General


 

Adjunct Teaching Policy (Staff)

Webster University needs to ensure that those hired in staff/administrator roles give priority to their staff position and pursue teaching opportunities outside their regular staff duties with reasonable limits that allow the University to maintain the highest quality of instruction by appropriately balancing administrative (staff/administrator) duties with additional (adjunct) instructional responsibilities.

Click here to access the full Adjunct Teaching Policy (Staff)


 

Affirmative Action Statement

Webster University is an equal opportunity/affirmative action employer. Women and minorities are encouraged to apply.


 

Attendance

Employees are required to be at work during their scheduled working hours. Schedules for hourly (non-exempt) employees are maintained according to the approved budgeted status on the automated time and attendance system.

Hourly (non-exempt) employees should avoid early arrival and late departures outside of the approved schedule. Salaried (exempt) employees should maintain regular hours as established by their supervisor and to meet the needs of their constituencies. The requirements of the job may dictate working beyond this core schedule.

Any change in schedule needs to be approved in advance by the employee’s supervisor. An employee who is absent without advance approval must report the reason for his or her absence as soon as possible on the first day of absence. (See Sick Days policy)

An employee who is absent without permission may: a) be unpaid during the absence; or b) be terminated immediately upon prior approval and consultation with Human Resources if temporary, part-time, or in their initial training period.

An employee who is absent without permission and without an explanation or notice for a period of three (3) or more consecutive days may be considered to have resigned his or her position and may be terminated following review by the Chief Human Resources Officer or designee. Such termination shall be effective on the date of the commencement of such unauthorized absence.


 

Conflict of Interest Policy

Webster's Conflict of Interest policy provides ethical guidance on such matters as not accepting gifts or gratuities in excess of $100, among other important issues. To review the full policy please Click Here. Please contact your unit head if you have any questions.

The University recognizes that its employees and Trustees perform different functions on its behalf. Consequently, due to the unique nature of some employees' job roles, employees in certain positions will be required to complete an annual conflict of interest questionnaire, which will be sent directly to them.

Click Here to access the full Conflict of Interest Policy.


 

Disability and Accommodation Policy

In compliance with the ADA, the University will not discriminate in its employment practices against any qualified individuals with disabilities on the basis of their disabilities and will make reasonable accommodations where appropriate based on essential functions of the job, business necessity, and cost of the accommodation. This Disability and Accommodation Policy will be enforced in association with the University’s Equal Employment Opportunity Policy.

Click Here to access the full Disability and Accommodation Policy.


 

Drug and Alcohol Policy

The Drug Free Schools and Communities Act Amendment of 1989 requires Webster University to certify that it has adopted and implemented a drug and alcohol abuse prevention program as a condition of receiving federal funds and financial assistance. The law further requires the annual distribution of written policies to each enrolled student. In accordance with the Drug Free Schools and Communities Act Amendment of 1989 and Webster University’s mission, this document restates the University’s commitment to maintaining an environment which is free of impairment and encourages both academic growth and personal development.

Policy Statement

This policy statement applies to all faculty, staff, and students enrolled at Webster University, including students taking classes at extended metropolitan campuses, military campuses, and academic programs located overseas.

It is the goal of Webster University to protect the public health and environment of its members by promoting an environment free of illicit drug use and alcohol abuse.

The manufacture, distribution, possession or use of illicit drugs, and the unlawful possession, use or distribution of alcohol on any Webster University campus or at any University event is prohibited.

Violation of this policy will be handled according to existing University policies and procedures governing the conduct of students, staff, and faculty.

Standards of Conduct - Illicit Drugs

The unlawful manufacture, possession, distribution, or use of illicit drugs on any Webster University campus or site by University students, employees, or their guests is prohibited.

Standards of Conduct - Alcohol

Federal legislation prohibits the unlawful possession, use, or distribution of alcohol. The laws of all states are in compliance with federal law, which prohibits persons under 21 years of age from the possession or use of alcohol. Foreign countries in which Webster University operates fully accredited programs may have laws which vary from U.S. Federal and State laws.

Students at non-U.S. campuses may contact the office of the campus director for information regarding the legal use and possession of alcohol in that country.

In St. Louis, the Dean of Students Office maintains standards governing the allowable use of alcohol on campus and at campus events. The office of the campus director maintains similar standards at each extended campus site.

