Faculty Support and Benefits

1. Orientation

A comprehensive process has been developed and implemented to orient new faculty to the College of Health Science (CHS) and its programs, facilities, values and culture. New faculty members are asked to attend several orientations:

1.1. CHS: A comprehensive orientation providing new faculty an overview of Pepperdine, and the CHS.
1.2. School/Program: Each school or program in the CHS also will have orientation activities specific to their faculty.
1.3. University-sponsored: New Faculty Orientation in August, which is sponsored by the Provost. This is a one-day event and includes all new full-time faculty members (both tenure-track and non-tenure track).
1.4. The Human Resources Department sponsors two half-day seminars, which present information on benefits and University policies and procedures.

2. Compensation

2.1. Faculty members are paid on the basis of discipline, appointment, rank, step within each rank, length of service, and merit or performance.
2.2. Faculty contracts are prepared by the Dean's Ofﬁce. Faculty members are normally paid in twelve equal monthly installments unless speciﬁed otherwise and noted on the employment contract. Faculty members are paid by the 26th of each month. When the 26th falls on Saturday or Sunday, payday will be the preceding Friday. Under certain circumstances, payday may be advanced to the last working day prior to a holiday period. For the payroll schedule please visit the Payroll website.
2.3. An automatic direct deposit of net pay is available to all employees. Payroll strongly encourages the use of direct deposit. A Payroll Direct Deposit Authorization and Agreement form is part of new hire paperwork. Faculty members who wish to make changes or updates to their direct deposit information may do so in the employee self-service module of their WaveNet account.
2.4. If an error is found in a paycheck, the faculty member should inform the Dean's Ofﬁce, which will investigate the problem and report to Human Resources. Payroll deductions are made for individual retirement contributions, obligatory taxes, voluntary payroll deductions, insurance premiums, retirement contributions, dependent care, and other voluntary contributions, or for other purposes as announced from time to time by Human Resources.

3. Continuation/Conversion Privileges

3.1. Following termination of employment or loss of dependent status, beneﬁts continuation and/or conversion options may be available. Contact Human Resources for details.
3.2. If an employee's status changes from part-time to full-time, the employee should receive an explanation of any change in beneﬁts. The employee must contact Human Resources and sign a statement that applicable beneﬁts have been explained.

4. Credit Union

Pepperdine University faculty members are eligible to join the credit unions that are available at the time of enrollment. For additional information please see section 24.6 of the University Policy Manual regarding credit unions.

5. Retiree Health Plan

A Retiree Health VEBA Plan to assist eligible employees in meeting their healthcare expenses and those of their family during their retirement years is provided by the University.

6. Family And Medical Leave Act Policy (“FMLA Leave”)

An eligible U.S. faculty member whose spouse, parent, or child has a serious health condition which requires his or her care, or who is having, adopting, or beginning foster care of a child, may apply for a family leave under the Family and Medical Leave Act (FMLA). An eligible faculty member who has a serious health condition that prevents performance of his or her job functions may apply for a medical leave of absence under the Family and Medical Leave Act (FMLA). When a leave is taken due to a serious health condition of the faculty member or an eligible family member, the faculty member will be required to provide certiﬁcation from a qualifying health care provider with the leave request. For further details, please visit Human Resources' Medical Leave Resource Page and Section 17.3 of the University Policy Manual.

Faculty requesting FMLA leave associated with the birth or adoption of a child should also review the Faculty Parental Leave Policy section of the Handbook.

7. Medical Leave of Absence Policy

7.1. A medical leave of absence is approved time off for faculty members who are unable to work due to personal illness or injury and who do not qualify for, or have exhausted their medical leave under the Family and Medical Leave Act (FMLA) and/or California Family Rights Act (CFRA) policy.
7.2. As soon as a faculty member becomes aware that they are (or will become) for any medical reason, temporarily disabled from working, the faculty member must promptly advise their dean or program director and Human Resources in writing of the reason and the anticipated commencement date and duration of the disability. A doctor's certiﬁcate specifying the expected duration of the disability is required prior to approval of a medical leave of absence.
7.3. Medical leaves of absence with pay are available to full-time faculty members for the period of their disabled status, up to a maximum of 6 months following the last day of active work (See section Income Protection During Medical Leave). However, the University may require periodic veriﬁcation of a faculty member's inability to work (including, for example, a periodic statement from the faculty member's doctor or examination by a doctor designated by the University). A doctor's release may be required prior to returning to work following an absence of three or more day's duration. Any misrepresentation of requested leave or disability will be grounds for discharge. Faculty members who do not return at the end of their leaves of absence will be deemed to have resigned. Faculty members who return to work at the end of their leaves will be returned to their former positions if they are still available or as prescribed by law.
7.4. The total medical leave under this policy is available for a maximum of 6 months (180 days) following the last day of active work. If this policy is used in conjunction with a medical leave of absence under FMLA, CFRA, and/or CA PDF, the total combined time may not exceed 6 months.
7.5. NOTE: This policy applies to all temporary medical disabilities, including pregnancy, childbirth and related conditions. The University's policy for pregnancy leave due to actual disability is the same as its policy for all medical disability leaves. Faculty requesting a medical leave of absence due to the birth of a child should also review the Faculty Parental Leave Policy section of this Handbook.
7.6. University beneﬁts under the Health and Welfare Plan and any voluntary employee programs will be continued during a medical leave of absence, and employees are expected to pay their portion of required premiums. The Human Resources beneﬁts administrator will contact the individual on leave regarding payment of applicable premiums.

