Policies

     It continues to be the policy of Georgia Southern University to implement equal opportunity to all employees, students, applicants for employment or admission, and participants in any of the University’s programs without regard to race, color, sex, sexual orientation, national origin, religion, age, veteran status, political affiliation, or disability. Georgia Southern University is committed to the fulfillment of this policy which prohibits any employee, student, or patron from unlawfully harassing, threatening or physically or verbally abusing another individual with the intent of unreasonably interfering with that person's work or academic performance or of creating an intimidating, hostile, or offensive work or academic environment.
     As an equal opportunity institution, Georgia Southern University is committed to nondiscriminatory practices consistent with federal and state requirements and objectives, including Executive Order 11246, as amended, Title VI and VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, The Age Discrimination in Employment Act of 1974, Vietnam Era Veterans’ Readjustment Act of 1974, as amended, Sections 503 and 504 of the Rehabilitation Act of 1973, and the Americans with Disabilities Act of 1990, and their implementing regulations.
     Responsibility for ensuring continued implementation of this policy has been assigned to the Office of Diversity Services. Any questions regarding the University’s policy of equal opportunity should be addressed to the Director of Diversity Services at (912) 478-5136 or TDD (912) 478-0273.
     In compliance with the regulations listed above, Georgia Southern University does not discriminate against any employee, student, applicant for employment, or applicant for admission in regard to any position for which the individual is qualified.
     Georgia Southern University will provide reasonable accommodation to all employees, applicants for employment, students, and patrons who have physical and/or mental disabilities. Georgia Southern University will take affirmative action to employ and advance in employment persons who are qualified disabled veterans, veterans of the Vietnam Era, or other covered veterans.
     All University employees are expected to comply with the Institution’s equal opportunity policy and practices and to demonstrate commitment to the University’s equal opportunity objectives. All members of the staff, faculty, and student body are expected to embrace this policy and ensure that the Institution’s commitment to nondiscrimination is followed and upheld. A copy of the University’s Affirmative Action Program is available for inspection in the Office of Diversity Services (Room 1066 of the Rosenwald Building) and at the reference desk of the Henderson Library.
     For more information about the procedures for reporting discrimination, contact the Office of Diversity Services at (912) 478-5136 or TDD (912) 478-0273.
     This policy has my unequivocal support, and I request that all members of the staff, faculty, and student body join me in order to ensure that nondiscriminatory practices are followed and upheld at Georgia Southern University.
Bruce Grube, President
January 1, 2009

• the birth of a child to the employee;
• the placement of a child with the employee for adoption;
• to care for the employee’s child, spouse, parent, or spouse’s parent who has a serious health condition; or
• because of a serious health condition which prevents the employee from performing the functions of the job.
• due to a qualifying exigency arising out of the fact that the spouse, son, daughter, or parent of the employee is on military active duty, or has been notified of an impending call to active duty status, in support of a contingency operation
• to care for a spouse, son, daughter, parent, or next of kin of a covered servicemember who is recovering from a serious illness or injury sustained in the line of duty on active duty is entitled to up to 26 weeks of leave in a single 12 month period to care for the servicemember. This military caregiver leave is available during “a single 12-month period” during which the eligible employee is entitled to a combined total of 26 weeks of all types of FMLA leave.

• The 12 month period during which the 12 weeks of family leave may be taken begins on the first day the family leave is taken.
• The right to take family leave for the birth or placement of an adopted child will expire six months after the date the child was born or placed in the employee’s home.
• If both parents are employed by the University, they may not take family leave at the same time.
• Family leave may not be taken intermittently for the birth or placement of a child unless the employee and employee’s immediate supervisor agree. However, leave may be taken intermittently in the case of family or personal illness.
• 5. If both husband and wife are employed by University and are entitled to family leave, their combined total family leave will be limited to 12 work weeks during a 12-month period for either the birth or adoption of a child or to care for a sick parent.
• “Serious health condition” means an illness, injury, impairment, or physical or mental condition requiring inpatient care in a hospital, hospice, or residential health care facility, or continuing treatment by a health care provider. Employees who apply for leave due to personal or family serious health conditions must submit statements of their condition certified by their physicians. Employees who request family leave due to their personal health should ask their physicians to include statements that the employees are unable to perform their jobs. Immediate Supervisors have the option, based on the health conditions involved, to require employees on family leave to periodically recertify the necessity for leave on a reasonable basis.

