Facebook pixel Employee Bulletin | Pepperdine University | Pepperdine Community

Employee Bulletin

Welcome to Pepperdine

General Information for University Employees

Employee Benefits

Policy and Procedures

Welcome to Pepperdine

Pepperdine University is an independent, medium-sized university enrolling approximately 8,300 students in five colleges and schools. Seaver College, the School of Law, the Graduate School of Education and Psychology, the Graziadio School of Business and Management, and the School of Public Policy are located on the University's 830-acre campus overlooking the Pacific Ocean in Malibu. Courses are offered in Malibu, at six graduate campuses in Southern California, and at international campuses in Germany, United Kingdom, Switzerland, Italy, and Argentina.

The University was founded in 1937 by Mr. George Pepperdine, a Christian businessman who started the Western Auto Supply Company. For the first 30 years of its life, the institution was a small, mostly undergraduate college. University status was achieved in 1970 as the institution added graduate and professional schools. In 1972, the University opened its new campus in Malibu.

Pepperdine University is religiously affiliated with the Churches of Christ, of which Mr. Pepperdine was a lifelong member. Faculty, administrators and members of the Board of Regents represent many religious backgrounds, and students of all races and faiths are welcomed. It is the purpose of the University to pursue the very highest academic standards within a context that celebrates and extends the spiritual and ethical ideals of the Christian faith.

Pepperdine University has a long tradition of employing personnel with high personal standards in both academic and non-academic areas. Their loyalty to the ideals of Christian education and to the goals of the University is translated into excellence of performance in their various responsibilities. Their cooperative team efforts as the Pepperdine community have enabled the University to make significant progress toward the fulfillment of its goals.

The Center for Human Resources staff has prepared this bulletin to help staff employees become better informed as to their responsibilities and benefits as members of the Pepperdine community and to provide employees with a general understanding of the University's Human Resources policies and procedures. It cannot, however, anticipate every situation or answer every question about employment at the University. In order to retain necessary flexibility in the administration of policies, procedures and benefits, the University reserves the right to change, rescind or add to its policies, procedures and benefits whenever the University determines that such action is warranted.

The employment relationship is based on the mutual consent of the employee and the University. Accordingly, either the employee or the University can terminate the employment relationship at will, with or without cause, at any time.

General Information

Center for Human Resources

The people of Human Resources are available to assist you during your employment with Pepperdine University. The Center for Human Resources offices are maintained at the Malibu campus Thornton Administration Center, (310) 506-4397.

Staff job opportunities are posted daily on the Center for Human Resources employment website, http://jobs.pepperdine.edu . Qualified persons filing timely online applications will be considered. Human Resources staff are available to assist applicants with the application process , in addition to employees who may be considering promotional opportunities.

EQUAL OPPORTUNITY EMPLOYMENT Pepperdine University is an Equal Opportunity Employer and does not unlawfully discriminate in employment practices on the basis of race, color, national or ethnic origin, age, sex, disability, or prior military service. Federal guidelines clearly recognize the right of church-related institutions to seek personnel who will support the goals of the institution including the right to select members of the church to which the institution is related.

REGULAR STAFF Regular staff includes only employees working in approved positions who are not classified as restricted, temporary, student, faculty, or volunteer employees.

FULL-TIME STAFF EMPLOYEES For purposes of this bulletin a regular full-time employee is one who works 30 hours or more per week and who is hired to fill an approved, regular full-time staff position. Full benefits are available to regular full-time staff employees working 40 hours per week. Except as otherwise noted, prorated benefits are available to regular full-time staff employees who are approved to work at least 30 but fewer than 40 hours per week.

PART-TIME STAFF EMPLOYEES A regular part-time staff employee is one who works in a regular staff position that has been approved for less than 30 hours per week. Regular part-time staff who work 20 or more hours per week are eligible for certain benefits on a prorated basis. These benefits are prorated sick leave, vacation, holiday pay, and time off due to death in the family.

Part-time staff employees who work fewer than 20 hours per week will be eligible for prorated holiday pay only.

Regular full-time employees changing to part-time status should discuss benefits implications with the Center for Human Resources.

Participation in the Retirement Plan will be made available providing all eligibility criteria are met.

NINE TO TWELVE MONTH POSITIONS Some positions have been designated 9 to 12 month positions. These positions have up to three inactive months due to the relationship of the job functions to the academic year.

Benefits for eligible employees will be continued by the University during the non-worked months. Employees in 9 to 12 month assignments with dependent coverages will need to make arrangements with the Center for Human Resources to continue any premium payments.

TEMPORARY EMPLOYEES A temporary employee is one who is hired on a casual basis for completion of a specific task or project or due to the temporary absence of a regular employee. Temporary positions are approved for limited periods of time, usually up to three months. At the end of three months, a temporary position may, with appropriate administrative approval, be extended for an additional three months. If an extension of a temporary assignment is needed beyond this second three months, consideration should be given to reclassification as a restricted position.

Staff benefits are not granted, with the exception of holiday pay for qualifying temporary employees. To qualify for holiday pay, a temporary employee must have been continuously employed for at least 90 calendar days and regularly work 40 hours or more per week.

Temporary employees are not automatically assigned to regular positions. Temporary employees interested in regular employment at the University should inquire through the Center for Human Resources for lists of current regular openings and assistance with the application process.

STUDENT EMPLOYEES A student employee is defined as an individual whose employment is incidental to the pursuit of a full-time course of study at the University. Individuals who have been admitted to the University, who take a full load during an academic year as defined by the particular school or college in which they are enrolled, and who simultaneously are employed will be classified as student employees.

Such employees will be considered staff members only when they fill approved regular full-time positions requiring a minimum of 40 hours per week and when their class schedule does not conflict with their regular working hours. Regular working hours are defined as hours that would normally be assigned to performing a stated job without special arrangements in order to permit the employee to attend classes.

Student employees are not eligible for staff benefits.

VOLUNTEER EMPLOYEES Individuals may volunteer their services to Pepperdine University. Department heads must approve volunteer assignments.

Staff members are welcome to volunteer their services to areas outside their own departments provided that volunteer activities do not interfere with and are not similar in nature to normal duties. Volunteer employees are not eligible for staff benefits.

MULTIPLE POSITIONS Should an employee accept more than one staff or student position, under no circumstances may the regularly assigned hours be subject to overtime payment. Regulations governing overtime payments are posted in the Center for Human Resources. They include hours worked beyond eight (8) in any work day and forty (40) in any work week for employee serving in nonexempt positions.

REHIRED EMPLOYEES Employees who are rehired following a break in service in excess of one month, other than an approved leave of absence, must serve a new introductory period, whether or not such a period was previously completed. Such employees are considered new employees from the effective date of their reemployment for all purposes, including for purposes of measuring benefits, except where a specific benefit plan provides otherwise.

INTRODUCTORY PERIOD All staff employees serve an introductory period of ninety (90) days from the date of hire or transfer to a new assignment. This period provides for job adjustment and an opportunity for both the employee and the University to determine whether or not to continue the employment relationship. Prior to the end of the introductory period each employee will be evaluated by the immediate supervisor and a recommendation will be made regarding continued employment. If this is not resolved by the end of the initial introductory period, an extension of up to an additional ninety (90) days may be approved by the department head.

PROMOTIONAL POSSIBILITIES Promotional opportunities are available to all University employees as indicated by position vacancies posted in various locations on campus as well as in the Center for Human Resources. Qualified applicants will be given consideration provided timely applications are filed.

While no formal limit is placed on the timing of transfers between positions, a minimum of three to six months' experience in one position is a normal prerequisite for promotion or transfer

POLICY AGAINSTHARASSMENT The University is committed to providing a work environment that is free of unlawful discrimination. In keeping with this commitment, the University maintains a strict policy prohibiting unlawful harassment, including sexual harassment.

In 1980 the Equal Employment Opportunity Commission recognized sexual harassment as a form of sex discrimination and defined sexual harassment as follows:

Unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature constitute sexual harassment when (1) submission to such conduct is made either explicitly or implicitly a term or condition of an individual's employment; (2) submission to or rejection of such conduct by an individual is used as the basis for employment decisions affecting such individual; or (3) such conduct has the purpose or effect of unreasonably interfering with an individual's work performance or creating an intimidating, hostile or offensive working environment.

To constitute sexual harassment:

The conduct must be unwelcome in the sense that the employee did not solicit or incite it, and in the sense that the employee regarded the conduct as undesirable or offensive.

Any employee who believes he or she has been harassed by a co-worker, supervisor, supplier, contractor or agent of the University should promptly report the facts of the incident or incidents and the names of the individuals involved to his or her supervisor or to the Center for Human Resources. Supervisors should immediately report any incidents of alleged sexual harassment to the Center for Human Resources.

Employees may contact the Center for Human Resources to review the University's policy against sexual harassment.

Employee Benefits

IMPORTANT NOTE: This bulletin contains a number of summaries of benefit programs that the University provides for eligible employees. The purpose of these summaries is to acquaint employees with the general provisions of the applicable plans. They do not contain full statements of each of the terms, conditions, and limitations of the plans. Consequently, if there is any real or apparent conflict between the summaries contained in this Handbook and the terms, conditions, or limitations of the official plan documents, the provisions of the official plan documents will control. Employees are therefore encouraged to review those documents for more detailed information concerning the plans.