Legal Sanctions

Drugs: In the United States the manufacture, possession, sale, distribution and use of illicit drugs is prohibited by city, county, state, and federal law. Sanctions range from small fines to life imprisonment, depending on the type of drug and several other factors.

In countries other than the United States, sanctions vary. Contact the campus director’s office for specific information.

Alcohol: Each state has specific statues which detail sanctions for the illegal purchase or possession of intoxicating liquor. For example, in the State of Missouri, violation of state statutes governing the use or possession of alcohol may result in fines of between $50 and $1,000 and/or imprisonment for a maximum of one year. County and municipal ordinances contain similar prohibitions and sanctions. Contact the office of the campus director for information regarding provision of applicable ordinances and statutes at your particular campus/location.

Overseas Programs:Students visiting foreign countries to attend academic programs overseas are reminded that they may be subject to arrest and legal sanctions for drug and alcohol offenses under the laws and regulations of that particular country or institution, in addition to relevant Webster University sanctions.

Health Risks

Drugs: Severe health risks, including death, are associated with the use of illicit drugs.

Alcohol: Abuse of alcohol can produce severe health risks, including death. Alcohol consumption causes a number of marked changes in behavior. Even low doses significantly impair the judgement and coordination required to drive a car safely, increasing the likelihood that the driver will be involved in an accident. Low to moderate doses of alcohol also increase the incidence of a variety of aggressive acts, including spouse and child abuse. Moderate to high doses of alcohol cause marked impairments in higher mental functions, severely altering a person’s ability to learn and remember information. Very high doses cause respiratory depression and death. If combined with other depressants of the central nervous system, much lower doses of alcohol will produce the effects just described.

Repeated use of alcohol can lead to dependence. Sudden cessation of alcohol intake is likely to produce withdrawal symptoms, including severe anxiety, tremors, hallucinations, and convulsions. Alcohol withdrawal can be life-threatening. Long-term consumption of large quantities of alcohol, particularly when combined with poor nutrition, can also lead to permanent damage to vital organs such as brain and the liver.

Mothers who drink alcohol during pregnancy may give birth to infants with fetal alcohol syndrome. These infants have irreversible physical abnormalities and mental retardation. In addition, research indicates that children of alcoholic parents are at greater risk than other youngsters of becoming alcoholics.

Available Drug or Alcohol Counseling, Treatment or Rehabilitation Programs

At the St. Louis campus, the Counseling and Life Development department provides confidential information, counseling support, and referral services for Webster University students and employees. This department maintains resource listings of community services available in the St. Louis metropolitan area and offers a comprehensive alcohol/drug assessment and treatment program. Students may find assistance through the Counseling and Life Development department by calling 314 968-7030. The department is located at 540 Garden Avenue.

At campuses outside the St. Louis area, Webster University personnel provide information and guidance covering local services for drug and alcohol problems. All such contacts are strictly confidential.

University Disciplinary Proceedings

Different disciplinary procedures are applicable to faculty, staff, and students. Violations of the standards of conduct will be dealt with on a case-by-case basis with the imposition of discipline being appropriate to the severity of the violation. For each group comprising the University community, there are certain common sanctions that could be applied in an appropriate case. These common sanctions include letters of reprimand, probation and severance of ties with the University, through expulsion or termination. Normally, opportunity for referral to an appropriate rehabilitation program occurs and is usually associated with a first offense. Referral for prosecution will usually occur only for the most serious violations.=


 

Employee Self-Service and Automated Time & Attendance

Confidentiality

All employees will have access to various types of confidential information regarding students, staff, faculty, and the University. It is expected that all employees will protect that confidentiality. At no time is it acceptable for employees to 1) share their password for anyone else to access their personal and confidential online employment information; or 2) allow someone else to record their worked time via “timestamp”, enter non-worked time or submit time off requests in the automated time and attendance system on their behalf other than their authorized time editor as approved by their supervisor. Employees who share their information or who enter information on an employee account other than their own unless otherwise authorized by their approved role will be subject to disciplinary action up to, and including, termination.

