General Employment Policies

Position Classification

Lincoln University shall utilize the framework of the EEO-1 Job Classification Guide as recognized by the U.S. Equal Employment Opportunity Commission and the State of Missouri as a benchmark for LU job classification. Lincoln University has adapted the job classifications to fit its unique higher education workforce. The following job classifications are in effect:
  • Administrative Officers (AD)
  • Academic Administrative Staff (AA)
  • Academic Faculty (AF)
  • Professional Staff (PS)
  • Administrative Support Staff (AS)
  • Technical and Paraprofessional Staff (TP)
  • Skilled Craft Workers (SC)
  • Service and Maintenance Staff (SM)
  • Research/Extension Faculty (RE)
  • Research Faculty (RF)

The administrative officers of the university shall be the president, vice president for academic affairs, vice president for administration and finance, vice president for student affairs, and vice president for advancement. In recognition of a common interest and of a large area of jurisdictional overlap, the administrative officers shall work diligently to develop and maintain the lateral relationships necessary to foster the exchange of related information and positive professional interaction. The administrative officers shall conduct the following, within their own area of jurisdiction: plan, monitor, coordinate and evaluate on-going programs; make personnel decisions; arbitrate grievances; prepare budget requests and monitor expenditures. They shall call regular and special meetings, set agendas, preside at meetings, and provide ample opportunity for the free discussion of all matters relating to the welfare of their division and of the university. They shall assume other tasks and duties, and undertake such studies as may be requested by the president.

The administrative staff includes, but is not limited to, non-instructional personnel who are directors or heads of specific areas and who are directly responsible to one of the administrative officers. Titles indicative of a member of this category are registrar, librarian, and director. Administrative staff members have the responsibility for supervision and coordination of those directly subordinate to the administrator. The administrative staff member shall have additional duties and responsibilities as may be assigned by the administrative officer governing that area. Administrative staff members have the authority to recommend hiring, terminations, transfers, promotions and assignments of employees. The staff member may adjust or adjudicate grievances or recommend such action as is necessary to resolve a grievance. Responsibilities inherent in this position require the use of independent judgment.

The academic administrative staff includes those persons who carry the titles dean, department head, director for Cooperative Extension, director for Cooperative Research, and director for International Programs. The staff member may be a full-time academic administrator and carry one or more of the above titles, or may hold a dual assignment which is partially administrative and partially academic. For purposes of budgeting and reporting, it is necessary to proportion this type of assignment between the administrative and instructional functions. This shall generally be conterminous with a teaching load reduction for that staff member.

Academic faculty includes persons in the following categories: all personnel who have as their major responsibility the teaching of students enrolled at the university; all personnel who have as their major responsibility the conduct of original research conducted at and published from Lincoln University; those personnel who have as their major responsibility extension or community education planning, programming, coordinating or evaluation.

Professional staff includes persons whose assignments require either a college degree or experience of such kind, and amount as to provide a comparable background. Professional staff includes all staff members requiring specialized professional training who would not be reported under administrative or academic staff (as listed above) and who should not be classified under any of the four “non-professional” categories of activities which follow. Professional staff includes, but is not limited to, doctors, nurses and accountants with a degree or certification in their field; public relations personnel with degrees in journalism, English or related fields; and counselors with degrees in counseling, guidance or related fields. Professional staff shall perform the tasks for which they are qualified and to which they are assigned.

Administrative support staff includes persons whose jobs involve non-managerial tasks providing administrative and support assistance, primarily in office settings. Examples of these types of positions include: office and administrative support workers; bookkeeping; accounting and auditing clerks; dispatchers; data entry operators; computer operators; shipping, receiving and traffic clerks; word processors and typists; proofreaders; desktop publishers; and general office clerks.

Technical staff includes persons whose jobs require applied scientific skills, usually obtained by post secondary education of varying lengths, depending on the particular occupation, recognizing that in some instances additional training, certification or comparable experience is required. Examples of these types of positions include: research technicians or computer technicians.

Craft workers includes persons whose jobs includes higher skilled occupations in construction (building trades craft workers and their formal apprentices) and natural resource extraction workers. Examples of these types of positions include: boilermakers, brick and stone masons, carpenters, electricians, painters (both construction and maintenance) and plumbers.

