St. Catherine University (“St. Kate’s” or the “University”) values employee skills, talents, and energy and looks forward to the valuable contributions the University hopes each employee will make to St. Kate’s and to the education and services provided to St. Kate’s students. St. Kate’s hopes each employee will also find that the University will provide opportunities for growth and advancement. 

Please take the time to carefully review this Employee Handbook. This Employee Handbook serves as a guide to the policies and procedures of the University and the behavior and conduct the University expects of each employee. The policies and procedures contained in the Employee Handbook are not intended to be comprehensive or to address every possible application of, or exception to, the policies and procedures contained herein. The University retains sole discretion to interpret the provisions of this Handbook and to deviate from those provisions or any other University policies, rules, or procedures if the University, in its sole discretion, determines such action is appropriate.

Certain subjects described in this Handbook may be summarized in this Handbook and addressed in detail in other policy documents. Where noted, please refer to these policy documents for specific information. In the event of any discrepancy between the policies summarized in this Handbook and the detailed policy documents (typically located on St. Kate’s website under “University Policies”), the detailed policy documents will govern. 

It is the intent of the University to comply with all applicable federal, state, and local laws. Other than as set forth above, the provisions of this Handbook supersede all other previous handbooks, manuals, policies, rules, and procedures that address the subjects covered in this Handbook or are inconsistent with this Handbook. 

The University reserves the right to change, delete, modify, suspend, eliminate, or discontinue any policies and procedures contained in this Employee Handbook or any other policies, procedures, rules, or practices, at any time without prior written notice. In the event that the University adopts a new policy, procedure, rule, or practice, those policies, procedures, rules, or practices will govern. The University will strive to communicate to employees when such policies, procedures, rules, or practices change, and will generally replace policies on the “University Policies” webpage. Employees are responsible for knowing current policies, procedures, rules, and practices. 

Nothing in this Handbook is intended to create or imply a contract of employment or with respect to the employee’s terms and conditions of employment. Nothing in this Handbook and no circumstance arising out of employment will alter an employee’s “at-will” employment status with the University. Employment with the University is not for any specific length of time and may be terminated with or without cause and with or without notice by the University. No manager or other representative of the University, except the President or other authorized representative, has the authority to enter into any agreement for employment for any specified period of time or to make any agreement contrary to the at-will employment relationship. 

A current electronic copy of this Handbook will be accessible on the University website and copies of this Handbook will be available in the Human Resources, Equity, and Inclusion division office. 

The Human Resources, Equity, and Inclusion division (“Human Resources” or “Human Resources, Equity, and Inclusion”) hopes this Handbook will be a helpful and frequently consulted tool. The University recognizes that no employee handbook can answer every question. If you have a question or concern, please feel free to contact the Human Resources, Equity, and Inclusion division or your supervisor. We look forward to working with you and having you as a member of the St. Kate’s team!

As a new colleague, employees will learn how the University’s founders, The Sisters of St. Joseph of Carondelet, created and lived the mission, vision and values that the University so strongly embraces today. St. Kate’s culture is rich with opportunity for employees to make an important and lasting contribution to the University. 

In 1650, six young women in Le Puy-en-Velay, France, followed a clarion call to serve and empower others. Unlike many orders and congregations, the Sisters of St. Joseph were intentionally uncloistered, but wore garb commonly worn by widows, allowing them 
to circulate freely in the community and serve women by teaching lacemaking. Their founder, Father Jean Pierre Medaille, “drew up a basic rule of life that set the women’s energies to go free into the streets, discern a course of action, and serve the people.”  He trusted that a deep spiritual life in the community would give them the inner compass they needed. The congregation was founded to do “all of which woman is capable, and which will most benefit the dear neighbor.” The French Revolution led to challenges and the dispersion of the congregation. Mother St. John Fontbonne restored the Sisters of  St. Joseph with a renewed commitment to meet the needs of the times as educators.

The Sisters of St. Joseph of Carondelet (“CSJ”) were established in 1836 when Joseph Rosati, Bishop of St. Louis, invited the Sisters to come to his diocese in the expanding American west and provide education for deaf children. In 1905, under the leadership of Mother Seraphine Ireland and her brother John Ireland, Archbishop of St. Paul, the CSJs established the College of St. Catherine, now University, to educate women. The Irelands named the college for St. Catherine of Alexandria, the fourth-century Egyptian lay philosopher who was martyred for defending her Christian faith. Today, St. Catherine University is the largest private women’s university in the nation, with a College for Women at its heart. The University has a Carnegie classification of doctoral university, offering programs from the associate to the doctoral degree level. St. Kate’s educates students at all degree levels through valuing and integrating the liberal arts and professional education within the Catholic intellectual tradition, emphasizing scholarly inquiry and social justice as lived by the Sisters of St. Joseph of Carondelet. Following in the tradition of the Sisters, the University remains committed to meeting the needs of the time, educating students to develop critical thinking skills to solve complex problems, gain meaningful careers, and be-come productive citizens. And, like the Sisters following their clarion call “to address injustice in the world, fighting xenophobia, poverty, and every kind of ‘discrimination,’ the University is continuing the call to educate. The challenges and global concerns the world faces today mandate that the University’s great institution provide opportunities for academic excellence and career advancement, so that St. Kate’s students may address these challenges and concerns head-on.

The Sisters of St. Joseph of Carondelet, St. Paul Province (the “CSJs”), are the founders and sponsors of St. Catherine University. St. Catherine University embraces the core values of the Sisters of St. Joseph: 

•    Educational excellence;
•    Education for women’s leadership and social responsibility; and
•    Faithfulness to the Catholic traditions of intellectual pursuit, social justice, and sacramental and ritual life.

The desired relationship between the St. Paul Province of the Sisters of St. Joseph of Carondelet and St. Catherine University is embodied in a Covenant, developed by members of the Province and the Board of Trustees and signed by the chairperson of the Board, the President and the elected leaders of the Province in October 2009.

The Covenant seeks to inspire and guide the University’s Board of Trustees and the Province Leadership Team, as well as the St. Catherine and CSJ communities, particularly insofar as the University’s core relationship with the Province helps shape the University’s future. The Covenant nurtures and sustains this most important partnership, which existed for more than a century and reflects the shared commitment of the Sisters of St. Joseph and St. Catherine University to fulfill the mission and vision of St. Catherine University’s, work undertaken in the name of the Church.

Copies of the Covenant are available in the Office of the President.

St. Catherine University is an important expression of the corporate mission of the Sisters of St. Joseph. The University mission stands independent of the mission of its sponsor, but is fully consistent with it. Everyone who works at St. Catherine University must support the mission of the University and work toward accomplishing it in accordance with that individual’s position and responsibilities. The following is the statement of mission:

We educate women to lead and influence.

We educate at all degree levels through valuing and integrating the liberal arts and professional education within the Catholic intellectual tradition, emphasizing scholarly inquiry and social justice teaching as lived by the Sisters of St. Joseph of Carondelet.

We welcome a rich diversity of students, with a baccalaureate college for women at the heart of the university, and graduate and adult colleges for women and men. Committed to excellence and opportunity, St. Catherine University develops leaders who act with integrity.

There are three central elements of the St. Catherine University Mission — the liberal arts, the identity as a Catholic institution, and the commitment to the education of women. Taken together, these three essential elements shape the enduring essence of the University.

The vision of St. Catherine University is to be respected globally for educating women who transform the world.

The University embraces the following values:

Academic Excellence 
We embrace a culture of learning that drives the students, faculty, and staff to discover, acquire and apply knowledge.

Community 
We welcome all without distinction in the spirit of the Sisters of St. Joseph of Carondelet.

Integrity 
We demonstrate honesty and openness, and build trust with all that we do.

Social Justice 
We create an environment of equity, fairness, and respect, and we work for systemic change so Earth and all people thrive.

Reflection critical  
We contemplate all life experience and examine the mystery of human purpose.

Human diversity is a strength. As an institution committed to Inclusive Excellence, the University works to create a community in which race, ethnicity, nationality, socioeconomic status, ability, gender, gender identity and expression, sexual orientation, religion, and other forms of human difference are neither sources of prejudice nor barriers to equal access, opportunity, representation, and agency. The University’s learning, living, and working environments will consistently strive to offer a safe, respectful, interculturally responsive, and stimulating environment that supports educational and professional development and equitable access and success for all students and employees. 

The concept of Inclusive Excellence (articulated and endorsed by the Association of American Colleges and Universities) moves a university away from a simplistic definition of diversity to a more inclusive, comprehensive and omnipresent notion of equity mindedness and inclusiveness; melds equity and inclusion and academic excellence into one concept (to practice equity mindedness and inclusiveness is excellence); shifts the responsibility for diversity, equity and inclusion to everyone on campus, as opposed to one individual or department shouldering the responsibility; and moves an institution away from conceptualizing diversity only in terms of a numerical goal of diverse constituents. The focus becomes the transformation of a university into a vibrant community that embeds diversity, equity, and inclusion throughout the institution. The University is committed to actively integrating Inclusive Excellence into all aspects of the University’s educational enterprise. 

In alignment with the University’s mission, vision and values, St. Kate’s commitment rests on the following three imperatives of Inclusive Excellence:

•    That we treat all of our students, faculty, and staff equitably (which is related to, yet distinct from, “equally”).
•    That all of our students, faculty and staff have equitable access to learning and working, and the tools they need to do so successfully and meaningfully.
•    That all of our students, faculty and staff feel welcomed, valued, respected, and supported as they live, learn and work.

The University’s goal is to instill respect for each member of the University community and to create, promote, and support an environment in which all members of the University community are provided opportunities to understand and respect diverse perspectives and experiences.

The University’s Inclusive Excellence Statement can be accessed here or on the St. Kate’s Faculty & Staff page underneath “University Policies”. 

Educating women to lead and influence in the 21st century requires curriculum rooted in anti-racist and decolonized education, embodying the knowledge, values and skills fostered by the humanities, arts, and sciences, and responsive to the local and global realities students will encounter. St. Catherine University reaffirms its commitment to provide a liberal arts foundation for all students built on St. Catherine’s enduring strengths, while recognizing the inherent relationship between the liberal arts and professional studies.

Founded by the Sisters of St. Joseph of Carondelet, the University is dedicated as a campus community to the University’s Roman Catholic heritage and identity. In light of the rich and diverse history of the church and the vision of Vatican II, the University affirms that it is because it is Catholic that it is compelled to create a welcoming environment of belonging for all employees.

When women do well, the world does well. St. Catherine has educated women to lead and influence since its founding in 1905. The University takes women’s experiences and knowledge seriously. Seeking a world in which all people have opportunities for authentic lives, the University educates women and men to work together toward a socially responsible world free of sexism, racism, and other forms of injustice. The University’s learning environments are women-centered in purpose and approach. The University includes women’s scholarship and expertise in course content and question the absence of women’s voices. St. Kate’s empowers all students to contribute to society and challenge barriers to opportunity, both overt and subtle. This enriches the lives not only of women, but of all humanity across age, racial and ethnic identity, economic circumstance, religious affiliation, gender identity, sexuality, and physical ability.

If the University is to accomplish it mission, vision, values, and strategic goals it is important that the University attracts and retains the best talent. The Human Resources, Equity and Inclusion division is committed to helping ensure that St. Kate’s employees experience a positive work environment with opportunities for learning and professional growth. The Human Resources, Equity, and Inclusion division’s role is to be a resource to employees and to assist leaders/supervisors in both managing and engaging employees.

The University offers new hire orientation programs through live, video and text formats. Orientation for all new hires includes information about the history and mission of the university, an overview of resources helpful to new hires, orientation to the structure of the university, Title IX, campus safety and public safety information, and consultation regarding benefit options. Orientation sessions are conducted multiple times throughout the year. In addition to campus-wide orientation for new hires, department and/or role specific orientations will be facilitated by department leadership.

In order for the University to conduct business and comply with certain government and disclosure obligations, it must collect and retain certain personal information. Personal information collected by the University includes, but is not limited to: employee names, addresses, telephone numbers, e-mail addresses, emergency contact information, EEO data, social security numbers, date of birth, employment eligibility data, benefits plan enrollment information (which may include dependent personal information) and school/college certification credentials. 

Personal employee information will generally be considered confidential and will only  be shared as required for business purposes and with those who have a need to have access to such information. Medical information and information collected for the purpose of administering benefits programs or addressing employee health concerns  is confidential and will not be released except for purposes of administering the benefits program or addressing employee concerns. Medical information will be maintained separately from other personnel information.

It is an important responsibility of each employee to promptly notify the Human Resources, Equity, and Inclusion division of any changes in personal data such as:  legal name, change in marital status, personal mailing address, home telephone  number, cell phone number, number and name(s) of dependents, individual(s) to contact in case of emergency, and any other personal information needed for income tax, benefits, or other employment purposes. This notification should occur within  
30 days following the change.

Release of Information on Current/Former Employees  
The information contained in personnel records is used to respond to inquiries from third parties about former or current employees (such as credit and prospective employment references). Human Resources is responsible for providing responses to these types of requests and will only confirm dates of employment, wage rate, and positions held. Release of more specific information is at the sole discretion of the University and may be provided as required by law or upon receipt of a detailed written release signed by the employee. All such requests for information must be referred to Human Resources.

An employee’s official personnel record is maintained in the Human Resources, Equity, and Inclusion division. Active employees have a right to review their personnel file once every six (6) months while employed with the University. Terminated employees have a right to review their personnel file once annually for as long as the University maintains the record. 

Active and terminated employees must submit a good faith, written request to Human Resources to review their file. Within seven (7) working days of receiving the employee’s request (within 14 working days if the personnel records are stored out of state), the University will make the original or an accurate copy of the employee’s file available  
for review.

Employees will have access to their personnel file during normal operating hours either at the employee’s job site or at a nearby location. Employees are not permitted to remove any documents from the personnel file. The University may require that this review take place in the presence of a University representative. After the employee has had an opportunity to review the personnel file, the employee may make a written request for a copy of the record. The University will provide the active or terminated employee with a copy of their file at no charge.

If, after reviewing the file, the employee disputes specific information contained in the record, the University may agree to remove or revise the disputed information. If no such agreement is reached, the employee is entitled to submit a written statement of no more than five (5) pages explaining the employee’s position. This position statement will be included in the employee’s file, along with the disputed information, for as long as the University maintains the record. The University will not retaliate against an employee for asserting their rights under the Minnesota Personnel Record Review and Access Act or other applicable federal, state, or local law. 

If the University fails to follow any of its obligations, an employee may bring a civil action to compel compliance and for violations of the University’ duties. The employee may seek actual damages, plus costs. In instances of retaliation, the employee may seek actual damages, back pay and reinstatement or other make-whole equitable relief, plus reasonable attorneys’ fees. Any civil action maintained by the employee must be commenced within one (1) year of the alleged violation.

All employees (other than temporary or on-call employees) are assigned a full-time equivalent (“FTE”) ratio. FTE’s are calculated by dividing the number of hours that the employee works by the total numbers of hours in a year of full-time employment, or 2,080 hours. The resulting number is used for salary and benefit calculations. Assigned FTE’s may be changed only with the prior approval of the Chief Financial Officer. FTE equivalents for faculty members are normally calculated on the basis of course load. 

