Microsoft Word - Staff Handbook October 2015 final.doc

Salve Regina UNIVERSITY

STAF F HAND BOO K

Revised August 1, 2024

Salve Regina UNIVERSITY

STA F F H A N D B O O K

August 1, 2024

Table of Contents

3 Organizational Chart

Introduction

Employment

Conduct

General University Policies

Compensation

Benefits

Leave (Time Off)

40 Other Services

Index

IN T R O D U C T IO N

This handbook reflects the collective efforts of many people at the University. Produced by the Office of

Human Resources (HR), it describes current staff policies, procedures and protocol, sanctioned by the

President, to promote effective and efficient University operations. The provisions contained herein do

not constitute a contract of employment. Rather they offer guidance for employer-employee relations.

The President may suspend procedures that, in her judgment, do not support institutional objectives and

reserves the right to make modifications without notice.

This publication introduces University philosophy, organization and regulations to new staff and serves

as a ready reference for current employees. It addresses staff responsibilities, benefits, policies, and

services. It is hoped that all who use the handbook will make a conscientious effort to understand and

abide by its contents. Other regulations, interpretations and details may be found by consulting catalogs,

student handbooks, administrative memoranda, supervisors, or HR.

When employees join the Salve Regina community, it is understood that they are here to further the

University mission in an atmosphere of freedom and responsibility. Within this context, freedom means

an ability to exercise choice; responsibility means exhibiting sound judgment and trustworthy

performance. Salve Regina relies on these qualities more than rules to govern its staff.

Staff may request changes to employee policy. Before doing so, however, they are asked to become

familiar with the section in this handbook on University Governance. Written requests should be

submitted along with rationale to the AVP/Chief Human Resources Officer who directs the President’s

Cabinet to review them and make recommendations to the President according to Presidential

guidelines. Requests that require Trustee action are sent to the Board by the President. Staff who suggest

changes receive written notification from the AVP/Chief Human Resources Officer of the action taken.

Timely efforts are made to communicate new and revised information through e-mails, office

memoranda, University publications and new handbooks. The official staff handbook is located on the

Salve Regina Human Resources webpage and in the Employee portal under Human Resources-Documents-

Staff Handbook. Staff are advised to consult the online version for official staff policies, procedures, and

protocol.

ABOUT SALVE REGINA

Founded by the Sisters of Mercy in 1947, Salve Regina is a private, coeducational university offering a

comprehensive and innovative liberal arts education in the Catholic tradition that fosters the development

of each student's distinct and individual talents. Salve Regina has one of the most unique campuses in the

country and encompasses more than 80 acres. Offering what the National Trust for Historic Preservation

has described as a "tour of the great architectural works of the Gilded Age," the campus is set on seven

contiguous estates and features 21 structures of historic significance that have been sensitively adapted

to meet University needs while also preserving their status as treasures of the 19th and early 20th

centuries.

Accredited by the New England Association of Schools and Colleges, the University enrolls more than

2,500 undergraduate and graduate students from across the U.S. and around the world. Salve Regina's

diverse range of academic programs is complemented by community service initiatives, extracurricular

activities and a full athletics program featuring varsity, intramural and club sports.

Comprised of three interconnected components - the Core Curriculum, the major and elective courses

- Salve Regina's curriculum reflects the University mission and provides immeasurable opportunities for

students to customize their educational journey. By providing breadth of study in the Core Curriculum

and depth of study in the major, it seeks to prepare students to become lifelong learners and responsible,

contributing citizens of both their local community and the world.

The undergraduate course of study at Salve Regina is designed to further intellectual, social and

spiritual growth that will encourage students to seek wisdom and work for a world that is harmonious,

just and merciful. The University's graduate and continuing education programs are tailored to the unique

needs of adult students, combining the integration of knowledge and personal values with the

development of greater competency in both theory and practice.

MISSION

As an academic community that welcomes people of all beliefs, Salve Regina University, a Catholic

institution founded by the Sisters of Mercy, seeks wisdom and promotes universal justice.

The University, through teaching and research, prepares men and women for responsible lives by

imparting and expanding knowledge, developing skills and cultivating enduring values. Through liberal

arts and professional programs, students develop their abilities for thinking clearly and creatively, enhance

their capacity for sound judgment, and prepare for the challenge of learning throughout their lives.

In keeping with the traditions of the Sisters of Mercy and recognizing that all people are stewards of

God’s creation, the University encourages students to work for a world that is harmonious, just and

merciful.

SISTERS OF MERCY

The Sisters of Mercy were founded in Ireland in 1831, by heiress Catherine McAuley, a gifted woman with

a driven concern for applying Christian principles to the root problems of society. The Mercy community

was established in the United States and Latin and Central America in 1843 when seven sisters journeyed

from convents in Ireland and England to this side of the Atlantic.

The Mercy congregation remains one of the larger groups of active religious women in the Church,

with members serving in 44 countries worldwide. Sisters of Mercy of the Americas number 6,500

members with women serving in the United States, Canada, Argentina, Belize, Chile, Guatemala, Guyana,

Honduras, Jamaica, Mexico, Panama, Peru, Bahamas, Haiti and Puerto Rico. The Institute of the Sisters of

Mercy of the Americas, formed in 1991, currently consists of 25 regional communities.

The Sisters of Mercy are specifically charged to fulfill their name. Lives of prayer, community and

service embody Catherine McAuley’s hope of offering relief to the poor, sick, and ignorant of the world.

The Sisters minister practically and concretely through education, health care, and allied social service

programs to those in pain, suffering and isolation and especially to poor women and children. Their

expressions are grounded by a belief in human dignity, teachings of Christian faith and by their own

traditions. Through their sponsorship they strive to affirm the presence of mission and values as an

organization’s energizing force.

NORTHEAST COMMUNITY

Education has been a focus of the Northeast Community with Sisters ministering in sponsored institutions

and teaching in numerous elementary and secondary schools, colleges and universities. They have

founded and served in nonprofit agencies with comprehensive child enrichment programs that focus on

family literacy, health care and career training. The Sisters care for the sick in sponsored nursing homes

and offer pastoral and health services to the sick, elderly and those in rehabilitation. They address the

need for systemic change through a Peace and Justice Office and sponsor local soup kitchens and housing

facilities where they tend to social and educational needs. They concentrate on religious education and

pastoral work and offer service to orphans and emotionally needy children.

