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Employee Policies & Procedure Guide

Employee Work Guidelines

Each employee represents Wentworth to those people with whom the employee comes in contact, either by telephone, in person or in written communication. Visitors, students, parents, alumni, other employees and the general public form their impressions of Wentworth by the courtesy with which their requests are received, as well as by the quality of the services rendered. Courtesy is not only expected, it is an essential part of an employee’s duties.

Employees are asked to maintain a professional appearance. Employees should adhere to the guidelines indicated by the Department Head or supervisor.

Employees are expected to be familiar with all university policies and procedures, including those found in our policy directory.

Consulting and Professional Activities

Faculty, staff and administrators are encouraged to participate in professional activities as a means of improving not only their own competence and prestige, but the prestige of Wentworth as well.

Outside service should not be undertaken, with or without pay, if it might interfere with the discharge of an employee’s responsibilities to Wentworth. While engaging in these outside services, Wentworth employees have an obligation to avoid ethical, legal, financial and other conflicts of interest to ensure that their consulting or professional activities do not conflict with the interests and purposes of Wentworth.

Branding Guidelines

No Posting and No Solicitation Policy

Confidential Information

While employed at Wentworth, an employee may have occasion to work with confidential information including student records. It is the employee's obligation to keep such information in strict confidence and not to divulge it to family, friends, co-workers or any other third parties without express consent from Wentworth.

Status Changes

It is the responsibility of each employee to update personal status changes such as home and mailing address, personal telephone numbers and email addresses, emergency contacts, direct deposit account(s) and W4(federal) and M4(state) tax status updates via the MyADP portal. Address changes and qualifying events (refer to *insert link to benefit document with qualifying events*) must also be reported to the Employee Benefits Specialist in Employee Relations & Engagement as a change in status may also require a change in health and dental insurance coverage, pension and life insurance beneficiaries, and/or W-4 exemptions. The employee should notify the Employee Benefits Specialist at least sixty days prior to the date the employee and/or the employee's spouse reaches 65 years of age (for Medicare information), or when a child reaches 26 years of age. Children who reach 26 years of age are eligible to participate in the group health plan for thirty- six months in accordance with COBRA regulations.

Employees are also encouraged to update Employee Relations & Engagement of any changes in the obtainment of degrees, certificates, and/or licenses by emailing hr@wit.edu. Employees are also encouraged to update it in the MyADP portal.

Technology Policies

Conflict of Interest

It has been and shall continue to be the policy of Wentworth Institute of Technology that all officers and employees avoid any conflict or appearance of conflict between their personal interest and the interest of Wentworth in dealing with an organization or individual having or seeking to have any business relationship with Wentworth.

Definition

A Wentworth employee shall be deemed to have a conflict of interest if:

  • The individual is a trustee, director, partner, employee or agent of, or has a 5 percent or greater interest in, an entity involved in a transaction with or affecting Wentworth.
  • The individual is aware that a member of his or her family (spouse, parents, children, siblings or anyone living in the same household) is an officer, trustee, director, partner, employee or agent of, or has a 5 percent or greater interest in, an entity involved in a transaction with or affecting Wentworth.
  • Without regard to the previous statements, the individual’s duties to Wentworth are or might appear to be impaired by an existing or potential financial interest.
  • The individual supervises or participates in a decision affecting a relative of the individual.

Guidance for Avoidance of Conflict of Interest

All employees of Wentworth:

  • Are charged with fidelity in the performance of their duties and should conduct themselves in such regard solely for the purpose, benefit, and interest of Wentworth, wholly free from the influence of personal consideration or relationship.
  • Have a duty to Wentworth to negotiate with third parties to make recommendations with respect to such negotiations or to pass judgment on such negotiations, wholly free from the influence of any personal considerations.
  • Should not accept for themselves or the benefit of any relative or friend any payments, loans, services, favors involving more than the ordinary social amenity or gifts of more than token value from any person or organization doing or seeking to do business with Wentworth.
  • Should not perform work or services, outside the course of their normal employment by Wentworth, for an organization doing or seeking to do business with Wentworth.
  • Should devote their best efforts to the furtherance of Wentworth’s mission during the course of their employment. Outside employment or personal commitments which interfere with this are inappropriate.

Compliance

Before any action is taken by an individual on behalf of Wentworth where an actual or potential conflict of interest may exist, the individual will promptly make full disclosure to his or her supervisor and refrain from acting unless written approval is received from the cognizant Vice President and the Vice President of Finance. The individual’s supervisor will coordinate this action.

Whistleblower Policy

General Policies

Firearms/Weapons Policy

Employees, students and visitors to the campus (excluding police officers) are strictly prohibited from carrying any loaded or unloaded weapons on campus (e.g., knives, guns, explosives, etc.) in accordance with Massachusetts law.

Personal Property

Any personal property brought onto the premises is done so at the owner's risk. Wentworth’s insurance protects only property owned by Wentworth. Care should be exercised to protect personal property and to see that items of value kept in offices are covered under the employee's own insurance. Many homeowner policies will provide such protection. Employees are also responsible for the university property they are provided.

Use of Company Vehicles

Students may not use Wentworth vehicles. Any use of Wentworth vehicles by employees is conditional upon the driver's possession of a valid U.S. driver's license, verified by the Director of Business Services or the employee’s designee initially and at the start of each fiscal year on July 1st. A photocopy of the employee's driver’s license must be filed with the Director of Business Services. All accidents involving Wentworth vehicles, no matter how minor, must be reported to the Public Safety Department at Wentworth as soon as possible.

