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WAGE STAFF HANDBOOK

Prepared by the Office of Human Resources

2017-2018

HR DIRECTOR’S WELCOME

From Human Resources

I’d like to personally welcome you to James Madison University. It’s an exciting time for us as we look to the future and continue to grow, adapt, and respond to the needs and dreams of our employees, our community, our students and the many partners we have around the country and the world!

James Madison University provides many opportunities for personal and professional growth, and the Human Resources office is here to help you navigate through your employment and assist however we are able.

This handbook is one way for us to provide information that is relevant to your employment with JMU. You can also find many helpful resources on our website. Our office is located at 752 Ott Street in the Wine-Price building, and we are glad to serve you there in person as well. The Human Resources direct phone number is 540-568-6165.

JMU is recognized nationally for many things: academic quality, teaching excellence, student retention, graduation rates, community engagement, environmental and social responsibility, athletics, campus beauty and hospitality. Recognition like this happens, in large part, because of the dedicated people who work here… people like you.

Again, welcome to James Madison University.

Diane Yerian

HR Director

Our Mission

Human Resources is dedicated to customer service, a positive approach to change and the pursuit of excellence that promotes university and individual success.

 

INTRODUCTION


This is neither an employment contract nor an invitation to a contract of any kind. The policies, procedures and other information contained in the Wage Staff Handbook may be changed by the university and/or the Commonwealth of Virginia without notice.

Human Resources compiled information on personnel matters frequently of interest to James Madison University’s staff members. Questions relating to your department should be directed to your immediate supervisor. Questions relating to university and/or Commonwealth of Virginia policies and other personnel matters should be directed to Human Resources at 540-568-6165 or researched on HR’s website.

ABOUT THE UNIVERSITY

https://www.jmu.edu/about/index.shtml

ORGANIZATIONAL CHART

https://www.jmu.edu/president/offices-and-staff/org-chart.shtml

EQUAL OPPORTUNITY AND DIVERSITY

 

JMU is committed to supporting the practice, spirit and good-faith efforts regarding equal opportunity and diversity, beyond mere compliance with government regulations. A commitment to diversity is a commitment to all members of the university community. Diversity among staff, students and faculty offers the university an opportunity to realize its mission. JMU Policy 1302

JMU is dedicated to providing a workplace and learning environment free from discrimination and harassment. James Madison University will not tolerate discrimination or harassment on the basis of age, color, disability, gender identity, genetic information, national origin, parental status, political affiliation, race, religion, sex, sexual orientation or veteran status. Conduct by a member of the university community that constitutes discrimination or harassment on the basis of any protected class is a violation of university policy and is sanctionable. JMU Policy 1324

The Office of Equal Opportunity can provide information and assist you in understanding the process for filing a complaint of any form of discrimination or harassment with the university: Step by step guidelines for filing a complaint.

Note: Harassment on the basis of sex, sexual orientation, gender or gender identity is defined as sexual harassment. Sexual harassment also includes sexual assault, sexual misconduct, and sexual violence. All complaints of sexual harassment and misconduct are managed by the Title IX Office. If you are experiencing sexual harassment, please contact the Title IX Office. JMU Policy 1340

The JMU Director of the Office of Equal Opportunity is Mr. James Robinson 540-568-6991, OEO, oeo@jmu.edu

The JMU Title IX Coordinator is Ms. Amy Sirocky-Meck, 540-568-5219, TitleIX, titleix@jmu.edu

AMERICANS WITH DISABILITIES ACT

The university will provide reasonable accommodation to qualified individuals with documented disabilities to ensure equal access and equal opportunities with regard to university employment, university educational opportunities, and the university's programs and services.

Inquiries or requests for reasonable accommodations for disabilities may be directed to a Benefits Specialist. JMU Policy 1331

The JMU ADA, Section 504 Coordinator is Mr. James Robinson, Director of the Office of Equal Opportunity, 540-568-6991,OEO, oeo@jmu.edu

WAGE EMPLOYMENT BASICS

 

Code of Conduct

 

All employees are expected to conduct themselves in a manner that supports JMU’s mission and the performance of their assigned duties and responsibilities with the highest degree of public trust.

Wage employees are expected to satisfactorily perform all assigned duties. While wage employees are not subject to formal performance evaluations, managers and supervisors will monitor employee performance and provide informal performance evaluation and coaching as needed.

In accordance with Conflict of Interests JMU Policy 1106, no JMU employee shall accept any business or professional opportunity when that employee knows that there is a reasonable likelihood that the opportunity that is being afforded will influence him or her in the performance of his or her official duties.

Wage Employment JMU Policy 1325

Wage employment is employment within the university to meet part-time, temporary or seasonal needs. Wage employees are at-will employees. An at-will employee may resign from work or be terminated from work, with or without cause, with or without severance, and without advance notice.

Wage employees cannot participate in the state's health insurance program, nor can they participate in life insurance, retirement, or other benefit programs. However, wage employees may participate in tax-deferred compensation programs and Aflac insurance.

Wage employees are limited to working no more than 1,500 hours during each 12-month period of May 1-April 30. In accordance with the Virginia Manpower Control Program, wage employees may not exceed an average of 29 hours per week over the standard measurement period, May 1- April 30 of each year.

Supervisors may allow wage employees to temporarily exceed the 29 hour per week limit, provided this exception is planned for and approved by Human Resources. Wage employees may work multiple part-time jobs at the university; however, ALL part-time hours worked are combined for calculating the average number of hours worked per week. Hours worked may include any combination of hours associated with the following job classifications: Recurring, Temporary, or Part-time Salaried Non-Teaching positions, Part-time wage (1500 hour positions), Student wage (Federal Work Study is exempt), Graduate Assistants/Teaching Assistants, and Adjunct Instruction.

