DEPARTMENT OF
FACILITIES MANAGEMENT
HANDBOOK

Western Kentucky
University

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Questions: email Angie Jackson

Updated July 2005

TABLE OF CONTENTS

Item Page
Welcome Letter
Introduction 5
Accident Prevention 5
Attendance 7
Benefits 9
Break and Meal Periods 10
Call-Ins 10
Communications 10
Designated Smoking Policy 26
Disciplinary Procedures 11
Drugs, Alcohol, or Controlled Substances 12
Employee Assistance Program - (EAP) 12
Employee Parking 12
Employment of Relatives 13
Equipment Care and Use 13
Key Control 13
Grooming Standards 14
Holidays 14
Job Duties 14
Leave of Absence 14
Lost and Found 15
Medical (Sick) Leave 15
Overtime/Mandatory Overtime 16
Mandatory Overtime Draft Policy for Special Events
Packages 16
Performance Appraisals/Expectations/Established Standards 17
Personal Phone Calls/Messages/Personal Items/Cell Phone Use 17
Personal Records 17
Property Removal 18
Resignation/Separation 18
Sexual Harassment 18
Smoking 18
Solicitation Policy 18
Telephones 19
Time Cards/Sheets and Payroll 19
Time Off Without Pay 20
University Identification Cards 20
Vacation Scheduling 21
Vacation Scheduling and Mandatory Overtime 23
Vehicle Use 24
Workers Compensation 24
Workplace Violence 24
Work Schedules 25
Property Removal Authorization Form 26

Western Kentucky University
Human Resource Policies (HRP)
(Copies available from DFM upon request)

HRP #40-100 Overtime Compensation February 1, 1999
HRP #20-130 Employment of Relatives January 1, 1999
HRP #3.10 Disciplinary Action, Non-Faculty Employees June 1, 1995
HRP #20-160 Attendance During Adverse Weather Conditions January 3, 2000
HRP #80-105 Workplace Violence June 14, 2004
Compensation for Education and Special Training January 3, 2000
Designated Smoking Policy
Educational Leave of Absence - Non-Faculty Employees September 2, 1997
Employee Benefits Eligibility January 3, 2000
Employment Authorization and General Working Conditions January 3, 2000
Faculty and Staff Tuition Waiver Program July 1, 1998
Family and Medical Leave January 3, 2000
Grievance Resolution Procedure October 27, 1998
Guidelines for Full-Time Re-employment of Retirees August 5, 2002
Leave for Death in Immediate Family January 3, 2000
Medical (Sick Leave) January 3, 2000
Sexual Harassment Policy Undated
Standards of Conduct October 27, 1998
Tuition Discount Program for Dependents August 21, 1998
University Holidays January 3, 2000
Use of Campus Vehicles February 3, 2005
Vacation Leave January 3, 2000
Vacation Scheduling and Mandatory Overtime July 1, 2003
Weather Closing Procedures January, 2003

Welcome to the Department of Facilities Management (DFM) at Western Kentucky University. The DFM Employee Handbook will help explain many questions you may have regarding your employment with us. Please refer to this Handbook often, and ask your Manager or Supervisor if you have questions or concerns that are not mentioned in this Handbook.

It is the belief of the DFM Management Team that our staff is the most important resource we have. We want to provide you the necessary training, education, tools, and equipment to empower you to do the best job possible for Western Kentucky University.

 

Introduction

The purpose of this Handbook is to provide you with some basic information concerning your employment with the Department of Facilities Management (DFM) and Western Kentucky University (WKU). This Handbook is not all inclusive. There are other Department and University Policies that are not covered in this Handbook.

We were all beginners once and we are sure you will have a number of questions about DFM and WKU, as well as, your job.

It is our view that employees who have a clear knowledge of what is expected are in a better position to contribute in a significant manner to our success, as well as, to benefit from such contributions.

Please refer to this guide for any questions you have. Please ask any Manager or Supervisor for assistance. By working together, we will make this department one of Western=s overall superior departments. We are proud to have you as a member of our team, and we offer you our best wishes for a long, satisfying, and progressive career with us.

From time to time, we will revise this booklet to keep abreast of changes. Any information contained in this booklet, which is in conflict with information published at a higher level of authority within the University, the information contained in those bulletins, policies, etc., will prevail. As the contents of this booklet change, those changes will be posted.

The contents of this Handbook are presented as a matter of information only and are not intended to create, nor are they to be construed to constitute a contract, expressed or implied, between Western Kentucky University, the Department of Facilities Management, or any of its employees.
WKU reserves the right to modify, change, disregard, suspend or cancel at any time, without written or verbal notice all or any part of the Handbook's contents as circumstances may require.

Accident Prevention

It is our policy to take all practical steps to eliminate or reduce exposure of our employees and customers to accidents, injury, or conditions adversely affecting their health. It is your Managers= responsibility to provide a safe place to work, and it is your responsibility as an employee to learn the safe way to do your job and to follow safe procedures that have been devised for your protection. Everyone is responsible for avoiding accidents. The following work practices are the standards that all employees are expected to follow. REMEMBER TO REPORT ALL ACCIDENTS, even if you feel the accident is minor.

1. Horseplay is forbidden. We can have a pleasant and enjoyable work place without engaging in pranks that may cause injury.

2. Do not operate a machine or perform a task until you understand all aspects of the job and are authorized to do so. Please ask questions.

3. Pick up what you drop. Wipe up what you spill. Do so right away and don't leave the area with a slippery surface. Get it all up!