Excused time off work is discussed in the following sections of this bulletin:

Employees should familiarize themselves with all of these sections. As the similarity in some of the headings suggests, there are closely related policies governing health-related absences. Human Resources staff are available to assist employees in the application of these provisions to specific situations.

Unexcused absences are unpaid and are subject to disciplinary action up to and including suspension or termination of employment. Otherwise excusable absences not properly requested and reported may be considered "unexcused."

HOLIDAYS Regular full-time staff employees are granted the following holidays during the calendar year, with pay and without any waiting period:

New Year's Day, Martin Luther King, Jr. Day, Memorial Day, July 4th, Labor Day, Thanksgiving Day and the Friday following, five days during the Christmas period as designated each year.

In addition, two floating holidays during each calendar year are granted to regular employees who have completed a minimum of six (6) months of continuous service and obtain supervisory approval.

Holiday pay is limited to a maximum of eight (8) hours times the individual's hourly rate for each official holiday.

No pay will be granted if an employee terminates employment or has an unexcused absence the day before or the day after the holiday. An excused absence must be verified in writing by the employee's supervisor.

Time off for an authorized paid holiday is counted toward the base work week for purposes of computing overtime. A nonexempt paid employee who works on an official University holiday will receive appropriate pay for hours actually worked as well as holiday pay.

If a holiday falls on a Saturday, it will be observed on the preceding Friday. If a holiday falls on a Sunday, it will be observed on the next Monday.

Employees on formal leaves of absence are ineligible for holiday pay for holidays that are observed during the period they are on leave of absence.

VACATION The following vacation accrual rates for regular staff assume 40-hour per week assignment. These are prorated for eligible employees working fewer hours.

  1. From the date of regular employment through five years of continuous* employment, ten (10) days for each year of continuous service* (3.08 hours per biweekly pay period or 6.67 hours per monthly pay period) are granted;
  2. After five years of continuous* regular employment, fifteen (15) days for each year of continuous* service (4.62 hours per biweekly pay period or 10 hours per monthly pay period) are granted.
  3. After fifteen years of continuous* service, twenty (20) days for each year of continuous* service (6.16 hours per biweekly pay period or 13.34 hours per monthly pay period) are granted.

*Employees who were previously employed by the University may be eligible to receive service credit toward continuous service for previous employment with the University. To receive service credit, an employee must have been previously employed in a regular full-time position. Employees may receive one year of service credit for each complete year of previous regular full-time employment. An employee may receive up to ten years of previous service credit. It is the returning employees responsibility to notify the Center for Human Resources of any eligible prior service.

Accrued vacation time may be used, upon supervisory approval (which should be requested well in advance). A maximum of twenty (20) days (160 hours) may be accrued.

Health and Welfare Plan

PEP FLEX PEP flexprovides each employee with a set of core benefits and offers the opportunity to choose from a variety of options in other benefit categories. This allows each employee to design a benefits package according to individual needs and preferences.

ORIENTATION Newly eligible employees must attend a benefits orientation held by the Center for Human Resources at Malibu.

ELIGIBILITY

Employees The following employees are eligible to enroll in PEP flex :

  1. Active, regularly assigned, full-time staff employees working a minimum of 30 hours per week (except where the law requires a lesser number of hours).
  2. Active, regularly assigned staff in approved "9-12 month" positions working a minimum of 30 hours per week. The University will continue employee coverage for eligible employees working in approved 9 to 12 month positions during the scheduled non-worked months.

Dependents Eligible employees may enroll family members in the PEP flex plan as follows:

  1. The employee's legally married spouse.
  2. The employee's unmarried dependent children under age 19. Children enrolled in school full time may be covered until they reach age 25, provided that they are wholly dependent upon the employee for support and maintenance. Children include legally adopted children as well as children who are placed in physical custody for adoption. Children also include each stepchild and foster child who wholly depends on the employee for support and maintenance. Special rules apply for children with disabilities. For additional information, contact the Center for Human Resources.

Employees changing from full-time to part-time status should discuss benefits implications with the Center for Human Resources.

If the employee and employee's spouse both work at Pepperdine University, each will be covered separately as employees. However, eligible children may be covered by only one employee.

EFFECTIVE DATE OF COVERAGE Benefits coverage for new full-time staff members will usually start the first day of the month coinciding with or next following the employee's date of full-time employment. If the employee is away from work due to illness or injury on the day coverage would normally take effect, benefit choices will become effective on the day the employee returns to active full-time work at Pepperdine University.

ENROLLMENT All eligible employees must complete required enrollment forms and submit them to the Center for Human Resources within 31 days of employment. New employees who do not enroll in a medical or a dental plan within 31 days of their effective date will be placed in a Default Plan with single medical coverage and no dental coverage. Once a medical or dental plan has been selected, a change to another plan may only be made during the annual Open Enrollment period.

Qualified Family Status Change Enrollment in a PEP flex plan is an annual commitment. Unless one has a Qualified Family Status Change, no employee may add or delete dependents until September 1 (the next Open Enrollment period).

Qualified Family Status Changes include:

  • Marriage, divorce, legal separation or death of employee's spouse
  • Birth, adoption or death of employee's dependent child
  • Employee's dependent child is no longer eligible for coverage
  • Employee's spouse starts or stops working
  • Employee's spouse changes from part-time to full-time status or vice versa
  • Employee's spouse takes an unpaid leave of absence
  • Employee's spouse loses or gains health coverage A written request to make plan changes must be submitted to the Center for Human Resources within 31 days of the qualifying event.

Annual Re-Enrollment During the Open Enrollment period each year, employees may elect to change their medical and dental plans and add or delete optional benefit choices from their benefits packages. At the Open Enrollment period, employees may also add or delete dependent coverage. (Some restrictions may apply.)

CORE BENEFITS Core benefits include (as of 9/1/99):

  • Choice of Medical Plans available at time of employment
  • Life Insurance
  • Accidental Death and Dismemberment Coverage
  • Business Travel Accident Insurance
  • Long Term Disability Insurance
  • Psychological Counseling Services.
  • Employee Chiropractic Coverage

Eligible employees must enroll in the PEP flexmedical program of their choice.

Newly eligible employees will be automatically enrolled for life insurance, accidental death and dismemberment coverage, long term disability insurance and psychological counseling services. With some exceptions in the medical plan options, the University will pay 100% of the premium for core benefits.

OPTIONAL BENEFITS Employees may elect optional coverage for:

  • Dependent Medical
  • Dental Care
  • Vision Care
  • Long Term Care
  • Supplemental Term Life Insurance
  • Flexible Spending Accounts (covering unreimbursed Health and Dependent Care expenses)
  • The University will pay a substantial amount of the employee's dependent medical and employee and dependent dental coverage if selected.

ADDITIONAL BENEFITS Some benefits employees receive from Pepperdine University are not included in the flexible benefits program. These benefits include Social Security, holidays, vacation, sick pay, service awards, tuition assistance, credit union membership, a retirement plan, and a voluntary tax-deferred annuity program. Please refer to the appropriate sections in this bulletin describing these benefits.

FLEX CREDIT Some benefit choices may result in a credit to the employee. These credits are referred to as "Flex Credits." An employee can elect to buy coverage in other benefits with these credits. Employees also have the option to receive the difference as taxable income in their paychecks.

FLEXIBLE SPENDING ACCOUNTS The Tax Saver Option allows an employee to pay certain health care and dependent care expenses with tax-free money (on a pre-tax basis). Employees may enroll during their initial eligibility and need to re-enroll each calendar year to take advantage of these savings.

CONTINUATION CONVERSION PRIVILEGES Following termination of employment, continuation and/or conversion options may be available. Contact the Center for Human Resources for details.

SICK PAY The following sick pay accrual rates for regular staff assume 40-hour per week assignments. These are prorated for eligible employees working fewer hours.

  • From the date of initial regular employment through five (5) years of continuous* service, ten (10) days per year (3.08 hours per biweekly pay period or 6.67 hours per monthly pay period) are granted;
  • After five (5) years of continuous* regular employment, twenty (20) days per year of continuous* service (6.16 hours per biweekly pay period or 13.34 hours per monthly pay period) are granted.

Sick pay may be accrued to a maximum of sixty (60) days, i.e., 480 hours.

*Employees who were previously employed by the University may be eligible to receive service credit toward continuous service for previous employment with the University. To receive service credit, an employee must have been previously employed in a regular full-time position. Employees may receive one year of service credit for each complete year of previous regular full-time employment. An employee may receive up to ten years of previous service credit. It is the returning employees responsibility to notify the Center for Human Resources of any eligible prior service.

Please Note: It is important that such time off be reported accurately for all University employees, either on the time sheet for nonexempt employees or on an absentee report for exempt employees. Your supervisor may require a doctor's certificate of illness. A doctor's release to return to work may be required for periods of illness in excess of three (3) days.

State Disability benefits are coordinated with the University sick pay plan to maximize the benefits available to you. Employees are to file for State Disability Insurance benefits as soon as they are eligible and report the payments received to the Center for Human Resources to permit adjustment of sick pay payments and remaining accumulated sick pay if applicable.

