Grad Staff Employment Manual - Nov 18, 2019 Offer Letter ...

Purdue University

Graduate Staff Employment Manual

Updated: August 8, 2022

TABLE OF CONTENTS

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PREFACE........................................................................................................................................ 5 INTRODUCTION ............................................................................................................................ 6 I. EMPLOYMENT POLICIES AND GUIDELINES ................................................................. 7

A. NONDISCRIMINATION POLICY STATEMENT ........................................................ 7 B. GRADUATE EMPLOYMENT VS. FELLOWSHIP......................................................7 C. PAYROLL APPOINTMENT PROCESS ...................................................................... 8 D. EMPLOYMENT AUDITS................................................................................................8 E. OFFER LETTER.............................................................................................................. 9 F. EMPLOYMENT ELIGIBILITY ........................................................................................ 9

1. Background checks.......................................................................................9 2. Enrollment ............................................................................................................... 10 3. Cross Campuses Enrollment.......................................................................10 4. I-9/Visa Information ..................................................................................... 10 5. Change From Faculty Rank ........................................................................ 11 G. ORAL ENGLISH PROFICIENCY PROGRAM..........................................................11 H. DEFINITIONS OF GRADUATE STAFF CLASSIFICATIONS................................12 1. Gradaute Teaching Assistant ...................................................................... 12 2. Graduate Lecturer..................................................................................................12 3. Graduate Professional...........................................................................................13 4. Gradaute Research Assistants ............................................................................ 13 I. APPOINTMENT IN NON-GRADUATE STAFF CLASSIFICATIONS....................14 1. Positions Exempt From The Overtime Positions of FLSA (Fair Labor

Standards Act)........................................................................................................14 a) Regular Positions ................................................................................. 14 b) Temporary Positions.............................................................................14 2. Student Hourly Classification ............................................................................... 15 J. TRANSFER TO POSTDOCTORAL APPOINTMENT ............................................. 15 K. EMPLOYMENT PERIOD ............................................................................................. 15 1. Allowable FTE ....................................................................................................... 16

Graduate Staff Employment Manual

Updated August 8, 2022

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2. Compensation ........................................................................................................ 16 L. PAY SCHEDULES ........................................................................................................ 17 M. EMPLOYMENT BY PURDUE ONLINE LEARNING................................................ 17 N. CHANGE OF DUTY STATION REQUEST ............................................................... 17 O. REPORTABLE OUTSIDE ACTIVITES GUIDELINES.............................................18 P. RESEARCH/INSTRUCTIONAL/ENGAGEMENT TRAVEL....................................20 Q. TERMINATION .............................................................................................................. 21 R. GRADUATE STUDENT EMPLOYEE RECORDS ................................................... 21 II. PAYROLL PROCEDURES..................................................................................................22 A. PAYROLL PROCEDURES..........................................................................................22 B. SETTING UP PAYROLL APPOINTMENT ................................................................ 23 C. TAXES ............................................................................................................................ 23 D. INTERNATIONAL TAX AND TREATIES .................................................................. 23 E. TAXABILITY OF FEE REMISSIONS ......................................................................... 24 F. REQUIRED DOCUMENTS..........................................................................................24 III. GENERAL POLICIES .......................................................................................................... 25 A. AMOROUS RELATIONSHIPS....................................................................................25 B. ANTI-HARASSMENT ................................................................................................... 25 C. INTEGRITY IN RESEARCH........................................................................................25 D. INVENTIONS, PATENTS, COPYRIGHTS, AND PUBLISHING............................26 E. OUTSIDE EMPLOYMENT, OTHER OUTSIDE ACTIVITIES, AND CONFLICTS

OF INTEREST ............................................................................................................... 26 IV. EMPLOYEE BENEFITS ...................................................................................................... 27

A. TUITION AND FEE REMISSIONS ............................................................................. 27 B. LEAVES OF ABSENCE ............................................................................................... 28

