The Staff Guidelines have been prepared to provide Employees with an overview of basic University policies, practices and benefits. The Staff Guidelines do not create any contractual rights for the benefit of any Employee. Virginia is an "employment-at-will" state. This means that employment with the University is "at-will", in that either the Employee or the University can terminate the employment relationship at any time, with or without cause or notice. Continuing to work following acceptance of the Staff Guidelines constitutes acknowledgement and acceptance of the "at-will" relationship.
The policies outlined in the Staff Guidelines reflect the usual way of handling various situations. It is important for the Employee to understand these policies in order to be well informed. The University, however, reserves the right to deviate from existing policies at its discretion because of individual circumstances or special needs. There will also be situations that require a change from time to time in policies, practices and benefits; accordingly, the University reserves the right to modify, add, delete or revise any provisions contained in the Staff Guidelines at any time, as it deems necessary or appropriate at its sole and absolute discretion.
The Americans with Disabilities Act (1990) is a comprehensive anti-discrimination statute that prohibits discrimination against a qualified individual with a disability in regard to job application procedures, hiring, promotion, transfers, discharge, layoffs, training, compensation and fringe benefits. As defined by the ADA, a qualified person with a disability is one who is able to perform the essential functions of the job, with or without the employer providing a reasonable accommodation for his/her disability and who also possesses the skill, experience, education and other qualifications needed to succeed in the job.
The University of Richmond is committed to providing equal employment opportunities for every person, regardless of race, religion, national or ethnic origin, age, sex, sexual orientation, disability, status as a veteran or any classification protected by local, state or federal law. In keeping with this policy, the University works to ensure that the work environment is free of artificial barriers which prevent otherwise qualified applicants from consideration for jobs and hinder disabled Employees from properly performing their jobs.
Procedure for Requesting an Accommodation:
Qualified individuals with disabilities may make requests for reasonable accommodations to the Associate Vice President for the Department of Human Resource Services. Upon receipt of the accommodation request, the Associate Vice President or the appropriate Human Resource Services designee will meet with the Employee to discuss and identify the precise limitations resulting from the disability and the potential accommodation(s) the University might make in order to meet the requested accommodations.
The Associate Vice President will meet with appropriate individuals identified as having a need to know, such as the individual's supervisor/department head, in order to ascertain the feasibility of the requested accommodation. Factors that will be used in the consideration include, but are not limited to: the nature and cost of the accommodation, the impact that the accommodation may have on the operation of the department, the accommodation's impact on the ability of other Employees to perform their duties and on the University's ability to conduct business.
The Associate Vice President will inform the Employee of the University's decision on the accommodation request.
After attending the Web for Employees class through Information Services, you will be able to access personnel information online at bannerweb.richmond.edu.
BannerWeb offers access to a variety of information including:
A. Eligibility
An Employee who has a forty-two (42) day accumulation of sick leave may be allowed to trade two (2) sick leave days to receive one (1) day of bonus vacation as long as his/her sick leave balance does not drop below forty (40) days. In no case would the number of bonus vacation days allowed under this provision exceed five (5) per calendar year (e.g.: the Employee is allowed to convert a maximum of ten (10) sick leave days from January 1 - December 31). Employees must secure prior approval from the Department of Human Resource Services to trade in sick days. Failure to secure this approval will result in docked pay.
B. Scheduling of Bonus Vacation
As with any vacation, departmental workloads must be given priority consideration before such leave is granted. The scheduling of bonus vacation is subject to prior supervisory approval. Sick time converted to bonus vacation must be taken by December 31st of the year in which time is converted.
C. Termination
An Employee who voluntarily resigns or who retires from University employment will not be paid for remaining bonus vacation days subject to the above stated provisions.
On the east side of Canon Memorial Chapel is the Columbarium and Memorial Garden. The Columbarium is composed of individual niches that can accommodate up to two urns each.
You may access additional information at oncampus.richmond.edu/student/life/chaplaincy/memorial.
All University of Richmond records and information relating to the University or its customers are confidential and Employees must, therefore, treat all matters accordingly. No information related to the University, including but not limited to: documents, files, records, computer files or similar materials (except in the ordinary course of performing duties on behalf of the University) may be removed from the University's premises without permission from your supervisor. Additionally, the contents of the University's records or information otherwise obtained in regard to business may not be disclosed to anyone, except where related to University business.
In the course of your work, you may have access to confidential information regarding the University, students or fellow Employees. It is a primary responsibility to be sure that no Employee, in any way, reveals or divulges any such information and that it is used only in the performance of duties. In addition, salaries are considered confidential information and should not be discussed with your colleagues. Employees will be subject to appropriate disciplinary action, up to and including termination, for revealing information of a confidential nature.
The University of Richmond recognizes and encourages Employee involvement in private enterprise. However, certain business or personal arrangements or employment opportunities may constitute a breach of ethical standards resulting in conflict of interest between the University and the Employee.
A conflict of interest may take various forms. It begins when an Employee is or may be in a position to influence the University's business, research or other decisions in ways that could lead to any form of personal gain for the staff member or others closely associated with that University Employee.
It is the responsibility of an Employee to disclose to his/her supervisor, department head or appropriate University official any possible conflict of interest at the earliest practicable time. Employees engaged in activities that constitute or appear to constitute a violation will be subject to a review and evaluation of these activities by University administration. Failure to disclose conflicts of interest is a serious matter.
The basic standard for dealing with conflicts of interest is simple: If you believe a conflict of interest exists, then treat the situation as if a conflict definitely exists until you have disclosed and resolved the potential conflict with your supervisor, manager, director or the Department of Human Resource Services.
The EAP is a free confidential service that provides Employees with the resources needed to resolve personal problems which may affect emotional health, well-being and work productivity. Examples of problems which may impact quality of work and/or home life includes, but are not limited to: alcohol/drug abuse, marital/family discord, stress and financial difficulties.
The University's EAP is provided through Anthem Blue Cross Blue Shield and is called Healthy Returns. The cost is paid entirely by the University. The Employee or anyone in his/her household may call Healthy Returns 24-hours a day, 7-days a week, toll-free at 1-800-346-5484.
An EAP counselor will put the Employee in touch with a qualified clinician in the community who can help address problems and concerns. The Employee receives up to four (4) free visits with a clinician. If further counseling is necessary after four visits, then EAP will coordinate the best and most affordable resources in the community.
Employees are eligible to join the Virginia Credit Union (VACU). Information brochures, payroll deduction forms and applications for membership are available from the Payroll Office.
A. Coverage
The University provides a voluntary dental insurance plan that allows employees the opportunity to purchase dental coverage at a lower rate than they could get on their own. The University's plan covers diagnostic and preventive services at 100% in-network; basic services at 80% in-network; major services at 50% in-network after a 12-month waiting period; and orthodontic services (up to age 18) at 50% after a 12-month waiting period. This plan pays up to a maximum of $1,000 per person per calendar year. In addition, this plan provides $750 in coverage for orthodontic care per person, but once this limit is reached it will not renew. It is a lifetime limit.
B. Cost
Costs are based on the University's experience and are subject to annual change.
C. Enrollment
A full-time Employee is eligible for coverage on the 1st of the month following his/her official employment date. If he/she begins employment on the 1st of the month, then he/she is eligible immediately. If a part-time Employee becomes full-time, then he/she is eligible for coverage on the 1st of the month following the date that his/her status is changed to full-time. If the Employee begins full-time work on the 1st of the month, then he/she is eligible immediately.
It is the responsibility of the Employee to complete an enrollment application for the University's dental insurance plan no later than thirty-one (31) days after his/her employment date. If an Employee fails to comply with this requirement, he/she will have to wait to enroll until the next Open Enrollment period.
D. Dependant Coverage
The Employee has the option to enroll eligible family members, defined for this benefit's purpose as the Employee's spouse/same sex domestic partner and dependant children(until the end of the calendar year in which the child turns 23), into his/her dental plan.
For same sex domestic parnters, certain tax implications are associated with these premiums. Please refer to the Same-Sex Domestic Parnter Policy for the details or contact the Human Resource Services Office for additional information.
Breakfast, lunch and dinner are available at the E. Bruce Heilman Dining Center. Special staff rates and hours of operation are posted on the main bulletin boards. Tyler's Grill and The Cellar are open in the Tyler Haynes Commons during regular semesters. Schedules for summer and break periods will be announced.
The following offers a general description of the University's Long Term Disability coverage. This general description does not replace the contract. Individual situations can and will vary greatly with LTD. Participants who have questions concerning their LTD coverage should refer directly to the certificate of coverage or contact Human Resource Services (HRS). Upon filing a claim, participants may contact CIGNA directly (800-36-CIGNA to file, and 800-238-2125 for service) to verify the specific terms and duration of any LTD coverage applicable to them. Click here to view the complete LTD Employee Certificate.
1. General Policy Overview
The University of Richmond provides Long Term Disability insurance to all full time University employees. After meeting a 6-month elimination period while disabled, a covered employee may be eligible to receive disability payments that can be as much as 66 2/3 % of his/her pre-disability monthly salary up to a $10,000 monthly income benefit maximum. Monthly disability payments will be reduced by disability benefits received from Social Security, Worker's Compensation, working income, and other sources (as determined by the LTD plan). The minimum monthly income benefit is $100. In certain cases disability coverage may also provide return to work incentives that can alter monthly benefits for a limited period of time.
The LTD plan also provides an Annual Benefit Increase provision. With this provision, benefits paid by the LTD plan to a qualified disabled participant may be automatically increased by the lesser of the percentage change in the Consumer Price Index (CPI) or 3% annually beginning with the third anniversary of benefit payments and continuing for as long as the individual continues to be determined to be disabled under the terms of the plan or until benefit payments cease. In certain situations if an insured disabled participant who has been receiving continuous disability benefits dies, three (3) months worth of the monthly income benefit may be available for a qualified individual or the participant's estate.
Exception: An active Employee who is determined to be totally disabled after reaching the age of 68 1/2 is eligible for disability benefits only up to a maximum benefit period of one (1) year.
Note: There are numerous provisions and limitations that are not mentioned in this summary so please refer to the LTD summary plan description or contact HRS to verify the terms of your coverage.
2. Cost
Premiums paid entirely by the University.
3. Enrollment
Full-time employees are eligible for this benefit immediately. Employees must be scheduled and present at work in order to be enrolled in the LTD plan. If they are not scheduled and present at work on the eligibility date, then enrollment will occur on the 1st day the Employee returns to active duty.
If an employee has a serious health condition, which makes him/her unable to perform their job, he/she should contact Human Resource Services (HRS) to request Family and Medical Leave Act (FMLA) paperwork to determine eligibility and begin the process for filing for Long-Term Disability with CIGNA. Disability may also entitle you to Social Security disability benefits. To apply for Social Security the employee must go to the Social Security office. CIGNA will assist the employee in the Social Security filing process.
While pending disability, the employee may continue receiving University benefits as if he/she were working. Once the employee's sick and/or vacation leave is depleted, the employee is billed for the employee portion of any benefit premiums they may owe. The University continues to pay their portion while pending disability. If an employee is not actively at work after a period of 6 months due to illness or injury, that employee will be terminated. If the employee is covered by a University health insurance and/or dental plan the employee and/or any eligible dependents will be offered continuous coverage under COBRA at the employee's expense. The Federal Consolidated Omnibus Budget Reconciliation Act of 1986 (COBRA) provides employees and their qualified dependents the opportunity to continue coverage under the University's health and dental insurance plan when a "qualifying event" would normally result in loss of benefits.
All optional benefits the employee may have are terminated at this point. Some optional benefits may be continued directly through the vendor.
If the employee is eligible for Social Security disability and Medicare, the University will offer the employee a Medicare supplement plan, which is currently paid for by the University. This plan does not cover prescription drugs.
If the disabled employee would prefer, they may continue COBRA coverage until it expires and then go on the University provided Medicare Supplement plan. If the employee chooses not go on the University provided Medicare Supplement plan when the COBRA benefit expires, they will not be able to enroll at a later time.
When the disabled employee turns 65:
Staff hired on or prior to July 1, 1992 and faculty hired prior to September 1, 2003: When a disabled staff member hired on or prior to July 1, 1992 or a disabled faculty member hired prior to September 1, 2003 turns 65 they will be placed on the Medicare supplement plan offered to retirees. The University will pay up to $200 per month for this plan.
Staff hired after July 1, 1992 and faculty hired on or after September 1, 2003: Medicare coverage for disabled staff hired after July 1, 1992 and disabled faculty hired on or after September 1, 2003 will end when the employee turns 65.
Note - Certain references have been made concerning other contracts and benefits such as life insurance, long term disability insurance, short term disability insurance, medical insurance, etc. These references are provided as general guidance and are not a replacement or supplement to the terms and provisions of the actual contracts or benefit referenced. For specific information concerning these policies please contact Human Resource Services for details.
5/19/08
5. Life Insurance
Life Insurance may continue under certain circumstances when an employee has been classified by the LTD carrier as disabled.
6. Tuition Remission
Full-time Employees who are approved for LTD May be eligible for the tuition remission benefits which would have been theirs had they not become disabled (see Tuition Remission). The words "tuition remission benefits which would have been theirs" means the tuition benefits available at the time application for such benefits is made, not the tuition benefits in affect at the time the condition causing the disability occurred.