Efforts of the Northeast Community extend to Belize and Honduras in Central America and to more

than twenty-one dioceses in the US and other countries. In Belize, most Sisters work in Community-

owned educational institutions. As well, they own and operate a clinic for the sick and elderly and a

kitchen for the elderly poor and make pastoral visits to the poor and imprisoned. In Honduras, Sisters

work in the barrios and Christian communities where they own and run a secondary school and serve in a

house of prayer.

A COMMUNITY RESOURCE

The University is a cultural and academic resource for the community. It offers events, distinguished

guest lectures, special symposia, and other programs to educate both the University community and the

public. These offerings extend from Newport County and the State of Rhode Island to southeastern New

England and national and international academic communities.

GOVERNANCE

The Corporation is charged with safeguarding the integrity and assets of the University according to the

intentions of the original incorporators as expressed in the Charter. Their responsibilities are identified in

the University By-Laws. The body consists of at least five Sisters of Mercy from the Northeast Community

who are known as Members-of-the-Corporation. Each year at the Annual Meeting, The Board of Trustees’

Committee on Trustee Matters nominates the President of the University, Chair of the Board of Trustees,

a Vice- Chair, Treasurer and Secretary as Officers of the Corporation.

The Corporation empowers a subordinate Board of Trustees to operate the University. It is a self-

perpetuating body endowed with the responsibility and legal authority to manage the affairs of the

Corporation. Board functioning is described in the University By-Laws. Responsibilities include:

− Appoint, support and assess the performance of the President

− Clarify the University mission

− Ensure faculty, staff, and student wellbeing

− Ensure responsible University resources management

− Ensure adequate financial resources

− Preserve institutional autonomy

− Interpret the campus to the community Interpret the needs of society to the campus

− Provide for long-range planning

− Assess its own performance

EM PL O Y M EN T

Salve Regina University does not discriminate on the basis of sex in the education program or activity that it

operates, and is required by Title IX of the Education Amendments of 1972 not to discriminate in such a manner.

The requirement not to discriminate in the education program or activity extends to admission and employment.

Inquiries about the application of Title IX to the University may be referred to the Interim Title IX Coordinator or

to the Office of Civil Rights, or both.

Nondiscrimination Statement

Salve Regina University strives to provide equal opportunity in employment and education to all employees,

students, and applicants. No employee, student or applicant shall be discriminated against or harassed on the

basis of race, color, national and ethnic origin, sex, sexual orientation, gender identity or expression, religion,

disability, age, marital or parental status, military or veteran status, genetic information or any other basis

protected by applicable federal or state law, in the administration of Salve Regina’s employment policies,

education policies, admission policies, scholarship and loan programs, athletic and other University administered

programs. In accordance with Title IX, it does not discriminate on the basis of sex in any of its educational

programs or activities. Salve Regina is also committed to making its programs and campus accessible to its visitors

and compliant with all applicable non-discrimination laws.

Sex-based discrimination, including sexual harassment and sexual violence, is a form of sex discrimination

that is illegal under both federal and Rhode Island state law, including Title VII of the Civil Rights Act of 1964,

Title IX of the Education Amendments of 1972, and Section 28-51-2 of the General Laws of Rhode Island.

Title IX Coordinator/Anti-Discrimination Coordinator

Jonathan Cook, Assistant Dean of Students

Gerety Hall, (401) 341-2640

jonathan.cook@salve.edu

Jennifer Jensen, Associate Dean of Students

Gerety Hall, (401) 341-2209

jensenj@salve.edu

Deputy Title IX Coordinator

Susan Bernath, Assistant Director of Residence Life

Miley Hall, (401) 341-2643

susan.bernath@salve.edu

Michael Caruolo, Director of Public Safety and

Community Relations

Tobin Hall, (401) 341-2334

michael.caruolo@salve.edu

Deputy Title IX Coordinator

Derek Grinkin, Assistant Athletics Director, Facilities

and Operations

Rogers Rec. Center, (401) 341-2247

derek.grinkin@salve.edu

Jim Mournighan, Director of Residence Life

Miley Hall, (401) 341-2200

jim.mournig[email protected]

Nancy Escher, AVP/Chief Human Resources Officer

Stonor Hall, (401) 341-2157

nancy.esche[email protected]

For further information on notice of non-discrimination, contact:

U.S. Department of Education

Office for Civil Rights

5 Post Office Square, 9th floor

Boston, MA 02109-3921

Telephone: (617) 289-0111

FAX: (617) 289-0150; TDD: (800) 877-8339

Email: OCR.B[email protected]

U.S. Department of Education

Office of Civil Rights

400 Maryland Avenue, SW,

Washington, D.C. 20202-1100

Telephone: (800) 421-3481

FAX: (202) 453-6012; TDD: (800) 877-8339

Email: OCR@ed.gov

EQUAL OPPORTUNITY

Salve Regina University does not unlawfully discriminate on the basis of age, sex, race, religion, color,

national or ethnic origin, veteran status, disability, sexual orientation or any other basis protected by

applicable federal or state law, in the administration of its employment policies, educational policies or

financial aid programs. Salve Regina University neither condones nor tolerates discriminatory conduct and

expects all faculty, staff and students to promote an environment that is free of discrimination and

supportive of this policy.

ANTI-DISCRIMINATION POLICY & PROCEDURES

(Policy updated: 8/2024)

It is the policy of Salve Regina to prohibit all forms of discrimination and harassment on the basis of an

individual’s actual or perceived membership in a protected class. The Anti-Discrimination Policy and

Grievances Procedures prohibit discrimination based on race, color, national and ethnic origin, religion,

disability, age, military or veteran status. This policy provides for the prompt and equitable resolution

of student and employee complaints alleging discrimination of the above protected classes. This policy

also describes the grievance procedures, including on how to report or file a complaint of

discrimination. Sex-based (gender) complaints are not governed by this policy. Sex-based reports or

complaints are by the University’s sex-based discrimination policy and procedures directly below.

( TO

ACCESS THE FULL POLICY PLEASE REFER TO THE ANTI-DISCRIMINATION POLICY AND PROCEDURES LOCATED ON THE SALVE CAMPUS

WEBSITE).

