Personnel Policies
University Responsibilities
- The University, by this handbook reserves and retains solely its management rights and functions except as they are clearly and expressly limited by this handbook. Such rights, by way of illustration, include, but are not limited to (1) full and exclusive control of the management of the University, the supervision of all operations, the methods, processes, and means of performing any and all work, the control of the property and the composition, assignment, direction and determination of the size of its working forces; (2) the right to change or introduce new or improved operations, methods, means or facilities; (3) the right to hire, schedule, promote, demote, transfer, release, and layoff staff members; (4) the right to suspend, discipline, and discharge staff members for cause; (5) the right to establish Rules and Regulations which shall be published and issued to each staff member or posted on bulletin boards, and it is understood that the Rules include any illegal acts; (6) the right to subcontract such portions of the work which may be done by unit staff members as the University deems to be in its best interest and to otherwise maintain an orderly, effective and efficient conduct of its affairs.
- The University reserves the right to change, supplement or rescind any or all of the provisions of the Grand Rapids Campuses Security Staff Handbook upon notice/consultation to its staff. The handbook may be reviewed semi-annually upon request from either the University or Security Staff.
- The University agrees that it will not discriminate against any qualified staff member in matters of employment, promotion, demotion and assignment on the basis of age, color, disability, familial status, height, marital status, national origin, political affiliation, race, religion, sex/gender (including gender identity and expression), sexual orientation, veteran status, or weight. The Unit and University agree they will work together to take all actions necessary to comply with all applicable laws, especially as they apply to the matter of reasonable accommodation.
Grievances
- A grievance is defined as a disagreement concerning the interpretation and application of the Grand Rapids Campuses Security Staff Handbook.
Step 1
A staff member with a grievance shall first talk with their supervisor about it. If this does not resolve the grievance, the staff member may submit it in writing to the Director of Security. The staff member has 10 working days in which to have the discussion and submit the written grievance after learning of the incident upon which the grievance is based. The Director of Security who receives the written grievance has 10 working days in which to answer the grievance in writing.
Step 2
If the grievance is not resolved in Step 1, the staff member may request, in writing, a meeting of the parties with the appropriate Human Resource representative within 5 working days receipt of the written answer in Step 1. This meeting will be scheduled within 10 working days of the receipt of the written request. The written request should also include a copy of the original grievance and answer and any other data pertinent to the issue. After the meeting is held, the Human Resources representative will communicate their answer in writing to the staff member and the concerned parties. If the grievance involves a termination, the staff member will go directly to Step 2.
Step 3
If the grievance is not resolved in Step 2, the staff member may request, in writing, within 5 working days of the receipt of the written answer in Step 2, that the Human Resource office forward all materials to the Vice President for Finance and Administration.
The Vice President or their representative may review the materials and communicate their decision to all parties or schedule a meeting with such parties as are appropriate and thereafter communicate their decision to all parties. The Vice President's decision shall be final.
Discharge and Discipline
- The University recognizes that all discipline must be work related and will only be given for just cause. Discipline includes but is not limited to warning, unpaid disciplinary layoffs, reduction in rank or discharge. Suspension may occur while discipline is pending. If no discipline results, pay will not be interrupted during suspension.
- The University may discharge or discipline probationary staff for such cause and in such manner as it, in its sole and absolute discretion, deems appropriate and in the best interest of the University. Such discharge or discipline shall not be subject to the grievance procedure of this Handbook. The University shall have no obligation to re-employ a staff member who is discharged during the probationary period.
Reduction in Force
- Should a reduction in force be required, and the University is unable to accomplish the necessary reduction by attrition, the University shall select the area(s) of reduction. Staff member to be put on layoff will be determined by the Director of Security after considering years of service and ability to perform the duties of a security officer. If no reassignment to another position is made at the time of reduction the staff member affected shall be put on layoff status. Staff members on layoff or reassigned to another position shall be entitled to recall to an available open position in the same job title for eighteen (18) months, or the length of their employment, whichever is lesser. Should the University reassign a staff member to a position in a lower classification range, the staff member's salary shall be maintained for nine (9) months after which the staff member's salary shall be reduced to reflect the decreased responsibilities. Recall and reassignment notices shall be made in writing to the last address furnished Human Resources. A staff member refusing recall or reassignment or failure to respond under these provisions shall be considered to have quit.
