The Employee Handbook is a “living document.” The policies and procedures contained within it are continually evaluated and may be amended, modified, or terminated at any time and without any advance notice.

Please note that additional policies specific to academic, faculty, and student life issues may be found in the Iowa Wesleyan Faculty Handbook and Iowa Wesleyan Student Handbook. Faculty members are responsible for reading and understanding the policies in both this Employee Handbook and the Iowa Wesleyan Faculty Handbook.

Absences

An employee’s immediate supervisor should be notified as soon as possible, but no later than the beginning of the work period and each day thereafter (unless pre-approved as outlined below) if the employee will be absent from work. An absence of three or more consecutive working days without notification may be cause for separation.

Detailed information on various types of absence or leave is provided in the Benefits section of this Handbook.

PROCEDURE
All employees, both exempt and non-exempt, must complete an Absence Request Form (available on the Human Resources section of the University web site) for each absence, including sick time, vacation time, or any other reason. For planned absences, the form may be completed and approved in advance. For unplanned absences, the form must be completed and approved immediately upon the employee’s return to work. Forms must be signed by the supervisor and submitted to the Human Resources office. This reporting allows the Human Resources office to correctly calculate payroll and to accurately reflect employees’ available sick and vacation time.

Academic Calendar

The traditional undergraduate program at Iowa Wesleyan University operates on a semester academic calendar, with courses offered during fall, spring, and summer semesters.

The IW Online program at Iowa Wesleyan University utilizes two sessions during the fall semester, two sessions during the spring semester, and two sessions during the summer semester.

The academic calendars may be found on the Iowa Wesleyan University web site.

Americans with Disabilities Act

The Americans with Disabilities Act provides certain rights to employees and sets out certain obligations of employers for specific disabilities. The Americans With Disabilities Act (ADA), the Americans With Disabilities Amendments Act (ADAAA) and applicable state law prohibit discrimination in employment against individuals with qualified disabilities.

Under the ADA and its amendments, a person has a disability if they have a physical or mental impairment that substantially limits a major life activity. The ADA also protects individuals who have a record of a substantially limiting impairment or who are regarded as disabled by Iowa Wesleyan University, regardless of whether they currently have a disability. A substantial impairment is one that significantly limits or restricts a major life activity such as hearing, seeing, speaking, breathing, performing manual tasks, walking, or caring for oneself.

It is the policy of Iowa Wesleyan University to provide reasonable accommodations when necessary for persons qualified under the ADA, the ADAAA and applicable state laws. These accommodations will be made in a timely manner and on an individualized and flexible basis.

PROCEDURE

It is the responsibility of an applicant or employee with a disability to provide the following information to the Director of Human Resources:

  1. Identify himself or herself as an individual with a disability seeking an accommodation to perform the essential functions of the job.
  2. Provide documentation of the disability from an appropriately licensed professional.
  3. Demonstrate how the disability limits the ability to complete the essential functions of the job or limits participation in programs or services of the University.

This information will be kept confidential and only shared with individuals who have a business need to know the information. The Director of Human Resources will follow up with the applicant or employee and engage in an interactive process regarding the request, and if a reasonable accommodation can be made. It is the responsibility of the Director of Human Resources, after reviewing all the facts, and consulting with University administrators if needed, to determine the reasonable accommodation to be provided and to inform the employee verbally and in writing of the accommodation to be made. Iowa Wesleyan University cannot provide an accommodation that would impose an undue hardship on the University.

Any applicant or employee who believes there has been a violation of this policy should promptly report the issue as outlined in this handbook.

Background and Reference Checks

Hiring qualified employees contributes to the success of the University. Background and reference checks serve as an important part of the selection process. All offers of employment are contingent upon successful completion of a background check.

Background and reference checks are carried out as a means of ensuring that prospective and current employees have not engaged in illegal activities or conducted themselves in a manner that is not consistent or compliant with University policies, regulations, or ethical expectations. They also assist the University with evaluating employees for promotion, reassignment, or retention. By carrying out background and reference checks, the University promotes a safe work environment for all employees and endeavors to protect the institution’s property and information.

PROCEDURE

  1. All background checks are conducted by the Office of Human Resources.
  2. Background and reference checks are conducted on every new employee after a conditional job offer has been made, unless prohibited by law. This process is conducted to verify the accuracy of the information provided by the applicant and may include, but is not limited to, checks of past employment, criminal records, driving records, education, and job-related accomplishments. Any offer of employment is contingent upon satisfactory completion of the background check and references.
  3. The University reserves the right to complete updated background checks on current employees as deemed necessary to evaluate employees for promotion, reassignment or retention, or under other circumstances as deemed appropriate.
  4. All background and reference checks will be conducted in compliance with all applicable laws, including the Fair Credit Reporting Act.
  5. A background or reference check will be conducted only after the prospective or current employee has completed an authorization form (for a background check) or submitted reference names and contact information and prior work history (for a reference check).
  6. The University is committed to using the information obtained from a background check or reference check for employment purposes only.

Falsification of information submitted on an employment application and/or any authorization forms may be grounds for withdrawal of an offer of employment and may result in termination of employment.

A candidate with adverse information is not automatically precluded from employment with Iowa Wesleyan University. Iowa Wesleyan University will consider the nature and seriousness of the adverse information, the date of the adverse event, the surrounding circumstances, and the relevance of the adverse information to the specific position the applicant or employee would hold at Iowa Wesleyan University. All information obtained as part of a background or reference check will be maintained as confidential and only shared with individuals who have a business reason to know the information.

Bookstore

The University operates the Iowa Wesleyan University Tiger Spirit Store on campus. The store oversees the ordering and distribution of academic textbooks and other academic materials. The store also sells a wide range of University-branded merchandise. Employees receive a discount at the facility.

Breaks

See Breaks under Leaves/Holidays/Vacations in the Employee Benefits section of this Handbook.

Budget Process

The budget process at Iowa Wesleyan University is carried out under the direction of the Vice President for Finance (CFO).