1. Vacation and Holidays.........................................................................................29 2. Sick Leave and Family Sick Leave....................................................................29 3. Family and Medical Leave Act of 1993 (FMLA) .............................................. 30 4. Bereavement Leave.............................................................................................30 5. Jury and Witness duty ......................................................................................... 31 6. Military Leave ........................................................................................................ 31

Graduate Staff Employment Manual

Updated August 8, 2022

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7. Paid Parental Leave Policy.................................................................................31 C. MEDICAL INSURANCE ............................................................................................... 32

1. Graduate Staff and Fellowship Medical Insurance Options (West Lafayette Campus Only) ............................................................................................ 32

2. Purdue University Student Health (PUSH) Center (West Lafayette Campus Only) .......................................................................................................... 33

D. VOLUNTARY BENEFITS ............................................................................................ 33 E. RISK MANAGEMENT PROGRAMS .......................................................................... 34

1. Automobile Liability Insurance ........................................................................... 34 2. Comprehensive General Liability Insurance .................................................... 35 3. Worker's Compensation Benefits ...................................................................... 35 F. MISCELLANEOUS........................................................................................................ 35 1. Parking ................................................................................................................. 35 2. Other Programs Available to Graduate Staff..................................................36 APPENDIX A. LISTING OF REFERENCE DOCUMENTS ................................................... 37 APPENDIX B. 2022-23 PURDUE UNIVERSITY GRADUATE STAFF APPOINTMENT ANNUAL MINIMUM SALARIES (EFFECTIVE AUGUST 15, 2022) ........................ 38 APPENDIX C. DEGREE AND REGISTRATION REQUIREMENTS FOR ALL GRADUATE STUDENTS ....................................................................................................................... 39 APPENDIX D. BUSINESS OFFICE CHECKLIST FOR NEW/CONTINUING GRADUATE STAFF ................................................................................................................................ 40 APPENDIX E. T.P. ADLER MEMO ON SUMMER TUITION AND FEE WAIVERS FOR TEACHING ASSISTANTS .............................................................................................. 41 APPENDIX F. CONTACT INFORMATION ............................................................................. 42

Graduate Staff Employment Manual

Updated August 8, 2022

PREFACE

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About twenty-two percent of all Purdue (West Lafayette campus) employees are graduate students. During Fall 2021, 5,534 graduate students served as Graduate Research Assistants, Graduate Teaching Assistants, Graduate Lecturers, and Graduate Professionals, making enormous contributions to the University and preparing for myriad academic and professional careers. In addition, Purdue Fort Wayne and Purdue Northwest employed 78 and 110 graduate staff, respectively, during the same period.

The Graduate Staff Employment Manual is designed to serve as a resource to graduate students, their supervisors, and anyone else involved in making graduate staff appointments. Updated by a group from the Human Resources, International Programs, Office of the Vice President for Ethics and Compliance, Office of Financial Planning and Analysis, Business Managers, and the Graduate School, this manual documents current policies and practices related to the employment of graduate staff members. While every effort has been made to provide a manual that addresses a broad range of situations and questions, please feel free to direct inquiries to the following:

? Purdue Fort Wayne ? Director of Graduate Studies Abraham Schwab (mailto:schwaba@pfw.edu; 260-481-6111)

? Purdue Northwest ? Director of Graduate Studies Joy L. Colwell (mailto:colwell@pnw.edu; 219-989-2257)

? Purdue West Lafayette - Associate Dean Melanie Morgan (mailto:morgan2@purdue.edu; 765-494-2600)

As updates are made, they will be incorporated into the Web Version of this manual. Other key policy documents, including Policies and Procedures for Administering Graduate Student Programs and Graduate School Fellowship Manual, are available at this site as well.

I encourage graduate students, faculty, and staff to become familiar with the policies, guidelines, and benefits which are outlined in the following pages and hope that this updated Graduate Staff Employment Manual enables you to carry out your responsibilities in an informed and efficient manner.

Sincerely

Linda J. Mason Dean of the Graduate School and Professor of Entomology

Graduate Staff Employment Manual

Updated August 8, 2022

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