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 version of this Handbook is available on the University website. Printed copies may be accessed through the Human Resources Office.

The Human Resources Office designed this Handbook to serve as a helpful and frequently used resource. While no handbook can address every possible situation, employees are encouraged to contact Human Resources or their supervisor with any questions or concerns.

We look forward to working with you and are grateful to have you as a member of the St. Catherine University community.

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.

To accomplish the University’s mission, vision, values, and strategic goals, it is essential that St. Catherine University continues to attract and retain exceptional talent. The Human Resources Office is committed to fostering a positive, supportive work environment where employees have access to learning, development, and opportunities for professional growth.

The Human Resources Office, under the leadership of the Vice President of Human Resources, serves as a key resource for employees and a strategic partner to leaders and supervisors in managing, supporting, and engaging employees across the University.

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 by the Human Resources Office. Active employees have the right to review their personnel file once every six (6) months while employed by the University. Terminated employees have the right to review their personnel file once annually for as long as the University maintains the record.

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

Employees may review their personnel file during normal business hours, either at their job site or at a nearby University location. Employees are not permitted to remove any documents from the personnel file. The University may require that the review take place in the presence of a University representative. After reviewing the file, an employee may submit a written request for a copy, which will be provided at no charge.

If an employee disputes specific information contained in the personnel file, the University may agree to remove or revise the disputed material. If no agreement is reached, the employee has the right to submit a written statement of no more than five (5) pages explaining their position. This statement will be included in the personnel file, along with the disputed information, for as long as the record is maintained.

The University will not retaliate against any employee for exercising their rights under the Minnesota Personnel Record Review and Access Act or any other applicable federal, state, or local law.

If the University fails to meet its obligations under applicable law, an employee may pursue a civil action to compel compliance and may seek actual damages, costs, and other remedies as permitted by law, including back pay, reinstatement, or other equitable relief in cases involving retaliation.

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.

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.

Latisha Dawson, Vice President of Human Resources, 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 regard to this policy or equal employment matters may contact Ms. Dawson at:
📞 612-214-3012
✉️ ledawson536@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:

Latisha Dawson
Title IX Coordinator and Vice President of Human Resources
St. Catherine University
📞 612-214-3012
✉️ ledawson536@stkate.edu

Non-Discrimination and Anti-Harassment

St. Catherine University is committed to cultivating an intentionally diverse, inclusive, and respectful community in which the dignity, worth, and unique contributions of each individual are recognized and valued.

The University prohibits discrimination and harassment in employment policies and practices, educational programs and activities, and all other areas of University life on the basis of any protected characteristic, including but not limited to:

• Sex or gender (including pregnancy, pregnancy-related medical conditions, and childbirth)
• Gender identity or expression
• Race or 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
• Any other status protected by applicable law

Reasonable Accommodations

Discrimination may include the failure to provide a reasonable accommodation for a qualified individual with a disability or the failure to accommodate an individual’s sincerely held religious beliefs, as required by law.

Information on requesting an accommodation is available in the ADA/ADAAA and Pregnancy Accommodation Policy, which can be accessed on the St. Kate’s Faculty & Staff webpage under University Policies.

Harassment and Retaliation Prohibited

Harassment based on a protected characteristic is a form of discrimination and is prohibited. The University also prohibits discrimination or harassment based on an individual’s participation in a protected activity, such as reporting or opposing discrimination or harassment.

Retaliation against any individual who makes a good-faith report, participates in an investigation, or supports another person’s report is strictly prohibited.

All members of the University community share responsibility for maintaining an environment free from discrimination and harassment and are encouraged to promptly report concerns.

Reporting Concerns

Questions or concerns related to this policy may be directed to:

• The Vice President of Human Resources
• The SVP of Equity and Belonging 

Additional Information

The University’s Harassment, Discrimination, General Harassment, and Bullying Policy is available on the Faculty & Staff webpage under 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 Office.

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, the Vice President of Human Resources, or the Human Resources Office. In cases where there exists an 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

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 Human Resources Office.

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 Vice President of Human Resources or the Human Resources Office.

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 & 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 the United States Food and Drug Administration (FDA).

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.” 

St. Catherine University is committed to handling work-related concerns, conflicts, and complaints in a way that is fair, respectful, and consistent with our mission, values, and commitment to collaboration and problem-solving.

When concerns arise, the University aims to resolve them as close to the source as possible through respectful conversation and clear processes. These procedures are designed to ensure that:

• Employees have a chance to be heard
• Concerns are reviewed thoughtfully
• Everyone involved is treated with fairness and due process

This handbook outlines several policies that explain how different types of concerns, conflicts, and complaints are handled. Some policies apply specifically to employees, while others related to faculty or students may be found in the Faculty Handbook or Student Handbook.

To meet local, state, and federal legal requirements, the University has specific procedures for certain types of complaints. For other concerns or questions about which process applies, employees may contact the Human Resources Office for guidance and support.

• 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  Human Resources, 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. 

St. Catherine University relies on employees to arrive at work on time and as scheduled. Being dependable, punctual, and committed to doing your job well is an expectation for all employees. Regular attendance is crucial for supporting students, colleagues, and the University's mission.

Repeated or excessive absences, late arrivals, or early departures, whether for full or partial days, may result in disciplinary action, up to and including termination.

If You Will Be Late or Absent

If you are unable to report to work on time for any reason, you must:

• Personally notify your supervisor as far in advance as possible
• Explain the reason for your absence or tardiness
• Share when you expect to return to work
• Call in each day you are absent or late, unless your supervisor has approved a different arrangement

If you need to leave work early, you must:

• Notify your supervisor in advance
• Explain the reason
• Receive approval before leaving
• If you expect to be absent the next day, you should share that information at the same time

Failure to properly report an absence may be treated as a voluntary resignation.

Medical Verification and Other Documentation

If your absence is due to illness or injury, the University may require:

• A doctor’s note verifying the need for the absence
• A return-to-work release before you resume duties

This may be required regardless of the length of the absence. The University may also, when allowed by law, require a medical exam by a University-selected provider.

Absences for reasons other than illness or injury may also require appropriate documentation.

Leaves of Absence

If your absence or tardiness is related to an approved leave of absence, please refer to the University’s leave of absence policies for additional guidance.

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 and responsibilities may evolve over time in response to changing departmental needs, organizational priorities, technology, or regulatory requirements. When a position changes in a meaningful and sustained way, it may be appropriate to review the position to determine whether its job classification remains accurate.

Reclassification applies to positions, not individuals. A reclassification review evaluates whether the nature, scope, and level of work assigned to a position aligns with its current job classification.

A position may be reclassified to a higher, lower, or the same grade, depending on the outcome of the review.

When a Reclassification Review May Be Appropriate

A reclassification review may be considered when, for example:

• A new position is created and does not clearly align with an existing job classification
• A vacant position is redefined to better meet departmental or organizational needs
• A position has evolved over time due to sustained changes in duties, responsibilities, accountability, or impact
• A departmental or organizational reorganization results in significant changes to one or more positions

Supervisors are encouraged to review position responsibilities periodically, including during the annual performance review process, to ensure job descriptions remain accurate.

Reclassification Review Process (Summary)

A reclassification review may be initiated by Human Resources, a supervisor, or an employee, in consultation with the supervisor. Human Resources will assess the position based on the overall scope, level, and nature of the work and its alignment with appropriate job classifications.

Reclassification requests are generally reviewed in alignment with the University’s annual budget planning cycle to ensure appropriate fiscal planning. Timing exceptions may apply in limited circumstances, such as when a vacant position is reviewed and no increase in grade or salary is involved.

Additional Information

The University’s complete Position Reclassification Policy is available on the Faculty & Staff webpage under 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 an important role in fulfilling the University’s mission, and the University’s benefits program is one part of the total compensation provided in return. St. Catherine University offers a competitive and comprehensive benefits program designed to support employees’ diverse lifestyles and family needs, while remaining sustainable for both employees and the University.

The University regularly reviews its benefits offerings and may make changes as appropriate.

The benefits information included in this handbook is a general overview only and does not constitute a summary plan description. In the event of any discrepancy between this handbook and the official plan documents, the plan documents prevail. Current and detailed benefits information is available on the St. Catherine University Human Resources website.

Benefits for employees represented by a bargaining unit are provided in accordance with the applicable collective bargaining agreement.

