Employee Handbook

Welcome to the University of St. Thomas!

We are pleased to have you join our staff at the University of St. Thomas.  Our employees are considered to be our greatest asset, and we believe that the dedication and contributions made by each employee are instrumental to the reputation and success of the university.  We hope that you will find your employment here rewarding.

Purpose of this Handbook

This handbook is designed to acquaint you with the University of St. Thomas and provide you with information about working conditions, employee benefits, and some of the policies affecting your employment.  You should read, understand, and comply with all provisions of the handbook.  It describes many of your responsibilities as an employee and outlines the programs developed by the University of St. Thomas to benefit employees.  One of our objectives is to provide a work environment that is conducive to both personal and professional growth.

The University of St. Thomas reserves the right to revise, supplement, or rescind any policies or portion of the handbook from time to time as it deems appropriate, in its sole and absolute discretion.  Employees will be notified of such changes to the handbook as they occur.

Employment with the University of St. Thomas is voluntarily entered into, and the employee is free to resign at any time, with or without cause.  Similarly, the University of St. Thomas may terminate the employment relationship at-will at any time, with or without notice or cause, as long as there is no violation of applicable federal or state law.

Policies set forth in this handbook are not intended to create a contract, nor are they to be construed to constitute contractual obligations of any kind or a contract of employment between the University of St. Thomas and any of its employees.  The provisions of the handbook have been developed at the discretion of management and, except for its policy of employment-at-will, may be amended or canceled at any time, at the University of St. Thomas discretion.

Please note that this handbook applies to all staff.  When provisions of the handbook conflict with a collective bargaining agreement, the latter shall prevail.  Policies and procedures governing faculty and student employees are provided under separate cover.

Mission, Vision, and Convictions Statements

PREFACE

Founded in 1885, the University of St. Thomas is a Catholic, diocesan university based in the Twin Cities of St. Paul and Minneapolis.  The largest private university in Minnesota, St. Thomas offers bachelor’s degrees in over 85 major fields of study and more than 45 graduate degree programs including master’s, education specialist, juris doctor and doctorates.

MISSION

Inspired by Catholic intellectual tradition, the University of St. Thomas educates students to be morally responsible leaders who think critically, act wisely, and work skillfully to advance the common good.

CONVICTIONS

As a community we are committed to:

  1. pursuit of truth
    We value intellectual inquiry as a life-long habit, the unfettered and impartial pursuit of truth in all its forms, the integration of knowledge across disciplines, and the imaginative and creative exploration of new ideas.
  2. academic excellence
    We create a culture among faculty, students and staff that recognizes the power of ideas and rewards rigorous thinking.
  3. faith and reason
    We actively engage Catholic intellectual tradition, which values the fundamental compatibility of faith and reason and fosters meaningful dialogue directed toward the flourishing of human culture.
  4. dignity
    We respect the dignity of each person and value the unique contributions that each brings to the greater mosaic of the university community.
  5. diversity
    We strive to create a vibrant diverse community in which, together, we work for a more just and inclusive society.
  6. personal attention
    We foster a caring culture that supports the well-being of each member.
  7. gratitude
    We celebrate the achievements of all members of our community in goals attained and obstacles overcome, and in all things give praise to God.

VISION

We seek to be a recognized leader in Catholic higher education that excels in effective teaching, active learning, scholarly research and responsible engagement with the local community as well as with the national and global communities in which we live.

Customer Relations

Customers are among our organizations most valuable assets.

Depending on your position, your customers may include students, parents, fellow employees, and/or other members of the public.  Every employee represents the University of St. Thomas to our customers and the public.  The way we do our jobs presents an image of our entire organization.  Customers judge all of us by how they are treated with each employee contact.  Therefore, one of our first business priorities is to assist any customer or potential customer.  Nothing is more important that being courteous, friendly, helpful, and prompt in the attention you give to customers.

Requests to fellow employees and campus departments should be reasonable and fair, and should be made with respect to the individual and the department’s area of expertise.  Individual differences should be handled in a professional, non-confrontational manner.

All communication should be honest, and an attempt should be made to communicate in a manner understood by the customer.  Communication and actions should be productive in nature, not degrading or demeaning.

Conflict of Interest

The University of St. Thomas is committed to protecting its interests in any situation where the University contemplates entering into a business transaction or arrangement that might benefit the private interest of a Board of Trustee member, university officer, faculty, or staff. Trustees, officers, faculty, and staff shall not engage in any business activity that adversely affects or is detrimental to the best interest of the University.  In addition, a trustee, officer, faculty, staff, or a related person or entity shall not be disqualified from contracting with the University merely because of his or her relationship with the University.  This policy is intended to supplement, but not replace, any state or federal law or legislation governing conflicts of interest that is or may become applicable to a nonprofit educational corporation.

All trustees, officers, and key employees shall file an and report any known conflicts of interest as required by this policy.  In addition, key employees shall complete this annual disclosure statement as requested by the University's annual tax return, Form 990.  These key employees include the Executive Vice Presidents and the "five highest compensated employees" that are reported on the Form 990.  This disclosure statement must be completed at the time of appointment and then annually on or before October 31.

Trustees and officers shall also notify the Vice President for Business Affairs immediately if a change in his or her disclosure statement occurs during the year.  All faculty and staff shall complete and file a and report conflicts of interest as required by this policy.  This disclosure statement will be presented to new faculty and staff at the time of employment.  In addition, all academic and administrative leaders will be required to file this disclosure statement annually in the fall, due to the University no later than October 31st of each year.  All other faculty or staff will be requested to file an updated disclosure statement periodically.  A complete copy of the University’s Conflict of Interest policy can be found on the Human Resources website.

Consenting Relationships

The University of St. Thomas is committed to maintaining an academic and work environment in which the principles of mutual respect, professional ethics, fairness, and objectivity are honored.  Central to this commitment are the interactions among those in whom the University has placed its trust to uphold these principles.  This trust is put at risk when faculty, administrators, staff, or students engage in consenting romantic, intimate, or sexual relationships that involve persons of unequal power, for example, faculty and student, supervisor and supervised employee, administrator and student, or anyone who holds an evaluative or decision-making role over another.  Such relationships represent a special form of conflict of interest and, therefore, are prohibited. 

A complete copy of the University's Consenting Relationship policy can be found on the Human Resources website.

Employee Recognition

Service Awards:  On an annual basis, a ceremony is held to honor faculty and staff who have completed 5,10,15,20,25,30,35, and 40 years of service with the University of St. Thomas during the calendar year.  Employees also receive a gift of appreciation of their choosing from a varied selection.

Quarter Century Club:  Full and part-time regular employees, upon completion of 25 years of service, will also become members of the Quarter Century Club.  Quarter Century pins are normally provided for members, in addition to an annual dinner celebration.

Retirees:  Each spring the university recognizes employees who retired during the academic year.  A special reception is given to honor retiring employees.  Gifts are provided to the retirees as an expression of appreciation for their years of service to the university.

Employee Records

The University of St. Thomas retains information on each employee that is directly related to the employee's position with the university.  The information retained will include, but is not limited to, a job application and/or resume, payment authorization forms, personal data changes, performance evaluations, letters of commendation and disciplinary records. 

If you wish to review your employee records, you can submit a request in writing to the Department of Human Resources to schedule an appointment.

It is your responsibility to assure that your personal information (i.e. name, home address, telephone number, emergency contacts, etc.) is accurate.  Please see the self-service function via Murphy Online or contact the Department of Human Resources.

Employer-Employee Relationships

The University of St. Thomas is dedicated to providing quality education for its students and a pleasant work environment for its employees.  This dedication has enhanced the fine reputation of the university, and has contributed to its growth and success.  In order to continue this tradition of excellence, it is important that you and the university work together.  A successful work environment at St. Thomas will be the result of everyone's efforts.

Employment At Will

Employees at the University are considered to be extremely valuable, and it is the intent of the university to provide a work environment that promotes career opportunities within the spirit of this handbook.  University of St. Thomas employees who do not have a written employment contract may resign their employment from the University at any time, for any reason.  The university has the right to end the employment relationship under the same conditions.

Nothing contained in this employee handbook nor any other materials provided to the employee in connection with their employment prohibits the University from terminating an employee at any time for any reason.

Equal Employment Opportunity

In order to provide equal employment and advancement opportunities to all individuals, employment decisions at the University of St. Thomas will be based on merit, qualifications, and abilities.

The University of St. Thomas affirms its policy of providing Equal Opportunity to all employees and applicants for employment in accordance with all applicable Equal Employment Opportunity/Affirmative Action laws, directives and regulations of Federal, State and Local governing bodies or agencies, specifically including Chapter 139.50 and 141 of the Minnesota Civil Rights Ordinance and the Rules and Regulations as applicable.

The University of St. Thomas will not discriminate against or harass any employee or applicant for employment because of race, color, creed, religion, ancestry, national origin, sex, sexual orientation, disability, age (40 and over), marital status, or status with regard to public assistance.  With respect to religion and creed, as permitted by law, the university reserves the right to exercise discretion in employment decisions to employ persons who share and are committed to the values and mission of the university.

The University of St. Thomas will take affirmative action to ensure that all employment practices are free of such discrimination.  Such employment practices include, but are not limited to: hiring, upgrading, demotion, transfer, recruitment or recruitment advertising, selection for lay-off, disciplinary action, termination, rates of pay or other forms of compensation, and selection for training including any future apprenticeships or internships.  We will provide reasonable accommodation to applicants and employees with disabilities.
 
The University of St. Thomas prohibits the harassment of any employee or job applicant on the basis of their protected class status.
 
The University affirms the value of cultural diversity for all students and employees.  Therefore, the University of St. Thomas will commit the necessary time and resources, both financial and human, to achieve the goals of equal employment opportunity and affirmative action.
 
The University of St. Thomas fully supports the incorporation of nondiscrimination and affirmative action rules and regulations into contracts.

The University of St. Thomas will evaluate the performance of its management and supervisory personnel on the basis of their involvement in achieving affirmative action objectives in addition to other criteria.  Any employee of this university, or sub-contractor to this university, who does not comply with the equal opportunity policies and procedures as set forth in this statement and plan may be subject to disciplinary action.

The University of St. Thomas has appointed the Executive Advisor to the President as the Affirmative Action Officer.  Her responsibilities includes monitoring the efforts of the University in meeting its responsibilities in this area and reporting the effectiveness of the affirmative action program, as required by Federal, State and Local agencies.  The Associate Vice President for Human Resources oversees the University’s Equal Employment Opportunity policy related to the terms and conditions of the employment relationship between the University and its employees. If any employee or applicant for employment believes he/she has been discriminated against, please contact either the Associate Vice President for Human Resources Department at (651) 962-6511 or the Executive Advisor to the University President at (651) 962-6031.

