Student Handbook

Welcome to IMU Human Resources

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We know that as a student employee of Iowa Memorial Union (IMU), you can help create an environment which is welcoming to our customers on a daily basis while earning an income for yourself in the process. The IMU Student Handbook is intended to tell you what we expect from you while you are here, as well as what we think you should expect of us. Included are such things as key control policies, employment policies, work rules, payroll, etc. Above all, we expect the IMU to be a safe, healthy, and fun place to work.

The mission - The Iowa Memorial Union will be the catalyst to create vibrant and relevant programs, services, learning opportunities, and gathering places that exceed the expectations of and enrich the greater University community, with a primary focus on students.

To help carry out our mission we all need to keep in mind that wherever we are employed we are a representative of the Iowa Memorial Union and of The University of Iowa and that promoting positive customer relations is of the utmost importance. Anyone who has been faced with a rude employee knows the importance of good customer relations. The Iowa Memorial Union is a place where students, staff and faculty, as well as the general public, are taking time out from their daily routine, and for some, this is their first impression of The University of Iowa. The people we serve depend on all of us to do the very best job we can every day. We want our employees to make customers feel at home.

While we hope this handbook will answer your questions, please feel free to ask your supervisor, department manager or the IMU Human Resources office if you have any other questions. We hope that working at the Iowa Memorial Union will be a fun, rewarding experience for you.

Employment Guidelines

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The IMU student part-time employment and work-study program provides employment for undergraduate and graduate students wishing to work in order to offset educational expenses while attending The University of Iowa.

The Office of Student Financial Aid primarily determines student employment guidelines. During the academic year, only registered UI students may hold student employment positions. If you withdraw from the UI, you are no longer eligible for student employment.

If you wish to continue working after taking the summer off, or any other break of employment, you need to see your immediate supervisor regarding re-employment. It would be helpful to bring your current class schedule so that your supervisor can determine if it works with the needs of the department.

You are limited to working no more than 20 hours per week during the fall and spring semesters. You cannot exceed 340 hours during each of these semesters (this includes time worked during Spring Break). If you reach 340 hours before the semester is over, the Office of Student Employment terminates your contract. The State Board of Regents in order to comply with State of Iowa law and to maintain a distinction between student employment and the merit system established this limitation.

During winter break and over the summer, you may work up to 40 hours per week depending on the needs of your department.

During the summer you are not required to be registered at the UI to be employed.

A two-week notice is requested prior to terminating your employment. The two-week notice allows for the supervisor to make arrangements for your replacement and to allow time to process all appropriate paperwork.

We ask that you work all regularly scheduled shifts during your last two weeks. Please avoid terminating your employment with only two weeks remaining in the semester/session.

The IMU rehires employees based on their permanent record and prior performance. Failure to follow the termination guidelines will affect your opportunity for future employment with the IMU and may prevent you from getting a positive reference from your department.

While we expect you to work all scheduled shifts and to be prompt, we recognize that this is not always possible. If you know in advance that you will be gone, you should find a substitute. In general, that involves posting a request for a substitute in the place determined by your department. However, requesting a substitute does not guarantee you one. If you are experiencing problems finding a substitute, you should contact your immediate supervisor. Once someone has signed up to substitute for you, he/she is responsible for your shift. If you are ill or are going to be late, please call your supervisor as soon as possible and let them know. You should make sure you know who to contact during hours your department is not open. Department phone numbers are provided in the handbook.

Payroll Information

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IMU student employees are paid for their training and orientation, as most of their training is on-the-job. Wage rates for part-time employees are in accordance with the IMU Wage Schedule. Hours worked in excess of 40 are paid at 1 1/2 times the hourly wage, and should be pre-approved by your supervisor.

By law, we are required to maintain an accurate record of your time on the job; you will be paid according to the hours you work. To make sure time is kept accurately;please make sure the manner in which you report your time worked is kept accurate.

If you use the electronic time clock to record your time, the Payroll Correction Forms (found by the computer) should be used to correct time or add missing time. These forms are to be signed by the supervisor and then forwarded to the IMU Human Resources Office. If students experience a problem using the time clock or a message needing the student's attention, they should see the IMU Human Resources Office.

You will be trained on how to punch in/out on the electronic time clock, and instructions are located at the terminal. It is important that corrections are made prior to a pay period ending.

Paychecks are issued on a bi-weekly schedule. The schedule is posted on our web site for reference. If you have questions about the hours you have worked, you can review your time with your supervisor or see the IMU Human Resources Department.

The University Payroll Office cannot issue pay advances unless you are permanently leaving the country, so please plan accordingly. You should also keep payroll information such as your name and address current.

Additional information and important resources

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JOB CHANGES

The following procedures apply when students move to a different position or accept additional positions once employed:Movement or addition of a position, which is within the same classification level, will result in retention of the current rate of pay. This will apply if the job change is within the employing department or to another IMU Department.

