Policies and Guidelines – Staff Hand book

TABLE OF CONTENTS

INTRODUCTION

This document has been developed in order to familiarize employees with US University of Technology, Science and Arts and provide information about working conditions, key policies, procedures, and benefits affecting employment at US University of Technology, Science and Arts.

1.1              Welcome

Welcome to US University of Technology, Science and Arts. We are very is happy to have you as a new member of the “family!”

The mission of US University of Technology, Science and Arts is to impart needs based quality education to students. US University of Technology, Science and Arts is engaged in pursuing continuous development in achieving more excellence in providing education and standards of service to all its students and stakeholders.

US University of Technology, Science and Arts is heading towards its goal very quickly, and strongly believes that it will be able to provide the best education and will become one of the most prestigious education providers in the United States of America.

The Institution believes its continuous development programmes, teamwork, full commitment and continuous research will enable it to make an ultimate dream come true.

1.2              US University of Technology, Science and Arts

The US University of Technology, Science and Arts was established in the year 2022 and is committed to providing higher education and learning facilities to students coming from all over the world.

1.3              The US University of Technology, Science and Arts is located at 1100 w. Town and country Rd. Suit 1250 Orange, CA. 92868

Subject to provisions as depicted in 1.3 (A) below, US University of Technology, Science and Arts makes the following provisions to be followed when making new policies.

1. The policies must not be in contravention of any law of the land

2. The Policies must be made in the interests of employees and of the US University of Technology, Science and Arts.

3. The policies must be taken and signed by the US University of Technology, Science and Arts Authority.

4. The moment a policy is made the Chief Executive will duly communicate the policy to the employees.

5. If complex policies are made, the US University of Technology, Science and Arts will make sure that a training session is arranged to update the employees.

Note: This manual supersedes all previous employee manuals and memos.

1.3 (A)

While every effort is made to keep the contents of this document current, the US University of Technology, Science and Arts reserves the rights to modify, suspend, or terminate any of the policies, procedures, and/or benefits described in the manual with or without prior notice to employees. If major changes take place an informed meeting will be arranged to elicit the views of the employees.

2                    EMPLOYEE DEFINITION AND STATUS

Definition:

An “employee” of the US University of Technology, Science and Arts is a person who regularly works for US University of Technology, Science and Arts in return for a wage or salary.

A person working for the US University of Technology, Science and Arts will not automatically be recognized as an employee if:

1. she or he does not have a permanent or temporary employment contract;

2. she or he does not receive salaries or wages as a permanent or temporary employee;

A person is not an employee of the US University of Technology, Science and Arts if:

1. She/he has been contracted for discharging a particular job and her/his service is not required once the job has been finished. For example, an electrician, a plumber or a builder;

2. She/he has been contracted to make a supply and her/his service is not required after the supply is finished;

3. She/he has been contracted to perform a job repeatedly but not relating to the main purposes of the US University of Technology, Science and Arts. For example, a cleaner;

4. She/he is an independent contractor and has control of the mode of the job as per her/his skills and abilities.

Note: The US University of Technology, Science and Arts reserves the right to change the definition of “employee” subject to provision of any statutory regulation for the time being in force in United States of America.

2.1              Probationary Period for New Employees

The US University of Technology, Science and Arts monitors and evaluates every new employee’s performance for three months to determine whether further employment in a specific position will be appropriate.

The probationary period can be extended if the trainee-employee fails to achieve the required standard. It is good policy to inform a newly engaged employee whether or not she or he is on probation and, if so, for how long.

The head of the department concerned will recommend the extension period and the extension will be effective on the approval of the Chief Executive.

3                    EMPLOYMENT POLICIES

3.1              Equal Employment Opportunity:

The US University of Technology, Science and Arts is an equal opportunities employer. Employment decisions are based on law, merit and business needs, and not on race, colour, national origin, ancestry, gender, sexual orientation, age, weight, religion, creed, physical or mental disability, marital status,  political affiliation, or any other factor protected by law.

3.2              Affirmative Action:

US University of Technology, Science and Arts is committed to affirmative actions that will build on the strengths of the current workforce and continually enhance the diversity of the organization. Actions taken into account include, but are not limited to, the following:

• Continuous market research in the Human Resource area;

• Planning and preparing programmes to introduce new skills through training to meet ever developing and growing demand of the education and skills seeker;

• Converting plans and programmes into actions to meet demand;

3.3              Immigration Law Compliance

All offers of employment are contingent on verification of the candidate’s right to work in United States of America. During the interview, a new employee will be asked to provide original documents verifying his or her right to work and, as required by the law of United States of America.

