Policies

1. General Policies

2. Benefits and Leaves

  • 1.1 Non-Discrimination Statement

    Wake Forest University is committed to diversity, inclusion and the spirit of Pro Humanitate. In adherence with applicable laws and as provided by University policies, the University prohibits discrimination in its employment practices and its educational programs and activities on the basis of race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and veteran status.

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  • 1.2 Non-Discrimination on the Basis of Disability

    Wake Forest University (WFU) is committed to the fair and equal employment of individuals with disabilities. It is the policy of WFU to reasonably accommodate qualified individuals with disabilities when accommodation is necessary to allow an individual to compete for a job, perform the essential functions of a job, and/or enjoy equal benefits and privileges of employment, unless the accommodation would impose an undue hardship. This policy applies to WFU employees and applicants for employment. All definitions and applications of this policy will be interpreted to be consistent with the employment provisions of the Americans with Disabilities Act of 1990 (ADA) and the Americans with Disabilities Amendments Act of 2008 (ADAA).

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  • 1.3 Recruitment and Selection

    Positions should be posted for a minimum of three days before a candidate is hired, promoted, or transferred to foster a fair and equitable recruitment process. Obtain approval from reviewers (including the Budget Office) before verbally extending an employment offer. Prospective new hires will need to complete applicable background and drug screenings before beginning their three-month introductory period.

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  • 1.4 Student Employment

    This policy was established to comply with federal, state, and local laws and regulations and to provide guidance for departments that hire and employ student employees. This policy applies to all student employees, including work-study, non-work-study, graduate students, resident advisors, graduate hall directors, research assistants, and teaching assistants.

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  • 1.5 Standard Workweek and Hours of Work

    The standard work schedule for Reynolda Campus staff is 37.5 hours per week, from 8:30 a.m. to 5:00 p.m., with a one-hour lunch, Monday through Friday. Work by non-exempt employees in excess of 40 hours per week is considered overtime.

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  • 1.6 Variable Work Schedule (Flex-Time)

    Staff on the normal daily work schedule (8:30 a.m. – 5:00 p.m., Monday – Friday) may request to work a schedule more compatible with their personal needs. Supervisors and department/office heads may approve if the needs of the University and the public it serves can accommodate the varied work schedule.

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  • 1.7 Personnel Records

    The University maintains personnel information for current faculty and staff. You may view your records by submitting a written or verbal request to the Human Resources Department.

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  • 1.8 Nepotism

    Hiring of relatives within the same department is discouraged as it may cause a conflict of interest, or the appearance of bias, but may be permitted when there is no direct reporting relationship. Approval from Human Resources and the Conflict of Interest Office is required.

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  • 1.9 Consensual Relationships

    You may not enter into a consensual romantic or sexual relationship with a Wake Forest University undergraduate student or other individual under your direct supervision/evaluation. You must disclose pre-existing or developing relationships.

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  • 1.10 Protection for Minors

    Report information to the University Police immediately if a crime is committed against a minor on campus or participating in University programs. Additionally, act in accordance with all state laws related to reporting such crimes.

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  • 1.11 Whistleblower Non-Retaliation

    You are protected from reprisal by adverse employment action or other retaliation as a result of disclosing wrongful conduct. If you have concerns about retaliation, report them to your supervisor or other University administrator.

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  • 1.12 Sexual Harassment Prevention

    Sexual harassment related to the University’s academic, educational, athletic, or extracurricular programs or activities is prohibited. This applies to faculty, staff, student employees, and third parties, and violators will face disciplinary action, including possible termination.

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  • 1.13 Substance Abuse Prevention

    Faculty and staff alcohol use is prohibited on Wake Forest University property, unless it is part of an authorized University activity. Additionally, the sale, distribution, manufacture, possession, or use of illegal drugs or drug paraphernalia is prohibited.

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  • 1.14 Smoke-Free

    All Reynolda Campus buildings are smoke-free areas. Smoking is prohibited within 50 feet of residence hall building doorways and entrances, and 25 feet from academic and administrative buildings.

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  • 1.15 Workplace Violence Prevention

    Report acts of intimidation, threats, aggressive or threatening behavior, physical attack or property damage to University Police and Human Resources, as applicable. Employees found to have engaged in workplace violence are subject to disciplinary action up to and including termination, and may be reported to law enforcement authorities.

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  • 1.16 Weapons on Campus

    You may not possess or carry a weapon on University property or at University-sponsored activities. There are exceptions for authorized uses, such as the official duties of law enforcement and military personnel.