Employees are classified as exempt and non-exempt in accordance with applicable federal and state law. 

Exempt employees are paid a salary and are not eligible for overtime pay. Except as permitted by law, an exempt employee’s pay is not subject to reduction because of variations in the quantity or quality of the employee’s work. If an employee believes that an unlawful deduction has been made, the employee should contact the employee’s manager, supervisor, or Human Resources. 

Non-exempt employees are paid for all hours worked and receive overtime pay for all hours worked beyond 40 in a workweek (as well as any state overtime provisions). Nonexempt employees may be paid on a salary, hourly or other basis. Salaried nonexempt employees must still receive overtime in accordance with federal and  state laws.

Both exempt and non-exempt employees are further classified as follows:

•    Regular Full-Time: An employee who is scheduled to work at least 1,560 hours
(.75 FTE) during the year (either twelve months or a shorter designated period).
•    Regular Part-Time: An employee who is scheduled to work between 1,040 and 1,559 hours (.50 - .74 FTE) per year (either twelve months or a shorter designated period).
•    Regular Limited Part-Time: An employee who is scheduled to work fewer than 1,040 hours per year (less than .50 FTE) per year (either twelve months or a shorter designated period).
•    Temporary: An employee hired for a specific time period, not exceeding twelve months.
•    On-Call: An employee hired on an “as needed” basis when a department requires back-up or extra staff. On-call employees are paid on an hourly basis.

St. Kate’s strives to maintain a job description for each position at the University. Job descriptions are intended to provide an overview of the roles, expectations, responsibilities, and necessary qualifications for a position. Job descriptions should accurately reflect the duties of the position. At the time of hire, the supervisor is expected to review the job description with the employee and clearly outline job duties and expectations. 

Managers and supervisors are expected to periodically review and update job descriptions in collaboration with their direct reports. All updated job descriptions will be provided to and maintained in Human Resources.

As departmental and organizational needs and expectations change, so may the expectations and duties of a job. If at any time 40% or more of the job duties and responsibilities have changed and are reflective of duties normally identified in a job classification different than the current job class, the University will review the position for potential reclassification under the University’s Reclassification Policy which can be accessed here or on the  St. Kate’s Faculty & Staff page underneath “University Policies.” 

The University invites current employees to apply internally for open positions. Current employees who apply for open positions will be given consideration based upon qualifications.

Open positions are defined by an identified position vacancy. Promotions, reclassifications, or transfers will not be considered open, nor will they be posted. Current employees are defined by their regular, FTE holding employee status. 

Consequently, student workers, adjunct faculty, temporary, and on-call staff are not considered internal applicants. An employee must have been in the employee’s current position for six (6) months before applying for a new position. An employee who has been in a position for less than six months may seek Human Resources and Vice President/Dean level approval to apply for a new position. Additionally, an employee may not have any recent, significant disciplinary actions on record if applying for an open position. Please note that hiring supervisors are required to contact the employee’s current supervisor as a performance reference before any offer can be made. The University encourages all employees to discuss opportunities with their immediate supervisor. Questions regarding the hiring process may be directed to the Human Resources, Equity, and Inclusion division.

The University is committed to providing employees with both informal and formal feedback regarding the employee’s job performance. The performance review is only one of the important components of an effective performance management process. Performance management is a continual process of feedback, coaching, recognition, and the opportunity for employees to be actively engaged in their own growth and development. 

Open, honest, and timely feedback between a supervisor/leader and employee is key to employee engagement, employee motivation, and overall organizational results. 

Employee contributions to serving students and to efficient and effective University operations are critical to the University’s success. The University strives to provide, full-time, regular employees with annual performance evaluations. The University considers a number of factors in assessing employee performance, including, but not limited to:

• Quantity and quality of work;
• Dependability;
• Attendance and punctuality;
• Personal conduct;
• Initiative;
• Written and oral communication skills, as appropriate for the position
• Interpersonal communication skills; and
• Technical and/or professional competence commensurate with the employee’s position.

The performance evaluation period is generally based on the University’s fiscal year, June 1 through May 31. Individual employee goals and objectives should be established by June 1. Meetings should be held with employees throughout the year to evaluate and discuss the progress made on each goal. Supervisors/employees should document annual performance reviews on the appropriate form, and the performance review should be signed by both the employee and the supervisor. The executed performance evaluation must be submitted to Human Resources by July 15. Completed performance evaluations are part of the employee’s personnel file. 

Faculty performance evaluations are governed in accordance with the terms and procedures set forth in the Faculty Handbook, and faculty governance and related documents. 

Employees play a valuable role in the University’s success; therefore, the University is committed to recognizing and rewarding employees for their outstanding work performance, service, and contributions to the achievement of the University’s mission and strategic goals.

The University recognizes that informal recognition is an important aspect of recognition and encourages supervisors to personally acknowledge individual accomplishments and contributions. Supervisors are strongly encouraged to recognize employees for their achievements, whether through day-to-day positive feedback or through more formalized means of recognition, as well as through the annual Performance Review process.

Personal acknowledgments can take many forms, such as: notes, cards, email, formal memorandums, and certificates of appreciation. These can come directly from colleagues, supervisors, managers, chairs, deans or directors, vice presidents, or the President. 

The success of the University is a direct result of the energy and contributions of the members of the University community. Together, the University’s dedication to the mission to educate women to lead and influence is demonstrated in every action it takes. The Year-End Faculty and Staff Awards is an annual celebration in the spring that recognizes this exceptional work of University faculty and staff.

Recognition of Years of Service 

Employees receive a service award from the University after each five years of continuing service in an FTE holding position. These awards honor employees who complete their years of service before September 1 of the honoring year, and are bestowed at the annual awards celebration, normally held in the spring.

The University honors retiring employees and faculty who have been designated Emeritus with a retirement celebration in the spring.

The University, in its sole discretion, may recognize employees who have voluntarily resigned and given adequate notice with an appropriate farewell celebration, depending upon length of service, position, and other factors. 

Employment with the University is “at-will.” This means that either the employee or the University may terminate the employment relationship at any time, with or without cause and with or without notice, for any reason not prohibited by law. At-will employees do not have a guarantee or promise of employment for any specific period of time. Nothing in this policy or any other policy of University shall be interpreted to be in conflict with, eliminate, or modify in any way, the at-will employment status of University employees. The at-will employment status of a University employee may be modified only in a written employment agreement with that employee which is signed by the President, or the President’s authorized representative.

The Faculty Handbook and/or faculty contracts or other faculty governance documents govern the employment relationship between the University and faculty members. 

In compliance with applicable law, such as Titles VI and VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, The Age Discrimination in Employment Act, and The Americans with Disabilities Act and ADA Amendments, the University provides equal employment opportunities to job applicants and employees. The University does not discriminate against applicants or employees on the basis of gender/sex (including pregnancy or pregnancy-related conditions), race, color, national origin, gender identity/expression, sexual orientation, age, religion, creed, disability, marital status, familial status, status with regard to public assistance, membership or activity in state or local commission, genetic information, veteran status or any other legally protected characteristic in employment policies and practices, education, and all other areas of the University. This non-discrimination policy applies to all employment practices and terms and conditions of employment, including but not limited to hiring, promotion, transfer, compensation, termination, training, and participation in University sponsored benefits or programs. 

The University prohibits sex discrimination in accordance with Title IX, including sexual assault and sexual harassment. Title IX of the Education Amendments of 1972 is a federal sex discrimination law that provides that: “No person in the United States shall, on the basis of sex, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any education program or activity receiving Federal financial assistance.” Sexual harassment is a form of sex discrimination and includes a variety of unwelcome behavior of a sexual nature, including gender-based harassment, sexual violence, and sexual assault. The University does not, in accordance with Title IX, discriminate on the basis of sex or gender in its employment, education, educational, extracurricular, athletic, or other programs. As a historical women’s undergraduate institution and as permitted by law, however, the University limits student admissions  to its undergraduate College of Women to individuals who identify as female. 

Among other prohibited forms of sex discrimination, the University will not tolerate sexual misconduct in any form. The University will promptly and equitably respond to all reports of sexual misconduct in order to eliminate the misconduct, prevent its recurrence, and address its effects on any individual or the community. 

Patricia Pratt-Cook, the Senior Vice President of Human Resources, Equity & Inclusion is responsible for coordinating the University’s compliance with applicable laws and regulations prohibiting employment discrimination against applicants or employees. Persons with concerns, questions, or complaints in regards to this policy or equal employment matters may contact Ms. Pratt-Cook at: 651-690-6560 or  pcprattcook867@stkate.edu. 

Inquiries or complaints about Title IX, sex discrimination, sexual harassment, or other forms of sexual misconduct may be directed to the College’s Title IX Coordinator: Sarah Schnell, Title IX Coordinator and Human Resources Director at: 651-690-6778 or sbschnell@stkate.edu. 

St. Catherine University is committed to cultivating an intentionally diverse and inclusive environment, where the dignity, worth and unique gifts of each community member are valued and respected. 

The University seeks to protect the rights of all members of the University community and prohibits discrimination and harassment on the basis of gender/sex (including pregnancy, pregnancy-related medical conditions and childbirth), gender identity/expression, race, color, religion or religious creed, sexual orientation, national origin, disability, age, genetic information, marital status, veteran status, familial status, status with regard to public assistance, membership or activity in a local commission, leave status, and any other category protected by law (“protected class status”) in employment policies and practices, education programs and activities, and all other areas of the University.

Discrimination may include the failure to provide a reasonable accommodation for a qualified person with a disability or failure to accommodate an individual’s bona fide religious beliefs. For more information about how to request an accommodation, access the ADA/ADAAA and Pregnancy Accommodation Policy here or on the St. Kate’s Faculty & Staff page underneath “University Policies.” 

Harassment based upon an individual’s protected class status is a form of discrimination. Discrimination and harassment based on an individual’s participation in a protected activity (such as reporting alleged discrimination or harassment) and/or retaliation against any individual who raises a good faith report under this policy is also prohibited. Inquiries or complaints about non-discrimination policies may be directed to the SVP for Human Resources, Equity and Inclusion or the Director of Human Resources. It is the responsibility of all University community members to contribute to an environment free of discrimination and harassment and to promptly report any such incidents as dictated by this policy. 

The University’s complete Harassment, Discrimination, General Harassment and Bullying Policy can be accessed here or on the St. Kate’s Faculty & Staff page underneath “University Policies.” 

The University seeks to foster and maintain a community of mutual respect and concern for all of its members. There can be no greater violation of the terms of that community, or of the essential dignity of any member of it, than an act of sexual assault, sexual harassment, or other forms of sexual misconduct described in this policy. These acts constitute the deepest affront to University standards and will not be tolerated in any form.

All members of this community – students (current and applicants), faculty, staff, applicants for employment, persons doing business with or acting on behalf of the University, and visitors to campus – are protected under this Policy and share in responsibility for creating and maintaining an environment that promotes the safety and dignity of each person. Towards that end, this policy provides the framework for eliminating sexual assault, sexual harassment, and other sexual misconduct from the University community, preventing its recurrence, and addressing its effects.

Under Title IX of the Education Amendments of 1972 (Title IX), sexual assault, sexual harassment, and other forms of sexual misconduct are prohibited. Any student found responsible for such violations will face disciplinary actions up to and including expulsion from the University. Any employee found responsible for such violations will face disciplinary actions up to and including termination of employment. Acts of sexual assault or sexual misconduct may also be prosecuted under applicable state or federal law. This policy applies to all on-campus conduct, as well as any off-campus conduct that has an adverse impact on any member of the University community or the University.

Should an incident of sexual assault, sexual harassment, or other sexual misconduct occur, the University has both reporting procedures and support resources in place so that an individual does not need to face the effects of such an incident alone. The first concern is for the safety, health, and well-being of those affected. Confidential and non-confidential (yet private) options for support and reporting are available both on and off campus.

The University strongly encourages reporting of the incident to the University and/or to local law enforcement. When an incident is reported, the University will respond promptly and equitably to all allegations of sexual assault, sexual harassment, or other sexual misconduct to ensure the safety of the reporting person and the University community, in order to provide an environment that is free from gender and sex discrimination. Finally, all University employees, except those who must maintain confidentiality by law, are expected, and in some cases required, to report sexual assault, sexual harassment, and other sexual misconduct to the University authorities designated in this policy.

Anyone making a report, filing a complaint, or participating in the investigation or resolution of an allegation of a sexual assault, sexual harassment, or other sexual misconduct is protected from retaliation. The University will take prompt responsive action to any retaliation. 

The University’s full Title IX/Sexual Misconduct policy can be accessed here or on the St. Kate’s Faculty & Staff page underneath “University Policies.” 

The University is committed to complying with all applicable provisions of the Americans with Disabilities Act (“ADA”), Americans with Disabilities Amendments Act (“ADAAA”), and the disability provisions of the Minnesota Human Rights Act or other applicable state or local law. It is the University’s policy not to discriminate against any qualified employee or applicant with regard to any terms or conditions of employment because of such individual’s disability (as defined by applicable law) so long as the employee can perform the essential functions of the job with or without reasonable accommodation. Consistent with this policy of nondiscrimination, the University 
will provide reasonable accommodations to a qualified individual with a disability, who has made the University aware of the disability, provided that such accommodation does not constitute an undue hardship to the University. 

Pregnancy itself is generally not considered a disability. However, if a pregnant employee requests an accommodation for a health condition related to pregnancy and provides documentation from the employee’s healthcare provider or certified doula of the accommodation needed, a reasonable accommodation will be made unless it is determined that the accommodation would impose an undue hardship on the University. Further, even though pregnancy is not in itself a disability, a pregnant employee will not be required to obtain documentation from the employee’s licensed health care provider or certified doula, nor may the University claim undue hardship, for the following accommodations: (1) more frequent restroom, food, and water breaks; (2) seating; and (3) limits on lifting over 20 pounds.

Employees with a disability who believe they need a reasonable accommodation to perform the essential functions of their job should contact the Human Resources, Equity, and Inclusion division. 

The University’s full ADA/ADAAA and Pregnancy Accommodation policy can be accessed here or on the St. Kate’s Faculty & Staff page underneath “University Policies.” 

Workplace Violence is the use of force or power which has the likelihood of causing hurt, fear, injury, or death. Workplace violence includes, but is not limited to, fighting, violence, and threats of violence toward an individual or group. Workplace violence also includes physical or gesture bullying, such as pushing, shoving, kicking, poking, tripping, assault, or threat of physical assault; damage to a person’s work area or property; non-verbal threatening gestures such as approaching another person with fists clinched or with one or more other fighting gestures; or any gestures which could reasonably be interpreted as threatening. 

All employees have a responsibility to maintain the safety and security of the University, including as a workplace and place of education. Employees are prohibited from making threats or engaging in threatening behavior, acts of violence against University Community Members, including, but not limited to, students, faculty, staff, volunteers, vendors, visitors and any individuals regularly or temporarily employed, studying, living, visiting, conducting business or having any official capacity with the University or on University property. Employees are also prohibited from carrying and/or possessing of weapons, including guns, rifles or other weapons, on University property. The University reserves the right to search and inspect the property and persons of University employees while on University property or while engaged in University business on or off University premises. 

