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Resources and Policies

Merit Salary Guidelines
This policy and procedure will describe the guidelines for merit salary increases.

Employee Categories (ACA Guidelines)

Malfeasance Non-Retaliation Whistleblower Protection Hotline Management

Lactation/Nursing Room Policies and Procedures

Emergency Unscheduled Closing Procedures

Please contact the Department of Human Resources if you have questions regarding policies or procedures (678) 466-4230.

Dear Campus:

Clayton State University recognizes that an ethical, efficient, and effective work environment is essential to successfully accomplish our mission. As a result, we have always placed a high priority on assuring that each member of our university community has the opportunity and means to convey any matter that could compromise that environment. Reporting through your supervisory chain frequently produces the most thorough and timely resolution of a matter and is encouraged. However, other reporting avenues, such as Public Safety and Human Resources have been and continue to be readily available. In keeping with our efforts to expand alternatives for reporting matters of significance, we have Hotline reporting available through a service provided by an independent company, Global Compliance. This service is available 24 hours a day, 7 days a week, and allows you to voice your concerns, and to remain anonymous if you prefer. This service allows you to anonymously send additional information if available, attachments and also receive feedback or questions on your report via a report number and PIN.

Of special concern are fraud, waste, and abuse as well as harassment of any kind, given that they so directly impact our stewardship responsibilities and the well-being of individuals within our campus community. Yet, we would encourage you to report any other significant issue as well through any of the methods available to you.

This service is more than just a Hotline through which individuals can report issues of suspected fraud, waste or abuse. We also want to also solicit questions, comments and feedback about areas which could be streamlined and made more efficient and effective.

Your input is essential to ensure that Clayton State University maintains a positive, productive workplace. This is your system and we encourage you to use it – together we will achieve excellence.

Sincerely,

Dr. Thomas J. Hynes, Jr.
President

Clayton State University is dedicated to the welfare and safety of Minors who visit Clayton State’s campus, who participate in Clayton State’s Programs, or who are entrusted to Clayton State’s care. To promote the protection of Minors, our Protection of Minors on Campus Policy describes the requirements of administrators, faculty, staff, students, volunteers and others who interact with Minors and informs all members of the University community of their obligation to report any instances of known or suspected abuse or neglect of Minors.

To view the Clayton State University Protection of Minors on Campus Policy you may view and/or download it here: Minors on Campus

Questions about the interpretation or application of this Policy should be raised with Human Resources, which shall update or modify the Policy as necessary and administer and oversee the implementation of the Policy in a manner that best achieves its goals. The Policy may be modified with the approval of the University President and/or their designee to reflect changes in the Board of Regents of the University System of Georgia policies law, standards relating to the protection of minors, or University processes, or as otherwise necessary.

Why is there a Minors on Campus Policy?

Knowing and understanding the Protection of Minors on Campus policy requirements directly correlates to the health, wellness, safety, and security of minors who are entrusted to the University’s care, custody, and control, and ensures all Clayton State University administrators, faculty, staff, students, volunteers and others interacting with Minors in University-Sponsored programs or in programs for Minors held on University property comply with policy and undergo proper training.

Protection of Minors on Campus

Clayton State University is dedicated to the welfare and safety of Minors who visit Clayton State’s campus, who participate in Clayton State’s Programs, or who are entrusted to Clayton State’s care. To promote the protection of Minors, our Protection of Minors on Campus Policy describes the requirements of administrators, faculty, staff, students, volunteers and others who interact with Minors and informs all members of the University community of their obligation to report any instances of known or suspected abuse or neglect of Minors.

To view the Clayton State University Protection of Minors on Campus Policy you may view and/or download it here: Minors on Campus

Questions about the interpretation or application of this Policy should be raised with Human Resources, which shall update or modify the Policy as necessary and administer and oversee the implementation of the Policy in a manner that best achieves its goals. The Policy may be modified with the approval of the University President and/or their designee to reflect changes in the Board of Regents of the University System of Georgia policies law, standards relating to the protection of minors, or University processes, or as otherwise necessary.

For more information, please see:

Board Of Regents Policy FAQs
Board Of Regents Policy Manual 12.9
Georgia State Law - Ga Code 19-7-5

General tools for program and event registration:

1.0 Policy Overview

This document is intended to provide a policy and procedure to protect the rights of claimants and respondents at Clayton State University and to affirm and support an environment free of sexual harassment through the protection of these rights and the standardization of practices.

