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| Academic Employees |
Instructional faculty members,
librarians, coaches, and counselors are covered by the collective
bargaining agreement for Unit 3 - Faculty, represented by the
California Faculty Association. The Academic
Personnel department is responsible for coordinating the
implementation of personnel policies and procedures for faculty
unit employees, graduate assistants and teaching associates. |
| ADA Policy |
The Disability Accommodation Assistance Program provides funds
for reasonable accommodations to Americans with Disabilities
Act qualified employees and job applicants. Further information
regarding Cal Poly's ADA Policy is available on the Employment Equity & Faculty Recruitment website. |
| Additional Employment Policy |
Additional employment refers to any California State University
(CSU) employment that is in addition to the employee's primary
appointment. The CSU Additional Employment Policy establishes
reasonable limits on the total amount of employment an individual
may have within the CSU system and provides guidelines for payment
of overtime for a non-exempt employee’s additional employment
assignment. Additional information is available on the CSU
Policies website. See CSU
Technical Letter HR/Salary 2003-03 for information on overtime
provisions for employees in multiple positions. |
| Affirmative Action/Non-Discrimination Programs in Employment |
See Equal Employment Opportunity (EEO) Policy
Statement |
| Alcohol and Controlled Substances in the Workplace |
See Drug Free Workplace |
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| Code of Conduct |
Employees are expected to conduct themselves in a professional and civil manner. Employees are not to engage in any activity that is inconsistent with or in conflict with their duties. Examples of such activity would be using university influence or resources for private gain; divulging confidential information to unauthorized sources; accepting a gratuity from anyone seeking to do business with the university; or not devoting required attention to the duties of his or her position. Employees should consult with their department administrator prior to engaging in any activity which may conceivably interfere with the employee's duties at the University.
Cal Poly is committed to providing a work environment that is free from all forms of discrimination and conduct that can be considered harassing, coercive or disruptive, including sexual harassment. Employees are expected to inform the department administrator, program manager, or the Director of Employment Equity if they have reason to believe harassment or other discriminatory acts are occurring.
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Collective Bargaining Agreements |
CSU Collective Bargaining Agreements outline the agreed upon
working conditions and rights for represented employees. You
may view current Collective
Bargaining Agreements on the CSU website. |
| Confidential Employees |
Confidential employees, as defined by in the Higher Education
Employer-Employee Relations Act (HEERA), are those who are required
to develop or present management's position with respect to
meeting and conferring with the exclusive representatives of
collective bargaining or whose duties normally require access
to confidential information which contributes significantly
to the development of management's position. Please see the
CSU
Policies website for further information regarding confidential
employees. |
| Confidentiality of Employee Data |
The University has a responsibility to protect sensitive employee data and maintain confidentiality of that data under the Information Practices Act (IPA) and Title 5. Please see the CSU Policy website for policies and program specific information on confidentiality and protection of personal data. Please also see Cal Poly's guidelines regarding the collection, use, maintenance and dissemination of personal information. |
| Confidentiality Policy |
The Cal
Poly Confidentiality - Security Policy relates to the security
of all data, screen security and confidential information to
which employees have access. All Cal Poly employees sign and
certify that they have received the Confidentiality - Security
Policy at the time of hire. |
| Conflict of Interest |
According to Conflict of Interest Provisions, public officials
may not make, participate in making, or in any way use or attempt
to use their official positions to influence a governmental
decision in which they know or have reason to know they have
a disqualifying conflict of interest. University employees shall
not vote, make recommendations, or in any way participate in
personnel or financial decisions if such participation constitutes
a conflict of interest. Annual disclosure statements are required
upon appointment to certain designated positions and are updated
annually. Please visit the Employment
Equity & Faculty Recruitment website for additional
Conflict of Interest information. |
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| Drug Free Workplace |
Cal Poly is fully committed to achieving an alcohol and drug-free
environment for its students and employees. Federal law requires
that Cal Poly create and maintain a drug-free environment and
implement a prevention program for students and employees. For
additional information, please see the CSU
Policies on Alcohol and Controlled Substances in the Workplace. |
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| Employee Assistance Program |
As part of the Cal Poly's commitment to promote employee health
and well being, Cal Poly has contracted with PacifiCare to provide
valuable resources for support and information during difficult
times, as well as consultation on day-to-day concerns. Through