Accrued sick pay may be used for time missed from work due to personal illness, injury, or medical and dental appointments.

Up to one half of an employee's yearly accrual of sick pay may be used each calendar year to care for a sick child or eligible family member, as defined by the Family and Medical Leave Policy. This accrued sick pay may be used immediately for care of an eligible family member. A doctor's certification of the need for time off to care for any ill eligible family member may be required for an absence of three or more days duration. Sick hours not used for this purpose do not carry over to the following year but unused accrued sick pay does carry forward to a maximum of sixty days (480 hours)

Donated sick pay received under the University's donation policy may only be used for the employee's own illness.

Any employee who is ill or suffers an injury, and cannot report to work MUST notify his/her supervisor within thirty (30) minutes after the employee's regular reporting time on each day of absence.

If the employee leaves work because of illness or injury, the supervisor MUST also be notified.

DONATED SICK PAY The University has established a program for staff employees to share their accrued but unused sick leave hours with other staff employees who have special needs.

The donor may give up to 40 hours of accrued but unused sick leave per calendar year, must maintain a minimum of 80 hours in his or her personal sick leave account balance, and must donate in 8-hour increments.

The recipient must be on a formal medical leave or sick leave of absence, must have completed at least ninety calendar days in a full-time (30 hours or more) staff position prior to the beginning of the formal medical leave of absence, must have used all accrued sick and vacation hours, and may receive a maximum of 160 donated sick hours per leave under this program.

Donated sick hours received under this policy may only be used for the employee's own illness. Donated sick pay may not be used for any other type of eligible leave under the Family and Medical Leave policy or Sick Leave policy such as to care for a newborn or to care for a dependent spouse or child.

To effect a donation of hours or for additional information, please contact the Center for Human Resources.

STATE DISABILITY INSURANCE Eligibility for benefits is available to Pepperdine employees under the California State Disability Insurance Act. This benefit is paid entirely by the employee. The required contribution, as mandated by state law, is withheld from each paycheck.

This program provides income protection for illness or injury which is not job related as well as for pregnancy.

The University coordinates sick pay with payments from the California State Disability Insurance program. In order to take advantage of this benefit, it is necessary to file a State Disability claim form if you are disabled for more than seven (7) calendar days, and are under a doctor's care. Upon verification of the actual amount of State Disability Insurance benefits paid, the number of sick pay hours available to the employee may be adjusted appropriately. If applicable, the next paycheck will be reduced by the appropriate amount of State Disability Insurance payment received for the period of time sick pay was available.

Please contact the Human Resources Office or your nearest State Disability Office for eligibility requirements and application forms.

WORKER'S COMPENSATION INSURANCE Pepperdine University has complete Worker's Compensation coverage for all of its employees who are injured on or become ill because of the job. This coverage is provided at no cost to the employees. Employees must report any work-related injury or illness to their supervisors and the Center for Human Resources as soon as possible to ensure proper medical treatment. Salary coverage protection is mandated by State law at the rate of 2/3 regular salary or the state maximum, whichever is less. When requested, the Center for Human Resources will coordinate use of accrued sick and/or vacation hours to offset lost wages. It is the supervisor's responsibility to notify the Center for Human Resources the day on which a work-related injury or illness occurs.

A special, paid leave of absence for all regular and temporary full-time employees assigned to work a minimum of thirty (30) hours per week is provided by the University for the time lost during the first partial day of work-related illness or injury. In addition, the hours missed due to bona fide work injuries or illness and not paid by the University's insurance carrier will be paid by the University up to a maximum of twenty-four (24) regularly scheduled work hours provided that the employee would normally have been scheduled to work during the special, paid leave of absence.

The University allows but does not require that regular staff members coordinate accrued sick and/or vacation benefits with payments actually received under the worker's compensation law.

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

TUITION REMISSION PROGRAM Eligible employees and their qualifying family members who apply and are admitted to study at Pepperdine University will receive the following discounts in tuition charges:

  1. Fifty percent (50%) tuition remission on courses taken in the University's undergraduate programs with an additional 5% per year of service in an eligible category to a maximum of 100%;
  2. Twenty-five percent (25%) tuition remission on courses taken in the University's graduate programs with an additional 5% per year of service to a maximum of 75%.
  3. For employees only, 100% tuition remission in the "space available program" in the Graziadio School of Business and Management's fully employed MBA and BSM programs limited to one course per trimester provided all program enrollment and participation requirements are met.
Eligibility for staff tuition remission is limited to the following classes of individuals:
  1. A regular full-time staff member who is continuously employed in a regular full-time position requiring at least forty (40) hours of work per week;
  2. The spouse of a full-time staff member eligible under category 1 above;
  3. A dependent son or daughter, 25 years of age or under, of a full-time staff member eligible under category 1 above.

Benefits may not be granted after the last day of registration of the term for which benefits are claimed. Staff members shall schedule their classes outside of regular working hours unless other arrangements are approved in writing and in advance by their supervisors.

An application form, available from the Financial Aid Office, must be filed with and approved by that office before a tuition discount may be credited to the student's account.

A staff member, spouse or dependent receiving tuition benefits shall be required to pay a registration fee for each session. In addition, all other fees provided for in the catalog shall be paid by the student.

Staff members who live in residence halls shall be required to pay full room and board charges as stated in the catalog.

TUITION BENEFITS FOR DEPENDENTS OF DISABLED OR DECEASED EMPLOYEES If an employee eligible under the employee tuition remission program who has served the University for three years or longer becomes permanently disabled or dies while an employee of the University, any dependents of that employee will be eligible for full tuition benefits in the undergraduate divisions of the University, provided such dependents are twenty-five years of age or under on the last day of registration.

RECIPROCAL TUITION REMISSION PROGRAM

The University has entered into an agreement with several other colleges and universities related to Churches of Christ whereby Pepperdine employees' children may receive a 50% discount at one of the other participating institutions.

Regular employees with assignments of thirty (30) or more hours per week are eligible upon completion of one (1) year of employment. For a complete list of student eligibility requirements, procedures and participating institutions, contact the Center for Human Resources.

RETIREMENT Age 65 is considered the normal, but not mandatory, retirement age for staff employees. If a staff employee desires to work beyond the month in which the normal retirement age is reached, it is the employee's responsibility to inform the University in writing of his or her intention forty-five (45) days prior to attaining age 65.

UNIVERSITY RETIREMENT PLAN A staff member will become eligible for the retirement plan on the first day of the month immediately following the completion of one (1) year of service and attainment of age 26. A year of service means a twelve (12) month period during which a staff member works at least 1,000 hours of service. The twelve (12) month period begins on the employee's date of employment; but if an employee does not work 1,000 hours during the first 12 month period, all later twelve (12) month periods begin on the first day of the plan year (August 1 - July 31).

Participation in the plan is mandatory. The University will contribute an amount equal to 5.0% of the employee's base salary to the plan.

Under the matching provision of the plan, an employee may contribute .5%-5.0% of his or her base salary. The University will then match an employee's dollar contribution up to a maximum of 5.0% of his or her base salary.

Employee contributions are deducted from each participant's paycheck.

This program allows employees the flexibility to invest plan contributions depending on personal financial goals.

Under current federal income tax laws, all contributions to the plan and investment earnings are tax-deferred. Contributions and earnings are not taxed until received at retirement.

All contributions to the plan, both Pepperdine University's and the employee's, are invested in 403(b) contract(s) and cannot exceed the employee's statutory exclusion allowance under Sections 403(b) and 415 of the Internal Revenue Code.

For more detailed information refer to the summary plan description available in the Center for Human Resources.

TAX-DEFERRED ANNUITY PROGRAMS In addition to the regular retirement program, the University provides an opportunity for all employees to participate in tax-deferred annuity programs without regard to age or years of service. For applications and additional information, please contact the Center for Human Resources.

SOCIAL SECURITY/MEDICARE Employees of the University participate in the Old-Age, Survivors, and Disability Insurance Program, commonly known as Social Security, and Medicare. Deductions are mandatory and are made from each paycheck in the amount prescribed by law. Equal amounts are contributed by the University.

IDENTIFICATION CARDS Information regarding I.D. cards may be obtained from the Center for Human Resources located in the Thornton Administrative Center on the Malibu Campus or by calling (310) 506-4397.

ADMISSION TO UNIVERSITY ACTIVITIES Employees and their families are admitted to specified campus activities at no cost upon presentation of the employee's I.D. card.

EMPLOYEE-DISCOUNTS All full-time employees are entitled to a 10% discount on most purchases at the Bookstore. Staff I.D. cards must be presented to qualify for the discount.

LIBRARY Employees are permitted to avail themselves of the library facilities upon presentation of their I.D. cards.

PARKING Regular employees are issued parking permits. Permits are issued by the department of Public Safety on the Malibu Campus and The Educational Centers Office at the Pepperdine Plaza. All vehicles parking on the Malibu campus must display the appropriate parking permit or be subject to towing at owner's expense.

CREDIT UNION Two credit unions are available for staff participation: The Santa Monica School Employee Federal Credit Union and the University Credit Union.

