The Human Resources (HR) Policy Guidelines Manual has been revised to reflect changes in Institute policy, and in federal and state laws. The manual has been revised for the first time since 2003. The new manual is designed to make it easier to publish changes in a timely manner. As a result, HR has introduced a new page numbering system. Pages are numbered by section. For example, Section 1 is numbered Page 100-1, 100-2; and Section 2 is numbered Page 200-1, 200-2. Future revisions will require HR to update only the section that is being revised, instead of having to reprint and republish the entire manual.
The revised manual includes the following new policies: Telecommuting Policy; Exempt Staff Supplemental Pay Policy; Relocation Assistance Policy; PTO (Paid Time Off) Leave Policy; and Liberal Leave Policy. A summary of the significant revisions is outlined below.
Summary of Revisions
Section 200, Recruitment and Selection, makes a distinction in the processes in the hiring for staff, faculty, and post-doc research positions.
Section 300, Employee Classification and Status Changes, includes a new section for volunteers and unpaid interns (Section 300.3).
Section 600, Discrimination, adds military status, gender reassignment, gender expression, and pregnancy as protected categories of Institute non-discrimination policy.
Section 800, Employee Conduct, combines the former e-mail and electronics communication policy into a comprehensive Electronics Communication Policy (Section 800.7).
Section 1000, Business Expense Reimbursement, updates the former expense reimbursement, entertainment, and travel policies into a consolidated Travel and Entertainment Expense Reimbursement Policy (Section 1000.1) that is consistent with Purchasing Policies and Procedures.
Section 1300, Paid Time Off (PTO) and Leaves of Absence, contains the provisions of the new PTO Leave Program. See Sections 1300.1 and 1300.2.
Section 1300.6, Family and Medical Leave Act (FMLA), has been updated to reflect two amendments to the law. The first amendment permits FMLA leaves related to active duty or a call to duty for an employee’s spouse, son, daughter, or parent who has active duty in the U.S. Armed Forces. The second amendment allows FMLA leaves to care for a wounded service member who is the employee’s spouse, son, daughter, parent, or next of kin, injured with a serious illness or injury in the line of duty in the U.S. Armed Forces, National Guard, or the Reserves.
Section 1600, Staff Performance Management and Evaluations, is new and contains information previously included in Section 700, Compensation and Work Schedules. Section 1600.2, Staff Evaluations, Initial Period of Employment, further clarifies that eligible new employees accrue, but cannot use PTO Leave during the initial period of employment (three months for nonexempt and six months for exempt employees).
For specific details, refer to the full text of the HR Policy Guidelines Manual on the HR Web Page, the Employees Section, in the Rights and Responsibilities tab.