Department
of
Facilities
Management
HANDBOOK
Please view this handbook online at http://www.wku.edu/facilities/documents/dfm_handbook.pdf to
read the latest version.
DFM Handbook
Updated April 2010
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Western Kentucky University
Please familiarize yourself with the WKU University Policies
Located on line at http://www.wku.edu/policies/human_resources.php
Human Resource Policies
(Copies available from DFM upon request)
HR Policy #40-150 Consulting
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Updated April 2010
and Other Professional Activities
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It is your responsibility to read and understand all University policies since you will be held accountable
to these standards.
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Introduction
The purpose of this Handbook is to provide you with some basic information concerning your
employment with the Department of Facilities Management (DFM) and Western Kentucky University
(WKU). This Handbook is not all inclusive. There are other department and university policies that are
not covered in this Handbook. We were all beginners once and we are sure you will have a number of
questions about DFM and WKU, as well as your job.
It is our belief that employees who have a clear knowledge of what is expected of them, are in a better
position to contribute in a significant manner to our success, as well as, to benefit from such
contributions.
Please refer to this guide for any questions you have, or ask any Manager or Supervisor for assistance.
By working together, we will make this department one of Westerns overall superior departments.
We are proud to have you as a member of our team, and we offer you our best wishes for a long,
satisfying, and progressive career with us.
From time to time, we will revise this booklet to keep abreast of changes. Any information contained
in this booklet, which is in conflict with information published at a higher level of authority within the
University, the information contained in those bulletins, policies, etc., will prevail. As the contents of
this booklet change, those changes will be posted.
The contents of this Handbook are presented as a matter of information only and are not intended to
create, nor are they to be construed to constitute a contract, expressed or implied, between Western
Kentucky University, the Department of Facilities Management, or any of its employees.
WKU reserves the rights to modify, change, disregard, suspend or cancel at any time, without written
or verbal notice all or any part of the Handbook's contents as circumstances may require.
Accident Prevention
It is our policy to take all practical steps to eliminate or reduce exposure of our employees and
customers to accidents, injury, or conditions adversely affecting their health. It is the Managers
responsibility to provide a safe place to work, and it is your responsibility as an employee to learn the
safe way to do your job and to follow safe procedures that have been devised for your protection.
Everyone is responsible for avoiding accidents. The following work practices are the standards that all
employees are expected to follow. REMEMBER TO REPORT ALL ACCIDENTS, even if you feel the
accident is minor.
1. Pranks are forbidden. We can have a pleasant and enjoyable work place without engaging
in pranks that may cause injury.
2. Do not operate a machine or perform a task until you understand all aspects of the job and
are authorized to do so. Please ask questions.
3. Pick up what you drop. Wipe up what you spill. Do so right away and don't leave the area
with a slippery surface. Please insure all areas are cleaned of all spills and debris. Take pride
and ownership in your work place.
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4. Lift correctly. Bend your knees, apply a firm grip, position the object close to your body and
lift with your legs. Train yourself to do this all the time. When moving objects, turn body, do
not twist back. Get help when needed.
5. Use the proper ladder for access to elevated heights. Do not use the top two (2) steps on a
stepladder, do not overreach so your belt buckle is past side rail, move the ladder closer to the
object. Do not use chairs, desks, tables, etc., in place of a proper ladder.
6. Use the proper tool and/or equipment for the job. Clean, and store tools, and equipment in
their proper location when not in use.
7. To prevent slips and falls, appropriate footwear must be worn. A sturdy shoe with a rubber,
not crepe, or non hardened synthetic sole is recommended. Sandals, shoes with open toes or
heels, high heels, and shoes in poor repair, are not acceptable.
8. Keep your work area neat and orderly. Clean your work area after completing each task.
9. Place broken glass only in containers provided for that purpose. Use a broom, cardboard,
and dustpan to remove broken glass. Do not use your bare hands.
10. If able to correct minor hazards, do so as soon as you observe them. Report hazards that
you are unable to correct to your supervisor or safety coordinator, as soon as possible.
11. Report all injuries immediately to your supervisor or manager. You must fill out a
Workers’ Compensation - First Report of Injury form with the Benefits Department in Human
Resources. It is the manager’s responsibility to insure that an Injury Investigation Report is
completed within 24 hours after the accident occurs.
