VI. Other Policies Affecting Employees

The University issues an identification card or badge to all employees. Access to certain facilities and services is only available to employees, and the identification card or badge provides a convenient means of determining your employment status.

You should carry your identification card or badge with you at all times while you are on University premises. All employees of the Health Sciences Center are required to wear their identification badge.

You should report a lost or damaged identification card or badge immediately so that a replacement can be issued. You will be charged a replacement fee for a lost or damaged card or badge. Employees on the uptown campus should report lost or damaged identification cards to the Office of Card Services. Employees at the Health Sciences Center should report lost or damaged identification badges to the downtown Office of Card Services.

Identification cards and badges are the property of the University and must be returned upon
termination of your employment.

The University maintains a computing system for the academic and administrative use of faculty, staff and students. The University strives to provide a robust, resilient and reliable information technology infrastructure to enable excellence in scholarship and education through the effective and innovative use of computers and information technology.

The University’s computing systems and network are resources provided for all members of the University community. Because computing and network resources are shared, individuals should use the systems responsibly in pursuit of academic and administrative functions, and in doing so, are not to infringe on the rights, integrity or privacy of others or their data. In using the computing systems and network, individuals and groups must abide by the standards of lawful and ethical behavior. 

Use of the University’s computing systems and network is a privilege which carries numerous obligations. By using the University’s computing systems and network, you agree to abide by the following user obligations:

1. Responsible and lawful conduct. By using the University’s computing systems and network, you agree that information you post on or distribute through the systems or network contains: no obscene or indecent material; no advertising material or promotional material promoting products and services; no material which constitutes libel, slander or invasion of privacy or publicity rights; no violation of copyrights or trademarks; no incitement to riot or violence; and no violation of federal, state or local law.
    
2. Respect for the University’s computing systems and network administration. You agree to use the systems and network in a way which promotes the University’s academic mission. Accordingly, you acknowledge and consent that, when it is necessary to perform systems administration or in order to protect the University’s legal interests, network administrators may access your files and data on the University’s computing systems and network. In addition, you consent to monitoring and review of your user id, user activity, files and data on the University’s systems and network, as well as the University’s right to “freeze” or remove access to any files or data which Tulane reasonably believes violates these user obligations.
    
3. Responsible use of computing and networking. You agree not to obstruct others’ work by using unnecessarily large amounts of system resources (such as disk space, output devices, CPU time, and network bandwidth) or deliberately causing any machine to crash or shut down. Being aware of the finite capacity of systems, you agree to limit your own use so as not to interfere unreasonably with the activity of other users.
    
4. Respect for others’ resources. Data, software and computer capacity have value that must be respected, and this value must be respected and preserved by each and every individual user. You agree not to give away your user id and password, for any reason, or under any circumstances. You agree not to use someone else’s account, either with or without permission. Individual accounts cannot be transferred to or used by another individual. You also agree that attempts to gain access to any account not belonging to you or to a system on which you are not an authorized user will be treated as a violation of University policy, and your computing privileges may be revoked.
    
5. Responsible use of bandwidth. The University is committed to providing adequate network capacity for the academic and administrative computing needs of the University community. As desktop computers and servers have become a part of everyday life on campus, the volume of information transmitted through the University’s network has grown significantly. The growth in network use has increased the need for responsible use of the network resources, as excessive network traffic can interfere with the academic and administrative functions of the University. We ask that members of the University community employ good judgment in the use of the network. If the network is hindered by servers or computers using excessive bandwidth, those machines will be disconnected.
    
6. Respect for Copyright. Distribution of copyrighted material is a violation of federal law. In accordance with the Digital Millennium Copyright Act, the University, once notified of alleged copyright violations, will disconnect from the network the server or computer of the individual(s) involved. The individual who is distributing the copyrighted materials is responsible for any copyright infringement. Please see https://tulane.edu/copyright-notice for details on reporting copyright infringement.
    
7. Respect for ownership of proprietary software. You agree not to make unauthorized copies of licensed software, even when that software is not physically protected against copying. You are given access to the University’s computing systems and network because they are tools to help you meet your academic goals. This access, however, is a privilege, not a right. Preventing others from fulfilling their academic or business-related goals by using the system irresponsibly is not permitted.

Examples of usage that could result in disciplinary action include, but are not limited to:

• Using computing or network resources for the purpose of harassing another individual or group
• Using computing or network resources for a commercial purpose
• Sending electronic chain mail or mass unsolicited email
• Maintaining a server that contains files for which you do not have proper permission to store or redistribute
• Altering e-mail or Usenet headers to hide the identity of the sender/poster or to attribute the e-mail or posting to someone other than the sender/poster
• Playing games on the network or shared computing resources for non-academic purposes
• Using talk, write or IRC (inter-relay chat) resources for non-academic purposes or in an abusive or frivolous manner
• Posting non-academic and/or inappropriate material to Usenet or a web site
• Using large amounts of disk space to store files not related to your academic pursuits
• Executing programs which have no useful purpose, thus taxing the system’s resources
• Attempting to gain access to any computing, network, academic or business resources which you are not authorized to use
• Sending or receiving e-mails or accessing websites that violate Tulane’s harassment, discrimination and retaliation policies

The University will hold responsible the owner of any account through which security violations or irresponsible use occurs. The University also reserves the right to withhold computing privileges from those who do not abide by the letter or intent of this policy. Violations of this policy by students shall be treated as violations of the Code of Student Conduct and will be referred to the Office of the Vice President for Student Affairs. Faculty and staff members who violate this policy will be subject to University disciplinary action.

It is the policy of Tulane University that any research, animal, employee, accounting, payroll, patient, and related information is strictly confidential and/or proprietary information. 

In the course of your work, you may have access to information which is confidential under federal and state law or which is considered confidential and/or proprietary by Tulane, including but not limited to medical information, Standard Operating Procedures, reports from internal and external sources (such as IACUC, USDA, NIH, etc.), financial information, employee information, research information (including study protocols, study drugs and study data), patient medical information, attorney-client communications, attorney work product, accountant-client communications, and other information considered personal by patients and their families. Such information is collectively referred to in this document as “Confidential Information.” Information that has been published or otherwise made publicly available by Tulane is not considered Confidential Information. Patient medical information that identifies the patient should always be treated as Confidential Information and should not be disclosed unless the patient authorizes the disclosure in writing, or disclosure is otherwise permitted by law. 

Except as expressly permitted below, you should keep confidential all Confidential Information, whether verbal, written, or electronic, which you learn in the course of your work at Tulane. You should not discuss Confidential Information with anyone unless they are immediately concerned with or involved with that issue or has a business need to know about it. You should not discuss Confidential Information in public areas (such as elevators, cafeterias, etc.) or on any social media (such as Facebook, Twitter, etc.). You should not disclose Confidential Information to persons who are not affiliated with Tulane unless the disclosure is required by law, or is necessary to permit appropriate government agencies to carry out their regulatory duties, or is otherwise authorized by Tulane policies or required for you to carry out my job duties. 