• Faculty and Staff are asked to provide as much notice as possible in requesting family leave so that adjustments can be made to handle the workload.
• After Supervisors approve requests for family leave, they should submit them, with supporting certificates attached, through approved channels to the Department of Human Resources.
• If a request for family leave is denied, the Supervisor should provide the employee with a notice of the denial as soon as possible. The notice should be in writing and should include the reason for the denial.
• When a request for family leave is denied, the employee has the right to appeal the denial through the University’s grievance procedure.

• A change in marital status
• The birth/adoption of a child (including stepchildren and legally placed foster children)
• The death of a covered dependent
• A change in the employment status of a covered member, his/her spouse, or his/her covered dependents(s), that affects eligibility for a coverage under a cafeteria or other qualified healthcare plan
• The loss of eligibility status by a covered dependent
• A campus approved leave of absence without pay (maximum of 12 months)
• The employee and/or employee's spouse being called to full-time active military service/duty
• Losing or gaining healthcare coverage eligibility under Medicare or Medicaid
• A change in residence to a location outside of a healthcare plan's service area
• Healthcare plan election choices made by spouses with different employers in which the employers have different healthcare plan years.

Internal Recruitment Policy

1. Log into the PeopleAdmin system.
2. Click Begin New Action (located under Position Descriptions).
3. Click Start Action under Staff Straight Replacement.
4. Click on the classification title drop down box to locate the classification title and enter the position number of the vacant position (position must be entered as an eight digit number, 00009999 for example).
5. Click Search to upload the requested position.
6. Click Start Action under the classification title to proceed.
7. Review the position details and confirm the accuracy of all fields.
8. Click Continue To Next Page.
9. There is no need to update job duties, so click Continue to Next Page.
10. The supplemental documentation page will allow the hiring manager to attach a memo which requests the internal search.  Please be sure to indicate whether the internal search will be for the department or the university.
11. After the memo is uploaded, click Continue to Next Page.
12. The Budget page allows managers to add or edit the budget chart stream information.  Please note that this section must be completed before the action reaches the Budgets Office.
13. Once the Budget page is update, click Continue to Next Page.
14. The Requisition Form page allows the hiring manager to indicate the anticipated salary, select the recruitment sources, and enter the speed chart number.
15. Once this information is provided, click Continue to Next Page.
16. Review the summary page and ensure that all information provided is accurate.  If changes are needed, please click the Edit link.
17. Click Submit for Approval (could be Level 2, 3, or VP depending upon your level) and Continue.
18. Click Confirm.

1. Click Search Actions (located under Position Descriptions).
2. Once you are in the Search Module, check the first seven boxes and click search.
3. You will be able to review any action that you have created.

• Children under age 25 hired as temporary or part-time employees
• Employees hired as of Feb. 14, 1990, where a relative holds a superior position at least one level of supervision removed from the individual
• Chancellor recommended exceptions approved by the Board of Regents

• Faculty: All Professors; Instructors; Special Lecturers; and teaching personnel with titles that have been approved by the Board of Regents
• Administrative Officers: The President; Vice Presidents; Academic and Administrative Deans; Directors and Department Heads; and other positions as designated by the President
• Professional or Administrative Staff: employees who are exempt from the wage-hour provisions of the Fair Standards Act
• Staff Personnel: employees who are not exempt from the Fair Labor Standards Act

Position Management

     Occasionally, hiring managers are given funding to create new positions or a new position may be the result of reorganization efforts.  Please remember that funding for new positions must be approved prior to submitting classification requests. 