Accident prevention is extremely important to the University. We work hard to provide the
equipment, training, and working conditions that will help you feel, and be safe at work. Because
safety is a major concern for all of us, each unit institutes safety programs and policies for their staff to
follow.
Accidents can cause you and others pain, injury, and/or lost time. For this reason, your safety
performance is an important part of your responsibilities and is considered a part of your performance
appraisal. Deliberate violation of safety rules may result in immediate dismissal. Please report any
situation that seems unsafe to your supervisor, manager, or Safety Committee representative. We
want you to perform your work safely. All accidents are caused, they do not just happen; therefore,
they can be prevented. Remember these basic safety rules and ask your manager about policies
specific to your unit.
Attendance
(This section updated 10/29/2011)
The Facilities Management Department needs to be able to schedule work with a reasonable degree of
certainty that the work schedules will be followed. In the event an employee is going to be late or
absent from work, advance notice of any change in the schedule can often avoid placing an undue
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hardship on others. Facilities Management has established attendance standards that follow the
University’s expectation for attendance. Employees are expected to be at work when scheduled.
Proper notification is required when you are going to be late or absent. In order for an absence to be
approved, you must request and receive verbal or written approval from the appropriate supervisor
prior to the time missed.
When calling in to report an absence or being late for work, please call the following numbers based
on which unit you work:
Housing Zone 1
Housing Zone 2
Housing Zone 3
745-5559
745-5556
745-6898
Auxiliary Supervisors
Building Services Staff
Grounds Crew
745-5824
745-5826
745-5820
Any Unit/Shop Not Listed 745-3253
When calling, be prepared to provide the reason for your absence. If reporting off for the entire shift,
indicate your expected date to return to work. In the event no one is available to speak with you
personally, you may have to leave a message; however, please note that not obtaining prior verbal or
written permission from the appropriate supervisor prior to the absence will be considered an
Unscheduled Absence (see below). If reporting being late, include the reason for being late and what
time you expect to report for duty. You must report off each scheduled shift unless you have provided
approved documentation specifying your expected date to return to work. If you are unable to return
to work on the date specified, you will need to report off properly for each absence thereafter.
Department attendance policies and procedures will be enforced. Written steps in the progressive
disciplinary process may, at the discretion of the department, be issued for, but not limited to, the
following:
Tardy
Clocking in after the scheduled start time of your shift, but no paid time is missed on the clock (within
7 minutes after your start time). Example: John is running late for work and clocks in 2 minutes after
the normal start time of his shift. This would be considered tardy.
Tardiness will be documented and more than one (1) in a week will be cause for disciplinary action.
Unscheduled Absence
Improper Notification is defined as 1) an instance when an employee either shows up for work late or
leaves before the normal end of their shift and time is missed on the clock, or 2) an absence when
prior approval (written or verbal) has not been obtained before the end of your shift the day preceding
the absence.
Four (4) or more of these in a 60-day period will result in disciplinary action.
Unpaid Status
Normally each employee should have a minimum of 37.5 hours of paid time recorded each week.
Work time, holiday leave, vacation leave, or sick leave is typical of the types of time that are recorded
to meet this minimum. Positive sick and vacation leave balances should be maintained to ensure that
adequate time is available when needed. Having no accrued benefit time (sick or vacation days) to
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Updated April 2010
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pay for part or all of an absence, unless it is part of FMLA or a University approved Leave of Absence,
is considered being in an Unpaid Status. Being in an unpaid status after all authorized leave balances
have been exhausted is considered unacceptable personal conduct.
Any one (1) occurrence of Unpaid Status will result in disciplinary action. Consecutive days will count
as one occurrence.
Job Abandonment
Failure to give notification of an absence within two (2) hours after your normal shift start time, or
leaving work prior to the end of your shift without notifying a supervisor will be considered job
abandonment.
Any one (1) incident of job abandonment will result in disciplinary action.
Three (3) consecutive days absent without calling in will result in automatic termination.
Doctor’s Statements
Generally, doctor’s statements are not required unless you miss more than three days of work. Any
medical absence lasting four days or longer will need to be reported as FMLA. However, if you take sick
time immediately before or after a scheduled holiday, or in the event a pattern is recognized by your
supervisor, you may be asked to bring in a doctor’s statement.