You should not leave Confidential Information in plain view on your desk or on your monitor. If you must print out information during the course of your work, you must shred it when you are done with it. On your computer, you must store all files that may potentially contain Confidential Information on secure servers (such as Box.com or Microsoft One Drive) when possible. Do not send Confidential Information via email unless you use Tulane's email encryption service. Instructions for encryption can be found at https://tulane.service-now.com/kb_view.do?sysparm_article=KB0015106. Never store Confidential Information on any form of removable media including smartphones, CD/DVD’s, flash/thumb drives, etc. Do not remove computers (including laptops) that contain Confidential Information from campus unless they have been encrypted.

Upon termination of employment, you shall return to Tulane, retaining no copies, all documents relating to the Tulane’s business including, but not limited to, reports, manuals, drawings, diagrams, blueprints, correspondence, customer lists, computer programs, and all other materials and all copies of such materials, obtained during employment. 

It is your responsibility to read and to abide by any and all policies and procedures regarding the use and distribution of information owned by Tulane currently in effect or which may be implemented or revised from time to time. Any violation of Tulane’s policies and procedures will be reported to the appropriate individual(s) and may result in disciplinary action against me, including termination of employment. 

If you are unsure whether you have Confidential Information or are unsure of the proper way to handle the information, please consult with your supervisor. 

If at any time you become aware of unauthorized access or disclosure of Confidential Information, promptly notify your supervisor. This Policy shall apply to all employees, volunteers and student workers. If you have further questions or concerns you may contact the Information Security Office at 504-988-8500 or security@tulane.edu.

Tulane University is committed to compliance with legal and ethical standards addressing conflicts of interest in the academic, administrative and research activities of the University.

The terms of the Conflict of Commitment and Interest policy located at http://tulane.edu/handbooksand-policies are adopted and incorporated by reference herein. 

This policy highlights the risks in sexual or romantic relationships in the Tulane workplace or academic setting between individuals in inherently unequal positions; prohibits certain relationships between teachers and students; and requires recusal (from supervision and evaluation) and notification in other relationships.

Reasons for Policy

• Tulane's mission includes enriching the capacity of individuals to learn and to lead with integrity. Every member of the University has a fundamental interest in participating in activities free from conflicts of interests, favoritism, and exploitation. Tulane is committed to ensure equal educational opportunity for all students as the law requires. Academic freedom imposes a correlative obligation of professionalism and professional ethics. Because of the power asymmetry of the teacher-student relationship, romantic and sexual relationships between faculty and students may compromise faculty members’ judgments of students, endanger students’ right to equal educational opportunity, and create the appearance of bias and unprofessionalism among third parties disrupting the climate of the academic unit or work group.
  
  Romantic and sexual relationships between students and faculty risk undermining the essential educational purpose of the University, call the academic integrity of the professoriate and the institution into question, and create risk for the University.
  
  The role of the teacher is multifaceted, including serving as intellectual guide, mentor, role model and advisor. This role is at the heart of the University’s educational mission and its integrity must be maintained. The teacher’s influence and authority can extend far beyond the classroom and into the future, affecting the academic progress and careers of our students. 
  
  Accordingly, the University expects teachers to maintain interactions with students free from influences that may interfere with the learning and personal development experiences to which students are entitled. In this context, teachers include those who are entrusted with academic responsibility over students by Tulane to teach, supervise, mentor and coach students, including faculty and consulting faculty of all ranks, lecturers, academic advisors, and principal investigators. 
  
  As a general proposition, the University believes that a sexual or romantic relationship between a teacher and a student is inconsistent with the proper role of the teacher. Not only can these relationships harm the educational environment for the individual student involved, they also undermine the educational environment for other students. Furthermore, such relationships also expose the teacher to charges of misconduct.
   

Who is Covered by this Policy?

• All University employees and students are covered by this policy. Such positions include (but are not limited to) teacher and student, supervisor and employee, senior faculty and junior faculty, mentor and trainee, adviser and advisee, teaching assistant and student, principal investigator and postdoctoral scholar or research assistant, coach and athlete, attending physician and resident or fellow, and individuals who supervise the day-to-day student living environment and their students.
   

Policy

• Teachers and Undergraduates
  • Because of the inherent power imbalance, sexual or romantic relationships between teachers and undergraduate students are prohibited—regardless of past, current, or future academic or supervisory responsibilities for that student. (In the rare case where there may be an exception, see disclosure section.)
     
• Teachers and Undergraduate Students
  • Whenever a teacher has had, or in the future might reasonably be expected to have, academic responsibility over any student, such relationships are prohibited. (In a case where there may be an exception, see disclosure section.) This includes, for example, any faculty member who teaches in a graduate student’s department, interdisciplinary program, or center because even informal channels of authority are problematic. Conversely, no teacher shall exercise academic responsibility over a student with whom they have previously had a sexual or romantic relationship. “Academic responsibility” includes (but is not limited to) teaching, grading, mentoring, advising on or evaluating research or other academic activity, participating in decisions regarding funding or other resources, clinical supervision, and recommending for admissions, employment, fellowships or awards. In this context, students include graduate and professional school students, postdoctoral scholars, and clinical residents or fellows. It is the responsibility of the academic unit to support students in implementing this policy.
     
• Staff
  • Certain staff roles (including but not limited to deans and other senior administrators, coaches, supervisors of student employees, residence directors, as well as others who mentor, advise or have authority over students) also have broad influence on or authority over students and their experience at Tulane. For this reason, sexual or romantic relationships between such staff members and undergraduate students are prohibited. Similarly, relationships between staff members and graduate students over whom the staff member has had or is likely in the future to have such influence or authority are prohibited.
    
    When a preexisting sexual or romantic relationship between a University employee and a student falls under this policy—or if the policy covers a relationship due to a change in circumstances—the employee must both recuse themselves from any supervisory or academic responsibility over the student, and notify their supervisor, department chair, dean, human resource manager, or the Office of Institutional Equity about the situation so that adequate alternative supervisory or evaluative arrangements can be put in place. This obligation to recuse and notify exists for past as well as for current relationships. Failure to disclose the relationship in a timely fashion will itself be considered a violation of policy. The University understands that sexual or romantic relationships are private and treats such information to the extent practicable as confidential.
     
• Student Teachers, Teaching Assistants, and Graders
  • Existing policies govern student responsibilities towards one other. The current policy applies when undergraduate or graduate students or post-doctoral scholars are serving in the teaching role as teachers, TAs, graders or research supervisors. The policy does not prohibit students from having consensual sexual or romantic relationships with fellow students. However, if such a relationship exists between a student teacher and a student in a setting in which the student teacher is serving in this capacity, they shall not exercise any evaluative or teaching function for that student. Furthermore, the student teacher must recuse themselves and notify their supervisor or the Office of Institutional Equity so that alternative evaluative, oversight or teaching arrangements can be put in place. This obligation to recuse and notify exists for past as well as for current relationships. Failure to notify and recuse in this situation will be subject to discipline under the Faculty Handbook.
     
