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Classified Staff Handbook

This handbook is designed to provide a general source of helpful information for classified staff at Portland State University. The content provides an overview and should not be viewed as contractual. Terms of employment are formally specified by the collective bargaining agreement and State laws and Oregon State Board of Higher Education rules, policies, and procedures that take precedence over this publication.

Prepared by the office of Human Resources
May 1, 2001

WELCOME TO THE UNIVERSITY!

Perhaps the first thing you will notice about our campus is that we serve a busy, urban population. About the only common denominators among our students are that most come from the Portland metropolitan area and most work. The average age of our students is 28, but all age groups are represented.

The history of Portland State divulges our close working relationship with the metropolitan population. The Institution began in 1946 as Vanport Extension Center with the mission of serving the needs of returning veterans. In 1955, Vanport became Portland State College, a 4-year college with an emphasis on teacher education and the liberal arts. PSU achieved University status in 1969 and began offering doctoral programs and further expanding the graduate and undergraduate curriculums.

Our mission is to provide excellent programs of teaching, research, and public service in Oregon's major metropolitan area. Portland State University is a leader in the economic, social, and cultural life of the community we serve.

It takes a large staff of men and women with a wide variety of skills to meet the needs of our students and faculty. We believe you will find your work to be diverse and challenging.

Our Mission Statement

The mission of Portland State University is to enhance the intellectual, social, cultural and economic qualities of urban life by providing access throughout the life span to a quality liberal education for undergraduates and an appropriate array of professional and graduate programs especially relevant to the metropolitan area. The University will actively promote development of a network of educational institutions that will serve the community and will conduct research and community service to support a high quality educational environment and reflect issues important to the metropolitan region.

Oregon University System

Portland State University is one of seven universities in the Oregon University System. The OUS is headed by a Board made up of eleven members appointed by the governor. The Board appoints a Chancellor as chief executive officer of the State System. The Chancellor's office in Eugene monitors the administration of the individual State institutions to assure that they are operated in accordance with approved policies, programs, and budgets.

University Administration

Portland State University is led by President Daniel Bernstine, who reports to the Chancellor and Board. Together with the Vice Presidents and Provost, the President administers the University in accordance with our mission and plans for growth and development.

About your Job

Initial Trial Service

The first six months (1040 hours if you are a less than full time employee) of employment are called the 'trial service' period. (Some employees' trial service period is up to one year; you will know if you are in this group.) As a new employee, you will be learning your job duties and demonstrating your skills and abilities. Your supervisor will provide on-the-job training and guidance and will evaluate your work. It is important to demonstrate dependability and good work habits during trial service. If trial service performance is not satisfactory, an employee may be removed at any time during the trial service period.

If your performance is satisfactory, you will gain 'regular' status. After 6 months the University will begin to make contributions into your retirement fund, and you may request use of the vacation leave which you have accrued. At the end of a full year of service, you will be eligible for a pay increase.

Working Hours

Most University offices are staffed from 8:00 a.m. to 5:00 p.m., but since the operating hours of the University begin before 8:00 a.m. and extend into the evening, your specific working hours will be assigned by your supervisor.

Overtime

Eligibility for overtime depends upon your status under the Fair Labor Standards Act and the terms of the collective bargaining agreement. All overtime work must be authorized in advance by your supervisor.

Breaks

During your workday, you will be given a 15 minute rest break for every 4 hours worked. Generally these breaks are taken at mid morning and mid afternoon. Your supervisor will work out a schedule with you for when you should take these breaks and your meal break; the meal break generally comes at the middle of the shift and is not paid time.

Reporting to Work

In order to provide good service to our students and others, punctuality and dependability in reporting to work and returning from breaks are very important. If you know you will be unavoidably delayed in reporting to work, be sure to call your supervisor and give notice of when you will arrive.

When You Are Sick

Each full-time employee accrues up to eight hours of sick leave at the end of each month. Sick leave is pro-rated if an employee works part-time or a partial month. Sick leave may be used when you are ill and cannot work. It may also be used for your medical, dental, or eye appointments or the illness or death of a member of your immediate family.

Be sure to call your supervisor by the beginning of your work shift if you will be absent due to illness. You may need to obtain a doctor's certificate to authorize use of sick leave or a medical release from your doctor in order to return to work. This would be the case if you had a contagious disease, an injury that might affect your ability to safely perform your work, or if you have been off work for an extended period. All on-the-job injuries resulting in time loss require a return to work slip from the treating physician.