The President and CFO are responsible for ensuring adequate working capital to support strong academic programs; equitable employee remuneration; management of debt obligations and ratios; and identification of the capital funding resources needed to keep the campus, its facilities, and equipment in good order.

An Annual Budget Cycle document is prepared each year, documenting the budget process and the relevant calendar dates. The President appoints a Budget Review Committee, with committee members representing appropriate constituencies. The Budget Review Committee serves as an advisory body to the President, CFO, and Cabinet during various phases of the budget process.

With the President’s guidance and adhering to the institution’s Strategic Plan, the CFO works closely with campus administrators, budget directors, and the Budget Review Committee to prepare and review detailed departmental budgets. The President and members of the administration work together to evaluate revenue and expense projections and establish recommended tuition and fee levels. Tuition and fee recommendations are reviewed by the Resource Group of the Board and approved at the October Board of Trustees meeting for the following academic year. Salary levels are established by the President and CFO with input from members of the Cabinet. Salaries are not shared with or discussed with members of the Budget Review Committee.

A preliminary draft of the institutional budget is presented to the Resource Group and approved at the May Board of Trustees meeting. A final budget is prepared in September based upon the fall campus enrollment census. The Resource Group reviews the final budget and recommends it to the Board for approval at the fall Board meeting.

All spending is contingent on Purchase Requisition approval, and the authorized signers confirm the requested purchase is within the available balance of the budget. Budget managers are responsible for monitoring their budgets on a regular basis and ensuring that spending remains within budgetary limits. Spending beyond budget limits, adjustments to budgets, or transfers within budgets must be approved by the President or CFO. Adjustments to the overall budgeted institutional surplus or deficit must be approved by the Board of Trustees.

Additional information on spending, purchasing, and expenses may be found under the Purchasing and Travel sections below. Employees should familiarize themselves with all of the University’s purchasing procedures by reading the Iowa Wesleyan University Purchasing Procedures document available in the Business Office section of the web site.

Calendar

See Academic Calendar.

Campus Hotline

The University values an environment that promotes honesty, integrity and excellence. One component for providing that environment is a confidential, independent call-in service that provides a simple, anonymous way for a community member to alert the administration to problems that may affect the entire campus community, such as behavior which appears harmful, unethical, or questionable, or causes the employee or someone else personal injury.

Calls to the Hotline are confidential and anonymous, answered by a Masters-degreed specialist in psychology or social services, handled with support and sensitivity, reported to the administration for investigation, and assigned a case number for use in follow-up.

PROCEDURE

  1. The Hotline is available 24/7 at 866-943-5787.
  2. A five digit randomly generated case number will be provided for follow up.
  3. A trained counselor will conduct the interview, which will not be recorded.
  4. Within one business day a summary of the interview will be forwarded to the University.
  5. The University will respond within five business days.
  6. Typical topics for reporting are fraud or crime, sexual harassment, sexual misconduct, discrimination, safety or facility risk issues, security and internet policy abuses, workplace hostility, unethical grading practices, fraudulent financial or business practices, or any other questionable behavior.

Campus Mail

Postal services are provided for members of the administration, faculty, staff, and students through assigned post office boxes. Hours of operation are 9 a.m. until 4 p.m. with the mail being picked up from campus at 11 a.m.

Cell Phones

The use of cell phones must not disrupt the functions of the University. Devices must be off, or ringers silenced in classes, laboratories, the library, study spaces, and other academic settings and during plays, concerts, lectures and University ceremonies.

Iowa Wesleyan University recognizes that performance of certain job responsibilities may require the use of a cell phone. Employees whose job duties include the frequent need of a cell phone or data device may receive a usage stipend, in the form of a non-taxable reimbursement. In limited circumstances, a University-owned phone may be provided to certain employees for business use only. The determination of an employee’s usage and eligibility for a reimbursement or phone must be made by the employee’s immediate supervisor and approved by the appropriate department head or Vice President, the Director of Information Technology, and the Vice President for Finance.

A usage reimbursement does not cover the expense of the actual device, which is the responsibility of the employee. Furthermore, personal cell phones have become commonplace for many people and incidental use of a personal cell phone for University business is considered routine and will not be paid by the University. The University-paid reimbursement is intended only for employees with extensive off-campus or off-hours work-related cell phone use.

PROCEDURE
The following criteria will be used to determine an employee’s need for a cell phone or eligibility for a stipend:

  • Safety requirements indicate that having a cell phone or device is essential to fulfilling job responsibilities (i.e. Security, Student Life)
  • More than 50% of work is conducted off-campus (i.e. job requires heavy travel)
  • The employee needs to be available and responsive on a regular basis outside normal work hours (i.e. Admissions)
  • The employee is required to be on call 24/7 (i.e. IT Support, Physical Plant, Security, and Cabinet)
  • Eligible employees, as outlined above, must obtain a copy of the Iowa Wesleyan University Cell Phone Policy and the Cellular Telephone – Request for Phone or Allowance form available from the office of the Vice President for Finance.
  • The request form must be signed by the employee’s supervisor, the IT Director, and the VP for Finance.
  • If a University-owned phone is approved, the IT Director will arrange for the purchase of the phone and it will be placed on the University cell phone plan.
  • If a phone allowance is approved, the form must be sent to the HR Director and the allowance will be added to the employee’s semi-monthly paycheck.

Closings or Delayed Openings

It is the intent of the University to ensure the safety of all students, faculty, staff, and visitors. In the event of hazardous weather or other emergencies, the President or her designee will determine if a delay or closing of the institution is warranted.