2.0 Policy

Clayton State University is committed to a working and learning environment in which all individuals are treated with respect and dignity. No member of this environment, including faculty, staff, and students, should be subjected to sexual harassment. Each person has the right to work in a professional atmosphere that promotes equal employment opportunities and prohibits discriminatory practices, including sexual harassment. Clayton State University will not condone the sexual exploitation of individuals in connection with any work, academic, extracurricular, athletic and/or programs whether these programs take place in university facilities (including off-campus sites), at a class or training program sponsored by the university at another location, or elsewhere and expects that all relationships within the university community be free of sexual harassment. Sexual harassment is a violation of law, and thus is a basis for disciplinary action up to and including termination of employment, or for students, dismissal. In addition to students, faculty and staff, this policy also applies to all non-employee professionals, consultants, independent contractors and their employees and employees of contract services.

Retaliation against any member of the CSU community who has reported sexual harassment or filed a sexual harassment complaint or has cooperated in the resolution or investigation of a sexual harassment complaint is also prohibited. Any member of the CSU community engaged in retaliatory conduct is subject to disciplinary action, up to and including termination of employment, or for students, dismissal.

2.1 Definitions

Definition and Statutory Reference - Harassment on the basis of sex is discrimination in violation of Title VII of the Civil Rights Act of 1964, 42 U.S.C.§2000e, and Title IX of the Educational Amendments of 1972, 20 U.S.C. §1681. Sexual harassment most often exploits a relationship between individuals of unequal power and authority (i.e. between an employee and supervisor or between a student and a faculty member) but may also occur between students or employees of equal rank. Sexual harassment is not limited by gender of either party, or by superior/subordinate relationships. At a university, sexual harassment also constitutes unprofessional conduct which compromises the university's commitment to the pursuit of learning.

Unwelcome sexual advances, requests for sexual favors, verbal and written comments, or physical conduct of a sexual nature may constitute sexual harassment when such conduct occurs in one or more of the following conditions:

  • It is made, either explicitly or implicitly, a term or condition of instruction, employment, or participation in a university activity; or
  • It is used to be a basis for evaluation in making academic or personnel decisions affecting an individual; or
  • It creates an intimidating, hostile, or offensive university environment.
    In relation to the foregoing statements, sexually harassing behavior may include, but is not limited to, the following:
  • Unwelcome sexual flirtations, advances, or propositions; verbal remarks of a sexual nature (whether directed to an individual or a group), including sexually explicit or offensive jokes; graphic or degrading verbal or written comments of a sexual nature about an individual or the individual's appearance; or
  • Any suggestive or unwelcome physical contact; conduct of a sexual nature that interferes with a student's academic or extracurricular activities or with an employee's job performance; or
  • Sexual assault; or
  • It may include a one time or single event if the incident is sufficiently severe.
  • Third parties may be defined but not limited to the following:
  • Contract employees (i.e. consultants)
  • Vendors
  • Visiting Speakers
  • Members of a visiting athletic team

2.2 Responsibility

The ultimate responsibility for the effective implementation of this policy is with the President of the university. The Senior Academic Officer, the Director of Human Resources/Title IX Coordinator and the Vice President for Student Affairs (or the persons in equivalent positions) will see that the Sexual Harassment Policy is communicated on a routine basis through the faculty, staff and student handbooks. Every student, faculty member and staff member is expected to become aware of and support this policy.

Failure of supervisors to respond to allegations or delaying an investigation of sexual harassment in a timely manner is a violation of policy and a violation of the law. Each dean, director, department/section chair, department manager, or other person with supervisory responsibility is required to report any complaint or allegation of sexual harassment to the appropriate university official.

The university is prepared to take preventive and corrective action in cases of sexual harassment; individuals who engage in such misconduct are subject to appropriate disciplinary action.

2.3 Confidentiality

All efforts will be made to respect the right to confidentiality of all parties involved in a sexual harassment charge. Confidentiality, however, cannot be guaranteed under certain laws.

If a student Complainant requests that his or her name or other identifiable information not be revealed, the University will evaluate that request in the context of its obligation to provide a safe and nondiscriminatory educational environment for all students.

2.4 Malicious Allegations/Complaints

Making false or malicious allegations of sexual harassment is prohibited. Persons who make such allegations are subject to sanctions imposed by the University or charges filed. Repeated filing or frivolous allegations or complaints will be considered a malicious action. Of course, the failure to substantiate a sexual harassment charge does not automatically constitute an instance of malicious allegation.

3.0 Bringing a Compliant

Any member of the university community (including, staff, faculty, students, etc.) who believes he or she has observed or been the victim of sexual harassment as defined above (the Complainant) should promptly report the matter to Human Resources and/or Title IX Coordinator (678-466-4230 or HumanResources@clayton.edu).

