This handbook is addressed to all Pacific staff and student employees. The handbook provides general information on policies and procedures at Pacific. It does not constitute and cannot be construed as a contract between Pacific and its staff members. Pacific retains the right to change, modify or delete any of the policies described herein at any time with or without notice, with the exception of its at‐will status policy.
Nothing in this staff handbook creates, or is intended to create, a promise or representation of continued employment for any staff member. Employment at Pacific is employment at‐will. This means that either the employee or Pacific may terminate the employment at any time, for any reason or no reason, with or without advance notice. Only the Assistant Vice President of Human Resources has the right to change this at‐will policy. Any changes to any employee's at‐will status must be in writing and signed by the Assistant Vice President of Human Resources.
The Assistant Vice President of Human Resources has primary responsibility for university‐wide interpretation of the contents of this handbook and is the resource through whom any changes are reviewed and implemented. For detailed information on current policies, consult your supervisor or a campus Human Resources Office.
Student workers should be familiar with and comply with Tiger Lore in addition to this Staff Handbook.
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An otherwise qualified staff member with a disability who requires an accommodation in order to perform the essential functions of their job, or an applicant who requires a reasonable accommodation to demonstrate their job skill, experience, and knowledge, should contact the Assistant Vice President or Director of Human Resources (or designee) to request such accommodation. University of the Pacific will then work with the staff member or applicant to identify the existing barrier(s) and/or will also work with the individual to identify possible reasonable accommodations, if any, that would permit the employee to perform the essential functions of the job. If the accommodation is reasonable and will not impose undue hardship, Pacific will consider the accommodation.
For purposes of reasonable accommodation, a disabled staff member or applicant is a person who:
This individual must meet the skill, experience, education, or other requirements of the position that he/she holds or seeks, and must be able to perform the essential functions of the job either with or without reasonable accommodation.
The first 90‐working days of employment constitute a new hire introductory period. Holidays or other absences automatically extend the introductory period. It is the supervisor's responsibility to provide information about the job responsibilities and the performance standards expected of staff members.
The introductory period may be extended to all staff members, in consultation with Human Resources, for additional time to meet all the requirements of the position.
Staff members will receive a written evaluation prepared by their supervisor, either prior to or upon completion of the introductory period which will identify performance strengths and weaknesses.
Former staff members who are rehired will be considered new employees and will have a new introductory period unless they are rehired to the same job in the same department within one year after separation
Pacific has established classification categories for employment for determining an individual’s eligibility for pay, working conditions and benefits of employment. Pacific uses three (3) employment categories for staff members.
Regular full‐time staff members are those who are assigned to work no less than thirty‐seven and one‐ half (37.5) hours to forty (40) hours per week and who are assigned to work for a period of at least nine (9) months per year. Regular full‐time staff members are eligible for University Health and Welfare benefits.
Regular part‐time staff members are those who are assigned to work less than thirty‐seven and one‐ half (37.5) hours per week but at least twenty (20) hours per week and who are assigned to work at least nine (9) months per year. Benefits are prorated for these staff members. Those part‐time staff members who are scheduled to work less than twenty (20) hours per week and/or nine (9) month per year are not eligible for University Health and Welfare benefits.
Supplemental staff members are those hired with the expectation that their employment is limited to a particular period of need and will likely terminate on or before the end of that period, according to the needs of Pacific. Supplemental staff members may be hired to replace regular staff members during authorized leaves of absence or for special projects.
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Every member of the staff is classified as either "exempt" or "non‐exempt" as required by law – consistent with provisions of the Federal Fair Labor Standards Act (FLSA), as amended, and the California Industrial Welfare Commission's Wage Orders.
Federal and state wage and hour laws require that employees performing certain kinds of jobs be compensated with overtime pay for all hours worked in excess of eight hours in one day or forty (40) hours in one week. Compensatory time off is not allowed. The university designates which jobs are exempt and which are non‐exempt, in a manner consistent with the law.