4. Lift correctly. Bend your knees, apply a firm grip, position the object close to your body and lift with your legs. Train yourself to do this all the time. When moving objects, turn body, do not twist back. Get help when needed.

5. Use the proper ladder for access to elevated heights. Do not use the top two (2) steps on a stepladder, do not overreach so your belt buckle is past side rail, move the ladder closer to the object. Do not use chairs, desks, tables, etc., in place of a proper ladder.

6. Use the proper tool and/or equipment for the job. Clean, and store tools, and equipment in their proper location when not in use.

7. To prevent slips and falls, appropriate footwear must be worn. A sturdy shoe with a rubber, not crepe, or non hardened synthetic sole is recommended. Sandals, shoes with open toes or heels, high heels, and shoes in poor repair are not acceptable.

8. Keep your work area neat and orderly. Clean your work area after completing each task.

9. Place broken glass only in containers provided for that purpose. Use a broom, cardboard, and dustpan to remove broken glass. Do not use bare hands.

10. If able to correct minor hazards, do so as soon as you observe them. Report hazards that you are unable to correct to your Supervisor or safety coordinator, as soon as possible.

11. Report all injuries immediately to your Supervisor or Manager and fill out a WKU Facilities Management Accident/Incident Report. You must also fill out a Workers= Compensation First Report of Injury form with the Benefits Department in Human Resources.

Accident prevention is extremely important to the University. We work hard to provide the equipment, training, and working conditions that will help you feel, and be safe at work. Because safety is a major concern for all of us, each unit institutes safety programs and policies for their staff to follow.

Accidents can cause you and others pain, injury, and/or lost time. For this reason, your safety performance is an important part of your responsibilities and is considered a part of your performance appraisal. Deliberate violation of safety rules may result in immediate dismissal. Please report any situation that seems unsafe to your Supervisor, Manager, or Safety Committee representative. We want you to perform your work safely. All accidents are caused, they do not just happen; therefore, they can be prevented. Remember these basic safety rules and ask your Manager about policies specific to your unit.

Attendance

General

Facilities Management needs to be able to schedule work, with a reasonable degree of certainty that the work schedules will be followed. In the event an employee is going to be late or absent from work, advance notice of any change in the schedule can often avoid placing an undue hardship on others. Facilities Management has established attendance standards that follow the Universitys expectation for attendance. Employees are expected to be at work when scheduled. Proper notification is required when you are going to be late or absent. Each of the various Units/Shops may have different notification requirements. These requirements will be part of your initial orientation in the Unit/Shop, where you work. Normally each employee should have a minimum of 37.5 hours of paid time recorded each week. Work time, holiday leave, vacation leave, or sick leave is typical of the types of time that are recorded to meet this minimum. Positive sick and vacation leave balances should be maintained to ensure that adequate time is available when needed. Using unpaid time (deduct) after all authorized leave balances have been exhausted is considered unacceptable personal conduct.

Leaving the University During Work Hours

Occasionally, personal business requires being away from work during your normal shift. Follow the procedures for requesting leave, should you need to leave work during your work shift.

Definitions

1. No Call/No Show failure to give notification of an absence prior to two (2) hours into your scheduled shift.

2. Improper Call Off not reporting an absence or late, within the time frame established by your Unit/Shop.

3. Unapproved/Unscheduled Absence - an absence of half or more of your scheduled shift, without having properly requested and received prior approval.

4. Late absence from work at the time and place for the start of your scheduled shift.

5. Early Quit absence from work at the time and place for the end of your scheduled shift.

6. Deduct (No Pay Status) - having no accrued benefit time to pay for part or all of an absence.

7. Emergency Vacation - use of vacation leave when proper approval has not been requested and approved.

8. Occurrence - any unscheduled/unapproved absence time or consecutive unscheduled/unapproved absence times of one-half a shift or more, away from work for the same reason. (Example: missing three {3} scheduled shifts due to the Flu would be considered one {1} occurrence.)

Procedure for Reporting Off Properly:

1. Management and/or Supervisory staff will monitor and record occasions of failure to properly follow attendance standards.

2. Notification of an absence from scheduled duties must be made properly. Proper notification for the various Units/Shops should be made by calling the following:

Auxiliary Staff Auxiliary Supervisors 745-5824
Zone 1 745-5559 Building Services Staff 745-4757
Zone 2 745-6925 Grounds 745-5820
Zone 3 745-6898 Any Unit/Shop Not Listed 745-3253


3. When calling, be prepared to provide the reason for your absence. If reporting off for the entire shift, indicate your expected date to return to work.

4. In the event that no one is available to speak with you personally, proper notification may be recorded on voice mail. If reporting being late, include the reason for being late and what time you expect to report for duty.

5. You must report off each scheduled shift unless you have provided approved documentation specifying your expected date to return to work. If you are unable to return to work on the date specified, you will need to report off properly for each absence thereafter.

6. Upon arrival/return to work from an absence, you must complete a Leave Request/Authorization Form.

Department attendance policies and procedures will be enforced. Written steps in the progressive disciplinary process may, at the discretion of the Department, be issued for, but not limited to, the following:

1. One (1) incident of a no call/no show.

2. Three (3) or more incidents of failure to follow proper procedure in reporting an absence in any consecutive ninety one (91) calendar day period.

3. Falsification of reason(s) for an absence, late, or early quit.

4. Three (3) or more separate occurrences of unapproved/unscheduled absence, in any consecutive sixty (60) calendar day period.

