CWUP 2-30

Employee Policies

CWUP 2-30-000 Compensation Policy

In order to meet its mission and in accordance with its values, Central Washington University maintains a comprehensive compensation program (salary, benefits, retirement) to attract, retain, motivate and reward a talented and diverse workforce. While staying fiscally responsible within budget constraints, total compensation shall consider market based salaries, internal salary alignment, both internal and external equity, as well as personal qualifications and performance.

[Responsibility: CFO/BFA; Authority: Cabinet/UPAC; Reviewed/Endorsed by: Cabinet/UPAC; Review/Effective Date: 02/11/2015; 01/18/2019 (reviewed); Approved by: James L. Gaudino, President]

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CWUP 2-30-010 Background Check

(1) Introduction – CWU is committed to providing a safe and secure environment for its students, faculty, staff, visitors, and other constituents and to protecting its funds, property, and other assets. Well-informed hiring decisions contribute to this effort. The university will conduct background checks on persons hired for initial employment at the university, current employees who change jobs or otherwise become subject to a background check, and volunteers. All background checks will be conducted in accordance with applicable state and federal laws.

(2) Scope and types of background checks

(A) Criminal background checks. Criminal history checks, which include sex offender checks, will be conducted for the final candidate for all positions and on volunteers, as defined by CWUR 3-40-010. Criminal background checks completed by a third-party vendor are subject to the provisions of the Fair Credit Reporting Act and the Washington Fair Chance Act, RCW chapter 49.94.

(C) Credit history checks. A credit history check may be conducted on the final candidate for any position with access to sensitive financial information. Such a requirement will be noted on the posting. Credit history checks are subject to the provisions of the Fair Credit Reporting Act.

(D) Driver's checks. When positions require the incumbent to drive university vehicles as a regular part of their duties, the selected applicants must document possession of a valid driver's license at the time of hire and periodically throughout their CWU career.

(E) Credentials and reference checks. The appointing authority/designee is responsible for conducting the appropriate verification of credentials (such as certifications or education), professional licenses and/or reference checks for each candidate prior to an offer of employment.

(F) Social media checks. Because inappropriate off-duty behavior can negatively impact the reputation of the university and/or the credibility of the employee to continue in the position, a review of the selected applicant's social media page may be completed on final candidates.

(3) Use of background checks – Background checks will be used only to evaluate candidates/employees for employment purposes and will not be used to discriminate on the basis of race, color, national origin, religion, sex, disability, age, genetic information, veteran's or marital status or sexual orientation.

CWUR 3-40-010 Background Check Procedure

[PAC: 03/16/05; PAC: 06/08; Responsibility: President's Office; Authority: Cabinet/UPAC; Reviewed/Endorsed by: Cabinet/UPAC; Review/Effective Date: 06/06/2012; 2/20/2019; Approved by: James L. Gaudino, President]

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CWUP 2-30-020 Children in the Workplace/ Classroom Attendance

While the university is sensitive to the needs of working parents / student parents, caring for children in the workplace/classroom is limited. A child is defined as an individual under the age of 18 years who is not a student or employee of the university.

(1) Children of Employees. A child visiting a working parent for short durations, such as waiting for a ride home from school, is permissible as long as the child is not disruptive to the work environment and the supervisor is aware and has approved the short term presence of the child. For other custodial child care arrangements, the employee is responsible for having that care provided outside of the work place. Sick children should not be brought to the work location.

(2) Children of Enrolled Students / Attendance in Classrooms. At the beginning of the quarter, students with children should address the issue of unforeseen needs and the position of the faculty regarding bringing a child to the classroom when something unusual happens with the regular care arrangements. In the absence of specific language in the course syllabus stating the instructor's policy regarding children in the classroom or other such direction, only enrolled students will be allowed in the classroom. Sick children should not be brought to the classroom.

(3) Nothing in this policy is intended to apply to university sponsored structured programs, such as the early childhood learning center or camps that are designed specifically for children.


[PAC: 10/5/2005; Responsibility: BFA; Authority: Cabinet/UPAC; Reviewed/Endorsed by: Cabinet/UPAC; Review/Effective Date: 01/06/2017; Approved by: James L. Gaudino, President]

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CWUP 2-30-030 Distinguished Service Recognition - Civil Service and Exempt Employees and President Emeritus Status

(1) Eligibility - Distinguished Service Recognition may be awarded by the board of trustees at the recommendation of the appointing authority upon the retirement or death of civil service and exempt staff after ten years of full-time equivalent employment with the university. The ten-year service requirement may be fulfilled by noncontiguous periods of employment. President emeritus status may be awarded by the board of trustees upon the retirement or death of a president.

(2) Rights and Privileges - Civil Service and exempt staff and president emeritus awarded distinguished service status shall be entitled to:

(A) Full library privileges;

(B) Campus parking privileges;

(C) University identification card bearing name, title during employment with the university, and honorary title;

(D) University email account;

(E) Receive selected university publications without charge;

(F) Participation in the academic and social functions of the university.

[PAC: 09/05/07; 02/02/2011; 06/06/2012; Responsibility: President's Office; Authority: Cabinet/PAC; Reviewed/Endorsed by: Cabinet/PAC; Review/Effective Date: 04/15/2020; Approved by: James L. Gaudino, President]

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CWUP 2-30-040 Domestic Violence and the Workplace

(1) Purpose: The purpose of this policy is to set forth guidelines for all Central Washington University employees to address the occurrence of domestic violence and its impact in the workplace. This policy is adopted in accordance with Chapter 49.76 RCW and the Washington State Governor's Executive Order 96-05.

(2) Description: Domestic violence is abusive behavior that is either physical, sexual, verbal, and/or psychological, intended to establish and maintain control over a partner. Domestic violence is a serious problem that affects people from all walks of life. It can adversely affect the well-being and productivity of employees who are victims, as well as their coworkers. Other effects of domestic violence in the workplace include increased absenteeism, turnover, health care cost, and reduced productivity.

(3) Policy: Central Washington University will not tolerate domestic violence in the workplace and is committed to working with employees who are victims or perpetrators of domestic violence to prevent abuse and harassment from occurring in the workplace.

(A) Central Washington University will provide appropriate support and assistance to employees who are victims of domestic violence. This includes: confidential means for coming forward for help, resource and referral information, work schedule adjustments or leave as needed to obtain assistance, and workplace relocation as feasible. See CWUR 3-40-040 on Employee Leave. Other appropriate assistance will be provided based on individual need.

(B) Employees who are perpetrators of domestic violence will be encouraged to seek assistance. The university will provide information regarding counseling and certified treatment resources, and make work schedule arrangements to receive such assistance.

(C) Any employee who commits domestic violence at the workplace or from the workplace may be subject to corrective or disciplinary action, up to and including dismissal. Corrective or disciplinary action may also be taken against employees who are convicted or issued a permanent injunction as a result of domestic violence when such action has a direct connection to the employee's duties as a state employee. No employee will be penalized or disciplined solely for being a victim of domestic violence in the workplace.

(D) All employees need to take seriously the problem of domestic violence and its effect in the workplace. Central Washington University will take all reasonable measures to foster a safe working environment for all employees and clients.

[Executive Leadership Team 2/19/1997: Responsibility: Office of the President/Title IX; Authority: ELT/UPAC; Reviewed/Endorsed by: ELT/UPAC; Review/Effective Date: 04/1997; 01/22/2018; Approved by: A. James Wohlpart, President]

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CWUP 2-30-050 Education Benefits for CWU Staff

(1) Purpose: Educating the citizens of Washington State is integral to Central Washington University's mission. CWU encourages and supports its employees, and non-CWU state employees, CWU ROTC faculty and staff, and others as allowed by law, to continue their education as prescribed through this educational benefits policy.

(2) Eligibility: Pursuant to chapters 28B.15.558 RCW, 28B.15.621 RCW, and 41.04.005 RCW, this policy provides educational benefits for Central Washington University faculty, exempt, and classified staff; CWU ROTC faculty and staff; non-CWU state employees; members of the Washington National Guard; and veterans (as defined by 41.04.005 RCW) who are not eligible for educational benefits from the US Department of Veterans Affairs.

Eligible employees (CWU, CWU ROTC, and state) must hold appointment to a position that is half-time or greater. In addition, civil service employees must have permanent status (i.e., passed their probationary period). Faculty and exempt employees who are employed half-time or more and have been employed for more than six months are eligible on the first day of employment. CWU ROTC faculty and staff are eligible on the first day of assignment at CWU.

Eligible CWU employees and CWU ROTC faculty and staff may take up to eight (8) credit hours per quarter. Washington National Guard, veterans, and non-CWU state employees may take up to six (6) credit hours per quarter.

(3) Restrictions: Central Washington University reserves the right to exclude at its discretion registration in certain programs and courses. Space must be available in the course selected and participation must not result in the need for an extra section or displacement of students paying regularly scheduled tuition rates. This policy applies to all courses except supplemental or self-supporting courses, such as summer school; continuing education; individual study; arranged courses; graduate thesis/research; foreign study; internships; private lessons; practicums; contracted field experience; and noncredit programs.

(4) Approval to attend classes, provisions for adjusted work schedules, and release time:

(A) Supervisor approval is not required if a CWU employee or CWU ROTC faculty and staff attends classes scheduled during non-work hours. However, required overtime will take precedence over non-working-hour class time.