Falsification
Falsification of reason(s) for an absence, late or early quit will be cause for disciplinary action.
Patterns
Clear patterns of occurrences of unapproved/unscheduled absences (such as time missed before/after
weekends or events scheduled to work, unapproved time missed immediately before and/or after a
holiday, etc.) will be cause for disciplinary action.
DISCIPLINARY PROCEDURES
DFM employees are expected to perform their job duties in a professional and responsible manner,
which includes maintaining the highest levels of honesty and ethical principles. Employees are also
expected to be courteous and respectful in workplace relationships. Rules are necessary for any
business to operate in an orderly, efficient manner, and to protect employees. In most cases, your
good judgment will tell you the right thing to do. Inappropriate conduct is further explained in the
University Standards of Conduct policy.
When policies, procedures, work rules, etc., are not being followed or there is poor performance or
inappropriate conduct issues, it is the responsibility of management to take corrective action. This
may be done by means of a progressive disciplinary process. Disciplinary actions will be addressed in
one progressive ladder. This means there are not separate progressive disciplinary steps for
infractions of different policies, procedures, work rules, performance, conduct, etc.
Corrective Action Steps:
INFORMAL COACHING: Employee Courtesy Reminders (ECRs)
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The first step in any effort to improve employee performance is coaching. Regular coaching brings
minor performance issues to an employee’s attention, and assists the employee to correct them.
The goal of coaching is to work with the team member to solve performance problems and
improve the work of the employee, the team and the department. Whenever possible, the first
time a minor violation occurs, a supervisor will first attempt to coach the team member by issuing
an Employee Courtesy Reminder (ECR).
FORMALIZED STEP 1: Documented Verbal Warnings
When ECRs have not proven effective or for any other violation that management feels the need
to bypass informal reprimands, an employee will receive a documented verbal warning from
management. This is the first step in the formal progressive disciplinary process. Verbal warnings
will remain in effect for one year following the date issued.
FORMALIZED STEPS 2 & 3: Written Warnings
For offenses which the manager thinks are serious or where verbal warnings have proven
insufficient, written warnings are administered. Written warnings will remain in effect for one year
following the date issued.
FORMALIZED STEP 4: Discharge/Dismissal
An employee can be discharged if he/she has received two (2) written warnings, the most recent
having been issued within the previous twelve (12) months, and a third (3rd) incident or violation
occurs. As stated previously, infractions do not necessarily have to violate the same rule. You may
be discharged/dismissed due to a serious breach of any of the violations listed in the University’s
Standards of Conduct policy.
Refusal to Sign Disciplinary Actions
All disciplinary actions are to be signed by the employee to acknowledge that they have read and
understand the expectations for improvement. Refusal to sign a disciplinary action does not make it
invalid. A second manager or supervisor will be called in and will witness the refusal to sign.
Appeal Process
If you feel a disciplinary action is inaccurate or unwarranted, you should exercise your right to appeal
through administrative channels. (See the University Policy - Grievance Resolution Procedure)
Breaks and Meal Periods
Employees are scheduled specific break and meal periods during their shift. Employees are to be
productively occupied immediately before the beginning of their scheduled break/meal period and
immediately after their scheduled break/meal period. Abuse of break/meal periods will be grounds
for progressive discipline.
Call-Ins
(This section updated 6/29/2010)
Call-ins will be paid a four (4) hour minimum. Call-ins are defined as any time an employee is not
scheduled to work and is asked to return to work as soon as possible or at a specific time to perform
specific duties. Energy Management and/or Electronics shop employees can access and resolve critical
Building Automation Systems and Fire Alarm Systems problems from remote computers. In cases
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Updated April 2010
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where these employees are requested to troubleshoot or reset devices from a remote computer, these
employees will be entitled to a call-in of (2) hours per event. In this case employees will be considered
on the clock from the time called for 2 hours and may accrue no more than (2) twp hour call-ins per 4
hour period. If the issue cannot be resolved remotely and the employee must come back to campus,
the issue will be considered “one” call-in and paid at the full (4) hour minimum.
Employees who are at work may be requested to stay over or come in early on their next shift. Such
work will be credited and paid for, based on actual time worked in fifteen (15) minute increments.