the Employee Assistance Program (EAP), Cal Poly employees and
their immediate family members can receive assistance with a
variety of issues, including but not limited to, stress and
anxiety, marital, family and relationship issues, grief and
depression and substance abuse. For additional EAP information
, please visit the Employment Equity & Faculty Recruitment website, or log on to PacifiCare at
www.pbhi.com. |
| Employment Eligibility Verification Process (I-9) |
See I-9 Verification Process |
| Employment Equity |
See Equal Employment Opportunities (EEO) Policy
Statement |
| Equal Employment Opportunities (EEO) Policy Statement |
Cal Poly is an equal opportunity employer subject to Title
VII of the Civil Rights Act of 1964 that prohibits discrimination
in employment and to Executive Order 11246 that requires federal
contractors to take affirmative action as a means of achieving
equal employment opportunity. The University is committed to
increasing the diversity of it's faculty, staff, administrators,
and students to mirror the increasing diversity of the State
of California. For more information, please visit the Employment Equity & Faculty Recruitment website. Additional information on Non-Discrimination/Affirmative
Action Programs in Employment is available on the CSU
Policies website. |
| Equipment/Supplies/Personnel, Non-University Related Use |
See Incompatible Activities |
| Exempt Employees |
Exempt employees are those whose primary work assignment
is in a represented or non-represented staff position (including
those in the Management Personnel Plan) which is determined
to be "exempt" from the Fair Labor Standards Act
(FLSA).
See also Fair Labor Standards Act (FLSA) Policies |
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| Fair Labor Standards Act (FLSA) Policies |
The Fair Labor Standards Act (FLSA) establishes minimum wage,
overtime pay, record keeping, and child labor standards affecting
full-time and part-time workers in the private sector and
in Federal, State, and local governments. Consistent with
US Department of Labor regulations, the Human Resources office
is responsible to evaluate each position description and determine
its exemption status under the FLSA. The CSU and employee
unions may negotiate more generous provisions than provided
in the FLSA. Additional FLSA information is available on CSU
Policies website. The FLSA status for all classifications
and skill levels is provided in the CSU
Salary Schedule.
See also Exempt Employees |
| FERP, Retired Annuitants |
See Post Retirement Employment |
| Fingerprinting/Drug and Alcohol Testing/Medical Examinations |
Any pre-employment conditions including fingerprint/background
checks, alcohol/drug testing, or medical examinations must be
authorized and coordinated through Human Resources. As part
of the application process, prospective employees are required
to certify their willingness to be fingerprinted. Please see
the CSU
Policies website for additional information. |
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| Gift Policy |
See Incompatible Activities |
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| Harassment and Discrimination |
Cal Poly is committed to creating and maintaining an environment
in which faculty, staff, and students work together in an atmosphere
of mutual respect and free from unlawful harassment and discrimination.
For information regarding Cal Poly's Harassment and Discrimination
Policies, please see the Employment Equity & Faculty Recruitment website. |
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| I-9 Verification Process |
The employment eligibility verification procedure requires
each campus to verify the employment eligibility of all employees
hired on or after November 7, 1986. Verification of employment
eligibility requires proof that the individual is authorized
to work and proof of the individual's identity through completion
of the I-9 Form. The I-9 Form must be completed within three
days of hire. Please see the CSU
Employment Policies for additional information. |
| Incompatible Activities, CSU Employment and |
As public employees, CSU employees are public officials subject
to laws and regulations on incompatible activities related to
conflict of interest, ethics, and use of public information
for personal gain. Restricted activities include, but are not
limited to, using state time, facilities, equipment, supplies,
or confidential information for private gain, receiving extra
compensation from the state for performance of duties as a state
employee, and receiving personal gifts from anyone seeking to
do business with the recipient's appointing authority. Please
see the CSU
Policies website for additional information on incompatible
activities. |
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| Job Postings |
Position vacancy announcements shall be posted, at minimum,
on the official employment websites for Cal Poly (www.calpolyjobs.org)
and the California State University (http://csucareers.calstate.edu/).
Management and full-time academic positions are advertised on
a broad regional or nationwide basis for at least one month.
Staff, athletic coaches, and part-time academic positions are
advertised for at least two weeks. |
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K
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| Keys to Facilities |
Keys are distributed to employees through Facility
Services (Bldg. 70). Employees must present an authorization
card signed by their dean or designee and a valid identification
card. All keys are the property of the State of California and
are issued to employees so they may carry out the responsibilities
of their assignment. Employees are responsible for all keys
checked out to them and must notify the authorizing department,
Public Safety Services, and Facility Services if a key is lost.