Employee Self-Service

All employees will maintain their personal, pay and tax information and time and benefit elections via the Employee Self-Service system. Employees are accountable for ensuring information is accurate and up to date corresponding to the pay period or applicable event schedule. Employees will be able to update direct deposit, tax withholdings, address, phone, emergency contact, beneficiary and benefit elections (as applicable) from any device with internet capability. Employees will also use the system to view their pay, benefit enrollment, benefit time available (as applicable), W2 and personal information Accessing this information outside of approved work schedule is considered non-compensable time.

Time & Attendance System - Hourly (Non-exempt) Employees

When scheduled to work, hourly (non-exempt) employees will record their time via “timestamp” into the Time & Attendance system only at their assigned work station based on their approved schedule. Hourly (non-exempt) employees working outside of their approved schedule must obtain advanced approval from their supervisor (see Working Hours policy for information on Meal Breaks). Recording worked time at a location other than an employee’s assigned work station is strictly prohibited and subject to disciplinary action up to, and including, termination. Should an employee’s recorded time be missed inadvertently or due to inaccessibility to a system or if compensable time is due such as a meal break cancellation, they will submit a request for supervisor approval for a correction the same day or as soon as possible immediately thereafter. Exceptions to recording time via “timestamp” will be rare and approved and monitored by the supervisor. Regular exceptions to this process will be subject to disciplinary action. All employees are responsible for recording their work time accurately, and it is the policy of Webster University to pay employees for all time worked.

Time & Attendance System – Staff

Staff employees will maintain information in the Time & Attendance system for professional development as approved by their supervisor. Any time recorded as professional development will be considered “worked time” and incorporated in the overtime calculation for hourly (non-exempt) employees. 

Employees will use the system to request approval for time off and utilization of available sick, vacation and personal day time. If a request was not performed in the system for advance approval, the employee must request supervisor approval for correction the same day or as soon as possible immediately thereafter. All employees are responsible for recording their work time accurately, and it is the policy of Webster University to pay employees for all time worked.


Time & Attendance System – Students, Staff and Supervisors

All student and staff employees will approve their pay period record in accordance with the published schedule supporting the payroll process. See Payroll Pay Schedules links on the Payroll home page.

Supervisors will oversee schedules, worked and non-worked time, exceptions and approve pay period records. Supervisors will oversee proper use of the system by their employees and administrative support for purposes of accuracy and compliance with policy and law. Supervisors may assign a designee to perform timekeeping functions in the Time & Attendance system on their behalf but retain responsibility for outcomes and adherence to policy.

 


 

Equal Employment Opportunity Policy

Webster University prohibits unlawful discrimination based on the basis of race, religion, creed, color, national origin, sex, pregnancy, sexual orientation, gender identity, age, ancestry, physical or mental disability, genetic background, marital status, or other classification protected by applicable local, state or federal laws, or is associated with a person who has or is perceived as having any of those characteristics. The University expects all employees to support this policy, and to take all steps necessary to maintain a workplace free from unlawful discrimination and harassment and to accommodate to the fullest extent required by law. The University will not discriminate against any person who has complained about discrimination, filed a charge of discrimination, or participated in an employment discrimination investigation or lawsuit.

Click Here to access the full Equal Employment Opportunity Policy.


 

Faculty Retirement Transition Program

As a means to support faculty in their transition from full-time employment to retirement, the university offers a Faculty Retirement Transition Program. Please click here for full program details.


 

Federal Fair Labor Standards Act and Overtime Pay

The Fair Labor Standards Act, referred to as the Federal Wage and Hour Law, applies to Webster University in the United States. This law governs minimum wages, overtime payments, hours worked and job classification.

Hourly (Non-exempt) Employees

Non-exempt employees are paid hourly and are entitled to overtime pay that is time and one-half their regular rate of pay for each hour worked over the applicable threshold and the applicable work period. A work week is Sunday at 12 a.m. through Saturday 11:59 p.m. Hourly (non-exempt) employees will record all worked time online via “timestamp” on the automated time and attendance system in accordance to their assigned schedule (see Employee Self-Service and Automated Time & Attendance policy). Time recorded will be rounded to the nearest quarter hour. Hours worked are associated with the day worked for purposes of overtime eligibility. Employees are eligible for overtime pay once they exceed 40 worked hours in a work week (note additional state requirements below). Time off for holidays or closure and on-call time will be considered “worked time” for determining overtime pay. All overtime work for hourly (non-exempt) employees must be assigned and approved in advance by the supervisor. The Federal Wage and Hour Law prohibits hourly (non-exempt) employees from working extra hours in one week to be retained for compensatory time in a subsequent week.