The following sections provide a brief summary of the types of benefits currently available. Nothing in this handbook is intended to create an express or implied contract or guarantee of benefits. Benefit plans and eligibility may be modified or discontinued in accordance with applicable law.

Employees with questions about benefits should contact the Human Resources department.

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 an optional benefit that helps cover out-of-pocket medical costs resulting from a non-work-related accidental injury. If an employee experiences a covered injury and receives treatment, the plan pays a benefit directly to the employee.

Employees may choose coverage for themselves and may also elect coverage for their spouse and eligible 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. Catherine University provides access to Paid Family and Medical Leave (PFML) in accordance with applicable state law. PFML offers partial wage replacement when an employee needs time away from work for certain medical or family-related reasons.

PFML may be used for:

• A serious health condition of the employee
• Bonding with a new child (birth, adoption, or foster placement)
• Caring for a seriously ill family member

• Certain military-related family needs

   

Eligible employees may receive a percentage of their regular pay while on approved PFML, based on state guidelines. Benefits are administered through the state PFML program, not directly through the University.

PFML runs alongside applicable University leave policies, including medical leave, family leave, and job protection provisions where required by law.

Employees who believe they may need PFML should contact the Human Resources Office as soon as possible for:

• Eligibility guidance
• Application instructions
• Coordination with other University leave policies

Additional details about PFML, including benefit amounts and timelines, are available through the state PFML program website and the Human Resources Office.

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.

University Retirement Plan (Staff and Faculty)

Eligible employees may contribute a portion of their salary to the University’s retirement plan through pre-tax salary deferral. The University provides a matching contribution based on the employee’s elected contribution rate, as outlined below:

Eligibility to participate generally requires that an employee:

• Is at least 21 years of age
• Has completed one year of employment
• Has an FTE of 0.48 or greater

Benefits for employees represented by a bargaining unit are provided in accordance with the applicable collective bargaining agreement.

The University’s retirement plan is currently administered through Teachers Insurance and Annuity Association (TIAA). Eligible employees hired after January 1, 2010 are automatically enrolled and must opt out if they choose not to participate.

Supplemental Retirement Annuities (Voluntary)

Employees may also choose to contribute additional funds to Supplemental Retirement Annuity (SRA) accounts. These contributions are voluntary, are not matched by the University, and have no minimum eligibility requirements.

TIAA currently offers both traditional pre-tax and Roth (after-tax) options. Withdrawals prior to retirement are permitted only under certain circumstances, such as financial hardship, and may be subject to taxes and penalties.

Additional information about supplemental retirement options is available through Human Resources.

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 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. 

Vacation Time (Staff)

How Vacation Is Earned

• Vacation is earned bi-weekly:
  • Exempt employees based on FTE
  • Non-exempt employees based on typical weekly hours
• Employees working .50–.99 FTE earn vacation on a prorated basis
• Temporary, on-call, and employees working less than .50 FTE do not earn vacation
• Vacation may be used as it is earned

After the first year of service, vacation increases by one additional day per year, up to:

• 25 days (200 hours) for staff
• 30 days (240 hours) for Vice Presidents, Deans, and heads of major departments

If an employee moves from non-exempt to exempt status, vacation accrual is recalculated based on the original benefit-eligible hire date.

Annual Maximum (No Carryover or Extra Accrual)

• The annual maximum is also the total maximum an employee may hold at any time
• Once an employee reaches the maximum, vacation stops accruing
• No carryover, buffer, or additional accrual beyond the cap is allowed
• Employees are expected to use vacation during the year to remain below the maximum

Reporting & Approval

• Non-exempt employees report vacation on their time record
• Exempt employees report vacation bi-weekly in Dashboard
• Holidays during vacation are not counted as vacation
• All vacation must be approved in advance by the supervisor
• Vacation may not be used on the final day of employment

Vacation Payout at Separation

• Employees are paid for unused, earned vacation at separation, if required notice is met
• Employees are not paid for time beyond the maximum
• Vacation cannot be borrowed from future time
• Except at separation, vacation cannot be paid out instead of taken

Vacation for 12-Month Faculty

• 15 paid vacation days per academic year (June–May)
• Vacation:
  • Does not carry over
  • Is not paid out at termination
  • Is included in annual salary
  • Requires advance approval
  • Is normally taken during academic breaks

Faculty with administrative staff responsibilities accrue vacation based on total years of University service.

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. 

University property and systems are provided to support the University’s academic, operational, and business purposes. Employees should understand that there is no reasonable expectation of privacy when using or accessing University property or systems.

The University reserves the right, consistent with applicable law, to inspect, monitor, or access University property at any time, with or without prior notice, when there is a legitimate business, operational, or safety reason to do so. This may include, but is not limited to:

• Workspaces, desks, offices, and files
• University-owned computers, devices, and equipment
• Electronic communications and data stored on or transmitted through University systems (including email, voicemail, and network activity)
• University vehicles

This applies whether an employee is working on campus, off campus, or remotely, and whether University business is conducted on University-owned or University-provided systems.

Employees who choose to store personal items or information on University property or systems do so at their own risk and with the understanding that such items may be accessed during an inspection and are not private.

Refusal to cooperate with a lawful inspection, or possession of prohibited items on University property, may result in corrective action, up to and including termination of employment.

All employees represent St. Catherine University and serve as ambassadors of the institution. Employees are expected to present a professional and respectful appearance appropriate to their role, daily responsibilities, and interactions with students, alumni, guests, and external partners.

Employees are expected to exercise good judgment when selecting professional attire and maintaining a neat and professional appearance. Some departments, particularly those that regularly engage with visitors, students, or external stakeholders, may have more specific appearance expectations based on operational or professional needs. Supervisors may provide guidance when needed to ensure alignment with departmental or institutional expectations.

Employees attending meetings or events with external organizations or partners should dress in a manner that reflects the University’s professional standards. If an employee’s attire is not suitable for the work setting, a supervisor may address the concern and, in some cases, request that the employee change their clothing.

Examples of Appropriate Attire

Examples of attire that may be appropriate, depending on role and work setting, include:

• Long pants or professional-length skirts and dresses
• Professional shirts, blouses, sweaters, or similar tops
• Capri pants or professional-length dress shorts
• Jeans that are in good repair and free from holes or excessive distressing
• Sandals appropriate for a professional setting
• Required or designated work uniforms
• St. Kate’s logo apparel when appropriate

Examples of Attire Generally Not Appropriate

The following items are generally not considered appropriate for a professional work environment:

• Flip-flops
• Sweatpants or athletic wear (including yoga apparel)
• T-shirts not related to St. Kate’s branding or approved events

Professional Standards and Hygiene

The University’s collective appearance should reflect its commitment to academic excellence, integrity, and respect. Employees are expected to maintain good personal hygiene. Because some individuals may be sensitive to fragrances, employees are encouraged to use perfumes or colognes sparingly, if at all.

Questions about personal appearance expectations should be directed 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 to be an employee’s primary professional commitment. At the same time, the University recognises that employees may engage in outside employment when it does not interfere with University responsibilities, create a conflict of interest, or negatively impact the University’s mission, operations, or community.

For purposes of this policy, outside employment includes any work performed for an individual or organization other than the University, whether paid or unpaid. This includes, but is not limited to, self-employment, consulting or contracting work, clinical or professional practice, or teaching at another educational institution.

When Approval Is Not Required

Employees are not required to notify the University or seek approval for outside employment when all of the following conditions are met:

• The work occurs outside regular University work hours
• The work is performed off University premises
• The work does not compete with University programs or services
• The work does not rely on the same job duties, skills, authority, or qualifications used in the employee’s University role
• The work does not present a real or perceived conflict of interest

When Approval Is Required

Employees must request and receive approval before engaging in outside employment if the activity:

• Occurs during University business hours
• Takes place on University premises
• Competes with University programs, coursework, or services
• Uses the same professional skills, qualifications, or authority as the employee’s University role
• Creates a real or perceived conflict of interest

Approval Authority

Approval for outside employment is based on the employee’s primary appointment with the University:

• Faculty must obtain annual approval from their Dean.
• Staff members must obtain annual approval from their Senior Leadership Team (SLT) member.

Outside teaching or instructional work performed by a staff employee at another institution is considered outside employment and does not change the employee’s classification or approval process.

Requests are reviewed on a case-by-case basis, considering the nature of the work, time commitment, potential conflicts, and University needs. The University retains discretion to approve or deny requests.

