals to cessation programs. If interested, contact the Faculty/Staff Assistance Program for information and help at extension 5-7434.

Staff Recognition Programs

The staff of CSULB offer major contributions to the university community every day. A number of formal staff recognition programs exist on campus to recognize the contribution of staff members. For example, the annual Service Awards Reception for Long-Term Employees recognizes employees for their 10, 15, 20, 25, 30, 35, and even 40 years or more of service to the university.

The Employee of the Month award moves from one area to another on a monthly rotation basis. Employees from a specific school or department nominate and vote for co-workers who epitomize standards set forth in the program.

The Staff Applause program provides to faculty, students, and staff the opportunity to recognize any staff employee's willingness to "go the extra mile" in the performance of his or her job.

Staff Training and Development

Staff employees are a vital part of the university community, therefore,staff training and professional development are priorities for the University Administration. Every attempt is made to provide professional and technical training opportunities for staff members.

The Office of Staff Human Resources designs, schedules, and presents training and development programs. Throughout the year, a variety of workshops, training sessions, and motivational programs for staff are made available. Employees are encouraged to participate in any and all workshops that will help to improve job skills. Personal growth programs are also offered, and employees are encou-raged to attend with supervisor's approval. For more information, please visit the Staff Training website or contact Staff Human Resources at 5-4031.

Working Hours

TThe usual hours of operation of university offices are Monday through Friday, 8:00 a.m. to 5:00 p.m. However, to accommodate students and faculty, many areas of the campus operate on an extended basis. Please contact the appropriate office for specific hours of service.