The initial discussion between someone reporting sexual harassment or the Complainant and the appropriate university official will be handled with sensitivity and discretion. The appropriate university official will inquire into all reports of alleged sexual harassment brought to his or her attention.

During the initial meeting with the appropriate university official, a written summary of the complaint will be made and should be signed by the Complainant or person reporting an incident.

The appropriate university official will inform the alleged offender of the allegation and will provide him or her with a written summary of the Complaint and will proceed as set forth in the following section.

If a student Complainant requests confidentiality or for the University not to pursue the complaint the University will take appropriate measures to investigate and respond to the complaint consistent with the Complainant’s request.

4.0 Resolution of a Complaint

When an allegation is made or a Complaint is submitted, the appropriate University official will discuss the matter with the parties promptly, will notify the appropriate Dean or Vice President of the charge, and may initiate steps he or she deems appropriate to affect an informal resolution of the Complaint acceptable to the parties within 15 calendar days of a report. If an informal resolution is reached, it will be documented in writing, approved by the Director of Human Resources/Title IX Officer or the Vice President for Student Affairs, as appropriate, and agreed to and signed by the Complainant and the Respondent. It is important to note that mediation or other forms of informal resolution will not be used to resolve sexual assault complaints.

If an informal resolution satisfactory to the Parties is not reached within 15 calendar days after an incident is reported; or if in the sole discretion of the appropriate university official, an informal resolution is not possible or appropriate; the university official will proceed with a full investigation. A report of the results of the investigation along with a recommendation for resolution of the allegation or Complaint and/or disciplinary action will be made to the appropriate vice president within 60 days of the date the investigation was initiated. When the investigation is concluded and resolution approved by the appropriate vice president, the Director of Human Resources/Title IX Officer and/or the Vice President for Student Affairs will notify the Complainant and Respondent of the results of the investigation and initiate prompt remedial or corrective action where warranted.

In the event the actions were of such an egregious nature that the individual would constitute a threat to the safety and well-being of members of the campus, immediate action may be taken. The accused individual shall be given written notice of the intention to impose the suspension or removal from campus and shall be afforded due process. This policy does not preclude anyone from pursuing a complaint, at any stage of the process, with any external agency.

5.0 Right to Appeal

Either individual shall have the right to appeal the decision to the President or his/her designee. In exercising the right of appeal to the President as provided by this procedure, a written appeal must be made within ten (10) working days after written notification of the decision which is being appealed. The President or his/her designee may receive additional information if he/she believes such information would aid in the decision. A decision will be made within a reasonable time and the appropriate university official, the Complainant, and the respondent will be notified of the decision. During the time of appeal and review, disciplinary action taken as a result of the original complaint, may be implemented and enforced.

Workers' Compensation is a legal remedy that covers medical expenses and wage loss for employees who have been injured in the course and scope of their employment.

Clayton State University employees are covered by the Georgia Workers Compensation Act

Additional Resources

Training Resources

GA State Board of Workers Compensation

Workers Compensation Official Notice

Workers Compensation Bill of Rights

FRAUD REPORTING

Ethics Hotline

If you see or suspect unethical or illegal behavior, you may report your concerns anonymously by contacting Global Compliance:

Call toll-free 24 hours a day, 7 days a week: 1-877-516-3421

https://clayton.alertline.com/gcs/welcome

Ethics Compliance Brochure (PDF)

Simulation for Reporting Workers Compensation Incidents/Claims

  • Employee advises immediate supervisor/manger of incident within 12-24 hours.
  • Supervisor/manger contacts Public Safety to create an incident report
    • If immediate treatment is needed, Public Safety will contact "911" and employee will be transported to the nearest medical facility
  • Supervisor contacts Human Resources
  • Human Resources:
    • Provides injured employee with Authorization for Examination or Treatment and the Patient Information form.
    • Contact Public Safety to obtain approved copy of the report
    • Report accident to Medical Claim Organization and obtains Workers Comp Claim #
    • Provide Cindy Knight, Department Head and manger with summary of incident and Workers Comp Claim #
    • Create Workers Comp folder and include all relative communication
    • Complete from WC6 when requested by state
    • Follow-up with employee/manger
  • Upon return to work, employee must provide HR and supervisor with clearance to return to work from treating physician which may include:
    • ADA requirements
    • Light duty requirements
    • FMLA information
    • Return to work certification

Managed Care Provider for Workers Compensation

Amerisys INC
200 Piedmont Avenue SE
Suite 1208 West
Atlanta, GA 300374
1-877-646 (RISK) (1-877-656-7475)
NOTE: Clayton State University Workers Comp Site # 7628.