Non‐exempt staff members are required to observe the assigned working hours and the time allowed for lunch and rest periods. Non‐exempt staff members are provided at least a thirty (30) minute lunch period for every 5 or more hours worked as required by law. Non‐exempt staff members must take one ten (10) minute rest period for each four (4) hour work period or major portion thereof. Rest periods cannot be consolidated.
Pacific has a four hour rule regarding leave reporting for exempt employees who accumulate vacation or sick leave. Exempt employees must report leave in half-day or full-day increments. Exempt employees do not report time worked.
Here are two examples:
Exempt employees participating in FMLA, CFRA, PDL or PFL follow a different process and use an exempt staff medical or disability leave form. Exempt staff medical or disability leave reporting form
The university is an equal opportunity employer dedicated to workforce diversity. In compliance with applicable law and its own policy, Pacific is committed to recruiting and retaining a diverse faculty and staff and does not discriminate in its hiring of faculty and staff, or in the provision of its employment benefits to its faculty and staff on the basis of race, sex/gender, sexual orientation, national origin, ancestry, color, language use, religion, religious creed, age, marital status, gender, gender identity, gender expression, cancer-related or genetic-related medical condition, disability, pregnancy, perceived pregnancy, citizenship status, military service status, or any other status protected by law.
Presenting a professional appearance contributes to the morale of all employees and affects the image of the university. During business hours, employees are expected to present a clean and neat appearance and to dress according to the requirements of their positions. University programs and cities may determine the attire appropriate for the specific job performed. Employees who appear for work inappropriately dressed will be sent home to change and will not be compensated for the time away from work. Any questions about the dress code should be directed to Human Resources.
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An important indicator of performance and an essential function of all Pacific positions of employment is consistent attendance and punctuality. Staff members are expected to be at the work area and ready to work during prescribed scheduled hours. Tardiness may lead to disciplinary action.
Except in the case of a medical-related emergency, staff members who are unable to report for work and who are not on a previously approved leave of absence are required to give reasonable notice to their immediate supervisor. Notification must be made as soon as the staff member is aware that they will not be able to report to work and not later than thirty (30) minutes prior to the scheduled start time. A staff member is required to notify the supervisor each day, in accordance with the initial notification procedure, of the continued absence unless the staff member is on an approved leave of absence.
The preferred method of notification is to call the supervisor's work number. Individual supervisors may approve alternate methods of notification such as email, text or call the supervisor's cell phone. If a staff member is unable to reach their supervisor, the staff member should leave a message and attempt to contact the supervisor again during scheduled work hours.
If a staff member fails to notify their supervisor of the absence in accordance with this procedure, they may be subject to disciplinary action.
A note from a medical provider releasing the staff member back to work may be required prior to return: (1) if the staff member is unable to work for more than three (3) consecutive working days; or (2) if a supervisor has reason to believe that performing the staff member's primary duties would be unsafe to the staff member, other staff members, faculty, students or visitors; or for any unscheduled use of sick leave accrual if more than 24 hours of sick leave has been used in a 12 months Excessive absenteeism or tardiness, whether excused or not, will not be tolerated. All medical notes, documents and communications must be delivered to Human Resources office to be electronically filed.
Employees are advised that all university property belongs to University of the Pacific. Employees must exercise care, and follow all operating instructions, safety standards, and guidelines when using university property. University property includes but is not limited to: computers, phones, laptops, office supplies, equipment, machines, desks, furniture, vehicles, office and technology systems, laboratory and research facilities, clinic facilities, lockers, offices, and all work spaces. Employees should immediately notify a supervisor if any equipment, machine, or instrument appears to be damaged, defective, or in need of repair. Prompt reporting helps prevent possible injury and deterioration of equipment and property. The improper, careless, negligent, destructive, or unsafe use or operation of university property may result in disciplinary action.
