Dress and Grooming Codes
All employees are to be suitably attired and groomed during work hours or when representing the interests of Shepherd University. Professional clothing must be worn at all times during the course of an employee’s work. Employees are expected to exercise good judgment regarding their appearance and hygiene. They should minimize body odor and refrain from wearing fragrances that might offend others or affect those with allergies. Clothing should not be overly revealing and sexualized. Employees may not wear provocative clothing that may create a hostile work environment such as those with images of the Confederate battle flag or swastikas, or other symbols or phrases which are commonly viewed as being in the nature of “fighting words” or other insults to the person.
The supervisor will determine the appropriate dress and grooming codes for each department or work area, according to operational need. Supervisors who feel that a specific dress or grooming code is needed for a department should consult with the Director of Human Resources. Dress and grooming codes will be nondiscriminatory.
A Rambler Card is issued by the Rambler Card Office to each full-time and part-time regular employee as a form of identification. Employees may be required to present their identification cards when a reduced rate option on events is offered, or when accessing University owned facilities and services. For information, contact the Rambler Card Office at 304-876-5273. The office is located in the Wellness Center. The Staff Rambler Card remains the property of the University.
Medical Examination During Employment
Under certain conditions such as health and safety concerns, requirements of Federal or State law, or for independent medical leave verification, Shepherd University may require employees to undergo one or more independent medical examinations. Such examinations will be performed at the University’s expense. The result of medical examinations and any associated reports will be shared with the employee and may serve as a basis for making administrative decisions related to job retention, reassignment efforts, reasonable accommodations, job separation, and other personnel matters related to the affected employee(s). Any supervisor who wishes to require such an examination can do so only after approval of the Director of Human Resources in the context of the particular situation.
Official Communications with Employees
Every employee has a responsibility to maintain a record of their current home mailing address with the Office of Human Resources. Every employee is issued a Shepherd University email account, and must regularly monitor their University email account for official communications. Some important University communications are sent only via email. Every employee shall be deemed to have constructive notice of communications from the University transmitted either by email or to their mailing address of record.
As a matter of legal compliance, email exchanges that faculty and staff members have with students must always be conducted exclusively with faculty and staff members’ Shepherd email accounts. Under applicable student privacy laws, it is a violation of student privacy to use a personal email account, such as Hotmail or Gmail, unless the University has developed a contractual agreement with that email service provider to protect student privacy. Some of those email providers data mine their users’ email activity.
When Shepherd University employees separate from the University, their Shepherd email accounts are deactivated except in cases of retirees who expressly request to retain their Shepherd email accounts.
Employee Rights and Responsibilities
Employees are required to provide a full day’s work each day of the job, which includes arriving to work on time, not exceeding allowable break times, and not leaving work early; to behave in a civil, professional manner; to treat others with respect; to comply with state and federal laws and regulations related to individual rights, business operations and procedures, health and safety, and conflict of interest; and to comply with West Virginia Higher Education Policy Commission and Shepherd University regulations, rules, policies, and procedures. Employees are entitled to be treated with respect and dignity by supervisors and other employees, and they are entitled by statute and policy to file a grievance for work-related disputes, free from retaliation.
If for any reason employees are unable to report to work as scheduled, they must notify their supervisor prior to their scheduled start time with the reason and expected duration of the absence, following whatever protocol has been outlined by the supervisor. Each supervisor has the discretion to establish the notification protocols for each department, office, or category of employees. (Please see Leave section for more details.)
Employees cannot be paid twice for the same period of work time. For example, if a staff person is teaching a class outside of the employee’s normal duties and for additional pay, the employee cannot teach the class while concurrently being paid for their regular work. The employee in this example would need to either apply annual leave while teaching the class or else work additional hours in an adjusted workweek in order to make up the missed work time. Supervisors have the responsibility and authority to prescribe and approve the method of work time accountability to be used by employees under their supervision.
Management Rights and Responsibilities
Managers and supervisors at Shepherd University should treat employees with respect and dignity. Likewise, they are entitled to be treated with respect and dignity by their colleagues and subordinates. Managers and supervisors are responsible for compliance with University policies and procedures and for communicating and applying operational based directives. Managers and supervisors also are responsible for carrying out administrative directions and decisions. In some cases, an employee is assigned under the joint supervision of two supervisors, who provide direction and feedback either under a divided schedule of employee activity or under a coordinated process between the two supervisors.
Management/supervisory rights and responsibilities include, but are not limited to, such things as: Determining the work force direction and objectives; determining the number and type of positions required, changed or consolidated; establishing standards of performance and conduct; determining the people to be hired; conducting employee evaluations; determining disciplinary action; scheduling of the work force, including determination of the number of shifts to be worked, and the scheduling and amount of overtime to be worked; determining when reductions in workforce are required, including hour reductions and layoffs; determining the necessity or appropriateness of transferring staff from one department and/or supervisor to another, which may or may not include changes in job duties and classification; determining when recalls are required; establishing a safe work environment; providing the materials and equipment to do the work required; and ensuring adherence to applicable laws and policies.