- Notice of Reduction. Non-probationary staff will be given a minimum of fourteen (14) calendar days notice prior to reduction in force. If fourteen calendar days notice cannot be given, severance pay in the amount of fourteen (14) calendar days pay will be provided in lieu of notice
- Staff Members on Layoff. Staff members on layoff shall be entitled to purchase health and/or dental benefits in accordance with applicable COBRA guidelines
- Job Vacancies. Determination with respect to the filling of job vacancies shall be based on the qualifications for the vacancy. Job vacancies shall be posted on the specified form for a period of at least five (5) calendar days in a conspicuous place in the work area. Any staff member who has received a different job pursuant to a posting in the preceding six (6) months shall not be eligible to sign a posting unless the posted job would permit a pay increase for them. Jobs may be temporarily filled before a permanent assignment is made.
Working Hours
- Definitions.
1. Regular Week
A regular full-time work week shall consist of forty (40) hours per calendar week. Working schedules may be arranged by the University to reflect requirements peculiar to the task being performed, provided the staff member is given a notice of a change by Wednesday of the preceding work week. When such a notice is not given all hours of the regular schedule will be compensated at one and one-half times the staff members hourly rate.
2. Shift
A full-time eight (8) hour shift shall normally consist of an eight hour time period of which one-half hour shall be used for a lunch period with compensation. A full-time ten (10) hour shift shall normally consist of a ten (10) hour time period of which one-half hour is used for a lunch break with compensation. Staff members are on call during their lunch break and must be readily available to answer any calls requiring immediate assistance.
3. Shift Preference
Shift preference will be granted on the basis of seniority within the classification every six (6) months, provided the staff member is qualified for the job.
Monetary Compensation
1. Basis of Pay
Staff members shall be paid based on the approved compensation schedule for the Security Staff position. The staff member's established rate of pay shall be used in determining overtime pay, lost time, group life insurance premiums and other benefits.
2. Reassignment
Staff members may be subject to a decrease in rate if they are reassigned to a position in a lower compensation grade.
3. Payment
All compensation shall be based only on time worked or the application of appropriate benefits. Staff members shall receive regular paychecks bi-weekly, no later than the middle of the second week following the completion of a bi-weekly pay period. Deductions from that check shall include only items authorized in writing by the staff member, required by law, money to which the staff member is not entitled, or money owed to the University.
4. Overtime
Full-time staff working five (5), eight (8) hour days, will be paid overtime for time worked in excess of eight (8) hours per day. Full-time staff working four (4), ten (10) hour days, will be paid overtime for the time worked in excess of ten (10) hours per day. Staff working other than five (5), eight (8) hour days or four (4), ten (10) hour days will be paid overtime for work in excess of forty (40) hours per week. The assignment of overtime shall be reasonably equalized to the extent that the staff member is familiar with the work to be done. Mandatory overtime shall be scheduled 2 weeks in advance of the scheduled event or as soon as possible after the overtime is known to management. In the event scheduled overtime is cancelled without providing 3 days notice to the staff member, the staff member scheduled to work will have the option to work 3 hours overtime as scheduled; duties to be determined by Director of Security and/or Security Manager.
5. Call-In Duty
A staff member reporting for call-in duty at the University's request and for which they had not been notified at least twelve (12) hours in advance or which is outside of and not continuous with their work schedule, shall be guaranteed at least three (3) hours pay and three (3) hours work at the rate of one and one-half times the regular base rate. A full-time staff member who reports for scheduled work when no work is available will receive three (3) hours pay at their regular base rate of pay.
6. Premium Pay
In no case shall premium pay be paid twice for the same hours worked.
7. Rates of New Jobs
In the event a new classification is established or an existing classification is substantially changed, it shall be assigned to a pay grade on the basis of the relative value of the new or changed classification in comparison with the existing classifications.
8. Pay Adjustments
Advancement within the compensation classification range shall normally be scheduled annually, effective October 1. Please refer to the Security Staff wage scale for specifics.
9. Evaluation
Performance evaluations are completed annually by the supervisor for all staff. Evaluations reflect the performance over the past year and set goals for the coming year. Evaluations are also a basis for merit increases in salary. Individuals with questions or concerns about evaluations should contact Human Resources. Evaluations are not subject to the grievance procedure.
Miscellaneous Provisions
- Seniority Date. When used in this handbook it shall mean the day on which a staff member last began employment as a regular staff member, even though in a probationary status. For purposes of vacation, the retirement plan and other staff benefits earned by employment service, the provisions of the sections of this Handbook which provide for the benefits shall determine the necessary service duration for each benefit.
- Other Work Assignments. It is agreed that staff members at the University may be assigned to other tasks during certain times without an increase or decrease in their regular rate of pay as opposed to being laid off because of lack of available work in their specific classifications. It is understood that the above provision does not guarantee twelve months employment each year to any staff member but is merely a sincere effort on the part of the University to utilize the talents and services of regular staff members during normally slow periods
- Parking. The University will provide parking to staff members covered by this Handbook to the same extent and in the same manner as is available to other University staff members, such as Faculty and the Executive, Administrative and Professional Staff.