7. Retirement
If an Employee is approved for LTD by the LTD carrier and is receiving disability payments they should contact the LTD carrier to determine if they are eligible to receive retirement plan contributions. Monthly payments to the Employee's University-sponsored retirement plan may be continued for those Employees who were enrolled in a retirement plan when the condition causing the disability occurred. The disability plan may continue to contribute to the Employee's retirement account until LTD benefits cease or until the Employee closes his/her retirement account, whichever occurs first.
1. Coverage
This optional benefit provides income protection while the Employee is under a doctor's care and unable to work due to a covered accident or illness. NOTE: Approval for this optional benefit does require medical underwriting and is not guaranteed issue.
2. Cost
Paid entirely by the Employee. This benefit is provided as part of the University's Section 125 Flexible Benefits program. Premiums must be paid through pre-tax payroll deductions.
3. Enrollment
A full-time Employee is eligible to enroll on the 1st day of the month following his/her employment date. However, coverage does not begin until the 1st of the month following receipt of the application for enrollment if you are approved for coverage. A part-time Employee who becomes full-time is eligible on the 1st day of the month following the status change.
In order to enroll in this plan, the Employee must meet with the short term insurance representative (who is on campus each month) and must complete an application no later than thirty-one (31) days after his/her eligibility occurs and be approved for coverage. Failure to comply with the application requirement negates the Employee's eligibility to participate until an open enrollment period takes place. Open Enrollment occurs each year and during this period, changes in elections and enrollment may be made. Such changes, if made, will be effective January 1st of the next calendar year. Unless a qualifying condition is met, enrollment in this plan cannot be changed during the calendar year in which the election is made.
Note - Certain references have been made concerning other contracts and benefits such as life insurance, short term disability insurance, medical insurance etc. These references are provided as general guidance and are not a replacement or supplement to the terms and provisions of the actual contracts or benefit referenced. For specific information concerning these policies please contact Human Resource Services for further information.
4/15/05
Every University employee and student has the right to work and study in an environment free from discrimination and harassment and should be treated with dignity and respect. The University prohibits discrimination and harassment against applicants, students, and employees on the basis of race, religion, national or ethnic origin, age, sex, sexual orientation, disability, status as a veteran or any classification protected by local, state or federal law.
The University's policy against discrimination and harassment (Policy) incorporates protections afforded by Title IX of the Educational Amendments of 1972, which prohibits discrimination in educational programs and activities based on gender. This Policy also incorporates all other local, state and federal laws, including Title VII of the Civil Rights Act of 1964. Any individual whose conduct violates the Policy will be subject to disciplinary action up to and including termination for employees and expulsion for students.
Harassment is the creation of a hostile or intimidating environment, in which verbal or physical conduct, because of its severity and/or persistence, is likely to interfere significantly with an individual's work or education, or affect adversely an individual's living conditions on campus.
Illegal and improper harassment based on any of the classifications in paragraph 1, may include:
Sexual harassment, in particular, may consist of unwelcome sexual advances, requests for sexual favors, or other verbal or physical conduct of a sexual nature when one or more of the following occur:
The University has designated the Associate Vice President for the Department of Human Resource Services (located in Weinstein Hall), as the University's representative to handle issues arising under the Policy, including Title IX. Individuals who need further information or clarification of the Policy should contact the Associate Vice President directly. Employees and students who feel they have suffered discrimination or harassment in violation of the Policy should follow the Complaint Resolution Procedure described below.
The Policy also applies to complaints of harassment or discrimination involving applicants for admission or employment, or persons aggrieved by third parties such as contractors or vendors serving the University.
Complaint Resolution Procedure
For ease in identifying individuals, the person making the complaint is referred to as the Complainant, and the person for whom the complaint is being made is referred to as the Respondent.
The University will endeavor to respond to and resolve all complaints quickly and effectively. Individuals who believe they have been harassed or discriminated against in violation of the Policy are encouraged to take action in any of the ways described in the Complaint Resolution Procedure (Procedure).
Although none of the actions listed under the options for Informal Resolution, below, are required before an individual may file a Formal Complaint, the University favors informal resolution of these claims whenever possible. Except as expressly provided herein, the Procedure is the only grievance practice available to staff, faculty, students or other parties for violations of the Policy. No other grievance practices otherwise available at the University are applicable.
Through the Procedure, the University will take necessary steps to prevent recurrence of any harassment and/or discrimination determined to have occurred, and will take necessary steps to correct the discriminatory effects of the conduct on the Complainant and others, if appropriate. During all stages of the Procedure, every effort will be made to ensure fundamental fairness to all parties involved in the complaint process. The University will make good faith efforts to protect the confidentiality of those involved in the Procedure to the extent permitted by law and to the extent that continued protection does not interfere with the University's ability to investigate allegations or to take corrective action.
The University prohibits retaliation against any individual who files a complaint (informal or formal) in good faith or participates in a harassment or discrimination inquiry. Disciplinary action will be taken against any individual who retaliates against a Complainant or participant in a harassment or discrimination inquiry, or who files a discrimination or harassment complaint in bad faith, or who maliciously or knowingly files false charges.
A. Procedures for Informal Resolution
The Informal Resolution process provides an effective means of resolving most disputes. However, the Complainant may terminate the Informal Resolution process at any time and initiate a Formal Complaint without prejudice.
1. Informal Discussion with Respondent
Prior to the involvement of other parties or University officers, the Complainant may choose to discuss the concerns directly with the Respondent. The Respondent may not realize that his/her conduct is offensive or unwelcome. Many disputes can be resolved quickly and effectively with such direct communication. A complaint brought to the attention of the Respondent shortly after the alleged offensive behavior occurs (e.g.: immediately or in a few days) will usually result in more effective resolution.
2. Informal Discussion with University Officials
Understanding that a Complainant may discuss concerns with a friend, confidant, advisor or counselor in the Counseling and Psychological Services office, etc., it is nonetheless the case that to initiate an informal discussion with University officials, a Complainant should contact one of the following individuals in a timely manner, ordinarily within thirty (30) days of the offending conduct:
Students should contact the dean of their school or residential college as follows:
Staff should contact:
Faculty should contact the dean of their school:
If the complaint is against one of the designated University officials, the Complainant should contact the President of the University, who will designate a representative of the University to handle the matter. If the complaint is against the dean of a student's residential college, then the Complainant should contact the Associate Vice President for the Department of Human Resource Services.
The Informal Discussion can help with any or all of the following options:
Based on the Informal Discussion, the University official will determine what additional action, if any, is necessary.
The Informal Discussion process will last as long as the Complainant deems it desirable to continue to meet with University officials, but usually the University will try to resolve the problem at this early stage within ten (10) working days. Most complaints can be resolved at this stage. If not satisfied with the resolution from the Informal Discussion, then the Complainant may proceed to the Formal Complaint process described below.
B. Procedures for Formal Resolution
A Complainant may omit the Informal Discussion process entirely and file a Formal Complaint with the Associate Vice President for the Department of Human Resource Services (hereafter the Associate Vice President). Formal Complaints alleging violation of the Policy must be filed in the Associate Vice President's office in a timely manner, ordinarily within thirty (30) days of the offending conduct, or shortly after the conclusion of the Informal Discussion process, usually within ten (10) working days.
The Formal Complaint must be in writing and must set forth:
The Respondent will have ten (10) working days after receiving the Formal Complaint to file a written Response in the Associate Vice President's office.
The Associate Vice President, or her/his designee, will review the Formal Complaint and Response. An investigation, including relevant interviews, will be conducted. The Associate Vice President, or her/his designee, will prepare a written report of the Formal Complaint Findings (Findings) as expeditiously as possible, usually within forty-five (45) days from the date that the Formal Complaint was filed, and will deliver the Findings to the Complainant and Respondent. The written report will include the Associate Vice President's or her/his designee's conclusions with respect to the Formal Complaint and will make a final determination as to what action, if any, is necessary. Either party may appeal from the Findings within the time period and in the method described below.
All provisions in this Grievance Procedure for notifying all parties of Findings and recommendations will be followed so long as the University determines that there are no violations of state or federal privacy laws, including, but not limited to, the Family Educational Rights and Privacy Act.
If no appeal is filed within the designated time period, then the Findings will be final. The Associate Vice President will then work with other University officials to enforce the Findings. If no appeal is filed, then no party will have a right to pursue any other University grievance procedures.
C. Appeal from Formal Complaint Decision
Either the Complainant or the Respondent may initiate an appeal from the Formal Complaint Findings. The appeal must be filed with the Associate Vice President's office within ten (10) working days from the date of the Findings.
The appeal must be in writing and must set forth:
The responding party must file a written response to the appeal with the Associate Vice President's office within five (5) working days after receiving the appeal, and must set forth:
Within five (5) working days after receiving the appeal, the Associate Vice President will assemble the Resolution Committee, which will be formed solely for the purpose of resolving disputes alleging violations of the Policy. The Resolution Committee members will be chosen by the President, who will select two students, two staff members and two faculty members from the Judicial Pool.
The Judicial Pool is constituted at the beginning of each year to provide a pool of faculty, staff and students to serve on the Resolution Committee (defined in this document for the purpose of this Policy) and Hearing Boards for matters of Policy violations. The faculty members are elected each year by their respective schools, two each from Arts and Sciences, Business, Leadership Studies, Law and Continuing Studies. Five staff members are designated by the Associate Vice President at the beginning of each year as part of the pool. Student members of the pool are the chairs of the Richmond College Judicial Council, the Westhampton College Judicial Council, and the chairs of the Honor Councils for Richmond and Westhampton Colleges, the Business and Law Schools and the School of Continuing Studies.
The Resolution Committee will be charged with the responsibility of conducting a fair and unbiased hearing within fifteen (15) working days after being assembled. It will have access to all available information pertaining to the complaint. The Resolution Committee will accept and review written statements submitted by the Complainant and Respondent and other relevant individuals. At its discretion, it may also entertain oral testimony from witnesses.
The general outline of the hearing, which will be tape recorded, will be as follows:
The Resolution Committee's Recommendations will be forwarded to the Associate Vice President, who will notify the Complainant and Respondent of the Recommendations, subject to applicable privacy laws. Each party will have five (5) working days to submit to the Associate Vice President written comments on the Recommendations.
The Associate Vice President will then forward the Recommendations, the investigative materials, including the hearing evidence, and the comments by the Complainant and Respondent, if any, to the following (depending on whether the Resolution Committee recommended action against a student, staff member or faculty member):
Students: Vice President of Student Affairs, Dr. Stephen Bisese
Staff: Vice President for Business and Finance, Mr. Herbert Peterson
Faculty: President of the University, Dr. Edward Ayers
Determinations as to the action or inaction based on the Recommendations will be made by these University officers, as applicable. These officers may use their discretion in seeking any additional information or advice before rendering a final decision. The decision will be made within thirty (30) days from the date of the Recommendations. The decision made by each of these individuals is final; provided, however, that if the Resolution Committee recommends termination of a faculty member and the Recommendation is accepted by the President, the normal "termination for cause" procedures defined in the Faculty Handbook will be followed.
Approved by the University Faculty on May 10, 1999 and the Board of Trustees on May 14, 1999.
Last Modified: 03-JULY-2007
In order to assist colleagues in a time of need, employees may donate sick leave or vacation leave to another employee whose serious health condition has depleted his/her own sick leave and vacation leave balances. Donation of time may be made in either hours (non-exempt employees only), half days or whole days. A Donation of Leave Time Authorization Form must be completed by the donor. It will then be reviewed for approval by the Director of Total Compensation for the Department of Human Resource Services. The approved donation of leave will be deducted from the donor's leave balance and the time will be credited to the identified recipient. All donations are confidential between the donor and the Director of Total Compensation.
Employees may donate vacation time only to another employee who is experiencing leave without pay due to caring for the employee's spouse/same-sex domestic partner, child or parent who has a serious health condition for which the employee is using Family and Medical Leave or has filled out a medical leave request form.
Before being eligible to receive continued pay through donated leave, an employee must have exhausted all personal leave balances (sick and vacation).
A. Sick Time
The donor must maintain a forty (40) day total.
An employee may not donate sick time once they have indicated, either verbally or in writing, their intention to resign or retire.
B. Vacation Time
There are no restrictions regarding the donation of vacation leave.
Pursuant to federal legislation, the University of Richmond is required to communicate information regarding the unlawful manufacture, possession, use, or distribution of illicit drugs and alcohol to its students and Employees.
The unlawful manufacture, dispensing, possession, use, or distribution of illicit drugs and alcohol by students and Employees on the University's property, or as part of its activities, is prohibited.
Legal sanctions under local, state or federal law for the unlawful possession, use or distribution of illicit drugs and alcohol are applicable to students and Employees. Individuals who violate the law are subject to the full range of criminal penalties including fines and imprisonment. University disciplinary sanctions, up to and including removal from this community may also be imposed. Should the University have a reasonable suspicion that an Employee is under the influence of illicit drugs or alcohol or if the Employee is involved in an accident causing damage to University property, the Employee may be required to submit to drug/alcohol testing and/or mandatory referral into a substance abuse assistance or rehabilitation program. Refusal by the Employee to comply with this requirement will be grounds for immediate dismissal from University employment.