Grievance Procedure

Reasons for filing

Employees may file a grievance when they feel a term or condition of their employment has been violated.  Examples of actions that may be the subject of grievances include: disagreement with employment or disciplinary actions; treatment considered unfair by an employee, such as coercion, reprisal, harassment or intimidation; alleged discrimination; and improper or unfair administration of benefits, promotion, retirement, performance review, salary or seniority.  The elimination of a position may not be the subject of a grievance.

Employees are encouraged to use the grievance procedure and will not be penalized for doing so.

Steps for filing

  1. Notify supervisor of grievance.
    • The employee should notify his/her immediate supervisor, orally or in writing, of the grievance within 14 calendar days of learning of the situation.
    • The supervisor should respond to the employee, orally or in writing, within a reasonable time (usually 7 days).
    • If the employee’s problem concerns the immediate supervisor, the employee will be permitted to discuss the problem first with the department head or the associate vice president of Human Resources.
  2. Submit grievance to the Department of Human Resources.
    • If the employee is not satisfied with the supervisor’s response, they will have 7 days from the date of the receipt of the supervisor’s response to file a formal grievance at the second step.
    • The employee must submit his/her grievance in writing to the associate vice president of Human Resources.  The employee’s written grievance should be as specific as possible, and should include a statement of the facts surrounding the grievance, documentation supporting the grievance, and the requested remedy.
    • The associate vice president of Human Resources will have 7 days after the receipt of the grievance to schedule a meeting with the employee.  The associate vice president of Human Resources will respond in writing within 7 days after the meeting.
  3. Request grievance to be presented to the Employment Personnel Committee.
    • If the employee is not satisfied with the response from the associate vice president of Human Resources, a written request must be made within 7 days to the associate vice president of Human Resources to present the grievance to the Employment Personnel Committee.  A meeting will be scheduled with this committee within 30 days of receipt of the request.
    • Within 7 days after the date of the meeting, the Employment Personnel Committee shall report its finding(s), a summary of the reasons for its judgment, and its recommendation(s) in a written statement to the complainant, respondent, and the appropriate Executive Vice President or University President, where applicable.  The appropriate Executive Vice President or University President, where applicable, shall give careful consideration to the recommendation of the Committee but shall not be bound by such recommendations. The appropriate Executive Vice President or University President, where applicable, shall make the final decision in the case and communicate his or her decision in writing to the complainant and respondent within ten (10) days of receiving the written report of the Employment Personnel Committee.

All parties are expected to file and respond to grievances within the specified time limits.  Failure by the employee to follow these time limits will result in either rejection of the grievance, or the findings of the preceding step will be viewed as the final decision.  Failure on the part of administration officials to follow the time limits will allow the employee to proceed immediately to the next step in the grievance procedure.

Time spent by employees in grievance meetings during normal work hours will be considered hours worked for pay purposes.

Temporary employees may not use the grievance procedure.

Terminated probationary employees have no right of appeal through the grievance procedure.

Hiring

The University has established procedures for advertising, selecting, and hiring applicants for regular and temporary positions.  Positions are listed on the Human Resources website http://www.stthomas.edu/jobsatust.

Hours of Work

Work week

The normal work week consists of 40 hours, five days per week, Monday through Friday.  The hours and days an employee works is dependant upon the needs of the department, and may vary from one department to another or work groups within a department.

Lunch and rest periods

Each full time employee will be allowed a meal period near the middle of the workday.  Except for service employees (food service, security, trades and employees covered by a union contract), the meal period shall normally be 60 minutes.  In departments that operate more than one shift, the meal period will normally be 30 minutes.  Length and time of the lunch period is based on departmental needs and the discretion of the department head.

Full-time hourly paid employees are also entitled to two paid, 15 minute rest periods, to be taken at the approximate mid-point of the first and second halves of their shift.  Lunches and rest periods may not be accumulated for later use if they are not taken at the scheduled times.

Overtime

Hourly paid employees who work more than 40 hours in a week will receive overtime pay at the rate of 1½ times their normal hourly rate.  For the purposes of computing overtime pay, the work week begins at 12:01 a.m. on Sunday and ends at 12:00 midnight on Saturday.  Hourly employees must receive approval in advance to work overtime.

Hourly paid employees may take time off instead of receiving overtime pay, but only if the time off is taken during the same week as the overtime is worked.  All approved hours worked over 40 hours in one week must be paid at the overtime rate.  Hours worked over 40 hours in one week may not be accumulated for the purpose of taking compensatory time off at a later date.

Employees may be required to work overtime when deemed necessary by their supervisor.  The supervisor may assign overtime to employees working in the jobs for which overtime work is required.

Exempt salaried employees do not receive overtime pay and are not entitled to take time off at a later date to compensate for additional hours worked.

Outside Employment

The University realizes that some employees may have a job in addition to their employment with the University.  Outside employment must not compromise the University’s interests or adversely affect the employee’s job performance.

Outside employment will not be considered an excuse for poor job performance, absenteeism, tardiness, leaving early, refusal to travel, refusal to work overtime or different hours, or any other failure to meet the requirements of the job.

Employees who are injured or become ill as a result of employment outside the university are not eligible for the University’s short-term disability benefits.  Long-term disability benefits are not affected by outside employment.

Separation of Employment

Employment at the University of St. Thomas may end due to retirement, resignation, discharge, or as a result of the elimination of a position.

Retirement

There is no mandatory retirement age at the University of St. Thomas.  It is requested that an employee planning to retire notify his/her supervisor, department head, and the department of Human Resources in writing at least 90 days in advance of the anticipated retirement date.

Resignation

Whenever possible, an employee should notify his/her supervisor and the department of Human Resources in writing in advance of the anticipated resignation date.  Employees who decide to leave the University are expected to provide their immediate supervisor at least a two weeks notice.  The employee may rescind a written notice of resignation if approved by the supervisor, department head, and the appropriate vice-president.

Discharge and/or suspension

  • An employee may be discharged at any time for any reason.
  • In situations other than described below, a regular employee, who is disciplined, suspended, or discharged may appeal this action through the University's grievance procedures.
  • An employee who is discharged, transferred or demoted as a result of the elimination of a position may not grieve this decision.
  • An employee filling a temporary position may not use the grievance procedure (See Grievance Procedures).
  • A terminated probationary employee has no right of appeal through the grievance procedure.
  • An employee who is absent from work for three consecutive days without notifying his/her immediate supervisor prior to the absence will be seen as having voluntarily terminated his/her employment with the University.
  • A terminated employee will receive his/her final paycheck within 24 hours of the termination. This check should include payment for unused vacation/paid leave time, up to the maximum permitted for eligible employees.

Exit Interview

  • An exit interview will be conducted through the Department of Human Resources for employees leaving the University.  Comments regarding employment at the University are welcome during that interview.
  • Forms outlining benefit continuation opportunities will be mailed to the employee’s home address from the university’s third party administrator.

Types of Appointments

Non-faculty staff appointments are designated as regular full-time, regular part-time, temporary, extended temporary, interim, or per diem.  The following provisions define the various employment appointments available at the University.

Regular Full-time:  An appointment that is expected to continue indefinitely and requires an employee to work a regular schedule of at least 40 hours per week.   

Regular Part-time:  An appointment that requires employees to work a regular schedule of less than 40 hours per week and whose duration is expected to continue indefinitely.

Temporary:  The appointment of an employee to a position or job assignment that has a definite end date and whose duration is less than six (6) months.

Extended Temporary:  An appointment intended to meet the needs of a unit that has extra or cyclical work or special projects that have clearly defined beginning and ending periods.  These types of appointments must be made for a minimum of six (6) months and may last no longer than twelve (12) months.

Interim:  The temporary assignment to a regular position, which generally occurs following the promotion, transfer, or departure of an employee who held a regular appointment.  The interim assignment shall not exceed six months.

On-Call:  The assignment of an employee whose appointment is not a part of the labor budget or regular work schedule of a unit and the employee is scheduled to work only on an "as needed" or “on-call” basis.  

Term Appointment:  A benefits eligible appointment to a position whose term is more than 12 months but lasting not more than two years for the purpose of staffing new or existing programs for a limited duration.  The term may not be extended beyond the original appointment period.  President’s Staff approval is required.

Work Schedule Options

Flextime

Flextime is defined as a work schedule that permits flexible starting and quitting times within the limits set by management.  The university supports flextime in situations that will benefit both the employee and the university.  In many cases, it is expected that flexible work arrangements contribute to a higher level of employee satisfaction and productivity.  An employee must outline in writing to their supervisor their request for a flexible work schedule.

Job Sharing Policy

Job sharing is a work option that allows two individuals to share the work responsibilities of one full time position.  It is expected that all job duties will be the responsibility of both individuals. A job sharing agreement must be entered into between the job sharing employees and the department head.  The initial duration of the agreement should not exceed six months.  Two individuals in an approved job sharing arrangement, each approved to work 20 hours per week, would both be benefit eligible.  The full-time benefits would be split equally between the two individuals sharing the job.  Policy guidelines are available on the Department of Human Resources website.

Telecommuting

is a voluntary work arrangement that may be appropriate for some employees and some positions, functions, or activities.  Telecommuting allows an employee to work at an offsite location for part or all of their work week, substituting telecommunications technology for the trip to and from campus.  The university considers telecommuting a viable alternative work option for situations that are well-suited to such an arrangement.

Telecommuting can be an informal or formal arrangement.  An informal telecommuting arrangement is short-term and ad hoc in nature (i.e. working from home on a short-term project with an approaching deadline).  A formal telecommuting arrangement is long-term ranging from two or more weeks and is not a response to a specific project.  Informal arrangements are made on a case-by-case basis at the departmental level.  A telecommuting arrangement does not change the terms and conditions of employment with the University of St. Thomas.  Formal telecommuting arrangements must be requested in writing and follow general telecommuting guidelines.

In a voluntary telecommuting arrangement, the employee is responsible for all equipment that may be necessary for work effectiveness (i.e. computer, fax machine, telephone, etc.).  Telecommuting guidelines and forms are available on the Department of Human Resources website.

Benefit Eligibility

For the purposes of determining benefits eligibility, a salaried or hourly employee working in a regular position and approved to work at least 25 hours per week (or .625 FTE) is entitled to receive the University's full benefits package. An employee working in a regular position is eligible to receive a more restricted number of benefits if he or she works at least a .50 FTE.  Refer to the description  below regarding part-time salaried and hourly employees benefits.

Those employees covered under union contracts are entitled only to those benefits described in the collective bargaining agreements. Please refer to those agreements for benefit details.

Priests and other religious order employees receive benefits based on arrangements made with the Archdiocesan Office or their specific religious order and the university. University benefits are provided on the same basis as to other employees, if benefits are not provided by the employee's religious order.