5. Clear patterns of occurrences of unapproved/unscheduled absences (such as time missed before weekends or events scheduled to work, time missed immediately before and/or after a holiday, etc.)

6. Any one (1) incident of being in an unpaid (deduct) status.

7. Two (2) or more incidents of being late/early quits of less than one half your normal shift, in any consecutive thirty one (31) calendar day period.

8. Three (3) consecutive scheduled shifts of no call/no show is considered a voluntary resignation without notice and is cause for immediate dismissal.

Benefits

The Benefits section of Human Resources will be your best resource for benefit information. Your Manager or Supervisor may also be able to discuss with you basic features of your benefits package.

Breaks and Meal Periods

Employees are scheduled specific break and meal periods during their shift. Employees are to be productively occupied immediately before the beginning of their scheduled break/meal period and immediately after their scheduled break/meal period. Abuse of break/meal periods will be grounds for progressive discipline.

Call-Ins

Call ins will be paid a four (4) hour minimum. Call ins are defined as any time an employee is not scheduled to work and is asked to return to work as soon as possible or at a specific time to perform specific duties. Employees called in to perform tasks are expected to repair the problem to the best of their ability. Employees who are called in, are considered to be on-the-clock from the time called for four (4) hours and may accrue no more than two (2), four (4) hour call ins in any eight (8) hour period.

Employees who are at work may be requested to stay over or come in early on their next shift. Such work will be credited and paid for, based on actual time worked, in fifteen (15) minute increments.

Employees who are at work may be requested to work on scheduled days off. Scheduled work on normally scheduled days off will be paid at a minimum of two (2) hours. Work over two (2) hours will be credited and paid for based on actual time worked, in fifteen (15) minute increments.

Communications

We are always interested in maintaining and improving communications between employees and their Supervisor and/or Manager.

Bulletin Boards Are provided, on which items of interest to employees are posted. The Bulletin Board, where the Main Office Time Clock is located, as well as the Bulletin Board on the dock area is to be used for work related postings only. Staff members wishing to post personal items for sale, etc., are to use the Bulletin Board in the Break Room.

Publications Are written by and for all employees.

Monthly Meetings Management and staff meet to discuss items of interest and concern to all employees. This is your "Forum" to get answers to current questions or concerns.

Safety is always a good item to discuss.

Weekly/Daily Meetings Are held to assure the best communication possible regarding each of our duties in order to best serve our customers and to make our unit a great place to work.

Disciplinary Procedures

Standards of Conduct

DFM employees are expected to perform their job duties in a professional and responsible manner, which includes maintaining the highest levels of honesty and ethical principles. Employees are also expected to be courteous and respectful in workplace relationships. Rules are necessary for any business to operate in an orderly, efficient manner, and to protect employees. In most cases, your good judgment will tell you the right thing to do. Inappropriate conduct is further explained in University Standards of Conduct Policy.

Department Progressive Disciplinary Actions

When policies, procedures, work rules, etc., are not being followed or there are poor performance or inappropriate conduct issues, it is the responsibility of management to take corrective action. This may be done by means of a progressive disciplinary process. Disciplinary actions will be addressed in one progressive ladder. This means there are not separate progressive disciplinary steps for infractions of different policies, procedures, work rules, performance, conduct, etc.

Documented Verbal Warnings

For minor violations an employee may receive a documented Verbal Warning from management. This is the first step in the formal progressive disciplinary process. You will be given an opportunity to correct the problem. Should you fail to correct the problem you may be issued a written warning.

Written Warnings

For offenses which your manager thinks are serious or where verbal warnings have proven insufficient, written warnings are administered. The format of the written warning may be in a letter or a memo format. Written warnings are to be signed by the employee to acknowledge that they have read and understand what is written. Refusal to sign a written warning does not make it invalid. A second manager or supervisor will be called in and will witness the refusal to sign. You should recognize the serious nature of the written warning. If you feel the warning is inaccurate or unwarranted, you should exercise your right to appeal through administrative channels. (See the University Policy - Grievance Resolution Procedure)

Discharge/Dismissal

An employee can be discharged if he/she has received two written warnings, the most recent having been issued within the previous 12 (twelve) months, and a third incident or violation occurs. As stated previously, infractions do not necessarily have to violate the same rule. You may be discharged/dismissed, due to a serious breach of any of the violations listed in the University=s Standards of Conduct policy.

Drug, Alcohol, or Controlled Substances

All University employees are required to meet standards of performance and to conduct themselves in a professional manner. The University intends to comply with all state and federal laws relating to the use/abuse of alcohol, narcotics, and other drugs. Accordingly, employees are expected to adhere to these laws, as well as, to the University policy on the use/abuse of drugs or alcohol while in any University facility. It is the absolute policy of the University and its operating divisions that the purchase, sale, use, transfer, or possession of illegal drugs, narcotics, contraband or other related paraphernalia in University operated facilities or on University premises is not permitted and will not be tolerated. Any employee found using or possessing the same or otherwise engaging in illegal activity will be subject to immediate dismissal.

Employee Assistance Program - (EAP)

The EAP is designed to provide help for the full range of problems which affect your life - from grief surrounding the loss of a loved one to anxiety about your teenager=s outbursts. The EAP can help you with concerns such as: Marital & Family Conflict; Anxiety/Emotional Stress; Depression; Legal Problems; Loss/Grief Issues; Alcohol or Drug Abuse; Dealing with Adolescents, and Job Pressures. The EAP is available any time - 24 hours a day, seven (7) days a week. The EAP is completely confidential. Except when you give written permission or in those instances governed by laws (specific threats of danger or harm), no one will know that you=ve called for help. Brochures are available in Human Resources.

