4: You and Your Job

• 4.1 New Employee Orientation
• 4.2 University Identification Cards
• 4.3 Accent on Service
• 4.4 Work Standards and Conduct

  • 4.4.1 Job Performance

    • 4.4.1.1 Introductory Employment Period and Transfer Probation Period
    • 4.4.1.2 Probation Periods for Poor Work Performance/Habits
    • 4.4.1.3 Performance Evaluation Programs
    • 4.4.1.4 Communicating with Your Supervisor

  • 4.4.2 Conduct and Work Rules
  • 4.4.3 Work Behavior
  • 4.4.4 Dress Code or Appropriate Dress
  • 4.4.5 Hours of Work

    • 4.4.5.1 Workweek
    • 4.4.5.2 Meal Periods

  • 4.4.6 Absenteeism and Tardiness
  • 4.4.7 Disciplinary Procedures
  • 4.4.8 Use of University Equipment and Supplies

• 4.5 Safety and Security in the Work Place

  • 4.5.1 Security Precautions
  • 4.5.2 Security Escort Services
  • 4.5.3 Safety Measures
  • 4.5.4 Fire Safety

As a University employee, you help to support and serve students, patients, faculty, and other staff. You therefore must be well informed about your workplace, including the policies and practices that govern your work and that of your colleagues. The following sections provide information about the University that will help you respond to questions from employees, students, faculty, and others.

4.1 New Employee Orientation

Human Resource Services schedules an orientation session for all new employees when they are hired. It consists of a morning session that includes a short review of information about the University's history, policies, safety, security, and employee benefits. This session also includes a brief introduction to the University's philosophy of service.

For new Medical Center employees, orientation includes a review of the Medical Center's history, philosophy of patient care, policies, and benefits. This orientation also covers a number of topics specific to the Medical Center, such as safety, hazard communication, employee health, and methods to prevent or control the spread of disease.

If you would like information about orientation sessions, please call Human Resource Services.

4.2 University Identification Cards

If you are a regular full-time or regular part-time employee, you will be issued a photo ID card called the GWorld Card. It is important to carry this ID while you are at work. Your card identifies you as a GW employee and may be required for you to access available services and facilities. The card is University property and must be returned upon termination of employment.

If you lose your ID card, you may obtain a replacement from the Access Services Office. There may be a replacement charge for the card. Your department may have additional instructions on identification, including procedures for access to various campus buildings. Consult your supervisor for details.

4.3 Accent on Service

As employees of the University, we continually examine our roles and explore new ways to help support the institution's learning, teaching, and patient care goals. Whether we work directly or indirectly with students, faculty, patients, parents, or alumni, our main concern is to provide the kind of support and service of which we can be proud. You are part of the University team and, through our combined efforts, we strive to create an environment that supports quality education.

To help you make a positive difference at the University, here are some guidelines to enhance your success:

• Know your job thoroughly. Be alert to the issues that your experience tells you will arise.
• Help your colleagues. Remember that as part of the University's team, staff members support each other in providing outstanding service.
• When needed, make an extra effort not only to answer questions but also to offer solutions to problems.
• Take personal responsibility for making the system work.
• Take some time to see what you can do to make activities run more smoothly.
• Be courteous and cooperative to show your interest and concern when interacting with people.

Keep in mind that by working together, we make the University a great place to learn, teach, and work.

4.4 Work Standards and Conduct

4.4.1 Job Performance

4.4.1.1 Introductory Employment Period and Transfer Probation Period

The University has established introductory employment periods and transfer probation periods to provide employees with the opportunity to become familiar with an initial or a new job. During these periods, a supervisor closely monitors performance to determine whether an employee can demonstrate the skills, job knowledge, attitudes, work habits, and other qualifications necessary for continued employment. These periods are in effect for 90 calendar days beginning on the effective date of employment or transfer to a new position.

If the employee completes the introductory employment period or the transfer probation period, the performance will be reviewed and, if the University concludes that continued employment is appropriate, the employee will be advised of any expected improvements in performance. Please note that the completion of the initial employment period or the transfer probation period does not guarantee continued employment.

If it is determined before the conclusion of the introductory employment period or transfer probation period that the employee is not performing satisfactorily, the employment may be terminated at any time. In appropriate circumstances, these periods may be extended.

Employees covered by a collective bargaining agreement should refer to that document; its provisions supersede these policies if there is a specific conflict.

4.4.1.2 Probation Periods for Poor Work Performance/Habits

Probation periods for poor work performance/habits are established to encourage an employee to improve or correct substandard performance or work habits and to meet the established standards and requirements for the position. Periods of probation for poor work performance/habits may range from 30 to 90 calendar days, depending on the circumstances. For additional information about disciplinary procedures, see Section 4.4.7.