Movement or addition of a position which is in a higher classification level will result in the employee's pay moving to the base pay of the new classification or a rate increase of $.30, whichever is greater.

Movement or addition of a position in a lower classification, will result in the employee's pay moving to the base pay of the lower classification.

The rate of pay will be maintained even if there is a break in employment for the same position.

Employees with two positions in two different levels in the same department shall maintain a $.30 differential when the employee reaches a point where the pay in a lower classification meets or exceeds that of the higher classification.

Employees working in two positions in the same classification who begin working in a third position in the same classification, will begin at the rate of pay equivalent to that of the lower paying position.

Employees working in two positions in the same classification who begin working in a third position in a higher classification, will receive the $.30 promotional increase or move to the new base of the new classification. The promotional calculations should be figured on the position with the lowest rate.

KEYS/SECURITY/CASH & CREDIT CARD HANDLING

If your job requires that you have access to areas requiring the use of a building key, your name can be added to the key list at the Iowa House Desk where you may sign out assigned keys. This type of access needs to be arranged by your supervisor and approved by the department manager. Forms are available from IMU Business Office, Room 132. IMU keys need to be checked in daily and should not be taken home. Be prepared to show identification to the Iowa House clerk prior to obtaining your keys.

If you work in a satellite operation, keys and security arrangements will be handled by your supervisor.

If you are required to access areas with a security code, your supervisor will arrange for this with the Building Operations Department and provide you with appropriate training.

Positions that require cash handling will be provided instruction on acquiring and returning cash bags and the appropriate methods for accounting for money assigned to during your specific shift. Any mishandling of money is grounds for immediate termination of employment.

If you are in a position that requires cash or credit card handling you will also be required to complete specific training. Please see Human Resources if you have any questions or need assistance with the completion of this training.

COMPUTER ACCESS/USAGE

As a part of your employment you may be issued a log in for the computer system in your department. The use of computer access is limited to your scheduled work hours and for work-related purposes only. Any use outside of scheduled work hours or for non-work purposes is subject to disciplinary action. Any other uses need to be approved by your immediate supervisor.

EMPLOYEE PURCHASES

All personal employee purchases are to be made on the employee’s time. Each purchase is to be paid for in the cashiering area. Employees are not permitted to ring up their own sale. Purchases should be bagged and accompanied by a cash register receipt. All purchases should be kept with other personal belongings. Management reserves the right to inspect any package an employee carries from the store.

In accordance with UI Work Rules, Section III Use of Property, unauthorized possession also includes borrowing of any retail merchandise. Additionally, use of merchandise within or outside the retail operation, and not purchased as outlined above, is prohibited and is subject to disciplinary action.

GRATUITIES/CONFLICT OF INTEREST

By Law, University employees are prohibited from receiving any gift, token, membership, gratuity or service from a vendor as related to any purchase made on behalf of The University.

TELEPHONES AND VISITORS

Personal telephone calls should be limited to emergencies only. Personal, local, or long distance calls are to be made or received during your break time. It is important to remember to keep your cell phone turned off during your scheduled shift. Please discourage personal visitors during working hours so as to not interfere with your work.

SMOKING

The University of Iowa is a smoke-free environment. Employees are not able to smoke in the building.

VEHICLE USAGE

The University of Iowa requires all employees who drive University vehicles to meet their Fleet Safety Guidelines. If you are asked to drive a UI vehicle, this review must be conducted by the Human Resources Office prior to performing these responsibilities.

Student Grievance Procedures

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Part-time employees have the opportunity to express dissatisfaction with aspects of their employment by talking with their supervisor, the Department Manager, or the IMU Human Resources office.

A grievance is a difference, complaint, or dispute regarding the interpretation or application of established policies and/or procedures governing terms of employment, working conditions, hours of work, or compensation. General wage adjustments are excluded from the grievance procedure.

Initiation of a grievance must be within 21 calendar days of the date of discovery, by the employee, of the grievance, and within one year of the actual incident. The employee has the right to be accompanied by two representatives throughout the proceedings.

The employee shall be allowed a reasonable time, not to exceed four hours, off from duties without loss of pay to investigate a grievance. Such time is to be scheduled with the supervisor's permission. What is a reasonable time shall be determined by mutual consent of the parties involved. If the parties are unable to agree, the Vice President for Student Services and Dean of Students or designee should determine the time reasonably necessary to investigate the grievance.

All levels of supervisory personnel involved shall be directed to consider grievances as soon, as is reasonably possible. All extensions of the time limits specified in the grievance procedure may be made when mutually agreed upon by the employee and the administrator to whom the grievance is being addressed.

The mechanism for handling grievance proceedings is as follows:

Step 1.

Talk with your immediate supervisor. Your supervisor will provide you with an immediate response.