All employees are eligible to join the University Credit Union. Details of membership are available from their office at (310) 825-8226.

Regular full-time employees are eligible to join the Santa Monica School Employees Federal Credit Union. Details of membership are available from their office in Santa Monica (310) 450-3119.

The University will honor requests for credit union deductions from employees' paychecks upon receipt of written authorization.

POLICY/ PROCEDURES

OVERTIME/WORK WEEK/WORKDAYEmployees requested to work overtime are expected to do so. Except in emergency situations, supervisors should anticipate overtime needs and give advance notice to any employee scheduled to work overtime.

In recognition of the fact that employees may not begin work at precisely the beginning of a shift or cease work at precisely at the end of a shift, the University has adopted a "seven minute rule." Accordingly, supervisors should ensure that nonexempt employees:

Commence work no sooner than seven (7) minutes prior to the beginning of a shift; cease work no later than seven (7) minutes following a work shift, unless overtime work has been scheduled.

Overtime pay is regulated at both the state and federal levels. The University will comply with all applicable laws. For more information on overtime provisions, contact or visit the Center for Human Resources. Current applicable regulations are posted in the Center for Human Resources.

Policy for Non-Exempt Staff Nonexempt employees must accurately record all hours worked, including overtime hours, on their time-sheets. Falsifying time-sheets or knowingly approving incorrect time-sheets is cause for disciplinary action up to and including termination of employment.

Work Week A work week is defined for purposes of overtime calculations as seven consecutive days starting with the same calendar day each week. So although the calendar week begins at 12:01 a.m. on Sundays, the work week for most University employees begins at 12:01 on Mondays.

Work Day A work day is defined for purposes of overtime calculations as any consecutive twenty-four hours beginning at the same time each calendar day.

Standard Shift The normal work week commences at 12:01 a.m., Monday and ends 12 midnight on the following Sunday. Normal hours of work during such a work week are 8 a.m. until 5 p.m. each day, Monday through Friday.

Break Periods The University allows each staff employee a fifteen (15) minute rest period which, insofar as practicable, will be in the middle of each work period of four (4) hours. The supervisor must be informed prior to taking a break and may schedule break periods dependent on work flow. Authorized rest period time is counted as hours worked and paid by the University.

Rest periods are not granted for employees working less than three and one-half (3 1/2) hours per day.

PAY PERIODS For those employees paid biweekly, pay periods are fourteen (14) days in length beginning on a Monday at 12:01 a.m. and ending on a Sunday, fourteen (14) days later at 12 midnight. A schedule is available reflecting pay period begin dates, pay period end dates, timesheet due dates, and paydays. Each payday will be on a Friday, unless otherwise noted due to a holiday. Payday will be the Friday following the last Sunday indicated on the timesheet. If a holiday occurs on Friday, payday will be the preceding Thursday.

Biweekly employees are paid on an hourly basis according to the timesheets submitted. There are twenty-six (26) biweekly paydays per year. Therefore, one biweekly paycheck will never be equivalent to one-half a month's salary amount, although during two months of the year biweekly employees will receive three (3) paychecks.

Those being paid monthly will be paid on the 26th day of the 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 the Christmas holiday period.

TIME OFF Any employee who must take time off because of an emergency, or will be late in reporting to work, must notify and obtain permission from the immediate supervisor. It is recommended that such permission be reduced to writing in each case. An unexcused absence is cause for disciplinary action, including, but not limited to, non-payment for the unexcused time off.

TIME RECORDS All nonexempt employees (generally, those paid on a biweekly basis) are subject to overtime regulations of the Wage and Hour Laws. Each employee in this category is to record the number of hours actually worked each day on a timesheet. For each day a regular eight (8) hour shift is not worked, whether due to time lost or overtime, the specific times work began and ended must be entered on the timesheet to ensure correct payment and to comply with State regulations.

The timesheet must be approved by the supervisor and forwarded to the Payroll Office according to a published schedule. In order for employees to be paid on time, timesheets must be received on time.

CHAPEL ATTENDANCE During the academic year, "Daybreak Chapel" services are held in Stauffer Chapel on the Malibu campus at 8:30 a.m., Mondays. All are welcome to participate in this nondenominational Christian devotional if work schedules permit. The Malibu Church of Christ meets on campus and welcomes employees to all of its services. For information about the church and other on campus fellowship/Bible study opportunities, call extension 4504.

LEAVES OF ABSENCE Supervisors may approve periods of absence up to thirty (30) days. However, should an absence extend beyond thirty (30) days, the employee must request a formal leave of absence in writing by specifying a date of return, subject to the limitations below. The University cannot guarantee that the employee's job will be available upon the return from a formal leave of absence.

Failure to return to work at the end of the approved period of absence or to request and obtain an approved extension will result in separation from University employment.

Military Leave of Absence A military leave of absence is not to exceed two (2) weeks. It shall be the policy of the University to continue the employee's regular salary, less the amount of military pay which the employee may receive.

The Payroll Office will require the following before the employee's next check can be processed: a) a copy of the orders to report for military duty, and b) a copy of the pay voucher showing the exact amount of pay received from the military.

Insurance benefits will be continued. The supervisor is responsible for reporting to the Payroll Office all time missed on a timesheet or absentee report, attaching appropriate documentation.

FAMILY AND MEDICAL LEAVE POLICY

Introduction An eligible U.S. employee 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. An eligible employee who has a serious health condition that prevents performance of his or her job functions may apply for a medical leave. An eligible employee who because of a qualifying exigency arising out of the fact that a family member is on active duty (or has been notified of an impending call or order to active duty) in the Armed Forces in support of a contingency operation, may apply for a family leave. An eligible employee who is the spouse, parent, child or next of kin of a covered service member who is recovering from a serious illness or injury sustained in the line of duty while on active duty may apply for a family leave.

When a leave is taken due to a serious health condition of the employee or an eligible family member or the serious injury or illness of a covered service member, the employee will be required to provide certification from a qualifying health care provider.

When a leave is taken due to a qualifying exigency, the employee will be required to provide certification of its necessity.

Eligibility To qualify for a family or medical leave, an employee must have at least 12 months of employment with the University. In addition, the employee must have worked at least 1,250 hours (an average of about 24 hours per week) during the prior 12 month period.

Employees eligible for benefits who do not qualify under this Family and Medical Leave Policy may request a sick leave for their own illness or disability (See Sick Leave Policy).

A female employee (whether or not eligible for benefits) who is disabled by pregnancy, childbirth or a related medical condition, even if not otherwise eligible for leave under this Family and Medical Leave Policy, may request a leave for the period of her actual disability, up to a total of four months. A female employee who qualifies for a leave under this Family and Medical Leave Policy is entitled to take a leave in addition to a pregnancy-related disability leave to care for a newborn or newly adopted or placed child.

Application for Leave To request a leave under this policy, request an application from the Center for Human Resources. Complete the Family and Medical Leave Application and submit it to the Center for Human Resources. If the application is for an emergency, a preliminary decision concerning the application will be made within 48 hours. Otherwise, a preliminary decision will be made within five business days, and whenever possible, before the requested leave period is to commence. Final approval of a leave requiring certification will be processed upon receipt of all required documentation.

Advance Notice of Leave When the requested leave is for the expected birth, adoption or placement of a child with the employee, or for a planned medical treatment of the employee, an eligible family member, or covered service member, the employee, when possible, shall provide the University with no less than 30 days' notice before the leave is anticipated to begin. In an emergency or unforeseeable situation, the employee shall provide such notice to the University as is practicable under the circumstances. In any case in which the need for leave is as a result of a qualifying exigency, the employee shall provide such notice as is reasonable and practicable. A failure to comply with these notice rules may result in a denial or postponement of the requested leave until the employee complies with these rules. When the requested leave is for a planned medical treatment of the employee, an eligible family member, or covered service member, the employee, subject to the approval of the health care provider, may be required to schedule the treatment so as to avoid disruptions to the operations of the University.

Length of Family and Medical Leaves Eligible employees may request up to a total of 12 workweeks of family and medical leave in any 12 month period when a leave is taken due to a serious health condition of the employee or an eligible family member or a qualifying exigency. The 12 month period during which the 12 workweeks of family leave may be taken will commence on the first day of the leave. Thus, the applicable 12 month period will be different for each employee. Where additional medical leave is required, please see the Sick Leave Policy. If additional family leave is required see the Personal Leave of Absence Policy.

Eligible employees may request up to a total of 26 workweeks of family leave during a single 12 month period to care for a covered service member who is recovering from a serious illness or injury sustained in the line of duty while on active duty. Leave to care for a covered service member, when combined with other family or medical-qualifying leave, may not exceed 26 workweeks in a single 12 month period. If additional family leave is required see the Personal Leave of Absence Policy.

In any case in which a husband and wife are both employed by the University, their combined family leave for the care of a newborn or newly adopted or placed child may not exceed 12 workweeks in any 12 month period.

When a husband and wife are both employed by the University their combined leave to care for a covered service member, or in combination with other family or medical qualifying leave, may not exceed 26 workweeks in a single 12 month period.

Family leaves which are taken to care for a newborn or newly adopted or placed child must be initiated within 12 months of the child's arrival.

