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    VTS Employee Guide

    Welcome

    Beginning Employment

    Create Your VUnetID and e-password

    Personnel File Information

    ID Badges

    Employee Health Evaluations

    Parking

    Accepting an Assignment

    Contact with VTS

    Misconduct that Warrants Immediate Discharge

    Performance Evaluations

    Payroll

    VTS Timesheet/Payroll Schedule

    Employee Safety

    PERQS

     

    Welcome

    Welcome to Vanderbilt Temporary Services (VTS). The purpose of VTS is to assist the employing departments of Vanderbilt University and Vanderbilt Medical Center in meeting their temporary staffing needs.

    As a member of the VTS staff, you inherit a tradition of excellence and the opportunity to contribute to that proud tradition. We have the opportunity to market your skills throughout the Vanderbilt community.

    You are now a valued member of a team of more than 20,000 faculty and staff members who are dedicated to providing the highest quality education, research, and health care in the nation. You play an important role in helping Vanderbilt accomplish this goal. We welcome you to our community.

    Sincerely,

    Lynn Hutson

    Recruitment Manager

     

    Beginning Employment

    This Guide is designed to help you become more familiar with Vanderbilt University and the roles and responsibilities of those who have invested their careers here. The VTS Employee Guide summarizes University policies, procedures, and programs. Because the information outlined will be a source of guidance to you in your day-to-day work life, refer to this guide often. Please contact the VTS staff whenever you have questions or concerns regarding VTS policies, procedures, or assignments.

     

    For questions regarding an assignment contact your recruiter.

    Sandy Few sandy.few@vanderbilt.edu

    322-7756

    Tim Fisher tim.fisher@vanderbilt.edu
    322-8340
    Rikki Rayborn

    Rikki.rayborn@vanderbilt.edu

    343-8760

    For questions regarding your timesheet, paycheck or training contact

    Mignon Dinwiddie Mignon.dinwiddie@vanderbilt.edu
    343-1329

    For VTS employment related problems call

    Rikki Rayborn

    Rikki.rayborn@vanderbilt.edu

    343-8760

    The VTS office location is:
    2525 West End Avenue, 5th Floor

    Nashville, TN 37203
    Office hours are: Monday - Friday 8:00 a.m. - 5:00 p.m.

    Phone: (615) 322-8299
    Fax: (615) 343-9788

    Our campus mailing address is:
    Vanderbilt Temporary Services
    VU Box 7700, Station B


    Create Your VUnetID and e-password

    The VUnetID and e-password are required to access computer systems and online services at Vanderbilt. 

    The e-password pairs with the VUnetID. If you do not already have a VUnetID, it will be created along with your e-password The process for obtaining your e-password is exactly the same whether or not you already have a VUnetID.

    click here to create your VUnetID and e--password. 

    Click “create a password ”

    Follow directions to instantly create your VUnetID, email address and e-password.

    If you have any difficulty with this process contact sandy.few@vanderbilt.edu for assistance.


    Personnel File Information

    VTS maintains your personnel file, which contains payroll forms and correspondence regarding your employment relationship with the University. It is important to keep your file up-to-date. Please report immediately to the VTS office any changes to your:

    textName
    textAddress
    textEmergency contact
    textTax withholding allowances
    textImmigration status
    textPaycheck distribution

     

    ID Badges

    The VTS staff will provide you with an identification authorization form during orientation. The ID badge must be worn whenever you are on assignment. The ID badge should be carried with you on the following occasions:

    How to Obtain Your VTS I.D. Badge

    Complete the Vanderbilt University I.D. Card Authorization Form. Take the completed authorization form, along with a photo I.D (example: Driver's License) to the Round Wing of Medical Center North, D-2107.

    The Card Office telephone number is 936-3350.

    Office hours Monday through Thursday are 8:30 a.m. to 4:30 p.m.; Office hours on Friday are 10:00 a.m. to 4:30 p.m.

    The card office is closed everyday 1:00-2:00 p.m. for lunch.

    Note: Replacement badges cost $15

    ID badges must be returned to the VTS office upon termination of employment.

     

    Employee Health Evaluations

    A health evaluation is required for all VTS employees within two weeks of employment. The New Employee Evaluation is performed by the Occupational Health Clinic to ensure that all VTS staff have the appropriate immunizations and screenings.