Webster University must additionally adhere to applicable State and Local laws governing wage and hour where they provide a greater benefit to employees:

California: Hourly (non-exempt) employees who work in California are paid one and a half times their base wage for hours worked over 8 hours in a day and for the first 8 hours on the 7th consecutive day worked. They are paid double their base wage for hours worked over 12 hours in a day or over 8 hours on the 7th consecutive day worked. If an hourly (non-exempt) employee requests to work beyond 8 hours in a day in order to make up for previously missed work, they would indicate this is “California Make Up” time and overtime pay would not be required unless subsequently exceeding 12 hours of work in a day or 40 hours in the work week.

Colorado: Hourly (non-exempt) employees who work in Colorado are paid one and a half times their base wage for hours worked over 12 hours in a day or over 12 consecutive hours.

Salaried/Exempt Employees

Exempt job classifications are determined by the salary basis and duties test in accordance with federal and state laws. Exempt employees are paid a salary and are not eligible for overtime or compensatory time off. In accordance with the law, salaried (exempt) employees may not have their pay reduced for variations in the quantity or quality of work and must receive their full salary for any period in which they work with the exception of their first and last week of employment in a salaried role unless 1) they absent themselves in whole day increments; 2) they are on an approved Family Medical leave; or 3) they are on unpaid disciplinary suspension.

All salaried (exempt) employees should submit requests for any vacation, personal and sick time in whole day increments through the automated time and attendance system for approval by their supervisor in advance of the time off, where possible, or record the time off in a timely manner based on the published schedule on the Employee Self-Service portal for incorporation with each pay period processing. Should an exempt employee be on an approved Family Medical leave, they should request benefit time in quarterly hour increments consistent with their standard budgeted schedule for all periods of absence (see Family and Medical Leave Act (FMLA) and Leaves of Absence policy).

The Wage and Hour Laws were established for the protection of the employee. However, the employer is charged with the responsibility of enforcing the regulations and is subject to audit by the government and to a fine for violations. Therefore, accuracy of the time record is required. Time records must reflect the exact time worked and the exact time off and employees must approve their time record submission each pay period as must the designated time approver.


 

Grievance Policy & Procedures

It is generally recognized that in any human group, occasional disagreements will occur. In an ideal world, those disagreements and misunderstandings would be resolved through effective, two-way communication techniques. However, effective, two-way communication is not always possible in a time of conflict. Therefore, the University offers a grievance structure to assist in resolving disputes and insure a fair and equitable treatment of all employees.

Click here to access the full Grievance Policy.


 

Information Technology Acceptable Use Policy

Webster University ("Webster") provides numerous information technology resources for use by the Webster community to support its educational mission. The use of these resources must be consistent with the goals of the University. This policy applies to all University students, staff, administrators, faculty and others granted use of Webster University’s computer network resources. As a member of the Webster community, Webster students, staff, administrators and faculty are expected to act responsibly and to follow Webster's guidelines, policies, and procedures in utilizing information technology and electronic networks accessed by such technology.

Click here to access the full IT Acceptable Use Policy.


 

Identification Cards

All Webster Groves campus employees are required to have a Webster University identification card. Cards are issued at the Office of Public Safety. The cards are to be presented to the Public Safety Officer upon request. Employees are responsible for updating cards annually at the Office of Public Safety. The identification card may also be used as a library card for the Emerson Library and as a security swipe card for after-hours access to designated buildings and departments.


 

Initial Training Period

The first 60 days of a person's employment at Webster are an initial training period. During this period an employee's abilities and work performance should be regularly evaluated by the supervisor. If for any reason, on or before the end of this 60-day period, it is determined that an employee is not suited for the job for which he or she was hired, or if the employee decides it is not the position he or she wants, the employment may be terminated at that time. (See Termination Policy).


 

National Labor Relations Act

The National Labor Relations Act (NLRA) guarantees the right of employees to organize and bargain collectively with their employers, and to engage in other protected concerted activity or to refrain from engaging in any of the above activity. Employees covered by the NLRA* are protected from certain types of employer and union misconduct.

The full notice is available here: NRLA Posting.