PROCEDURE

  1. When a decision is made to delay opening or to close the University, employees and students will be notified through IW Campus Alert, a campus-wide system that sends text messages and voice mail alerts to those who have registered. In addition, the information will be posted on the University’s home web page and announced on KILJ 105.5 FM radio. The decision for closing will be based on the following information:
    • The condition of University sidewalks and parking lots and the ability of the Physical Plant staff to keep those passages clear.
    • The condition of local roadways and the ability of the state and county to keep those roads passable.
    • Weather forecasts for the next 12 to 24 hours.
    • Any state and county restrictions.
    • Any other emergency, weather-related or not.
  2. Students, faculty, and staff should exercise caution and consider personal safety as their priority.
  3. A delay or closing of the University includes both classes and offices.
  4. In the event of a delay or cancellation, Student Life, National and Consolidated Management employees are considered key employees and are expected to report to work and may experience longer hours than normal.
  5. Staff who cannot report to work when there is no delay or cancellation may use vacation without prior approval.

Compensation

See also Employee Classification.

Employees are paid twice monthly on the 15th and the last day of the month. If the pay date falls on a weekend or bank holiday, payroll is processed on the prior Friday. The University encourages employees to utilize electronic deposits of their earnings. Deductions for each pay period will include social security, federal and state income tax, and may include retirement, group insurance plans, donations, or other employee-designated deductions. It is the responsibility of each employee to notify the Human Resources Office promptly of any updates to your Form W4 or other payroll deductions.

Iowa Wesleyan University complies with federal and state laws regarding payment of wages to employees and deductions from employee wages. Iowa Wesleyan does not allow deductions from wages that would violate state or federal law. Any employee who believes that there have been improper deductions from their compensation should immediately notify the Director of Human Resources. Iowa Wesleyan will promptly and thoroughly investigate all complaints of improper compensation deductions and after a good faith investigation will determine if there has been an improper deduction. If it is found that an employee’s compensation has been improperly reduced, the employee will be promptly compensated for the amount that was improperly deducted from their pay. If it is found that the deduction in question was properly made, that finding will be communicated to the employee.

Confidentiality of Records

In the keeping and use of student records, members of the faculty, administration, and staff must comply with the Family Educational Rights and Privacy Act of 1974 (FERPA), HIPAA Privacy Rules and other pertinent laws. A full statement of the University policy on the Access to and Release of Student Data/Information is on file with the Provost and the Vice President for Enrollment. Additional information and training relating to FERPA may be obtained from the Registrar.

Conflict of Interest

To protect the University’s best interests, all University-affiliated individuals must avoid any activity that provides personal gain to the individual or to the individual’s relative(s) in a way that conflicts with the best interests of the University. A potential conflict of interest can occur when a University-affiliated individual is in a position to influence a decision that might result in a personal gain for the employee or for a relative of the individual. A relative is defined as spouse, child, stepchild, parent, stepparent, parent-in-law, sibling, brother-in-law, sister-in-law, aunt, uncle, cousin or grandparent.

Employees are not permitted to accept extraordinary gifts, entertainment, or any other personal favors from any individual or firm that supplies or seeks to supply any materials or services to the University.

Potential conflicts of interest might include, but are not limited to, the following:

  • Holding a direct or indirect position or financial interest in an outside organization that provides goods or services for the University.
  • Competing with the University in the purchase or sale of property, interests, or services.
  • Using or disclosing for personal profit nonpublic information obtained as an affiliate of the University.
  • Accepting gratuities or special favors from an outside concern that does or is seeking to do business with the University. This does not include the acceptance of items of nominal or minor value that are clearly tokens of respect or friendship and not related to any particular transaction or activity of the University. Any gift or favor more than $250 should be cleared by the President.

PROCEDURE

  1. A financial interest is not necessarily a conflict of interest; however, individuals must disclose in writing any potential or actual known conflicts of interest. Disclosure by members of the Board and by the President should be made to the Chairman of the Board. Disclosure by the Board Chairman should be directed to the Executive Committee of the Board. Disclosure by all other affiliates of the University should be directed to the President.
  2. If the person receiving the disclosure perceives a conflict may exist, that person shall convene a committee of peers to investigate the conflict, make a decision as to whether or not a conflict exists and offer a decision as to whether or not continuing in the arrangement is in the University’s best interest.

Credit Cards

The University maintains a credit line for University credit cards through our primary banking partner. The combined total of all credit card limits may not exceed the total credit line granted by the bank. Requests for credit cards must be approved by the Vice President for Finance. Approvals will be granted based on the availability of credit on the overall line and the professional duties of the individual requesting a card. Individuals who are approved for a credit card are responsible for obtaining appropriate spending approval for all charges, and for submitting receipts for proper accounting of charged expenses. Cards must be kept in a secure place, and they are not to be loaned out for use by other employees.

The University Business Office maintains three institutional credit cards that may be requested on an as-needed basis by employees who do not have an individual institutional card.

Dress Policy

Iowa Wesleyan University employees contribute to the university culture and reputation in the way they present themselves. A professional appearance is essential to a favorable impression on our students and their families, colleagues, or other guests on campus.

Iowa Wesleyan University department managers may exercise reasonable discretion to determine appropriateness in employee dress and appearance. If a department manager decides that an employee’s dress or appearance is not appropriate as broadly outlined in this policy, he or she may take corrective action and require the employee to leave the work area and make the necessary changes to comply with the policy. Nonexempt employees will not be paid for that time off. Repeated violations or violations that have major repercussions may result in disciplinary action being taken up to and including termination.

Basic guidelines for appropriate attire

  • Employees must always present a clean, professional appearance. Employees’ attire should be appropriate, clean, neatly pressed, free of holes, tears, or other signs of wear.
  • Appropriate clothing may include khaki or dress pants or shorts, skirts or dresses, button-down shirts, collared polo/knit shirts, sweaters, and cardigans. Shoes can be comfortable but professional. Winter footwear should be changed to appropriate shoes once an employee is at their work location.
  • Clothing with offensive or inappropriate designs or profane language statements, clothing that promotes causes that include, but are not limited to, politics, religion, sexuality, race, age, gender, or ethnicity are not allowed.
  • Clothing should not be too revealing such as tight pants or short shorts or skirts, tops that are tight-fitting, too short, or low cut. Leggings should be business appropriate and paired with a top that is fitting for a professional environment.
  • Athletic wear such as track suits, jogging, yoga pants, or tennis shoes are appropriate for working out or coaching activities and should not be worn as regular office attire. Exceptions may be made from time to time for designated casual or IW pride workdays. Exceptions may also be made seasonally, for example during the summer months when campus dynamics change.
  • Clothing and grooming styles dictated by religion or ethnicity are exempt, see Religious Accommodation policy set forth in this handbook for details.
  • Under special circumstances such as certain medical conditions, upon the approval of the department manager, reasonable accommodations of attire will be made, see Employees with Disabilities policy set forth in this handbook for details.