    The Occupation Risk Assessment form must be completed and turned in at the time of your visit. If you cannot schedule your appointment outside of your regularly scheduled work hours, discuss the change in your schedule with your assignment supervisor. 

    Bring to your appointment all records of previous immunizations, laboratory results of any titers (chicken pox, measles, rubella) you may have had previously, and TB skin test results.

    Walk-ins are accepted Monday, Thursday or Friday only between 10:00 – 11:00 a.m.  If you cannot visit the Occupational Health Office during this time, you must call for an appointment.  Beginning February 4, 2006 there will also be a mobile cart staffed by an OHC professional moving through VUH and VCH to offer services for the convenience of those working night and weekend shifts. The cart will be available on the 1st Saturday and 3rd Wednesday of each month between the hours of 6:00 - 10:00 p.m. 

    Occupational Health is located in 640 Medical Arts Building, Suite 640. The telephone number is 936-0955.

    There is no charge for office visits or most routine immunizations. Appointments are not needed for health problems that are work related.

    Parking

    Prior to your first assignment, you must register your vehicle and make arrangements for parking on campus. You have 3 options for parking, based on availability.

     

    Option 1

    Option 2

     

    Option 3

    You must present your vehicle registration and VTS ID badge when renewing your parking pass!!


    Accepting an Assignment

    Accepting an assignment means that you have agreed to report to a designated department at a specific time and complete the assigned work to the best of your ability.

    For each assignment your VTS recruiter will explain:

    Please alert the VTS office immediately if you are unable to honor your commitment to work or if a problem arises while on assignment.

    If a department calls you directly, please call the VTS office. We will contact the department, take the order, and confirm the assignment with you.


    Contact with VTS

    It is the employee's responsibility to maintain contact with his or her VTS supervisor regarding availability for assignments and work schedules. Please call our office to confirm availability, terminate employment, or to report a change in work schedule.

    Call VTS when:

    textYou cannot report to your assignment as scheduled. Failure to notify VTS is  

          cause for termination. Call us as soon as you know you'll be late or absent. You

          must also present a doctor's excuse for any absence of 3 days or more.
    textYou complete your present assignment and are available for your next

          assignment. If you fail to call we will assume you are not available for further

          assignments.
    textYour assigned department asks you to stay on longer than you were originally

          scheduled.
    textYour assignment is significantly different than what the recruiter described.
    textYou are offered a regular job.
    textYou experience a problem on the job.
    textYou are injured on the job.
    textYou change your home address and/or telephone number. Your home phone

          number is our main link with you.

    Call us any time you have question concerning your role as a VTS employee. Consider your Vanderbilt recruiter to be your partner and your best resource for information.


    Confidentiality

    Preservation of confidentiality is one of the most important responsibilities of all University Staff. Confidentiality of information and materials concerning staff, faculty, students, patients, and patients' families, at both the Medical Center and Campus must be maintained at all times.


    Sexual Harassment

    The well-being of our staff is an important concern at Vanderbilt.  The University strives to provide an environment of trust, respect, and recognition of the personal dignity of each individual. As such, the University will not tolerate the sexual harassment of any individual.

    According to the “what you need to know about SEXUAL HARASSMENT” brochure you received during orientation sexual harassment is defined as any unwanted, unsolicited, or undesired attention of a sexual nature.

    Sexual harassment can fall into several different categories including:

     

    If you believe you have experienced sexual harassment first seek assistance by calling VTS. The Employee Relations representative for all VTS employees is Kristi Escamilla, 322-8323. If the issue is not resolved you may then contact the Opportunity Development Center 322-4705.

    To report criminal activity contact Campus Police 322-2745.

    Additional information about sexual harassment can be found at www.vanderbilt.edu/odc.


    Drug-Free Work Force

    Your conduct on the job affects the service provided to one another, our students, and our patients. If you use alcohol or drugs while at work, or if you come to work impaired, your ability to perform your job is diminished and you may endanger your safety as well as the safety of others.