The responsibility to plan, schedule and track part-time work falls to the employee and the hiring department with oversight and support provided by the Provost’s Office, Student Employment, and Human Resources. Failure to adhere to these regulations may result in penalties for the employee and the employer. 

Affordable Care Act regulations also mandate that full-time employees who leave employment with the university may not be re-hired to work any part-time hours until the employee has been separated a minimum of 26 weeks.

ATTENDANCE AND WORK ROUTINE

The university's standard workweek begins 12:01 a.m. Sunday and ends at 12:00 midnight Saturday. Core work hours are from 8:00 a.m. - 5:00 p.m. Monday through Friday. Wage employees may work varying hours within the workweek to provide adequate coverage and service to the university community.

Wage employees shall be paid only for hours worked and cannot accrue paid leave, compensatory time or overtime leave credits. Wage employees are not eligible for paid holidays or any other paid time off.

Wage employees shall be allowed time away without pay for military service. When a wage employee returns from active military service, reemployment will be granted under the terms provided for in the United Services Employment and Reemployment Rights Act (USERRA).

Recording Time/Attendance

Payroll Services provides wage employee information and the electronic timesheet and instructions for recording wage employee hours.

Meal/Lunch Periods

Employees who work at least six consecutive hours may be afforded a lunch period (meal break) of at least 30 minutes, except in situations where shift coverage precludes such lunch breaks. Lunch periods may be staggered to provide departmental coverage. The lunch period does not count as time worked.

Rest Periods

Supervisor’s may grant employees who work an 8-hour day or longer a maximum of one 15-minute rest break before and one 15-minute rest break after the lunch period, but are not required to do so.

  • Rest breaks must be taken separately.
  • Rest breaks, if taken, do count as time worked; however, they cannot be used to extend the lunch period or be placed at the beginning or end of the day to shorten the work day or offset late arrivals.

Questions about Meal and Rest Periods? Please contact your HR Consultant. See also: Hours of Work DHRM Policy 1.25.

Late Arrivals or Absences

Occasionally, unplanned circumstances may occur that cause employees to arrive late or to miss work. It is expected that late arrivals and absences will be kept to a minimum. It is the employee’s responsibility to inform his/her supervisor when they will be late or absent as soon as possible, prior to the beginning of the shift. At the start of employment, the supervisor will communicate requirements for reporting late arrival or absence, including whom to  contact should the supervisor not be available.

During normal work hours, an employee should not leave his/her work area for personal matters (other than lunch or breaks) without permission from the supervisor or the supervisor’s designee.

Provisions for Granting Overtime and Compensatory Leave JMU Policy 1303

The provisions of the Fair Labor Standards Act (FLSA) cover all JMU employees. FLSA establishes rules for minimum wage, overtime pay, equal pay, child labor and recordkeeping; and, it defines exemptions from overtime pay regulations.

Overtime is required to be paid when non-exempt employees physically work over 40 hours in a WEEK (not a pay period). Even though JMU pays semi-monthly, hourly pay periods 1st -15th and 16th-31st, overtime is calculated by the number of hours worked Sunday through Saturday, unless your work-week has been designated differently and approved by HR. Additionally, overtime is not contingent on the budgetary constraints of the department. If more than 40 hours are physically worked Sunday - Saturday, the non-exempt employee must receive overtime compensation accordingly.

University Closings, Class Cancellations and Exam Postponements Due to Inclement Weather or Emergencies JMU Policy 1309

Decisions to close all non-essential university operations will be made by the Senior Vice President of Administration and Finance. For information regarding late openings or official closings, listen to local television and radio stations, visit the JMU website or call 540/433-5300. Employees can also authorize JMU to provide emergency notifications via text message or voice message to the employee's cell phone through MyMadison.

Part-time employees who hold a job classification that is deemed as "essential" by this policy shall receive an additional 1/2 hour pay for each hour they work during an inclement weather closing.

 

University Holidays JMU Policy 1102


The President shall sign into effect each calendar year a schedule of official university holidays. The schedule shall include American Independence Day, Thanksgiving, the day after Thanksgiving, a winter break, New Year's Day, Memorial Day, and Martin Luther King, Jr. Day. It may also include time for spring break and other appropriate holidays, up to the number set by the Commonwealth of Virginia as holidays for state employees. For a list of holidays during which the university will be closed, please refer to the HR website.

Wage employees shall be paid only for actual hours worked and are not eligible for paid time off, such as holiday pay. Refer to JMU Policy 1325 Wage Employment.

Workers’ Compensation/Return-to-Work JMU Policy 1312

Report all job-related injuries and illnesses, no matter how minor, to your supervisor or to a Benefits Specialist, benefits@jmu.edu, 540-568-3593 within 24 hours, or as soon as possible. The injury should be reported by completing the online Accident/Incident Report. Employees then choose a treating physician from JMU’s Panel of Physicians to receive Workers’ Compensation benefits for approved claims.

In emergency situations, employees may seek treatment at Sentara RMH Emergency Room. A physician from JMU’s Panel of Physicians must still be selected to provide follow-up care.

Time missed from work must be ordered by the chosen panel physician in order to be approved under Workers’ Compensation.

When possible, JMU will provide altered or restricted duty when prescribed by a Panel Physician. Restrictions are evaluated on an individual basis, and revisited periodically to confirm effectiveness.

The Claim Form, Panel of Physicians, FAQ’s and additional information can be found on HR’s Workers' Compensation website.

