Welcome to Palmer Chiropractic.
We hope you will find the staff handbook informative and useful during your employment with our institution. We personally encourage you to review the handbook in its entirety and discuss any questions you may have with your supervisor or Human Resources.
Palmer Chiropractic deeply appreciates the efforts of all its employees. It takes loyal, dedicated and productive people in every position to create excellence. Palmer Chiropractic is proud of its rich history and success. It is our people, our employees, that continue to make us a respected leader in our profession, in our community, and across the globe.
This handbook has been prepared to acquaint staff members with Palmer. The staff handbook describes important information about employment with Palmer. Staff are encouraged to consult with their supervisor and/or Human Resources concerning any questions they may have regarding staff handbook provisions. The staff handbook is presented as a matter of information only and is not a contract of employment. Employment with Palmer Chiropractic is for no specified length of time.
The terms “Palmer” and “Palmer Chiropractic” as used throughout this handbook refer to Palmer Chiropractic University System, Palmer College of Chiropractic, Palmer Institute for Professional Advancement, Palmer Center for Chiropractic Research, Palmer Foundation for Chiropractic History and other entities operating under the direction and control of Palmer Chiropractic University System Foundation. For the purposes of this handbook, the terms do not include Palmer College of Chiropractic West, which has its own staff handbook. However, Palmer Chiropractic University System Board Policies apply to all Palmer entities including Palmer College of Chiropractic West.
The Staff Handbook provisions are established as guidelines and parameters within which flexibility exists for individual circumstances. In order to retain the necessary flexibility in the application of the staff handbook, Palmer Chiropractic reserves the right to change, revise, or eliminate any of the provisions and/or benefits described. Revised information may supersede, modify, or eliminate existing provisions and benefits. Palmer attempts to allow reasonable participation in decisions affecting staff and encourages their input. It is the desire of Palmer Chiropractic to provide a satisfactory work environment and effective communication channels.
Only the Chancellor of the Palmer Chiropractic University System, the President of Palmer College of Chiropractic, or an authorized designee has the ability to approve and implement any revisions to the staff handbook. Palmer communicates any approved changes, revisions or eliminations of any handbook provisions and/or benefits to staff, in writing.
It is suggested that as a responsible employee, all staff members review the handbook and any applicable revisions on a regular basis.
EQUAL OPPORTUNITY
In order to provide an environment that encourages respect, dignity and equal opportunity and in compliance with applicable federal and state laws and regulations, the Palmer Chiropractic University System and its respective entities do not discriminate in employment or in educational practices, programs, services or activities on the basis of age, race, creed, color, sex, national origin, ancestry, citizenship status, religion, disability, veteran status, or other characteristic protected by law.
Employment, admissions and educational decisions are based on merit, qualifications, and competence. It is the intent of Palmer to provide equal opportunities for minorities, women, and disabled individuals. Palmer’s employment practices include all aspects of hiring, promotion, assignment, discharge, and other terms and conditions of employment. Palmer’s admissions and educational practices include all aspects of admissions, orientation, student employment, academic and student programs, discipline, and other terms and conditions of enrollment.
Reasonable Accommodations: Employment
The Palmer Chiropractic University System and its entities
make reasonable accommodations for qualified individuals with disabilities, as
required by law. Any qualified applicant
for employment or employee with a disability who requires a reasonable
accommodation in order to perform the essential functions of a job is to
contact the Human Resources Office in
Reasonable Academic Adjustments: Education
The Palmer Chiropractic University System and its entities
make reasonable academic adjustments for qualified individuals with
disabilities, as required by law. Any
qualified applicant or student with a disability who requires a reasonable
academic adjustment to perform the academic and technical standards requisite
to admissions and/or participation in Palmer’s educational program and
activities is to contact the Office of Student Learning and Development, in
Reasonable Accommodations: The Public
The Palmer Chiropractic University System and its entities
make reasonable accommodations for members of the public with disabilities, as
required by law. Any such individual
with a disability who requires a reasonable accommodation is to contact the
Office of Adjudication in
SEXUAL OR OTHER UNLAWFUL HARASSMENT
The Palmer Chiropractic University System and its entities do not tolerate sexual or other unlawful harassment of or by any of its employees or students on the basis of age, race, creed, color, sex, national origin, ancestry, citizenship status, religion, disability, veteran status, or other characteristics protected by law. All forms of sexual or other unlawful harassment on Palmer property, during Palmer sponsored activities, programs and events, including those that take place at off-campus locations, are prohibited. It is a violation of this policy for any employee, student or third party to unlawfully harass any employee, student or any other individual associated with or conducting business with the Palmer Chiropractic University System or its entities.
The Palmer Chiropractic University System and its entities strictly prohibits such unlawful conduct whether verbal, physical or visual that:
• Affects tangible job benefits or other terms and conditions of employment or educational programs, services or activities
• Unreasonably interferes with an individual’s work or educational performance
• Creates an intimidating, hostile or offensive work or educational environment
Such conduct includes, but is not limited to, actions, words, jokes, kidding, teasing, comments, printed or visual material (including email), objectionable epithets, demeaning depictions or treatment, threatened or actual abuse or harm directed toward an individual based on age, race, creed, color, sex, national origin, ancestry, citizenship status, religion, disability, veteran status or any other protected characteristic.
Specifically, sexual harassment may consist of unwelcome sexual advances, requests for sexual favors, other verbal, physical or visual conduct of a sexual nature, and any other sexually-based harassment when:
• Submission to the conduct is made either an explicit (clear) or implicit (implied) condition of employment, enrollment or academic status;
• Submission to, or rejection of, the conduct is used as the basis for an employment decision affecting the harassed employee or a decision affecting the admission or academic status of a student; and/or
• The harassment has the purpose or effect of unreasonably interfering with the individual's work or academic performance or creates an intimidating, hostile, or offensive work or educational environment.