    Vanderbilt's drug-free policy prohibits the unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance or alcohol by a faculty or staff member. If this policy is violated, disciplinary action up to and including termination will be necessary. If you are convicted of any drug-related criminal violation on University premises or while conducting Vanderbilt business off the premises, you must notify VTS no later than five days following the conviction.


    Smoking Policy

    Pursuant to the Non-Smoker Protection Act, Tennessee Code Annotated § 39-17-1801-1810, smoking is prohibited in enclosed areas of company property, including but not limited to, cafeterias, employee lounges, hallways, meeting rooms, offices, restrooms, and company vehicles (unless occupied solely by the operator). Smoking may take place only in designated unenclosed areas. Any violation of this provision may result in disciplinary action, up to and including termination.


    Attendance

    If you are late or unable to come to work, you must call your assignment supervisor and the VTS office staff immediately. At the beginning of your assignment, check with your assignment supervisor to determine appropriate guidelines for calling in if you are unable to report to work.


    Appearance

    Because the University dress code varies from department to department, please consult the VTS office staff regarding the appropriate dress for each assignment.


    Breaks & Meal Times

    Breaks are considered time off with pay. In a normal eight-hour day, you may be allowed a 15-minute break during the first half of the work day and another 15-minute break during the second half. If the work load does not permit a normal rest break, the supervisor may suspend this privilege. Break time cannot be used toward time off, to compensate for tardiness, to leave early, or to extend meal periods. VTS employees are expected to follow departmental break policies as explained by each assignment supervisor. 

    Meal time is considered time off without pay and its length will be explained by the supervisor. Provisions for eating lunch should be discussed with your supervisor. If you work a six hour shift you are required to take at least a ½ hour meal break.


    Overtime

    You may occasionally be asked by the department supervisor to work over 40 hours per week. The pay is one and one half times the regular hourly rate for hours worked in excess of 40 hours per week (from Sunday through the following Saturday) and is based on a seven-day week, not on a two-week work period. Do not stay late, arrive earlier than scheduled or cut meal breaks short without prior approval from your supervisor.  Always obtain your supervisors approval prior to working overtime.


    Telephone & Internet Policy

    Telephone courtesy is important for customer relations both within the University community as well as with Vanderbilt's external customers. If your assignment includes phone responsibilities, you should answer the phone promptly, identifying both yourself and the office in which you are working. Please be pleasant and tactful, and take clear and complete messages.

    For assignments requiring specific telephone skills, the VTS staff will provide an orientation and if necessary, telephone training to familiarize new employees with the telephone system used at Vanderbilt. The Vanderbilt Directory http://www.vanderbilt.edu/vudirectory/  contains basic instructions and information on the Vanderbilt telephone system and is helpful for directing callers to other offices and services.

    Personal Calls

    All incoming personal calls are restricted to emergencies only. Outgoing personal calls should be placed during breaks and meal periods and from phones and locations which will not interfere with office routine and business priorities. The VTS office will only forward emergency calls to you.  Please keep personal calls to a minimum.  Cell phones must be turned off while you are working.  Refrain from using your cell phone when you are on an assignment.  You may check your messages during your scheduled break or meal time.

    Internet Policy

    The Internet is a powerful tool for accessing, distributing and communicating information not only within Vanderbilt University, but also nationally and globally. Staff access to the Internet is provided to enhance the mission and goals of Vanderbilt University. This technology gives individuals the ability to access and receive information from remote sources.

    Staff members must follow appropriate usage guidelines when using:

    (a) the Internet via the University's Internet connection

    (b) the University's internal networks [intranet system]

    (c) University-owned computer equipment.

    This policy applies to the use of all Vanderbilt University computing resources, including computer data networks and the resources they make available, as well as stand-alone computers that are owned and/or administered by Vanderbilt. Computer privileges are granted with the understanding that Vanderbilt computing resources will be used for university purposes.

    Faculty, staff, and students may access and use these resources only for purposes related to their studies, their responsibilities for providing instruction, the discharge of their duties as employees, their official business within the university, and other university-sanctioned activities. Incidental personal use for noncommercial purposes may also be appropriate.

    The use of Vanderbilt computing resources for commercial purposes in permitted only with the approval of appropriate university officials and when in accord with other Vanderbilt policies, including conflict of interest policies. System administrators at Vanderbilt may publish more restrictive policies respecting use of particular computer systems. Users must also observe those polices where applicable.

