Employee Resources


Employees can provide a preferred name to be used on campus. Your preferred name is used instead of your legal name in Self-Service, in the campus directory, and in communications sent to you on campus or in the mail. Legal names will continue to be used on payroll, some employee paperwork (I-9 and W-4), and other contractual documents.

Learn More

At Westminster, we are committed to fostering a community where everyone feels that they belong. If you experience or witness bias on campus, please report it so the Bias Response Team can take appropriate action.

Report Bias

You can contact or meet with Reuben Mitchell, Westminster's ombuds, to confidentially discuss interpersonal difficulties, disciplinary actions, promotions, and more.

Remote Work and Paid Leave for Staff

Except in situations where staff are required to remain off-campus due to potential exposure to COVID-19, all staff should follow these guidelines from Human Resources. HR will update these guidelines as public health orders, k-12 school closures, and other federal, state, and local guidance changes.

Discuss your work schedule and location with your supervisor first. Supervisors should consult with their cabinet member for further direction, and cabinet members will know when additional guidance from HR is necessary.

All forms must be completed electronically by staff and supervisors and will only be accepted via email. Instructions are included in each form.

Remote Work

Staff in positions that allow work to be completed off-campus may do so. Supervisors are encouraged to be as flexible as possible when approving remote work while still ensuring continuity of required services.

To work remote, you must fill out a Temporary Remote Work Agreement and submit it to your supervisor for approval and submission to HR. Remote work agreements can be combined with scheduled time on campus. Offices that need ongoing on-campus coverage can schedule team members for remote and on-campus work on alternate days. If you’ve already completed a Remote Work Agreement, there is no need to submit another form to extend your temporary remote work.

Employees who are working remotely must follow these requirement outlined in the agreement:

  • Employees must have all resources necessary to complete their work (computer, phone, connectivity, necessary materials, etc.). Additional college support, such as providing equipment or software cannot be accommodated at this time.
  • Employees must be fully available and engaged in work responsibilities for the duration of their remote work schedule as approved by their supervisor.
  • Employees must provide a phone number where they may be reached directly and respond to all forms of communication promptly.
  • Employees must continue to attend on-campus meetings as supervisors deem necessary.
  • Employees must continue to meet established timelines and deadlines for all assigned work.
  • Employees must communicate with their supervisor as requested to provide updates and progress reports on their work.
  • Employees must continue to comply with all college policies and procedures. Failure to do so may result in termination of remote work privileges and/or corrective action.
  • Employees must continue to report time on WebAdvisor as per the Staff Handbook.
  • Employees must exercise judgement to protect college information by following policies information security, software licensing, and data protection, and ensure that unauthorized individuals do not access college data.

Check out the computer support page for information about technology useful for working remotely and cybersecurity fundamentals.

Remote Work for Student Employees

Some student employees are allowed to work remotely. Your student employees who cannot do their work remotely can continue to work on campus while following the guidelines for being on campus. If your student employee(s) will be working remotely, you must complete a Temporary Remote Work Agreement.

Send any questions to Student Employment at 801.832.2594 or studentemployment@westminstercollege.edu.

Leave

Paid Emergency Leave

Paid emergency leave is available to staff who are unable to work on campus or remotely due to a qualified reason related to COVID-19.

Full-time staff are eligible for 2 weeks paid leave, which can be used as continuous leave or to supplement the need for a reduced work schedule. If additional leave time beyond 2 weeks is required, full-time staff may request the use of any of their available accrued leave time.

Paid emergency leave is also available for part-time staff regularly scheduled at 20 or more hours per week. As part-time staff do not accrue leave time, their paid emergency leave is expanded to up to 4 weeks.

Download the Request for Paid Emergency Leave Form to apply for paid emergency leave.

Unpaid Leave

There are some unique staff positions where work is not available for more than 2–4 weeks due to our current campus status. Supervisors will reach out to staff in these positions to discuss options. For example, full-time staff may elect to use accrued vacation or flex time during weeks they are not scheduled due to work not being available. Staff may also apply for expanded unemployment insurance benefits through the state. HR is working closely with supervisors who oversee these unique positions. Regardless of pay status, Westminster will continue to cover all health benefits for full-time staff during any temporary reduction.

