A-to-Z Index

Key Policies and Procedures

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.

Meal/Lunch Periods

Employees who work at least six consecutive hours can 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 eight-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: State Policy 1.25- Hours of Work

Alcohol and Other Drugs JMU Policy 1110

James Madison University strives to provide a healthy and safe environment for employees and to comply with laws relevant to the abuse of alcohol and controlled substances. It is the intent of the university to fairly and equitably apply this policy while offering support and possible solutions to employees who are dealing with alcohol and other drug-related problems.

The following acts by employees are prohibited and may result in termination:

  • the unlawful or unauthorized manufacture, distribution, dispensation, possession, or use of alcohol or other drugs in the workplace;
  • impairment in the workplace from the use of alcohol or other drugs (except the use of drugs for legitimate medical purposes);
  • failure to report an arrest for any offense related to criminal drug laws or alcoholic beverage control laws or laws that govern driving while intoxicated, based on conduct occurring on or off the workplace to your supervisor or designee within 72 hours of an arrest;
  • The criminal conviction for a(n):
    • violation of any criminal drug law, based on conduct occurring either on or off the workplace; or
    • violation of any alcoholic beverage control law, or law that governs driving while intoxicated, based on conduct occurring either on or off the workplace; or
    • employee’s failure to report, within five calendar days, the conviction for any offense described above to his or her supervisor.

Smoking Regulations JMU Policy 1111

Smoking is not permitted within buildings, facilities, structures, or vehicles owned, leased or rented by the university, including parking garages, covered walkways, temporary enclosed structures, trailers, and tents, as well as structures placed on state-owned property by contractors or vendors. This includes individual offices. Smoking is permitted outdoors on university grounds, plazas, sidewalks, malls and similar open pedestrian-ways, unless such areas are designated as non-smoking areas, provided smokers are 25 feet or more in distance away from an entrance, exit, outdoor air intake, or operable window of any facility, including parking garages. Smokers are required to use ash urns to dispose of their smoking material waste and are prohibited from littering state-owned property with smoking material waste.

Prohibition of Weapons JMU Policy 1105

Carrying, maintaining, or storing a weapon, concealed or otherwise, on any property owned, leased, or controlled by the university is prohibited.

Mandatory Reporting of Suspected Child Abuse or Neglect JMU Policy 1406

Recent changes in state law, (Code of Virginia §63.2-1509), have expanded the scope of who is required to report suspected child abuse or neglect. Effective July 1, 2012 the following persons have been included and, in their professional or official capacity, are required by state law to report suspected child abuse or neglect within 24 hours to the local department of Social Services:

  • Any athletic coach, director or other person 18 years of age or older employed by or volunteering with a private sports organization or team. At JMU this would include volunteers or paid employees who are working at a camp sponsored by an outside entity, but held on the JMU campus.
  • Administrators or employees 18 years of age or older of public or private day camps, youth centers and youth recreation programs. At JMU this includes employees of UREC, the JMU Young Children’s Program, Parent’s Night Out and other camps, sponsored by and held in a JMU owned or operated facility.
  • Any person employed by a public or private institution of higher education other than an attorney who is employed by a public or private institution of higher education as it relates to information gained in the course of providing legal representation to a client. At JMU, this includes ALL JMU EMPLOYEES.

JMU Policy 1406 includes methods and steps of reporting such suspected abuse or neglect as outlined below:

  1. Reports of suspected child abuse or neglect must be submitted by the employee to the Department of Social Services in the locality in which the child resides or where the abuse or neglect is believed to have occurred, or to the Department of Social Services (DSS) toll-free child abuse and neglect hotline (800) 552-7096.
  2. JMU employees may also report suspected child abuse or neglect to their supervisors or other university officials, including Public Safety (540) 568-6912, Human Resources (540) 568-6165), or a member of their department’s administration. Such an internal report will relieve the employee of the responsibility of reporting the matter to Social Services if the employee received the information in the course of his or her professional services to the university. In that case, the internal report made by the employee to the supervisor, public safety officer, or department head shall be forwarded immediately by the university official receiving the internal report to HR.

If you have any questions regarding your requirement to report or matters related to the pending policy, contact HR at humanresources@jmu.edu.

Equal Opportunity JMU Policy 1302

James Madison University does not discriminate and will not tolerate discrimination on the basis of age, color, disability, 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.

Any applicant, employee, student, affiliate or visitor who feels that he or she has been the victim of discrimination or harassment by an employee, affiliate or visitor to the university may file a complaint about such discrimination or harassment with the Office of Equal Opportunity. See JMU Policy 1324.

Any member of the university community who feels that he or she has been the victim of discrimination or harassment by a student may file a complaint about such discrimination or harassment with the Office of Judicial Affairs.

Inquiries or requests for reasonable accommodations for disabilities may be directed to the activity coordinator, the Office of Disability Services, Human Resources or the Office of Equal Opportunity. See JMU Policy 1331.

Americans with Disabilities Act JMU Policy 1331

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. Persons with disabilities are held to the same standards of conduct as other employees, students, or visitors and a disability will not excuse misconduct.

