Home » Chapter III Employee Life and Conduct

Chapter III Employee Life and Conduct

Chapter III Employee Life and Conduct

A. Duties

The Job Descriptions Manual describes in detail the duties and responsibilities employees of the university. However, every employee shall have the right to be free from compulsory assignments not related to his duties as defined in his appointment or employment contracts, unless compensated therefore, in consonance with existing policies.

B. Working Days and Hours

1. Regular Work Hours

The following shall be considered as compensated working hours:
• Time during which an employee is required to be on duty or to be at the employer’s premises or to be at the prescribed work place; and
• Time during which an employee is officially permitted to work.

In general, employees are required to check in for work at 8 AM and check out at 5 PM. These hours are considered primetime work hours for all employees.

Non-teaching personnel shall report from 8 AM to 5 PM from Monday to Friday, unless otherwise provided in their respective job descriptions or as approved by the VP overseeing the unit to which they belong.

Fulltime employees are expected to render work forty (40) hours a week divided into eight (8) hours per work day on a regular basis.

2. Official University Events

In addition to regular work hours, every employee is required to be present in all official school functions such as but not limited to Foundation Day Celebrations and Commencement Exercises. There shall be a deduction equivalent to a day’s salary for the non-attendance to official school functions. Moreover, attendance is required during college and department activities approved and by concerned dean and department head, respectively.

3. Academic Loads for Non-Teaching Personnel

When non-academic personnel, are given academic load, the class hours should be scheduled outside of primetime. However, if such a schedule is not possible, officers and heads of offices are allowed to have at most six (6) units of academic load within primetime and three (3) units of academic load outside of primetime, for a maximum of nine (9) units. In all cases, the non-teaching personnel should seek the permission of the VP supervising his unit, with the recommendation of the immediate superior, at least five (5) working days prior to the start of the semester or term in which such academic load shall be taught. Permission to take such academic load shall be at the sole discretion of the VP concerned.

Work hours lost because of the academic load shall still be worked by the non-teaching personnel whether on the same day or on a separate day. The schedule for such offsetting shall be included in the letter request of the personnel concerned and subject to the approval of the VP. However, if the main work of the personnel is not compromised by the loss of the work hours, he may request to the VP concerned that the hours lost due to the academic load be deducted from his basic salary such that the compensation for the academic load shall take its place.

Once permission is given, the non-teaching personnel shall immediately coordinate with the IPODD to ensure proper recording of reporting hours and compensation.

4. Meals and Rest Periods

All employees are given one (1) hour lunch break. However, in case of actual or impending emergencies or urgent need for the work to be performed the lunch break may be reduced to twenty (20) minutes with the entire hour (including the break) being compensated.

Employees also enjoy rest periods of fifteen (15) minutes in the morning and fifteen (15) minutes in the afternoon.

5. Forced Leave

The operation of educational institutions are seasonal in the sense that academic programs usually required courses for a period of two (2) semesters or three (3) trimesters. While there are course offerings for the summer months, April and May, these are usually for irregular students to earn back credits to regularize their academic load in the following semester. As such, all supervisory and rank and file personnel shall take a mandatory one-month leave from work. During such leave, vacation leave credits may be availed of to coincide with the mandatory leave.

Non-academic employees should take one (1) month forced leave as approved by their office head. However, if it is necessary that certain personnel be required to continue working, a request to such effect shall be made by the head of office subject to the recommendation of the VP concerned and the approval of the President.
The President, VPs and heads of offices are excluded from the mandatory leave; however they may avail of leave credits as are appropriate.

C. Eating in Work Areas

In order to maintain cleanliness in our campus and to further promote an environment conducive for learning, EATING IS NOT ALLOWED IN THE FOLLOWING AREAS:
1. Classrooms, Audio-Visual Rooms
2. Libraries
3. Laboratories
4. Offices
5. Other areas as indicated by posted signs

For birthdays of employees, special work hours and other such considerations, eating may be allowed, provided that permission is granted by the VP for Administration to ensure the deployment of maintenance personnel and the cleanliness of the area.

D. No Smoking Policy and Alcoholic Beverages

In line with the Clean Air Act (R.A. No. 8749), the entire university campus is considered a smoke free zone, thus smoking cigarettes, cigars or other such substances is strictly prohibited. In the same way, the bringing in and imbibing alcoholic beverages is strictly prohibited on campus and during official university events.