Guidance and Accommodations for High-Risk Employees

High-risk individuals are defined as:

  • People 65 years and older
  • People who live in a nursing home or long-term care facility
  • People of all ages with underlying medical conditions, including lung disease or moderate to severe asthma
  • People who have serious heart conditions
  • People who are immunocompromised, including cancer treatment, smoking, bone marrow or organ transplantation, immune deficiencies, poorly controlled HIV or AIDS, and prolonged use of corticosteroids and other immune weakening medications
  • People with severe obesity, diabetes, chronic kidney disease undergoing dialysis, or liver disease

Utah’s health guidance system establishes levels of risk for the state. Regardless of risk level, high-risk individuals operate under stricter instructions because they are more likely to suffer severe illness from COVID-19.

Red (High Risk) and Orange (Moderate Risk) Phases

Guidelines for High-Risk Individuals

  • Face coverings worn at all times in public setting.
  • Limit travel to only essential travel*; if telework is not possible, limit travel to work-related travel only.
  • Limit visiting friends or family without urgent need.
  • Limit physical interactions with other high-risk individuals, except for members of your household or residence.
  • Limit attending gatherings of any number of people outside your household or residence.
  • Do not visit hospitals, nursing homes, or other residential care facilities.

*Essential travel means to safely relocate by an individual whose home or residence is unsafe, including individuals who have suffered or are at risk of domestic violence, or for whom the safety, sanitation or essential operations of the home or residence cannot be maintained; care for a family member or friend in the same household or another household, including transporting family members or friends; transport a child according to existing parenting time schedules or other visitation schedules pertaining to a child in need of protective services; care for pets, including travel to a veterinarian; seek emergency services; obtain medications and medical services; donate blood; obtain food, including delivery or carry-out services, beverages (alcoholic and non-alcoholic), and other grocery items, gasoline, supplies required to work from home, and products needed to maintain the safety, sanitation, and essential operation of homes and residences, businesses, and personally owned vehicles, including automobiles and bicycles; perform work if you cannot telework; transport/deliver essential goods; engage in recreational and outdoor activities; laundromats and dry cleaners; return to a home or place of residence.

Workplace Accommodations

  • Allow high-risk individuals to work remotely.
  • Reasonably accommodate employees who request any change in their work duties or environment as a result of meeting the criteria of a high-risk individual.

Yellow (Low Risk) Phase

Guidelines for High-Risk Individuals

  • Face coverings worn in settings where other social distancing measures are difficult to maintain.
  • For any travel, use appropriate precautions; avoid high-risk areas.
  • Telework if possible, if not, maintain 6-foot distance.
  • When visiting friends or family, wear face coverings when within a 6-foot distance.
  • Limit physical interactions with other high-risk individuals, except for members of your household or residence.
  • Social interactions in groups of 20 or fewer people outside your household or residence.
  • Limit visits to hospitals, nursing homes, or other residential care facilities.
Workplace Accommodations
  • Allow high-risk individuals to work remotely.
  • Minimize face-to-face contact.
  • Assign tasks that allow these individuals to maintain a 6-foot distance from other employees or customers.
  • Implement flexible work hours or staggered shifts.
  • Reasonably accommodate employees who request any change in their work duties or environment as a result of meeting the criteria of a high-risk individual. Use available guidance for specific job types where applicable.

Email Human Resources with questions regarding accommodations.

Resources

CDC

State of Utah

Job Accommodation Network

2021

Holiday Date(s)
MLK Holiday Monday, January 18
Spring Break Friday, March 12
Memorial Day Monday, May 31
Independence Day Monday, July 5
Pioneer Day Friday, July 23
Labor Day Monday, September 6
Fall Break Friday, October 15
Thanksgiving Holiday November 24-26
Winter Break December 24-January 1

To make changes to your payroll direct deposit information, complete the payroll direct deposit form and return it to the payroll office in Bamberger 110. Photo ID will be required.