Expectations for All Outside Employment

Employees who engage in outside employment must ensure that such activity:

• Does not interfere with job performance, availability, or responsiveness
• Does not limit accessibility to students or colleagues
• Does not create additional work for University colleagues
• Does not impair the employee’s ability to act in the University’s best interest

Employees may identify their University affiliation when appropriate but may not:

• Speak or act on behalf of the University
• Imply University endorsement of outside work
• Use the University’s name, marks, logos, stationery, facilities, personnel, or resources for outside employment without written authorization

Outside Employment During Leave

Employees may not engage in outside employment during a paid or unpaid leave of absence—including medical leave, PFML, parental leave, sabbaticals, or FMLA—unless prior approval is granted:

• Faculty: by the Dean
• Staff: by the applicable SLT member

Failure to Comply

If outside employment is determined to interfere with job performance or adversely affect the University, the employee may be required to discontinue the outside employment as a condition of continued employment.

Engaging in outside employment that requires approval without obtaining approval may result in corrective action, up to and including termination.

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.

St. Catherine University seeks to foster a community grounded in mutual respect, trust, and care. To protect the integrity of the academic, residential, and work environment, the University places limits on consensual romantic or sexual relationships where power imbalances or conflicts of interest exist.

Prohibited Relationships

Consensual romantic or sexual relationships are not permitted when one individual has, or may reasonably be expected to have, supervisory, evaluative, advisory, instructional, or other authority or influence over the other.

This includes relationships between:

• Faculty or staff and any student (undergraduate, graduate, or otherwise)
• Supervisors and subordinates, including:
  • Student supervisors and student employees
  • Supervisors and faculty or staff within their department or unit

Even when a relationship appears voluntary, power differentials can limit true freedom of choice and may give rise to real or perceived favoritism, coercion, or abuse of trust. Such relationships can undermine fairness, professional judgment, and the learning or work environment.

Relationships Outside Direct Authority

Romantic or sexual relationships between employees that do not involve a direct reporting or authority relationship may still raise concerns if they create perceptions of favoritism, conflict of interest, or disruption to the work or academic environment. Individuals involved in such relationships are expected to act responsibly and to avoid situations that could compromise professional obligations or institutional trust.

Permitted Circumstances

This policy does not prohibit:

• Consensual relationships between students, including student employees, provided neither student has supervisory or evaluative authority over the other.
• An employee’s existing spouse or domestic partner from later enrolling as a student, as long as the employee has no professional responsibility for the student, including teaching, advising, supervising, managing, or evaluating the student.

Reporting and Enforcement

Violations of this policy may result in disciplinary action, up to and including termination of employment or expulsion, depending on the circumstances.

Concerns or potential violations may be reported to:

• The Vice President of Human Resources, or
• The Title IX Coordinator

Retaliation Prohibited

The University strictly prohibits retaliation against any individual who, in good faith:

• Reports a concern under this policy
• Supports another person’s report
• Participates in an investigation or resolution process
• Opposes conduct reasonably believed to violate this policy

Retaliation, or encouraging others to retaliate, is itself a violation of University policy.

Additional Information

The University’s full Consensual Relationships Policy is available on the Faculty & Staff webpage under University Policies.

To support a respectful, productive work and learning environment, the University limits solicitation, distribution of materials, and fundraising activities on University property.

Employee Solicitation and Distribution

Employees may not solicit other employees during work time, except in connection with a University-approved or University-sponsored event. This restriction does not apply during rest or meal periods.

Employees may not distribute literature of any kind during work time or in work areas at any time, except as part of a University-sponsored event.

The posting of materials or distribution of electronic announcements is permitted only with approval from Human Resources.

Non-University Solicitation

Individuals who are not members of the University community may not solicit or distribute literature on University premises at any time, unless the activity is sponsored by an official University organization.

Political Activity

The University does not endorse political candidates. Posters, materials, or literature supporting individual candidates for public office may not be displayed on University property, unless they are part of an official University-sponsored event, such as an educational forum or issues-based program.

Fundraising Activities

All fundraising efforts conducted on behalf of the University, including solicitation of alumnae, donors, corporations, foundations, or other organizations, must be coordinated through the Development Office to ensure effective and appropriate stewardship of resources.

The University recognizes that student organizations and University departments may periodically engage in fundraising for initiatives not supported by the annual operating budget. Such fundraising activities must:

• Be consistent with the University’s mission and/or the purpose of the sponsoring organization
• Comply with all applicable federal, state, and local laws and regulations
• Not violate tax, corporate, or legal restrictions applicable to the University

Fundraising coordinators are responsible for ensuring compliance with all applicable requirements.

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.”

The University provides sick and safe leave in accordance with applicable federal, state, and local laws. Minnesota Paid Family and Medical Leave (PFML) is the primary source of wage replacement for qualifying family and medical leave events. Accrued sick leave may be used to supplement PFML benefits or during periods when PFML does not apply, as permitted by law and University policy.

Use of Accrued Sick Leave

Eligible employees may use accrued sick leave when unable to work due to:

• The employee’s own illness, injury, or medical condition
• Medical appointments or treatment
• The illness, injury, or medical condition of a covered family member

Accrued sick leave may also be used when:

• The employee’s workplace is closed by order of a public official due to a public health emergency
• The employee must care for a covered family member whose school or place of care is closed by order of a public official due to a public health emergency (up to 80 hours)
• The employee must care for a covered family member whose school or place of care is unexpectedly closed due to inclement weather, loss of power, water, heat, or similar circumstances (up to 80 hours)

Safe Leave

Accrued sick leave may also be used as safe leave for reasons related to:

• Sexual assault
• Domestic abuse
• Stalking

Safe leave may also be used to address the effects of racial, colonial, or other identity-based trauma experienced by the employee or a covered family member, as permitted by law.

Coordination With Other Leave Programs

Employees who are absent:

• For inpatient care (hospital, hospice, or residential facility), or
• For more than three (3) consecutive workdays for the same medical reason

should contact Human Resources to determine whether the absence qualifies for PFML, FMLA, or another protected medical leave. When applicable, accrued sick leave may be required to run concurrently with protected leave, consistent with law.

Verification and Fitness for Duty

The University may require reasonable documentation to verify the need for sick or safe leave, consistent with applicable law. Medical certification is typically required after three (3) consecutive days of sick leave for medical reasons but may be required sooner when permitted. The University may also require a fitness-for-duty evaluation where legally allowed.

Accrual – FTE Employees

Employees with an FTE of 0.50 to 1.0 accrue sick leave as follows:

• 1.0 FTE: One workday (8 hours) per calendar month
• 0.50–0.99 FTE: Accrued on a prorated basis

Eligible employees may accrue up to a maximum of 60 days (480 hours) of sick leave. Accrual stops once the maximum is reached and resumes only after the balance falls below the maximum.

Accrual – Non-FTE Employees

Adjuncts, temporary, on-call employees, and student workers who work at least 80 hours per year within the city limits of St. Paul or Minneapolis accrue sick leave at the rate of:

• 1 hour for every 30 hours worked, up to 48 hours per year

These employees may begin using accrued sick leave after 90 days of employment and may carry over unused leave up to a maximum of 80 hours.

Covered Family Member

For purposes of this policy, a covered family member includes:

• Spouse or registered domestic partner
• Child (biological, adopted, foster, step; minor or adult)
• Parent, parent-in-law, stepparent, or person who stood in loco parentis
• Sibling or grandparent
• Grandchild
• Member of the employee’s immediate household
• Any individual related by blood or affinity whose close association is equivalent to a family relationship

Employees must notify their supervisor of the need for leave using the same process as for their own sick leave.

Birth, Adoption, and Foster Care

Leave related to birth, adoption, or foster placement is administered primarily through Minnesota Paid Family and Medical Leave (PFML) and other applicable protected leave programs. Accrued sick leave may be used only for pregnancy-related medical conditions or as otherwise permitted by law and University policy.

Employees should contact Human Resources to understand eligibility, coordination of benefits, and leave procedures.

Misuse and Separation

Misuse of sick or safe leave may result in corrective action, up to and including termination. Accrued sick leave is available only during active employment and is not paid out upon separation from the University.

Plan Funding

Sick leave benefits described in this policy are paid from the University’s general assets.

If an employee is unable to work due to a qualifying medical condition beyond available accrued sick leave, Minnesota Paid Family and Medical Leave (PFML)—for employees working in Minnesota—is the primary source of wage replacement, subject to eligibility and program requirements.

