V. Benefits and Personnel Policies

Personnel Policies

The University as an Affirmative Action and Equal Opportunity Employer

The Pennsylvania State University is committed to the policy that all persons shall have equal access to programs, facilities, admission, and employment without regard to personal characteristics not related to ability, performance, or qualifications as determined by University policy or by state or federal authorities. The Pennsylvania State University does not discriminate against any persons because of age as defined by law, ancestry, color, disability or handicap, national origin, race, religions creed, sex, sexual orientation, or veteran status. Discrimination or harassment against faculty, staff, or students will not be tolerated at The Pennsylvania State University. Direct all inquiries regarding the nondiscrimination policy to the Affirmative Action Director, The Pennsylvania State University, 328 Boucke Building, University Park, PA 16802; 814-863-0471 V/TTY. (See AD-42, Statement on Nondiscrimination and Harassment.")

The University is committed to the concept of affirmative action to accelerate the achievement of equal opportunity for members of underrepresented ethnic minority groups, women, persons with disabilities/handicaps, and disabled and Vietnam-era veterans at all levels, and to ensure equal opportunity in all aspects of employment. (See HR-1, "Fair Employment Practices," and HR-11, "Affirmative Action in Employment at The Pennsylvania State University.")

The University is committed to creating an educational environment that is free from intolerance directed toward individuals or groups and strives to create and maintain an environment that fosters respect for others. As an educational institution, the University has a mandate to address problems of a society deeply ingrained with a bias and prejudice. Toward that end, the University provides educational programs and activities to create an environment in which diversity and understanding of other cultures are valued. (See AD-29, "Statement on Intolerance.")

Sexual harassment of faculty, staff, or students will not be tolerated at The Pennsylvania State University. The University takes an active role in providing information and/or training to students and employees on the seriousness of such behavior and the importance of ensuring an educational and work environment in which all individuals are respected. (See AD-41, "Sexual Harassment.")

Faculty should be aware that romantic or sexual relationships with students or subordinate employees have the potential for adverse consequences, including the filing of charges of sexual harassment. Given the fundamentally asymmetric nature of the relationship where one party has the power to give grades, thesis advice, evaluations, recommendations, promotions, salary increases, or performance evaluations, the apparent consensual nature of the relationship is inherently suspect. In such a situation, the person in the position of power bears special responsibilities. Even when both parties have consented to the relationship, there may be serious concerns about conflicts of interest and unfair treatment of others. Under such circumstances, the person in the position of power should relinquish decisions relative to grading, thesis advice, evaluations, recommendations, promotions, salary increases, or performance evaluations.

Complaints of sexual harassment may be brought to the attention of the sexual harassment resource person in your area, whose name appears on the Affirmative Action Office web site at www.affirmativeaction.psu.edu, or complaints may be brought directly to the Affirmative Action Office by calling 814-863-0471. Complaints against a student may be brought to the attention of the Office of Judicial Affairs at 814-863-0342.

The above referenced policies may be found in the University Faculty Senate Policies for Students or on the Penn State GURU system.

A Drug-Free Workplace

It is University policy that the unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance, on property owned, leased, or controlled by the University and used in the performance of University services is prohibited. As a condition of University employment, every employee shall abide by the terms of this policy, and he or she shall notify his or her supervisor of any criminal drug conviction for a violation occurring in the University workplace no later than five days after such conviction. Any employee found in violation of these prohibitions shall be subject to disciplinary action, including dismissal, and may be required to participate in a drug abuse assistance or drug rehabilitation program. (See University Policy AD-33, "A Drug-free Workplace.")

Possession/Use/Distribution of Alcoholic Beverages

The use, possession, and distribution of alcoholic beverages are prohibited upon University property unless specifically authorized. Where such use, possession, and distribution are authorized, strict compliance with the laws of the Commonwealth, as well as the Liquor Code and regulations promulgated thereunder, is required. The possession and use of alcoholic beverages, subject to the laws of the Commonwealth, is permitted by persons 21 or older in a facility licensed by the Pennsylvania Liquor Control Board, and in individual housing units (rooms, apartments, and houses) owned by The Pennsylvania State University. This policy applies to all University locations. (See University Policy AD-18, "Possession, Use, and Distribution of Alcoholic Beverages.")