(B) Supervisor approval is required when a CWU employee or CWU ROTC faculty and staff wishes to take a class for personal or professional development during normal work hours. The employee must ensure all job requirements are met and all class time, one hour for one hour, must be made up within the workweek.

(C) When an employee's supervisor determines that a class is directly job-related, release time may be provided for class attendance.

CWUR 3-40-030 Education Benefits Procedure

[BOT 06/13/97, MOTION 5246; BOT 09/25/81, MOTION 5495; BOT 02/21/86, MOTION 5959; BOT 06/15/90, MOTION 6348; BOT 11/30/90, MOTION 90-18, Pres.Cab.06/96; BOT 11/97; PAC 02/19/03; BOT 06/13/03; BOT 12/05/03; BOT 06/10/05; PAC: 09/05/07; 06/06/2012; 04/06/2016; Responsibility: BFA; Reviewed/Endorsed by: Cabinet/UPAC; Review/Effective Date: 04/15/2020; Approved by James L. Gaudino, President]

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CWUP 2-30-055 Education Benefits for CWU Staff Dependents & Retired Staff

(1) Educating the citizens of Washington State is integral to Central Washington University's mission. CWU encourages and supports its employees and their dependents to continue their education as prescribed through this educational benefits policy for staff dependents, CWU ROTC faculty and staff dependents, and retired staff. Pursuant to RCW 28B.15.915, CWU will waive a portion of the tuition fee for eligible CWU employee dependents, CWU ROTC faculty and staff dependents, and eligible retired employees to take courses at CWU. This policy does not apply to any other Washington state institution.

Contact the Department of Human Resources for information about this policy and/or its related procedure, CWUR 3-40-035.

All credit hours generated under this policy will be separately accounted for and will not affect formula entitlements.

[10/02/2007; 03/30/2012; 06/06/2012; 04/06/2016; Responsibility: BFA; Authority: Chapters 28B.15.558, 28B.15.621, and 41.04.005 of the Revised Code of Washington (RCW), Education Benefits for CWU Employees, CWUP 2-30-050; PAC (Policy and Procedure Separated 9/5/07); Reviewed/Endorsed by: Cabinet/UPAC; Review/Effective Date:04/15/2020; Approved by: James L. Gaudino, President].

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CWUP 2-30-060 Civil Service, Nonpermanent Civil Service, and Tempoary (including Student) Employee Leave

(1) Introduction. Central Washington University is committed to maintaining a safe and healthy work environment.

Employees are advised to stay at home if they are feeling ill, to avoid placing other members of the university community at risk. Employees who feel ill while at work should disclose it to their supervisor and go home immediately.

This policy:

(A) Applies to all:

1. Non-represented classified employees,

2. Nonpermanent civil service employees,

3. Temporary, hourly employees,

4. Student employees, and

5. Graduate Assistants (staff).

(B) Will prevail for terms not covered under collective bargaining agreements for represented employees.

(C) Provides guidance to staff and supervisors in addressing employees' time away from work.

(D) Is to be used in conjunction with Chapters 357-31 and 296-128 of the Washington Administrative Code (WAC) and university procedures.

(2) Employee Leave

Central Washington University recognizes that employees have occasions to be absent from work and, therefore, provides a variety of leave intended to enable employees to balance their personal life and work responsibilities.

(A) President, vice presidents, appointing authorities, and division and department heads will:

1. Ensure that leave use by personnel under their supervision is in accordance with applicable laws, WACs and university leave policies and procedures.

(B) Managers and supervisors will:

1. Communicate expectations concerning leave requests and appropriate use of leave to employees.

2. Ensure employees understand they should stay home when ill or go home when they become ill while at work.

3. Ensure approval or denial of leave is in accordance with applicable laws, WACs, and university policies and procedures.

4. Identify, by delegation, who will review and approve employee leave requests in their absence.

(C) Human Resources will:

1. Administer this policy in accordance with applicable laws, WACs and university policies and procedures.

2. Develop and administer procedures for the implementation of leave practices.

3. Provide consultation and interpretation regarding this policy, procedure and best practice.

[Responsibility: Finance and Administration; Authority: Cabinet/UPAC; Reviewed/Endorsed by: Cabinet/UPAC; Review/Effective Date: 04/01/2015; 06/13/2018; 08/05/2020; 12/27/22; Approved by: A. James Wohlpart, President]

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CWUP 2-30-061 Civil Service Employee Bereavement Leave

(1) This policy applies to non-represented classified employees.

(2) This policy is to be used in conjunction with WAC 357-31-250.

(3) Employees, with the approval of their supervisor, may take up to five working days off with pay for traveling to, making arrangements for, and attending a funeral or memorial service, or handling related estate business for the death of family members as defined in WAC 357-01-172. The time may be taken all at one time, or intermittently as needed.

[Responsibility: BFA; Authority: Cabinet/UPAC; Reviewed/Endorsed by: Cabinet/UPAC; Review/Effective Date: 04/27/2022; Approved by: A. James Wohlpart, President]

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CWUP 2-30-070 Employee Participation in Political Affairs

(1) In the belief that citizen involvement in political affairs is basic to the effective functioning of government at all levels, it shall be the general policy of Central Washington University to encourage the participation of employees in political affairs and the full exercise of their privileges and duties as citizens. When speaking or acting as private persons, employees must avoid creating the impression of speaking or acting on behalf of the university. Employees are expected to maintain appropriate professional discourse.

(2) The purpose of the following provisions is to provide guidance to employees so that they may engage in political activity in a manner consistent with the laws of the state of Washington and the United States code sections covering political activity of state employees engaged in activities funded in whole or in part by federal funds. Both classified and exempt employees shall be governed by these provisions. Faculty are governed by the Academic Code and union contract.

(A) Solicitation for any partisan political purpose of any compulsory assessment or involuntary contribution is prohibited. No person shall solicit on university property any contribution to be used for partisan, political purposes.

(B) Employees shall have the right to vote and to express their opinions on all political subjects and candidates. Nothing in this section shall prohibit an employee from participating fully in campaigns relating to constitutional amendments, referendums, initiatives, and issues of a similar character.

(C) Nothing in this section shall prohibit appointment, nomination or election to hold office in a political subdivision of the state when the holding of such office is not incompatible with, nor substantially interferes with, the discharge of official duties in state employment.

(D) Nothing in this section shall prohibit appointment, nomination, or election to public office at the federal level, provided that upon such appointment or election to a full-time position the employee shall resign his or her university position or apply for a leave of absence.

(3) The following provisions shall apply to employees who are candidates for appointment or election to public office or who seek to participate in campaigns for constitutional amendments, referendums, initiatives, or other similar activities, or candidates for nonpartisan public offices.

(A) Employees may be granted a leave of absence without pay or authority to use accrued annual leave to engage in political activity as set forth above.

(B) The employee shall also be entitled to receive a reduced assignment and pay status in order to engage in such political activity when such reduced work status will not substantially interfere with the effectiveness of his or her office and the function of the university.

(C) If the employee concerned is the president or a vice president, the board of trustees shall make the determinations required above.

[Pres Cab: 10/5/98; Responsibility: BFA; Authority: Cabinet/UPAC; Reviewed/Endorsed by: Cabinet/UPAC; Review/Effective Date: 01/06/2017; Approved by: James L. Gaudino, President

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CWUP 2-30-080 Employee Promotions

(1) This policy applies to all non-represented classified employees. To the extent that this policy addresses terms not covered under collective bargaining agreements for represented employees, the terms of this policy shall prevail.

(2) This policy addresses requirements of WAC 357-16 by defining promotable candidates and identifying the use of promotional preference in the recruitment and certification process. This policy is to be used in conjunction with the WAC and university procedures.

(3) Central Washington University recognizes the value to employees and the organization of investing in our employees' development and in providing opportunities for career growth within the organization, and as such, recognizes the importance of promotional opportunities for qualified employees.

(4) Promotable candidate – To be considered a promotable candidate, an employee must apply for the position, meet the competencies and other requirements of the position, and successfully pass any required examination(s), and be:

(A) A current classified employee of Central Washington University who has successfully completed an initial probationary period as designated by the university; or

(B) A former permanent employee of the university seeking to return from separation due to disability or layoff within two years of separation; or

(C) A permanent employee who has accepted a project appointment within the university.

(5) Promotional organizational unit – In accordance with WAC 357-16-055, Central Washington University has established the following promotional organizational units for the purpose of promotional recruitment and hiring:

(A) The university

(B) The division of the university in which the vacancy exists

(C) A subdivision of an area reporting to a vice president such as a college or department in which the vacancy exists, or

(D) The immediate work group in which the vacancy exists.

(6) Promotion preference – Recruitment for new and vacant positions is typically open to internal and external audiences. Appointing authorities, in consultation with Human Resources, may limit who is eligible to apply for new or vacant positions to employees within one or more promotional organizational units. If the scope of search is limited to internal employees only, the recruitment notice must specify the promotional organizational unit(s).

(7) Exceptions – Exceptions to this policy may be granted in accordance with the WAC and university procedures when they are determined to be in the best interest of the university.