Employee Parking

All DFM Employees may purchase a parking permit good for one (1) year at Public Safety Headquarters located on the side of the Parking Structure facing Diddle Arena. Prices for permits are based on where you choose to park.

All DFM employees may park temporarily at the designated spots along Dogwood Avenue to clock in or out at the Parking Structure. You may also use these spots for University Vehicles if you need to go to the stockroom, dock, or office areas. There are also two (2) spots under the structure up next to the office door that may be used temporarily to visit DFM.

No other vehicles, either private or university, should be driven under the structure where DFM designated spots are located. You may not park a university vehicle in a non-DOT spot and use that spot for your personal use when you arrive to work. Any DOT spot in the parking structure is to be used only by a university vehicle or designated vehicle with a proper permit.

Employment of Relatives

Employment of close relatives within an operating unit or under the same Supervisor is discouraged. Under no circumstances may an employee be employed in a position where they will supervise or be supervised by an immediate family member. (A family member is defined by the University Medical/Sick Leave Policy.)

Equipment Care and Use

All equipment is valuable to the department, but can be potentially dangerous. You should not use equipment until you have been instructed in the proper operation and maintenance. The best rule to follow is this: use, maintain, and clean all equipment as if it belonged to you.

Key Control

1. All keys received at the beginning of your shift, must be returned at the end of your shift.

2. Issued keys are not to be given or lent to anyone.

3. Any lost or unaccounted for keys, must be reported to management immediately. The person responsible for the keys at the time of disappearance will be held accountable.

4. Buildings or rooms should never be opened for unauthorized people. Ask your Supervisor if in doubt.

Grooming Standards

We know each of you want to look your very best when you come to work. All of us are expected to maintain the highest standard of personal cleanliness. Uniforms should be in good repair and appropriate to the duties being performed. Everybody should wear proper uniforms unless otherwise specified. Uniforms are to be worn in the manner in which they were intended to be worn. Shirts with tails are to be tucked in, etc. Uniforms will be issued through the department and must be maintained by the employee. Employees are expected to be in proper uniforms at all times while on duty.

Holidays

The President and the Administrative Council determine what holidays are observed by the University. A listing of those holidays and dates observed is provided annually by Human Resources in memo form, which is posted in various locations throughout the DFM. Any questions regarding holidays should be directed to your Supervisor or Manager. All hours actually worked on a holiday(s) will be paid at one and one-half times the regular rate.

Job Duties

From time to time, your Supervisor or Manager may need you to do other jobs or duties not necessarily included in your job description. Failure to perform reasonable requests will be considered insubordination. Insubordination is a dismissal offense.

Leave of Absence

There are times when an employee needs to have a leave of absence from work for a legitimate reason. Requests for leave of absences must be submitted in writing to your Manager. There are three types of leaves for which employees may apply:

1. Personal Leave (for compelling reasons). Eligibility after one (1) year of service.

2. Family Medical Leave (includes maternity). Eligibility is immediate if job related, or six (6) months if non-job related. (See University Policy - Family and Medical Leave for specific procedures.)

3. Military Leave (no waiting period).

Lost and Found Procedures
Lost and found items such as books, back packs, etc., found in classroom buildings should be turned into the Building Coordinator for that building. Valuables found anywhere, should be turned into the Downing University Center Office, Room 228, where a receipt may be obtained.

Medical (Sick) Leave

Medical Leave may be used for illness or injury, medical visits, dental visits, and other legitimate medical reasons of the employee and the employee=s immediate family. (See definition of immediate family below.) Medical Leave will be used by the employee for all qualifying medical absences. In the absence of Medical Leave, any accumulated Vacation Leave will be used. Employees are required to use on a continuous basis, all accumulated Medical Leave (and Vacation Leave if applicable) for qualifying medical absences prior to being placed on Leave without pay. When seeking routine medical or dental services a Leave Request/Authorization Form should be completed as far in advance as possible and submitted to your Manager or Supervisor for approval. If work schedules permit, employees should schedule routine medical or dental care at times other than normal working hours. If this is not possible, the use of Medical Leave will be limited to the time actually needed for the appointment, to include reasonable travel time. Medical Leave used for routine medical or dental services that is properly requested and approved in advance, will not be counted in determining abuse, when approved medical verification documentation is provided. Medical Leave may also be used, up to a maximum of three (3) days, for the death of an immediate family member. (See University Policy, Leave for Death in Immediate Family). If additional time is needed for a particular occurrence, and if approved by the supervisor/department head, employees may use earned Medical Leave or Vacation Leave. Medical Leave may be used in fifteen (15) minute increments. Medical Leave used in excess of the accrued balance will be charged against accumulated vacation time balance and such time charged against vacation will be considered emergency use of vacation.

In case of illness, employees are required to properly notify their Unit/Shop. Upon return to work from Medical Leave a Leave Request/Authorization Form must be completed by the employee. Failure to properly report your absence may result in loss of Medical Leave pay and/or disciplinary action. If you miss five or more consecutive scheduled shifts due to personal illness or injury, approved medical verification must be provided. Normally, verification must state that you are able to resume your normal duties with no restrictions. If there are restrictions affecting your ability to perform the essential functions of your position description, those restrictions must be reviewed by your Manager before you are allowed to return to work. This will ensure that you are not putting yourself at risk of aggravating your condition, by performing work duties that might be harmful to your recovery.

