Consistent employee attendance and punctuality are considered integral to the effective and efficient operation of DePaul University. Poor, uncertain or irregular employee attendance lowers overall productivity, disrupts the continuity of work and is often burdensome to other employees. Therefore, except for pre-approved vacations (see the Vacation policy), holidays (see the Paid Holidays and Absences policy), absences authorized by the Family and Medical Leave Act (see the Family and Medical Leave Act policy), ADA accommodations (see the Americans with Disabilities policy), jury duty, witness duty, death in the family (see the Paid Holidays and Absences policy), or other approved absences, employees are expected to be in attendance and prepared to commence work activities at designated work locations, days and assigned hours.
Late arrivals, early departures or absences deemed excessive in the opinion of management may result in employee disciplinary action, up to and including discharge. In the event that an employee cannot report to work as scheduled, the employee must notify his/her manager within one (1) hour of his/her scheduled reporting time or be prepared to provide evidence of extenuating circumstances. Any employee on unscheduled, unauthorized absence for three (3) consecutively scheduled work days who fails to appropriately notify his/her manager will be deemed to have abandoned his/her position and be terminated.
Employees
Employees should notify their manager (Jelani Hardy) of their inability to report to work on time or their absence from work within one (1) hour of their scheduled start time each day they are absent.
If the absence is for a specified period of time and has been prearranged with the manager, the employee need not call in during each day of the absence. If, however, an employee plans on returning to work earlier or later than planned, the employee must call his/her manager.
If an employee anticipates being absent or is absent due to illness for more than five (5), continuous working days the employee must contact Liberty Mutual (DePaul's leave of absence administrator) at 1-800-341-0593 or through the Liberty Mutual portal (Go to Campus Connection and then select Self Service > Benefits > Liberty Mutual) to apply for a leave of absence. If the employee's absence does not qualify as a medical leave of absence, the employee's manager has the option of requesting that the employee provide a physician's note to the Benefits Department, verifying that he or she was under a doctor's care. Note that this statement is to be submitted directly to the Benefits Department.
Managers
Managers should be consistent and equitable in their enforcement of this policy by clearly defining their expectations in the reporting and tracking of occurrences of tardiness or absence.
Managers should instruct employees that if they are expecting to be absent, or have been absent, for more than five (5) consecutive work days, they must contact Liberty Mutual, DePaul's leave of absence administrator.
Late Arrival
Students are expected to report to shift at the designated time. Failure to arrive to work within 10 minutes of your shift will be met with the following actions:
The first occurrence must have been notified to Jelani Hardy by the employee, as well as the reason for the tardiness.
The second occurrence will result with an email notifying the student of the violation.
The third occurrence will result with a meeting with Jelani Hardy and Joe Lyons.
The fourth occurrence will result with Jelani notifying the student employment office of his intention to terminate the student.
Tardiness will be carried over into the next quarter however if the student exhibits good attendance Jelani will expunge previous tardiness from the student's work profile. Students who are habitually tardy will not be eligible for pay increases until they can prove themselves to be more responsible.
DePaul's Policy
If you will be absent from work, you must notify your manager within one hour of your normal starting time. If your absence has been caused by an illness and lasts five days or longer, the university may ask you to bring in a doctor's note. If an employee is absent from work and does not call or notify the university of the absence, the employee is subject to disciplinary action up to and including termination.
Disciplinary Steps
Students who fail to follow the attendance policy will receive an email from Jelani Hardy notifying them of the violation.
They will meet with Jelani Hardy and Joe Lyons to discuss the absence. If the student missed work due to extreme circumstances, a home fire, a car accident, etc, the absence will be excused. If the circumstance isn't extreme the student will receive a written warning.
If the student is absent again without following the policy they will be terminated.
Students are required to work their scheduled hours, however, Cinespace allows students to cover and exchange shifts. Shift coverage and exchanges must be approved by Jelani Hardy per the instructions stated in the shift coverage training page. Failure to properly get your shift covered will be treated as an unexcused absence. Students who cover or exchange shifts without approval are subject to be sent home.
A message must be sent to the manager (Jelani Hardy) one hour before their scheduled start time. In addition to that, the employee must submit on Teams a ‘Notice of Absence’ request through the “Approvals” Tab, selecting the “SICK” option under the ‘reason’ Tab
All Cinespace employees are expected to display appropriate work behavior including but not limited to the following:
Respect: maintain a respectful attitude to your co-workers, students, professors, and supervisors. Do not openly criticize, lash out, or disrespect anyone. Always use a professional tone and appropriate language (no profanity) when addressing others. Apologize for errors or misunderstandings, and keep your personal opinions of others private.
