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EMPLOYEE HANDBOOK

TABLE OF CONTENTS

I - INTRODUCTION.......................................................................................................... 4

Welcome to AUB............................................................................................................ 4 About HR........................................................................................................................ 5 Institutional Integrity ...................................................................................................... 5

Principles of Ethical Conduct ..................................................................................... 5 Non-Discrimination .................................................................................................... 5 Policies Concerning Sexual & Other Discriminatory Harassment ............................. 6 Procedures to Address Formal Allegations of Harassment ........................................ 6 Grievance Policy and Procedures ............................................................................... 6 Duality or Conflict of Interest..................................................................................... 6

II - EMPLOYMENT........................................................................................................... 7 Employment Status ......................................................................................................... 7 Employment of Lebanese Citizens ................................................................................. 7 Employment of Relatives................................................................................................ 7 Orientation ...................................................................................................................... 8 Reference/Background Checks and Degree Verification ............................................... 8 Work Schedule/ Rest Period ........................................................................................... 8 Identification Cards......................................................................................................... 8 Performance Reviews ..................................................................................................... 9 Promotions/Transfers...................................................................................................... 9 Re-employment............................................................................................................... 9 Outside Employment ...................................................................................................... 9 Disciplinary Action....................................................................................................... 10 Grievance Policy and Procedures ................................................................................. 11 Syndicate Agreement or Collective Labor Contract ..................................................... 11 Parking .......................................................................................................................... 12 Employee Self Service.................................................................................................. 12

III - COMPENSATION.................................................................................................... 13 Job Descriptions............................................................................................................ 13 Pay Rate / Pay Period.................................................................................................... 13 Overtime ....................................................................................................................... 13 Straight Time ................................................................................................................ 13 Shift & On Call Allowances ......................................................................................... 14 Merit Increase ............................................................................................................... 14

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Service Awards Program .............................................................................................. 15 IV - WORKPLACE EXPECTATIONS ........................................................................... 16

Fraud ............................................................................................................................. 16 Non-Smoking Policy..................................................................................................... 17 Drug Free Workplace.................................................................................................... 17 Attendance .................................................................................................................... 17 Personal Visits / Personal Use of Phone/E-mail/Internet ............................................. 17 Information and Computer Resources .......................................................................... 18 Gratuities and Gifts ....................................................................................................... 18 Safety ............................................................................................................................ 18 Accident on Duty .......................................................................................................... 19 Updating of Personnel Records / Emergency Contacts ................................................ 19

V - LEAVES..................................................................................................................... 20 Annual Leave ................................................................................................................ 20 Sick Leave..................................................................................................................... 20 Maternity Leave ............................................................................................................ 21 Compassionate Leave ................................................................................................... 21 Marriage Leave ............................................................................................................. 21 Leave Without Pay........................................................................................................ 21 Holidays ........................................................................................................................ 21

VI - BENEFITS ................................................................................................................ 23 Health Insurance Plan ................................................................................................... 23 Educational Allowances/Scholarships for Dependant Children ................................... 23 Staff Education.............................................................................................................. 24 National Social Security Fund - three branches............................................................ 24 Life Insurance ............................................................................................................... 25

VII - SEPARATION/LEAVING THE UNIVERSITY .................................................... 26 Resignation ................................................................................................................... 26 Termination................................................................................................................... 26 Retirement..................................................................................................................... 26 Exit Interview................................................................................................................ 26 Clearance Procedure ..................................................................................................... 27

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I - INTRODUCTION

Welcome to AUB

Welcome to AUB. We hope that this will be a positive, productive and rewarding experience to all.

