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SmallerIf a Ball State University employee is only temporarily impaired, he/she should work with his/her immediate supervisor and/or department head to determine if temporary accommodations can be made or are appropriate. Temporary impairments are not covered by the Americans with Disabilities Act.
3.4.2 Anti-Nepotism Policy
This anti-nepotism policy is intended to reinforce the University's commitment to employment practices which create and maintain constructive working relationships within the University community and which reflects the University's commitment to management practices that are fairly, efficiently, and evenhandedly applied to all Staff and Service Personnel and applicants for employment in these job classifications without actual or apparent bias or favoritism.
1. It is the general policy of Ball State University not to employ, or to continue to employ, relatives on a regular or part-time basis within the same functional work unit or to have one relative under the direct supervision of another relative.
A. A relative, for the purposes of this policy, is defined as an individual for whom a faculty or professional or staff or service employee has been assigned legal responsibility in a guardianship capacity, parent, child, brother, sister, spouse, aunt, uncle, niece, nephew, grandparent, grandchild, or such persons related by marriage.
B. For the purposes of this policy, a "functional work unit" normally will be defined as an academic department or an administrative office. If questions should arise as to what constitutes a "functional work unit" in the administration of this policy, that determination will be made by the University Officer to whom the unit reports with in which the affected employees are employed.
C. The purposes of this policy, "direct supervision" means the lowest level of supervision responsible for assigning work, supervising activities related to that work, appraising performance, determining salary or wage increase, and/or making decisions in regard to the hiring, firing, and disciplining of an employee.
D. In addition to the prohibition against the direct supervision of a staff or service employee by a relative, no faculty or professional or staff or service employee shall initiate, participate in, or in any way influence institutional decisions involving a direct benefit (initial appointment, retention, promotion, salary/wage, leave of absence, grievance adjustment, etc.) to members related by family or marriage as defined in paragraph 1.A. above. In instances where a conflict of interest might occur because of general supervisory responsibilities (supervision at least one step above that of the direct supervisor) under normal operating procedures, the responsibility for institutional decisions involving a direct benefit will pass to the next higher administrative level.
2. Any of the relationships defined in paragraph 1. above are created subsequent to the employment of the affected staff or service employee, one of the persons affected must give up his or her position no later than six (6) months from the date the relationship was established. Within thirty (30) days after the relationship as defined in paragraph 1. above has been established, the affected persons must inform in writing the University Officer to whom the unit in which he or she is employed reports that such a relationship exists and must state which of the affected persons will relinquish his or her position. Should the written notification to the University Officer fail to specify which of the affected persons will give up his or her position, it will be assumed that the party with the least seniority (length of continuous service from the last date of hire at the University) will relinquish his or her position. The person giving up his or her position may be reemployed within the University subject to the needs of the University.
3. Whenever any supervisor may propose because of the best interests of the University to employ a person, or to continue the employment of a person, in a position where he or she would be working in the same functional work unit with a relative or would be under the direct supervision of a relative as specified in paragraph 1., such supervisor shall prepare a written request for approval of such employment setting forth the reasons for the request. The request shall be submitted to his or her immediate supervisor for review and recommendation, through each higher supervisory level, to the University Officer responsible for the affected unit. The University Officer may reject the request or grant it subject to such conditions as he or she may deem appropriate and in the best interests of the University and in such a way as to be consistent with the general purposes of this policy as set forth above. If the request is granted, it shall be for a period of no more than twelve (12) months and shall be conditional upon the annual review procedure set forth in paragraph 4.
4. The University Officer shall review annually each request previously approved. If the University Officer finds that the circumstances under which the approval was granted have materially changed or that the conditions attached to the approval, if any, are ineffective or inadequate, he or she shall take action as he or she finds to be in the best interests of the University, including termination of the employment or continuance of the employment under different conditions. The affected employee(s) may appeal the decision by the University Officer as provided in section 4 of this policy through the appropriate Grievance Procedure--Staff/Non-Bargaining Unit Affiliated with Staff or Service Personnel.
5. Students, graduate assistants, research assistants, and doctoral fellows employed by the University are covered under this policy.
6. If a University Officer is made aware of possible violations of this policy, he or she shall have the matter investigated. If the facts alleged are found to be correct so as to establish a violation of this policy, the President may terminate the employees violating the policy or the persons having administrative supervision of the affected employees may request, pursuant to paragraph 3., that the employment be continued, in which event the matter shall be treated as provided in paragraphs 3. and 4.
7. This policy applies to all persons employed after the effective date of the adoption of the policy. This policy also applies to persons whose employment precedes the adoption of this policy with the following exceptions:
A. persons who directly supervise another person related by family or marriage upon the effective date of the adoption of this policy shall not be subject to the provisions of this policy in regard to that supervisory relationship as long as the incumbents remain in their current positions; or
B. persons related by family or marriage who are employed within the same functional work unit upon the effective date of the adoption of this policy shall not be subject to the provisions of this policy in regard to that working relationship as long as the incumbents remain within the same functional work unit in non-supervisory positions.