Time Management: report to your shift on time when scheduled. Do not leave early or take extended breaks.
Timely and Accurate Timesheet submission: Submit the correct hours on your timesheet before the deadline.
Safety: Dress and behave in a way to minimize accidents.
Accountability: Take initiative and responsibility. If you see something that needs to be done don't wait to for someone to tell you to do it. Complete your assignments and do not leave others to finish your work.
Team Work: Treat everyone fair and equally. Work together to accomplish your objectives.
Commitment: Be commited to your job. Take pride and integrity in what you do and do it to your best ability.
Illinois law states that any employee working more than 7.5 consecutive hours must be provided a minimum of 20 minutes of unpaid lunch time with a break being given no later than five hours after beginning work. No work can be done during break periods.
Students scheduled 4 - 7 hours are entitled to one 15 minute paid break.
Student workers scheduled for more than 8 hours are entitled to one 15 minute paid break and one 30 minute unpaid lunch break.
You are eligible to take your break after two hours into your shift.
The City of Chicago passed a paid sick leave ordinance, which went into effect on July 1, 2017. The new ordinance requires employers to accrue sick time for their employees at a rate of one hour of paid sick leave for every 40 hours worked. Student employees must notify their manager to ensure they are eligible to take paid sick leave. If sick time is taken for more than five consecutive work days, managers may require documentation for the use of the paid sick leave. In accordance with the Attendance Policy, student employees must communicate with their manager within one hour of their scheduled start time.
Student employees should notify managers of their intent to resign. It is recommended that student employees complete and submit a letter of resignation and identify the last active day of employment.
In order to get paid, you are responsible for documenting and submitting the number of hours you've worked during each pay period through Campus Connect. Please review any specific departmental procedures with your manager.
Once you are hired, please refer to the Hourly Time Reporting Guide for information about submitting your hours. Contact the Payroll Department for information regarding your paycheck.
All timesheets must be submitted by 12pm on Friday. Please refer to the payroll calendar to know when timesheets are due and the payday. Students who miss the timesheet deadline more than three times will be disciplined according to school policy.
Only log the days and hours you worked. Do not attempt to "make up" lost hours for previous weeks.
Do not fill out your timesheet weeks in advance.
Fill out your timesheet during your shift.
Do not attempt to work more than the allotted hours during the week. Stick to the 25/20 rule specified by the Student Employment Office.
If you are more than 30 minutes late to work do not attempt to stay 30 minutes later. You must deduct the time from your timesheet.
Employees must consult with Jelani Hardy prior to recovering lost hours, arriving late, or agreeing to work someone else’s shift. Recovering missed work hours and covering shifts is at the discretion of the manager.
Employees are required to obtain advanced manager approval before making-up hours, or agreeing to work a shift for someone else. Employees who do not seek manager approval prior to making-up hours or working a shift for someone else will be in violation of this policy and are subject to Progressive Discipline, up to and including termination.
As your supervisor I'm obligated to report all acts of fraud . I'm only approving scheduled hours. Make sure you are arriving to work on time and working the correct hours.
The university complies with all applicable federal and state laws which set, among other things, timekeeping, and recordkeeping standards. The university uses an online timekeeping system to collect this information necessary to accurately calculate employee’s earnings, pay employees in a timely manner, and maintain the required documentation to support employee payments. All university staff and student employees have a duty to understand and comply with time reporting and attendance policies.
Any employee who falsifies a timesheet, participates in any way in the falsification of time records, or who fails to report all time worked, has committed fraud and is subject to progressive discipline, up to and including termination.
DePaul’s process for progressive discipline offers clear steps and communication strategies to address issues of unsatisfactory performance or conduct from student employees. The disciplinary process may start at any counseling stage, taking into consideration the severity of the issues and maintaining consistency in the administration of disciplinary actions. All sides of an issue should be heard prior to administering any disciplinary actions.
Verbal Counseling: issued for minor infractions.
Written Counseling: issued after previously delivering Verbal Counseling or for infractions of a serious nature. Managers can consult with the Office of Student Employment prior to a written counseling meeting. Please send the completed form to the Office of Student Employment at DPC 9500 (Loop) or SAC 192 ( Lincoln Park).