Workers Compensation Forms

Reminder: All forms will need to be executed and verified by the Department of HR.
Authorization for Examination or Treatment
Patient Information

Employee Relations provides mediation and guidance, workplace conflict resolution and grievance assistance which aim at fostering positive, productive work environments that constructively develop the Clayton State workplace and community by consistently applying policies, procedures, and practices as a solid foundation for guidance. For additional information and assistance, contact the Department of Human Resources at (678) 466-4230.

Meet Your Employee Relations Team

Rodney Byrd

Rodney Byrd
Chief Human Resources Officer, Human Resources Director and Title IX Deputy Coordinator
Phone: (678) 466-4232

Nikia Yallah

Nikia Yallah
Assistant Director, HR, Institutional Equity, Employment Relations, Equal Opportunity Programs, and Title IX Coordinator,
Phone: (678) 466-4237

Additional Resources

When to contact Employee Relations for assistance?

  • To solicit general information
  • To identify and discuss work related issues
  • To resolve workplace situations
  • To report harassment and unfair treatment

There are other options for assistance with work-related problems. The following information may be of assistance.

Employee Training

Clayton Alert Line - Ethics & Compliance Reporting Hotline

If you see or suspect unethical or illegal behavior, you may report your concerns anonymously by contacting Global Compliance:

Call toll-free 24 hours a day, 7 days a week: 1-877-516-3421

https://clayton.alertline.com/gcs/welcome

Ethics Compliance Brochure (PDF)

 

Statement of Confidentiality

If you wish to discuss a matter with Employee Relations, confidentiality will be maintained to the extent possible and consistent with legal requirements. If the matter involves unlawful conduct, involvement of dangerous situations, or a serious breach of practice or policy that is critical to the interests of the University, an investigation may be necessary. The information gathered may need to be shared on a need-to-know basis.

Retaliation against an individual for filing a complaint is prohibited and will not be tolerated. Any act of retaliation should be communicated immediately to Human Resources Employee Relations.

Timely and regular attendance is an expectation of performance for all University employees. To ensure adequate staffing, positive employee morale, and to meet expected productivity standards throughout the organization, employees will be held accountable for adhering to their work schedule.

Attendance & Punctuality Policy

Breaks

If the work situation permits, the supervisor may authorize a.m. and p.m. breaks of up to fifteen (15) minutes in duration.

Employees on break may leave the work area. In departments where it is necessary to have someone on duty at all times, it is the employee’s responsibility to ensure that work assignments are covered to the approval of the supervisor. Therefore, in some areas, breaks are not possible.

Employees may not forego breaks to accumulate extra future time off or to make up for tardiness or previous absences.

Work Week

All full-time staff employees typically observe a minimum workweek of 40-hours. The requirements of the various operations of the University are highly diverse and different/flexible work schedules may be adopted to meet these needs. Note: Eligibility for regular full-time employees for health insurance is 30 or more hours per week.

The department head, subject to the approval of the administrative officer, establishes the schedules for a given department. Most offices shall be open from 8:00 a.m. to 5:00 p.m. (EST), Monday through Friday and, as required by some departments, in the evening and on weekends. The employee’s work schedule may differ in some departments.

Any flexible scheduling or teleworking shall be done in accordance with University policy.

Failure to report to work for three (3) consecutive business days is considered job abandonment and will result in termination of employment.

For additional information, contact Human Resources or visit the Human Resources website

Lunch

During peak workloads, or emergencies, it may be necessary for supervisors/managers to require employees to work overtime. The standard workweek is 40-hours for employees who are nonexempt under the Fair Labor Standards Act.

Overtime

During peak workloads, or emergencies, it may be necessary for supervisors/managers to require employees to work overtime. The standard workweek is 40-hours for employees who are nonexempt under the Fair Labor Standards Act.

In these situations, your supervisor will give employees as much notice as reasonably possible before requiring an employee to work overtime. Non- Exempt employees may not work more than 40-hours a week unless a supervisor/manager has given the employee prior approval.

When supervisors/managers authorize non-exempt employees to work hours that exceed the standard 40-hour workweek in any one week, overtime is compensated. Non-exempt employees who come under the Fair Labor Standards Act will be compensated at one and one-half times their standard pay rate for all hours worked beyond the standard 40-hour workweek unless in cases where compensatory time applies. See Section 3.7.1.

There shall be no accrual or payment for overtime worked by Staff personnel who are determined to meet all the tests for exemption under the Fair Labor Standards Act. Exempt employees are expected to plan their time and work as is necessary to perform assignments in a satisfactory manner and to ensure departmental effectiveness. In addition, exempt and non-exempt employees who are not health benefits eligible shall not normally work greater than 25 hours per week unless coordinated with the manager/supervisor and through the Department of Human Resources due to the impact of the ACA.

