INTRODUCTION

All policies and procedures are subject to review and change at the discretion of the Board of Regents and/or Savannah State University (SSU). The Administrative Policies and Procedures Manual, which is periodically updated, contains detailed information on applicable policies and procedures and should be referenced to review policies in their entirety. Information provided in this handbook does not constitute the terms of a contract of employment.

WELCOME

Welcome to Savannah State University. You're now part of an organization dedicated to excellence. Savannah State University, or SSU as we are affectionately known, is a long-term member of the coastal Georgia community. Regardless of your position at SSU, your unique skills and talents are vital to our ongoing effort to meet our goals for the future.

This handbook is written to help you understand more fully some of your benefits, responsibilities, and opportunities as an employee. It was developed by the Office of Human Resources and provides a brief description of the administrative policies and procedures of the University affecting employment. Although this handbook will answer many of your questions, you may find it necessary to review a policy in complete detail. In this case, you should refer to the Board of Regents Policy Manual which is available on-line via computer, or from the Office of Human Resources. Best wishes for an enlightening, pleasurable, and fulfilling experience at the University by the Sea.

THE UNIVERSITY

By Act of the General Assembly on November 26, 1890, the State of Georgia established in connection with the State University, and forming one of the departments thereof, a school for the education and training of Negro students. The Commission on the School for Negro Students was established as Board of Trustees to procure the necessary grounds and buildings, and to prescribe a course of study that would include studies required by the Morrill Land Grant Acts of 1862 and 1890. The school held a preliminary session during the summer of 1891 in Athens, Georgia. The following year it moved to its present site in Savannah and was named the Georgia State College for Colored Youth.

Richard R. Wright, the first president along with three other instructors comprised the faculty. The institution conducted its first summer session in 1922. The school became a four-year college operating as a unit of the University System of Georgia in 1931, and began offering bachelor's degree programs. The institution ceased to be a land grant institution in 1947 and was renamed Savannah State College in 1950. At that time the Southern Association of Colleges and Schools expanded the curriculum. A graduate studies program in elementary education was initiated in the summer of 1968. In September 1979, due to the desegregation plan mandated by the Department of Health, Education and Welfare, the faculty and students in the Division of Education at Savannah State College were transferred to Armstrong State College. In a historic program swap, Savannah State College received the faculty and students in the Division of Business from Armstrong State College. The undergraduate social work program was accredited in the 1980s, and a master's degree in pubic administration was first offered in 1986. In July 1996, the institution achieved university status and changed its name to Savannah State University. The University has grown to include three colleges.

THE OFFICE OF HUMAN RESOURCES

The Office of Human Resources functions to serve the best interests of both the employees and SSU. The Director of Human Resources is responsible for implementing SSU personnel policies. The office also handles recruiting, position classification, wage and salary administration, orientation, training, employee records, and staff benefits. If you need information, or guidance, the Office of Human Resources staff is available to assist you at the Human Resources Office. The telephone number for the office is 356-2180.

EMPLOYMENT AT SSU

YOU AND YOUR JOB

As an employee of Savannah State University, whatever your job may be, you can be proud to be a part of this important educational institution. You should also feel confident that you were selected for your job because you possessed the important qualifications to carry out the duties and responsibilities of your position.

AFFIRMATIVE ACTION POLICY

As an institution dedicated to teaching research and public service, Savannah State University strives to provide its faculty and staff members with the most rewarding and fulfilling, employment experience possible. This goal, however, cannot be a reality unless each employee can work and achieve to the full extent of his or her capabilities, unencumbered by artificial or preferential restrictions or requirements.

Whereas, an affirmative and vigorous program to assure fair and impartial treatment is the best interest of the University, this administration is committed to the principle of affirmative action to promote equal employment and educational opportunities, a principle embodied in federal law and set out in SSU's Affirmative Action Plan.

In adhering to the principle of equal opportunity, SSU will recruit, hire, train, promote, and compensate employees in all job classifications solely on the basis of qualifications and productivity. No employee or prospective employee will be discriminated against because of race, color, religion, national origin, sex, age, disability, or veteran status.

This policy shall be applied equally to all employees of SSU and to all of the functions of SSU, including the selection of contractors and suppliers of goods and services.

JOB CLASSIFICATION AND SALARY

Savannah State University administers a salary program which is designed to group together positions with similar duties, responsibilities, and training so as to compensate at similar levels of pay. SSU pay rates depend on knowledge, training, special skills, and responsibilities of the job. Every effort is made to maintain fair salary ranges for each job and commensurate with other universities and positions in the region.

APPOINTMENT STATUS

There are two types of classified employment at SSU: regular and temporary.

1. Regular status includes those employees working halftime or more in a regular position.

Regular status employees fall into one of the two different classifications: a. Monthly employees are classified as exempt administrative, professional, or supervisory and are employed for a fixed monthly salary. They are paid to perform a specific job rather than for specific hours of work and therefore are not authorized to receive overtime compensation. They receive paychecks on the last workday of each month.

b. Hourly biweekly employees are classified as non-exempt. They are eligible for overtime pay at the rate of one and one-half hour for time worked in excess of 40 hours in a workweek. They receive paychecks every other week.

2.Temporary status includes those employees who are employed for an irregular or short period of time, such as a seasonal summer job, or for less than halftime employment. Temporary employees are normally employed for a period no longer than 180 days and employment beyond this period will require specific approval. All student assistants are classified as temporary. Temporary employees may work full time or less during their employment period, but do not receive SSU benefit privileges. Due to the temporary status in employment, temporary employees may be terminated, without right of appeal, at any time at the discretion of the employing unit. They are usually paid on the biweekly payroll, but can also be paid on the monthly or salary payroll. Paychecks are received on the same days as regular status employees. (See regular status.)