Employees in an approved Job Share position should refer to that policy for eligibility details.

Regular part-time salaried and hourly employees, who are approved to work fewer than 25 hours per week but at least 20 hours per week, may be eligible to receive the following benefits:

  • Pension;
  • Holidays;
  • Vacation, if a salaried employee;
  • Paid Leave Time, if an hourly employee;
  • Funeral leave.

NOTE: Almost all regular employees are eligible to participate in the Voluntary Arrangement retirement account. Please refer to the Summary Plan Description for details.

Payment for holiday, vacation, (or paid leave time) and funeral leave is based on the actual number of hours a regular employee is approved to work, which is the FTE or full-time equivalency.

Salaried and hourly employees, working in regular positions that are approved to work less than 20 hours per week, are eligible for the following benefits:

  • Holidays;
  • Vacation (or paid leave time for hourly employees);
  • Funeral leave.

Payment for these benefits is based on the actual number of hours approved to work.

Salaried and hourly employees hired to work in full or part-time positions for less than one year will be considered temporary employees. At one year, a position must be approved to continue as a regular position or a different person must be hired to complete the temporary assignment. Temporary employees are not eligible for any of the university-provided benefits.

Most benefits are effective the first of the month following the employees hire date, or immediately if the hire date is the first of the month. Exceptions to this are noted in the benefits summary material below and in the official Plan Documents. Many of the benefit summaries are posted on the Department of Human Resources website located at  http://www.stthomas.edu/hr/rewardsandrecognition/benefits/.

The university uses the Defense of Marriage Act to identify legal spouses that are eligible for coverage. Dependent eligibility varies by benefit plan.

Detailed benefit materials are provided at the time of hire. Updates are distributed as necessary. These materials are also available through the Department of Human Resources at any time.

The following benefit information is provided as a brief outline and is not intended to replace the official Plan Documents or the Summary Plan Descriptions received by the employee. Benefits are described in official documents that are kept on file in Human Resources and are available for examination by any plan participant or beneficiary. These official documents are the only binding documents concerning the university's benefits. In case of a discrepancy, the official documents will govern. The university always has the right to modify, amend or terminate any benefits offered to employees.

Cafeteria Plan

The university’s employee benefits program provides employees with the opportunity to select benefits that meet their individual and family needs. Currently, employees may choose from any of the following benefit areas: medical coverage, dental coverage, vision coverage, health care reimbursement account, and dependent care reimbursement account. This plan allows employees to fund their portion of these benefits with pre-tax dollars. This means that the employee share of the medical, dental and vision insurance premiums, and the amounts elected to be set aside by the employee for health care and/or dependent care spending are not subject to Federal, State or Social Security taxes.

The plan year for the University’s employee benefits program is January 1 through December 31. If eligible, employees must complete an election form at the time they first become eligible to participate or enroll in one or more aspects of the program.  Annual Enrollment occurs in November of each year during which time employees may change their election(s).  All benefits changes are effective the following January 1.  Spending account elections must be made each year during the Annual Enrollment period.  If an employee does not complete an election form each year, the opportunity to participate in the spending accounts is lost.

Benefit information and Annual Enrollment notices are provided annually, and outline changes to the flexible compensation package.

The tax advantages of the University’s employee benefits program are based on current state and federal tax laws which are subject to change at any time.

College Savings Plan

The university has a program in place that allows employees to participate in a Section 529 College Savings Plan through payroll deduction. The state of Minnesota selected TIAA-CREF as their vendor of choice and offers an annual matching contribution, if income limits are not exceeded. Visit www.mnsaves.org for complete details.

Dependent Care Reimbursement Account

This account reimburses you on a pre-tax basis for eligible out-of-pocket dependent-care expenses incurred in order for you or your spouse to work.  If you are married, your spouse must be employed or attending classes as a full-time student for you to use this account.  Eligible dependents are your children who are under age 13 or your eligible dependents of any age who are mentally or physically handicapped and incapable of caring for themselves.  Care can be given in your home or in a facility outside of your home. The maximum contribution, mandated by the federal government, is the lesser of:  $5,000 per calendar year, per family (or $2,500 if married and filing taxes separately), or the lowest earned income of you or your spouse.  Federal law requires that you forfeit (give up) any money that you have contributed that is not used to reimburse eligible expenses during the prescribed period.

Employee Assistance Program

The Employee Assistance Program (EAP) provides cost-free professional consultation and referral services for staff and faculty members who are experiencing work and personal-related difficulties.  Immediate family members of University of St. Thomas employees also are eligible for EAP services.  This service, which is staffed by experienced clinicians with advanced degrees, is available by calling the toll-free phone line operating 24 hours a day, seven days a week.

Visit  http://www.guidanceresources.com and enter the company ID ZB3042Q, or call (877) 327-4753 (TDD (800) 697-0353).

Health Care Reimbursement Account

This account reimburses you on a pre-tax basis for eligible out-of-pocket medical expenses, including deductibles, co- pays, co-insurance  and certain other health care expenses not covered by your medical, dental and vision plan.  Expenses must be incurred by you, your spouse, or your other eligible dependents.  Contribution limits to the healthcare reimbursement account are mandated by the federal government, and federal law requires that you forfeit (give up) any money that is not used to reimburse eligible expenses during the prescribed period.

Health Savings Account (HSA)

A Health Savings Account (HSA) is a savings vehicle that allows you to put money aside for eligible medical care expenses tax-free.  Unlike a Healthcare-Reimbursement Account, an HSA allows you to “roll over” unused dollars into the next year; there is no “use it or lose it” provision.  Furthermore, your funds can be invested and grow much like the funds in a retirement account.  Earnings are tax-free.  To be eligible to enroll in a HSA you must be enrolled in the High Deductible Medical Plan (HDHP) and cannot be enrolled in Medicare, covered by other medical insurance, or participate in a healthcare reimbursement account. Contribution limits to the HSA are mandated by the federal government.

Holidays

The university observes 13 holidays each year.  These include:

  • New Year's Day
  • Martin Luther King, Jr. Day
  • Good Friday
  • Easter Monday
  • Memorial Day
  • Independence Day
  • Labor Day
  • Thanksgiving
  • Friday after Thanksgiving
  • Christmas Eve Day
  • Christmas Day
  • New Year's Eve Day
  • Floating Holiday

Regular full-time and part-time employees are eligible to receive holiday pay and one Floating Holiday immediately upon employment and consistent with the provisions of this policy. Temporary, on-call, and student employees are not eligible for holiday pay or the Floating Holiday.

The Human Resources Department publishes a list of the specific holidays each year. A guiding principle of UST’s Holiday policy is no loss / no gain. This means that no regular full-time or part-time employee should suffer a loss in pay because the university closes for a holiday. Neither should they profit except in those instances when required to work on the holiday.

Salaried and hourly employees receive holiday pay when the holiday falls on their normally scheduled work day. Holiday pay for regular part-time employees is prorated based on their FTE and the number of hours they normally work each day. For example, employees who normally work 4 hours, Monday through Friday, shall receive 4 hours of holiday pay.

Employees shall not receive holiday pay when:

  • the holiday falls on a day he or she is not normally scheduled to work. For example, if the employee is not normally scheduled to work on Mondays, he or she shall not receive pay for Memorial Day or Labor Day. 
  • he or she is absent without pay the day before and the day after the holiday.
  • he or she is on short-term or long-term disability leave on the holiday.

If an employee is required to work on a holiday, he or she receives pay for the hours actually worked plus holiday pay equal to the number of hours he or she normally would have worked if not for the holiday.

With the advance approval of their supervisor, employees may use their Floating Holiday any time during the fiscal year. New employees may use their Floating Holiday after completing 90 days of employment.

Floating Holiday pay is based on an employee’s FTE level. Employees who do not use their Floating Holiday by the end of each fiscal year forfeit it. The university does not reimburse employees for an unused Floating Holiday.

Life and Accidental Death & Dismemberment (AD&D) Insurance

University-Provided Term Life and AD&D Insurance: Currently, this benefit is provided at no cost to you in the amount of two times your annual base salary, to a maximum benefit of $200,000.  Annual base salary is the fixed annual rate of pay.  It does not include, overtime, miscellaneous payments, variable/incentive payments or benefits.  Starting at age 65, this insurance benefit is reduced. The law requires employees to pay an imputed tax on employer-provided life insurance in excess of $50,000.

Life insurance coverage provides payment to your beneficiary in the event of death. In the case of a terminal illness, life insurance proceeds may be accelerated at the employee's request.

Accidental Death & Dismemberment insurance coverage provides payment to your beneficiary in the event of an accidental death. This payment is provided in addition to the term life insurance. Benefits are also available in the event of an employee's loss of limb(s).

You may purchase voluntary term life insurance, in addition to term life coverage provided to you by the University of St. Thomas, at your own cost. If you elect voluntary term life for yourself, you also can elect it for your spouse and dependent(s). (You cannot elect coverage for your spouse and dependent(s) if you have not elected voluntary term life coverage for yourself.) Spouse insurance-coverage amounts cannot exceed 100% of the employee coverage amount. Your Voluntary Term Life and AD&D coverage options are:

  • Employee:  Up to five times your annual salary in increments of $10,000, not to exceed $500,000.  NOTE:  Coverage over $200,000 will require the employee to complete an Evidence of Insurability form.
  • Spouse:  Up to five times your annual salary in increments of $10,000, not to exceed $500,000.  NOTE:  Coverage over $50,000 will require the spouse to complete an Evidence of Insurability form.
  • Child(ren):  Benefit election can be either $5,000 or $10,000.  Dependents are covered to age 19, or 25 if full-time students.

Long Term Care

Voluntary group long-term care insurance is provided by Genworth and is designed to pay for a variety of in-home, assisted-living and nursing-home services that you might need, should you be unable to care for yourself because of an accident, illness or the effects of aging.  You and your eligible family members may enroll in this benefit.  If you wish to enroll, you are responsible for paying all premiums for this benefit.  Premiums vary based on the coverage option that you select and your age at the time of enrollment.  You pay premiums on an after-tax basis and may be eligible to receive a long-term care insurance credit on your state tax return.

Long-Term Disability Insurance

You will be automatically enrolled in the university’s long-term disability (LTD) plan, which is paid for by the university.  In the event you become disabled, upon approval from the insurance carrier and after satisfaction of the elimination period, the policy will provide a monthly benefit equal to 60% of your monthly income at the time you become disabled, up to a maximum benefit of $15,000 per month.  The LTD plan provides for income replacement of 60% of pre-disability monthly income, up to a maximum benefit of $15,000 per month, in the event you become disabled.  Because the university pays the premiums, if you become disabled, any approved benefits payable to you are considered taxable income.  You have the option of changing the taxable nature of your LTD benefit, by making an election to pay taxes on the LTD premium that is paid on your behalf by the university.  This means if you become disabled, no taxes will be payable on the LTD benefits you receive.  If you make this election, you will be taxed on the premium that the university pays for your LTD coverage.  The cost impact to you will depend on your individual income tax bracket.

