Each employee of Regent University occupies a fiduciary relationship with the University requiring undivided loyalty, trust, good faith, and candor in the performance of duties related to the University.

BACKGROUND CHECKS

It is the policy of Regent University to conduct background checks on prospective and current employees for selected positions of employment to determine fitness for employment. Background checks for selected positions will commence September 1, 2004.

The following items may be included in the Background Check:

Social Security Number Fraud Detection
Criminal History - County, State, and/or Federal

National Criminal Database

National Sex Offender Registry
Driving Record (will be required of all employees who regularly drive a university vehicle or travel on university business in rental vehicles)
Prior Employment Verification
Education Verification (will be required of all faculty)
Professional License Verification
Credit Report

1. Background Checks may be required for new employees being hired into the following positions and for current employees assuming the following positions, if a Background Check has not already been completed:

• All Officers of the University and their Assistants, Associate Vice Presidents, Assistant Vice Presidents, Deans, Associate Deans, and Assistant Deans;
• All regular full-time and regular part-time positions in the Departments of Human Resources, Public Safety, Finance/Accounting, Purchasing, Information Technology, Registrar, Central Enrollment Management, Financial Aid, Admissions and  Facilities/Engineering;
• All exempt/salaried positions in the Departments of Student Services, Student Life (including Chaplains), Student Housing, and International Student Services;
• Student Housing support staff;
• Exempt positions in the Office of Advancement dealing with development/fundraising;
• All Intramural athletic coaches (including temporary and part-time employees and volunteers);
• Child care or other positions dealing with minor children;
• Director of University Public Relations;
• Regular full-time and regular part-time faculty;
• Adjunct faculty;
• Faculty department chairs/school directors; and
• Other positions as may be determined by the hiring official

2. The Background Check will be conducted prior to the offer of employment being extended.  No verbal or written offer of employment should be made, nor is such valid, absent a completed and approved background check. 

3. The determination for fitness for employment will be made in consultation with Human Resources and the Hiring Dean/Department Manager and if necessary, the Vice President/General Counsel. 

4. Human Resources will make arrangements for the Background Check. The cost of the Background Check will be charged to Human Resources. 

5. All Background Checks will be conducted in accordance with the Fair Credit Reporting Act. Applicants to whom tentative offers of employment have been made will be required to execute written consents authorizing background checks. Regent University will keep confidential all information gathered in background history reports and will use the information solely for the purpose of establishing applicants' fitness for employment. Regent University will not disclose background history reports or information contained in such reports to third parties without applicant consent, except if required by law.   

6. Background history reports will be maintained in a secured file in the Human Resources Department. Only the Vice President for Human Resources and the Vice President/General Counsel or others with a demonstrated need to know will have access to the file. 

7.  Background history reports for candidates not selected for employment will be destroyed after a three-year period.

CONFLICT OF INTEREST
(Approved by the Regent University Board of Trustees)

Members of Regent University's Board of Trustees and employees are charged to act on behalf of Regent University and in support of its mission. In their capacity as trustees or employees, they are expected to hold the interests of the University paramount. An apparent conflict of interest arises when a trustee or employee is in a position to influence the University's decisions in ways that could lead to personal financial gain or other advantage for the trustee/employee or the trustee's/employee's immediate family or associates.

Trustees/employees are expected to disclose potential conflicts of interest. They should identify in writing any such conflicts to the chairman of the board (in the case of trustees) or to their immediate supervisor (in the case of employees) prior to engaging in the activity that poses the potential conflict. If a conflict of interest is found to exist involving a trustee, the trustee involved should recuse him/herself from participation in decisions on behalf of the University that affect the trustee's personal interests.

Regarding the Board of Trustees in particular, no contract or other transaction shall be either void or voidable solely because of such relationship or conflict of interest if any one or more of the following two provisions apply:

See also, Outside Employment and Employment of Relatives

| Back to Top |

CONTRACTED SERVICES / HONORARIA / INDEPENDENT CONTRACTOR AGREEMENTS

Independent Contractor Agreements may be made with approval of the Vice President for Human Resources when the following prerequisites are met:

Services that do not meet the foregoing criteria may be arranged as temporary employment. Temporary hiring must also be approved by the Vice President for Human Resources.

Independent contractors are not employees of Regent University and will not be covered by University insurance or other employee benefits. Neither social security contributions nor federal or state income taxes will be paid by Regent University or deducted from any compensation paid by the University.

The Business Office will automatically process payments as scheduled in an executed contract unless informed of changes due to incomplete or unsatisfactory work or for any other reason. Alternatively, department managers may reserve the option to prepare check requests for each payment due according to the contract.

For more information on Independent Contractor Agreement Procedures click here.

