Staff Personnel Manual (SPP)

Effective: 7/1/2013

SPP Manual Revision Notice

Note: ASU’s personnel categories have been updated effective July 1, 2013. Due to these changes, many policies in this manual have been revised. Furthermore some policies have been added or removed. (New policies are highlighted in red below.) For specific information about personnel categories applicable to individual policies, please also see a policy’s “Purpose,” “Applicability,”and/or “Eligibility” section(s).

SPP 001: Introduction. Revised to specify the personnel categories as “classified employees,” “university staff,” and “non-faculty administrators”; to state that nothing in policy or by verbal communication can alter the at-will employment status of “university staff” and “non-faculty administrators”

SPP 002: Definitions. Revised to remove, add, and reword definitions throughout

SPP 201–01: Recruitment/Employment. Revised to specify the personnel categories as regular “classified employees,” “university staff,” and “non-faculty administrators”; to specify requirements for advertising and offering salaries

SPP 205: Nepotism. Revised to specify the personnel categories as regular “classified employees,” “university staff,” and “non-faculty administrators”; to update the definition of “relative” as it applies to this policy; to clarify policy language pertaining to hiring and supervision; to remove the Cross-Reference

SPP 206: Postretirement Employment. Revised to specify the personnel categories as regular “classified employees,” “university staff,” and “non-faculty administrators”; to rewrite the policy regarding employees enrolled in ASRS, ORP, or PSPRS retirement programs

SPP 212: Volunteer Service. Revised to add the “university staff” personnel categories to the policy language regarding volunteers

SPP 213: Reduction in Force. Revised to clarify that this policy does not apply to the “university staff” personnel category; to update the requirements and processes for departments and personnel affected by reduction in force

SPP 214: Flexible Employment Program. Revised to specify the personnel categories as regular “classified employees,” “university staff,” and “non-faculty administrators”

SPP 215: Alternate Duty Assignment Program for Temporarily Disabled Employees. Revised to specify the personnel categories as regular “classified employees,” “university staff,” and “non-faculty administrators”; to change “physician” or “psychiatrist” to “health care provider”; to update the probationary period from six to twelve months

SPP 216: Layoff for University Staff. New policy due to new personnel category, “university staff,” effective July 1, 2013

SPP 301: University Staff. New policy due to new personnel category, “university staff,” effective July 1, 2013

SPP 302: Conditions of Administrative Service at ASU. Policy removed due to new personnel categories effective July 1, 2013

SPP 303: Probationary Period. Revised to clarify that the “regular classified employees” of this policy are those assigned to the ASU Police Department (ASU PD); to update the language of the initial probationary period to apply to ASU PD only

SPP 304: Medical Examinations. Revised to specify the personnel categories as regular “classified employees,” “university staff,” and “non-faculty administrators”

SPP 306: Work Schedules. Revised to specify the personnel categories as regular “classified employees,” “university staff,” and “non-faculty administrators”

SPP 309–01: Classified Staff Performance Evaluation. Revised to clarify that this policy does not apply to the “university staff” personnel category; to remove performance review requirements for probationary employees

SPP 309–02: Administrative/Service Professional Employee Performance Evaluation. Policy removed due to new personnel categories effective July 1, 2013

SPP 311: Participation on University-Sponsored Committees. Revised to specify the personnel categories as regular “classified employees,” “university staff,” and “non-faculty administrators”

SPP 312: Employment outside ASU. Revised to specify the personnel categories as regular “classified employees,” “university staff,” and “non-faculty administrators”

SPP 314: Labor Union Membership. Revised to specify the personnel categories as regular “classified employees,” “university staff,” and “non-faculty administrators”

SPP 315: Drug-Free Workplace Requirements. Revised to specify the personnel categories as regular “classified employees,” “university staff,” and “non-faculty administrators”; to clarify that university staff and non-faculty administrators may be subject to the provisions of SPP 808, “Performance Management for University Staff” or SPP 1010, “Termination of University Staff”; to update a department name

