2020 Northwestern University Staff Handbook

STAFF HANDBOOK

\ WELCOMEQuaecumque Sunt Vera—“Whatsoever things are true”—embodies the inquisitive,tenacious, and creative spirit of Northwestern University. This spirit manifests itselfnot only in our cutting-edge research and the depth of our scholarship but in theextraordinary talents of our staff. Our staff enable and sustain our Mission and, togetherwith our faculty and students, create a more equitable and just academic community.At Northwestern, we have always known what we are made of. Over the past year, weconfronted a confluence of “generational-scale” challenges: a global pandemic, a rightful and urgent demand for social justice within our community and beyond, sustainedeconomic precariousness, political turmoil, and intense debate about the purpose ofhigher education. We confronted these challenges with creativity, integrity, and courage.Thanks to your commitment, Northwestern thrives even as these challenges persist.The policies and programs outlined in the Staff Handbook set forth the expectations ofconduct and performance for staff at Northwestern. They reflect the type of workplacewe aspire to be: a safe, equitable, and inclusive workplace that invites you to put yourcreativity in service of our Mission. Please familiarize yourself with this valuableresource.If you have any questions, simply askHR.Manuel Cuevas-TrisánVice President and Chief Human Resource OfficerOn the cover: Deering Library

Prtizker School of Law

CONTENTS1\ INTRODUCTION.1.1History and Structure of Northwestern.1.1Northwestern Values .1.2About This Handbook.1.3Disclaimer.1.3Questions.1.32 \ EMPLOYMENT. . .2.1Joining Northwestern.2.1Employment Eligibility.2.2Types of Employment.2.2Exempt Staff.2.3Non-exempt Staff.2.3Background Checks.2.3Other Employment Requirements.2.5Onboarding—New Employee Orientation.2.5Probationary Period.2.5Personnel Files and Access.2.6Transfer and y for Rehire.2.8Performance Reviews.2.8Professional Development .2.9Staff Recognition.2.9Corrective Action Process.2.9Resolving Workplace Issues.2.10Non-retaliation.2.11Employment At Will .2.12Resignation or Voluntary Termination of Employment .2.12Involuntary Termination of Employment.2.13Post Resignation/Termination Procedures.2.133 \ REQUIREMENTS IN THE WORKPLACE. . .3.1Civility and Mutual Respect.3.1Ethics and Compliance.3.2Conflict of Interest.3.2Preventing Violence.3.2Reporting Violence.3.4Use of Northwestern Facilities for Political Activities.3.5Demonstration .3.5Drug-free Workplace .3.5Staff Fitness for Duty Evaluation Policy.3.6Emergency Preparedness.3.7Indemnification.3.7Dress Code/Personal Appearance.3.7Northwestern \ STAFF HANDBOOK \ CONTENTSi

3 \ REQUIREMENTS IN THE WORKPLACE (CONT'D)Smoking.3.7Personal Mail and Phone Use.3.7Use of Computers and Networks.3.8Solicitation.3.9Equipment and Facilities .3.9Security of Confidential Information.3.9Patents and Inventions.3.9Copyright/Works Made for Hire .3.104 \ WORKPLACE COMMITMENT.4.1Discrimination and Harassment.4.1Title IX Statement.4.1Sexual Harassment and Sexual Misconduct.4.2Confidential Resources.4.4Where to Get Advice and Help.4.4Section 504 Statement of Non-Discrimination.4.4Accommodation of Disabilities and Pregnancy.4.4Religious Accommodations.4.5Reproductive Health Decision Making.4.55 \ BENEFITS.5.1Eligibility.5.1Health, Dental, and Vision Benefits.5.1Financial Benefits.5.1Spending Accounts.5.2Commuter Benefits.5.2Tuition Benefits.5.2Retirement Benefits .5.3Leaves of Absence.5.3Family and Medical Leave Act (FMLA) Leave.5.4Birth and Adoption Parental Leave (BAPL) .5.6Illinois Victims’ Economic Security and Safety Act(VESSA) Leave.5.6New York State Disability Benefits and Paid Family Leave.5.7Military Leave.5.8Military Caregiver Leave.5.9Illinois Family Military Leave.5.10Workers’ Compensation Leave.5.11Medical Leave.5.11Unpaid Personal Leave.5.12Repatriation Leave (Qatar).5.126 \ PAID TIME AWAY FROM WORK. . .6.1Eligibility.6.1Scheduled Holidays.6.1Winter Recess.6.2Personal Floating Holiday Time.6.2iiCONTENTS \ STAFF HANDBOOK \ Northwestern

6 \ PAID TIME AWAY FROM WORK (CONT'D)Vacation Time.6.3Incidental Sick Time and Extended Sick Time.6.6Paid Sick Leave for Non-Benefits Eligible Staff.6.8Workers’ Compensation.6.8School Visitation.6.8Voting Time.6.8Bereavement Absence.6.9Jury Duty.6.9Military Reserve Training.6.9Documentation of Absence.6.97 \ COMPENSATION. . .7.1Job Descriptions and Job Families.7.1Salary Structures and Pay Grades.7.2Performance Management and Merit Pay.7.2Designation of Staff Jobs.7.28 \ WORK HOURS AND PAYROLL.8.1The Workday.8.1Attendance.8.1Unscheduled Absence.8.1Job Abandonment.8.2Pattern Absence.8.2Tardiness.8.2Varying Schedule.8.2Overtime.8.2Reporting Hours.8.3Compensatory Time.8.3Lunch Periods.8.3Rest Periods.8.3Pay Day.8.3Direct Deposit.8.3Exempt Pay Deductions.8.4Required Staff Information.8.49 \ STAFF WELL-BEING. .9.1Employee Assistance Program.9.1YourLife Wellness Program.9.1Flexible Work Arrangements.9.2NU Cares.9.2Adoption Assistance Reimbursement Program.9.2Childcare Support and Parenting Resources .9.3Senior and Adult Care Program.9.3Discounts, Facilities, and Services.9.310 \ PROFESSIONAL AND OTHER UNIVERSITY ORGANIZATIONS. 10.1Resources Directory.Inside Back CoverNorthwestern \ STAFF HANDBOOK \ CONTENTSiii