Long-Term Disability (LTD)

Eligible employees may be covered under the University’s long-term disability (LTD) insurance plan. LTD benefits generally begin after a qualifying disability period, as defined by the official plan documents and administered by the insurance carrier.

LTD benefits are coordinated with other applicable benefits, including PFML and workers’ compensation, in accordance with plan terms. Eligibility, benefit amounts, and waiting periods are governed by the plan documents.

To qualify for LTD benefits, an employee’s disability must be verified by a licensed health care provider and approved by the insurance carrier.

Coordination With Protected Leave

When applicable, disability-related leave—including PFML and LTD—may run concurrently with Family and Medical Leave Act (FMLA) leave or other legally protected leave. Human Resources will coordinate leave designations and notify employees of applicable requirements.

Return to Work and Accommodations

Prior to returning to work following an extended medical or disability-related leave, an employee may be required to provide a health care provider’s release confirming fitness for duty and any work restrictions. Failure to provide required documentation may delay an employee’s return to work.

Employees are encouraged to maintain communication with their supervisor and Human Resources during extended leave. This communication helps support return-to-work planning and the identification of any reasonable accommodations, consistent with applicable law.

Employees seeking workplace accommodations should contact Human Resources.

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.

Employees may be eligible for pregnancy- and parenting-related leave under Minnesota law, including the Minnesota Pregnancy and Parental Leave Law (MPLA), for reasons related to pregnancy, childbirth, recovery from childbirth, adoption, or foster placement.

St. Catherine University does not provide a separate parental leave benefit. Employees working in Minnesota may be eligible for Minnesota Paid Family and Medical Leave (PFML) for wage replacement during qualifying leave, subject to program requirements. Federal Family and Medical Leave Act (FMLA) protections may also apply.

Employees should contact Human Resources for guidance on eligibility, leave coordination, and required documentation.

If an employee is not eligible for FMLA leave or has exhausted FMLA leave and requires medical leave for their own health condition, they may request an unpaid non-FMLA leave from the University by contacting Human Resources. When possible, leave requests should be made within thirty (30) days’ advance notice and, when that is not possible, leave should be requested as soon as practicable. The University may request medical provider documentation to determine an employee’s work abilities and potential need for leave 
or other accommodations. The University will grant unpaid non-FMLA medical leaves in accordance with applicable law, taking into account the employee’s needs, the employee’s essential job duties and responsibilities, and the University’s operational needs.

The University will abide by all the provisions of the Uniformed Services Employment and Re-Employment Rights Act (“USERRA”) and applicable state law and, under such laws, will grant military leave to all eligible employees. Leave is available to eligible employees for active duty, active duty for training, initial active duty for training, inactive duty training, fulltime National Guard duty, for examinations to determine fitness for any such duty, and for other leave permitted by federal and state law. 

An employee should notify their supervisor of the need for military leave as far in advance of the leave as possible. A copy of the employee’s military orders must be filed with the Human Resources, Equity, and Inclusion division prior to the requested leave period. 

An employee’s rights with respect to the substitution of accrued paid vacation time, the continuation of health plan coverage, the accrual of benefits during military leave, and reinstatement after military leave will be determined in accordance with applicable state and federal law. 

Regular, full-time employees who are on leave to perform such duties may receive the difference, if any, between the employee’s military pay and the employee’s regular University pay for up to two (2) weeks a year for an annual period of duty. Employees may choose to use any accumulated vacation time for all or part of the military leave.

The University will provide up to a maximum of one (1) day of unpaid leave each calendar year to any employee whose immediate family member, as a member of the United States Armed Forces, has been ordered into active service in support of war or other national emergency for the purpose of attending a send-off or homecoming ceremony for that family member, so long as the leave will not unduly disrupt the operations of the University. For purposes of this leave, “Immediate family member” means an employee’s parent, legal guardian, child, grandparent, grandchild, sibling, spouse, partner, or fiancée. 

The University will provide up to a maximum of ten (10) working days of unpaid leave to any employee whose immediate family member, as a member of the United States Armed Forces, has been injured or killed while engaged in active service. “Immediate family member” for this purpose means an employee’s parent, child, grandparent, sibling, or spouse. An employee must give the employee’s manager as much notice of the need for leave as practicable. Although the leave is unpaid, an employee may substitute any accrued paid leave for any part of the leave.

In the event that the employee needs to care for an injured family member, the employee should contact the Human Resources, Equity, and Inclusion division to determine any eligibility under the Family Medical Leave Act. 

In the event that the employee needs to care for an injured family member, the employee should contact the Human Resources, Equity, and Inclusion division to determine any eligibility under the Family Medical Leave Act. 

An employee who needs time away from work for reasons not otherwise covered in the Leaves of Absence section may request a personal leave of absence.

A personal leave of up to two (2) weeks (10 working days) may be approved by the employee’s supervisor or department head, subject to departmental operational needs, without additional approval.

Requests for a personal leave of more than two (2) weeks must be approved by the employee’s supervisor, department or division head, and Human Resources.

Approval of a personal leave of absence, including its duration, is at the discretion of the University and is based on operational needs and individual circumstances. Personal leaves are unpaid, unless otherwise required by law.

The University will provide unpaid leave to any employee who works an average of twenty (20) or more hours per week to render service as a member of the civil air patrol on the request and under the authority of the state or any of its political subdivisions, so long as the leave will not unduly disrupt the operations of the University. The University may require verification of the civil air patrol call. The University may deny such leave if the leave would unduly disrupt its operations.

The University supports employees who suffer the loss of a loved one and provides time off, in addition to other benefits, to grieve and attend to personal matters as provided in this policy.

Employees are eligible for a leave of absence of up to five (5) days with pay for the purpose of making funeral arrangements and/or attending the funeral of an immediate family member. An “immediate family member” for purposes of this policy is defined as: an employee’s spouse or significant other; parent; stepparent; child; stepchild; sibling; grandparent; grandchild; aunt/uncle; niece/nephew; mother-in-law; or father-in-law. In the event that the deceased is an extended family member or is not a blood relative, but is deemed in loco parentis, the employee is entitled to up to five (5) days of paid time off that applies to immediate family members. One additional day may be granted if travel of 250 miles or more is required. 

Employees are eligible for up to three (3) days to attend the funeral of an extended family member, including: brothers-in-law; sisters-in-law; grandparents-in-law; ex-spouses; or current members of the employee’s household not otherwise covered by this policy. One (1) additional day may be granted if travel of 250 miles or more is required. For purposes of this policy, “extended family member” also includes persons with a close association to the employee equivalent to a family relationship, which is determined in the University’s sole discretion on a case-by-case basis. 

A day of bereavement leave is based on the standard workday the employee would have worked on the day(s) taken for bereavement. For example, a part-time person who usually works four (4) hours on a day when the employee is granted bereavement leave would be paid for four (4) hours, and a person who usually works eight (8) hours on such a day would be paid for eight (8) hours.

Death of Current Employee/Close Family Member/Former Employee 
In the event of the death of a University employee, former employee, or family member of employee, the Human Resources, Equity, and Inclusion division should be notified so that the University may respond appropriately. The Human Resources, Equity, and Inclusion division will notify the University community when appropriate.

If an event involves the funeral/services of an individual who recently had been an active employee, the Senior Leadership Team member responsible for oversight of the department will ensure that appropriate condolences are made by the University and that the University is appropriately represented at the memorial service.

An employee who works at least 50% of an FTE schedule may use up to 16 hours of unpaid leave during any twelve (12) month period for the purpose of attending the school conferences or school-related activities of the employee’s child (including foster child), if such conferences or activities cannot be scheduled during non-working hours. If an employee’s child receives child care services or attends a pre-kindergarten regular  or special education program, the employee may also use this leave to attend a conference or activity related to the child, or to observe and monitor the services or program, if such conference, activity, or observation cannot be scheduled during non-working hours. This leave will be granted only if the activities cannot be scheduled during nonworking hours. Employees with children in school, preschool, or child care services are eligible for these leaves. 

The employee must provide reasonable prior notice and make a reasonable effort to schedule the leave so as not to disrupt the operations of the department or office. 

Accrued vacation leave may be substituted for the unpaid leave. Accrued sick leave may not be used. 