3.4              Employee Background Check

Prior to making an offer of employment, the US University of Technology, Science and Arts may conduct a job-related background check. A comprehensive background check may consist of:

• Prior employment verification;

• Professional reference checks;

• Education confirmation;

• Credit check

3.5              Criminal Record

Where appropriate, a criminal record check may be performed to protect the US University of Technology, Science and Arts’ interest and that of its employees and clients.

3.6              Anniversary Date

The first day an employee reports to work is his or her official anniversary date. This anniversary date is used for following reasons:

• To assess Service Length;

• To assess Seniority for pay rise, or promotion, or other benefits;

• To calculate the date for appraisals

3.7              New Employee Orientation

The formal welcoming process, or “employee orientation,” is conducted by the US University of Technology, Science and Arts and includes an overview of the company, including the following activities:

• Tour of the US University of Technology, Science and Arts premises;

• A general introduction to the US University of Technology, Science and Arts policies;

• Employees’ rights and duties;

• Employees’ legal obligation in performing the job;

• An outline of relationship between the US University of Technology, Science and Arts and the employees

3.8              Personnel Records and Administration

The task of handling personnel records and related administrative functions at the US University of Technology, Science and Arts has been assigned to the Head of Administration. Personnel files will be kept confidential at all times and include some or all of the following documents:

• Job offer letter;

• Photocopy of relevant parts of passport

• Visa, photocopy;

• National Insurance Card, photocopy/ other Tax / PAYE information;

• Copy of payment slips;

• Appraisals review report;

• Academic certificates, photocopy;

• Training certificates, photocopy;

Note: All medical records, if any, will be kept in a separate confidential file.

3.9              Change of Personal Data

The College will keep all employee’s passport pages, showing all personal details (including biometric details) and leave stamps or immigration status documents – including evidence of their entitlement to work in United States of America and the period that they have permission to stay in United States of America. The College will update these records as necessary. Any change in an employee’s name, address, telephone number, mobile number, marital status, dependents, insurance beneficiaries, or a change in the number of tax withholding exemptions, needs to be reported to the College Chief Executive immediately. The employees must notify the change:

• In writing without delay;

• The College will send an acknowledgement letter of the change notification to the employee.

All staff records will be updated regularly and staffs will be briefed regularly by the Chief Executive to update the details of any changes. An e-mail will also be sent on a periodic basis requesting details of any changes. 

3.10          Safety

The safety and health of employees is a priority. The US University of Technology, Science and Arts makes every effort to comply with all laws relating to workplace safety requirements. The US University of Technology, Science and Arts’ workplace safety rules and regulations are the following:

• Employees must not cross the strictly restricted areas;

• Employees must not attempt to deal with any hazardous electrical equipments;

• Employees must not attempt to deal with fire, if not authorized and trained to do so;

• Employees must remain in the designated areas in the course of their employment except permitted break-periods.

• No employee is expected to, and must not deal with any official electrical equipment unless authorized to do so;

Each employee is expected to obey safety rules and exercise caution and common sense in all work or leisure activities.

Note: Telephones, fax, photocopy machines, and computer will not be considered as hazardous electrical equipment.

3.11          Building Security

Every employee must follow the building security rules and regulations listed here:

• Do not attempt to fix anything on the wall;

• Do not attempt to fix any partition, door, windows, or anything in the building;

• On seeing anything wrong or unusual in the building structure, report it to the administration office and a designated officer will deal with it;

• If the building is apparently dangerous because of earth-quake or fire, do not attempt to wait inside the building. Follow the instructions and leave the building immediately.

Note: Employees are not allowed to stay in US University of Technology, Science and Arts property within a reasonable time after work hours without prior authorization from their supervisor.

3.12          Personal Property

The US University of Technology, Science and Arts maintains a property management system that efficiently tracks lost and found property. Persons seeking information about lost or found property may do so by contacting the Administration Office.

It ought to be noted that US University of Technology, Science and Arts assumes no liability for any loss or damage to personal property and recommends that all employees have personal insurance policies covering the loss of personal property left at the office.

3.13          Health-related Issues

The personnel of the US University of Technology, Science and Arts are not expected to work overtime, although it may be necessary in exceptional circumstances.