SPP 319: Driver’s License Monitoring. Revised to update the policy on driver’s licenses, if required as a condition of employment, as it relates to the various ASU personnel categories

SPP 320: Conditions of Service Professional Service at ASU. Policy removed due to new personnel categories effective July 1, 2013

SPP 402–01: Classification of Positions. Revised to update the Purpose; to add a Background section; to specify the personnel categories as regular “classified employees,” “university staff,” and “non-faculty administrators”; to wholly rewrite the career categories and job classification descriptions

SPP 402–02: Establishing and Revising University Staff and Non-Faculty Administrator Positions. Revised to update the title; to specify the personnel categories as “university staff” and “non-faculty administrators”; to update departmental and OHR requirements and processes for documenting, reviewing, and approving position descriptions

SPP 402–05: Promotion (Competitive or Noncompetitive). Policy removed based on new personnel categories effective July 1, 2013

SPP 403–02: Establishing Rates of Pay. Revised to specify the personnel categories as regular “classified employees,” “university staff,” and “non-faculty administrators”; to state the parameters for establishing rates of pay according to guidelines associated with the assigned market zone and to refer departments to OHR Partners, Compensation for exceptions guidelines of market zone boundaries

SPP 403–08: Salary Administration. Revised to update the Purpose; to specify the personnel categories as regular “classified employees,” “university staff,” and “non-faculty administrators”; to wholly rewrite the policy

SPP 403–09: Pay Differentials. Revised to specify the personnel categories as regular “classified employees” and “university staff”; to clarify that a pay differential is stopped when an employee is no longer assigned to the position requiring the pay differential

SPP 403–11: Trainee Assignments. Policy removed due to new personnel categories effective July 1, 2013

SPP 404–01: Assignment to Special Duty. Revised to specify the personnel categories as regular “classified employees,” “university staff,” and “non-faculty administrators”; to update language regarding “pay grade” or “pay range” to “Market Reference Point (MRP)” or “market zone”; to update process and guidelines for special duty compensation

SPP 404–02: Supplemental Pay. Revised to specify the personnel categories as regular “classified employees,” “university staff,” and “non-faculty administrators”; to clarify that the supplemental pay policy applies to staff categories that are exempt; to update language regarding “pay grade” to “market zone”; to update the hours limit of supplemental activities to a percentage

SPP 404–03: Standby Duty Program. Revised to specify the personnel categories as regular “classified employees” and “university staff”

SPP 404–06: Overtime for University Extraordinary and Specific Events. Revised to specify the personnel categories as regular “classified employees,” “university staff,” and “non-faculty administrators”

SPP 501–01: Mandatory Retirement Plans. Revised to update the title; to specify the personnel categories as “classified employees,” “university staff,” and “non-faculty administrators” who work “20 or more hours per week for any 20 weeks in a fiscal year”; to update mandatory retirement plan requirements and options

SPP 504–01: Insurance Coverage. Revised to specify the personnel categories as regular “classified employees,” “university staff,” and “non-faculty administrators”; to wholly rewrite the policy

SPP 505: Employee Reduced Resident Tuition. Revised to add “university staff” to the list of personnel categories applicable to the policy; to update the Cross-References

SPP 510: Flexible Spending Accounts. Revised to specify the personnel categories as benefits-eligible, regular “classified employees,” “university staff,” and “non-faculty administrators”

SPP 601: Release Time for Professional Development. Revised to specify the personnel categories as regular “classified employees,” “university staff,” and “non-faculty administrators”

SPP 604: Employee Assistance. Revised to add “university staff” to the list of benefits-eligible, regular personnel categories applicable to the policy; to update the Cross-References

SPP 701–01: Sick Leave Benefits. Revised to update the title; to specify the personnel categories as benefits-eligible “classified employees,” “university staff,” and “non-faculty administrators”; to wholly rewrite the policy

SPP 702–01: Vacation Leave Benefits. Revised to specify the personnel categories as regular “classified employees,” “university staff,” and “non-faculty administrators”; to update vacation accumulation and accrual based on the new personnel categories; to update vacation hours requesting, reporting, and use/payout requirements for personnel and supervisors; to wholly restructure the policy content