Any employee who verbally or physically threatens another employee or University Community Member, exhibits threatening behavior, or engages in violent acts on University property may be removed from the property at the University’s discretion and will remain off the property pending the outcome of an investigation. If the University determines that violations of this policy have occurred, including refusal to consent to searches and inspections, appropriate disciplinary action may be taken, up to and including termination of employment. A student employee who engages in workplace violence may also be subject to discipline under the Student Code of Conduct and Community Expectations.

Reporting Workplace Violence  
Non-emergency cases of workplace violence and retaliation should be reported to the Department of Public Safety, SVP for Human Resources, Equity and Inclusion or the Director of Human Resources. In cases where there exists immediate threat of physical harm to any person or property, campus community members should contact the Department of Public Safety at 651-690-8888 and the Police Department at 911.

The University will assist the victim with reporting the incident to the appropriate police department if applicable and if the individual wishes to do so. Other available resources include:

• MN Office of Justice, Crime Victims’ Unit: 1-800-247-0390
• St. Kate’s - Cigna Employee Assistance Program: 1-800-538-3543

All employees who apply for or obtain a protective or restraining order that lists the University locations as protected areas must provide the Department of Public Safety, Human Resources, or the employee’s supervisor with a copy of the petition and declarations used to seek the order. The employee must also provide a copy of any temporary protective or restraining order that is granted, and a copy of any protective or restraining order that is made permanent. Supervisors who receive such information should forward it to the Director of Public Safety or the Director of Human Resources.

An Employee Assistance Program (EAP) is available to all University employees. The EAP responds to requests for assistance with domestic violence problems, providing safety planning, crisis counseling and referrals to shelters, legal resources and other necessary resources. See the Human Resources website for more information. 

Non-Retaliation 
The University prohibits retaliation against any individual who makes a good faith report of a potential violation of this policy, who acts as a witness or provides information, exercises one’s rights or responsibilities under this policy, or otherwise is involved in the process of responding to, investigating, or addressing allegations of a violation of this policy. Retaliation may include, but is not limited to, any form of intimidation, threats, disparaging comments, coercion, reprisal or harassment of an employee, student, or other member of the University community because a report has been made pursuant to this policy or because an individual otherwise cooperated with the University’s investigation. Any concerns of retaliation should be reported to the SVP for Human Resources, Equity and Inclusion or the Director of Human Resources.

In addition, online forms to report retaliation can be accessed here or on the St. Kate’s Faculty & Staff page underneath “University Policies.” Reports of retaliation will be treated in accordance with the procedures set forth in this policy. The University will take appropriate action against any individual who retaliates against another person in violation of this policy. The University’s complete Workplace Violence Policy can be accessed here or on the St. Kate’s faculty and staff page underneath “University Policies.”

The University maintains a strict policy prohibiting guns, rifles, and all other weapons in the workplace. Carrying and/or possessing guns, rifles, or other weapons in the workplace, by any employee, will not be tolerated. It does not matter whether the employee is licensed to do so or not. “Property” is defined as the physical place of business of the University and includes, but is not limited to driveways, streets, sidewalks, walkways, parking lots, parking garages and other parking areas, as well as University vehicles. 

Employees are also prohibited from carrying and/or possessing guns, rifles or other weapons at any time while working at or attending University-related activities, whether or not on University property, including, but not limited to:

• Driving University vehicles at any time,
• Driving privately owned vehicles used in the course of conducting University business,
• Participating in any University-sponsored activity.

The University also prohibits non-employees from carrying and/or possessing guns, rifles, or other weapons on University property. Non-employees include, but are not limited to vendors, visitors, students, and potential students of the University. Employees must immediately report to their supervisor and to the Department of Public Safety any information relating to any such persons carrying and/or possessing guns, rifles, or other weapons on University property. This prohibition excludes law enforcement officers.

The University recognizes its obligation to its employees and constituents to maintain high ethical standards, to protect the integrity of the institution’s learning community and to ensure high standards of conduct by and among members of the University community. Accordingly, the University will investigate any alleged improper activity by its employees, students, or the members of the University community. Anyone found to have engaged in improper activity is subject to disciplinary action up to and including dismissal or expulsion and civil and criminal prosecution, when appropriate. 

The general purpose of this policy is to protect any University employee or other member of the University community who makes a good faith disclosure of suspected improper activity. More specifically it: encourages an atmosphere that allows individuals to meet their obligations to disclose violations of law and serious breaches of conduct covered by University policies; informs individuals how allegations of improper activity may be disclosed; protects individuals from retaliation by adverse academic or employment action taken within the University as a result of having disclosed improper activity; and provides individuals who believe they have been subject to retaliation a process to seek relief from retaliatory acts that fall within the authority of the University. 

All members of the University community are expected to abide by state and federal regulations as well as University policies. Furthermore, a University employee cannot be compelled by a supervisor or the University official to violate a law or a policy of the University. In the interests of the institution, individuals who have knowledge of specifics acts that the individual reasonably believes violate the law or institutional policy must disclose those acts to an appropriate University official. The University will take whatever action is necessary to prevent and correct violations of the Whistleblower Policy; notwithstanding the foregoing, any individual who files a baseless allegation shall not be protected under this policy.

The complete University Whistleblower Policy can be accessed here or on the St. Kate’s Faculty & Staff page underneath “University Policies.” 

The health and safety of the University community is one of the institution’s top priorities. All students, faculty (including adjunct faculty), and staff are required to receive all vaccinations deemed necessary by the University unless the University approves a medical/disability or religious accommodation or other accommodation/exemption as required by applicable law. For purposes of mandatory vaccinations required by the University, the vaccination received by the student, faculty, or staff member must be a vaccine approved by United States Food and Drug Administration (FDA) or World Health Organization (WHO).

The University’s full Mandatory Vaccine Policy can be accessed here or on the St. Kate’s Faculty & Staff page underneath “University Policies.” 

In general, the University believes that students and community members are best served when University employees are physically at work. The University also recognizes that alternative work arrangements such as remote work, flex time, or hybrid arrangements may provide advantages for both the University and its employees, including, but not limited to: increased productivity and performance, enhanced employee recruitment and retention, cost and space reduction, and greater work-life balance.

Remote work, flex time work, hybrid work, and other similar arrangements are appropriate for some employees and some jobs. No University employee is entitled to or guaranteed the opportunity to remote work, flex time work, hybrid work, or any other alternative work arrangement. Certain categories of positions may be ineligible for alternative work arrangements. For positions eligible for an alternative work arrangement, whether a particular employee may be permitted to work an alternative work arrangement is a decision made on a case-by-case basis taking into consideration a number of factors. 

In the event an alternative work arrangement is approved, the University expects and requires no reduction in service, quality of work, or productivity due to the implementation of an alternative work arrangement. An alternative work arrangement does not alter the employee’s terms and conditions of employment with the University. The University reserves the right to approve or deny an alternative work arrangement request, and to modify or revoke such arrangement at its sole discretion. Employees approved to work an alternative work arrangement must enter into a written agreement with the University. 

 Employee job duties and responsibilities will not change due to an alternative work arrangement. Professionalism in terms of job responsibilities, work output, and service delivery will continue to follow the standards set by the University. The employee must be able to maintain performance, productivity, and quality standards. Employees must be fully accessible during agreed upon work hours. Employees must maintain a professional work space without distractions and wear appropriate professional attire. Supervisors may require employees working alternative work arrangements to report to a central workplace as needed for work-related meetings or other events, or as needed to discuss work progress or other work-related issues. 

Employees may not utilize an alternative work arrangement as a substitute for sick leave, family and medical leave, or any other type of leave. Employees requiring such leave must follow the University leave policies and procedure and contact Human Resources with respect to such leave requests. An alternative work arrangement may not be used as a substitute for child or adult care obligations of the employee.

Employees working an alternative work schedule must comply with all University policies, procedures, and guidelines and all applicable local, state, and federal laws. Failure to comply with University policies and procedures may result in disciplinary action, up to and including termination of employment.

The University’s full Alternative Work Arrangement Policy can be accessed here or on the St. Kate’s Faculty & Staff page underneath “University Policies.” 

The University is committed to implementing effective and fair processes for resolving work-related conflicts and disputes. The policies and procedures reinforce the University’s vision and mission and reflect the central values of collaboration, creative problem-solving and mutual respect.

Grounded within an institutional commitment to social justice and compassion, the University seeks to facilitate resolution of disputes between members of the University community as close to the source of the conflict as possible. The procedures outlined in this document emphasize the importance of resolving conflicts through respectful dialogue and of ensuring due process for each person. They offer employees an opportunity to be heard regarding complaints or disputes that involve the application, interpretation, or alleged violation of University policy, as well as concerns regarding work climate, relationships, or environment. 

Several policies govern the University’s handling of disputes, conflicts, and complaints. They are outlined in this handbook. Other policies pertaining specifically to faculty or students are printed in the Faculty Handbook or the student handbook. 

To conform to applicable local, state, and federal laws, the University has established complaint or dispute resolution policies and procedures for specific situations. The University has also established a policy to handle other types of disputes, complaints, and conflicts. The Human Resources, Equity, and Inclusion division can provide helpful information to any staff member who is unclear as to which procedure applies in a given situation.

• For complaints or disputes regarding discrimination, harassment or any other violation of state or federal law, staff and faculty members should refer to the University’s Harassment, Discrimination, General Harassment and Bullying policy here or on the St. Kate’s Faculty & Staff page underneath “University Policies.”
• For complaints regarding sexual assault, sexual harassment, and other sexual misconduct violence, employees should refer to the University’s Title IX/Sexual Misconduct Policy here or on the St. Kate’s Faculty & Staff page underneath “University Policies.”
• For complaints or disputes regarding compensation, a staff member should speak with staff member’s supervisor or the appropriate Vice President. The supervisor or Vice President will review the situation, often in consultation with the Human Resources, Equity, and Inclusion division, and will render a decision. This decision shall be final.
• For conflicts or disputes regarding student behavior, staff members should refer to the Code of Conduct in the Student Handbook.
• For conflicts or disputes regarding the rights of students relative to staff members, staff members should refer to the Rights and Responsibilities of Students, Academic Integrity and Student Complaint policy in the Student Handbook which can be accessed here or on the St. Kate’s Faculty & Staff page underneath “University Policies.”
• This policy does not apply to matters involving disciplinary action, suspension, or termination from employment.
• For all other disputes, refer to the “Other Disputes, Complaints, and Conflicts” policy which can be accessed here or on the St. Kate’s Faculty & Staff page underneath “University Policies.”

Business hours may vary by department as determined by a number of factors, including workload and student requirements. An employee’s work schedule is determined by the employee’s supervisor or manager, and may change from time to time as required by University business operations. 

Employees are expected to arrive on time for scheduled work hours. Any changes in scheduled work hours and absences, regardless of reason, must be approved by the employee’s supervisor. The University may, at its sole discretion, change an employee’s regular work hours on a temporary or permanent basis.

All non-exempt, hourly employees must keep an accurate record of all time worked by recording time via the employee dashboard on the St. Kate’s website. Employees are responsible for keeping an accurate record of hours worked.

Employees who keep time records must personally record their time when they arrive for work, at the beginning and end of any rest or meal period longer than 15 minutes, and when they leave work at the end of their workday. Employees must also record time at the beginning and end of any period of time away from work on personal business or for any other reason. 

Employees must submit all-time records to the employee’s supervisor. If an employee needs to make changes on the time recording system, the employee should request the employee’s supervisor to return the time record electronically. No employee may record time on another employee’s time record, allow another employee to record time on the employee’s time record, or falsify time records. Such actions may result in disciplinary action, up to and including termination.

Employees are paid for scheduled hours recorded on the employee’s time record. Employees must complete their time record and send it to the employee’s supervisor for approval by the required deadline. An employee’s supervisor must submit the approved time record to Payroll. 

Exempt employees must comply with all University timekeeping and recording policies and practices. 

The University complies with all applicable laws governing the payment of overtime. Where applicable, overtime is paid to non-exempt employees at the rate of one and one-half times the regular rate of pay for all hours worked in excess of 40 hours per week.

All employees are expected to work overtime when necessary. Any scheduled overtime must have prior supervisory approval. Payment of overtime will be based on actual hours worked. Non-productive time (e.g., holidays, vacation, or sick leave) will not be included in the calculation of overtime.

While employees will be paid for all hours worked whether preapproved or not, failure of an employee to obtain preapproval of overtime is considered a violation of University policy and may result in disciplinary action, up to and including termination of employment. 

The University provides meal periods and rest breaks to all non-exempt employees in accordance with federal, state, and local law. 

Full-time, non-exempt employees are generally permitted a fifteen (15) minute paid rest break for each four-hour work period. Breaks are not permitted at either the beginning or end of the workday to offset arrival and departure times. Employees who voluntarily work through their rest breaks will not be paid additional compensation. Normally, an employee’s supervisor will schedule a fifteen (15) minute mid-morning and mid-afternoon breaks as business operations permit. 

Full-time, non-exempt who work eight (8) or more hours in a day are required to take an unpaid meal break of thirty (30) minutes. Meal breaks are not counted toward hours worked. Employees are to be completely relieved from duty during their meal break. If a non-exempt employee is required to perform any work duties during the employee’s meal break period, the employee must be compensated for the time spent performing work duties. The time spent working during the meal break will be counted toward the total hours worked.

Non-exempt employees working in a department where breaks are not directly assigned and exempt employees must coordinate break or lunch times with colleagues and supervisors to maintain adequate coverage at all times. 

Employees must return to work on time at the end of any break or lunch period. Employees who fail to return on time from breaks or lunch will be subject to disciplinary action and docking of pay for time missed.

For nursing mothers, private lactation rooms are located on campus. The University will provide reasonable break times each day to an employee who needs to express breast milk for the employee’s infant child during the twelve (12) months following the birth of the child. The break times must, if possible, run concurrently with any break times (such as meal or rest breaks) already provided to the employee. The University will not reduce an employee’s compensation for time used for the purpose of expressing milk. The University is not required to provide break times, however, if it would unduly disrupt the operations of the University. 

The University depends heavily upon its employees. It is critical that employees attend work as scheduled. Dependability, attendance, punctuality, and a commitment to do the job right are required attributes of all employees. As such, all employees must work on all scheduled workdays and during all scheduled work hours and must report to work on time. Regular attendance and punctuality should be every employee’s goal. Repeated or excessive full- or partial-day absences, late arrivals or early departures from work, for any reason, may result in disciplinary action, up to and including termination.

If an employee is unable to report for work on time, regardless of the reason, the employee must personally report the nature of the absence to the employee’s supervisor as far in advance as possible. The employee must give the reason for the absence and indicate when the employee expects to return to work date. The employee must call in each day absent or tardy, unless otherwise authorized by the employee’s supervisor. 