    Violations of this policy may be grounds for discipline. Discipline may include loss of computing privileges or other sanctions as provided by disciplinary provisions applicable to students, faculty, or staff. In addition, Tennessee and federal law provide for civil and criminal penalties for violations of the law by means of computer use. Examples of unlawful actions include defamatory remarks, destruction of data or equipment belonging to the university or to others, unauthorized copying of copyrighted material, and the transportation of obscene materials across state lines.


    Misconduct that Warrants Immediate Discharge

    Actions that involve dishonesty, violation of the law, or material risks to University operations or to the safety or well-being of oneself or others are grounds for immediate termination of employment. Examples include, but are not limited to:

    textUnauthorized removal or destruction of property belonging to others, including

          the University, co-workers, or customers - and including discarded, excess, or

          found property
    textUnauthorized use of University resources for personal gain

    textPossessing an unauthorized weapon on University time or premises
    textThreatening or hitting another person on University time or premises
    textRefusing to obey a direct instruction from a supervisor

    textDishonesty or falsification of University records, including employment

          applications and time records
    textUnauthorized absence from the worksite that is not accurately reflected on time

          records
    textConviction of a crime involving dishonesty, violence, or other behavior that

          impairs suitability for employment
    textFailure to report a criminal conviction to one's supervisor within five days of

          conviction
    textIllicit use, possession, distribution of drugs or alcohol on University time or

          premises
    textGross negligence or violation of safety rules that may result in significant injury

          or loss
    textSleeping on the job
    textAbsence of three consecutive workdays without authorization
    textMajor or repeated violation of the University's harassment policies
    textFailure to respond to official on-call responsibilities
    textDisclosing information the University considers confidential
    textUnauthorized use of University phones for long distance calls


    Extension/Early Termination of the Assignment

    Your department supervisor may request that a job assignment be extended or end earlier than originally scheduled. As our customers, departments reserve the right to alter the assignment to meet their operating requirements.

    Performance Evaluations

    VTS will call your assigned department the first morning of your assignment to be sure you have arrived and are meeting the department's requirements.

    Follow-up calls are also made on a regular basis to monitor your performance.

    Periodically VTS will mail a performance evaluation to the assignment supervisor. You are evaluated on:

    We will share with you evaluations that reflect exceptional job performance. Evaluations that indicate specific problems or deficiencies will be discussed with you by the VTS staff so that the issues can be resolved. Information gathered on performance evaluations become part of your employee file and will be considered in future placement decisions.


    Availability for Assignments

    When you know the end date of your assignment, please call the VTS office to let us know when your assignment will end. This will allow us to consider you for other positions. If you need time off (for vacation, illness, etc.) please notify the VTS office. Please do not accept an assignment without notifying VTS of any scheduled vacations or absences that might interfere with the days you are scheduled to work.


    Payroll

    Payroll Card

    VTS employees receive payment through direct deposit or a First Tennessee Payroll card.

    The Payroll card is convenient

    And your Paycard is much SAFER than cash...

    How can I check the balance on my Paycard?

    Click here to apply for your Payroll Card

     

    Communication
    Changes in policies, timesheet due dates, paycheck pick-up dates, etc., are communicated through emails to both employees and managers.

    Timesheet Drop-Off
    Completed timesheets should be delivered in person by your Supervisor to the MCN Payroll office or the Payroll Office in the Baker Building, Room 975 by 10:00 a.m. on the Monday following the end of each two-week pay period. Timesheets received after Monday at 10:00 a.m. will be processed the following pay period.

    For more information on this topic, review the Timesheet/Payroll Schedule.

    **For employees working off-site - please contact your Vanderbilt recruiter for timesheet instructions.

    Timesheet/Paychecks
    The University is required to record and pay for hours you actually work. Therefore, it is not appropriate to simply mark down the hours that you are scheduled to work. You must record your actual times of beginning and ending work, including meal breaks. Your signature on your daily time record certifies that the time is accurate. If at any time you think your pay incorrectly reflects your time record, advise the VTS office immediately at 322-8299.

    For more information on this topic, review the instructions for completing your Timesheet.