 

Notice of Non-Discrimination

Webster University is committed to non-discrimination and equal opportunity regarding the treatment of students, faculty and staff. The University considers employment, admissions, financial aid, programs, and activity applications without regard to race, sex, sexual orientation, gender identity, color, creed, age, ethnic or national origin, or disability. Inquiries or complaints related to any of these areas should be addressed to the appropriate individuals identified below.

Matters concerning employees and applicants for employment should be directed to:

Betsy M. Schmutz, Associate Vice President
Chief Human Resources Officer
Title IX Coordinator
Webster University
470 E. Lockwood Ave.
St. Louis, MO 63119
314-968-6960
schmutz@webster.edu


 

Payroll Office and Pay Distribution

The Payroll Office maintains payroll records for all University personnel and handles all matters pertaining to an employee's paycheck. Earnings and deduction records are maintained for University employees, including vacation, sick pay, personal pay, and other records of employee compensation.

Employees are strongly advised to establish a direct deposit for their pay. Pay that is received in a check will be mailed to the employee’s address on record in the Employee Self-Service portal. This includes student employees.


 

Resignation

An employee is expected to give a minimum of two weeks written notice to their supervisor prior to resigning from the University. Upon receipt of a notice of resignation, the University reserves the right to ask an employee to leave immediately without obligation for additional pay. In such cases, up to two weeks of pay will be provided in lieu of notice. It is expected that an employee report to work on his or her last day of employment. Should an unexpected absence occur on the scheduled last day of work, the employee’s termination date will be modified to the last day worked.


 

Staff Development

Webster University is committed to the on-going development of its staff and to providing an environment and resources to allow employees to develop and grow within the organization. Such time away from regularly scheduled hours must be approved by an employee’s supervisor and should be recorded as professional development on the automated time and attendance system. Hourly (non-exempt) employees will be paid for travel time beyond the time it normally takes to commute to work. Once at the destination, hourly (non-exempt) employees will be paid for thier time while attending the development program. Hourly (non-exempt) employees will not be compensated for voluntary gatherings outside of the approved development program. Note that college-level courses may not be taken during an employee’s standard work schedule.


 

Termination of Employment

To guarantee that all employees are treated fairly, the University has a formal process to follow when it is necessary to terminate an employee. Prior to termination, there should generally be counseling with the employee consisting of verbal counseling, written warning, and written probationary status. All terminations must be approved by the Division Executive or designee and the Chief Human Resources Officer or designee. However, the University reserves the right to terminate employment immediately depending upon circumstances.


 

Working Hours

All employees of Webster University are expected to work the schedule established by their supervisor. Time is rounded to the nearest quarter hour, so employees need to be attentive to entering a time stamp within seven minutes of their scheduled beginning and ending of their work day. The administration of the University sets those operating hours which are best suited for serving the needs of the University and the public. This may require employees to work more than their standard schedule. Schedules may vary from time to time.

Employees may only pursue college level courses outside of their standard work schedules. See Staff Development Policy for further information.

Meal Break

Hourly (non-exempt) employees who work more than five hours in a day should be given a 30 minute meal break with full relief of duties and the ability to leave premises. “Full relief of duties” means that an employee should not respond to email, phone calls or work in any way during the meal break.  Meal breaks are not compensated, and this time is automatically deducted in the automated time & attendance system (except in California – see below). If a meal break is interrupted and is less than 30 minutes in length, it will be considered fully compensated time. In these instances, an employee should notify his/her supervisor of the start/stop time of work. An additional meal break with full relief of duties and the ability to leave premises should be given if working more than ten consecutive hours in a day. 

Employees in states other than California can request approval by their supervisor to work through their meal break on a rare, exception basis. In this event, supervisors should initiate a cancellation of the meal break in the automated time & attendance system. 

In addition to meal breaks, employees should be given a paid 15 minute rest period on premises within each four hours of work.  This time is compensable.  With supervisory approval, employees may incorporate rest periods for additional paid time with the meal break. California hourly (non-exempt) employees enter a time stamp to reflect the start/stop of their meal break.  They can waive the meal break if they work six hours or less in a day and it is formally documented with approval by the employee and the employee’s supervisor and noted in the online time record. If a California hourly (non-exempt) employee does not get a meal break in accordance with state law, they are compensated one hour of wages. If a California hourly employee reports to work but is sent home, they will be compensated at least half of their scheduled day’s pay.