Upon separation or retirement from the University, keys must
be returned to Facility Services. Unauthorized possession
of a state key may be considered a misdemeanor violation of
the California Penal Code, Section 469. |
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M
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| Management Employees |
Management employees are covered by the Management Personnel
Plan (MPP) cited in Title 5, California Code of Regulations,
with salary structure, evaluation and benefits, among other
matters, being governed by these regulations. Continuation of
management assignments is at the pleasure of the President.
Additional information for Management Employees is available
on the HR Employee
Information for Administrators website.
Additional Resources:
 Management
Personnel Plan (MPP)
CSU
Management Personnel Program web page |
| Management Personnel Plan |
The CSU Management Personnel Plan is an integrated personnel
system addressing the employment rights, benefits, and conditions
of those CSU employees designated as "management"
or "supervisory" under the Higher Education Employer-Employee
Relations Act. For more information is available on the following
websites:
Additional Resources:
HR Employee
Information for Administrators
CSU
Management Personnel Program web page |
| Military Leave Policy |
Under the Military and Veterans Code, eligible CSU employees
who are members of the reserve cops of the Armed Forces of the
United States, the National Guard, or the Naval Militia normally
receive up to thirty (30) calendar days of CSU pay in a fiscal
years for active duty military leave. Additionally, eligible
employees on military leave have reinstatement rights to their
previous position. For additional information, please see the
CSU
Policies website. |
| Minors, Employment of |
Information regarding the employment of minors, required documentation,
restrictions on work activities and work hours is available
on the CSU
Employment Policies website. |
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| Nepotism |
The University seeks the best possible candidates for management,
faculty, and staff positions. Appointments of close relatives
in the same or different units or departments may occur as long
as the CSU standards are met. Please see the CSU
Policies website for detailed information on the CSU Nepotism
Policy. |
| Non-Exempt Employees |
Employees in positions classified as "non-exempt"
from the provisions of the Fair Labor Standards Act (FLSA) as
amended, must be paid overtime for all hours worked in excess
of forty hours in a week in accordance with the provisions of
the FLSA and collective bargaining agreements, if applicable.
If an employee holds both a non-exempt position and an exempt
position at the same time, the employee must be considered
as non-exempt for pay purposes and is eligible for overtime
pay for any hours worked after 40 hours in a week.
Additional information is available on CSU
Policies website.
See also Fair Labor Standards Act (FLSA) Policies |
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| Overtime |
Overtime is defined as authorized time worked in excess
of forty (40) hours in a seven (7) day period by non-exempt
employees based on the provisions of the Fair Labor Standards
Act and in compliance with the appropriate collective bargaining
contract. In certain circumstances, some exempt employees
may be eligible for overtime pay. Please see the Fair
Labor Standards Act information on the CSU website for
additional information.
See also Fair Labor Standards Act (FLSA) Policies |
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P
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| Position Descriptions |
A position description (HR Form 120) is maintained in Human
Resources for all staff and management employees describing
current job duties and responsibilities. Position descriptions
should be updated to reflect all current duties and submitted
to Human Resources for review. New employees should review and
discuss their position description with their immediate supervisor,
and then sign and return the form to Human Resources within
seven (7) days of hire for inclusion in their personnel file.
The position description form and guidelines for completion
are available on the HR
Forms website. |
| Post Retirement Employment |
Government Code provisions permit former CSU academic and
staff/management employees who retire and receive retirement
benefits from the California Public Employees’ Retirement
System (CalPERS) to accept limited CSU employment without jeopardizing
retirement benefits or requiring reinstatement from
retirement. Under certain circumstances, retirees may be appointed
as rehired annuitants to
staff/management positions but are restricted to working 960
hours for all CalPERS’ covered employers in a fiscal year. Please see the CSU
Employment Policies website for additional information. |
| Public Contract Code Restrictions |
Under CSU Contact Restrictions, Senate Bill 41 has created
new Public Contract Code (PCC) sections that address certain
CSU employee conflict of interest provisions related to contracting.
For additional information see the CSU
Employment Policy website. |
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R
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| Records Retention Guidelines for Employment-Related
Records |
CSU campuses are responsible for maintaining and retaining
employment-related documents in accordance with appropriate
records retention schedules. For detailed information regarding
records retention, please see the CSU
Policies website. |
| Reference and Background Checks |
The department director/chair/head will coordinate reference
checks for each finalist for a recruitment, including completion
of fingerprint/background checks if appropriate for the position.