DISABILITIES ANTI-DISCRIMINATION AND ACCOMMODATION POLICY

The policy and intent of Regent University is to fully and completely comply with the Americans with Disabilities Act of 1990 (ADA) and the Rehabilitation Act of 1973, to the extent that they apply to the University. Regent University will not discriminate against qualified student, faculty or staff members with a disability in any academic or employment activity, including examinations, student oriented services, recruitment, hiring, promotion, training, lay-off, pay, firing, job assignments, leave, benefits, or any other employment related activity. Regent University will provide reasonable accommodation to the known physical and mental limitations of a qualified individual with a disability, unless to do so would impose an undue hardship on the operation of the university (42 USC 12102 et seq. ). It is also the policy and intent of Regent University to comply with the Virginians with Disabilities Act (VA Code Sec. 51.5.5-41). 

The above-stated regulations prohibit discrimination against a qualified student, faculty or staff person with a disability. These regulations also require the University to make reasonable accommodations to allow disabled members of the Regent community to continue their academic pursuits or perform their jobs, unless making such accommodations presents an undue hardship to the University.

Definitions
A "disability" is defined as a physical or mental impairment that substantially limits one or more major life activity. The definition of disability also includes having a record of such impairment or being regarded as having such an impairment. 

A "physical or mental impairment" is any physiological disorder or condition, cosmetic disfigurement, or anatomical loss affecting any of several body systems, including neurological, musculoskeletal, special sense organs, respiratory (including speech organs), cardiovascular, reproductive, digestive, genitourinary, hemic and lymphatic, skin, endocrine, and any mental or psychological disorder. It does not include nonchronic impairments of short duration with little or no long-term impact, such as broken limbs, sprained joints, concussions, appendicitis, and influenza. Physical characteristics such as left-handedness and personality traits such as being irresponsible or having poor judgment are not covered impairments. 

A "major life activity" is a function such as caring for oneself, performing manual tasks, walking, seeing, hearing, speaking, breathing, learning, sitting, standing, lifting, reaching, and working. Exercising cognitive functions is also a major life activity. Multiple impairments that combine to substantially limit a major life activity may also be considered a form of disability. 

A "qualified individual with a disability" is a person with a disability who is able to perform the essential functions of his or her job and/or academic activities, with or without reasonable accommodation. 

A "reasonable accommodation" is any change or adjustment to a job or academic environment that permits a qualified student, faculty or staff with a disability to participate in the academic process and job application process, to perform the essential functions of a job, or to enjoy benefits and privileges of employment equal to those enjoyed by employees without disabilities. Accommodations must be considered and made on a case-by-case basis. Some examples of accommodations that may be considered are job restructuring, reassignment, flexible leave, light duty, acquisition or modification of equipment and devices, and adjusting or modifying examinations, training materials, and policies.

An "undue hardship" is determined on the basis of the size of the University, the nature and composition of the workforce, the nature and cost of the accommodation, whether the individual with the disability will pose a health and/or safety threat, and the possibility that other prospective student, faculty or staff members will be able to use the same accommodation. An accommodation would generally be determined to represent an undue hardship if it would be unduly costly, extensive, substantial, or disruptive, or would fundamentally alter the nature or operation of the University.

Service Animals
It is the University's policy to permit service animals on campus to assist individuals who are disabled or who indicate that the animal with them provides specific service to them.  This statement relates to individuals who visit the main campus to obtain information about Regent, to attend class, or to obtain various campus services (Regent Bookstore, Regent Ordinary, etc.).  It also applies to individuals seeking employment, and to those who are employed at Regent University. 

The University may inquire as to the service that the animal provides, when such service is not readily apparent. Human Resources will determine the appropriate level of discussion/documentation for employees, and Student Services will determine the appropriate level of discussion/documentation for students desiring to bring service animals on campus, based on the specific employee/student situation. Students who wish to reside in student housing and who have an animal that they wish to bring with them, must provide appropriate information to Student Services.

Service animals will be allowed on university premises, (including food service areas where state and/or local health codes prohibit animals other than service animals) except when: (1) the animal is out of control and the animal owner does not take effective action to control it, e.g. a dog that barks repeatedly; or (2) the animal poses a direct threat to the health and safety of others. Allergies and fear of animals are generally not valid reasons for denying an employee the right to have a service animal on university premises. Regent University will not provide care or food for a service animal or provide a special location for the animal to relieve itself. The owner shall be responsible for all such feeding and care of the service dog, and for waste removal. Service animals should be leashed while on university property.

Service animals are working animals, not pets. Pets are not allowed on university premises. NOTE: See also Guests, Family Members and Pets under Use of University Facilities found in the "Safety and Security Policies" section of this handbook.