EMPLOYEES HAVE NO EXPECTATION OF PRIVACY IN UNIVERSITY PROPERTY. Personal items and information that an employee desires to keep private should not be placed or kept in university facilities, desks, lockers, furniture, offices, work spaces, study or conference rooms, public spaces, and classrooms. This includes spaces secured by key or combination. University supervisors and public safety officers have the right to search university buildings and places within the building with or without prior notice at the university's discretion.
Staff members may be required to take a medical, psychological, and/or drug screening examination during employment to verify fitness for duty or otherwise when job‐related and consistent with Pacific’s operational needs.
Non-exempt staff members will receive a written performance evaluation prior to or upon completion of the 90‐working day introductory period. Thereafter, supervisors will generally conduct written performance reviews annually. Evaluations may vary, depending on the length of service, job, past performance, changes in job responsibilities, or recurrent performance problems.
Performance evaluations include factors such as job knowledge, quality and quantity of work performed, initiative, interactions with others, dependability, meeting previously established performance standards and customer service. Supervisors and staff are strongly encouraged to discuss job performance and goals on a regular basis. In addition, review of competencies, objectives and goals for future work performance are discussed as part of the development plan.
All evaluations are presented in written form. After the review, the staff member signs the evaluation form to acknowledge that it has been presented and discussed with the supervisor and that the staff member is aware of its contents. Staff members may respond to the evaluation directly to the supervisor in written form, representing the employee's view of the evaluation. The staff member's written response is also signed by the supervisor, indicating the supervisor has seen the response. The completed evaluation form is sent to Human Resources for inclusion in the staff member's personnel file.
Work standards expected of staff members include, but are not limited to, the following conduct and/or behavior and include any electronic or social media communications. Failure to adhere to the following work standards may be subject to disciplinary action.
Each staff member is likely to be perceived as a representative of the university when interacting with co-workers, students and the public. The public particularly forms impressions of the university based on its contacts with university staff. Accordingly, courtesy towards the public (visitors, parents, etc.), all members of the university community, and citizens of the areas surrounding the university is of the utmost importance. Not only does a positive, pleasant attitude make the time spent at the university more meaningful and foster a better working and learning environment for everyone, it also provides the opportunity to put forth a positive impression to people inside and outside the university community.
A staff member's personnel record is the university's continuing record of job‐related information. Records maintained by Human Resources, include an application, forms indicating any changes in employment or pay status, forms related to coverage under university-sponsored benefit programs and performance reviews. Personnel information is maintained electronically.
The information in a staff member's personnel file must be kept up to date. Employees should inform a Human Resources staff member immediately whenever there are changes in personal data such as address, telephone number, and person(s) to notify in case of an emergency.
Staff members have the right to inspect their personnel files at reasonable times, and on reasonable notice, as provided by law. In addition, staff members have the right to receive a copy of the contents of their personnel file upon request, as provided by law. Such requests should be submitted to a Human Resources staff member, either verbally or in writing. Staff members may obtain a form that can be used to make a request for an inspection or a copy of their personnel file from a Human Resources staff member. A staff member may also designate a representative to conduct the inspection or to receive a copy of the personnel file, if done in writing. Requests for inspection or a copy of a staff member's personnel file will be honored within 30 days of the date the request is received. Any inspection of an employee's personnel file must take place in the presence of a Human Resources staff member. If a staff member wishes to receive copies of documents in their personnel file, they may be charged a fee for the actual cost of the copies.
Personnel files are the property of the university and may not be removed from university premises without written authorization from the Assistant Vice President/Director of Human Resources or designee.
Disclosure of personnel information to outside sources will be limited. However, the university will cooperate with requests from authorized law enforcement or local, state or federal agencies conducting official investigations as permitted or required by law.
For additional information, please refer to the Staff Handbook.
Employee Complaints and Grievance Policy
Fitness for Duty/Drug Screening
Exempt Staff Leave Reporting for Partial Days
Exempt Staff Leave Reporting
Exempt staff medical or disability leave form