Travel Policy

Driver Qualifications

Employees who drive personal vehicles on Wentworth business or vehicles that are owned, rented or leased by Wentworth must:

  • Be at least 21 years of age.
  • Have at least three years of driving experience.
  • Possess a valid U.S. driver’s license.
  • Have an acceptable driving record in accordance with the motor vehicle records (MVR) criteria described in Section 3.
  • Maintain valid liability and property insurance on privately owned vehicles used for Wentworth business in accordance with minimum statutory requirements

Driver and Passenger Guidelines

  • Drivers and passengers are required to wear seat belts at all times.
  • Drivers must obey all traffic rules, drive courteously and practice defensive driving techniques.
  • Every driver is obliged to maintain a valid driver’s license and valid insurance for privately owned vehicles at all times. Any change in, or loss of, a driver’s license must be reported to the driver’s supervisor and the Employee Relations & Engagement Office.
  • Drivers are required to report the following to their supervisors as soon as possible:
    • Traffic violation(s) they receive during working and nonworking hours while driving on Wentworth business
    • Changes in their driver’s license status including suspension, revocation or restrictions, including medical restrictions
    • Any lapse, change or termination of auto insurance
    • Accidents that occur while they are driving on Institute business in either personal vehicles or in vehicles that are owned, leased or rented by Wentworth
  • Except for authorized Public Safety personnel, no driver is allowed to carry a firearm or weapon either in a vehicle or on his/her person during business hours and while on Wentworth business.
  • Drivers may not operate Wentworth vehicles or drive during business hours after having consumed alcohol and or drugs, including legal drugs or medications that may impair their ability to operate a motor vehicle.
  • Traffic violation payments are not reimbursable. Payment of all violations, including parking tickets and speeding tickets, is the responsibility of the employee, not Wentworth.
  • Only Wentworth-approved drivers who are 21 years old and over may drive vehicles that are owned, leased or rented by Wentworth.
  • When requested to do so, drivers must provide copies of motor vehicle records and their current license.
  • Drivers are required to observe all rules and regulations for safe driving as defined by the state in which they are driving.
  • Drivers should take a break every two hours. No driver should drive more than a total of 10 hours during a 24-hour period. If there is more than one qualified driver on a long-distance trip, such drivers should consider rotating every two hours. If there are not enough drivers to rotate the driving, an overnight stay should be planned. Avoid driving past midnight.
  • The front-seat passenger should remain awake to help keep the driver alert.
  • Avoid conditions that lead to loss of control: driving while sleepy or inattentive, or driving too fast for road conditions.
  • If the weather is inclement, stop and stay overnight in a safe place. The additional lodging cost is worth avoiding the risk of an accident.
  • Do not use a telephone while driving. Stop the vehicle in a safe area to use a cell phone or ask a passenger to operate it.
  • Personal use of Wentworth vehicles is not allowed.
  • Employees whose licenses have been suspended are responsible for working with their supervisors to find other means of fulfilling their obligations to Wentworth at their own expense.
  • Employees who are medically unable to drive must provide written documentation from a physician.

Motor Vehicle Records (MVR) Criteria

It is the policy of Wentworth Institute of Technology to obtain motor vehicle records (MVR) at least every three years for people who operate Wentworth vehicles or personal or leased vehicles on Wentworth business. MVRs will be obtained prior to employment for individuals seeking positions that necessitate driving.

Prospective employee and student drivers will be asked to sign a consent form allowing Wentworth to obtain copies of their MVRs. Employees’ consent forms will be maintained in their personnel files for three years. Students’ forms will be kept in the Office of the Vice President of Student Affairs or with the Vice President’s designee.

Any disciplinary action(s) taken as a result of an MVR review and/or an accident will be documented and consistently applied to all employees who fail to comply with this program.

Drivers who have been cited for the following violations within the last three years may not drive a Wentworth vehicle:

  • Driving under the influence of alcohol (DWI, DUI)
  • Negligent homicide
  • Operating without a valid driver’s license
  • Operating with a suspended license
  • Using a motor vehicle for commission of a felony
  • Aggravated assault with a motor vehicle
  • Operating a motor vehicle without the owner’s consent
  • Permitting an unlicensed driver to drive
  • Reckless driving
  • Involvement in a hit-and-run accident
  • Two or more speeding tickets in a one-year period

Supervisors should check employees’ drivers’ licenses at least once each year to assure that the licenses are valid. An MVR check is recommended every three years, or when violations may be indicated.

Any applicant who submits false information about his/her driving history or criminal record will be IMMEDIATELY dismissed from service.

Vehicle Maintenance and Inspection Certification

Vehicle maintenance and inspection certification are essential to ensure that personal vehicles used on Wentworth business and vehicles that are owned, rented or leased by the Institute function properly and safely. Maintenance neglect may lead to driving accidents.

Before driving a vehicle, the driver should inspect it to ensure that the headlights, brake lights, turn and hazard signals, wipers, horn and tires are working properly, and report any damage to his/her supervisor immediately.

State-required inspections must be completed, and maintenance performed in accordance with the manufacturer’s specifications.

Additionally, vehicles should be inspected monthly. Items that should be checked include:

  • Brakes (pedal pressure)
  • Taillights
  • Windshield and wipers
  • Horn
  • Turn Signals
  • Backup lights/bell
  • Headlights (high and low beams)
  • Tires (safe tread depth without bald spots or irregular wear)
  • Brake lights
  • Safety belts
  • Steering
  • Side mirrors
  • Rear-view mirror
  • Interior accessories (doors, lights, gauges, etc.)

Monthly housekeeping of all Wentworth vehicles should also be maintained (vacuuming, washing, etc.).

Driving Accidents

If an accident occurs, follow these procedures:

  • If there are injuries, call 911.
  • Notify local police. If the accident occurs on campus, also notify Wentworth’s Public Safety Department at 617-989-4444.
  • Obtain the following information:
  • Driver’s name, address and phone number
  • Driver’s date of birth
  • Driver’s insurance carrier and policy number
  • Driver’s license number and state of issuance
  • Make, model, color and tag of vehicle
  • Damage to all vehicles
  • Injuries
  • Date, time and road and weather conditions
  • Names and addresses of other vehicles’ occupants and any other witnesses
  • Do not argue or make statements as to who is at fault.
  • Notify Public Safety at 617-989-4444 as soon as possible after the accident and submit a written Wentworth motor vehicle accident report.
  • Notify your supervisor as soon as possible after the accident.

Employment Procedures

Employment Practices

An exempt employee is not entitled overtime pay by the Fair Labor Standards Act (FLSA). These “salaried” employees receive the same amount of pay per pay period, even if they put in overtime hours. A nonexempt employee is eligible to be paid overtime for work in excess of 40 hours per week, per federal guidelines.

General Requirements for Exemptions

To qualify for a white-collar exemption, an employee must generally satisfy three tests:

  1. The employee must be paid on a salary basis that is not subject to reduction based on the quality or quantity of work (the “salary basis test”), rather than, for example, on an hourly basis; 2. The employee must receive a salary at a rate not less than $684* per week (the “salary level test”); and
  2. The employee’s primary duty must involve the kind of work associated with the exempt status sought, such as executive, administrative, or professional work (the “duties test”).