Requesting a Reasonable Accommodation
When a qualified student, faculty or staff member with a disability decides to request accommodation, the individual (or his or her representative) must notify the individual's supervisor or Human Resources that he or she needs an adjustment or change at work for a reason related to a medical condition. Students requesting accommodation must notify the Office of Student Services. The individual may use "plain English" and need not mention the ADA or use the phrase "reasonable accommodation." A request for an accommodation does not necessarily mean that the University will provide the accommodation. Instead, a request for a reasonable accommodation is the first step in an informal, interactive process between the individual and the University, to determine whether the individual's condition meets the definition of "disability" and whether the individual is otherwise "qualified." The University may request reasonable documentation of the individual's functional limitations to support the request. While the individual does not have to be able to specify the precise accommodation needed, he or she does need to describe the problems posed by the claimed barrier. Suggestions from the individual will be helpful in determining the type of reasonable accommodation to provide. The University will give the applicant or employee with a disability the opportunity to provide the accommodation, or to pay for the accommodation or any portion of the accommodation that might constitute an undue hardship on the University. If a particular accommodation would be an undue hardship, the University will attempt to identify another accommodation that would not pose such a hardship. If cost is the cause of the undue hardship, the University will consider whether funding for the accommodation is available from an outside source such as a vocational rehabilitation agency, and/or if the cost of providing the accommodation can be offset by state or federal tax credits or deductions. 

The University will make every possible effort to provide a reasonable accommodation in compliance with the Americans with Disabilities Act, however, the university reserves the right to choose among reasonable accommodations as long as the chosen accommodation is effective. If a student, faculty, or staff member refuses a reasonable accommodation, the University will be deemed to have complied with its obligation under the ADA.

If a student, faculty or staff member, a prospective student or an applicant for employment believes that the University has not adequately responded to a request for reasonable accommodation, an appeal may be addressed to the Vice President for Human Resources (if staff or applicant for employment), or Vice President for Academic Affairs (if faculty or prospective faculty), or the Vice President for Student Services (if student or prospective student). 

The Vice President for Human Resources, the Vice President for Academic Affairs, or Vice President for Student Services will review the matter within two weeks. The original decision may be overturned only if that decision is determined to be arbitrary and/or capricious. If the Vice President for Human Resources, the Vice President for Academic Affairs, or the Vice President for Student Services does not believe the appeal is sufficient to warrant review, the appeal will be rejected. This decision will be final. If the the Vice President for Human Resources, the Vice President for Academic Affairs, or the Vice President for Student Services determines that the appeal warrants review, it will be referred to a subcommittee of the Academic Council or to a subcommittee of the President's Cabinet for a final decision. The subcommittee will meet within 90 days of referral. Their decision will be communicated to the student, prospective student, faculty or staff member, or applicant in writing, and the subcommittee decision will be final.

This policy is hereby approved by the President of Regent University, superseding any other policies on this subject previously in effect. 

For additional information on accommodating students with disabilities, see Disability Services website.

(Revised November 17, 2006)

| Back to Top |

EQUAL OPPORTUNITY POLICY

Regent University affirms that spiritual unity among all its employees and students is essential to the fulfillment of its mission (1 Cor. 1:10; Eph. 4:1-4, 16). The University further affirms that all men are created in the image of God (Gen. 1:27) and, therefore, are to be afforded equal opportunity as follows:

In administration of its educational, admissions, and employment policies, scholarships and loan programs, athletic and other school programs, job recruitment, hiring and promotion policies, and employment benefits, Regent University shall:

1.	Determine that each student is committed to receiving an education in accordance with Regent University's Statement of Faith and that each employee of the University and each student of the School of Divinity profess the Christian faith in word and deed, recognizing that Christ has commissioned each of His followers to evangelize the world and to disciple fellow believers (Matt. 28:18-20), that God has commanded His followers to carry out this commission corporately with fellow believers only (2 Cor. 6:1, 14-18), that God has determined that each follower plays an integral part in the fulfillment of this commission no matter what his particular job may be (1 Cor. 12:12, 18, 20-25), and that Regent University has been organized and staffed accordingly.
2.	Afford equal opportunity to applicants, students and employees without regard to color, race, or national or ethnic origin, recognizing that all mankind is of one blood, being descendants of Adam (Acts 17:26).
3.	Afford equal opportunity to applicants, students and employees without regard to gender and consistent with a scriptural family policy, recognizing that God created mankind male and female (Gen. 1:27) (as determined at birth and not subject to change), and recognizing that God instituted and defined the family as the primary civil institution of human governance, designating a specific authority structure within the home (Eph. 5:22-23; 1 Pet. 3:1-7).
4.	Base decisions upon a person's qualifications for the position being filled or the benefit sought, recognizing that God has gifted men variously, as He wills (Ex. 35:30, 36:2; 1 Cor. 12:6-11; Rom. 12:3-8; Eph. 4:11-13).
5.	Afford equal opportunity to applicants, students and employees without regard to age or physical or mental disability, unless such condition would impede one's ability to fulfill the demands of the position or activity under consideration, recognizing that age and physical or mental disability can interfere with one's ability to fulfill a particular responsibility (Deut. 31:2).

| Back to Top |

EMPLOYEE CLASSIFICATIONS

Employee benefits accrue to regular employees who are scheduled to regularly work at least 30 hours per week.

Salaried employees may be eligible for overtime pay (non-exempt) or not eligible (exempt) according to the Fair Labor Standards Act. The Vice President for Human Resources, in coordination with supervisors, will determine which category applies.

| Back to Top |

EMPLOYMENT AT WILL

All employees not under contract are employed at the will of the University for an indefinite period. Employees not under contract may resign from Regent University and may be terminated by the University at any time, for any reason. No statement or representation in this handbook or any other University publication or by any University employee should be construed as a promise or guarantee of permanent employment.