If an employee must leave work before the end of the work day, the employee must also personally report the nature of the absence to the employee’s supervisor as far in advance as possible, giving the reason for leaving early and receiving authorization to do so. If the employee expects to be absent the following day, the employee should inform the supervisor of that fact at the same time. 

Failure to report absences properly may be interpreted by the University to mean that an employee has voluntarily terminated the employee’s position. 

If the employee is absent from work due to illness or injury, the employee may be required to provide a statement from a physician verifying the need for the absence. Depending on the nature of the illness or injury, the employee may also be required to provide a physician’s statement before returning to work, to verify the ability to return. Such information may be required regardless of the length of the absence. The University may, in its discretion and in accordance with applicable law, also require that a University-chosen physician examine the employee. Absences due to causes other than illness or injury may also require sufficient verification of the need for the absence.

illness or injury may also require sufficient verification of the need for the absence. If any absence or tardiness is due to a permitted leave of absence, refer to the University’s leaves of absence policies.

Paychecks for non-exempt staff, exempt staff, faculty, and student employees are generally distributed via electronic direct deposit to the employee’s personal savings or checking account. Direct deposit statements are sent to an employee’s University e-mail address, usually the day before payday. The paystub is encrypted for security purposes. 

Non-exempt staff employees are generally paid every other Friday for all time worked through the previous Saturday. Non-exempt employees must submit an electronic time record by the last day of each pay period so that their supervisor may approve their time record electronically before the Tuesday noon deadline. 

Exempt staff employees and faculty are paid every other Friday, alternating with the non-exempt paydays. Exempt staff members are required to submit a leave report every pay period to record vacation and/or sick leave usage, even if no sick or vacation leave was used in the pay period. The deadline to submit leave reports is noon on Tuesday.

Income taxes, Social Security and Medicare taxes (FICA), insurance premiums, retirement plan contributions and other required and authorized deductions are deducted from employee paychecks. Employee should contact Payroll with any questions regarding the employee’s pay or if the employee needs to make changes to the employee’s deductions.

The University offers a direct deposit option for all employees. Each payday, the University will automatically deposit an employee’s pay directly into the bank account of the employee’s choice (checking or savings). This is a timesaving benefit for the employee and the University. If the employee has questions about the process or would like to apply, the employee should contact the Human Resources, Equity, and Inclusion division for information. Employees will receive an earnings statement via the University’s secured email system each payday. Paper checks are available by request. The employee should contact Payroll if the employee wishes to receive paper checks.  

If a wage assignment or garnishment is received, state law requires that the University accept it and process it in the legally prescribed manner. This involves withholding the required amount from each paycheck until the debt is paid. Minnesota law requires the University to report information on all new employees to the state. If ordered to do so, the University must begin withholding from paychecks for child support.

St. Kate’s values and recognizes employees as the most important resource for advancing the University’s mission, vision, and strategic goals. The University is committed to providing a competitive total rewards program that enables it to attract, engage, motivate, and retain a diverse and outstanding faculty, staff, and administrative leaders with the requisite expertise, skills, and commitment to the University’s mission, vision, values, and goals. 

St. Kate’s total rewards program is an investment in each employee and the University’s collective future. The total rewards program not only strives to deliver a comprehensive and market competitive compensation and benefit package, but also includes opportunities for growth and development, recognition of performance, and work-life flexibility. 

St. Kate’s total rewards program aspires to:

• Create a compelling employee experience by offering an equitable and competitive total rewards program that includes both monetary and non-monetary forms of recognition.
  • The employee experience provides ongoing opportunities for professional development and growth.
  • Employees receive recognition for their great work and contributions to the University’s mission, vision, values, and goals.
  • Managers and supervisors are expected to fairly and accurately measure employee performance and to provide ongoing and meaningful feedback to employees in the areas of their strengths and areas for improvement to successfully meet job expectations.
  • Over time, the total rewards program will recognize and reward results that positively impact the University’s mission and achievement of strategic goals.
• Operate within the realities of the labor market and adjust as needed to attract and retain faculty and staff in this ever-changing landscape. The University recognizes that the competitive market may be different for different jobs/positions. The University will strive to target salaries at the level needed to achieve recruitment, performance objectives and retention.
  • External Competitiveness: Reflect pay rates for comparable jobs within the relevant labor market.
  • Internal Equity: Provide and implement salary guidelines that ensure comparable jobs are paid similarly across the organization.
• Ensure sound, responsible stewardship over the University’s resources. The University’s overall performance, achievement of strategic objectives, and financial capacity driven by market conditions will determine the budget available for annual funding of compensation, including annual increases, market adjustments, reclassifications, and promotions.

The University values and recognizes all employees as the most important resource for advancing the University’s mission, vision, and strategic goals. St. Kate’s is committed to paying faculty and staff equitably and competitively to enable the University to attract, engage, motivate, and retain a diverse and outstanding faculty, staff, and administrative leaders with the requisite expertise, skills, and commitment to the University’s mission, vision, values, and goals. The University endeavors to maintain internal and external salary equity; and a system for determining individual salaries that conforms to accepted compensation practices.

The University strives to provide compensation increases to University employees annually, when feasible, and to provide flexibility to respond to exceptional circumstances such as retention and additional responsibilities outside of the annual process.

The University is committed to equal opportunity in all aspects of its’ operations. Accordingly, the University’s compensation program will not discriminate on the basis  of gender/sex, race, color, national origin, gender identity/expression, sexual orientation, age, religion, creed, disability, marital status, familial status, status with regard to public assistance, membership, or activity in state or local commission, genetic information, veteran status, or any other legally protected status.

The University’s compensation program is designed to achieve the following goals:

• Ensure equitable and consistent pay practices;
• Comply with applicable federal and state laws and regulations;
• Operate within the constraints of the University’s budgetary process and financial resources;
• Ensure administrative efficiency;
• The University will continue to review and update position descriptions and periodically benchmark positions against the predetermined benchmarks for both faculty and staff positions; and
• Allow the University to offer competitive salaries relative to the labor markets in which the University recruits.

Annual Salary Increases 
Employees with satisfactory performance and who were employed by the University prior to January 1 in the year the increase is given are eligible for an annual salary increase. The compensation pool is determined by the University’s financial resources and is inclusive of annual increases, market adjustments, reclassifications, and promotions. St. Kate’s cannot guarantee that annual salary increases will occur every year, nor can it guarantee the amount of any potential increase.  Employees on a performance improvement plan or individuals who fail to abide by University policies will not be eligible for a salary increase. 

The University’s Human Resources, Equity, and Inclusion division is responsible for the implementation and administration of the compensation program, including salary administration and job evaluation. No supervisor, department chair or administrator may communicate or extend an offer contrary to the University policies related to employment, compensation, or benefits, nor imply or state that a contract has been created between the University and the current or future employee before the necessary approvals have been obtained. Only the Human Resources, Equity, and Inclusion division has the authority to approve salary offers to prospective and current employees.

Job duties will continually evolve over time to meet the ever-changing needs of the University or a particular department. Reclassification is a change of a position from one job classification to another job classification that more appropriately reflects the duties and responsibilities of the position. It is important to note that positions, not people, are reclassified.

Generally, positions are considered to be within the correct classification if at least 60% of the permanently assigned duties are those commonly attributed to the current job class. If at any time 40% or more of the current permanently assigned duties and responsibilities have changed and are reflective of duties normally identified in a different job classification than the current job class, the position should be reviewed for reclassification.

Positions may be reclassified to a higher, lower, or the same grade and salary as the former position. Note: Usually, an existing set of job duties is modified by adding and/or removing duties from the position. The position should have undergone a substantial change in the nature and the level of the work. This means that the work has increased (or decreased) the duties and responsibilities enough to impact the current grade or salary level. 

The essential duties and responsibilities of a job or position can change over time due to many factors, including: departmental reorganizations or changes in job duties caused by changes in technology, changes in regulatory or accreditation requirements, changes in the body of work to be accomplished, change in the needs of the department/organization, and change in the redistribution of duties in a work department or organization.

Reclassification usually occurs as a result of one of the following:

• When a new position is established that does not meet the requirements for a current job classification.
• A vacant position exists due to an employee leaving the position or organization, and the supervisor reviews the position description
  and determines the nature and level of work and responsibility of position needs to be changed to better meet the needs of the department/organization.
• A position has undergone significant change over time in terms of the nature and level of work and responsibility, accountability, or impact.
• Reorganization within a department/division/program may result in the restructuring of one or more positions. This reorganization may result in one or more employees assuming new and/or additional job duties or the taking away of duties that significantly changes the nature and level of work to be accomplished.
• Every position should be reviewed periodically. This can be initiated by Human Resources, the supervisor, or the employee. A natural time for the supervisor to review and update the position description is during the annual performance review process.

When an employee or supervisor thinks that the job duties have changed significantly enough to warrant a reclassification review, the immediate supervisor is encouraged to contact the Human Resources, Equity, and Inclusion division to begin an informal discussion about the changes to the position. An informal discussion with Human Resources is an opportunity to make an initial determination of the impact that changes have had on the position and the organization. If Human Resources feels that the duties of the position have changed significantly, a formal review will be recommended. The supervisor also has the option to immediately initiate a formal request for reclassification review by the Human Resources, Equity, and Inclusion division. Requests for reclassification review will only be accepted during the following time frame: June through September for an effective date of June 1 of the following fiscal year 
(FY). This time frame is linked to the annual budget cycle. To ensure that the University adequately plans for salary adjustments, it is imperative the approved job reclassifications are incorporated into the next fiscal year’s budget planning process. An exception to this rule is if a vacant position is reclassified and the position is determined to be at the same or a lower salary grade level. 

The complete Position Reclassification policy can be accessed here or on the St. Kate’s Faculty & Staff page underneath “University Policies.” 

An employee’s wages constitute personal information. Each employee has the right to keep the employee’s wage information private or choose to share wage information with others. The University will not take any adverse employment action against an employee who chooses to disclose the employee’s own wages to others or who discusses another employee’s wages if the other employee has already disclosed the wages to the employee.

Nothing in this policy creates an obligation on the part of any employee to disclose the employee’s wages. Employees are free to refrain from such discussion and may not be subject to retaliation of any kind for choosing not to discuss wages. 

Notwithstanding the foregoing, nothing in this policy permits employees to disclose confidential or proprietary information, trade secret information, or information that is otherwise subject to a legal privilege or protected by law. 

This policy does not permit an employee to disclose wage information of other employees to a competitor of University. This policy also does not diminish any existing rights under the National Labor Relations Act.

Any suspected violations of this policy by the University or another individual should be reported immediately to the Human Resources, Equity, and Inclusion division. Employees who make good faith reports are protected from adverse employment action.

An employee who believes the employee’s rights regarding wage disclosures have been violated may bring a civil action under Minn. Stat. § 181.172. The University  will not retaliate against an employee for asserting rights or remedies pursuant to  Minn. Stat. § 181.172.

Employees play a key role in the fulfillment of the University’s mission. The University’s competitive and comprehensive benefits are among the rewards the employee receives in return. These benefits are an important part of the employee’s total compensation. The University strives to design its benefits program to be flexible to meet an employee’s lifestyle and individual family needs, and to be affordable for both the employee and the University. 

The University regularly reviews the benefits program and makes modifications as appropriate. The descriptions of health and other employee benefits contained in this handbook are not summary plan descriptions. Any variations between the information contained herein and official plan documents will be governed by the plan documents. Current information on benefits is available on the St. Kate’s Human Resources website which can be accessed here.

Benefits are provided to bargaining unit members in accordance with the bargaining unit’s contracts.

Outlined below is a brief summary of the types of employee benefits currently available at the University. It is not intended to, nor is it to be interpreted to, create an express or implied contract, covenant, promise or representation between the University and the employee. These benefits are subject to change at any time at the sole discretion of the University. In the event of any discrepancy between the benefits outlined below and the plan itself, the plan will govern. Any questions about employee benefits should be directed to the employee’s supervisor or the Human Resources, Equity, and Inclusion division.

Eligibility for benefits is determined by employee classification.

Full-time employees (.75-1.0 FTE) are eligible to participate in several benefits offerings, including: medical and dental insurance; flexible spending accounts; life and disability insurance; vision supply benefit; critical illness insurance; accidental injury insurance; retirement plan; pet insurance, legal insurance, tuition remission; vacation, sick and holidays (prorated for less than 1.0 FTE); pre-tax payment of parking permit; use of the employee assistance plan (EAP); and access to the Butler Center (on-campus gymnasium). 

Full-time employees (.75-1.0 FTE) are eligible to participate in several benefits offerings, including: medical and dental insurance; flexible spending accounts; life and disability insurance; vision supply benefit; critical illness insurance; accidental injury insurance; retirement plan; pet insurance, legal insurance, tuition remission; vacation, sick and holidays (prorated for less than 1.0 FTE); pre-tax payment of parking permit; use of the employee assistance plan (EAP); and access to the Butler Center (on-campus gymnasium). 

Limited part-time employees (.1-.49 FTE) are eligible for the following benefits: supplemental contribution to the 403(b)-retirement plan (not match eligible); pre-tax payment of on-campus parking permit; use of the employee assistance plan (EAP); and access to the Butler Center (on-campus gymnasium).

Temporary and On-call employees, including adjunct faculty, are eligible for the following benefits: supplemental contribution to the 403(b)-retirement plan (not match eligible); use of the employee assistance plan (EAP); access to the Butler Center (on-campus gymnasium); and sick pay. Adjunct faculty also receive free on-campus parking permits. Adjunct faculty are not eligible for holiday pay, gift days, or pay for emergency closings. 

Employees with an FTE of 0.50 or more are eligible to participate in the University’s health plan. Plan coverage is effective on the first of the month following the date of hire. The plan provides coverage for illness and injury, as well as for diagnostic and preventive medical care.

New employees will have thirty (30) days from the date of hire to elect health insurance without being subject to pre-existing condition limitations. Employees who experience a loss of coverage during the plan year will be allowed to enroll in the University Plan within thirty (30) days of this coverage change without pre-existing condition limitations.

Once the employee elects coverage, the employee is required to keep the coverage for the entire plan year (January 1 – December 31) unless the employee experiences a status change due to a qualifying event. Any change in benefit must be made within thirty (30) days of the qualifying event. New dependents must be added within ninety (90) days for the birth or adoption of a child.

Employees with an FTE of 0.50 or more are eligible to participate in the University’s dental plan. Plan coverage is effective on the first of the month following the date of hire. The plan provides coverage for diagnostic as well as preventive dental care.

Proper dental care plays an important role in the employee’s overall health. St. Kate’s provides dental coverage for the employee and the employee’s family, including routine preventive care and fillings, oral surgery, bridges, etc. Employees have a choice of two (2) plans, the Regional and the Distinctions Network.

All employees are eligible to participate in a program that allows the employee to establish reimbursement accounts for either dependent care or out-of-pocket health care expenses with pre-tax dollars. Money set aside in these programs is exempt from social security, Medicare, federal income tax, and state income tax.

The plan year for the FSA is January 1st to December 31st. Participants in the plan will have until March 15th of the next calendar year to exhaust the full value of the account. Any money not spent by March 15th of the calendar year will be forfeited.