Time Sheets

Employees use the USG’s electronic timekeeping system as the official basis for recording time and attendance for designated employees of Clayton State University. In order to ensure consistency of treatment for such employees, the data recorded in the official USG electronic timekeeping system shall be considered as the “official” record of the workday. Any disputes over actual hours worked or attendance will be resolved by referring to the USG’s official timekeeping records.

Time clock employees are required to clock in at the start of the work shift, at break, at meal breaks, and clock out at the end of the work shift using the USG’s official timekeeping system. Employees are expected to depart and arrive at work on schedule.

Absences

All Staff employees are expected to adhere to his or her scheduled work hours. If the employee is unable to report to work as scheduled for any reason, the employee should promptly notify his/her supervisor.

It is not sufficient to leave a message with a co-worker, nor should a friend or family member except under emergencies make the notification. Such notification should be made as far in advance as possible. Failure to give the appropriate notification may result in disciplinary action up to and including termination.

Supervisors/managers will establish employee daily work schedules, and if applicable, breaks and meal periods. Employees will be expected to report for work on time and remain on the job until the end of their shift, unless a supervisor/manager excuses the employee. Violations of this rule can result in termination of employment.

Failure to report to work for three (3) consecutive business days is considered job abandonment and will result in termination of employment.

Bereavement

Clayton State University allows funeral/bereavement time-off policy to employees when a death occurs in their family. Please refer to the leave policy.

Holidays

The University observes 12 official paid holidays each year for regular employees working one-half time or more. Such holidays are specified below:

  • New Year's Day
  • Martin Luther King Day
  • Memorial Day
  • Independence Day
  • Labor Day
  • Thanksgiving
  • Winter Break

Holidays shall be awarded in addition to earned vacation time, and shall be observed in accordance with institutional rules and regulations. In order to receive holiday pay, an employee must be in active pay status the day before and the day after the holiday. A terminating employee shall not be paid for any official holidays occurring after the last working day of employment. In the case of retirement or inter-institutional transfer, employees will receive pay for holidays occurring at the end of their final month of employment if in a paid status (work time, annual leave, sick leave or other paid leave) on the last scheduled work day of the month.

Holiday Schedule

See below

Jury Duty

 

The employees of Clayton State University are key drivers to the university fulfilling its mission, vision, and commitment to exceptional teaching, scholarship, and service. Establishing and maintaining compensation practices that attract and retain top talent is an institutional priority.

Compensation & Classification

Compensation and Classification cover the administration, interpretation and ongoing maintenance of the University’s Staff Classification System to ensure fair, equitable and competitive pay for University staff members. Compensation also covers reviewing the Staff Classification System and University’s pay structure, participating in external salary surveys, updating the University’s staff ranges and monitoring the University’s salary administration in compliance with Clayton State, BOR, USG, state, local, and federal laws. Compensation also serves as a consultative resource for departments on job design and compensation strategies, writing effective job descriptions and guidance around time and attendance policies and procedures.

For questions about compensation and classification, please contact Nikia Yallah at NikiaYallah@clayton.edu or (678) 466-4237.

Holiday 2019 2020 2021 2022
New Year’s Day Tuesday, January 1, 2019 Wednesday, January 1, 2020 Friday, January 1, 2021 Monday, January 3, 2022
Martin Luther King Jr. Day Monday, January 21, 2019 Monday, January 20, 2020 Monday, January 18, 2021 Monday, January 17, 2022
Memorial Day Monday, May 27, 2019 Monday, May 25, 2020 Monday, May 31, 2021 Monday, May 30, 2022
Independence Day Thursday, July 4, 2019 Friday, July 3, 2020 Monday, July 5, 2021 Monday, July 4, 2022
Labor Day Monday, September 2, 2019 Monday, September 7, 2020 Monday, September 6, 2021 Monday, September 5, 2022
Thanksgiving and Day After Thursday, November 28, 2019
Friday, November 29, 2019
Thursday, November 26, 2020
Friday, November 27, 2020
Thursday, November 25, 2021
Friday, November 26, 2021
Thursday, November 24, 2022
Friday, November 25, 2022
Winter Break Wednesday - Tuesday
December 25 - 31, 2019
Friday - Thursday
December 25 - 31, 2020
*Friday - Friday
December 24 - 31, 2021
*Friday - Friday
December 23 - 30, 2022

*Compensatory Time/Annual Leave Requirement: Non-exempt employees who have compensatory leave on the books must use this leave first or use annual leave. Exempt employees must use annual leave.