     Reclassification of an existing position should be based on significant changes in a position over time such that the new job duties and responsibilities are no longer appropriately placed in the current compensation system or as a result of reorganization within the department.  Such changes should be reflected in such factors as increases in the level of training or skills, knowledge, responsibility and supervision, working conditions, and accountability.  Reclassification should be tied to the position itself and should not be used to reward or punish the incumbent’s performance, to circumvent the raise recommendations, or to recognize the incumbent’s volume of work, dependability, loyalty, or financial need.  Reclassification may result in a position upgrade that necessitates an increase in salary or it could result in a position downgrade to a lower pay grade.  Adjustments in salaries will be subject to the promotion, demotion, and position transfer polices defined by the Department of Human Resources.

Classifying a New Position

To classify a new position, please complete the following steps in PeopleAdmin:

1. Log into the PeopleAdmin system.
2. Click Begin New Action (located under Position Descriptions).
3. Click Start Action under Create a New Staff Position and Post for Recruitment.
4. Click the classification title drop-down box and select the correct classification title.
5. Click Search to upload the classification title.
6. Click Select Title and Continue (located under the classification title).
7. Review the classification information and then click Continue to Next Page.
8. Review and update the position details.
   1. Please leave the position number blank.  The position number will be provided by the Budgets Office once the request is received.
   2. Hiring managers have the ability to edit the preferred education and preferred knowledge, skills, and abilities fields.
   3. Please ensure the appropriate departmental users are selected.
9. Click Continue to Next Page.
10. Click Add New Entry and add the job duties.  Please ensure the total percentage of job duties is 100%.
11. Click Continue to Next Page.
12. The hiring manager must attach a memo which justifies the new position and an organizational chart which outlines the organization.  Note that the request will not be processed without these documents.
13. Click Continue to Next Page once you have attached the requested documents.
14. Click Add New Entry and provide the budget chart stream information.  Note that multiple sections can be entered if there is a funding shortfall.
15. Click Continue to Next Page once the Budget section is updated.
16. Complete the Requisition Form by selecting advertisement sources and then providing the speed chart number.
17. Click Continue to Next Page.
18. Review the summary page and ensure that all information provided is accurate.  If changes are needed, please click the Edit link.
19. Click Submit for Approval (could be Level 2, 3, or VP depending upon your level) and Continue.
20. Click Confirm

     After your request is submitted, the next level in the chain of command will receive a notification email.  Please note that the action must be approved by the Director or Department Head, Vice President, Budgets Office, and Department of Human Resources.  Each manager in the process has the authority to return the action to the submitter if there are any discrepancies or items that need attention from the submitter.  Once this request is submitted, the hiring manager can utilize the PeopleAdmin system to watch a request navigate through the system.  To review the request, please follow the below instructions:

1. Click Search Actions (located under Position Descriptions).
2. Once you are in the Search Module, check the first seven boxes and click Search.
3. You will be able to review any action that you have created.

Reclassifying A Vacant or Occupied Position

     Actions taken to reclassify a vacant or occupied position are very similar to creating a new position.  The hiring manager will need to create a new position and utilize the memo to explain the reclassification request. To reclassify a vacant or occupied position, you will need to follow the below steps:

1. Log into the PeopleAdmin system.
2. Click Begin New Action (located under Position Descriptions).
3. Click Start Action under Create a New Staff Position and Post for Recruitment
4. Click the classification title drop-down box and locate the correct classification title.
5. Click Search to upload the classification title.
6. Click Select Title and Continue (located under the classification title).
7. Review the classification information and then click Continue to Next Page.
8. Review and update the position details.
   1. Please leave the position number blank.  The position number will be provided by the Budgets Office once the request is received.
   2. Hiring managers have the ability to edit the preferred education and preferred knowledge, skills, and abilities fields.
   3. Please ensure the appropriate departmental users are selected.
9. Click Continue to Next Page.
10. Click Add New Entry and add the job duties.  Please ensure the total percentage is 100%.
11. Click Continue to Next Page.
12. The hiring manager must attach a memo which indicates the reclassification information.  Please provide the position information that is occupied or vacant and indicate that this position will be deactivated after the new classification is approved. Also ensure that an organizational chart is provided.  Please note that the request will not be processed without these documents.
13. Click Continue to Next Page once you have attached the requested documents.
14. Click Add New Entry and provide the budget chart stream information.  Note that multiple sections can be entered if there is a funding shortfall.
15. Click Continue to Next Page once the Budget section is updated.
16. Complete the Requisition Form by selecting advertisement sources and then providing the speed chart number.
17. Click Continue to Next Page.
18. Review the summary page and ensure that all information provided is accurate.  If changes are needed, please click the Edit link.
19. Click Submit for Approval (could be Level 2, 3, or VP depending upon your level) and Continue.
20. Click Confirm.

     After your request is submitted, the next level in the chain of command will receive a notification email.  Please note that the action must be approved by the Director or Department Head, Vice President, Budgets Office, and Department of Human Resources.  Each manager in the process has the authority to return the action to the submitter if there are any discrepancies or items that need attention from the submitter.  Once this request is submitted, the hiring manager can utilize the PeopleAdmin system to watch a request navigate through the system.  To review the request, please follow the below instructions:

1. Click Search Actions (located under Position Descriptions).
2. Once you are in the Search Module, please check the first seven boxes and click search.
3. You will be able to review any action that you have created.

Review Period

     The length of time needed for the review of classification requests will depend on factors such as the complexity of the review and the number of positions that are being reviewed by the Department of Human Resources.  Under normal conditions, this should take no more than one week. 

Appeals

     Hiring managers can appeal a classification decision by contacting the appropriate Vice President who will consult with the Vice President of Business and Finance.

     When submitting requests to fill vacant positions in the PeopleAdmin system, hiring managers are given the option of selecting the recruitment outlets in which the vacant position will be advertised.  Note that Georgia Southern University has designated a number of recruitment outlets as standard recruitment efforts for non-exempt and exempt positions.  All non-exempt positions must be advertised in the following recruitment outlets:

• Statesboro Herald
• Georgia Department of Labor

• Statesboro Herald
  
• Georgia Department of Labor
  
• Higher Ed Jobs Online
  
• Inside Higher Ed
  
• University System of Georgia Applicant Clearinghouse

• Interview questions and answers for all interviewed candidates
• Telephone reference checks for all interviewed candidates.

     A staff member from the Department of Human Resources will work with the hiring manager to set the starting salary based upon funding availability, competitive market rates, internal equity, and the rates established within the compensation plan.  All offers of employment are contingent upon the successful completion of a background investigation. 

• Currently participate in or are a retired member of the Teachers/Employees' Retirement System
• Are a full-time student
• Are employed under J-1 or F-1 Visas

• Unsatisfactory work performance
• Excessive tardiness or absenteeism
• Working under the influence of drugs or alcohol
• Sexual or unlawful harassment
• Falsification of records
• Punching the time clock for another employee
• Unauthorized disclosure of confidential information
• Unauthorized use of or damage to equipment
• Violation of safety or health rules
• Fighting or threatening violence in the workplace and/or insubordination
• theft of University or another employees' property
• Possession of dangerous or unauthorized materials, such as firearms, in the workplace

• Employees may not manage/participate in a political campaign that interferes with their work performance
• Before seeking political office at the state or federal level, an employee must request a leave of absence (LOA) without pay. The LOA must begin before the employee is qualified as a candidate in a primary/general election and end after the election.
• If elected to a state/federal office, the employee must resign before assuming office.
• Employees may seek and hold elective/appointed office at levels other than state/federal as long as it does not interfere with their work performance.