DFM reserves the right to investigate and impose verification requirements and/or administer discipline in cases where excessive cyclic, pattern, or unauthorized use of Medical Leave is indicated.

Use of Medical Leave the day immediately preceding or following a scheduled holiday(s) without appropriate medical verification may result in loss of holiday pay and/or disciplinary action.

Immediate family for use of Medical Leave is defined as: spouse, child, stepchild, brother, sister, stepbrother, stepsister, parent, stepparent, grandchild, grandparent, son-in law, daughter-in-law, mother-in-law, father-in-law, sister-in-law, or brother-in-law. (Refer to the University=s Medical (Sick) Leave Policy for further information or clarification.)

Overtime/ Mandatory Overtime
All overtime worked must have pre-approval from the employee=s Manager, the Duty Manager, the Director, or his designate. Overtime is paid in accordance with Federal and State Laws. You are paid time and one-half your normal rate for all hours worked over forty hours during the pay week. Holidays and Sick Leave are counted in the overtime calculation. Vacation Leave is not included in the overtime calculation. Whenever practical, overtime work will be performed by volunteers, however, when the number of volunteers does not result in the number of staff required, overtime may be a mandatory requirement. Each Unit/Shop should have a method in place to assign mandatory overtime equally among those employees who are qualified to perform the overtime duties. Ask your Manager or Supervisor for details.

WKU Building Services (Modified March 2005, Effective August 2005 Fall Draft Session)

Mandatory Overtime Draft Policy for Special Events

Definitions:

Volunteer: Anyone eligible to work overtime who willingly signs up with Tammy Waters to be placed in open slots for overtime coverage on a continuous basis. Volunteers are also those BSAs who willingly sign up for their one (1) turn of special event overtime duty during a specific draft session.

Non-volunteer: Those E&G BSAs who do not sign up for at least one (1) event during the allowable signup period. (Please see Item #8 listed below.) These individual’s will be placed in the draft pool to be randomly selected when overtime coverage is not filled through volunteers.

Draft Session: The period of time in which overtime coverage is required for housekeeping duties during special events and ballgames for WKU, during a specific time frame. The proposed modified length of this draft session is noted below.

Next Scheduled Draftee: Describes the vacant spot in which a draftee is needed for the next scheduled event coverage. (Designated on the posted scheduled event with highlights on the Building Services’ Announcement Board.)
Policy Guidelines

1. A Draft Session begins with the first Fall event and runs through all events thereafter, until ALL names of the non-volunteers have been pulled for a turn. This will ensure that every non-volunteer will eventually be responsible for pulling their turn in overtime. Note: If there are a good number of volunteers available, a draft session could run through more than one football and basketball season.

2. All regular volunteers will be placed on the event’s overtime schedule first.

3. Volunteers have a right to inform scheduler (Tammy Waters) when they will not be available for a scheduled event. This should occur at least five (5) days in advance, when possible. When this occurs, the volunteer’s name is removed from the schedule, and is open for other volunteers, or to be drafted.

4. Schedules are posted as far in advance as possible. On occasions, there may be little notice for events and possible drafting will be required.

5. It is your responsibility to check the Building Services’ Announcement Board to monitor event schedules for overtime openings, or event changes.

6. Those open overtime slots will be posted by highlighting that particular slot. Volunteers may sign up for any of these available openings to fulfill their turn in the current draft session.

7. All E&G BSAs can volunteer to place their names in open slots until five (5) days before an event date, to avoid their names being placed in the pending draft session.

8. If within five (5) days of the scheduled event, overtime slots still remain open, drafting will begin. Any names of non-volunteers will be eligible for the drafting, and are responsible to follow all stated procedures in regards to their overtime turn. Exemptions from this drafting are BSAs who pull their regular overtime for events that are scheduled in their assigned buildings. (Farm, VanMeter, Garrett, and DUC) Note: Covering normal daily activities in your assigned building does not make you exempt.

9. If an employee is drafted (their name is pulled), and they find someone to take their place, their name will be (*) removed from that current draft session. *Note: If your replacement DOES NOT work in your place, your name WILL BE placed in the next scheduled draftee spot for events during that current draft session (when a draftee is needed), and you will be responsible for your turn. Follow guidelines in #11 for communicating this coverage arrangement.

10. If you agree to take a draftee’s turn, this does NOT eliminate you from the draft. Note: You will still be responsible for your own turn. You will then be eligible to have someone accept your turn, which will eliminate you from the current draft session. Follow guidelines in #11 for communicating this coverage arrangement.

11. If arrangements are made between two (2) employees to cover, or take the turn of another, this must be communicated by both employees to Tammy Waters for confirmation.

12. Anyone scheduled to work is expected to be there unless there is a verifiable medical or family emergency. However, this does not eliminate you from the draft session. You will be placed and responsible to fill the next scheduled event (when a draftee is needed) to fulfill your responsibility. Note: Attendance and call-in policies apply here.

13. Any BSA, who works overtime – for a Special Event – can take a vacation day, before or after, their overtime duty. This vacation time must be scheduled in advance with your supervisor. This will eliminate the excuse that someone cannot work over forty (40) hours per week. Please remember that sick time CANNOT be used due to the adverse effects on insurance premiums. Note: The BSA may have to pull 2.50 – 3.00 hours of their ‘next day’ shift, to ‘trash and dash’ their assigned areas before leaving for the day. This arrangement will be at the discretion of their supervisor, according to the needs of the building being affected.