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  • 1.17 Staff Grievance and Appeal Process

    If you are a regular part- or full-time staff member with a work-related complaint, you may follow the grievance and appeal process. This process generally begins with a discussion with your immediate supervisor, within five days of the event prompting the grievance. Contact Human Resources if you believe the matter cannot be prudently discussed or resolved with your supervisor.

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  • 1.18 Corrective Actions and Dismissal of Staff

    As a supervisor, you may utilize corrective action if a staff member exhibits unsatisfactory job performance or personal conduct. In most cases, you will follow a progressive process, with increasing levels of discipline.

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  • 1.19 Staff Separations

    Separation from the University occurs when you voluntarily resign or are otherwise removed from the payroll. If you are resigning, provide at least four weeks of working notice if you are exempt and two weeks if you are non-exempt. If you are a supervisor, acknowledge/accept the resignation verbally and in writing, and submit the Exits form.

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  • 1.20 Reductions in Force

    A reduction in force is the elimination or reduction in FTE (full-time equivalency) of a regular staff position due to lack of work, shortage of funds, elimination of a position, grant expiration, departmental reorganization, or other business reasons resulting in the necessary curtailment of personnel.

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  • 1.21 Creating and Amending HR Policies

    Wake Forest University has developed a series of policies to ensure established guidelines and processes are in effect that are consistently applied throughout the University. Policies established by the Finance and Accounting Services (FAS) will be maintained and reviewed by appropriate FAS staff and are located on the Finance website. Likewise, policies established by the Compliance Office will be maintained and reviewed by the Office of Audit and Compliance. Human Resources (HR) will establish and maintain all HR policies and procedures. These policies will be consistent with regulatory requirements and standards.

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  • 2.1 Education Benefits for Employees

    As a faculty or staff member, you may qualify for full tuition reduction for part-time study in the Wake Forest University Graduate School of Arts and Sciences. This academic work does not have to relate directly to your job responsibilities.

    You may qualify for undergraduate educational assistance at other institutions. This academic work must relate to directly to your job responsibilities.

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  • 2.2 Tuition Reduction for Dependent Children

    If you are an eligible faculty or staff member, your dependent children may receive Tuition Concession benefits for their first undergraduate degree as follows:

    • Attending Wake Forest University: 94% of tuition if you were hired prior to January 1, 2014; 80% of tuition if you were hired on or after January 1, 2014
    • Attending another institution: Benefit indexed to 19% of Wake Forest’s tuition and academic fees

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  • 2.3 Tuition Reduction for Spouses

    If you are an eligible faculty or staff member, your spouse may receive a tuition concession benefit for the Graduate School of Arts and Sciences at Wake Forest University. Tuition may be reduced by one-half, and this reduction may increase to two-thirds if you have worked at the Reynolda Campus 10 or more years.

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  • 2.4 Retirement

    You are eligible to retire when you reach age:

    • 62, with 10 years of creditable service
    • 65, with five years of creditable service

    Explore available Retiree Benefits, and ensure your department head notifies Human Resources 90 days prior to your proposed retirement date.

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  • 2.5 Phased Retirement Program

    The Phased Retirement Program enables you to retire partially or in planned stages, while continuing to provide service to the University. The duration is normally limited to five years, although a longer duration may be specified in the written Phased Retirement contract.

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  • 2.6 Paid Time Off

    The Paid Time Off (PTO) Program combines vacation, sick, and personal leave. If you are exempt, you earn:

    • Five weeks (25 days) if employed by the University less than five years.
    • Six weeks (30 days) if employed by the University five years or more, but less than 10 years.
    • Seven weeks (35 days) if employed by the University 10 or more years.

    If you are non-exempt, you must accrue PTO (based on the schedule outlined in the policy) before you may use it.

    *PTO is subject to departmental approval.

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  • 2.7 Voluntary Shared PTO Leave

    If you are eligible to receive PTO a colleague donates, you may complete the Application for Shared PTO Leave form. If you are interested in donating PTO, you may complete the Medical Leave – Shared PTO Donation form.