Employees who are at work may be requested to work on scheduled days off. Scheduled work on
normally scheduled days off will be paid at a minimum of two (2) hours. Work over two (2) hours will
be credited and paid for based on actual time worked in fifteen (15) minute increments.
Designated Smoking Areas
Smoking is prohibited within all DFM offices, trade shops and the walkway along the dock area
including PS1 elevator lobbies, entrances and stairwells.
Smoking is allowed in the constructed shelter located within the dock parking area, in front of the
Grounds Shop.
The Department of Facilities Management is committed to providing its employees with a smoke-free
work environment to protect the health, welfare and comfort of employees from the adverse effects
of tobacco smoke from cigarettes, cigars and pipes.
Visitors are also expected to honor this policy. Each and every employee benefits from a smoke-free
workplace environment, the enforcement of this policy is most equitably placed as a responsibility on
all members of the University community. The success of this policy depends upon the
thoughtfulness, consideration and cooperation of non-smokers and smokers alike.
As a reminder, smoking is not allowed in any WKU building or WKU vehicle.
Drug, Alcohol, or Controlled Substances
All university employees are required to meet standards of performance and to conduct themselves in
a professional manner. The university intends to comply with all state and federal laws relating to the
use/abuse of alcohol, narcotics, and other drugs. Accordingly, employees are expected to adhere to
these laws, as well as to the university policy on the use/abuse of drugs or alcohol while in any
university facility. It is the absolute policy of the university and its operating divisions that the
purchase, sale, use, transfer, or possession of illegal drugs, narcotics, contraband or other related
paraphernalia in University operated facilities or on university premises is not permitted and will not
be tolerated. Any employee found using or possessing the same or otherwise engaging in illegal
activity will be subject to immediate dismissal.
Employment of Relatives
Employment of close relatives within an operating unit or under the same supervisor is discouraged.
Under no circumstances may an employee be employed in a position where they will supervise or be
supervised by an immediate family member. (A family member is defined by the University
Medical/Sick Leave Policy.)
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Equipment Care and Use
All equipment is valuable to the department, but can be potentially dangerous. You should not use
equipment until you have been instructed in the proper operation and maintenance. The best rule to
follow is this: use, maintain, and clean all equipment as if it belongs to you.
Grooming Standards
We know each of you want to look your very best when you come to work. All of us are expected to
maintain the highest standard of personal cleanliness. Uniforms should be in good repair and
appropriate to the duties being performed. Everybody should wear proper uniforms unless otherwise
specified. Uniforms are to be worn in the manner in which they were intended to be worn. Shirts
with tails are to be tucked in, etc. Uniforms will be issued through the department and must be
maintained by the employee. Employees are expected to be in proper uniforms at all times while on
duty. (Please refer to the DFM Uniform Policy)
Holidays
The President and the Administrative Council determine what holidays are observed by the university.
A listing of those holidays and dates observed is provided annually by Human Resources in memo
form, which is posted in various locations throughout DFM. Any questions regarding holidays should
be directed to your supervisor or manager. All hours actually worked on a holiday(s) will be paid at
one and one-half (1-1/2) times the regular rate.
Job Duties
From time to time, your supervisor or manager may need you to do other jobs or duties not
necessarily included in your job description. Failure to perform reasonable requests will be considered
insubordination. Insubordination is a dismissal offense.
Key Control
1. All keys received at the beginning of your shift, must be returned at the end of your shift.
2. Issued keys are not to be given or lent to anyone.
3. Any lost or unaccounted for keys, must be reported to management immediately. The person
responsible for the keys at the time of disappearance will be held accountable.
4. Buildings or rooms should never be opened for unauthorized people. Ask your supervisor if in
doubt.
Mandatory Overtime Draft Policy for Special Events
WKU Building Services (Modified March 2005, Effective August 2005 Fall Draft Session)
In the event you do not have a copy of this Policy, please see your supervisor.
Medical (Sick) Leave
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Medical Leave used in excess of the accrued balance will be charged against accumulated vacation
time balance and such time charged against vacation will be considered emergency use of vacation.
In case of illness, employees are required to properly notify their Unit/Shop. Upon return to work
from Medical Leave a Leave Request/Authorization Form must be completed by the employee. Failure
to properly report your absence may result in loss of Medical Leave pay and/or disciplinary action
Normally, verification must state that you are able to resume your normal duties with no restrictions.