This employee handbook has been prepared to Campus non-academic employees to give them general information about work environment, policies, rules and regulations and benefits. This employee handbook contains information aiming at facilitating the acquaintance of those non academic employees with policies and regulations applicable at AUB. It is to be noted that this employee handbook is solely for information purposes, and that the legally binding text to determine such provisions, the terms and conditions of their applicability thereof is that of the policy and internal regulation approved by AUB in respect of such provisions. The provisions of this employee handbook shall in no event prevail over or supersede any applicable policy or internal regulation currently in effect at AUB. For more details, each non-academic employee is advised to consult the Collective Labor Contract and the Non Academic Staff Manual and familiarize himself/herself with their contents.

Non-academic employees are responsible for informing themselves about the rules and regulations applicable at AUB, and should observe all such rules and regulations, including any restrictions that may be applicable to them.

If you have any questions please forward them to your immediate supervisor. In addition feel free to contact the Human Resources Department (Campus) for any questions regarding this handbook and other policies. Alterations and amendments regarding policies and benefits will be made to this handbook from time to time.

Once again please accept our best wishes for the opportunity to contribute to the University’s success.

Amal H. Hamadeh

Director of Human Resources

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About HR

Mission

We deliver increased value to AUB by ensuring that the HR resources, knowledge, support and infrastructure are at the level necessary for the faculty and staff to achieve their institutional objectives.

AUB Core Values

1. Personal Integrity: Commitment to openness, honesty and high standards in undertaking one’s role at the University.

2. Accountability: Willingness to take responsibility for action and outcome; delivering what you promised to deliver; accepting good and bad outcomes; owning up to shortcomings/mistakes and taking responsibility for one’s actions; honoring obligations, expectations and requirements.

3. Respect for Diversity: Appreciating and leveraging the capabilities, insights, and ideas of all individuals; working effectively with individuals of diverse style, ability and motivation.

4. Continuous Learning and Development: Identifying and addressing learning and developmental needs to enhance own performance.

5. Freedom of thought and expression is the freedom of an individual to hold or consider a fact, viewpoint, or thought, regardless of anyone else's view.

Institutional Integrity

Principles of Ethical Conduct

For more information, click on the below link: http://www.aub.edu.lb/pnp/generaluniversitypolicies/Documents/InstitutionalIntegrityPolicy/PrinciplesEthicalPolicy/PrinciplesEthicalConduct.pdf

Non-Discrimination

For more information, click on the below link: http://www.aub.edu.lb/pnp/generaluniversitypolicies/Documents/InstitutionalIntegrityPolicy/NonDiscriminationPolicy/NonDiscrimination.pdf

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Policies Concerning Sexual & Other Discriminatory Harassment For more information, click on the below link: http://www.aub.edu.lb/pnp/generaluniversitypolicies/Documents/InstitutionalIntegrityPolicy/PoliciesSDH/PoliciesSDH.pdf

Procedures to Address Formal Allegations of Harassment For more information, click on the below link: http://www.aub.edu.lb/pnp/generaluniversitypolicies/Documents/InstitutionalIntegrityPolicy/ProceduresSDH/ProceduresSDH.pdf

Grievance Policy and Procedures Check Grievance Policy & Procedure on page 10 of this Handbook.

Duality or Conflict of Interest

For more information, click on the below link: http://www.aub.edu.lb/pnp/generaluniversitypolicies/Documents/ConflictInterestPolicy/ConflictInterest.pdf

 

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II - EMPLOYMENT

Employment Status

Probationary Status: All employees are hired on an initial probationary status up to a maximum period of 90 days. During the probationary period, such employees are considered to be on a trial basis for the dual purpose of permitting the University to verify that they are qualified for the position to which they are assigned, and to allow the employees themselves an opportunity to adjust to the requirements of their positions. The law does not allow the extension of the probationary period or its renewal.

Regular Employees: Are hired on full-time or part-time basis for indefinite periods or for specified periods of more than one year.

Temporary Employees: Are hired on a temporary basis for a non-extendable and non- renewable specified period not to exceed three months.

Fixed term contracts: Are hired for a specific period of more than three months. Seasonal Employees: Certain positions and due to the nature of work involved, persons may be employed for a period of approximately nine months in any twelve-month period.

