Privacy and Security Compliance 1004

Description: To ensure Longwood University is in compliance with Federal and State regulations governing privacy and security including, but not limited to, the Gramm-Leach-Bliley Act (GLBA), the Family Education Rights and Privacy Act (FERPA), and the Health Insurance Portability and Accountability Act (HIPAA).

Owner: Human Resources


Health Insurance Portability and Accountability Act Privacy 1006

Description: Longwood University is governed by the HIPAA Privacy Policies and Procedures Manual (pdf) of the Department of Human Resource Management, the Office of Health Benefits Programs.

Owner: Human Resources


Overtime and Compensatory Guidelines 4501

Description: The purpose of this policy is to describe the circumstances under which employees are entitled to overtime pay and compensatory leave and to ensure compliance with and consistent application of the Federal Fair Labor Standards Act (FLSA) and the Commonwealth’s Department of Human Resource Management policies.

Owner: Human Resources


Pay Practices 4502

Description: The purpose of this policy is to establish the basic pay processes and pay schedules for the University.

Owner: Human Resources


Alcohol and Other Drug Policies and Procedures 5202

Description: To protect the health, safety, and welfare of all members of the Longwood community by taking all reasonable measures to assure that a drug-free workplace is maintained and that all Longwood University employees perform their duties unimpaired by the effects of drugs or alcohol. (In accordance with Drug-Free Workplace Act of 1988; the Drug-Free Schools and Communities Act of 1989; and the Commonwealth of Virginia’s Alcohol and Other Drugs policy.)

Owner: Human Resources


Confidential Employee Information 5207

Description: The purpose of this policy is to ensure that strict confidentiality is maintained in relation to information entrusted to the Human Resources (HR) Office. Although information security is the job of all employees of the HR Office, primary monitoring of the information security program is assigned to the Human Resources Information System (HRIS) manager, whose duty is both records management officer and security officer for all data information within the department.

Owner: Human Resources


Conflict of Interest 5208

Description: The purpose of this policy is to provide guidance to employees and officers relating to conflict of interest and to inform them of their duty to comply with the State and Local Government Conflicts of Interests Act (Code of Virginia § 2.2-3100 et seq.).

Owner: Human Resources


Dress Code 5210

Description: The purpose of this policy is to establish basic guidelines for appropriate work dress, which promote a positive image of the institution, but also allow for maximal flexibility to maintain good morale, respect individual religious, racial, gender-specific and ethnic attire, and give due consideration to safety and sound business practice.

Owner: Human Resources


Educational Benefits for Employees 5211

Description: Professional growth is important to Longwood University. This policy seeks to assist its employees and their families in gaining increased, affordable access to Longwood University's course offerings.

Owner: Human Resources


Collection of Debts Owed by Employees 5212

Description: The purpose of this policy is to provide guidelines for Longwood University to collect all debts owed to it by its employees.

Owner: Human Resources


Non-Discrimination 5215

Description: The purpose of this policy is to restate the institution's commitment to diversity.

Owner: Human Resources


Gifts and Memorials (Remembrance Fund) 5217

Description: This policy is intended to make the Longwood community aware that the Human Resources Office receives funds from the Longwood Foundation annually for specific gift and memorial purposes and may be accessed for appropriate departmental gift and memorial needs relating to employees.

Owner: Human Resources


Guide to Employment of Foreign Nationals 5218

Description: This policy seeks to provide an overview of employment and residency issues for managers, relating to employment of foreign citizens. The policy is intended to answer very specific questions frequently encountered by search committees and foreign applicants for employment within the higher education environment. It is not intended as an instructional manual for departments to manage these issues on their own. Early contact with the Chief Human Resources Officer is imperative...

Owner: Human Resources


Hours of Operation 5219

Description: As an agency of the Commonwealth of Virginia, Longwood University is committed to providing convenient service to all citizens of the Commonwealth. The institution's normal business hours and employee schedules shall reflect that commitment to service. While some flexibility in scheduling exists in terms of flex-time and telecommuting, the overriding consideration in setting schedules shall be the efficient business operations of the University.

Owner: Human Resources


Inclement Weather/Campus Emergency Closing 5220

Description: The purpose of this policy is to state the communication process when University operations are affected by inclement weather/emergency closings and to outline the procedures related to pay and leave. Situations that are not outlined in this policy will adhere to the Department of Human Resource Management Policy 1.35, Emergency Closings.

Owner: Human Resources


Outside and Secondary Employment 5224

Description: Longwood University hires employees on both a full-time and part-time basis. Administrative and Professional, classified and hourly workers may engage in outside employment at any business enterprise which does not require their physical presence during the hours in which he or she is employed by the university. Under certain circumstances, an employee may hold a secondary or additional job(s) at Longwood that is outside of the scope of his/her primary job and may receive supplemental...