• Unwelcome sexual advances or request for sexual favors
• Any conduct that threatens or insinuates that submission to or rejection of sexual advances will influence any aspect of employment.
• Conduct that interferes with an employee's ability to do their job
• Conduct that creates an intimidating, hostile or offensive work environment
• Other sexual harassing behavior including, but not limited to, comments about an individual's body, sexually degrading words to describe an individual, off-color jokes or language, innuendoes, and materials that are sexually suggestive

• To be eligible to receive donated Sick Leave hours, an employee must have completed 12 months of service in a Sick Leave-earning position at Georgia Southern University or other USG institution or state agency.
• An eligible Georgia Southern employee may request the use of donated Sick Leave hours after exhausting all accrued Sick Leave, Annual Leave, Compensatory Leave, and Holidays. The donated leave time is restricted for use by the employee for the employee's illness only. Donated leave time cannot be used for the care of an immediate family member.
• The employee must complete and submit to the Director of Human Resources the Application Requesting Donated Sick Leave.
• This application contains two (2) forms: The Certificate of Medical Condition Application to use Leave Pool Credits and The Application Requesting Donated Sick Leave (this form needs to be signed by the supervisor/director/dean/department chair).
• All requests are reviewed and approved by the Director of Human Resources.
• Upon approval, the Director of Human Resources will notify the campus via GSNews of an employee's need for donated Sick Leave. The employee's name and all information about the employee's situation will be kept confidential.
• A full-time employee is eligible for 480 hours of donated Sick Leave within a 12-month period.
• The number of donated Sick Leave hours for which an employee is eligible will be prorated in accordance with the employee's FTE.
• Donated Sick Leave is granted to the employee one month at a time (180 hours). If the employee wishes to reapply for additional donated hours, the application should be submitted within the last two weeks of the initial 180- hour leave period.
• An employee may use a maximum of 960 hours of donated Sick Leave during his/her employment with Georgia Southern University.
• Once the employee has exhausted the initial 480 hours of donated Sick Leave, he/she is not eligible for any additional donated Sick Leave hours until 12 months after returning to work from the last donated hour received.
• An employee on leave using hours from donated Sick Leave will continue to accrue Sick Leave and Annual Leave at his/her established rate. However, as leave is earned, it will be deducted from the awarded leave balance. When the employee returns to work, he/she will have a zero leave balance.

• An employee must have a minimum of 160 hours of sick leave in order to donate sick leave. Employees who wish to contribute a portion of their personal accrued Sick Leave hours shall complete the Authorization to Donate Sick Leave Form, indicating the number of hours he/she is willing to donate. Hours must be donated in eight-hour increments. The form will be transmitted to the Director of Human Resources, thereby authorizing the donated Sick Leave hours to be deducted from his/her accrued Sick Leave.

• Donated hours in excess of the number needed to serve the immediate request(s) will be held in a reserve for subsequent requests. The Director of Human Resources will notify the campus via GSNews as soon as an individual's need for donated Sick Leave has been met.
• If an employee returns from leave prior to using all of the donated Sick Leave he/she received, then the difference in number of hours will be returned to the reserve for future requests. The employee's department will notify the Director of Human Resources in writing in regard to the number of unused hours.

• Federal Work Study: The office of Student Financial Aid determines student eligibility and awards for work-study aid. To qualify, students must be enrolled for a minimum of six (6) semester hours.
• Institutional Student Assistant: Positions are subject to the need and availability of departmental funding. To qualify the student must be enrolled in a minimum of six (6) semester hours.
• Graduate Assistant: Students regularly admitted to a graduate program may apply for assistantship through the Office of Graduate Studies. To qualify the student must earn a minimum of nine (9) graduate credit hours per semester and (6) per summer term.

     Each student employee may not work more than twenty-five (25) hours per week during the academic term. An exception may be made when classes are not in session. In compliance with USCIS regulations, work-study students and international students on F-1 visas are limited to twenty (20) hours per week.