All new Employees are required to sign a statement of commitment to a drug free workplace. This statement explains the University's attitude and policy toward the use of drugs and alcohol on its premises. In addition, the health risks associated with the use of illicit drugs and the abuse of alcohol are described in information provided to support staff at the New Employee Orientation program and in annual mailings.
The University of Richmond provides the Healthy Returns Employee Assistance Program (EAP) to assist faculty and staff and their dependent family members in identifying and resolving substance abuse problems. This service is provided free of charge for up to four (4) visits. Employees requiring this service may contact the EAP 24-hours a day, 7-days a week at 1-800-346-5484 and identify themselves as being affiliated with the University of Richmond. Additional information concerning the EAP may be obtained by request from the Department of Human Resource Services. In addition, Employees who seek drug or alcohol counseling, treatment or rehabilitation may schedule an appointment with a professional staff member in the Department of Human Resource Services at (804) 289-8704. These offices can provide referral to the University's EAP or community resources which offer special help in these areas. Persons seeking help with substance abuse problems may be assured confidentiality to the fullest extent possible.
Community agencies are also available free of charge on a 24-hour, round-the-clock basis including:
A. Grants
Individuals (faculty or staff) employed by the University of Richmond under the terms of a grant are required to abide by this policy and will be subject to the same disciplinary and testing procedures as other Employees. In addition, an Employee with grant status must notify the Department of Human Resource Services, in writing, of his/her conviction for a violation of a criminal drug statute occurring in the workplace no later than five (5) calendar days after such conviction. Within ten (10) calendar days of receiving such notification, the Department of Human Resource Services will notify the granting agency, in writing, of the conviction as well as the Director of Grants and Contract Services, U.S. Department of Education. Following the required notification to the Department of Human Resource Services, an Employee with grant status will, within the next thirty (30) calendar days, receive appropriate personnel action up to and including employment termination and/or referral to and participation in a drug abuse assistance or rehabilitation program. Should a referral to a drug abuse assistance or rehabilitation program be made, satisfactory performance in that program must be made in order for employment to continue.
B. Notification of Convictions
Employees must, as a condition of employment, abide by the terms of this policy and report any convictions under a criminal drug statute for violations occurring on or off the University premises while conducting University business. A report of a conviction must be made within five (5) days after the conviction to the Associate Vice President. Campus police must follow departmental guidelines.
C. Conclusion
By law, this workplace is drug free. No one is allowed to use, make, sell, distribute, have in his/her possession or be under the influence of any controlled substance (including alcohol) while at work. Individual departments, due to the nature of their work may have more stringent policies with regard to prescription drugs. If this law is violated, then the entire institution is put at risk due to the possible loss of funding. The University takes this policy very seriously. Disciplinary action will be taken against any Employee for violation of this policy. Any disciplinary action will depend on the circumstances, but could include termination of employment. If you are involved with illegal substances, then use the help that the University makes available to you. If you know of other Employees who are involved with illegal substances, then encourage them to seek help.
1. Purpose. The University of Richmond(the "University") has established an Early Retirement Plan(the "Plan") as an opportunity for certain eligible Staff Employees to relinquish their positions in exchange for certain benefits from the University. The benefit consists of two parts: 1) certain perquisites associated with active employment status as described in Section 6 below; and 2) medical benefits as described in section 5 below. No benefits are available under the Plan except as specifically provided by the terms of the Plan.
2. Definitions. The following definitions apply to the Plan:
a) An employee's "Effective Date" is the date specified in the employee's written and signed election form and approved by the Department of Human Resource Services. In general, the Effective Date will be sixty(60) or more calendar days from the date the form is submitted, The determination of the Effective Date by the Associate Vice President of Human Resource Services is, however, binding and final.
b) "Years of Employment" are the number of years in which the Staff Employee has been actively employed as a Part-Time Employee or Full-Time Employee by the University. Work as a Casual or Temporary Employee for the University will not be included in this definition. For purposes of computing an employee's Years of Employment, a period during which the employee is absent on an Approved Paid Leave of Absence will be included when calculating Years of Employment. A period during which the employee is absent on an Approved Unpaid Leave of Absence is not considered service with the University for purposes of calculating Years of Employment. While part-time work may count toward the total number of Years of Employment, it is required that the employee serve the consecutive 10-year period immediately preceding his/her Effective Date as a Full-Time Employee. The University shall have discretion in determining a Staff Employee's Years of Employment and its determination and interpretations shall be final and binding.
Notwithstanding any provisions of this Plan to the contrary, service with respect to qualified military service will be administered in accordance with the Uniformed Services Employment and Reemployment Rights Act of 1994 and the special rules relating to veterans' reemployment rights under Internal Revenue Code Section 414(u). Accordingly, an Approved Unpaid Leave of Absence for qualified military service will be deemed service with the University for purposes of calculating Years of Employment.
c) A "Staff Employee" is an employee whose primary job responsibilities are in the areas of administrative/management support, librarians, clerical support, service/maintenance support and dining service operations. An employee who is a member of the teaching faculty is not eligible for the Plan. The University shall have discretion in determining if an employee qualifies as a Staff Employee and its determination shall be final and binding.
d) A "Full-Time Employee" is an employee who is scheduled to work between 38.75 and 40 hours per week for a period of no less than nine months per year, or 30 hours per week for the full 12 months.
e) A "Part-Time Employee" is an employee who is regularly scheduled to work less than 1,511 hours per year.
f) A "Temporary or Casual Employee" is an employee who works on an "as needed" basis for a specific project or a limited duration of time and whose weekly hours can vary.
g) The employee's "Age" is defined as his/her age rounded down to the nearest whole year. Partial years do not count.
h) "Paid Work" is work for which the employee receives compensation from the University and includes time actually worked, vacation time, sick leave, holidays, bonus vacation and funeral leave.
i) "Approved Paid Leave of Absence" is leave time for which the employee is paid by the University and includes vacation, holiday, sick leave, or funeral leave.
j) "Approved Unpaid Leave of Absence" is a period during which the employee is excused from work by the University and for which the employee receives no compensation.
k) A "Break in Service" occurs when an employee terminates from University employment.
3. Eligibility. To be eligible to elect to retire early under the Plan, an employee must be a Full-Time Staff Employee of the University, between the Ages of 60 and 65 on his or her Effective Date. In addition, the employee's combined Age and Years of Employment must equal or exceed a total of 80 by his/her Effective Date. Should an employee incur a Break in Service and return to the University employment, he or she may qualify for the Plan. However, upon his/her return to the University, the employee must, in this instance, work a minimum of 10 years of consecutive and continuous full-time paid employment immediately preceding his/her Effective Date to be eligible.
Notwithstanding the forgoing, an Approved Unpaid Leave of Absence for qualified military service will be deemed service with the University for purposes of eligibility and included in the 10 years of consecutive and continuous full-time paid employment requirement.
Notwithstanding the forgoing, if an employee takes on or more Approved Unpaid Leave of Absence for qualified family and medical leave during the 10 year period immediately prior to his/her Effective Date, such leave will not be considered a break in consecutive and continuous full-time paid employment. However, periods of time during which an employee is on an Approved Unpaid Leave of Absence for qualified family and medical leave will not count toward the 10 years of consecutive and continuous full-time paid employment requirement.
4. Elections. A Staff Employee who wishes to retire early under the Plan must elect to relinquish his or her position and work responsibilities in exchange for benefits under the Plan. Unless otherwise provided, all elections shall become irrevocable seven(7) days after they are made. An election shall be made by submitting a written election to Human Resource Services using the form attached to the Plan, which includes a General Release. An eligible Staff Employee must provide 60 days' notice to relinquish his/her position, unless shorter notice is acceptable to the University and approved by the Associate Vice President of Human Resource Services. The 60-day notice period will commence when the election form is stamped as received in the Department of Human Resources, not when the election form is signed by the employee.
Unless an Employee is bound by a written contract, the University of Richmond adheres to the principle of employment-at-will. In compliance with employment-at-will, the University or the individual Employee may terminate the employment relationship at any time. The severance of the employment relationship may be based on good cause, bad cause or no cause at all.
While the University welcomes the hiring of family members, it must be careful to remove any potential conflict of interest in the employment situation. Therefore, no supervisor, department head or administrative officer will have immediate hiring authority or any supervisory responsibility for a member of their immediate family, defined for this purpose to be that individual's spousesame-sex domestic partner, children, parents (or legal guardians), grandparents, siblings, aunts, uncles, spouse's/same-sex domestic partner's parents or spouse's siblings; nor will they have immediate hiring authority or supervisory responsibility for their significant others, domestic partners or any other individual whose personal relationship to the supervisor may cause disruption or a conflict of interest in the workplace. In addition, no supervisor, department head or administrative officer will have immediate hiring authority or employment jurisdiction over any other close relatives without the express approval of the Associate Vice President for the Department of Human Resource Services.
The University has a policy of non-discrimination with regard to race, religion, national or ethnic origin, age, sex, sexual orientation, disability, status as a veteran or any classification protected by local, state or federal law. It is the intent of the University's employment and personnel practices to conform with all applicable federal, state and local laws and regulations regarding non-discrimination. It is the obligation of each Employee of the University in his/her area of responsibility to adhere to this policy.
Under FMLA, an eligible Employee may be permitted to take up to a total of twelve (12) weeks of paid and/or unpaid job protected leave in a twelve (12) month period to attend to a serious personal medical condition(s) and/or to attend to qualifying family members. The twelve (12) month period is a "rolling back" period based on the initial date of the qualifying event. In addition, FMLA is used for the birth, adoption or state placement of a child. FMLA is an approved leave.
A. Reasons for Leave
Leave may be taken for the following reasons:
B. Eligibility
In order to qualify, the Employee must have been employed by the University for at least twelve (12) months and must have worked 1,250 hours in the previous twelve (12) months. Paid and unpaid leave as well as hours paid under Worker's Compensation are not counted towards the 1,250 hours requirement.
C. Notice Requirement
The Employee must provide the University with thirty (30) days notice if the absence is foreseeable. If the request for the leave of absence is not reasonably foreseeable, then the Employee must notify the University as soon as possible. Any failure to give a timely notice may cause the leave to be delayed.
D. Medical Certification
The Employee must provide the University with certification from a health care provider of his/her serious health condition, or the family member's, requiring the leave. The Employee must provide such certification fifteen (15) days in advance of taking leave or the leave may be delayed or denied. A certification form will be provided by the Department of Human Resource Services.
Should the University disagree with the opinion given by the Employee's health care provider, the University reserves its right to require opinions from second or third health care providers at the University's expense.
The Employee may be required to furnish the University reports on status, intent to return and re-certification of the serious health condition at thirty (30) day intervals.
E. Paid/Unpaid Leave
The University requires that the Employee immediately use all available paid leave time available (e.g.: accrued sick leave, accrued vacation or accrued holidays will be allocated in the listed order) as part of the twelve (12) week FMLA leave. If the Employee is on leave without pay, then he/she will not accrue holidays, sick leave or vacation. Regarding maternity leave, the Employee may only use sick leave for the time that she is under a doctor's care.
F. Medical Insurance Continuation
While on FMLA, the University will continue to pay the Employer's share of medical insurance premiums under the group plan and the Employee must continue to pay his/her share in order to maintain coverage under the plan. Failure to pay premiums will result in a lapse of coverage. If the Employee fails to return at the end of the twelve (12) week leave, then he/she will be liable to the University for the Employer's share of the health care premiums, which has been paid by the University during the twelve (12) week period.
In addition, while not required by the Act, the University will continue Long-Term Disability and Life Insurance benefits for covered Employees who are on FMLA leave.
G. Return from Leave
If the leave was taken because of the Employee's own illness or injury, then he/she must provide a fitness-for-duty certification from a health care provider before returning to work. Failure to do so may cause a delay in the Employee's reinstatement.
Upon the Employee's return, the Employee will be entitled to reinstatement of his/her current position or to an equivalent position with the same pay and benefits.
H. Fraudulent Leave Requests
An Employee who fraudulently obtains FMLA leave from the University is not protected by the Act's job restoration or maintenance of health benefits provisions and will be subject to appropriate disciplinary action, including discharge.
I. Administration
All FMLA leaves for Employees will be administered through the Department of Human Resource Services.
The University awards a Finder's Fee as follows:
If the applicant is hired into a position and successfully completes the six (6) month probationary period, then the recommending Employee will receive an additional $200 in his/her next regular paycheck.
All University Employees are eligible for the Finder's Fee, excluding those who have input or a decision-making role in the hiring process.
This policy will be reviewed each academic year and will be renewed, changed or canceled depending on its level of utilization.
When a death occurs in an Employee's immediate family, that Employee will be allowed necessary time off with pay up to a maximum of three (3) days to attend the funeral and/or make funeral arrangements.
Immediate family, for this benefit, is defined as the Employee's:
Regarding the death of aunts, uncles, nephews, nieces, other relatives and very close friends, necessary time off will be granted on the day of the funeral.