• Relationships Between Employees
  • Consensual sexual or romantic relationships between employees (including faculty) are not in general prohibited by this policy; however, relationships between employees in which one has direct or indirect authority over the other are always potentially problematic, including not only relationships between supervisors and their staff, but also between senior faculty and junior faculty, faculty and both academic and non-academic staff. 
    
    Where such a relationship develops, the person in the position of greater authority or power must recuse themselves to ensure that they do not exercise any supervisory or evaluative function over the other person in the relationship. Where such recusal is required, the recusing party must also notify their supervisor, department chair, dean, human resources manager, or the Office of Institutional Equity so that person can ensure adequate alternative supervisory or evaluative arrangements are put in place. Such notification is always required where recusal is required. This obligation to recuse and notify exists for past as well as for current relationships. Failure to disclose the relationship in a timely fashion will itself be considered a violation of policy. The University understands that sexual or romantic relationships are often private in nature and the University treats such information sensitively and (to the extent practicable) confidentially. 
    
    The University has the option to take any action necessary to ensure compliance with the spirit of this policy, including transferring either or both employees to minimize disruption of the work group. The academic unit has the responsibility to support students in ensuring this policy.

Duty to Disclose
If there is any doubt whether a relationship falls within this policy, individuals should disclose the facts and seek guidance rather than fail to disclose. Questions may be addressed to your supervisor, department chair, relevant dean, human relations manager, or to the Office of Institutional Equity. In those rare situations where it is programmatically infeasible to provide alternative supervision, academic responsibility and/or evaluation, the dean, director or supervisor must approve all (as applicable) academic responsibility, evaluative, and compensation actions. 

Employees who engage in sexual or romantic relationships with a student or other employee contrary to the guidance, prohibitions and requirements provided in the policy are subject to disciplinary action up to and including dismissal, depending on the nature of and context for the violation. They will also be held accountable for any adverse consequences that result from those relationships. Tulane’s policy with regard to nepotism can be found in the Faculty Handbook. Nothing herein shall abridge the rights of faculty as outlined in the University's Faculty Handbook. 

The terms of the Consensual Relationships policy located at http://tulane.edu/handbooks-and-policies are adopted and incorporated by reference herein. 

The creativity of human beings is manifested in fields as diverse as science and technology, literature and the humanities, and the fine and applied arts. Intellectual property comprises the legal vehicles that make possible the ownership and control of some of the fruits of this creativity, providing an incentive both to be creative and to make such fruits public. As a result of recent changes in the laws governing intellectual property and in the conditions governing federal grants and contracts, and of increased cooperation in research and development between universities and business, the volume of intellectual property being created in universities has increased significantly. This increase has made apparent the complexity of the issues related to the ownership, control and use of such property. This policy is designed to achieve the following objectives:

• Encourage the creative endeavors of all members of the University community;
• Safeguard the rights and interests of all relevant parties (including the University itself) in the creative products of those associated with the University;
• Facilitate the dissemination and use of the findings of academic research so as to benefit the public at the earliest possible time;
• Provide machinery by which the significance of the findings of academic research may be determined and, when appropriate, their public use facilitated;
• Assist in the negotiation and preparation of contracts with outside sponsors, collaborators and licensees, and support the fulfillment of the terms of those contracts;
• Provide for the equitable distribution of benefits resulting from intellectual property among the various parties with interests in it.

The terms of the Intellectual and Property policy located at http://tulane.edu/handbooks-and-policies are adopted and incorporated by reference herein.

The University endeavors to provide a safe and healthy work environment for its employees. The University’s Office of Environmental Health and Safety (“OEHS”) is responsible for ensuring that University employees are aware of compliance requirements as they pertain to federal, state and local health, safety and environmental regulations. The University’s health, safety and environmental programs are set forth in the OEHS Safety Policy and Procedure Manual. This manual outlines individual employee compliance requirements based on job duties and is available on the OEHS web site or from your supervisor. The manual covers topics such as biosafety, laser safety, laboratory safety, chemical hygiene, personal protective equipment, hazardous materials, ergonomics, fire safety, radiation safety, occupational health, and bloodborne pathogens. 

Employees who may be exposed to hazardous substances in the course of their work are entitled to information about such substances. General instruction on the proper handling of hazardous substances and proper use of personal protective equipment is available from OEHS. Specific process safety information relating to the duties you perform is available from your supervisor. OEHS maintains the programs described in the Safety Policy Manual and is available to provide general compliance training or assistance. The programs are designed as a supplement, not a replacement, for the rules and regulations applicable to the diverse operations of individual University departments and can augment specific process safety procedures developed and implemented by your supervisor. 

Caution must be used when working in areas or with equipment labeled with the symbols or other indications of hazardous materials or conditions. Contact your supervisor or OEHS for further information concerning these hazards.

You should review the OEHS manual, discuss with your supervisor any health, safety and environmental programs applicable to your job, complete all required training when contacted to do so, and request any additional training you feel would support safe work practices. It is your responsibility to observe safety requirements and use safety equipment designated for your job. If you notice unsafe acts or conditions or environmentally unsound practices, either on your job or elsewhere on University property, report them to your supervisor or OEHS. In the event of an emergency, contact the Department of Public Safety and they can contact OEHS staff. 

In the case of an emergency, call 911 and the Tulane Police Department. If it is a health and safety related issue, the Tulane Police Department will contact OEHS. For more information, consult the OEHS web site https://risk.tulane.edu/oehs or call contact the OEHS Help Desk at oehs@tulane.edu.

This Code of Conduct evidences the commitment of Tulane University (“Tulane”) and its employees, agents, and contractors to full compliance with all laws and regulations regarding billing for health care services. Tulane is committed to ensuring that billing to and reimbursement from the Medicare program, Medicaid program, and all other federal health care programs is in compliance with the regulations and guidance for billing such programs. It is Tulane’s policy to educate our employees, agents and contractors about the provisions of the federal and state laws that prohibit the submission of false claims and false statements as well as about the whistleblower protections contained in these laws and the role that these laws play in detecting and preventing fraud, waste, and abuse. 

Applicability 
This Code of Conduct applies to all Tulane employees, agents and contractors, however, health care providers and individuals supporting health care providers are more likely to encounter the situations described in this Code of Conduct. Those employees, agents and contractors who provide health care services, are members of Tulane University Medical Group, or who provide administrative, managerial, financial or other support for Tulane’s health care functions should ensure that they fully understand this Code of Conduct. 

State and Federal Laws 
Both federal and Louisiana law prohibit Tulane from knowingly presenting a false or fraudulent claim to Medicare, Medicaid, or other federal health care programs. Federal law defines a “false claim” as knowingly presenting false or fraudulent claims for payment or making or using a false record or statement to receive payment for a claim. Louisiana law defines a “false or fraudulent claim” as a claim that a health care provider (or their agent) submits knowing the claim to be false, fictitious, untrue, or misleading in regard to any material information. Examples of false claims could include billing for services not rendered or goods not provided, falsifying certificates of medical necessity, falsifying medical records, unauthorized use or unauthorized assignment of provider billing numbers, and failing to report overpayments or credit balances. All of the data elements that must be included in submissions for reimbursement from Medicare, Medicaid and other federal health care programs must be accurate. Violations of these federal and state laws can subject Tulane to significant fines and penalties. 