ORIENTATION

The Office of Human Resources conducts a general orientation program on the third Thursday of each month for all newly hired employees. This program provides up-to-date information on policies, procedures, benefits, and basic "Right-To-Know" training. As a new employee, you should check with your supervisor or with the Office of Human Resources concerning the date and time of the first appropriate session following an offer of employment.

In addition to the general orientation, supervisors will acquaint new employees with departmental policies and procedures and duties associated with their job.

PROBATIONARY PERIOD

With the exception of public safety officers, the first six months of employment at SSU, is a period of evaluation for the new classified staff member. This probationary period allows time for the two-way process of getting acquainted. New employees have a chance to find out if the job they have chosen is interesting and rewarding, and SSU has the opportunity to evaluate their work. If employment is not to be continued beyond the probationary period employees will be notified in writing prior to the completion of the six-month probationary period and may be terminated at that time without right of appeal.

Public safety officers are subject to a twelve months probationary period from the date of employment.

New employees in regular positions are not eligible to apply for promotion or transfer (except within their own departments) until they have successfully completed the probation period. (See promotion and transfer section.) Temporary employees hired into regular positions are considered new employees and will serve the appropriate probation period beginning with the first work day of regular employment.

PAYCHECK

Wage and salary payments are made by check. Employees may receive paychecks in one of two ways: paychecks may be deposited directly with a financial institution, or the check can be retained at the Office of Business and Finance in the Colston Administration building, in Room 213.

Employees who are paid biweekly receive a paycheck every other Friday. If a payday falls on a holiday, checks will normally be distributed on the last workday preceding the holiday.

Employees on the monthly payroll receive 12 paychecks during the year. Checks are distributed on the last working day of the month; if a payday falls on a weekend, checks will be issued on the preceding Friday. If a payday falls on a holiday, checks will normally be distributed on the last workday preceding the holiday.

If an employee’s paycheck is lost, misplaced or stolen, written notification should be submitted promptly to the Vice President of Business and Finance so that the necessary steps can be taken to reissue a replacement check.

PAY DEDUCTIONS

SSU is required by law to deduct federal and state withholding tax for each pay period. The amount of tax withheld depends on gross income, marital status, and the number of exemptions claimed. The Teachers Retirement Plan and Optional Retirement Plan require a specified deduction to be taken each pay period. Employees may also authorize deductions for University-sponsored health benefits (taken from every first and second pay period for biweekly employees) and for supplemental life insurance and dental insurance (also taken from every first and second biweekly paycheck). Other voluntary deductions may include credit union, tax-deferred annuities, dependent care, and Med-Flex.

HOURS POLICY

The normal workweek of Savannah State University employees is 40 hours. The normal workweek consists of a seven-day period beginning at 12:01 a.m. Saturday and ending at midnight Friday. Normally the workday consists of an eight-hour period per day over a five-day period. Normal workday hours are 8:00 a.m. to 5:00 p.m. It may be necessary, however, for a department to schedule employees to work a 40-hour week consisting of designated hours other than the normal SSU schedule. Your supervisor will determine and explain your work schedule.

BREAKS

If your work situation permits, your supervisor may authorize two 15-minute breaks one in mid-morning and one in mid-afternoon. During the break period you may leave your work area if you have the approval of your supervisor. Where it is necessary to have someone on duty at all times, care should be taken to see that your work assignments are covered. The needs of the job must be met first, and in some cases breaks are not possible. Employees may not forego breaks to accumulate extra leave time.

OVERTIME

The standard workweek is 40 hours for employees who are non-exempt under the Fair Labor Standards Act. During peak workloads or emergencies, it may be necessary for employees’ supervisor to require working overtime. At the discretion of the department supervisor, over time is paid when work is authorized to exceed 40 hours in any single workweek. Employees may not be compensated for work in excess of 40 hours per week unless the supervisor has given prior approval. Employees who come under the Fair Labor Standards Act will be paid at one-and-one-half times their standard pay rate for each hour of authorized overtime work.

If an employee is classified as non-exempt and is required to work on an officially designated SSU holiday that falls during the scheduled work week and is not given another day off, that employee will be paid at one-and-one-half times their standard pay rate for each hour of authorized overtime work.

Employees who have supervisory or administrative positions fall into an exempt category, and are employed to perform a specific job, their work schedule will not necessarily be limited to a 40-hour week. Exempt employees are paid at a fixed monthly rate and do not receive overtime pay.

INCLEMENT WEATHER

When inclement weather creates a condition under which there might be a question as to whether SSU will operate on a normal basis, a designated administrative official will release to the campus and local news media a statement concerning SSU schedule. If the weather condition occurs during working hours, the statement will be released through normal distribution channels on campus. If it occurs after working hours, employees are requested to listen to local radio and television stations for announcements regarding SSU's operating hours.

One of the following announcements will be made:

(1) SSU is open.

(2) SSU is closed.

(3) SSU will delay opening until X time.

The above statements apply to all students, faculty, and staff, unless they have been previously designated by their supervisors to report in case of inclement weather.

EDUCATIONAL OPPORTUNITIES

Biweekly classified employees are paid on a per hour basis and may be allowed time off to attend classes with the permission of their supervisor. Salaried classified employees are not paid on a per hour worked basis and may be allowed time off to attend classes on campus with approval from their supervisors so long as they can arrange their work schedule to fill their work commitment. Any work schedule adjustment is subject to the approval of the employee's immediate supervisor.

