Policies
The Human Resource Policy Manual is the official source of policies and procedures for administrators and staff relating to their employment relationship with the University. It is also a supervisory guide for the consistent application of University policies in the daily management of individual departments and work groups. The manual is not inclusive of all University policies, practices, or procedures. Individual departments may establish additional policies or practices specific to their units based on operational needs.
Questions regarding the interpretation of these University policies or procedures should be directed to individual supervisors, the Human Resources call center at 631-5900, or to a HR Consultant with the Office of Human Resources. Copies of policies may be obtained by printing them directly from the manual or by request from any supervisor.
The Human Resource Policy Manual is not intended to be a contract of employment, express or implied, between any employee and the University of Notre Dame. Indiana is an “at will” employment state. This means that either the employee or the University may end the employment relationship at any time without cause.
Table of Contents
Introduction
Employment
- Applicant Screening
- Posting Requirements
- Applicant Eligibility
- Applications for Employment
- Recruitment Advertising
- Search Firms
- Interview Process
- Offers of Employment
- Pre-Employment Background Reviews
- Criminal Records Verification
- Pre-Employment Drug Testing
- Pre-Employment Physical Examinations
- Pre-Employment Reference
Checks
- Identification Cards
- Immigration and Employment Issues
- Length of Service
- Minors, Employment of
- Moving and Relocation
- Promotion and Transfer
- Job Posting
- Eligibility for Promotion / Transfer
- How to Apply
- Reference Checks
- Recruitment, Selection, and Hiring
- Relatives, Employment of
- Release of Information on Current/Former Employees
- Dual Career Assistance Program
- Summer Employment
- Temporary Employment
Employee Relations
- Alternative Work Site
- Attendance
- Employee File
- Access to Employee Files
- Changes in Information
- Confidentiality
- Departmental Employee Files
- Release of Information on Current/Former Employees
- Discrimination Complaint Procedure for Employees
- Employee Recognition
- University Recognition Programs
- Service Awards
- Departmental Recognition
- Employment Separations
- Layoff
- Involuntary Terminations
- Voluntary Resignation or Transfer
- Inclement Weather
- Communication
- Compensation
- Issue Resolution
- Conflict Resolution Consulting
- Employee Mediation Services
- One-on-One Consulting
- Employee Grievance Procedure
- Licenses and Certifications
- Orientation Period
- Performance Review
- Extending the Orientation Period
- Performance Management
- Corrective Action, Administrators
- Corrective Action, Staff
Tornado Safety – Procedures
- Communication
- Compensation
Benefits
- Adoption Benefit
- Benefits Continuation (COBRA)
- Disability Retirement
- Educational Benefit
- Employees, Retirees, Spouses
- Employees only
- Children
- Employee Assistance Program (EAP)
- Employees’ Pension Plan
- 403(b) Retirement Plan (Mandatory for faculty and staff)
- 403(b) Retirement Plan (Voluntary for all employees)
- 403(b) Retirement Plan (Choice-Eligible Grandfathered)
- Family and Medical Leave (FMLA)
- Group Benefit Plan
- Medical
- Dental
- Life
- Vision
- Flexible Spending Accounts
- Incidental Days
- Funeral Leave
- Holidays
- Jury Duty and Subpoenas
- Long-Term Care Insurance
- Long-Term Disability
- Military Family Leave
- Military Leave of Absence
- Parental Leave
- Personal Leave of Absence
- Retiree Health and Life Insurance
- Short-Term Income Replacement Program (STIR) for Non-Exempt Staff
- Short-Term Income Replacement Program (STIR) for Exempt Staff
- Salary Continuation – Exempt Staff
- Personal Illness
- Family Illness
- Personal Days
- Travel / Accident Insurance
- Unemployment Compensation
- Vacation – Exempt Staff
- Vacation – Non-Exempt Staff
- Athletic Tickets
- Worker’s Compensation
Insurance
- ND Group Benefits Plan Notice of Privacy Practices
- Government Sponsored Insurance
Compensation
- Staff Compensation Policy
- Types of Positions Defined
- Regular Positions
- Temporary Positions
- Limited Term Positions
- Independent Contractors
- Employee and Manager Responsibilities Related to Pay
- Employee Responsibilities
- Manager Responsibilities
- Work Schedules
- Regular Schedules
- Non-regular Schedules
- Summer Hours
- Alternative Work Patterns
- Salary Administration Guidelines
- Salaries at Maximum of Market Reference Range
- Requests for Retroactive Salary Adjustments
- New Hire Rates
- Merit Increases
- Adjustments to Base Salary
- Compensation for Additional Work
- Secondary Jobs
- Overload Jobs for Exempt
- Lump Sum Payments for Additional Work
- Staff Compensation for Instructing Academic Courses
- Other Compensation
- Call-Back Work Time
- Shift Differential
- Variable Compensation
- Overtime and Travel Compensation for Non-exempt Employees
- Overtime
- Travel Pay for Non-exempt Employees
- Training Time for Non-exempt Employees
- Holiday Impact on Overtime Pay
- Direct Deposit and Tax Withholding – Online
- Garnishments
- Pay Periods
- Payroll Advances
- Position Classification
- New Position
- Position Description
- Market Reference Ranges
- Timekeeping
- Electronic Timekeeping
General Information
- Charitable Contributions
- Media Inquiries
- Security Services
- Emergencies
- Lost and Found
- Parking Services