Although it is undesirable to establish an absolute dress and appearance code, Iowa Wesleyan University will apply a reasonable and professional workplace standard to individuals on a case-by-case basis. An employee unsure of what is appropriate should check with his or her manager or supervisor.

Drug-Free Workplace

The University is committed to providing a drug-free, healthful, and safe workplace environment and to complying with the Drug-Free Workplace Act of 1988. The unlawful possession, use, distribution, dispensation or manufacture of alcohol or illegal drugs on University-owned property or at University-sponsored activities is prohibited. Employees who violate this prohibition may be terminated. The termination process may be instituted by the University within 30 days after an employee is found guilty of a drug-related violation.

It is the responsibility of any employee convicted of a violation of this policy to notify the University no later than five days after such a conviction. Upon conviction and termination, the U.S. Department of Education will be notified concerning the conviction and the action taken by the University.

By accepting or continuing employment at Iowa Wesleyan University, an employee agrees to abide by the terms of this policy.

Emergencies or Crimes on Campus

All emergencies including the following should be immediately reported to 911:

  1. A crime in progress or just discovered.
  2. A medical emergency.
  3. A fire.

PROCEDURE
When dialing 911, be prepared to give the following information:

  1. Clearly identify yourself.
  2. Share your location and possible best access routes for emergency personnel.
  3. State the nature of the call explaining what has happened.

If possible, stay on the line with the 911 operator and respond to his or her questions or instructions.

If in doubt about whether it is appropriate to call 911, you are encouraged to call 911.

See the “Campus Hotline” section of this handbook for information on anonymous reporting of questionable behavior or activities on campus.

Employee Classification

See also Compensation.

Under the Fair Labors Standard Act (FLSA) employees are either classified as “exempt” or “nonexempt.” Nonexempt employees are entitled to overtime pay for those hours worked over 40 within a 7-day work week. Exempt employees are not.

FLSA classifies some positions Exempt by definition. Whether or not an employee is classified as Exempt or Nonexempt depends on (a) Salary Level Test, (b) Salary Basis Test, and © Duties Test. Employees must meet all three “tests” to be classified as Exempt.

Faculty are defined as all employees of the University that are involved in bona-fide teaching activities. Faculty members may be regular employees or adjunct (part-time temporary) employees.

Staff members of the University, including administrative and support staff, are all employees involved in non-teaching activities. Staff may be regular or temporary employees.

A regular staff member is one who works in a position that is not temporary. However, regular positions are “at will” with no guarantee of continued employment.

Temporary staff members are “at will” employees who work on a temporary basis, normally on fixed, short-term assignments of less than six months.

Coaches are generally defined as faculty members, if their primary responsibilities are student advising and teaching their sport. Coaches whose primary responsibilities are recruiting or athletic administration are defined as staff.

Employees with questions about their exempt or non-exempt status should see the Director of Human Resources.

Employee Identification Cards

All employees can obtain identification cards through the Department of Information Technology. The cards may be required for admission to certain University facilities or events, and for bookstore discounts or library services.

Employee Records

Employee job applications, resumes, benefit records, evaluations, salary change notifications, and all other information relating to employment at the University are maintained in the Human Resources office. Additional records relating to faculty members’ academic performance and accomplishments are maintained in the office of the Provost.

The University protects the confidentiality of all current and former employees and releases information only under limited circumstances. All requests for information are answered from employee records. Information will not be released to any third party without an employee’s written approval, or in response to a court order or subpoena.

PROCEDURE

  1. The Human Resources Department will provide certain information over the phone that will only be verified (not volunteered), and verification will be limited to the following:
    • Name
    • Employment dates
    • Current or last position held
  2. Requests for information from a lending institution must be written and accompanied by a signed authorization from the employee authorizing release of the information. The following information will be released if authorized by the employee:
    • Employment dates
    • Current or last position held
    • Base hourly or monthly rate of pay
    • Average number of hours worked per week
    • Year-to-date gross earnings
    • Prior calendar year gross earnings
  3. Current or former employees who desire reference letters from Iowa Wesleyan colleagues or supervisors must arrange for this independently. Reference letter requests will not be handled by the Human Resources Office.
  4. An employee who wishes to review their personnel file should contact the Human Resources Office. A time will be arranged for the review, which must occur within the Human Resources Office. Personnel files may not be removed from the Human Resources Office.

Facilities Scheduling

The Office of Student Development is responsible for coordinating space reservation requests for both on-campus and off-campus groups for all campus facilities.

The University invites organizations within the state of Iowa with 501© non-profit status to utilize campus meeting rooms free of charge for any meeting lasting up to eight hours. The University’s standard fees will be charged for anything other than “as is” use of the space. Such fees include, but are not limited to, charges for meeting set-up or breakdown, provision of technology equipment and/or technological support, or on-site staffing during evening or weekend meetings. Meetings will be scheduled on a space-available basis. They will be hosted by the University as part of the institution’s educational and service mission, and hosted groups will therefore not be required to provide a separate special event insurance policy. A copy of the University’s Policy on Non-Profit Use of University Meeting Spaces is available in the Office of Student Life or the office of the Vice President for Finance.

FERPA (Family Educational Rights and Privacy Act)

See Confidentiality of Records

Food Services

Iowa Wesleyan University’s dining hall located in the John Wesley Holland Student Union is operated by Consolidated Management Food Service. Members of the administration, faculty, staff and their families may dine in the University Dining Hall at a discounted rate.