PERFORMANCE EVALUATIONS

Each regular status employee of SSU will be evaluated near the end of the probationary period (at the end of six months) and annually thereafter. One purpose of performance evaluations and subsequent interviews are to enhance communication between employees and their supervisors. Annual evaluations will also be used for the purpose of employee development, determining eligibility for transfer, promotion, demotion, retention, supervisory assistance, wage adjustments, and for employment references. The immediate supervisor and/or department head will complete evaluations.

PROMOTIONS AND TRANSFERS

A promotion is the shift of an employee from one position to another that requires a higher degree of skill or responsibility and is assigned a higher pay range. A transfer is the shift of an employee from one position to another within the same classification that requires comparable skills and carries the same pay range. New employees in regular positions are not eligible to apply for promotions or transfers (except within their own departments) until they have been employed continuously for six full months. Transferred or promoted employees must remain in regular positions for six full months before becoming eligible to apply for another transfer or promotion outside their own departments.

Whenever possible, SSU attempts to promote from within to fill vacant positions. However, both internal and external candidates who apply for vacant positions are given consideration before the positions are filled. While numerous factors influence an employee's opportunity, for promotion and advancement demonstrated dependability and proven ability to perform are two very important components.

JOB OPPORTUNITIES

The Office of Human Resources maintains a current posting of job vacancies. The list is posted in the Human Resources Office and in other locations on campus. Individuals may telephone the Job-Line to hear recorded listing of available job openings. This service operates 24 hours a day, seven days a week. The Job Line telephone number is 912-353-4984.

SSU employees interested in promotion or transfer opportunities are encouraged to consult the job vacancy list or telephone the Job-Line service.

For employees with computer access, the job list is also available on the World Wide Web at www.savstate.edu

RESIGNATION

Classified employees may resign by submitting their resignation in writing to their immediate administrative supervisor as soon as possible. A copy of the written resignation must be forwarded by the supervisor to the Office of Human Resources for inclusion in the employee's personnel file.

All employees existing SSU must complete the clearance process through the Office of Human Resources including turning in their I.D. badges. In order to resign in good standing with eligibility for re-employment, an employee should not give less than two weeks work notice.

LAYOFF

From time to time, it becomes necessary to reduce the overall SSU work force or the workforce within specific units, requiring layoffs. Affected employees are given sufficient notice so they may seek employment in other SSU units or off-campus.

DISCIPLINARY RULES AND REGULATIONS

The employee's immediate supervisor may effect suspension, demotion, and dismissal of classified employees when the supervisor determines that the employee's performance or personal conduct is unsatisfactory.

The employee shall be informed in writing of the reason(s) for the action taken (except during the six month probationary period) and granted a reasonable opportunity (not less than five working days) to respond to the next highest authority prior to the effective date of action.  Under emergency circumstances when immediate action is necessary, the employee may be dismissed, demoted or suspended, with or without pay, by the immediate supervisor, pending a review by the next highest authority.

Any such employee shall also be entitled to the procedural protections of a hearing before a Board of Review convened pursuant to Section II-K (Appeals) of the Board of Regents Policy Manual. Requests must be made within fifteen working days following the adverse personnel decision of the immediate supervisor, provided that the Board of Review hearing may take place either before or after the effective date of the personnel decision in question.

EMPLOYEE GRIEVANCE PROCEDURES

The procedures outlined below apply to classified employees of Savannah State University excluding those in provisional status (i.e. probationary period or temporary status).

In the day-to-day operation of any area or department, problems and misunderstandings sometimes occur.  While consideration, cooperation, and common sense can resolve most of these situations.  Savannah State University has established a formal grievance procedure to help resolve differences.

A grievance is defined as a written complaint registered by an employee expressing dissatisfaction with working conditions, disciplinary actions, or alleged discriminations with regard to race, sex, age, religion, national origin, or handicap for any condition of employment.

If an employee believe that he/she has a legitimate complaint, they should feel free to discuss it with their supervisor.   If that does not prove satisfactory, the normal procedure is to discuss the problem with their department head then the Affirmative Action Officer.

An impartial Board of Review will be appointed to hear appeals from regular employees when their grievances cannot be resolved through normal administrative channels of the university.  The recommendation of the Board of Review will be forwarded to the president for final decision.  If this does not meet the satisfaction of the employee, he or she may file an appeal, in writing, to the Board of Regents within 20 days following the president’s decision.

Classified employees terminated prior to completion of the six months provisional period, or persons employed in a temporary capacity, do not have the right to appeal.

GEORGIA OPEN RECORDS ACT

As an employee of Savannah State University, there is certain information that is maintained by the institution. The employees' record is considered to be a matter of public record and is subject to the Open Records Act of the State of Georgia. This means that any citizen of Georgia may request access to certain information contained in the employee personnel file without the employee’s knowledge or consent. Open Records requests are filed with the Custodian of Records and, by law, that individual must provide access to the requested information within a stipulated time frame. Although some information is excluded by law and cannot be accessed under provisions of the Open Records Act, employment, salary history and performance evaluations are among the material that may be made available for review.

RESPONSIBILITIES OF EMPLOYMENT

LOYALTY OATH

The State of Georgia requires "all persons who are employed by and are on the payroll of and the recipient of wages, per diem, and/or salary of the State of Georgia, or its departments and agencies" to take a loyalty oath. If a person does not sign the oath, the act then instructs that "such person's name be taken from the payroll and such person shall not be permitted to receive any payment from the State."

SECURITY QUESTIONNAIRE

As a condition of employment every employee of the University must complete and sign a security questionnaire.