Reporting Unlawful Discrimination/Harassment
Employees, students or applicants for employment or admission, or any other individual associated with or conducting business with the Palmer Chiropractic University System or its entities are to immediately bring to the attention of the Office of Adjudication/Compliance or the Office of Human Resources in Davenport, Iowa, Palmer administration and/or other designated contact person any behavior or conduct that may be interpreted as sexual or other unlawful harassment or discrimination. This includes all victims of sexual or other unlawful harassment and persons with knowledge of behavior/conduct which may constitute sexual or other unlawful discrimination/harassment. All complainants have the right to be free from retaliation of any kind. The Palmer Chiropractic University System and its entities strictly prohibit retaliation or reprisal against an individual who has reported questionable behavior or who has initiated or participated in the complaint procedures available.
Employees, students and applicants for employment or
admissions or any other individual associated with or conducting business with
the Palmer Chiropractic University System or its entities may contact the
Office of Adjudication/Compliance in
Disciplinary Action
Employees or students found to have conducted themselves in
a manner prohibited by this policy may be subject to corrective disciplinary
action up to and including termination of employment and/or dismissal as a
student.
DRUG AND ALCOHOL USE
In order to provide a safe and productive environment for students, employees and others effected by institutional operations and services, the Palmer Chiropractic University System and its entities are committed to a drug and alcohol free environment.
The Palmer Chiropractic University System and its entities strictly prohibit the unlawful manufacture, sale, distribution, dispensing, possession, solicitation or use of alcohol or controlled substances. Additionally, the Palmer Chiropractic University System and its entities limit the presence, use, consumption, possession, sale, manufacturing, solicitation or distribution of alcohol by students, employees or visitors to approved activities. At no time is any individual under legal drinking age or who is operating institution vehicles, machinery or equipment allowed to possess, use, or consume alcohol. At no time is abuse of alcohol permissible.
All employees are to be mentally and physically fit for duty and must report to their supervisor any health situation or use of prescription and/or non‑prescription medications that may inhibit the ability to perform his/her required job duties. Any employee regarded as unfit for duty for any reason may not be permitted to work or may be temporarily reassigned until it is determined that said employee is free from impairment and fit and able for duty.
An employee in violation of this policy may be subject to corrective action up to and including termination of employment and/or given the opportunity to participate in rehabilitative services. A student in violation of this policy may be subject to disciplinary action up to and including dismissal and/or given the opportunity to participate in rehabilitative services.
Employees are to notify the institution through the Human Resources office of any drug‑related criminal conviction for a violation occurring in the workplace within five days of the applicable conviction. Failure to promptly report such convictions may result in immediate termination of employment.
CONFLICT OF INTEREST
The Palmer Chiropractic University System and its entities expect all employees to conduct themselves in a manner which maintains the reputation for integrity established by these institutions. All employees are to manage personal and business affairs so as to avoid situations that might lead to an actual or potential conflict of interest.
An actual or potential conflict of interest may include, but is not limited to:
Influence on a decision that may result in personal gain for an employee or for a relative or friend as a result of the institution's business dealings or employment decisions. For the purposes of this policy, a relative is any person who is related by blood or marriage, or whose relationship with the employee is similar to that of persons who are related by blood or marriage. Such applies to cases where an employee or relative has a significant ownership in a firm/business with which the institution conducts business.
Acceptance of any gift, service, cash, favor, or advantage from any party having a significant interest in any of the institutions' past, current, or anticipated affairs or activities.
Negotiation or consummation of any business transaction with an outside agent or source that may or will result in unusual gain to either the institution, an employee or their relative, or any combination of the above. Unusual gain refers to kickbacks, bribes, product bonuses, special fringe benefits, unusual price breaks, or other special consideration or advantage.
Any employee who knows of, may be involved in, or is concerned about any situation which may be a conflict or potential conflict of interest is to immediately notify the College. No "presumption of guilt" will be made by the mere existence of a relationship with outside entities and reasonable action is taken to establish safeguards intended to protect applicable parties. Additionally, individuals reporting actual or potential conflicts of interest, those providing supplemental information, and those supporting the reporting person in other ways may make such reports without fear of reprisal.
EMPLOYMENT OF RELATIVES AND FRATERNIZATION POLICY
Palmer Chiropractic
University System and its respective entities are committed to providing equal
employment and educational opportunities to its employees and students. Intimate relationships have the potential to
interfere with Palmer’s ability to provide equal employment and educational
opportunities for its employees and students, and in some instances, may
constitute sexual harassment or other unlawful discrimination. To minimize conflicts of interest which often
occur as a result of intimate relationships, Palmer strongly discourages its
employees and students from entering into intimate relationships with other
employees or students for which they have professional supervisory
responsibility.
While relatives of
employees or the Board of Trustees may be employed by Palmer Chiropractic
University System or its entities, a familial relationship among employees can
also create an actual or at least a potential conflict of interest in the
employment setting, especially where one relative has professional supervisory
responsibility over another relative. To
avoid this problem, Palmer may refuse to hire or place a relative in a position
where the potential for favoritism or conflict exists.
Employment of
Relatives and Fraternization Procedure
If two employees or
an employee and student marry, become related, or enter into an intimate
relationship, they may not remain in a professional supervisory relationship or
in positions where one individual may affect the educational environment or the
terms or conditions of employment of other students or employees. When the relationship involves two employees,
Palmer will attempt to identify other available positions, and the employees
will have 10 business days to decide which individual will remain in his/her
current position. If no alternate
position is available, the employees will have 30 additional calendar days to
decide which employee will remain with Palmer.