If there are restrictions affecting your ability to perform the essential functions of your position
description, those restrictions must be reviewed by your manager before you are allowed to return to
work. This will ensure that you are not putting yourself at risk of aggravating your condition, by
performing work duties that might be harmful to your recovery.
DFM reserves the right to investigate and impose verification requirements and/or administer
discipline in cases where excessive cyclic, pattern, or unauthorized use of Medical Leave is indicated.
Use of Medical Leave the day immediately preceding or following a scheduled holiday(s) without
appropriate medical verification may result in loss of holiday pay and/or disciplinary action.
Immediate family for use of Medical Leave is defined as: spouse, child, stepchild, brother, sister,
stepbrother, stepsister, parent, stepparent, grandchild, grandparent, son-in-law, daughter-in-law,
mother-in-law, father-in-law, sister-in-law, or brother-in-law. (Refer to the University’s Medical
(Sick) Leave Policy for further information or clarification.)
Overtime/ Mandatory Overtime
(This section updated November 2010)
All overtime worked must have pre-approval from the employee’s Manager, the Duty Manager,
the Director, or his designate. Overtime is paid in accordance with Federal and State Laws. You are
paid time and one-half your normal rate for all hours worked over forty (40) hours during the pay
week. Holidays and Sick Leave are counted in the overtime calculation. Vacation Leave is not
included in the overtime calculation. Whenever practical, overtime work will be performed by
volunteers. However, when the number of volunteers does not result in the number of staff
required, overtime may be a mandatory requirement. Each Unit/Shop should have a method in
place to assign mandatory overtime equally among those employees who are qualified to perform
the overtime duties. Ask your manager or supervisor for details.
Vacation Scheduling and Mandatory Overtime
Normally, Vacation Leave is not counted in calculating overtime; however, there is an approved
exception. Vacation Leave requested and approved ONLY for use in conjunction with a scheduled
special event may be counted in the overtime calculation when it is pre-scheduled and approved
by the Department Manager. Exceptions can be made by the departmental manager if an
emergency situation arises. Only one vacation day before or after the scheduled event will be
counted as hours worked for overtime purposes.
Example #1: John knows he will be working a basketball game on Thursday night. His normal shift
is from 7a-3p. He will then come back in at 4p that night and work until 10 p.m. for the game. In
order to get some rest after working the game, John has requested to take a vacation day on
Friday. This was arranged with his Department Manager on Monday who approved the vacation
day. In this case, the vacation day will count towards his overtime for the week.
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Example #2: Sally took vacation Mon-Thurs to go on a family trip to Gatlinburg. She comes back on
Friday and decides to work the homecoming game on Saturday night. The vacation days she took
Monday through Thursday will not count towards overtime hours; therefore, she will get paid at a
straight time rate for working the homecoming game.
Example #3: Bob is taking the entire week off for a vacation, but will be in town during this time.
Another team member was supposed to work the football game on Friday night, but has had a
family emergency and cannot make it. The department is in dire need of someone to come in and
fill this spot, so the department manager calls Bob and asks him to come in to work the game. He
tells Bob that he will pay the hours worked at the game as overtime to compensate for him coming
in on his scheduled vacation.
All overtime worked must have pre-approval from the employee’s Manager, the Duty Manager,
the Director, or his designate. Overtime is paid in accordance with Federal and State Laws. You
are paid time and one-half your normal rate for all hours worked over forty (40) hours during the
pay week. Holidays and Sick Leave are counted in the overtime calculation. Vacation Leave is not
included in the overtime calculation. Whenever practical, overtime work will be performed by
volunteers. However, when the number of volunteers does not result in the number of staff
required, overtime may be a mandatory requirement. Each Unit/Shop should have a method in
place to assign mandatory overtime equally among those employees who are qualified to perform
the overtime duties. Ask your manager or supervisor for details.
Vacation Scheduling and Mandatory Overtime
Any employee who works an overtime event can take a vacation day, before or after, their overtime
duty. This vacation time must be scheduled in advance with your department manager and only
applies to vacation hours taken in order to compensate for time worked during a special event.