THE IMMIGRATION REFORM AND CONTROL ACT

The Immigration Reform and Control Act requires that all newly employed individuals provide documents which establish identity and employment eligibility and complete an Employment Eligibility Verification form (I-9). The University will employ only U.S. citizens and aliens authorized to work in the United States. Failure to comply with the provisions of the act will result in immediate termination of employment.

ATTENDANCE

Your supervisor will tell you about your daily work schedule and lunch period. You will be expected to remain on the job until official quitting time unless your supervisor has excused you. Violation of this rule may result in termination of employment.

PERSONAL CONDUCT

Savannah State University employees are expected to demonstrate reasonable effort and productivity as well as adhere to published rules and regulations and accepted customs and standards of courtesy, conduct, and cooperation. The following are examples of actions that are unacceptable to SSU and may result in disciplinary action or discharge:

§          Failure or being unfit to perform assigned duties

§          Conviction of a felony or crime involving moral turpitude

§          Bringing discredit to SSU

§          Insubordination

§          Negligence

§          Falsifying records, reports, or information

§          Theft

§          Misuse of telephone or computer services

§          Intoxication or drinking on the job

§          Failure to report an absence or reason for an absence

§          Taking unauthorized leave

§          Habitual absence or tardiness

§          Discourteous or disruptive behavior

§          Unauthorized absence from assigned work area

§          Entering an unauthorized area at any time

§          Willfully damaging equipment

§          Willfully violating safety regulations

§          Gambling

§          Sleeping while on duty

§          Using or selling illegal drugs on University premises

§          Job abandonment

§          Willfully violating law or policy prohibiting discrimination on the basis of race, sex, color, religion, national origin, age disability, or veteran status

§          Any other misconduct interfering with performance of duties

APPEARANCE

Savannah State University employees interact with the public in connection with their duties. Actions and appearance can influence other people's perception of the University.

Employees should dress appropriately for their position. Be neat, clean and well-groomed at all times. By having these qualities, employees will make a favorable impression on those they meet and serve in the performance of their duties. What is fashionable is not always appropriate for the workplace.

SEXUAL HARASSMENT POLICY

Sexual harassment of employees or students of Savannah State University is prohibited and shall subject the offender to dismissal or other sanctions after compliance with procedural due process requirements. According to the Equal Employment Opportunity Commission (1984) guidelines, unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature constitute sexual harassment when:

A. Submission to such conduct is made explicitly or implicitly a term or condition of an individual's employment or academic standing; or

B. Submission to or rejection of such conduct by an individual is used as a basis for employment or academic decisions affecting an individual; or

C. Such conduct unreasonably interferes with an individual's work or academic performance or creates an intimidating, hostile or offensive work or academic environment.

Example of Sexually Harassing Behavior

§          Physical assault

§          Demands for sexual favors

§          Indecent exposure

§          Indecent gestures or the display of sexually suggestive pictures or other objects

§          Touching, patting embracing, caressing, or brushing against a person's body

§          Verbal assault, including direct sexual references, lewd jokes or innuendoes, and remarks of a sexual nature about a person’s body or clothing

§          Allusion to or inquiries about a person's private sex life

§          Repeated unwelcome gifts, cards, and requests for dates

§          Singling someone out or "putting someone down" on the basis of that person's gender

Consensual Relationships

All employees and students of Savannah State University should realize that sexual harassment most frequently occurs when one person has some power or authority over another. The relationship between a faculty member and a student should be professional; sexual liaisons are inappropriate. Likewise, the relationship between a supervisor and subordinate must be professional and free from sexual involvement.

Although the policy of Savannah State University does not expressly forbid consenting sexual relationships, such relationships are strongly discouraged and all personnel are cautioned that persons entering into such relationships do place themselves in danger of subsequent charges of sexual harassment which may be most difficult to dispute.

Procedures 

Savannah State University guarantees the right of all faculty and staff to lodge complaints without fear of retaliation. The University, to the extent possible, will also protect the rights of the accused. In the event that allegations are not substantiated, all reasonable steps will be taken to restore the reputation of the accused. A complainant found to have been intentionally dishonest in making the allegations or to have made them maliciously is subject to disciplinary action.

A person wishing to bring charges under the policy set forth has two options: an informal complaint or a formal complaint.

Informal Complaint Procedures

An informal complaint may be brought to any of the following:

Department Heads

Deans

Unit Heads

The Women's or Men's Counselor

Vice President of Student Affairs

Vice President of Academic Affairs

Vice President of Business and Finance

The Affirmative Action Officer

The person to whom the complaint is brought may (1) help resolve the complaint informally, or (2) may advise the complainant to draft a formal written complaint and outline the necessary steps in the process.

Formal Complaint Procedures

If the complaint cannot be resolved, or if the complainant prefers, formal action may be initiated.

1. The complainant will prepare and present sworn and notarized affidavits to the Affirmative Action Officer.

2. The Affirmative Action Officer (AAO) will initiate an investigation of the charges in order to establish whether there is a reasonable basis for believing that the alleged violation has occurred. The AAO may interview the complainant, the accused, and other persons believed to have pertinent factual knowledge. In every case, the immediate supervisor of the person charged will be notified of the charges against his/her employee. If the complaint is against the immediate supervisor, the complainant will be reassigned to another supervisor until the matter is settled. At all times, the administrator conducting the investigation will take steps to ensure confidentiality.

3. Possible outcomes of the investigation are: a judgement that the allegations are not warranted, a negotiated settlement of the complaint, or formal action described in this procedure.

4. If after completing the investigation the AAO concludes that there is a reasonable basis for believing that the alleged violation of the sexual harassment policy has occurred or that a negotiated settlement cannot be reached, formal action will be taken.