    VTS Timesheet/Payroll Schedule

    January 2008-December 2008

    Timesheets must be completely and accurately filled in or they WILL NOT be processed.

    Week Ending

    Paycheck Date

    01/12/2008

    01/18/2008

    01/26/2008

    02/01/2008

    02/09/2008

    02/15/2008

    02/23/2008

    02/29/2008

    03/08/2008

    03/14/2008

    03/22/2008

    03/28/2008

    04/05/2008

    04/11/2008

    04/19/2008

    04/25/2008

    05/03/2008

    05/09/2008

    05/17/2008

    05/23/2008

    05/31/2008

    06/06/2008

    06/14/2008

    06/20/2008

    06/28/2008

    07/03/2008

    07/12/2008

    07/18/2008

    07/26/2008

    08/01/2008

    08/09/2008

    08/15/2008

    08/23/2008

    08/29/2008

    09/06/2008

    09/12/2008

    09/20/2008

    09/26/2008

    10/04/2008

    10/10/2008

    10/18/2008

    10/24/2008

    11/01/2008

    11/07/2008

    11/15/2008

    11/21/2008

    11/29/2008

    12/05/2008

    12/13/2008

    12/19/2008

    12/27/2008

    01/02/2009


    Time Sheets Due

     

    The Supervisors must turn in VTS temporary employee time sheets in either University payroll (located in the Baker’s Bldg) or Medical payroll (located in Medical Center North-on the 2nd floor)

    Paychecks are available for pick up at the Medical Center North Payroll office between 7:30a.m. and 4:30p.m. on payday ONLY. All paychecks not picked up by 4:30p.m. will be mailed.

     

    VTS employees must pick up your OWN paycheck, and pictured ID must be worn or presented when the employee picks up their timesheet or check

     

     

    C2HR

     

    Connect to Human Resources (C2HR) is an enhanced online employee self-service application that allows Vanderbilt faculty and staff to change personal and direct deposit information. Individuals can also review and print their pay stub online. Additional features include viewing benefits, beneficiaries, job profile, and current and historical pay information. To access C2HR, you will need your VUnetID and epassword.  The C2HR website is https://webapp.mis.vanderbilt.edu/c2hr/. 

     


    Employment Laws

    Unemployment Insurance
    Tennessee's Employment Security laws and regulations apply to all VTS employees.

    Social Security
    The University shares the cost of this benefit by matching employee contributions. Claims should be filed with the local Social Security office.

    Workers' Compensation The Worker's Compensation laws of Tennessee protect all VTS employees. This benefit covers all accidental injuries and occupational diseases that arise out of and occur in the course of employment at Vanderbilt University. (Participation in voluntary recreational activities is not considered to be within the course of employment.)


    Security

    The campus police provide 24-hour service every day for the entire University community. The Department of Police and Security enforces parking and traffic regulations and investigates anything that might threaten the security of the Campus. For emergencies, use the blue telephones located throughout Campus (see the red telephone symbols shown on the Campus map). The security officers are commissioned by the Metropolitan Police Department and have full jurisdiction over the Campus and the Medical Center.

    Escort Service
    The Department of Police and Security provides an escort service for the University. Individuals are encouraged to walk in groups of two or more and/or use the shuttle service after dark. When this is not possible, the escort service should be used by calling 322-8888 from any campus phone.


    Employee Safety

     

    Required Safety Training

    Universal Safety Training

    All VTS employees must complete Universal Safety training. If you have access to the internet you may complete safety training online at www.vandysafe.com  Sign in using your VUnetID and e-password.  If you do not have access to the internet call Beverly Owen to schedule video training (343-1329).

     

    Blood borne Pathogen Training

    VTS Staff who have direct patient contact or come in direct contact with blood or body fluids are subject to Universal Precaution policies. If you have access to the internet you may complete Blood borne Pathogen training online at www.vandysafe.com  Sign in using your vunetid and e-password.  If you do not have access to the internet call Beverly Owen to schedule video training (343-1329).

    Lab Procedures Training

    VTS Staff who work in a laboratory must complete Lab Procedures training. If you have access to the internet you may complete Laboratory Procedures training online at www.vandysafe.com  Sign in using your vunetid and e-password.  If you do not have access to the internet call Beverly Owen to schedule video training (343-1329).