Types of Appointments

  1. Regular Full-Time Employees: A regular full-time employee is one authorized by the Employee Relations & Engagement Department to work 37.5 or more hours per week. Some regular full-time positions may be for the academic year only.
  2. Regular Part-Time Employees: A regular part-time employee is one authorized through the Employee Relations & Engagement Department to work more than 1040 hours per year (at least 20 but fewer than 37.5 hours per week). Some regular part-time positions may be for the academic year only.
  3. Part-Time Employees: A part-time employee works less than 20 hours per week. Part-time employees are not eligible for benefits.
  4. Temporary Employees/Interns: A temporary employee/intern is hired for a predetermined period. Some temporary employees may be eligible for certain benefits.
  5. Cooperative Education Student Employees: A cooperative education student employee is a fully enrolled student whose full-time cooperative work term is performed at Wentworth as part of the formal educational program. Unlike all other categories of student workers, a cooperative education student is eligible for holiday benefits.
  6. Federal Work Study and Leopard Work Students: Information regarding the Federal Work Study and Leopard Work programs may be found by visiting the Student Employment site.

Hiring Procedures

  1. Position Request: Manager looking to submit a request for a new position needs to have access to PeopleAdmin, our hiring system. If needed, the manager can contact the Director of Talent Acquisition for assistance gaining access. Writing and updating position descriptions is the responsibility of the hiring manager and is performed through the PA system. As an initial step, the job description position request should be submitted by the hiring manager.
  2. Once the position request is entered into the system, it will flow into “HR initial review” stage. HR then reviews the job description, assigns classification and salary ranges, and will follow up with the hiring manager. Upon agreement on all the above, the position request will be routed to finance for “budget approval”. Once approved, it will be routed back to HR for “final review” and posting. 2. Job Postings: Current job openings are posted online at https://wit.edu/careers/work-wentworth. All applicants must apply to our online application site. This includes current employees applying for promotions or transfers.
  3. Salary Ranges for Staff: Salary ranges are determined by Finance and ER&E.
  4. Screening Applicants: Applicants undergo several screening steps, which may include formal applications, interviews, testing, and employment reference checks. These steps are coordinated through the hiring manager.
  5. Pre-Offer Approval: Once the hiring manager and/or the search committee decide upon the preferred candidate, the Director of Talent Acquisition should be contacted to discuss and approve a potential offer.
    • It is expected that the hiring manager will conduct 2-3 professional references on the final candidate, including at least 1 former supervisor.
  6. Verbal Offer: After approval from DTA, the hiring manager will be able to make the verbal offer directly to the candidate.
    • Start Date: The candidate must start at the beginning of a pay period for their position.
  7. Written Offer: Upon verbal acceptance, the DTA will extend an official written offer letter pdf via email.
  8. Acceptance: Once the signed offer letter is returned to ER&E, final hire is contingent upon completed reference checks and a clear background check.
  9. Setting Up the New Hire: Once the new hire has been cleared, ER&E will reach out to the hiring manager with onboarding steps, such as how to request an appointment with DTS, the new hire’s information, how to get set up on ADP, and the copy mail form.
    • It is the hiring manager’s responsibility to set the hire new up with all the necessary onboarding.
  10. I-9 Employment Authorization: All candidates for hire are required by law to provide the ER&E Department with physical documentation of their citizenship, work permit and/or authorization to accept employment in the United States within three business days of their starting date.
  11. On their first day of employment, candidates should arrange a time to submit the following documents: https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.
  12. Re-Employment: Former Wentworth employees who apply for re-employment more than three months after their latest employment with Wentworth ended shall be considered as new applicants.
  13. Orientation of New Employees: New employees will receive an explanation of the benefits and policies and procedures at Wentworth at a biweekly benefits overview.
  14. It is the supervisor's and the employee’s shared responsibility to become familiar with, among other things:
    • the employee's job duties and responsibilities
    • the policies and procedures of the department
    • lunch hours (one hour allowed; 30 minutes required for non-exempt employees working in excess of 6 hours)
      • reporting of absences on employee timecards; Employee Benefits Specialist must be informed of all potential leaves of absence, workman’s comp. Issues, new hires, terminations and 3 or more consecutive sick days
  • the overall function of the department
  • the quality of services the department provides to the campus community
  • the physical layout of the office, the building and all other related work areas

Current Employees

Employee Identification

All employees should carry a Wentworth photo identification (ID) card on their person while on campus. A photo ID may be obtained at the Mail Room, which is in Wentworth Hall 118.

Official Personnel Files

A file of each employee's employment record is maintained in the ER&E Department. Included in the file are employment application data, performance evaluations, salary records and other documents related to the individual's employment or required by law.

Employment Verification

Employment Verification for current and former employees are given through the Employee Relations & Engagement Department only. Please use the WORK NUMBER, and the response will be within 3 business days.

Wentworth will provide employment verification only the former employee’s position, title and dates of employment, unless the former employee expressly authorizes Wentworth in writing to disclose additional information.

Wentworth reserves its right to make exceptions to this policy, in its discretion, for exigent circumstances such as safety, security or the prevention of crime.

Access to Personnel Files

Official personnel files are maintained by the ER&E Division. An official personnel file may contain personal data as well as employment information.

Dissemination of official personnel files will be monitored so that only those parties authorized by the employee, approved administratively, or legally warranted receive it.

Each employee may review the entire contents of the employee’s official personnel file upon request at hr@wit.edu with a response time of 3 business days. ER&E will respond with a time and date to review the employee’s file.

Maintenance of Personnel Files

The Employee Relations & Engagement Department is responsible for maintaining personnel records, and for adding, correcting and removing materials from those records.

The Employee Relations & Engagement Department should be notified of changes such as:

  • name, address, telephone number
  • beneficiary and dependents listed in insurance policies
  • marital status
  • number of dependents for withholding tax purposes
  • person(s) to notify in case of accident
  • completion of educational courses and programs

Files will be maintained for at least three years after termination of employment.

