Policies and Procedures

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A

Item	Description
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

B

Item

Description

Background Checks/Fingerprinting, Alcohol/Drug Testing, & Medical Examinations

Background Checks/fingerprinting, alcohol/drug testing, and medical examinations (conducted for police personnel only) may be required as part of the selection process and assist the University to obtain additional information that helps determine an individual's overall employability, thus ensuring the protection of current employees, students, property, and information of the University. Any pre-employment conditions including background checks, alcohol/drug testing, or medical examinations must be authorized and coordinated through Academic Personnel or Human Resources. Applicants, volunteers, and employees being promoted, reassigned or reclassified, shall certify their willingness to undergo a background check, alcohol/drug testing, or medical examinations, if required for the position. In compliance with the federal Omnibus Transportation Employee Testing Act, Cal Poly conducts pre-employment, post-accident, random, reasonable suspicion, and return to duty alcohol and controlled substance testing for positions requiring either a commercial driving license or an Endorsement to a Class C License. Selection and background check requirements for police personnel will be conducted according to CSU policy and Peace Officer Standards and Training (P.O.S.T.) requirements.

C

Item	Description
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.
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. Confidential employees are not represented by an exclusive bargaining representative. Employment rights, benefits and conditions are addressed in the CSU Confidential Employees Human Resources Program Guidelines. Additional information on Confidential employees may be obtained on the CSU website at http://www.calstate.edu/HRAdm/Policies/confidential.shtml.
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.

D

Item	Description
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.

E

Item	Description
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 its faculty, staff, administrators, and students to mirror the increasing diversity of the State of California. For more information, please visit the Employment Equity 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

F

Item	Description
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

G

Item	Description
Gift Policy	See Incompatible Activities

H

Item	Description
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.

I

Item	Description
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.

J

Item

Description

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.

K

Item	Description
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.

M

Item	Description
Management Employees	Management employees are those CSU employees designated as "management" or "supervisory" under the Higher Education Employer-Employee Relations Act. Employment rights, benefits and conditions are governed by the CSU Management Personnel Plan cited in Title 5 (Division 5) of the California Code of Regulations. Continuation of management assignments is at the pleasure of the President. Additional information on the Management Personnel Plan may be obtained on the CSU website at: http://www.calstate.edu/HRAdm/Policies/mpp.shtml
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.

N

Item	Description
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

O

Item	Description
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

P

Item	Description
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 Contract 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.

R

Item	Description
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

S

Item	Description
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 171. 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. 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.

T

Item	Description
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.
Timesheets/Time Reporting	Timesheets and leave reporting must be submitted to Payroll Services on the designated date as outlined on the current Payroll Calendar. Forms and instructions are available on the Payroll Services Forms website. Additional faculty/staff pay information, such as direct deposit information, pay dates and calendars, is available on the Payroll Services website.

V

Item	Description
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.

W

Item	Description
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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