Visitors should be properly advised of these policies to ensure compliance.

E. Outside Employment

Work done by university personnel, either for another employer or as an independent contractor, is considered outside employment. In general, NWU employees may engage in outside employment activities outside NWU hours and subject to the following restrictions: a) the outside employment must not interfere with performance of their duties and b) the outside employment must not create a real or apparent conflict of interest. All outside employment activities must be conducted without the use of university supplies, equipment, facilities or personnel, or the use of privileged, official, or protected information. Work hours with the university should be devoted to the duties and responsibilities of the employee as described in their respective job descriptions.

F. Visitors

Northwestern University seeks to provide a professional and distraction free workplace for its employees. For the purposes of this Policy, visitors in the workplace are defined as non-employees who do not have official business with the University. Visitors in the workplace may include children, spouses, relatives, and friends of employees.

The following guidelines should be followed: Individual department or unit heads may impose restrictions on visitors in the workplace which are appropriate for the successful operation of that department or unit. Except when approved in advance by the department or unit head, all visitors in the workplace may be restricted from visits to the workplace. The work site is not a substitute for a day care center for children. Employees are responsible for arranging alternative day care or using vacation leave, sick leave or leave without pay, as appropriate. The employee shall be responsible for the acts of visitors in the workplace and shall supervise their children when they visit.

G. Solicitations

Solicitation either by the public in general or among employees is generally not allowed on the premises of Northwestern University during scheduled working hours. Prohibited solicitations during scheduled working hours include, the general public selling retail goods to employees or any employee trying to sell any item to another employee or any other solicitation determined to be inappropriate by the University. Regular vendors of the University will conduct their business through authorized University personnel. Employees may participate in generally acceptable solicitations during their scheduled break or lunchtime.

Solicitations for special causes and by partners of the university may be allowed but only after clearance with the administration ensuring that classes and normal operations of the university is not compromised.

H. Business Gifts or Gratuities

In order to avoid a conflict of interest or the appearance of a conflict of interest, at no time should an employee solicit or accept gifts from current or potential vendors, contractors or their agents, local businesses, University departments, or others with whom there is a potential or ongoing business or professional relationship. Employees may accept ordinary business courtesies, such as payment for a modest meal or event, or gifts which are promotional items without significant value and which are distributed routinely. If the value of the gift is undetermined, it should be returned.

I. Private Communications

The University recognizes that there may occasionally be times when personal calls or text messages must be made or received during business hours. Such calls must be held to a minimum, however, and must not interfere with the employee’s work. Employees are encouraged to make such calls during their breaks or at lunchtime. The same guidelines should be observed for private communications through other media such as instant messaging and email.

J. Use of University Resources

University services and property, including the University’s name, are to be used solely for the conduct of official University business by employees and by officially recognized campus organizations. All employees are responsible for assuring that University assets and resources, including but not limited to staff and staff time, telephones, duplicating services, cash, computing equipment and time, other equipment, supplies, and vehicles are used solely for University business.

The University’s name or logo must not be used in any announcement, advertising matter, publication, correspondence or report in connection with personal or unofficial activities of faculty members or staff. Further, the University’s name or logo must not be used in any way that could be construed as implying endorsement of any project, product or service not officially sponsored by the University.

K. Use of Identification Card

The ID card is the property of the university, must be carried at all times, and is non-transferable. It may be used for such purposes as the university designates and may be revoked at any time. This card must be presented and/or surrendered upon demand by a university official; failure to do so, or lending this card to anyone, is considered misuse and may subject the holder to disciplinary action, under the Faculty and Employee Manual of the University. Lost and stolen cards must be reported promptly to the Office of the President. The cost for a replacement employee identification card is one-hundred fifty pesos (P 150.00). However, replacement of the ID card due to change in appointment shall be free of charge.

No person shall possess more than one University employee identification card. All cards, not previously replaced, that have been turned in to the Office of the President are kept on file for one complete semester to enable the person to claim the lost identification card. If the person has already replaced his/her identification card when the original one is turned in, the found identification card is destroyed. This action is noted on the card report/replacement form that was filled out when the card was lost.