SPP 702–04: Compassionate Transfer of Leave Benefits. Revised to update the title; to update the Purpose; to specify the personnel categories as benefits-eligible, vacation-eligible, regular “classified employees,” “university staff,” and “non-faculty administrators”; to wholly rewrite the policy

SPP 703–01: Holiday Leave Benefits. Revised to specify the personnel categories as benefits-eligible, regular “classified employees,” “university staff,” and “non-faculty administrators”

SPP 704–02: Emergency Leave Benefits. Revised to specify the personnel categories as regular “classified employees,” “university staff,” and “non-faculty administrators”

SPP 704–03: Jury Duty and Material Witness Service Leave Benefits. Revised to specify the personnel categories as “classified employees,” “university staff,” and “non-faculty administrators”

SPP 704–05: Bereavement Leave Benefits. Revised to specify the personnel categories as benefits-eligible “classified employees,” “university staff,” and “non-faculty administrators”; to update a Cross-Reference

SPP 704–06: Administrative Leave of Absence. Revised to update the title; to specify the personnel categories as benefits-eligible “classified employees,” “university staff,” and “non-faculty administrators”; to clarify that “classified employees” may only be placed on administrative leave with pay and “university staff” and “non-faculty administrators” may be placed on leave with or without pay

SPP 705–01: Extended Leave of Absence. Revised to specify the personnel categories as benefits-eligible “classified employees,” “university staff,” and “non-faculty administrators”; to wholly rewrite the policy

SPP 705–02: Family Leave of Absence. Revised to update the title; to update the Purpose; to add a Source; to specify the personnel categories as regular “classified employees,” “university staff,” and “non-faculty administrators”; to wholly rewrite the policy

SPP 706: Military Leave of Absence. Revised to update the title; to specify the personnel categories as “classified employees,” “university staff,” and “non-faculty administrators”; to wholly rewrite the policy

SPP 708: Parental Leave Benefits. Revised to update the title; to update the Purpose; to specify the personnel categories as regular “classified employees,” “university staff,” and “non-faculty administrators”; to wholly rewrite the policy

SPP 801: Employee Conduct and Work Rules. Revised to specify the personnel categories as regular “classified employees,” “university staff,” and “non-faculty administrators”; to update the language describing discrimination under the “Rules and Regulations” heading to be consistent with SPP 002; to state that the policy does not modify the at-will employment status of “university staff” and “non-faculty administrators”; to update the Cross-References

SPP 808: Performance Management for University Staff. New policy due to new personnel category, “university staff,” effective July 1, 2013

SPP 809: Discipline. Revised to clarify that this policy does not apply to the “university staff” personnel category

SPP 813: Code of Conduct for Business Activities. Revised to specify the personnel categories as regular “classified employees,” “university staff,” and “non-faculty administrators”

SPP 814: Violence in the Workplace. Revised to clarify the language related to possible penalties for employees in violation of this policy; to update the Cross-References

SPP 901: Grievance Process. Revised to clarify that this policy does not apply to the “university staff” personnel category; to remove references to deleted policies

SPP 1007: Processing Terminations of Employment. Revised to specify the personnel categories as regular “classified employees,” “university staff,” and “non-faculty administrators”; to update the Cross-References

SPP 1010: Termination of University Staff Employment. New policy due to new personnel category, “university staff,” effective July 1, 2013

SPP 1011: Involuntary Termination. Revised to clarify that this policy does not apply to the “university staff” personnel category; to clarify policy language with regards to “classified employees”; to update the Cross-References

SPP 1101: Personnel Records. Revised to specify the personnel category as regular “classified employees,” “university staff,” and “non-faculty administrators”; to update the Cross-References

SPP 1104: Job References. Revised to specify the personnel category as regular “classified employees,” “university staff,” and “non-faculty administrators”; to state requirements for ASU employees who provide job references for a current or former staff member to external and internal (i.e., ASU, U of A, NAU, ABOR) employers requesting the reference

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