Employees covered by a collective bargaining agreement should refer to that document; its provisions supersede these policies if there is a specific conflict.

4.4.1.3 Performance Evaluation Programs

The University's performance evaluation program is designed to support continual work improvement by providing periodic appraisals of your performance. The evaluation process is intended to encourage constructive dialogue between you and your supervisor about your past work performance and to develop strategies to enhance or improve your future work performance. The evaluation process focuses on such areas of your performance as customer service, job skills and knowledge, productivity, teamwork, work habits, and overall performance, as they apply to your position. Additional performance criteria such as communication skills, problem-solving and analytical skills, and supervisory skills are included for employees in exempt and managerial/supervisory classifications.

To complement the evaluation form completed by your supervisor, you are encouraged to complete a self-evaluation form. Your self-evaluation is voluntary. It does not become part of your employment record. It will, however, help you prepare for discussion of your performance evaluation with your supervisor. You may obtain a copy of the evaluation forms from your supervisor or by contacting the Staffing and Compensation Services Division of Human Resource Services.

Performance evaluations are conducted upon completion of your introductory employment period or transfer probation period and around the anniversary of your date of hire each year. Your supervisor may provide additional performance feedback, either orally or in writing, at other times in an effort to provide appropriate information to you about your work performance or probationary status.

Your supervisor uses your annual performance evaluation as a factor in recommending your rate/salary increase, if any, through the provisions of the Salary Review Program. The completed form becomes part of your employment record at the University. The Records and Data Management Division of Human Resource Services maintains your employment file.

4.4.1.4 Communicating with Your Supervisor

If you have questions about your duties and responsibilities, it is important to discuss them with your supervisor. It is your responsibility to ask questions and to understand new goals, policies, or procedures. Observe what is going on around you, and give your supervisor constructive feedback about your job. Use the self-evaluation forms mentioned above to review your progress and set goals for your own development. The self-evaluation does not become part of your permanent record but is instead a tool to stimulate dialogue between you and your supervisor.

4.4.2 Conduct and Work Rules

While at work, you are expected to follow the policies and practices of the University, your department, and your particular position. A violation of policies and practices may result in disciplinary action, up to and including termination.

4.4.3 Work Behavior

Respectful treatment of students, patients, and co-workers is essential, and sensitivity to their individual circumstances is often necessary. Preventing difficulties is preferable to solving problems after they occur. Violent behavior on the part of staff, such as fighting or disorderly conduct, should be reported to supervisory staff immediately and is grounds for immediate termination. If you have reason to believe that your own safety or the safety of others is threatened, report the situation immediately to your supervisor or the University Police Department.

If you are having difficulty coping with a work situation, you are encouraged to discuss it thoroughly with your supervisor. If you need additional help, you may contact the Employee Relations Division of Human Resource Services, the Equal Employment Activities Office, or the Faculty/Employee Assistance Program, all of which can advise you about appropriate action on your part.

4.4.4 Dress Code or Appropriate Dress

All employees should dress in a manner that is consistent with a professional business environment. To enhance safety and promote a business-like environment, Section 2200 of the Supervisor's Guide for the use of Supervisory Staff provides guidelines for the minimum standards of dress for Medical Center employees. You can obtain a copy of these guidelines from your supervisor. Medical Center departments may have established a more specific, approved, written dress code. Campus departments may have done so as well. If you are unsure about your department's policy, consult with your supervisor.

4.4.5 Hours of Work

4.4.5.1 Workweek

The University generally maintains a standard 40-hour workweek. This workweek begins on Sunday and ends on Saturday. Hours of work are set by individual departments to address their particular operational and service needs. Hours worked in the workweek include time you are required to be on duty, on the premises, or at any other required place of work. Your supervisor is responsible for establishing your arrival and departure times and a meal period within the daily schedule.

4.4.5.2 Meal Periods

A bona fide meal period is an authorized period of time during the workday when you are completely free from duties. The University provides for bona fide meal periods of 30 to 60 minutes, based on individual departmental needs. Time provided for bona fide meal periods is not paid time.

For regular part-time employees, a meal period may not be appropriate, depending on the arrival and departure times as well as the number of hours scheduled on a particular day.

4.4.6 Absenteeism and Tardiness

Frequent tardiness and absences may have a detrimental impact on the work flow in your unit. They may also lead to disciplinary action. Each department has specific guidelines and procedures governing hours of work and requests for time off. Please consult your supervisor for the appropriate guidelines.

4.4.7 Disciplinary Procedures

If your work performance is unsatisfactory or if your conduct on the job becomes a problem, your supervisor may counsel you and work with you to help resolve the issues. You may initiate this counseling as well. Your supervisor may also use a progressive, corrective process. This progressive disciplinary process may involve, but is not limited to, oral or written warnings, probation for poor work performance/habits, disciplinary suspension, and termination.