Protection of Whistleblowers 
The federal and state laws contain certain protections for “whistleblowers” who alert the appropriate governmental authority of a violation of the false claims acts. Under these laws, any person with actual knowledge of an allegedly false claim, including employees, agents and contractors, may, under certain conditions, become a whistleblower under these statutes and is free to notify the appropriate state or federal governmental authorities if they do not believe that Tulane is responding appropriately when notified about potential violations. Employers are prohibited from taking adverse or retaliatory action against a whistleblower who in good faith notifies the appropriate governmental authority of an alleged violation. Whistleblowers may also be entitled to relief, including employment reinstatement, back pay, and other compensation arising from retaliatory conduct against the whistleblower.

Tulane’s Policies and Procedures 
Tulane University is committed to promoting ethical practices and to preventing and detecting fraud, waste, and abuse. Tulane systematically reviews its compliance with the rules and regulations of Medicare, Medicaid, and other federal payors. Tulane also has in place compliance procedures for audits, personnel training and continuing education. Tulane’s compliance personnel regularly apprise themselves and the organization of current state and federal statutory and regulatory developments to ensure that Tulane is compliant with the rules governing federal and state health care programs claims submissions. 

In addition, Tulane relies on its employees to notify it of any potential inaccurate billing so that we are not accused of violating the laws that prohibit the submission of false claims to the government. Tulane makes it a part of the duty of all employees to assist it this commitment to accurate billing by reporting any potential improprieties without fear of retaliation. Tulane employees may report potential billing violations directly to their supervisor or to the “hotline” maintained by Tulane for this purpose, which can be reached at 504-862-8698. Alternatively, information on the hotline and reporting any potential improprieties can be found at https://internalaudit.tulane.edu/content/compliance-hotline. 

For more information on this topic, please refer to Tulane’s Health Care Compliance Program Policy Manual located at https://counsel.tulane.edu/compliance/healthcare.

Any employee, regardless of status, who suffers a work-related injury or work-related illness within the meaning of any applicable workers’ compensation laws, is entitled to workers’ compensation benefits. Workers’ compensation insurance provides medical, rehabilitation and wage-replacement benefits. Workers’ compensation benefits may be denied if your injury is due to your use of drugs or alcohol. Additionally, injuries resulting from horseplay are not covered by workers' compensation. 

You must notify your supervisor immediately if you are injured at work, become ill because of what you believe is a work-related incident, or if you are exposed to blood or bodily fluids in the course of your work. It is your responsibility to complete a First Report of Injury form within 24 hours of the injury or illness and submit it to your supervisor. Your supervisor will complete the form in the event your injury prevents you from doing so. 

You should seek treatment as soon as possible after the injury or onset of illness. If emergency treatment is needed, call 911 and the Tulane Police Department immediately or seek treatment at the nearest emergency room. You are entitled to select a physician of your choice for treatment, although not all physicians treat workers’ compensation injuries. If you would like to request assistance in finding a physician, contact the Office of Environmental Health and Safety. 

In Louisiana, workers’ compensation wage payments generally consist of a portion of your average weekly wage, subject to a maximum weekly amount. Your workers’ compensation wage payment may not be supplemented with accrued sick or vacation time. Absences due to work-related injuries may also be counted against leave available to you under the Family and Medical Leave Act. Contact the Office of Human Resources and Institutional Equity to apply for Family and Medical Leave. 

Tulane works with its workers’ compensation insurer to investigate any suspected fraudulent workers’ compensation claims. Tulane seeks the prosecution of employees filing fraudulent claims or engaging in other workers’ compensation fraud. 

For additional information regarding workers’ compensation, contact the Office of Environmental Health and Safety.

Purpose
The purpose of this policy is to establish a zero tolerance standard with respect to Acts of Violence, Threats of Violence, or acts of Intimidation relating to the Tulane University Workplace (“Workplace Violence”). 

Policy 
Workplace Violence, either implied or direct, is prohibited. The University prohibits Workplace Violence against co-workers, students, visitors or any other persons at the Workplace or having contact with University employees in the course of their duties. An employee who exhibits Workplace Violence shall be subject to disciplinary action including possible dismissal and may be subject to criminal prosecution. Workplace Violence by a non-employee will result in the non-employee being barred from campus and may result in criminal prosecution. Tulane will assess all complaints of Workplace Violence and will also assess any possible violation of this policy of which we are made aware. Retaliation against a person who makes a good-faith complaint regarding Workplace Violence is also prohibited.

Definitions
For purposes of this policy the following definitions apply: 

“Act of Violence” includes but is not limited to any conduct, whether verbal or physical that causes bodily harm to another person, whether or not the individual is a University employee. 

“Workplace” means on University property at any time (before, during or after work hours), at University sponsored events, and any other location where official University business is conducted. 

“Threat of Violence” includes but is not limited to the implication or expression of intent to inflict bodily harm or actions that a reasonable person would interpret as a threat to physical safety or property. 

“Intimidation” includes but is not limited to conduct intended to cause another person(s) to reasonably fear for their safety. 

“Workplace Violence” means Acts of Violence, Threats of Violence, or acts of Intimidation relating to the Tulane University Workplace.

Prohibited Behavior
The following are examples of conduct which violate this policy. These examples are not meant to be all inclusive.

• Intentionally or recklessly damaging or destroying property belonging to another individual or the University.
• Expressing a credible threat, wish or intent to hurt another individual or communicating a credible threat through a written, electronic or visual medium.
• Initiating a physical altercation or inflicting bodily harm, hitting, shoving, grabbing another person or throwing objects.
• Stalking another individual in person, in writing, by telephone or text or by any other electronic format.
• Intimidation of an individual designed to cause that individual to reasonably fear for their safety.
• Physical restraint or confinement.
• Any violation of the University’s Weapons Policy.
• Commission of a violent felony or misdemeanor on University property.
• Any other act that a reasonable person would perceive as constituting Workplace Violence.

Reporting Workplace Violence
An employee who:

1. Is the victim of Workplace Violence, or
2. Believes they have been subject to a Threat of Violence, or
3. Witnesses Workplace Violence towards anyone else shall take the following steps:

• If an emergency exists and the situation is one of immediate danger, the employee shall contact the Tulane University Police Department immediately, and take whatever steps are available and appropriate to protect himself/herself from immediate harm, such as leaving the area.
• If the situation is not one of immediate danger, the employee shall nevertheless contact TUPD immediately. TUPD will, in turn, investigate and coordinate with the appropriate administrative unit(s) of the University as appropriate.

Procedures - Situation of Concern
Employees who have reason to believe they, or others may be victimized by a violent act sometime in the future, at the workplace or as a direct result of their employment with the University, shall inform TUPD immediately. TUPD will, in turn, investigate and coordinate with the appropriate administrative unit(s) of the University as appropriate. 