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  • 2.8 Holidays and Holiday Premium Pay

    The Reynolda Campus holiday schedule typically includes the following paid days:

    • New Year’s Day
    • Martin Luther King’s Birthday / Human Rights Day
    • Good Friday
    • Memorial Day
    • Independence Day
    • Labor Day
    • Thanksgiving (Two Days)
    • Winter Holiday (Minimum of Five Days)

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  • 2.9 Administrative Leave and Release Time

    The following do not result in the loss of pay and are not charged to paid time off (PTO):

    • Administrative leave: Excused absences, such as closures, delayed openings, or early dismissals, which are not considered work time.
    • Release time: Approved time for campus activities, such as professional development, University Senate meetings, and Graduation, which are considered work time.

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  • 2.10 Inclement Weather and Other Unusual Conditions

    As a Reynolda Campus faculty or staff member, you may receive information about weather-related closings, cancellations, and delays by:

    • Listening to radio stations including WFDD (88.5 FM) and WSJS (600 AM), and viewing television stations that provide inclement weather updates
    • Accessing your voicemail at 758-4400, if applicable.
    • Calling the Weather Hotline at 758-5935.
    • Visiting the Wake Forest University homepage.

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  • 2.11 Workers' Compensation Leave

    1.  If injured at work, the preferred treatment facility is Novant Health Urgent Care and Occupational Medicine.

    2. If you are injured on the job as a result of a work-related compensable accident, have your supervisor complete the First Report of Incident form (user name = 0807297 and password = newclaim) as soon as possible (instructions here). After a seven-day waiting period, you may begin drawing weekly workers’ compensation benefits if you require time away from work. 

    3.  Provide a copy of written copy of your Doctor’s notice to return to work to Human Resources.

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  • 2.12 Short Term Disability

    Salary continuation is provided at 60% of base pay for periods of prolonged illness or injury that are:

    • More than five consecutive workdays
    • Less than 130 consecutive workdays
    • Not work-related

    If you have completed at least one year of full-time staff service (budgeted to work 1,400 or more hours per year), you may request short-term disability by completing a Short-Term Disability Request form and Certification of Health Care Provider for Employees form.

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  • 2.13 Faculty Medical and Parental Leave

    As an eligible full-time faculty member, full salary and benefits will continue for one semester. You are also eligible to take unpaid family or medical leave for up to 12 weeks for the following reasons:

    • The birth of a child or the placement of a child with you through adoption or foster care;
    • The care of your spouse, own parent, or child who has a serious health condition requiring either inpatient care or continuing care by a health care provider; or
    • Other serious health condition

    Notify your Department Chair, Dean, and Human Resources as soon as possible before taking the leave (typically not less than four months before the leave).

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  • 2.14 Family and Medical Leave

    You may be eligible to take up to 12 or 26 weeks of paid or unpaid leave, depending on the circumstance. You will be required to complete a Request for Family and Medical Leave form, submit a Certification of Health Care Provider form for either yourself or your family member to support your request, and give 30 days notice if the leave is foreseeable by 30 days.

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  • 2.15 Parental Leave (Staff)

    If you become a parent, either by birth or adoption of a minor child, you may submit a written request for up to six weeks of base salary continuation. This paid leave allows for the healthy recovery of the primary caregiver, bonding with the adopted child and/or a period of family adjustment.

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  • 2.16 Bereavement Leave

    As a staff member, you may take:

    • Up to three days off with pay following the death of an immediate family member.
    • One day off with pay to attend the funeral of a relative outside the immediate family.

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  • 2.17 Civil Leave

    If you are a faculty or staff member scheduled to work 1,000 or more hours per year and you are called to jury duty, you are eligible for leave with pay. Additionally, you may retain any fees received. You must report back to work the day after jury duty ends.

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  • 2.18 Military Leave and Reemployment Rights

    The University grants leaves of absence to regular full- and part-time faculty and staff entering active service, either voluntarily or involuntarily, in the uniformed services of the United States. Additionally, reservists or National Guard members will be granted time off to participate in summer encampments and/or cruises.

    Continuation of benefits coverage is offered for select programs.

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  • 2.19 Leave Without Pay

    You may submit a written request for leave without pay for circumstances including family and medical leave, extended educational purposes, illness, personal reasons, or parental leave. Leave without pay may be initially approved for up to three months. The period may be extended in three-month increments, not to exceed a total of 12 consecutive months.

    If you are a manager who receives a request, you must notify the faculty or staff member in writing of whether the leave will be granted.

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Wake Forest University Human Resources
2598 Reynolda Rd, Winston-Salem, NC 27106  |  P.O. Box 7424
AskHR@wfu.edu   |  P (336) 758-4700 |  F (336) 758-6127

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