[PAC: 03/16/05, 06/08; Responsibility: BFA; Authority: Cabinet/UPAC; Reviewed/Endorsed by: Cabinet/UPAC; Review/Effective Date: 04/17/2013; 10/4/18; 09/22/21 (reviewed); Approved by:A. James Wohlpart, President]

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CWUP 2-30-090 Faculty and Exempt Staff Retention

This policy is established as authorized by RCW 28B.35.120 (12).

The university recognizes the worth and value of faculty and staff to the university and realizes that it is in the interest of the university to retain highly qualified faculty and exempt staff. It may be appropriate to increase the pay of a faculty or exempt employee in exchange for that employee remaining at CWU (i.e., offering a "counter-offer.")

A request for a retention increase may be triggered by one or both of two events: 1) the individual must be actively seeking external employment as evidenced by being invited for on-site interviews, or 2) the individual must receive a bona fide offer of employment from another organization. If the second option is the triggering event, the offer must include a salary level.

CWUR 3-40-050 Faculty and Exempt Staff Retention

[Pres. Cabinet: 2/19/97; 4/97; PAC: 1/16/08; Responsibility: BFA; Authority: Cabinet/UPAC; Reviewed/Endorsed by: Cabinet/UPAC; Review/Effective Date: 01/06/2017; Approved by: James L. Gaudino, President]

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CWUP 2-30-100 Family and Medical Leave Act (FMLA)

(1) General Information

(A) Authority - Family and Medical Leave Act (FMLA) of 1993, Public Law 103-3 (February 5, 1993)

(B) Scope - FMLA covers all eligible employees at Central Washington University. Represented staff and faculty need to refer to their current collective bargaining agreement. Employees may be eligible for additional leave provided by state and/or local law.

(2) Introduction

Time away from work under FMLA is time away from work granted to an eligible employee for certifiable medical reasons. Family and medical leave provides protection of an employee's current or equivalent position while away from work for up to twelve weeks within a 12-month period. The time away from work may include appropriate use of sick leave, annual leave, compensatory time, personal holiday, and leave without pay. Leave under FMLA is a federal mandate and must be granted when the employee is eligible. Leave may be subject to medical certification.

(A) An eligible employee shall be entitled to a total of 12 workweeks of leave within a 12-month period for one or more of the following circumstances or up to 26 weeks for Service Member Family Leave:
1. The birth of a son or daughter of the employee and in order to care for such son or daughter.
2. Placement of a son or daughter with the employee for adoption or foster care.
3. To care for the spouse, son, daughter, domestic partner, or parent of the employee, if such spouse, son, daughter, domestic partner, or parent has a serious health condition.
4. Because of a serious health condition that makes the employee unable to perform the functions of the position of such employee.
5. To provide exigency leave arising from the fact that the spouse, son, daughter, or parent of the employee is on active duty or has been notified of an impending call to active duty in the Armed Forces in support of a contingency operation.
6. To provide care for a covered service member who is suffering from a serious illness or injury incurred in the line of duty. Service member family leave shall be allowed to an eligible employee who is the spouse, son, daughter, parent or next of kin of a covered service member and shall be for a period of up to twenty-six (26) workweeks of leave in a single twelve (12) month period. During the single twelve (12) month period during which Service member family leave is taken the employee may only take a combined total of twenty-six (26) workweeks of leave for Service member family leave and leave taken for the other FMLA qualifying reasons.

(B) Entitlement of leave for a birth or placement of a son or daughter shall expire at the end of the 12-month period beginning on the date of such birth or placement.

(3) Definitions for exigency and service member family leave:

(A) Active duty - A call or order to active duty under a provision of law referred to in section 101(a)(13)(B) of title 10, United States Code.

(B) Contingency operations - Defined in section 101 (a) (13) of title 10, United States Code.

(C) Covered service member - A member of the Armed Forces, including a member of the National Guard or Reserves, who is undergoing medical treatment, recuperation, or therapy, is otherwise in outpatient status, or is otherwise on the temporary disability retired list for serious injury or illness.

(D) Daughter - To be defined by the Department of Labor.

(E) Eligible employee - An exempt employee who has worked for the state for at least 12 months and for at least 1,250 hours during the previous 12-month period.

(F) Next of Kin - Used with respect to an individual, means the nearest blood relative of that individual.

(G) Qualifying exigency - To be defined by the Department of Labor.

(H) Serious Injury or Illness - In the case of a member of the Armed Forces, including a member of the National Guard or Reserves, means an injury or illness incurred by the member in the line of duty on active duty in the Armed Forces that may render the member unfit to perform the duties of the member's office, grade, rank or rating.

(I) Son - To be defined by the Department of Labor.

(4) Provisions Governing Leaves

(A) A leave normally begins the first calendar day following the last day worked. The leave ends when the employee returns to work in accordance with established procedures, or employment is terminated.

(B) Employees who would have been subject to layoff had they remained at work will be notified of this potential condition. These employees will receive advance notification consistent with the notification provided other employees in effect at the time of layoff declaration.

(5) Alternative Position

(A) If an employee needs intermittent leave or work on a reduced-work schedule that is foreseeable based on planned medical treatment for the employee or a family member, including during a period of recovery from a serious health condition, or if the employer agrees to permit intermittent leave or a reduced work schedule for the birth of a child or for placement of a child for adoption or foster care, the employer may require the employee to transfer temporarily during the period the intermittent- or reduced-work schedule is required, to an available alternative position for which the employee is qualified and which better accommodates recurring periods of leave than does the employee's regular position.

(B) The alternative position must have equivalent pay and benefits. An alternative position for these purposes does not have to have equivalent duties. The employer may also transfer the employee to a part-time job with the same hourly rate of pay and benefits, provided the employee is not required to take more leave than is medically necessary.

(C) When an employee who is taking intermittent leave or who is on a reduced-work schedule and has been transferred to an alternative position, no longer needs to continue on leave and is able to return to full-time work, the employee must be placed in the same or equivalent job as the job the employee left when the leave commenced. An employee may not be required to take more leave than necessary to address the circumstance that precipitated the need for leave.

(6) Certification and Subsequent Re-Certification Requirements

(A) For pregnancy, chronic, or long-term conditions under continuing supervision of a health care provider, the university may request re-certification no more often than every 30 days and only in connection with an absence by the employee, unless circumstances described by the previous certification have changed or the employer receives information that casts doubt upon the employee's stated reason for the absence.

(B) The employee must provide the requested re-certification to the employer within the time frame requested by the employer (which must allow at least 15 calendar days after the employer's request), unless it is not practicable under the particular circumstances to do so despite the employee's diligent, good faith efforts.

(C) Any re-certification requested by the employer shall be at the employee's expense unless the employer provides otherwise. No second or third opinion on re-certification may be required.

(7) Insurance Coverage

(A) During any FMLA leave, the university will maintain the employee's coverage under the employer's health plan on the same conditions as coverage would have been provided if the employee had been continuously employed during the entire leave period.

(B) If an employer provides a new health plan or benefits, or changes health benefits or plans while an employee is on FMLA leave, the employee is entitled to the new or changed plan/benefits to the same extent as if the employee were not on leave.

(C) An employee may choose not to retain the employer's health plan coverage during FMLA leave. However, when an employee returns from leave, the employee is entitled to be reinstated on the same terms as prior to taking the leave, including family or dependent coverage, without any qualifying period, physical examination, exclusion of pre-existing conditions, etc.

(D) Except as required by the Consolidated Omnibus Budget Reconciliation Act of 1986 (COBRA), an employer's obligation to maintain health benefits during leave (and to restore the employee to the same or equivalent employment) under FMLA ceases if and when the employment relationship would have terminated if the employee had not taken FMLA leave (e.g., if the employee's position is eliminated as part of a layoff and the employee would not have been transferred to another position); an employee informs the employer of the intent not to return from leave (including before starting the leave if the employer is so informed before the leave starts); or the employee fails to return from leave or continues on leave after exhausting FMLA leave entitlement in the 12-month period.

(E) The university will continue the contribution for health/life insurance for eligible employees during FMLA leave and any portion of the premium that is paid by the employee will continue through payroll deduction during the FMLA leave period unless there is no pay coming. In the event that any portion of FMLA leave is unpaid and payroll deduction is not available to cover the employee's share of the premiums, the employee will be required to make the premium payments.

(8) Return-To-Work Provisions

(A) The employee is expected to maintain contact with the supervisor while on leave and plan for the employee's return.

(B) Employees returning from a leave will receive no less favorable placement consideration from their department than if the employee had remained at work.
1. The department that granted the leave is responsible for ensuring that timely placement occurs when leave is completed.
2. This provision can result in displacing an employee with less seniority.

(C) The employee will normally be returned to the last job held or, if necessary, to an equivalent position, unless one of the following conditions applies:
1. Employee's position was affected by a layoff situation.
2. Medical restriction precludes placement.

(D) Documentation in addition to medical certification from the employee's health care provider is required if temporary or permanent restrictions are recommended.

(9) General Guidelines - Spouses who both work for Central Washington University may be limited to a combined total of 12 workweeks during any 12-month period due to business necessity if leave is taken for birth, placement for adoption or foster care, exigency, or service member family leave, or a combined total of 26 if used for service member family leave.