Fundraising Activities

All solicitation of gifts must be conducted by or coordinated through the Office of Advancement. All donations to the University must be received by, and all charitable gift receipts must be issued through, the Office of Advancement.

Hiring Process

Requests to fill all vacant or new positions are forwarded to the Human Resources Office. The Position Requisition Form may be found on the L: Drive/Human Resources/Forms and must be approved by the appropriate division Vice President, Vice President for Finance, and President. Approved positions are then posted on the University’s website. Newspaper ads or ad placements in other publications or web sites may run concurrently with internal postings as requested. Resumes are typically received through the University’s online hiring portal, and may be accessed by the Human Resources Office, the hiring manager, and other designated individuals.

PROCEDURE

  1. The Position Requisition Form is used to request a new position, to fill an existing position, or to update or reclassify an existing position. The form is available on the L: drive under Human Resources/Forms.
  2. The form must be approved by the appropriate departmental Vice President and submitted to the Vice President for Finance and the President for signing prior to advertising, recruiting, or interviewing for a position. An exception to this is that approval for posting adjunct faculty positions is made by the Provost and CFO.
  3. After the request is approved by the Vice President for Finance and the President, the Human Resources Office will advertise the position, and resumes will be directed to the Human Resources Office and the hiring manager through the online hiring portal. The department is responsible for interviewing and reference checking.
  4. After a final applicant has been selected for hiring, the appropriate supervisor must verify the salary budget with the CFO. Once a verbal offer has been made and the applicant has verbally accepted, the supervisor must complete the Contract/Appointment Letter Requisition Form. The form, which is available on the L: drive under Human Resources/Forms, indicates the salary, job description, start date, and other terms of employment. This form must be approved by the departmental Vice President, the Vice President for Finance, and the President.
  5. After a conditional job offer has been made to and accepted by the applicant, Iowa Wesleyan will conduct a background check and reference check, see the policy on this set forth in this handbook.
  6. When an applicant has verbally accepted the position, they will be directed to the University’s employee onboarding portal on the web site to complete their employment paperwork and their contract or appointment letter will be issued.
  7. On an employee’s first day of employment, they must meet with the Director of Human Resources and staff in the IT Office. Department managers or hiring supervisors are responsible for scheduling these meetings prior to the day of the employee’s arrival.

Information Technology

Using the informational technology resources of the University is a privilege which is extended to students, faculty, and staff to enhance teaching and learning and for class assignments, academic research, professional/personal advancement, and administrative and instructional support.

Informational technology resources include, but are not limited to, user accounts, email accounts, printing, network, and internet access.

All data on the campus network, computers and servers belongs to Iowa Wesleyan University. To maintain the integrity of this data, network traffic will be monitored regularly. Any attempt to compromise the integrity of the data or any unacceptable use of technological resources could result in revocation of the user’s accounts and/or disciplinary and legal action. In the event of a criminal investigation, the institution will comply fully with legal authorities.

Users will be held accountable for their activities and should not engage in unacceptable user practices which include, but are not limited to, the following:

  • Sharing login ID and/or password
  • Accessing computer files not belonging to them
  • Viewing pornographic or offensive content
  • Misuse of institutional group email accounts
  • Sending harassing messages
  • Coping or transferring computer software which constitutes software piracy
  • Propagating a computer virus
  • Installing software that could compromise existing systems
  • Violating copyright laws
  • Installing any networking devices
  • Tampering with any network equipment
  • Using resources for commercial or financial gain
  • Using resources for any illegal purpose

Jury Duty

See “Jury Duty” under the Leaves/Holidays/Vacations section of the Employee Benefits portion of this Handbook.

Keys

University keys are issued by National facilities management. An employee is responsible for safekeeping any key(s) issued for University facilities or equipment. The employee must return the key(s) upon termination or upon request by the University. For security reasons, keys shall not be loaned out or passed on to other individuals.

Library

Employees are encouraged to use the materials, services, and facilities of the Library. Books and other appropriate resources may be checked out with an employee ID card.

Maintenance, Housekeeping, and Grounds

The maintenance, housekeeping and grounds operations of the University are contracted with National Management Resources Corporation. Questions or concerns may be directed to the main Facilities Office or through the Vice President for Finance.

Non-Discrimination Statement

Iowa Wesleyan University is an Equal Employment Opportunity (EEO) employer and adheres to all federal and state civil rights laws and regulations prohibiting discrimination in private institutions of higher education. The University does not discriminate against any employee, applicant for employment, student, or applicant for admission because of: race, color, sex (including pregnancy), genetic information, national origin (including ancestry), gender, physical or mental disability, age, religion, creed, sexual orientation, gender identity, veteran status, or any other protected status in accordance with applicable federal, state and local laws. Additionally, the University does not discriminate on the basis of hearing status, political affiliation, citizenship status, marital status, gender expression, or physical appearance.

Also see the General Employment Information section at the beginning of this Handbook.

Office Hours

Unless otherwise directed by the President, campus offices are open from 8 a.m. until 5 p.m., Monday through Friday except for official holidays.

Non-exempt employees typically work 40 hours in a week. Time taken for lunch is not included in these hours.

Exempt employees are expected to work the hours necessary to accomplish their jobs.

See also Employee Classification and Absences.

Office Supplies

Office supplies are ordered through the Business Office. Contact the Manager of Student Accounts and Accounts Payable for further information.

Outside or Supplemental Employment

Employees are requested to notify their immediate supervisor at the University prior to accepting employment outside the University. An employee’s outside employment shall not conflict with hours of scheduled work, including requested overtime. Nor shall it conflict with the employee’s job responsibilities or affect the employee’s ability to perform satisfactorily. Outside employment shall not cause the employee to arrive late or leave early. An employee may not directly or indirectly maintain or engage in an outside business or financial interest that conflicts with the interests or principles of the University.