Step 2.

If you are not satisfied with your supervisor's oral response, you should file a written grievance to your immediate supervisor within four working days of the date you received the verbal response in step 1. The written grievance should include:

  • a. The events concerning which you feel aggrieved;
  • b. The date or dates on which the events occurred;
  • c. The date of the presentation of the oral grievance to your immediate supervisor;
  • d. The date of the immediate supervisor's oral response if one was made: and
  • e. Your understanding of your immediate supervisor's oral response, if one was made.
  • f. Within four days of receiving the written grievance, the supervisor will respond in writing, stating with reasonable particularity his/her understanding of the facts and of his/her oral response if either/both differ from the employee's understanding.

Step 3.

If the situation is not resolved, within five working days after receiving your supervisor's written response, you should send your written grievance to the Vice President for Student Life and Dean of Students or designee. The VP's office will then hold a meeting, if possible within five working days of receipt of the grievance or as soon as possible thereafter. The VP's Office, or a designee, and you with any of your representatives (you are allowed two) will meet. The VP's Office will provide a written response within five working days following the meeting.

Step 4.

If the situation is not resolved, within five days of receipt of the VP's Office response, you should forward your written grievance to the Office of the Associate Vice President/Director of Human Resources. Within five working days of the receipt of the written grievance, or as soon as feasible thereafter, the Associate VP/Director of Human Resources or designee will call a meeting of all parties who had previously participated in the case to review the issues related to the complaint, at which the employing department and the grievant may present arguments and/or witnesses in support of their position. The final administrative determination should be made by the Associate VP/Director of Human Resources, or designee, in consultation where appropriate with the VP for Student Services and Dean of Students, to be communicated to all parties in writing within three working days of the meeting.

OTHER RESOURCES

EMPLOYEE PRIVACY ACT

In order to safeguard the privacy of job applicants, employees, and former employees, the IMU conducts its business in such a way that the rights and privacy of all individuals is protected. To achieve this goal, the IMU:

  • Will request and retain only that information required for business or legal purposes.
  • Will protect the confidentiality of all personal information in its records and files.
  • Will limit the availability of personal information to those with a valid work-related reason.
  • Will provide employees with adequate access to personal information in their own file.
  • Will require each employee involved in record keeping adhering to these policies.

Each employee is guaranteed the right to request correction of allegedly inaccurate information or to express disagreement with information in his or her personal record.

Work Rules

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Because so many things can happen in a large operation, various rules and standards are formulated by the State, the University, and Iowa Memorial Union. Good rules of thumb are common sense, common decency, respect for others, and a sense of responsibility.

The following personal conduct work rules are published in the interest of clarification and communication. Your supervisor may find it necessary to amplify one or more of these rules as it applies to your work unit or your job.

Employees are subject to disciplinary action for any of the following offenses:

I. Work Performance

  • Insubordination, disobedience, failure or refusal to follow the written or oral instructions of supervisory authority, or to carry out work assignments.
  • Loafing, loitering, sleeping or engaging in unauthorized personal business or visiting.
  • Disclosure of confidential information and records to unauthorized personnel.
  • Intentionally falsifying records or giving false information to other government agencies or private organizations or to employees responsible for record keeping.
  • Failure to observe all safety rules and practices.
  • Failure to report as soon as possible, but no more than 24 hours, all accidents or injuries which occur during working hours or while in the performance of state business, including traffic accidents, regardless of ownership of vehicles involved.

II. Attendance and Punctuality

  • Failure to report promptly at the starting time of a shift; leaving before the schedule quitting time of a shift; or failure to notify the proper authority of impending absence or tardiness, prior to designated starting time.
  • Unexcused or excessive absenteeism.
  • Leaving the place of duty during a work shift without permission.
  • Failure to observe the time limits of lunch and rest.

III. Use of Property

  • Abuse or misuse of government or private property, materials, or equipment.
  • Stealing or unauthorized possession or use of government or private property, equipment or materials.
  • Unauthorized posting or removing of notices, signs, posters, or similar materials.