If this decision is not made in the time allowed, Palmer will make the
decision and the departing employee’s employment will terminate no later than
30 days after the decision, at the discretion of Palmer.
In other cases where
a conflict or the potential for conflict arises between an employee and another
employee or student, even if there is no professional supervisory
responsibility involved, the parties may be separated by reassignment or
terminated from employment, at the discretion of Palmer.
For the purposes of
this policy, a “relative” is any person who is related by blood or marriage, or
whose relationship with the employee is similar to that of persons who are
related by blood or marriage.
For purposes of this
policy, an individual has “professional supervisory responsibility” for another
individual if he or she performs functions including, but not limited to
supervising, evaluating, hiring, coaching, counseling, recommending, advising,
grading, teaching or making decisions that confer benefits such as
compensation, promotions, academic progress, financial aid awards or other
remuneration or that may impact upon other academic or employment
opportunities.
Employees or
students who enter into an intimate relationship with another employee or
student or who becomes aware of such relationship where professional
supervisory responsibility exists, should report it to the Human Resources
Department so that appropriate steps may be taken consistent with this and
other Palmer Policies.
A full-time staff member may hold a job with another organization or maintain self-employment; however, Palmer retains the right to determine whether a staff member's outside work interferes with job performance or the ability to meet Palmer's employment expectations. An employee may be asked to terminate outside employment if it is considered by the immediate supervisor to have a detrimental effect on job performance or Palmer. Outside employment is not to present a conflict of interest as previously defined.
Employees are to notify their immediate supervisor prior to accepting outside employment. Some jobs may have specific limitations or privileges regarding outside employment. Applicable staff are notified of such upon hire or at which time such limitations or privileges apply.
Employees are not to use Palmer time, equipment or materials for outside employment purposes. Use of College time, equipment or materials for outside employment considered to be of benefit to Palmer may be allowed with approval from the division administrator.
The protection of confidential business, student, patient and other information is vital to the interests and the success of Palmer Chiropractic. Such confidential information includes, but is not limited to:
Current/Prospective student information
Alumni records
Patient information
Financial information
Marketing strategies
Pending projects and proposals
Personnel records
Compensation data
Employees are to refrain from discussing confidential information with other employees or individuals not employed with Palmer, unless necessary in the normal course of performing assigned job duties.
The materials, products, designs, plans, ideas, and data of this organization are the property of
Palmer Chiropractic and are not be given to an outside firm or individual or to be used by an individual except through normal channels and with appropriate authorization.
Palmer Chiropractic is deeply involved in the social, financial, and cultural life of the communities it serves. Palmer strives to be a good corporate citizen. Similarly, Palmer encourages and supports staff to be active in their community. Such support may include financial, scheduling or other support deemed appropriate by Palmer. Staff involved in community/civic service are to represent themselves as an individual citizen and not as a representative/spokesperson for Palmer Chiropractic. Employees who are performing community service and activities are expected to do so outside of assigned work time, unless otherwise approved by the division administrator.
Specific employees may be officially assigned to represent Palmer within various community organizations. Such assignments are considered within the scope of the respective job expectations and remuneration. These assignments may, therefore, be pertinent in the evaluation of job performance. Otherwise, community involvement is a matter of personal choice and is not a factor included in job performance expectations or compensation.
The College provides free notary services to its employees
and students. Employees serving as a
notary are provided time during the work day to perform notary tasks. Notary services are available during general
business hours. Notaries cannot refuse
to provide service for any College community member unless a document to be
notarized is not properly completed or suspected to be fraudulent or otherwise
suspicious. Notaries may not notarize
documents without proper identification of the individual(s) requesting
service. A College employee acting as a
notary during work hours or on behalf of the College may not charge personally
for the service.
Palmer employs staff as full‑time or part‑time and regular or temporary. Employment classification determines benefits eligibility, termination procedures, and other employment related functions.
Full‑time employees are those regularly working at least 32 hours per week. Full‑time employees are eligible for offered benefits subject to the terms, limitations, and conditions of each benefits plan. Individuals employed part‑time may be eligible for benefits as indicated in specific benefit plans and provisions.
A temporary employee is hired as an interim replacement, to temporarily supplement the work force, or to assist in the completion of a specific project. Employment assignments in this category are of a limited duration. Employment beyond any initially stated period does not in any way imply a change in employment status. Temporary employees retain temporary status unless and until notified of a change. Individuals employed as temporary for less than 90 days are not eligible for benefits above and beyond those required by law. Individuals employed as temporary, who are working full‑time hours and whose assignment is intended to exceed 90 days, are eligible for offered benefits subject to the terms, limitations, and conditions of each benefits plan. Individuals assigned to Palmer through a temporary service agency are not considered employees of Palmer Chiropractic.
Palmer encourages the career development and advancement of its employees in addition to its commitment to equal employment. With this in mind, Palmer generally posts staff position vacancies to provide internal candidates the opportunity to apply for positions for which they feel qualified. There exist specific exceptions to the posting of a position that a department may elect to exercise.
Job posting announcements can be found on designated bulletin board, in weekly communications and on the Palmer web site. Internal candidates are to submit a cover letter and copy of a current resume, curriculum vitae or other appropriate application documents to Human Resources. Applications are accepted for open positions only.
Responses to inquiries for reference checks or income
verifications for current or former employees of Palmer are provided by Human
Resources. No employment data is
released externally, without a prior written authorization and release signed
by the individual who is the subject of the inquiry. Responses to inquiries made without a written
authorization confirm only dates of employment, position(s) held and final
salary. Otherwise, Palmer confirms
factual employment information documented in the personnel file.