Childcare and School Closing 
An employee may request a leave to accommodate the need to care for a 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. The employee should provide timely notification of the need to take this time off. A maximum of 80 hours of accrued sick leave may be used during this type of leave. Additional time off for this type of leave will be reviewed as a vacation request or personal leave.

In the event an employee is called for jury duty, the University will permit the employee to take the necessary time off. The employee should notify the employee’s supervisor immediately. As required by applicable law, employees are given a leave of absence upon presentation of the jury summons to the University for purposes of responding to the summons, serving as a juror, or attending court for prospective jury service. Employees should immediately notify the employee’s supervisor upon receipt of a jury duty summons.

If an employee is called for jury duty, the employee will be paid the difference between the employee’s regular pay and jury pay (not to exceed forty (40) hours in any one week) for up to two (2) weeks, if the employee is a full-time, regular part-time or limited part-time employee. A separate entry for jury duty should be made in the time recording system. Upon completion of jury duty, the employee should bring the jury check to human resources and endorse it over to the University. The employee will then be issued a check for the employee’s regular salary for the period of jury duty.

Unpaid leave will be granted for jury duty beyond the initial two (2) weeks. Temporary and on-call employees will be given an unpaid leave of absence for all jury duty.

Employees should notify their supervisor immediately upon being excused from jury duty on any day. The supervisor will indicate when the employee should return to work. Non-exempt employees will be paid their regular rate for any hours actually worked while excused from jury duty on any day. Exempt employees will be paid in accordance with applicable law.

The University will allow a victim or witness who is subpoenaed or requested by the prosecutor to attend court for the purpose of giving testimony reasonable time off from work without pay to attend criminal proceedings related to the victim’s case.

The University will provide paid leave to any employee who works an average of twenty (20) or more hours per week and seeks to undergo a medical procedure to donate bone marrow. The combined length of leaves will not exceed 40 work hours, unless the University authorizes additional leave in writing. Verification by a physician of the purpose and length of leave may be required.

The University provides paid leave to any employee who is eligible to vote for the time necessary: (i) to appear at the designated polling place to cast their ballot early; or (ii), to appear at the employee’s polling place, cast a ballot, and return to work on the day of a regularly scheduled state primary or general election, an election to fill a vacancy in the office of the United States senator or United States representative, or an election to fill a vacancy in the office of state senator or state representative.

The University will provide paid leave to any employee who is selected to serve as an election judge pursuant to Minnesota Statute § 204B.21. If the employee serves as an election judge, the employee will be paid the difference between the employee’s regular pay and election judge pay (not to exceed eight (8) hours in any one week) if the employee is a full-time, regular part-time or limited part-time employee. Upon completion of serving as an election judge, the employee should bring the check to the Human Resources, Equity, and Inclusion division and endorse it over to the University. The employee will then be issued a check for the employee’s regular salary for the period served as an election judge.

In order to qualify for leave, an employee must provide the University with at least twenty (20) days advance written notice of the need for leave and certification from the appointing authority stating the hourly compensation to be paid to the employee for the employee’s service and the hours during which the employee will serve.

The University will permit employees to take a reasonable amount of paid time off to attend criminal proceedings if the employee is a victim or witness who is subpoenaed  or requested by the prosecutor to attend court or is a victim of a violent crime or the spouse or immediate family member of a victim of a violent crime. The University will also permit employees to take a reasonable amount of paid time off to obtain a restraining order or order for protection or to otherwise attempt to obtain relief from harassment or domestic abuse. The University requires forty-eight (48) hours’ advance notice of the need for leave, unless providing such notice is impracticable, and may require verification of the reason for the leave.

Vacation leave and sick leave do not accrue while an employee is on unpaid leave of absence. All employee and employer contributions to the University’s retirement plan will be suspended during the unpaid leave of absence. While on an unpaid leave of absence, employees do not receive any pay. This includes pay for holidays and President gift days.

The safety, security and wellbeing of University students, faculty, staff, visitors, and community members is of paramount importance to the University. University safety is given priority in all aspects of planning and in performing all activities. The University strives to ensure every community member is protected from injury and illness, and to minimize the potential loss of service to students. The University complies with all federal, state, and local regulatory safety requirements. All employees are expected to:

Follow safe work practices as defined by the employee’s department and the University;

• Comply with all laws, rules, and regulations regarding safety;
• Immediately report any unsafe conditions, equipment, or practices to a supervisor;
• Wear required personal protective equipment;
• Use required equipment guards and other safety devices at all times; and
• Comply with all fire protection and prevention practices at all times.

The University will provide each employee with a photo identification (ID) badge.  ID badges are used to access secured doors on campus. Requests for keys or ID badge access must be made through the Department of Public Safety by utilizing ServiceNow. An employee’s supervisor must approve any request for an ID badge or keys. 

Employees are responsible for keys and badges assigned to the employee. Employees may not lend or pass on a key or ID badge to anyone for any reason. Employees may not duplicate keys. If an employee loses an ID badge or key, the employee should immediately notify the Department of Public Safety. The Department of Public Safety may request that an employee present an ID badge to access offices, classrooms, or other secure areas. An employee should carry an ID badge at all times while on campus. 

All door keys and ID badges assigned to an employee must be returned to the Department of Public Safety in the event the employee separates from employment with the University. 

All on-the-job accidents or injuries to employees, no matter how small, should be reported immediately to the employee’s supervisor. Employees must complete all required reports of injury regardless of how minor the injury may appear. Department chairs, directors, managers, and supervisors should ensure that employee injuries are treated promptly and that Safety and Compliance is notified by completing the Employee First Report of Injury form. 

If Injured at Work 
If an employee needs emergency first aid, the Department of Public Safety strives to provide emergency first aid and resuscitation. If an employee needs emergency assistance, the employee should dial the Department of Public Safety at 651-690-8888 or send the Department of Public Safety a message on the LiveSafe app for assistance. If 911 is called for Emergency Medical Services (EMS), the employee should contact the Department of Public Safety to advise that EMS is on the way as the Department of Public Safety may be able to aid until EMS arrives.

Employee Right-to-Know  
The Federal Hazard Communication Standard and the Minnesota Employee Right to Know Act are intended to ensure that employees are aware of the dangers associated with hazardous chemical substances, physical agents, and infectious agents that the employee may be exposed to in the workplace. Training and information on harmful chemical, physical, and infectious agents are available in affected departments. Employees should contact the employee’s supervisor for Safety Data Sheets and further information.

Bloodborne Pathogens 
Any employee who may be exposed to body fluids or other potentially infectious materials (“OPIM”) in the course of employment duties will be trained and provided appropriate personal protective equipment in order to minimize the risk of transmission of communicable diseases. The University will make available the Hepatitis B vaccination series to all employees who have the potential for occupational exposure at no cost to the employee. 

Infectious Waste  
The University complies with federal state, and local regulatory requirements for the removal, transportation, and disposal of biohazardous materials. Sharps and infectious waste are to be disposed of in a safe manner in order to avoid potential risk to employees. For more information, please review the KnowledgeBase located in ServiceNow for FAQ’s regarding an individual department’s infectious waste. 

Hazardous Waste  
The University complies with federal, state, and local regulatory requirements for the removal, transportation, and disposal of hazardous materials. The University works in conjunction with local authorities and hazardous waste contractors for emergency response to chemical spills and other chemical emergencies. Please review the KnowledgeBase located in ServiceNow for FAQ’s regarding a particular department’s hazardous waste.

Electronic Waste 
The University requires proper storage and disposal of electronic waste. Please review the Knowledge Base located in ServiceNow for FAQ’s regarding a department’s electronic waste. 

In all cases, when any community member becomes aware of an emergency involving hazardous chemicals, radioactive, or biohazardous material:

• If the emergency is health-threatening, call the Department of Public Safety at(651)    690-8888. If a telephone is not available and the building needs to be evacuated, activate the nearest fire alarm in the building.
• If the emergency is not health-threatening, contact Facilities Management (and indicate Safety and Compliance in the request) for consulting and clean-up assistance by utilizing ServiceNow.

If an employee drives University owned or leased vehicles, or personal vehicles on University business, the employee is expected to exercise safe and defensive driving skills at all times and obey all applicable motor vehicle laws and regulations.