The Americans with Disabilities Act as modified by the ADA Amendments Act of 2008 (42 U.S.C. § 12,101 et seq.), and Section 504 of the Rehabilitation Act (29 U.S.C. §791, et seq.) prohibit discrimination against a person with a disability in the offer or conditions of employment, and in the participation or furnishing of services. The university is obliged to provide reasonable accommodations to enable qualified individuals with disabilities to perform a job, participate in a class, or participate in other university functions.  For information on ADA and support available at JMU, visit Disability Services, Disability Resources Committee or Office of Equal Opportunity.

Harassment JMU Policy 1324

It is the policy of James Madison University to provide a work and study environment free from all forms of harassment including sexual harassment, intimidation, and exploitation. Harassment is unwelcome offensive verbal, physical, or written conduct when:

  • submission to the conduct is made a condition of employment or admission of an applicant.
  • submission to or rejection of the conduct is made the basis for personnel action (recommendation for promotion or tenure) or grades.
  • the conduct seriously affects an employee's performance or creates an intimidating, hostile, or offensive work or study environment.

The conduct includes, but is not limited to, unwelcome offensive behaviors referring to a person's race, sex, color, national origin, religion, age, genetic information, sexual orientation, disability, veteran status, parental status or political affiliation. Questions, assistance or violations related to these policies should be directed to the university's Office of Equal Opportunity at (540) 568-6991.

Family and Medical Leave JMU Policy 1308

The Family and Medical Leave Act (FMLA) requires the university to give eligible employees job-protected leave for the birth, adoption, or foster care of a child, or the serious health condition of the employee or their immediate family member (child, spouse or parent), or because of a 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, employees must have been employed at least 12 months and provided at least 1,250 hours of service during the 12-month period prior to the leave request. Eligible employees are entitled to 12 weeks of unpaid leave during any 12-month period for the circumstances stated above.

Workers’ Compensation JMU Policy 1312

Report all job-related injuries and illnesses, no matter how minor, to your supervisor or to HR’s Workers’ Compensation Coordinator, Becky Sanford, at 82358 within 24 hours, or as soon as possible. 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 the Rockingham Memorial Hospital emergency room. A physician from JMU’s Panel of Physicians must still be selected to provide follow-up care.

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

Inclement Weather/Emergency Closure JMU Policy 1309

Refer to the policy for specifics on how closures are communicated and how this policy applies to wage employees.

Overtime JMU Policy 1303

Wage employees, except those who meet the criteria for exempt status, are considered non-exempt for the purposes of application of the Fair Labor Standards Act (FLSA) and must be paid overtime at the one and one-half time rate for hours worked over 40 in a workweek in accordance with policy. Administrative staff, department heads, and supervisors are required to approve overtime before any non-exempt employee performs the work in excess of 40 hours per week. Authorization will be granted only to cover emergencies and to provide for staff coverage during peak workloads.

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 (Fourth of July), Thanksgiving, the day after Thanksgiving, a winter break, New Year's Day, Memorial Day Monday, 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.

Energy Use JMU Policy 1704

Environmental stewardship is a defining characteristic of the university.  Accordingly, the institution and individuals are committed to making the most efficient and productive use of energy. Individuals are expected to

  • turn off lights when exiting rooms that are no longer occupied.
  • turn off office equipment and lights when leaving the workspace for extended periods of time and at the end of the day.
  • Set the computer power management so that the computer monitor turns off and the CPU enters hibernate or standby mode when leaving the computer for extended periods of time (> than 10 minutes). Directions may be found at http://www.jmu.edu/computing/helpdesk/selfhelp/savepower.shtml.
  • Enable power management features on laser printers and copiers, and power them down whenever possible, particularly on evenings and weekends.
  • Set indoor temperatures in all spaces during occupied periods between 67°F-69°F during the winter and between 72°F and 74°F during the summer.

Energy saving suggestions include:

  • Where window treatments are available, close blinds or shades when space is not in use.
  • Report observations of excessive energy use, concerns, or suggestions to Building Coordinators and/or Facilities Management Work Control.
  • When necessary to replace bulbs in desk and table lamps, replace with more efficient compact fluorescent bulbs.
  • Use natural sunlight during the day versus interior lights when possible.

Environmental stewardship training is available through Training and Development’s Greening Your Office series.

Recycling JMU Policy 4305

Environmental stewardship is a defining characteristic of the university, and the campus is committed to waste reduction.  As part of this effort, offices at JMU should reduce consumption.  For the many necessary materials that are used, individuals are expected to recycle everything possible. Very little should be thrown away. For example, plastics #1-#7, plastic wrap, paperboard boxes, batteries, used printer cartridges, and batteries are all recyclable. Download and utilize the 2012-13 recycling guideline: www.jmu.edu/stewardship. Designated recycling collection stations are located in every building and desk-side bins are available for individual offices. Environmental stewardship training on best practices for waste reduction, including recycling, is available through Training and Development’s Greening Your Office series.

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