Concurrent Leaves To the maximum extent permitted by law, the University designates all paid and/or unpaid leaves due to reasons that are eligible under the FMLA to run concurrently with, and be counted against, an employee's FMLA entitlement provided the employee qualifies for FMLA.

Intermittent and Reduced Leave Schedules Family and medical leaves may be taken in one or more periods, which includes taking leave on an intermittent or reduced leave schedule. All such periods of leave will be applied to the total leave time available pursuant to this policy.

Eligibility for Pay Generally, leaves taken pursuant to this policy are unpaid. However, an employee may elect to use any accrued vacation time for a portion of a family or medical leave taken pursuant to this policy.

Accrued sick pay may be used for any portion of medical leave necessitated by the employees own serious health condition, or a family leave taken for the care of a newborn, a newly adopted or placed child, or an eligible child with a serious health condition. An employee may use up to one half of the employee's yearly accrual of sick pay for a family leave taken for the care of other eligible family members with a serious health condition (i.e. spouse or parent) or covered service member. Once an employee has used the equivalent of one half of the employee's annual accrual, all vacation pay accruals must then be exhausted prior to using any remaining sick pay accruals for other eligible family/service members.

Donated sick pay received under the University's donation policy may be used only for the employee's own illness.

Effect of Leave on Benefits For the duration of a family and medical leave, all of the employee's benefits (except holiday pay and vacation and sick accruals), including coverage under any group health plan, will be maintained and continued at the level, and under the conditions such benefits would have been provided if the employee had continued in employment continuously for the duration of the leave. Vacation accruals, sick pay accruals, and holiday pay cease after the 30th day following the last day of work.

Extension of Leave In the event an employee will not be able to return by the agreed-upon expiration date of a leave, an extension may be requested. The request must be made on a leave application. It must be accompanied by certification of the attending health care provider of the serious health condition, illness or injury and the need for the employee's/service member's care (when an eligible family/service member is ill). This request should be submitted as soon as the need to extend the leave is known.

Notice of Return from Leave At the time a leave is requested, employees are required to indicate how long the leave is expected to be. If the need for leave ends earlier than first anticipated, the employee will be expected to return to work.

Employees must return to work no later than the first business day after the expiration date of the leave. If an employee does not return at that time, employment may be discontinued, but the employee may apply for reemployment if suitable openings arise.

Return from Leave Employees returning from medical leave are required to provide a physician's certification that they are able to perform essential job functions.

Provided that the total medical and family leave period does not exceed 12 workweeks (26 workweeks in the case of a leave to care for a covered service member) specified in this policy, the employee will, upon return to work, be restored to his or her same position (when possible), or to an equivalent position with equivalent pay, benefits, working conditions, and other terms and conditions of employment. Eligibility for any benefits which ceased for the duration of the leave period will be resumed immediately.

Employees who elect not to return from leave, or who do not return by the leave expiration date, will be required to repay the University's cost of health care coverage during the leave period. No repayment will be required, however, if the employee is unable to return due to the continuation, recurrence, or onset of a serious health condition of the employee or an eligible family member, or other circumstances beyond the control of the employee, or the employee has returned to work for a minimum of 30 days following the leave. As prescribed by law, the inability to return to work must be certified by the attending health care provider.

Reservation of Rights The University reserves the right to refuse a request for family or medical leave, or a request for reinstatement to the same or an equivalent position, pursuant to, and as prescribed by, all applicable state and federal statutes, regulations, and case law.

Further Information Questions on family, medical, or sick leaves should be directed to the Associate Vice President of Human Resources or a designee at telephone extension 4397.

Definitions

FMLA : The federal Family Medical Leave Act of 1993.

Eligible Family Member : The spouse, registered domestic partner, child (including the child of a registered domestic partner), or parent of the employee.

Spouse : A partner in legal marriage with the employee.

Child : A biological, adopted, or foster child, a stepchild, a legal ward, or a child of a person standing in place of parents ( in loco parentis ). A child must be under 18 years of age, or 18 years of age or older and incapable of self-care because of a mental or physical disability.

Parent : A biological, foster, or adoptive parent, a stepparent, a legal guardian, or an individual who stood in place of parents ( in loco parentis ) to an employee when the employee was a son or daughter.

Serious Health Condition : An illness, injury, impairment, or physical or mental condition that involves inpatient care in a hospital, hospice, or residential medical care facility; or continuing treatment or continuing supervision by a health care provider.

Health Care Provider : Includes physicians (doctors of medicine [M.D.s], osteopaths, podiatrists, dentists, clinical psychologists, optometrists, and chiropractors (limited to treatment consisting of manual manipulation of the spine to correct a sublimation as demonstrated by x-ray to exist) authorized to practice in the state and performing within the scope of their practices as defined by state law); nurse practitioners, nurse-midwives, clinical social workers and physician assistants authorized by state law to practice and who are performing within the regularly defined scope of their duties; Christian Science practitioners listed with the First Church of Christ, Scientist in Boston; and any other health care provider who qualifies as such pursuant to FMLA regulations.

Reduced Leave Schedule : A leave schedule that reduces the usual number of hours per workweek, or hours per workday, of an employee.

Intermittent Leave : Required leaves of as short as one hour on a regular or irregular basis to meet a medical need.

Group Health Plan : Any plan of, or contributed to by, the University (including any self-insured plans) to provide health care (directly or otherwise) to employees, former employees, or the families of such employees or former employees, i.e., the University health, dental, and psychological counseling plans.

Sick Leave : Approved time off for employees who are unable to work due to personal illness or injury, and who do not apply, qualify for, or elect to use a medical leave under the Family and Medical Leave Policy.

Medical Leave : Approved time off for employees who apply and qualify for a medical leave under the Family and Medical Leave Policy.

Covered Service Member : A current member of the Armed Forces, including a member of the National Guard or Reserves, or a member of the Armed Forces, the National Guard or Reserves who is on a current disability retirement list, who has a serious injury or illness incurred in the line of duty on active duty for which he or she is undergoing medical treatment, recuperation, or therapy, is otherwise in outpatient status, or is otherwise on the temporary disability retired list.

Contingency Operation : A military operation designated by the Secretary of Defense as an operation in which members of the Armed Forces are or may become involved in military operations against an enemy of the United States or against an opposing military force or results in the call or order or retention on active duty or under any provision of law during a war or national emergency.

Next of Kin : The nearest blood relative of a covered service member other than that covered service member's spouse, parent, son or daughter in the order of priority specified in FMLA regulations.

Qualifying Exigency : A qualifying exigency is one that is defined by FMLA regulations.

Serious Injury or Illness : In the case of a member of the Armed Forces, including a member of the National Guard or Reserves, means an injury or illness incurred in the line of duty on active duty in the Armed Forces that may render the member medically unfit to perform the duties of the member's office, grade, rank, or rating.

Sick Leave Sick Leave is approved time off for employees 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 Policy.

As soon as an employee becomes aware that he or she is, or will become, for any medical reason, temporarily disabled from working, he or she must promptly advise the University in writing of the reason, 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 formal sick leave of absence. When approved, a formal sick leave begins on the 31st calendar day following the last day of work.

The University grants sick leaves of absence without pay to all such employees for the period of their disabilities, to a maximum of 12 months from the last day of active work. However, the University may require periodic verification of an employee's inability to work (including, for example, a periodic statement from the employee's doctor or examination by a doctor designated by the University). A doctor's release may be required to return to work following an absence of three or more days duration.

Any misrepresentation of requested leave or disability will be grounds for discharge. Employees may, of course, use any accrued vacation or sick pay benefits during the period of their disabilities (See Sick Pay and Vacation Pay). A doctor's release is required in order to return to work following a formal sick leave. Employees who return to work at the end of their leaves will be returned to their former positions if they are still available. The employee's position will be held open for a minimum of 30 calendar days or as prescribed by law. If the same position is not available, the employee will be considered for any available position for which he or she is qualified and applies for following normal procedures. If the employee is rehired during a period not to exceed thirty (30) calendar days after attempting to return to work, such employee's seniority will continue. Employees who do not return at the end of their leaves of absence will be deemed to have resigned. The total leave under this policy is available for a maximum of 12 months from the last day of work. If this policy is used in conjunction with a medical leave under the Family and Medical Leave Policy, the total combined leave time may not exceed 12 months.

This policy applies to all temporary medical disabilities, including pregnancy, childbirth and related medical conditions.

Health and welfare benefits, including medical, dental, life and long term disability insurance will be continued during a sick leave of absence. If applicable, the University Benefits Manager will contact the individual on leave regarding payment of insurance premiums. For insurance purposes, the leave begins immediately following the last day of active work up to a maximum of twelve (12) months.

Absentee reports or time records must be submitted to the Payroll office during the first thirty (30) calendar days of absence. Additional absentee reports or time records are required only if accrued sick pay is still available for payment. The employee should contact the Center for Human Resources for information regarding California State Disability benefits. Applications may be made at a local State Disability Office, or by mail using a form available at the Center for Human Resources or the doctor's office. Holiday pay, vacation pay, and sick pay accruals cease during a formal sick leave.