Note: The BSA’s may have to pull up to 5 hours of their ‘next day’ shift, to ‘trash and dash’ their
assigned areas before leaving for the day. This arrangement will be at the discretion of their
supervisor, according to the needs of the building being affected.
Remember: If you do not have available accrued vacation time to use, all hours worked, up to forty
(40) hours will be paid at regular rate. This adjustment and approval will be made by your supervisor
on the daily time sheets.
Packages
All packages, closed containers, handbags, purses, etc., that are carried out of the department are
subject to inspection by management.
Personal Phone Calls/Messages/Personal Items/Cell Phone Use
Cell Phones/Personal Phone Calls
You are not permitted to receive personal phone calls at work, except in the case of an emergency.
In the event of an emergency, please let your family know to call 270-745-3253 and the call will be
routed to your work station or a message will be taken for you. Cell phones are to be used during
breaks or for Western Kentucky University business only. Cell phones should not be used while
driving. Texting is not permitted during work hours or in university vehicles.
Safety is very important and is everyone’s responsibility; therefore, remember to use caution
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when using a cell phone for any purpose while walking or driving. Be alert and pay attention to
your surroundings, not to electronic media devices.
Music/Media Devices (cell phones, IPods, MP3s, etc)
The use of Media devices is not permitted during work times, and may only be used during break
periods, meal periods or other non-work time. You are not permitted to access the internet for
non-business purposes during work hours. This includes, but is not limited to, internet surfing,
personal email, facebook, or any other social networking site.
Personal items
The university is not responsible for personal items brought to work such as cell phones, radios,
IPods, MP3 players, personal tools, etc.
Resignation/Separation
We hope you will be with the university for a long time, but should you decide to leave, please give
proper notice, which is at least two (2) weeks. Resignations should be made in writing to your
manager. All university issued tools, keys, uniforms, ID card, or other university property will be
returned.
Employees resigning their position with WKU or are transferring out of the Facilities Management
Department are encouraged to go online and complete the Exit Interview Questionnaire found on the
Human Resources’ Web Page.
Also, upon an employee resigning their position at WKU or transferring out of the Facilities
Management Department, the employee’s supervisor should complete the Exit Clearance Form
located on the Human Resources’ Web Page.
Telephones
1. University business telephones are to be used for university purposes. In an emergency,
university phones may be utilized.
2. Public telephones are for personal use. As a courtesy to others, please minimize the time spent
using public telephones.
3. Personal telephones may be used on breaks and at meal periods.
Time Cards/Sheets and Payroll
Time Clock
We use a time clock in Facilities Management. You are responsible for being at work when
scheduled. Any time you work hours that are not scheduled, the payroll recap MUST be signed by
or initialed by the employee’s supervisor or manager. (Example: called in on day off, started shift
early, etc.).
Time Cards
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1) Everyone is required to clock in and out on the days that they work.
2) No one is allowed to clock in or out any other employee.
3) If you forget to clock in, your supervisor or manager must sign or initial the payroll recap
approving your hours. It is your responsibility to clock in and out.
4) The intention of the university is to follow all state work laws and pay you for all hours worked.
5) All minors are restricted to work only certain hours. Your cooperation is appreciated. If you
find you have been improperly scheduled, or due to your job requirements, find yourself working
beyond your legal hours, you should advise your supervisor or manager immediately.
Vacation Scheduling
In order to ensure all employees are able to take Vacation Leave, while providing the most efficient
scheduling possible to provide consistent service to the campus community we serve, the following
procedures and policies will be used for requesting and scheduling vacation. All employees must
request Vacation Leave in advance. This will ensure that operations of the department and various
Units/Shops are not adversely affected by uncontrolled use of Vacation Leave. This will also provide a
procedure to ensure that seniority of employees, within the Units/Shops, is considered.
Procedure
1. Vacation Leave opportunities are determined by the operational needs of DFM and WKU.
2. Vacation Leave must be requested in writing and approval must be received prior to taking
Vacation Leave. If prior approval is not requested and received in advance, Vacation Leave
taken will be recorded as emergency vacation.
