Policies and Procedures
|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. Whenever possible, employees should confer with the attorney requesting their appearance to determine whether certified copies of appropriate documents would be suitable and would eliminate the need for a court appearance. Additional information regarding such absences may be found in the appropriate Collective Bargaining Agreements.|
|Absence Notification||The employee’s supervisor will provide instructions for reporting absences according to procedures established by the employee’s department. Unforeseen absences due to illness, an emergency, or other uncontrollable circumstances must be reported immediately, along with an indication of when work will be resumed. A planned absence must be arranged in advance and approved by the supervisor, and all absences are subject to supervisory approval. Employees are considered “absent without leave” on any day or during any period of absence when supervisory approval has not been obtained. An absence without leave for five working days or more constitutes a voluntary resignation, and in the absence of mitigating circumstances, automatic separation from the University will result.|
|Absence Without Leave - Automatic Resignation||In accordance with the collective bargaining agreements and Education Code, Section 89541, an employee who is absent for five consecutive workdays without securing authorized leave shall be considered to have automatically resigned from CSU employment as of the last day worked. All unauthorized absences, whether voluntary or involuntary, shall apply to the five consecutive workday period.|
|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 and academic student employees in Unit 11.|
|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 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.|
|Administrators||See Management Employees|
|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|
|Appointments & Employment Status||Cal Poly is strongly committed to achieving excellence through diversity and believes that hiring highly qualified individuals to fill positions contributes to the overall strategic success of the University. Job offers may be extended after a competitive recruitment, approval by the program manager, and final technical review and approval by Human Resources or Academic Personnel. Emergency appointments may be made for a limited duration without a recruitment.
Each University employee is appointed to a particular position with a formal written notification of appointment from the appropriate program manager (or designee). The notification must include, at minimum, the job classification, skill level (when applicable), time base, initial salary, and effective date of the appointment. Management employees are at-will and serve at the pleasure of the President. Staff appointments may be temporary or probationary. Temporary appointments are made for a specified period of employment.
|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.|
|Civility||Cal Poly takes pride in 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.
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. All employees are expected to conduct themselves in a professional and civil manner. Employees are expected to inform the department administrator, program manager, Human Resources, Academic Personnel, or Employment Equity if they have reason to believe unprofessional behavior, harassment or other discriminatory acts are occurring.
Program managers and departmental administrators have the responsibility of preventing and eliminating unprofessional behavior, harassment and other discriminatory conduct within their respective areas. If program managers or departmental administrators become aware, either formally or informally, that unprofessional behavior, harassment or other discriminatory acts may be occurring, they must take immediate steps to ensure that the matter is addressed. When the issue or alleged problem is not within their assigned area of responsibility, they should inform Human Resources, Academic Personnel or Employment Equity.
See also Harassment and Discrimination
|Collective Bargaining Agreements||CSU Collective Bargaining Agreements outline the agreed upon working conditions and rights for represented employees. You may view Collective Bargaining Agreements on the CSU website through the HR Union Contracts & Labor Relations web page at /hr/laborrelations.asp.|
|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 Employee Policies and Programs website for policies and program specific information on confidentiality and protection of personal data.
Please also see Cal Poly's guidelines for Protecting Confidential Employee 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, when an account is activated, and/or when the Cal Poly Portal password is changed. Please see the Information Security website for more information, including the Confidentiality-Security Agreements.|
|Conflict of Interest||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 conceivable interfere with the employee’s duties at the University.
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 website for additional Conflict of Interest information.
|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.|
|Employee Assistance Program||
|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 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 classification (including those in the Management Personnel Plan) thatis determined to be exempt underthe Fair Labor Standards Act (FLSA).
If an employee holds both an exempt position and a non-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.
See also Fair Labor Standards Act (FLSA) Policies
|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 Departmentis responsible for evaluating each position description and determining 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, Non-Exempt Employees
|FERP, Retired Annuitants||See Post Retirement Employment|
|Fingerprinting||See Background Checks/Fingerprinting, Alcohol/Drug Testing, & Medical Examinations|
|Gift Policy||See Incompatible Activities|
|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 website.
See also Sexual Harrassment, Civility.
|I-9 Verification Process||Federal law requires all U.S. employers to verify the employment eligibility of all individuals hired or rehired on or after November 7, 1986. This includes citizens and non-citizens. Verification of employment eligibility requires proof that the individual is authorized to work in the U.S. 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.|
|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.|
|Keys to Facilities||Keys are distributed to employees through Facility Services (Bldg. 70). Employees must present an authorization card signed by their dean, department head or his/her 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, University Police, and Facility Services if a key is lost.