Family and Medical Leave JMU Policy 1308

The Family and Medical Leave Act (FMLA) requires the university to provide eligible employees up to 12 weeks of job-protection for the:

  • birth of a child
  • adoption of a child
  • foster care of a child
  • serious health condition of the employee
  • serious health condition of the employee’s immediate family member (child, spouse, or parent)
  • qualifying exigency as defined by the Department of Labor (a call to active duty of a spouse, son, daughter, or parent; or having been notified of an impending call or order to active duty in the Armed Forces in support of a contingency operation; or caregiver leave for a seriously ill or injured service member that is a spouse, son, daughter, parent, or being the nearest blood relative to the injured service member)

To be eligible for job-protected time away, wage employees must have been employed at least 12 months and worked at least 1,250 hours during the 12-month period prior to the leave request.

The 12-week period is calculated starting from the date the employee begins FMLA time away. If time away is taken under FMLA, the employee has a guaranteed right to return to his/her prior job, or in unusual cases, a job with equivalent status and pay.

To take FMLA, 30-days advance notice must be given to the supervisor when it is foreseeable for the birth of a child, placement of a child for adoption or foster care, or for planned medical treatment. When it is not possible to provide advance notice, the employee must notify the supervisor as soon as practical.

Intermittent time away that is medically necessary may be taken without the supervisor's approval for each absence. Proper notice should be provided to the supervisor and supervisors must approve requests for intermittent time away if used for the birth, adoption or foster care placement of a child.

Certification from the family's health care provider must be provided to Human Resources to support FMLA.

For complete information on FMLA, please contact a Benefits Specialist, benefits@jmu.edu, 540-568-3593.

VOLUNTARY BENEFITS

Aflac Supplemental Insurance

Aflac supplemental policies pay cash benefits directly to the insured. Employees may choose the plan(s) that best suit their needs.

Aflac currently offers five plans on a pre-tax basis through payroll deduction:

  • Accident Plan - provides benefits for any accident
  • Cancer Plan - features a first occurrence benefit, hospital confinement and outpatient benefits
  • Intensive Care Plan - provides coverage for a stay in intensive care for any sickness or accident
  • Hospital Protection Plan – provides payment for any sickness or injury that requires hospital confinement
  • Critical Care Plan – provides coverage for incidents such as heart attacks, strokes and more

Aflac currently offers one plan on an after-tax basis through payroll deduction:

  • Personal Disability Income Protector Short-Term Disability Insurance – provides income replacement for non-work-related disabilities

Contact Michael Glover via email at Michael_glover@us.aflac.com for additional information.

Supplemental Retirement Accounts

Tax-Deferred Annuities - 403(b) and 457 Accounts

The university provides employees the opportunity to supplement their retirement income through pre-taxed supplemental retirement accounts. Deposits can be payroll deducted and placed into a special savings account that can be accessed at the time of retirement. Employees may elect to have up to 100% of their income (up to IRS cap) deducted and placed into a 403(b) or a 457 account. If interested in participating in a supplemental retirement account, please contact a Benefits Specialist at 540-568-3593. The employee is responsible for ensuring that his/her contributions are in compliance with IRS regulations concerning tax-deferred contributions. Visit the HR website for a list of participating companies.

Roth 403(b) and Roth 457 Contributions

The university provides employees the opportunity to supplement their retirement income through after-tax supplemental retirement accounts. The compensation that you defer to a Roth 403(b) or Roth 457 is contributed to the plan after state and federal income tax have been withheld. Then, at retirement, when you are eligible to take qualified distributions from your Roth 403(b) or Roth 457 account, the contributions and earnings on those contributions are not subject to federal income tax. Visit the HR website for a list of participating companies. Also, see the FAQs on HR’s website to help you decide whether Roth contributions are the right savings feature for you.

Roth IRA

Employees may invest in a tax-advantaged Roth IRA retirement account. Employee-only contributions are made with after-tax dollars and are tax-free at the time of withdrawal. Employees investing in Roth IRAs are responsible for ensuring that their contributions are in compliance with IRS regulations. Visit HR's Roth IRA website for a list of participating companies and detailed information.

529 College Savings Plan through FIRM & American Funds

All U.S citizen employees, those full-time and part-time, are eligible for the plan.  With the CollegeAmerica 529 Plan through American Funds, you get some great benefits:

  • Tax-advantaged investing – earnings in a 529 grow free from federal tax.  This can help you accumulate more over the long term.
  • Flexibility – you can use the assets in your account to fund expenses in any U.S. public or private college –undergraduate, graduate, professional or vocational.  Qualified expenses include tuition, fees, room and board, and many more.  Initial contribution is as low as $25 minimum per fund. The amount of these contributions moving forward, are fully adjustable:  you can start, stop, increase, decrease and suspend contributions at any time.
  • Convenience of automatic investing — you can easily invest on a regular basis through payroll deductions.
  • Investing for any beneficiary – you can save for anyone—your children, grandchildren, nieces, nephews, friends, etc.  You can even save for yourself.  In addition, there are no age or income limits.
  • No up-front and back-end sale charges – because you would invest in Class 529-E shares offered only through an employer-sponsored plan, you do not incur these sales charges.
  • Portability – you can retain CollegeAmerica and continue investing in 529-E shares even upon termination of employment.

For more information, watch this informational video

http://mediahub.financialpicture.com/view/172/493

Contact Philip Harris via phone 215-557-7622 or email phil@firmadvisor.com for additional information.

Home and Auto Insurance through MetLife

Employees will be eligible for discounted rates for home and auto insurance through MetLife. Take advantage of payroll deduction for additional savings. Contact Carrie McNamara via phone 804-441-6224 or email cmcnamara@metlife.com for additional information.