The IRS regulations governing these programs limit the types of changes that participants may make during the plan year. Participants who set aside money are bound to those amounts for the entire plan year. Participants are not allowed to discontinue or change the amount of the contribution, except in very limited circumstances. Changes must be made within thirty (30) days of a qualifying event. Employee should contact the Human Resources, Equity, and Inclusion division with questions regarding circumstances constituting a qualifying event. 

Employees have the opportunity to elect voluntary vision insurance. This is a materials only plan to assist with the cost of lenses, contacts and frames when using in-network providers. Coverage is extended to employees and covered dependents. 

Pet protection is available on a voluntary basis to assist pet owners with discounts on vet bills and a wellness option that includes preventative services, including dental services.

Legal services, as well as many other consulting services, are offered through St. Kate’s voluntary legal plan. The plan provides resources to help manage financial and legal well-being, including legal advice, tax advice, document review and others. 

Accident insurance is offered through Cigna and helps employees handle the medical out-of-pocket costs after a non-work accidental injury. Accident insurance pays a benefit directly to the employee if the employee has a covered injury and requires treatment. An employee may elect coverage for the employee’s spouse and dependents.  

The University provides basic life and AD&D Insurance to all eligible employees at no cost to the employee. Employees have the option to purchase additional life insurance for the employee, the employee’s spouse, and the employee’s dependent children. 

The University provides eligible employees with University paid long-term disability insurance. Long term disability insurance provides income protection should the employee become disabled and unable to work due to a non-work-related illness or injury. After twelve (12) weeks of short-term disability, this benefit covers 60% of pre-disability earnings--up to a $5,000.00 monthly maximum.

St. Kate’s offers eligible employees the option to purchase Short-term disability insurance which provides income protection should the employee become disabled and unable to work due to a non-work-related illness or injury. This benefit covers 60% of weekly pre-disability earnings--up to a $1,200.00 weekly maximum. Benefits begin after a 14-day elimination period. There is a Pre-existing Condition clause in which medical care for a specified condition that is received within three months of the Short-term Disability effective date would not be a covered condition for twelve months following the effective date.

Travel insurance is offered through Cigna Secure Travel. Cigna is a worldwide travel assistance program that includes pre-trip planning, help while traveling, and emergency support for trips more than 100 miles from home.

The University offers an Employee Assistance Program (“EAP”) to all employees and members of their immediate households. The EAP provides free, confidential, short-term counseling and other services/guidance on topics including, but not limited to: elder care, child care, mental health, family life, financial, job/career, legal, physical health, relationships, and substance abuse. The EAP covers the employee and the employee’s household family members twenty-four (24) hours a day, 365 days a year, and is free and confidential. The EAP can be accessed at https://www.cigna.com/individuals-families/member-resources/employee-assistance-program.

Workers compensation insurance coverage can help to protect an employee after a work-related injury or illness. Workers’ compensation includes medical care, payment for lost wages (66 2/3% of weekly wage or salary), vocational rehabilitation, and other benefits to support injured employees in recovery and the employee’s return to work. St. Kate’s partners with the insurance carrier to administer workers’ compensation benefits at no cost to the employee. All worksite injuries should be reported via an online First Report of Injury notification that can be accessed here or on the St. Kate’s Faculty & Staff page underneath “Employee Self-Service.”

Recording of Lost Time 
A non-exempt (hourly) employee injured on the job and unable to complete the employee’s remaining regularly scheduled hours will receive the employee’s normal pay rate for hours not worked through the remainder of the scheduled shift. The supervisor should write “Work Comp” on the employee’s timesheet for lost time while the worker’s compensation provider determines the eligibility of the claim.

Before an employee can participate in retirement benefit plans, certain eligibility and participation requirements must be met. The requirements are outlined in a summary plan description distributed by the University to all eligible employees. Each employee should review the summary plan description carefully and discuss any questions they may have with the Human Resources, Equity, and Inclusion division. The University, in its sole discretion, may change the requirements at any time with or without notice. 

Staff and Faculty 
Eligible employees currently may contribute five percent (5%) of the employee’s annual salary to a retirement plan on an income reduction (or tax deferred) basis. The University currently matches the five percent (5) employee contribution with a six percent (6%) contribution. If an employee elects a four percent (4%) salary deferral, the University will match with a three percent (3%) contribution, and if the employee elects a three percent (3%) salary deferral, the University will match with a two and one quarter percent (2.25%) contribution. Generally, employees are eligible to participate in the retirement plan if they are at least twenty-one (21) years of age, have been employed by the University for one year, and have an FTE of .48 or greater. Benefits are provided to bargaining unit members in accordance with the bargaining member’s contract. The Teachers Insurance and Annuity Association (“TIAA”) currently provides funding vehicles. Eligible employees hired after January 1, 2010 must opt-out of the plan if they choose not to participate.

Supplemental Retirement Annuities 
Employees currently may contribute non-matched funds to supplemental retirement annuity accounts. There is no eligibility requirement. The TIAA currently provides funding vehicles through both traditional pre-tax and post-tax Roth options. Employees may withdraw annuity funds before retirement only with proof of financial hardship. Taxes and penalties may apply. Participation in this plan is voluntary. Additional information is available from the Human Resources, Equity, and Inclusion division.

The University will officially be closed annually in observance of the following holidays: 

• New Year’s Day
• Martin Luther King’s Birthday
• Good Friday
• Easter Monday
• Memorial Day
• Juneteenth
• Independence Day
• Labor Day
• Fall Break
• Thanksgiving Day
• Friday after Thanksgiving
• Christmas Eve Day
• Christmas Day
• Floating holiday- designated annually

Any additional days authorized, in the sole discretion of the President, are not considered official University holidays. Faculty observe holidays occurring during the academic year.

The Human Resources, Equity, and Inclusion division maintains a holiday schedule annually on its webpage. Generally, when a holiday falls on Sunday, the following Monday is observed as a non-working day; when a holiday falls on Saturday, the preceding Friday is usually observed as a non-working day. Employees must be at work or have a prior excused absence both on the day before and the day after the holiday in order to receive holiday pay.

Regular full-time (1.0 - .75 FTE) and regular part-time (.74 - .50 FTE) employees receive prorated holiday pay based on their FTE. Temporary and on-call employees and employees who are less than .50 FTE do not receive holiday pay.

To receive holiday pay, all employees must work the scheduled day before and after a holiday, unless the absence is approved. Non-exempt employees required to work on University-designated holidays receive holiday pay plus pay for all hours worked. Only 
the number of hours actually worked are used in determining if overtime pay is due for that workweek. Upon hire, regular full-time (1.0 - .75 FTE) and regular part-time (.74 - .50 FTE) employees are eligible for holiday pay based on FTE. If a part-time employee typically works more hours on the day on which a holiday falls, the employee should work with the employee’s supervisor to rearrange the employee’s schedule for the week, as the employee will only receive pay for prorated holiday pay on that day. Temporary and on-call employees and employees who are less than .50 FTE do not receive holiday pay.

Sick leave is to be used in the event the employee is unable to work due to the employee’s own illness, injury, or other medical condition. Employees may use sick leave for “safety leave.” Safety leave can be taken for the purpose of providing or receiving assistance because of sexual assault, domestic abuse, or stalking. Sick leave may be used as part of a Family Medical Leave Act leave, sick or injured child care leave, or as otherwise required by applicable law. Sick leave may also be used for routine dental or medical appointments. An employee may be required to provide a physician’s statement regarding the employee’s medical condition absence. The University reserves the right to request that an employee who is repeatedly absent for illness or injury be examined by a physician chosen by the University. 

Accrual 
Vacation time accrues on a bi-weekly basis for exempt staff based on FTE and bi-weekly for non-exempt employees based on the number of hours in the employee’s typical workweek. Employees with FTE of .50-.99 FTE accrue prorated vacation benefits. Temporary employees, on-call employees, and limited part-time employees at less than .50 FTE do not accrue vacation time.

A new employee begins accruing vacation immediately, but vacation may not be used or paid until after six (6) months of employment. From the date of hire through the first year of employment, full-time staff employees receive seven and one-half (7 ½) days of vacation each six (6) months. This amounts to fifteen (15) days annually.

A new employee begins accruing vacation immediately, but vacation may not be used or paid until after six (6) months of employment. From the date of hire through the first year of employment, full-time staff employees receive seven and one-half (7 ½) days of vacation each six (6) months. This amounts to fifteen (15) days annually.

After the first year of service, vacation will accrue at the rate of one (1) additional day for each succeeding year of continuous service, up to a maximum twenty-five (25) days (or 200 hours) and thirty (30) days (or 240 hours) for Vice Presidents, deans, and heads of major departments. When an employee changes status from non-exempt to exempt, vacation begins to accrue as if the employee had held an exempt position from the date of hire as a benefit-eligible employee.

Employees are encouraged to take earned vacation time during the year. Employees may accumulate up to ten (10) days over the maximum number of days to which they are entitled in a calendar year if the employee’s work schedule does not permit the employee to take all of the employee’s vacation time in that year. The ten (10) days will be prorated for employees with FTEs less than 1.0. Any vacation in excess of this amount is forfeited and does not accrue or carry over to the following year. Thus, vacation days should be scheduled in order to avoid losing them.

Examples of Vacation Maximums:

• 2nd year: 1.0 FTE
  16 days x 8 hours x 1.0 FTE = 128 + 80 hours = 208 hours max
• 5th year: .75 FTE
  19 days x 8 hours x.75 FTE = 114 + 60 hours = 174 hours max

Reporting and Vacation Approval 
Non-exempt employees report vacation time used on the employee’s time record. Exempt employees report the leave time the employee has taken bi-weekly in hours on the leave reporting system via Dashboard. Paid holidays that occur during an employee’s vacation will not be considered vacation time taken.

The employee’s supervisor must approve all vacation time in advance in order to appropriately manage work schedules. The supervisor will approve or deny the vacation schedule of an employee so as to maintain continuous and efficient service to students, colleagues, and the public. In the event of conflicting vacation requests, vacation will generally be granted on a first-come, first-served basis consistent with workload requirements. Vacation days may not be used on the employee’s last day of employment with the University. 

Vacation Payout at Time of Separation 
Staff are paid for unused, accrued vacation when leaving employment with the  University if the employee complies with the required notice period (in cased of resignation) prior to the separation from employment. Employees will not be paid for any time accrued beyond the maximum allowable total. Except at time of separation  from the University, there is no pay in lieu of vacation. Employees may not borrow from future vacation time. 

*Vacation Time for 12-month Faculty
Faculty members on a twelve (12) month full time (1.0 FTE) contracts are eligible for fifteen (15) paid vacation days each academic year (June-May). Vacation days for faculty do not carry over from year to year and are not paid upon termination. Vacation compensation is included in the total annual salary figure for faculty and there is no pay in lieu of taking vacation. Vacation leave should be requested in advance and requires approval of the Department Chair or Program Director. Vacations are normally taken during session breaks specified in the official academic calendar. Vacation time for faculty members assuming administrative staff responsibilities is based on the total number of years of service at the University, not years spent on a 12-month contract.

The University provides tuition remission and exchange benefits to assist employees and the employee’s eligible spouses and dependents in meeting educational goals. 

Eligibility 
To be eligible for any tuition remission program, an employee must be employed by the University as a .75 FTE employee for one (1) year or more prior to the start of the course. Bargaining unit employees should refer to the relevant collective bargaining agreement for eligibility. 

The following programs are available at the University for employee tuition remission: Bachelor’s degree programs; Certificate programs; Associate degree programs; Master’s degree programs; and Continuing education non-credit courses (at 50%). 

General Information, Requirements and for Restrictions for All Recipients of Tuition Remission Benefits

• Tuition remission benefits are available for tuition only and do not cover the cost of textbooks, the payment of any fees (such as application fees, required deposits, student activity technology fees, nursing program fees, course and clinical fees, and other non-tuition expenses).
• Tuition remission benefits are not applicable to programs that involve payment to another institution or agencies such as non-affiliate study abroad or other special programs.
• Individuals wishing to receive tuition remission benefits must submit a Free Application for Federal Student Aid (“FAFSA”) and apply for all applicable federal and state financial aid. Employees with questions should contact the Financial Aid Office. The amount of tuition remission granted is reduced by the amount of federal, state, and University scholarships and grants awarded.
• All individuals receiving tuition remission benefits will be monitored for satisfactory academic progress according to financial aid guidelines. No additional remission benefits will be allowed for failure to maintain satisfactory progress.
• Eligibility for tuition benefits in no way guarantees admission to the University nor obligates the Admission Office to automatically accept employees for admission. Admission to the University does not guarantee admission to a specific program.
• Individuals dropping a course must follow the University’s procedures for dropping; otherwise the course will be counted toward the annual 24 credit limit for that year.
• All applicants for tuition remission benefits must meet all admission requirements and complete all required applications and other registration procedures within the established timeframes.
• Tuition remission cannot be approved retroactively for courses taken during previous semesters.
• Tuition remission will cover the cost of tuition for a repeated course only in circumstances consistent with those allowed by the federal Department of Education Title IV requirements.
• When an employee separates from the University for any reason other than total disability, retirement or death, the tuition remission benefit terminates immediately for the employee and the employee’s spouse and dependents. The employee will be expected to reimburse the University for the cost of the class. The reimbursement will be prorated based on the portion of the class to be completed.

University Tuition Remission for Employees

• All tuition remission for employees taking classes will be 100% for associate/bachelor’s/certificate/master’s courses or fifty percent (50%) on a space available basis for continuing education non-credit courses.
• Employees are allowed to take up to a maximum of twenty-four (24) credits per year (September – August) for undergraduate classes; and up to twelve (12) credits per year (September – August) for graduate classes. If an employee is taking both graduate classes and undergraduate classes in the same year, the number of classes will be prorated.
• Employees who choose to take additional courses beyond the annual limits will be expected to pay the full cost for such classes.
• Applications for tuition remission must be filed for courses at the University. Applications can be found on My St. Kate’s or may be picked up and returned to the Human Resources, Equity, and Inclusion division. The deadline for submission of completed remission applications to the Human Resources, Equity, and Inclusion division is on or before the last day to add a class. The University will deny tuition remission benefits to any applicant who submits the form after the last day to add a class.
• Employees are generally expected to take courses outside of regular working hours. Department heads may accommodate employees in the employee’s effort to continue the employee’s education, provided that the department’s workload will not be adversely affected. Approval to attend classes during work hours is discretionary; the department head has the final authority to grant time off to attend classes. If a tuition remission is approved for a staff or faculty member, the employee must understand that the employee’s primary role is that of University staff member or faculty member and act accordingly.
• Employees requesting a leave of absence for fieldwork or clinical work must obtain approval from the employee’s supervisor. In some cases, leaves of absence may not be possible due to University needs. Departmental operations have priority and will take precedence over any classes scheduled during work hours. Supervisors are encouraged to approve weekend and evening classes that do not ordinarily conflict with work hours. Other options include allowing employees to make up time lost for classes, allowing employees to use vacation time for classes, or allowing employees to take off time without pay for classes.
• Tuition remission benefits for eligible employees who take graduate-level classes are provided on a non-taxable basis, to the extent such benefits do not exceed$5,250 or the current, maximum federal allowance in a calendar year for an eligible employee and provided the class does not involve sports, games, or hobbies. In any calendar year in which the value of the graduate remission benefit for the employee exceeds the maximum, the employee will be taxed on the value of all excess tuition remission benefits. All additional taxes must be paid in the calendar year in which the benefits are received.