Employees who have signed and filed a restraining order, temporary or permanent, against an individual due to a potential act of violence, where such individual would be in violation of the order by coming near the employee at work, shall immediately supply a copy of the signed order to TUPD which will, in turn, coordinate with the appropriate administrative unit(s) of the University as appropriate. Any employee subject to a filed restraining order, temporary or permanent, shall supply a copy of the order to TUPD which will, in turn, coordinate with the appropriate administrative unit(s) of the University as appropriate.

Reporting Incidents & Incident Investigation:
The University has established a threat assessment team that will assess and respond to complaints of immediate and potential acts of Workplace Violence. 

The threat assessment team is composed of representatives from the following departments:

• Office of Human Resources and Institutional Equity, Employee Relations
• General Counsel’s Office as legal advisor • Office of Emergency Management
• Tulane University Police Department
• Technology Services Information Security Officer in the event electronic communications are involved 

The threat assessment team may recommend an employee be evaluated by appropriate mental health professionals to determine fitness for work. The threat assessment team will provide recommendations to the Chief of Staff and Vice President for Administrative Service for review and approval.

All individuals are encouraged to be alert to the possibility of violence on the part of employees, former employees, students, customers, and strangers, and to report such incidents to TUPD. 

No member of the University community will be disciplined for making a good faith report of Workplace Violence. Retaliatory or intimidating conduct against any individual who has made a good faith complaint of Workplace Violence or who has testified or assisted in any manner in an investigation is specifically prohibited and shall provide grounds for a separate complaint. Employees determined to have engaged in Workplace Violence will be subject to disciplinary action, including immediate termination. 

While we encourage all to report good faith claims of Workplace Violence, false accusations will not be tolerated. If an investigation results in a finding that a false accusation of Workplace Violence was made in bad faith, the complainant will be subject to disciplinary action.

Possession of any weapon is prohibited on University property and at University sponsored events. 

This policy applies to employees, students and individuals visiting or conducting business on University property. 

For purposes of this policy, University property includes any property owned or leased by the University, including University owned vehicles. This policy also applies to off campus University sponsored events. 

Weapon is defined as:

• Any device that shoots a bullet, pellet, flare or any other projectile, whether loaded or unloaded, including those powered by CO2. This includes but is not limited to rifles, shotguns, handguns or other firearm, BB/pellet gun, flare gun, stun gun or dart gun and any ammunition for any such device. Any replica of the foregoing is also prohibited.
• Any explosive device including firecrackers and black powder.
• Any device that is designed or traditionally used to inflict harm including but not limited to any knife with a blade longer than three inches, hunting knife, fixed blade knife, throwing knives, dagger, razor or other cutting instrument the blade of which is exposed. 

Weapons are not permitted to be stored on campus or in vehicles. Any weapon on campus in violation of this policy will be confiscated. 

Violation of this policy by employees constitutes misconduct and may subject the offender to discipline including immediate termination.

Violation of this policy by students will be adjudicated in accordance with the Student Code of Conduct. Depending on the circumstances violation of this policy may subject the offender to discipline up to and including dismissal from the University.

Violation of this policy by individuals visiting or conducting business on University property will result in the individual being required to leave the University property or event as the case may be and may also result in the individual receiving a written directive to remain off of University property.

The University may refer any violation of this policy to appropriate law enforcement authorities.

Exceptions to this policy include:

• Members of Tulane University Departments of Public Safety who are regularly employed by the University and are required to carry a weapon in accordance with departmental policy. New Orleans Police Department officers hired to assist Tulane University Department of Public Safety. Private security firms must obtain prior written approval from the Director of Tulane University Department of Public Safety before bringing any weapon on University property.
• A weapon, real or replica, used in connection with drill, public ceremony or a theatrical performance.
• Any federal, state or local law enforcement officer in the performance of their official duties.
• Prior written approval from the Director of Tulane University Department of Public Safety must be obtained when the weapon will be used in a University sanctioned academic course or club sport. For recognized club sports additional prior written approval must be obtained from the Assistant Vice President for Campus Recreation when the weapon will be used in sanctioned practices and/or tournaments and matches.

The purpose of this policy is to provide guidance regarding drug and alcohol use for all employees and applicants. According to the provisions of the Drug-Free Workplace Act of 1988, and the DrugFree Schools and Communities Act amendments of 1989, employees are prohibited from the unlawful manufacture, distribution, sale, possession or use of illegal drugs (as defined by state or federal laws and regulations) in the workplace. Employees may not report to work under the influence of alcohol or illegal drugs. As dictated by job duties, designated employees may be subject to drug and alcohol testing and are considered covered under this policy. 

Employees and applicants are strictly prohibited from possessing, manufacturing, distributing, storing, consuming, or otherwise using alcohol and illegal drugs, as defined by state or federal laws and regulations, on Tulane University’s premises and worksites, at Tulane University activities, or in any Tulane University vehicle. 

On occasion, Tulane University permits alcohol consumption on its premises for Tulane University-sponsored functions or at other work-related functions. Employees are expected to abide by Tulane University’s standards of conduct when attending these functions (such as refraining from becoming intoxicated). 

The consumption, possession, sale or purchase of alcohol at any University-sponsored business or social functions held on or off campus must have the prior approval of your Senior Vice President and must be served in alignment with the University’s Alcohol Policy. 

Whenever use or abuse of any controlled substance (such as alcohol or other drugs) interferes with a safe workplace, appropriate action will be taken. Failure to adhere to the guidelines outlined in this policy may impact an employee’s employment status or an applicant’s ability to gain employment status. 

Employees convicted of illegal drug activity must notify Tulane within five (5) days of conviction. 

Drug and Alcohol Testing: 
As part of the hiring process, Tulane University conducts drug and alcohol tests for the following personnel:

• Tulane Police Department employees;
• Shuttles and Transportation department drivers;
• employees who have access to Biosafety Level 3 Laboratories;
• employees without access to Biosafety Level 3 Laboratories, but work in Biosafety Level 3 Laboratories under the supervision of employees with access;
• employees who have access to controlled drug storage boxes at the Tulane National Primate Research Center; and
• any other position that, for reasons of health and/or safety, necessitate performance of a pre-employment drug and alcohol test. 

Applicants are advised of the drug and alcohol testing requirements in detail prior to an offer of employment. Applications for employment will not be processed unless applicants submit to drug and alcohol testing procedures.

Employees may be tested for drugs or alcohol:

• for reasonable suspicion;
• on a random basis and at least annually if they occupy driver positions;
• according to government contracts with state or federal government agencies;
• following accidents, specifically when required by law or when there is a reasonable possibility that drug or alcohol use was a causal factor in the incident;
• when required by state or federal laws and regulations or by other contractual obligations.

Employees who drive motor vehicles carrying more than 16 passengers, trucks weighing more than 26,000 pounds, and/or vehicles used to transport materials considered to be hazardous under the Hazardous Materials Transportation Act and required to be placarded under the Hazardous Materials Regulations are subject to the Department of Transportation (DOT) alcohol testing rules. Under DOT regulations, employees who operate vehicles requiring a commercial driver’s license are subject to drug testing as well as any drivers who operate a commercial motor vehicle as defined by DOT. 