SEX-BASED DISCRIMINATION POLICY & PROCEDURES

(Policy updated: 8/2024)

The Title IX Sex Discrimination and Sexual Harassment Policy & Grievance Procedures prohibit

discrimination based on sex, sexual orientation, gender identity or expression, and marital or parental

status. This policy provides for the prompt and equitable resolution of student and employee

complaints alleging sex-based discrimination including sexual harassment and sexual violence. Thise

policy also describes the grievance procedures including how to report or file a complaint of sex-based

discrimination, how to report or file a complaint of sex-based discrimination including sexual

harassment and sexual violence, and how the University will respond.

( TO ACCESS THE FULL POLICY PLEASE REFER

TO THE TITLE IX SEX DISCRIMINATION AND SEXUAL HARASSMENT POLICY AND GRIEVANCE PROCEDURES LOCATED ON THE SALVE

CAMPUS WEBSITE).

AMERICANS WITH DISABILITIES ACT (ADA)

As indicated in the University’s Equal Opportunity statement, the University is committed to complying

with all Federal and State laws, including the Americans with Disabilities Act (ADA). The ADA prohibits

discrimination against a qualified person with a disability in all employment practices. It also requires

that employers provide reasonable accommodations to qualified individuals with disabilities.

Any requests made by a faculty or staff member for a reasonable accommodation must be made to

HR. HR will work, on a case-by-case basis, to make reasonable accommodations for a qualified individual

with a disability, provided that such accommodation does not impose an undue hardship on the

University. An individual with a disability is required to self-identify that fact and provide HR with

documentation before a reasonable accommodation can be considered. Contact HR at ext. 2137 with any

questions.

REASONABLE ACCOMMODATION OF PREGNANCY/CHILDBIRTH (updated: 9/2015)

The University does not discriminate against any employee or applicant due to pregnancy, childbirth or

related medical conditions. The University will reasonably accommodate an employee’s, or applicants,

condition related to pregnancy, childbirth, or a related medical condition. The University may provide

pregnant employees with longer breaks, light duty, assistance with manual labor, a temporary transfer to

a less strenuous or hazardous position, or a modified work schedule as a reasonable accommodation.

The University also may grant a leave of absence for a pregnant employee to recover from childbirth. The

University may refuse to grant a reasonable accommodation if the accommodation would pose an undue

hardship on the University. Any request for a reasonable accommodation must be made to Human

Resources (HR). HR will work, on a case-by-case basis, to make reasonable accommodations to eligible

employees, provided that such accommodation does not pose an undue hardship on the University. An

individual who has a condition related to pregnancy, childbirth or a related medical condition is required

to self- identify that fact and provide HR with documentation before a reasonable accommodation can be

considered. Should you have any questions regarding this policy, contact HR at extension 2137.

AT-WILL EMPLOYMENT

Employment at Salve Regina University is not governed by any written or oral contract and is considered

an at-will arrangement. This means employment at Salve is voluntary; employees are free, as is the

University, to end the employment relationship at any time, for any reason, with or without notice, so long

as there is no violation of any applicable federal or state law. Nothing in this handbook shall be interpreted

to conflict with, eliminate or modify in any way the employment at-will status of employees.

FAIR LABOR STANDARDS ACT (FLSA) CLASSIFICATIONS

Staff are all non-faculty employees of Salve Regina University and are classified as follows:

EXEMPT STAFF:

President’s Cabinet: President, Vice Presidents, Chief Marketing and Communications Officer, and Chief

of Staff. The Cabinet members are University decision-makers. As Chief Executive and Academic Officer,

the President works with administrative officers, faculty, staff and students to ensure that institutional

governance policies are carefully formulated and implemented. The President appoints the Cabinet

members, is the spokesperson for the institution and has general leadership responsibility.

Executive, administrative and managerial employees: Salaried staff whose positions of responsibility at

times require extended work hours without added compensation. They are not subject to the overtime

provisions described in the FLSA. Exempt staff may hold an additional temporary exempt position at the

University (ex. Adjunct, Coach).

NON-EXEMPT STAFF:

Employees who receive an hourly wage for work performed. These individuals are not exempt from the

overtime provisions of the FLSA and are therefore entitled to overtime pay for all hours worked beyond 40

hours in a workweek.

EMPLOYEE WORK CLASSIFICATIONS

(Updated: 5/2022)

Regular full-time employees: are classified as either a non-academic year or academic year employees,

scheduled to work 35 hours or more per week on an ongoing basis for a minimum of 9 months per year.

Please reference below for leave time eligibility information for regular, full-time, non-academic year, and

academic year employees.

- Non-academic year employees: are scheduled to work up to 12 months per year on a full-time or part-

time basis. Non-academic year employees do not follow the academic year calendar.

- Academic year employees: are scheduled to work less than 12 months per year (typically September

through May) on a full-time or part-time basis during the academic year. The schedule for academic-year

employees usually corresponds with the academic year calendar (i.e. off during semester and spring

breaks, etc.

Regular part-time employees: are classified as either a non-academic year or academic year employees,

scheduled to work at least 20, but less than 35 hours per week on an ongoing basis for a minimum of 9

months per year.

Other part-time employees: are classified as either non-academic year or academic year employees,

scheduled to work less than 20 hours per week.

See table below for the approximate number of weeks less-than 12-month employees are scheduled to work.

Some employees may have customized schedules, based on their department’s unique needs.

Less-than 12-month Employee Schedule

Total # of Weeks Worked Per Year

9 months, academic year

10 months, academic year

9 months, non-academic year

10 months, non-academic year

11 months, non-academic year

ORIENTATION PERIOD EMPLOYEES: are individuals who are new to the University or current Salve employees

who assume a new University position. They undergo a review period for training and evaluation that usually

consists of the first ninety days on the job or in their new role. After 90 days, your supervisor will meet with

you to obtain and provide feedback through the 90-Day Review. This is an opportunity to have an open dialog

with your supervisor to promote growth and success in your new position. Leave accruals (i.e., vacation, sick

and safe) will begin to accrue on the employees start date, but will not be available for use until the end of

the 90-day orientation period. Nothing in this handbook, including an employee’s orientation period; shall

be interpreted to conflict with, eliminate or modify in any way the employment at-will status of employees.

Please reference the at-will employment statement for further details.