University Tuition Remission Benefits for Spouses and Dependents

• Dependents and/or spouses of regular full-time, non-union employees (.75 FTE or greater) are eligible for the tuition remission benefit. In order for the dependents and/or spouses to be eligible for any tuition remission program, the employee must be employed by the University continuously as a .75 FTE or greater for one (1) year or more prior to the start of the course. Bargaining unit employees should refer to the applicable collective bargaining agreement for eligibility and/or contact the Human Resources, Equity, and Inclusion division regarding applicability of benefits for spouses and/or dependents.
• The tuition remission benefit for dependents and/or spouses is a seventy-five percent (75%) tuition discount after federal, state, and institutional grants and scholarships have been applied.
• If an employee comes from Augsburg College, Hamline University, Macalester College or the University of St. Thomas and the employee’s dependent is already attending St. Kate’s as part of a tuition exchange program, the one (1) year waiting period will be waived, assuming the student is in good academic standing.
• Dependents must be dependent upon the employee for support as defined by the Internal Revenue Service (“IRS”). The parent or legal guardian’s federal income tax return and the dependent child’s birth certificate, along with a signed affidavit form, must be presented to the Human Resources, Equity, and Inclusion division prior to the benefit being utilized.
• Dependents must be seeking an associate or bachelor’s degree.
• Spouses need not be degree seeking to take courses in the associate or baccalaureate programs at the University.
• Spouses or dependents may also attend Augsburg College, Hamline University, Macalester College or the University of St. Thomas for baccalaureate programs only. These colleges may have additional restrictions. Employees have the responsibility to check with the other schools on these restrictions. Some waiting periods may apply.
• Dependents and/or spouses are not eligible to receive tuition remission for graduate programs or graduate courses.
• Tuition remission for dependents and spouses is not available for non-credit or graduate programs.
• Dependents who have already earned a baccalaureate degree are not eligible for tuition remission.
• Dependents are considered to be a biological child, adopted child or stepchild. At all ACTC colleges and universities, dependents must be unmarried and have earned a high school diploma or GED. At ACTC colleges and universities, dependents can take classes up until they are twenty-four (24) years of age.
• Spouses are defined as the legal marriage partners of employees. Marital status is determined as of the first day of class.
• Dependents of St. Catherine University employees who have matriculated before age twenty-three (23) and have been continuously enrolled, may continue to take classes at the University after age twenty-four (24) until they have earned a baccalaureate degree.
• Dependents and/or spouses may receive remission for thirty-two (32) credits per academic year. Dependents must be full-time students carrying at least twelve (12) credits in a regular College for Women program or eight (8) credits in the College for Adults. Spouses may be part-time or full-time students.
• Applications for tuition remission must be on file and may be picked up and returned to Human Resources. The University will deny tuition remission benefits to any applicant who submits the form after the last day to add a class.
• Dependents and/or spouses have the responsibility to check with the other ACTC colleges for their application deadlines.
• Eligibility for tuition remission benefits in no way guarantees admission to the University nor obligates the Admission Office to automatically accept dependents and/or spouses for admission.
• The combination of college grant and scholarship funds and remission funding must not exceed tuition costs. Awards that are provided in exchange for services, such as resident or graduate assistants, will be paid as compensation and will not reduce the remission benefit.

Catholic University Cooperative Tuition Exchange

• St. Kate’s is a member of the Catholic College Cooperative Tuition Exchange Program, an organization of more than sixty (60) colleges across the country. Most colleges offer a 75%-100% tuition benefit for dependents of eligible employees of member institutions.
• Each college limits the number of participants, so it is important to apply early to begin communication with possible host colleges.
• Tuition remission benefits vary by institution, so it is important to contact the Human Resources, Equity, and Inclusion division for information if interested in these programs or access the information at http://www.cccte.org/. Some popular choices in the Midwest include St. Mary’s (Winona), The College of St. Scholastica, St. John’s University, and the College of St. Benedict.
• The number of eligible students who apply for admission and tuition remission varies by institution and year. The importing college (the college where the student wishes to attend) determines whether or not to admit the student and whether or not the student will receive the tuition remission. The importing college may offer admission to a student, but not offer the tuition remission.
• To be eligible for this program, the employee must be employed by the University continuously as a .75 FTE or greater for one (1) year or more prior to the start of the courses. If an employee comes from another college/university that is part of the exchange program and the employee’s dependent is already attending a college/university that is a participant in this tuition exchange program, the one (1) year waiting period will be waived, assuming the student is in good academic standing.

Council of Independent Colleges Tuition Exchange

• Under the Council of Independent Colleges Tuition Exchange Program, dependents of full-time University employees are eligible for a 100% tuition benefit at over 300 participating colleges.
• A list of colleges can be accessed at http://www.cic.edu/. Other Minnesota participants include Augsburg College, Concordia College-Moorhead, Concordia University, St. Paul, Northwestern-St. Paul, and Hamline University.
• Each college generally accepts a limited number of students a year for this program. It is important to apply early to begin communication with possible host colleges.
• The number of eligible students who apply for admission and tuition remission varies by institution and year. The importing college (the college where the student wishes to attend) determines whether or not to admit the student and whether or not the student will receive the tuition remission. The importing college may offer admission to a student, but not offer the tuition remission.
• To be eligible for this program, the employee must be employed by the University continuously as a .75 FTE or greater for one (1) year or more prior to the start of the courses. If an employee comes from another college/university that is part of the exchange program and their dependent is already attending a college/university that is a participant in this tuition exchange program, the (1) one year waiting period will be waived, assuming the student is in good academic standing.

The Tuition Exchange, Inc. Scholarship Program

• St. Catherine University is a member of the Tuition Exchange, Inc. This program provides an opportunity for eligible family members of eligible full-time employees to receive scholarships at one of the participating member institutions.
• A list of over 600 colleges and universities that participate in this program can be accessed on the Tuition Exchange website: http://www.tuitionexchange.org/ by clicking on the “Participating Institutions” heading.
• Eligible employee family members interested in seeking Tuition Exchange scholarships may be certified as Tuition Exchange candidates by the University. This exchange is a reciprocal program, and St. Kate’s is required to track the number of individuals sent out on exchange (exports) and the number of students we accept into the exchange (imports) at St. Kate’s.
• To be eligible for this program, the employee must be employed by the University continuously as a .75 FTE or greater for one (1) year or more prior to the start of the courses. If an employee comes from another college/university that is part of the exchange program and their dependent is already attending a college/university that is a participant in this tuition exchange program, the one (1) year waiting period will be waived, assuming the student is in good academic standing.
• The University confirms eligibility of all employees who have submitted the approved applications by the announced date in the fall, normally November 1st.
• The importing college (the college where the student wishes to attend) determines whether or not to admit the student and whether or not the student will receive the TEI tuition remission. The importing college may offer admission to a student but not offer the TEI tuition remission.

For more information regarding this program, please contact the Human Resources, Equity, and Inclusion division.

The University trustees, administrators, faculty, staff, and students constitute the learning community of the University. As a member of the campus community, each individual has a shared obligation for maintaining the University’s educational objectives and professional standards of conduct. Clear rules of conduct help University members work together efficiently, effectively, and harmoniously. The University holds its community members to a high standard of quality, and believes these standards of conduct help to assure a professional and pleasant working and learning environment.

By accepting employment at the University, employees have a responsibility to the University, to colleagues and to students to adhere to the University’s standards of conduct, use good judgment, and refrain from engaging in unacceptable or prohibited conduct. When each person can fully depend upon others to follow University standards of conduct, St. Kate’s is a better place to work for everyone. The University expects employees to abide by the policies and procedures set forth in this employee handbook and/or other documents and to comply with all applicable laws. 

The University expects every employee to:

• Uphold the University mission, vision, and values;
• Put student needs first;
• Understand and support the University’s strategic direction and decisions;
• Display professionalism and collegiality;
• Interact with colleagues, students, and community members in a respectful manner;
• Communicate with colleagues and supervisors openly, honestly, respectfully, and with integrity;
• Cooperate with supervisors and colleagues;
• Work collaboratively and collectively with colleagues, students, and University community members;
• Ask questions, make suggestions, give feedback, voice opinions, and express concerns in a professional, respectful, and responsible way;
• Know the employee’s job duties and fulfill them promptly, professionally, accurately, and pleasantly;
• Work collaboratively in or with teams;
• Accept feedback and direction or suggestions from supervisors as a means to professional growth;
• Remember that the performance of the department impacts the overall service offered to students at the University;
• Perform every task to the best of the employee’s ability;
• Take advantage of opportunities for professional development;
• Attempt to solve problems or differences directly with the individual where possible;
• Assume that supervisors and colleagues are using their best efforts in furtherance of the University’s educational and professional objectives and standards

Violations of University policies, procedures, practices, business expectations, standards of conduct, professionalism, applicable law or otherwise may result in disciplinary action, including, but not limited to: verbal or written warnings, probation, suspension (with or without pay) or involuntary termination. These disciplinary measures do not constitute an exclusive list of possible actions and may be taken in any order, in the sole discretion of the University. The University is not required to follow any set process or sequence of disciplinary action, and reserves the right to discipline or terminate an employee, without warning or notice, for any reason or no reason, at any time in accordance with applicable law.

University employees must comply with all University policies, procedures, practices, business expectations, standards of conduct, and all applicable local, state, and federal laws and regulations. The University expects all employees to act in a professional and respectful manner and use good judgment at all times. Engaging in unacceptable or inappropriate conduct may result in disciplinary action, up to and including termination of employment. Types of behavior and conduct that the University  considers inappropriate and unacceptable include, but are not limited to, the following:

• Professionalism, Respect, and Collegiality:
  • Displaying a lack of professionalism.
  • Interacting with colleagues, students, or other community members is a disrespectful or hostile manner.
  • Failure to collaborate collegially with colleagues.
  • Discourteous treatment of students, other employees or anyone else an employee encounters on campus or in fulfilling job duties.
  • Use of obscene, abusive, or profane language.
  • Interfering with the job performance of co-workers or disrupting academic functions on campus.
  • Breach of professional ethics.
• Work Performance
  • Inability to perform assigned work in a manner consistent with University standards of quality and quantity of work.
  • Insubordination or refusing to obey instructions properly issued by an employee’s manager or supervisor pertaining to the employee’s work.
  • Deliberate non-performance of work.
  • Sleeping, wasting time, loitering, excessive visiting or failing to exert acceptable effort on the job.
  • Working another job without authorization while on a leave of absence from the University or during times scheduled to be working on behalf of the University.
• Attendance and Absenteeism
  • Leaving work during scheduled hours without permission.
  • Excessive absenteeism or tardiness.
  • Failure to timely return from rest or meal breaks
• Records and Reporting
  • Falsifying records or information (or misuse or unauthorized manipulation of any computer or electronic data processing equipment or system).
  • Failure to accurately complete time records or permitting another to enter employee time on the employee’s behalf without authorization.
  • Failure to report absences as required.
  • Theft, dishonesty, falsification, or omission of information on the employment application or resume.
  • Failure to complete all necessary reports and records promptly and accurately or failure to report injuries.
• Safety, Security, and Workplace Violence
  • Sexual assault, sexual harassment, or other sexual misconduct.
  • Bullying.
  • Fighting, intimidation or other disorderly conduct.
  • Physical or verbal threats.
  • Possession of weapons of any type on campus, or away from campus on University business;
  • Violation of written rules concerning the use, possession, sale, manufacture, distribution, dispensation or transfer of alcohol and controlled substances (other than those used for bona fide medical purposes) — or being under the influence of such substances — while working, while on the University premises (including lunch breaks and other rest periods) or while using University machinery, equipment, or vehicles.
  • Failure to observe safety or sanitation rules.
  • Conviction for criminal offenses that may affect or reflect upon the employee’s ability to properly fulfill job duties, comprise the safety and security of the University community, or otherwise result in harm to the University.
• Misuse of University Resources
  • Misuse of University bulletin board, voicemail, email system, brand, logo, fax machines or copy machines.
  • Misuse of University technology resources, or any violation of the University Information Technology Policy.
  • Taking University property without paying for it or without written permission.
  • Reckless, careless, or unauthorized use of University standards, property, equipment, or materials,
• Violation of Law or Policies
  • Harassment or discrimination based on gender/sex (including pregnancy, pregnancy-related medical conditions and childbirth), gender identity/expression, race, color, religion or religious creed, sexual orientation, national origin, disability, age, genetic information, marital status, veteran status, familial status, status with regard to public assistance, membership or activity in a local commission, leave status, and any other category protected by law
  • Creating a hostile work or educational environment.
  • Failure to follow the University’s Tobacco-free Campus Policy.
  • Unauthorized disclosure of confidential information.
  • Failure to comply with University standards pertaining to personal appearance and cleanliness.
  • Violation of the University’s no solicitation or distribution rules.
  • Conflicts of interest related to lending and financial aid. The University participates in a Title IV financial aid program of the Higher Education Conflicts of interest related to lending and financial aid. The University participates in a Title IV financial aid program of the Higher Education Opportunity Act (HEOA). Therefore, the University employees are prohibited from:
    • Entering into revenue-sharing agreements,
    • Receiving most lender gifts, including those to family members, with certain minimal exceptions,
    • Receiving fees or other compensation for consulting with lenders,
    • Using the award packaging or other methods to assign first-time borrowers to certain lenders,
    • Delaying or refusing to certify any loan based on the borrower’s choice of lender,
    • Accepting any funds for private education loans in exchange for benefits to the lenders, such as a preferred lender agreement,
    • Requesting or accepting assistance from any lender for call-center staffing or financial aid office staffing,
    • Receiving any compensation or financial benefit for service other than reasonable reimbursement of expenses for any financial aid office employee who serves on a lender’s advisory board.
  • Violation of any other University policy, practice, procedure, or standards of conduct.
  • Violation of any local, state, or federal law or regulation.

These examples are intended only as a guide and are not inclusive. The absence of conduct described in this list will not be a basis for avoiding disciplinary action when behavior or conduct is inappropriate or unacceptable and the University determines, in its sole discretion, that disciplinary action is warranted.

Employees who witness a violation of this policy are encouraged to report the suspected violation to the University. Retaliation against anyone for reporting an actual or suspected violation of this policy in good faith will not be tolerated and will subject the individual engaging in the relation to disciplinary action, up to and including termination of employment. 

Should an employee’s performance, work habits, overall attitude, conduct, or demeanor become unsatisfactory in the judgment of the University, based on violations either of the above or of any other University policies, procedures, rules, regulations, or applicable law, the employee will be subject to disciplinary action, up to an including immediate termination of employment. 