In compliance with the Immigration Reform and Control Act of 1986, Palmer Chiropractic requires all newly hired employees to complete the Immigration and Naturalization
Service Form I‑9.
Proper documentation of authorization to work in the
Palmer Chiropractic maintains a system for the retention of employee information and records. Employee personnel files include such documents and forms necessary to meet the legal and administrative requirements for employment. Official personnel files include records maintained in the Human Resources office. Additionally, supervisors may maintain files pertinent to job performance that are also considered “official” records. All personnel files are the property of Palmer. Access to personnel files is restricted due to the private and confidential nature of file contents. Employees may review their individual personnel file pursuant to applicable state law. Staff members are to contact Human Resources to review their personnel file.
Staff members are to promptly notify Human Resources, in writing, of any changes in personnel data. Personal mailing addresses, telephone numbers, changes in federal/state tax withholdings, individuals to be contacted in the event of an emergency, educational accomplishments, and other such status reports are to be accurate and current at all times.
Changes in family status may result in a change of benefits eligibility and are to be reported to Human Resources within 30 days of such a change. Family status changes include birth, adoption or foster placement of a child, marriage, divorce, and children's student status and dependent eligibility due to age.
The Staff PRIDE program is intended to provide supervisors and staff members the opportunity to discuss job tasks, identify areas of improvement, encourage and recognize strengths, and discuss positive, purposeful approaches for meeting organization goals and objectives.
Palmer strongly encourages supervisors and staff members to discuss job performance and goals on a regular, informal basis as a method of managing job performance. Formal, written PRIDE evaluations are conducted with staff members on an annual basis. Additional informal and/or formal reviews may be conducted as deemed necessary or beneficial.
Staff members may be eligible for a performance bonus in the event that overall performance according to the PRIDE evaluation is shown to exceed the established expectations. Availability of performance bonus funds is at the discretion of Palmer and is reviewed on an annual basis.
Employment termination may occur for various reasons and under a variety of conditions.
Termination of employment may be recorded as:
RESIGNATION ‑ employment termination initiated by an employee who chooses to leave employment voluntarily. At least two weeks resignation notice is requested from those employees electing to resign their employment. Palmer retains the right to accept an employees resignation immediately and pay the employee the amount of straight time compensation the employee would have earned in place of further service.
RETIREMENT ‑ voluntary retirement from active employment status initiated by the employee. Retiring employees are encouraged to notify Palmer at least two months prior to the retirement date. Insufficient notice may result in a delay in the receipt of applicable benefits.
RELEASE/DISCHARGE ‑ employment termination initiated by Palmer Chiropractic.
JOB ELIMINATION ‑ involuntary
employment termination initiated by Palmer due to the elimination of a specific
job or position. Severance pay is
generally provided according to length of service.
Individuals are no longer eligible for employment benefits at termination, unless otherwise required by law. Terminating employees are advised of any benefit continuation and/or conversion privileges (i.e., COBRA), and the return of Palmer property. Individuals are asked to complete an exit interview with Human Resources. Terminating employees receive their final pay on the payday following termination unless otherwise required by law.
Employees rehired by Palmer with less than a 12-month break in service are eligible to bridge prior and current service for vacation accrual purposes not including the period during which the individual was not employed with Palmer. Vacation accrual benefits are bridged to the prior date of service immediately following rehire. Employees rehired by Palmer who were previously eligible for the retirement plan benefits may also be eligible for bridging of service for retirement plan eligibility. Employees are to refer to the retirement plan information available from Human Resources for details.
Palmer Chiropractic attempts to maintain a pay program consistent with current organizational goals and in consideration of total compensation including direct pay (wages/salary) and indirect pay (benefits). Palmer maintains a job classification program for staff positions that determines applicable salary ranges and individual pay. The pay and job classification program, including salary ranges, are reviewed periodically and revised as appropriate. Questions regarding the staff wage and salary program may be directed to Human Resources.
Employees are paid semi‑monthly on the 15th and last day of the month. In the event that a regularly scheduled payday falls on a weekend or holiday, paychecks are generally issued the preceding workday.
Employees may participate in the direct deposit
program. Information and enrollment
forms are available from Human Resources or the Payroll office. Paychecks are released to employees as of
Palmer does not provide pay advances.
Palmer takes practical measures to ensure that employees' paychecks are correct and on time. In the event that paychecks are unable to be distributed as scheduled due to unforeseen circumstances (computer failure, disaster, emergency closing, etc.), all reasonable attempts are made to distribute paychecks within 48 hours of the affected payday.
Employees are to report any discrepancy, question, lost or damanged paychecks to the Payroll office. Lost or damaged paychecks may be replaced only after a stop payment has been placed on the payroll check. Employees may be required to reimburse applicable stop payment fees.
Palmer makes deductions from every employee's compensation as required by law.
Applicable deductions include federal and state income taxes and specified Social Security taxes.
Authorized voluntary deductions are also made, as appropriate. Palmer provides the opportunity for specific deductions to be made on a pre‑tax basis. Employees may contact Human Resources for details.
In the event a court order is issued requiring Palmer to withhold money from an employee's paycheck(s), the order will be honored.
Any and all pay deductions are made in accordance with federal and state law limits.
Palmer tracks staff attendance and overtime worked for the purpose of calculating pay and benefits and in compliance with federal and state law. Staff members are to report absences to, and request time off from, the applicable supervisor.
Staff members may be requested to work overtime to meet unusual operational demands. Employees are designated as either NON‑EXEMPT or EXEMPT indicating whether they are exempt from federal and state wage and hour laws. Such designation is determined by Human Resources according to the work performed. NON‑EXEMPT employees are entitled to overtime pay as required under the specific provisions of federal and state laws. EXEMPT employees are excluded from specific provisions of federal and state wage and hour laws and, therefore are not entitled to overtime pay.