Each driver must:

• Possess and provide proof of a valid driver’s license (and other applicable licensing requirements) for the state of the employee’s residency and the type of motor vehicle driven;
• Have an acceptable driving record as determined by the University, in its sole discretion. The University reserves the right to investigate the driving records of any employee who will be operating motor vehicles for University business purposes;
• Be physically fit to drive, and be in compliance with any applicable medical testing requirements;
• Use, and require all occupants to use, seat belts (including shoulder harnesses), air bags and other safety equipment provided with the vehicle;
• Comply with all applicable University drug and alcohol policies, and never drive while under the influence of drugs or alcohol. Any driver convicted of driving while under the influence may be subject to disciplinary action, up to and including termination of employment;
• Transport only authorized passengers while on University business;
• Refrain from smoking while riding in or driving a University vehicle;
• Observe and obey all parking ordinances, speed limits, traffic signals and other laws governing the operation of motor vehicles, including refraining from texting while driving;
• Refrain from cell phone use while operating a University-owned motor vehicle or a personal vehicle being operated on University
  business;
• Maintain University-owned or leased vehicles in clean and safe working order and in compliance with applicable laws and 
  regulations;
• Inspect University-owned or leased vehicles for apparent defects in accordance with University requirements;
• Meet insurability standards set by the University’s insurance carrier. Drivers who use personal vehicles for University business must maintain adequate insurance coverage as required by the University and must carry proof of insurance. The University does not insure employees against claims for damages resulting from the use of their personal vehicles in the course of employment. Any claims for damages resulting from the operation of the employee’s personal vehicle in the course of employment should be submitted to the employee’s automobile insurance carrier. In addition, employees are responsible for any fines assessed for moving violations, parking violations or other acts prohibited by law, including all related costs (e.g., towing); and
• Ensure that unattended vehicles are properly secured and locked.

In the event of a fire, an employee should call 911 from a University phone or personal device and activate the nearest fire alarm. Employees should exit the building in the safest manner possible based on the circumstances of the situation/incident. Employees should gather at the nearest assembly area for the employee’s building and wait for the Department of Public Safety or the fire department to arrive. Community members should advise the Department of Public Safety or the fire department if someone is believed to be still inside the building.

If an employee observes a threatening or violent situation, or suspects that someone has entered a building with a weapon or the intent to inflict harm, the employee should contact the Department of Public Safety immediately. The Department of Public Safety staff will call 911, as necessary, and respond immediately. Employees should follow the recommendations of the Department of Public Safety and/or law enforcement. 

In the event an employee receives a bomb threat, the employee should write down the exact message, and ask for the bomb’s location and time of detonation if threat is made by telephone. The employee should immediately contact the Department of Public Safety and/or 911.

When severe weather strikes or a severe weather siren is heard outside, the general rule is to get indoors into the interior most of the building, to the lowest level, away from windows. Employees and other community members should shelter in place until the storm passes. In most areas of the country, the National Weather service will activate an outdoor siren. In the City of St. Paul, the city will sound warning sirens when the National Weather Service has issued a tornado warning or a severe thunderstorm warning. The cessation of the siren is NOT the all-clear signal. 

Outdoor weather sirens are tested the 1st Wednesday of every month at 1:00 p.m.

For other emergency procedures, including emergency procedures relating to utility outages, concerning behavior, sheltering in place, etc., employees should refer to the emergency procedure section of the LiveSafe application.

The safety, security and wellbeing of students, faculty, staff and visitors is a top University priority. When assessing whether to close the University due to adverse weather conditions, the University will consider the circumstances of both residential and non-residential community members in its decision-making process. If the University determines that adverse weather conditions compromise the safety, security and/or wellbeing of the campus community, the University will cancel classes and events held by the University in the greater Twin Cities metropolitan area. During such closures, on-campus activities will be reduced or suspended. It is the intent of this policy to discourage unnecessary travel to campus by faculty, staff, students, and community members during adverse weather conditions. It is the responsibility of each Vice President and/or Dean to work with their department and program managers to ensure that essential services necessary to the University’s residential population and University operations are defined and supported.

During times of inclement weather, it is the responsibility of the Director of Public Safety to provide ongoing weather condition reports to the Provost and CFO for consideration. The Registrar will be consulted regarding affected classes. The University decision 
to close the campus will be made as soon as practicable, but no later than 6:00 a.m. on the day of the closure. For additional information, please review the University’s Physical Campus Closure policy here or on the St. Kate’s Faculty & Staff page underneath “University Policies.”  

All students, faculty, and staff members who become aware of an alleged violation of University policy, non-academic student code of conduct, or criminal law should report the allegation to: the Department of Public Safety; a Department/Division Chair; the Human Resources, Equity, and Inclusion division; the Registrar; a Dean; the Senior Leadership Team; or the President. The above-referenced positions maintain significant responsibility for student and campus safety and security, and will report any potential criminal activity of which they become aware to the Department of Public Safety.

The University strives to prevent crimes from occurring. A primary vehicle for accomplishing this goal is the University’s comprehensive crime prevention program, which is based on the dual concepts of: (1) eliminating and minimizing criminal opportunities; and (2) encouraging students and employees to be responsible for their own security and the security of others. The information report required by the Student Right-to-Know and Campus Security Act (and its amendments) is available upon request from the Department of Public Safety or on the University website. The report contains crime definitions, certain campus crime statistics, reporting procedures (including specific reporting requirements of the Jeanne Clery Act), prevention programs and drug and alcohol policies.

All faculty, staff and student employees must report any criminal activity occurring on campus to the Department of Public Safety. In addition, all University employees must report any sexual violence that occurs on campus to the Department of Public Safety in accordance with the Student Right-to-Know and Security Act and its amendments.

If circumstances warrant, special printed crime alerts will be prepared and distributed either selectively or throughout campus. In addition, campus alerts may be made through voicemail and/or email. 

Emergency Warnings 
The Department of Public Safety will immediately notify the campus community upon the confirmation of a significant emergency or dangerous situation involving an immediate threat to the health or safety of students, faculty, or staff. The University has various systems in place for communicating information quickly, including, but not limited to, LiveSafe alerts and My St. Kate’s announcements. Emergency warnings are issued to individuals who subscribe to receive emergency warnings from the University.

Timely Warnings 
The Director of Public Safety and the Director of Communications (or their designees) will issue timely warnings to notify the campus community of serious Clery reportable crimes that occur on campus where it is determined that the incident(s) may pose an ongoing threat. Timely warnings are issued to the entire campus community. Public Safety Officers will post flyers at campus building entrances.

Campus Community Notifications 
Campus community notifications are issued to the campus community when an ongoing safety and security concern exists, but does not rise to the level of requiring a timely warning. Campus community notifications are sent out via email, My St. Kate’s announcements, and flyers on campus.

Public safety officer escorts are on duty twenty-four (24) hours a day and available anywhere on campus with advance notice. Employees are encouraged to call for an escort if the employee is working late or coming to work very early. To arrange for an escort, call the Department of Public Safety at 651-690-8888.

Students, staff, faculty, and visitors must observe all parking regulations. Employees parking on campus are required to register each vehicle with the Department of Public Safety and display a valid University parking permit while the vehicle is on campus. 
A permit may be obtained from the Department of Public Safety. The permit must be displayed as required by the Department of Public Safety. Employees may contact the Department of Public Safety for more complete information. Employees are not reimbursed for costs associated with parking on campus.

Employees may not enter University property before or after the hours when the buildings are officially open without specific approval of the employee’s supervisor or department head. This is a security measure designed to protect the campus community. For a planned event outside of normal hours, the supervisor should contact the public safety manager to ensure adequate planning. In an emergency, the supervisor must call the Department of Public Safety. 

Employees are expected to respect the desks and files of colleagues and may not access such areas without permission (other than the University representatives for legitimate business purposes). Access to certain rooms may be given with approval only. A public safety officer may request that an employee provide documentation authorizing the employee’s access to spaces other than those normally assigned to the employee. Employees may not authorize students to use any spaces, including an employee’s office, when the employee is not present.

The University is dedicated to providing a healthy and comfortable environment for students, employees, and visitors. Every community member shares the responsibility to adhere to and enforce the Tobacco-free Campus Policy. Smoking and the use of tobacco products (including cigarettes, vaping, cigars, pipes, electronic cigarettes, smokeless tobacco, or other smoked products) is prohibited at all times: 

• in all space owned, rented, or leased by the University;
• on all outside property or grounds of the University;
• in all vehicles owned or leased by the University;
• in private vehicles while they are on University grounds; and
• at University sponsored educational events/conferences at on campus or off campus sites.