The faculty member should contact Human Resources for information regarding California State Disability Insurance (SDI) beneﬁts. Application may be made online at the California EDD website, at a local State Disability Ofﬁce, or by mail using a form available at Human Resources or the doctor's ofﬁce.

Additional details on the University's Medical Leave policy is found on the Medical Leave Resource Page and in Section 17.3 of the University Policy Manual.

8. Income Protection During Medical Leave

The University provides income protection for faculty members during periods of one's own serious health condition or that of a designated family member. In order to comply with policies of the state and the insurance carrier so that faculty members who are eligible may qualify for State Disability Insurance or the disability terms of the University's long-term disability insurance contract, faculty members who have missed work for more than seven calendar days due to their own or a designated family member's serious health condition should notify their dean or program director and Human Resources.

As a general rule, full salary will be continued up to a maximum of 180 days from the last day of active work (less any state disability payments for which the faculty member is eligible). After 180 days, a faculty member may apply for long-term disability beneﬁts. If approved, the long-term disability insurance plan pays 66.67 percent of the faculty member's base monthly salary up to a maximum beneﬁt of $10,000 per month. Such beneﬁts may continue until social security's normal retirement age as long as the faculty member's disability status is continuously certiﬁed by a medical professional or as speciﬁed in the insurance contract.

9. Faculty Parental Leave Policy

Parental leave for CHS faculty members is governed by the University's Medical Leave of Absence Policy and the Family and Medical Leave Absence (FMLA) Policy. Expectant mothers, fathers, or adopting parents are encouraged to use the resources on the Expectant Parent Leave Resource Page on the Human Resources website as they plan for parental leave.

9.1. Eligibility

Faculty must fulﬁll all of the following conditions to be eligible for parental leave for a period beyond that required by FMLA/CFRA (parental leave under FMLA/CFRA is subject to the eligibility conditions deﬁned in the University Policy Manual):

9.2. Hold a continuing full-time faculty appointment;
9.3. Be approved for parental leave (FMLA/CFRA) to care for a newborn child or for the adoption of a child; and,
9.4. Be the child's primary caregiver during the period of the leave beyond what is required under FMLA, CFRA, and California PDL.

Faculty in non-continuing appointments are eligible only for leave periods required under State and Federal law as set forth in the University Policy Manual.

Where both parents are faculty members in the CHS and meet all eligibility requirements for parental leave, they are encouraged to take their respective leaves in successive academic terms to avoid major disruption to their school/academic program.

9.5. Parental Leave Details

Female faculty granted faculty parental leave through the California Pregnancy Disability Leave Law (CA PDL), California Family Rights Act (CFRA), and/or the federal Family and Medical Leave Act (FMLA) will be released from all teaching, scholarly, and service responsibilities for a period equal in length to the FMLA/CFRA leave period and for no less than one academic semester (or its equivalent). Outside of a female faculty's pre- and postpartum disability period, she may choose a modiﬁed schedule leave allowing for a reduced teaching load over a period not exceeding two academic terms. All FMLA/CFRA modiﬁed schedule leaves must be concluded within 12 months from the date of birth or adoption as prescribed under the FMLA/CFRA policy.

Male faculty granted faculty parental leave through the FMLA and/or CFRA policy are eligible for leave up to a maximum period of 12 weeks as permitted under FMLA/CFRA law. A male faculty member may choose a modiﬁed schedule leave of a one course load reduction for each six weeks of eligible FMLA/CFRA. This modiﬁed schedule leave allows an eligible faculty member to elect a two-course reduction for one term or a one course reduction over two terms. All FMLA/CFRA modiﬁed schedule leaves must be concluded within 12 months from the date of birth or adoption as prescribed under the FMLA/CFRA policy.

Adoptive parents granted faculty parental leave through the FMLA and/or CFRA policy are eligible for leave up to a maximum period of 12 weeks as permitted under FMLA/CFRA law. An adoptive parent may choose a modiﬁed schedule leave of a one course load reduction for each six weeks of eligible FMLA/CFRA. This modiﬁed schedule leave allows an eligible faculty member to elect a two-course reduction for one term or a one course reduction over two terms. All FMLA/CFRA modiﬁed schedule leaves must be concluded within 12 months from the date of birth or adoption as prescribed under the FMLA/CFRA policy.

Faculty members should work with their school dean or program director and the CHS Dean to determine the speciﬁc dates of the faculty parental leave period.

9.6. Salary & Beneﬁts during Faculty Parental Leave

Salary and beneﬁts during faculty parental leaves are governed by federal and state laws. It is important that expectant parents work closely with the University's Human Resources staff to coordinate between state and University-speciﬁc beneﬁts. With proper coordination of beneﬁts, faculty members will receive their full gross salary and beneﬁts during the period of the parental leave.