Any overtime work requires prior written authorization from the appropriate supervisor.
Overtime worked without proper authorization may result in corrective action. Overtime pay of one and one-half times the regular hourly rate is provided for NON‑EXEMPT employees for actual hours worked in excess of 40 hours in a work week. Paid time off is not considered hours worked for the purposes of determining overtime eligibility. Overtime hours are to be submitted to the Payroll Office at the end of the applicable pay period.
Supplemental pay and/or compensatory time off may be granted
to exempt employees for specified work or hours in addition to normally
assigned duties or scheduled hours. Applicable
pay and/or compensatory time off is at the discretion of the supervisor, in
consensus with Human Resources.
Department hours and individual work schedules vary throughout Palmer and may be modified due to changing operational needs. Employees are notified of specific work schedules upon hire or at which time work schedule changes are implemented.
Flextime is hours other than those normally scheduled for a department or position and is available at the discretion of the supervisor. Flextime is generally available to assist with personal/family needs, commuting, educational pursuits and similar circumstances. An employee requesting flextime is to discuss such matters with the supervisor.
Staff members are provided a one‑half hour unpaid lunch break in addition to two paid fifteen minute breaks. With supervisory approval, staff may elect to combine lunch and break periods to provide a one‑hour lunch break.
EMERGENCY CLOSING
Emergency conditions, such as severe weather, fire, flood, etc., can disrupt business operations and interfere with work schedules, as well as endanger employees' well being. Palmer may elect to close temporarily, due to such extreme circumstances. Staff members generally receive pay for time lost due to an emergency closing, depending on the length of such closing.
Due to the nature of specific jobs, including the public service nature of the Palmer Chiropractic Clinics, some staff may be expected to work during an emergency closing. Individuals required to work during an emergency closing may take equivalent time off with pay at a later date. In the event such a staff member is unable to report for work as expected during an emergency closing, the individual is to directly notify the supervisor or his/her designee. Announcements regarding emergency closing are broadcast on:
FM Radio
KUUL ‑ 101.3
MIX 96 ‑ 95.9
WLLR ‑ 103.7
Q106 ‑ 105.9
WLXP (97X) ‑ 96.9
WVIK ‑ 90.3
WHTS ‑ 98.9
AM RADIO
WOC ‑ 1420
WKBR ‑ 1270
KWPC (
TV
KWQC (Channel 6) and WQAD (Channel 8)
Employees who choose not to report for work due to extreme conditions, when Palmer is otherwise open, are not paid for such absence(s). Employees may request to use available paid vacation and/or personal time off under these circumstances.
In the event an emergency closing occurs during a staff employee's vacation, sick or personal time off, paid time off balances will not be charged for the absence.
DESIGNATED SMOKING AREAS
In keeping with Palmer Chiropractic's intent to provide a safe and healthful work environment, smoking is prohibited on campus except in designated areas as follows:
South
patio –
West parking lot – Lyceum Hall
Underpass between West Hall and David D. Palmer Health Sciences Library
All designated smoking areas are clearly marked with signs and shelters. Smoking in buildings, Palmer vehicles and undesignated outdoor locations on campus is strictly prohibited. Palmer may elect to designate additional temporary smoking areas for special events.
Employees are provided reserved parking lots free of charge. New employees receive information regarding parking during orientation. Employees are to contact the Facilities Office regarding parking lot assignments and stolen or lost parking cards. Parking cards are replaced for a fee payable in the Business Office prior to receiving a replacement card. Other parking matters are to be referred to Security.
Reserved parking may be made available to visitors during special events such as graduations and Lyceum. Attempts are made to provide reasonable notification to employees of open parking in reserved lots for these events.
Employees are to avoid using business telephones, fax and copy machines for personal use, except in emergency situations. Employees are to use personal calling or credit cards for any toll and long‑distance emergency calls. Otherwise, employees may be required to reimburse Palmer for any resulting charges. Any unavoidable personal use of business telephones or fax machines is to be conducted during lunch and break periods. Employees are to refrain from using or recommending use of Palmer’s toll-free number for personal business.
Employees may utilize postal and shipping pick‑up and delivery at work. Employees are responsible for providing applicable postage and delivery costs. Palmer is not responsible for personal mail or packages.
Employees are expected to exercise care and follow any/all operating instructions when using Palmer equipment and vehicles. Additionally, employees are responsible for the reasonable security of Palmer-owned equipment and vehicles including lap top computers and cellular phones. Employees are to notify their supervisor immediately if equipment appears to be damaged, defective, or in need of repair or if equipment has been lost or stolen.
Employees assigned to operate Palmer‑owned vehicles or to use their personal vehicle for business are to possess a valid and appropriate driver's license, required insurance coverage and follow all applicable safety laws and regulations. Employees are personally responsible for any traffic violations incurred during business related travel. Employees are to report such violations to their supervisor as soon as reasonably possible.
Smoking in Palmer-owned vehicles is strictly prohibited.
SERVICES
Computers, software, network services, and Internet services are provided to Palmer employees for business purposes and communications. Employees are expected to exercise sound professional judgement in the use of network (e.g., e‑mail) and Internet services and to refrain from communications or use that may be interpreted as prohibited solicitation or unlawful discrimination and/or harassment. Additionally, employees are expected to receive proper authorization prior to sending or receiving any copyrighted, proprietary or confidential information or similar materials.
Palmer may monitor the use of computers, software, network services and Internet services in order to ensure effective, efficient and professional business operations. While employees may expect a certain degree of privacy related to information generated, accessed or stored on Palmer computers and communications generated, received or stored via Palmer's network services, Palmer has the expressed right to review, audit, intercept, access and disclose any business or personal communications created, sent or received via the College's computer, network services and/or Internet services.