If any employee feels unwell and thinks that she or he cannot work at that particular time, the employee must report the illness to his/her supervisor who may grant leave of absence immediately.

In case of serious illness, while at work, report to a colleague or the supervisor who will make arrangements immediately for the sick employee to be taken to the hospital.  

Employees who become aware of any health-related issue should notify their supervisor as soon as possible.

3.14          Employee Requiring Medical Attention

Employees should report all work-related injuries and accidents immediately to their supervisor, and then follow theses steps:

1. Call for an ambulance;

2. Apply first aid, if you are trained for the College first aid system in operation.

3. Wait for the ambulance team;

3.15          Weather-related and Emergency-related Closings

At times, emergencies such as severe weather, fires, or power failure can disrupt college operations. In such instances, Senior Staff will decide on the closure of the college and the employees will be officially notified.

4                    STANDARDS OF CONDUCT

4.1              General Guidelines

The standards of conduct are equally applicable to all Academic and Administrative staff of the US University of Technology, Science and Arts. It is to be noted that there are some specific codes of conduct which have been designed separately to meet the standards of academic and administrative staff respectively. Obviously, there are areas of the code specifically designed for academic staff which will not be applicable to administrative staff and vise versa. 

All employees are urged to become familiar with the US University of Technology, Science and Arts rules and standards of conduct and are expected to follow these rules and standards faithfully in doing their jobs and conducting the US University of Technology, Science and Arts’ ventures in education.

4.2              Attendance and Punctuality

Punctuality is one of the main principles of the US University of Technology, Science and Arts, as this enables the US University of Technology, Science and Arts to carry out its objects effectively. The US University of Technology, Science and Arts expects employees to be present at work at the scheduled time to start their daily work, and to be ready to leave for home at the closing time.

4.3              Work Schedule

Unless otherwise specified by their contracts, full-time employees are expected to work forty (40) hours per week. Employees may also be asked to work overtime, where their contracts specify this or where asked to do so by management.

4.4              Absence and Lateness

From time to time, it may be necessary for an employee to be late for or absent from work. The US University of Technology, Science and Arts is aware that emergencies, illnesses, or pressing personal problems outside work hours may arise. It is the responsibility of all employees to follow the steps set out below:

1. It is the duty of the employee to inform management about his or her lateness or absence at the earliest opportunity.

2. The employee must give reasons as to why the lateness or absence occurred.

3. The employee must give an undertaking that the lateness or absence shall not be repeated unless there are extenuating reasons for so doing.

4. When returning to the College, the employee must bring all the necessary documents (if any) as to the reasons for his or her absence or lateness.

4.5              Unscheduled Absence

Absence without any notification is unprofessional on the part of the employee. 

Absence from work for seven (7) consecutive days without notifying the College management will be considered a voluntary resignation, unless

1. The employee can show that his or her absence could not reasonably be notified;

2. There were good and humanitarian reasons for being absent from the College;

3. The employee did inform the College about the absence at the earliest possible opportunity.

4.6              Meal and Break Periods

The US University of Technology, Science and Arts encourages employees to take a rest period and provides a paid rest period of ten minutes in the morning work period and ten minutes in the afternoon work period.

Employees are allowed a lunch break generally between the hours of 11:00 a.m. and 2:00 p.m.

4.7              Harassment Policy

The US University of Technology, Science and Arts does not tolerate workplace harassment. Harassment can take many forms. It may be, but is not limited to, slander or libel, and can be words, signs, offensive jokes, cartoons, pictures, posters, e-mail jokes or statements, pranks, intimidation, physical assaults or contact, or violence.

4.8              Sexual Harassment Policy

The US University of Technology, Science and Arts maintains a zero tolerance policy with regard to sexual harassment.  Sexual harassment may include unwelcome sexual advances, requests for sexual favours, or other unwelcome verbal or physical contact of a sexual nature when such conduct creates an offensive, hostile, and intimidating working environment and prevents an individual from effectively performing the duties of their position.

4.9              Violence in the Workplace

The US University of Technology, Science and Arts operates a zero tolerance policy towards violence. Any employee found to be abusive or violent will be dealt with by management. Consistent with this policy, acts or threats of physical violence, including intimidation, harassment, and/or coercion, which involve or affect US University of Technology, Science and Arts or which occur on US University of Technology, Science and Arts or client property, will not be tolerated. These will be reported to, and dealt with by, management.