Pet Insurance through VPI

Employees will be eligible for a 5% discounted rate for pet insurance, while being able to choose from three different plans. Contact Carrie McNamara via phone 804-441-6224 or email cmcnamara@metlife.com for additional information.

Identity Theft and Legal Protection Plans through LegalShield

All employees, both full-time and part-time, are eligible for the plans.  The family legal plan covers spouses or domestic partners, never-married dependent children under age 26 living at home or who are full-time college students, dependent children under age 18 for whom the member is legal guardian, and physically/mentally disabled children living at home. The family IDShield plan covers spouses or domestic partners and minor children.  You may purchase identity theft or legal plans as a stand-alone benefit, or you may purchase both at a discounted bundled rate. Both legal and IDShield reduced rates are also available for individuals who are not married and have no dependent children. Contact Ken Roebuck via phone 757-334-1294 or email roebucklegalshield@icloud.com for additional information.

Employee Wellness Program

CommonHealth is the employee wellness program for the Commonwealth of Virginia.

CommonHealth offers:

  • Stress Management sessions
  • Weight Watchers reimbursement
  • The Compass Newsletter
  • Fitness Center discounts
  • Annual wellness events like walking and weight loss challenges
  • A full library of past programs complete with all educational materials
  • An interactive website with health quizzes and wellness tools for you and your family

Please note that eligibility for some programs is dependent upon enrollment in the state health benefits plan. JMU’s agency coordinator is Tara Roe, roetb@jmu.edu, 540-568-5533.

JMU’s Work/Life Balance and Wellness Council

“We foster for all faculty and staff a culture and environment that supports healthy work/life balance and personal and professional growth.” 

This is a core quality of the Madison Strategic Plan for faculty and staff success.

A consortium of diverse and passionate individuals from all university divisions and employment classifications formed the university’s Work/Life Balance and Wellness Council in response to the Strategic Plan’s goal, “The university will support and seek to identify tools and resources to assist our employees in achieving a reasonable and satisfactory work/life balance.” 

The Council asserts to being dedicated to helping our employees reach a blend of personal satisfaction in four core areas: Work, Family, Community, and Self in pursuit of a meaningful quality life. We will feature university programming and activities related to Mind, Body, Balance, and Relationship.

The Council’s purpose and focus:

  • Support Human Resources in showcasing and promoting work/life and wellness benefits and resources to all employees
  • Advise Human Resources on strategies, practices, programs, policies and benefits that support the core quality of Faculty and Staff Success
  • Recommend strategies and seek opportunities to achieve the goal to identify and implement a comprehensive approach to work/life balance
  • Encourage participation by fellow employees in campus and community work/life balance and wellness programs
  • Share the expertise, opportunities and initiatives available to their division and community related to work/life balance and wellness
  • Assist in the creation of a highly visible and comprehensive communications strategy that will enhance the acceptance and recognition that work/life balance and a culture of wellness is valued at the university
  • Serve as a conduit to foster collaboration and information sharing among various committees and individuals who are currently working on work/life-related proposals

Tara Roe, roetb@jmu.edu, 540-568-5533 in Human Resources, is available to answer any questions you may have about the Council and its mission.

PROFESSIONAL DEVELOPMENT

Non-student wage employees, who meet the criteria, are eligible for on-campus waiver of tuition in accordance with JMU's Tuition Policies 1402 and 1405. Wage employees are not eligible for tuition reimbursement for courses taken at other educational institutions in accordance with Policy 1401. Also see HR’s Employee Tuition Assistance website.

Questions regarding waiver of tuition may be directed to a Benefits Assistant, benefits@jmu.edu, 540-568-3593.

Talent Development JMU Policy 1403

James Madison University is committed to providing relevant, high quality professional development opportunities for faculty and staff. In support of JMU’s core quality of Faculty & Staff Success – We foster for all faculty and staff a culture and environment that supports healthy work-life balance and personal and professional growth – Talent Development offers a variety of workshops, certificate programs, and departmental retreats.

JMU Talent Development focuses on learning areas which encourage each employee to reach their own potential and help faculty and staff work more effectively with others. Talent Development offers personal and professional development opportunities which are provided free of charge to JMU Administrative & Professional faculty, Professional Librarians, classified staff and wage employees.

Faculty and staff are encouraged to pursue professional development utilizing internal and external resources. Please let the JMU Talent Development staff know how we can assist you in your personal, professional or departmental development needs.

Talent Development specializes in workshops and departmental retreats that focus on:

  • Communication
  • Customer Service
  • Supervision/ Management
  • Administrative Skills
  • Team Building
  • Work/Life Wellness
  • Leadership
  • Facilitation Skills
  • Organizational Development

For more information about our workshops, certificate programs, and our competency model, please visit http://www.jmu.edu/talentdevelopment.

Computing Workshops

Information Technology offers a variety of computing workshops for Administrative & Professional faculty, classified and wage employees. These hands-on workshops on JMU supported software are offered in the IT Training Center (JMAC4). You can find a comprehensive listing by visiting the IT Training Course Description website at http://www.jmu.edu/computing/ittraining/courselisting.shtml. Sign up for these workshops through MyMadison.

JMU Job Opportunities

Wage employees may apply for any posted vacancy at the university. Promotional opportunities are those that involve a competitive selection process resulting in the employee’s movement to a different role in a higher pay band. Lateral opportunities are those that may involve a competitive selection process and result in the employee’s movement to the same or different role in the same pay band. Visit JobLink for a list of vacant positions. Contact a Recruitment Specialist for assistance with the application process.

State Job Postings

Jobs.Virginia.gov provides information about current job vacancies with the state system. All state agencies list vacancies with Virginia Jobs for a minimum of five consecutive workdays, not counting Saturdays and Sundays.