Employees are prohibited from unauthorized access of computing files, records, communications, information or other computing resources.
Employees are responsible for all equipment, keys, tools,
written information and/or any other property or materials issued to them by
Palmer Chiropractic. Employees are to
return such property immediately at the time of termination or upon request.
Benefits programs are provided for an employee's financial security in the event of illness and other situations experienced by the employee. Benefit programs also enable Palmer to attract and retain qualified employees. Offered benefits programs provide an alternate form of compensation and provide necessary time‑off to employees for personal and family matters.
Palmer provides a wide range of benefits to eligible employees. Particular benefits (Social
Security, workers' compensation, unemployment insurance and COBRA insurance continuation) cover all employees in the manner prescribed by law.
Benefit eligibility is dependent upon various factors, including employee classification and the requirements of each specific benefit plan. Particular employee benefit programs are explained in detail in this section. Those which are detailed in a separate benefits summary booklet, plan document or those for which special provisions may apply have been excluded other than acknowledgment of their availability as noted below. Employees may contact Human Resources with any questions regarding benefits programs.
The following benefit programs are available to eligible employees:
Benefits Continuation Long‑term Disability Insurance*
Chiropractic Care* Medical Plan*
Compassionate Leave Military Leave
Dental Plan* Personal Days
Educational Assistance Retiree Supplemental Health Plan*
Employee Assistance Program* Retirement Plan
Expense Reimbursement Sick Days
Family/Medical Leave 403(b) Plan (Tax‑Deferred Annuity)*
Flexible Spending Accounts* Vacation
Holidays Worker's Compensation
Jury/Witness Duty Leave
Leave of Absence
Life Insurance*
* Human Resources has additional information upon request regarding this benefit program.
Benefits that an employee is eligible for and participating in represent a significant addition to the total compensation employees receive from Palmer Chiropractic. The costs of particular benefits may be assumed by Palmer or may require employees to contribute to the cost through payroll deduction or direct payment.
Palmer may grant paid Administrative Leave to temporarily relieve an employee from duty due to extenuating circumstances. Initiation of such leave is non‑disciplinary and is provided to allow Palmer the opportunity to review the situation and determine additional appropriate action, as necessary.
Administrative leave up to five working days is to be approved by the division administrator following consultation with Human Resources. Administrative leave beyond five working days is to be approved by the Chancellor or President or his/her designee following consultation with Human Resources.
BENEFITS CONTINUATION
(COBRA)
Palmer Chiropractic allows employees and their qualified beneficiaries the opportunity to continue health and/or dental coverage under the group health plan as required by the Consolidated Omnibus Budget Reconciliation Act (COBRA) as amended.
Employees are eligible when a "qualifying event" would normally result in the loss of eligibility.
Qualifying events may include resignation, termination of employment, or death of an employee; a reduction in an employee's hours or a leave of absence; an employee's divorce or legal separation; and/or a child no longer meeting dependent eligibility requirements.
Under COBRA, the employee or beneficiary is required to pay the full cost for coverage at the established group rates plus administrative fees.
Eligible employees are notified in writing of their rights under COBRA during new hire orientation and at which time the employee becomes eligible for coverage continuation.
Palmer recognizes the emotional adjustment required as a result of the death of an immediate family member or close relative. In an effort to assist employees, Palmer normally grants up to five days of paid compassionate leave due to the death of an immediate family member or close relative. An employee is to request compassionate leave from his/her supervisor. Approved compassionate leave is at the discretion of the supervisor and is granted according to individual circumstances. Compassionate leave beyond that normally provided is to be approved by the division administrator.
"Immediate family member or close relative" is defined as the employee's spouse and the employee's or spouse's:
Child
Parent
Sibling
Grandparent
Grandchild
Other persons residing with the employee
Other family members with whom the employee/spouse have experienced a relationship similar to an "immediate family member"
Employees requiring time off due to the death of other family members may be granted up to three days compassionate leave. Approved time off is granted in consideration of specific circumstances including any travel requirements.
In the event the death of an immediate or other family member occurs during an employee’s scheduled vacation or personal time off, compassionate leave is applied.
Palmer may provide educational assistance, including reimbursement for tuition and books and/or flexible schedule or work arrangements to eligible full‑time employees for job‑related educational pursuits. Educational assistance may also include limited financial assistance to an employee for their child's educational expenses.
Details regarding educational assistance and applicable eligibility criteria and procedures are available from Human Resources.
Palmer reimburses employees for reasonable and necessary expenses incurred while on business. All business expenditures are expected to reflect the most efficient use of resources and require prior approval. Employees are advised that as a tax‑exempt institution, Palmer does not reimburse sales tax for anything other than travel expenditures. Employees are to contact the Purchasing Department regarding tax‑exempt purchasing.
Employees traveling on behalf of Palmer are to refer to the Travel Policy available from the Purchasing Department. Employees may request a cash advance to cover anticipated travel expenses with approval from the supervisor. An expense report with applicable receipts is to be submitted to the Purchasing Department within seven working days following return from travel.
Questions regarding expense reimbursements may be directed to the Business Office.
FAMILY/MEDICAL LEAVE
Palmer Chiropractic provides family/medical leave to eligible employees in accordance with federal and state law. Individuals may be eligible for up to twelve (12) weeks of family/medical leave if they have been employed with Palmer at least a total of 12 months and have worked at least 1,250 hours in the last 12-month period.
Eligible employees may request family leave to care for a newborn child or due to the placement of a foster or adopted child with the employee. Family leave is available during the first 12-month period following birth or placement of the child. Eligible employees may request medical leave due to the serious health condition of the employee or the employee's spouse, child or parent.