Funeral leave will not be deducted from the Employee's sick leave or vacation leave balances.
When necessary, Employees are afforded the right to use the Grievance Procedure (Officers, Senior Professionals and probationary Employees are not covered by this policy).
Matters which are considered under this policy include:
To determine if a matter falls under the Grievance Procedure, contact the Associate Vice President for the Department of Human Resource Services. However, ratings given during performance appraisals, work assignments and layoffs are not matters covered by this process.
A. Informal Resolution
The Employee must bring forth the grievance to his/her immediate supervisor within one (1) calendar week after the time that he/she first has knowledge of the event or circumstance which is the basis for the grievance.
Note: No such grievance may be considered under this procedure after one (1) year from the date of such event or circumstance.
Since most grievances can be settled in conversation between the Employee and his/her immediate supervisor, a written grievance will not be considered unless:
B. Formal Resolution
If the informal attempt at resolution has not resolved the disputed matter to the satisfaction of the aggrieved Employee, then:
The Employee may file a memorandum in letter form with his/her immediate supervisor within three (3) working days after receiving the supervisor's answer.
The Employee must deliver a copy of such memorandum to the Associate Vice President for the Department of Human Resource Services.
The memorandum should be signed, dated and include, but not be limited to:
Upon receipt of the memorandum:
The Associate Vice President for the Department of Human Resource Services will meet separately with the Employee and the supervisor, and with any other person or persons as she deems appropriate, and will review the documents and other materials as deemed necessary for a full review of the facts relating to the grievance.
The Associate Vice President will provide the Employee with a decision within three (3) working days after the review has been completed. However, the Associate Vice President may extend or modify the time limits.
C. Appeal Procedure
If the aggrieved Employee is not satisfied by the above decision, then he/she may appeal such decision by notifying the Associate Vice President in writing (stating the basis of the appeal) within three (3) working days of his/her learning of the decision.
The appeal will be considered by the Grievance Appeal Committee of three or more persons to be appointed by the President of the University. The Grievance Appeal Committee will meet with the aggrieved Employee at a mutually convenient time. At this meeting, the aggrieved Employee may be accompanied, if he or she so desires, by a non-attorney representative or advisor of his/her choosing. The representative or advisor must be a University Employee. The Committee may also elect to meet separately with the aggrieved Employee's supervisor and any other person(s) they deem necessary for a full review of the facts. The Committee will make a recommendation to the President of the University, whose decision to approve, disapprove or modify the recommendation, will be final.
Administered by: Anthem Blue Cross Blue Shield
Plan Year: January 1st - December 31st
1. Primary
Anthem Blue Cross Blue Shield's HMO (Health Maintenance Organization) Virginia Healthkeepers. (See plan summary.)
2. Alternative Plans
Anthem Blue Cross Blue Shield's PPO (Preferred Provider Organization) KeyCare. (See plan summary.)
3. Employee Only
The University pays 100% of the monthly premium for the primary plan (Anthem Healthkeepers. Should the Employee elect an alternative plan, the University will pay up to the amount for the coverage that would have been paid had the primary plan been chosen. The balance owed by the Employee, if any, is paid through payroll deduction on a pre-tax basis.
4. Dependent Coverage(including Same Sex Domestic partner)
The Employee has the option to enroll eligible family members, defined for this benefit's purpose as the Employee's spouse/same sex domestic partner and dependent children (until the end of the calendar year in which the child turns 23), into his/her health insurance plan. The University pays 50% of the monthly dependent premium for the primary plan and the Employee must pay the remaining balance. Should an Employee elect an alternative plan, the University will pay up to the amount for the coverage that would have been paid had the primary plan been chosen. The Employee makes up the balance of the premium through payroll deduction.
For Same-Sex Domestic Partners, certain tax implications are associated with these premiums. Please refer to the Same-Sex Domestic Partner Policy for the details or contact the Human Resource Services Office for additional information.
Costs for all plans are based on the University's experience and are subject to annual change.
A full-time Employee is eligible for coverage on the 1st of the month following his/her official employment date. If he/she begins employment on the 1st of the month, then he/she is eligible immediately. If a part-time Employee becomes full-time, then he/she is eligible for coverage on the 1st of the month following the date that his/her status is changed to full-time. If the Employee begins full-time work on the 1st of the month, then he/she is eligible immediately.
It is the responsibility of the Employee to complete an enrollment application for one of the University's health insurance plans no later than thirty-one (31) days after his/her employment date. If an Employee fails to comply with this requirement, his/her medical insurance must be with the primary plan through Anthem Blue Cross Blue Shield and coverage will not become effective until the 1st of the month following receipt of the enrollment application in the Department of Human Resource Services.
An Employee may choose to waive his/her enrollment in the University's health insurance plans and receive vacation days or taxable cash benefits. The Department of Human Resource Services must receive the waiver form no later than thirty-one (31) days after the employment date. Additional information concerning the waiver is available from the Department of Human Resource Services.
Please note that Health insurance plans may only be changed during Open Enrollment. However, an Employee whose eligibility status changes during the year may be eligible to make changes to his/her current plan (e.g.: adding or removing dependents, etc.) within thirty-one (31) days of the status change.
If an Employee elects to retire under the Early Retirement Plan, then he/she will receive University medical insurance benefits, until age 65, on the same basis as if he/she had continued service as an active employee.
The medical insurance benefit will be administered in accordance with applicable medical plan documents.
A retired Employee, under age 65, has the option to continue coverage for enrolled eligible dependents: spouse (until he/she becomes eligible for Medicare) and children (until the end of the calendar year in which the child turns 23) in a University health insurance plan as long as they were enrolled at the time the Employee retired. The retired Employee will be responsible for paying the full cost for dependent coverage.
Should the Employee predecease his/her dependent(s), the eligible spouse and children will be offered COBRA for up to thirty-six (36) months.
When an Employee who has elected to retire early under this plan reaches age 65, he/she will cease participation in the medical plan for active Employees.
If the Employee was hired prior to July 1, 1992, then he/she will receive post-retirement medical benefits under the University Medicare Supplement Plan currently in effect for retired Employees. The University will pay up to $2,400 per year for the Employee for this plan. If the Employee's spouse was covered at the time the Employee retired, then he/she may enroll in the University Medicare Supplement Plan upon reaching age 65. The Employee is responsible for the full cost of the premium for his/her spouse.
If the Employee was hired on or after July 1, 1992, then the University's coverage will end when the Employee turns 65. At age 65, the Employee may enroll in his/her own Medicare Supplement and assume the cost.
The retiree will be billed for his/her share of the monthly premium to provide the above-mentioned coverage. Cost information is available from the Department of Human Resource Services.
Employees hired on or after July 1, 1992 are not eligible for the Medicare Supplement Plan provided by the University. This section pertains to Retirees who are eligible for Medicare. If taking an early retirement, then refer to Early Retirement Plan section.
1. Coverage
Effective July 1, 1992, the extent of an Employee's coverage under this benefit is a condition of the Employee reaching age 65, his/her date of hire and length of continuous service. The University places a cost cap on the employer contribution to this benefit for the Employee. Once the cost cap is reached, the Employee is responsible for any co-payment and the resulting balance.
2. Cost for eligible retirees
20 years of continuous service at retirement:
Full payment of the monthly premium for the Employee is paid by the University until the cost cap ($2,400/year) is reached;
15 years of continuous service at retirement:
66% of the monthly premium for the Employee is paid by the University until the cost cap ($1,600/year) is reached;
3. Eligibility Chart for full retirement benefits for Social Security
Beginning with persons born in 1938, the full retirement age will gradually increase from age 65, eventually reaching age 67 for persons born in 1960 and later.
| Birth Year | Retirement Age |
| Before 1938 | 65 |
| 1938 | 65 and 2 months |
| 1939 | 65 and 4 months |
| 1940 | 65 and 6 months |
| 1941 | 65 and 8 months |
| 1942 | 65 and 10 months |
| 1943-1954 | 66 |
| 1955 | 66 and 2 months |
| 1956 | 66 and 4 months |
| 1957 | 66 and 6 months |
| 1958 | 66 and 8 months |
| 1959 | 66 and 10 months |
| 1960 and later | 67 |
This chart reflects when a person receives full retirement benefits for Social Security. Eligibility for Medicare is on the 1st day of the month that he/she turns 65.
4. Enrollment
If the Employee retires prior to age 65 and was hired prior to July 1, 1992, then enrollment in the Medicare Supplement Plan will be effective the 1st of the month the Employee turns 65. If the Employee retires after age 65, and was hired prior to July 1, 1992, then enrollment will be the 1st of the month following the retirement date. Information on this plan is available from the Department of Human Resource Services.
If the Employee was hired prior to July 1, 1992 and the Employee's spouse was covered under the University health plan at the time the Employee retired, then the spouse may enroll in the University Medicare Supplement Plan. The Employee is responsible for the full cost of the premium for the spouse. Should the retired Employee predecease his/her spouse, the spouse may continue his/her Medicare Supplement Plan at full cost. In the event that the spouse does not want to continue the Medicare Supplement Plan, termination of spousal coverage following the Employee's death will be effective on the last day of the month following the month in which the Employee's death occurred. This only applies if the spouse is on the Medicare Supplement Plan. If the spouse is on an active health plan, then he/she will be offered COBRA for up to thirty-six (36) months.
In 1830, the Baptist General Association of Virginia created the Virginia Baptist Education Society to help young men become more effective ministers of the gospel. From October 1830 to August 1831, the Society supported six students who studied under the direction of the Reverend Edward Baptist. Baptist and the students resided at Dunlora in Powhatan County, the estate of Mrs. Ann Hickman. The following year there were 12 students. Eight studied with Baptist and four with the Reverend Eli Ball at his residence near Richmond.
In 1832, the Society decided to establish a seminary and purchased a 220-acre farm four miles north of Richmond. The Reverend Robert Ryland, pastor of a Baptist church in Lynchburg, was chosen to be superintendent of the Virginia Baptist Seminary. In 1834, the Society sold the farm and purchased the Haxall estate, Columbia, in the western part of Richmond and moved the school to that location. The Columbia Building is still standing and occupies the lot at the corner of Lombardy and Grace Streets.
In 1840, the Virginia Baptist Education Society secured a charter from the General Assembly of Virginia, which transformed the seminary into Richmond College with the Reverend Ryland as President. Two factors prompted this action: one, there was a growing conviction among Baptist leaders that the students needed a general education before starting their religious studies; and two, since state law prohibited the chartering of seminaries, such institutions could not hold property and there was no way to enforce payment of legacies. By the mid-1840s, a four-year liberal arts curriculum was adopted and Richmond College awarded its first baccalaureate degree in 1849.
The outbreak of the Civil War in 1861 forced the college to suspend classes. The board of trustees invested most of its $100,000 endowment in Confederate securities and the campus and buildings were used by Louisiana troops as a hospital. At the end of the war the buildings were plundered and the small library was dispersed.
In October 1866, classes were resumed with the Reverend Tiberius Gracchus Jones as President of the college. Jones resigned in 1869 and the trustees abolished the office of President. The faculty was permitted to elect a chairman who served as the chief administrative officer of the college. This form of administration continued until 1894, when Frederic William Boatwright, Professor of Modern Languages, was chosen President.
In 1898, women were admitted to Richmond College as day students. A new campus site was acquired west of Richmond in 1910 and it was decided that a liberal arts college for women, to be known as Westhampton College, would be established there. Following the purchase of additional acreage, and the construction of buildings, the new campus was occupied in September, 1914. This is the present site of the University of Richmond.
The growth of the institution may be illustrated by the establishment of its divisions and schools:
When Frederic W. Boatwright retired in 1946 after 52 years as President, he was succeeded by George M. Modlin, who served as President for 25 years. In 1971, E. Bruce Heilman was chosen as successor to Modlin and served for 15 years before becoming Chancellor. Samuel A. Banks was elected President of the University in 1986. In 1987, Dr. Banks took an early retirement and was succeeded by Dr. E. Bruce Heilman who served as Chancellor and Interim Chief Executive Officer. In 1988, Dr. Richard L. Morrill was elected President of the University and served for 10 years before becoming Chancellor. In 1998, Dr. William E. Cooper was elected President of the University.
Terms of Service of the Presidents of the University of Richmond:
A major gift by the E. Claiborne Robins family in 1969 greatly strengthened the financial status of the University and stimulated the matching fifty million dollar campaign called "Our Time in History" begun by Dr. Heilman, which was successfully concluded in 1980, and a second campaign, "Cornerstones for the Future" for fifty-five million dollars which was successfully completed in 1986. Dr. Morrill successfully concluded the one hundred sixty-four million dollar "Campaign for Richmond."
A. Traditional Holidays
The University of Richmond recognizes 14 paid holidays per year as follows:
* There may be years in which the use of a floating holiday may be necessary to complete the time period of the Winter Break. This will vary according to the day of the week of the traditional holidays.
Some of the observed holidays may fall on a weekend, therefore an annual schedule will be published to designate the holidays for the given year.
B. Eligibility
To qualify for holiday pay, an Employee must be in an approved pay status the day before and the day after the holiday. In addition, he/she must meet (or be officially excused from) his/her last assigned work shift prior to the holiday and meet (or be officially excused from) the next assigned work shift following the holiday.