Pay:

     Work-study and institutional student employees will be paid no less than the federal minimum wage. Pay exceeding the minimum wage will reduce the number of hours work-study students can work.
     Graduate Assistants are paid a set stipend determined by their contract.

General Rules:

• Students are limited to two (2) on-campus positions at any time. Graduate Assistants may not otherwise be employed at Georgia Southern University without the approval of the Graduate Dean.
• The term of employment is on a semester basis. Students will be notified if employment will not be extended. All students are subject to discharge at any time. Student employees are not eligible for any employment benefits including University Appeal and Grievance processes.
• Mediation is available to students for workplace disputes. Contact Human Resources to set up an appointment with a certified mediator.
• Job duties, attendance standards, performance criteria and consequences will be distributed to all employees. Basic job training will be provided.
• Students should adhere to the dress code, schedule and rules of conduct established by the University and the individual department in which they work.
• Students are expected to follow job assignments in a serious and responsible manner. Supervisors should have work assignments ready to complete when student is scheduled. If no assignment is prepared then the student should be dismissed and the hours rescheduled when their assistance is required.
• Students are not allowed to work during scheduled class hours, even if the class is cancelled or dismissed early.

• All on-campus positions will be posted with the Student Employment Center (SEC) for a minimum of 5 business days.
• Departments are required to provide job description details to the SEC at the time a job is posted.
• Departments hiring work-study eligible students must provide job description information to Financial Aid and the SEC. The signed original work-study authorization form must be returned to Financial Aid. Copy of authorization form must be submitted to Human Resources.
• Students are required to submit an employment application and resume to be considered for on-campus positions.
• Additional advertising, interviews and selection will be at the discretion of individual departments.
• Departmental advertising must indicate application for employment is made through the SEC.
• Departments will process hiring paperwork and meet established Human Resources and Payroll policies and deadlines.
• Timesheet records must include certification by the supervisor that the hours recorded are accurately reflecting time worked. Certification implies direct knowledge of the student having worked the hours reported.

• Failure to comply with University policies or inadequate performance of job duties may result in the dismissal of student employees.
• Supervisors are encouraged to pursue progressive discipline where appropriate.
• Supervisors shall consult with representatives in the Division of Human Resources to insure proper documentation and definition is established prior to issuing a Dismissal Action with an employee. In all cases, the disciplinary action should be accompanied by a letter that is issued to the employee with copies provided to the Division of Human Resources for inclusion in the employee’s official personnel file.
• Student Employees whose salaries are dependent upon external sources of funds may be terminated upon expiration of said funds without notice. The University will attempt to give the employee as much notice as possible.
• A terminating Personnel Action Form must be submitted on all students that are terminated or resigns. The Personnel Action Form must be submitted within three (3) days of the last day worked.

• Instructors/Presenters will sign-in with Ale Kennedy of a member of the training staff prior to beginning their activity.
• Instructors/Presenters will insure that the virus definition software is functioning and that the virus definitions have been updated (Norton AntiVirus- Intelligent Updater) on each workstation within Room 1200 prior to using the equipment.
• Instructors/Presenters will insure that workstation critical updates and service packs have been installed prior to using the equipment.
• Instructors/Presenters will insure that participants do not surf the internet or check personal email on any workstation with network access within the facility.
• Instructors/Presenters will insure all computer equipment is "Shut Down" and power is terminated from each machine at the closure of their session.
• Instructors/Presenters will insure that the facility is left in an orderly and clean condition prior to their checkout.
• Instructors/Presenters will complete a Sign-Out form with Ale Kennedy prior to departing the Rosenwald Building.

• Regular Employees - personnel employed for a continuous period that is expected to exceed two academic quarters or six calendar months. Regular employees, working half-time or more, are eligible for all employee benefits.
• Temporary Employees -personnel who are not "regular" as defined above. Temporary employees generally are employed for no more than six (6) months. Employment may be extended upon the recommendation of the supervisor and approval of the Director of Human Resources. Temporary employees are not eligible for employee benefits.