9.7. Effect of Faculty Parental Leave on Tenure, Promotion & Sabbatical

Faculty members granted parental leave may request to extend their tenure and promotion period by one year. Faculty members must inform their school dean or program director and the CHS Dean in writing if they wish to extend the tenure and promotion period as a consequence of parental leave. Faculty members electing to extend the tenure and promotion clock are not eligible to apply for step increases, promotions in rank, tenure, pre-tenure, accelerated promotion, or ﬁve-year evaluation reviews during the year when the leave occurs.

The faculty parental leave period is considered a continuous service period with respect to eligibility for sabbatical leave. Faculty parental leave neither halts nor does it reset the count toward the seven years of continuous service required for sabbatical leave.

10. Flexible Spending Accounts

Flexible Spending Accounts (FSAs) allow a faculty member to pay eligible health care and dependent care expenses with pre-tax payroll contributions. Full-time faculty may enroll in an FSA within 30 calendar days of their initial hire and during each subsequent open enrollment period. FSA funds are contributed on a pre-tax basis through convenient payroll deductions, and employees will need to re-enroll each calendar year to take advantage of this beneﬁt.

11. Health And Welfare (Benefit) Plan

The Health and Welfare Plan provides each employee with a set of core beneﬁts and offers the opportunity to choose from a variety of options in other beneﬁt categories. Information regarding speciﬁc beneﬁts and eligibility can be found on Human Resources' Beneﬁt Package web page.

12. Benefit Plan Amendment/Termination Procedures

The University reserves the right to change, suspend, amend, or end its beneﬁts program and the terms on which beneﬁts, if any, will be available to its employees. The president and executive vice president of the University are authorized to amend, modify, or terminate the beneﬁts program at any time and from time to time. Any such amendment, modiﬁcation, or termination will be made by a written amendment executed by the vice president and chief business officer, the associate vice president for human resources, or the director of human resources (or their designee) of the University.

Please do not interpret any statement in this handbook to mean that a faculty's participation in the University's beneﬁt program is a guarantee of continued employment or is intended to be an employment contract of any form.

13. Jury Duty

The University considers jury duty to be an important civic responsibility. For additional information about jury duty please visit section 21.1 of the University Policy Manual.

14. Relocation

The University will reimburse reasonable relocation expenses for new full-time tenured and tenure-track faculty members in accordance with Relocation Policy found on the Provost's website.

15. Retirement

There are two potential sources of retirement income for faculty members at Pepperdine University:

15.1. The Social Security program of the federal government and
15.2. The Pepperdine University Retirement Plan.

The Social Security program is subject to the laws of the federal government, and both the faculty member and the employer contribute equally.

Retirement plan income generally begins at the normal retirement age, as determined by the Social Security Administration. However, following termination of employment, the faculty member may begin to receive income at any time which may be either earlier or later than the normal retirement date. A faculty member may defer taking a distribution from their retirement savings account until April 1 of the calendar year following the year in which they attain the age of 73. Faculty who are still employed by the University upon reaching age 73 may defer distributions until retirement.

Eligible employees may participate in the University's Retirement Plan. Detailed information is set forth in the ofﬁcial plan document. Additional information about the University's Retirement Plan can be found on Human Resources' Retirement web page and in section 29 of the University Policy Manual.

Faculty members participate in the Social Security and Medicare programs. Deductions are mandatory and are made from each paycheck in the amount prescribed by federal law. Equal amounts are also contributed by the University.

17. Substance Abuse Program

The University provides assistance to employees who are dealing with personal or family drug or related problems. Faculty members are expected to seek assistance through the Ofﬁce of the Provost. Information concerning employees who participate in treatment and/or rehabilitation programs will be accorded conﬁdential status. Only those persons who have a need to know shall have access to such information. More detailed information regarding the substance abuse policy can be found in section 18 of the University Policy Manual.

18. Tuition Remission Policy And Exchange Policies

Pepperdine University is pleased to extend to qualiﬁed employees and their dependents one of its most generous beneﬁts of continued education through the faculty/staff tuition remission program. For the details of this beneﬁt, visit Human Resources' Tuition Remission and Exchange Programs web page.

19. Unemployment Compensation

Pepperdine University participates in the California State Unemployment Compensation Plan. Coverage is provided for unemployment transpiring through no disqualifying fault of the faculty member. Decisions regarding eligibility are reserved by the state.

20. Workers' Compensation Insurance

Pepperdine University has complete Workers' Compensation coverage for all of its faculty members and employees for injuries, illness, or death that may occur while at work. This coverage is provided at no cost to the faculty members. Faculty members must report any work-related injury or illness to their dean or program director and Human Resources as soon as practicable to ensure medical treatment. Salary coverage protection is mandated by state law at the rate of 2/3 of regular salary or the state maximum, whichever is less. It is the dean or program director's responsibility to notify Human Resources the day on which a work-related injury or illness occurs. For more information please visit section 27 of the University Policy Manual and Human Resources' Workers' Compensation web page.