DOT policy dictates applicable employees are tested if they are involved in an on-the-job vehicle accident and are cited for a moving vehicle violation; note that both these conditions must be met. To be valid, a Breathalyzer test must be administered within two hours of an accident and a drug test must be conducted within 32 hours of an accident. Applicable employees are prohibited from using alcohol or controlled substances following an accident until they have been tested. 

Once selected for such drug and alcohol testing, employees must sign and submit all applicable consent forms. Refusal by an employee will be treated as a positive drug test result and will result in immediate termination of employment. 

A contract medical facility conducts the tests, analyzes the results, and counsels covered employees regarding the outcome of the test(s). The contract medical facility and its laboratory must be certified for drug and alcohol testing by the U.S. Department of Health and Human Services. Only personnel trained in the use of equipment and taking specimens can be involved in the drug and alcohol testing process. 

The contract medical facility’s Medical Review Officer also must be certified as a substance abuse professional. Tulane University will rely on the Medical Review Officer to provide appropriate documented data and testimony if the test results in an adverse personnel action.

Employees are encouraged to take advantage of the counseling and treatment services that are available through the University’s Employee Assistance Program (EAP). All counseling is strictly confidential. Information about the EAP is found on the Office of Human Resources and Institutional Equity website. 

This policy is intended as a guideline to assist in the consistent application of Tulane policies and programs for employees. This policy does not create a contract, express or implied, with any employee. Tulane reserves the right to modify this policy in whole or in part, at any time, in its sole discretion.

Smoking is prohibited in all University buildings and property. This includes all outdoor areas, work areas, employee lounges, restrooms, conference rooms, meeting rooms, classrooms, cafeterias, hallways, and vehicles. 

A fine of $25.00 will be issued by TUPD for any person violating the policy.

The use of any tobacco product in any form is prohibited on all Tulane University facilities and property. This includes all tobacco-derived or tobacco-containing products. Examples include but are not limited to: cigarettes (clove, bidis, kreteks), cigars and cigarillos, pipe, hookah-smoked products; smokeless tobacco, also known as oral (spit and spitless, dip, snus, chew, snuff, orbs, etc.); vapor emitting and all other types of e-cigarettes.

Reimbursement from University funds for travel will be made on the basis of reasonable actual expenses. Where travel is conducted under a grant or contract that is more restrictive than University policy, the terms of the grant or contract will control. You must make every effort to use the lowest-priced available airfare and accommodations. 

Original receipts must be submitted for all reimbursable expenses claimed. Expenses are submitted through the Concur system located at Gibson Online. 

Reimbursement for foreign travel funded from government grants and contracts will be made on the basis of U.S. Department of State Foreign Travel Per Diem. These rates are kept current for every foreign country, and are available from the University Accounting Office. 

Whether a non-exempt employee is paid for travel time is dependent on the specific circumstances, as described below. These pay policies are intended to comply with the Fair Labor Standards Act. 

Home to work: Generally, a non-exempt employee is not paid for time spent commuting from home to work. This is also true if an employee is required to return to the University or to the employee’s regular work location to respond to an emergency situation. 

Home to work, special assignments: A non-exempt employee must be compensated for all time spent traveling to attend a seminar, training session, or work assignment at an off-site location that lasts a full day, but only to the extent that the time is beyond what the employee would normally spend commuting to and from work at their regular work location. All time spent by the employee attending the seminar or training session is considered work time, except for meal periods not spent performing work or in the seminar or training session. 

Travel as part of the day’s work: A non-exempt employee must be compensated for time spent traveling as part of their principal work activity, such as travel from job site to job site during the workday. In addition, if a non-exempt employee must report to a meeting place to receive instructions, perform other work, or pick up items for work, the travel time from the meeting place to the work site is counted as hours worked. 

Overnight travel: If a non-exempt employee travels to a seminar, training session, or work assignment and leaves the day before the seminar, training session or work assignment begins, the employee will be compensated only for the travel time that overlaps the employee’s regular workday. For example, if the employee’s regular workday is from 8:30 a.m. until 5 p.m., and the employee leaves at 4 p.m. to attend a seminar the next day, arriving at the destination at 9 p.m., the employee will be paid only for one hour of travel time. Time for normal meal periods will be deducted from the total hours worked, provided the employee performs no work during the actual meal period. 

In addition, a non-exempt employee will be compensated for travel time during the employee’s regular work hours on days which the employee is not regularly scheduled to work. For example, if an employee who does not regularly work on weekends travels on a Saturday, the employee will be paid for travel time occurring during the hours of their regular workday. Time for normal meal periods will be deducted from the total hours worked, provided the employee performs no work during the actual meal period. 

Work performed while traveling: A non-exempt employee will be compensated for work actually performed while traveling

Under federal law, the University may not participate in, or intervene in any political campaign on behalf of any candidate for public office. However, members of the University community are encouraged to fulfill their civic responsibilities as private citizens. There are no restraints upon your personal political activity, provided you are acting as a private citizen and not representing the University. You may not use University resources, time or property for or on behalf of any political candidate, campaign or organization.

In accordance with state law, the University may defend and indemnify an employee against any suit or legal proceeding arising out of an alleged act or omission occurring during employment if the employee was acting in the course and scope of employment and performing authorized duties when the act or omission occurred. To qualify for defense and/or indemnification, the employee must have acted in good faith and in a manner they reasonably believed to be in or not opposed to the best interests of the University, and with respect to any criminal action or proceeding, the employee must have had no reasonable cause to believe the conduct was unlawful. 

The University will not defend or indemnify employees for acts of intentional wrongdoing, gross negligence, willful or wanton neglect of duty or in any action brought against an employee by the University itself. Decisions on the extent of eligibility for defense and or indemnification, and the selection of counsel, will be made on a case- b y - case basis by the Office of the General Counsel, after an investigation. As a condition of defense and or indemnification, the employee must cooperate fully with the University in the defense of the action. Please contact the Office of the General Counsel for further information.

Employees shall not canvass, solicit or distribute literature for any purpose during an employee’s working time or the working time of the employee at whom such activity is directed. Employees shall not distribute literature in any working area on the premises of Tulane. Non-employees of Tulane are prohibited from canvassing, soliciting or distributing literature on the premises of Tulane at any time.

The University is committed to providing an academic environment in which all members can safely learn, live, teach, work and excel. We intend to comply with applicable state and federal requirements for collecting and publishing crime statistics, and developing and implementing written University security rules, regulations, policies and procedures. The Department of Public Safety is authorized to collect and disseminate crime information and offers a wide variety of crime prevention services and programs. The Department of Public Safety collaborates with University departments in an ongoing effort to develop and implement campus security policy. You are reminded of the shared responsibility each of us bears in providing a safe academic community. This responsibility includes being familiar with services, participating in security programs, and following basic personal and property crime prevention procedures. 