L. Attendance and Punctuality

NWU expects employees to be reliable and punctual in reporting for work. Absenteeism and tardiness place a burden on other employees and on the employer. When an employee cannot avoid being late to work or is unable to work as scheduled, he or she should notify the supervisor as soon as possible in advance of the anticipated tardiness or absence. Excessive absenteeism or tardiness shall be subject to disciplinary action.

M. Code of Conduct

To assure orderly operations and provide the best possible work environment, NWU expects employees to follow rules of conduct that will protect the interests and safety of all employees and the University. It is not possible to list all the forms of behavior that are considered unacceptable in the workplace. The following are examples of infractions of rules of conduct that may result in disciplinary action, including suspension or termination of employment.

Theft or inappropriate removal or possession of property Falsification of company records Working or operating University vehicles under the influence of alcohol or illegal drugs Defaming a co-worker/student and gossiping Boisterous or disruptive activity in the workplace Negligence or willful conduct leading to damage of employer-owned or customer-owned property Insubordination or other disrespectful conduct Violation of safety regulations Smoking in the University Sexual or other harassment Lewd conduct and possession of pornographic material on campus Discrimination based on sex, age, ethnicity

For further guidance, please see Chapter V List of Offenses and Penalties.

N. Gambling

Gambling is on campus, university facilities or during official university functions is absolutely prohibited at all times. Gambling paraphernalia are likewise prohibited.

O. Uniforms

Wearing of uniform and ID is required by the University to help establish and project its desired identity, as well as to maintain a more professional atmosphere.

All employees are required to wear the prescribed uniforms from Monday to Thursday during regular semesters and official work hours. Said uniform must conform according to the cut, style and usage specified by the University. Members of top management (President and VPs) are not required to wear uniforms but shall wear appropriate corporate attire during uniform days.

On Fridays, during semestral breaks, and throughout summer, employees are allowed to wear appropriate casual clothes that adhere to the following prescribed dress code:

Smart casual
For men:
a. Collared shirt
b. Long pants/jeans without stylized holes
c. Closed shoes
For women:
a. Non-provocative/revealing top; blouses preferred over shirts
b. Long pants/jeans or knee length skirt or longer
c. Closed or strapped shoes

Rubber sandals, slippers/flip-flops not allowed.

The ID is part of the uniform. All employees are required to wear their IDs upon entering and while within the University premises. IDs must be worn even during days when the employees are exempt from wearing the prescribed uniform.

1. Eligibility for Uniforms (Male/Female)
a. Permanent employee can avail of the 100% assistance.
b. Probationary employee can avail through salary deduction.

2. Guidelines
Exemptions
a. Mourning- letter of notice is required to be submitted at the IPODD
b. Maternity- letter of notice is required to be submitted at the IPODD
c. Repair- letter of notice is required to be submitted at the IPODD. The concerned employee is given a maximum of one (1) week to restore the same.
d. Worn-out/Damaged- letter of notice is required to be submitted at the IPODD
i. If the uniform is new, the concerned employee is required to replace the same.
ii. If the uniform is old or has lasted a period of three (3) consecutive semesters, there is no need to replace the same.
e. Employees are obligated to make pertinent follow-up on their letter of notice.
f. Newly-hired employees are excused from wearing of the scheduled uniform for the first six (6) months of service. However, they are compelled to observe the dress code policy of the University.

P. Dress Code

Employees of the University preserves image of professionalism and serves as role models to all stakeholders within and outside the University. Taking part on every endeavor of the University, all employees are expected to dress appropriately relative to their specific job duties and responsibilities.

Administrators and administrative support employees are expected to project a professional image and should dress appropriately for an office/business environment.

Appropriate dress is also expected of cafeteria, maintenance, and transportation personnel and may include the wearing of uniforms or other apparel approved by their supervisor.

An employee’s dress may not be so unusual, inappropriate or lacking in cleanliness that it disrupts classroom or learning activities. Examples of attire considered inappropriate for school employees include but are not limited to:

1. Jewelry affixed to an employee’s nose, tongue, cheek, lip or eyebrow
2. Clothing or lack of clothing that is provocative, revealing, indecent, vulgar, or obscene
3. Low necklines, bare midriffs and excessively tight clothing
4. Clothing which promotes alcoholic beverages, tobacco, or the use of controlled substances by words or symbols
5. Clothing which contains profanity, nudity, depicts violence, or is sexual in nature by words or symbols
6. Sandals with flip flop style strap or bedroom shoes/slippers
7. Tank tops or spaghetti strap tops
8. Undergarments worn as an outer garment or any see-through clothing that reveals an undergarment
9. Hats, visors, sunglasses, sweatbands, and bandannas (may be worn outside but must be removed when inside the workplace)
10. T-shirts or athletic wear
11. Denim jeans
12. Shorts
13. Any item of clothing or jewelry that creates a disruption of the school environment/learning activities, or that poses a threat to the safety and well-being of students or staff
14. Supervisors and school level administrators are authorized to interpret and enforce this policy.
15. Reasonable accommodations shall be made as approved in writing by the appropriate supervisor for those employees who, because of a sincerely held religious belief, cultural heritage, or medical reason, request a waiver of a particular part of this policy for dress or appearance.

Q. Training and Development

People are the heart of every organization. It is not enough that the organization recruits the best and the brightest. It is vital that the organization should at all times provide employee development and training opportunities to upgrade, enhance, and improve their knowledge, skills and attitude.

The Training and Development Officer and the director of IPODD and department heads shall:
• Determine the necessary competence for the non-teaching personnel performing work affecting conformity to product requirements.
• Where applicable, provide training or take other actions to achieve the necessary competence.
• Evaluate the effectiveness of the actions taken. Ensure that its personnel are aware of the relevance and importance of their activities and how could they contribute in the achievement of the quality objectives, and maintain appropriate records of education, training, skills and experience.

1. Needs Assessment

Needs assessment of personnel are determined by the training and development Officer and IPODD Director through the following means:
1.1. Individual Career Growth Path Plan
1.2. Survey on Training Needs

2. Career Advancement

Career assistance is another program of the university that encourages all employees to advance career growth to achieve professional excellence.
2.1. Applicants, through the human resources personnel, are made aware of the ranking and evaluation for prospective faculty and the growth path for aspirants in the non-academic positions as early as the interview process.
2.2. Hired applicants are then motivated to take up masteral and doctoral programs of the university, as is appropriate, to provide wider opportunities for growth and promotion.
2.3. All personnel during their stay in the university are given ample opportunities to attend various training and seminars to update themselves with knowledge and know-how relative to their positions.
2.4. Employees who display exemplary commitment and performance are offered scholarships outside the university to pursue masteral or doctoral studies.
2.5. The employee development program for non-academic personnel are formulated to strengthen the working force of the university on a long-term point of view.

3. Training Agreements and Amendments

Trainings and Seminars for personnel are generally given by the University for free. However, when such training or seminar entails a substantial cost on the part of the University, the administration may require that the personnel sent on training undertake not to terminate his employment with the University for a given period of time, which shall not be less than one (1) year from the time the personnel reports for work after the training. These contracts shall be covered by memoranda of agreement.

Such training shall be subject to the recommendation of the VP supervising the unit of the personnel sent for training and the approval of the President.

R. Appraisal of Probationary Employees

The renewal of contracts and permanency of probationary employees are primarily dependent on the quality of work they produce. As such, the Training and Development Officer ensures that performance evaluations are done every semester and that the evaluators fully participate in the process.

The results of the performance evaluations shall be submitted to the VP concerned prior to the end of the contract of the probationary employee with sufficient time to determine whether the latter is qualified for renewal of contract or permanency.

S. Performance Evaluation

1. The IPODD, through the Training and Development Officer, is in charge of the performance evaluation of non-academic personnel which consists of gathering/collecting, tabulating and interpreting and analyzing data.
2. The evaluation of non-academic personnel shall use two types of instruments:
a. The peer evaluation requires at least three evaluators.
b. Performance review and appraisal of the non-teaching Personnel Form which is being answered by the immediate superior of the non-academic personnel. The form is available on-line.
3. The results of the evaluation are submitted by the IPODD to the President through the VPA for recommendation and approval.
4. Upon the approval, the results are returned to the IPODD, which forwards the same to concerned departments/offices for further evaluation purposes and serves as the basis for promotion or retention of employees.

T. Promotion System

1. Promotion or Transfer

The Recruitment and Selection Officer and Recruitment and Selection Assistant shall process the promotion and transfer of the employees. Subject to approval of the President, the office head shall recommend the employee for the said movement through the proper VP.