CAMPUS BASICS

Direct Deposit, Deductions and Pay – Wage Employees

As a condition of employment, wage employees must participate in JMU’s direct deposit program. Pay is automatically deposited into a maximum of four accounts at the financial institution(s) of the employee’s choice. Additionally, employees may view their pay information via MyMadison, JMU’s Employee Self-Service system.

The following items, if applicable, must be deducted from an employee’s pay: Social Security (FICA), federal withholding tax and Virginia state withholding tax. An employee may choose to have other deductions taken out of his/her pay, including parking fees, tax-deferred annuities, voluntary benefit fees, Combined Virginia Campaign contributions, and contributions to the university.

Pay is issued on the 16th of each month for the pay period of the 16th through the 31st and on the last work day of each month for the pay period of the 1st through the 15th. Should that day fall on a weekend or a holiday, employees will be paid on the previous business day. It is federal law that the name on an employee’s pay advice matches the name on his/her Social Security card. The employee may be subject to a fine if the information is incorrect. Visit Payroll's website for additional payroll information and to view their pay calendar and deadlines.

JMU Identification Card (JACard)

The James Madison University Access Card (JACard) is the employee’s official JMU identification card. Please remember to carry your JACard with you at all times while on campus.

  • Mobile ID has come to JMU - supplement to your JACard for goods and services
  • FLEX declining balance accounts - for purchases while on campus and many off campus locations
  • Employee Meal Plans: 15 or 50 Block plans - payroll deduction available
  • Location: 2nd floor of the Student Success Building
  • Phone: 540/568-6446
  • Hours of Operation: Monday - Friday, 8:00 a.m.- 5:00 p.m. (closed for JMU holidays)
  • Web Site with all the details: jmu.edu/cardctr

Parking

Faculty and staff who park on university-owned or leased property are responsible for obtaining and displaying a valid JMU parking permit. For the latest information concerning employee vehicle registration, refer to the Faculty/Staff sections on the Parking Services website, or call 540-568-3300 for assistance.

Bus Service

Harrisonburg Department of Public Transportation (HDPT) provides transportation service within the City of Harrisonburg and on the JMU campus for university students and employees free of charge. For bus routes and schedules visit www.hdpt.com, or call 540-432-0492. For route planning visit the Bus Finder. For real-time arrival predictions visit NextBus

Visit http://www.jmu.edu/transportation/ for transportation and parking information. Information about break shuttle bus services can also be found there.

Campus Dining

All dining facilities are open to students, faculty and staff, as well as the general public. They include all-you-care-to-eat style dining, food courts, coffee bars, smoothie bars, convenience stores and a full-service restaurant. Most locations accept cash, FLEX and credit cards. Faculty/Staff meal plans are also available. Dining locations, map, meal plan information and menus can be found at the Dining with JMU website.

JMU Mail Services

A fully functional post office serving the entire JMU community is located on the second floor of Madison Union, which offers a wide variety of mailing supplies, USPS and UPS shipping services, fax and copy services, on-demand delivery and more. There are several JMU Mail Service drop boxes located throughout the university. Mail Service is able to assist with any size mailing from design to delivery. We are here for all your mailing needs. Any outgoing mail received after 4:00 p.m. will be postmarked the following business day. All outgoing UPS packages are picked up Monday through Friday at 3:00 p.m. Cash, flex and personal checks are accepted. Along with additional information, you can find a complete list of Mail Stop Codes (MSC) on our website. Call 540-568-6257 for further assistance.

Bookstore

The JMU Bookstore is your full-service bookstore. From textbooks to computers, t-shirts to coffee mugs, the JMU Bookstore has everything you need to succeed. Faculty and staff are eligible for 15% discount on their purchases (computer products excluded). Best Sellers are always 30% off. Don't see a book you need? We'll order it. Shop us 24/7 at the shopjmu.com. We are located in the Godwin parking lot.

Computer Purchase Program

The Madison CyberZone offers complete selections of Dell and Apple computer hardware and a wide selection of accessories to compliment your academic, professional and personal needs. The purpose of this website is to provide JMU faculty, staff and students interested in purchasing computer products sufficient information to make the correct buying decision. We have a dedicated staff ready to answer your questions. Employees may obtain additional computer products information by contacting the Madison CyberZone at the JMU Bookstore at www.madisoncyberzone.com, 540-568-3989, or email madisoncyberzone@jmu.edu.

University Recreation (UREC)

JMU has excellent recreational facilities that are available for use by university employees and their family members. UREC aims to promote and advance healthy lifestyles through educational programs, participation opportunities and support services.

UREC is a multi-level fitness and wellness center with 278,515 square feet of activity space. UREC is located on the East side of campus, near the Convocation Center. Building highlights include a 33-foot climbing wall, eight racquetball courts, three multi-activity gyms, two indoor tracks, fitness and cardio theatre, indoor aquatics center, adventure center, demonstration kitchen, locker rooms, wellness suite, equipment center, two outdoor courtyards, and six group exercise studios. UREC also houses equipment centers where sports and camping/outdoor equipment can be checked out or rented. Personal training, fitness/nutrition analysis and massage services are also available for a fee.

University Park, accessed by Devon Lane, includes opportunities for drop-in recreation, structured intramural sports and sport club programs, as well as a team and leadership development program. Facilities include an open event lawn, tennis, sand volleyball and basketball courts, sports turf, and a pavilion.

Contact University Recreation for facility access information, hours of operation, program information, and facility reservations at 540-568-8737, or visit the UREC website.

INFORMATION TECHNOLOGY

Information technology is an essential element of employee life at JMU—enabling research, collaboration, and day-to-day job activities. JMU’s Information Technology (IT) department delivers and supports the university network and telecommunications systems, as well as a variety of other systems and services that make your work possible. Descriptions of these services are available on the IT website at www.jmu.edu/computing. A “quick start” is also available at www.jmu.edu/computing/quick .