Hours of Work

  1. Work Year: Wentworth operates on a fifty-two-weeks-a-year basis.
  2. Work Week Hours: Non-exempt, hourly employees generally work a 37.5 hour work week, 7.5 hours a day. Non-exempt employees must take a minimum 30 minute break when working 6 or more hours per day. Exempt, salaried employees work a 40 hour work week or until the work is complete.
  3. Work Schedules: Employees and supervisors should create a standard weekly work schedule. Changes to that schedule should be documented for the employee and supervisor.

Absences

Punctual and regular attendance is required and is important for satisfactory work performance. Persistent tardiness may result in loss of wages, disciplinary action or separation. Employees unable to report for work are expected to notify the immediate supervisor or Department Head within one hour of the beginning of their workday. Failure to notify the supervisor may result in loss of wages and/or other disciplinary action. All absences must be recorded on the employee timecard.

Annual Performance Reviews

All employees should have an annual performance review. Performance reviews are based on fiscal year goals and highlights. Performance reviews are required in order to receive an annual cost of living increase. Costs of living increases are determined by the President and Cabinet each year.

  • Within 30 days of hire, employees should meet with their supervisor to create goals for that fiscal year.

Job Descriptions

A new employee should discuss an employee’s job description and responsibilities with the employee’s supervisor during the first week of employment to clarify expected performance. Current employees should periodically review their job descriptions for accuracy. It is recommended that this occur during the annual performance review.

Promotion, Position Classification Review, Salary Review Request

Administrators/Managers/Supervisors may request Promotion, Position Classification Review, Salary Review. Employees may request a Position Classification Review or Salary Review. Requests should be emailed to Melanie DeSantis and copied to the appropriate Vice President or Division Leader.

Requests must include:

  • Current and updated job description
  • Summary of the justification for the Promotion, Position Classification Review, Salary Review request i.e.
  • Significant change in essential functions
  • New essential functions
  • Reorganization of area or department
  • Vacancy has presented an opportunity
  • Change in supervisory responsibilities

Promotion, Position Classification Review and Salary Reviews can take between 30 – 90 days to complete.

Once ER&E review is complete, the requester and appropriate Vice President or Division Leader will receive determination decision. The impacted employee will receive official notice of determination.

Career Development

An employee who would like assistance in evaluating his/her future career opportunities at Wentworth has several options available. Options include:

  1. discuss career development with the supervisor or Department Head;
  2. meet with Employee Relations & Engagement; or
  3. participate in the Wentworth-sponsored tuition assistance program by taking courses at Wentworth or another institution.

Progressive Discipline

Coming soon

Complaint Procedure

Definition of a Complaint: While the Institute strives to have a workplace that is professional and congenial, it realizes that, at times, conflicts arise in the workplace. This procedure is in place to provide non-managerial employees* with a mechanism to address and resolve the situations described below that create conflict in our workplace. Complaints fall into 2 categories:

  • Violation of Wentworth written policy or procedure, and
  • Any unfair or inequitable application of a Wentworth written policy or procedure.

A complaint is not:

  • A disagreement with the existence or substance of a workplace policy (e.g., you cannot file a complaint because there is a policy prohibiting smoking)
  • The venue to establish new policies or change old policies (e.g., you want Wentworth to pay 100 percent of the medical plan costs or you believe that vacation schedules should be determined solely by seniority)
  • Complaints concerning unlawful discrimination

Situations involving unlawful discrimination (including harassment, hostile workplace, assault/violence) based on illegal factors such as age, color, disability, national origin, race, religion, sex, sexual orientation and veteran status, should be reported immediately to the Title IX Coordinator, at wellsc@wit.edu. Due to the seriousness of situations involving unlawful discrimination, these matters are covered in Section 2.

Bargaining Unit Members: Employees who are members of a bargaining unit and who have a work-related complaint should consult with their bargaining unit representative and follow the grievance procedure established by the collective bargaining agreement.

Procedures

  1. Informal Procedure: Most employee complaints can be resolved quickly and informally. We encourage complaints to be brought to the attention of the employee’s supervisor(s) and/or the Employee Relations & Engagement Department as soon as possible, but no later than 30 days of the issue/incident. If the matter is not resolved through informal means, the complaint may then be pursued through the formal procedure outlined below.
  2. Formal Procedure Guidelines: If the informal procedure is followed but unsuccessful or if the employee does not wish to use the informal procedure, an employee may pursue the matter through this formal procedure. Adhering to these guidelines will often result in a prompt satisfactory solution. The matter may be resolved to the satisfaction of all involved parties at any of the following steps. The complaint does not proceed to the next step if it has been successfully resolved at an earlier step.

Step 1. Contact Employee Relations & Engagement for a Complaint Form. Your contact with Employee Relations & Engagement must be within 30 days of the issue/incident or within 10 days after the conclusion of the informal procedure (if you have chosen to begin there). Complete and return the form within 5 working days of receiving the form. Employee Relations & Engagement will determine whether you are eligible to file a complaint; the issue/incident falls within this Policy and if it is to proceed.

Step 2. Once Employee Relations & Engagement has made the decision to allow the complaint to move forward, he/she forwards the Complaint Form to the person with whom the employee had the issue/incident. Employee Relations & Engagement will discuss the issue/incident with each person. A written response must be provided to Employee Relations & Engagement within 5 working days of receipt of the Form. If no agreement or satisfaction is reached, the complaint is continued to step 3.

Step 3. A Vice President (or designee) reviews the Form and the response. He/she meets with the employee who filed the complaint, the person responding to it and any other person who might be involved. The Vice President may review any information he/she feels necessary to understand and resolve the complaint. The Vice President makes a decision and determines a resolution, if applicable. If the employee does not agree with the determination or resolution, and if the employee submits a written request to proceed to review by the President within 5 days of receiving the determination and resolution, the complaint is continued to step 4.

Step 4. The President shall normally have 15 business days from receipt of the employee’s request to proceed to review, request additional information if necessary and make a decision on the complaint and resolution, if applicable. The President will inform the Vice President and employee in writing as to agreement with the decision and resolution of the Vice President or any modification or change to the decision or resolution.