EMPLOYMENT OF RELATIVES

The University will permit concurrent employment of close relatives unless the employment relationship between relatives could reasonably lead, or appear to lead, to business related conflicts of interest, improper influence, favor or consideration. The following are examples of circumstances in which the University shall not permit concurrent employment of close relatives:

1.	Where one relative has, or would have, the authority or practical power to supervise, appoint, remove, or discipline the other.
2.	Where one relative would be responsible for auditing the work of another.
3.	Where other circumstances exist that would place a relative in a situation of actual or reasonably foreseeable conflict between the University's interests and their own.
4.	Where, in order to avoid the reality or appearance of improper influence or favor, or to insure confidentiality, the University must limit the employment of close relatives of policy-level officers of other organizations or individuals with which it does business.

In cases where persons related by family or marriage are employed by the University, those faculty or staff members shall not initiate, participate in, or exercise any influence over decisions involving an individual benefit to a person related by family or marriage. Such benefits include initial appointment, retention, promotion, tenure, salary, leave of absence, and grievance adjustment. In situations where a conflict of interest might occur under normal operating procedures, the responsibility for the decision will pass to the next higher administrative level.

For the purposes of this policy, a relative shall mean husband, wife, father, father-in-law, mother, mother-in-law, grandparent, brother, sister, son, daughter, uncle, aunt, nephew, niece, cousin, or grandchild and their respective spouses, whether the relationship is established by blood, marriage, or otherwise.

MEDICAL INFORMATION
Health Insurance Portability and Accountability Act (HIPAA)

Purpose
This policy is intended to promote awareness of the confidential nature of the medical information that is collected, maintained and disseminated by Regent University, who is a sponsor of group health plans (the "Plans").  The Plans are considered "group health plans" and "covered entities" under the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and the regulations promulgated thereunder. This policy and these procedures reflect the commitment of Regent University to protect the confidentiality of its plan participants' private health information.

Authority
This Policy shall be overseen by the Privacy Official, who shall report on privacy issues, as needed, to the Vice President for Human Resources.  The Privacy Official shall be the Benefits Manager, and shall have authority and responsibility for implementation and operation of the policy and will have the discretion to delegate any of his or her responsibilities or functions to another individual (the "Designee").

Guidelines
This Policy will apply to all group health plans sponsored by Regent University, including medical, dental, prescription and vision.

The Designated Records Set of Regent University will include all information in the files maintained by the Benefits Office.  These files include information about enrollment in the Plans.

Regent University, as Plan Sponsor, will collect only the minimum necessary protected health information ("PHI") that is needed for the particular purpose for which it is collected.  The following Regent University employees will be permitted to receive and/or have access to PHI:  Vice President for Human Resources and Benefits Manager.

Access to Records: Regent University, as Plan Sponsor, will provide all plan participants with the right to access their own PHI that has been collected and is maintained by Regent University. This right of access does not apply to psychotherapy notes and information compiled in anticipation of a criminal or civil legal action.

Amendment to Protected Health Information:  Regent University will allow plan participants to request amendment of any PHI that is created and/or maintained by Regent University with respect to that plan participant.  PHI that was not created by Regent University or that is accurate and complete, as determined by the Privacy Official or the Designee, is not subject to amendment.

Uses and Disclosure of Protected Health Information:  The  Plan Sponsor and/or any business associate of the Plan Sponsor will use and disclose the PHI they create, collect and/or maintain for the following purposes: to enroll employees and their dependents in the Plans or to make changes to one of these enrollments; to evaluate renewal proposals or a new health plan or to evaluate reinsurance vendors; to conduct cost-management and planning-related analyses such as formulary development and administration and development or improvement of payment methods; and to perform any related functions.

All PHI collected by Regent University will be disclosed only to the following "valid recipients" or in the following situations:  (1) to the plan participant; (2) if the plan participant is a minor, to the plan participant's parent or legal guardian; (3) to an insurance company, reinsurance company, a third party administrator, or a business associate of the Plans, (4) to the plan participant's representative, agent, or any other person with a signed authorization from the plan participant; (5) in response to legal process; (6) to investigate possible insurance fraud; (7) to help settle a claim dispute for benefits under a medical benefit plan or insurance policy; or (8) to the Plan Sponsor, in accordance with the provisions of HIPAA.

Notice of Privacy Practices:  It is the policy of Regent University to maintain and provide to all plan participants upon request a Notice of Privacy Practices that describes the Plans' required and permitted uses and disclosures of PHI, all individual rights with respect to PHI and any other required information.

Training:  The Privacy Official or the Designee will train, or oversee training for all current staff and new employees that will have contact with PHI on the requirements of this policy. The contents of the training sessions and the attendees will be documented by the Privacy Official or the Designee.

Complaints:  Regent University will accept and respond to complaints relating to this Policy, procedures, and compliance efforts relating to the privacy of PHI. All complaints will be filed with the Privacy Official or the Designee.