Smoking Policy

Smoking of any material by University members is prohibited in all Penn State facilities at all locations. This ban includes classrooms, laboratories, seminar/meeting rooms, faculty offices, and University-owned and -operated vehicles. Each University member is responsible for monitoring compliance with this policy at his/her level of involvement in the University community. Visitors also are expected to comply with this policy.

Employment of Relatives

The University does not restrict employment because of family relationship; however, special arrangements must be made in situations in which employees who are related would be in a position where one employee might influence the other's rate of pay or promotion, or where the handling of confidential information could create an awkward work situation. (See University Policy HR-59, "Employment of Relatives.")

Foreign National Employees

The Assistant Manager of International Scholars and Faculty Visa Services, 814-865-0423, in the Office of Human Resources is responsible for representing the University in signing all immigration and visa forms for foreign nationals employed by the University and for their families. Procedures to be followed when negotiating for employment of a foreign national are outlined in University Policy HR-26, "Matters Involving Foreign Nationals Employed by the University."

Answering Inquiries about University Personnel

Nonderogatory, factual information about University personnel that is already published, such as information contained in University telephone directories or catalogs, may be divulged. Information regarding the employee's record with the University concerning quality of work, attendance record, dates of employment, and the like may be given provided that the individual who is reporting can defend the information he or she provides.

Salary information is not released unless the employee or former employee has given written permission for its release. Information regarding an employee's record with some other employer is not given, nor is information released to assist a collection agency. (See University Policy HR-56, "Answering Personnel Inquiries.")

The University recognizes its obligation not to infringe upon the rights of its members in their individually assigned offices, laboratories, and personal residences, or in relation to their personal papers, confidential records and effects, and in all communications by mail, telephone, and other electronic means, subject only to the general law and University regulations. (See University Policy AD-53, "Privacy Statement.")

Contacts with Legal Counsel

The University is represented by legal counsel when the need arises. Only the President's staff and the academic deans may contact the University's legal counsel directly. Normally, this function should not be delegated. Faculty members who think they need legal advice in connection with their assigned responsibilities should discuss this with their department head or chancellor. All personnel matters that may have legal implications should be referred to the Office of Human Resources, which is responsible for further reference to legal counsel. (See University Policy AD-49, "Contacts with the University's Legal Counsel.")

Travel

Approved Travel Agencies: Faculty members must use approved travel agencies when booking travel. A list of approved travel agencies, which includes Penn State's Travel Services Office as well as Penn State's online booking system, is available at the Travel Services website. Airline travel booked outside of the approved system requires documentation from Penn State Travel Services to confirm that a lower price was obtained. Please note that tickets purchased outside the University's designated travel sources are not accessible by Travel Services for assistance with changes in scheduling, reissuing, or problem solving.

Payment for Travel: There are several options to pay for University travel. A purchasing card can be obtained to pay for most travel expenditures, including transportation, lodging and meals. Information on Penn State's purchasing card program is available at www.purchasing.psu.edu/purchasingcard. Airfare can be direct billed to the department through a DBAF form. Penn State also offers American Express and Diners Club/MasterCard Corporate Card Programs. Contact Travel Services regarding use of the DBAF and corporate card programs. Travelers may also use personal funds or credit cards and request reimbursement. In special circumstances, a travel advance may be issued. The Financial Officer for the administrative area should be consulted for more information.

Travel expenses are reported and settled through the Employee Reimbursement System (ERS), and expenses must be settled within 60 days of the end of a trip. More detail on ERS is available at www.ers.psu.edu.

Domestic and International Travel Regulations: Official University regulations affecting transportation and travel within and outside the continental United States may be found in the Travel Policy. Reimbursement rates may be found on the Travel Services website.

Reimbursement of Travel Expenses for Professional Meetings: The department head or chancellor has the responsibility, within the University guidelines, to control travel funds allotted to him or her in such a manner as to ensure maximum benefit to the University. It is expected that faculty members will be encouraged to attend appropriate professional or industrial meetings, but the amount of the cost that will be reimbursed may vary. Regulations related to professional meetings are covered in the Travel Policy.