Upon separation, retirement or leave of absence 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.
|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.
Management Personnel Plan employees do not serve a probationary period because their employment is “at will” and they serve at the pleasure of the President or designee. The department administrator must consult with Academic Personnel or Human Resources as appropriate prior to taking any non-retention action. In such cases, the employee may invoke the reconsideration procedure (Reconsideration Procedures.doc).
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 395.03, eligible CSU employees who are members of the reserve corps 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 for any one military leave of absence or during any one fiscal year 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||Minors (under age 18) must obtain certificates of age or permits to work for Cal Poly prior to the appointment date. Minors may obtain work permits through their school district or superintendent’s office. A minor’s age limits the number of hours s/he may work in a day during the school year and when school is not in session. All work must be performed outside of school hours. Minors who are high school graduates or have obtained a certificate of proficiency, are not required to obtain a work permit and are not subject to the work hours restrictions.
Minors are subject to state and federal restrictions on the type of work they can perform. This includes minors who are high school graduates or have a certificate of proficiency.
Additional information should be obtained from Human Resources prior to hiring persons under the age of 18.
|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||Non-exempt employees are those whose primary work assignment is in a represented or non-represented classification that is determined to be non-exempt under the Fair Labor Standards Act (FLSA). Non-exempt employees are subject to the overtime provisions of FLSA and are eligible for overtime and, if permitted by a collective bargaining agreement, compensatory time off.
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.
See also Fair Labor Standards Act (FLSA) Policies.
|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 (FLSA) and in compliance with the appropriate collective bargaining contract. In certain circumstances, some exempt employees may be eligible for overtime pay.
See also Fair Labor Standards Act (FLSA) Policies.
|Performance Evaluation||The University requires periodic performance appraisals for each permanent, probationary, or Management Personnel Plan (MPP) employee. Probationary employees are typically evaluated on a quarterly basis during their probationary period, and then are moved to the annual evaluation cycle once permanency is achieved. Temporary employees should be evaluated on a periodic basis as determined by the supervisor.
A supervisor may conduct an evaluation of an employee’s performance at any time to recognize and record outstanding, borderline or unsatisfactory performance.
The finalized performance evaluation shall be placed in the employee’s personnel file.
|Position Descriptions||The Position Description form (HR 120) documents job functions and the skills, knowledge, abilities, and other characteristics needed for satisfactory performance of the job. It should be updated regularly to ensure that it reflects the employee’s current responsibilities. The HR 120 is used for determining correct classification or administrative level and for recruitment, selection, employee training, and employee evaluation purposes. It is maintained in Human Resources as an official record of the duties assigned to a position.
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.
See also Employment after Retirement with a CalPERS Covered Employer
|Probationary Periods||New probationary staff employees must successfully complete a probationary period of service before permanent status may be granted. A time base or classification change during the probationary period may result in an employee having to serve a new probationary period.
An employee is required to serve a probationary period upon promotion to a higher classification or skill level. Completion of a new probationary period may be required of an employee whose position is reclassified to recognize a significant change in duties and responsibilities.
The department administrator must consult with Human Resources prior to initiating termination of a probationary employee. Termination of a staff employee during probationary period is addressed in the applicable collective bargaining agreements or CSU policy.
|Promotion||A promotion is the appointment to a higher level position as a result of selection through a competitive recruitment process (unless exempted by a collective bargaining agreement) based on the requirements in the position announcement. By contrast, a reclassification is the movement to a different classification or skill level based on significant change in the scope of responsibilities assigned to an incumbent’s position.
See also Classification Information for detailed information on position reviews.
|Public Contract Code Restrictions||The Public Contract Code restricts CSU employees and immediate past employees from contracting with the CSU to address certain CSU employee conflict of interest provisions. For information on restrictions on contracting with the CSU or receiving compensation through a contract with the CSU by current and former employees, contact Human Resources.|
|Reassignment||Every individual in a staff or Management Personnel Plan position accepts and holds employment in a classification subject to reassignment to any position in that classification. Reassignments from one position to another are normally accomplished through the employment application process. However, consistent with classification level, an employee may be reassigned, depending on the campus needs and the best interest of the University. Specific information on reassignments is contained in individual collective bargaining contracts.