[Responsibility: BFA; Authority: Cabinet/UPAC; Reviewed/Endorsed by: Cabinet/UPAC; Review/Effective Date: 02/01/2017; Approved by: James Gaudino, President]

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CWUP 2-30-110 Flexwork

Central Washington University recognizes that flexible work schedules that meet employee needs may enhance productivity and job satisfaction without diminishing the department's ability to meet its obligations or provide service to its customers. However, the availability of voluntary flexible work schedules does not negate the employer's ability to establish schedules and hours of work, assign work hours outside of regularly scheduled shifts, and adjust schedules with proper notice.

An employee may request flexible work hours. The department head determines the feasibility of individual flexwork arrangements based on the needs of the department, interactions required between the flexworker and other staff or customers and demonstrated skills of the employee. Voluntary arrangements shall be for a prescribed time, revocable at the discretion of the employer, and subject to prior approval by appointing authority or designee.

An employee participating in a voluntary agreement may end it by providing notice consistent with the terms of the agreement. Flexible work hour schedules supported by such agreements are a privilege, and are not subject to grievance procedures. The employer may rescind the agreement at any time.

[PAC: 08/08; Responsibility: BFA; Authority: Cabinet/UPAC; Reviewed/Endorsed by: Cabinet/UPAC; Review/Effective Date: 04/17/2013; Reviewed no changes 2017; 2023; Approved by: James L. Gaudino, President]

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CWUP 2-30-115 Employment of Foreign Nationals

Central Washington University has a long tradition of employing faculty from around the world. The institution's goal is to enable departments to recruit and retain qualified international scholars in support of the institution's teaching, research, and public service mission by providing timely and accurate guidance, facilitating the immigration process, and monitoring immigration compliance within a complex and ever-changing regulatory environment.

Central Washington University is committed to open access and active participation in the global community of scholars and postsecondary education professionals. CWU is interested in attracting and retaining talented colleagues—regardless of national or cultural origins.

Federal law governs the employment of foreign nationals. It is unlawful to hire a foreign national who is not authorized to work in the United States. CWU's success in obtaining approval of its petitions to employ foreign nationals is dependent upon its responsible adherence to laws, regulations, and procedures. It is essential, therefore, that all those with authority to recruit and hire university employees work closely with Human Resources to ensure they understand the procedures, time frames, and restrictions involved in the appointment of foreign nationals and plan accordingly.

Foreign nationals are not a protected class (including persons with temporary employment authorization or in work-authorized nonimmigrant visa status such as an E-1, E-2, E-3, H-1B, L-1, TN, O-1 or P or Q visa status) under the Immigration and Nationality Act (INA) § 274B(c) [8 U.S. Code § 1324b(c)].

CWU personnel policies and practices are consistent with United States laws and regulations governing the employment of foreign nationals, the issuance of certificates of eligibility, and the filing of petitions for both temporary and permanent employment. All appointments, at any level within the university, are contingent upon the individual obtaining the proper immigration status, and the term of employment may not exceed the duration of the employee's authorization and status.

To be employed legally in the United States, a prospective employee must possess one of the following:

1. An employment-related nonimmigrant visa that allows an individual to work for a particular employer,

2. An Employment Authorization Document (work permit), or

3. A Permanent Resident Card (also known as a Green Card).

Each of the documents listed above has different application requirements. The conditions to be met and the length of work in the United States will depend on whether a Green Card, work permit, or non-immigrant visa is sponsored. If any work conditions are violated, the employee could be removed from or denied reentry into the United States.

(1) Guidelines

(A) Employment of foreign nationals is based on the same considerations and review process as for all other candidates. Unless there is a legal requirement for a particular position, citizenship status will not be used to discriminate against a foreign national.

(2) Responsibilities

(A) Each hiring department is responsible for the employment of foreign nationals within their department.

(B) Human Resources acts as an agent and representative for the university and the employee in the filing of petitions through the Washington State Attorney General's Office (AGO). Assistance includes, but is not limited to, communication between the employee and the AGO, review of supporting documentation submitted to the AGO, and internal records retention as required by the United States Customs & Immigration Service (USCIS).

(3) Practices

(A) University visa sponsorship is restricted to certain categories: full-time, tenured or tenure-track, permanent academic positions only. Grant funded positions are not eligible for sponsorship. Exceptions may be made for non-tenure track faculty and staff, only with the vice president's written approval.

(B) Hiring Departments are expected to work with CWU Human Resources on any immigration related process. Approval from the respective Dean and the Provost or VP is required prior to beginning any immigration process. Departments will be required to provide documentation of bona fide recruitment, to include sufficient justification of experience, skills, background, training, education for hiring a foreign national in a particular position, as part of the visa petitioning process.

(C) CWU may ask applicants during the application and hiring process if they are legally authorized to work in the U.S. (visa status as opposed to national origin) and whether they will now or in the future require sponsorship for an immigration-related employment benefit.

(D) Privately-retained attorneys do not have authority to represent the university. The AGO is the university's sole representative and processes all CWU-sponsored employment visas without exception. Individuals may retain their own legal counsel to advise them as a supplement to the process.

(E) Approval for nonimmigrant or permanent resident visa sponsorship does not ensure reappointment or promotion to a tenured position. All university regulations and policies governing personnel actions are applicable to foreign nationals. Applications referred to in these guidelines do not replace normal university personnel procedures, but are in addition to them.

(4) Visa Categories and Corresponding University Regulations

(A) CWU determines the appropriate visa category for the position and practical considerations. The majority of international faculty engage in a variety of teaching activities and hold a CWU appointment that initially requires a temporary, non-immigrant visa to enter the U.S.

(B) It can take well over a year to complete a visa petition, depending on the visa category. Once the permanent residency is approved, another time period is required for a green card opening to become available. Based on the home country, some waits can be a decade or more. This necessitates H1B extensions and the corresponding additional time and legal expense until permanent residency is received.

1. Nonimmigrant Visa (NIV)

a. H-1B: Is a non-immigrant visa that allows US companies to employ graduate-level workers in specialty occupations that require theoretical or technical expertise in specialized fields. The employer must sponsor the petition for the employee. These visas are initially granted for up to three years, but may then be extended to a maximum of six years.

b. TN-NAFTA Professional: Permits qualified Canadian and Mexican citizens to seek temporary, nonimmigrant entry into the United States to engage in eligible professional activities as defined by USCIS. The initial period of stay is three years, renewable indefinitely. This visa is a good option for an initial entry into the US, but not appropriate for long-term, permanent positions (e.g., tenure-track faculty). The university will convert to H-1B as soon as possible.

1. Permanent Resident (PR) – “Green card”

a. EB-1 visas are an employer-sponsored, first-preference category requiring a bachelor's degree or higher and demonstrated “extraordinary ability” in the profession by meeting or exceeding specific USCIS criteria.

b. EB-2 visas are employer-sponsored, second-preference category requiring a bachelor's degree or higher and demonstrated “exceptional ability” in the profession by meeting or exceeding specific USCIS criteria. The employer is required to complete a Permanent (PERM) Labor Certification and to prove that there are no minimally qualified U.S. workers for the position.

[Responsibility: BFA; Authority: Cabinet/UPAC; Reviewed/Endorsed by: Cabinet/UPAC; Review/Effective Date: 02/11/2015; 06/13/2018; Reviewed no changes 2023; Approved by: James L. Gaudino, President]

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CWUP 2-30-120 Military Leave

(1) Introduction

This policy applies to all university staff and is administered in accordance with RCWs 38.40.060, 49.78, 73.16, and WAC 357-31. To the extent that this policy addresses terms not covered under collective bargaining agreements for represented employees, the terms of this policy shall prevail.

Central Washington University recognizes and supports the need for employees to be absent from work in support of military service. Every employee of the university who is a member of the Washington National Guard or of the Army, Navy, Air Force, Coast Guard, or Marine Corps reserve of the United States, or of any organized reserve or armed forces of the United States will be granted military leave of absence for a period not exceeding twenty-one days during each year beginning October 1st and ending the following September 30.

(2) Applicability

(A) State law (Chapter 73.16 RCW) applies in all cases where employer-employee relationships exist, including student employment. During such leave, the employee is entitled to normal pay whether it be on a full-time basis or a part-time basis. In each instance determination must be made as to the amount of compensation the employee ordinarily would have received had they not taken a leave of absence.

(B) It is not the intent that the granting of a military leave of absence should in any case affect an extension of the period of employment. Where the employee is engaged for a specific period or for work which is to be completed within a specific calendar period, the employment terminates with the completion of the particular project or at the end of the specific calendar period. The leave of absence from the employment continues only so long as the original position of employment exists.

(C) If an individual was hired as a temporary employee for a specific calendar period which, for example, ends on August 31, and that individual takes a military leave during the last week of August and the first week of September, they are entitled only to normal pay for the last week of August. The institution would not be obligated to pay the individual for their absence during the first week of September because the original position of employment no longer existed after August 31 and, therefore, the normal rate of pay for the first week of September would be zero.

(3) Responsibilities

(A) President and Executive Leadership Team members will:

1. Ensure that military leave is granted to personnel under their supervision in accordance with applicable laws, WACs, and this policy.