Service and maintenance staff includes persons whose jobs include grounds upkeep, cleaning service, personnel service, and protective service activities. Skill may be acquired through formal training, job-related training or direct experience. Examples of service positions include: cleaners; janitors; and groundskeepers. An example of a protective service position would include: public safety officers.

Job Description Policy

Job descriptions serve to define the duties and responsibilities of all positions with the university. Each employee will be given a copy of the current job description for her/his position. A copy of each job description will also be maintained in Human Resources. Due to the dynamics of organizational change, job descriptions will not necessarily be updated on a regularly scheduled basis, typically annually or when significant job function changes take place. Each organizational unit is responsible for providing updated job descriptions to Human Resources.

The following components must be included in a written job description:

  • position title
  • department or office where position is located
  • Job classification and salary grade
  • status under the Fair Labor Standards Act (exempt or non-exempt)
  • essential functions and estimated percent of time for each duty
  • reporting requirements
  • experience requirements
  • education and training requirements
  • required knowledge and skills
  • other pertinent position information
  • employee and supervisor acknowledgement signatures

Employee Background Check and Disclosure

To determine suitability for continued employment, Lincoln University retains the right to perform background checks on any employee. An employee must notify her/his immediate supervisor within five days of a conviction for a felony, any drug, alcohol or sex-related offense. Failure to report such conviction is grounds for disciplinary action up to and including termination of employment. The supervisor must notify Human Resources immediately upon being informed of any such conviction. Once a conviction is disclosed or discovered, the supervisor will evaluate the relationship between the conviction and the responsibilities of the employee’s position. A relevant job-related conviction is grounds for termination.

Conviction is defined as including all felonies and misdemeanors except minor traffic violations in relation to any position which do not require driving. For positions that require operation of a motor vehicle, the term “conviction” shall include minor traffic violations.

Disability Accommodation

In order to reasonably accommodate qualified individuals with a disability, Lincoln University has adopted the following policy:
  • Lincoln University prohibits any discrimination against a qualified individual with a disability. This includes, but is not limited to, discrimination with respect to application, hiring, promotion, discharge, compensation, benefits, training, and all other aspects of employment.

The Human Resources Office and the Affirmative Action Officer shall be responsible for implementing this policy. “Disability” means a physical or mental impairment that substantially limits one or more of the major life activities of an individual. An individual who has such impairment, has a record of such impairment, or is regarded as having a record of such impairment is an individual with a disability. A “qualified person with a disability” means an individual with a disability who, with or without reasonable accommodation, can perform the essential functions of the employment position that the individual holds or has applied for. All terms and conditions of employment will be provided on an equal non-discriminatory basis.

Political Activity

University employees may not engage in political activity;
  • during the course of their work day;
  • in any university room, building, or property occupied in the conduct of job duties;
  • while utilizing any university resources or facilities;
  • while wearing a uniform or any insignia identifying the office or position of the employee;
  • when using any vehicle owned or leased by the university or the state of Missouri.

The following are allowable political activities that Lincoln University employees may engage in:

  • working with organizations of political parties qualified to place candidates on the ballot in accordance with Missouri State Statutes or of political parties seeking such qualification;
  • working with nonpartisan or bipartisan groups seeking the election of candidates to public office;
  • working with nonpartisan or bipartisan groups seeking the approval or disapproval of issues which are or may be submitted to the voters for approval; and,
  • working for individual candidates seeking public office, including candidates for membership of any political committee established by Chapter 120, RSMo.

Such activities, like any other personal, non-official undertaking, must be done on the individual's own time and should not interfere with university duties. Employees may contribute funds or expend funds on behalf of the above parties, groups, candidates or issues, subject only to state and federal laws which regulate political contributions.

Public Office

Before officially announcing candidacy, or accepting any elective office, a full-time employee must inform her/his supervisor of such intention and the supervisor must make the fact known to the President through appropriate channels. The President will offer no objection to the candidacy provided it does not require time or attention that should be given to university duties. Subject to the requirements of notice to the President, an employee may, without the President's permission, become a candidate for and hold a part-time position. In case of doubt, the President shall decide if the candidacy is permissible under this policy. Such activity must be conducted on the individual's own time and shall not interfere with university duties.