3. Emergency vacation use will be monitored by your manager and/or supervisor.
a. Employees with special needs (i.e., farming activities and other known needs without
specific dates) may make Vacation Leave requests in advance. The dates may be left open
to be filled in as the need arises, by contacting your manager or supervisor. Notification
must be made before your normal shift start on the first day of Vacation Leave used.
b. Occurrences of Emergency Vacation Leave use must be reported in accordance with the
procedures established by your Unit/Shop. Upon return to work from Emergency Vacation
Leave, you must complete a Leave Request/Authorization Form. Failure to properly notify
the Unit/Shop of your Emergency Vacation Leave may result in loss of pay and/or
disciplinary action.
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c. Occurrences of Emergency Vacation Leave for the scheduled shift immediately preceding
or immediately following a scheduled holiday will result in the issuance of the appropriate
step in the progressive disciplinary process and/or loss of holiday pay.
4. All department employees will be given the opportunity to submit vacation requests for the
fiscal year July 1 through June 30, during the preceding March 1 - March 30 period. Vacation
requests received and approved during this time, will receive preference to requests received
after March 30. Vacations will be approved based on the work force requirements of each
Unit/Shop, defined below in terms of maximum number allowed to use Vacation Leave at any
one time. Should the number of requests for any given time period exceed the maximum
number allowed, seniority will be used to determine which requests will be approved.
5. Requests for Vacation Leave may be made at other times by submitting requests, not less
than 24 hours in advance for requests of one (1) or two (2) days and with one (1) weeks
advance notice for requests of three (3) days or more. Requests will be considered based upon
work requirements and the maximum allowable number of authorized employees to be on
Vacation Leave at the same time. Requests submitted after March 30, will be considered on a
first-come, first-serve basis without regard for seniority.
6. All requests for Vacation Leave will be submitted to the appropriate manager or supervisor
in your Unit/Shop, on a Leave Request/Authorization Form. Vacation Leave may be used in 15
minute increments.
7. Manager discretion may be applied to alter the maximum number of employees allowed to
be on vacation for a specific time period, based on work loads and the needs of the university.
8. Generally, employees should not request or expect to take vacation the two (2) weeks prior
to commencement or the two (2) weeks prior to the opening of school in the fall.
Failure to comply with any of the above procedures and policies may result in disciplinary action,
up to and including discharge.
Vehicle Use
Vehicles owned by the university and operated by DFM employees will be used only in a capacity
directly associated with work activities. Failure to comply will result in disciplinary action.
General Working Conditions
The official workweek for full-time employees is established at thirty-seven and one-half (37.5) hours
per week which equates to nineteen hundred and fifty (1,950) hours per year. A workweek begins at
12:01 a.m. on Monday and ends at 12:00 midnight on the following Sunday.
Supervisors/department heads are authorized to establish working schedules for employees consistent
with requirements for efficient operations. Employees shall be expected to work the specific times,
hours, and days as required by their employing unit/department, including overtime when requested.
Employees may hold full-time nine (9) month, ten (10) month, eleven (11) month, or twelve (12)
month positions. The established number of working days for a twelve (12) month employee is 260
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days. For positions less than twelve (12) months, the established number of working days is
proportional to the employment period.
Alternative work schedules and working conditions which fall outside this policy shall be approved
through divisional administrative channels and by the Director of Human Resources.
Extended /Unusual Shift Working Hours
A normal work shift, as defined above, is considered to be 7.5 hours in a day, five days per week, with
at least an eight-hour rest. Any shift that requires more continuous hours or requires more
consecutive days of work shall be considered extended or unusual. Extended or unusual work shifts
may be more stressful physically, mentally, and emotionally, as well as disrupt the body’s regular
schedule leading to increased fatigue, stress, and lack of concentration. These effects lead to an
increased risk of operator error, injuries and/or accidents.
Due to the nature of the work involved, WKU limits the number of working hours a DFM employee can
work per day and per week. Employees shall not work more than 15 hours in any one 24 hour period,
and must be able to have at least 8 hours of rest before returning to their regularly scheduled shift. In
addition, employees shall not work more than 65 hours in any one pay week. This will ensure the team
members’ health, well-being and safety.
To better track team member’s overtime hours, the Building Services Coordinator will be responsible
for scheduling extended shifts to cover special events or any work that is being done outside of a DFM
team member’s normal work shift. Employees will not be allowed to work an event if the extended
hours will require them to go over the limited number of hours in a day/week, or affect the normal
working hours of the team member.