(B) Appointing authorities, department heads, managers and supervisors will:

1. Direct employees to the appropriate leave request forms and checklists and provide assistance as needed.

2. Approve military leave requests in accordance with applicable laws, WACs and university policies and procedures.

3. Identify, by delegation, who will review and approve military leave requests in their absence.

(C) Human Resources will:

1. Administer this policy in accordance with applicable laws, WACs, and CWU policies and procedures.

2. Develop and administer procedures for the implementation of military leave.

3. Provide consultation and interpretation regarding this policy, procedure, and best practice.

(D) Employees will:

1. Provide supervisors timely notice of the need for military leave when practicable.

2. Submit requests for military leave in accordance with this policy and CWUR 1-70-070 Military Leave.

CWUR 7-40-070 Military Leave Procedure

[Resolution 90-1, 09/14/91; Resolution 02-09, 12/06/02]

[PAC: 09/27/02; PAC: 09/05/07; PAC: 06/08; 04/17/2013; Responsibility: BFA; Authority: Cabinet/UPAC; Reviewed/Endorsed by: Cabinet/UPAC; Review/Effective Date: 04/17/2013; 02/01/2017; 01/08/2024 (reviewed); Approved by: A. James Wohlpart, President]

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CWUP 2-30-130 Nonresident Alien Tax Compliance

Central Washington University will comply with all applicable U.S. tax laws and regulations when classifying and withholding tax related to payments made to or on behalf of a nonresident alien. The payroll office will establish and maintain procedures that will assist all university centers, departments, and employees in complying with applicable laws and regulations to correctly identify nonresident aliens and accurately withhold the correct amount of tax when making payments directly to university employees, independent contracts, guest speakers, recipients, or students or on their behalf.

[PAC: 11/19/08; Responsibility: BFA; Authority: Cabinet/UPAC; Reviewed/Endorsed by: Cabinet/UPAC; Review/Effective Date: 04/17/2013; Approved by: James L. Gaudino, President]

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CWUP 2-30-150 Payroll

(1) All employees of the university must have on file with the payroll office a completed W-4 form containing full name, social security number, and the number of exemptions being claimed. Employee earnings, payments and tax deductions are made in accordance with the U.S. Treasury Department, Internal Revenue Service, Circular E, Employer's Tax Guide.

(2) Release of Salary Information. Requests for release of salary information are governed by Public Disclosure Law.

(3) Payroll Deductions for Past Due Financial Obligations of an Employee of the University. Employees have a financial responsibility for legitimate financial obligations owed to the university that have been incurred during the course of employment. Therefore, except as provided in paragraph (C) below, following thirty-day notice to the employee, the university may deduct from the net remuneration owed to the employee by the university for that particular pay period, the amount of any of all fees, charges, debts, fines, or other financial obligations owed to the university.

(A) Employees have a right to appeal to the assistant vice president for financial affairs any decision to assess a fee, fine, charge, debt, or other financial obligation owed the university. However, if the employee has not satisfied his or her financial obligations to the university within thirty days after the last appeal action, the university may deduct that amount, or any amount mutually agreed upon, from his or her paycheck for that particular pay period.

(B) All terminal or academic year-end paychecks in June may have the above items deducted from them without notice if such notice is not possible prior to the date of payment. A letter of explanation as to the amounts and the reasons for their deduction shall be sent to the employee together with the balance of his or her remuneration, if any.

(C) The thirty-day notice for regular or permanent employees as provided for above shall contain a statement setting forth the manner in which the financial obligations were incurred by the employee and the amount of each.

(D) If deductions for any pay period produce a material and substantial financial hardship on any employee, the university may enter into an agreement with that employee for a method of periodic deductions from the employee's paycheck until such financial obligations have been satisfied.

(4) Overpayments of salaries or wages: In cases of overpayment of salaries or wages, the university will recover such overpayment following the policies outlined in RCW 49.48.200 (Overpayment of Wages - Government Employees), and RCW 49.48.210 (overpayment of Wages - Notice - Review - Appeal). Attempts to recover overpayments shall be initiated as soon as possible after the error is discovered and a repayment schedule must be agreed upon with the employee within a reasonable period of time not to exceed 30 days Repayment must be completed within two pay periods. If this arrangement causes an undue hardship, the employee may contact the payroll supervisor to explore any other possible arrangements.

(5) Payments to Nonresident Aliens: The university complies with all applicable U.S. tax laws and regulations when classifying and withholding tax related to payments made to or on behalf of nonresident alien employees, independent contractors, guest speakers, recipients, and students.

[PAC: 10/1/08; Responsibility: BFA; Authority: Cabinet/UPAC; Reviewed/Endorsed by: Cabinet/UPAC; Review/Effective Date: 04/17/2013; Approved by: James L. Gaudino, President]

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CWUP 2-30-155 Time and Attendance Reporting Policy

Introduction

This policy applies to all University administrative exempt, classified, hourly and student employees and provides guidance for the recording and certification of time worked, leave use, and/or exception reporting.

General Information

All staff are responsible for recording and reporting accurate and complete work time electronically to ensure the timely and accurate payment of salaries and wages and the processing of all CWU payroll disbursements and related deductions. Supervisors are responsible for ensuring the accuracy of time reported by their employees.

Payroll Services will ensure that payroll transactions comply with generally accepted accounting principles and that all withholdings for taxes, benefits, wage attachments, and voluntary deductions are reported accurately. Payroll Services will maintain time reporting records in accordance with federal and state laws.

Supervisors are responsible for knowing, in consultation with human resources, which staff are eligible for overtime wages and for appropriately applying University compensation policies regarding hours worked, compensatory time, and overtime. Supervisors should familiarize themselves with the applicable university policy and procedures, and Collective Bargaining Agreements, as well as all University pay guidelines which are based on federal and state laws which regulate hours and time in the workplace for nonexempt employees.

The University will designate overtime eligibility for each position in accordance with the Fair Labor Standards Act (FLSA). For purposes of calculating overtime, the standard work week is Sunday through Saturday. Regular full-time work schedules will normally consist of forty (40) hours and at least two (2) consecutive days off. Work schedules will be assigned by a supervisor; employee requests for non-standard work weeks must be approved by the supervisor.

[PAC: 06/04/2014; Responsibility: BFA; Authority: Cabinet/UPAC; Reviewed/Endorsed by: Cabinet/UPAC; Review/Effective Date: 06/04/2014; Approved by: James L. Gaudino, President.]

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CWUP 2-30-160 Performance Management

(1) This policy applies to all non-represented classified employees. To the extent that this policy addresses terms not covered under collective bargaining agreements for represented employees, the terms of this policy shall prevail.

(2) This policy is designed to provide basic guidance and direction to managers, supervisors, and employees regarding the university's commitment to a positive performance based culture, and to comply with the provisions of WAC 357-37 Performance Management. This policy is to be used in conjunction with the WAC and university procedures.

(3) Central Washington University recognizes the value of a performance based institutional culture that promotes employee productivity, engagement, and development by aligning individual performance goals with the university's mission, strategic goals, and objectives.

(4) This policy is guided by the following principles:

1. Organizational success is dependent on the work performance and accomplishments of our employees.
2. Organizational and employee performance goals are linked.
3. Performance management is a shared commitment to high performance.
4. A commitment of time and resources, at all levels of the university, is critical to successful performance management.
5. Excellent performance merits reward and poor performance cannot be accepted.

(5) The performance management program strives to create a results oriented performance culture by defining, measuring, managing, and improving performance, and by recognizing and rewarding results. It is the university's policy that the performance management program will:

1. Be applied fairly and equitably
2. Be integrated into management processes, and
3. Identify supervisory/managerial and employee accountability for achieving organizational goals and objectives.

(6) Key Components of the Performance Management Process

(A) Performance planning and assessment shall occur during the probationary, trial service, and transition review periods, and at least annually thereafter.

(B) Performance planning is an on-going cycle, not an event. It is a year-round collaborative process and shall be used for developing performance expectations, employee development planning, and performance guidance and assessment.

(C) Performance planning requires on-going communication between supervisors and employees on performance expectations and job responsibilities, and provides an opportunity for open discussion about the relationship of performance expectations and job responsibilities to the mission, goals and objectives of the organization.

(D) Performance and development plans provide performance expectations that are linked to the mission, goals and objectives of the organizational unit and the university.

(E) Performance expectations are observable, measurable, or otherwise verifiable, and include results or outcomes the employee is expected to achieve and the competencies (knowledge, skills, abilities, attitudes, etc.) that the employee is expected to demonstrate.

(F) Training and development activities are identified to support the achievement of performance expectations and organizational objectives, and the development of key competencies necessary to perform assigned duties.

(G) Employees receive timely, meaningful recognition of desired performance and timely corrective action and disciplinary action to redirect an employee's job performance.

CWUR 1-70-090 Performance Management Procedure (not currently active)


[PAC: 03/16/05; 10/1/08; Responsibility: BFA; Authority: Cabinet/UPAC; Reviewed/Endorsed by: Cabinet/UPAC; Review/Effective Date: 04/17/2013; Approved by: James L. Gaudino, President]

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CWUP 2-30-170 Personnel Records

(1) This policy applies to all non-represented classified employees. To the extent that this policy addresses terms not covered under collective bargaining agreements for represented employees, the terms of this policy shall prevail.

(2) This policy is intended to address requirements of WAC 357-22 and relevant state laws. This policy is to be used in conjunction with the WAC and university procedures.

(3) Central Washington University shall make every effort to protect employee privacy rights and interests and prevent inappropriate or unnecessary disclosures of information from any employee's personnel record.