Electronic Identity (e-ID)

To access many of JMU’s services and systems, employees use their JMU electronic ID (e-ID). IT creates the e-ID automatically when an individual begins employment. For information on activating your e-ID and accessing email and other technology services, please visit the “New to the University?” section of the computing website. Employees also use their e-ID to access JMU electronic mail and other university systems such as Human Resources, Student Administration, University Advancement, and Finance to perform job-related functions. Other than email and MyMadison (for which access is enabled as part of the employee on-boarding process), access to individual JMU systems is generally granted based on job requirements. Employees should work with their supervisor to determine the access they need and submit requests for any additional access needed.

Network Access

Information Technology operates a high-speed network to provide internal communications and Internet access for the JMU Community. The network provides for both wired and wireless connections. Employees register devices, log on to their office workstations and connect to the university’s wireless network using their e-ID. While some JMU systems/services are available directly from the Internet from anywhere in the world, others require use of JMU’s SSL VPN for off-campus access. Certain JMU systems that require enhanced security also require use of two-factor authentication and/or use of JMU’s Virtual Desktop Infrastructure (VDI) for off-campus access. Employees requiring off-campus access to such systems require special authorization approvals. The Project Initiation Request (PIQ) is used to submit these requests. For information about how to use the SSL VPN service or requirements for accessing specific systems remotely, refer to the IT computing website. Employees requiring network file storage should request access through their supervisor.

Electronic Communications

JMU provides each employee with an electronic mail account and considers electronic mail an official means of communication for employees. University policy requires employees to use their university account for all official university business and to check their university email on a frequent basis. Other electronic communications and collaboration services (Skype for Business, SharePoint, WebEx) are also available by using the e-ID.

Responsibilities

Employees must use the university’s technology resources (systems, network, etc.) in a manner consistent with the JMU mission and in compliance with state and federal law. Individual employees are responsible for any activities performed using their e-ID and for the privacy and security of any data accessed. Therefore, it is imperative that employees keep their e-ID password completely private and not share it with anyone. JMU will never ask for your password via email.

Employees are required to comply with all university policies. For information on information technology-specific policies, see the 1200 section of the JMU Policy Manual at www.jmu.edu/JMUpolicy. More specifically, for expectations regarding appropriate use, employees should read the Appropriate Use of Information Technology Resources. JMU Policy 1207

MyMadison

A link to MyMadison, your gateway to JMU employee and student self-service, is located in the Login section of the Faculty/Staff page available from JMU’s main website, www.jmu.edu. After logging in with your e-ID and password, you can access a tutorial that explains the different ways MyMadison can be customized with frequently used links and resources. Depending on your affiliation with the university, you may also see a Student tab, Applicant tab, Advisor or Instructor tab, in addition to the Employee tab.

From the Employee tab, you can access the university’s online pay, leave entry and personal information systems to:

  • view 1500-hour information
  • view pay slip and other compensation
  • complete/change tax forms and direct deposit forms
  • enroll in training
  • view training summary
  • include a nickname
  • change home address
  • update office/campus directory and emergency-contact information
  • request university emergency notification on cell phone
  • self-identify disability and/or veteran status
  • maintain a personal record of learning and development achievements

The MyAccounts tab provides:

  • password changes
  • security awareness training – required each 90 days at password change

The MyServices tab provides:

  • Campus Card balances

Employee, student and applicant functions are also available via mobile device. When accessing MyMadison from a mobile device, employees will be provided the mobile view. The full site is available on the main page. Mobile is also available at mm.jmu.edu.

Most functions available via the full MyMadison site are available through the mobile version. Exceptions include direct deposit view and setup.

Use of University Owned Telephones & Services JMU Policy 1505

Land Line Phones: Personal local calls during business hours are to be kept to a minimum. Personal long-distance calls are discouraged, but can be made under extenuating circumstances, in which case the caller is required to reimburse the university for the cost of the call. Employees making personal, non-emergency phone calls are to use a personal credit card or bill the call to their home telephone.

Cell Phones: The university will only provide cell phones for shared departmental use. Personal calls from or to a university cell phone are highly discouraged and should only occur for emergency situations.

When the university mission requires an individual employee to be the exclusive user of a cell phone, that employee will be required to obtain the phone and service personally. The employee may be given a stipend to assist with the expense. Specific cell phone procedures are located on the Telecommunications website.

When an employee is required by the university to have internet access from home for work-related duties, the employee will be responsible for obtaining the data service personally. The employee will be given a stipend to assist with the expense.

All university-provided cell phones and telecommunications stipends must be approved by the appropriate senior vice president prior to phone purchase and service contract implementation.

ENVIRONMENTAL STEWARDSHIP AND SUSTAINABILITY

Sustainability is included in the university’s strategic plan, The Madison Plan: 2014-2020, and environmental stewardship is an important part of our culture. You can take pride in the fact that JMU is one of the 361 most environmentally responsible colleges according to The Princeton Review. The university has also received accolades from The League of American Bicyclists as a Bicycle Friendly University (Bronze designation) and earned Governor’s Environmental Excellence Awards.

Clearly, JMU is committed to providing you with a healthy environment in which to work and thrive, and every individual plays an important role in our efforts. There are many opportunities for you to learn, think critically and contribute, including:

For more information, visit the Office of Environmental Stewardship and Sustainability at www.jmu.edu/stewardship.