Personal Leave of Absence A personal leave of absence is defined as authorized, unpaid absence for other than medical, jury duty, or military reasons, which exceeds 30 days. Personal leaves of absence may be granted only when not detrimental to the interests of the University. The length of the leave of absence is determined by the supervisor/department head and is subject to appropriate administrative approval.

The individual taking a personal leave of absence must report to or contact the Center for Human Resources on campus to receive an explanation of changes in benefits. No holiday pay will be granted during the entire period of absence following the last day of work and vacation and sick leave accruals cease.

If the same position is not available upon return, termination from the University occurs. If the employee is rehired during a period not to exceed thirty (30) days, seniority will be continued.

Note: The University does not continue employer contributions to the employee's insurance premium beyond the first thirty (30) days of an approved personal leave of absence. If the employee wishes to continue insurance coverage, arrangements for personal payment of required premiums must be made with the University's Benefits Manager.

Jury Duty The University considers jury duty to be an important civic responsibility. Having loyal, conscientious, honest citizens serving on our juries is a basic and essential element of our American system of justice. Therefore, it shall be the policy of this University to encourage jury service by its employees when their duties to the University permit.

An employee called to serve will be excused to serve on jury duty, and for up to ten (10) work days shall be paid at their regular base salary for such service. For an employee serving on a jury in which the trial extends beyond ten (10) paid work days, his/her absence will be excused until the trial is completed, even though the employee will be paid a maximum of ten (10) work days.

Bereavement Leave/Death in the Family Paid leave due to the death of a person related to a full-time employee by blood, adoption, or marriage is authorized up to a maximum of three (3) working days, provided that such leave is required and is requested.

Other Excused Absences from Work Employees with children attending school from kindergarten through the twelfth grade may take up to four unpaid hours per child per school year for official school visits. Documentation of the visit provided by the school must be presented to the supervisor for the absence to be excused.

Parents of school children from kindergarten through the twelfth grade are entitled to up to four unpaid hours absence from work to visit school on behalf of a suspended child. Documentation of the visit provided by the school must be presented to the supervisor for the absence to be excused.

Employees may take up to two paid hours off work, if needed, in order to vote in a local, state, or general election. Requests must be made in writing in advance of the election date.

CONFIDENTIAL MATTERS All matters concerning Pepperdine University which are classified as confidential shall not be discussed with any outsider or non-authorized person by any employee.

Unauthorized disclosure of any information or activities which may be detrimental to the interests of the University may result in immediate dismissal.

PERSONAL APPEARANCE Neatness and cleanliness are absolutely necessary at all times. Uniforms and other clothing always should be neat and clean. The employee should dress conservatively, in good taste, and according to the requirements of his or her position. If there are any questions as to what constitutes proper attire within a given department, the supervisor or department head should be consulted.

PERSONAL TELEPHONE CALLS The University telephone system is intended for business use by the University staff. It is recognized, however, that emergencies and other personal needs may occasionally make personal calls necessary. Except for emergencies, necessary personal calls should generally be made during non-work hours: breaks; lunch hours; before or after work hours. Supervisors and managers are responsible for monitoring personal call activity and making sure that it does not impact work productivity or otherwise become a routine practice.

Budget managers are responsible for reviewing monthly telephone call reports and making sure that each employee makes no more than a limited number of calls. Those employees incurring more than a limited amount of personal call charges shall promptly reimburse the University by check payable to Pepperdine University and deposited with the cashier as a credit to the department telephone expense code (2-xxxxx-2200).

It is the responsibility of each employee to ensure that his or her personal authorization code, which is obtained from Telephone Services, is kept strictly confidential and to report any breach of this confidentiality and any suspected erroneous charges to Network Services immediately. Disputes regarding the financial responsibility for any personal telephone charges will be subject to the University grievance procedures.

Telegram charges, collect, and third party calls billed to the University telephones are prohibited.

NO-SOLICITATION RULE The unauthorized distribution of literature and/or solicitation is prohibited during working time in work areas for any purpose. Working time does not include break periods or meal periods.

If persons not associated with the University are found violating this rule, employees should notify Public Safety.

Use of University mailing lists and directories for non-University phone or mail solicitations is prohibited.

CONFLICTS OF INTEREST/OUTSIDE ACTIVITIES All University budget managers are required to read carefully the University's Conflict of Interest Policy and report carefully all transactions required by that policy. In addition, all budget managers must submit an executed Outside Activities Report to the Vice President for Finance and Administration on an annual basis.

SUBSTANCE ABUSE POLICY In keeping with the mission of the University and its commitment to provide an alcohol and drug-free work environment, the University has formulated a policy regarding alcohol and drugs.

Applicability This policy applies to all employees, including those persons classified as faculty, staff, and student workers. This policy also applies to independent contractors employed directly by the University.

Definitions SUBSTANCE means any drug (including alcohol) that has known mind or function- altering effects on a human subject, specifically including psychoactive substances and including, but not limited to, substances controlled or prohibited by state and/or federal law. Alcohol in this context means beer, wine and all forms of distilled liquor, or any beverage, mixture or preparation containing ethyl alcohol.

Prohibitions All University employees are required to be completely free of illegal drugs. The University prohibits the illegal use, possession, transport, manufacture, distribution, promotion or sale of drugs, drug paraphernalia or look-a-like (simulated) drugs and the unauthorized use or possession of alcohol while performing work for the University.

University employees and independent contractors must not report for work or be on University controlled property while under the influence of any drug, alcohol, or other substance which will in any way effect their work performance, alertness, coordination or response, or affect the safety of others on the job, or which would affect their ability to appropriately represent the University.

At no time or place shall an employee use or be under the influence of drugs or alcohol or any mind-altering substance while driving, riding, or sitting in a University vehicle.

Medically Authorized Drugs Any employee required to use a medically prescribed or over-the-counter drug which may impair or effect the employee's alertness, coordination, or response must advise his or her supervisor of this fact before reporting to work. It is the employee's responsibility to determine whether or not a prescribed or over-the-counter drug may impair his or her job performance.

The University reserves the right to require any employee using prescribed or over-the-counter drugs to provide a physician's certification that the use of this drug will not impair the ability of the employee to perform his or her job properly and safely.

Fitness for Duty-Examinations and Testing The University reserves the right to require an employee to submit to a physical examination or clinical testing designed to detect the presence of alcohol and/or drugs when there are reasonable grounds for believing the employee is under the influence of, or improperly using alcohol and/or drugs in violation of this policy.

In compliance with federal and state law, certain regulated positions at the University require pre-employment, random, post-accident, reasonable suspicion, and return to duty drug and alcohol testing.

The University reserves the right to request an employee seeking accommodation to provide confirmation of compliance and attendance in a substance abuse program, a medical certificate stating the employee is fit for duty, and may request the employee submit to a drug test upon completion of a substance abuse program.

Voluntary Employee Assistance/Job Accommodation Employees, who voluntarily seek accommodation for a drug or alcohol-related problem, may do so without jeopardizing their employment status, provided a recognizable treatment and rehabilitation program is followed and the employee's work performance is acceptable. In some cases, temporary reassignment to another position may be necessary.

Staff employees seeking accommodation are expected to contact the Center for Human Resources. Faculty employees are expected to seek accommodation through the Office of the Provost. Student employees are expected to seek accommodation through the Office of Student Employment.

Information concerning employees who participate in treatment and/or rehabilitation programs will be accorded confidential status. Only those with a legitimate, work-related need to know will have access to such information.

Reporting Obligations In accordance with and pursuant to the requirements of the DRUG- FREE WORK PLACE ACT OF 1988:

any staff or student employee must notify the Associate Vice President of Human Resources within five days of any conviction for criminal conduct related to drugs in the workplace; and any faculty member must notify the Office of the Provost within five days of any conviction for criminal conduct related to drugs in the workplace.

Disciplinary Action Employees who violate this policy in any way, or who refuse to cooperate with any aspect of this policy, will be subject to appropriate disciplinary action up to and including termination of employment, even for a first offense. Independent contractors who violate this policy may be barred from the premises, even for a first offense.

Inquiries regarding this policy may be addressed to the Associate Vice President of Human Resources.

PERFORMANCE REVIEW Supervisors are asked to provide a formal review of each employee's performance at least once a year. Reviews typically are given on or near the employee's anniversary date.

Employees may be asked to sign performance-related correspondence to be included in their employment files. Their signature does not necessarily indicate concurrence, but merely acknowledges receipt of the correspondence. Employees are welcome to send written responses which will also be included in their employment files.

PERSONAL CONDUCT The University expects from all of its employees the highest standards of behavior consistent with traditional Christian values and the University's mission statement.

The expectations include, but are not limited to: loyalty, honesty, sobriety, dependability, following established University procedures and regulations, prompt compliance with all requirements and lawful directions of supervisors, efficient and safe performance of the job, insuring that no employee's safety is jeopardized, abstaining from the use of vulgar or offensive language, and avoidance of conduct that may bring reproach or embarrassment to the University.

DISCIPLINE/SUSPENSION Any employee whose conduct and performance does not conform with the above expectations may be subject to disciplinary action.

Disciplinary action includes verbal warnings, written warnings which become part of the employee's official file, suspension without pay, and dismissal.