Formal Action

1.The AAO will organize a Review Panel of five persons who have received formal training in sexual harassment laws and procedures.

2.The five shall be chosen randomly from a pool of faculty, staff and students who have received the aforementioned training, but will include at least one faculty, one staff, and one student, and both men and women.  The Review Panel will serve a term of two (2) years. Five (5) alternates will be selected to ensure continuity and stability of the formal hearing process.

3. The names of persons who have received formal training in sexual harassment laws and procedures shall be maintained in the office of the Affirmative Action/EEO Officer, who shall draw from that list as the need arises.

4. The Review Panel will hold separate confidential hearings with the complainant and the accused. If the evidence warrants, the Review Panel will question additional persons, in confidence, who have some direct bearing on the case.

5. Within ten working days after all factors regarding the case have been reviewed, the AAO shall meet with the Review Panel to ascertain the disposition of the case. The AAO and the members of the Review Panel shall send to the President of Savannah State University the facts found in their investigation and where appropriate, make a recommendation to resolve the case.

6.   The President of Savannah State University may accept the written report and recommendations of the Review Panel and take action in order to resolve the case. If the President is not prepared to take action on the basis of the initial report and recommendations of the Review Panel, he may empower another impartial panel to investigate the case and make recommendations.

7.   Once the President receives sufficient facts to resolve the case, he will send a registered letter, within 10 working days, to both the complainant and the defendant outlining the final resolution to the case.

Sanctions and Penalties

Sanctions and penalties associated with violation of this policy may include the following:

• Reprimand

• Denial of merit pay

• Suspension without compensation

• Required professional counseling

• Dismissal for cause

Right Of Appeal

If one or both parties find the decision of the President of Savannah State University unsatisfactory, they may appeal the written decision to the Board of Regents in writing within 20 calendar days. An advisor or attorney may represent the complainant and the person charged during the appeal process to the Board of Regents.

SAFETY

The prevention of accidents is primarily an individual responsibility. Any unsafe working conditions detected should be reported to the immediate supervisor and the Environmental Safety Services Department immediately. Savannah State University strives to develop and maintain safe working conditions and encourages employees to work carefully and safely.

THE PUBLIC EMPLOYEE HAZARDOUS CHEMICAL PROTECTION AND RIGHT TO KNOW ACT

The State of Georgia has enacted legislation to protect you from the dangers of hazardous chemicals you may encounter in the workplace. Savannah State University has developed a plan to assure that all employees receive training and information about hazardous chemicals present in their work areas. You are required to be informed of the Right to Know Act and its provisions. SSU offers this basic training to all new employees during orientation. Employees whose jobs involve the handling of hazardous chemicals must receive additional training in the safe use, storage, and disposal of the chemicals they use. For more information on chemical specific training, contact your supervisor and/or the Plant Operations Department at 353-3154.

GARNISHMENT OF PAY

Savannah State University considers the acceptance and settlement of just and honest debts to be a mark of personal responsibility. The University is required by law to accept and process garnishments served by officials of the court.

OUTSIDE ACTIVITIES

Any outside occupation, pursuit, or endeavor that interferes with the regular and punctual performance of duties at SSU is discouraged. If outside activities interfere with an employee’s regular work attendance or the quality of work, SSU employment could be terminated. Before engaging in self-employment, salaried work, or accepting positions of responsibility outside SSU, an employee should discuss and seek permission from his/her supervisor to determine if such activities might interfere with or be in conflict with employment at the university.  

POLITICAL ACTIVITIES

Employees may not manage or enter political campaigns while performing services for the University or hold an elected political office at the state or federal level while employed by the University.

Employees seeking an elected political office at the state or federal level must first request a leave of absence without pay beginning prior to qualification as a candidate. If elected to state or federal office the employee must resign from the University position prior to assuming office.

GIFTS AND GRATUITIES

No official or employee of Savannah State University may accept gifts, gratuities, or courtesies from any person, corporation, or association seeking, directly or indirectly, to influence the action of the employee.

POLICY ON DRUGS AND ALCOHOL

The abuse of alcohol and the use of illegal drugs by members of Savannah State University community are incompatible with the goals of the institution. In order to further Savannah State University's commitment to provide a healthy and productive educational environment, and in compliance with the Drug-Free Schools and Communities Act Amendments of 1989, SSU has established a policy on drugs and alcohol.

Employee misconduct related to drug or alcohol abuse will not be tolerated. Board of Regents policy prohibits the unlawful manufacture, distribution, sale, use, or possession of illegal drugs by employees of the University System of Georgia. Violation of this policy will result in appropriate disciplinary sanctions. Any employee who serves or provides alcoholic beverages in his or her official capacity is subject to the guidelines concerning University events where alcoholic beverages are served or provided.

As a condition of employment University faculty and staff agree to abide by the terms of this policy and to notify the employer of any criminal drug conviction no later than five working days after the conviction. In that case, state law provides that any employee, including faculty and staff of the University, will be suspended for at least two months and required to undergo a SSU approved drug abuse treatment and education program before reinstatement. Upon a second conviction, the employee will be terminated and made ineligible for any state employment for five years. In some cases, an employee may be terminated as a result of the first conviction.

The policy includes a provision that allows an employee to maintain employment for up to one year if the employee discloses to his or her employer that he or she is using drugs prior to an arrest for a drug offense and agrees to receive treatment. Retention of such employee is conditioned upon satisfactory completion of the treatment program. The employee's job may be restructured; however, this provision does not affect any disciplinary action for criminal conviction or drug-related misconduct on the job.