WORKPLACE CONFLICT RESOLUTION RESOURCES

Employee Mediation Services JMU Policy 1404

Issues affecting workplace relationships can be addressed through mediation. Mediation is a process that is designed to encourage open conversation and understanding between parties. Participants are encouraged to have open and honest discussion, determine and clarify issues, and cooperatively establish steps towards achieving positive outcomes.

Some examples of common issues for mediation include:

  • Conflict with a supervisor or co-worker
  • Issues surrounding a grievance
  • Communication difficulties

Visit JMU's Employee Mediation Services website to learn more about mediation and conflict resolution techniques.

Office of Employment Dispute Resolution (EDR)

The Office of Employment Dispute Resolution in Richmond, Virginia is another resource for employees concerning work-related problems and provides a number of resolution tools to address workplace conflicts constructively.

Sexual Misconduct Resources and Title IX

Sexual misconduct that includes sexual and gender-based harassment, sexual assault, and other forms of inter-personal violence, are forms of sex discrimination and therefore are prohibited under Title IX. JMU Policy 1340 sets out the university’s commitment to providing a workplace and environment for all students, employees, affiliates, and visitors free from all forms of sexual discrimination.

Title IX compliance and reporting at JMU is managed by the Title IX Office. Amy Sirocky-Meck serves as the university’s Title IX Coordinator. The Title IX Coordinator and the Title IX Officers can provide guidance to individuals who have experienced harm on resources and support available, legal and/or campus conduct processes, and provide interim measures including, but not limited to, No Contact Orders and temporary changes to work schedule and/or location.

Employees who receive disclosures from students, faculty, or staff regarding incidents of sexual misconduct are obligated to report the disclosures to Title IX. Employees can report information directly to the Title IX Coordinator or Officers via email, an online form, in person, or over the phone. This assures that Title IX can then reach out the party who experienced harm to provide information about resources and support available through the university.

Employees may also report information to their HR Consultant, who will forward the report to the Title IX Coordinator or Officer.

The Title IX office also oversees the university's efforts in understanding campus climate regarding sexual misconduct and provides campus-wide education and training on Title IX. On their website, you can learn more about

As a JMU employee, you are considered a Responsible Employee. Responsible Employees are required to report all disclosures of sexual misconduct to the Title IX Coordinator. Information about your role as a Responsible Employee may be found on the Title IX website:

JMU is committed to providing a working and learning environment that is free from all forms of sex discrimination by addressing Title IX claims and providing resources and support to individuals in the JMU community.

SAFETY IN THE WORKPLACE

James Madison University strives to provide all employees with a working environment that is free from recognized health or safety hazards. JMU’ s Office of Public Safety strives to improve the quality of life of those we serve by developing partnerships with the university community so that together we can effectively address issues and concerns. Our primary goal is to maintain a secure environment with equal protection under the law and to provide dedicated service for all persons living, working, and visiting with the university.

The Safety Coordinator, through the Office of Public Safety Risk Management, conducts safety surveys and inspections, investigates fires and hazardous materials spills, and provides awareness training in all aspects of environmental and workplace safety and health. The office works closely with the Harrisonburg Fire Department, the Virginia State Fire Marshal's office, the state's Offices of Risk Management, Waste Management, and Occupational Safety and Health, along with safety equipment service contractors.

The Transportation Demand Manager, through the Office of Public Safety Transportation Demand Management, collects traffic-count data on major roads in and around the JMU campus, makes recommendations concerning safety improvements involving signage, traffic flows, and lane markings, facilitates University orientation and educational programs and coordinates with other University departments to implement alternative transportation modes such as bicycling and alternative fuel vehicles.

The James Madison University Police Department has received accreditation from the Virginia Law Enforcement Professional Standards Commission after an in-depth review of every aspect of the agency’s organization, management, operations, and administration to assure the highest standards are practiced and has received reaccreditation. The JMU Police have the authority to enforce all regulations and laws, both of the University and of the Commonwealth of Virginia, along with federal statutes within their jurisdiction which includes a core campus of 785 acres and 138 buildings which includes all university-owned, -leased or -controlled property, and the adjacent streets and sidewalks. The JMU Police Department has entered into a Memorandum of Understanding with the Harrisonburg Police Department which allows duly sworn, on-duty officers employed by the James Madison University Police Department jurisdiction to enforce city ordinances along with laws within the city limits of Harrisonburg. Four patrol officers and a sergeant are also members of the Harrisonburg/JMU Joint Patrol Task Force which augment the Harrisonburg Police Department in the surrounding off-campus student housing areas adjacent to campus.

JMU police officers are graduates of state-affiliated regional criminal justice training academies and are required to complete 40 hours of in-service training biennially. All are certified by the State Department of Criminal Justice Services as police officers and are trained in all phases of law enforcement, including the use of firearms. Officers carry standard issue or approved firearms at all times and must maintain firearms proficiency through semiannual classroom training, qualification and certification at the firing range.

The JMU Police Department utilizes Automated External Defibrillators (AEDs) in the field. All sworn personnel within the department have been trained on the proper use of AEDs and basic life-support techniques (cardio-pulmonary resuscitation - CPR).

JMU police officers patrol the campus 24 hours a day, seven days a week. Upon notification of a criminal activity, emergency, or request for assistance, the James Madison University Police Department has the responsibility of responding to, and summoning the necessary resources to assist, mitigate, investigate, and document the incident. The call will initiate a response from the JMU Police Department, immediate or otherwise, as dictated by the nature of the incident. The responding officer will assess the reported incident and will arrange for necessary resources to include, but not be limited to, crime investigation, victim services, medical services or the utilization of other available resources. Criminal actions will be thoroughly documented in an appropriate report. Investigators handle reported cases that require in-depth follow-up.