Final Written Counseling: issued if Written Counseling has been distributed within the last 12 months or for a first serious offense. Managers must consult with the Office of Student Employment prior to a final written counseling meeting. Please send the completed form to the Office of Student Employment at DPC 9500 (Loop) or SAC 192 (Lincoln Park).
Performance Improvement Plan: issued by managers in order to create an action plan and timeframe for student employees to correct unsatisfactory performance. This enforces scheduled check-ins with student employees to reflect on past behavior and how to improve. This form can be issued in conjunction with the Progressive Discipline Action Form, but is not required.
Degree of severity of the infraction/offense
Employee’s length of service and history with the University
Provocation, if any, that may have led to the offense
Number of previous offenses
Previous warnings or other disciplinary action for previous offenses
Employee’s pattern of conduct
Fairness of past and present supervisory practices
Clearly communicated University and department rules
Consistently applied University and departmental rules
Appropriate penalties for similar offenses
Past practices of the department for handling similar offenses
Initiate an open dialogue about behavioral or performance issues or struggles. Always allow students to present their version of the events in question.
Introduce an action plan to help guide students to an acceptable level of behavior or performance.
Explain the reasoning behind any counseling as well as the consequences if improvements are not made.
Investigate and/or research, in a timely fashion, incidents in violation of University policies, procedures, rules and standards.
Provide written documentation for department file, employee records and Human Resources files, if applicable.
Provide employee with continuous feedback on progress during the disciplinary process.
Assist managers in developing a plan of action to restore behavior or performance to a satisfactory level, and agree on a final plan to ensure success.
Provide clear and concise information regarding the issues in question.
Students may work a maximum of 25 hours per week in total during the academic year (not counting academic breaks). Please note that the 25 hours per week limit is inclusive of all employment. International students may work a maximum of 20 hours per week. Students should not be scheduled to work during their scheduled class time. Your manager is responsible to negotiate an appropriate work schedule with you based on your class schedule. You can expect to revisit your work schedule based on your new academic schedule each quarter.
Students will submit a work application via google documents to Jelani Hardy at the beginning of each quarter. Students are required to upload their class schedule for consideration. Jelani will review each application and schedule the student based on the needs of Cinespace. Students are scheduled for the duration of the quarter. Students are expected to follow the DePaul attendance policy.
Once the quarter has ended students will have to resubmit a new application for the next quarter.
The first six months of employment are considered an introduction to the position, allowing for time to train and evaluate student employees’ effective adjustment to work tasks, conduct, oral and documented procedures, attendance and job responsibilities. It is suggested and encouraged that managers conduct a performance appraisal prior to the completion of the six-month introductory period. When an evaluation is completed and expectations have been met, you may submit a pay raise or salary change request.
If the performance appraisal is not completed prior to the end of the introductory period, the employee will be considered to be in good standing as of the introductory end date. Student employees are not subject to progressive discipline for poor job performances or policy violations during their introductory period (see Progressive Discipline Policy). All completed performance appraisals should be submitted to our office for review. Once reviewed by our team, all appraisals will be stored with Human Resources.
After the completion of the six-month performance appraisal, appraisals are then suggested at least annually. Frequent feedback and pay raises provide incentive for students to remain in their position. A merit pay raise usually accompanies a positive performance appraisal. Typical hourly raises are between $.25 and $2.00 (see Compensation Chart). Completed yearly performance appraisals and Student Employment Action Forms (SEAFs) for pay raises should be submitted to our office for review. All materials will then be forwarded to and filed with Human Resources.
Three months after your hire date Jelani and Joe will consult the Senior Studio Technicians and start the appraisal process. We will let you know where you stand and what we expect to see before your six month appraisal. At your six month appraisal we will determine if you will receive a pay increase or if you should pursue other employment opportunities.
All issues regarding student workers should be reported to Jelani Hardy. These issues include but are not limited to the following:
Scheduling
Timesheets
Payments
Disputes and Grievances
It is Jelani Hardy's responsibility to address those issues. If you feel your concerns are not being addressed you are to contact the Associate Director of Student Employment, Sarah Carbone <SCARBONE@depaul.edu>.
The recommended dress is:
Sturdy closed toed shoes. No flip flops or sandals
A belt
Blue Jeans
Blue Jean shorts
Work Pants
Weather appropriate attire
Students dressed in unsafe attire will be sent home. Provocative attire may result in the student being asked to change clothes, and or sent home.
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