Policies

The personnel files for all non-faculty employees are retained in the Division of Talent & Inclusion. Every effort will be made to keep your personnel and medical records confidential. Access to others is on a “need-to-know” basis only, but employees have the right of access to their personnel file at any time, with reasonable notice during normal business hours.

A WPI employee may request a disability accommodation, a religious accommodation, or a lactation accommodation if any of these are needed to perform a job effectively. The employee will work with his or her supervisor and with the Division of Talent & Inclusion to find mutually acceptable solutions that comply with all state and federal regulations. See the Forms page for any necessary Accommodations Requests forms.

Disability Accommodation

The University complies with federal and state disability regulations, including the Americans with Disabilities Act (ADA). Qualified applicants or employees who inform the University that they have a physical or mental disability, which requires accommodation in order for them to perform the essential functions of their jobs should inform Talent & Inclusion so that we can together discuss what accommodations are available and appropriate.
Procedure for reasonable accommodation requests:

• Employee advises Talent & Inclusion and their supervisor of the need for accommodation. 
• Employee completes a Request for Accommodation form and provides it to his or her supervisor.
• The accommodation request will be discussed with the employee and the employee’s manager(s) along with a member of the Talent & Inclusion department. 
• The employee may be required to provide documentation supporting a disability, including medical certification.
• If a reasonable appropriate accommodation is readily available, the request will be approved and the accommodation implemented.
• If an accommodation is not readily ascertainable, the matter will be pursued further with assistance from appropriate external resources.

 
WPI will consider the request but reserves the right to offer its own accommodation to the extent permitted by law. WPI will consider cost, the effect that an accommodation will have on current established policies and the burden on operations, including other employees, when determining a reasonable accommodation.
 

Religious Accommodation

WPI is dedicated to treating the religious diversity of all our employees equally and with respect. Employees may request an accommodation when their religious beliefs cause a deviation from WPI’s dress code, schedule, basic job duties, or other aspects of employment. The University will consider the request but reserves the right to offer its own accommodation to the extent permitted by law. Accommodations may include but are not limited to changes in current job conditions, a change in position, an exception to the dress code, paid/unpaid leave time, etc. The University will consider cost, the effect that an accommodation will have on current established policies and the burden on operations, including other employees, when determining a reasonable accommodation. At no time will WPI question the validity of a person’s belief. Religious accommodation request forms are available on-line or through the Office of Talent & Inclusion.

Punctuality and regular attendance are essential for the proper operation of each department in the university. These important factors are taken into consideration for merit reviews and promotional opportunities. Employees who are unable to come to work, or are going to be late, should notify their supervisor as soon as possible.

A part-time or full-time employee whose break in service from the university is less than one year will have his/her service “bridged” for purposes of computing eligibility for benefits and for long service. An employee whose break in service is one year or greater will retain their years of service toward long service but will be treated as a new employee for benefits eligibility.

In 2008 WPI adopted a business code of ethics. This code was created to protect the university’s assets and provide a guide for appropriate business conduct, behavior, and practices. You may review the WPI business code of ethics or report a violation of WPI’s code of ethics.

All changes in any personal data (e.g., name, address, marital or dependent status) for an employee or dependent should be reported to the Division of Talent & Inclusion by submitting a Personal Data Change Form.

As a member of the WPI community whose position responsibilities require interaction with any or all of the university’s administrative information systems, it is understood that direct access to confidential and valuable data may be provided and that WPI’s established operational principles (found in the Benefits & Policies Manual) will be followed.

WPI requires that Criminal Offender Record Information (CORI) be obtained for all positions of employment and/or volunteer work at the university. WPI will inform applicants of such requirement during the pre-employment process and will advise candidates that any offer will be contingent upon the university’s receipt of CORI results that it deems satisfactory.

University property, including but not limited to, lockers, phones, computers, tablets, iPads, desks, work place areas, vehicles, or machinery, remains under the control of the university and is subject to inspection at any time, without notice to the employee, and without the employee’s presence.

Your employment with the university is on an “at-will” basis. This means your employment may be terminated at any time, with or without notice and with or without cause. Likewise, WPI respects your right to leave the university at any time, with or without notice and with or without cause.

No individual shall be employed in a regular full- or part-time position by WPI or transferred to a department under the supervision, either directly or indirectly, of an immediate relative or member of their household who has or may have a direct effect on the individual's progress, performance, or welfare.

WPI recognizes that employees may, on occasion, experience a job-related difficulty with an employment condition or university policy. It is important that a satisfactory solution be worked out. However, when a complaint cannot be resolved informally with the help of an immediate supervisor, the university provides for a formal review process which will seek a fair and timely resolution.

WPI may only use or disclose Protected Health Information, as defined in the Health Insurance Portability and Accountability Act of 1996 (HIPAA), for the purpose of making or obtaining payments for care, conducting its healthcare operations, or as otherwise allowed by HIPAA.

The work week is the seven-day period beginning Sunday morning at 12:01 a.m. All offices are expected to be open Monday through Friday from 8:00 a.m. to 5:00 p.m. Hours worked, as well as starting/ending times may vary and will be determined by each supervisor. A full-time non-exempt (hourly) staff member’s work week is generally 37 ½ hours per week, Monday through Friday, 52 weeks per year. A full-time exempt (salaried) staff member’s work week is a minimum of 40 hours per week, 52 weeks per year.

A WPI identification card is available immediately after beginning work at the university at the Office of Residential Services, located in East Hall.

All new hires and current employees employed after 1986 are required by federal law to verify their identity and eligibility to work in the United States within three days of beginning employment.

New non-exempt (hourly) staff have a three (3) month introductory period for job adjustment and an opportunity for both the employee and the supervisor to determine whether or not to continue the employment relationship. New exempt (salaried) staff administration have a six (6) month introductory period.

New employees should attend a New Employee Orientation or meet with a member of the Division of Talent & Inclusion staff upon the start of their employment to review benefits, complete applicable enrollment forms, comply with the Immigration Reform and Control Act (Form I9), and obtain a New Employee Information Package with a copy of the Benefits & Policies Manual, and a campus map.

WPI’s performance appraisal process takes place on an annual basis and is a means for increasing the quality and value of your work performance.

Some positions are classified as Exempt (salaried), others as Non-Exempt (hourly). The Fair Labor Standards Act defines, in part, Exempt employees as employees paid a salary for carrying out a particular function over a period rather than completing tasks during a standard workweek. Exempt employees are not eligible for overtime pay as otherwise required by federal, state, or local laws.

It is the policy of WPI to promote employees in all job classifications without regard to race, color, religion, age, sex, national origin, sexual orientation, or handicap and to ensure that promotional decisions are in accord with principles of equal employment opportunity by imposing only valid requirements for promotional opportunities.

The Strategic Requisition Review will support our efforts to strengthen our stewardship of institutional resources and create a consistent manner to review position vacancies. The Strategic Requisition Committee meets on a biweekly basis.

WPI values the stability of its work force. If the university determines a reduction in force is necessary, it is the policy of the university to attempt to accomplish reductions through attrition, whenever practical, and through other approaches if necessary. 

WPI has established guidelines around the proper use of social media that can be found in the Benefits & Policies Manual.

Refer to the Benefits & Policies Manual for complete guidelines on expected work behavior and discipline procedures.

Refer to the Benefits & Policies Manual for complete guidelines on expected work behavior and discipline procedures.