Employment of Lebanese Citizens

Within the framework of Lebanese Law, the University will give employment preference to Lebanese candidates. Non-Lebanese candidates will be employed only in those positions for which qualified Lebanese citizens are not available.

Employment of Relatives

It is the policy of the University not to allow the appointment of relatives, for non-academic positions, in the same organizational unit (department, office, school, institute, program). Officers of the University, including directors and heads of departments, shall not appoint relatives in their respective areas of responsibility, faculties, offices, and departments.

This policy became effective as of July 1, 1995. However, the re-appointment of personnel on contract shall not be affected thereby. This shall apply to all full-time and part-time non-academic personnel. The president shall decide on any exception to the above.

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Orientation New employees shall be given both, an adequate orientation to their new duties and an induction to general employment conditions, benefit plans, and services of the University prior to starting their actual work, if possible. This should include an explanation of the highlights of the University's personnel, safety, and health regulations, introduction to AUB’s service excellence culture, introductions to supervisors and co-workers, and wherever practical, a physical tour of the work area where the employee will be assigned. If appropriate, a mentor from the receiving department should be assigned to new hires to facilitate their integration.

Reference/Background Checks and Degree Verification

Before an offer is extended, it is required that references be checked and academic qualifications be verified on all internal and external final candidates, and that checking must result in a demonstration of prior satisfactory work performance. In some cases the University reserves the right to conduct a background check on applicants.

Work Schedule/ Rest Period

The work schedule for all the employees of the University has been fixed at 40 hours per week, distributed over five days. The University will however determine the weekly days off in accordance with the requirements of the work.

Identification Cards

All employees will be issued a University picture identification card (ID). Please keep your ID with you while you are on University premises, as admittance to some University buildings and departments requires proper University identification.

The ID card will be issued to you after you sign your contract. If it is lost or stolen, you must pay a fee for a replacement. Upon termination of your services, you must return the ID card to the Human Resources Department.

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Performance Reviews New employees will be evaluated during the first three months of employment (i.e. during the probationary period). These evaluations assess the new employee’s work. All employees who successfully complete the probationary period will receive annual performance evaluations. The performance appraisal is based on how well the employee has performed the duties outlined in the job description, goals established, and performance competencies.

Promotions/Transfers

The University encourages employees to make full use of their talents, skills and potential growth within the University.

Open positions will be filled by promotion or transfer whenever qualified candidates from within the University can be found. The decision to promote will be made after considering factors such as competency, growth and development, demonstrated ability to take on new responsibility and experience.

Re-employment

Employees who leave the University in good standing are eligible for rehire if a vacancy exists. The University shall not consider the rehire of any employee who has resigned and received his indemnity from the University before the lapse of two years from the date of his resignation. The re-employment shall be governed by established procedures and shall be based upon selection of the most qualified person to fill the job. Prior service, former classification, or rate of pay will not affect the conditions of re-employment.

Outside Employment

Employees who are employed on a full-time basis shall devote all their time to their assigned duties in the service of the University. They may not engage in any other employment, except with the specific written permission of the University.

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Disciplinary Action

Employees whose work performance does not meet required standards or who violate rules and regulations or policies of the University may be disciplined according to the seriousness or repetition of the violation. Supervisors and heads of departments must contact the Human Resources Department regarding appropriate disciplinary action.

Types of action justifying disciplinary action are:

a. Misrepresentation on application for employment. b. Failure to advise the University of any change in marital or family status. c. Non-compliance with the University's rules on safety, health or

sanitation, or with other internal regulations. d. Unauthorized absence from work without excuse acceptable to the

University. e. Unauthorized use of the University's equipment, material, or property. f. Repeated unexcused tardiness. g. Insubordination. h. Failure to work diligently. i. Quarreling or fighting on the job. j. Failure to report an accident while on duty. k. Offering or accepting bribes, gratuities, or commissions. l. Disclosing confidential matter. m. Committing immoral acts, drinking or carrying alcoholic beverages, or

carrying arms on the premises of the University.