General Provisions

Complaints must be brought forward to a supervisor and/or Employee Relations & Engagement within 30 days of the occurrence of the issue/incident, except in unusual circumstances to be determined by Employee Relations & Engagement. If the time limits set for advancing the complaint are not met, then the complaint will be deemed to have been settled in a manner consistent with the recommendation at the end of the last completed step. Requests for an extension of any time limit by an employee must be made in writing to Employee Relations & Engagement, and no extension will be effective unless and until the request is approved in writing. In some cases, additional time may be required by Wentworth or the Vice President or the President. In such cases the employee will be notified by Employee Relations & Engagement of the additional time required.

The failure to provide a written response to the complaint, in a timely manner, shall be construed as a denial of the complaint and will permit the complaint to proceed to the next step if the employee wishes.

Terminations

Voluntary Termination (Resignation)

Employees should give at least 14 days notice of resignation and 30 days when possible. Employees who leave employment are eligible for accrued vacation pay. The final paycheck is processed on the next scheduled payroll following the last day of employment. Employees will be sent exit paperwork via email, including a link to the exit survey. - A copy of the employee’s resignation letter needs to be sent to hr@wit.edu via email immediately.

Involuntary Termination

  1. A regular employee whose employment is involuntarily terminated for causes beyond the employee’s control shall receive notice, or pay in lieu of notice, when laid off for lack of work, or when there was no deliberate misconduct by the employee.
  2. For causes within an employee's control, immediate termination is justified for these and similar offenses.
    • Theft or misappropriation of funds or property
    • Interference or failure to cooperate with a Wentworth investigation
    • Insubordination
    • Intoxication
    • Deliberate misuse of Wentworth property
    • Violation of confidentiality
    • Sexual harassment
    • Drug/alcohol use or possession
    • Violence
    • Falsification of statements
    • Deliberate conflict of interest including acceptance of gifts or money from clients
    • Offenses that management judges to seriously threaten the well- being of Wentworth or any employee/student
    • Job abandonment (failing to notify a supervisor of an absence from work lasting 3 or more days)
    • Other serious infractions which are deemed to warrant dismissal

An employee may not receive notice or pay in lieu of notice when dismissed for cause.

Exit Process

Employees should give at least 14 days notice of resignation and 30 days when possible. A copy of the employee’s resignation letter needs to be sent to hr@wit.edu via email immediately.

An employee must return all Wentworth keys to Facilities, ID cards to the Copy Mail Room, parking permits and/or MBTA passes to Public Safety, laptops and other electronic equipment to DTS. It is the supervisor's responsibility to ensure that each departing employee in the employee’s department submits a resignation letter, on or before the employee's last day of employment, and

Pay Guidelines

Timecards

All timecards are to be completed, reviewed and approved no later than Monday at 10:00 a.m. biweekly on pay weeks. When Wentworth is closed on Monday of pay weeks, for either a holiday or other reason, timecards must be reviewed and approved by 10:00 a.m. on Tuesday unless otherwise notified by Employee Relations & Engagement.

Pay Day

Pay statements are available in MyADP. All employees are paid biweekly. Direct deposit of paychecks is mandatory for all employees (excluding work study and leopard work students). Banking information should be updated by employees via the MyADP portal. Banking information should never be shared via email. Live checks and pay stubs are mailed to the address on file directly from our payroll service provider on Thursdays.

Payroll Deductions

Changes in Payroll Deductions: All changes pertaining to payroll deductions must be submitted in writing to the Employee Relations & Engagement Department. Changes by phone will not be permitted.

Overtime Pay

  1. 1. Non-exempt Employees: Employees must be authorized to work overtime, depending upon the operational needs of the department and Wentworth.Employees paid by the hour are covered by the Fair Labor Standards Act (FLSA) and are eligible for overtime compensation as indicated below.
    • Overtime authorization: Overtime must have the prior authorization from the supervisor and/or department head.
    • Overtime rate: Overtime is computed as hours in excess of 37.5 work hours per week (in excess of 40 work hours for some Facilities and Public Safety employees), and is dependent upon the normally scheduled work week. Reimbursement is at 1.5 times the normal hourly rate.
    • Overtime payments: Each biweekly paycheck will include overtime pay for extra hours worked per the appropriate pay period schedule.
    • Holiday rates: Section on Holidays
  2. Exempt employees: Employees who supervise others and whose duties and responsibilities are administrative, executive or professional are exempt from the Fair Labor Standards Act and are not eligible for overtime payments. Wentworth Institute of Technology (WIT) will abide by Department of Labor (DOL) regulations with regard to the processing of pay for salaried exempt staff members.

Exempt Pay Practices

It is the policy of WIT to abide by the DOL’s Fair Pay rules, including those related to payroll deductions for salaried exempt staff members.

Deductions from salaried exempt payroll will be limited to the following seven exceptions as provided for in DOL Law 29 CFR 541.602(b):

  • Deductions from pay may be made when an exempt employee is absent from work for one or more full days for personal reasons, other than sickness or disability.
  • Deductions from pay may be made for absences of one or more full days occasioned by sickness or disability (including work-related accidents) if the deduction is made in accordance with a bona fide plan, policy or practice of providing compensation for loss of salary occasioned by such sickness or disability.
  • Deductions from pay for amounts received by an employee as jury fees, witness fees or military pay for a particular week against the salary due for that particular week without loss of the exemption.
  • Deductions from pay for penalties imposed in good faith for infractions of safety rules of major significance.
  • Deductions from pay for unpaid disciplinary suspensions of one or more full days imposed in good faith for infractions of workplace conduct rules.
  • Deductions from pay may be made from the full salary in the initial or terminal week of employment. A proportionate part of an employee's full salary for the time actually worked in the first and last week of employment may be made. In such weeks, the payment of an hourly or daily equivalent of the employee's full salary for the time actually worked will meet the requirement.
  • Deductions from pay may be made for weeks in which an exempt employee takes unpaid leave under the Family and Medical Leave Act (FMLA).

Benefits

Medical Insurance Program

Wentworth sponsors a contributory voluntary group medical plan with Tufts Health Plan (EPO, PPO or High Deductible Health Plan). This plan is available to all regular full-time and regular part-time employees with regular hours of 20 or more per week.