The holding of any elective full-time office in local, county, state or federal government is forbidden while the person is employed fulltime by the university. Some offices, for example the Missouri General Assembly, should be considered full-time although not in session for the entire year. Any employee seeking election to such an office must resign or request a leave of absence as of the date of filing in the primary. Before accepting such an office, the employee is required to resign her/his university position.

Children on Campus

Lincoln University is cognizant of the difficulties employees may encounter relative to safe and uninterrupted care of minor children; however, the university’s first priority is to provide an environment conducive to academic and work pursuits. Therefore, employees are responsible for making childcare arrangements that do not include routinely bringing the minor child to work for any extended period of time. In all cases, the adult who brings the child to campus is responsible for direct, constant care and attention to the child’s health, safety and welfare.

Children who are sick and/or infectious should never be brought to campus, and certain areas of campus (e.g., construction sites) may never be open to children for safety and liability reasons.

Permission to bring children into the work environment must be sought in advance from the unit supervisor. Supervisors are encouraged to accommodate employees to the extent possible in arranging for sick or personal leave to be taken when childcare emergencies arise.

Consensual Relationships

A consensual relationship is a mutually acceptable, romantic, or sexual relationship between a university employee (including a student employee) with supervisory, teaching, evaluation, or advisory authority with an employee, student, or student employee, who is directly supervised, taught, evaluated, or advised by that university employee. It is the policy of the university that employees with direct teaching, supervisory, advisory or evaluative responsibility over other employees, students, or student employees recognize and respect the ethical and professional boundaries that must exist in such situations. While relationships between consenting adults are a personal matter, they can create potential conflicts in the workplace and in the educational setting. Such relationships also contain the potential for exploitation of the employee, student, or student employee and the possible professional or academic disadvantage of third parties. Should such a relationship develop, the teacher, supervisor, or advisor has the obligation to disclose its existence to an immediate supervisor and cooperate in making alternative arrangements for the supervision, evaluation, teaching, grading, or advising of the employee, student, or student employee.

All parties should comply with policies and laws pertaining to the confidentiality of student and employee records. Persons who violate these policies or laws are subject to disciplinary action.

A supervisor who is notified, or becomes aware, of a consensual relationship shall confirm that the consensual relationship exists by meeting with the parties involved and advising that this type of relationship is discouraged by this policy. The supervisor shall work with all parties to alter the conditions that create the conflict of interest or the appearance of impropriety caused by the relationship. In most instances, providing an alternative means for supervising, teaching, advising, or evaluating the subordinate employee, student, or student employee will alter the conditions that create the conflict of interest or the appearance of impropriety.

Employees in positions of authority who persist in consensual romantic or sexual relationships and fail to cooperate in efforts to eliminate the conflict of interest or appearance of impropriety the relationships represent are subject to disciplinary action up to and including termination. The university will not presume that the relationship was consensual if the subordinate party complains of sexual harassment related to an undisclosed relationship. An individual who is disciplined may grieve or appeal using existing university procedures.

Conflict of Interest

Lincoln University employees are expected to meet the specific responsibilities, requirements, and obligations of their positions and to pursue related professional activities in a manner that precludes conflict of interest or commitment. While the university encourages employees to engage in professional and creative activities and public service, and to engage in and disseminate research, such pursuits must not result in any type of personal gain that would improperly influence the performance of the employee’s university duties. A conflict of interest is defined as any situation in which an employee’s judgment or conduct in the performance of her/his official duties for the university could be influenced, or might give the appearance of being influenced, by the employee’s familial, personal, or business relationship with a third party.

Areas in which conflicts of interest may arise include but are not limited to the following:

Secondary Employment: An employee’s secondary employment, business, and/or activities must not interfere with the employee’s university position or duties nor represent a conflict of interest as defined above and in the Revised Missouri State Statutes. Such secondary employment, business, and/or activities also must not interfere with the regularly scheduled hours for which an employee is expected to perform her/his university duties.