Your Paycheck

Paychecks are distributed on the last working day of the month. We encourage you to consider direct deposit of your check; the direct deposit form is in your new employee packet. You can obtain more information about direct deposit by calling the Human Resource Center at 725-4926

You must be sure to complete and sign your time sheet each month. Paychecks will not be released if the time sheet has not been signed (unless you punch a time card and your department has authorization for this).

Your Union Representation

Classified Staff employees at Portland State are represented by the Oregon Public Employees Union (OPEU). Membership dues are set on a sliding scale and taken from each paycheck. Although membership in OPEU is optional, the collective bargaining agreement requires that the University collect dues from all classified staff. In return, all classified staff are entitled to union representation whether they become a member or not. A representative from the Union will make a presentation at the new employee orientation program.

Your Official Personnel Record

When you come to work for the University, we begin a personnel file for you that initially contains your employment application and the forms needed to appoint you to your position. Over the years, your annual performance appraisals, merit increase forms, and other information relating to your position will be added to your file. You may review your file at any time by coming to the Office of Human Resources and showing your identification card.

Your Performance Appraisal and Merit Increase

Employees receive annual performance appraisals to evaluate the employee's work during the year. Your supervisor will complete this report and discuss it with you. The appraisal then becomes a part of your personnel record.

Employees are eligible for a performance increase at the close of the annual review period if performance has been satisfactory. Increases may occur each year until the top step of pay for the classification has been reached. If you receive a performance increase, it will appear on the paycheck you get the month after the effective date of the increase.

YOUR HIDDEN PAYCHECK

There are many benefits associated with your position at Portland State that do not appear on your payroll stub. Many of these benefits will be covered during our new employee orientation program, but we will also briefly list them here.

Insurance

By now you have been given a packet that contains descriptions of all of the insurance available to you. The University makes large monthly benefits contributions to help cover medical and dental insurance premiums, so some employees may have no deductions taken for this coverage. In addition, life, accident, and disability insurance is available to you at group rates. You may enroll in our insurance plans during your first 60 days of employment, and you may make changes in coverage during the annual open enrollment periods announced on campus.

Please note: If you need to add or delete dependents to your coverage due to marriage, birth, divorce, FTE change, etc., you must do so within 31 days of the event.

Federal legislation makes it possible for employees who are leaving employment or for dependents of employees who are no longer eligible for dependent coverage to continue insurance coverage for a time by self-paying the required premiums. Call 5-4943 for more information about these provisions for continuation coverage.

Retirement System

After you complete 6 months of service, the University will begin to make a monthly contribution into a retirement account for you. The contribution is equal to 6% of your gross monthly pay. For more information, refer to the Public Employee Retirement System member handbook in your new employee packet.

This handbook is also available on line at the PERS homepage at http://www.pers.state.or.us/ PERS will send out annual statements in the spring. All active PERS members should receive this statement. If you have not been receivin PERS statements, call HR at 5-4926.

Employee Assistance Program

Portland State University was one of the first State agencies to arrange for an employer-paid professional counseling service for faculty and staff. Our Employee Assistance counselors can be of help in addressing a wide range of problems: financial, personal, marital, family, legal and others. You may arrange for a confidential interview for you or your family members by calling the Employee Assistance Service directly. The phone number and additional information are included in your new employee packet.

Staff Fee

Many of our employees are interested in working toward a degree or simply taking classes that interest them. One of our very special benefits is the staff fee, a reduced rate of tuition for our employees who work half-time or more.

To take advantage of the staff fee, employees should register for the class(es) of their choice. Classes that you are not required to take by your supervisor in order to improve job performance should be taken outside your normal working hours. When registration is confirmed, employees should complete a staff fee request form (included in new employee packet) and obtain the necessary signatures of approval as noted on the form. Up to 10 credit hours maybe taken at the staff fee each term.

Transfer of Staff Fee Privilege

The Oregon State Board of Higher Education has approved the transfer of staff fee privileges to qualified family members beginning Fall Term 2000. More details are available at the OUS website, or call 5-3749.

Staff Training and Development Program

Each term the Office of Human Resources schedules staff training programs that deliver information and help develop skills employees need in order to be effective on their jobs. The programs cover a variety of subjects including communication and interpersonal skills, principles of supervision, and techniques for organizing and accomplishing work assignments. There is also a full listing of technical training in software applications presented by employees in the Office of Technology. Staff may attend these programs by obtaining supervisory approval and registering for the program. The current schedule is available on-line at http://www-adm.pdx.edu/user/pers/class1.htm

As you perform your work, please let the Training Manager (ext. 5-4932) know if you would like training or other assistance in developing on-the-job skills.