The entire Policy on Drugs and Alcohol is available upon request from the Office of Human Resources. In addition to this policy, some employees may also be subject to other drug and alcohol related provisions of employment such as the Omnibus Transportation Employee Testing Act and the U.S. Coast Guard Anti-Drug Regulations. Affected employees will be notified by their supervisors.

EQUIPMENT AND SOFTWARE UTILIZATION

Savannah State University is committed to free and open inquiry and discussion, fair allocation of University resources, and the provision of a working environment free of needless disruption. To advance these goals, SSU has adopted policies on computer usage. Most of these policies follow pre-existing regulations, agreements, or laws. They fulfill a Board of Regents directive requiring adoption of explicit computer security and ethics policies. All SSU faculty, staff, and students who use computers should familiarize themselves with the Savannah State University Policies on Use of Computers. This publication is available from Computer Services.

OTHER POLICIES

Other important policies affecting employment are disseminated periodically through other channels. For information, contact the Office of Human Resources.

EMPLOYEE BENEFITS

ANNUAL LEAVE

All employees working full time, other than temporary employees, will accrue annual leave based on the length of continuous service and hours earned in each pay period as follows:

Service               Per month             Biweekly           Per year

0-5 years             1O hours              4.62 hours       15 work days

5-10 years            12 hours              5.54 hours       18 work days

Over 10 years         14 hours              6.46 hours       21 work days

Employees will be paid for unused accrued annual leave up to a maximum of 45 days upon termination from the University for any reason. If the last day of work coincides with the last workday of the month, employees will accrue annual leave for that month. A terminating employee does not accrue leave after the last working day of his/her employment.

Temporary employees, including student assistants and employees working less than one-half time, do not earn or accrue annual leave.

Earned annual leave can be taken at times mutually acceptable to the employee and his/her immediate supervisor.

HOLIDAYS

Savannah State University observes 12 official paid holidays each year. A schedule of the official holidays is published each year by SSU. Temporary employees (including student assistants) and employees working less than 20 hours per week are not eligible for paid holidays.

SICK LEAVE WITH PAY

All regular full-time employees, other than temporary status, will accumulate paid sick leave at a rate of eight hours per calendar month of service. Regular part-time employees working at least one-half time will accumulate sick leave in a ratio equivalent to the percentage of time employed. There is no maximum on the amount of sick leave that can be accumulated. If an employee takes sick leave for a continuous period in excess of five working days, a physician's statement will be required in order to continue to claim sick leave benefits. At the supervisors' discretion, an employee may also be required to submit medical verification from his/her physician for an illness or disability, which prevents the performance of duties for less than one week. An employee may be granted sick leave for any of the following reasons: personal illness or injury, medical and dental treatment or consultation, quarantine due to a contagious illness in the household, critical illness, injury, or death in the immediate family requiring the presence of the employee.

In the event of a death of an immediate family member, sick leave with pay may not exceed four(4) working days. Immediate family for this policy is defined as spouse, parents, parent-in-law, brother, sister, child, step child, son-in-law, daughter-in-law, grandparent, grandchild, foster parent or legal guardian. Temporary employees, including student assistants and employees working less than one-half time, do not earn or accumulate leave.

A terminated employee shall not accumulate sick leave or be entitled to receive sick pay after the last working day of his/her employment.

SICK LEAVE WITHOUT PAY

Any regular employee unable to work because of illness or injury may be granted sick leave without pay after exhausting all accumulated sick leave, vacation leave, and leave under the FMLA.  The employee may request for a period not to exceed one year upon the approval of the department. At the discretion of the supervisor, an employee may be granted sick leave without pay prior to exhausting all accumulated sick and/or annual leave. All requests for sick leave without pay for five or more consecutive workdays must be submitted in writing.

MATERNITY LEAVE

Disability due to pregnancy is considered the same as any other disability and appropriate sick leave provisions according to these policies shall apply.

FAMILY AND MEDICAL LEAVE

Any SSU employee who has been employed on a half-time basis or greater for at least 12 consecutive months is eligible for up to 12 weeks of family leave under conditions authorized by the Family and Medical Leave Act. While family leave is unpaid leave, an eligible employee may use accumulated leave under conditions authorized by current sick and annual leave policies with appropriate approval, as provided by current SSU polices, either before requesting or after utilizing family leave.

EDUCATIONAL LEAVE WITHOUT PAY

Regular full time employees may be granted educational leave without pay for periods not to exceed one year at a time for the purpose of encouraging professional development (for example to complete a masters or doctorate). Such approved leave shall allow the employee the right to elect to continue group insurance benefits with institutional participation.

VOTING

Employees of Savannah State University are encouraged to exercise their constitutional right to vote in all federal, state, and local elections. When an employee's normal working hours coincide with voting hours, the employee shall be granted leave as stipulated by his or her immediate supervisor for the purpose of voting.

COURT DUTY

Court duty leave with pay shall be granted to regular employees for the purpose of serving on a jury or as a witness. Such leave shall be granted upon presentation of official orders from the appropriate court. Court leave is not charged against any other leave accrued and there is no deduction in pay for the absence even though a jury or witness fee may be paid to the employee. Court leave may not be given to any employee summoned to a court as a defendant or plaintiff. Court leave does not cover any period of absence other than the scheduled working hours. Employees are expected to return to work if excused by the court during the scheduled workday.

PERSONAL LEAVE

Because of unforeseen events or special circumstances, employees may need extra time off for personal reasons. In such cases, employees may be granted a leave of absence without pay for personal reasons, if recommended by the immediate supervisor. This type of leave is limited to one year and is not approved for employees to engage in work for earnings elsewhere. Personal leave is not a right and may be granted only when conditions are favorable. At the discretion of the supervisor, employees may be granted personal leave without pay prior to exhausting all accumulated annual leave. All requests for personal leave without pay must be submitted on a Leave Without Pay form.