All crimes or emergencies that occur on the campus of JMU should be reported to the JMU Police through the communications unit for response and documentation. This can be done in person at Anthony-Seeger Hall or by telephone. The on-campus emergency number, 540/568-6911, directly connects to the JMU Police Department and should be used when fire, police or medical response is required. It should be noted that when using a mobile telephone to call university police, callers should dial 540/568-6911, as dialing 9-1-1 directly may route them to another agency. If you should be routed to another agency, you need to advise them of your specific location at James Madison University, so that they may relay this information to the JMU Police Department communications center. The police department also utilizes another emergency number 540/442-6911 that can be accessed if the JMU telephone network becomes disabled. For information, escort services and other non-emergencies, students and employees should dial 540/568-6913. Emergency telephones are located across campus to include parking lots and other remote areas. These telephones are housed in highly visible yellow call boxes and feature one-button speed dialing for instant communication with the JMU Police with the location of the activated telephone automatically identified to the police communications staff. The JMU Police Communications Center can also be reached directly using the LiveSafe App. Information on the LiveSafe App can be found at http://www.jmu.edu/publicsafety/resources_livesafe.shtml . It can be downloaded onto a smart phone and allows users to share information, tips, and safety concerns with police via text messaging, including picture, video, and audio attachments, or even through live chat. Stay anonymous anytime, or send your caller ID and location to police immediately when you call or message for help, allowing faster response times.

If you feel that a crime has been committed against you, you have witnessed a crime in progress, or that you have information about a crime that has occurred, please contact the JMU Police Department. All members of the JMU community are instructed to notify the JMU police of any situation or incident on or near campus that involves a significant emergency or dangerous situation that may pose an immediate or on-going threat to the health and safety of students, staff and visitors to the campus.

The Office of Public Safety website located at http://www.jmu.edu/publicsafety/index.shtml   provides information on crime prevention, emergency notification procedures, and emergencies such as hostile intruders and suspicious packages and provides links to other resources.

The JMU Police Department is responsible for compiling the Annual Security and Fire Safety Report. The Annual Security and Fire Safety Report includes statistics for the most recent three-year period of reported crimes, including “hate” motivated crimes that occurred on campus, in certain off-campus buildings or property owned or controlled by JMU or its affiliates, and on public property within, or immediately adjacent to and accessible from the campus. This report also includes information regarding the law enforcement authority of the university police; means of immediate notification of students and staff upon confirmation of a significant emergency on campus; protocols for students missing more than 24 hours, including voluntary student contact information in cases where the student is missing along with missing person investigation procedures; policies concerning campus security, information on crime prevention, alcohol and drug use, sexual assault, the state sex offender registry and the reporting of any crimes that may occur on the campus. The report also includes campus housing fire statistics for the most recent three-year period; a description of each on-campus student housing facility fire safety system; the number of fire drills held during the previous calendar year; policies or rules on portable electrical appliances, smoking, and open flames in student housing; procedures for student housing evacuation in the event of fire; policies regarding fire safety education and training programs provided to the students, faculty, and staff; procedures that students and employees should follow in the case of a fire; a list of the titles of each person or organization to which students and employees should report that a fire occurred; and plans deemed necessary for future improvements in fire safety.

A copy of the JMU Annual Security and Fire Safety Report for the Harrisonburg campus also includes the three overseas branch campuses; Florence, Antwerp, and London. It is available upon request. You can obtain a copy by contacting the Office of Public Safety, MSC 6810, James Madison University, Harrisonburg, VA 22807 or request that a copy be mailed to you by calling 540/568-6769 or 540/568-6913. This information is also available electronically by clicking on the “Your Right to Know” link http://www.jmu.edu/publicsafety/clerycompliance/righttoknow.shtml.

Although JMU works hard to ensure the safety of all individuals within its community, each individual must also take responsibility for their own personal safety and that of their personal belongings. Our goal is a campus community that is informed, aware, and alert; all sharing the responsibility of making the JMU campus a safe place to study, work and live. 

Thank you and stay safe!

HR COMMUNICATIONS

We want you to be connected and informed:

  • HR’s website is filled with information for your employment satisfaction
  • You will receive emails with a link to view your monthly HR Update, an employee-centered, electronic newsletter
  • Join the conversation on Twitter @JMUJobs
  • Follow us on Facebook
  • If you are an administrative assistant or administrator, send a request to humanresources@jmu.edu to join the HR Alerts for Admins ListServ to receive timely announcements and need to know information
  • New employees are automatically added to the New Employee ListServ; one of many ways Human Resources provides you with JMU community information beyond what you may have already learned and experienced through HR’s Dukes at Work onboarding program

Wondering who to call with specific questions? See Services We Provide for a list of HR services provided and the primary contact person for that service.

UNIVERSITY POLICY COMMITTEE

Visit the University Policy Committee's website to research policies that have a broad impact on the university's people and processes. Find out about the university’s smoking regulations, weapons, drones, and animals on campus, university bulletin boards, what to do with found items, and how to claim lost items. 

The UPC ListServ is a great way to stay informed on new and revised policies. An opt-in feature allowing you to join the ListServ is available on the Home and Ask Questions pages at  http://www.jmu.edu/JMUpolicy.

As a result of subscribing to the ListServ, employees receive notices when:

  • Policies are updated
  • Policies are posted for public review
  • The semi-annual policy change notification report has been posted on the site

LEAVING EMPLOYMENT

See Separating Part-Time Employment for important steps to be taken before an employee leaves the university.

CLASSIFIED STAFF HANDBOOK QUESTIONS, COMMENTS, OR UPDATES

Contact Cathy Thomas, JMU Human Resources, Communication, Policy & Compliance, thomasce@jmu.edu, 540-568-3967.

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