If progressive discipline is not considered appropriate, however, the sequence described above will not be followed. Decisions about whether discipline is necessary and what type of discipline is to be imposed are at the sole discretion of the University.

In the case of serious misconduct, it may be necessary to protect the safety and security of the workplace by suspending the involved employees and removing them from the workplace. In addition, in some instances, while your supervisor is considering termination, you may be relieved from duty and suspended from employment pending a full investigation of the circumstances. Suspension pending investigation normally is unpaid. The investigation may have one of the following results: (a) if the circumstances do not justify the suspension, you will be paid for the period of the suspension and be returned to the workplace, although other disciplinary action may be taken; (b) if the circumstances do not justify termination but are serious and justify disciplinary suspension, you will not be paid for the period of the suspension and will not accrue sick or annual leave for the month during which the suspension occurs; or (c) if the circumstances justify termination, you will be dismissed and a final paycheck will be issued excluding time of unpaid suspension.

4.4.8 Use of University Equipment and Supplies

University property is intended for University business only and is not for your personal use. Use of University funds to purchase personal or other items not related to University business is prohibited.

4.5 Safety and Security in the Work Place

The University Police Department (UPD) is located at 2033 G Street, N.W., in Woodhull House. UPD covers the campus by foot, bicycle, and vehicle patrol and also staffs several fixed posts in Thurston Hall, Ross Hall, the Ambulatory Care Center, and, during nights and weekends, the Law School. Community service aides are students who are trained by UPD to monitor access to the residence halls and maintain a security presence in the Academic Center, Gelman Library, and the Marvin Center. UPD provides around-the-clock patrols and other services to the University community. It also enforces federal and local statutes as well as GW regulations.

To report a crime or public safety emergency, call UPD at extension 4-6111. From outside the University phone system, call (202) 994-6111. Officers are on duty and dispatchers respond to emergency calls 24 hours a day, 7 days a week, 365 days a year. For a complete listing of UPD programs and services, including the location for lost-and-found items, please call the UPD non-emergency number at 4-6110. From outside the University phone system, call (202) 994-6110.

4.5.1 Security Precautions

In general, the University is a safe area in which to live and work. Because of the open nature of the campus, however, there are precautions that you should follow for your own well-being:

• Avoid walking alone at night.
• Walk where there is plenty of light and traffic.
• Avoid shortcuts through unoccupied buildings and unlighted areas.
• Use the public sidewalks.
• Be alert.
• Lock your office when you leave it unattended.
• During nonbusiness hours, keep your office door closed and locked.
• Notify UPD if you plan to be in your office outside of working hours, and then let them know when you leave.
• Never leave your wallet, purse, or other valuables unattended.
• Report thefts to the appropriate security office immediately.
• Lock up keys that you leave behind in your work area.
• Remove building identification tags from key rings.
• Report suspicious persons immediately to UPD.

4.5.2 Security Escort Services

The GW Escort Service, composed of a fleet of escort vans and UPD officers on foot or in patrol cars, is designed to enhance your safety when you must walk alone on or near campus after dark and are not near a Colonial Express shuttle bus stop. Escort vans are in service from 7 p.m. to 3:30 a.m. During all other hours, escorts are provided by UPD officers. To obtain an escort, call 994-RIDE, and give your name, current location, and destination to the UPD dispatcher. Have your GW ID card ready to show to the van driver or patrol officer. For additional information about this service, call 994-RIDE.

4.5.3 Safety Measures

Safe working conditions are important throughout the University. If you observe any unsafe conditions, you should report them to your supervisor. Examples of unsafe conditions include, but are not limited to, slippery floors, hazardous equipment, defective or broken equipment, careless handling of combustibles, and cluttered hallways, stairs, exits, and entrances. The Office of Risk Management and Insurance is available to provide additional information and training for campus employees.

All Medical Center employees receive mandatory training in safety, an employee health briefing, and a briefing on infection control. The Department of Environmental Health and Safety Management provides additional training which takes place at the departmental level. The Employee Health Service is available to respond to questions and concerns from Medical Center employees.

4.5.4 Fire Safety

The University has standard procedures that must be observed in case of fire. Every building has an evacuation plan. Become familiar with the plan for your area.

Cigarettes or other litter in trash receptacles are common causes of fires. Other causes include electric heaters that are improperly used, flammable liquids left uncovered and unattended, accumulated oily rags in closed containers, and poor wiring or defective electrical devices. For campus employees, the Office of Risk Management and Insurance can arrange for classes on fire prevention or the use of fire equipment. Medical Center employees participate in fire safety training once a year.