Medical, Dental, and Vision Coverage

The University currently offers several medical plans to employees that are administered by Blue Cross/Blue Shield of Minnesota. The dental plan provides coverage administrated through the Delta Dental Insurance Company.  The university pays the difference between what the carrier charges and what the employee pays for the coverage. The vision plan provides coverage through EyeMed.  The employee cost for medical, dental and vision coverage is deducted from paychecks on a pre-tax basis.

Retirement Plans

Currently, the university provides a retirement benefit program for eligible employees through the University of St. Thomas Retirement Plan and a tax-deferred 403(b) Voluntary Retirement Arrangement. Refer to the official Plan Documents and Summary Plan Descriptions for full details.

University Retirement Contributions: The university has a qualified retirement plan in place. This 403(b) plan enables the university to provide contributions for most salaried and hourly employees who hold full and part-time regular positions that are approved to work at least 1,000 hours annually.

To be eligible, an employee must be at least 21 years of age.  Employees hired on or after July 1, 2010 are eligible to participate in the retirement plan after completing one year of employment. Upon completion of three years of service at the university, these employees will be fully vested.

The university contributes 9.4% of base annual salary for all eligible employees to either a TIAA-CREF or Fidelity Investment account (employee application needed.) All university contributions are made each payday.

Applications for the retirement plans are handled through the department of Human Resources. Failure to complete the application on a timely basis may result in contributions being deposited to a default account. Currently, the default investment fund is TIAA-CREF's Lifecycle Fund appropriate for your age..

Voluntary Retirement Accounts: Most employees may shelter earnings in tax deferred (403(b)) voluntary retirement accounts. Voluntary retirement accounts are available to you at any time, and do not require any type of participation eligibility. These accounts involve employee contributions only; the university does not contribute money to your voluntary retirement account. The Internal Revenue Code limits the amount that can be contributed each year. At no time may you go over the elective deferral limit for the year. Employees are responsible for monitoring their contribution limit each year. The Voluntary Retirement Arrangement offers eligible employees the opportunity to direct voluntary contributions to one of several carriers.

Short Term Disability (STD)

The short-term disability plan is currently provided by the university at no cost to eligible employees. To be considered for this benefit, employees who are absent from work for eight (8) consecutive calendar days due to illness or injury must contact Sun Life and FMLASource to file a short-term disability claim.  Short-term Disability and FMLA administration are administered through Sun Life, which specializes in reviewing, approving, processing and tracking short-term disability and FMLA leave requests with the oversight of expert medical and legal staff.

You can file a claim over the phone or online.  To begin the process of filing a claim, please contact Sun Life and FMLASource in one of the ways below:

  • Phone:  877-SUN-LIFE (877-786-3652)
  • TDD:  800-697-0353
  • Fax:  877-309-0218
  • Online:  https://fmla.sunlife-usa.com  (Your Employee Number is your UST ID number)

Periodic updates from the medical provider may be required and will be followed up by Sun Life and FMLASource.

All employees eligible to participate in this plan are eligible on the first day of the month following the date of hire, or immediately if the date of hire is the first of the month.

To begin receiving STD benefits, the employee must be considered totally disabled.  Employees approved under the STD plan, will receive benefits effective on the 8th calendar day after the onset of the injury or illness that caused the total disability.  The benefit will be paid retroactively back to the first working day of the total disability. 

The decision whether STD benefits will be granted is within the sole discretion of the university. To begin receiving STD benefits, the employee must be considered totally disabled.

If the request for STD benefits is denied, employees may request to be paid by using earned vacation time or personal time off.  Employees may also request unpaid leave.

STD provides an employee with the following payment schedule for a maximum of six months:

  • 1 - 60 days - 100% of base salary
  • 61 - 120 days - 80% of base salary
  • 121 - 180 days - 60% of base salary

Short-term disability benefits will not be paid if the illness or injury is sustained as a result of employment outside the university.

Employees approved to receive short-term disability do not receive holiday pay, tuition remission for themselves, accrue vacation or paid leave time, and do not receive salary increases until they return to work. Generally, other benefits continue while an employee is on short-term disability.

Positions for employees on an approved STD leave will be held for at least twelve (12) weeks, but no longer than six (6) months. If an employee is not released by their provider to return to work during the period the position is being held, the position will be filled by another employee. When the disabled employee is released to return to work, the employee may apply for any open position for which they are qualified, but there is no guarantee of employment.

Tuition Remission and Educational Assistance Programs

Eligibility

  • Full-time salaried and hourly paid employees are eligible to receive tuition remission for themselves, spouses and eligible dependents effective the first semester following the completion of one (1) year of service. To receive this benefit, you must be eligible on the first day of class. "Full-time" for this benefit is defined as an employee who is in a position approved to work at least 40 hours per week, for 9, 10, 11, or 12 months annually.
  • Part-time salaried and hourly paid employees are eligible to receive tuition remission for themselves, their spouses and dependents following a waiting period of 3 years of employment. "Part-time" for this benefit is defined as an employee who is in a position approved to work: 1) less than 40 hours per week, 12 or fewer months per year; 2) 40 or more hours per week for fewer than 9 months per year. Part-time employees hired prior to July 1991, who had a greater benefit than provided by this policy, will retain prior benefits. Part-time employees and their eligible dependents are only eligible for tuition remission for classes held at the University of St. Thomas. The amount of this benefit is prorated, based on approved FTE.
  • Employees covered by union contracts are not eligible to receive tuition remission benefits for themselves, their spouses or dependents, unless specifically stated in their labor contract.

Benefit Amount

  • Employee: 100% tuition remission is provided for up to two (2) courses per semester for full-time employees and is pro-rated for part-time employees. The benefit is available only for courses taken at the University of St. Thomas. Undergraduate, graduate and doctoral courses are eligible for tuition remission, as outlined in the guidelines. All undergraduate tuition remission for employees and their dependents is a non-taxable benefit. Under current IRS regulations, tuition remission for employees only, up to $5,250 per year for all graduate and doctoral courses, is non-taxable income to the employee.
  • Spouse: The definition of spouse is a legally-married person as defined by the Defense of Marriage Act. 75% tuition remission (pro-rated if the employee is part-time) is provided for up to two courses per semester for undergraduate and non-doctoral graduate courses only. Under current IRS regulations, tuition remission for graduate courses provided for an employee's spouse is taxable income to the employee.
  • Dependent children: The Internal Revenue Service's definition of dependent child will be used to determine eligibility for natural, adopted, and/or step-children. 75% tuition remission (pro-rated if the employee is part-time) is provided for undergraduate courses, with no limit on the number of courses taken each semester.

Part-time employees, as previously defined for this benefit, will receive a pro-rated benefit based on the approved hours of work, following 3 years of employment.

Application Process

  • Tuition Remission application must be made through the Department of Human Resources.
  • Applicants for tuition remission must complete the Human Resources Undergraduate/Graduate Tuition Remission Application Form.
  • Faculty, staff and spouses must submit a form each semester.
  • Dependent children may submit one form for the full academic year or submit forms each semester.
  • For undergraduate courses, the student must file for Financial Aid in addition to the tuition remission application.
  • Any federal and state grants received will be applied toward the cost of tuition first, with tuition remission applied to the balance.
  • Check the full guidelines for application deadlines.

Tuition Remission Reciprocity Plans

Tuition remission plans are also available through the Associated Colleges of the Twin Cities [ACTC, including Augsburg College, College of St. Catherine (for daughters only), Hamline University, and Macalester College]. Spouses and dependent children may attend the ACTC schools. The university is also a member of the Catholic College Cooperation Tuition Exchange. Dependent children are eligible for this opportunity. Employees may only attend classes at St. Thomas.

A copy of the complete Tuition Remission and Educational Assistance guidelines and a list of all participating schools is available in the Department of Human Resources. The entire Tuition Remission and Educational Assistance Guidelines are also available online.

Vacation Time

Vacation or PLT is granted to eligible full-time and part-time employees according to the guidelines below. Taking time off for reasons other than approved absences, such as sick leave, personal leave and unpaid leave, is a violation of university policy and will be seen as a performance issue. The university does not recognize and does not permit the practice of taking "comp time" as a reward for extra hours worked.

Vacation: Exempt (Salaried) Employees

(revised 3/2008)

Vacation time is granted to eligible full and part-time exempt employees. Full-time exempt employees will be allocated paid vacation according to the following schedule:

 

Length of Service Vacation Earned
Less than 12 years 20 days per year
12 years and over 25 days per year

Eligible part-time exempt employees are allocated vacation according to the schedule above. However, vacation allocation will be based on the employee’s approved FTE, rounded up. For example, an exempt employee with less than 12 years of service at .625 FTE would receive 13 vacation days.

  • Vacation allocations are made annually on July 1 and based on the schedule above. The allocation for part-time and new employees is prorated.
  • Vacation allocations not used by June 30 are forfeited.
  • Exempt employees must electronically record vacation time taken through Employee Self Service (Murphy Online).  If you have any questions, contact the Department of Human Resources for specific instructions on how to record vacation time electronically.
  • According to the Fair Labor Standards Act (FLSA), exempt employees may not take vacation leave in less than whole-day increments.
  • Exempt employees who terminate from the University shall receive reimbursement of up to five (5) days of earned but unused vacation.  Payment for unused vacation is processed as soon as administratively possible following the last day of employment.

All Employees

  • Employees may not use vacation time or PLT to extend their employment. Generally, an employee’s termination date is determined by the last day actually worked.
  • An employee who leaves the University but is rehired within one year may resume past service credits as if no break in service occurred.

Compensation Program

The compensation program at the University of St. Thomas is designed to assure uniform and fair salary practices throughout the university, and enables the university to attract, reward, motivate and retain highly-competent employees.  The program includes a market-based system structured to be flexible enough to meet the varied needs of each department and the university as a whole.  All administrative salaried and non-contract hourly paid positions, except student employment positions, are covered under this program.

For more information , refer to policy 2.1.6 - Total Compensation.

Payroll

On each payday employees will receive a statement showing gross pay, deductions, and net pay. State, federal, and Social Security (FICA) and Medicare (MQFE) taxes and employee-authorized contributions to the university’s benefit plans, charitable giving, and parking will automatically be deducted and reflected on the bi-weekly pay statement.