Employees should have no expectation of privacy in University property. The University reserves the right to conduct, without notice, searches and inspections of all University property used by its employees, including, but not limited to, an employee’s work area, desk, files, computer, voice or electronic mail, and/or University vehicles. Except as otherwise required by law, employees do not have a right to privacy while working on the University’s premises, engaged in University business off the University’s premises, or while using any materials, vehicles, equipment, space, or systems provided by or owned by the University. Employees are advised that if they do store personal data or property in University facilities, vehicles, or equipment, the employee does so at the employee’s own risk and with the understanding that the employee has no right to or expectation of privacy. Any employee who refuses to consent to a search or is found in the possession of prohibited articles may be subject to discipline, up to and including termination of employment. 

Regardless of an employee’s interaction with students, families, vendors, volunteers, etc., each employee is an ambassador of the University. Staff and faculty are expected to dress appropriately every day for departmental activities and also for interaction with students, alumni, and guests. 

Employees are expected to use their best judgment when maintaining appropriate professional attire and appearance. Departments that interface with visitors and external stakeholders on a daily basis may have more stringent criteria. Supervisors reserve the right to determine what is considered appropriate dress for external facing departments. Employees who may have meetings scheduled with external organizations and partners will need to dress appropriately to ensure they are representing St. Kates in a professional manner. Employees who are improperly dressed may be counseled by their supervisor, or in severe cases, may be sent home to change clothes. 

Acceptable Attire includes: 

• Long pants
• Professional shirts or sweaters
• Men’s shirts should have a collar
• Professional length dresses and skirts
• Capris
• Professional length dress shorts
• Sandals
• Jeans (If jeans are worn, they must be in good repair and have no holes.)
• Work uniforms

Unacceptable Attire includes: 

• Flip flops
• T-shirts *exception is St. Kate’s logo attire
• Sweat pants
• Yoga apparel

The University’s collective appearance should reflect the values of academic excellence and integrity. The University wants all guests to see the pride employees have in working at the University, and St. Kate’s trusts the judgment of staff and faculty to achieve this vision. 

Good personal hygiene is expected of all employees. Please be aware that others may be sensitive to perfumes or colognes, and use them sparingly – if at all. Questions about these guidelines should be referred to Human Resources.

Employees should not accept or give gifts or favors of more than nominal value from or to any outside concern that does business or seeks to do business with the University. “Nominal value” is defined as $50 or less. Participation in incentive award programs offered by vendors or service providers must be pre-approved by the employee’s supervisor. Any gifts of more than nominal value should be returned to the sender with an appropriate acknowledgment. Employees must take special care to avoid even the impression of a conflict of interest.

offered by vendors or service providers must be pre-approved by the employee’s supervisor. Any gifts of more than nominal value should be returned to the sender with an appropriate acknowledgment. Employees must take special care to avoid even the impression of a conflict of interest.

The University expects all employees to uphold the University’s reputation for conducting its activities with integrity and in accordance with the highest ethical standards. Employees shall not engage in business activity that adversely affects the University, is detrimental to the best interests of the University, or creates a conflict of interest. A “conflict of interest” is defined as any circumstance in which the personal, professional, financial, or other interests of an employee may potentially or actually diverge from, or may be reasonably perceived as potentially or actually diverging from, the employee’s obligations to the University and the interests of the University. It includes indirect conflicts, such as benefits provided to a relative of an employee. 

Employees have a duty to disclose to their supervisor on an ongoing basis any current, proposed, or pending situations that may constitute a conflict of interest, as well as all material facts relating to any conflict of interest, as soon as the existence of a potential conflict of interest is known to the employee. The University, in its sole discretion, will determine whether a particular situation involves a prohibited conflict of interest. 

The University generally expects that it will be the primary employer for each employee. The University permits employees to engage in outside employment, however, so long as such employment does not create a conflict of interest or interfere with the full and proper performance of the employee’s duties and position with the University. For purposes of this policy, “Outside Employment’’ means work for any other entity or individual other than the University (whether or not such work is performed on campus), including, but not limited to, self-employment, consulting or contracting activities, clinical or professional practice, and/or teaching at other educational institutions. 

Employees are not required to notify the University of Outside Employment or receive approval for Outside Employment if such employment is conducted outside of regular work hours, off University premises, and does not compete with the educational services offered by the University or require the employee to use the same job skills and/or qualifications used in the employee’s employment at the University. The University requires employees to request approval for Outside Employment if such employment is conducted during University business hours, on University premises, competes with the educational services offered by the University, requires the employee to use the same job skills and/or qualifications used in the employee’s employment with the University, or presents a real or perceived conflict of interest. 

For Outside Employment requiring University approval, staff must request and receive annual approval from their immediate supervisor and the Human Resources, Equity, and Inclusion division. Faculty must request and receive annual approval from the appropriate Dean and the Human Resources, Equity, and Inclusion division.  

Employee requests for Outside Employment approval will be considered on a case-by-case basis, considering such factors as the type of work to be done, the business of the outside employer, the duration of the employment, and University needs. The University retains sole discretion to approve or deny requests for Outside Employment. 

Employees who engage in outside employment of any kind must ensure the following:

• Outside employment must not interfere with the complete, efficient performance of the employee’s duties for the University, including the employee’s availability for necessary meetings with students, staff, and faculty.
• Outside employment shall not compete with coursework offered by the University or services offered by the employee’s department.
• University employees, when rendering service to or cooperating with an organization outside the University, may identify their employee status, but they shall not speak, act, or make representations on behalf of the University, nor may they express institutional endorsement in relation to the outside activity.
• University employees shall not use the official name, marks, or logos for advertising purposes in any outside employment.
• University employees shall not use the official stationery of the University or
  give as a consulting business address any building or department name when participating in outside commitments.
• University employees shall not use University personnel, equipment, or services for outside commitments without written authorization as set forth in the policy.
• Outside employment must not negatively impact an employee’s ability to make decisions and take actions in the best interest of the University.
• Outside employment must not negatively impact an employee’s ability to perform their job duties and responsibilities.
• Outside employment must not cause University colleagues additional work.
• Outside employment must not limit the employee’s accessibility to students.
• Outside employment must occur outside of working hours.
• An employee may not engage in outside employment during a paid or unpaid leave of absence, including sabbaticals, sick leave, parental leave, and Family & Medical Leave, unless they have received prior approval from the Dean (faculty) or from the VP (staff).

If the University determines that an employee’s outside employment interferes with the employee’s performance, the employee’s ability to meet the requirements of the University, or that it has an adverse impact on the University, the employee will be asked to terminate the outside employment if the person wishes to remain employed by the University.

If an employee engages in Outside Employment requiring authorization without approval, the employee may be subject to disciplinary action, up to and including termination of employment. 

Confidential Information 
Employees of the University may have access to Confidential Information (as defined below) concerning the University and its educational programs that may not be available to the general public.  Confidential Information may be developed or obtained by an employee as a result of the employee’s relationship with the University. All such Confidential Information must be maintained as confidential. 

Confidential information includes, but is not limited to, the following types of information and other information of a similar nature: student information; operations manuals; University practices, marketing plans, techniques and materials; development plans; financial information; student and applicant lists; personnel and payroll records; records regarding vendors and suppliers; strategic plans; budget materials, records and files of the University; and/or other information concerning the business affairs or operating practices of the University. “Confidential Information” includes information in any form, such as written documents or records, or electronic data.

Confidential information must never be disclosed, directly or indirectly, removed from University premises, copied, transmitted or in any other way used by an employee for any purpose outside the scope of the employee’s University employment. Such information must never be revealed to non-University persons without the express written consent of the University. Employees must maintain the University’s Confidential Information as confidential both during and after termination of employment. 

FERPA 
Privacy of student educational records is a right provided to students by the Family Educational Rights and Privacy Act (“FERPA”). The complete policy may be found in LeGuide ( the student handbook) or on the registrar’s webpage. The following is a summary of the University’s policy on responding to student information requests: 

Student names, addresses and telephone numbers are provided in the directory and are considered “directory information” by definition under FERPA and may be released to any party without permission.

At the University’s discretion, other information that is described as “directory information” by FERPA and the University (see “Policies and procedures regarding educational records” in LeGuide or on the registrar’s webpage) may also be released to any party. This includes the student’s date and place of birth, major field of study, email address, dates of attendance, degrees and awards received, Latin honors received, photograph, the most recent previous educational agency or institution attended by the student, participation in officially recognized activities and sports and weight and height of members of athletic teams. Again, in most cases staff members should refer to the directory.

The University does not release directory information until after the annual deadline for students to request suppression of directory information. Students who wish to request suppression of directory information must do so by completing the online form available on ServiceNow by a published deadline each year. If the student requests a suppression of directory information, Self Service Banner will display either of the following messages when accessing the student’s record: “Confidential Information for (name of student)” or, simply, “Confidential.” If an employee is accessing the student’s record in Internet Native Banner the message reads, “Warning: Information about this person is confidential.” 

The University does not release information regarding the names, locations, times, days or dates of a student’s classes, GPA, grades, or other academic information. Furthermore, the University does not release this information on the telephone to someone claiming to be the student because the University cannot verify the student’s identity.

If a student must be reached due to an emergency, refer the inquiry to the Office of Student Affairs, 651-690-6778.

The University does not release information regarding conduct or behavioral issues. Questions regarding educational records should be directed to either Office of Student Affairs or the Registrar’s Office.

Members of an employee’s family may be considered for employment. However, relatives generally are not eligible for employment in any position or assignment where the workplace relationship could result in one relative supervising another or where the employment could pose a security risk or employee morale problem, as determined by management. “Relative” means spouse, parent, sibling, child, grandparent, grandchild, mother-in-law, father-in-law, brother-in-law, sister-in-law, stepparent or stepchild, aunt, uncle, niece, nephew, or cousin. Persons living in the same household as the employee are also subject to this guideline.

The University seeks to foster and maintain a community of mutual respect and concern for all of its members. In order to protect the integrity of the academic, living and work environment, this policy outlines limitations on consensual romantic or sexual relationships between faculty, staff, and students at the University. 

It is the policy of the University that consensual relationships that might be appropriate in other circumstances are not appropriate when they occur between (1) an employee of the University and a student over whom the employee has or potentially will have supervisory, advisory, evaluative, or other authority or influence, or (2) an employee of the University and another employee over whom the employee has or potentially will have supervisory, advisory, evaluative, or other authority or influence. Even where negative consequences to the participants do not result, such relationships create an environment charged with potential or perceived conflicts of interest and possible use of academic or supervisory leverage to maintain or promote the relationship. Romantic or sexual relationships that the parties may view as consensual may still raise questions of favoritism, as well as of an exploitative abuse of trust and power.

The respect and trust accorded a faculty or staff member by a student, as well as the power exercised by a faculty or staff member in giving praise or blame, grades, recommendations, etc., greatly diminish the student’s actual freedom of choice should sexual favors be requested. The same is true for all supervisor-subordinate relationships at the University. Therefore, this policy prohibits the engagement in or solicitation of consensual romantic or sexual relationships between: 

• Faculty/staff and any student (undergraduate, graduate, or otherwise);
• Any supervisor and a subordinate, including student supervisors and student employees;
• A supervisor and a faculty member or staff member in a department or unit under that supervisor’s direction.

Consensual romantic or sexual relationships between faculty/staff and employees, even which occur outside of the contexts prohibited above, may also lead to difficulty. Relationships that the parties involved view as mutual and consensual may be viewed by others as exploitative or causing favoritism and may negatively affect the work or academic environment. 

This policy does not prohibit a student employed by the University in a part-time capacity in connection with their student status from having a consensual relationship with another student, as long as the student is not in a supervisory role over the other student or in another role that could create a potential conflict of interest comparable to that described above. In addition, this policy does not prohibit an employee’s existing spouse or domestic partner from subsequently attending the University, but the student’s spouse or domestic partner must not have any professional responsibility for the student in or out of the classroom, including teaching, managing, supervising, advising, or evaluating the student. 

Violation of this policy may result in disciplinary action, up to and including termination of employment or expulsion.

To report potential violations of this policy, individuals should contact the Senior Vice President of Human Resources, Equity & Inclusion or the Title IX Coordinator.  

Retaliation Prohibited 
The University strictly prohibits retaliation against any individual who makes a good faith report under this policy, supports another person’s report, participates in good faith in an investigation or in the resolution of a report made under this policy, or opposes in good faith behavior the person reasonably believes violates this policy. Encouraging or assisting others to engage in retaliation is prohibited.

The University’s full Consensual Relationships policy will be published on the St. Kate’s Faculty & Staff page underneath “University Policies.”

Employees may not solicit other employees during work times, except in connection with a University approved or sponsored event.  This non-solicitation prohibition does not apply to rest or meal periods. Employees many not distribute literature of any kind during work times, or in any work area at any time, except in connection with a University-sponsored event. The posting of materials or electronic announcements are permitted only with the approval of the Human Resources, Equity, and Inclusion division. 

Unless sponsored by an official University organization, non-members of the University community will not be allowed to distribute literature or solicit for any purpose at any time on the University premises.

The University does not endorse particular political candidates and, therefore, posters and literature that support individual candidates for public office should not be displayed on University property, unless they are part of an official University-sponsored event, such as an issues forum.

All fundraising efforts on behalf of the University that involve the solicitation of individuals, including alumnae and current or potential donors, or the solicitation of corporations, foundations, or other organizations, shall be coordinated through the Development Office to ensure the most effective use of resources in seeking private support for the University.

The University recognizes the periodic need or interest of student organizations and University departments to fundraise for projects not funded through the annual operating budget. All fundraising activities must be consistent with the mission of the University and /or chartered club/organization purpose. Further, the fundraiser must not violate tax or corporate restraints upon the University.  Fundraising coordinators are responsible for ensuring that proposed activities comply with all applicable federal, state, and local laws, rules, and regulations.

Employees must comply with the University’s Intellectual Property Policy, which can be accessed here or on the St. Kate’s Faculty & Staff page underneath “University Policies.” 

A complete list of permissible and non-permissible expenditures is available from the Business Office. All requests for outside purchases/services, regardless of the source of funding, must be processed through the Purchasing Department on a purchase requisition form. 

The University does not tolerate child abuse or neglect in any form. As set forth in the Protection of Minors on Campus and in University Activities Policy, all University employees must immediately report suspected incidents of child abuse or neglect that relate to or affect the University community or its activities. In addition, certain University employees are subject to Minnesota’s mandatory reporting law. A copy of the resource guide for mandatory reporters maybe referenced on the University’s Human Resources webpage. These employees must also report suspected incidents of child abuse or neglect to law enforcement or social services authorities. The University’s full Protection of Minors on Campus and in University Activities Policy can be accessed here or on the St. Kate’s Faculty & Staff page underneath “University Policies.”