TEMPORARY EMPLOYEES: are workers hired for short-term positions at the University. Temporary employees

should work less than six months and less than 30 hours per week. These employees are not considered part

of the regular staff. Temporary employees hired through the University are not eligible for any University

benefits with the exception of paid sick and safe leave as required by the RI Healthy and Safe Families and

Workplaces Act. If on an occasional, unique basis, a temporary employee is needed for six months or more at

any number of hours per week, they will be eligible for all benefits (per the normal eligibility requirements

and waiting periods) as if they were a regular employee. Temporary employees, employed through a

temporary agency are not eligible for any University benefits.

In some instances, an existing part-time employee at the University may serve in an additional temporary

part-time role. Supervisors in each affected area must agree upon a schedule that will enable the employee

to be successful in both positions.

ESSENTIAL PERSONNEL: are members of Public Safety, Facilities, Grounds and Maintenance Departments as

well as Dining and Housekeeping Services. These essential personnel are required to be on campus during an

emergency, when work and/or classes have been cancelled. Exceptions may apply and will be determined by

the department supervisor.

During the academic year, when students are on campus, the definition of essential personnel is

expanded to also include Athletics, Health Services, Library, Residence Life, Shuttle Services, Student

Engagement and Technology Services Center employees. This expanded group of essential personnel will

be notified by their supervisor if they are required to be on campus during an emergency, when work

and/or classes have been cancelled.

Other Classifications:

Intern: students who participate in an internship program to gain valuable hands-on experience in their field

of study and/or career field of interest. Interns are not eligible for any Salve benefits. For more information

on internship procedures please refer to the section titled “use of interns”

Volunteers: donate their time on a part-time basis without receiving financial or material gain. Volunteers are

not eligible for any Salve benefits. For more information on the volunteer procedures please refer to the

section titled “use of volunteer”.

JOB POSTINGS

Job vacancies are not filled automatically. Rather, the University evaluates and justifies the need for

each position through the requisitioning process.

Current employees can preview all open positions through the HR Employment Opportunities page.

Interested staff who meet the qualifications of a position are encouraged to apply for the position by

submitting a copy of their current resume through the job posting on the HR Employment Opportunities

page, and informing their Supervisor.. The University will only accept applications for open positions. When

a vacancy can be filled by someone currently in the Salve Regina community, the University may reserve

the right to effect the change without posting the job.

The University does not place staff and relatives with the same supervisor or in positions that might

influence decisions about either employee’s continued employment, promotion, or compensation. (For

more information, see section entitled, “Promotions, Transfers and Upgrades“.

HIRING PROCEDURES AND EMPLOYEE CHANGE REQUESTS

Supervisors who wish to fill a vacated position, create a new position, hire a candidate(s) or make changes

(temporary or permanent) to a current employee must complete and submit the respective requisition

through Interview Exchange. The stakeholders, include but are not limited to: VP, President, VP Operations

and CFO, Payroll and HR, will review and approve or decline the requisition. Approved positions will be

posted by the Office of Human Resources and will appear on the Salve Employment Opportunities page,

HigherEdjobs.com, ChronicleVitae.com, and others. Additional advertising requests can be sent to the Office

of HR.

Below we have included a list of applicable requisition templates and their purpose. Instructions on how to

complete each requisition can be found on the HR Campus Supervisors page, under the resources tab –

Supervisors Toolkit.

1. Request to fill a vacated position: request an already existing position be posted for applicants to apply.

2. Request to create a new position:

• Request a new position be posted for applicants to apply.

• Request a current employee fill a newly created position (only if you plan to backfill the employee’s

current position). If you are replacing their current position with a newly created position, you can

utilize the “Request to make a change to a current employee” requisition.

3. Request for volunteer/intern: request to recruit and/or hire an intern or volunteer.

4. Request to hire temp. assistance/additional appointment:

• Request to hire a temporary employee.

• Request to add an additional appointment to an employee outside of their primary position

department.

• Request to add additional responsibilities to an employee within their primary position department.

5. Request to make a change to a current employee:

• Request changes that effect a current employee’s position title, department, direct reports,

supervisor change, compensation, hours or schedule.

• Request a promotion for a current employee.

6. Recommend for hire:

• Request an applicant be hired for a position that is currently open.

• Request to transfer an employee who applied for a position that is currently open.

USE OF VOLUNTEERS

(Updated: 4/2022)

Purpose

Salve Regina University values the contributions and services of volunteers and seeks to provide unique

opportunities for volunteers to gain and develop professional and practical skills. In an effort to maximize the

benefits of the volunteer experience and to ensure compliance with University policies and federal and state

employment laws, the University has developed the following policy, guidelines and requirements with

respect to volunteer opportunities at Salve Regina University.

Statement of Policy

Salve Regina University is committed to providing a safe environment for work, study and outreach and to

upholding the reputation and integrity of the University. To that end, volunteers for all University

departments will be required to complete a volunteer Agreement and be subject to a background screening

that will include, at minimum, a Sex and Violent Offender Registry Check. Any individual listed on a registry

that is part of the University’s Sex and Violent Offender Registry Check or who has been convicted of an

offense for which the individual must register as a sex or violent offender may not serve as a volunteer. No

department may discriminate in selecting volunteers based on race, religion, color, sex, age, national origin or

ancestry, genetic information, marital status, parental status, sexual orientation, gender identity and

expression, disability, or status as a veteran.

Requesting a Volunteer

Volunteers must be formally requested and processed through the HR requisition system before they are

authorized to perform in a volunteer role at Salve. The Request for volunteer requisition must be completed

through Interview Exchange. HR will receive the requisition and conduct a background screening via Hire

Image on the potential volunteer. The requisition will then be reviewed by the department head. Once

approved, HR will notify the supervisor of the volunteer’s authorization to perform in a volunteer role at

Salve.

Guidelines and Requirements

Supervisors of volunteers and volunteers must adhere to the specifications outlined in the University’s Use of

Volunteers – Guidelines and Requirements document located on the HR Policies Campus page .

Volunteer Agreement

All University volunteers must complete and sign a Volunteer Agreement prior to commencing a volunteer

assignment.

Exclusions

The following categories of individuals are not subject to the guidelines and requirements of this policy.