Eligibility

Types of Membership Coverage: PPO, EPO, and HDHP

COBRA (Consolidated Omnibus Budget Reconciliation Act of 1985)

Continuation of Coverage After Termination of Employment

  1. Under COBRA, all employees and their "qualified beneficiaries" covered under an employer's group health plan have a right to elect to continue their coverage under the plan if their coverage would otherwise end because of a "qualifying event." A "qualified beneficiary" may be an employee covered by health or dental coverage, his/her spouse, and/or his/her dependent children. A "qualifying event" for the employee may include termination of employment (other than for gross misconduct), or a reduction in hours of employment. A "qualifying event" for a dependent or spouse may include employee's termination of employment or reduction in hours, employee's death, a spouse's divorce or legal separation from employee, employee's entitlement to Medicare, or a dependent child's loss of dependent status under the plan. This coverage is available provided the employee or his/her dependents pay the full monthly premium.

Continuation of Membership After Age 65

Upon retirement from Wentworth, an individual 65 years of age or older must apply for the Medicare A + B program. Wentworth will provide $108 per month for you and your spouse towards the purchase of a supplemental Medicare health benefit if you meet the following criteria:

  • Have ten years of service by December 31, 2001
  • Be at least 50 years of age by December 31, 2001
  • Participate in a Wentworth sponsored health plan Or:
  • Have 19 years of service by December 31, 2001
  • Be at least 40 years of age by December 31, 2001
  • Participate in a Wentworth sponsored health plan

If the spouse is under 65, Wentworth will provide $108 per month towards the Wentworth sponsored health plan.

One year appointments are benefit eligible.

Dental Insurance

The group dental protection plan is through CIGNA. Fifty percent of the premium is to be paid by Wentworth, and 50 percent is to be paid by the employee.

Employees are eligible the first day of the month following the date of employment.

Life Insurance Program

All regular full-time and regular part-time employees are eligible to participate in our life insurance program upon the first of the month following hire or completion of the eligibility period indicated in the union contract.

  1. Wentworth Sponsored Group Life Insurance Program: A "Two-Times-Salary" group life insurance policy is provided for all regular full-time and regular part-time employees. Wentworth shall pay the full premium for this insurance so long as it falls due while the holder remains a regular full-time or part-time employee at Wentworth. This benefit is reduced by 35 percent at age 70.
  2. Optional Group Lincoln Financial Life: This insurance is available to all eligible employees actively at work. It provides coverage in increments of $10,000. The employee is responsible for all costs. This coverage is portable at group rates. Spouse and dependent coverage is available. Booklets are available in Employee Relations & Engagement.

Retirement and Annuity Program

All regular full-time employees and regular part-time employees working 1,000 hours or more per year may participate in the Wentworth Institute of Technology retirement pension program as indicated below. This program is a “defined contribution” program under the Teachers Insurance and Annuity Association Fund (TIAA). Employees own personal contracts with TIAA.

Supplemental Retirement Annuities (SRAs)

An employee may elect to contribute an additional sum to increase his/her premiums in the annuity contract. A "salary reduction" form must be completed for this purpose. This option is limited to the amount allowed under the Internal Revenue Service regulations. Contributions will not be subject to federal income taxes unless the monies are withdrawn early or taken as an annuity. Early withdrawals are subject to penalties. “Salary Reduction” agreements may be changed three times per year (once each semester).

Allocation of Premiums for Retirement Annuities and SRAs

Please visit the following site http://www.tiaa.org/wentworth for a list of investment options, an application, and details about the plan. Employees elect the distribution of the contributions on the TIAA application form. If the employee would like to change his or her allocations, he or she may call TIAA directly at 800-842-2252 to make the adjustment or visit their web site at www.tiaa-cref.org. Employees may also schedule hourly appointments at Wentworth with TIAA’s financial consultant.

Disability Insurance Programs

Short-Term Disability 

Regular full-time employees who have completed one year of service are eligible to participate in the Total Disability Insurance Program and receive the following assistance during the first six months of illness. No employee will be entitled to any more time than described below more than once in the 12-month period following the first day of disability.

Employees must use accrued sick and vacation days until exhausted.

Long-Term Disability

  • Eligibility: All regular full-time employees may participate in the disability benefits insurance program upon completing one full year of employment.
  • Cost: The premium is paid in full by Wentworth.
  • Benefits: The program provides monthly income, which begins on the first of the month following six consecutive months of total disability and continues during such disability as indicated.

The Monthly Income Benefit, including any income benefits payable from Social Security and Workers' Compensation, is equal to 60 percent of the employee's covered monthly salary base, as of the date the disability began. However, the Monthly Income Benefit will not be more than $10,000 nor less than $100 per month. Also included in this monthly payment is an additional 10 percent contribution to the employee's TIAA retirement annuity contract.

Dependent Care Flexible Spending Account

Survivor Benefit

When a regular full-time employee dies during a pay period in which he or she was on "pay status,” the estate is paid the amount earned by the employee to the day of death. Additional payments include the salary that would have been earned from the day following death to the end of the pay period, plus an amount that is equal to one biweekly pay period. The check will include pay for unused vacation that has accrued.

Social Security (FICA - Federal Insurance Contributive Act)

All employees of Wentworth, except part-time students working under financial aid programs, participate in the Social Security program. This government insurance program provides an eligible worker with a monthly income when he/she retires.

The employee and Wentworth pay an equal amount towards this coverage, with the employee's share paid as a payroll deduction. Since the rate of deduction and the salary base for deduction are periodically revised by the federal government, specific information about present rates and salary bases may be obtained from the Finance Department. Each employer is required to deduct the Social Security contribution from an employee's base salary during each calendar year. If the employee works for two or more employers in a given year, any deduction paid by the employee which is above the base percentage is recoverable by the individual. The employer's contribution is not recoverable. Social Security rates and benefits are subject to change by federal action.

  1. Social Security and Age 65: Anyone approaching age 65 should contact the nearest Social Security Office at least three months prior or three months subsequent to turning age 65 to enroll in Medicare A and become familiar with the Social Security benefit system. This recommendation is effective whether the employee is planning to retire at age 65 or not.
    1. Phone number: 800-772-1213
    2. SHINE: https://shinema.org/

Unemployment Insurance

Employees are covered by the Massachusetts Employment Security Law, under which the cost of unemployment insurance is financed by Wentworth. Employees do not contribute toward any part of the cost of the unemployment insurance.