No holiday pay is granted when a holiday occurs during leave without pay, while using donated time, an unpaid leave of absence, layoff status or a suspension.
Part-time Employees are eligible for holiday pay based on a pro-rated basis of hours scheduled per the Employee's base schedule.
C. Holiday Work
Due to the nature of working at a residential university, you may need to observe your paid holiday(s) at times different from the official recognized University holiday schedule. If a University observed holiday falls on a day when students are on campus or when the University has work of an essential nature, then Employees may be asked to work during a scheduled holiday. Department supervisors will decide if that department must provide services on holidays. In such instances your supervisor will either provide you with equivalent compensatory time off (observe the holiday at another time), or in rare instances that have been pre-approved by the Associate Vice President for the Department of Human Resource Services, a non-exempt Employee will be paid in accordance with the Fair Labor Standards Act guidelines. If you and your supervisor determine that it is appropriate to observe your holiday at another time, then you must take this substitute day within the same calendar year the holiday occurred. If an Employee works a portion of a holiday, a pro-rated share of the day (depending on the number of hours worked) will be given.
In addition, when an Employee takes a holiday and is then required by his/her supervisor to work beyond a normal eight (8) hour work day during that same workweek, or is required to work on his/her scheduled day(s) off during that same workweek, the time taken as holiday hours will, in these cases only, be counted as time actually worked for the purposes of computing overtime eligibility.
The University will make reasonable accommodations to Employees who wish to observe religious holidays that do not fall on one of the traditional holidays by allowing Employees to take such a day off. The floating holiday(s) are designed to allow Employees some flexibility to take time off at their discretion (with supervisory approval) for such instances.
Floating holiday(s) are excluded from overtime calculations. In addition, if floating holiday(s) are not used by the end of the calendar year, then they will be forfeited.
Various campus departments may need staff to work during Winter Break holidays. The Winter Break holiday concept is one that was designed to allow Employees a set break time to relax with family and friends during a time when no work will be created or generated due to the University being essentially closed. It is expected that staffing will be kept at a minimum and that supervisors will ensure that Employees take Winter Break holidays well in advance of the end of the calendar year.
D. Termination
All holidays earned, but not taken during the calendar year, will be paid to the Employee except floating holiday(s).
Employees and members of their immediate family, who wish to use University facilities must have identification cards.
Immediate family, for this benefit, is defined as the Employee's:
The Department of Human Resource Services will issue temporary identification cards. A photo-identification card must be obtained in the One Card Office, located on the 3rd floor of the Tyler Haynes Commons. At this time, immediate family members may also apply for photo-identification cards. While dependent children under age 12 are not issued these cards, they may use University facilities, provided a family member accompanies them with a photo-identification card.
The University identification card serves many purposes including:
As a result, your identification card must be treated with special care. Misplaced cards must be reported immediately to the One Card Office so that the card can be deactivated and a new one issued. Photo-identification cards are initially supplied at no cost. However, Employees must pay for replacement cards.
The University is committed to a year-round operating schedule in pursuit of its mission as a residential institution of higher education. It is the intent of the University to remain open and adhere to full operations, including normal class schedules, insofar as it is possible. However, the University does not advise employees to take unwarranted risks when traveling to work in the event of inclement weather or other emergencies. Each person should exercise his/her best judgment with regard to road conditions and other safety concerns. Road conditions in areas away from the University campus may be worse than around the campus area. Therefore, no Employee should come to work if the conditions he/she is facing are felt to be unsafe. If the University is open and an Employee determines that it is unsafe to proceed to work, then the Employee must notify his/her supervisor immediately.
It is anticipated that the need to excuse any Employee from work will be rare and that snowfall, other inclement weather or emergencies will not be cause for an Employee's absence. If the supervisor does excuse an Employee, then pay for the time taken will come from the Employee's accrued vacation leave or bonus vacation (subject to approval by the Department of Human Resource Services) or taken as leave without pay. An Employee may not use sick leave pay in substitution for time missed due to snow or other inclement weather. Factors influencing a supervisor's decision regarding both the requested time off and method of payment for this time include, but are not limited to: the seriousness of the Employee's need to be excused, travel distance to and from work, availability of mass transit, departmental work priorities and whether or not the Employee provides service for that department that is essential for the operation of the University and/or for the well-being of the student population.
In addition, only under exceptional circumstances when the University officially closes, will the University declare that Employees are excused from work for all or a portion of the day with pay. The most reliable and extensive source regarding official closings and class schedules during inclement weather situations will be available on the University's Hot Line at (804) 289-8760.
Local TV and radio stations will provide brief messages regarding which areas of the University may be opened or closed.
The University will contact the following stations:
TV Stations
Radio Stations
Should the weather become too severe for the University to remain open or if the University feels that road conditions are too hazardous for travel, a closing announcement will be made on these stations.
If the University is officially closed, or has a delayed opening/early closing, those staff members who have scheduled and have supervisory approval for vacation, holiday or sick time for the inclement weather event will be allowed to change their supervisory approved vacation, holiday or sick time to coincide with the rest of the campus for inclement weather time.
This policy applies only to staff members who are scheduled to work during the inclement weather event. Non-scheduled staff members are not entitled to inclement weather pay.
If you work in an area where you are designated essential personnel, then you will be expected to be at work during times of inclement weather. Please speak with your supervisor so that you understand departmental expectations. Designated essential personnel are generally defined as those employed in the areas of Food Services, Student Health Services, University Facilities and University Police. Information Services and Telecommunications are on-call essential personnel based on the specifics of the situation. Essential personnel who work four (4) hours or more will receive additional pay equivalent to their normal shift hours or to their hours actually worked, whichever is greater. Essential personnel who work less than four (4) hours will receive additional pay equivalent to the number of hours actually worked. If you are expected to be at work during inclement weather situations, then you must have a plan as to how you will be able to get to work under adverse conditions.
University of Richmond is committed to assisting all members of the university community in providing for their own safety and security. The annual security compliance document is available on the University of Richmond website at oncampus.richmond.edu/administration/police/ccra.
If you would like to receive a copy of the security report which contains this information, you can stop by the University Police Department at Special Programs Building, #31 UR Drive, University of Richmond, VA 23173 or you can request that a copy be mailed to you by calling (804) 289-8722.
The website and booklet contain information regarding campus security and personal safety including topics such as: crime prevention, University police law enforcement authority, crime reporting polices, disciplinary procedures and other matters of importance related to security on campus. They also contain information about crime statistics for the three previous calendar years concerning reported crimes that occurred on campus, in certain off-campus buildings or property owned or controlled by University of Richmond, and on public property within, or immediately adjacent to and accessible from the campus.
This information is required by law and is provided by the University of Richmond Police Department.
Employees who serve as jurors will receive their regular compensation from the University. However, time served as a juror must be documented on the Employee's time card (non-exempt personnel), monthly leave record (exempt personnel) or on-line through Banner Web for Employees at bannerweb.richmond.edu. A supervisor may request documentation from the Employee confirming the scheduled dates for jury duty.
A. Procedure
An Employee must request a leave of absence with or without pay in writing from his/her supervisor.
This request must include:
The supervisor must make a recommendation in writing to the Associate Vice President for the Department of Human Resource Services. The circumstances can then be discussed and a decision made by the supervisor and the Associate Vice President.
If absence exceeds ten (10) workdays in total, then the leave of absence will be considered involuntary (unless the reason for the absence results from an action taken by the University or the Employee's supervisor). Failure to request a leave of absence from your supervisor may cause the leave to be unexcused.
B. Medical Leave of Absence
Provisions for the continuation of medical insurance for Employees on the Family and Medical Leave Act (FMLA) of 1993 are provided in the FMLA section. Otherwise medical insurance may be continued during a leave of absence only if the Employee pays the total University premium.
Life and disability insurance may be continued provided the Employee pays the total University premiums.
A. Coverage
The Pre-Paid Legal Care Plan provides a variety of legal services with the cost of the attorney fees fully covered by the Employee's monthly premium. There are no additional fees for those basic covered services. In addition to the basic services, other legal consultations and services are covered at a discount to the Employee.
B. Cost
Premiums are paid entirely by the Employee through payroll deduction.
C. Enrollment
A full-time Employee is eligible to enroll during two specified open enrollment periods. However, coverage does not begin until the Employee completes an application for enrollment. Failure to comply with this requirement negates the Employee's eligibility to participate until the next Open Enrollment for this benefit occurs. Once enrolled, the Employee must remain in the plan for a period of no less than twelve (12) months.
Library services are provided to University Employees and family members who have University photo-identification cards.
A. Coverage
The university provdes all full time employees with life insurance worth 2 times their current base salary rounded to the nearest $1,000 not to exceed the $100,000 cap. In addition to the death benefit provided by this plan, an accelerated death benefit (ADB) is also available. The ADB allows an Employee who is covered by the University's group life insurance policy to collect all or part of his/her life insurance benefit if he/she is diagnosed with a life expectancy of twelve (12) months or less.
Click here to see the complete Basic Employee Life Certificate.
Click here to see the complete Accidental Death Certificate.
B. Cost
Paid entirely by the University.
C. Enrollment
An Employee is eligible immediately for Life Insurance.
Employees will be able to enjoy concerts, plays and dance performances at discounted pricing. Many events are free of charge. For current information oncampus.richmond.edu/cultural/modlinarts.
University Museums is comprised of the following areas:
Access current exhibition information online at oncampus.richmond.edu/cultural/modlinarts.
|
|
| |
|
|
| ||
|
|
|
Parking Services issues parking decals to all Employees for parking in designated areas. Decals are issued annually by registering the vehicle(s) with Parking Services at http://oncampus.richmond.edu/administration/police/parking/assign.htm
Paychecks may be mailed to the Employee's home address, campus address or deposited directly into the Employee's bank account through Direct Deposit. Direct Deposit, which is available by contacting the Payroll Office, is the University's preferred method of paycheck distribution.
A. Monthly Payroll
Employees will be paid on the 1st working day of each month for the preceding month.
B. Biweekly Payroll
The workweek begins Sunday and continues through the following Saturday. Pay checks are distributed on alternate Fridays.
C. Payroll Deductions
Federal and state laws require the following deductions from every paycheck:
Other deductions may be made from an Employee's paycheck, but only with written permission. Such deductions include:
To assist an Employee in meeting the University's high standards, he/she should seek regular advice, counsel and feedback on his/her performance. This feedback can come from a number of sources, but is most frequently provided by the supervisor. The supervisor can provide both positive and corrective feedback to help an Employee achieve excellence in his/her job and meet the professional goals that the Employee and the University have set.
The University strongly encourages an Employee and his/her supervisor to discuss job performance and goals on an informal, day-to-day basis. An informal performance evaluation may be conducted after the Employee's six (6) month probationary period. Job performance will be formally evaluated at least once per year. The performance review is designed to be a positive learning experience for the Employee and it is important that the supervisor and the Employee discuss the evaluation and exchange information about job requirements and performance expectations. Both parties should be able to present their thoughts for work improvement and job success. Both the supervisor and the Employee are required to sign the formal performance evaluation to acknowledge that a two-way communication has taken place. The performance evaluation will be reviewed by the department head and the Associate Vice President for the Department of Human Resource Services, and when appropriate, by the Vice President of the Division.
All Employees are expected to meet generally accepted standards of performance and behavior. There are occasions, however, when even after counseling, discussion, and opportunities to improve, Employees cannot or choose not to meet the required level of performance standards. The focus of performance management is on correcting Employee performance.
Listed below are the steps to be followed when disciplinary action is necessary. Disciplinary action imposed against a staff Employee is generally imposed due to unsatisfactory job performance or unacceptable personal conduct. However, there may be situations of serious misconduct when the supervisor may move directly to a later step in the process, including termination.
A. Oral Warning
In most, but not all cases, initial counseling/disciplinary action should be in the form of an oral discussion and warning. Records of all oral, counseling and disciplinary actions will be maintained by the Employee's immediate supervisor. Copies of written warnings to Employees will be forwarded to the Department of Human Resource Services for filing with official Employee records.
B. Written Warning
If there are continued problems requiring further action beyond oral warnings, then a formal written warning outlining the extent of the problem, suggested courses of action and the time period for resolution should be prepared and discussed with the Employee. The Employee may be required to sign the provided statement, signifying receipt to such communication. Failure to sign for receipt may be cause for immediate dismissal.
C. Suspension
If a serious incident occurs which may warrant discharge, then the Employee may be suspended pending investigation.
D. Termination
If it becomes necessary to release Employees, then they, in effect, will have released themselves by the record they have established.
Discharge without prior warnings or suspension may be justified for very serious offenses, including, but not limited to: dishonesty, insubordination or gross misconduct.
Although no Employee shall have the right to any formal University hearings before dismissal or other disciplinary action, he or she shall be entitled to invoke the then existing University Grievance Procedure after dismissal or other disciplinary action (subject to the conditions of this procedure). However, dismissal or other disciplinary action shall not be suspended pending resolution of the Employee's claim pursuant to the Grievance Procedure.