    Right to Know
    If you work in an area where you are exposed to hazardous chemicals or might be exposed in a foreseeable emergency like a leak or a spill
    you have a right to know and to be trained, in compliance with federal and state regulations.

    A list of chemicals used are available in your work area - and a complete listing is available in Vanderbilt Environmental Health & Safety. Training is administered by your department, in consultation with Vanderbilt Environmental Health & Safety.

    Protective Clothing & Equipment
    Several jobs require that protective clothing or equipment must be worn while performing certain duties. You must comply with departmental guidelines for protective gear (e.g. hardhats, goggles, gloves, scrubs) - failure to do so may result in termination.

    Accidents on the Job

    Even in a safe work environment, accidents occasionally happen. When accidents occur that result in property damage or personal injury, let your supervisor know immediately and follow the steps in the sections below.

    Property Damage
    Accidents that result in property damage should be reported to your supervisor immediately. Intentional or negligent acts that result in the loss or damage of property - including property of the University, co-workers, customers, or vendors - may result in termination of employment. Failure to report an accident may also result in termination.

    Personal Injury
    If a staff member is injured on the job or develops an occupational disease, both the staff member and the supervisor must take appropriate action.

    What should I do if I am injured at work?

    Step one: Report it immediately to your supervisor and the VTS office. You may not be eligible for workers' compensation benefits if the injury or illness is not reported in a timely manner.

    Step two:  Supervisor completes Tennessee First Report of Work Injury and sends it to the Vanderbilt Office of Risk and Insurance Management

    Step three:  Get medical evaluation and treatment at:

    Occupational Health Clinic (OHC), 640 Medical Arts Building, Monday – Friday 7:30 a.m. to 5:30 p.m.

    OR

     

    Vanderbilt Emergency Department (ED) for emergency injury/illness or if OHC is closed

    Note: If you have a life threatening injury, go immediately to the nearest emergency room.

    Step four:  Ask treatment provider for a Return to Work Statement

    Step five:  Present your Return to Work Statement to VTS and discuss any work restrictions


    PERQS

    Visit http://hr.vanderbilt.edu/temp/benefits/perqs.htm for information on discounts available to Vanderbilt employees. Not all perqs are available to temporary employees.


    Common VU Abbreviations

     

    Departments/Buildings

    HAR

    Heating, Air Conditioning, and Refrigeration Shop

    HR

    Human Resources

    MCE

    Medical Center East

    MCN

    Medical Center North

    ODC

    Opportunity Development Center

    OGSM

    Owen Graduate School of Management

    OHC

    Occupational Health Clinic

    OR

    Operating Room

    QA

    Quality Assurance

    R&S

    Recruitment & Staffing

    TVC

    The Vanderbilt Clinic

    VAMC

    Veteran's Administration Medical Center

    VAV

    Village at Vanderbilt

    VIPPS

    Vanderbilt Institute for Public Policy

    VITA

    Vanderbilt Institute for the Treatment of Addictions

    VPH

    Vanderbilt Psychiatric Hospital

    VPPP

    Vanderbilt Professional Practice Program

    VTS

    Vanderbilt Temporary Services

    VUMC

    Vanderbilt University Medical Center

    Other

    AA

    Affirmative Action

    PAF

    Payroll Action Form

    SAR

    Self Audit Report

    OSHA

    Occupational Safety and Health Administration

    PMF

    Position Management Form

     

    Disclaimer

    This guide is not all-inclusive and does not create a contract, implied or expressed, with any Vanderbilt staff.  These guidelines are intended to assist in the consistent application of University policies and programs for VTS employees.  Vanderbilt reserves the right to modify this handbook and the policies and procedures contained therein, in whole or in part, at any time.  Changes and the development of new or revised policies and procedures will be made from time to time at the discretion of the University.  When new policies are developed or existing policies modified, the University will notify members of the University community as soon as possible.  However, where differences occur from the information contained in this handbook, the new policy as reviewed and approved by the University administration will be applicable. 

     

    Vanderbilt University is committed to principles of equal opportunity and affirmative action.

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    Last Updated: August 11, 2008


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