Employees are to request family/medical leave from the immediate supervisor 30 days in advance or as soon as is practicable. Employees are expected to make a reasonable effort to schedule a foreseeable or planned leave so that it does not unduly disrupt department and/or business operations. Employees who are absent from work for three consecutive days are required to submit applicable certification to determine if such absences are eligible for family/medical leave.
Employees are to use available paid time off in conjunction with family/medical leave.
Employees enrolled in Palmer's group health plan at the commencement of family/medical leave may maintain applicable coverage during leave or elect to have coverage reinstated upon return to work.
Employees on leave are expected to update their family/medical certification and periodically report to the immediate supervisor their current family/medical status and intention to return to work.
Employees returning to work after family/medical leave which does not in total exceed 12 weeks in a 12-month period are returned to their job or an equivalent job. Employees not returning to work at the expiration of family/medical leave are considered to have voluntarily resigned their employment with Palmer, unless otherwise approved by Palmer.
Employees returning to work after medical leave are to provide a release from the attending health care provider prior to being scheduled for work. Any restrictions/limitations are to be discussed with the immediate supervisor and Human Resources prior to returning to work.
Additional details regarding family/medical leave benefits and procedures are available from Human Resources.
Full‑time staff members receive paid time off for holidays observed by Palmer Chiropractic. Part‑time staff members receive holiday pay for hours they would otherwise have worked during a holiday. A holiday schedule is distributed prior to the beginning of each fiscal year. Recognized holidays may vary for specific departments.
JURY AND WITNESS DUTY
Palmer Chiropractic encourages employees to fulfill their civic duty and provides jury duty leave to employees summoned to serve as a juror. Full‑ and part‑time employees receive their regular pay for regularly scheduled hours during which they are serving as a juror. Employees are to present the applicable summons to their supervisor and are expected to report for work whenever the court schedule permits.
Employees eligible for paid time off for jury duty are to submit verification of service to the Human Resources office. Employees may retain any compensation received from the court for jury service.
Employees who testify as a witness in a matter unrelated to Palmer and who are not a party to the legal dispute are provided leave for witness duty. Full‑ and part‑time employees receive their regular pay for regularly scheduled hours during which they are serving as a witness, unless the employee otherwise receives compensation for acting as a witness. Employees are to present the applicable subpoena to their supervisor and are expected to report for regularly scheduled work upon release from testimony.
Employees who are party to a legal dispute in a matter not related to Palmer and require time off from regularly scheduled work may use available personal or vacation time.
Staff members may request a leave of absence for time away from work which exceeds available paid time off and which does not qualify for family/medical leave. Requests for a leave of absence are to be submitted to the Director of Human Resources in writing at least five (5) working days in advance. Approved leaves are unpaid and do not provide guaranteed job reinstatement upon expiration of the leave period. Leaves of absence are generally provided only for extraordinary circumstances.
Staff and supervisors may not independently agree to time off without pay for any purpose.
A military leave of absence is granted to employees to
fulfill military reservist or National Guard obligations or if called to active
duty with the
Palmer continues to provide health insurance benefits for up to 30 days during approved Military Leave. Employees wishing to continue active health insurance during Military Leave beyond 30 days are eligible for COBRA continuation and are responsible for the full costs of applicable premiums plus the applicable administrative fee. Palmer resumes established payment of premiums when the employee returns to active employment.
Returning employees are treated as though they were continuously employed for purposes of benefits calculations and job seniority rights.
Employees on two‑week active duty training assignments or inactive duty training drills are expected to return to work on the first regularly scheduled work day after the end of training, allowing reasonable travel time.
Full‑time staff are provided one day of personal time at the beginning of each calendar quarter. Eligible staff members employed as of the first day of the quarter receive respective personal time.
Personal time may be reserved from quarter to quarter for use later in the fiscal year. Personal time may not be carried over beyond the applicable fiscal year. Personal time off is to be scheduled with supervisory approval.
Palmer provides paid time off to full‑time staff members for periods of temporary absence due to illnesses or injury of the employee or the employee's spouse, child or parent. Sick leave may be used to cover absences due to doctor's appointments, with the approval of the immediate supervisor.
Full‑time staff members receive 96 hours (12 days) of sick leave each fiscal year. New employees receive a prorated sick leave balance based on the remainder of the fiscal year. Sick leave may be used in increments of one hour. A maximum of 384 hours (48 days) of sick leave may be carried over to the following fiscal year. Unused sick leave available at the end of a fiscal year exceeding 48 days is exchanged for additional personal time. Four hours of personal time is granted for every 16 hours of sick leave. Such additional personal time must be used during the new fiscal year according to applicable personal time provisions.
Staff members are required to report sick time according to applicable department procedures. Certification by an attending health care provider is required after three consecutive days of sick leave in order to determine eligibility for family/medical leave benefits. Excessive sick leave absences may require certification of all absences regardless of length. Full‑time staff members may be eligible for partial salary continuation for extended absences due to illness or injury that exceed applicable sick leave accruals.
Sick leave is applied for absences due to a work‑related illness/injury not covered by workers' compensation or long‑term disability insurance or to supplement any workers' payments not to exceed an employee's regular straight‑ time pay.
Employees are not paid for unused sick leave during employment or at the termination of employment.
Palmer makes available vacation time off with pay to full‑time staff on an annual basis. Vacation benefits are available for use as of July 1 of the following fiscal year. Vacation time available each July 1 is based on the previous year's accrual rate. Vacation accrual rates effective each July 1 are based on the service anniversary occurring during the prior fiscal year. New employees receive a prorated amount of vacation earning as of July 1 of the following fiscal year.