Recognizing the sacred relationship that exists between tobacco and American Indian ceremonial activities and beliefs, the Tobacco Free Policy does not apply to specific activities when tobacco is used in connection with the practice of cultural activities including those of American Indians that are in accordance with the American Indian Religious Freedom Act, 42 U.S.C. sections 1996 and 1996a. All ceremonial use must be approved in advance by the appropriate Vice President of the University or that individual’s designee. 

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

The University recognizes that alcohol and drug use can create health, safety, social and legal issues. The University is committed to maintaining a safe and healthy work and educational environment, free from the unlawful use of alcohol and drugs. The University’s policy is to maintain a drug and alcohol-free workplace. 

The University is also committed to complying with the requirements of the Drug Free Workplace Act of 1988 (DFWA) and the Drug Free Schools and Communities Act of 1989 (DFSCA). The DFSCA requires the University to certify that it has adopted and implemented a drug and alcohol policy as a condition of receiving federal funds. This policy also contains requirements for complying with the DFWA. The University strives to conduct a biennial review of its alcohol and drug program to determine its effectiveness, implement needed changes, and ensure that disciplinary sanctions are consistently enforced.

The unlawful or unauthorized possession, use, consumption, sale, or distribution of illicit drugs and/or alcohol on University property or as part of University activities is strictly prohibited. Violations of this policy will result in disciplinary action, up to and including termination of employment. 

Employees must report for work on time and in an appropriate mental and physical condition for work and must remain in that condition during the day. Employees must, as a condition of employment, abide by the terms of this policy and report any criminal convictions under a criminal drug statute for violations occurring on or off University premises while conducting University business. A report of a conviction must be made within five (5) days of conviction.

Within thirty (30) days after receiving notification that an employee has been convicted under any criminal drug statute for a violation occurring in the workplace, the University will either take disciplinary action against such employee, up to and including termination, or will require the employee to satisfactorily participate in a drug abuse assistance or rehabilitation program approved for such purposes by a federal, state, or local health, law enforcement or appropriate agency. 

Employees with commercial driving licenses who drive commercial motor vehicles for the University will be notified separately of the Minnesota Department of Transportation guidelines for alcohol and controlled substance use. This policy governs alcohol and controlled substance testing of employees in safety-sensitive positions upon hiring, when an accident occurs, for reasonable suspicion and upon random selection. Please refer any questions to the Human Resources.

Employees may voluntarily seek confidential assistance for concerns related to drug or alcohol use, as well as other personal or work-related challenges, through the University’s Employee Assistance Program (EAP). The EAP is available at no cost to all employees.

Additional local and national support resources are available on the University’s website.

The University maintains a variety of technology resources supporting the educational, instructional, research, and administrative activities of students, faculty, and staff.  The use of these resources is a privilege.  Users of University information assets, including hardware, software, data, and networks, are individually responsible for using and protecting the resources in a secure, responsible, ethical, and legal manner as set forth below.  Use of these assets must align with the mission of the University and its policies and procedures.

Employees must adhere to the following when utilizing University information assets:

• Employees may access, use, or share technology and information only to the extent it is authorized and necessary to fulfill assigned job duties.
• Employees may use only the computers, computer accounts, and computer files for which the employee has authorization.  Authorization to these assets ends when an employee is terminated.
• Employees must make a reasonable effort to protect accounts and passwords. An employee may not use another individual’s account, or attempt to capture or guess other users’ passwords.
• Employees may use University provided technology assets and University provided software for personal use on a limited and responsible basis.
• Employees must not use computing and/or network resources in conjunction with the execution of programs, software, processes, or automated transaction-based commands that are intended to disrupt (or that could reasonably be expected to disrupt) other computer or network users, or damage or degrade performance, software, or hardware components of a system.
• All users of the University’s network and computing resources are expected to respect the privacy and personal rights of others.  Employees should be professional and respectful when using computing systems to communicate with others.
• The University’s equal employment opportunity policies and its policies against sexual or other harassment apply fully to the use of University technology resources and any violation of those policies is grounds for discipline, up to and including termination of employment.

The University has entered into legal agreements and/or contracts for its software and network resources.  Information Technology is responsible for managing and monitoring compliance with contracts and/or agreements.  All software utilizing University resources must be authorized and managed by Information Technology following the IT Governance Policy.  Obtaining copies of software without appropriate licenses or using software in a manner beyond the rights granted in any license are violations of this policy, and can subject employees to discipline, up to and including termination of employment.  

The University follows the National Institute of Standards and Technology (NIST) Cybersecurity Framework to protect information and technology.  The NIST Framework helps the University better understand, manage, and reduce cybersecurity risk through standardized and systemic policies and procedures.  Under this framework, University hardware, systems, software, data, accounts, and user standards and policies are established, maintained, and governed by the Information Technology department.

The policies require hardware, systems, software, data, accounts, and user security be managed and maintained in a centralized, systematic, and standardized manner.  Users of these University services are expected to comply with these standards as outlined in the University Information Security Policy and governed by the Information Technology department.  All existing and new introduction of technology must be approved and managed by the Information Technology department in compliance with this policy and standards.

Material that is fraudulent, harassing, sexually explicit, profane, obscene, intimidating, defamatory, or otherwise unlawful, inappropriate, offensive (including offensive material concerning 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 ) or in violation of the University’s equal employment opportunity policies and its policies against sexual or other harassment may not be downloaded from the Internet or displayed or stored in University computers.  If an employee encounters or receives this kind of material, the employee should immediately report the incident to the employee’s supervisor or the Human Resources, Equity, and Inclusion division.  

While the University does not generally monitor or limit content of information used on the campus network, it reserves the right to access, restrict, or review information under certain circumstances.  These circumstances include, but are not limited to: investigating performance issues, security concerns, and system problems, determining if an individual is in violation of this policy or other University policies, or, as may be necessary, to ensure that the University is not subject to claims of institutional misconduct.  

Authority to access another user’s account or files can only come from the Chief Information Officer in conjunction with requests and/or approvals from the Senior Leadership Team.  There may be instances when the University, based on approval from authorized officers, reserves and retains the right to access and inspect stored information without the consent of the user.  Employees should have no expectation of privacy in the University’s technology and/or information systems. 

The University takes the protection of confidential information seriously.  Confidential information, including Family Educational Rights and Privacy Act (“FERPA”) data and Health Insurance Portability and Accountability Act (“HIPAA”) data, and Payment Card Data (“PCI”) must be encrypted before it is sent via email or saved to the internet (which includes the University Google environment.) FERPA or HIPAA data that is needed for business use should be stored in approved University storage systems.

Email provides essential communication regarding the general operations of the University.  Employees are required to use the official University email account (username@stkate.edu) that has been provided for all University-related email.  University email correspondence will only be sent to official University addresses, and many notices will only be sent via email.  Individuals are responsible for any messages sent to their @stkate.edu account.

The University has several formal methods of communication, including this employee handbook, email messages, bulletin boards, newsletters, voice mail, and training sessions.  The University  also may communicate other essential information from administrators or others as needed.   It is an employee’s responsibility to read, listen, and/or participate as appropriate.

The privilege of using the University’s technology resources is conditioned upon an employee’s compliance with all applicable local, state, and federal laws and regulations and all University policies and procedures.  

The use of University networks and resources for unauthorized distribution of copyrighted materials or for other nefarious uses is forbidden.  

Downloading or distributing copyrighted material without the permission of the copyright owner is illegal and is a violation of this policy.  Employees will be held accountable for willful infringement of copyright laws.  The University’s Intellectual Property can be accessed here or on the St. Kate’s Faculty & Staff page underneath “University Policies”.  

Employees may use personal devices, such as laptop computers, tablets, and mobile phones, to access University resources, either while on campus or remotely.  Some protected systems and data may require an employee to use a University asset to access the system or data and/or use additional security capabilities such as VPN and/or MFA.  

Care must be taken to ensure personal devices have the latest security updates installed and that anti-malware software (if applicable) is running and up-to-date.  The IT Department reserves the right to bar any personal device from the network if it is infected with malicious software or is otherwise interfering with University operations.

