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Home > HR Departments > Vanderbilt Temporary Service Employee Guide

Vanderbilt Temporary Service Employee Guide

Last Modified: 2016-08-17


Welcome

Welcome to Vanderbilt Temporary Services (VTS). The purpose of VTS is to assist the employing departments of Vanderbilt University 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.

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.

Stacy Hatten
stacy.hatten@vanderbilt.edu
615-322-5084

Katie Deleon
katie.deleon@vanderbilt.edu
615-875-8377

The VTS office location is:

Baker Building, 10th floor (Check in at front desk.) 
110 21st Ave. S. 
Nashville, TN 37203

Office hours are: Monday-Friday 8 a.m.-5 p.m.

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

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Create Your VUnetID and ePassword

The VUnetID and ePassword are required to access computer systems and online services at Vanderbilt.

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

Personnel File Information

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

  • Name
  • Address
  • Emergency contact
  • Tax withholding allowances
  • Immigration status
  • Paycheck distribution

You may update your contact information online at any time through C2HR.

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Vanderbilt ID Cards

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

  • All times when you are on campus
  • To pick up timesheets and paychecks

How to Obtain Your VTS Vanderbilt Card ID

  • Complete the Vanderbilt Card Authorization Form given to you at Orientation.
  • Take the completed authorization form, along with a photo ID (example: Driver's License) to Sarratt 184.
  • The Vanderbilt Card Services Office is open 8:30 a.m.- 4 p.m.
  • Note: Replacement Vanderbilt Card IDs cost $15 and you will need to obtain a new Vanderbilt Card Authorization Form from VTS.
  • Vanderbilt Cards must be returned to the VTS office upon termination of employment.

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Parking

VTS University Parking

Who Must Register

In the interest of the security of Vanderbilt students, faculty, and staff, and to manage limited parking resources effectively, the University requires that all vehicles operated on campus by members of the University community be registered with the Office of Traffic and Parking. Registration is required for automobiles, sport utility vehicles (SUVs), trucks, vans, golf carts, mopeds, and motorcycles, etc. Bicycles should be registered with the VPD. The registration policy applies to all students, whether they reside off campus, in a University residence hall, or in a fraternity or sorority house; to all faculty members; to all staff members; to vendors doing business on university premises; and to construction workers.

Register at Wesley Place Garage

  • Parking decals are available from the Office of Traffic and Parking, 2043 Scarritt Place, Wesley Place Garage, during business hours: 7:30 a.m. to 4 p.m., Monday through Friday; Closed 12:30 p.m. to 2 p.m. on Wednesday; closed holidays.
  • Applicants must bring:

    VTS identification card
    Social Security Number
    A copy of the state vehicle registration certificate for each vehicle to be registered
    Drivers license
  • Temporary employees
    Temporary VU employees (VTS) are issued:

One-month permits - $34

Two-month permits - $68

    Three-month permits - $102 for a designated Zone
  • Permits must be renewed when expired
  • The appropriate fee is charged for each issuance/renewal. Refunds are not issued for temporary employees who complete their assignment before the expiration of their parking permit.

Crystal Terrace Occupants

  • If you are an occupant of Crystal Terrace, you have the option to purchase a parking permit for the N LOT with authorization from your department.
  • For information on your PERMIT, click here.

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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:

  • Scheduled work hours and days
  • Department name and location
  • Name and telephone number of the supervisor to whom you will report
  • Department dress code guidelines
  • Center number –the center number is different for each assignment and must be written on your timesheet

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:

  • You 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 three days or more.
  • You 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.
  • Your assigned department asks you to stay on longer than you were originally assigned.
  • Your assignment is significantly different than what the recruiter described.
  • You are offered a regular job.
  • You experience a problem on the job.
  • You are injured on the job.
  • You 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.

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VTS Procedures

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.

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 to Human Resources by 10 a.m. on the Monday following the end of each two-week pay period. Timesheets received after Monday at 10 a.m. will be processed the following pay period. Timesheets must be in a sealed envelope with the supervisor’s signature across the seal. Timesheets from the employee not in a sealed, signed envelope will not be accepted.

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.

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

Time Sheets Due

The Supervisors must turn in VTS temporary employee time sheets at Human Resources located at the Baker Building, 10th floor, 110 21st Ave. S. If a VTS employee will be turning in the timesheet, it must be in a sealed envelope with the supervisor’s signature across the seal. Timesheets from the employee not in a sealed, signed envelope will not be accepted.

Paychecks are available for pick up in Human Resources between 7:30 a.m. and 4:30 p.m. on payday ONLY. 

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.

All VTS employees are encouraged to sign up for Direct Deposit online through C2HR.

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.)

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HR Guidelines

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 1/2 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 supervisor's 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.

Confidentiality

Preservation of confidentiality is one of the most important responsibilities of all University staff. Confidentiality of information and materials concerning staff, faculty, and students 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:

  • Gender harassment
  • Seductive behavior
  • Sexual Solicitations
  • Coercion of sexual activity by threat of punishment
  • Sexual assault and rape

If you believe you have experienced sexual harassment first seek assistance by calling VTS. The Employee Relations representative for all VTS employees is Stacy Hatten, (615) 322-5084. If the issue is not resolved you may then contact the Equal Employment, Affirmative Action and Disability Services at (615) 322-4705.

To report criminal activity contact Campus Police at (615) 322-2745. Additional information about sexual harassment can be found at www.vanderbilt.edu/ead.

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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:

  • Unauthorized removal or destruction of property belonging to others, including the university, co-workers, or customers - and including discarded, excess, or found property
  • Unauthorized use of University resources for personal gain
  • Possessing an unauthorized weapon on University time or premises
  • Threatening or hitting another person on University time or premises
  • Refusing to obey a direct instruction from a supervisor
  • Dishonesty or falsification of University records, including employment applications and time records
  • Unauthorized absence from the worksite that is not accurately reflected on time records
  • Conviction of a crime involving dishonesty, violence, or other behavior that impairs suitability for employment
  • Failure to report a criminal conviction to one's supervisor within five days of conviction
  • Illicit use, possession, distribution of drugs or alcohol on University time or premises
  • Gross negligence or violation of safety rules that may result in significant injury or loss
  • Sleeping on the job
  • Absence of three consecutive workdays without authorization
  • Major or repeated violation of the University's harassment policies
  • Failure to respond to official on-call responsibilities
  • Disclosing information the University considers confidential
  • Unauthorized 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.

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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:

  • appropriate attire
  • attendance/punctuality
  • quality and quantity of work
  • cooperation
  • initiative
  • communication skills
  • adaptability

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.

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Employee Safety

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.

Required Safety Training

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, 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

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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.

PERQS

Visit the Discounts web page for information on discounts available to Vanderbilt employees. Not all perqs are available to temporary employees.

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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.


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