Record Keeping:  Regent University will retain all documentation related to this Policy for a minimum of six (6) years from the date the documentation was created or the date that it was last in effect, whichever is later.

Sanctions:  Regent University, as Plan Sponsor, on behalf of the Plans, will appropriately discipline any staff member who fails to comply with this policy.  All sanctions will be documented by the Privacy Official or the Designee.

Mitigation of Wrongful Disclosures:  The Plans will attempt to mitigate any disclosures of PHI that are in violation of this policy by, for example, requesting return of any written PHI that was improperly disclosed or by admonishing the recipients of any wrongly-disclosed PHI of their obligation not to further disclose the PHI.

Refraining from Intimidation or Retaliatory Acts:  It is the policy of Regent University to prohibit any intimidation, threats, coercion, discrimination or other retaliatory acts against any person for the exercise of his or her rights under this policy, for filing a complaint with the Department of Health and Human Services, or for assisting in an investigation of any act made unlawful by the Health Insurance Portability and Accountability Act.

OUTSIDE EMPLOYMENT

Prior approval must be obtained before outside employment is accepted. Requests for permission to work at another job will be reviewed case-by-case subject to the following considerations:

Outside employment will not be considered an excuse for poor job performance, absenteeism, tardiness, or refusal to work overtime.

Employees who have accepted outside employment are not eligible for paid absence when the absence is a result of injury or illness associated with that employment.

PERFORMANCE REVIEW

PERSONNEL FILES

See also Medical Information (HIPAA)

| Back to Top |

PHASED RETIREMENT

Regent University offers phased retirement as a benefit to its employees.  By entering into a Phased Retirement Agreement, the employee acknowledges that the employee's participation in the Phased Retirement program is voluntary and has not been compelled in any way by the University.

I. Phased Retirement Program for Faculty

A. Eligibility
Participation in the Phased Retirement Program is open to all regular, full-time faculty members in good standing who are at least 60 years of age and have at least 10 years of full-time service with the University. All requests for participation in the Program must be approved at the discretion of the Dean of the School in which the faculty member serves. A Dean may limit the participants in the Program based on the needs of the School. A Dean will not approve requests for faculty that have been subject to disciplinary action within the two years prior to making the request for participation in the Program.

B. Terms
Participation in the Phased Retirement Program is limited to no more than four years. After four years, a participating faculty member must enter full retirement.

However, in its discretion, the University may rehire a participating faculty member on a full-time, part-time or adjunct basis at any time during or after the four-year participation period. The University may also rehire a participating faculty member as an adjunct professor after the faculty member has entered full retirement.

Participating faculty members will be allowed to elect a reduced workload. The faculty member's salary will be based on the reduced workload. For example, if a faculty member works 50% time his or her salary will be reduced 50%. A participating faculty member and the dean of the school in which the faculty member serves will establish an agreement specifying the terms of the reduced workload. The dean and the faculty member will review and renew the workload agreement annually up to a maximum of four years.

Participating faculty members will continue to receive full benefits, including health coverage, provided the employee pays the required employee premium contribution. University-provided 403(b) contributions, disability insurance, and life insurance are based on a faculty member's actual salary during participation in the Phased Retirement Program. Participating faculty members are also entitled to tuition remission and are eligible for research grants subject to standard university procedures. However, participating faculty members are not entitled to sabbaticals.

The University may modify or terminate the terms of this program at any time in its discretion or if benefits are changed for all University employees generally.

C. Procedures
A written request for participation must be submitted to the dean of the school in which the faculty member serves no later than six (6) months before the beginning of the semester that the faculty member wishes to enter into the Phased Retirement Program.

After the request is submitted, the dean of the school and the faculty member will meet to discuss the request. The dean will indicate his/her tentative approval or reasons for denying the request. Denial of a request does not preclude approval of a subsequent request. If the dean provides tentative approval, the matter will be forwarded to the Vice President for Academic Affairs for final approval. Upon approval of the Vice President for Academic Affairs, the dean and the faculty member will develop an agreement establishing the terms of the faculty member's participation in the Phased Retirement Program. The Phased Retirement Program agreement will include the reduced workload agreement. The reduced workload agreement is subject to annual review and renewal for up to four years.

Once a Phased Retirement Program agreement has been developed, it will be reviewed by the Office of the General Counsel before the dean provides final approval. After review by the General Counsel, the dean will make any required changes to the agreement. When it is finalized, the dean and the faculty member will review and sign the agreement. (See Phased Retirement Agreement.)

II. Phased Retirement Program for Staff and Administrators  

A. Eligibility
Participation in the Phased Retirement Program is open to all regular, full-time staff and administrators in good standing who are at least 60 years of age and have at least 10 years of full-time service with the University. All requests for participation in the program must be approved at the discretion of the dean of the school or the vice president of the administrative unit in which the employee serves. In the case of a dean or vice president who requests participation in the program, the request shall be submitted to the president. A dean or vice president or the president may limit the participants in the program based on the needs of the school or department. A dean, vice president or the president will not approve requests for employees that have been subject to disciplinary action within the two years prior to making the request for participation in the program.