An employee may be reassigned temporarily to another classification appropriate to the employee's qualifications and performance at the university. Management Personnel Plan employees and other unrepresented employees may request reconsideration of a reassignment.
|Records Retention Guidelines for Employment-Related Records||CSU campuses are responsible for maintaining, retaining and disposing of employment-related documents in accordance with appropriate CSU records retention and disposition schedules. For information on records retention, contact Human Resources.|
|Reference and Background Checks||The department director/chair/head will ensure reference checks are conducted for each finalist for a recruitment. This includes completion of fingerprint/background checks if required 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 Background Checks/Fingerprinting, Alcohol/Drug Testing, & Medical Examinations.
|Relatives, Employment of||See Nepotism|
|Retaliation||See Whistleblower Policy|
|Retired Annuitant Employment||The University may employ CalPERS retirees in accordance with the requirements and limitations set forth in the California Public Employees’ Retirement Law. CalPERS is ultimately responsible for interpreting the law as it applies to post-retirement employment. Department administrators shall consult with Human Resources or Academic Personnel prior to offering employment to a CalPERS retiree. Non-compliance may result in retroactive termination of retirement status with reinstatement to active employment and serious financial consequences to both the member and the University.|
|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. Assembly Bill 1825 is a state law that mandates all members of the CSU community identified as supervisors to take two (2) hours of sexual harassment prevention training. Each individual identified as a supervisor will be required to take this training on a two (2) year cycle, as well as within the first six (6) months of their assumption of supervisory duties. Information regarding Cal Poly's Sexual Harassment Policy is available on the Employment Equity website.
See also Civility, 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. A campus map of designated smoking zones is available on the Facility Services website at http://facilities.calpoly.edu/mapsplans/map/maplist.htm.|
|Social Security Number Verification||The Social Security Number (SSN) is the sole employee identifier for tax reporting purposes. Internal Revenue Service (IRS) and California Franchise Tax Board regulations require the SSN for reporting of income and taxes. 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.|
|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.|
|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 Assistants||Persons appointed to Student Assistant positions must be enrolled in the minimum number of units as required by their student status: Undergraduate students -- 6 units per quarter; Graduate students -- 4 graduate level units per quarter. Graduate students involved only in thesis work may be employed for up to two quarters. Students who temporarily interrupt their academic program may be employed for an interim period not to exceed one quarter and may work a maximum of 40 hours per week.
Student Assistants normally work no more than 20 hours per week during which regular classes are scheduled. Under emergency or unusual situations during the academic year, Student Assistants may work up to 30 hours per week with appropriate administrative approvals. During quarter breaks, a Student Assistant may work a maximum of 40 hours per week.
Student jobs are listed in Career Services at http://www.careerservices.calpoly.edu/index.htm. Information on student assistant employment is available through Payroll Services here.
|Substance Abuse||The Employee Assistance Program has services and resources available for assisting faculty and staff with substance abuse and recovery. For program information, please visit the Employment Equity website, or log on to PacifiCare Behavioral Health at www.pbhi.com.|
|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. See the HR Forms webpage for Telecommuting Guidelines.|
|Timesheets/Time Reporting||Timesheets and leave usage reports must be submitted to Payroll Services by the due date specified 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.|
|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 website for additional information.|
|Volunteer Employees||Volunteer employees perform work or provide services to the University without remuneration of any kind. They are not covered by a collective bargaining agreement. For additional information, please visit the Contracts & Procurement website.|
|Whistleblower Policy||The Whistleblower Protection Act establishes procedures for employees and applicants for employment to make protected disclosures of improper acts by state agencies or their employees. More information regarding the Whistleblower Protection Policy is available on the Employment Equity website.|
|Work Hours||General policies regarding work schedules, changes in assignments, and holidays are addressed in various collective bargaining agreements and in CSU policies. Normally, full-time staff employees provide services to the university on the basis of a five-day, 40-hour workweek. Most departments and offices maintain business hours from 8 a.m. until 5 p.m., Monday through Friday, and employees are scheduled accordingly. Some departments have 24-hour operations which require shift work. Workweek and rest period schedules are established and administered by department administrators. Work schedules are subject to change to accommodate departmental or University needs; any change in an employee's regular schedule will normally be accompanied by reasonable notice.
Based on CSU policy, exempt employees are required to report only full days of absence against accrued leave balances. Partial days of absence may be charged only when an exempt employee is on approved FMLA leave. Non-exempt employees may report absences in increment of fractional hourly increments.
|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.|