To make changes to your W-4 payroll tax withholding, complete the W-4 form and return it to the payroll office in Bamberger 110.

Other Resources

Each employee is responsible for maintaining accurate and up-to-date personal and emergency contact information. Updates to your address, phone number, email, and emergency contacts can any time. It can take up to 7 business days for your name to sync across all systems that accommodate preferred name. 

Instructions 

  1. Log in to Self-Service with your Westminster email and password (reach out to Information Services if you have trouble).
  2. Expand "User Options" in the left-hand column.
    • User Profile: Allows you to make changes to your preferred name, address, email, and phone number.
    • Emergency Information: Allows you to make changes to your emergency contact.
  3. Save and confirm changes.

As you prepare to end your employment with the college, please review this summary and complete the items listed below.

  • Please provide written notice to your direct supervisor confirming your last day of employment. Email is acceptable. Your last day must be a day actually worked and cannot be a holiday, sick, or vacation day.
  • If you’ve been issued a purchasing card, reconcile your last statement, code, and submit your receipts from your purchasing card expenses at least 1 day before your last working day. Turn in your purchasing card to your supervisor or other department representative.
  • Remove any personal documents from your computer that you may need. Computer and email access will end at 5:00 p.m. on your last day.
  • Return all Westminster property to your supervisor on or before your last day: keys, software, electronic files, credit cards, cell phones, and computer equipment and any other college-issued materials).
  • Create an out-of-office message for incoming emails to redirect communication to the designated department contact.
  • If you supervise other staff members or student employees, work with your supervisor to identify another supervisor in the interim (if needed).

The HR team will contact you upon notice of your exit to provide you with information regarding your final paycheck, benefits (if applicable), and other resources to support your transition.

Download the staff exit process

The staff handbook provides information about working conditions, employee benefits, and some of the procedures affecting your employment. It's designed to be a valuable, up-to-date guide to success in any role at Westminster College. Staff are expected to read, understand, and follow all provisions in the handbook.

Print Leave Time Accrual Charts

Salaried Staff

Vacation Accrual (hours per pay period)

CODE FTE 0–4 years 4–6 years 6+ years
VPS1 .94 to 1.0 6.67 10.00 13.33
VPS2 .88 to .93 6.20 9.30 12.40
VPS3 .82 to .87 5.80 8.70 11.60
VPS4 .75 to .81 5.40 8.10 10.80
Maximum   160 240 320

Sick Time Accrual (hours per pay period)

CODE FTE All Years
SPS1 .94 to 1.0 5.33
SPS2 .88 to .93 4.96
SPS3 .82 to .87 4.64
SPS4 .75 to .81 4.32
Maximum   240

Hourly Staff

Vacation Accrual (hours per pay period)

CODE FTE 0–4 years 4–6 years 6+ years
VPH1 .94 to 1.0 3.08 4.62 6.15
VPH2 .88 to .93 2.86 4.30 5.72
VPH3 .82 to .87 2.68 4.02 5.35
VPH4 .75 to .81 2.49 3.74 4.98
Maximum   160 240 320

Sick Time Accrual (hours per pay period)

CODE FTE All Years
SPH1 .94 to 1.0 2.46
SPH2 .88 to .93 2.34
SPH3 .82 to .87 2.19
SPH4 .75 to .81 1.97
Maximum   240

All Staff - Annually

Annual Vacation Accrual Totals (in hours)

Accrued over 12 months of work.
FTE 0–4 years 4–6 years 6+ years
.94 to 1.0 80.00 120.00 160.00
.88 to .93 74.40 111.60 148.80
.82 to .87 69.60 104.40 139.20
.75 to .81 64.80 97.20 129.60

Annual Sick Time Accrual (in hours)

Accrued over 12 months of work.
FTE All Years
.94 to 1.0 64.00
.88 to .93 59.52
.82 to .87 55.68
.75 to .81 51.84

Annual Flex Time Awarded (in hours)

FTE 1 to 9 year 10+ years
.75 to 1.0 32.00 40.00

Supervisors are responsible for conducting performance evaluations with all staff annually. This process is designed to encourage feedback and open dialog between employees and supervisors. For detailed instructions, see the Performance Evaluation Process link below.

