December 6, 2012

Several HR policies have been revised and will be effective on December 6, 2012. These include: FMLA and TMLA Leave; Non-FMLA and Medical Leave of Absence; Performance Accountability and Commitment; Progressive Discipline; Vacation; and Work-Related Accident and Return to Work. Attendance and Punctuality also has been updated and will go into effect on January 1, 2013. Find the update highlights below.

FMLA and TMLA Leave:

• All requests for FMLA and TMLA are now processed and approved or denied through Human Resources
• Utilization now rolls to the month
• Retroactive applications will be limited to extenuating circumstances
• Medical certifications will be due within 15 days

• For more information and other related updates, please visit the new FMLA website

Non-FMLA Medical and Personal Leave of Absence:

• All requests for Non-FMLA and other medical leaves are processed and approved or denied by Human Resources
• Each request for additional medical leave (beyond FMLA and Non-FMLA) must be reviewed on an individual basis by EAD as an ADAAA reasonable accommodation request

Performance Accountability and Commitment:

• Language has been added regarding an employee's eligibility for an annual increase
• New language has been added regarding the extension of time for an employee's action plan under performance accountability if the employee is on leave

Progressive Discipline:

• Language has been added regarding an employee's eligibility for an annual increase
• Language has been added regarding the extension of time for an employee's disciplinary steps if the employee is on leave
• Employees have 3 business days to disclose an arrest or conviction through the online Conflict of Interest website
• Employees are expected to disclose any arrests or convictions annually through the Conflict of Interest disclosure
• Employees must fully disclose during a criminal background check
• Please reference the "What do I need to know" handout for more detail

Vacation:

• Accrued vacation time may not be paid in an employee's last paycheck if employment ended immediately for serious misconduct under the Progressive Discipline policy

Work-Related Accident and Return to Work:

• The policies have been combined into one policy to be easier to read and more comprehensive
• A new supporting document outlining the steps taken when an employee is injured at work has been created and is referenced in this new policy

Attendance and Punctuality:

• The updated policy will go into effect on January 1, 2013
• Attendance is considered a performance expectation that may be reflected in an employee’s annual review and increase
• This new policy also defines an absence, tardy and occurrence with one track for attendance and tardy occurrences
• A grid is included that shows occurrences and the steps of progressive discipline
• A transition plan is available for employees with current attendance-related discipline

These policies have been updated as part of a continued effort by Human Resources to improve the understanding and transparency of our policies here at Vanderbilt. Should you have any questions regarding these changes, please contact your Human Resources Consultant.

---

 

Old Policy	New Policy	Effective Date
Statutory Leaves of Absence	FMLA and TMLA Leave	12/06/2012
Medical and Personal Leave of Absence	Non-FMLA Medical and Personal Leave of Absence	12/06/2012
Performance Accountability and Commitment	Performance Accountability and Commitment	12/06/2012
Progressive Discipline	Progressive Discipline	12/06/2012
Vacation Accruals	Vacation	12/06/2012
Work-Related Accident and Injury Reporting Return to Work Program	Work-Related Accident and Return to Work	12/6/2012
Attendance and Punctuality	Attendance and Punctuality	01/01/2013

---