Frequently Asked Questions

Question:

Why can’t an A/P employee or 12 month faculty member charge less than 1 full day against his or her vacation leave account?

Answer:

California is one of only 3 or 4 states that treat the value of vacation leave the same as compensation earned. If we were to deduct 1 hour, or 2 hours, or 3 hours, or 4 hours, or any amount less than a full day from A/P or 12-month faculty member’s vacation balance, we are treating that employee the same as an hourly employee, and in fact he or she would become an hourly employee according to the law.

I work a ten-hour-day schedule, 4 days per week. Do I get 10 hours of holiday pay when a holiday falls on my workday?

Answer:

No. A holiday is valued at 8 hours, so you would get 8 hours of holiday pay on that day. If you want to apply 2 hours of vacation leave to that day you may do so, in which case you would receive a full day’s pay for that day. Think of it this way, as an example: Just suppose there were 10 holidays per year. Most employees receive 8 hours of holiday pay for each of those days, or 80 hours of holiday pay per year. If those of you who work a 10 hour day were to receive 10 holidays at 10 hours each, that would be 100 hours of holiday pay, or more holiday pay than others receive.

Who is authorized to look at my personnel file?

Answer:

You, your supervisor, your supervisor’s supervisor, etc.

Is there anything my supervisor is not allowed to see?

Answer:

Your supervisor does not have access to any of your medical records that might exist in Human Resources.

Can a supervisor authorize a paid day off for her/his entire staff as an extra holiday?

Answer:

No.

I supervise several Classified employees. They will not be able to perform their jobs one day next week because of equipment problems. I am planning to close the office. Does the staff take vacation that day, or do they receive credit because the equipment is not working?

Answer:

In order to be paid, your Classified staff may take vacation leave that day, or they could be sent to work in another department.

Can I be assured of privacy when I utilize the university’s equipment to send and receive e-mail?

Answer:

No. All information of a personal or private nature generated, placed, or filed by an employee in university-owned equipment such as e-mail, voice mail and the like is the property of the university. Additionally it would be prudent to ensure that information contained in e-mail/internet messages is accurate, appropriate and lawful. Transmission or reception of any material in violation of any governmental regulation is serious, including but not limited to copyrighted, threatening, or obscene materials.

Do I have an obligation to report information which I have that suggests that sexual harassment may be taking place?

Answer:

Yes, if you are a supervisor, director, manager, dean or in any manner considered a part of the management of the university. The information should be brought to the attention of the Dean of Student Affairs or the Director of Human Resources.

What is EAP?

Answer:

The University’s Employee Assistance Plan is provided through a private, for-profit business off campus, and is available to all employees who need private/confidential assistance with a wide range of problems such as (but not limited to) marital, financial, legal, family, drugs, alcohol. The University is never told the name(s) of anyone who utilizes the services of the Plan, but does receive periodic information as to the categories of issues dealt with on behalf of our employees. To inquire about assistance dial 1-800-777-9376.

As a supervisor, may I allow my Classified staff to leave when work is slow, such as just before Christmas?

Answer:

Yes, that is your prerogative. However, the time card must be accurate so that the time missed from work is accounted for as vacation leave or personal leave. You are not authorized to provide paid time off that is not allowed under the rules. And a falsified time card violates federal and state regulations, university policy, results in you and the employee conspiring to obtain university funds fraudulently, and creates morale problems with other supervisors who are applying the rules correctly.

I understand that some businesses provide discounts to ULV employees. How do I get this information?

Answer:

The information is included here in this website, or you may call H.R.

Can you explain the tuition benefit I may receive for my daughter to attend the University?

Answer:

Go to the Personnel Rules section of this website, then to go to Section 16, paragraph F.3.

How much jury duty pay am I eligible for?

Answer:

Go to the Personnel Rules section of this website, then go to Section 7, paragraph K. The quick answer, however, is 80 hours in a two year period.

Will we be given notice that the Personnel Rules have changed now that they will be on the HR. WEB site?

Answer:

Yes, we will get the word directly to you each time there are changes so you can go to the site and look them up.

Is there a sabbatical leave for A&P staff members?

Answer:

Close, but not exactly. After each five consecutive years of full time employment an A&P staff member has an additional month of "administrative" leave available. That month is to be taken after the end of the five years, but no later than the end of the 10th year, and so on. See the Personnel Rules, Section 7, paragraph P.1., at the H.R.

Why is my title in the phone book not the same as the one my department and I use for my job?

Answer:

Each position has an "official" job classification title that is used for payroll, phone book, and similar purposes. Department Heads are at liberty to utilize "functional" titles for their employees if they choose. Sometimes a functional title is more descriptive of the work an employee actually performs and is more readily understood by the public. We will continue to utilize the official title for official purposes, however.

My doctor has excused me from work because . . . . . . Won’t I be paid for the time off since he excused it?

Answer:

Your doctor cannot excuse you from work. He or she can, however, tell us if in his opinion you are able to perform your work. With that information we decide how to deal with the absence.

If I don’t go to the university retreat, how is my absence counted?

Answer:

The retreat is a regular workday. Classified employees who do not go for any reason, and who do not work "back at the office," must cover the absence with available vacation leave, personal leave, or leave without pay.

Can I eat my meal at my desk?

Answer:

Depends. Your supervisor may allow you to do so BUT if you perform any work tasks at all while doing so (answering the telephone for example) you must be paid. Bottom line is that you must have at least 30 uninterrupted minutes for a meal, otherwise you must be paid for the meal time.

Does Blue Cross offers the University of La Verne a Mail Service Prescription Drug Program?

Answer:

Yes. Blue Cross offers you an easy way to obtain Maintenance Prescriptions that are covered under your prescription drug benefit through the mail.

What is a Mail Service Prescription Drug Program?

Answer:

The mail service prescription drug program is a home delivery prescription drug service. The program is designed mainly for individuals using maintenance medication to the treatment of long-term condition, such as, but not limited to, diabetes, arthritis, heart conditions and high blood pressure. Your specific plan design describes the maximum supply you can receive.

How do I use the Mail Service Prescription Drug Program?

Answer:

1. When your doctor prescribes a maintenance drug, have the prescription written for up to a 60 day supply with up to five (5) refills or 90 day supply with up to three (3) refills. (Refer to your Benefit Plan Summary for the maximum days supply allowed by your plan). By law, prescriptions can only be filled with the quantity indicated by your doctor and allowed by your pharmacy benefit design. Example: 1 day = 60 pills, 2 a day = 120 pills.
2. Complete an Enrollment/Order Form for New Participants and Confidential Patient Profile for you and your covered family member. The Form will need to be completed with your first order only. In the future, if you have additional medical information or changes to report, please notify the Blue Cross of California Mail Service Program. You can request this form from the HR Department.
3. Mail the completed form along with the original prescription and co-payment in the pre addressed, postage-paid envelope that is provided.
4. Be sure to write your identification number (on your ID card) on the back of each prescription.

When will I get my prescription?

Answer:

Drugs will be delivered postage-paid directly to your home. If you have any question concerning your prescription order, or if you do not receive your medication in 14 days, please contact the Blue Cross of California Mail Service Program toll-free at 1-866-274-6825. Allow a few extra days for first submissions.

When does tuition remission stop for a dependent child?

Answer:

When the child reaches age 24, except that if the dependent child is enrolled and turns age 24 during the semester, eligibility continues until the end of that semester or term.