The University provides United States Postal and United Parcel services on campus. The Post Office is located in Heilman Dining Center; hours are 9:00 a.m. to 4:30 p.m., weekdays only. There is a Federal Express self-service station located at the Special Programs Building.
The hiring, transfer, promotion and placement of an Employee will be subject to a probationary period of six (6) months. Special job classifications may require a longer probationary period.
This probationary period provides for job adjustment (including on-the-job training), performance review and an opportunity for both the Employee and the University to determine whether or not to continue the relationship.
Employment may be terminated by the Employee or by the University for any reason at any time during the probationary period. A probationary Employee may not use the Staff Grievance Procedure.
Subject to approval from the Department of Human Resource Services, a supervisor may request an extension of an Employee's probationary period. Such an extension would allow for additional training, review and evaluation.
An Employee's probationary status does not affect his/her enrollment in the benefit plans.
Satisfactory completion of the probationary period does not negate the at-will nature of the continuing employment relationship.
Newly hired Employees are not entitled to use vacation time during the six (6) month probationary period. However, at the end of the six (6) month probationary period, they are credited with vacation time retroactive to the initial employment date. Sick leave is available for use as it is accrued. Holidays that occur during the probationary period will be paid according to the Employee's eligibility. Floating holidays are not available to Employees in a probationary status. Upon successful completion of the probationary period, Employees may use their floating holiday(s). Employees hired after June 1st of a calendar year will not be eligible for floating holiday(s).
It is important in each University role that we foster a commitment to community, work collaboratively and take responsibility for excellence. With the University's mission as a guide, our commitment to work together to serve our constituencies and our resolve to make decisions that benefit the University as a whole, each person will incorporate professional standards into his/her daily work experience. It is imperative for each Employee to remember that attitude and conduct are significant factors in work performance. It is the responsibility of every Employee to be courteous to co-workers and to every person who visits our campus. Conduct has a direct bearing on the general public opinion of the University; therefore, it is crucial that Employees respect the rights of others and conduct themselves in a professional manner.
Personal neatness and appropriate attire is left largely to the discretion and mature judgment of the Employee. Supervisors and department heads may establish minimum requirements for attire appropriate to tasks and working conditions since an Employee's appearance reflects upon the image of the University.
Employees and their immediate family members may use the Weinstein Center for Recreation and Wellness facilities and must comply with all rules and regulations governing facility use. University photo-identification cards must be shown. Hours of operation are posted at the beginning of each school term and are subject to change. Part time employees and Adjunct Faculty must pay a membership fee, please contact the Wellness Center for rates.
Recreational opportunities include the following:
All inquiries, including written requests, regarding a current or former Employee of the University must be referred to the Department of Human Resource Services.
A. Notice
A minimum of two (2) weeks advance written notice must be provided to the supervisor with a copy sent to the Department of Human Resource Services. The two (2) weeks notice must be time actually worked. Vacation, floating holidays and sick leave may not be included in the advance notice requirement. It is the University's policy to consider an Employee ineligible for rehire if he/she does not provide the expected two (2) weeks advance resignation notice. The Department of Human Resource Services must be notified immediately of all terminations in order to complete necessary exit paperwork.
B. Exit Interview
An exit interview may be held with a representative from the Department of Human Resource Services. Benefit matters, appraisal of employment at the University and other relevant matters will be discussed with the Employee. A questionnaire will be provided for the Employee to complete prior to the exit interview.
C. Status of Benefit Plans
1. COBRA
The Federal Consolidated Omnibus Budget Reconciliation Act of 1986 (COBRA) provides eligible Employees and their qualified dependents the opportunity to continue coverage under the University's health and dental insurance plans when a "qualifying event" would normally result in loss of benefits. Some common qualifying events would be termination of employment (except termination for gross misconduct), death of an Employee, a reduction in Employee's hours or a leave of absence, an Employee's divorce/legal separation, and a dependent child who no longer meets eligibility requirements. Employees who are eligible for continuation of their health care and other coverages as stipulated in COBRA will receive written information concerning this benefit from the Department of Human Resource Services. Under COBRA, the Employee and his/her dependent(s) will pay the full cost for coverage at the University's group rate plus an administration fee. The written materials provided will clearly outline how long the Employee and his/her dependent(s) will be eligible for the COBRA coverage.
2. Health Insurance Portability And Accountability Act
The Health Insurance Portability and Accountability Act (HIPAA-1996) requires that a certificate of insurance be given to all terminated Employees who have been provided health insurance through the University's group plans. This certificate provides evidence of coverage so that potentially the terms of pre-existing conditions may be waived with a new health insurance provider. Continuous health insurance coverage with the University will count towards the time period required by the new insurance provider. Your health insurance carrier will mail the certificate to you. If the certificate is not received within thirty (30) days, then please call the Assistant Director/Benefits for the Department of Human Resource Services at (804) 289-8877 so that we may ensure one is mailed to you.
3. Life Insurance
Life insurance ends on the Employee's termination date and may be converted within thirty-one (31) days after the employment termination date. Information is provided by the Department of Human Resource Services.
4. Long-Term Disability Insurance
Group total disability income insurance (Long-Term Disability) ends on the Employee's termination date and may not be converted.
5. Retirement
Status of the retirement funds should be reviewed with the Assistant Director/Benefits for the Department of Human Resource Services at (804) 289-8877.
6. Vacation Accrual Balance
Upon termination, Employees who have been continuously employed by the University for six (6) months or longer will be paid for unused vacation. Employees who have been employed for less than six (6) months will not be paid for any accrued vacation. Floating holiday(s) that have not been taken prior to termination will not be paid. No other payment will be made for time accrued as sick leave.
7. Miscellaneous
All uniforms, keys, identification cards, records, documents, materials, lists, drawings, books, programs/pamphlets and all other property of the University made or received by the Employee are property of the University exclusively and must be returned by the Employee prior to leaving University employment.
Employees participating in interest-free computer loans or other loan programs available from the University will be subject to fulfilling the repayment requirements specified in the loan agreement.
Any monies owed the University will be deducted from the Employee's final paycheck per University policy.
A. Fund Offerings
TIAA-CREF is the sole recordkeeper for the University's retirement plan
B. Coverage
The Plan is a tax-favored retirement plan that the University of Richmond (the "University") has established for the benefit of its employees. The Plan allows all employees to make pre-tax contributions out of their pay. In addition, the University makes certain types of employer contributions under the Plan for employees who meet specified eligibility requirements. Employees who participate in the Plan are permitted to elect how these contributions will be invested. The Plan allows you to invest these contributions in one or more funds provided by the fund sponsors available under the Plan.
The University of Richmond Retirement Plan is a defined contribution program governed by Sections 403(b) and 403(b)(7) of the Internal Revenue Code.
C. Enrollment
The Plan consists of two parts. The first part permits all employees to make pre-tax contributions out of their pay through salary reduction agreements. The second part of the Plan permits employees who meet certain eligibility requirements to receive employer contributions. Individuals who are independent contractors are not eligible to participate in the Plan as employees. If an individual is classified as an independent contractor by the Plan Administrator, such individual will be deemed to be ineligible. The Plan Administrator will notify you when you are eligible to participate in the Plan. All determinations about your eligibility and participation in the Plan will be made by the University. The University will base its determinations on its records and the official plan document on file with the Plan Administrator.
All employees except for student employees are eligible to make pre-tax contributions to the Plan as soon as they begin employment. Pre-tax employee contributions are referred to under the plan as "salary reduction contributions." Student employees are those employees who are regularly enrolled students and whose wages are generally exempt from FICA tax withholding.
All employees who have completed a year of service, and have reached age 21 are eligible to participate in the employer contribution portion of the Plan. Once you have satisfied these eligibility requirements, you must complete the online enrollment process to participate in this portion of the Plan. If you do not enroll, an account will be established for you and the University will make the 5% contribution into the TIAA Lifecycle Fund closest to the date of your retirement.
The year of service requirement will be waived if a new Staff member has been employed at an institution of higher education for the full twelve (12) months immediately preceding his/her date of hire.
In the case of a faculty member, the year of service requirement will be waived if they were employed at an institution of higher education for the full academic year immediately preceding his/her employment with the University.
The Employee may change funds for future and/or past contributions at any time.
To enroll online, go to www.tiaa-cref.org/richmond
D. Employer Contributions
If you are eligible to participate in the employer contribution portion of the Plan, the University may make "basic contributions" and "matching contributions" on your behalf.
Basic contributions are contributions made by the University on behalf of each eligible employee who is credited with a year of service during the plan year. The basic contribution is 5% of your base salary paid during the plan year. No contribution is required by the Employee to receive this contribution on his/her behalf.
Matching contributions are contributions made by the University on behalf of each eligible employee who is credited with a year of service during the plan year and has made a salary reduction contribution during the plan year. If you satisfy these criteria, the University will match 100% of your salary reduction contributions made in whole percentages up to 5% of your base salary paid during the plan year.
Therefore, the total maximum contribution that will be made by the University on the Employee's behalf is 10% of the participants base salary paid during the plan year.
E. Vesting
All employee and employer contributions are vested immediately.
F. Distributions
The retirement plan has been established to assist with income security during retirement. Upon retirement you may access your retirement accumulations by establishing an annuity (monthly or periodic payments), partial lump sum distributions or a total lump sum distribution. Additional questions on annuity options or lump sum distributions may be directed to TIAA-CREF at 1(800)842-2776. Should an Employee leave University employment, his/her retirement accumulations may be left with TIAA-CREF. The Employee may rollover his/her retirement accumulations to another vendor or withdraw the retirement accumulations. If the Employee is under age 59 1/2 and elects a cash distribution of his/her retirement account, then he/she will be penalized for an early retirement withdrawal as dictated by federal laws.
Accumulations in a TIAA guaranteed fund are subject to withdrawal over a ten (10) year period only, as designated by the annuity contract.
For more information see the summary plan description or contact Human Resource Services at 289-8877.
The policy of the University of Richmond is to provide a safe and healthy environment for its students, faculty, staff and visitors. It is the intent of the University to comply with all federal and state regulations.
Safety Is Everybody's Responsibility!
While the overall responsibility for campus safety belongs to the University, each individual has a personal responsibility for the prevention of campus accidents. Accordingly, all faculty and staff are to ensure that safe and healthful conditions and procedures are provided and followed in their areas of control.
All Employees are responsible for working safely, and for reporting all unsafe conditions to their immediate supervisors. Supervisors are responsible for supervising and training their Employees. This includes proper procedures, work practices and safe methods to perform the job. Supervisors must enforce University policy and take immediate corrective action to eliminate hazardous conditions and practices.
The Department of Environmental Health and Safety Services has the authority to assure overall compliance with the intent of this policy. The Department of Environmental Health and Safety Services also functions in an advisory and consultative capacity providing a variety of occupational health and safety services. Their assistance should be sought by any department, Employee, faculty member, student or supervisor, which requires guidance in any safety area.
The University of Richmond is pleased to extend benefits to the same-sex domestic partner of a regular full-time faculty or staff member, similar (though not identical) to the benefits extended to the opposite-sex spouse of an employee. The benefit package is presently constrained under federal and state laws regarding tax implications of benefits provided to a same-sex domestic partner, as well as by insurance underwriting requirements. Potential benefits extend only to same-sex domestic partners who are legally prohibited from becoming married in the jurisdiction in which they reside and who otherwise meet the enrollment qualifications summarized below. Unmarried opposite-sex domestic partners of University employees are not eligible for the benefits outlined in this Policy.
1. Status and Declaration
In order to receive benefits for a domestic partner, the employee must complete an Affidavit of Same-Sex Domestic Partnership (attached as Exhibit A to this Policy) that declares the following:
The University reserves the right to request proof that a partnership meets the residency and financial interdependency eligibility criteria. The University retains the discretion to determine whether an employee has satisfied all of the above conditions and his or her domestic partner is therefore eligible for benefits.
2. Termination of Domestic Partnership
The University's Human Resources Office must be made aware of any change in domestic partner status. An individual's status as an employee's domestic partner will terminate upon receipt by the Human Resources Office of the Statement of Termination of Same-Sex Domestic Partnership (or earlier if the University determines that any of the conditions described above are not satisfied). The completed Statement of Termination of Same-Sex Domestic Partnership (attached as Exhibit B to this Policy) must be provided within thirty-one days of the date any of the above conditions ceases to be satisfied.
1. Health and Dental Coverage
The University offers two types of health coverage for its employees and their eligible beneficiaries: (1) HealthKeepers, an Anthem health maintenance organization (HMO); and (2) KeyCare, an Anthem preferred provider organization (PPO). The University also offers a voluntary dental plan. In order for the domestic partner to be covered under the health or dental plan, the employee must be a participant in the plan.
For enrollment in the University's KeyCare plan, there is currently no medical questionnaire and there are no pre-existing condition clauses involved if the employee's domestic partner is qualified for waiver of the same under the terms of the federal Health Insurance Portability and Accountability Act ("HIPAA"). Per "HIPPA" as long as the domestic partner has had continuous health insurance coverage that is certified by the carrier, prior to being enrolled in the University's KeyCare Plan, the pre-existing clause is waived.