University Events

Our campus is a lively place, and it's a rare week when there is no musical, theatrical, or cultural event on the schedule. Many events occur at noon and are called "brown bag" events, in that staff may bring their lunches to the event. Many evening events have reduced prices for faculty and staff. During the spring, summer, and fall, some events take place outside on the park blocks during noon hours, so there is much to take advantage of as you work on this campus.

Art Galleries

The second floor of Smith Center offers two art galleries with shows that change on a regular basis. Student art work sales are announced from time-to-time and offer great selection at low prices. Another gallery is located near the Art Department in Neuberger Hall.

OUR CAMPUS

The Library

Employees may use the University library and check out books and other materials using the staff identification card. Materials must be returned to the library by the due date in order to avoid a fine.

Peter W. Stott Center

The Peter W. Stott Center offers a wide range of recreational oppurtunities for faculty and staff. You may sign up for a basket and sports clothing by going to the men's or women's issue room on the ground floor of the building. A small monthly fee is charged for this service, and the fee may be taken by payroll deduction. A schedule is posted each term to show when the aquatics center, weight room, racquet ball courts, and other parts of the facility are open for use by faculty and staff. Be sure to carry your ID card; you need to show it to authorize your use of the facility.

Parking on Campus and Public Transportation

Employees may purchase staff parking permits by payroll deduction. A permit is necessary for parking in any of the University structures, and a permit may be obtained by application at the Parking Office on the ground floor of Smith Center.

As anyone who works in downtown Portland knows, parking is tight, and traffic is congested. The number of parking places available on campus is very limited, so we encourage employees to consider options such as Tri-Met or car pooling. Car pool permits are available at a lower cost to two or more employees driving together. Bus passes are available through the "Passport" program (see Parking Office in Neuberger Hall for details).

Helen Gordon Child Development Center

The Child Development Center accepts children from 2 years of age up to kindergarten age. Students, faculty, and staff may apply to enroll their children in the Center. There is a waiting list, and employees should note that the rates charged to staff and faculty differ from the rates charged to students because student incidental fees partially support the Center.

TIME OFF FROM WORK

Vacation

Employees who have completed 6 months of service may schedule the use of vacation leave with their supervisors. Requests to use five days of vacation or more should be submitted in writing 15 days before the desired starting date. For vacations of fewer than five days, a request should be made five days in advance. A supervisor may grant a vacation request on less notice.

Vacation Accrual Rates

Years of Service	Accrual Rate per Month (for full time Employee)
Up to 5 years	8 hours
6 - 10 years	10 hours
11 - 15 years	12 hours
16 - 20 years	14 hours
21 years +	16 hours
Employees who work less than a full month earn vacation on a pro-rated basis.

 

Holidays

The following are holidays or other paid leave for full-time staff:

New Year's Day
Martin Luther King's Birthday (third Monday in January)
Memorial Day (last Monday in May)
Independence Day (July 4th)
Labor day (first Monday in September)
Veteran's Day
Thanksgiving Day (fourth Thursday in November)
Fourth Friday in November
Christmas Day

In addition, a day may be chosen from the workday before or after Christmas or the workday before or after New Year's Day.

Whenever a holiday falls on a Sunday, the following Monday is the day off. If a holiday falls on a Sturday, the preceding Friday is a day off. Employees must be in pay status at least 1/2 of the last workday before the holiday, and 1/2 the first workday after the holiday in order to receive holiday pay. Employees on leave without pay would not receive holiday pay.

Employees who are required to work on a holiday receive compensatory time off or cash at the rate of time and one-half. Special provisions apply to part-time employees.

Personal Leave

After completing trial service, full-time employees receive 16 hours of personal leave each fiscal year. Personal leave is prorated for part-time employees, and to be eligible for personal leave, an employee must be expected to work 1040 hours during the fiscal year. This time does not accrue from year to year and is not payable in cash. Personal leave should be taken in increments of one hour or more and may be used for any purpose. This leave, like all others, must be scheduled with supervisory approval. Special provisions apply to part-time employees.