14. When there is a regular shift that must be pulled the day after a game, a BSA may elect to clock in after their overtime event has been completed, and pull their regular 7.50 hour shift. These arrangements must be communicated to and approved by your supervisor.

15. Overtime events that are scheduled around the Holiday Break will be posted and any open slots will be filled as far as possible in advance of that upcoming Break.

16. If a draftee has a pre-scheduled vacation during the time that your name is pulled, your name will be placed in the next scheduled event (when a draftee is needed) to fulfill your responsibility.

17. Due to the limited number of crew allowed to work for special events, it is very important that everyone work when scheduled.

18. If there is a situation that you know of and you cannot work, when drafted, please tell your supervisor as soon as possible. Your name will be placed in the next scheduled event (when a draftee is needed) to fulfill your responsibility. Note: This is at the supervisor’s discretion, and will require supervisor’s approval.

19. Anyone who cannot work for medical reasons must bring a doctor’s excuse at the start of the draft session. These will be reviewed and approved by the Director of Facilities Management. In addition, since we no longer are responsible to work little or no cleaning for post games, the excuse of not being able to work more than 8 hours, will not be an acceptable excuse. Note: This will be waived on certain basketball games due to complete cleanup being required after those games or tournaments, or may elect to bring a person in for post game only.

Important: If you provide a doctor’s statement that states you cannot physically perform the duties required for events, this could also have a negative impact on your daily duties as well, since both responsibilities require the same physical demands and duties.
20. During overtime event duties, breaks and lunch time will be provided on a rotating basis as game requirements allow. Everyone will be provided with a break.

21. Those working overtime events, whether volunteers or not, will receive overtime pay even if vacation time is charged in the same pay period, per the Department of Facilities Management Handbook. Remember, if you do not have available accrued vacation time to use, all hours worked up to forty (40) hours will be paid at regular rate. This adjustment and approval will be made by your supervisor on the daily time sheets.

I have read the Overtime Draft Policy for Special Events and understand my obligations and responsibilities in relation to being a volunteer or a draftee for these overtime events.

_____________________________ ______________
Employee Signature Date

___________________________________ ________________
Supervisor Signature Date

Special Instructions: Original to Employee Personnel File/Copy to Employee

Packages

All packages, closed containers, handbags, purses, etc., that are carried out of the department are subject to inspection by management.

Performance Appraisals/Expectations/Established Standards
1. Performance appraisals are conducted once per year as long as performance standards are being satisfied.

2. Performance appraisals are based on attendance, work quality, work quantity, professional behavior, initiative, safety, appearance, and other related criteria.

3. Work may be evaluated on a routine basis by utilizing appropriate means of measurement. The standard is to meet or exceed expectations and/or established standards. Employees who are not able to meet expectations and/or standards are subject to disciplinary action.

4. Wage adjustments are not always associated with performance appraisals.

Personal Phone Calls/Messages/Personal Items/Cell Phone Use
You are not permitted to receive personal phone calls at work, except in the case of an emergency. In the event of an emergency, the call will be routed to your work station or a message will be taken for you. The University is not responsible for personal items brought to work such as radios, tape players, personal tools, etc.

Cell phones are to be used during breaks, for emergencies, or for Western Kentucky University business only. Cell phones should not be used while driving.

Personal Records
When you were hired, you provided us with information we needed to establish you on the payroll and initiate your benefits. Keeping this record up-to-date is important because it allows us to contact you when necessary, properly maintain your various benefits, compute payroll deductions, etc. Please report promptly to Human Resources any changes in your name, address, telephone number, insurance beneficiary, number of dependents, or name of a person to call in an emergency.

Property Removal
University property may not be removed from the University without written authorization from the Manager responsible for the equipment or the Director of Facilities Management. Property Removal Authorization forms are to be attached to the item. (Property Removal Authorization form is attached.)

Resignation/Separation
We hope you will be with the University for a long time, but should you decide to leave, please give proper notice, which is at least two (2) weeks. Resignations should be made in writing to your Manager. Should you quit or resign without proper notice, you will forfeit all accrued vacation. All University issued tools, keys, uniforms, ID card, or other University property will be returned.

Sexual Harassment
Sexual harassment is an issue the University and DFM take very seriously. Become familiar with the University Sexual Harassment Policy. Should you receive unwelcome advances, or other verbal or physical conduct of a sexual nature, notify your Supervisor or Manager immediately! (See University Policy - Western Kentucky University Policy Against Sexual Harassment.)

Smoking
Smoking is permitted only in designated areas and is not to interfere with scheduled work. (Please see the University’s Smoking Policy on designated locations to smoke at Facilities Management.)

Solicitation Policy
The University stresses that its employees should not be disturbed or disrupted in performing their jobs by solicitations. For that reason, the following rule has been established:

Solicitation of employees during working time by, or on behalf of, any individual, organization, club or society is prohibited. The distribution of any literature, pamphlets, or other material in a University work area is prohibited. (Please refer to the Solicitation/Literature Distribution Policy, dated July 25, 2003.)

This rule has been adopted because on the job solicitations during working time mean that employees neglect their own work and interfere with the work of others. Prohibited solicitation includes solicitation for membership or subscriptions for any public or private enterprises. \

Telephones
1. University business telephones are to be used for University purposes. In an emergency, University phones may be utilized.

2. Public telephones are for personal use. As a courtesy to others, please minimize the time spent using public telephones.