3.4.3 Delinquent Accounts Owed the University
The "Procedures for Collecting Delinquent Accounts Owed the University by its Employees" was passed by the Board of Trustees in order to collect charges remaining unpaid after 60 calendar days after appropriate hearings and other appeal procedures, if any, have been concluded. Penalties assessed may include withholding employee privileges, recording of the delinquent account in the personnel file, refusing class registration, withholding salary increases, and withholding promotions and/or upgrades of positions. At the option of the university, delinquent accounts may be referred to collection agencies or pursued in court.
3.4.4 Equal Opportunity and Affirmative Action Policy
Ball State University provides equal opportunity to all students and applicants for admission in its education programs, activities, and facilities without regard to race, religion, color, sex (except where sex is a bona fide occupational qualification), sexual orientation, physical or mental disability, national origin, ancestry, age, or citizenship (for U.S. citizens and protected lawfully-admitted aliens).
Ball State University provides equal opportunity to all employees and applicants for employment in its recruitment, hiring, retention, promotion, tenure, transfer, layoff, return from layoff, training, and other employment decisions and in its compensation and benefits programs without regard to race, religion, color, sex (except where sex is a bona fide occupational qualification), sexual orientation, physical or mental disability, national origin, ancestry, age, or citizenship (for U.S. citizens and protected lawfully-admitted aliens).
The university also takes affirmative action to employ and advance minorities, women, qualified disabled persons, and qualified disabled veterans and veterans of the Vietnam era. Information concerning the university's affirmative action programs can be obtained from the Office of University Compliance, Ball State University, Muncie, IN 47306.
Each line administrator is responsible for ensuring that educational and employment decisions are made and implemented in accordance with the university's equal opportunity and affirmative action policy. All persons involved in the decision-making process, including members of faculty and other employee committees, shall act in a nondiscriminatory manner. The Office of University Compliance is responsible for developing, coordinating, and implementing policies and procedures for institutional compliance with all applicable federal and state equal opportunity laws and regulations and for preparing and monitoring compliance with required affirmative action programs.
Complaints regarding unlawful discrimination should be filed within 45 calendar days following the alleged act or incident giving rise to the complaint in the Office of University Compliance in accordance with the "Ball State University Equal Opportunity and Affirmative Action Complaint Investigation Procedure and Appeal Process." A copy of this document may be obtained by contacting the Office of University Compliance. The President will review the university's equal opportunity and affirmative action policy and programs at least once each year, measure progress against the objectives stated in the affirmative action programs, and report findings and conclusions to the Board of Trustees.
3.4.5 Job Duties and Responsibilities
Usually, the supervisor will explain the employee's job responsibilities and the performance standards expected of the employee. A part-time employee may request a copy of his or her job description from the appropriate Human Resources Representative. Job responsibilities may change at any time during employment, and an employee may be asked from time to time to work on special projects or to assist with other work necessary or important to the operation of the unit or the university. The employee's cooperation and assistance in performing such additional work is expected. The university reserves the right, at any time, with or without notice, to alter or change job responsibilities, reassign, or transfer job positions, or assign additional job responsibilities.
3.4.6 Job Postings
For detailed information on posted jobs, contact the Human Resources Voice Information System (HRVIS), 285-8565, or visit the Web at www.bsu.edu/hrs/.
3.4.7 Performance Review
On an annual basis, an employee will have a written review and discussion of his or her performance and job-related behavior conducted by his or her supervisor. At the supervisor's discretion, written reviews may be undertaken more frequently.
Performance reviews are designed to help an employee understand his or her responsibilities and to show how to improve his or her job performance and job-related behavior. The supervisor will explain the review, and the employee will be asked to sign the Employee Performance Appraisal Form. The employee's signature indicates the employee has read and discussed the review but does not indicate that the employee is in agreement. A separate response to any and all points may be attached to the Employee Performance Appraisal Form. This form is then filed in University Human Resource Services.
3.4.8 Transfers
Transfer from Part Time to Full Time
Vacation and sick leave hours will be earned beginning with the date of regular, full-time employment. The vacation and sick leave hours earned are not available for use until the beginning of the reporting period following satisfactory completion of the probationary period. A part-time employee who earned vacation and sick leave prior to the full-time position may continue to use those hours.
Transfer from Full Time to Part Time
A regular, full-time employee with one or more years of service who transfers to a part-time position will continue to earn vacation and sick leave in accordance with procedures listed in this Handbook. In case of transfer to part-time with less than one year of service, the employee must have two years of part-time service before earning vacation and sick leave hours.