For more information regarding this policy or crime prevention information please contact the Department of Public Safety on your campus.

The University has established the Tulane Alert Line (862-8080 and toll-free at (877) 862-8080), which is dedicated to providing important information to the University community in the event of a hurricane, tropical storm, or other emergency affecting the operation of the University. This information will also be available on the University’s emergency web site, emergency.tulane.edu.

In the event of an emergency, the President or their designee has the sole authority to close the University. 

In the event the University closes, due to an emergency, employees released from duty will receive their regular rate of pay for the remainder of their shift. 

Non-exempt employees required to remain on campus or on-site at a facility to maintain operations will be paid their regular rate plus a premium of one and one-half times (1 ½ X) for all hours worked during an emergency closure. 

Designated non-exempt, benefits eligible staff assigned to the School of Medicine as well as Tulane Medical Group will be paid their regular rate of pay plus a premium of one time (1X) for all hours worked during an emergency closure.

Remote workers are expected to work from the remote work location, to the extent it is possible, and will not be paid a premium for time worked. 

On occasion, conditions may restrict access to University properties, such as a need to shelter in place for a potential storm, flooding, a power outage, or icy roads, resulting in a limited closure and transition to remote operations. Employees who are required to work on-site or remotely during a limited closure event will receive their regular pay. If they are unable to work remotely, employees will receive administrative pay for those hours they are not able to work up to their regular scheduled hours. 

If the circumstances above do not result in a limited closure and the employee is not able to report to work, the employee may use vacation, if available, for hours they are unable to work. 

Emergency closure pay is not used to calculate overtime pay. 

If an employee has previously scheduled vacation or sick leave, vacation or sick leave will still be applied. With supervisor approval however, employees may submit a request in the timekeeping system to cancel a previously approved period of vacation or sick leave during an emergency closure if the employee worked and was unable to take the planned vacation or sick leave. 

In the event of emergency closures, certain staff members designated as essential employees play a critical role in maintaining essential operations. For full details on roles, expectations, and procedures during these situations, please review the Essential Employee Policy. This policy outlines specific responsibilities, guidelines, and compensation related to essential duties during closures.

Emergency Closure for Extended Duration

Emergency Pay for Extended Duration Closures

• No Request by Supervisor to Return to Work:
  If the University or one or more of its campuses closes for a period in excess of two weeks, employees who are not required to work after the close of the second week will be required to use accrued vacation or sick leave (in that order) until the University resumes full-scale operations beginning with the first workday of third week of closure. 
  
  Employees who exhaust or do not have accrued vacation or sick leave will receive pre-paid vacation pay until the University resumes full-scale operations. Pre-paid vacation accruals will be offset against future vacation or similar personal leave accruals. In the event an employee receives pay for pre-paid vacation leave and their employment with the University terminates for any reason, the employee will be required to reimburse the University for the pre-paid vacation leave. The University reserves the right to deduct the unearned vacation pay from the employee’s final paycheck, to the fullest extent permitted by law. Employees may be required to provide a written authorization for such deductions in order to receive pre-paid vacation pay. Examples are provided to illustrate the change in the vacation and sick leave policies in the event of an emergency closure for an extended duration:
  • Employee A has 40 days of accrued vacation on November 1 and is not working their regular 37 ½ hour workweek as a result of the extended duration emergency closing. Effective November 1, Employee A will receive vacation pay for the 20 working days in the month of November and will have 20 days of accrued vacation as of December 1.
  • Employee B does not have any accrued vacation or sick leave as of November l and is not working their 37 ½ hour workweek as a result of the extended duration emergency closing. Employee B will receive pre-paid vacation pay for the month of November and will have to offset the vacation pay used during this month by earning an equivalent amount of vacation or other similar accruals after the University resumes full-scale operations.
  • Employee C has 10 days of accrued vacation and 5 days of sick leave on November 1 and is not working their regular 40-hour workweek week as a result of the extended duration emergency closing. Employee C will receive vacation pay for the first 10 working days of November, sick leave pay for the next 5 working days, and pre-paid vacation pay for the remaining 5 working days in the month of November. If Employee C’s employment with the University continues when the University resumes full-scale operations, they will have to offset the vacation pay used during this month by earning an equivalent amount of vacation or other similar accruals after the University resumes full-scale operations.
     
• Request by Supervisor to Return to Work
  During an extended closure some employees may be required to return to work. All nonexempt employees asked to return to work, will receive their regular rate of pay plus premium pay of one and one -halftimes (1 ½ X) for all hours worked. 
  
  Designated non-exempt, benefits eligible staff assigned to the School of Medicine and Tulane Medical Group will be paid their regular rate of pay plus premium pay of one time (1X) for all hours worked during an extended closure. 
  
  Exempt employees who are required to work will receive their regular pay. 
  
  The duration of premium pay under these circumstances may be limited or changed, based upon the length of the closure.

Employees may not accept money, goods, services, entertainment, or any form of gratuity either directly or indirectly from any individual or company interested in or engaged in business or financial relations with the University

Purpose
To establish uniform procedures for screening and engaging volunteers, ensure that volunteers’ relationships with the university are clearly established and understood by both parties, and to reduce the risk and protect the interests of the university, its volunteers, and the community it serves.

Definition of a University Volunteer
Volunteers are individuals who perform services directly related to the activities of the University for their own benefit, to support the humanitarian, educational, charitable or public service activities of the University, or to gain experience in specific endeavors. Volunteers perform services without promise, expectation or receipt of any compensation, future employment or any other tangible benefit. To ensure that an individual performing volunteer services is not an employee for purpose of the Fair Labor Standards Act, all of the following criteria must be satisfied in order for an individual to be approved as a volunteer:

• The services are intended to be voluntary and to be rendered without compensation.
• The services must constitute a bona fide effort of the individual to volunteer for a humanitarian or public service purpose or for the benefit of their professional experience.
• The fact that the individual is an employee elsewhere in the University does not mean they cannot volunteer in a capacity that differs from their employment. However, where an employment relationship does exist, that relationship may not be waived; so, for example, an employee cannot volunteer to do activities that are the same or similar to ones they perform in their job.
• Individuals volunteer their time for their own personal motives, without promise or expectation of compensation, at hours that suit their own convenience.
• Volunteers must not be utilized in ways that displace or replace regular employees in the performance of their normal duties.

Policy

Rights & Responsibilities of University Volunteers
University Volunteers are expected to abide by University policies and external regulations that govern their actions including, but not limited to, ethical behavior, confidentiality, financial responsibility, drug/alcohol use, health and safety, protected health information, nondiscrimination, and computer use. 

Foreign nationals must have the appropriate visa and authorization to engage in volunteer activities. 

Volunteers do not have an employment relationship with Tulane University on any grounds, and are not covered by the Fair Labor Standards Act. Therefore, they are not eligible for compensation or any University benefits as a result of this volunteer association.

