GENERAL EMPLOYEE INFORMATION

Clearance Procedures
    Any employee leaving the University because of retirement, resignation, leave of absence for more than six months, or for any other reason must clear with the Human Resources Office. Human Resources will set the employee up on the Automated Online Clearance System (AOCS), which will eliminate the need for the employee to go to each department on the clearance list.  The employee will receive an email message from Human Resources with instructions on how to access the AOCS Clearance form. Once the employee has resolved matters with all clearance offices, he/she should visit the Human Resources Office to finalize their benefits.  If the employee has direct deposit, the employee's final pay will be an actual check rather than direct deposit.  (Policy number 5:025)

Definitions
    Executive, Administrative and Professional (Exempt) - All personnel other than personnel primarily employed in instruction, research, or public service who primarily have executive, administrative, or professional responsibilities, and whose positions require recognized professional achievement acquired by formal training or equivalent experience. This classification includes all non-academic personnel who are exempt from the provisions of the Federal Wage and Hour Law.
    Clerical and Support Personnel (Non-Exempt) - All personnel other than academic, administrative, or student personnel.
    Regular Full-Time Employees - All personnel, executive, administrative and professional, academic personnel, and clerical and support, who are employed on a continuing basis, expected to exceed six months, and who have a regular work week of 37.5 hours or more or who are scheduled to carry a full teaching load or its equivalent. Regular full-time employees include full-time MODFY employees.
    Regular Part-time Employees - All personnel, executive, administrative and professional, academic personnel, and clerical and support, who are employed on a continuing basis, expected to exceed six months and who have a regular work week of less than 37.5 hours or who are scheduled to carry less than a full teaching load or its equivalent. Regular part-time employees include part-time MODFY employees.
    Temporary Employees - All personnel whose period of appointment or expected service is less than six months. This definition should not be confused with employees who are designated as probationary employees, who may be regular full-time or part-time employees, and who are entitled to all leave benefits of such employees.
    Modified Fiscal Year (MODFY) Employees - All regular, full- and part-time, non-teaching personnel whose service period is at least nine months but less than 12 months. The actual length and work schedule can vary at the discretion of the institutional president. (Policy number 5:036)

Discipline Procedures
    The purpose of this policy is to provide for discipline procedures that will afford consistent and equitable treatment of all Professional/Administrative and Clerical/Support employees at the University.  For additional information refer to Policy number 5:053.

Drug-Free Workplace/Campus
    In accordance with the Drug-Free Workplace Act of 1988 and the Drug-Free Schools and Communities Act Amendments of 1989, the University will provide a "drug-free" environment for its employees and students. The unlawful manufacture, distribution, dispensation, possession or use of controlled substances on University property is prohibited. Employees are expected to abide by the terms of the Drug-Free Workplace Act of 1988 and Drug-Free Schools and Communities Act Amendments of 1989, as defined in Policy Number 5:051. Employees are to notify the director of human resources of any drug conviction for a violation occurring in the workplace no later than five days after such conviction. Violations of this policy will result in suspension or termination of employment with the University. In addition to regular employees, this policy applies to all employees working at the University under the guidelines of a federal contract or grant.

Grievances
    The University's grievance policy is designed to provide an effective procedure for resolution of problems arising from the employment relationship or environment.  Any employee with a grievance should refer to this policy to be assured the proper procedures are followed.  (Policy number 5:027)

Identification
    All University employees are expected to obtain an APSU identification card as soon as possible after their employment.  The I.D. is made in the University Center at the Information Desk. The I.D. permits the employee to use the University library, recreational facilities, etc., and should be remitted to the Human Resources Office upon termination.  I.D.s are made between the hours of 8 a.m. and 4:30 p.m., Monday through Friday.
    The APSU identification card also allows the employee, while on University travel, to take advantage of the designated discounts on items such as lodging and car rental, and to produce evidence of state employment when needed.
   The APSU identification card can also be used to receive discounts to Tennessee State Parks  during their off season.  To obtain more information about the discounts, go to http://www.state.tn.us/environment/parks/.

Issuance of Keys
    Employees requesting keys to any building or room on campus must have their supervisors request approval for a key from the building coordinator of the building for which the key is needed. Once approval has been granted, a key request form should be prepared and forwarded to the physical plant department for key issuance. The department will be notified when the keys are ready for the employee to pick up.

Longevity
    All regular full-time employees of Austin Peay or of other Tennessee state institutions are eligible for longevity pay after three years of full-time service. Once the employee has worked three years full time, he/she will receive $100 for each year of full-time state service at the end of the month in which his/her anniversary date falls. Therefore, if an employee has worked three years, he/she would receive $300 ($100 x 3 years). Approved for this program, the rate and total maximum years are subject to change if the legislature should designate such a change in policy.

Meal Schedules
    Employees of the Tennessee Board of Regents and its institutions who are considered to be full time should work a minimum of 37.5-hours per week. This work schedule should include a one hour lunch/meal break. Lunch/meal breaks are not counted as "time worked." Lunch breaks should not be used to leave work early as an employee's regularly scheduled lunch break each working day. There are exceptions to the meal break for employees involved in shift work and for those in positions designated as an exception by the president.