Employees who wish to take on responsibilities at the University that are in addition to their regularly assigned duties must first obtain the approval of their immediate supervisor and area Vice President. Such responsibilities may include, but are not limited to, positions such as adjunct teaching or coaching. Supervisors may deny approval if they believe the additional duties will interfere with or distract from the employee’s primary job responsibilities or hours of work. Employees who are in their first year of employment with the University are discouraged from pursuing additional roles within or outside the University.

Employees who are approved to take on additional duties at the University that occur during the employee’s regularly scheduled work hours are not guaranteed additional compensation. If the added duties are deemed to be unrelated to the employee’s regular position at the University, additional compensation may be paid. In such a case, the employee must provide their supervisor with a written plan clearly outlining a schedule of additional hours they will work to make up the time taken away from their regular work schedule. Such documentation must also be provided to the Human Resources department for audit purposes.

If the added duties are deemed to be related to the employee’s regular position at the University, no added compensation will be paid. In this case, the employee is not required to make up the hours dedicated to the additional responsibilities.

All adjunct contracts issued to current staff members must be issued by the Human Resources Office to ensure proper documentation for audit purposes.

PROCEDURE

  1. Employees who wish to take on additional responsibilities at the University in addition to their regularly scheduled position must complete a request form available from the Vice President for Finance or the Director of Human Resources. The form must include an outline of how the employee intends to make up any lost hours in their regular position.
  2. The request must be approved by the employee’s supervisor and signed by the appropriate divisional Vice President.
  3. The completed form should be submitted to the Director of Human Resources, along with a completed Contract/Appointment Letter Requisition Form for the additional position.

Overtime and Compensatory Time Off

Nonexempt employees are paid time and one-half for all hours worked over 40 hours in one work week. Because overtime compensation applies to hours actually worked in excess of 40 hours per week, non-exempt employees will not receive overtime compensation for non-workdays such as holidays, vacation days, personal days, or other paid leave time.

All overtime must be budgeted for and approved by the immediate supervisor prior to working. Employees submitting overtime hours without prior approval are subject to disciplinary action. An employee may not be granted time off during a future work period in lieu of compensation for hours worked more than forty per week. Any time off without pay must be taken during the same work week.

Exempt employees are not entitled to either overtime pay or compensatory time off. Exempt employees are expected to work the hours necessary to accomplish their jobs.

Eligibility for overtime pay is determined by U.S. Department of Labor definitions relating to job duties and pay. Employees will be provided with a job description and their employment classification at the time of their hiring. Under the existing rules, most employees (depending on specific job duties) earning less than $35,568 per year will be classified as non-exempt and will be eligible for overtime pay.
Iowa Wesleyan’s standard work week is Saturday through Friday. Nonexempt employees must complete timesheets for supervisor approval, to be submitted to the Human Resources office no later than 5 days after the close of the previous pay period.

See also Employee Classification and Absences.

Parking

Parking areas for administration, faculty, staff, and students are clearly marked. Employees must obtain a parking permit from the Office of Human Resources, and they must acknowledge receipt and understanding of the University Parking Policy at that time.

Payday

See Compensation.

Performance Evaluations

Faculty evaluation policies and procedures are outlined in the Iowa Wesleyan University Faculty Handbook.

Staff evaluation policies and procedures are tied closely to the University strategic planning process:

PROCEDURE

  1. During a summer retreat each year, the President and Cabinet members review the University’s Strategic Plan and related Division Initiatives. Based on a review of the prior year as well as goals for the future, initiatives are updated for the coming academic year.
  2. Updated Division Initiatives are distributed to staff members by their respective Vice Presidents following the Cabinet Retreat, but not later than August 1.
  3. Based on the updated Initiatives for their area of responsibility, each staff member prepares annual goals for the coming academic year. These goals take the form of a Staff Plan of Work. The Staff Plan of Work Form is available in the Human Resources/Forms folder on the L: drive. Each completed Staff Plan of Work is submitted to the employee’s supervisor and to the President by the end of August, and they are directly tied to strategic initiatives.
  4. In December/January each year, employees provide mid-year updates on their progress with goals and initiatives through their respective Vice Presidents.
  5. During a January retreat, the President and Cabinet members review the progress with all Division Initiatives. Priorities are reviewed and adjusted.
  6. In April, employees prepare written narrative self-evaluations based on their goals for the year, successes, challenges, hindrances, and priorities. These self-evaluations are submitted to supervisors in preparation for the annual one-on-one evaluation meeting. The Staff Year-End Self-Evaluation Form is available in the Human Resources/Forms folder on the L: drive.
  7. Supervisors meet with individual staff members in May to review their self-evaluations and to provide a companion supervisor evaluation. The Supervisor Year-End Evaluation Form is available in the Human Resources/Forms folder on the L: drive. Discussions revolve around areas of strength and success, areas for potential growth, areas for improvement, future career plans, professional development opportunities, and any other issues or concerns raised by either the employee or the supervisor. Both employee and supervisor sign off acknowledging the evaluations and meeting, and the documents are added to the employee file in the Human Resources office. These meetings may also include a preliminary discussion of next year’s goals. The Annual Staff Evaluation Meeting Form is available in the Human Resources/Forms folder on the L: drive.

Personal Use of University Equipment

University equipment, including but not limited to, telephones, copiers, computers, and fax machines are to be used to conduct the work of the University and any use that interferes with this purpose is prohibited. Employees are expected to use good judgment in limiting the number of personal copies and personal telephone calls made or received. Any long-distance calls or personal copies made using University equipment will be at the personal expense of the employee.

Policies

Policies and procedures of the University exist to provide a framework for a consistent understanding of situations that commonly occur within an organization.

PROCEDURE

  1. The proposal for a new policy or change to an existing policy can be initiated by any member of the University community.
  2. The policy proposal should be formulated and presented to the appropriate council or body for approval—Faculty Advisory Board, Cabinet, or Student Government Association.
  3. After approval by the appropriate council or body, the policy should be forwarded to the Vice President for Finance, who then forwards it to the President for review by the Cabinet, for forwarding to the Board.
  4. After final approval, the policy will be published and distributed campus wide.