4.10          Confidential Information and Nondisclosure

By continuing employment with the US University of Technology, Science and Arts, employees agree that they will not disclose or use any of US University of Technology, Science and Arts’ confidential information, either during or after their employment ceases. The US University of Technology, Science and Arts sincerely hopes that its relationship with its employees will be long-term and mutually rewarding. However, employment with the US University of Technology, Science and Arts assumes an obligation to maintain confidentiality.

4.11          Ethical Standards

US University of Technology, Science and Arts insists on the highest ethical standards in conducting its business. Doing the right thing and acting with integrity are the two driving forces behind US University of Technology, Science and Arts’ great success story. When faced with ethical issues, employees are expected to make the right professional decision consistent with US University of Technology, Science and Arts’ principles and standards.

4.12          Dress Code

Employees of US University of Technology, Science and Arts are expected to present a clean and professional appearance while conducting business, in or outside the office. Dressing in a fashion that is clearly unprofessional, that is deemed unsafe, or that negatively affects US University of Technology, Science and Arts’ reputation or image is not acceptable and will be dealt with by management.

4.13          Use of Equipment

The US University of Technology, Science and Arts will provide employees with the equipment needed to do their job. None of this equipment should be for personal use, nor removed from the physical confines of the US University of Technology, Science and Arts —unless it is approved for a job that specifically requires use of college equipment outside its confines.

4.14          Use of Computers, Phones, and Mail

US University of Technology, Science and Arts property, including computers, phones, electronic mail, and voice mail, should be used only for conducting college business. Incidental and occasional personal use of college computers, phones, or electronic mail and voice mail systems is permitted, but information and messages stored in these systems will be treated no differently from other business-related information and messages, i.e. will be destroyed at the convenience of the college.

4.15          Use of Internet

Employees are responsible for using the Internet in a manner that is ethical and lawful. Use of the Internet must solely be for business purposes and must not interfere with employee productivity.

4.16          Use of Computer Software

The US University of Technology, Science and Arts does not condone the illegal duplication of software. Under the copyright law, the registered holder is given certain exclusive rights, including the right to make and distribute copies.

4.17          Smoking Policy

This is a strict policy and a legal requirement to be followed by all members of staff under the law.

No smoking of any kind is permitted inside any US University of Technology, Science and Arts office. Smoking may take place only in designated smoking areas.

4.18          Alcohol and Substance Abuse

It is the policy of US University of Technology, Science and Arts that the workplace be free of illicit drugs and alcoholic beverages, and free of their use. Alcohol has been proven to impair the coordination, reaction time, emotional stability, and judgment of the user. This could have tragic consequences where demanding or stressful work situations call for quick and sound decisions to be made.

4.19          Solicitations and Distributions

Solicitation for any cause during working time and in working areas is not permitted. Employees are not permitted to distribute any unrelated and unauthorized literature in work areas at any time during working time.

4.20          Complaint Procedure

Employees who have a job-related issue, question, or complaint should first discuss it with their immediate supervisor. If the issue cannot be resolved at this level, US University of Technology, Science and Arts encourages employees to contact Senior Management Employees who observe, learn of, or, in good faith, suspect a violation of the Standards of Conduct of US University of Technology, Science and Arts should immediately report the violation in accordance with the procedures.

4.21          Corrective Procedure

The US University of Technology, Science and Arts is a caring and professional employer, but unacceptable behavior that does not lead to immediate dismissal may be dealt with in any of the following manners:

 (a) Oral Reminder or Verbal Warning;

(b) Written Warning;

(c) Decision-Making Paid Leave/Counseling Session;

(d) Termination;

(e) Dismissal; (Under defined special circumstances)

4.22          Crisis Suspension

An employee who commits any serious violation of the US University of Technology, Science and Arts policies at minimum will be suspended, with pay, pending an investigation of the situation. Following the investigation, the employment may be terminated without any previous reference to disciplinary action.

4.23          Transfer Policy

The US University of Technology, Science and Arts recognizes that a desire for career growth and other needs may lead an employee to request a transfer to another position. An employee with proper qualifications will be eligible for consideration for transfer to other duties provided that:

1. The transfer does not occur within one year of the employee’s date of hire or within one year of any previous transfer.