(4) Personnel records are maintained in a secure environment and access is limited to protect employee privacy. Access to an employee's personnel file is restricted to the employee and those in the chain of command, individuals authorized access to the file in the conduct of official university business, and prospective general state government and higher education employers. Personnel records are also open to the inspection of the Washington Personnel Resources Board, the state auditor, the director of the Department of Personnel or the director's designee.

(5) Review or dissemination of personnel records will be monitored so that only those parties authorized by the employee, and those parties identified in this policy, approved administratively, or legally warranted, receive them.

(6) University records by statutory definition are public property and must be maintained, transferred, and destroyed according to records retention schedules approved by the State Records Committee.

CWUR 3-40-100 Personnel Records Procedure

[PAC: 03/16/05; 10/1/08; 01/06/2017; Responsibility: President's Office; Authority: Cabinet/UPAC; Reviewed/Endorsed by: Cabinet/UPAC; Review/Effective Date: 04/15/2020 Approved by: James L. Gaudino, President]

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CWUP 2-30-180 Pets in the Workplace

Consistent with WAC 106-124-801, no animals, except identified service dogs and aquarium-bound fish, are allowed in university-operated buildings. Aquarium-bound fish must be in tanks no larger than 25 gallons and are the responsibility of the unit head.

Complaints should be directed to the appropriate building monitor who will attempt to resolve the matter. Building monitors may contact police and parking services if a situation cannot be resolved. Persons should contact police and parking services immediately if the situation needs immediate police intervention.

[PAC: 8/17/05; Responsibility: BFA; Authority: Cabinet/UPAC; Reviewed/Endorsed by: Cabinet/UPAC; Review/Effective Date: 04/17/2013; Approved by: James L. Gaudino, President]

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CWUP 2-30-190 Probationary/Trial Service

(1) Probationary/Trial Service

(A) This policy applies to non-represented classified employees. To the extent that this policy addresses terms not covered under collective bargaining agreements for represented employees, the terms of this policy shall prevail.

(B) This policy references chapter 357-19 of the Washington Administrative Code (WAC), Appointment and Reemployment and addresses the requirements of WAC 357-19-090. This policy is to be used in conjunction with the WAC and university procedures.

(C) Probationary and trial service periods provide an initial learning and orientation period for employees appointed to new positions. Probationary and trial service periods provide the university an opportunity to determine if the employee will be granted permanent status (probationary period) or retained (trial service period) in a position by observing and evaluating an employee's skills, abilities, subject knowledge, and potential.

(D) Standard probationary (WAC 357-19-040) and trial service (WAC 357-19-050) periods for a class are established by the director of the Department of Personnel for periods of six (6) to twelve (12) months.

1. Human resources may extend the probationary or trial service period for an entire class for up to a total twelve months (WAC 357-19-045) if, due to the nature of job responsibilities, work cycle, and/or business and operational needs of the university, the standard probationary and/or trial service period set by the director of the Department of Personnel does not provide an adequate time frame to evaluate an employee's performance.

2. Extension of Probationary or Trial Service Period on Individual Positions

a. Probationary Period Extension WAC 357-19-045: Each employee appointed to a position by initial appointment shall serve a probationary period of a minimum of six (6) months. This may be extended for up to a total of twelve (12) months, with the approval of human resources, for an individual whose performance indicates deficient performance that additional training and/or experience may correct, or when unexpected circumstances occur which warrant extension of the probationary period. Extending the probationary period does not preclude the university from terminating an employee at any time during the extension period.
b. Trial Service Period Extension WAC 357-19-060: A permanent employee who accepts another position within the university shall serve a trial service period of a minimum of six (6) months unless otherwise authorized by human resources. This may be extended for up to a total of twelve (12) months, with the approval of human resources, for an individual whose performance evaluation indicates deficient performance that additional training and/or experience may correct, or when unexpected circumstances occur which warrant extension of the trial service period. Extending the trial service period does not preclude the university from reverting an employee at any time during the trial service extension period.
c. An employee's probationary or trial service period is affected by the use of leave in accordance with WAC 357-31.

(E) Reassignment during Probationary/Trial Service Period

1. If an employee serving a probationary or trial service period accepts an appointment to another position in a related position or class, as determined by human resources, time served in the probationary or trial service period may be continued in the new position. (WAC 357-19-070)

2. If an employee is reassigned by the university while serving a probationary or trial service period, time spent in the initial probationary or trial service period counts towards the probationary period of the position to which the employee was reassigned. (WAC 357-19-075)

(F) Notification of Probationary/Trial Service Period

1. An employee shall be notified in the appointment letter of the duration of the probationary or trial service period and the possibility of an extension to the maximum term.

2. Written notification shall be given to an employee in advance of any extension or continuation of the probationary or trial service period.

(G) Employees will be formally evaluated during the probationary/trial service period per the university's performance management policy and WAC 357-37-30.

(H) The university may separate any probationary employee who fails to meet the university's standards.

1. Separation must be in accordance with WAC 357-46-180.

(I) The university may revert any employee who fails to meet the employer's standards during the trial service period (WAC 357-19-100).

1. The employee must be notified in accordance with WAC 357-19-105.

2. Upon reversion, the employee has the rights provided by WAC 357-19-115 and 357-19-117.

3. Employees who are reverted during trial service do not have the right to appeal the reversion. (WAC 357-19-135)

(J) The trial service period for employees who are appointed to a position by transfer, voluntarily demotion, reemployment, acceptance of a layoff option, or appointment from a layoff list may be waived in accordance with university procedures.

(K) Exceptions to this policy may be granted in accordance with the WAC and university procedures when they are determined to be in the best interest of the university.

CWUR 1-70-120 Probationary/Trial Service Procedure (not currently active)

[PAC: 03/16/05; PAC: 06/08; Responsibility: BFA; Authority: Cabinet/UPAC; Reviewed/Endorsed by: Cabinet/UPAC; Review/Effective Date: 04/17/2013; Approved by: James L. Gaudino, President]

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CWUP 2-30-200 Recruitment, Retention, and Hiring

Central Washington University's recruitment, retention, and hiring processes, policies, and practices affirm and actively promote the university's mission and the rights of all individuals to equal opportunity in employment. This commitment is afforded without regard to race, color, creed, religion, national origin, sex, sexual orientation, gender identity and gender expression, age, marital status, disability, or status as a protected veteran. The university complies with all applicable federal, state, and local laws and regulations.

The university supports the employment of current students, recognizing the reciprocal benefits of their work. Employment of students provides them the opportunity to gain valuable work experiences and assists them with the financing of their education. Student employees are a valuable source of labor and spirit for the university.

(1) The options for filling vacancies are:

(A) Open, competitive searches are considered standard practice because they provide for optimal success in the recruitment, hiring, and retention of a diverse workforce.

(B) Internal recruitment processes - support career progression or career development for current employees.

(C) In rare cases, direct appointments are allowed, provided they advance the vision and mission of the university, and help create and retain a diverse workforce.

(2) Oversight of and participation in the search process is accorded to:

(A) Appointing Authorities

(B) Search Committees

(C) Human Resources

(D) Vice President for Inclusivity and Diversity.

The responsibilities of these entities is delineated in CWUR 3-40-140.

[PAC: 6/26/02; PAC 10/4/06; PAC: 1/16/08; 01/06/10; 06/06/2012; Responsibility: F&A, Authority: BOT Resolution: 03-04, Reviewed/Endorsed by: Cabinet/UPAC Review/Effective Date: 01/06/2017; 04/15/2020; 6/17/2020; 03/08/2023; Approved by: A. James Wohlpart, President.].

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CWUP 2-30-205 Dual Career Assistance

Central Washington University is committed to recruiting and retaining outstanding faculty and administrators. Candidates for positions are sometimes dual career couples. A candidate's final decision to accept or reject an offer of employment is increasingly influenced by the university's ability to identify appropriate employment for the candidate's spouse or partner. Oftentimes, the ability of the university to meet the employment need of this spouse/partner is critical to the university's capacity to meet institutional objectives. The following policy is designed to assist department chairs and other administrators attempting to explore a spouse/partner hire.

1. Definitions:
Primary candidate: A candidate selected for hire by a department or a current employee.

Spouse/partner: Spouse/partner, inclusive of both marital and non-marital relationships and both same and different-sex spouse/partners.

Target department/unit: Unit(s) where an opportunity may exist for employment of the spouse/partner.

2. This policy does not create any entitlement or contractual rights to employment assistance or employment or any other obligation with respect to any candidate's spouse/partner. Efforts will be made to assist the spouse/partner in finding suitable employment, but given limited resources and varied needs, it will not be possible to respond to the employment needs of all dual career couples.

a. The spouse/partner must meet the minimum qualifications of the available or proposed position.

b. Following a formal interview and evaluation process, an offer of employment to the spouse/partner will be extended when there is support on the part of the target department/unit where the position is located.

c. In all cases, a funding model for the available or proposed position will be developed.

d. The spouse/partner hire will receive all approvals as stipulated in university policy.

e. The terms and conditions of a spouse/partner hire will be consistent with the terms and conditions of employment for similarly situated faculty/staff.

[Responsibility: Human Resources, Operations Division; Authority: Cabinet/UPAC; Reviewed/Endorsed by: Cabinet/UPAC; Review/Effective Date: 10/26/2016; Approved by: James L. Gaudino, President]

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CWUP 2-30-210 Rehiring Retirees

(1) Rehiring Retirees Policy

(A) The Rehiring Retirees policy provides guidance and direction to appointing authorities when hiring an

individual who has previously retired under either the Public Employees Retirement System (PERS), Teachers Retirement System (TRS), Law Enforcement Officers and Fire Fighters' (LEOFF) retirement systems and the CWU Retirement Plan (CWURP).