Bi-weekly payroll schedules are available on the Payroll Department web site at www.stthomas.edu/payroll.  Non-exempt hourly employees are paid on a two week delayed cycle in accordance with the bi-weekly payroll schedule for hourly employees.  Exempt employees are paid to-date in accordance with the bi-weekly payroll schedule for salaried employees.

Direct deposit for payroll checks is available to all employees. Payroll checks may be deposited to almost any financial institution.  Statements for direct deposits are no longer printed, they are available each payday via Murphy Online.  If you want your bi-weekly statement printed, please send a written request to payroll@stthomas.edu

Paychecks are printed each pay period and historic pay information is also available in Murphy Online.

Time Reporting

Hourly non-exempt employees report their hours bi-weekly in the WorkForce time keeping system - supervisors should instruct their employees which time entry method they should use to record their time in WorkForce:

Swipe their badges at a time clock using the Stromberg system.

  1. Time entry methods are as follows:
    1. Swipe their badges using a bio-metric finger scan at a time clock.
    2. Use the Web Clock to log in and out.
    3. Use Web Time Entry to record their in and out times
    4. Use Web Elapsed Time entry if they are staff employees not using a time clock.
  2. Instructions for all four time entry methods are available on the Payroll web site www.stthomas.edu/payroll.
  3. If a pay period is split between two positions, you are required to enter your time in the appropriate position and time period.
  4. Time for past pay periods should be entered on an amended time sheet by either the employee or their supervisor; do not add the time to the current pay period.
  5. Amended time sheets will be paid on the next available payday after they are approved.
  6. Time sheets should be a true and accurate reflection of your actual time worked.   Accurate time sheets submitted in accordance with the bi-weekly payroll schedule will result in accurate and timely paychecks.
  7. Overtime will be paid in accordance with FLSA guidelines for hours worked in excess of forty in a calendar week.  This includes any and all hours worked in multiple jobs.
  8. The "University's Personal Behavior Policy" prohibits the falsification of time sheets.   Falsification of time may result in disciplinary action in accordance with the "University's Discipline and Corrective Action Policy".

Performance Assessment and Management

The Performance Assessment and Management system is designed to foster communication between supervisors and employees, and provide an opportunity to establish mutual goals for the employee.  The system provides an opportunity for each staff member and his/her supervisor to understand the employee’s job and the department objectives, and to discuss how the staff member’s goals and performance can contribute to the achievement of university and departmental goals.

The performance evaluation period is based on the university’s fiscal year, July 1 through June 30.  Individual employee goals and objectives should be established by July 1.  Meetings should be held during the year to evaluate and discuss the progress made on each goal.  A final meeting and assessment of employee performance should occur between the individual staff member and the supervisor.  This final review should be documented on the appropriate form and signed by both the employee and the supervisor.  The completed document is due in Human Resources by July 1.  Completion dates may vary depending on each division’s review process.  The completed document will become part of the employee’s personnel file.

For more information, refer to policy 2.1.7 - Performance Assessment and Management.

Class Offerings


The Leadership Academy is a professional development program for faculty and staff dedicated to making the University of St. Thomas a great place to work and a place where people can do great work.  The program is designed and offered exclusively for employees at St. Thomas to support the needs of individuals and departments, both from a personal and a professional perspective.  The academy offers this support through an array of professional development opportunities.

Sessions offered through The Leadership Academy are free to faculty and staff of the university.  Classes that require external training resources may include a direct cost to the participant's department to cover the cost of the resources.  The Leadership Academy has relationships established with other organizations, both internal and external to the university, through which additional development opportunities may be offered.  For more information about development opportunities please visit The Leadership Academy website at ldrshp_acad@stthomas.edu or call the Human Resources department at ext. 2-6900.

Department Funds

Department funds may be allocated for professional development opportunities within individual departments.  Contact your supervisor or department head for more information.

Orientation

Orientation introduces new employees to the university as a whole.  New employees receive a general introduction to the university and services available on campus, including HR policies, the employee handbook, benefits information, safety issues, security and parking, as well as information on the phone and email systems.  Sexual harassment awareness training is required by law and is also covered as a part of orientation.

Training and Seminar Leave Policy

The university recognizes the importance of many types of educational and learning opportunities.  Attendance at seminars, meetings, and training programs are considered time worked, and will be paid time if the employees attendance is required by the university or approved for attendance during scheduled work hours/days.

Attendance at seminars, meetings and training programs must be pre-approved by the employees supervisor.

Time spent by the employee traveling during normal work hours to and from an educational opportunity will be considered hours worked for pay purposes.  For hourly employees, traveling time outside of the normal work hours will not be paid time.

Attendance at events that is not mandatory will not be paid.  The employee may arrange, with supervisory approval, to adjust their work schedule and make up the missed time.

Tuition Remission

See Benefits section.

Family and Medical Leave Act (FMLA)

General

Employees who have been employed for at least one (1) year and for at least 1,250 hours during the preceding 12-month period are eligible for family and medical leave. The Department of Labor requires employers to choose one of four (4) methods for determining the 12-month period during which an employee may use 12 weeks of FMLA leave. The university has selected the “rolling” 12-month period, which measures backward from the date an employee uses any FMLA leave. For employees not eligible for family and medical leave, the university will review business considerations, other leave options, and the individual circumstances involved. Except for those employees designated as “highly compensated employees,” employees will be returned to the same or to an equivalent position. The reemployment issue for “highly compensated employees” will be reviewed on a case by case basis.

Family or medical leave will consist of appropriate accrued paid leave and unpaid leave. If leave is requested, the employee must use all of his or her accrued paid vacation leave (salaried employees) or accrued PLT (hourly employees). The remainder of the leave period will then consist of unpaid leave unless the employee qualifies for short term disability benefits. In some cases, FMLA and STD benefits will run concurrent and it will not be necessary to use vacation time or PLT. This is reviewed on a case by case basis.

Reason for Leave 

All employees who meet the applicable time of service requirements may be granted family or medical leave consisting of appropriate accrued paid leave and unpaid leave, for a period of twelve (12) weeks (during any 12-month period) for the following reasons:

  • the birth of the employee’s child and in order to care for the child;
  • the placement of a child with the employee for adoption or foster care;
  • to care for a spouse, child or parent who has a serious health condition; or
  • a serious health condition that renders the employee incapable of performing the functions of his or her job.

The entitlement leave for the birth or placement of a child for adoption or foster care will expire twelve (12) months from the date of the birth or placement.

Procedure for Requesting Leave 

FMLA and short-term disability benefits are administered through Sun Life, which specializes in reviewing, approving, processing and tracking short-term disability and FMLA leave requests with the oversight of expert medical and legal staff.

You can file a claim over the phone or online.  To begin the process of filing a claim, please contact Sun Life and FMLASource in one of the ways below:

  • Phone:  877-SUN-LIFE (877-786-3652)
  • TDD:  800-697-0353
  • Fax:  877-309-0218
  • Online:  https://fmla.sunlife-usa.com  (Your Employee Number is your UST ID number)

Benefits Coverage During Leave 

During a period of family or medical leave, an employee will be retained on the university medical plan under the same conditions that applied before leave commenced. To continue medical coverage, the employee must continue to make any contributions that he or she made to the plan before taking leave. The same holds true for other university benefits programs.

An employee is not entitled to the accrual of any seniority or employment benefits that would have occurred if not for the taking of leave. An employee who takes family or medical leave will not lose any employment benefits that accrued before the date leave began.

Restoration of Employment Following Leave
 

An employee eligible for family and medical leave—with the exception of those employees designated as “highly compensated employees”—will be restored to his or her old position or to a position of equivalent pay, benefits, and other terms and conditions of employment. Prior to returning to work, the employee must submit a “Fitness for Duty” form to the Benefits Specialist. The university cannot guarantee that an employee will be returned to his or her original job. A determination as to whether a position is an “equivalent position” will be made by the university.

An employee eligible for family and medical leave—with the exception of those employees designated as “highly compensated employees”—will be restored to his or her old position or to a position of equivalent pay, benefits, and other terms and conditions of employment.  Prior to returning to work, the employee must submit a “Fitness for Duty” form to the Benefits Specialist.  The university cannot guarantee that an employee will be returned to his or her original job.  A determination as to whether a position is an “equivalent position” will be made by the university.

Family Emergency / Parental Leave (See Family Medical Leave Act)

The University of St. Thomas recognizes that there may be times when it is necessary for an employee to be absent from work in order to address a critical family matter that may not be covered by other university leave policies.  All regular employees are eligible to request a Family Emergency/Parental Leave.  (Union members must refer to their union contract.)  To assist employees in meeting these family obligations, the University will provide the following:

Family Emergency Leave

An employee can request up to two weeks of paid leave for a serious family emergency requiring the employee's immediate assistance.  For purpose of this benefit, "family" is defined as employee’s spouse, son or daughter, parents, or persons defined as "dependents" by the IRS for tax purposes.  Paid leave for a serious family emergency shall be granted after the employee has used all of his/her PLT or vacation leave time.

Parental Leave

An employee can request up to two weeks of paid leave in conjunction with the birth or adoption of a child.  In the case of a birth mother, the additional two weeks shall be granted after the employee’s disability benefits have ended.  A birth father or adoptive parent may request leave no sooner than two (2) weeks prior to the expected delivery/arrival date and no later than six (6) weeks after the birth or adoption.  If both parents are employed by UST and are eligible for parental leave benefits, they may either share one parental leave (e.g., each parent takes one week parental leave) or they may designate one parent to take the leave.

Procedure for Requesting Leave

All requests for family emergency/parental leave must be in writing (e-mail is preferable) and should include the following information:

  1. Reason for family emergency/parental leave.
  2. Requested leave time (dates or approximate dates if unknown).

The written request should be sent to the Benefits Specialist in the Human Resources Department located in AQU217 or e-mailed to benefits@stthomas.edu.  The Benefits Specialist will obtain the approval of employee’s department head and appropriate academic and administrative leader.

Limitations

No more than one Family Emergency/Parental Leave will be granted per rolling year, e.g. if you request a parental or family emergency leave effective March 1, 2009, you are ineligible to do so again until March 1, 2010.  In addition, a family emergency leave is permitted for a specific situation occurring at a specific point in time.  Employees may not take this type of leave on an incremental basis.  Under this policy, the types of emergencies covered generally require an employee to use the family emergency leave in one block of time but not spread it out over several weeks or months.

[Note: This leave may be counted toward an employee’s FMLA leave as set forth by the Family Medical Leave Act (FMLA).  FMLA requires covered employers to grant eligible employees up to 12 weeks of leave per year for the birth or adoption of a child, to care for a spouse or an immediate family member with a serious health condition, or for the employee's own serious health condition.  The FMLA does not require that this time be paid—although the leave of absence under the Family Emergency/Parental Leave policy provides employees paid time off.]