MILITARY LEAVE

Regular employees ordered to active duty by federal or state orders shall be entitled to leave with pay while engaged in the performance of military duty and while traveling to and from such duty. The maximum length of military leave with pay is 18 working days in any one calendar year. At the expiration of the maximum paid leave time, continued absence by the employee shall be considered as military leave without pay. The employee shall be required to submit a copy of his or her active duty orders.

NATIONAL GUARD DUTY

Not withstanding the foregoing leave limitation of 18 days, in the event the Governor declares an emergency and orders an employee to State active duty as a member of the National Guard, that employee while performing such duty is to be paid his or her salary or other compensation as an employee for a period not exceeding 30 days in any one calendar year and not exceeding 30 days in any one continuous period of such State active duty service.

After an employee has exhausted his/her paid military leave, an institution may pay the employee for his/her accumulated annual leave.

GROUP LIFE INSURANCE PLAN

SSU offers an excellent life insurance program. All regular employees of SSU who work one-half time or more are eligible for $25,000.00 in free Group Life Insurance coverage including Accidental Death and Dismemberment. This amount of insurance is designated as "basic life insurance." In addition, group life insurance may be offered to these same employees with no employer participation in the premiums. Such additional insurance is designated as "supplemental life insurance."

ACCIDENTAL DEATH AND DISMEMBERMENT INSURANCE

In addition to life insurance, employees also receive $25,000.00 in Basic Accidental Death and Dismemberment (AD&D) Insurance. This coverage is paid for by the University System of Georgia.

SUPPLEMENTAL LIFE INSURANCE

Savannah State University offers a self-funded supplemental life insurance plan for employees. Cost for this coverage is based on age and salary. An employee may enroll within 31 days of initial employment. If an employee elects this coverage during the annual open enrollment period, he/she will be required to provide proof of a completed medical examination. The Insurance Carrier must approve acceptance of coverage.

DEPENDENT LIFE INSURANCE

Savannah State University offers a dependent life insurance program to dependents of its regular employees. The Board of Regents shall make group life insurance for dependents of these employees available to them in amounts, which shall be established, from time to time. There shall be no employer contribution to dependent life insurance premiums. The present dependent life insurance coverage is as follows:

2 weeks but less than 6 months old                $2000.00

6 months old but less than 19 years               $10,000.00

19 years but less than 26 years*                  $10,000.00

*Full time students only

Information about current premiums for dependent life insurance can be found in the Office of Human Resources.

HEALTH INSURANCE

Savannah State University offers its regular employees a comprehensive medical plan, to include the option of an HMO, PPO or an Indemnity Plan provided by the University System of Georgia. Upon employment you may enroll within 31 days. (If you do not enroll within 31 days of your employment you may enroll during the annual open enrollment period). You have several choices for the date you wish to begin your health coverage; however, your coverage can never begin before your first day of work or the date your enrollment forms are received in the Office of Human Resources.

Insurance premiums are deducted on a pre-tax basis from your payroll check each month. If you are on the bi-weekly payroll you will have premium deductions taken from the first and second paychecks received each month. Regular active employees have three options for coverage:

*Employee only

*Employee plus one dependent

*Employee plus two or more dependents

Included, as eligible dependents under family coverage are your spouse and unmarried children up to age 19. (This includes your natural children, legally adopted children, and stepchildren when they reside in your home). In addition, unmarried children between the ages of 19 and 26 qualify as dependents if enrolled full-time in an accredited school or college. Also included, as an eligible dependent is an unmarried child of the employee, regardless of age, who is incapable of self-support because of mental or physical incapacity, and who is totally dependent upon the employee. Any change in the eligibility of an insured dependent should be immediately reported to the Office of Human Resources.

Refer to the System Health Plan booklet for more information at www.peachnet.edu/admin/humex/benefits

PRE-CERTIFICATION FOR HOSPITAL ADMISSIONS

The health plan requires pre-certification for all hospital admissions requiring overnight stay in the hospital by employee/dependents insured under the plan.

DENTAL INSURANCE

All regular employees are eligible for the University System Dental Plan. You pay 100 percent of the premium, which is deducted from payroll checks before federal, state, and FICA taxes are applied. The Dental Plan provides coverage for preventive, diagnostic, basic, and major benefits. It also provides a limited amount of orthodontic coverage. Interested eligible employees must enroll within 31 days following employment. There are no open enrollment periods. If you do not enroll during the initial 31-day enrollment period, you may not have another opportunity to enroll. Please refer to the System Dental Plan booklet at www.peachnet.edu/admin/humex/benefits

TAX DEFERRED ANNUITY PROGRAM

Savannah State University offers its employees the opportunity to invest a portion of their salaries in a tax deferred annuity program. Under this savings program, authorized by Section 403B of the Internal Revenue Code, all contributions and earnings are exempt from federal and state taxes until they are withdrawn, typically at retirement. Savannah State University will accept annuity contracts from any company licensed to sell tax deferred annuities in the State of Georgia, providing the company qualifies under SSU's guidelines for participating companies. For more information on this voluntary program, contact an annuity representative or the Office of Human Resources.

FLEXIBLE SPENDING ACCOUNT

Savannah State University offers a tax-saving benefit to employees with regular dependent care and medical expenses. Employees may contribute pre-tax dollars through payroll deductions to a special account and then be reimbursed for expenses. Employees may enroll within 31 days following employment, within 31 days following a change in their family status, or during the annual open enrollment period each November.  Contact the Office of Human Resources for more information.