  1. Workers’ Compensation: Employees who are absent because of an injury sustained on the job are covered under the Workers' Compensation insurance provided by Wentworth Institute of Technology. Persons so injured shall receive payments in accordance with the Massachusetts Workers' Compensation Law.
    The employee may elect to use his/her accrued sick leave for five consecutive days. The total biweekly payments received by the employee should never be more than the employee's regular base pay.
  2. Reporting of Occupational Injuries: Employees injured on the job, no matter how slightly, must report the injury promptly to their supervisor and Employee Relations & Engagement and contact Public Safety. In case of serious injury, the Public Safety Department will arrange for transportation of the injured person to a local hospital for proper medical treatment.

Statement of Erisa Rights

Participants in benefit plans are entitled to certain rights and protections under the Employment Retirement Income Security Act of 1974 (ERISA). ERISA provides that all participants shall be entitled to the following.

  • The participant may examine, without charge, in the Employee Relations & Engagement Department (and at other specified locations, such as work sites and union halls) all benefit plan documents (including collective bargaining agreements and copies of all documents filed by the plan with the U.S. Department of Labor, such as detailed annual reports and plan descriptions).
  • The participant may obtain copies of all benefit plan documents and other plan information upon written request to the Plan Administrator. The Administrator may make a reasonable charge for the copies.
  • The participant may receive a summary of the annual ERISA reports to the Department of Labor. The Administrator of the Plan is required by law to furnish each participant with a copy of the summary annual reports.

ERISA sets forth the duties of the people who are responsible for the operation of benefit plans. The people who operate the plans have a duty to do so prudently and in the interest of the participants and beneficiaries. No one, including the employer, may discharge or otherwise discriminate against participants in any way to prevent them from obtaining benefits to which they are entitled under the plans or exercising their rights under ERISA.

If an application for benefits under a plan is denied in whole or in part, the participant or beneficiary must receive a written explanation of the reasons for the denial. Participants have the right to have the Employee Relations & Engagement Department review and reconsider denied applications or requests on eligibility, participation or other aspects of the operation of any plan and to have the insurance company review and reconsider denied claims under a group insurance contract.

Under ERISA, participants may take steps to enforce their rights. For example, if a participant requests materials from a plan and does not receive them within 30 days, he or she may file suit in a federal court. In such a case, the court may require the Plan Administrator to provide the materials and pay the participant up to $100 a day until he or she receives the materials, unless the materials were not sent due to reasons beyond the control of the Administrator.

If a claim for benefits is denied or ignored, in whole or in part, the participant may file suit in court. If the Employee Relations & Engagement Department’s responsibility to remit any plan premiums is not discharged according to the terms of a benefit plan or if a participant is discriminated against for asserting ERISA rights, he or she may seek assistance from the U.S. Department of Labor, or may file suit in a federal court. The court will decide who should pay the court costs and legal fees. If the participant is successful, the court may order the person sued to pay these costs and fees. If the participant loses, the court may order him or her to pay these costs and fees, for example, if it finds the claim frivolous.

Contact the Employee Relations & Engagement Department if you have any questions about the benefits plan. If you have questions about this statement or your rights under ERISA, contact the nearest Area Office of the U.S. Labor Management Services Administration, Department of Labor.

Education Benefits

More to come soon.

Employee Assistance Program (EAP)

Wentworth’s EAP is administered through AllOneHealth. They provide confidential assessment and referral services, and short-term counseling to help employees and their family members work through life’s challenges. AllOneHealth’s counselors are all Masters and Doctoral level, licensed or certified professionals with many years of clinical experience. Their contact information is 1.800.451.1834 or visit their MyLifeExpert website. Each employee must register to access the website.

  • Click "Create a new account with your company code" on the right-hand side of the page
  • Use your company's access code to get started
  • Your Company Access Code: witech
  • Follow instructions on the activation email

If you have any questions about this section, please reach out to Andrew Cooley, Employee Benefits Specialist, at cooleya@wit.edu

Holidays, Leaves, and Vacation

Vacation

More information can be found in the MyADP Portal.

Standard Holidays

  1. Co-op Employees: Students who perform their co-op work semester at Wentworth will be paid for those holidays that fall within that particular co-op work semester.
    Work-study and leopard work students don’t get paid for those holidays.
  2. Religious holidays: Wentworth will grant time off to those who wish to observe the accepted religious custom of their faith. The employee must notify the supervisor in advance to make arrangements so that the employee's responsibilities will not be neglected. The employee may use a personal day (three personal days are allowed per year and are deducted from accrued sick time) or a vacation day. If the employee has not accrued a personal day or a vacation day, this time off is without pay.

Leave of Absence Provisions

More information can be found on the MyADP Portal.

Health Services

Physical Examinations and Drug Screening Tests

As a requirement for employment for various positions at Wentworth, a candidate may be required to have a physical examination, drug screen test, and/or psychological examination prior to start date.  All potential new hires for union positions, such as the police union, will be required to successfully pass a drug test screening. (Requirements are listed in union contracts with Wentworth).  

As part of the background check process, prior to employment, Wentworth Institute of Technology will incur the full cost of the exams and tests on behalf of the candidates recommended for hire.

At the appropriate time in the hiring process, these candidates will be referred to hospitals and/or medical facilities with established contractual relationships with Wentworth Institute of Technology including Mt. Auburn Hospital, Concentra, and CareWell Urgent Care.

Health and Fitness for Duty

The parties agree that the critical mission of law enforcement justifies maintenance of a drug free work environment through the use of a reasonable drug testing/screening program. Therefore, in order to ensure the integrity of the Wentworth Public Safety Department and to preserve public trust and confidence in the Department, Wentworth and the Union agree to implement a drug testing/screening program and, under appropriate 15 circumstances as set forth throughout this Article, to provide for the rehabilitation of any such employee found to be in violation of this program.