(B) This policy is to be used in conjunction with applicable RCW, WAC, collective bargaining agreements, retirement plan documents, Department of Retirement Systems (DRS) guidelines, and any university procedures guiding recruitment activities.

(C) Central Washington University recognizes the value of hiring individuals who have previous experience working in the public service arena.

(2) Policy Principles

(A) This policy is guided by the following principles:

1. Certain retirees who are rehired are limited to the number of hours they can work without impacting their current pension.

2. Rehiring of retirees from the PERS, TRS, LEOFF and CWURP plans complies with all applicable RCW's, WACs and retirement plan documents.

3. In order to maximize the availability of these individuals appointing authorities must follow specific procedures as outlined by the Human Resource Department to rehire a retiree.

4. The Human Resources Department will develop procedures for the rehiring of retirees. (CWUR 3-40-150 Rehiring Retirees)

[PAC: 10/3/07; 3/18/09; Responsibility: BFA; Authority: Cabinet/UPAC; Reviewed/Endorsed by: Cabinet/UPAC; Review/Effective Date: 04/17/2013; 09/21/2018; Reviewed no changes 2023; Approved by: James L. Gaudino, President]

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CWUP 2-30-220 Retirement Plan

The Central Washington University Retirement Plan document, Supplemental Retirement Plan document, and Voluntary Investment Program documents have all been adopted by the Board of Trustees. Individual plan documents are listed below:


(A) Central Washington University Retirement Plan (CWURP) Documents
The Central Washington University Board of Trustees established the Central Washington University Retirement Plan as of July 1, 1957, effective January 1, 1958. This plan document sets forth the provisions of the Plan. This Plan is a governmental plan as defined in Internal Revenue Code section 414(d), and is intended to satisfy the provisions of section 403(b) of the Code.

(B) Central Washington University 401(a) Supplemental Retirement Plan Documents
This document amends, restates, and continues the Supplemental Retirement Plan benefit of the Central Washington University Retirement Plan (CWURP), as in effect on September 1, 1998, which set out the terms and conditions of the supplemental retirement benefit provided for in RCW 28B.10.400(3).

(C) Central Washington University Voluntary Investment Plan (VIP) Documents
The Board of Trustees of Central Washington University established a Central Washington University Tax-Deferred Annuity Program, as allowed under State of Washington RCW 28.B.10.480. Contributions under this Program are made under section 403(b) of the Internal Revenue Code and are invested, at the direction of the Participant, in one or more of the Funding Vehicles available under the Program.


[PAC: 10/3/07; 3/18/09; Responsibility: President's Office; Authority: Cabinet/UPAC; Reviewed/Endorsed by: Cabinet/UPAC; Review/Effective Date: 04/17/2013; 09/21/2018; 02/18/2022; Approved by: A. James Wohlpart, President]

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CWUP 2-30-230 Classified Employee Salary Determination

(1) Introduction -

This policy applies to all non-represented classified employees. To the extent that this procedure addresses the terms not covered under collective bargaining agreements for represented employees, the terms of this procedure will prevail.

(2) Salary Determination

Central Washington University is committed to maintaining a fair and equitable classified staff compensation program within the parameters established under WAC 357, the Washington State Compensation Plan, the financial resources of the university, sound fiscal practice, and applicable federal and state laws regarding employee compensation.

(A)The Executive Leadership Team will:
Render decisions on institution-wide issues and matters for which authority has not been otherwise delegated.

(B)President, vice presidents, and division and department heads will:
Plan and administer salaries of employees under their supervision within approved budgets and in accordance with this and other university policies.

(C)Human Resources will:
Develop and recommend the salary determination policy and procedure.
Provide consultation and interpretation regarding this policy, procedure and best practice.

[PAC: 3/16/05; DOP: 08/29/05; 04/17/2013; Responsibility: BFA; Authority: Cabinet/UPAC; Reviewed/Endorsed by: Cabinet/UPAC; Review/Effective Date: 06/04/2014; 01/08/2024 [reviewed]; Approved by: A. James Wohlpart, President]

 

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CWUP 2-30-240 Surviving Spouse Privileges

The surviving spouse of a retiree who had been granted emeritus status, distinguished civil service, or distinguished exempt employee status under CWUP 2-30-030, shall be eligible for the privileges listed below. Additionally, the surviving spouse of an employee who would have been eligible for such distinction at the time of their death may be awarded such privileges by the Board of Trustees, as recommended by the employee's appointing authority.

The surviving spouse shall be eligible for:

(A) University identification card bearing the spouses name;

(B) Campus parking privileges;

(C) Full library privileges;

(D) Selected university publications without charge;

(E) Participation in the academic and social functions of the university.

[PAC 12/16/89, PAC 09/05/07; Responsibility: BFA; Authority: Cabinet/UPAC; Reviewed/Endorsed by: Cabinet/UPAC; Review/Effective Date: 04/17/2013; 9/21/2018; Reviewed no changes 2023; Approved by: James L. Gaudino, President]

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CWUP 2-30-250 Telework

(1) This policy applies to exempt and non-represented classified employees. To the extent that this policy addresses terms not covered under collective bargaining agreements for represented employees, the terms of this policy shall apply to represented classified employees.

(2) CWU intends to remain an “on premises” based institution, this policy provides the opportunity for exceptions to this preference. Central Washington University recognizes telework as a work option that may meet a variety of interests including, but not limited to:

(A) Maintaining an organizational culture that supports employee flexibility and mobility;

(B) Promoting a positive work/life integration;

(C) Enhancing employee productivity and satisfaction;

(D) Reducing our impact on the environment and supporting the Washington State Commute Trip Reduction law; and

(E) Addressing space restrictions.

(3) A position's suitability for telework is based on operational needs and the duties and responsibilities of the position as defined in the position description. It is the responsibility of the appointing authority to designate positions as telework eligible or telework ineligible. Positions which can be designated telework eligible are those where all, or a significant portion of the duties of a position, can be accomplished through telework.

(4) Appointing authorities have discretion to decide whether an employee in a telework eligible position is a candidate for telework. When evaluating a telework request, appointing authorities should take into account specific position requirements, impact on a team, employee performance, and whether the employee can effectively perform the job duties of the position while teleworking.

(A) A telework arrangement will be established through voluntary agreement between the appointing authority, supervisor, and an employee or may be required by CWU due to the nature of the position. There are two types of telework arrangements for employees in telework eligible positions:

1. Occasional telework: Occasional telework arrangements are approved on a case-by-case basis, are infrequent, and not regularly scheduled. Occasional telework can allow employees to, continue to perform work during workplace disruptions (included suspended operations), or provide uninterrupted time for project work. Occasional telework is not appropriate as a substitute for sick time off and should not be used when the employee's own or a family member's illness or injury interferes with the employee's ability to perform their work.

2. Regular telework arrangements (including remote work arrangements) are for ongoing telework and must be supported by a documented telework agreement that specifies the requirements and details of the arrangement. The arrangement can last for a defined period or can continue indefinitely with regular review. Occasional telework becomes regular telework once it becomes regularly occurring as defined by the appointing authority. Appointing authorities are responsible for considering telework proposals objectively and fairly, but are not obligated to approve.

(B) An employee participating in a voluntary agreement may request that the agreement end by providing notice consistent with the terms of the agreement.

(C) Unless required by the nature of the position, the ability to telework is a privilege and not a right and is not subject to grievance procedures. The telework agreement may be terminated by the appointing authority at any time. The time frame will be determined by mutual agreement between employee and appointing authority, ranging from seven to thirty days. A telework agreement may be terminated immediately for alleged misconduct or an emergency.

(D) All incremental costs for telework, whether occasional or regular, are the responsibility of the employment department. This includes, but is not limited to, equipment, taxes for out-of-state or out-of-country employees, travel to/from official station and/or residence, etc.

(E) Employee requests to telework as a disability accommodation are handled through the accommodation process. Employees should discuss concerns about accommodation-related telework requests with Human Resources.

[PAC: 08/08; Responsibility: BFA; Authority: Cabinet/UPAC; Reviewed/Endorsed by: Cabinet/UPAC; Review/Effective Date: 04/17/2013, 09/19/2018; 04/14/2021; Approved by: James L. Gaudino, President]

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CWUP 2-30-260 Training and Development

This policy applies to all staff which includes non-represented classified and exempt employees, and faculty, when applicable. To the extent that this policy addresses terms not covered under collective bargaining agreements for represented employees, the terms of this policy shall prevail.

This policy references Chapter 357-34 of the Washington Administrative Code (WAC), Employee Training and Development for classified staff and is to be used in conjunction with the WAC, FLSA and university procedures.

Central Washington University recognizes the benefit of providing assistance and support to increase the effectiveness of their performance in their present positions, as well as to encourage employees to obtain skills, knowledge, and abilities that may improve their opportunities for career advancement with the university. Professional development and continuous learning assist employees in their abilities to contribute effectively to the mission and goals of the university.

(1) Training and development plan.