• Current faculty and staff, including adjunct faculty members, affiliate staff appointees and visiting scholar

appointees

• Currently enrolled students

• Requests for other exclusion(s) must be submitted for approval in writing to the AVP/Chief Human

Resources Officer.

These exclusions do not limit the University's right to conduct Sex and Violent Offender Registry Checks on

individuals in these categories or its right to prohibit an individual who is listed on a registry that is part of the

University's Sex and Violent Offender Registry Check or who has been convicted of an offense for which the

individual must register as a sex or violent offender from serving as a volunteer.

Employee Volunteers

If any employee wishes to volunteer for another Salve Regina University department or function during their

normal working hours, they must obtain their supervisor’s approval. Non-exempt employees must be

compensated for any volunteer work for the University during normal working hours and may be

compensated while volunteering for the university outside of normal working hours, as determined on a

case-by-case basis.

USE OF INTERNS

Purpose

Salve Regina University values the contributions and services of interns and seeks to provide unique

opportunities for interns to gain valuable applied learning experiences and make connections in professional

fields they are considering for career paths. In an effort to maximize the benefits of the internship experience

and to ensure compliance with University policies and federal and state employment laws, the University has

developed the following guidelines with respect to internship opportunities at Salve Regina University.

Statement of Policy

Internships are designed to be short-term opportunities for students to gain valuable hands-on experience in

their field of study and/or career field of interest. An internship has many valuable benefits for students,

while also enhancing academic programs and satisfying the needs of employers. Students are able to identify

career fields that would be a suitable fit for their future career. Internships also allow students to gain

valuable employability skills such as teamwork, problem-solving, and effective communication within the

workplace. In addition, interns have the opportunity to meet and network with professionals in their

potential field of work, which can significantly improve their chances of securing permanent employment

upon graduation.

Guidelines and Requirements

Interns and their supervisor must adhere to the specifications outlined in the University’s Hiring Interns –

Guidelines and Requirements document.

Intern Agreement

All University interns must complete and sign an Intern Agreement prior to commencing assignment.

For more information please refer to the Internship Guidelines and Requirements form.

PERFORMANCE EVALUATIONS

ORIENTATION PERIOD

New and transferred employees receive a formal performance evaluation following a ninety-day

orientation period. If work has been satisfactory, the employee moves to a regular employee status. If the

supervisor’s review indicates that the staff member has not met expectations or the worker is not

satisfied with the position, employment may be terminated, or a training and evaluation period extended.

This review is not usually accompanied by a salary increase.

During their orientation period, staff are expected to receive informal, ongoing counseling from their

supervisors. Employment may end anytime if performance is below expectations or otherwise

unsatisfactory. A written 90-Day Review is discussed with the employee and a copy of the review is given

to the employee and also filed in HR. Nothing in this handbook, including an employee’s orientation period;

shall be interpreted to conflict with, eliminate or modify in any way the employment at-will status of

employees. Please reference the at-will employment statement for further details.

ONGOING PERFORMANCE EVALUATIONS

Performance evaluations are meant to promote ongoing discussions between employee and supervisor.

These discussions should include a review of duties and responsibilities personal, departmental, and Salve

goals, advancement opportunities and development needs. Performance evaluations are intended to help

employees meet University needs while pursuing personal and professional growth. To be effective, open

and honest discussions between both parties are required.

The University believes a minimum of one annual written performance evaluation and formal

discussion between supervisor and staff is needed; but recommends that performance conversations

occur more frequently. The annual, formal evaluation cycle typically begins in May of each year with a

completion date in July. HR will provide the timing and the required forms to each supervisor at the

beginning of the process.

ROMOTIONS, TRANSFERS AND UPGRADES

Salve Regina encourages internal promotions and University career development. Job preference is given

to Salve candidates, when possible, after considering ability, qualifications, experience, and growth

potential.

A promotion is a change from one position to another either in the same or another office; it is

classified at a higher level, has more responsibility, and is usually accompanied by a salary increase.

It is expected that any staff member promoted into a supervisory role will participate in University

sponsored supervisory training through United Educators.

A transfer is often a lateral change from one position to another either in the same or another office,

where the employee may retain the same salary and job classification. It usually does not involve a salary

increase. Once a transfer or promotion has been granted, the change date (which normally should not

exceed two weeks) must be mutually agreed upon by the current and new supervisors.

Depending on the circumstance, the employee and new supervisor will be provided with a

transfer/promotion checklist from the Office of Human Resources, to assist in the transition process.

Promotions are determined primarily by qualifications and University service. When all factors are

equal, preference is given to a current employee in the department with the opening. Transferred or

promoted staff serve the first ninety days in an orientation and review period regardless of number of

years of University service. Employees interested in applying for a position transfer must inform their

supervisor of their intentions to apply for a position. In addition, the employee must e-mail the Director of

HR indicating his/her desire to apply for the position.

A position upgrade is the result of a job review by the AVP/Chief Human Resources Officer and the

department’s senior administrator. This higher-grade level job classification usually follows an increase in

staff duties, a decision not to replace a departing employee or increased department responsibility. The

department supervisor’s request must be submitted through Interview Exchange and accompanied by an

updated job description, recommendation, and approval from the appropriate senior administrator.

Nothing in this handbook, including an employee’s position upgrade; shall be interpreted to conflict with,

eliminate or modify in any way the employment at-will status of employees. Please reference the at-will

employment statement for further details.

OUTSIDE EMPLOYMENT

Personal situations sometimes require employees to have additional jobs outside the University. Such

commitments must not interfere or compete with Salve Regina work, should not be done on University

time or premises or with its services, supplies or equipment.

STAFF TEACHING

Only exempt staff members may teach, up to a maximum of four credit hours per semester. Cabinet

level leaders whose exempt staff members teach courses closely aligned with their job responsibilities will

regularly review teaching for possible integration into job responsibilities. Exceptions to the four-credit

hour limitation would be at the suggestion and with the approval of the Provost and the employee’s

respective Cabinet level leaders only.

For more information on FLSA classifications please refer to the section titled “Fair Labor Standards Act

(FLSA) Classifications”.

THE WORKDAY

(Updated: 7/2013)

University offices are usually open from 8:30 a.m. to 4:30 p.m., Monday through Friday, and are to

remain open throughout the day. Offices with educational or student service functions that require longer

hours operate beyond the normal workday.