Health Coverage for Children/Dependents
As is true for all University of Richmond full-time employees, children of employees may be covered as dependents under the University's health and dental plan, if the employee is legally and financially responsible for the children and their medical care. Children of an employee's domestic partner, for whom the employee is not legally or financially responsible, may not be covered under the University's health plan. If, however, there is a joint adoption relationship or legal guardianship and financial dependence between the employee, the domestic partner and a child, then the child may be covered as a dependent of the employee's under the University's health plan. To enroll children in the University's health plan, the employee must supply the Human Resources Office with the appropriate paperwork (such as birth certificates, adoption records, court-approved guardianship papers or divorce decrees) in order to confirm the employee's financial and legal obligation for the child.
Tax Consequences of Health Coverage for Domestic Partners
The employee's share of premiums for health and/or dental coverage provided to a domestic partner will be deducted from the employee's paycheck on either a bi-weekly or monthly basis, depending on the employee's pay cycle. Under current federal and state law, including the Internal Revenue Code and the Defense of Marriage Act, unless the domestic partner meets certain requirements and may be treated as the employee's tax dependent (see "Code Section 152 Dependents" below), deductions for benefits for the domestic partner must be made on an after-tax basis.
If the domestic partner receiving health and/or dental benefits is not the employee's tax dependent, current tax law requires that the employee include in gross income the fair market value of the domestic partner's health coverage, less the amount of premiums paid by the employee. In other words, the employee will be taxed on the value of the health and/or dental coverage provided by the University for the domestic partner, less any premiums paid by the employee for such coverage.
Finally, unless the domestic partner qualifies as the employee's tax dependent, the fair market value of the domestic partner's coverage will be considered wages for Federal Insurance Contributions Act ("FICA") purposes. Accordingly, the employee will have to pay FICA tax on the value of the coverage, less any premiums paid by the employee.
Any federal or state tax consequences of providing health coverage to domestic partners under this Policy is the sole responsibility of the employee and domestic partner.
Continuation Rights
In accordance with the Defense of Marriage Act, unless the domestic partner is also the employee's tax dependent (see Code Section 152 Dependents below), federal health coverage continuation rights under COBRA are not available and will not apply to the domestic partner. In addition, Virginia's laws regarding health coverage continuation rights do not apply to domestic partners. This means that if the domestic partner's health coverage with the University is canceled as a result of the termination of the employee's employment or the ending of the domestic partner relationship, the domestic partner will not be eligible to continue the health coverage.
Code Section 152 Dependents
To qualify as a Code Section 152 "tax dependent," the domestic partner must receive more than half of his or her support for the year from the employee, and must have been a member of the employee's household during the employee's entire taxable year. In addition, the Code requires that the relationship between the employee and the dependent may not violate local laws. If an employee annually certifies with a notarized affidavit that his or her domestic partner qualifies as a tax dependent under Code Section 152, the value of the coverage provided will not be included in the employee's taxable income and will not be subject to FICA taxes. In addition, the employee's share of premiums for health and/or dental coverage may be deducted from the employee's pay on a pre-tax basis. The certification described above must be provided annually to the University.
2. Flexible Spending Accounts
Under current federal tax law, domestic partners (other than those who qualify as tax dependents of employees) may not participate in the University's pre-tax dependent care and health care flexible spending account programs. In other words, medical and dependent care expenses incurred by or on behalf of a domestic partner who is not a tax dependent are not eligible for reimbursement under the spending account programs. On the other hand, medical and dependent care expenses incurred by or on behalf of an employee's domestic partner who qualifies as a tax dependent may be reimbursable under terms of the spending account programs if the domestic partner and the employee certify that the domestic partner is a Code Section 152 dependent.
3. Tuition Benefits
The domestic partner of a full-time employee will be able to participate in the University's tuition benefit program in the same manner as the spouses of other full-time employees.
Children of a domestic partner are potentially eligible for the educational grant program under the standard criteria established for this program if there is a legally recognized and enforceable joint adoption relationship or legal guardianship between the employee, the domestic partner and the child.
IRS regulations require that the "fair market value" of tuition benefits extended to domestic partners and children who are not the employee's children by birth or adoption be treated as taxable income to the employee.
4. Leave Benefits
The University of Richmond will extend its bereavement leave, family and medical leave and sick leave policies to include domestic partners and their children if there is a legally recognized and enforceable joint adoption relationship or legal guardianship between the employee, the domestic partner and the child. For further information regarding the potential application of any of the leave benefits, please contact the Human Resources Office.
5. Library and Recreational Facility Privileges
Library and recreational facility privileges will be extended to domestic partners as well as their children if there is a legally recognized and enforceable joint adoption relationship or legal guardianship between the employee, the domestic partner and the child.
6. Employee Assistance Program
The Employee Assistance Program (EAP) will be available to domestic partners.
Note: The above Policy provides a general description of the benefit programs that are currently offered to eligible, same-sex domestic partners of University of Richmond employees. Where benefits are governed by a formal plan document or a matter of policy, the exact terms of the plan or policy will govern. While it is presently the University of Richmond's intent to continue all current benefit plans and policies, the University reserves the right to change, supplement, amend or terminate at any time any benefit plan or policy presently in effect.
Exhibit A - Affidavit of Same-Sex Domestic Partnership
Exhibit B - Statement of Termination of Same-Sex Domestic Partnership
The University provides sick leave pay to protect staff from loss of earnings.
A. Accrual
Employees are credited with one (1) day of sick leave for each month of continuous employment. In order to accrue a month's credit, an Employee must work through the 15th of that month. In order to accrue sick leave during the 1st month of employment, new Employees must begin work on or before the 15th of that month.
A part-time Employee working on a regularly scheduled basis of at least 1,000 hours per year shall accrue sick leave on a pro-rated basis. Information on accrued sick leave is included on the Employee's pay stub. This information may also be obtained through Banner Web for Employees at bannerweb.richmond.edu.
Note: Sick leave accumulates up to a maximum of 130 working days.
Employees who are on an authorized unpaid leave of absence do not earn sick leave.
B. Usage
Paid sick leave may be approved for the following purposes:
For purposes of taking sick leave, the immediate family is defined as the Employee's:
An Employee who must be absent from work because of illness must notify his/her designated supervisor prior to the start of the Employee's assigned shift (please note that there are some departments that require a four (4) hour advance notification). All other departmental regulations governing the use of sick leave must also be followed. A supervisor may require medical evidence for any time claimed as sick leave. An Employee who undergoes major surgery and/or whose physical condition from any surgery or illness may place limitations on his/her ability to work or who may present a health risk for themselves must have a written release from their attending physician before returning to work.
If an Employee is absent due to a Worker's Compensation injury/accident, then sick or vacation time is to be used for the first seven (7) days. Worker's Compensation benefits will begin on the 8th day.
C. Termination
An Employee will not be paid for unused sick leave.
All Employees participate in the federal Social Security system through equal contributions that are made by them (through payroll deduction) and by the University. Contributions are made at the rate of 6.20% on earnings up to the Social Security Taxable Wage Base for Social Security and at the rate of 1.45% on all earnings for Medicare Hospital Insurance. In addition, the University matches the Employee's contributions, which are then deposited into his/her social security account.
The One Card Office offers Spider Card accounts to Employees. This service provides a convenient way to make on-campus purchases with pre-deposited funds. To activate the Spider Card account, a minimum deposit of $25 is required.
Deposits may be made through payroll deductions.
Student Accounts (accepts check, cash or credit card deposits)
The Spider Card can be used for purchases at the following:
The University of Richmond is an independent, privately endowed institution of higher education that provides a comprehensive academic program for men and women. It offers the intimacy of a small university and the diverse educational opportunities that derive from undergraduate degree programs in the liberal arts and sciences, business, and leadership studies as well as graduate and professional programs in law, business and selected areas of the arts and sciences. The University also provides a variety of credit and continuing education programs as well as cultural events to the larger community. Historically related to the Baptist General Association of Virginia, the University affirms its commitment to serve individuals of all faiths and persuasions.
The educational objectives of the University are:
In order to achieve these objectives, the University is committed to:
Adopted by University of Richmond Board of Trustees May 16, 1997.
Under the direction of President William E. Cooper, a community-wide planning effort was initiated to develop a new ten year Strategic Plan for the University. The process concluded with Board approval in May 2000. At the University of Richmond, the student is at the center of the learning experience.
The key characteristics of our institutional foundation are a challenging learning environment, small classes, a high quality of student life, a coordinate college system, a commitment to service, opportunities for moral and spiritual development, a mixture of enriching academic and co-curricular experiences, a sense of community, and a spirit of innovation. The central goals of the Strategic Plan are to improve the quality of the learning experience, expand our reach nationally and internationally, and make the most of our institutional advantages to prepare our students, faculty and staff to make positive contributions to higher education and society at large.
Our strategy is to build on a tradition of high quality, a spirit of innovation, and a commitment to student centered learning. The plan provides a compelling direction for the University for the next decade and a foundation for our long-term future.
The University has policies in place that address the responsible use of information and technology resources, copyright compliance, violation of policy and guidelines for effective use of technology resources. Individuals are also subject to federal, state and local laws governing many interactions that occur on the Internet. The policies and guidelines are subject to change as state and federal laws develop and change.
Employees who use the University's computing and network facilities have the responsibility to use them in an ethical, professional and legal manner.
Each person agrees to abide by the following conditions:
Access the complete University Computing Policy online at oncampus.richmond.edu/is/info/policy.
A. Eligibility
The Employee must have successfully completed his/her probationary period.
If the Employee has not been in his/her current position for at least one (1) year, then he/she must obtain supervisory approval.
B. Procedure to Apply for a Posted Position
Apply online at www.urjobs.org 24 hours a day, 7 days a week.
Only by following this procedures can the Department of Human Resource Services assure that the Employee will be given the appropriate consideration for the promotion or transfer request.
C. Selection for Interview
An interview for internal applicants is not guaranteed. Selection for interviews will be based on the applicant's qualifications and/or experience required for the position.
D. References
The Employee's current supervisor will be a reference.
E. Confidentiality
An Employee may apply for an open position without notifying the supervisor if he/she has occupied the current position for one (1) year. However, in fairness to the supervisor, it would be helpful if the Employee inform the supervisor of his/her interest. Confidentiality cannot be guaranteed, as some supervisors may contact internal references prior to an interview while others may contact them after the interview. Please note that before a second interview can be scheduled, the Employee will be required to notify his/her supervisor.
A. Administered by
The Department of Safety Services and Risk Managment.
B. Coverage
Up to $100,000 for accidental death while traveling on University business (e.g.: automobile, airplane, etc.). This is subject to the qualifying conditions of the policy.
C. Cost
Paid entirely by the University.
D. Enrollment
Enrollment is automatic upon employment.
Tuition Exchange is a competitive process and exchange is not automatically guaranteed upon admittance to a participating college or university.
1. Tuition Exchange, Inc.
Tuition Exchange, Inc., which has 580+ members, is the largest of the two exchange programs. There are currently 580+ member schools. Eligibility for sponsorship by the University is based upon the previously outlined requirements for tuition remission as well as the Employee's seniority in length of service and the dependent's admission to and award of scholarship from the other institution. To be eligible for Tuition Exchange, dependents must be unmarried and age 23 or under.
Each member institution sets its own criteria for awarding scholarships and is limited by the need to keep its imports and exports in balance.
2. Associated Colleges of the South
The
Participating ACS member institutions are:
Application for exchange should be made through the Business and Finance Office as early as possible in the fall semester of the dependent's senior year in high school. Students must also independently apply for regular admission through each college or university's admissions office. Eligibility for dependents of staff will be verified through the Department of Human Resource Services.
For cost, please view the Tuition Remission Chart for Credit Classes at the following link : http://hr.richmond.edu/guidelines/tuitionremission.htm
Note: A third program, The Inter-University Faculty/Staff Dependent Tuition Scholarship Program, has been inactive for over ten years. Faculty and staff will be notified if this situation changes.
For further information visit http://businessoffice.richmond.edu/tuition/or contact the Coordinator of Tuition Exchange Programs, (804) 289-8150, in the Office of the Vice President for Business and Finance
There is no tuition remission for special fees or materials that may be associated with the course(s) taken.
The Employee, spouse/same-sex domestic partner or dependent children must be academically qualified and must go through regular admission and registration procedures. A Tuition Remission Form for credit courses must be completed and submitted to the Department of Human Resource Services for each course taken or for each semester the student is enrolled.
1. Coverage for Staff
Employees may enroll in class immediately upon employment unless employment begins in the middle of a semester or Summer School session. In this instance, benefits will be available at the beginning of the next full semester or session.
All work will be on the Employee's own time. If University time must be used, then the Employee must secure written supervisory approval and work an equal amount of make-up time during the same week. The written approval will be maintained in the Employee's personnel record in the Department of Human Resource Services.
Should an Employee terminate his/her employment prior to halfway of a session in which any tuition remission was received, he/she will be responsible for full payment, which was waived.
2. Coverage for Spouses/Same-Sex Domestic Partner
Remission of tuition and fees for a spouse/same-sex domestic partner of an Employee shall be made only to the extent that the person does not already have some form of grant or scholarship to cover his/her educational costs.