Funeral Leave

Regular part-time and full-time salaried and hourly paid employees are provided a maximum of three days paid leave for the death, funeral, or estate settlement of a member of the employee’s immediate family.  Immediate family members are defined as the employee’s spouse, father, mother, stepfather, stepmother, children, stepchildren, father-in-law, mother-in-law, brother and sister.

Eligible employees are provided one day paid leave to attend the funeral of grandparents, grandchildren, brother-in-law, or sister-in-law.

Employees who wish to take more than the number of days allotted for funeral leave as detailed above, may use vacation, PLT, or leave without pay for the additional time with prior supervisory approval.

Employees who wish to take more time off work for the funeral of someone other than the family members described above, may take vacation, PLT, or time without pay for that absence.

Hourly Employees Purchased Leave Time Program

The hourly employees purchased leave time program (HEPLT) provides additional paid time off to eligible employees who need or want a few extra days beyond their normal paid leave time (PLT) accrual.  With HEPLT, employees are able to purchase time off in full day increments up to five (5) days or 40 hours in a calendar year in return for a pro-rated reduction in their salary.  This provides employees with a steady, reduced income and additional leave.  While HEPLT may provide employees with time to spend with their families during holidays, it may also mean that an employee has time to pursue a particular hobby or further study.  Please consult the HEPLT Summary Plan Description on the Human Resources website for additional information.  HEPLT is available to new employees and each year during annual enrollment.

Inclement Weather Closing

In order to ensure continuity of services to students and the public, the University of St. Thomas rarely closes.  It recognizes, however, that severe weather conditions or other emergencies may require the University to close or cease parts of its campus operations.  Should this occur, the University will follow the guidelines provided below.

  • The University administration maintains a weather emergency tele-chain communication network.  This network is activated by the Executive Vice President / Chief Academic Officer.  Supervisors and managers who are notified of the closing by their immediate supervisor shall, in turn, notify each employee who reports directly to them of the decision.
  • Since the timing of a campus closing decision is important, as students, faculty, and/or staff may already be in route to the campus, the University will make the decision by 6 a.m., whenever possible.
  • WCCO Radio (AM 830) is designated as the official closing notification station.  WCCO is a “clear channel” station and its signal can be clearly received by all radio listeners in the Twin Cities metro area.  All students, staff, and faculty will know exactly what decision has been made if they listen to WCCO Radio.  The station will continue to update all closing information between 6:00 and 8:00 a.m.
  • In addition to WCCO, the University will notify several television stations and other radio stations of the closing decision.  They, in turn, will broadcast the closing information.
  • A community wide message will also be enacted in each voice mail box as well as on the university’s switchboard announcing the official closing.
  • When the University is officially closed, all classes are canceled, and all administrative offices are closed for the day.  If the inclement weather subsides as the day progresses, evening classes and activities will continue as scheduled, if the decision is announced on WCCO Radio.  This decision will be made no later than 4:00 p.m.

Emergency Essential Personnel

During a campus closing, employees working in emergency essential areas or functions are required to report to work.  Emergency essential personnel are employees who have been designated as vital to the operation of the University during emergencies, whose presence is required regardless of the existence of an emergency, and whose absence from duty could endanger the safety and well-being of the campus population and/or the university’s physical facilities.  Below is a list of the positions and/or functions that meets the definition of emergency essential areas.

  • Public Safety Officers
  • Certain Physical Plant employees, such as Physical Plant managers, building service workers, grounds workers, shift supervisors and manager, maintenance mechanics, and electricians
  • IRT Server Administrators
  • Food Service Workers

Please note that during the fall and spring semesters when the University is officially closed due to inclement weather, the O’Shaughnessy-Frey Library Center and the Ireland Library will attempt to be open with a limited staff.

Employees working in positions designated as "emergency essential" are expected to remain at work if the campus closes during their regular work schedule, or to report to work if the campus closing announcement is made before their regular work schedule begins.

Staff Compensation During an Emergency Closing

With some exceptions, as noted below, the University provides an authorized paid absence from work to those employees whose positions are not listed as “emergency essential” and who were scheduled to work on the day of the emergency closing.  Other employees are compensated as follows.

  • Regular staff whose positions are designated “emergency essential” shall receive pay for hours actually worked the day of the emergency closing in addition to their regular pay for all scheduled work hours that day.
  • Regular staff scheduled to work, except those in positions designated as “emergency essential personnel” are not required to call in or report to work when the University is closed and will receive their regular base rate of pay for hours scheduled.  Part-time employees will be paid for the number of hours previously scheduled to work.
  • Staff represented by a union will be compensated according to the terms of their collective bargaining agreements.
  • Employees not scheduled to work on the day of the emergency closing will not be paid for that day.  Part-time employees will be paid for the number of hours previously scheduled to work.
  • Hourly employees who staff the libraries will be paid for hours actually worked the day of the closing in addition to regular pay for hours scheduled to work that day.
  • Employees who are on approved vacation leave when a University closing is declared are not eligible for the paid emergency closing day.  Likewise, employees who previously requested and received approval to take any type of paid or unpaid leave of absence (such as vacation, PLT, etc) shall not be compensated for the emergency closing.
  • Employees who are unable to report to work due to weather conditions but during times when the University is open may use vacation, Paid Leave Time (PLT), or take an unpaid leave of absence.  However, the University expects employees to make a good faith effort to report to work during inclement weather if the University has not declared an emergency closing.

Jury Duty

Employees who are called to serve on jury duty or are serving as a witness in answer to a subpoena or other court order (unless the proceeding involves a personal or family matter), will be provided the time off with pay, up to a maximum of two weeks.  This time off will not be charged against the employee’s vacation/PLT time.  Employees may request unpaid leave for jury duty that exceeds two weeks.

For the period in which the employee receives paid leave, money received for jury duty or for serving as a witness must be given to the University’s Payroll Department.  Employees are not required to turn in money received for food, lodging and transportation expenses.

Employees who are required to appear in court in personal legal proceeding must take vacation/PLT time or a leave of absence without pay, unless the legal proceeding has a direct relationship to the employee’s position at the University of St. Thomas. 

Maternity Leave

Maternity leave will be available for eligible employees under the short-term disability plan.  If applicable, an employee may take vacation, sick leave, PLT, Family Emergency/Parental Leave, or leave without pay until she is eligible to receive payment for the short-term disability plan.  Maternity leave under the short-term disability plan commences when the employee is medically unable to work, and continues after the date of delivery until the employee's physician indicates the employee is medically able to return to work, which is typically six weeks after the birth of the child.  Leave beyond the initial disability leave may be granted in accordance with the Family Emergency/Parental Leave Policy, and other arrangements the employee may make with her supervisor to use vacation time, PLT, or unpaid leave.

Military Leave

If you are a member of the National Guard or organized reserves, you are eligible for required military training leave each year.  The university will reimburse you for the difference between your military training pay and your regular university salary for up to two (2) weeks per year.  Military training leave not exceeding two (2) weeks annually will be provided in addition to your regular vacation.

Military leave in excess of two (2) weeks annually will be considered a leave of absence without pay and will be handled according to the Uniformed Services Employment and Reemployment Rights Act (USERRA).  The university will not reimburse you for the difference between your military pay and your regular university salary for leaves that exceed two (2) weeks.  

Religious Observances

Supervisors will grant time off for the observance of religious holidays that are not observed by the university, provided the employee requests the time off at least two weeks in advance.

Such time off will be unpaid unless a personal leave day or accrued vacation or PLT is used. Rearrangement of the employee’s schedule may be possible instead of unpaid time off with prior supervisory approval.

School Conference Leave

Employees are eligible for unpaid leave of up to 16 hours per year to attend a child's school activities, including attendance at or monitoring of child care, pre kindergarten conferences or activities, or musical and sporting events, if the conference or classroom activity cannot be scheduled during non-working hours.  The employee must notify the supervisor prior to taking time off.  The employee may use accumulated vacation or PLT for this time.

Sick Leave

Hourly Paid Employees

See Benefits Section, Paid Leave Time (PLT).

Salaried Employees

  • Full and part-time salaried employees do not accrue sick leave.  They may be absent due to illness or injury for up to a maximum of five (5) consecutive days without loss of pay.  The Benefit Specialist in the Department of Human Resources should be notified of any absence longer than five (5) days.
  • Additionally, Minnesota State Statute provides that "an employee may use personal sick leave benefits provided by the employer for absences due to an illness of or injury to the employee’s child for such reasonable periods as the employee’s attendance with the child may be necessary on the same terms the employee is able to use sick leave benefits for the employee’s own illness or injury.”

All Employees

  • Employees absent from work for five consecutive days due to illness or injury must apply for short-term disability by submitting a medical provider’s statement which includes the following information:
    • confirm that the employee is under the care of the medical provider;
    • diagnosis and nature of care being provided;
    • date of onset of illness or injury;
    • date the employee was seen for the current condition;
    • whether or not the employee is totally disabled and incapable of working;
    • expected date of return to work.
  • Supervisors may require an employee to provide a written statement to the Benefit Specialist in the Department of Human Resources from a medical provider each time the employee is out sick, regardless of the length of the absence.

Unpaid Leave

There are some situations when an employee may feel it is necessary to be away from work for an extended period of time.  Before an employee can request an unpaid leave of absence all available paid leave time (such as vacation, PLT, floating holiday, disability, and family emergency/parental leave) must be depleted.

Except in situations where there is a clear, urgent emergency, requests for unpaid leave should be made in writing to the employee’s supervisor at least 30 days prior to the expected start of the leave.

The final decision concerning the request will be made by the department head in conjunction with the Vice President for the area and the appropriate person(s) in the Department of Human Resources.

During an unpaid leave of absence that is shorter than 2 months, the employee will be required to pay the employee cost of his/her benefits.  The balance of the fringe benefits will be continued by the university.  For unpaid leaves that are longer than 2 months, COBRA is triggered.  The employee will be required to pay for the full cost of any fringe benefits they would like to continue during the leave, effective the first day of the month following the start of the leave.

Voluntary Unpaid Leave of Absence

As part of the University’s ongoing efforts to control and reduce cost, it has adopted a voluntary unpaid leave of absence program.  This program affords staff members the opportunity to take time off without pay.  All unpaid leaves granted under this program must be initiated by the employee, approved by the employee’s department head and appropriate academic and administrative leader, and taken on a voluntary basis.

Voting Leave

Employees may be absent from work for the purpose of voting in state and presidential primaries, as well as in state general elections and congressional elections.  Time spent during morning work hours for voting on the way to work will be paid by the university; leaving work early to vote will not be paid.