Suspension without pay is appropriate for violations of published University policies, for outbursts disruptive to normal and safe operations, for serious errors which could be considered avoidable with a minimal degree of care, and for repeated occurrences of lesser offenses for which written warning has already been issued.

EMPLOYEE GRIEVANCE PROCEDURE

Purpose : The purpose of this employee grievance procedure is to provide for the resolution of work-related grievances, including, but not limited to, allegations of harassment, unlawful discrimination, and the denial of reasonable accommodations to persons with disabilities. This policy is not applicable to situations where another policy with a right of appeal applies.

Non-retaliation : This procedure is designed to allow employees to address complaints in a fair, consistent, and objective manner. Any act of reprisal by a University employee or by one acting on behalf of the University, including the intimidation of a grievant, respondent, or witness, will result in prompt disciplinary action.

Improper Complaints : This procedure shall not be used to bring frivolous or malicious complaints. If a complaint has been made in bad faith, disciplinary action may be taken against the person bringing the complaint.

A. Initiating a Grievance Proceeding

Informal Resolution : Before initiating a formal grievance, the employee should discuss the matter in dispute with the supervisor or the other person with whom the employee has a concern and seek a mutual resolution. The Center for Human Resources is available to consult with employees/grievants and managers in an effort to facilitate informal resolution. Also, the University equal opportunity officer is available to consult with employees/grievants regarding allegations of unlawful discrimination or harassment. An informal resolution may be pursued at any time during this procedure. It is the University's belief that most grievances can and will be resolved at this level.

Employees should report allegations of unlawful discrimination or harassment to their supervisors as soon as possible after the alleged occurrence of discrimination or harassment. S upervisors receiving a report of unlawful discrimination or harassment must immediately notify the Center for Human Resources, and the Center for Human Resources will notify the University's equal opportunity officer.

Initiation of Complaint : If an informal resolution does not result, the grievant may submit a complaint to his or her immediate supervisor, with a copy to the Center for Human Resources, to initiate a grievance. Initially, concerns may be communicated orally; however, they must be submitted in writing before any formal review takes place under this procedure. The written complaint should specify the University policy, departmental procedure, or norm violated, and specifically set forth all relevant factual details.

If at any time a supervisor receives allegations of unlawful discrimination or harassment, he or she must immediately notify the Center for Human Resources, even if the allegations are not made in writing and no formal grievance has been initiated.

At any time a superior to the grievant's immediate supervisor may choose to take the place of the supervisor for purposes of this procedure. In such cases, the term "supervisor" in this procedure would apply to the immediate supervisor's superior.

If the complaint involves the grievant's immediate supervisor, and the grievant can reasonably demonstrate to the supervisor's superior that the immediate supervisor may not be able to deal objectively with the situation, the grievant may make the formal complaint to the immediate supervisor's superior. In such cases, the term "supervisor" in this procedure would apply to the immediate supervisor's superior.

S upervisors receiving a complaint of unlawful discrimination or harassment must immediately notify the Center for Human Resources, and the Center for Human Resources will notify the University's equal opportunity officer.

B. Review by the Supervisor

The supervisor shall read the complaint and determine whether the complaint's allegations warrant implementing the remainder of the procedures outlined below. If, for example, the allegations in the complaint, even if true, would not constitute a violation of a University policy, procedure, or norm, then the supervisor should inform the grievant in writing that the grievant's allegations are not subject to further investigation.

If the supervisor determines that the allegations in the complaint warrant further investigation and consideration, then the supervisor shall forward a copy of the complaint to the person against whom the complaint is made ("respondent"). This shall be done within a reasonable amount of time after the supervisor receives the complaint.

Written Response : The respondent shall be given 14 calendar days from receipt of the complaint to return a written response to the supervisor with a copy to the Center for Human Resources. Necessary extensions may be granted at the discretion of the supervisor.

Investigation : The supervisor has the discretion to initiate a reasonable investigation into the matter. The scope of any investigation shall be in the sole discretion of the supervisor. The investigation may include, but is not limited to, meeting with the parties, talking with witnesses, and reviewing any supporting documents. The University's Center for Human Resources may initiate its own investigation into the matter, and/or it may participate in the supervisor's investigation. The scope of the Center for Human Resources' investigation shall be the sole discretion of the Associate Vice President of Human Resources or his or her designee.

In cases where there is alleged unlawful discrimination or harassment, the University equal opportunity officer has the discretion to initiate his or her own investigation into the matter, and/or he or she may participate in the supervisor's investigation. The scope of the University equal opportunity officer's investigation shall be the sole discretion of the University's equal opportunity officer.

A grievant may elect to withdraw a complaint at any time; however, the University reserves the right to investigate all complaints in order to protect the interests of the University and its community.

Advisory Committee : If the supervisor desires, he or she may appoint an advisory committee to assist in the investigation of the complaint and/or for advice concerning the handling of the matter. In cases where there is alleged unlawful discrimination or harassment, the University equal opportunity officer or his or her designee will be an ex-officio member of the committee, at the equal opportunity officer's discretion.

C. The Decision

Within a reasonable time, the supervisor shall make a decision based on the formal complaint, response, and any other information the supervisor determines is relevant. This decision shall be in writing and shall consist of factual findings, conclusions, and a remedy if one is appropriate. All parties, the Center for Human Resources, and where discrimination or harassment is alleged, the University equal opportunity officer, shall receive a copy of the supervisor's decision.

D. Appeal of Supervisor's Decision

Request for Appeal : Any party may submit a written request for appeal of the supervisor's decision to the Center for Human Resources within 14 calendar days from the date of the mailing of the supervisor's decision. The Center for Human Resources will forward the request to the successive superior of the individual who conducted the investigation. The successive superior of the individual who conducted the investigation will act as the reviewing officer. The request for appeal must specifically set forth all grounds for appeal. The nonappealing party must be given the opportunity to respond in writing to the request for appeal.

Grounds for Appeal : The reviewing officer shall be limited to addressing only the following questions:

  • Did the supervisor consider the important and appropriate facts in the handling of this matter?
  • Did the grievant prove by a "preponderance of the evidence" (i.e., more likely than not) that the person against whom the grievant has a grievance in fact violated a University policy, procedure, or norm, or otherwise engaged in any unlawful or illegal activity?
  • Was the process carried out in a fair manner?
  • Was the decision one which a reasonable person might have made?

Reviewing Officer's Decision : Within a reasonable time, the reviewing officer shall make a decision based on the written complaint, the written response, the supervisor's written decision, the written request for appeal, any written response to the request for appeal, any meeting the reviewing officer held in regard to the appeal, and any other material or evidence relevant to the appropriate grounds for appeal. Whether to grant a meeting with the appellant and/or respondent shall be the sole discretion of the reviewing officer. All parties, the Center for Human Resources, and where discrimination or harassment is alleged, the University equal opportunity officer, shall receive a copy of the reviewing officer's decision.

E. Final Appeal

Request for Final Appeal : Any party may submit a written request for a final appeal of the reviewing officer's decision to the Center for Human Resources within 7 calendar days from the date of the mailing of the reviewing officer's decision. The Center for Human Resources will forward the request to the Assistant Vice President for the President's Office, who will assign the appeal to a University senior administrator, or his or her designee, who will act as the final appeal officer. The request for a final appeal must specifically set forth all grounds for appeal. The nonappealing party must be given the opportunity to respond in writing to the request for a final appeal.

Grounds for Final Appeal : The final appeal officer shall be limited to addressing only the following questions:

  • Did the supervisor consider the important and appropriate facts in the handling of this matter?
  • Did the grievant prove by a "preponderance of the evidence" (i.e., more likely than not) that the person against whom the grievant has a grievance in fact violated a University policy, procedure, or norm, or otherwise engaged in any unlawful or illegal activity?
  • Was the process carried out in a fair manner?
  • Was the decision one which a reasonable person might have made?

Final Appeal Decision : Within a reasonable time, the final appeal officer shall make a final decision based on the written complaint, the written response, the supervisor's written decision, the written request for appeal and for final appeal, and any written response to the request for appeal or request for final appeal. The decision of the final appeal officer shall be final. All parties, the Center for Human Resources, and where discrimination or harassment is alleged, the University equal opportunity officer, shall receive a copy of the final appeal officer's decision.

  • Retention of Records

All written decisions made and materials produced in connection with a grievance conducted under this procedure shall be retained by the supervisor for at least two years from the date that the final decision was issued.

GRIEVANCE PROCEDURE FOR DISCHARGED EMPLOYEE

In cases involving the discharge of a staff member, a written request to initiate a grievance process must be made to the Associate Vice President of Human Resources within 7 calendar days following the date on which the discharge took place. The grievant has 14 calendar days from the date on which the discharge took place to submit a complaint in writing to the superior of the supervisor who discharged the grievant, with a copy to the Center for Human Resources. The contents of the complaint must include the elements listed under "Initiation of Complaint" above.

From this point, the process for a discharged grievant will be the same as that described in the staff grievance procedure section above, except that in cases of a discharge:

(1) a superior to the supervisor who discharged the grievant will act as the supervisor for purposes of the process (the term "supervisor" will apply to a superior of the supervisor who discharged the grievant); and

(2) a grievant who was serving in an initial introductory period at the time of discharge, or whose employment was not extended beyond a previously established term, or whose position was eliminated due to a layoff or reduction in work force will not have the right of appeal described in sections D and E of the Employee Grievance Procedure.