For Summer Work Schedule please refer to the section titled “Summer Work Schedule”.

LUNCH

pdated: 7/2013)

Lunch breaks for full-time employees are non-work periods that are usually one hour in length. They are

generally taken between 11:30 a.m. and 2 p.m. and do not include basic or overtime wages. Staff who

work less than six hours a day do not have lunch breaks.

Supervisors schedule lunch arrangements to fit office needs. Offices with two or more people are

expected to stagger lunches so that service is not interrupted. In one-person offices, efforts need to be

made to have a student worker cover the office. If this is not possible, telephone calls should be

forwarded or messages should be changed to indicate when staff will be back in the office.

CONFLICT OF INTEREST

(Policy updated: 6/2024)

Associate Vice Presidents, Deans, Directors and others who have direct access to financial resources of

Salve Regina University (the “University”) shall avoid placing themselves in positions in which there may

be a conflict between their personal interest and their duties to the University. It is not practical to

attempt to define every instance that may give rise to a conflict of interest. Faculty and staff should not

participate directly or indirectly, in any transaction involving the University which would result in personal

benefit at the expense of the interests of the University, nor should any faculty or staff member, or any

member of their families accept gifts, services or other favors under circumstances from which it might be

inferred that such actions were intended to influence the performance of duties for, or on behalf of, the

University. (TO ACCESS THE FULL POLICY PLEASE REFER TO THE CONFLICT OF INTEREST POLICY AND DISCLOSURE STATEMENT

LOCATED ON THE SALVE CAMPUS WEBSITE).

CONFIDENTIALITY AND PRIVACY LAWS

(Policy updated: 4/2019)

Confidentiality and privacy laws are designed to protect student, employee or other person’s identifiable

information from being shared with anyone whom does not have a legitimate business reason for accessing

such information. Salve Regina University has implemented various safeguards to ensure such information is

handled with the utmost discretion. ( TO ACCESS THE FULL POLICY PLEAES REFER TO THE CONFIDENTIALITY AND PRIVACY

LAWS POLICY LOCATED ON THE SALVE CAMPUS WEBSITE).

DRUGS AND ALCOHOL

(Policy updated: 12/2016)

In keeping with the Drug-Free Workplace Act of 1988 and the Drug- Free Schools and Communities Act

Amendments of 1989, alcohol use or possession on University property is not permitted except at

officially sanctioned University functions. It is illegal to manufacture, distribute, dispense, possess, or use

controlled substances on University property. Employees must notify the University within five days of

any criminal drug arrest, arraignment and conviction.

The University is committed to the safety and wellbeing of community members and a drug-free

workplace. Excessive alcohol consumption or use of illicit substances impairs individual functioning, changes

behavior and subjects users to serious health risks, including disease, addiction and death. Confidential

information about various drug and alcohol counseling and rehabilitation programs is available through The

Office of Counseling Services and the Employee Assistance Program. If an employee violates this policy, the

University may:

• take immediate disciplinary action that could include dismissal, require completion of an appropriate

rehabilitation program,

• report the employee to appropriate officials for prosecution under Rhode Island and United States law

where penalties may include fines, imprisonment or both.

The University also expects all employees to adhere to its policy and guidelines on Employee Alcohol Use

which addresses the following:

• Use of alcohol by faculty and staff in their relationships with students

• Use of alcohol by employees at University-sponsored gatherings and social events at which no students

are participants

• Use of alcohol by employees in the company of alumni of the University

• Responsibility of employees in the event of obvious abuse of alcohol by other employees

(TO ACCESS THE FULL POLICY PLEASE REFER TO THE

EMPLOYEE ALCOHOL USE POLICY LOCATED ON THE SALVE CAMPUS WEBSITE).

EMPLOYEE COMPLAINT AND GRIEVANCE RESOLUTION

(Policy effective: 7/2018)

Salve Regina University has implemented an employee complaint and grievance resolution policy to provide

employees with a formalized process for resolving complaints and grievances arising from personal conflicts

and dissatisfactions or the interpretation, implementation and alleged violations of University policies,

procedures and practices. (TO ACCESS THE FULL POLICY PLEASE REFER TO THE EMPLOYEE COMPLAINT AND GRIEVANCE

RESOLUTION POLICY LOCATED ON THE SALVE CAMPUS WEBSITE).

SMOKE AND VAPE-FREE WORKPLACE

(Policy updated: 5/2019)

Salve Regina University is committed to providing a safe and healthy workplace/environment and to promote

the health and well-being of its employees, students, visitors and vendors. As such the following Smoke and

Vape-Free Workplace Policy has been adopted and applies to:

- All faculty, staff, students, visitors and vendors,

- All University-owned and -leased property and facilities including, but not limited to, common work

areas, classrooms, conference and meeting rooms, private offices, elevators, hallways, stairs,

restrooms, employee lounges, cafeterias, vehicles and all other enclosed facilities;

- All University grounds including, but not limited to, parking areas, loading docks of University

facilities, athletic and recreational facilities,

- All University lectures, conferences, meetings and social events held on University property.

In accordance with the Rhode Island’s “Public Health and Workplace Safety Act”, effective March 5, 2005 and

modified July 1, 2018 smoking, including the use of vaporizers, e-cigarettes similar products designed for

electronic, vapor or aerosol delivery of nicotine is strictly prohibited in places of employment. To ensure we

remain compliant with the RI State Law Salve Regina University strictly prohibits smoking or vaping in all

enclosed facilities within places of employment without exception. (TO ACCESS THE FULL POLICY PLEASE REFER TO THE

SMOKE AND VAPE-FREE WORKPLACE POLICY LOCATED ON THE SALVE CAMPUS WEBSITE).

WHISTLEBLOWER POLICY

(Policy updated: 1/2023)

This Policy is intended to address issues related to the reporting and investigation of suspected violations

of law, external regulations or University policy of a financial nature or misuse of University resources and

is not intended and may not be used for personal or employment grievances, general compensation or

benefits complaints or opinions or questions on policy.

Salve Regina University expects its employees to perform their duties in accordance with applicable laws

and regulations, University policy and procedures, and high ethical standards. The University is committed

to compliance with the laws and regulations to which it is subject. Its internal controls and operating

procedures are intended to detect and prevent or deter improper activities. However, even the best

systems of control cannot provide absolute safeguards against irregularities.