Consulting: University faculty and other exempt employees involved in financially profitable consulting activities. Consulting is a significant means of professional improvement as well as a form of community service. However, consultation may in some instances also constitute a business interest requiring disclosure and approval when the entity for which the employee consults transacts business with the university or is in competition with the university, or where the consultation itself competes with the work of the university. Consulting activities are therefore allowable under the following circumstances and with the following stipulations:

  • The consulting activity is related to the professional interest and development of the faculty member or other exempt employee.
  • The consulting activity does not interfere with the time and energy required of the employee by her/his primary responsibility to the university.
  • The employee does not utilize university materials, facilities, and other resources for the consulting activity.
  • The consulting activity does not compete with the work of the university, and is not contrary to the best interests of the university.
  • The consulting activity does not violate federal or state law.
  • The consulting activity does not represent a conflict of interest under any other policies of the university.

Grants or Contract: University employees will not enter into any grant or contract, or any type of business arrangement with the university through which they will profit financially. Employees shall not receive any personal gain, in any form, from any purchase of goods or services by the institution. Employees shall not accept any gift, gratuity, or other reward with monetary value from any person or entity which transacts business with the institution or which seeks to transact business. If an employee holds interest in any firm or corporation with which the university begins proceedings for entering into a grant or contract, the employee will disclose such interest, in writing, to her/his supervisor who shall make such fact known to the university department or unit initiating the grant or contract.

Direct Financial Benefits: University employees may not receive any direct financial benefit from the sale of textbooks or other educational materials to students at the institution. The employee may; however, profit from the sale of such materials to other universities, libraries, etc.

Conflict of Commitment

A conflict of commitment may arise when an employee undertakes any outside activity that interferes with her/his ability to operate at the expected level of job performance. A university employee should therefore carefully consider whether the outside activity, i.e., political office, would require a level of time and commitment that could impinge (or could reasonably be conceived as impinging) on the ability to meet the requirements of her/his university position. Before an employee undertakes such an outside activity, he/she must disclose the intention to her/his supervisor, who will forward this notice of intention through the proper channels. The university President will have the final authority in approving such outside activity. The area of Cooperative Extension follows the university conflict of interest and commitment policies as well as the guidelines and requirements of its federal partner, CSREES/USDA. An employee may access these guidelines in the Lincoln University Rules and Regulations.

Nepotism

No person who is related by blood or marriage to any member of the Board of Curators shall be appointed to any position in the university as officer, member of any faculty, or employee. A relative includes, but is not limited to, spouse, child, grandchild, great-grandchild, great great-grandchild, parent, grandparent, great grandparent, great, great grandparent, brother/sister, aunt/uncle, great aunt/uncle, niece/nephew, grand niece/nephew, and cousin. All relationships are included, whether full, half, step, foster, adopted, or in-law. No exceptions shall be made to this rule.

No university employee may be involved in the hiring process of a job applicant related by blood or marriage to the employee. The hiring process includes the search and screening process as well as the signature authority required to hire an applicant.

No restriction on employment of persons related to other employees of the university shall be made unless the employment would result in an employee having supervisory capacity over a relative (of any degree), either immediate or within the direct chain of command. No exceptions shall be made to this rule.

Veterans Employment and Re-employment

Lincoln University employees returning from duty in the uniformed services will be reinstated to their former jobs or provided jobs of similar seniority, status, and pay. There is a five-year time limit on the total cumulative amount of time that an employee may be absent for military leave.

Lincoln University will rehire veterans in their former jobs or jobs of similar seniority, status, and pay if veterans meet particular eligibility standards. Individuals eligible for such re-employment rights include the following: enlistees, re-enlistees, reservists, and members of the National Guard who entered active duty in the Army, Navy, Marines, Air Force, Coast Guard, Army National Guard, Air National Guard, the Public Health Service, or any other category designated by the President of the United States in the time of service or emergency.

Only service members who are discharged under honorable conditions have the right to re-employment. The individual is required to give 30 days of advance notice unless precluded by expedited military necessity. The service member should provide the documentation as provided by law.