B. Terms
Participation in the Phased Retirement Program is limited to no more than four years. After four years, a participating employee must enter full retirement. However, in its discretion, the University may rehire a participating employee on a full-time, part-time or adjunct faculty basis at any time during or after the four-year participation period. The University may also rehire a participating employee as an adjunct faculty member after the employee has entered full retirement.

Participating employees will be allowed to elect a reduced workload, subject to the approval of the appropriate dean, vice president or the president. The employee's salary will be based on the reduced workload. For example, if an employee works 50% time his or her salary will be reduced 50%. A participating employee and the Dean of the school or vice president of the administrative unit in which the employee serves, or the president, will establish an agreement specifying the terms of the reduced workload. The dean or vice president or the president and the participating employee will review and renew the workload agreement annually up to a maximum of four years.

Participating employees will continue to receive full benefits, including health coverage, provided the employee pays the required employee premium contribution. University-provided 403(b) contributions, disability insurance, and life insurance are based on the employee's actual salary during participation in the Phased Retirement Program. Participating employees are also entitled to tuition remission under the guidelines of the tuition remission policy.

The University may modify or terminate the terms of this program at any time in its discretion or if benefits are changed for all University employees generally.

C. Procedures
A written request for participation must be submitted to the dean of the school or the vice president of the administrative unit in which the employee serves or the president no later than six (6) months before the beginning of the month that the employee wishes to enter into the Phased Retirement Program.

After the request is submitted, the dean or the vice president or the president and the employee will meet to discuss the request. The dean or vice president or the president will indicate his/her tentative approval or reasons for denying the request. Denial of a request does not preclude approval of a subsequent request. In the case of a school, once a dean provides tentative approval, the matter will be forwarded to the Vice President for Academic Affairs for final approval. Upon approval of the Vice President for Academic Affairs, the dean and the employee will develop an agreement establishing the terms of the employee's participation in the Phased Retirement Program. In the case of an administrative unit, once the vice president or president approves the request, the vice president or president and the employee will develop an agreement establishing the terms of the employee's participation in the program. The Phased Retirement Program agreement will include the reduced workload agreement. The reduced workload agreement is subject to annual review and renewal for up to four years.

Once a Phased Retirement Program agreement has been developed, it will be reviewed by the Office of the General Counsel before the approving vice president provides final approval. After review by the General Counsel, the dean or vice president will make any required changes to the agreement. When it is finalized, the dean or the vice president and the employee will review and sign the agreement. (See Phased Retirement Agreement.)

For more information, go to Frequently Asked Questions About Phased Retirement.

[Approved by M. G. Robertson, Chancellor and President]

PROMOTIONS AND TRANSFERS

In the recruitment of personnel to fill vacancies or new positions, employees shall be given the opportunity, along with other applicants, to be considered for positions that would represent promotion. Transfers to lateral or lower positions will be considered where such transfers may serve to alleviate undue personal hardships or for other compelling reasons. Requests for promotion or transfer should be made by submitting the Promotion/Transfer Application.

Generally, it is recommended that employees be expected to have performed satisfactorily in their present position for a minimum of six months before being considered for promotion or transfer outside the department.  It is recommended that a performance evaluation no more than six months old be on file in Human Resources in order for a request for promotion to be considered.

Once an employee has gone through the interview process and is seriously being considered for the promotion or transfer, the employee should inform their supervisor, and then both the employee’s current supervisor and prospective supervisor should work together to determine a suitable timeline for a smooth transition between departments.

REFERENCE CHECKS

This policy applies to employment-related reference checks, obtained on applicants for employment by Regent University employees and/or requested on former Regent University employees by other prospective employers.

Checking References of Job Applicants
It is the responsibility of the hiring department to conduct reference checks on all final candidates for employment, following the preliminary interview stage and before an offer of employment may be extended. Offers of employment may not be extended until all required academic information has been verified and at least two job references have been contacted for the final candidate.

Inform each candidate during the interview that you will check references on all final candidates. Obtain the name and job title of the candidate's immediate supervisor for each prior job during the interview. When you contact references, phrase your questions in a manner that will solicit objective and job-related information only. Use the Record of Reference Check form that is distributed at interview training (copies may also be obtained from Human Resources.) Attach the Record of Reference Check with at least two references to the Offer and Briefing Form when submitting the form to Human Resources for approval, prior to extending an offer of employment to the candidate.

Responding to Requests for References on Former Employees
It is the general policy and practice of Regent University to release, upon proper request of a prospective employer or lending institution, only the following information concerning a current or former employee of the University:  

1. Dates of employment with Regent University
2. Positions held
3. Final salary or wage rate (only if authorized by signed release)

Forward all requests for verification of employment to the Human Resources Department for response, whether by telephone or in writing.

A "Request for Employment Reference" is included as part of each exit interview. Exit interviews are conducted by Human Resources with each terminating employee. A full employment reference, including work performance, attendance, behavior, etc., should be given for only those former employees who have voluntarily signed the release. Do not make such comments, verbally or in writing, without first contacting the Human Resources Department to see if the former employee has signed the release.