Certain employees are eligible, as set forth herein, to accrue paid sick leave. Accrued paid sick leave is to be used in the event an eligible employee needs to miss work due to the employee’s or a covered family member’s illness, injury, or other medical condition, for medical appointments, or for medical treatment. Accrued paid sick leave can also be used when: (i) the employee’s workplace with the University is closed by an order of a public official to limit exposure to an infectious agent, biological toxin, or hazardous material or other public health emergency; (ii) to accommodate an employee’s need to care for a covered family member whose school or place of care has been closed by an order of a public official to limit exposure to an infectious agent, biological toxin, or hazardous material or other public health emergency (up to a maximum of eighty (80 ) hours); and/or (iii) to accommodate the employee’s need to care for a covered family member whose school or place of care has been closed due to inclement weather, loss of power, loss of heating, loss of water, or other unexpected closure (up to a maximum of 80 (eighty) hours). 

Employees may also use accrued paid sick leave for “safety” leave reasons. Safety leave is taken for the purpose of the employee receiving assistance or providing assistance to a covered family member because of sexual assault, domestic abuse, or stalking. Safety leave may also be used for the purposes of: managing the effects of racial or colonial trauma experienced by the employee or an employee’s covered family member or the purpose of managing the effects of other identity-based trauma (e.g. based on sexual or other identities) experienced by the employee or a covered family member. 

Employees may be required to provide a physician’s statement regarding medical absences for which sick leave is taken and, in the event of sick leave, other verification of the need for leave consistent with applicable law. A physician’s statement will typically be required after three (3) days of sick leave taken for medical reasons, but may be required for shorter absences. The University also reserves the right to require fitness for duty examinations of employees, consistent with applicable law. 

An employee who is absent for the employee’s own or a covered family member’s inpatient care at a hospital, hospice, or residential facility or who misses work for more than three (3) consecutive work days for the same medical situation should confer with the Human Resources, Equity, and Inclusion division to determine if the employee may be eligible for a FMLA or non-FMLA medical leave.

Full-time employees accrue paid sick leave at the rate of one work day (eight (8) hours) for every calendar month worked. Employees who are scheduled as a .50 full-time equivalency (“FTE”) up to a .99 FTE accrue sick leave on a pro-rated basis of a 1.0 FTE position, based on the employee’s reduced schedule. For example, an employee scheduled as a .50 FTE would earn one-half work day (four (4) hours) for every calendar month worked. Employees working .50 FTE up to a 1.0 FTE may accrue up to a maximum of sixty (60) days (e.g. 480 hours) of paid sick leave at any given time. Once this maximum accrual amount is reached, the employee ceases to accrue sick time until the employee uses enough sick time to have their accrued sick time fall below sixty (60) days. 

Non-FTE employees (adjuncts, temporary, on-call employees, and student workers) who work for the University at least eighty (80) hours per year in the city limits of St. Paul or who work for the University at least eighty (80) hours per year in the city limits of Minneapolis are eligible for sick leave accrual. These employees accrue one (1) hour of sick leave for every thirty (30) hours worked in the applicable city limits of St. Paul or Minneapolis, up to a maximum of forty-eight (48) hours per year, and may use accrued sick leave after ninety (90) days of employment. These employees are allowed to carry over unused balances up to a maximum of eighty (80) hours. Once the employee has reached this maximum accrual amount, an employee ceases to accrue sick time until the employee uses enough sick time to have their accrued sick time fall below eighty (80) hours.

The employee’s own illness or safety concern 
When an employee is unable to work because of the employee’s need for sick or safety leave for the employee’s own condition or situation, the employee is required, absent an emergency, to notify the employee’s supervisor no later than the time the employee is expected to be at work. In the event of an emergency, notice is required as soon as reasonably possible.

Sick or safe leave for a covered family member 
An employee may use accrued sick leave to care for a covered family member for a qualifying sick or safety leave event. For purposes of this policy, a covered family member means the employee’s: spouse; registered domestic partner; minor or adult child (biological, step, adopted, or foster); parent; parent in-law; stepparent or someone who stood in loco parentis to the employee when the employee was a child; grandchild (biological, step, adopted, or foster); sibling; grandparent; member of immediate household; or any individual related by blood or affinity whose close association with the employee is the equivalent of a family relationship. The employee must notify the employee’s supervisor of the need for leave in the same manner as if the employee needed leave for the employee’s own sick or safety condition.

Birth/adoption/foster care  
An employee may use available sick leave for pregnancy-related medical conditions that require an absence from work or to care for a child within the twelve (12) month period immediately following the placement of a foster child or the birth or adoption of the employee’s own child. The employee must contact the Human Resources, Equity, and Inclusion division to determine whether the employee is eligible for FMLA leave or leave under the Minnesota Parental leave law, in which case accrued sick leave must be used concurrently with the leave. Employees may also refer to the Parental Leave Policy for additional information about parental leave benefits and the process to request a parental leave.

Misuse of accrued sick time may result in disciplinary action, up to and including termination.

Accrued sick leave is for use only during employment. When an employee leaves employment with the University, the employee is not entitled to receive payment for any unused, accrued sick leave. 

The above sick leave policy provisions apply only to sick leave benefits payable to the employee from the University’s general assets.  

If an employee is disabled for more than the amount of available sick leave, and if the employee has purchased short-term disability insurance or is eligible for long-term disability insurance, payments may be made in accordance with the terms of such insurance. Short-term disability benefits, if purchased by the employee, usually begin on the eighth (8th) day of a non-occupational injury or illness. Long-term disability benefits usually begin after ninety (90) calendar days of disability. Long-term disability payments are coordinated with other benefits such as workers’ compensation and short-term disability insurance. Part-time employees who work less than .75 FTE are not eligible for short-term disability insurance or long-term disability insurance. To qualify for either type of disability insurance, the employee’s disability must be verified by a medical doctor and approved by the appropriate disability insurance carrier.

Short-term and long-term disability runs concurrently with FMLA leave.

Prior to returning from a leave under short-term disability or long-term disability, the employee may be required to submit a health care provider’s release to return to work. Failure to provide the release may delay the employee’s return. The employee should attempt to maintain contact with the employee’s supervisor and/or the Human Resources, Equity, and Inclusion division throughout the employee’s leave. Keeping the University apprised of the progress of the employee’s recovery will assist in clarifying health restrictions or reasonable accommodations that may be requested upon the employee’s return to work. For accommodation requests, employees should contact the Human Resources, Equity, and Inclusion division.

The Family and Medical Leave Act (“FMLA”) provides up to twelve (12) workweeks of unpaid, job-protected leave in a single, twelve 912) month period to eligible employees for certain family, medical, and military-related reasons. In addition, eligible employees may take up to twenty-six (26) unpaid workweeks in a single twelve (12) month period for military caregiver leave, in accordance with applicable law. 

Eligibility 
An employee is eligible for FMLA leave if: (i) the employee has at least twelve (12) months of employment with the University; (ii) the employee has worked at least 1,250 hours during the twelve (12) month period immediately preceding the commencement of the leave; and (iii) the University employs at least fifty (50) employees at or within seventy-five (75) miles of the employee’s work location for each working day during each of twenty (20) or more calendar work weeks in the current or preceding calendar year.

The University requires all qualifying absences to be designated as FMLA and provides employees with written notification of such designation. In order to maintain legal compliance, there may be instances where the University will designate an employee’s absence as FMLA leave without a request from the employee. 

Eligible employees are entitled to take up to a total of twelve (12) work weeks in a twelve (12) month period for one (1) or more of the following reasons:

• The birth of the employee’s child or the placement of a child with the employee for adoption or foster care, provided that such leave is taken within one (1) year of such event;
• The employee is unable to perform the functions of the employee’s position because of the employee’s own serious health condition;
• The employee is needed to care for a spouse, child, or parent who has a serious health condition; or
• The employee has a qualifying exigency due to a parent, spouse or child who is a member of the Armed Forces (including the National Guard and Reserves) and who is on covered active duty or who has been notified of an impending call or order to covered active duty status.

The applicable 12-month period for an of the aforementioned types of FMLA leave is a “rolling” 12-month period, measured backward from the date an employee first uses leave under the Family and Medical Leave Act (FMLA).

In addition, an eligible employee may take up to twenty-six (26) weeks of FMLA leave during a single 12-month period to care for a covered servicemember who is the employee’s spouse, son, daughter, parent, or qualified next of kin. A covered servicemember is 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 a serious injury or illness; or a veteran who is undergoing medical treatment, recuperation, or therapy, for a serious injury or illness and who was a member of the Armed Forces (including a member of the National Guard or Reserves) at any time during the period of 5 years preceding the date on which the veteran undergoes that medical treatment, recuperation, or therapy. Employees who take Covered Servicemember leave for fewer than 26 weeks may also take FMLA leave for other qualifying reasons in the same 12-month period, but they are not entitled to take more than a combined total of 26 weeks of FMLA leave (for any reason) during the 12-month period in which Covered Servicemember leave is taken.

For purposes of FMLA, a “child” means the employee’s biological, adopted, foster, or stepchild, a legal ward, or a child to whom the employee stood in loco parentis, provided that such child is either under 18 years of age or 18 or older and incapable of self-care because of a mental or physical disability. For purposes of FMLA, a parent means a biological, adopted, step, or foster parent or someone who stood in loco parentis to the employee when the employee was a child. A parent for FMLA purposes does not include a parent in-law.

For purposes of military caregiver leave, “next of kin” means the nearest blood relative other than the covered service member’s spouse, parent, son or daughter in the following order of priority: blood relatives who have been granted legal custody of the covered service member by court decree or statutory provisions, brothers and sisters, grandparents, aunts and uncles, and first cousins unless the covered servicemember has specifically designated in writing another blood relative as the covered servicemember’s nearest blood relative for purposes of military caregiver leave under the FMLA.

If an eligible employee and that employee’s spouse are both employed by the University, the married employees are entitled to a combined total of 12 weeks FMLA leave (not 12 weeks each) for the birth/adoption/foster care placement of a child, or to care for 
a parent with a serious health condition. In addition, spouses who are both employed by the University and who take FMLA leave to care for a Covered Servicemember, as described above, are limited to a combined total of 26 weeks leave (not 26 weeks each) in a single 12-month period for all types of FMLA leave.

Unless the eligible employee requests special arrangements and is granted permission, FMLA leave for the birth or adoption of a child or for foster care placement must be taken all at one time.

For purposes of FMLA leave, a “serious health condition” means an illness, injury, impairment, or physical or mental condition that involves either:

• Inpatient care (i.e., an overnight stay) in a hospital, hospice, or residential medical-care facility, and any period of incapacity or subsequent treatment in connection with such inpatient care; or,
• Continuing treatment by a health care provider which includes any period of incapacity (i.e., inability to work, attend school or perform other regular daily activities) due to:
  • A health condition (including treatment for or recovery from) lasting more than three full consecutive days, and any subsequent treatment or period of incapacity relating to the same condition, which also includes:
    • Treatment two or more times by or under the supervision of a health care provider within 30 days of initial period of incapacity; or
    • One treatment by a health care provider with a continuing regimen of treatment; or
  • Pregnancy or prenatal care; or
  • A chronic health condition which requires periodic visits at least twice a year for treatment by a health care provider, or by a nurse under the direct supervision of a health care provider, continues over an extended period of time, and causes episodic rather than a continuing period of incapacity (e.g., asthma, diabetes, epilepsy, etc.); or
  • A permanent or long-term condition for which treatment may not be effective (e.g., Alzheimer’s, a severe stroke, terminal cancer). Only supervision by a health care provider is required, rather than active treatment; or
  • Any absences to receive multiple treatments (including any period of recovery therefrom) for restorative surgery or for a condition which would likely result in a period of incapacity of more than three consecutive, full calendar days in the absence of medical intervention or treatment such as chemotherapy or radiation treatments for cancer, severe arthritis (physical therapy), or kidney disease (dialysis).

Conditions of Leave 
The employee must follow the usual and customary requirements for reporting absences and for requesting a longer-term leave of absence, including completing a leave of absence request form and giving at least 30 days’ written notice, when possible. When 30 days’ notice is not possible, notice must be given as soon as practicable. The completed leave request form must indicate why a leave of absence is needed and the anticipated duration of the leave of absence (including starting date and expected return date).

If an employee requests a leave for the serious health condition of the employee or the employee’s spouse, child or parent, the employee must submit a certification of health care provider on a specified form provided by the University (generally within 15 calendar days of the University’s request). The University may require a second and third opinion in certain cases. The employee may also be required to provide reasonable documentation or a statement of family relationship to support a request for family leave.

If an employee requests military exigency or caregiver leave, the employee must complete the applicable FMLA certification forms provided by the University.

The employee may be required to make periodic reports regarding their status and intent to return to work. The University may also require the employee to submit subsequent re-certifications, as permitted by law. If requested, the employee usually must provide the re-certification within 15 calendar days after the request.

During an FMLA leave, the employee must pay their share of premiums to maintain any health benefits under the University’s group health plan. The employee must contact human resources to make arrangements to pay the premiums. Failure to pay the premiums as required may result in termination of the employee’s health benefits, as well as those of any dependents.

In the case of planned medical treatment, the employee must consult with Human Resources to provide reasonable prior notice and make reasonable efforts to schedule the leave so as not to unduly disrupt the University’s operations.

In the case of intermittent or reduced schedule leave, the appropriate health care provider must advise the University in the FMLA certification form as to why such leave is medically necessary and of the known or anticipated schedule for intermittent or reduced schedule leave. In this instance, again, the employee must attempt to work out a schedule that meets the University’s needs, is not unduly disruptive to the University’s operations and is consistent with the advice of the employee’s health care provider.

Employees who qualify for FMLA leave must provide the University with reasonable notice of any changed circumstances that may affect the leave within two (2) business days of the changed circumstances.

When the employee knows that they may be eligible for FMLA leave, the employee should contact Human Resources 
to obtain the appropriate forms for completion. This policy is intended to comply with the Family and Medical Leave Act (FMLA) and the terms and provisions of this policy are used as defined by the FMLA and applicable law.

Unpaid Leave; Availability of any Pay Benefits 
FMLA leave is unpaid. Employees must use any paid time off benefits (including but not limited to vacation, sick, and/or disability benefits) concurrently with FMLA leave. Notwithstanding the foregoing, paid time off benefits do not have to be used during a period of FMLA leave that is also a workers’ compensation leave for which workers’ compensation benefits are being paid.

The University has the discretion to designate an employee’s time off as FMLA leave upon learning of an employee’s absences.

Returning from FMLA Leave  
Prior to returning from an FMLA leave for the employee’s own serious health condition, the employee may be required to submit a health care provider’s release to return to work. Failure to provide the release may delay the employee’s return to work. 

Employees returning from an FMLA leave are eligible for reinstatement to the same or an equivalent position, except that reinstatement may not be granted in certain circumstances, including to “key” employees, or in the case of job elimination or other situations where employment would have ended regardless of the FMLA leave. “Key employee” is defined as a salaried FMLA-eligible employee who is among the highest paid ten percent of all employees employed by the University within 75 miles of the employee’s work site.

FMLA Tracking 
The law requires that the University track all FMLA time used by employees. Employees (including faculty) are required to report on their timesheets all absences that are FMLA related. In cases where FMLA leave is taken on an intermittent basis, all FMLA hours must be tracked and reported. If at any point an intermittent leave becomes a regular leave of absence, the employee must submit an updated FMLA Certification Form to Human Resources.