TERMINATION OF EMPLOYMENT It must be remembered that the employment relationship is based on the mutual consent of the employee and the University. Accordingly, either the employee or the University can terminate the employment relationship, at will, with or without cause, at any time during the employment relationship.

An employee wishing to end employment with the University voluntarily should submit to his or her supervisor a letter of resignation stating the reason for leaving employment and the effective date of termination. The normal expectation for a termination notice is two weeks unless stated otherwise in a hiring agreement.

Termination for cause may result from employees' failure to respond to disciplinary action as discussed earlier and/or failure to meet the expectations of the job.

Termination may also result from non-renewal of a written employment agreement.

Termination may result from layoff whenever it becomes necessary to reduce staffing levels in a department because of lack of work or funds or because of organizational changes. An effort will be made to place affected staff members elsewhere within the University. Where placement is not possible, each employee affected will be given two weeks' notice or two weeks' pay in lieu of notice, unless the individual's written employment agreement specifies otherwise. Two weeks notice or two weeks pay in lieu of notice will be given when the University initiates termination other than termination for cause.

The selection of employees to be retained or discharged will be the responsibility of the department head, who will take into consideration their performance, skills, competence, and effectiveness.

Final payment upon termination may be dependent upon the return of all University property including keys, I.D. cards, tools, or equipment, etc.

SAFETY Every employee should understand the importance of safety in the work place. By remaining safety conscious, employees can protect their own interests as well as those of their co-workers.

Compliance with safety requirements is a condition of employment at the University and will be evaluated, together with other aspects of an employee's performance, as part of the performance appraisal process. Due to the importance of safety considerations to the University, employees who violate safety standards, who cause hazardous or dangerous situations, or who allow such conditions to remain when they could be effectively remedied, may be subject to disciplinary action, up to and including termination.

It is therefore essential that all employees comply fully with the standards and practices of the University that are designed to promote a safe and healthful working environment. The University has established programs to train and retrain employees as appropriate to assist them to avoid dangerous or unhealthful conditions and to remedy problems or hazards before they cause accidents or injuries.

REPORTING UNSAFE CONDITIONS AND RISKS Whenever an employee identifies an unsafe condition or an occupational safety and health risk, the employee must report the matter immediately to his or her supervisor if unable to remedy the situation alone. If the supervisor is not readily available, the employee should immediately inform the office of Insurance and Risk so that any dangerous condition can be corrected. Employees are strongly encouraged to report any situation of this nature and need not fear any form of reprisal as the result of their compliance with this policy. Employees who identify any hazards in the work place can also choose to report the situation anonymously to the office of Insurance and Risk if they prefer not to identify themselves.

THE INJURY AND ILLNESS PREVENTION PROGRAM In keeping with this commitment to safety, the University has established an "Injury and Illness Prevention Program."

Part of the program will include safety meetings, training programs, posting safety notices and safety tips, and providing periodic written communications to employees regarding safety matters. Representatives of the University may also conduct periodic inspections to identify unsafe conditions and work practices and will also investigate occupational injuries and illnesses.

When appropriate, the University may utilize the services of outside representatives to conduct investigations where it believes that it will be helpful in its attempts to promote the interests of safety in the work place. Every effort will be made to correct unsafe or unhealthy conditions, work practices, or procedures in a timely manner. It is therefore essential that all employees cooperate in achieving these objectives and assist the University to provide a safe work place for everyone.

Cooperation and Questions Employees may occasionally be asked to assist or participate in inspections, the correction of unsafe or unhealthful conditions, or training programs and activities. Full cooperation by all employees is necessary to the accomplishment of our goals. Employees should direct any questions regarding their obligations under the Injury and Illness Prevention Program or the University's safety policies to the office of Insurance and Risk.

Employees whose job duties expose them to blood or other potentially infectious materials, such as human body fluids, should contact the office of Insurance and Risk to become familiar with the University's Exposure Control Plan, which includes appropriate work practice controls, training, personal protective equipment and Hepatitis B vaccinations.

Smoking Policy

Purpose
Research demonstrates that tobacco smoke is a health hazard to both smokers and non-smokers. According to the Surgeon General, cigarette smoking is the leading preventable cause of illness and premature death in the United States. Nonsmokers who are regularly exposed to second-hand smoke are also at increased risk of illness. In the interest of creating a safe and healthy environment, Pepperdine University has adopted the following policy.

Policy Malibu Campus:

This policy applies to all University facilities on the Malibu campus. All persons using the facilities of the University are subject to this policy.

  1. Smoking is prohibited inside any area of any University-maintained building, including faculty/staff offices and student residential facilities. Except as otherwise designated, this includes hallways, breezeways, patios, balconies, doorways, elevators, and loading docks.
  2. Except as otherwise designated, smoking is prohibited outdoors:
    • Near any undeveloped, brush area.Within 20 feet of the entrance to any campus building or ventilation system.
    • On the following lower campus plazas: Joslyn Plaza, Adamson Plaza, and the plaza located in front of the Payson Library main entrance.
    • At spectator sports or other outdoor campus events.
  3. Smoking is prohibited in any vehicle owned, leased, or operated by the University.
  4. The sale, distribution, or advertisement of tobacco products is prohibited on campus.

Education Centers

At the University's education centers, the building management of each property has its own policy and requirements concerning tenant and occupant smoking practice. All education center properties currently have a similar policy regarding no smoking inside any of the buildings: smoking is permitted only outside of the buildings and at specific locations in open areas.

International Programs: The University's International Programs facilities follow guidelines that are comparable to those followed at the Malibu campus.

C. Cessation
Smoking cessation programs are available to faculty, staff, and students through the University's Wellness Program. For more information, please call (310) 506-4397.

D. Compliance
All members of the University community share in the responsibility of adhering to and enforcing this policy. The success of this policy depends upon the thoughtfulness, consideration, and cooperation of both smokers and nonsmokers.

Approved by University Management Committee: February 6, 2003
Approved by Steering Committee: February 7, 2003

GLOSSARY

Full-Time : A full-time employee is one who works 30 hours or more per week.

Part-Time : One who is employed to work less than 30 hours per week.

Temporary : One who is hired for a limited period of time not to exceed 90 days. The term of employment may be extended for up to an additional 90 days.

Regular Position : A regular position is normally an ongoing position. An end date is not usually established at the time the assignment is made.

Exempt : A position which meets the qualifications to be exempt from state and federal wage and hour laws. Criteria for exemption include the nature of the work performed and the monthly earnings. Exempt employees are paid once a month and report full days missed from work.

Nonexempt : Nonexempt employees are subject to wage and hour laws which prescribe overtime pay regulations, rest (break) periods, lunch periods, etc. Nonexempt employees are normally paid biweekly and report hours worked. They are paid at an hourly rate.

Graded : A position classified through the University's formal job classification system.

Nongraded : A position not included in the University's formal job classification system.

Tempo : An individual hired through the Center for Human Resources as a short-term temporary employee, generally working on a day-to-day, on-call basis, in a fill-in capacity.

INDEX

Additional Benefits
Admission to University Activities
Alleged Unlawful Discrimination
Annual Re-Enrollment
Benefits
Bereavement Leave--Death in the Family
Break Periods
Center for Human Resources
Chapel Attendance
Cooperation and Questions
Confidential Matters
Conflicts of Interest/Outside Activities
Continuation Conversion Privileges
Core Benefits
Credit Union
Dependents
Disability
Discipline
Donated Sick Pay
Effective Date of Coverage
Eligibity
Employee Discounts
Enrollment
Equal Employment Opportunity
Exempt
Family and Medical Leave Policy
Flex Credit
Flexible Spending Accounts
Full-time Staff Employees
Funeral (See Bereavement)
Glossary
Grievance Procedures
Harassment, Policy Against
Holidays
Identification Cards
Injury and Illness Prevention Program
Introductory Period
Jury Duty
Layoff
Leaves of Absence
Library
Family and Medical Leave Policy
Military Leave of Absence
Multiple Positions
Nine to Twelve Month Positions
Nonexempt
No-Solicitation Rules
Optional Benefits
Orientation
Other Excused Absences from Work
Overtime/Work Week/Work Day
Parking
Part-time Staff Employees
Pay Periods
PEPflex
Performance Review
Personal Appearance
Personal Conduct
Personal Leave of Absence
Personal Telephone Calls
Promotional Possibilities
Qualified Family Status Change
Reciprocal Tuition Remission Program
Regular Staff
Rehired Employees
Reporting Unsafe Conditions and Risks
Resignation
Retirement
Safety
Sick Leave
Sick Pay
Smoking
Social Security
State Disability Insurance
Student Employees
Substance Abuse
Suspension
Tax-Deferred Annuity Programs
Temporary Employees
Termination of Employment
Time Off
Time Records
Tuition Benefits
Tuition Benefits for Dependents of Disabled or Deceased Employees
Unemployment Compensation
University Retirement Plan
Vacation
Volunteer Employees
Work Day
Work Week
Worker's Compensation Insurance