Pre-Retirement Counseling Leave

A special provision for leave exists for those employees nearing retirement who must make arrangements and seek information for planning this important step. Call Personnel Services for the terms of this leave.

Leave Without Pay

Several provisions exist for seeking approval for leave without pay for various purposes. Your supervisor and the Human Resource Office can provide further information about leave without pay provisions.

Parental Leave

A parent will be granted a leave of absence for up to 12 weeks, to care for a new baby. Employees may use accrued or leave without pay for this period. Leaves beyond 12 weeks may be approved, at departmental discretion.

Family Medical Leave

You may request family medical leave for the following reasons:

• Your serious health condition
• A family member's serious health condition (your spouse, child, or parent)
• Birth of you child and care for the child after birth
• Care for your child after adoption or foster care placement

To be eligible for FMLA, you must have 12 months of service with the state of Oregon and have worked at least 1250 hours during teh 12 months preceding the date the leave begins. You are eligible to take up to 12 weeks of leave during a 12 month period. You are required to use accrued leave beforeyou go on leave without pay during FMLA. If the need for leave is foreseeable, you must provide written notice to your supervisor using the form available in Human Resources. You must also contact the FMLA coordinator in Human Resources at 5-3749 to arrange for this leave.

Jury Duty

We encourage our staff to fulfill their civic duty by serving on jury duty when called unless such service would pose a hardship for the department. An employee who serves on jury duty is entitled to full pay from the University in addition to jury duty pay. If an employee reports for jury duty and finds he/she is not needed for a case, the employee should immediately report back to work.

Inclement Weather

Occasionally the University is closed due to bad weather or other hazardous conditions. Each fall we issue instructions concerning these closures, and it is important that your supervisor has your current home phone number for use in notifying you that the campus is closed or opening late. A broadcast message will be posted on the campus phone system early in the morning if the University operating hours are affected. You may access the message by calling your own phone number and picking up your messages.

OUR PARTNERSHIP IN SAFETY AND HEALTH

PSU has traditionally had one of the best safety records of any of the larger state agencies. This is the result of the concern exhibited by its employees for a safe work environment. Although PSU's record is good, we still have accidents; the two most common serious accidents are strains and sprains from lifting and bruises and fractures from falls.

Most of the falls occur during rainy weather on stairs and near entrances. Hard-soled shoes are a common factor in these accidents. Injuries resulting from lifting or moving are generally caused by 1) over-estimating your capability, 2) not staying in good physical condition, 3) not seeking assistance. Attention to these details will help you avoid these types of accidents. If you notice a hazardous condition notify the Safety Officer at extension 5-3738.

On-the-Job Injuries and Worker's Compensation

If you are injured on the job, your medical and lost time costs will be paid for by SAIF. It is very important that you notify your supervisor of the injury as soon as possible. Failure to do so may delay or jeopardize your SAIF payments.

There are two forms used for formally reporting an accident/injury. The yellow 'PSU Occupational Injury Report' should be filled out in the event of a first aid only injury. The SAIF '801', 'Notice of Occupational Injury/Illness' form must be completed to process any medical and time loss costs. Remember, even minor injuries may cause problems later, so when in doubt, fill it out.

Hazard Communication

Although most employees at PSU work in relatively clean, safe environments, some people in the course of their work may use or be exposed to toxic materials. Your first line of defense is to read the product cautionary information on the label. If this information is not clear or you would like more detailed information, material safety data sheets are available through the Safety Office. Address your questions to the Safety Officer at 5-3738.

Smoking

All indoor areas are non-smoking areas.

 

YOUR CAREER WITH THE UNIVERSITY

Portland State University supports the professional and personal growth of University employees by providing staff training and development programs and access to University courses at the staff fee. In addition, we encourage employees who are interested in career development to make use of the reference materials in the lobby of the University Placement Office.

Employment Opportunities

Vacant staff positions are listed on teh PSU job Line at 5/8399. Announcements are posted on the Internet at www.hrc.pdx.edu/jobsavail.htm and on the bulletin board outside the Human Resources Office. They may also be listed on the State of Oregon Employment Departmen electronic postings an in Currently,

Employee Recognition Program

Each year the University holds two employee recognition programs. In the fall, a reception is held to honor those employees who have completed 20, 25, 30 or 35 years of service. In the spring, we celebrate 'Staff Appreciation Day' with a luncheon for Classified Staff

Your contributions as an employee of the University are valued and these recognition programs provide an opportunity for formal expression of appreciation.