Orientation
    The Human Resources Office conducts orientation sessions for all new employees. It is important that you, as an employee of the University, attend to obtain additional information about the benefits provided to Austin Peay's employees and to give you an opportunity to ask any questions you may have after reading this handbook.

Parking and Decals
    All University employees are required to have their cars registered in order to park on campus. A parking decal must be purchased from the Business Office window in the Browning Building. It must be renewed annually, on or before Aug. 31 of each school year. The cost of the decal is $30 and is subject to change yearly. Vehicles not properly registered for University parking are subject to a parking fine. Red curbs and red zones are reserved for staff and faculty parking, and parking regulations in this zone are enforced from 6 a.m. to 4:30 p.m., Monday through Friday. Parking places reserved for the disabled and residence parking are enforced 24 hours a day. Persons who park illegally in slots reserved for persons with disabilities are subject to a fine of $100 and may have their cars towed. More information is included in the Traffic and Parking Regulations brochure available from public safety.

Personal Data
    Any employee wishing to make a change in his/her personal data, such as change of address, change of name, change in payroll deduction, change of beneficiary, etc., should contact the Human Resources Office for the appropriate change form. Any employee who does not wish his/her home address or telephone number released must notify the Human Resources Office in writing.

Probation
    All new employees are appointed on a six-month probationary appointment. The employee will be evaluated after five consecutive months and must be recommended for permanent appointment by his/her supervisor at this time.  The employee's Notice of Appointment and Agreement of Employment may be terminated without prior notice.  After the probationary employment period is completed, the employees are still considered employees "at will" for the University, and the employment agreement may be terminated without cause as specified in the agreement.  The institution reserves the right to impose a probationary period at any time during the term of employment, during which time advance notice of termination would not be applicable.

Smoking and Clean Air
    The Smoking and Clean Air policy applies to the use of tobacco products within buildings and vehicles owned and/or operated exclusively by the University. The University intends to provide a healthy and sanitary environment free from tobacco by-products for all users of its facilities. Prohibition of the use of tobacco products in these University buildings and vehicles continues during all hours even when classes are not in session in order that such facilities not be smoke or odor laden during routine usage. This policy promotes an environment free from tobacco by-products in buildings and vehicles where students, faculty and staff are working, conducting seminars, research, discussions, etc., and at the same time recognizes the right of those who choose to smoke.
    There is no intent within this policy to inhibit the life styles of persons who choose to use tobacco products. Rather, this policy is for the protection of all persons who comprise the University community while they function as members of the University community. For those who choose to smoke, please refer to APSU Policy Number: 99:022 for designated smoking areas:

Student Health Services
     APSU Health Services is located in the Ellington Building, room 104. The team of healthcare providers is experienced in treating various medical problems. 
     The staff includes physicians, nurse practitioners, nurses, a pharmacist, medical office personnel, and student workers.
      Health Services offers primary and preventative care, women’s and men’s health, immunizations and allergy shots.
      Employees are charged a small access fee per visit if seen in Health Services. Employees will be charged for medications, lab work, procedures, and medical supplies if applicable.  (Policy number 3:010)

Workman's Compensation
    To receive workers' compensation benefits, you must be injured while performing some activity that falls within your scope of employment. If you have an on-the-job accident, you should notify your supervisor immediately. You should tell your supervisor exactly what happened, how it happened, who saw what happened and whether you were injured as a result of the accident.
    Any employee wishing to file a claim with Sedgwick Claims Management Services, the State's Administrator for workers' compensation claims should call their toll free number 866-245-8588.  The call center staff will also be able to answer basic claim questions, or direct the caller to the Knoxville claims office at
1-800-526-2305 for further assistance.  Whenever possible, accidents should be reported within 24 hours.  All claims filed should include, at minimum, the claimant's name, address, Social Security number, a description of circumstances, a statement of damage and the name(s) of any witness. Employees and supervisors should contact the Human Resources Office should they have questions regarding procedures for reporting an injury.     
    To review or print the Workers’ Compensation Employee Handbook, go to the following web site: www.treasury.state.tn.us/wc.

Workplace Violence Prevention
    The University has a strong commitment to its employees to provide a safe, healthy and secure work environment.  Employees are expected to maintain a high level of productivity and efficiency.  In addition, employees should report to the work site without possessing weapons and to perform their jobs without violence or threats of violence toward any other individual and to be able to perform their duties in a safe and productive manner.  Violence, threats, or intimidation toward any other individual will not be tolerated.  Weapons of any kind are prohibited in the workplace.  For more information concerning this issue, please refer to TBR Guideline P-085. 

Work Schedules
    All regular full-time employees work a minimum of 37.5 hours per week throughout the year; 7.5 hours per day, five days per week from 8 a.m. to 4:30 p.m. unless otherwise noted by their supervisor. There are exceptions to these hours for employees involved in shift work. All regular part-time employees work the hours as designated by the supervisor.
    In an effort to provide greater work schedule flexibility for staff employees, the University will grant regular non-faculty employees the opportunity to have an adjusted work schedule. Department Heads will be responsible for scheduling work hours and providing the appropriate documentation for timekeeping and leave reporting pursuant to the Fair Labor Standards Act, Tennessee Board of Regents policies and guidelines, and University policies. Employees needing close departmental supervision and those who work scheduled shifts are not eligible to participate in the program. For more detailed information see policy number 5:017.