Allow Human Resources to review any reference given in writing before releasing the reference.

Although there may be legal risks involved in giving employment references, we do not intend to hinder our former employees' prospective employers from obtaining information to assist them in making wise hiring decisions--we depend on mutual cooperation among employers so that we, too, can obtain references on candidates for employment.

If the former employee has signed a release, use discretion when providing information, remembering the following guidelines:

1. "Opinions" stated as such are fine, if not stated with malice or in such a way as to alert of a deeper meaning;
2. Never offer information that is not solicited; and
3. Answer only job related questions, pertinent to the position for which the candidate has applied.

| Back to Top |

STUDENT EMPLOYMENT

The following policy and procedures apply to student employment at Regent University. All employment at Regent University is subject to the availability of jobs with preference given to the most qualified applicants.

Priority for on-campus part-time employment will be given to students who are exempt from FICA (Social Security and Medicare tax) and FUTA (unemployment tax) in accordance with the IRS Code, sections 3121(b)(10) and 3306(c)(10)(B) as evidenced by maintaining at least a half-time student classification and regularly attending classes at Regent University, and whose employment on campus is incident to and for the purpose of pursuing a course of study at Regent University.

Students cannot qualify for tax exemption if they are career employees, defined by the IRS as university employees who are eligible to participate in their institution's retirement plan or who receive tuition remission from their institution.

Student employment is generally limited to 20 hours per week in recognition of the need for balance between employment and study. Student workers and graduate assistants may work up to 40 hours per week between semesters and during vacation periods and summers, depending upon the availability of work and the adequacy of funds within the department or school's budget. Note: Regent University international students holding an F-1 or J-1 visa are authorized by US Citizenship and Immigration Services to work on campus up to 20 hours per week during the Fall and Spring semesters and up to 40 hours per week during official University holidays and breaks (i.e. Spring Break, Christmas Break, Summer Vacation).

A student may work in more than one department or school; however, the total hours worked in all departments may not exceed 40 hours per week. In the case a student's combined work hours exceed 40 hours in a work week, overtime pay will apply and will be charged to the department or school in which the excess hours were worked.

Students who are precluded from working their normally assigned work period because of a holiday, special meeting or other official office closing will not be paid for the time not worked. Students may be allowed to work extra hours prior to or after such a closing, not to exceed 40 hours per week, in order to make up the time. Student work schedules should be planned at the beginning of each semester with holidays and other known office closings in mind, in order to minimize lost work time.

All employees not under contract are employed at the will of the University for an indefinite period. Employees not under contract may resign from Regent University and may be terminated by the University at any time, for any reason. No statement or representation in this policy or in any University publication or by any University employee should be construed as a promise or guarantee of employment.

1. Student Employment Categories

•  STUDENT WORKER - A Student Worker must be a currently-enrolled undergraduate student at Regent University. See 2.b. for applicable pay rates.

•  GRADUATE or TEACHING ASSISTANT - A Graduate or Teaching Assistant must be a currently-enrolled graduate student (master's or doctoral level) at Regent University. See 2.b. for applicable pay rates.

•  STUDENT FELLOWSHIP/ASSISTANTSHIP AWARDS - Students may also be compensated for research and academic related projects via fellowship or assistantship award agreements that outline specific payment amounts and payment dates, rather than by an hourly rate. Awards are given by the dean of the school in which the student is enrolled. The agreement must be completed in writing and approved in full before the student begins work on the project.

2. Responsibilities of the Hiring Department

a. Prepare a written description of essential functions of the position, including supervisory responsibilities if any, and any special skills required for the job.

b. Determine an appropriate rate of pay for the position. Consult Human Resources for assistance, if needed. In establishing the rate of pay, consideration should be given to any training, experience and special skills that are required to accomplish the job, and to the duties and responsibilities of the job. The rate of pay will not be less than the current federal minimum wage ($7.25 per hour), and will not exceed $10.00 per hour for a Student Worker, or $15.00 per hour for a Graduate or Teaching Assistant. A pay rate higher than $10.00 per hour must be supported by a written statement or job description explaining the appropriateness of the level of pay based upon the need for special skills, training or experience; significant responsibility for supervising others; and/or significant level of independent responsibility for development and execution of major project(s) or functions.

c. Student Employees will be hired within the wage range currently in effect for the appropriate category, subject to availability of funds within the hiring department budget. Consult your department budget to determine budgeted hours and total dollars available. Student employment is generally limited to 20 hours per week in recognition of the need for balance between employment and study.

d. Submit a written request, e.g. email message, to Central Financial Aid asking them to post the job on the JOBS board located outside the Central Financial Aid Office in the Student Center and on their website. Provide appropriate information for the posting. Students will apply directly to the hiring department.

e. Screen applicants and make hiring decision, selecting the most qualified applicant who can perform the essential functions of the job, with or without reasonable accommodation. The hiring decision will be made without regard to age, race, gender, color, national origin or disability.