3. Coverage for Dependent Children
Classes may be taken by an Employee's dependent children on the following basis: Tuition and college fees in any undergraduate division, for courses taken for academic credit, will be waived only to the extent that the student does not already have some form of scholarship or grant to cover his/her educational costs.
The dependent child of an Employee shall be defined as the following natural issue of the eligible Employee, a stepchild, a child legally adopted by the Employee, or a foster child, provided that the foster child shall have been living in the home of the qualified Employee and shall have been supported primarily by the Employee for at least two (2) years prior to matriculation in a college or university. Children of retired Employees are eligible for this benefit in accordance with the provision above. The child must meet the definition as a legal dependent of the Employee as stipulated by the United States Internal Revenue Code. If the Employee's child is older than age 23, the parent Employee must be able to claim the child as a dependent on his/her last annual tax return. In this instance, a copy of the tax return must accompany the request for tuition waiver.
Most children of full-time Employees are eligible for the Virginia Tuition Assistance Grant Program (VTAGP). It is the responsibility of the student and his/her parents to make application for this grant through the University's Financial Aid Department. Failure to do this will result in the student or parents having to pay tuition equaling the amount, which they would have received had they applied for the VTAGP as specified.
4. Tuition Remission Chart for Credit and Non-Credit Classes.
Click here to see a chart showing eligibilty of staff, spouses and children.
A separate Tuition Remission Form for non-credit courses taken by an Employee, spouse/same-sex domestic partner or dependent children must be completed and submitted with the Course Registration Form to the School of Continuing Studies two (2) weeks prior to the start of the class.
Non-credit courses are considered an independent part of the University's educational benefit. These courses do not count against the number of credit courses that are allowed. All work will be on the Employee's own time. The waiver of the non-credit tuition shall not count as part of the revenue produced by the course(s).
Only regularly scheduled part-time and regularly scheduled full-time Employees are eligible. The employing department has the right to approve the number and type of course(s) the Employee may take. The employing department agrees to pay the administrative charges and provide the release time needed for attendance. A Course Registration Form may be obtained on-line from The Executive Education section of oncampus.richmond.edu/academics/business/.
In order to maintain the integrity of the Executive Education programs, a limited number of University of Richmond employees will be enrolled in each course. Much of the programs value comes from the richness of the discussions and conversations held within the classroom, and the diversity of businesses and industries represented in the courses is a vital part of the value of those conversations. We want University of Richmond employees to have the opportunity to enjoy the same valuable experience as all other participants.
Full-time Employees who are totally disabled or retired and who at the time disability began or at the time of retirement had been continuously employed by the University for three (3) years shall receive the tuition remission benefits for themselves and eligible family members which would have been theirs had the Employee not become disabled or retired.
The surviving spouse/same-sex domestic partner who does not remarry and the eligible children of a deceased full-time Employee, who at the time of death had been continuously employed by the University for at least three (3) years, shall receive the tuition remission benefits which would have been theirs had the Employee not died.
The words "tuition remission benefits which would have been theirs" means the tuition benefits available at the time application for such benefits is made, not the tuition remission benefits in effect at the time of death, disability or retirement.
A. Full-time Employees
An Employee who is scheduled to work at least 38.75 hours per week for a period of no less than nine (9) months, or thirty (30) hours per week for twelve (12) months is considered to be a full-time Employee. Full-time Employees are eligible for all University benefits, subject to the qualifying conditions of each benefit.
B. Part-time Employees
A part-time Employee is one who is regularly scheduled to work less than 1,511 hours per year. Part-time Employees are not eligible for health insurance, life insurance, disability insurance or educational benefits. Subject to other qualifying conditions, part-time Employees are eligible for the retirement program if they are regularly scheduled to work at least 1,000 hours per year (base schedule is at least 1,000 hours or more). In addition, all regular part-time Employees who work over 1,000 hours, are also eligible for vacation and sick leave on a pro-rated basis of hours worked compared to the normal University workweek. Holiday pay for all part-time Employees is also pro-rated in comparison to the standard University workweek.
Chart for part-time Employees regularly scheduled to work 1,000 hours or more per year:
|
Hours Worked |
Holiday |
Vacation |
Sick |
Retirement |
|
1,000-1,511 |
pro-rated |
pro-rated |
pro-rated |
eligible |
C. Casual or Temporary Employees
An Employee who works on an "as needed" or "call in" basis is considered a casual or temporary Employee and is not eligible for any fringe benefits.
D. Floater/Temporary Employees
Floater Employees are not eligible for any fringe benefits. However, they are eligible for events sponsored by the Department of Human Resource Services.
E. Retired Employees
An Employee who worked continuously in a full-time capacity for 10 or more years and voluntarily leaves the University in good standing. In addition, the employee's age plus years of service when full-time employment ceases must be at least 75.
F. Early Retiree
An Employee is considered an Early Retiree when he/she is age 60 with twenty (20) years of service - with the past ten (10) years being consecutive years of service; or, when an Employee is over 60 and his/her age and years of service equal 80.
All Employees are covered with Unemployment Compensation benefits under the current provisions of federal legislation and the Commonwealth of Virginia.
The Uniformed Services Employment and Re-Employment Rights Act of 1994 expands returning veteran's rights, including those for health care benefits. The Act prohibits the denial and initial employment, re-employment, retention in employment, promotion, or any benefit of employment by an employer against any member of the armed forces, including employed individuals who are called back to active duty.
Any person re-employed after military service is entitled to all seniority and other rights and benefits, including medical insurance coverage, that would have been available if the employment had not been interrupted by military service. The veteran re-employment rights are effective unless the cumulative length of the current absence plus any previous absences exceed five (5) years. Employers must provide COBRA health benefit continuation coverage for up to eighteen (18) months for persons who are absent from work to serve in the military.
The University of Richmond prefers to deal with its Employees directly rather than through a third party. The University currently operates union-free and seeks to remain non-union. As an employer, the University believes that a third party would be detrimental to the relationship it shares with its Employees.
No organization is free from day-to-day problems, but the University has adopted policies and practices to help resolve any problems that may arise. The University encourages an open environment in which Employees can take their problems and concerns directly to their supervisors or to the Department of Human Resource Services. Individuals employed as supervisors or in the Department of Human Resource Services are enthusiastic about listening and responding to concerns in the best possible fashion.
The University provides good working conditions and appropriate levels of salary and fringe benefits. In addition, the University appreciates the merit of each individual Employee and believes in the right of Employees to speak on their behalf regarding their employment situations.
The University complies with the Immigration Reform and Control Act of 1986. Each new Employee, as a condition of employment, must complete the Employment Eligibility Form (I-9) and present documentation establishing identity and employment eligibility on the first day of employment. Former Employees who are re-hired must also complete the I-9 Form if they have not done so with the University within the past three (3) years, or if their previous I-9 Form is no longer available or valid.
The University is committed to employing only United States citizens and aliens authorized to work in the United States and does not discriminate on the basis of citizenship or national origin.
Information on accrued vacation time is included on the Employee's pay stub. This balance information may also be obtained on-line through Banner Web for Employees at bannerweb.richmond.edu/.
A. Accrual
1. Staff Employees
Staff Employees and those classified as Administrative/Faculty accrue vacation time according to the length of continuous University service:
| Length of Continuous Service | Monthly Accrual | Yearly Accrual |
| 1 month - 4 years | 1 day | 12 days |
| 4 years and 1 month - 9 years | 1.25 days | 15 days |
| 9 years and 1 month - 14 years | 1.5 days | 18 days |
| 14 years and 1 month or more | 1.67 days | 20 days |
Part-time Employees accrue vacation time on a pro-rated basis.
2. Senior Professional Employees
Senior Professional Employees accrue vacation time according to the length of continuous University service:
| Length of Continuous Service | Monthly Accrual | Yearly Accrual |
| 1 month - 9 years | 1.25 days | 15 days |
| 9 years and 1 month - 14 years | 1.5 days | 18 days |
| 14 years and 1 month or more | 1.67 days | 20 days |
3. Librarians
Librarians earn 20 days vacation per year.
B. Calculation of Time Accrued
A new Employee's eligibility date for vacation accrual is based on the date of employment. In order to accrue a month's credit, a new Employee must begin work on or before the 15th of the month. Otherwise, vacation accumulates from the 1st day of the following month. While a new Employee accrues vacation time from the date of employment, he/she is not eligible to use or be paid for any vacation days during the six (6) month probationary period.
An Employee will accrue vacation whenever he/she is in a paid status (e.g.: vacation, paid sick leave, holidays and funeral leave). However, should an Employee's pay for any calendar month equal less than 100% but greater than 49% of the normal scheduled hours for that month, the vacation time accrued will be pro-rated according to the time paid for that month. In addition, if an Employee's pay for any calendar month equals less than 49% of the normal scheduled hours for that month, then no vacation time will be accrued for that month.
An Employee continues to accrue vacation benefits, without penalty, while on jury duty and temporary military leave.
Employees on authorized unpaid leave of absence do not earn vacation benefits.
A part-time Employee regularly scheduled to work at least 1,000 hours per year (base schedule is at least 1,000 hours or more) will earn vacation on a ratio equivalent to the percent of full-time employment.
Employees working a 9-month, 10-month or 11-month work year must take their vacations during their normal yearly work schedule.
C. Scheduling
The use of earned vacation time is not automatic. Earned vacation may only be taken at times mutually acceptable to the Employee and the immediate supervisor. Vacation time must be agreed to and approved in advance. Department work requirements will always be a prime consideration and the Employee's supervisor will make final decisions as to when vacation may be taken.
D. Accumulation of Time - Year to Year
Vacation will normally be taken during the anniversary year in which it is earned. Beginning with the second anniversary date of employment, the maximum vacation accumulated by an Employee may not exceed the actual yearly allowance plus five (5) carry-over days from the previous year. If on your anniversary date, your balance exceeds your annual yearly accrual allowance, plus five (5) carry-over days, then all excess hours will automatically be subtracted from your vacation accrual total. Please plan ahead to ensure that vacation time is not lost.
E. Termination
Vacation pay for Employees who have been continuously employed by the University for six (6) months or longer and who terminate University employment will be paid for unused vacation days.
The University has a diverse work force whose schedules vary due to departmental needs. Supervisors determine work schedules in accordance to guidelines and departmental needs. The University has many functions that must be fulfilled 24-hours a day, 7-days a week. Supervisors will advise Employees of the work schedules and departmental expectations.
A. Clerical/Support
Full-time Employees in this category generally work Monday through Friday, 8:30 a.m. to 5:00 p.m., with an unpaid meal break for a total of 38.75 hours per workweek. Schedules of part-time Employees are arranged by the employing department and approved by the Department of Human Resource Services.
B. Service/Maintenance
Due to the demands of the jobs in this category, hours will vary. Assigned days off and shift schedules vary according to the position held. Full-time Employees are generally scheduled to work forty (40) hours per workweek with an unpaid meal break each workday. Schedules of part-time Employees are arranged by the employing department and approved by the Department of Human Resource Services.
A. Coverage
All staff paid through the University payroll system are covered by the provisions of the Worker's Compensation Act. The Worker's Compensation Law for the State of Virginia provides compensation coverage for Employees absent due to on-the-job injuries, as well as approved medical care, subject to qualifying conditions of the law. The Worker's Compensation program is coordinated by the Department of Safety Services and Risk Management. It is the responsibility of the University's Worker's Compensation Insurance carrier to interpret the law and to approve or deny claims accordingly. Contact the Department of Safety Services and Risk Management at (804) 289-8824 for the Panel List of Physicians. Or, access this information online at oncampus.richmond.edu/administration/safety.
B. Cost
Paid entirely by the University.
C. Application
Accidents or injuries must immediately be reported to the Employee's department head or supervisor. The Department of Safety Services and Risk Management must be contacted for physician and hospital referral; and must be advised immediately by telephone or fax. Any medical treatment must be received from the Approved Panel List of Physicians. It is the supervisor's responsibility to relay the appropriate information on the First Report of Injury Form to the Department of Safety Services and Risk Management within twenty-four (24) hours of the accident. Sick leave or vacation time must be used for the first seven (7) days of lost time due to a Worker's Compensation injury.
D. Return to Work Policy
The health and well being of each Employee is of great importance and concern to the University. In most cases, when Employees are injured at work, they are released by their physician to return to work without restrictions. However, there are times when Employees are unable to return to their normal activities immediately following an injury. In those cases, the University will make every effort to provide the Employee temporary modified duty in an effort to assist him/her in recovery to pre-injury status. Please contact the Department of Safety Services and Risk Management office for complete information at (804) 289-8824.
Your supervisor is your first point of contact. He/she will help you adapt to your work environment and will be responsible for your day-to-day assignments. Department directors/managers are also available to help you and your supervisor maintain a productive relationship with each other and the University. If at any time you have questions, concerns or suggestions about your work, University policies or the operation of the University in general, see your supervisor.
While he/she is not authorized to modify or amend a policy nor is a supervisor's interpretation of a policy or procedure final and binding, he/she may provide helpful insight as needed. If, after communicating with your supervisor, further assistance regarding a policy is needed, then contact the Department of Human Resource Services. Our goal is to share with Employees the University's mission of promoting sincere pride and excellence in the workplace.