Social media (as defined in the University’s Social Media and Communication Policy) can be a highly effective tool for sharing ideas, networking, or exchanging information.  The use of social media can present certain risks, including, but not limited to:  to an employee appearing to speak for the University when not authorized to do so; disruption to University operations; infringement on the rights of others under the law or University policy; and/or reputational harm.  As a result, employees are expected to comply with certain expectations when (i) authorized to administer and/or post content on the University’s behalf on a University social media account; (ii) discussing matters that relate to, may reflect on, or might otherwise impact the University or a community member.  The following expectations regarding the use of social media apply whether the employee’s activities occur through the use of University’s technology resources or personal technology resources, on a University, professional or personal social media account, or on work or non-work time: 

Comply with the law and University policies;

• Refrain from Cyber-Bullying;
• Speak for the University only as authorized;
• Maintain confidentiality;
• Respect copyright, fair use, and intellectual property rights;
• Refrain from using University’s logos, images, or iconography for endorsements or otherwise on personal social media sites;
• Comply with platform rules;
• Be truthful;
• Comply with the University’s non-solicitation policy;
• Do not expect privacy;
• Be respectful and use good judgment;
• Maintain professional boundaries and image;
• Do not import University contacts; and
• Follow University policies on recommendations and references.

The University’s full Social Media and Communications policy can be accessed here or on the St. Kate’s Faculty & Staff page underneath “University Policies.” Nothing in this policy or the University’s Social Media and Communication policy should be interpreted as prohibiting employees from discussing the terms or conditions of their employment or engaging in other protected concerted activities under the National Labor Relations Act or other applicable law.  

University employees may maintain personal websites or blogs on their own time using their own personal technology resources, subject to the conditions expressed in this policy on Personal Websites and Blogs.  In keeping with rights of free expression, employees may mention the fact, on their personal websites, that they work for the University.  Whenever such mention is made or the fact of an employee’s association with the University is otherwise reasonably evident to persons who access the site or blog, this policy governs and the following statement must be prominently displayed: “The views and opinions expressed in this site are strictly those of the site author and in no way represent the views of St. Catherine University.”  This policy applies to all websites, blogs, and other sites, without regard to whether it is accessible by the public or requires a password.  

The content of a personal website or blog maintained by a University employee should not be purposefully offensive, obscene, defamatory, threatening, discriminatory, harassing, infringe on intellectual property rights, invade the privacy of anyone, contain illegal content, or be illegal or injurious to the University or other employees of the University.  

Employees may not post any material or information on a personal website or blog that: 

• Violates the privacy rights of another University employee, students, alumni, donor, or other community member, including any rights protected by Title IX, the Family Educational Rights and Privacy Act (FERPA), the Health Insurance Portability and Accountability Act (HIPAA), or any employment or other higher education-related law or regulation.
• Intentionally or inadvertently discloses any confidential or proprietary business information of the University or related to any member of the University community.
• Comments on the future business performance, business plans, or prospects of the University.
• Includes copyrighted materials or other intellectual property of someone other than the employee.
• Uses or displays the logo, graphics, or trademarks of the University.
• Displays false or misleading information about the University, any member of the University community, or about the employee’s relationship and role with the University.
• Displays any information that violates any other University policy.
• Displays any content that purports to represent the position, viewpoint, statements, opinions, or conclusions of the University.
• Violates any law, such as laws that prohibit defamation, harassment, discrimination, and retaliation.

Employees may not use the University’s name to endorse or promote any product, commercial enterprise, opinion, cause, or political candidate.  If the website, post, or entry identifies or mentions the University, it must also identify the employee by the employee’s real name and state in a prominent way that any entries or posts express the employee’s personal views and are not written by or on behalf of the University and do not represent the views of the University.  Links to other websites or locations are also subject to this policy.  Employees may not link to the University’s website or post University material on a website or blog without written permission from Communications.

Employees are personally responsible for any posting that the employee makes.  Employees can be held personally liable for any statements deemed to be defamatory, obscene, harassing, discriminating, retaliatory, violating privacy rights, or including confidential or copyrighted information (e.g., music, videos or text that belongs to someone else).  The University is not responsible for protecting employees from the consequences of any information that the employee posts.  

All University internal communication systems are the property of the University.  They have been provided by the University for use in conducting University business.  All communications and information transmitted by, received from or stored in these systems are University records and property of the University.  These systems include, but are not limited to, the data transmission network, including cabling and connecting devices; data processing and storage units, such as servers, desktops, laptops, and their associated storage devices; the voice network, including call processing equipment, handsets, and the voice mail system; and equipment intended to protect the University systems from being compromised.

University policies against sexual and other harassment apply fully to the University’s communication systems, and any violation of these policies is grounds for discipline, up to and including discharge.  Therefore, no messages should be created, copied, sent or received if they contain intimidating, hostile or offensive material concerning 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.  Further, no messages should be created, copied, sent, or received if they violate the University’s mission.  

The communication systems may not be used to solicit for personal, religious, or political causes, commercial enterprises, outside organizations or other non-job-related solicitations, nor may they be used for any purpose that contradicts the University mission. 

Use of the University’s technology in violation of any University policy may result in disciplinary action, up to and including termination of employment.  

Although the University hopes that employment with St. Kate’s will be a mutually rewarding experience, a variety of circumstances may cause an employee to voluntarily resign employment. 

Staff Employees 
In the event an employee chooses to voluntarily resign employment with the University, employees are expected to notify the supervisor and the Human Resources in writing in advance of the anticipated resignation date. Non-exempt employees who resign from the University are expected to provide at least two (2) weeks written notice. Exempt (non-faculty) employees who resign from the University are expected to provide: at least three (3) weeks written notice for exempt positions below Director level; and at least four (4) weeks written notice for Director level and above. 

If an employee provides less than the required notice, the employee may be deemed ineligible for rehire and will not be paid any unused, accrued vacation time upon resignation from employment. The University reserves the right, in its sole discretion, to immediately terminate an employee’s employment or provide employees with pay in lieu of working the employee’s notice period where business needs require an immediate separation. 

Faculty 
The University expects faculty to fulfill contracts for the academic year. The University will not approve resignations from faculty contracts mid-year absent extenuating circumstances and with the written approval of the Provost. Faculty employment is governed by the terms of the faculty handbook and faculty contract(s). Faculty do not receive pay for unused, accrued vacation time upon separation from employment for any reason. 

Faculty who decide to terminate an existing appointment at the end of the academic year, or to decline renewal (in the absence of a non-renewal), shall provide a written notice to the Provost at the earliest opportunity, but no later than 14 (fourteen) days after a contract offer is made. A waiver of this requirement may be granted in the case of a hardship or in the situation where denial would hinder professional advancement. 

Any employee who is absent without properly notifying the University, who is absent for three (3) days without notifying the University, who fails to comply with any condition of leave of absence, or who fails to report to work on or before the expiration of a leave, will be deemed to have resigned, consistent with applicable law. Faculty contract(s) and/or the faculty handbook govern the involuntary resignation of faculty.

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. The University may terminate an employee’s employment with or without prior warning to the employee or prior discipline, as deemed appropriate in the sole discretion of the University. Faculty contract(s) and/or the faculty handbook govern the involuntary termination of faculty. Involuntary termination of staff members governed by a bargaining agreement will be governed in accordance with the terms of the applicable bargaining agreement. 

The University requests that staff members planning to retire notify the employee’s supervisor, department head, department chair, and the Human Resources, Equity, and Inclusion division in writing at least ninety (90) days in advance of the anticipated retirement date. 

To ensure the University has sufficient time to replace faculty positions for the next academic year, the University expects faculty members to provide written notification of the intent to retire by early October in the academic year preceding the retirement date. For additional information related to faculty retirement, faculty should refer to the faculty handbook.

The University may eliminate an employee’s position for a variety of reasons, including, but not limited to: termination of funding; decreased enrollment; lack of program need; program discontinuation or closure; reduction in program size; or reorganization. In the event the University eliminates a faculty position, notice regarding such elimination will be governed by the faculty handbook and/or faculty contract(s). 

When an employee leaves the University, the Human Resources Department strives to provide an exit survey. The survey provides employees with an opportunity to share candid feedback about their experiences working at St. Catherine University.

Employee feedback is valued and helps inform continuous improvement efforts, strengthen workplace practices, and support positive employee relations. As appropriate, the Human Resources Department may share summarized or relevant feedback with University leadership, including supervisors, department heads, or vice presidents, to support organizational learning and improvement.

An individual who separates from employment and is subsequently rehired by the University will be treated as a new employee. Benefit eligibility and enrollment timelines will be determined based on the employee’s date of rehire.