Promotions and Transfers

Promotion is defined as the movement of an employee from one position to another position at a higher salary. Transfer is defined as the movement of an employee from one position to another position at the same or a similar salary. The decision to promote or transfer an employee is made within the discretion of Iowa Wesleyan, which will be made in compliance with the equal employment opportunity policies set forth in this handbook.

Publications

All official publications of the University, such as admission materials, bulletins, advancement materials and similar items will be reviewed prior to publication by the Director of Marketing for consistency in design and appearance.

Purchasing

Employees are responsible for reviewing and understanding the University Purchasing Procedures, which may be obtained from the Business Office or viewed in the Business Office section of the University web site.

See also Budget Process.

Security

PerMar provides security for the University campus. Routine patrols and building checks are a part of their duties. Per Mar Security staff patrol the campus between 9 p.m. and 5 a.m. 365 days a year. Employees with a campus security concern during these hours should call Security at 319-931-6802. Employees needing police assistance at any time should dial 911.

Sexual Harassment/Sexual Misconduct

See Sexual Harassment/Title IX Policy under the General Employment Information section at the beginning of this Handbook. An outline of the policy is included as Appendix I at the end of this Handbook and full details can be found at https://www.iw.edu/campus-safety/.

Smoking Policy

Under the Iowa Smokefree Air Act, and because the University is committed to providing a safe and healthy work and learning environment, smoking is prohibited in all campus buildings and on all grounds owned by the University. This includes all vehicles leased or owned by the University and inside any vehicle located on University grounds. In addition, the University does not allow smoking within 30 feet of the entrance to buildings.

Any employee who observes another employee smoking in an area where smoking is prohibited should immediately notify his or her supervisor. Any employee who violates this No Smoking Policy will be subject to discipline, up to and including termination. You may also report violations of the Iowa Smokefree Air Act to the Iowa Department of Health by calling 1-888-944-2247 or visiting SmokeFreeAir.iowa.gov.

Solicitation

Solicitation or distribution of literature by students, faculty, staff, or non-University-related individuals is strictly prohibited.

Departments may designate areas within their work areas to post work-related announcements. Flyers and posters must not detract from the University’s mission or purpose and must be posted on bulletin boards located around the campus.

Student Employment

Student employees are those students who have been awarded federal work-study as designated on their Financial Aid Award Letter or other full-time students who wish to seek employment on the Iowa Wesleyan University campus. The following outlines the policies and procedures for all student employees, except for Graduate Assistants, and their supervisors. Information about employment policies relating to Graduate Assistants may be obtained by contacting the Human Resources Office or the Academic Affairs Office.

Work-study employment is subject to special requirements established by the office of Financial Aid. Questions regarding work-study status should be directed to that office. Employment of international students is subject to special requirements based on federal regulations and visa restrictions. Questions about employment of international students should be directed to the International Studies Office or to the Human Resources Office.

All student employment on the Iowa Wesleyan University campus carries with it the same responsibilities as any other job, and students are expected to conduct themselves professionally. Student employees are required to work their scheduled hours on campus just as they would be required to do in any other job.

Iowa Wesleyan University strives to fulfill two equally important objectives through its student employment programs:

  1. Providing financial assistance to students to help fund their academic studies.
  2. Furnishing valuable work experience for qualifying students (i.e., those who meet stated enrollment criteria) through the performance of necessary jobs on campus.

PROCEDURE

  1. All University student employees must be enrolled as full-time students.
    1. Students who receive Federal Work-Study will be the first ones to have the opportunity to apply for a student employment position.
    2. Students that have not been awarded Federal Student Work-Study and wish to obtain employment on IW campus can elect to be put on a waitlist and be able to apply for campus employment after the deadline has passed for work study students to obtain positions.
    3. International Students must abide by federal regulations and special visa restrictions for the employment of international students. These regulations clearly state that international students must not displace a US citizen or lawful permanent resident. International students will be given the opportunity to apply for campus employment after the deadline has passed for domestic students to obtain campus employment.
  2. It is the employing department’s responsibility to verify eligibility of student employees each term by checking with the Financial Aid or Human Resource office. Students are not eligible for student employment after graduation. Please contact the Financial Aid or Human Resources office if you have any questions regarding the employment of students on the Iowa Wesleyan Campus.
  3. All student wage rates are equal to the State of Iowa Minimum Wage requirement and are non-exempt positions. Thus, students are paid an hourly rate and are required to complete student timesheets. The student timesheet is provided to the student by their supervisor at the beginning of the pay period. Students are to complete the timesheets by electronically filling in their times worked. The timesheet will automatically calculate the total hours for the pay period. Once the pay period is complete the timesheet is to be printed and signed and dated by both the student and their supervisor, before being taken to the Human Resources Office to be processed for payroll.
  4. Student employees are students first. In recognition of this, they are limited to working no more than 20 hours per week. This limit includes all university student employment positions held simultaneously. It is suggested that supervisors of students working a high number of hours (15 to 20) confirm each term that their student workers remain in good academic standing. Under no circumstances are students to be working when they have a scheduled class. There will be periodic cross-referencing of the completed student timesheet with their class schedule. Students found to be working when they are to be in class will be subject to disciplinary actions that may include the immediate termination of campus employment.
  5. Iowa Wesleyan has a limited budget of student employment funds. The financial aid office will work with the Business Office to determine the total dollar amount budgeted for student employment.
  6. All departments wishing to have student workers for the academic year must provide a detailed job description to the Financial Aid office. All student employment opportunities will be posted on the Iowa Wesleyan University website in the Financial Aid section under Student Employment Opportunities. Positions that are not submitted by the deadline to be posted will not have priority and departments that submit positions after the deadline may be unable to employ student workers for the upcoming academic year. When a department wants to create a new student worker position, a written request should be submitted to the Director of Financial Aid. These requests are reviewed before the new academic year.
    Students should be given a copy of their position description. Position descriptions are required for reporting purposes and give student employees clear job expectations.Students are required to apply online for each student employment posting they would like to be considered for. Application information will enable the employing department to evaluate the student’s ability to perform job requirements.
  7. Students may be terminated if their performance is deficient or if their behavior does not merit continued employment. Supervisors are encouraged to give the student an opportunity to correct his or her deficiencies prior to termination. Written notification is required for disciplinary actions and termination of student employment. Please contact the Human Resources Department if you need assistance providing written documentation for disciplinary actions and termination.