 

WHAT WE EXPECT FROM YOU

Office Security

We count on our employees to help us keep University property secure. Many campus offices contain valuable equipment and confidential information, so offices should not be left unlocked if no one is in the office. If it appears that doors have been tampered with or if you discover that personal or office property is missing, call the Campus Public Safety Office at 5-4404. The security office is also prepared to respond to any medical emergencies.

Staff Identification Card

The University will issue an I.D. card to you so that you may use facilities such as the Library and the recreational areas of the Health and Physical Education Building. Never loan your ID to anyone and carry it with you when you plan to use University facilities.

University Keys

Many employees have been issued keys to University offices and buildings. Be sure to keep your keys in a safe place, and if they are lost or stolen, report this to the Campus Safety and Security Office.

An employee who is resigning from the University must return his or her keys to the department or a key deposit will be withheld from the last paycheck.

University Phones

Office telephones are for business use only. Employees may not make personal long-distance calls on University phone lines. To do so is to risk disciplinary action and possible termination. The PSU Telephone Directory lists campus phone extension numbers and gives directions for using the telecommunications system. The directory can be accessed on-line through PSU Info.

University Computers and Equipment Acceptable Use Policy

The PSU Acceptable Use Policy governs the use of computers and networks at the University. The full policy is printed on the OIT web site at www.oit.pdx.edu/aup. In essence, the primary purpose of electronic systems and commmunications resources is for exclusive use. Users may not share their accounts with others and must keep account passwords confidential. PSU cannot guarantee that messages or files are private or secure. PSU may monitor and record usage to enforce its policies and may use information gained in this way in disciplinary proceedings. Users must adhere strictly to software licensing agreements and copyright laws. Conduct which violates this policy includes, but is not limited to, unauthorized attempts to view and/or use another person's account or files; using university resources for commercial activity such as creating products or services which are then sold; sending, storing, or accessing harassing or obscene messages; and failing to limit personal use of university computers to non-work time.

Many of the fax machines, copiers, and other pieces of office equipment are covered by service contracts. This means that, from time to time, a service worker will come in to clean or adjust the equipment. Be sure to check the identification of anyone who asks to remove equipment from the area, and be sure that offices are locked at the end of the day or when no one is present. If you note any unusual circumstances or find strangers in your office work area, call 5-4404 to report the situation to the Campus Safety Office.

Use of Working Hours/ University Equipment and Facilities

Employees may not use working hours, telephones, computers, supplies, or University facilities for the conduct of personal business. Distribution of catalogs, order forms, sales products, etc., must take place during breaks or lunch hours and not interrupt the work of coworkers.

State law dictates that public employees may not be involved in promoting or opposing any initiative, referendum or recall petition, ballot measure or candidate "while on the job during working hours." (ORS 260.432)

HOW WE KEEP IN TOUCH

The University's Office of Human Resources coordinates employment activity and staff training programs, provides information about benefits and worker's compensation, maintains personnel records, and advises employees and supervisors on labor relations matters. Call Human Resources at 5-4926 for help or information in any of these areas.

Problem Resolution

We encourage employees to informally discuss concerns or problems with their supervisors before discussing them with Human Resources or a Union Steward. A formal grievance procedure is available if necessary.

Sexual Harassment

All employees should be aware of the University's policies and procedures concerning sexual harassment. Although it can take many forms, sexual harassment is typically the use of power or authority by one person to pressure another into accepting unwelcome verbal, physical, or sexual conduct. This conduct is against State and Federal laws and violates University policies that apply to all students, faculty, and staff.

If you believe you have been a victim of sexual harassment, don't accept it silently. Warn the person who is making you uncomfortable that you will file a formal complaint if the action does not stop immediately. Complaints may be filed with the University's Affirmative Action Office or with a counselor in the Counseling and Psychological Services Office. Individuals may also file charges with the State Bureau of Labor and Industries.

Inquiries and questions about sexual harassment should be directed to the Affirmative Action Officer, 122 Cramer Hall, ext. 5-4417.

Employee Assistance Program

The professional counselors at our Employee Assistance Program are available to you 24 hours a day via their emergency phone number. The Program is described more fully in the 'Hidden Paycheck' section of this handbook and in a separate brochure in your employee benefits package.

For More Information

Labor agreement. A copy is available for reference in Human Resources, and Union Stewards have copies.
Administrative Rules. Available in most Dean's Office's and Human Resources.