Who May Volunteer
Anyone, including retirees, students, alumni, or others, may provide volunteer services to the University, with the following restrictions:

• A non-student under the age of eighteen may only become a University volunteer for services for which a Volunteer Agreement is not necessary (see “Services Not Requiring a Volunteer Agreement” section of this document).=
• An employee may not become a University volunteer at the University in any capacity in which they are currently employed, or which is essentially similar to the individual’s regular work at the University.

Note: Services that are not directly related to University business, such as those performed by employees for employee organizations, are generally not covered by this policy.

Services Not Requiring a Volunteer Agreement
The University does not require a completed volunteer agreement for the following activities:

• Volunteer fundraising activities
• Advisory council participation
• Commencement volunteers
• Gallery/program guides
• Museum docent
• Public speakers
• Reunion Chairs
• Participation in all volunteer committees

Activities That Do Not Require a Volunteer Agreement and Are Subject to Volunteer Protocols
Any department engaging a University volunteer must maintain a completed and signed copy of the Volunteer Agreement along with any associated documents. A volunteer is generally required to complete a Volunteer Agreement to perform the following activities:

• Laboratory activities not specifically prohibited by Section E below
• Professional services, such as those being performed by accountants, architects, doctors, engineers, etc. whether or not the work is deemed a donation.
• Activities in any environment that would require orientation or training
• Activities with patients and/or subjects of experiments
• Activities with minors

Prohibited Activities
University volunteers may not replace employee positions or impair the employment of a University position. Volunteers’ services are generally limited to humanitarian, charitable or public services. University volunteers are also prohibited from performing the following activities:

• Operating heavy equipment or motor vehicles
• Working with any BSL III and BSL IV protocols
• Working with or having access to any export-controlled materials
• Working with stored energy (physical energy stored in air, gas, steam, water pressure, or in springs, elevated machines, rotating flywheels, fans, hydraulic systems, etc.)
• Any activity which would be considered inappropriate for an employee
• Entering into any contract on behalf of the University
• Working with bio-hazardous or infectious materials
• Working with animals or in laboratories where animals are present

Payments to University Volunteers
Payment for volunteer services is not permitted under any circumstance. However, a department may reimburse volunteers for actual and reasonable expenses, following University guidelines for reimbursements. Reimbursements must not substitute compensation and cannot be linked to productivity.

Volunteer Dismissal
The University and volunteer may end their volunteer service at any time and without any notice.

Procedure For Departments Seeking Volunteers In Activities Which Require A Volunteer Agreement
Any Department of the University seeking to utilize a volunteer for activities which require a volunteer agreement must abide by the following procedures before allowing the volunteer to begin services for the University:

• Have the individual sign the Volunteer Agreement and a Volunteer Background Investigation Release Form allowing the University to conduct a background check;
• Forward the Agreement and Authorization to the Office of Human Resources and Institutional Equity.
• Not allow the volunteer to begin services for the University until the Office of Human Resources and Institutional Equity verifies that the information provided in the Agreement and pursuant to the background check are acceptable.

Please note that the costs of performing background checks will be borne by the Department requesting the volunteer.

Related Forms
Volunteer Packet

Paychecks
Paychecks are issued on the last weekday of the month for employees that are paid monthly. For employees that are paid bi-weekly, paychecks are issued the second Friday following the end of the pay period. 

For monthly paid or biweekly paid employees, if a banking holiday falls on a regularly scheduled pay day, then the pay date will be published on the payroll calendar found at the Office of Human Resources and Institutional Equity website. 
The University is required to withhold federal and state income tax and social security taxes from your paycheck. The University will also withhold court-ordered garnishments from your paycheck. If you are eligible for certain University benefits, the premiums for such benefits, as well as any deductions which you have authorized, will also be deducted from your paycheck. 

Your statement of earnings may be accessed at Gibson Online (https://gibson.tulane.edu/), HCM Self Service, Tulane Employee Self-Serve, Deposit Advice. 

Please contact the Office of Human Resources and Institutional Equity if you have questions.

Social Security
All University staff employees are covered by Social Security under the Federal Insurance Contributions Act (“FICA”). An amount is withheld from each paycheck and the University contributes an equal amount. If you have questions about the benefits provided by Social Security, please contact your local Social Security Administration office.

Direct Deposit
All new and current staff employees paid monthly or bi-weekly must have their paycheck automatically deposited into their bank account upon hire. 

To set up direct deposit, go to Gibson Online (https://gibson.tulane.edu/), Oracle E-Business Suite, Tulane Employee Self-Serve – Direct Deposit Only. You must be logged onto a Tulane network in order to set up your direct deposit. 

Shift Premiums 
Non-exempt staff employees who are regularly scheduled to work evenings, nights and/or weekends may receive additional compensation in the form of a shift premium. If you receive a shift premium, it will be included in determining your regular rate for overtime, holidays, Winter Recess, and vacation leave. 

Employees who are not entitled to a shift premium and who work overtime into the evening or night shift will not receive a shift premium for the additional time worked. Employees who are reassigned from a non-shift premium schedule to a shift premium schedule will be paid the shift premium for the duration of their assignment. 

Overtime 
Federal law defines overtime as actual time worked in excess of forty (40) hours in a single work week. Under federal law, non-exempt employees are entitled to one and one-half times (1½X) their regular rate of pay for overtime. 

If you are non-exempt, you will receive one and one-half times (1½X) your regular rate for actual time worked in excess of 40 hours in a single work week. 

Your regular job responsibilities should be completed without the need for time in excess of your regular work hours. However, you may be required to work additional hours on an overtime basis when authorized and considered essential by your supervisor. 

Overtime is calculated based on actual hours worked in the work week in which it is earned. Overtime may not be carried over from one payroll period to the next. The work week for non-exempt employees is Friday – Thursday. 

Vacation, sick leave, holiday pay and Winter Recess pay do not count as actual time worked in determining overtime pay as those are hours that are not worked. Call back pay also does not count in determining overtime pay.

Salary Supplements 
Individual departments may provide salary supplements to newly-hired employees who were participants in a retirement plan immediately prior to accepting employment with the University. These supplements may only be provided for a period of two years (2) from the date of hire. Salary supplements are not included in base salary for purposes of calculating other benefits. 

Departmental Pay Practices 
Due to specific operational needs, departments may have additional premium pay practices, such as call-back pay or on-call pay. 

Call back pay is for when a non-exempt employee is called back to work due to an unforeseen emergency. On-call pay is when a non-exempt employee has been scheduled to stand-by during their normal off time and is prepared to return to work to respond to an unforeseen emergency. 

If a non-exempt employee is called back to work, they will be guaranteed a three (3) hour minimum of pay regardless of the number of times called back within the initial three (3) hour period. However, if the non-exempt employee works beyond the initial three (3) hours, they will then be paid for all hours worked beyond the initial three (3) hour period. 

Call back pay is paid out at one and one-half times (1½X) the regular rate of pay. Call back pay does not count in determining overtime pay. 

In the event of emergency closures, certain staff members designated as essential employees play a critical role in maintaining essential operations. For full details on roles, expectations, and procedures during these situations, please review the Essential Employee Policy. This policy outlines specific responsibilities, guidelines, and compensation related to essential duties during closures.