On Call

Employees in Facilities Operations may be placed “on call” to respond to emergencies. An on-call employee is expected to maintain availability to return to work within an hour in the case of emergency or needed procedures. Standard weekly “on call” assignment is paid at two hours regular rate. If called in to work, employees receive a minimum of two hours of pay or actual hours worked, whichever is greater. HVAC “on call” is paid a minimum of one hour of pay or actual hours worked, whichever is greater, for time worked at home and a minimum of two hours of pay or actual hours worked, whichever is greater, if the call requires reporting to work.On call time is counted towards overtime eligibility.


 

Travel Time for Hourly (non-exempt) Staff

Excluding normal commuting time, employees should be compensated for all travel unless it is:

  1. outside of regular work hours;
  2. on a common carrier or as a passenger
  3. where no work is done. 

The principles which apply in determining whether time spent in travel is compensable time depends upon the kind of travel involved. 

Home to Work Travel: An employee who travels from home before the regular workday and returns to his/her home at the end of the workday is engaged in ordinary home to work travel, which is not work time.

Example:  An employee travels from Belleville IL to Webster Groves to work at the main campus.  The employee returns home at the end of the day.  This time is not work time, nor compensable for mileage. 

Home to Work on a Special One Day Assignment in another City: An employee who regularly works at a fixed location in one city is given a special one day assignment in another city and returns home the same day. The time spent in traveling to and returning from the other city is work time, except that the employer may deduct (not count) the time the employee would normally spend commuting to the regular work site.

Example:  An employee normally works in Ocala, but is assigned to attend the commencement in Orlando.  The employee leaves from their home and travels to the destination and returns home that same day.  All the time traveling and attending the ceremony is considered worked time with the exception of the time it normally takes the employee to travel from their home to their normal work location. The start time would need to be edited by the employee’s supervisor.

Travel That is All in a Day’s Work: Time spent by an employee in travel as part of their principal activity, such as travel from campus location to campus location during the workday, is work time and must be counted as hours worked.

Example:  An employee at the Gateway Campus also supports the other St. Louis extended site locations and sometimes attends meetings at the Webster Groves campus.  All time spent traveling between these campuses during a work day is considered work time. 

Travel Away from Home Community: Travel that keeps the employee away from home overnight is travel away from home. Travel away from home is clearly work time when it cuts across the employee’s work day. The time is not only hours worked on regular working days during normal working hours but also during corresponding hours on non-working days. This also applies to work time while at another domestic or international campus.  Meal breaks and non-required events outside of the workday are not recognized as work time.  The Wage and Hour Division will not consider as work time that time spent in travel away from home outside of regular working hours as a passenger on an airplane, train, boat, bus, or automobile. If an employee is a driver, however, all time is compensated while driving to the location. 

Example:  An employee travels from their work location to their local airport and arrives 2 hours earlier than the flight at 5p.  The employee normally works until 5p, so the travel time to the airport is work time as is the time leading up to the flight.  However, the time spent in flight starting at 5p is not work time.

Employee is attending a work conference that is at a conference center separate from the employee’s hotel.  The travel at 8a to the conference is before the employee’s standard start time so it does not count as work time. The conference breaks for lunch and this is also not work time (note an hourly employee typically does not timestamp for meal breaks).  The conference ends at 3p and so the travel time from the conference to the hotel is work time.  Upon arrival at the hotel, the work day is ended unless the employee continues to perform work-related activities (e.g. email follow up, etc.). There is an optional evening event that the employee decides to attend – this is excluded from work time. 

The same conference schedule repeats the next day on Saturday, however, at 3p when the conference ends, the employee travels to the airport to return home.  This time is considered work time up to the point their standard day ends. Note that even though outside of normal work hours, the same rules apply as if it was a normal work day.  Again, flight time outside of the employee’s standard schedule is recognized as work time.  When the employee returns to their home airport, the trip to their house is also excluded as work time.


 

Voting

Employees are encouraged to participate in voting as a part of being a responsible citizen. Upon request and advanced scheduling, supervisors will accommodate a change in schedule to support this right in accordance with each state’s law. Compensation for time off in order to accommodate voting will be made in consideration of individual state laws.

Human Resources News