(TO ACCESS THE FULL POLICY PLEASE REFER TO THE WHISTLEBLOWER POLICY LOCATED ON THE SALVE CAMPUS WEBSITE)

LEAVING THE UNIVERSITY

TERMINATION

Consistent with an “employment-at-will” relationship, the University or the employee may terminate

employment, with or without cause, at any time unless the relationship is governed by written contract.

Although the University intends to follow its guidelines for discipline and termination, nothing

contained in this section alters the “at-will” employment status.

INVOLUNTARY TERMINATION (Updated: 10/2015)

The University retains the right to dismiss employees at any time, with or without cause, at its sole

discretion and option.

There are several types of involuntary termination, including, but not limited to:

1. Failure to successfully complete the probationary period

2. Discharge – Due to either

a. Substandard job performance

b. Failure to complete a required formal performance improvement plan

c. Violation of the University Code of Conduct or University policies or procedures. This

discharge is usually without prior notice.

An employee discharged for cause may not be eligible for rehire, however, this will be at the discretion of

the University. Salve Regina University reserves the right to discipline employees on a case-by-case basis

and to terminate employment without prior notice. Employees discharged for cause are not eligible to

receive severance pay.

VOLUNTARY TERMINATION

Resignation refers to a staff member’s voluntary decision to end University employment. Employees are

required to submit written notice of the decision to supervisors and the AVP and Chief HR Officer as soon

as possible. Employees are expected to be at work, for at least a partial day, on their last day of employment

(i.e. an employee cannot use accrued leave time for their entire last day of work).

These employees are entitled to all earned pay (prorated based on date of leave), including accrued

vacation pay. Deans, Directors, and supervisors are asked to provide at least one month’s notice. If the

supervisor considers immediate termination to be in the University’s best interest, an employee may be

required to leave immediately rather than continue to work during the notice period. When this occurs,

the employee receives pay in lieu of notice; the maximum amount being for two weeks based on the

number of hours in employee’s established work week at the employee’s straight hourly rate or salary.

An employee who is absent from work for five (5) or more consecutive working days without

notifying or receiving permission from their supervisor (barring any unusual circumstances that

preclude timely notification) is assumed to have resigned from their position.

USE OF PAID TIME-OFF DURING NOTICE PERIOD

To promote minimal disruption of business operations, the University requests employees work their

regularly scheduled workdays during their notice period. In certain circumstances, the University may

require reasonable documentation for an employee’s request to use sick and safe leave within two

weeks prior to the employee’s final scheduled day of work before voluntary or involuntary termination

of employment.

EXIT INTERVIEW

HR attempts to meet with departing staff during the last two weeks of employment to discuss reasons for

leaving, review benefits, verify key return, credit cards or other University materials and to try to respond

to any questions the employee may have. HR also requests that the departing employee complete an Exit

Interview questionnaire.

YEARS OF SERVICE

Is based on original date of hire (including authorized leave of absence – FMLA, Military Leave) less any

breaks in service for regular full-time or part-time employees working 20 hours or more per week.

BRIDGING OF SERVICE PERIODS (Updated: 4/2020)

Former employees who leave the University in good standing may be considered for re-hire. Periods of

University service may be joined together (or “bridged”) if an employee completed at least two full years of

service (including periods of authorized FMLA and military leave of absence) in a regular full-time or part-

time (20+ hour) benefit-eligible position immediately prior to their last separation. Temporary and less than

20-hour positions are not counted when determining service for bridging purposes.

The rate of pay for the returning employee will be determined by the applicable salary administration

guidelines for the current position.

Employees who return to regular full-time or part-time service will be required to complete a new ninety-day

orientation period.

In most circumstances employees being rehired after 1-year of separation will be subject to a background

check, which may include work history, degree history, criminal background check and/or motor vehicle

history report. Employees being rehired after 3 years of separation or more may be subject to reference

checks in additional to a background check.

Please note: Faculty and regular full-time and part-time staff, who leave, resign or retire from the University,

cannot be re-hired into a part-time position or change to part-time status until the following calendar year (of

their leave date) with at least a six-month (minimum) break in service.

For re-hires within three months of separation:

Employees will retain their original date of hire and anniversary date in effect during the previous

employment period, and will be eligible to participate in the current benefit plans (based on plan eligibility

requirements) if they were in a benefit-eligible position and re-hired into a benefit-eligible position. Vacation

time accrual rate will be based on the original date of hire, for use at the re-commencement of employment.

Regular full-time and part-time employees will have their forfeited accrued sick and safe leave and personal

leave balances reinstated and available for use at the re-commencement of employment. Other part-time

employees will be credited with leave in accordance with the Sick and Safe Leave policy.

Example: John Michael worked from 1/1/2016 through 6/1/2020, left and returned on 7/1/2020 John’s

original Anniversary date would be the original hire date of 1/1/2016.

For re-hires after a separation of more than three months but less than four years:

Employees must fulfill all benefit service requirements (based on plan eligibility requirements). Employees

will retain their original date of hire; however, their anniversary date will be adjusted by adding the amount

of time of separation to the original anniversary date. These employees will accrue vacation based on their

newly calculated anniversary date, but is not available for use until the end of a successful orientation period.

Regular full-time and part-time employees rehired within 135 calendar days will have their forfeited accrued

sick and safe leave reinstated, but not available for use until the end of a successful orientation period. Other

part-time employees will be credited with leave in accordance with the Sick and Safe Leave policy. When the

rehire takes place more than 135 calendar days after separation, forfeited sick and safe leave time will not be

reinstated.

Example: John Michaels worked from 1/1/2016 through 6/1/2020, left and returned on 10/1/2020. The total

break in service was 121 days. The original Anniversary date changes from 1/1/2016 to 5/1/2016.

For a break in service of greater than four years:

Your original date of hire will remain; however, your anniversary date will reflect your rehire date.

Employees must fulfill all benefit service requirements (based on plan eligibility requirements). Vacation

accrual will be based on the rehire date, and follow current policy. Forfeited sick and safe leave time will not

be reinstated.

Example: John Michaels worked from 1/1/2016 through 6/1/2020, left and returned on 9/10/2026; the new

Anniversary date would reflect John’s rehire date of 9/10/2026.