f. Select the first date of work. Whenever possible, work should begin on the first day of a pay period (usually the 1st or the 16th of the month, or the first work day following the 1st or the 16th if that date falls on a weekend or a holiday).

g. Submit hiring paperwork to Human Resources on or before the first date of work. Click here to see a listing of the forms that must be completed by the hiring supervisor and student employee. Note: International Students with a J-1 Visa must complete a Student Employment Request and Authorization Form which can be obtained from the Office of International Student Services (OISS) for official clearance to work on campus. Hiring supervisors must sign the form. OISS staff will forward the signed authorization form to Human Resources for the student's file. Failure to sign the form will result in a delay in start date. OISS forms.

h. If you have requested the Central Financial Aid Office to post the job on the JOBS bulletin board, notify them the position is filled and the posting will be removed.

3. Responsibilities of Students Seeking Employment On Campus

•  Students will find announcements of student employment opportunities on the JOBS board located outside the Central Financial Aid Office in the Student Center and on the Central Financial Aid website.

•  Students will apply directly to the hiring department. Employment application forms are available from Human Resources, and online. The submission of an employment application does not guarantee employment. Hiring is determined by the employing departments without regard to age, race, gender, color, national origin or disability. Employment is subject to the availability of jobs with preference given to the most qualified applicant who can perform the essential functions of the job, with or without reasonable accommodation.

•  Read all information carefully and fill out forms accurately.

•  Make copies of original application for use in pursuing Regent University jobs through the JOBS board.

•   International Students with a J-1 Visa must complete a Student Employment Request and Authorization Form which can be obtained from the Office of International Student Services (OISS) for official clearance to work on campus. Hiring supervisors must sign the form. OISS staff will forward the signed authorization form to Human Resources for the student's file. Failure to sign the form will result in a delay in start date. OISS forms. For more information concerning international student employment, click here.

This policy does not apply to regular full-time employment. Students and student spouses seeking full-time employment will follow the procedures for full-time employment and will obtain employment applications and a list of vacant positions from the Regent University Human Resources Department. Consideration will be given to students and student spouses for full-time employment in jobs which do not pose conflicts-of-interest, which do not involve extensive training at University expense, and which require skills and experience corresponding to those of the individual applying for employment.

TELEWORKING/TELECOMMUTING POLICY AND GUIDELINES

The purpose of this document is to provide guidance on eligibility factors and criteria that will be used to grant permission for teleworking or telecommuting assignments, including working at home via telecommuting, hoteling, mobile office and other similar nontraditional work arrangements, whether on a regular basis, on an occasional basis, or on an emergency basis.

The employee who wishes to obtain approval for a teleworking or telecommuting arrangement must submit a written proposal stating the business case for the arrangement.  The proposal must be approved by the vice president for human resources of Regent University, with the concurrence of the following:  The vice president for academic affairs and the dean (if a school), or the department head (if an administrative department), the vice president for finance, the vice president for information technology, and any others as required by the vice president for human resources.

The proposal will thoroughly explain the reasons for the request, including but not limited to the following:

• Worker suitability, e.g. desire to telework or telecommute, well-organized, self-motivated, self-starter with minimal need for supervision, affirmation or feedback, adaptable, past work performance success indicators, evidence of knowledge of job and university practices, ability to contribute equipment and maintenance.

• Work suitability, e.g. job functions, organization structure, equipment or furniture needs and how they will be met, safety and ergonomics factors, work schedule, timekeeping and reporting plans, performance management plan, statement of requirement to attend on-campus meetings as needed.

• Provisions for confidential information compliance, work privacy, and university policies compliance.

• Need for travel expenses, or other expense reimbursements.

• Communications/support plan, e.g. weekly phone meetings; and someone to whom the teleworking employee can rely on for support and delegate tasks, such as a graduate assistant or staff member.

• Benefits to Regent University, e.g. recruiting and/or retention factors, office space needs reduction, productivity improvement, if applicable.

• Liabilities or risks to Regent University.

• Other costs or concerns associated with the arrangement, e.g. relocation expenses, out-of-area health plan coverage needs.

Upon approval of the teleworking/telecommuting proposal, the employee will be required to sign:

• Regent University Teleworking/Telecommuting Agreement (please use as a template, modifying wording as needed for the agreed-upon terms)

• Regent University Computer Support Agreement for Teleworkers

Permission to telework or telecommute is at the sole discretion of Regent University, and Regent University retains the right to terminate the privilege at any time for any or no reason. 

TERMINATION OF EMPLOYMENT

Before leaving, a terminating employee is required to arrange for an exit interview with the Human Resources Department in order to clarify any questions regarding earned vacation, insurance options, disposition of retirement account, a forwarding address, and such matters. The Employee Handbook, I.D. card, parking sticker, keys, University credit cards, health plan cards and other University property must be returned at this time. The final pay check will be released upon evidence that the above interview has been held, and that all University property has been returned.

Click here to see more about Severance Pay.
(Refer to Payroll Policies)

| Back to Top |