Employees who serve as an election judge must give their supervisor 20 days written notice of their expected absence from work for this purpose.  Employees serving as an election judge will be allowed the time off with pay, provided documentation is received from the appointing authority that verifies the actual hours served in this capacity.  In turn, compensation received as an election judge must be signed over to the university.

Attendance and Punctuality

The University of St. Thomas expects employees to be attentive to work schedules.  Employees have a responsibility to be on the job when scheduled, and to be on time.  Unauthorized absence or tardiness may result in disciplinary action.

  • Employees must be at their work station at the start of the work day and at the appropriate time after lunch and rest breaks.
  • On an occasion when absence from work cannot be avoided, you should notify your supervisor.  As much advance notice as possible should be given.  If your supervisor is not available, contact the individual designated by the department head.
  • Failure to notify your supervisor of any anticipated absence or delay in reporting for work may result in loss of compensation during the absence, and may be grounds for disciplinary action.
  • Employees are encouraged to schedule medical, dental, and other medical related appointments after normal work hours, but should it be necessary to be absent during work hours, the supervisor should be given as much advance notice as possible.
  • Employees who are absent from work for three consecutive days without notifying their supervisor (except in extenuating circumstances) are considered to have voluntarily terminated.
  • Excessive absenteeism and tardiness may be reason for disciplinary action.

Responsible Use of Computing Resources

Confidential Nature of University Affairs

In the course of performing your duties, you may receive information that is confidential in nature.  The university expects confidential information will be discussed only with those employees who have a demonstrated "need to know".

Any information regarding students and employees, with the exception of "directory information", will be regarded as confidential.  Access to confidential or sensitive information will be limited to those employees who "need to know."  Verification of employment should be handled through the department of Human Resources.  In the absence of a written release of information by the employee, information provided for verification of employment will be limited to the employee’s job title and dates of employment.

Employees handling confidential information are responsible for its security.  Extreme care must be used in the storage and/or destruction of confidential information.  Disclosure of confidential information may subject an employee to disciplinary action.

Information regarding the university that is routinely made available to the public by advertisements or public notice may be shared with individuals in and outside the university. Other information about the operations of the university should not be discussed.

Conflict of Interest

Drugs and Narcotics

The University of St. Thomas complies with both the Drug-Free Workplace Act of 1988 and the Drug-Free Schools and Communities Act of 1989.  Drug and alcohol abuse affects the health, safety and well being of employees and students, and restricts the university’s ability to carry out its mission.  Therefore, the University of St. Thomas:

  • Prohibits the unlawful possession, use or distribution of alcohol and illegal drugs by students and employees on all campuses and at all facilities of the university, or as part of the university’s activities;
  • Prohibits the unlawful manufacture, distribution, dispensation, possession, or use of controlled substances in the workplace.

Employees found in violation of the prohibitions stated above will be subject to disciplinary action, up to and including termination.

Employees reporting to work under the influence of drugs or alcohol are not allowed to remain on the university property, and should be escorted home.

Employees experiencing problems resulting from drug or alcohol abuse are encouraged to seek help through the Employee Assistance Program.  An employee's performance of his or her job duties should always be the basis for corrective action - not the fact that an employee is seeking or has sought counseling through the Employee Assistance program.

Harassment and Workplace Violence

The University of St. Thomas prohibits behavior that is disrespectful or harassing to another individual.  Such behavior is demeaning, destructive and causes isolation to the individual(s) who are targeted and creates an environment that is not true to the university's Catholic tradition.  As a Catholic university committed to Judeo-Christian values, we expect all members of this community to treat one another with mutual respect and civility.  The following examples are illustrative of the types of behaviors that will not be permitted, but are not intended to be all-inclusive:

  • Attacks or unwelcome physical contact directed at an employee, student, or visitor at the University.
  • Verbal, physical, or emotional intimidation through the threat of force or violence toward the body, possessions or residence of a University community member.
  • Verbal assaults, use of slang references, racial epithets, and jokes that demean and degrade any person due to their race, color, gender, culture, sexual orientation, national origin, age, ability, language competency, religious tradition, economic status; and verbal or physical portrayals which perpetuate stereotypic beliefs and attitudes.
  • Non-verbal offensive behavior, hostile attitude, hostile or offensive gestures, graffiti, offensive written materials.
  • The use of profanity or abusive language.
  • The possession of firearms or other weapons on university property.
  • Assault on a fellow employee, student, or visitor at the University.

Any university employee found to be in violation of this policy will be disciplined and could result in immediate termination of employment.

Any employee who believes he or she has been a victim of discrimination or harassment should report the behavior to his/her immediate supervisor or the Human Resources department.  Action will be taken in a timely manner to follow-up on your complaint.  If your complaint is not resolved to your satisfaction, the formal grievance process may be initiated.

Off-Campus Travel

Personal Appearance of Employees

Employees' dress and grooming should be appropriate to the work situation.  The appearance of employees shall be based on the following guidelines:

  • Employees are expected to dress in a manner that is normally acceptable in business establishments for the type of responsibilities of the employee and the department in which they work.
  • The dress of service and trade workers shall take into consideration the requirements of safety and comfort.  Most service and trade workers will be provided with uniforms supplied by the university.
  • Maintenance of these uniforms is the responsibility of the employee.
  • Uniforms are to be kept clean and in good repair.

Personal Behavior

It is important for all employees to work together and behave in a manner that promotes the efficient operation of the university and ensures a pleasant working environment.

Behavior that supports this philosophy includes, but is not limited to:

  • being at the work station ready to work at the start of the scheduled shift;
  • notifying the supervisor when absent from work or unable to report to work on time;
  • following all university safety and health regulations; smoking only during rest and meal breaks, and only in "smoking permitted" areas;
  • wearing appropriate clothes for the job;
  • performing assigned tasks efficiency;
  • maintaining a clean and orderly work station;
  • treating all customers and visitors of the university with an efficient, pleasant, service-oriented attitude;
  • refraining from offensive or undesirable behavior.

Behavior that does not promote an efficient, pleasant work environment is prohibited and may result in disciplinary action.  Any conduct not appropriate to a good work environment may subject an employee to disciplinary action up to and including termination.  Following are examples of inappropriate behavior; these are not intended to be all-inclusive:

  • unauthorized manufacture, distribution, possession or use of controlled substances including alcoholic beverages, illegal drugs, or narcotics on university property;
  • reporting to work while under the influence of controlled substances including alcohol, illegal drugs or narcotics;
  • theft or misuse of university property or of another employee’s property;
  • gambling on university property;
  • sabotaging physical or computerized records;
  • falsification of any university record or report, including employment application and time records;
  • punching time cards for others.

Personal Phone Calls and Mail

The telephone and mail facilities at the University of St. Thomas are important communication tools for employees and the university’s customers and business associates.  For that reason, the university’s telephone lines should be confined to business calls.  Personal calls should be limited to those that are absolutely necessary and should be as brief as possible.

To avoid an increase in volume of mail, employees should not use the university’s address for receiving personal mail.  Outgoing personal mail, however, may be handled through the university’s post office.

University stationery should not be used for personal correspondence. 

Possession Of Weapons and Firearms

The University of St. Thomas prohibits all weapons on university property except where possession of a weapon is a requirement of an individual’s job.  Weapons include dangerous instruments that can be used to inflict bodily harm upon individuals or cause damage to buildings.  Examples of weapons include, but are not limited to, firearms, pistols, guns, explosives, knives, fireworks, and anything that is not defined as a weapon but is used as a weapon in a dangerous, violent manner.

Employees are prohibited from having weapons anywhere while on university property (except where possession of a weapon is a requirement of an employee’s job).  This includes carrying weapons on their person, in their clothing, a purse, backpack, locker, motor vehicle or in their office.  Employees are also prohibited from carrying weapons anytime they are acting in the course and scope of employment (such as business travel, attendance at seminars, traveling to and from meetings, and during off campus meetings).

This policy applies to all employees (staff, faculty and student employees) and also prohibits employees from bringing visitors to campus who violate this policy.  Violation of this policy by an employee will result in discipline, up to and including immediate termination of employment.

The safety and security of all students, staff and faculty is of paramount importance to the university.  The university, therefore, reserves the right to inspect university property as well as an employee’s personal property while located on university premises.

Code of Professional Conduct

Sexual Harassment

Whistleblower Policy

Consenting Relationships

Inclement Weather Closing Policy

Vision Trip and Study Abroad Program

Crisis Response Team (CRT)

The Crisis Response Team is a team of responders who are able to address a variety of crises and respond to people affected by crises in the university community.  While the CRT may not be the first responders to emergency situations (Public Safety will generally respond first), the CRT is a team that may be called for immediate support in crisis situations.  Examples of the types of crises addressed by the CRT include the unexpected death of a university faculty or staff member, or student; physical or natural disasters; serious accident or injuries; acts of violence on campus; and controversial situations.

The Crisis Response Team can be reached through the Public Safety and Parking Services department at 651-962-5100.

Emergency Call Boxes

Emergency call boxes are located throughout campus and are denoted by a tall blue light on top of the call box.  You are encouraged to use the call boxes in times of emergency.  A security officer will respond immediately to a call from any of these locations.

Employee Right-to-Know

The University of St. Thomas is committed to the responsible management of materials that may be potentially harmful to employees.  As required by law, employees working with hazardous chemicals will be trained in the use of these materials.  If you have any questions regarding the proper use of potentially hazardous materials, contact your supervisor or the director of Environmental Health and Safety at ext. 2-6530 before using the materials.

Escort Service

Escorts are provided upon request to locations on campus or to an adjacent street during the hours of darkness.  Contact the Department of Public Safety and Parking Services at ext 2-5100 for this service.

Fire Alarm and Evacuation

In the event of a fire, all individuals in the building will be evacuated and directed to the nearest exit.  At the sound of a fire alarm, all employees are expected to leave their workstation and the building quickly through the nearest exit.  Elevators should not be used during a fire evacuation.  Once outside, all individuals should stay a minimum of 100 feet away from the building and should not reenter the building until the all-clear signal is issued by the fire department.

Injuries / Medical Emergency

All work-related injuries, however minor, must be immediately reported to your supervisor and the department of Human Resources.  A First Report of Injury will be filed with the Minnesota Department of Labor and Industry for each reported injury.  First aid treatment may be provided through the university’s Health Service department or a Public Safety Officer.

In the event of a medical emergency, call the Public Safety and Parking Services department EMERGENCY number, Ext. 2-5555.  The security dispatcher will then call 911 so that emergency vehicles can be directed to the appropriate location.  Security will help expedite the arrival of emergency personnel to the appropriate location.

Personal Property

The University of St. Thomas does not assume responsibility for the loss or theft of your personal belongings.  You are advised to take caution with your valuables.  Never leave valuable items unattended on the top of your desk.