Technology User Agreement

All students and employees are required to agree to the terms and conditions of the IW User’s Agreement prior to receiving their user credentials.

See Information Technology

Travel and Other Expense Reimbursements

Employees are responsible for reviewing and understanding the University Purchasing Procedures, which may be obtained from the Business Office or viewed in the Business Office section of the University web site. Questions relating to travel expenses or other expense reimbursements may be directed to the Manager of Accounts Payable, the Controller, or the Vice President for Finance.

The Business Office is responsible for the final review and approval of requests for reimbursement of travel and other expenses. In the execution of this responsibility, the Business Office will bring to the attention of the appropriate Vice President the approval of any requests for unusual and/or excessive amounts.

Additional information on budget management and expense approval can be found in the Budget Process and Purchasing sections of this Handbook.

Volunteering

Volunteers can serve the University on a part-time basis but may not displace regular employed workers or perform work that would otherwise be performed by a regular employee. The Wage and Hour Division of the U.S. Department of Labor states in Fact Sheet #14A published August 2015 that paid employees of a non-profit organization may not volunteer to provide the same type of services to their non-profit organization that they are employed to provide.

Iowa Wesleyan University has adopted the following policy when it comes to employees and community members volunteering their time to the University.

A paid employee of Iowa Wesleyan University may not volunteer their time to assist the University in the same capacity that they are employed by the University. A paid employee of the University is able to volunteer their time to a department they are not hired to work in if the employee is truly volunteering and is not being required to do the work, and the duties they will be performing as volunteer work are not the same duties they are hired by the University to perform. A Volunteer Waiver must be completed prior to any volunteer work being undertaken. This form is available in the Human Resources Office. The paid employee’s supervisor must agree to the volunteering activities. No disruption can come to the paid employee’s department or their workload. Any time away from work to volunteer must be approved by the paid employee’s supervisor and the time is not compensable unless the employee is using their accumulated vacation time.

If a University department puts out a campus-wide plea asking for employees to volunteer their time at a University-sponsored event, employees are not required to complete a volunteer waiver form providing the invitation to volunteer specifies that this is not a paid event, that the employee does not work within that department sponsoring the event, and that the employee will not be doing the same job as they are employed by the university to do.

Iowa Wesleyan welcomes our area community members wishing to generously volunteer their time to come to campus to assist the University and our students in any way they can.

Any community member wishing to volunteer their time on the Iowa Wesleyan University campus must complete the volunteer waiver, have a background check processed by the Human Resources office and depending on how closely they are going to be working with our students, may be required to complete online training modules.

Weapons

Possession, use, sale, or exchange of weapons at any location on campus is prohibited. Firearms, fireworks, chemicals of an explosive nature, explosives or explosive devices, or weapons shall not be maintained on the University campus. The term “weapon” includes any object or substance designed to inflict a wound, cause injury, propel an object or incapacitate and includes, but is not limited to: all firearms and ammunition, pellet/BB guns, paintball guns, home manufactured cannons, bows and arrows, slingshots, martial arts devices, switchblade knives or knives with a blade longer than three inches (with the exception of table knives). Toy guns and other simulated weapons are also covered by this policy.

Weather-related Delays and Closings

See Closings or Delayed Openings.

Whistleblower Policy

Iowa Wesleyan University requires its trustees, officers, and employees to observe high standards of business and personal ethics in the conduct of their duties and responsibilities. The University’s internal controls and operating procedures are intended to deter and prohibit activity that is contrary to University policy, or is in violation of federal, state or local laws and regulations. This policy is intended to protect any student or employee who engages in good faith disclosure of an alleged action or omission, reasonably believed to be a violation of laws, regulations, or the University’s policies or procedures, by a University official or employee.

The full Whistleblower Policy is included as Appendix IV at the end of this Handbook.

For additional information on complaints or retaliation relating to EEO, discrimination, or harassment, refer to the Equal Opportunity, Harassment and Nondiscrimination Policy (available at https://www.iw.edu/campus-safety/).

Work Study

See Student Employment.

Workers’ Compensation

Iowa Wesleyan maintains worker’s compensation insurance as required by law. All employees of the University are covered by workers’ compensation insurance while performing their job duties and responsibilities. If you are injured in the course of performing your job, or have a job-related illness, you must immediately report it to your supervisor or the Director of Human Resources. An accident/injury report will be completed. Failure to promptly report an injury or job-related illness may result in a loss of benefits. To the extent that you receive medical treatment for any work-related injuries or illness, pursuant to applicable laws Iowa Wesleyan has the authority to direct the care you receive.

Working from Home

The University encourages a work environment that values supportive collegial relationships. The University also places a high value on the physical presence of staff members to provide face-to-face support and assistance as needed to all members of the IW community, including students, parents, colleagues, vendors, and other associates. IW is a relatively small institution, with modest staffing in most areas. To maintain this collegial and supportive environment, University policy does not allow staff members to work from home. Exceptions may be made, with approval from the divisional Vice President, in unusual and well-documented circumstances. However, due to the essential functions of some positions the job cannot be performed from home or remotely, and the University does not have to change the essential functions of any position. Approval to work from home will not be granted purely for the convenience or preference of the employee.

Workplace Safety

The University is committed to maintaining a safe, hazard-free workplace. It is the responsibility of each employee to maintain safe working habits on the job. Unsafe working conditions and work-related accidents should be reported immediately to a supervisor or the Director of Human Resources.