Once complete, please send a copy the Supervisor Feedback and Employee Feedback forms to Lori Ross so that the documents may be added to personnel files.

All employees of Westminster College are covered by worker’s compensation insurance in the event of a work-related injury or illness. Coverage includes:

  • Medical care for the injury/illness
  • Replacement income
  • Re-training costs
  • Compensation for any permanent injuries

Report a Workplace Injury or Illness

  • Notify your supervisor immediately.
  • Seek appropriate medical attention. Make sure to inform the health care provider that this is a work-related injury/illness.
  • If your injury/illness is life-threatening, call 911 or go to the nearest emergency medical provider.
  • If your injury/illness is not life-threatening, go to:

FIRSTMED Clinic
Monday–Friday, 7:00 am–7:00 pm
441 S. Redwood Road
Salt Lake City, UT 84104
Phone: 801.973.2588
www.firstmedclinic.com

  • Complete the Incident Report and submit the information to Human Resources (humanresources@westminstercollege.edu) as soon as possible. HR will submit the details to Worker’s Compensation Fund (WCF) for processing. Your claim number will be provided to you once WCF has been notified.
  • Ask your physician to immediately send all relevant information to WCF, referencing your claim number.
  • If there is going to be time needed away from work due to the injury or illness (other than for immediate medical care), communicate that information with your supervisor and HR. A written doctor’s release is required before an employee is allowed to return to work. FMLA can be provided to employees that are eligible.

Information will also be provided to the Director of Campus Safety for OSHA reporting.

OSHA defines workplace violence as “any act or threat of physical violence, harassment, intimidation, or other threatening disruptive behavior that occurs at the work site. It ranges from threats and verbal abuse to physical assaults and even homicide. It can affect and involve employees, clients, customers and visitors.”

Potential Indicators and Risk Factors

There are no certain indicators which predict workplace violence, but there are behaviors and circumstances that, in combination, may indicate potential violence. These can include:

  • Personality conflicts between co-workers, or between employees and supervisors
  • Mishandled or contentious terminations or disciplinary actions
  • Bringing weapons to the workplace
  • Use of drugs or alcohol at the workplace
  • A grudge over a real or imagined grievance
  • Personal circumstances, such as the break-up of a romantic relationship, family conflicts, financial or legal problems, or emotional disturbance
  • Domestic violence or stalking—either as the perpetrator or the victim
  • Increasing belligerence
  • Ominous, specific threats
  • Hypersensitivity to criticism
  • Recent acquisition of or fascination with weapons
  • Apparent obsession with a co-worker or supervisor, or with an employee grievance.
  • Preoccupation with instances of workplace and/or mass violence
  • Use of violent language
  • Outbursts of anger.
  • Extreme disorganization or significant change in work habits
  • Noticeable changes in behavior
  • Threats of homicide, suicide, or self-harm

Threats

Acts of violence are often preceded by threats. Threats may be explicit (example: “I’m going to get my gun and wait for him.”) or veiled (example: “He’d better watch himself.”). Threats may be spoken or unspoken, and it may be difficult to objectively identify a statement or action that constitutes a threat. A threat may be an inappropriate behavior, verbal or non-verbal communication, or expression that would lead to the reasonable belief that an act has occurred or may occur which may lead to harm to the person who made the threat, to others, or to property.

Reporting Concerns

If you become aware of an act of workplace violence or are concerned that workplace violence may occur, it is important to report it. Reports can be made in the following ways:

Actual workplace violence incidents will be communicated to Human Resources immediately. Potential threats will be assessed, up to and including the involvement of the TABIC (Threat Assessment and Behavior Intervention Committee).

Resources

Cigna manages Westminster College’s Employee Assistance Program (EAP), which includes:

  • Legal consultation
  • Parenting advice
  • Senior care advice
  • Help finding child care
  • Help finding animal care
  • Financial services and referrals
  • Counseling services