RETIREMENT PROGRAMS

Social Security

SSU employees participate in the Social Security Program. Contributions to the program are shared equally by the employee and the University. The U.S. Congress establishes the amount of the contribution and the benefits the retired employee receives. Student assistants and graduate assistants are exempt from Social Security. Non-immigrant aliens may be exempt in accordance with the provisions of their visas.

Retirement System

It is the policy of Savannah State University and the Board of Regents to provide for the retirement of all eligible employees either through Teacher's Retirement System of Georgia or the Regents' Optional Retirement Plan. As a condition of employment, all regular employees are required to be members of the Teacher's Retirement System (TRS) of Georgia or the Regents’ Optional Retirement Plan. All eligible employees contribute five percent of their monthly gross salary. The State of Georgia also contributes a specified percentage of the monthly gross salary to the retirement program. The employee contributions are tax-sheltered from federal and state taxes.

Teacher's Retirement System

The State of Georgia contributes 11.29 percent of the employee's monthly gross salary at the present time. If a member ceases employment before becoming eligible for retirement benefits, the employer will return all of the employee's contributions and earned interest upon application. If your contributions are left in TRS and you have TRS credit for ten or more years of service, you have a vested interest and will be eligible to receive a monthly retirement benefit beginning on or after your 60th birthday. A permanently disabled active member of TRS is eligible for disability retirement benefits with at least 9-1/2 years of creditable service. More detailed information on Teacher's Retirement System of Georgia may be obtained in the Office of Human Resources.

Regents Optional Retirement Plan

The plan, popularly known as the Optional Retirement Plan, was established by the Board of Regents as an option to the Teacher's Retirement System. Regular faculty members and administrative officers employed at least one-half time as defined in section 203.0301 of the Policy Manual of the Board of Regents and who are eligible for membership in the Teacher's Retirement System of Georgia shall be eligible for the plan. Under the ORP the employee contributes 5 percent of his/her monthly salary while the State contributes a specific percentage to the retirement program. Contributions to the Regents Retirement Plan vest immediately.

WORKERS' COMPENSATION

All employees of Savannah State University are covered under the provisions of the Workers' Compensation Act. This act provides protection for the employee in the event of injury or death while performing services for Savannah State University. On-the-job injuries should be reported immediately to the supervisor so that appropriate documents may be completed within 5 days as required by law. If an on-the-job injury requires medical attention, seek treatment from a physician listed on the “Panel of Physicians,” which is posted in each University department.

UNEMPLOYMENT COMPENSATION

SSU employees are covered under the Georgia Employment Security Law, commonly known as unemployment compensation. This law was enacted to provide a source of economic security during a period of involuntary unemployment. The local office of the Georgia Department of Labor determines eligibility for benefits.

ITEMS OF INFORMATION

SUPPORT STAFF COUNCIL

The Savannah State University Support Staff Council provides University staff with the opportunity to participate in SSU governance, grievances and welfare. The Support Staff Council is composed of staff members elected from the unit-level staff representative group in each department. New staff should check with their department heads or supervisors to identify their current staff council representatives.

AUTOMOBILE REGISTRATION AND PARKING

Motor vehicles parked on the SSU campus must be registered annually with the Office of Public Safety. A parking permit will be issued at the cost of $10.00. Information is available from the Office of Public Safety located in Harris Hall. The telephone number is 356-2186.

CREDIT UNION

Savannah State University has a credit union chartered by the Bureau of Federal Credit Unions of the U.S. Government. It is operated by SSU employees to provide efficient savings and loan services. Savings are insured up to $100,000 by the National Credit Union Administration (NCUA). Savings deposits may be made by payroll deduction or directly to the Credit Union. For information, call 356-2056.

U.S. SAVINGS BONDS

U.S. Savings Bonds can be conveniently purchased through the payroll savings plan. You may sign up for payroll deduction through the Office of Human Resources

LOST AND FOUND

The Public Safety Office provides a lost and found service. Employees finding articles on Savannah State University premises should take them to the Public Safety Office. The loss of an article should be reported to the Public Safety Office.

TELEPHONE SERVICES

The telephone is to be utilized for SSU business purposes not personal calls. Please exercise courteous telephone manners at all times. GIST Network lines may be used for official business only. Official long distance call will be placed on the GIST Network, if possible. Use of this Network for personal calls constitutes misuse of State funds, a violation of state and university policy.

IDENTIFICATION CARDS

I.D. cards are available for employees at no cost. I.D. cards must be in the possession of employees at all times.  This card allows employees access to the library. The I.D. card must be returned upon termination of employment. I.D. cards may be obtained from the Office of Auxiliary Services at 356-2284.  There is a $20.00 replacement fee for lost I.D. cards.

LIBRARY PRIVILEGES

All regular employees are entitled to use the SSU Library and, in general, are subject to the same rules that apply to students. Before checking out library materials for the first time, the SSU I.D. must be validated for library use.

DINING SERVICES

Savannah State University contracts with a food service vendor to operate campus dining facilities, including the cafeteria and snack bar.

SOLICITING/CANVASSING

Canvassing, placing signs and posters for solicitation purposes, chain letters, collections of any kind, and sales of tickets or merchandise not related to SSU entities are prohibited on Savannah State University premises.

OTHER SERVICES AND ACTIVITIES

A more extensive listing of campus services and activities is distributed to new employees during orientation and is contained in the Faculty and Staff Directory issued through the Office of the Vice President for Academic Affairs.

SMOKING POLICY

It is the policy of the University to protect the health of all employees – faculty, staff, students, and campus visitors, to provide a safe and