DFM Service Vehicle Parking and Driving Policy
Parking Policy Details
A WKU Service Vehicle parking permit is required for any university service vehicle parked
on campus.
Any individual parking on campus is expected to comply with all parking policies and rules
established by the University, as well as abide by all normal traffic laws.
WKU Service Vehicle permits grant parking in the following locations for the duration of
the work being performed:
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All non-reserved parking spaces (any open parking space on campus, excluding gated reserved
parking)
Reserved Commercial Delivery or University Service Vehicles spaces
Meters can be used ONLY if the university service vehicle spaces are full when you arrive
Service Vehicle permits are not to be used when service work is not being performed. For
any personal business being conducted on break times, service vehicles should be parked
in the DFM parking lot, and team members must use their personal vehicles, or walk to
their destinations. This also includes any time you are required to attend departmental
meetings.
Prohibited Parking
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Parking on sidewalks is prohibited
Parking in fire lanes or yellow zones is prohibited
Obstructing traffic is prohibited
There MUST be a minimum of 4 feet clearance on one side of the vehicle when parked on a
service drive so that a pedestrian can go around the vehicle without having to leave the
sidewalk
Restricted Access Areas
Parking and/or driving in grass areas, sidewalks, and certain service drives is restricted. If
alternatives are present and it is not necessary to park and/or drive in these areas to
access the job, then do not park and/or drive in these zones. However, a WKU Service
vehicle may need to drive and/or park in restricted areas in order to get to a building
where service is being performed. When this occurs, a second hang-tag should be
provided to you by your supervisor prior to beginning the job. A second hang-tag is a
temporary tag that hangs behind your University Service Vehicle permit that has a specific
date written on it and is provided to you by a supervisor for jobs that will require access to
areas vehicles are not normally allowed to access. This tag will alert Parking &
Transportation and others on campus that your vehicle is authorized to be in these zones
to prevent ticketing.
Definitions
A WKU Service vehicle may need to drive off the main road areas in order to get to a
building where service is being performed. Several campus sidewalks are also considered
service drives for this purpose, but you must know the difference between a service drive
and a sidewalk.
Service Drive Definition: A 12-foot wide sidewalk that was designed with university service
vehicles in mind to be able to access buildings on the interior of campus. An approved
service drive is large enough for a full-sized vehicle to drive through without obstructing
the walking path.
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There MUST be a minimum of 4 feet clearance on one side of the vehicle when driving on a
service drive so that a pedestrian can go around the vehicle without having to leave the
sidewalk
Ballards should not be crossed and/or removed unless there is an emergency or you have
obtained a second hang-tag from your supervisor.
Sidewalks are paved areas meant for pedestrian traffic only. Except in emergency
situations, if you are required to drive on a sidewalk, a second hang tag should be
displayed in your vehicle.
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Handbook Acknowledgement
I acknowledge that I have received a copy of the WKU Facilities Management Employee Handbook.
I have read and understand the contents of this handbook as well as the humans resources policies
located on the web as described in the beginning of this handbook and will act in accord with these
policies and procedures as a condition of my employment with WKU.
I understand that if I have questions or concerns at any time about the handbook or the Standards of
Conduct, I will consult my immediate supervisor, my supervisor's manager, or the Human Resources
staff for clarification.
I also acknowledge that the handbook contains an employment-at-will provision that states:
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Either WKU or I can terminate my employment relationship at any time, with or without cause, and
with or without notice;
That this employment-at-will relationship is in effect regardless of any other written statements or
policies contained in this handbook, in any other WKU documents, or in any verbal statements to the
contrary; and
That no one except the President can enter into any differing employment relationship, contract, or
agreement. To be enforceable, any such out-of-the-ordinary relationship, contract, or agreement
must be in writing, signed by the President, notarized, and in the employee file.
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Finally, I understand that the contents of this employee handbook are simply policies and guidelines,
not a contract or implied contract with employees. The contents of the employee handbook may
change at any time. Please view this handbook online at
http://www.wku.edu/facilities/documents/dfm_handbook.pdf to read the latest version.
Please read this Handbook and these employee Standards of Conduct carefully to understand these
conditions of employment before you sign this document.
_______________________________
Employee Signature
DFM Handbook
Updated April 2010
______________________________
Date
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