(A) A training and development plan will be developed and updated by the chief human resources officer/designee. The plan will be based on an assessment of the university's training and development needs and it will state the university's policies and objectives for employee training and development. WAC 357-34-030.

(2) All CWU employees are eligible to participate in training programs.

(3) Work status while in training.

(A) Required training: staff employees shall remain in pay status according to university procedures, civil service rules, collective bargaining agreements and FLSA guidelines, when assigned or scheduled by supervisors to attend training. WAC 357-34-020.

(B) Non-required training: WAC 357-34-045. The university recognizes that employees are committed to their professional development, and as such, provides employees the ability to flex their schedule and adjust their workweek to accommodate personal and professional development and training that is not required by their supervisors. To the extent that this does not accommodate absences for non-required training or development, employees will be required to request leave (accrued compensatory time, accrued vacation leave, and, finally, leave without pay) subject to supervisory approval. Supervisors have the authority to grant release time when non-required training is mutually beneficial to the employee and the university.

(4) Educational leave

(A) A permanent employee may be granted a leave of absence without pay for up to six (6) months for educational leave in accordance with university leave procedures.

(5) Supervisory training

(A) Employees, including faculty members, appointed to supervisor or management positions must successfully complete entry-level supervisory or managerial training within six (6) months of the date of appointment to a supervisor or manager position unless granted an exception in accordance with the WAC and/or university's training and development plan. The training and development plan will address training that is mandated by state law.

(B) For an employee to satisfy the entry-level supervisory or managerial training required by WAC 357-34-055, all of the following requirements must be met WAC 357-34-060:

1. The training program must include at least twenty-four (24) hours of instruction.

2. The training must have occurred in the last five years.

3. The program must be sponsored by a state agency, post-secondary educational institution, vocational school, or professional organizations.

(C) At a minimum, the entry-level supervisory or managerial training required by WAC 357-34-055 and WAC 357-34-065 must include all of the following topics:

1. The role and legal responsibilities of a supervisor/manager

2. Performance management, including employee performance evaluation, development, counseling or coaching, and discipline

3. Compensation practices

4. Recruitment and selection processes and practices

5. Labor relations practices and processes

(D) The university may waive the requirement for entry-level supervisory or managerial training in cases where (1) the employee has at least one year of experience in a supervisory or management position at some point prior to the present appointment and has demonstrated experience and competence as a substitute for training; or (2) the employee can demonstrate that before this appointment the employee completed training that satisfies the requirements of WAC 357-34-060 and WAC 357-34-065.

(6) Tuition reimbursement

(A) Eligible employees may receive tuition reimbursement in accordance with CWUP 2-30-050 Education Benefits for CWU Staff.

(7) Assignments for career development

(A) Work assignments for career development purposes may be made in accordance with WAC 357-34-050 and must be approved by human resources.

(B) The university may make the following planned training assignments for employee career development without incurring reallocation or compensation obligations:

1. Performance of responsibilities outside the current job class on a time-limited basis.

2. Intra-agency or interagency rotational or special project assignments.

(C) The employee and the employer shall mutually agree in writing, including time limits, to assignments identified.

(8) Mandatory training

(A) The following training is required for all employees to attend:

1. New Employee Orientation (all civil service and exempt employees) – normally within 30 days of initial employment.

2. Supervisor Training – normally within 6 months of moving into a supervisory or management position.

3. Emergency Preparedness – at least once every two years.

4. Treating People with Dignity and Respect – once every three years.

5. Ethics in Public Service – once every three years, and/or as defined in CWUP 2-30-075 Ethical Conduct Standards (currently not active),

6. FERPA – required every year for those who have access to student records.

(B) During the COVID-19 pandemic, additional courses are required to mitigate the spread of the virus. The most up-to-date information about these requirements will always be available on the HR website.

CWUR 3-40-170 Training and Development Procedures

[UPAC: 04/17/2013; UPAC: 06/06/2012; UPAC: 03/16/05; 06/03/2015; UPAC: 06/08; Responsibility: F&A; Authority: Cabinet/UPAC; Reviewed/Endorsed by: Cabinet/UPAC; Review/Effective Date 09/24/2020; 05/26/2023; Approved by: A. James Wohlpart, President]

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CWUP 2-30-270 Uniform Service Shared Leave Pool

Uniformed Service Shared Leave Pool (USSLP) General Provision - The purpose of the USSLP is to provide civil service and exempt university employees who are called to service in the uniformed services the ability to maintain a level of compensation and employee benefits consistent with the amount they would have received had they remained in active state service. It also allows employees to voluntarily donate their leave to be used as shared leave by any eligible employee who has been called to service in the uniform services and who meets the requirements of RCW 41.04.665.

Administration - The USSLP will be administered by the Washington Military Department in consultation with the Department of Personnel and the Office of Financial Management. The Human Resources Department will develop and maintain appropriate procedures.

CWUR 1-70-180 Uniform Service Shared Leave Pool (USSLP) (not currently active)

[PAC: 1/2/08; Responsibility: BFA; Authority: Cabinet/UPAC; Reviewed/Endorsed by: Cabinet/UPAC; Review/Effective Date: 04/17/2013; Approved by: James L. Gaudino, President]

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CWUP 2-30-275 Foster Parent Shared Leave Pool

The purpose of the Foster Parent Shared Leave Pool is to allow any state employee to voluntarily donate their leave to be used by any eligible state employee who is a licensed foster parent pursuant to RCW 74.15.040 so they may care for a foster child and/or prepare to care for a foster child.

An eligible employee must not receive more than five hundred twenty-two (522) days of shared leave under the foster parent shared leave pool during their total state employment. To receive shared leave from the pool to care for a foster child, a supervisor may limit the amount of shared leave a direct report receives. To receive shared leave from the pool to prepare for a foster child, an eligible employee may receive up to five days of shared leave, per occurrence. In accordance with WAC 357-31, a state employee may voluntarily donate vacation (annual leave), sick leave and all or part of a personal holiday. The donation and use of pooled leave must comply with the Washington Administrative Code and university procedure.

Administration - The Foster Parent Shared Leave Pool will be administered by the Department of Social and Health Services in consultation with the Office of Financial Management. The Human Resources Office will develop and maintain appropriate procedures.

Responsibility: BFA; Authority: BAC; Reviewed/Endorsed by: Cabinet/PAC; Review/Effective Date: 06/13/2018; Approved by: James L. Gaudino, President]

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CWUP 2-30-280 Workplace Violence

(1) Purpose - Central Washington University is committed to maintaining a work environment that is as free as possible from acts or threats of violence or intimidation. The safety and security of Central Washington University students, faculty, staff and visitors are of vital importance.

(2) Policy - Violent or threatening behavior directed at students, faculty, staff, visitors, oneself, or property will not be tolerated by Central Washington University. This applies to any acts of violence or threats made on CWU property, at CWU events, or under other circumstances that may negatively affect CWU's ability to conduct business. Included in this prohibition are such acts or threats of violence whether made directly or indirectly, by words, gestures, or symbols that infringe on the university's right or obligation to provide a safe workplace for its employees, students and visitors.

(3) Prohibited Behaviors - Central Washington University defines violence as follows and prohibits:

1. The use of physical force with the intent to commit harm;
2. Acts or threats in any manner or form, which are intended to intimidate, coerce, or cause fear of harm;
3. Acts or threats of violence made directly or indirectly by words, gestures or symbols;
4. Property crimes that would reasonably be anticipated to have the effect of intimidating or causing fear of harm.

Employees and visitors may not possess, carry, or store firearms, edged weapons, martial arts weapons, or blunt force weapons on university property, to include privately owned vehicles parked on university property. These items are also prohibited at university events and functions that take place off campus. Students may possess weapons only as provided in CWU policies, which can be found in the Residence Hall Contract and Student Handbook. This restriction shall not apply to university-issued weapons carried by police officers in the performance of their duties and any other exceptions as authorized by Washington Administrative Code 106-124-700. It shall not apply to tools that are used by employees in the performance of work duties, or otherwise, legal items such as a small penknife or pocketknife carried or possessed without the intent of injuring, threatening or intimidating others.

CWUR 1-70-190 Workplace Violence Procedure (not currently active)

[PAC: 03/06/02; Responsibility: Office of the President/Title IX; Authority: Cabinet/UPAC; Reviewed/Endorsed by: Cabinet/UPAC; Review/Effective Date: PAC 09/05/2007; Approved by: A. James Worhlpart, President]

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CWUP 2-30-290 Reporting Child Abuse and Neglect

Central Washington University believes in the right of every child to a safe and nurturing environment. Actions against children that contribute to child abuse or neglect are contrary to the values of CWU and the university is committed to providing a safe environment for young people participating in its programs. In compliance with RCW 26.44.030 and 28B.10, all employees (including student employees) must immediately report child abuse and/or neglect that they suspect or become aware of in connection with any University activities and operations, whether the abuse or neglect is believed to have occurred on or off campus within forty-eight hours to one of the following:

Washington State Department of Social and Health Services

Jason Berthon-Koch, Chief of University Police and Public Safety
Jason.Berthon-Koch@cwu.edu
Mail Stop: 7527, 509-963-2959


[Responsibility: Office of the President/Title IX; Authority: Cabinet/PAC; Reviewed/Endorsed by: Cabinet/UPAC; Review/Effective Date: 01/06/2017; Approved by: A. James Wohlpart, President]

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