Purpose of Drug Testing/Screening Program

The Public Safety Department’s Drug Testing/Screening Program employs five principles as a means to achieve Departmental goals of providing maximum public service, a workplace free from the effects of drug use and to ensure the fair treatment of employees. The first principle is a commitment by Wentworth to fairness in testing, free from undocumented and unsubstantiated instances of ordering an employee to be tested and free from harassment by any supervisor. Where there is reasonable suspicion that a supervisor has harassed an employee(s) through the ordering of a test(s) said supervisor shall be subject to investigation and possible disciplinary action. The second principle emphasizes deterrence from the effects of drug use. As such, Wentworth will make education and training available for all employees regarding the effects of substance abuse on individuals and on the workplace. The third principle is detection. To this end, Wentworth will employ drug-testing in post-incident situations, testing based on reasonable suspicion or random testing following rehabilitation. All testing will be done by a laboratory certified under the Federal Department of Health and Human Services Mandatory Guidelines for federal workplace drug testing programs. The fourth principle is treatment and rehabilitation. Wentworth supports rehabilitation for those employees whose job is in jeopardy yet who sincerely desire rehabilitative services. All employees are encouraged to receive help for drug problems through participation in an Employee Assistance Program and/or a recognized, certified Rehabilitation Program. The fifth principle is enforcement, which is essential if deterrence, rehabilitation and detection are to be successful. All employees must be fit for duty, as defined within this program. This Article notifies all employees that the unlawful manufacture, distribution, dispensing, possession and/or use of a controlled substance is strictly prohibited at all times and on Wentworth property and in the conduct of Wentworth business. Employees found to be in violation of any of the provisions contained in this Article will be subject to discipline in accordance with standard Wentworth procedures involving disciplinary matters. Employees who refuse to be tested when so ordered or refuse to enter an Employee Assistance Program or Rehabilitation Program/Facility after a positive test shall be subject to dismissal. Wentworth prefers to institute such discipline as a last resort and is committed to the rehabilitation of the employee and his/her successful re-entry into the workplace.

  1. All urine drug testing/screening will be performed under the Federal Department of Health and Human Services Mandatory Guidelines for federal workplace testing. These procedures call for the use of an Immunoassay Screen (i.e. “EMT”) with all positive results tested for confirmation using Gas Chromatography/Mass Spectrometry (GC/MS) technology.
  2. All drug tests will consist of determinations of the presence of these five drugs, classes of drugs, or their metabolites: marijuana metabolites, cocaine metabolites, opiates metabolites, phencyclidine (PCP), and amphetamines. Other drugs or their metabolites, as found in M.G.L. Chapter 94C or Section 802 (6) of Title 21 of the United States Code (21 USC 802(6)), may be tested for if particular use is suspected. Such other drugs or their metabolites include, but need not be limited to: lysergic acid diethylamide (LSD), methaqualone, barbiturates and benzodiazepines.
  3. The order for test submission and the actual testing process and results shall not be implemented for the purpose of substantiating criminal allegations against the subject employee.

Medical Emergencies or Work-Related Injuries

Should an employee have a medical emergency or should an injury occur to you or a co-worker while on the job, immediately contact Public Safety (ext. 4400, 24-hour coverage) for assistance. In addition, report any injury sustained while working to your supervisor or his/her superior. Public Safety will assess the injury, provide the necessary first aid and complete the Employee Incident Report with the assistance of the employee. The Employee Incident Report will be submitted to the Employee Relations & Engagement Department for processing and distribution to the appropriate people. The medical assistance procedures are as follows:

Treatment will depend on your Medical Condition:

  • If You Are Ambulatory: If you are able to walk, talk and are coherent, contact Public Safety for evaluation, treatment and/or referral to the Mt. Auburn Hospital/Occupational Health Department.
  • If You Are Seriously Injured: If you are seriously injured, an ambulance will be called by the Public Safety Department for transportation to the nearest hospital emergency treatment room. Extension 4444 is Wentworth's emergency telephone number.

In all cases of injury:

  • Notify your supervisor as soon as possible. It is important that you know the name of the attending physician, your medical condition, when a follow-up visit is required, and your approximate date of return to work.
  • The incident will be investigated by Public Safety.
  • A report from the attending physician will be required on the day you return to work. This report should be presented to Employee Relations & Engagement. No one may return to work until he/she receives a written clearance from Employee Relations & Engagement. A copy of the clearance is submitted to the employee's supervisor.
  • If light duty is recommended and no such duty is available, the employee may be sent home until his/her regular level of functioning can be resumed.

All work injuries, no matter how slight, must be reported to the injured employee's supervisor or Department Head and Employee Relations & Engagement. It is the responsibility of the employee to submit an Accident Form which outlines the details of the accident. The report must be submitted within 24 hours of the incident to the Employee Relations & Engagement Department after it has been processed by the Public Safety Department.

For all workplace injuries, please contact jaime.rivello@usi.com

General Information

Commuting

Parking

Limited parking for the staff is provided on a first-come, first-served basis. All vehicles must display a valid Wentworth Parking Permits. There is an annual fee for these permits which are issued at the Public Safety Department. One-day parking permits are also available for a fee. Daily permits are issued at Public Safety.

Parking Permits: Registration website

  • Retrieve passes at Public Safety

MBTA Passes: Monthly passes for the MBTA may be ordered through Employee Relations & Engagement.

  • Forms for new passes must be received by the first of the month before the month ordered. For example, if you wish to receive a December T pass, the order must be received by November 1. Cancellations of T passes must also be received, in writing, one month in advance or you will be charged for the pass.
  • Please be advised that the employee assumes total responsibility for his/her T pass once it is retrieved from Public Safety, although a CharlieCard may be replaced. Please notify HR ASAP if you lose your CharlieCard.
  • Steps:

Emergencies

Fire Emergencies

In the event of a fire, pull the nearest fire alarm and notify the Wentworth Public Safety Department, ext. 4444, of the location of the fire. Vacate the building or office immediately.

Safety - OSHA

Wentworth recognizes its responsibility under the Federal Occupational Safety and Health Act (OSHA) to provide a safe environment for its employees.

  • Department Heads are responsible for establishing procedures and programs for good safety habits as they relate to the job.
  • Achieving the goal of an accident-free workplace requires the full cooperation of every employee in the performance of his/her job in a safe way. Report immediately any potentially unsafe or hazardous conditions to your supervisor or the Public Safety Department.

Public Safety

Wentworth provides a 24-hour-a-day public safety force on campus. In a criminal, safety or medical emergency, contact Public Safety at ext. 4444. Responsibility for security and safety must be shared by all. Employees are expected to report all suspicious activity and incidents of any unusual nature promptly to the Public Safety Department.

  • Public Safety will also provide any student, employee or visitor to campus with an on-campus escort service as well as an escort service to the Ruggles Orange Line MBTA stop. Call ext. 4400.
  • Employees are notified about campus emergencies through their emails.