3. Personal telephones may be used on breaks and at meal periods.

Time Cards/Sheets and Payroll

Time clock
We use a time clock in Facilities Management. You are responsible for being at work when scheduled. Any time you work hours that are not scheduled, the payroll recap MUST be signed or initialed by your Supervisor or Manager. (Example: called in on day off, started shift early, etc.).

Time cards
1) Everyone is required to clock in and out on the days that they work.

2) No one is allowed to clock in or out any other employee.

3) If you forget to clock in, your Supervisor or Manager must sign or initial the payroll recap approving your hours. It is your responsibility to clock in and out.

4) The intention of the University is to follow all State work laws and pay you for all hours worked.

5. All minors are restricted to work only certain hours. Your cooperation is appreciated. If you find you have been improperly scheduled, or due to your job requirements, find yourself working beyond your legal hours, you should advise your Supervisor or Manager immediately.

Check Stub

Effective April 1, 2005, pay stubs will n o longer be provided in the traditional manner. Pay stub information will be available using the Employee Self-Service feature on TopNet. The information available through Self-Service is more comprehensive and easier to understand than that provided on traditional pay stubs. You can simply access your information and print a copy for your records. Whether you print a copy or not, your payroll information will be available for electronic access at any time and will include current information and pay history information.

Because of the electronic access, employees will be able to view payroll information several days in advance of the actual pay date. Information will be available for viewing immediately following the processing of a given payroll by the Payroll Office.

Special Exception Note:
The above changes do not apply to employees who are paid on the bi-weekly payroll. Bi-weekly paid employees will continue to receive pay stub information in the traditional hard-copy manner. Also, current and pay history information will be available for electronic access at any time as described above.

Time Off Without Pay

Requests for time off without pay for personal reasons will not normally be approved for any length of time unless, 1) all appropriate time available to the employee has been exhausted, 2) the circumstances initiating the request to be absent without pay are extreme, and 3) the absence of the employee will not create an undue hardship for the employees assigned to the Unit/Shop in completing work or meeting the needs of the campus community. Request for time off without pay must be made on the Leave Request/Authorization Form and submitted to the Manager, along with comments describing why the request is being made.

Time off without pay for medical reasons will be governed by Departmental Sick Leave Policy or, in accordance with University Policy (Family and Medical Leave) governing the Family Medical Leave Act.

University Identification Cards

University identification cards are provided and will be worn daily, if required as part of your uniform. The University ID Center is now charging $20 for replacement badges. The Department of Facilities Management will pay for replacements due to normal wear and tear; charges for lost or defaced badges will be the responsibility of the employee.

Vacation Scheduling

In order to ensure all employees are able to take Vacation Leave, while providing the most efficient scheduling possible to provide consistent service to the campus community we serve, the following procedures and policies will be used for requesting and scheduling vacation. All employees must request Vacation Leave in advance. This will ensure that operations of the Department and various Units/Shops are not adversely affected by uncontrolled use of Vacation Leave. This will also provide a procedure to ensure that seniority of employees, within the Units/Shops, is considered.

Procedure

1. Vacation Leave opportunities are determined by the operational needs of DFM and WKU.

2. Vacation Leave must be requested in writing and approval must be received prior to taking Vacation Leave. If prior approval is not requested and received in advance, Vacation Leave taken will be recorded as emergency vacation.

3. Emergency vacation use, will be monitored by your Manager and/or Supervisor.

a. Employees with special needs (i.e., farming activities and other known needs without specific dates) may make Vacation Leave requests in advance. The dates may be left open, to be filled in as the need arises, by contacting your Manager or Supervisor. Notification must be made before your normal shift start on the first day of Vacation Leave used.

b. Occurrences of Emergency Vacation Leave use must be reported in accordance with the procedures established by your Unit/Shop. Upon return to work from Emergency Vacation Leave, you must complete a Leave Request/Authorization Form. Failure to properly notify the Unit/Shop of your Emergency Vacation Leave may result in loss of pay and/or disciplinary action.

c. Occurrences of Emergency Vacation Leave for the scheduled shift immediately preceding or immediately following a scheduled holiday, will result in the issuance of the appropriate step in the progressive disciplinary process and/or loss of holiday pay.

4. All department employees will be given the opportunity to submit vacation requests for the fiscal year July 1 through June 30, during the preceding March 1 March 30 period. Vacation requests received and approved during this time, will receive preference to requests received after March 30. Vacations will be approved based on the work force requirements of each Unit/Shop, defined below in terms of maximum number allowed to use Vacation Leave at any one time. Should the number of requests for any given time period exceed the maximum number allowed, seniority will be used to determine which requests will be approved.

5. Requests for Vacation Leave may be made at other times by submitting requests, not less than 24 hours in advance for requests of one (1) or two (2) days and with one (1) weeks advance notice for requests of three (3) days or more. Requests will be considered based upon work requirements and the maximum allowable number of authorized employees to be on Vacation Leave at the same time. Requests submitted after March 30 will be considered on a first come, first served basis without regard for seniority.

6. All requests for Vacation Leave will be submitted to the appropriate Manager or Supervisor in your Unit/Shop, on a Leave Request/Authorization Form. Vacation Leave may be used in 15 minute increments.

7. Manager discretion may be applied to alter the maximum number of employees allowed to be on vacation for a specific time period, based on work loads and the needs of the University.

8. Generally, employees should not request or expect to take vacation the two (2) weeks prior to commencement or the two (2) weeks prior to the opening of school in the Fall.