The University reserves the right to confirm or investigate
any information provided by the applicant including salary,
educational background, or verification of required licensure/certification.
See also Fingerprinting/Drug and Alcohol Testing/Medical
Examinations |
| Relatives, Employment of |
See Nepotism |
| Retaliation |
See Whistleblower Policy |
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S
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| Sexual Harassment Policy |
Cal Poly is committed to creating and maintaining an environment
in which faculty, staff, and students work together in an
atmosphere of mutual respect and free from unlawful harassment.
Information regarding Cal Poly's Sexual Harassment Policy
is available on the Employment Equity & Faculty Recruitment website. Additional information is
available on the CSU
Policies website.
See also Harassment and Discrimination |
| Smoking Policy |
Smoking shall be permitted in designated areas only within
the instructional campus core and in the residential community.
For areas outside the campus core (i.e., agricultural lands,
etc.) smoking shall take place at least 20 feet from any building
doors, windows, or air intakes. For detailed information on
the Smoking Policy, please see
Campus Administrative Policy 191. Additional information
is available on the CSU
Policies website. |
| Social Security Number Verification |
The Social Security Number (SSN) is the sole employee identifier
for tax reporting purposes. The California State University
(CSU) campuses and the Chancellor’s Office, as state
employers, are responsible for accurately recording and reporting
SSN’s to our pay agent, the State Controller’s
Office (SCO). Cal Poly is responsible for verifying each employee’s
SSN upon commencement of employment and requires that the
employee present his or her Social Security card to Human
Resources or Payroll Services at the time of hire. Additional
information is available on the CSU
Policies website.
See also I-9 Verification Process |
| Special Consultants |
Special Consultants are hired to perform special assignments
of a temporary nature, based on a particular knowledge, ability
or expertise. Incumbents in this classification are paid with
a daily rate. Please see the CSU
Policies website for additional information. |
| Staff Employees |
Staff employees include all employees except those in academic,
management, student or volunteer positions, whether covered
by a Collective
Bargaining Agreement or not. |
| Student Employees |
Student employees provide part-time assistance in support
of the instructional and administrative operation of the University.
Student Assistant policies and Procedures are available on the
Payroll
Services website. Additional Student Employment information,
including classification standards, is also available on the
CSU
Policies website. |
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| Telecommuting |
The University supports the use of a telecommuting work option
in positions where appropriate for employees represented by
the California State University Employees' Union (CSUEU). Telecommuting
opportunities are based upon program requirements as determined
by the appropriate Vice President. The Telecommuting/Telework
program forms and guidelines are available on the HR
Forms website. |
| Timesheets/Time Reporting |
Timesheets and leave reporting must be submitted to payroll
on the designated date as outlined on the current Payroll Calendar.
Forms and instructions are available on the Payroll
Forms website. Additional faculty/staff pay information,
such as direct deposit information, pay dates and calendars,
is available on the Payroll
website. |
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| Vehicle Use Policy |
University vehicles shall be used only in the conduct of University
business. This means "only when driven in the performance
of, or necessary to, or in the course of, the duties of University
employment.'' Risk Management is responsible for University
vehicles and must determine who meets the qualifying definition
of a University employee and who will be authorized to drive
on official University or State business. Please see the Risk
Management Procedures website and the CSU
Policies website for additional information. |
| Volunteer Employees |
Volunteer employees perform work or provide services for the
University without compensation. They are not covered by a collective
bargaining agreement. For additional information, please see
the CSU
Policies website. You may also view the CSU
Volunteer Manual provided by the Office of the General Counsel. |
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| Whistleblower Policy |
The Whistleblower Protection Act establishes procedures for
employees and applicants for employment to make protected disclosures
of improper act of state agencies or employees. Please see the
CSU
Policies website for additional information and Executive
Orders. You may also view the Whistleblower
Flyer as provided by Administration and Finance. |
| Workplace Violence |
Cal Poly is committed to maintaining an environment free of
any form of violence in the workplace. In support of this endeavor,
Cal Poly has a university recognized committee Advisory Committee
on Workplace Violence Prevention whose function it is to implement
and coordinate the Workplace Violence Prevention Program. To
view the Workplace Violence Prevention Program Guidelines, please
visit the Administrative
and Finance website. |
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