PROCEDURE
1.1. The head of office shall propose an employee for promotion or transfer in writing together with the necessary documents addressed to the President, through the VP concerned. The recommendation should be based on the statutory, regulatory and company policy requirements.
1.2. Upon perusal and review of the proposed the promotion/transfer of an employee, the VP concerned shall provide recommendations for consideration of the President.
1.3. Upon approval, the communication shall be endorsed to the IPODD for implementation.
1.4. IPODD Director shall instruct the Recruitment and Selection Officer and Compensation and Benefits Administration Officer for the preparation of appointment and employment status, respectively, as well the effectivity date.
1.5. The appointment and employment status shall be submitted to the VP concerned for the final review, countersigned by the IPODD Director. The VP concerned shall review the accuracy of the documents, sign and endorse the same to the President for approval.
1.6. After the approval, the appointment and employment status shall be returned to IPODD and the concerned employee shall be informed and notified about his or her promotion or transfer.
1.7. Recruitment and Selection Assistant shall maintain a copy of the memorandum in the employee’s 201 file for reference.

2. Change of Status

2.1. Upon the lapse of the probationary contract, the immediate head of the probationary employee shall recommend whether the latter should be made as a regular/permanent employee. The recommendation shall be submitted to the President through the VP concerned. The grant of regularization or permanency shall be at the discretion of the President, but shall be subject to confirmation by the Board of Directors.
2.2. A permanent employee enjoys security of tenure and may only be removed for just and authorized causes in accordance with law. However, if the employee is separated from service, regardless of length, and is later rehired, the status shall revert to probationary/contractual, unless otherwise specified by the President.

3. Salary Adjustments

The compensation of non-academic personnel is regulated by the salary scale of the university, which provides for the range of salary according to job grade. Each position is evaluated by the IPODD to determine the corresponding job grade based on the respective duties and responsibilities.
Adjustments to the basic salary of employees may be due to the following reasons:
• Promotion to a higher position
• Minimum wage increase and resolution of wage distortion
• Adjustment of salary scale
• Non-academic ranking
• Merit increases

Except for merit increases, the basic salary for each position shall be within the range of the corresponding job grade. Merit increases, on the other hand, may increase the basic salary of the employee beyond the limit indicated in the salary scale. However, the amount of merit increases shall not exceed one thousand pesos (P1,000.00) for deans and directors and five hundred pesos (P500.00) for officers and rank and file employees.

Each job grade is further divided into steps, Minimum and Steps 1 to 4, each with a corresponding amount within the range of the job grade. During the initial appointment to the position, the employee shall receive the amount indicated as the minimum for the job grade. Every three (3) years, non-academic personnel shall be ranked and may be advanced to the higher job grades depending on the points received during the ranking. The ranking of non-academic employees is based on performance, educational attainment, trainings, experience and other relevant criteria.

U. Absences and Tardiness

1. Employees are required to be within the prescribed workplace punctually and regularly.
2. Any employee, who, for valid reason, cannot report for work, shall notify his/her immediate supervisor and the IPODD.
3. Employees are required to personally use the biometric machine as they enter and leave the school premises.
4. Tardiness and undertime are subject to salary deduction based on the entry and exit times indicated in the biometric attendance system. No deductions however are made for absence from the workplace due to official business or authorized leaves. It should be noted that the deduction made is not considered as a penalty but as a result of the loss of work supposed to be rendered to the university.
5. Non-observance of the foregoing guidelines may subject the employee to administrative sanctions.

V. Rights of School Personnel

In addition to other rights provided for by law, the following rights of school personnel under the Higher Education Act of 1994 are hereby adopted:

1. The right to full expression of opinion and suggestions and effective channel of communication with appropriate academic and administrative bodies of the school;
2. The right to be provided with free legal service by the school authorities when charged in an administrative, civil, and/or criminal proceedings by parties other than the school, for actions committed directly in the lawful discharge of professional duties and/or in defense of school policies;
3. The right to intellectual property consistent with applicable laws;
4. The right to be free from compulsory assignments not related to their duties as defined in their appointment or employment contract, unless compensated therefore, conformably existing laws;
5. Teachers shall be deemed persons of authority when in the discharge of lawful duties and responsibilities and shall, therefore, be accorded due respect and protection; and
6. Teachers shall be accorded the opportunity to choose alternative career in school administration, in classroom teaching, or others, for purposes of career advancement