Staff Handbook
This handbook contains policy and program information that defines the responsibilities of staff members and the University's commitments to staff. Review the Staff Handbook for complete staff employment policies and procedures.
Questions?
Please email askHR@northwestern.edu or contact your Human Resources Business Partner (hrbp@northwestern.edu) with questions regarding the policies and programs within the Staff Handbook.
Attesting to the Handbook
Upon hire, staff members (including Postdoctoral Fellows, Research Associates, and Faculty Librarians) are required to attest that they have received the Staff Handbook. This confirmation of receipt will be retained by the University. Complete the process in myHR
Summary of Updates for 2024
The following key updates are reflected in the 2024 Staff Handbook; for any questions regarding these updates, please contact your HR Business Partner.
- Transfer and Promotion, Service Requirement (Page 2.6)
Now includes requirement for departments to submit written documentation to Talent Acquisition of the agreement between the current supervisor, Department/Business Administrator, new supervisor, and Human Resources in cases when a staff member is approved for transfer or promotion to a different department/unit prior to 12 months in their current position. - Transfer and Promotion, Performance Requirement (Page 2.6)
States that staff members are not eligible for transfer or promotion if they received a “corrective action” rating on their most recent performance review or if they received a disciplinary action or corrective action plan in the six months prior to their application. Staff members who receive a “development needed” rating on their most recent performance review are eligible for transfer or promotion. - Transfer and Promotion, References (Page 2.7)
Requires reference checks for all internal and external applicants and that departments/units send reference check documentation to Talent Acquisition. Reference checks for internal applicants must include the staff member’s current supervisor and it is strongly encouraged that hiring supervisors seek and obtain references before extending an offer and not after. - EthicsPoint (Page 3.2)
Expands upon the available avenues for required reporting in cases where a faculty or staff member has reason to believe noncompliance has occurred. - Demonstration (Pages 3.5 - 3.6)
Includes that staff members should be mindful that laws, University policy, and the Staff Handbook apply to individuals and organizations when participating in a demonstration. - Security of Confidential Information (Page 3.9)
Expands this section to include that certain information concerning Northwestern—such as budget, financial, and research information, as well as personal information related to faculty, staff, students, or donors—is confidential and should only be disseminated within Northwestern and then only to authorized staff on a need-to-know basis. - Discrimination and Harassment (Page 4.1)
Includes height and weight in the list of classifications (“protected classes”) under which Northwestern prohibits discrimination and harassment. - Medical Leave, Eligibility for Medical Leave (Page 5.10)
Expands that pregnant staff members who either do not qualify for an FMLA Leave (or job-protected EST) or have exhausted such leave (or EST coverage), may apply for an unpaid Medical Leave as a reasonable accommodation under the Pregnancy Workers Fairness Act (PWFA). - Medical Leave, Approval of Medical Leave (Page 5.10)
Indicates staff members must contact the Office of Civil Rights and Title IX Compliance to request a leave of absence as a reasonable accommodation as far in advance as possible (except in an emergency). - Unpaid Personal Leave (Page 5.11)
Clarifies the criteria for eligibility for an Unpaid Personal Leave to include that staff members must be in a benefits-eligible position, have worked at Northwestern for at least 12 consecutive months, and have not been under any disciplinary action for workplace conduct concerns or policy/procedure violations within the past six months. - Bereavement Absence (Pages 6.8 - 6.9)
Includes an additional provision that staff members who experience the loss of a child by suicide or homicide may be eligible for up to 12 weeks of job-protected leave, which runs congruent with the two-week Bereavement Absence. Staff members who are approved for this leave must exhaust available bereavement time, incidental sick time, vacation, and/or personal floating holidays prior to going unpaid. - Lunch Periods (Page 8.3)
Clarifies that staff members may not be required to work or be on call during their lunch period. - Exempt Pay Deductions (Page 8.4)
Clarifies that pay deductions will be made when appropriate paid time away (vacation, incidental sick time, and personal floating holidays) is not used for the absences. - NU Cares (Page 9.2)
Defines that all benefits-eligible employees who have not been under disciplinary action for workplace concerns or policy/procedure violations within the past six months are eligible to apply for the NUSAC NU Cares financial fund. - Adoption Assistance Reimbursement Program (Page 9.2)
Clarifies the requirements for international adoptions. - Cariloop (Page 9.3)
Includes Cariloop as a new caregiver support benefit that offers personalized, concierge-style resources and support via licensed and certified Care Coaches. Benefits-eligible faculty and staff can use this service to save time and simplify their caregiving responsibilities for themselves and their family members. These resources cover a wide range of needs such as childcare, mental and physical health, finding assisted living, end of life planning, domestic violence, and more. - NUSAC (Page 10.1)
Defines that NUSAC members are regular, benefits-eligible staff; have two or more continuous years of service and a most recent performance rating of “achieving” or above; and have not received disciplinary action within the past six months.