Anti-Nepotism

Ball State University has a general policy against employing or continuing to employ on a regular, part-time, or temporary basis related people within the same department or administrative office. The policy also prohibits employing people under the direct supervision of their relatives. For the purposes of this policy, a relative is defined as a person for whom one has been assigned legal responsibility in a guardianship capacity; a parent, child, brother, sister, spouse, aunt, uncle, niece, nephew, grandparent, or grandchild; or any other person related by blood or marriage.

No university employee shall initiate, participate in, or in any way influence institutional decisions involving a direct benefit (initial appointment, retention, promotion, salary or wage, leave of absence, grievance adjustment, etc.) affecting his or her relatives.

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 in the same functional work unit with a relative or under the direct supervision of a relative, the supervisor shall prepare a written request for approval of such employment, setting forth the reasons for the request.

The request must be submitted to the employee's immediate supervisor for review and recommendation, and then 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 will be for no more than twelve months and will be conditional upon the following annual review procedure:

Each year the university officer will review 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 will take such action as he or she finds to be in the best interests of the university, including termination or continuance of the employment under different conditions.

If a university officer becomes aware of possible violations of this policy, he or she shall have the matter investigated. If the alleged facts are found to violate this policy, the president may terminate the employees violating this policy, or the person having administrative supervision of the affected employees may request that the employment be continued.

Sexual Harassment Policy

Harassment on the basis of sex is a form of illegal sex discrimination. Ball State University will not tolerate sexual harassment of students or employees by members of its faculty or staff, its students or by other agents of the university and will respond in a suitable manner to every complaint.

Break Periods

A student employee who works four hours consecutively is entitled to a fifteen-minute break period.  Break periods may not be used to cover late arrivals or early departures from work, and they may not be accumulated.

Illness

Inform students of your department's policy about absenteeism or illness. If a student misses seven or more consecutive workdays because of illness, you can require the student to get a clearance from the Health Center before returning to work.

Worker's Compensation

In accordance with the state Worker's Compensation Law, the university provides specific benefits for all employees.

The University Health Center directs the medical care of student employees injured on the job. Any injury "arising out of or in the course of employment" should be reported immediately by the employee's supervisor to the Health Center (285-8431).  The reporting of all accidents is necessary and must be prompt and accurate to assure proper handling of claims. Worker's Compensation does not cover medical care or treatment that is not requested by the university.

In emergency situations immediately after an on-the-job injury, emergency room care and ambulance charges are covered by Worker's Compensation. Although the emergency room may advise the student employee to return to the emergency room or to consult a personal physician for follow-up care such as suture removal, etc., return visits to the emergency room of a non-emergency nature and visits to personal physicians are not covered by Worker's Compensation. Employees must seek follow-up treatment at the University Health Center.

Student Drivers

Whenever a student employee's duties include driving a university vehicle, the supervisor should contact the transportation department (285-8502), which will do a Bureau of Motor Vehicles check on the student.

Personal Appearance

The university does not have a dress code for student employees. However, students should dress in good taste. Departments or hiring units may establish specific dress regulations for their employees if necessary to meet health regulations or to conduct the specific activities of the area.

Evaluation of Work Performance

We encourage you to evaluate student employees periodically. A student employee's most important responsibility is to do a good job. A performance appraisal will encourage good performance, correct substandard performance, and provide a baseline for future actions.  You should provide training and assistance necessary to ensure your students' success.

References

Our office does not give references about former student employees to prospective employers. Written requests regarding a student's university employment will be referred to the Payroll Department. The request must include a release signed by the former student.

Confidentiality

Handling confidential information about the university, faculty, staff, or students is one of the most serious responsibilities in some job assignments. You must make your student employees aware of the importance of confidentiality concerning any information to which they may have access and they should be encouraged to protect the confidence placed in them.  If it is applicable to your student employee's position, you should require a signed confidentiality agreement.

Personnel Problems

Pressures on student employees and employers occasionally result in employment-related conflicts.

When a student employee is consistently tardy or absent or fails to perform specified tasks to your satisfaction, you have the right to terminate his or her employment. However, you should make every effort to counsel the student and offer him or her a chance to improve before terminating the employment; in addition, you must tell the student the reason for dismissal.

You are responsible for calling any concerns you may have about performance to the attention of the student, to initiate a conference, and to record the problem and results. Progressive discipline should be used where applicable, including verbal warning, written warning, and finally discharge if the seriousness of the offense warrants it.

Usually you and your students can resolve misunderstandings or misinterpretations of student employment policies, procedures, or work practices. When such problems cannot be resolved, a formal complaint procedure is available. The student should do the following before initiating a formal complaint:

1. Meet with the immediate supervisor as soon as possible to discuss the problem.
2. If the problem is not resolved, take the matter to the next management level and request further action.
3. If the problem is still unresolved, the student may request an appointment with a Career Center student employment specialist, who will work with the student and the department to resolve the problem.

 Complaints about discrimination because of race, color, religion, sex, national origin, sexual orientation, or physical or mental disability should be submitted to the Office of University Compliance, Administration Building, Room 308.

 For more information, see the student employment supervisors' handbook.