2. The employee does have the qualifications and/or training for the proposed transfer

4.24          Employment Termination/Resignation by employee

The Employer may terminate the employment by giving written notice to the employee as follows:

1. 1. with not less than four weeks’ notice duration the first two years of continuous employment;

   2. with not less than six weeks’ notice for each full year of continuous employment after the first two years until the twelfth year of continuous employment ; and

   3. with not less than twelve weeks’ notice after twelve years of continuous employment.

The Employer may terminate the employment without notice but payment of one month in lieu of notice in the case of serous or persistent misconduct such as to cause a major breach of Employer’s disciplinary rules or/and confidence/competition will be made.

If an employee wants to terminate his or her contract of employment with US University of Technology, Science and Arts, the employee must follow the procedures given as follows:

1. The employee must write to the Chief Executive;

2. The employee must give the required notice i.e. as per her/his contract of employment.

• One week for service below 3 months,

• Two weeks’ notice for service below 6 months,

• Three weeks’ notice for service below 12 months,

• Four weeks for service over 12 months

4.25          Exit Interview

In a voluntary separation situation, the US University of Technology, Science and Arts would like to conduct an exit interview to discuss the employee’s reasons for leaving and any other impressions that the employee may have about the College.

4.26          Return of Company Property

Any US University of Technology, Science and Arts property issued to employees, such as computer equipment, keys, parking passes or company credit card, must be returned to the US University of Technology, Science and Arts at the time of termination. Employees will be responsible for any lost or damaged items.

5                    REMUNERATION POLICIES

5.1              Basic Remuneration

It is US University of Technology, Science and Arts’ desire to pay all employees wages or salaries that are competitive with other employers in the marketplace and in a way that will be motivational, fair, and equitable. Remuneration may be based on roles and responsibilities, individual, and company performance, and in compliance with all applicable laws, on academic or professional qualifications and on the experience of the particular employee.

5.2              Performance Bonuses

Performance bonuses may be paid to US University of Technology, Science and Arts employees at the recommendation or discretion of management. There are two factors that typically determine bonus payments and the amount payable:

(a) Company Performance—Profits;

(b) Personal Performance;

5.3              Overtime Pay

Overtime payments are made to employees in accordance with current legislation and the terms of employees’ contracts. Overtime must be approved by the employee’s supervisor and checked by Senior Management.

5.4              Timekeeping Procedures

By law, US University of Technology, Science and Arts is obligated to keep accurate records of the time worked by employees. Each employee must fill out the appropriate electronic US University of Technology, Science and Arts time record each week, and time records must be completed in accordance with the US University of Technology, Science and Arts time-reporting guidelines.

5.5              Payroll and Paydays

The frequency of US University of Technology, Science and Arts payroll distribution is dependent upon an employee’s employment status. Regular full-time salary employees are paid monthly on or by the last business day of each month. Regular hourly employees are paid weekly on or by the Friday following the end of the pay week.

5.6              Performance and Salary Reviews

US University of Technology, Science and Arts aims to help employees succeed in their jobs and to grow confident. In an effort to support this growth and success, US University of Technology, Science and Arts has an annual review process for providing formal performance feedback. Feedback includes a Performance Evaluation, formal Assessment, and an Appraisal; depending on the employee’s anniversary date, the performance review is held during either the March or the September review cycle. The written record must be kept by the Administrative Head and used to help to reckon performance ability for promotion etc.

Salary/wage reviews typically occur in conjunction with the annual performance review process. The calculation and implementation of changes in basic salary/wages depend on both the company and personal performance, and will typically occur in either April or October; whichever most closely follows the review cycle.

It ought to be noted that performance appraisals will take place twice in a year. The first appraisals exercise will not have any effect on the appraisals report but will provide comment to the employee, if any, to increase competence and skills. The final appraisals will have effect on the appraisals report.

5.7              Opportunities for Advancement—Progression and Promotion

US University of Technology, Science and Arts would like to provide employees with every opportunity for advancing to other positions or opportunities within the College. Approval of progression moves or promotions depends largely upon training, experience, work record, and business needs. However, US University of Technology, Science and Arts reserves the right to look outside the College for potential employees as well.

6                    RELATED BENEFITS

6.1              Educational Assistance

The US University of Technology, Science and Arts believes that education leads to self-improvement and recognizes that the skills and knowledge of its employees are critical to the success of the organization. In that vein, US University of Technology, Science and Arts encourages higher education and is willing to pay for courses, which are directly related to an employee’s present job or which will help an employee prepare for more responsibilities or promotions within the organization. The College also has an in-service training encourages lecturers to update their knowledge and skills by undertaking further courses and acquiring new specialisms.

