Duke Staff Handbook

DUKESTAFFHANDBOOK“ it is up to us to set an example of how a community of people working together toward a common purpose can realize outrageous ambitions.” Vincent E. Price President

WELCOME TO DUKEAs President, it is my pleasure to welcome you to Duke!Duke’s employees are among the university’s greatest strengths. When youwork here, you don’t just do the job and go home. You’re part of the campuscommunity. You share in the university’s successes and help define its identity.Former president Terry Sanford perhaps put it best: every person who works forDuke is important to Duke; they are all Duke University People.As a new Duke University Person, you should take some time to familiarizeyourself with this handbook, which is intended to help you establish a successfulworking relationship with the Duke community. It outlines the many resourcesand opportunities that are available to you as an employee, and it should help youunderstand what Duke expects from you as a staff member and what you shouldexpect from Duke. You can find answers to additional questions by reviewing theDuke Human Resources Policy Manual (hr.duke.edu/policies) or by speaking withyour supervisor.I also invite you to share in the responsibility of shaping the university’s identityand guiding it toward a more inclusive future. Duke is about much more thanwhat happens in the classroom or the lab; it is up to us to set an example of howa community of people working together toward a common purpose can realizeoutrageous ambitions.Again, welcome to Duke! We are glad you are here.Sincerely,Vincent E. PricePresident1Please refer to the Duke Human Resources Policy Manualat hr.duke.edu/policies for more detailed information.

TABLE OFCONTENTSWelcome to Duke . 1About the Duke Staff Handbook. 4Overview of Duke. 5New StaffDeveloping Staff and Supervisor Relationships. 6New Staff Orientation Process and Evaluation Period. 6Workplace Attire. 6Duke Identification Badge. 6Duke NetID . 6Duke@Work. 6Direct Deposit . 7Parking and Transportation . 7Severe Weather and Emergency Conditions . 7Online Safety Training . 7Online Harassment Training. 7Beneft Opportunities. 8Enrolling and Making Changes. 8Eligibility for Benefits. 8Core Benefits . 9Medical Insurance . 9Dental Insurance. 9Vision Insurance . 9Health and Wellness Program. 9Benefits in Retirement . 9Retirement Plans. 9Reimbursement Accounts. 9Vacation and Paid Time Off. 10Financial Security Benefits. 10Family-Friendly and Professional Development Benefits . 10Flexible Work Arrangements. 10Personal Assistance Service . 10Child and Elder Care . 10Survivor’s Benefit.11Educational Assistance .11Professional Development.11Staff Discounts .11Duke University Federal Credit Union.11Floral Arrangements for Funerals and Hospitalizations.11Benefits Unique to Duke . 12Time Away from Duke . 13University:. 13Vacation . 13Holidays. 13Sick Leave . 14Bereavement Leave . 14Duke University Health System:. 14Paid Time Off . 14All Duke Staff . 15Availability for Work Guidelines. 15Maintenance of Time-Off Records . 15Kiel Memorial Voluntary Vacation and PTO Donation Program . 15Leave for Parent Involvement in Schools . 16Jury Duty or Subpoenaed Appearance . 16Voting Absences . 16Leaves of Absence. 16Pay Administration . 17Job Descriptions . 17Fair Labor Standards Act (FLSA) . 17Hours Worked That are Considered “Paid Time” . 17Meal Periods. 17Breaks. 18University Pay Policies: . 18Merit Increases . 18Merit Increase Guidelines for New Hires. 18Guidelines for Premium Pay . 18Health System Pay Policies:. 18Merit Increases . 18Merit Increase Guidelines for New Hires. 19Please refer to the Duke Human Resources Policy Manualat hr.duke.edu/policies for more detailed information.2