Personal property found on university premises should be returned to the owner, if known, or turned in to Lost and Found at the Public Safety and Parking Services department.  Contact the Public Safety and Parking Services department if you have any questions regarding lost or stolen property.

Security and Identification Passes

The University of St. Thomas will make all reasonable efforts to provide a safe and secure environment for its property, employees, students, and visitors to campus.  Security is the responsibility of all employees and specifically of the Public Safety and Parking Services department.

Identification cards are issued to new employees soon after their date of hire.  Your I.D. card should be with you at all times while you are at work.

Keys to office and building doors are issued on a limited basis to those employees whose duties require them to have keys.  Keys are issued through Physical Plant services.

If you are authorized to remove university equipment from university property, you must have written permission from your department head describing the equipment that is authorized for removal.  Possession of university property without permission may be cause for discipline and criminal prosecution.  The security of university property extends to computer files on both the mainframe computers and microcomputers located throughout the campus.  Employees using microcomputers are responsible for the use, storage, and security of their work-related files and for the maintenance of backup of duplicate disks or tapes for essential files.  Unauthorized altering of university records, manual or computerized, or the deletion of records which should be retained, may result in disciplinary actions.

Tornado Warnings

The university will comply with all directives given by the National Weather Service during severe weather situations.  The National Weather Service siren will sound a warning in the event of a tornado or severe thunderstorm accompanied by straight line, tornado force winds.

At the sound of the siren, all students and employees should seek a place of safety; the basement or first floor of any building, away from all windows is typically best during severe weather.

The security staff will notify the switchboard of the emergency and will monitor the course of the severe weather.  The security staff will also notify areas of the campus that cannot normally hear the siren.  All campus activities are canceled during weather emergencies.

Employees and students should not leave the safe area until the National Weather Service announces the "all-clear".  Refer to the Emergency Procedures section on the Public Safety and Parking Services website www.stthomas.edu/psps for a complete listing of the safe areas in each campus building.

Use of Tobacco

Smoking and chewing tobacco are only permitted outdoors.  All employees share in the responsibility of following this guideline.  Any conflicts or violations should be brought to the attention of your supervisor and/or the Department of Human Resources.

The university periodically provides smoking cessation programs on campus.  Contact the Department of Human Resources for information regarding smoking cessation programs.

Athletic Facilities

The University of St. Thomas has several athletic facilities open to staff and faculty.

Athletic Events

Faculty and staff are encouraged to attend university athletic events.  The University of St. Thomas ID card is needed for admittance for the event.  Employees and their families will generally be admitted to university sporting events at no cost.

Auxiliary and Food Services

The University has a number of food service operations in various locations on both the St. Paul and Minneapolis campuses to meet a variety of dining needs from a hot cup of coffee or hot breakfast, to sandwiches or pizza, to full service cafeteria and sit-down dining.

For full information on each location’s atmosphere, hours of operation and menus, check their website at www.stthomas.edu/foodservice.

Catering services are also available for event planning on the main and south campus in St. Paul and the Minneapolis campus.  Catering menus and instructions for requesting catering services can also be accessed on the university food service website or by calling the Food Service Office at 651-962-6060.

Banking & Mortgage Programs

Relationship banking is available to employees using direct deposit of their payroll check.  Relationship banking offers special arrangements for checking accounts and discounts on check orders, safe deposit boxes, traveler’s checks and other special services.

A mortgage program, designed to make mortgage and refinance processes easier for employees, is also offered.

Additional information about these banking relationships is available by contacting the Benefits department of Human Resources.

Bookstores

St. Paul Campus

  • Murray-Herrick Campus Center, Lower Level
    Ext. 2-6850

Minneapolis Campus

  • Terrence Murphy Hall, Room 105
    Ext. 2-4340

Bookstore hours are extended during the first two weeks of class.  The following items and services are available at the Bookstore:

  • new and used textbooks
  • trade books (a selection of works of fiction and non-fiction)
  • stationery and school supplies
  • gifts, clothing, cards
  • computer software
  • special ordering services for books and software

Employees are eligible for a 10% discount on purchases over $1 with the exception of items on sale.  A University of St. Thomas ID card must be presented at the time of purchase.  Department and personal charges are handled at the service desk.  Textbooks for classes and other merchandise can also be ordered online at www.stthomas.edu/bookstore

  • Hours - St. Paul:  
    • 8:30am-6pm, Monday-Thursday; 
    • 8:30am-4pm, Friday
  • Hours - Minneapolis:  
    • 9am-6pm, Monday-Thursday; 
    • 9am-4:30pm, Friday

Campus Events

Faculty and staff are encouraged to attend university-sponsored events.  The university I.D. card is needed for admittance to the event.  Employees and their families will generally be admitted to university sporting events at no cost.

Employees will be admitted to student musical performances, student plays, and to some professional performances at no cost.  The university does reserve the right to charge a nominal fee for some professional performances.

Lectures by speakers who have been invited to speak on campus throughout the year are also available at no cost.

Child Development Center

Christ Child Hall, Room 156

The University of St. Thomas operates a Child Development Center to provide high-quality, innovative programming to serve the children and families of St. Thomas students, faculty and staff as well as the greater university.  The Center focuses on the development of the whole child in a clean, healthy, stimulating and fun environment that is part of the University of St. Thomas’ educational and Catholic mission.  Care is provided for infants from 6 weeks of age, toddlers, and preschoolers.

The Center also provides research, training and internship opportunities for undergraduate and graduate students and a challenging and supportive work environment for early childhood educators.

For more information about the Center, contact the Director of the Center at 651-962-5040.

Credit Union

Loras Hall, Room 209
Ext. 2-6660

Membership in the St. Thomas Employee Federal Credit Union (CU) is a benefit offered to all employees of the University of St. Thomas and their immediate family members.  A $5 share must be purchased to become a member of the CU.  The Credit Union offers a regular Share account, a Christmas Club account, an A.A.U.P. dues account, and other specialty share accounts.  Savings are federally insured up to $100,000 per account holder.

The Credit Union also offers various loans at competitive rates.  Loan limits and rates are reviewed at least quarterly by the CU Board. Specials are offered periodically.  Contact the CU for loan rates and terms.  Notary public services are available.  Please call ahead to schedule an appointment.  For more information, please email creditunion@stthomas.edu

Hours:
12pm–3pm, Monday
10am–1pm, Tuesday, Thursday, and Friday
Closed on Wednesday

Express Identification Card

The University of St. Thomas identification (ID) card is called the “Express Card.”  The information on the card is linked to an account in the system computer.  All university students, faculty and staff must have an ID to access the library, athletic facilities and the Learning Center.  The card is also needed to purchase a parking permit, ride the intercampus shuttle and cash checks.  In addition, the Express Card can be used to purchase goods and services at the Bookstore, Public Safety, Estetica Hair Salon, the library copy center, all food service locations, the parking ramps and some vending machines.

Express accounts are debit spending accounts that may be set up on your Express Card.  Express accounts are available to staff and faculty.  To open an account, stop by the Card Office (Murray-Herrick Campus Center in St. Paul) or the Public Safety and Security desk in Minneapolis and fill out an Express account agreement form.

Loss or theft of your ID card should be reported immediately to the card office at 651-962-6069 or to Public Safety and Parking Services at 651-962-5100, so the card can be invalidated.

Health Services

Brady Residence Hall, Ground Level
(West entrance)
962-651-6750

Appointments may be made with a physician or nurse practitioner.  While students are given priority, faculty and staff may also use Health Services facilities.  Many same-day appointments are available.

Services include:

  • Dressing changes
  • Assessments and referrals
  • Blood pressure
  • Cold packs
  • Throat cultures
  • Over-the-counter medicines

There is a charge for laboratory tests, prescription drugs, and immunizations.  Visit the Health Services website at www.stthomas.edu/studenthealth.

Hours:
September – May
8am–4:30pm, Monday–Friday

June-August
8am–12pm, Monday–Friday

Lost and Found

St. Paul

Public Safety and Parking Services
Morrison Hall, first floor
651-962-5100

The Public Safety office at the St. Paul campus operates a “Lost and Found” service.  Inquiries regarding lost or found items should be directed to the Public Safety office.

Minneapolis

Public Safety
Opus Hall, second floor
651-962-4100

Central Administration holds “Lost and Found” at the Minneapolis campus.

Luann Dummer Center for Women

O'Shaughnessy, Room 103
651-962-6119

The Luann Dummer Center for Women was established in 1993 by a special bequest from Dr. Luann Dummer's estate.  Dr. Dummer came to the University of St. Thomas in 1971 and influenced the lives of hundreds of students and faculty during her 21 years as a professor.  A respected member of the English Department, she was named Professor of the Year in 1989.

In keeping with her vision, the center addresses the needs and aspirations of women and serves as a meeting place for women where they can share their expertise and experience.  In collaboration with the Women’s Studies Program and the University Committee on Women, the center and its resources strengthen and focus interest in women’s programs and issues at the university.  The center sponsors a variety of programs that help women develop their intellectual ability and achieve their potential.  Each March, during Women’s History Month, the Center sponsors the Luann Dummer Lecture Series that features distinguished women speakers.

Hours:
9am-4pm, Monday - Friday

Memorials

The Human Resources department should be notified in the event of the death of any employee, or the immediate relative of any employee.  In the event of the death of an employee or an immediate family member of an employee (spouse, child, step-child, mother, father, step-mother or step-father), the Human Resources department will make arrangements for flowers or a charitable donation.  Flowers may be sent for the funeral or memorial service or; if the family prefers, a memorial donation will be made by the university to a fund designated by the family.

Parking and Transportation

The Parking Services Office, a division of the Public Safety department, is located at 2119 Grand Avenue, St. Paul.  This office handles all parking questions, issues parking permits, takes requests for special event parking, sells Metro Transit bus passes, and processes UST parking tickets and appeals.  these same services are available at the second floor Public Safety Office in the Law School (MSL 252) on the Minneapolis campus.

Due to an ongoing concern with the availability of parking at St. Thomas, alternative methods of transportation are encouraged.  Visit the Parking and Transportation Services website for more information.

Shuttle Bus Service

The university provides a free intercampus shuttle bus between the St. Paul and Minneapolis campuses.  This is available to students, faculty and staff who show a valid University of St. Thomas ID card when boarding the bus.  Service begins at 6 a.m. and runs until 11 p.m. at night, Monday through Friday.  (Friday service converts to every half hour from 6 p.m. to 11 p.m.)  Shuttles depart each campus on the hour, 20 minutes past the hour, and 40 minutes past the hour.  Hours of the shuttle service may vary during the summer and January term.  Shuttle bus stops:

St. Paul:
Bus leaves from Summit Avenue arches.

Minneapolis:
Bus leaves from Harmon Place bus stop.