6.2              Training and Professional Development

A specific schedule of basic training and orientation has been established for job and employment classifications. The Coaching/Mentoring System provides guidance in professional development and US University of Technology, Science and Arts encourages all interested employees to take advantage of the continuing education initiative and further job specific training. All courses must be approved by the management (the Academic Head and Head of Administration).

7                    TIME-OFF BENEFITS

7.1              Vacation and Holiday Policy:

All US University of Technology, Science and Arts employees of regular status are eligible for holiday pay. Holiday pay will be based on the employment status of the employee, i.e., full-time employees will be credited with 8 hours of holiday pay and part-time employees will be credited with 4 hours of holiday pay, per holiday. US University of Technology, Science and Arts recognizes the following holidays as paid holidays:

Full Time:

• 1 week holiday for completion of 3 months of employment with US University of Technology, Science and Arts.

• 2 weeks holiday for completion of 6 months of employment with US University of Technology, Science and Arts.

• 3 weeks holiday for completion of 9 months of employment with US University of Technology, Science and Arts.

• 4 weeks holiday for completion of 12 months of employment with US University of Technology, Science and Arts.

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Part Time:

• 3 and half days holiday for completion of 3 months of employment with US University of Technology, Science and Arts.

• 7 days holiday for completion of 6 months of employment with US University of Technology, Science and Arts.

• 1o and half days holiday for completion of 9 months of employment with US University of Technology, Science and Arts.

• 14 days holiday for completion of 6 months of employment with US University of Technology, Science and Arts.

All full-time College employees are eligible to accrue vacation time. Vacation hours accrue on a monthly basis. Employees hired before the 15th day of the month begin to accrue vacation starting with the month they were hired in. Employees who begin employment on or after the 15th day of the month begin accruing vacation the month following the date of hire.

If any of the employees wants to book a holiday she or he has to inform the College, and it must be:

1. in writing;

2. made at least 3 weeks in advance, if at all possible.

7.2              Sick Leave

Sick leave may be used during an employee’s own illness or for an illness in the employee’s immediate family. Sick leave will be limited to six (6) 8-hour days per year for all full-time employees and six (6) 4-hour days for all part-time employees.

7.3              Bereavement Leave

Generally, a full-time or part-time employee shall be entitled to Bereavement Leave upon the death of people listed below:

1. a spouse (including a de facto spouse);

2. son, daughter, stepson, stepdaughter;

3. parent, stepmother, stepfather;

4. brother, sister, stepbrother, stepsister;

5. grandson, granddaughter, grandparent;

6. mother-in-law, father-in-law, son-in-law, or daughter-in-law.

7.4              Jury Duty

The US University of Technology, Science and Arts is committed to supporting the community in which it operates, including supporting US University of Technology, Science and Arts employees in fulfilling their responsibilities to serve as jurors whenever it is possible. When an employee receives notification regarding upcoming jury duty, it is her/his responsibility to notify the College within one working day of receiving the notice.

7.5              Family/Medical Leaves of Absence

Occasionally, for medical, personal, or other reasons, employees may need to be temporarily released from the duties of their job with US University of Technology, Science and Arts. It is the policy of US University of Technology, Science and Arts to allow its employees to apply for and be considered for certain specific leave of absence. All requests for leave of absence should be submitted in writing to the College.

7.6              Uniformed Services Employment and Reemployment

As an Equal Opportunity Employer, US University of Technology, Science and Arts is committed to providing the basic employment and reemployment services and support.

7.7              Personal Leave of Absence

In special circumstances, the US University of Technology, Science and Arts may grant leave of absence for a personal reason, but never for taking employment elsewhere or becoming self-employed. Personal leave of absence must be requested in writing and is subject to the discretion of the College.

8                    EXPENSES

8.1              Introduction

The following is a comprehensive guide to the US University of Technology, Science and Arts expenses policy and procedures for the reporting and reimbursement of expenses. Any manager who approves expense reports should be familiar with this policy—authorizing an expense report indicates to the US University of Technology, Science and Arts that the expenses reported are legitimate, reasonable, and comply with this policy.