Vacation earning schedule: (Other than instructional staff)
LENGTH OF CONTINUOUS SERVICE HOURS/DAYS EARNED
l‑5 years 80 hours ‑ 10 working days
6 years 88 hours ‑ 11 working days
7 years 96 hours ‑ 12 working days
8 years 104 hours ‑ 13 working days
9 years 112 hours ‑ 14 working days
10 years 120 hours ‑ 15 working days
12 years 128 hours ‑ 16 working days
14 years 136 hours ‑ 17 working days
16 years 144 hours ‑ 18 working days
18 years 152 hours ‑ 19 working days
20 years 160 hours ‑ 20 working days
22 years 168 hours ‑ 21 working days
24 years 176 hours ‑ 22 working days
26 years 184 hours ‑ 23 working days
28 years 192 hours ‑ 24 working days
30 years and up 200 hours ‑ 25 working days
Instructional Staff Vacation Allowance:
22 working days to be taken during designated breaks and closings.
Vacation can be used in minimum increments of 15 minutes (.25 hours). Vacation days may be taken consecutively or individually.
Staff are to utilize vacation during the fiscal year available. Unused vacation is lost if not taken by June 30. With approval from the supervisor, staff may be allowed to reserve vacation for use during July of the following fiscal year. In extenuating circumstances, staff may be eligible to carry‑over a limited amount of unused vacation time. Vacation carry‑over beyond June 30 is not considered for payment upon termination.
Terminating employees are paid for unused and accrued vacation as of the last day of work.
Staff members may not receive unpaid time off in excess of available vacation time.
As required by law, Palmer provides worker's compensation insurance for partial payment of wages lost and full payment of related medical expenses incurred due to illness or injury sustained in the course of employment. All work‑related accidents or illnesses regardless of perceived severity are to be reported to Human Resources no later than one working day after occurrence. If reasonably possible, employees involved in a work‑related incident are to report to the nearest Palmer Chiropractic Clinic for evaluation and completion of an incident report. Evaluation reports from other providers are to be submitted to Human Resources no later than one working day after the incident. Employees are to contact Human Resources regarding care and treatment provisions for work‑related incidents.
All inquiries regarding workers' compensation claims are to be directed to Human Resources.
Palmer Chiropractic expects employees to conduct themselves in a manner that helps to assure a productive work environment and protects the interests and safety of all employees, students and the organization. Examples of unacceptable conduct may include, but are not limited to:
¨ Theft or unauthorized removal or unauthorized possession of Palmer property;
¨ Unauthorized use of Palmer equipment (including supplies, Internet access or personal computer), office space or classrooms for personal gain;
¨ Falsification or submission of false information on employment application or other records;
¨ Fighting or threatening violence in the work place;
¨ Boisterous or disruptive activity in the work place;
¨ Negligence or improper conduct leading to damage of Palmer, student, patient, and/or coworker‑owned property;
¨ Insubordination
¨ Disrespectful conduct or conduct tending to bring disrepute to Palmer Chiropractic;
¨ Violation of safety or health regulations, rules or practices including safety tag-out procedures;
¨ Sexual or other unlawful harassment/discrimination;
¨ Possession of dangerous or unauthorized materials, such as explosives, firearms or other weapons in the work place;
¨ Excessive absenteeism or any absence without notice;
¨ Improper use of telephones, fax, mail service or other Palmer owned equipment or vehicles;
¨ Improper use of College computers, e‑mail or Internet services/technology;
¨ Unauthorized disclosure of confidential information;
¨ Violation of staff handbook provisions, University System Board Policy or Palmer practices or procedures;
¨ Inappropriate attire;
¨ Unsatisfactory performance; and/or other unacceptable conduct.
The preceding examples do not constitute all possible employee conduct issues and in no manner create a contractual agreement in the employment relationship.
Employees failing to meet conduct and/or performance standards or expectations may be subject to corrective action up to and including termination of employment.
Corrective action may include but is not limited to the following:
Verbal Consultation – This form of corrective action involves a discussion between the employee and supervisor to clarify expectations, review rules, procedures and practices, and identify areas of performance and/ or behavior which require improvement. Verbal consultations may be followed by a written memo which is retained for future reference of the discussion, as necessary.
Written Warning – Written warnings specify performance and/or behavior issues that require immediate and on-going correction. Written warnings are reviewed with and acknowledged by the employee and become part of the official personnel file.
Suspension – Employees with on-going or initially serious performance and/or behavior issues may be suspended from work. Suspensions may be with or without pay. Suspensions with pay are generally referred to as a “decision day”. A “decision day” is to provide the employee the opportunity to decide whether they wish to continue employment with Palmer. The employee is expected to return with a written improvement plan or resignation letter.
Termination – Employees who have received previous corrective action or whose infractions are severe enough to warrant immediate dismissal may be terminated with or without pay in lieu of notice.
In the interest of enhancing positive employee relations, Palmer Chiropractic attempts to maintain an objective, equitable, and consistent process for the resolution of work-related problems.
Palmer provides both an informal and formal process for prompt consideration of staff problems. Reasonable attempts are made to reach mutual understanding and resolution of matters presented by employees. Confidentiality is maintained to the greatest extent possible. Confidentiality of the individuals and issues involved is maintained in a manner consistent with the objectives of preventing future problems, allowing involved individuals to respond to complaints and participate in the resolution process, as well as attempting to resolve issues in the best manner possible.
Many work‑related problems are the result of misunderstandings or misconceptions that can be satisfactorily resolved through informal processes. Informal avenues for problem resolution provide staff members the opportunity to discuss concerns with their immediate supervisor and/or individuals progressively through the applicable chain of command. Staff members may also bring their concerns or problems to the attention of Human Resources in an attempt to resolve them informally.
In those situations where the informal resolution process has not been s