Failure to comply with any of the above procedures and policies may result in disciplinary action, up to and including discharge.

Shop/Unit Maximum Number of Employees Permitted
to be on Vacation at any Give Time
Auxiliary Services
Zone 1 3
Zone 2 2
Zone 3 3

Building Services
Units 2, 5, 6, & 7 2 per Unit (School Year)
3 per Unit (Summer)
Campus Services
Grounds 3
Mechanics 1
Recycling 1

Fiscal Services
Stockroom 1
Clerical 2

Central Shops
Carpentry 2
Central Heat Plant 0 (Heating Season)
No Limit (Cooling Season)

Electrical 2
Electronics 1
Energy Management 1
HVAC 2
Locksmith 1
Masonry 1
Painting 2
Plumbing 1
Water Treatment 1

Vacation Scheduling and Mandatory Overtime

Normally Vacation Leave is not counted in calculating overtime, however, there is an approved exception. Vacation Leave requested and approved for use in conjunction with scheduled special event overtime may be counted in the overtime calculation when:

1) It is requested at least 24-hours in advance of the start time of the scheduled overtime.
2) The duration of the overtime is expected to be eight (8) or more hours.
3) The overtime must begin within eight (8) hours of the end of the most recent shift worked; or if the next scheduled shift begins eight (8) hours after the expected end of the scheduled overtime.

Vehicle Use

Vehicles owned by the University and operated by the DFM will be used only in a capacity directly associated with work activities. Failure to comply will result in disciplinary action. Please see Memorandum dated February 3, 2005 from Doug Ault regarding Use of Campus Vehicles.

Procedures for Annual Drivers Motor Vehicle (DMV) Checks for Facilities Management

New Hires:
A copy of the Drivers Certification Form will be given to all new hires to fill out, and returned to our Work Control Clerk, Lyn Drake. At this time the procedures set up by our Office of Risk Management will then be followed. If the applicant is denied, the Director of Human Resources will notify the manager of the applicant, that they are ineligible to drive any vehicle for University business.

Annual Verification:

At the first of each year the Office of Risk Management will e-mail the Department of Facilities Management a list of active and approved drivers, and ask if we wish for them to remain on the list. On an annual basis, all the drivers on the Approved Drivers List are required to have their Motor Vehicle Record (MVR) rechecked by the Western Kentucky University Police Department. If driving privileges are denied, the notification procedures as outlined above will be followed.

Worker's Compensation

You are covered by Worker's Compensation under the laws of Kentucky. Any accident(s) on the job must be reported immediately to your immediate supervisor and Human Resources. It is also University policy that a First Report of Injury form be completed by the employee at his/her first opportunity. Failure to do this may result in the loss or delay in payment of benefits.

Workplace Violence

In view of the escalating violence in workplaces throughout the country, it is critical that all DFM employees are aware of the resources and policies that relate to physical violence in the workplace. Violent behavior among employees is often the result of increased stress and frustration resulting from an employee perception that Managers, Supervisors, or co workers cannot or will not listen to work related concerns or problems. All employees should know that there are a variety of ways to get support and help with a variety of problems and concerns. Employees whose Supervisor/Manager cannot help them, and/or those employees who do not feel comfortable with their Supervisor/Manager, should contact a Human Resources representatives, or take advantage of the Employee Assistance Program (EAP). Please see the EAP section on page 12, in this Handbook. It is important for all employees to note that University Policy strictly forbids the following behaviors that can contribute to violent conduct on University premises:

1. Possession or consumption of illegal drugs or alcoholic beverages on University premises.

2. Working while under the influence of alcohol or illegal drugs on University time or premises.

3. Possession of a lethal weapon on University premises.

4. Fighting, hitting or physically harming another employee during work hours or on University property.

5. Harassing another employee per University Policy against harassment and sexual harassment.

6. Threatening another employee (verbal or physical).

In order to build harmonious work teams, it is important for Managers and Supervisors to be available to listen to the concerns and frustrations of employees. It is also critical for Managers and Supervisors to respond quickly if an employee or visitor makes threatening remarks or gestures. All threats to employees will be immediately investigated by a member of the Management Team or by a Human Resource representative.

Work Schedules

Work schedules are posted as far in advance as practical, but changes occur periodically. Each work schedule is planned according to the needs of the department and individual preference, in that order.

Designated Smoking Policy

Designated Smoking Areas were approved for Western Kentucky University by President Gary Ransdell in a memorandum dated April 5, 2004, in which the Staff Council was charged with the task of determining appropriate designated smoking areas for campus buildings, excluding dorms. This policy is intended to formalize designated smoking areas to address health issues and concerns of all people on the campus, while preserving smoking areas for those who smoke.

The designated smoking area for Facilities Management is the covered area to right of Environmental Health and Safety entrance and the dock area. (Please see the Designated Smoking Policy.)

As a reminder, smoking is not allowed in any WKU building or vehicle.

PROPERTY REMOVAL AUTHORIZATION FORM

University property may not be removed from the University without prior approval from the

Manager responsible for the equipment, or from the Director of the Facilities Management

Department.

This form is an Agreement between the Department of Facilities Management (DFM), and
__________________________________(name), to use ________________________________

(property) from , 20 to , 20 .

DFM is not responsible for any personal injuries or damage to equipment. This equipment

has been inspected by (supervisor ), and found to be in safe working

order. Any damage upon return inspection will be the responsibility of the party using DFM

equipment.

______________________________
Manager or Director Signature Date

______________________________
Employee Signature Date