Guidelines for Premium Pay . 19Payroll . 22Biweekly Pay Periods. 20Monthly Pay Periods . 20Direct Deposit . 20Lost/Stolen Paycheck and Paycheck Corrections . 20Garnishment and Bankruptcy. 20Taxability of Awards and Gifts. 21Definitions of “Work” . 21Recording and Reporting Hours Worked . 21Daylight Saving Time versus Eastern Standard Time. 21Workplace Expectations and Guidelines. 22Duke’s Standards of Conduct and Performance. 22Performance and Work-Related Behavior Counseling. 22Corrective-Action Protocols. 22Progressive Corrective Action. 23Expectations of Conduct and Performance . 23Dispute Resolution Process. 26Duke’s Computer, Network, and Communication Systems. .27Confidentiality Agreement . 27Speak-up Statement and Reporting Concerns . 27Research, Integrity, and Misconduct in Research . 27Reporting Concerns Related to Research Misconduct. 28DUHS Corporate Compliance Program and Code of Conduct. 28Non-Solicitation Guidelines. 28Arrest and/or Conviction of Staff. 29Sexual Misconduct . 29Criminal Drug Conviction Policy . 29Severe Weather and Emergency Conditions . 29Voluntary Resignations or Retirements. 30Involuntary Terminations . 30Reduction-in-Force. 30Access to Department or Duke Personnel Files . 31Workplace Health and Safety. 32Establishing Wellness Through a Commitment to Health . 32Health and Wellness Programs . 32Personal Assistance Service . 32Smoking Policy . 32Pre-Placement Health Reviews . 32Periodic Health Reviews . 32Disability and Accommodation . 32Workers’ Compensation. 33Safety and Security. 33Occupational and Environmental Safety . 33Security at Duke . 34Prohibited Weapons Policy. 34Alcohol and Drug Policies . 34Alcohol Use at Duke . 34Pre-Placement Substance Abuse Screening. 34Substance Abuse Policy. 34Staff Development and Career Planning . 36Workshops and Seminars at Duke. 36Career Planning and Advancement Opportunities . 37Internal Job Opportunities. 38Transfers and Promotions. 38Reference Checks. 39Offer of Employment . 39Continuous Service Date. 39Eligibility for Rehire . 40Duke Temporary Service. 40Nepotism Policy (Hiring of Relatives). 40Affrmative Action and Equal Employment Policies. 41Equal Employment Opportunities. 41Harassment and Discrimination Prevention. 41Consensual Relationships. 41Americans with Disabilities Act and the Rehabilitation Act. 41Glossary: Handbook Terminology . 43Disclaimer . 45Important Contact Information. 46Acknowledgment of Receipt . 473Please refer to the Duke Human Resources Policy Manualat hr.duke.edu/policies for more detailed information.

ABOUT THISHANDBOOKThe policies, procedures and services described in the Duke Staff Handbook are applicable to thosecategorized as “regular” staff, regardless of whether they are paid a monthly salary or an hourly wage,except where noted otherwise. This Handbook does not apply to faculty, students, Duke TemporaryService staff, or staff covered by a bargaining agreement. Further information concerning faculty,temporary staff, staff covered by a bargaining agreement, or students can be found through thefollowing resources:n The “Faculty Handbook” is located on the Duke website at provost.duke.edu/policies.n The Duke Temporary Service website provides a link to the “Temporary EmployeeHandbook” at hr.duke.edu/jobs/dts.n For questions or request for copies of the “Bargaining Unit Agreements,” please callStaff and Labor Relations at 919-684-2808.n The Division of Student Affairs provides links to undergraduate, graduate, and professionalschool policies at studentaffairs.duke.edu.You will also find a list of contact information and relevant websites listed after each major section inthis handbook. For detailed information regarding Human Resources policies and procedures, pleaserefer to the Duke Human Resources Policy Manual (hr.duke.edu/policies).Please refer to the Duke Human Resources Policy Manualat hr.duke.edu/policies for more detailed information.4

OVERVIEW OFDUKEDuke University has been committed to the welfare of North Carolina and its citizens since 1924when James B. Duke established the university community as part of his project to improve theoverall quality of life in the Carolinas. Today, this original commitment remains stronger than everas the Duke community continues to fulfill its promise to provide scholarships to North Carolina’sresidents, bring high-quality health care to under-served counties across the region, and fuel thelocal and state economy.Since its founding, the university has grown in both size and status and today is comprised of10 schools and colleges: Arts & Sciences and Trinity College; Divinity School; The Fuqua Schoolof Business; The Graduate School; School of Law; Pratt School of Engineering; Nicholas Schoolof the Environment; School of Nursing; School of Medicine & Allied Health Programs; and theSanford School of Public Policy.Duke University is continuously recognized as one of the country’s highes

1 Please refer to the Duke Human Resources Policy Manual at for more detailed information. As President, it is my pleasure to welcome you to Duke! Duke’s employees are among the university’s greatest strengths. W