8.2              Company Supplies, Other Expenditures

Only authorized persons may purchase supplies in the name of the US University of Technology, Science and Arts. No employee whose duties do not specially include purchasing may incur any expense on behalf of the US University of Technology, Science and Arts. Without a properly approved purchase order, US University of Technology, Science and Arts is not obliged to reimburse purchaser.

8.3              Expense Reimbursement

Under normal circumstances, it is the policy of US University of Technology, Science and Arts to reimburse travel expenses on the basis of actual expenses involved. Persons traveling on US University of Technology, Science and Arts business are entitled to transportation, hotel accommodation, meals, and limited incidentals (for example, taxis and telephone calls) that meet reasonable and adequate standards for convenience, safety, and comfort.

8.4              Relocation

This policy applies to current and newly hired US University of Technology, Science and Arts employees who will be relocated to a new office or location. The College must formally approve all moves.

US University of Technology, Science and Arts will pay reasonable costs of transportation and lodging in connection with the transfer of the employee and the employee’s dependents from the old location to the new location. Travel to the new location will be by the most direct route, and lodging arrangements should be made by or approved by the College. This covers the period from when the employee leaves the old location and travels directly to the new location.

9                    EMPLOYEE COMMUNICATIONS

9.1              Open Communication

The US University of Technology, Science and Arts encourages employees to discuss any urgent issues they may have with a co-worker directly with that person. If a resolution is not reached, employees should arrange a meeting with their direct supervisor. If the concern, problem, or issue is not properly addressed, employees should contact a more senior colleague. Any information discussed in an Open Communication meeting is considered confidential, to the extent possible while still allowing management to respond to the problem. Retaliation against any employee for appropriate usage of Open Communication channels is unacceptable.

9.2              Staff Meetings

In order to keep the communication channels open, US University of Technology, Science and Arts implements a once-a-month company-wide staff meeting. Employees receive communications about the agenda and discussion topics every month. The meeting may be of academic staff only or administrative staff only, or it may comprise of all the staff. Whatever it is, it must be clearly stated when being convened. Minutes must be taken and kept at all times for future reference.

9.3              Suggestions

The US University of Technology, Science and Arts encourages all its employees to put forward any suggestions or ideas about making the US University of Technology, Science and Arts an excellent College to work for. Any employee who sees an opportunity for improvement is encouraged to talk it over with management. All suggestions are valued and given strictly confidentially.

9.4              Closing Statement

Successful working conditions and relationships depend upon successful communication. It is important that employees stay aware of changes in procedures, policies, and general information. It is also important to communicate ideas, suggestions, personal goals, or problems as they affect work at the US University of Technology, Science and Arts.

10                ACKNOWLEDGMENT

I acknowledge that I have received a copy of the US University of Technology, Science and Arts Employment Policies, and I do commit to read and follow these policies.

I am aware that if, at any time, I have questions regarding US University of Technology, Science and Arts policies I should direct them to a senior colleague.

I know that US University of Technology, Science and Arts policies and other related documents do not form a contract of employment and are not a guarantee by US University of Technology, Science and Arts of the conditions and benefits that are described within them. Nevertheless, the provisions of such College policies are incorporated into the acknowledgment, and I agree that I shall abide by the provisions.

Employee’s Printed Name                              Position

Employee’s Signature                                     Date

APPENDIX:

10.1          Disciplinary Procedures

Appendix: A

Introduction:

The basic purpose of the disciplinary procedure is to keep College personnel in line with high standards of service, so that students, staff, and all the stakeholders can experience the excellence of professionalism. 

Disciplinary Procedure Step-By-Step:

Stage: 1           Initial Proceedings

Step: 1             Write a letter explaining the gross breach of duty or misconduct.

Step: 2             Ask for an explanation from the person about the alleged breach or misconduct.

Step: 3             Make a meticulous assessment of her or his previous service record.

Step: 4             Make a list of the good and bad performances from her or his service record.

Stage: 2           Hold an investigation (by the manager)

Step: 1             Talk to the department’s personnel where the misconduct or breach took place.

Step: 2             Talk to witnesses, if there are any.

Step: 3             Find out the evidence that confirms the breach or misconduct, if there is any.

Stage: 3           Assessments

Step: 1             Assess the alleged breach or misconduct.

Step: 2             Assess the answer made by the employee.

Step: 3             Assess the investigation findings.

Step: 4             Make a comparative study of alleged breach or misconduct, employee’s explanation and investigation findings.