CO N DU CT

Staff are reminded that attitude and conduct are significant parts of employment and that it is everyone’s

job to be courteous to co-workers, students, parents, alumni, and campus visitors. Staff are expected to

maintain standards that promote orderly, effective, and efficient University functioning. Inappropriate

behavior includes violations of rules and regulations, unsatisfactory work performance and off-duty

behaviors that adversely affect the employment relationship.

Employee conduct bears directly on public opinion of the University. Therefore, it is imperative that

staff respect the rights of others and conduct themselves professionally.

APPROPRIATE ATTIRE

Personal neatness and appropriate attire are left primarily to employee discretion and good judgment.

Since staff appearances reflect upon the University, supervisors and department heads may establish

standards for attire that are appropriate to tasks and working conditions.

CONFIDENTIALITY AND PRIVACY LAWS (Policy updated: 4/2019)

Confidentiality and privacy laws are designed to protect student, employee or other person’s identifiable

information from being shared with anyone whom does not have a legitimate business reason for accessing

such information. Salve Regina University has implemented various safeguards to ensure such information is

handled with the utmost discretion. ( TO ACCESS THE FULL POLICY PLEAES REFER TO THE CONFIDENTIALITY AND PRIVACY

LAWS POLICY LOCATED ON THE SALVE CAMPUS WEBSITE).

CONFLICT OF INTEREST POLICY

(Policy updated: 6/2024)

Associate Vice Presidents, Deans, Directors and others who have direct access to financial resources of Salve

Regina University (the “University”) shall avoid placing themselves in positions in which there may be a

conflict between their personal interest and their duties to the University. It is not practical to attempt to

define every instance that may give rise to a conflict of interest. Faculty and staff should not participate

directly or indirectly, in any transaction involving the University which would result in personal benefit at the

expense of the interests of the University, nor should any faculty or staff member, or any member of their

families accept gifts, services or other favors under circumstances from which it might be inferred that such

actions were intended to influence the performance of duties for, or on behalf of, the University. ( TO ACCESS

THE FULL POLICY PLEASE REFER TO THE CONFLICT OF INTEREST POLICY AND DISCLOSURE STATEMENT LOCATED ON THE SALVE

CAMPUS WEBSITE).

CONSENSUAL AMOROUS RELATIONSHIPS POLICY (Policy updated: 12/2016)

University strives to provide all faculty, staff and students with an environment that is safe and free from

possible conflicts of interests. As such, participation in consensual amorous relations between colleagues is

advised against. Consensual amorous relationships between employees and students for whom they have a

“direct professional responsibility” for are prohibited unless an exemption to the policy is approved by the

President or Provost. (TO ACCESS THE FULL POLICY PLEASE REFER TO THE CONSENSUAL AMOROUS RELATIONSHIPS POLICY

LOCATED ON THE SALVE CAMPUS WEBSITE.)

DISCIPLINE (Updated: 12/2016)

Staff who violate a University policy, are discourteous or disruptive, or who reflect unfavorably on co-workers

or the University are subject to discipline. Disciplinary action may include, however not be limited to the

following:

1. Verbal warning – an official verbal notice to the employee that their behavior is not acceptable and may

have violated this University policy. Documentation of the delivery of a verbal warning should always be

placed in the supervisors file on the employee.

2. Written warning – an official written notice to the employee that their behavior is not acceptable and

may have violated this University policy. This written notice is signed by the employee and the

employee’s supervisor and is placed in both supervisor’s file on the employee and the employee’s file in

the Office of Human Resources.

3. Developmental sanction – an assigned task or tasks intended to involve the employee in a positive

learning experience appropriate to the violation. Developmental sanctions of this could include, but are

not limited to training, mediation, coaching or a performance improvement plan.

4. Change in responsibilities or supervisory role – a modification of the employee’s job duties or a change

in a supervisory role.

5. Suspension with pay – a separation of the employee from the University for a definitive period of time

with pay.

6. Suspension without pay – a separation of the employee from the University for a definitive period of

time without pay.

7. Termination – a permanent separation of the employee from the University

The form of discipline depends upon the employee’s misconduct and disciplinary record. Suspension or

termination may result from one act of serious misconduct or from repeated but less serious acts.

Termination need not be preceded by other disciplinary action. The University reserves the right to dismiss

employees who violate University policy and whose performances are unacceptable. Employees found to be

engaged in activities, such as but not limited to, theft of University property, insubordination, conflict of

interest, moral turpitude or other acts that show willful disregard of University interests or policies, are

disciplined up to and including termination. Possession and/or use, conviction for possession and/or use or

delivery, of illegal substances or conviction for felonies, may be grounds for dismissal. Alcohol use during the

workday, or arrival at work under its influence, may result in immediate termination (refer to the DRUGS AND

ALCOHOL section). When an employee is faced with possible termination, it is expected that conversations

between the employee and supervisor will take place regarding the situation. Termination for misconduct is

documented in employee files and neither salary continuance nor severance pay is allowed.

EMPLOYEE COMPLAINT AND GRIEVANCE RESOLUTION

(Policy updated: 7/2018)

Salve Regina University has implemented an employee complaint and grievance resolution policy to provide

employees with a formalized process for resolving complaints and grievances arising from personal conflicts

and dissatisfactions or the interpretation, implementation and alleged violations of University policies,

procedures and practices.

(TO ACCESS THE FULL POLICY PLEASE REFER TO THE EMPLOYEE COMPLAINT AND GRIEVANCE

RESOLUTION POLICY LOCATED ON THE SALVE CAMPUS WEBSITE.)

HARASSMENT

The University strives to provide an environment that is free of harassment and other unreasonable

interference. Although Salve Regina promotes freedom of expression, this freedom implies a responsibility to

observe the rights of others. Conduct that diminishes, exploits or abuses another’s position or personal worth

is not acceptable, and harassment in any form is not tolerated.

IDENTIFICATION WITH THE UNIVERSITY

Salve Regina employees have a responsibility to the University when they express personal opinions in

public, or through the media, and are asked to be sensitive to the importance of their words and actions.

Staff who are identified with the University may be erroneously perceived as official spokespeople. They

are asked to clarify that their affiliations are only for identification and that their personal opinions do not

necessarily coincide with the views of the University, its faculty, staff or students.