Owner: Human Resources


Overtime Leave for Classified Employees 5225

Description: Maximum Amount of Accruable Overtime Leave: No employee of the University may accrue more than eighty (80) hours of Overtime Leave. If an employee works additional hours which otherwise would have been eligible for Overtime Leave, the University will pay the employee Overtime Pay for those additional hours.

Owner: Human Resources


Employment Management for Administrative and Professional Faculty 5226

Description: The purpose of this policy is to establish a local policy that will guide the University's relationship with Administration and Professional (A/P) Faculty of the University.

Owner: Human Resources


Performance Management for Classified Employees w/Appendix C 5227

Description: Longwood embraces the Commonwealth of Virginia's Compensation Philosophy, which is "to pay employees in a manner sufficient to support and develop a high performance workforce that provides quality service in a fiscally responsible manner to the citizens of Virginia."

Owner: Human Resources


Recruitment and Selection 5228

Description: The purpose of the policy is to hire the best-qualified applicant for any position vacancy, promoting a fully efficient and consistent approach to meet the institution's needs, its commitment to diversity, and its obligations to Affirmative Action. It will also provide guidance regarding the recruitment and selection process for Administrative and Professional (AP) Faculty, Instructional Faculty (IF), and Classified and Wage employees, and to ensure compliance with federal and state regulations.

Owner: Human Resources


Return to Work 5230

Description: The purpose of this policy is to facilitate an expedient return to work for employees who have suffered personal or work-related injuries/illnesses while observing the temporary physical restrictions identified by the treating physician. The institution considers this a productive way to utilize valued employees when they are rehabilitating from injuries without jeopardizing that recovery.

Owner: Human Resources


Child Abuse, Neglect, and Reporting 5234

Description: The intention of this policy is to inform and provide awareness to each Longwood University faculty, employee, volunteer, administrator and person who have contact with minors at a Longwood University sponsored event, of the responsibilities each person has in reporting suspected child abuse and neglect.

Owner: Human Resources


Annual Crime and Sexual Misconduct Training 5238

Description: This policy requires training of employees, students or third parties on the reporting of crimes, fires, missing persons, and issues of all forms of sexual misconduct, including sexual discrimination, sexual harassment, sexual assault, sexual violence, dating and relationship violence, and stalking. Training shall be conducted annually during each calendar year.

Owner: Human Resources


Sexual Misconduct 5231

Description: Longwood University is committed to providing a healthy living, learning and working environment; an atmosphere that emphasizes the dignity and worth of the individual, which promotes personal integrity, civility and mutual respect, and creates an environment that is free from sexual misconduct and discrimination. Sexual misconduct, sexual discrimination and sexual harassment, are incompatible with Longwood’s commitment to diversity and educational equity.

Owner: Human Resources


Procedures for Educational Benefits for Employees 5211

Description: Professional growth is important to Longwood University. This policy seeks to assist its employees and their families in gaining increased, affordable access to Longwood University course offerings.

Owner: Human Resources


Procedures For Tuition Reimbursement For Graduate-level Courses Taken At Other Institutions 5211

Description: Refer to Longwood University Policy5211: EMPLOYEE AND RETIREE EDUCATIONAL BENEFIT PROGRAM for all eligibility requirements. Employees have to be enrolled in the course at the other institution before requesting approval for tuition reimbursement.

Owner: Human Resources


Non-Discrimination and Reasonable Accommodation On the Basis of Disability 5201

Description: Longwood University is committed to providing equal access to employment and educational opportunities for persons with disabilities. Longwood University recognizes that individuals with disabilities may need reasonable accommodations to have equally effective opportunities to participate in or benefit from university educational programs, services and activities, and to have equal employment opportunities

Owner: Human Resources


Attendance 5204

Description: The policy applies to Classified employees and Administrative and Professional faculty only. Instructional faculty attendance is addressed in the Longwood Faculty Policies and Procedures Manual.

Owner: Human Resources


Return to Work 5230

Description: The purpose of this policy is to facilitate an expedient return to work for employees who have suffered personal or work-related injuries/illnesses while observing the temporary physical restrictions identified by the treating physician. The institution considers this a productive way to utilize valued employees when they are rehabilitating from injuries without jeopardizing that recovery.

Owner: Human Resources


Employee Management for Administrative and Professional Faculty 5226

Description: The purpose of this policy is to establish a local policy that will guide the University's relationship with Administration and Professional (A/P) Faculty of the University.

Owner: Human Resources


Non-discrimination and Reasonable Accommodation on the Basis of Disability 5201

Description: Longwood University is committed to providing equal access to employment and educational opportunities for persons with disabilities. Longwood University recognizes that individuals with disabilities may need reasonable accommodations to have equally effective opportunities to participate in or benefit from university educational programs, services and activities, and to have equal employment opportunities....

Owner: Human Resources