Step: 5             Assess the Prima Facie of the allegation.

Stage: 4           Post Assessment Activities

Step: 1             Send a letter to the employee by fixing a hearing date, time, place, and the person who will conduct hearing.

Step: 2             Tell the employee about the papers or documents that she or he is required to bring with her or him.

Stage: 5           Final Hearing

Step: 1             Listen to the employee and take full notes of what she or he says. 

Step: 2             Take a good look and assess meticulously the reasons and explanations about the alleged breach or misconduct.

Step: 3             Tell the result or findings of your investigations.

Step: 4             Tell the conclusions of what you believe to be true i.e. whether she or he is in breach of duty or liable for gross misconduct.

Step: 5             Give reasons about the conclusions.

Step: 6             Now, give final decisions.

Step: 7             Write a letter to the employee about the final decisions.

Explanatory Note:

• The Disciplinary Committee will be in charge of all the disciplinary issues of the US University of Technology, Science and Arts.

• The Chairperson of the disciplinary committee will be able to delegate his power to any one of the two members or other to decide on behalf of the Committee Chair.

• If any one of the Disciplinary Standing Committee is found alleged for a gross misconduct or breach of duty, that Person will be excluded from the Committee and the new committee will draw proceedings against him or her.

• In case of any disciplinary issue the DC will form a sub-committee to make investigation on the matter and to make decisions about the employee in question.

• An appeal can be made against the decisions of the sub-committee and the appeal must be made to full disciplinary committee.

• The full disciplinary committee will then make final decisions by following full disciplinary hearing procedure, and will make final decisions.

• There will be no further appeal against the decisions of the full disciplinary committee i.e. the decision of the full disciplinary committee will be final.

Appeal Procedure against Decisions of Disciplinary Sub-Committee:

Rule: 1             An aggrieved employee has the right to make an appeal against the decisions of the disciplinary committee.

Rule: 2             The aggrieved employee must make an appeal in writing and it must be addressed to Chairperson.

Rule: 3             The aggrieved employee must give details of the grounds, provide evidence, if any, relating to the grounds for appeal with the application.

Rule: 4             The disciplinary committee must provide particular date, time, venue to hold hearing of the appeal, and must send a letter to that effect as soon as possible. 

Rule: 5             On that date the full disciplinary committee must be present and must listen to the aggrieved employee. The Committee must also make a good and close examination of the evidence, if any, that may be presented by the aggrieved employee.

Rule: 6             The Disciplinary Committee must listen to the witnesses, if any, of the aggrieved employee and take full note of what they say.

Rule: 7             The Committee must then make meticulous assessment of the following issues in order to make objective decision:

• grounds raised by the aggrieved employee;

• evidence presented by the aggrieved employee,

• witness statements of the aggrieved employee;

• any other documents or evidence relating to his or her claim;

Rule: 8             The Committee must listen to the legal representative or other type of representative and take notes of all the statements.

Rule: 9             The Committee must assess the issues relating to the client as presented by the representative.

Rule: 10           The Committee will then make a comparative study and assessment of all types of submissions, documents, evidence, and take its final decisions.    

Rule: 11           The Committee will read out its final decisions to the aggrieved employee in his presence or in the presence of his representative.

Rule: 12           The Committee will send a copy of its decisions in writing and it must be signed and sealed.

Rule: 13           After the decisions of the Committee there will be no further appeal.    

Explanatory Notes:

• The US University of Technology, Science and Arts will have a two-tier disciplinary committee, and they will be as follows:

<> Disciplinary Committee

<> Disciplinary Subcommittee

• The disciplinary committee will be apex in the hierarchy and will hear the appeal only.

• The disciplinary subcommittee will basically conduct first hearing after necessary assessment.

• The disciplinary subcommittee will be accountable to the disciplinary committee.

• The disciplinary subcommittee may be constituted by a minimum of one member maximum three members.

• If the subcommittee is constituted of more than one member, one of the members will be chairperson of the subcommittee.

• The chairperson must be a senior member in the hierarchy in the US University of Technology, Science and Arts. (Please see the US University of Technology, Science and Arts Hierarchy Chart)

• Every subcommittee will be Ad hoc and will be responsible to deal with the matters entrusted to them by the Disciplinary Committee.

• As soon as the matters have been dealt with; the subcommittee will automatically be dissolved.