Lincoln University will not discriminate against a service member in any equal employment opportunity provision. A service member is required to be qualified to perform the duties of her or his former position in order to be entitled to re-employment.

If a service member is not qualified to perform the duties of her or his former job because the standards have increased, the person shall be allowed to qualify for a job requiring the same skills as those required in the former job before the standards were increased. There must be like seniority, status and pay.

If there are benefits or similar rewards for seniority, the returning veteran must receive such benefits or other rewards as if the individual had been continually employed by the university during the time that the person was in military service. Employees on uniform service leave have the right to elect continuation of coverage similar to the rights under COBRA. Time spent in the military is to be credited toward pension benefits as length of time on the job.

Work Authorization

Lincoln University must verify work authorization of all workers they hire on or after November 6, 1986, for employment in the United States, regardless of the workers’ immigration status. Form I-9, Employment Eligibility Verification, must be completed for each newly hired employee, including U.S. citizens, permanent residents, and temporary foreign workers. Through the Form I-9 verification process, Lincoln University will ensure that employees possess proper authorization to work in the United States and that hiring practices do not unlawfully discriminate based on immigration status.

As part of this process of verifying the identity and employment eligibility of a new employee, both the employee and the employer must complete and sign the federal Employment Eligibility Verification Form (I-9) attesting, under penalty of perjury, that documents presented have been examined and appear to be genuine and that the employee is aware that federal law provides for imprisonment and/or fines for false statements or the use of false documents. The I-9 Form must be retained by the employer and made available for inspection upon request by officials of the U.S. Immigration and Customs Enforcement, the Department of Labor, and the Office of Special Counsel for Immigration Related Unfair Employment Practices.

Applicants for employment will be asked to provide supporting documentation to establish identity and eligibility to work in the United States at the time of an employment offer. Lincoln University will examine the I-9 form documents within three business days of the date of hire. All offers of employment will be conditioned on providing proof of work eligibility and identification. I-9 forms will be maintained in Human Resources. To comply with federal law, I-9 forms must be maintained in a separate file from the employee’s personnel file.

Work authorization for an employee in a non-resident alien status is limited to a specific length of time. Because Lincoln University must serve as the official sponsor of each non-resident alien employee, it is the employee’s responsibility to a make timely request to Human Resources for filing of work authorization, change of status, or extension of such authorization so that continuation of employment may be granted by the U.S. Immigration Service prior to the expiration date of the current status.

Social Security Number

Given that social security numbers are highly confidential and legally protected, Lincoln University shall protect the privacy and legal rights of its employees including potential employees by the institutionalization of safeguards on the collection and use of social security numbers. To this end, the university will work diligently toward the disuse of social security numbers as common identifiers, except where required for employment, financial aid, and other legal transactions. When the social security number is required or requested, a disclosure statement will be provided in compliance with the Federal Privacy Act of 1974, the Family Education Rights and Privacy Act (FERPA), and other applicable federal and state laws.

Policy Awareness / Enforcement

The LU Wellness Committee will lead efforts to educate the campus community about the policy. The committee will also seek community resources to assist individuals in smoking cessation efforts. Committee members will receive and make available training on how to engage in a respectful and productive conversation with those observed to be in violation. Faculty, staff, students, and visitors who violate this policy will be subject to University disciplinary action.

University Email / Portal Use Communication Policy

Lincoln University has designated the LU email system and the electronic Blue Tiger Portal (https://bluetigerportal.lincolnu.edu) as the official means of communication to students, faculty and staff. Each student, faculty member and staff member receives an official LU hosted email account and network ID (user name) and password. Official notices and information regarding the University will be sent through the LU email system and/or posted on the Blue Tiger Portal.

Typical communications available via email and/or the Blue Tiger Portal includes information regarding enrollment, grades, billing, payments, financial aid, assessment exams, campus activities and announcements, and access to WebAdvisor.

It is expected that the email, and/or information contained on the Blue Tiger Portal, will be received and read by the recipient in a timely manner, as these communications and information contained may be time-sensitive. Each individual who has an LU email account and/or access to Blue Tiger Portal is responsible for monitoring their account as well as for any consequences of missing important messages or time-sensitive information contained therein.

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