UNIVERSIT Y LIBRARY \ EVANSTON

11 \ INTRODUCTIONUniversity mission: Northwestern is committed to excellent teaching, innovativeresearch, and the personal and intellectual growth of its students in a diverseacademic community.History and Structureof NorthwesternNorthwestern was established under a charterapproved by the Illinois state legislature onJanuary 28, 1851. Today, Northwestern is a private,nonsectarian university with three campuses.Two campuses are located on Lake Michigan:one campus is in Evanston, a North Shore suburbof Chicago, and the other is located in downtownChicago. The schools on these campuses enrollapproximately 18,000 students during theacademic year.In 2008, Northwestern opened an internationalcampus in Doha, Qatar. It is one of the Americanuniversities established in Education City, Doha,as a result of collaborative agreements between theuniversities and the Qatar Foundation. Each of theseuniversities brings to Qatar educational programs forwhich those institutions are especially renowned.Northwestern \ STAFF HANDBOOK \ INTRODUCTIONNorthwestern is comprised of 12 schools: Bienen School of Music Feinberg School of Medicine Kellogg School of Management McCormick School of Engineering and AppliedScience Medill School of Journalism, Media, IntegratedMarketing Communications Northwestern University in Qatar Pritzker School of Law School of Communication School of Education and Social Policy School of Professional Studies The Graduate School Weinberg College of Arts and SciencesNorthwestern operates under the supervision of aBoard of Trustees, whose members serve without pay.Northwestern’s revenue comes from endowment andgifts, student tuition and fees, government contractsand grants, and other sources. To view Northwestern’sorganization chart visit hart.pdf.1.1

Northwestern ValuesNorthwestern is a community of thousands of amazing and diverse staff members, students, and faculty.Each of us is on a journey to achieve excellence in ourwork and personal and intellectual growth. The way inwhich we navigate this journey is with a compass, ourvalues, which guides each of us in our Northwesterndirection.We strive for Excellence, taking pride in what we do.This looks like: Taking ownership and doing what is neededwithout having to be asked. Taking responsibility for outcomes, even whenthings don’t turn out right. Bringing forward options and solutions, not justidentifying problems. Doing what you say you will do, when you say youwill do it, working through circumstances withdetermination. Producing quality work that is both accurate andinsightful. Providing valuable and helpful service to customers,making things easier for them. Working efficiently, and using University resourcesresponsibly. Being a good steward, always working toward abetter and more sustainable future.Staff members are always welcome tocontact Human Resources:» In person:– In Evanston at 1800 Sherman, 1st Floor,at askHR– In Qatar at the NU-Q Human ResourcesDepartment» Virtually:– email askHR@northwestern.edu– call 847-491-47001.2We learn through Discovery, growing all the time.This looks like: Developing your professional skills, being curiousand willing to learn. Generating ideas and finding new ways tocontribute. Making improvements to the way work getsdone, even when things may not be your directresponsibility. Being open to and soliciting feedback, and applyingthe learnings to the way you work.We engage in Collaboration, achieving successtogether. This looks like: Building strong working relationships and a positivework environment. Keeping others informed and involved. Finding and using the strengths of others, acrossthe University. Being a great team member, pulling your weightand making space for others to shine. Recognizing the contributions of others. Helping others develop through candid andconstructive feedback.We embrace our Diversity, fostering a vibrantcommunity. This looks like: Treating everyone with courtesy and respect, makingNorthwestern a welcoming community for all. Being respectfully curious about people’sexperiences. Seeking diverse perspectives from others. Reaching out to be inclusive of others. Confronting people or situations that inhibitdiversity. Increasing diversity, through hiring, development,and engagement.We act with Integrity, building safety and trust.This looks like: Acting ethically, and seeking guidance when theethics of a situation are not clear. Being transparent, open, and honest. Holding others accountable for unethical behavior. Acting with the Northwestern’s best interest at heart. Honoring Northwestern’s policies and regulatoryrequirements. Doing whatever is necessary to create a safeenvironment for all. Going beyond minimal standards to assure theintentions of our initiatives are realized.INTRODUCTION \ STAFF HANDBOOK \ Northwestern

About This HandbookThis Handbook provides general descriptions ofpolicies, programs, and benefits, as well as guidelinesfor job performance and job behavior relating to staffmembers who work at Northwestern.Staff members support the faculty, students, andNorthwestern in their educational and researchmissions. Staff members include executive, managerial, administrative, professional, postdoctoral fellow,research (staff), technical, maintenance, and clericalpositions. Occupational c

Northwestern \ STAFF HANDBOOK \ INTRODUCTION 1.1 1 \ INTRODUCTION University mission: Northwestern is committed to excellent teaching, innovative research, and the personal and intellectual growth of its students in a diverse academic community. History and Structure