IV. Personal Actions and Appearances

  • Threatening, attempting, or inflicting bodily harm to fellow employees, representatives of other agencies, or the general public.
  • Threatening, intimidating, interfering with, or using abusive or profane language toward others, including ethnic slurs.
  • Horseplay, including but not limited to practical jokes, pushing, running, or throwing objects.
  • Failure to observe smoking regulations.
  • Unauthorized possession of weapons.
  • Making false or malicious statements concerning other employees, supervisors, or the department.
  • Unauthorized possession or use of alcoholic beverages, or narcotics, during work hours, while on state time or property, or while engaging in state business.
  • Reporting to work in a condition to be unsafe to the employee, others, or physical property; or to be unable to perform job responsibilities due to the influence of alcohol and/or narcotics when evidence affects the performance of job functions.
  • Immoral conduct or indecency.
  • Eating and drinking in unauthorized areas.
  • Violation of health and sanitation procedures, directions, and requirements including littering or creating unsanitary conditions.
  • Selling commercial or private products or services on state time or premises.
  • Unauthorized solicitation of funds or donations for any purpose on state time.
  • Unauthorized distribution of printed matter on state premises.
  • Unauthorized possession, lending, borrowing, or duplication of keys or government credit cards, careless or improper use of keys or credit cards, or failure to report promptly the loss of keys or credit cards.
  • Dress or grooming which is inappropriate or unsanitary for the employee's specific assignment.
  • Unauthorized or improper use of a uniform; failure to wear a uniform properly.
  • Failure to submit to inspection any personal packages taken from the employee's work area upon the request of a supervisor or security officer.
  • Gambling in any form while on state time.
  • Soliciting or accepting unauthorized compensation, reward, gratuity or gift of any kind of value for any matter related to the employee's job as an employee of the state.
  • Engaging in unauthorized political or union activities.

These work rules do not constitute the entire list of violations for which employees may be disciplined. Disciplinary actions that are imposed for work violations include, but are not limited to, oral reprimand, written reprimand, disciplinary probation, suspension, or termination as appropriately based on the particular violation and work history of the employee.

Meal Periods and Operational Hours

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BREAKS & MEAL PERIODS

Employees are eligible for one paid 15-minute break for every 4 consecutive hours of work. Employees who work 8 1/2 consecutive hours are entitled to an unpaid 30-minute meal period as well as two 15 minute breaks. Employees are not able to combine breaks and lunch periods. Employees should clock out during their meal period.

All breaks and meals should be taken in appropriately designated areas. Your immediate supervisors will inform you of these locations.

As an industry standard, food service employees will receive a meal allowance consistent with permanent staff if they work 8 hours.

OPERATIONAL HOURS

The Iowa Memorial Union observes all specified University holidays and is closed accordingly. You can assume that unless the University has been officially closed and classes canceled because of emergency or weather-related conditions, that you should report for work at your regular scheduled time.

Hours of operation vary during specific periods of the calendar year. You can expect changes in operational hours, which will affect your work schedule during the following:

  • Rush periods which are normally the week prior to the opening of classes and the first two weeks of classes each semester.
  • Break periods.
  • Summer session.

The hours may be extended or shortened during these time periods and other time periods as appropriate for the department. You should be prepared to possibly alter your work schedule accordingly.

Appearance and Uniforms

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Appearance is important on your job. A clean environment and a neat and clean employee create a good impression on the customer.

Presenting yourself professionally is important. Your clothes should be clean, neat, and in good repair. Therefore, for those employees who are not provided a uniform we have established a list of clothing, which we consider not appropriate for wear in your position with us:

  • Hats
  • Sweat pants
  • Tank tops
  • Midriff-style tops
  • T-shirts or sweatshirts that have any writing or graphics (Exceptions: T-shirts or sweatshirts with small branded logos or University of Iowa)

In addition to the general guidelines for IMU employees, some departments may have additional expectations for dress and would communicate this at the time of hiring.There may also be deposits or fees related to uniform.

Injury and Emergencies

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Work Related Injuries

Sedgwick CMS is The University of Iowa’s Workers’ Compensation Administrator. Sedgwick is responsible for investigating, determining compensability, and performing various functions related to handling of the claim. This includes authorization of medical care providers and issuing benefits to employees based on lost work time and permanent impairment related to the covered injury/claim as required by Iowa Workers’ Compensation Law. The HR Specialists in the Benefits Office work closely with Sedgwick in the day to day case management of the workers’ compensation claims.

Injury Occurs --Notify supervisor/complete FROI on Self Service website and submit to the Benefits Office within 24 hours. Department will also conduct a safety investigation, if appropriate.

Complete FROI -- Complete First Report of Injury form on Self Service website and submit to the Benefits Office within 24 hours.

Please contact the Human Resources Office for details related to management of work-related injuries.

Department Phone Numbers

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  • AfroAmerican Cultural Center 355-8296
  • Asian Pacific American Cultural Center 355-2719
  • Iowa Hawk Shop Distribution Center 384-4044
  • Business Office 335-3138
  • Center for Student Involvement and Leadership 335-3059
  • Event Services 355-3114
  • Human Resources 335-0121
  • Iowa House Hotel 355-3513
  • Latino Native American Cultural Center 335-8298
  • LGBT Resource Center 335-7123
  • Maintenance Office 355-3114
  • Student Life Marketing & Design 335-3117
  • Student Organization Business Office 335-3065
  • University Club 338-5439
  • Iowa Hawk Shop/University Book Store 335-3179
  • Student Legal Services 335-3276
  • Welcome/Info Center 353-4468