Disciplinary action may take one of the following forms according to the seriousness of the offense:

a. Verbal reprimand. b. Written warning c. Suspension without pay for a period not exceeding three days for any one

offense. d. Dismissal from the University's service. e. Discharge for cause under Article 74 of the Labor Law.

The disciplinary action to be taken in any case shall be determined by the University consistent with the provisions of the Labor Law.

If, as a result of a serious fault, negligence, or contravention of these regulations, the University sustains any material damage, it may recover the value of such damage from the salary of the employees concerned. In any case, the amount deducted for this purpose shall not exceed the pay of five days in any one month. This penalty will not be imposed after the lapse of 15 days from the date the fault, negligence, or contravention is ascertained.

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When employees are detained on legal grounds, they will be considered suspended from work without pay. The University's decision concerning their continued employment will depend on the nature of charges against them, the period of their detention, and the outcome of the case.

Grievance Policy and Procedures

In order to ensure the integrity of its operations and the appropriate application of its policies and procedures, the University maintains appropriate means (“Grievance Procedures”) by which members of the AUB community who believe themselves to be aggrieved may obtain consideration and, where warranted, redress of their grievances. Only employees who have completed the probationary period are covered by this policy.

Staff who are Syndicate Members AUB staff who are Syndicate members are required to file grievances in accordance with the provisions of their collective bargaining agreement. For more information, you are encouraged to read the grievance procedure at the following link: http://www.aub.edu.lb/hr/labor_relations/Documents/collective_labor_contract.pdf

Non-Syndicate Staff Non-Syndicate staff members who believe that they have a valid grievance should consider discussing the matter informally with the head of their department or asking for assistance in mediating a satisfactory solution. The latter approach may be helpful if the problem is with a supervisor or someone working at another department at AUB. These steps are not required, however, and the employee may immediately choose to file a formal grievance. For more information, you are encouraged to read the staff grievance procedure (sections 1 – 4) at the following link: http://www.aub.edu.lb/pnp/generaluniversitypolicies/Documents/InstitutionalIntegrityPolicy/GrievancePolicy/GrievancePolicy.pdf

Syndicate Agreement or Collective Labor Contract

AUB administration has entered into an agreement with the Workers and Staff Syndicate of the American University of Beirut. Kindly familiarize yourself with its contents on the following link: http://www.aub.edu.lb/hr/labor_relations/Documents/collective_labor_contract.pdf

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Parking Staff are eligible to apply for parking. However, due to the limited spaces available, applications will be considered as space becomes available. You are asked to check with your supervisor and the Auxiliary Services Department regarding parking availability.

Employee Self Service The University offers paperless transactions for changes to an employee’s personal information and benefits, and for requesting certificates of employment. This can be accessed through the Human Resources website. You will be required to login with a secure password.

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III - COMPENSATION

Job Descriptions

A job description is prepared for each significantly different position or group of positions of identical or comparable level classified under a single job title. You will receive one with the offer of employment.

Pay Rate / Pay Period

The University maintains a salary structure and pay rates consistent with the prevailing rates in the market. Salaries are normally paid in Lebanese Pounds based on the classification of the job. Salaries are paid on a monthly basis. Check the pay calendar on the website of the Comptroller’s Office: http://www.aub.edu.lb/comptroller/Pages/index.aspx

Overtime

In exceptional circumstances, the University may require its employees in grades 1 to 12 to work in excess of the basic weekly work schedule. Overtime should be approved in advance by the Vice President for Human Resources. However, every effort is to be exerted to keep the amount of overtime to a minimum. Eligible employees who work more than their basic weekly work schedules on a regular work day will be entitled to receive overtime pay or compensatory time off with pay at the rate of time and a half (150 percent) of the overtime hours actually worked, as agreed upon between the University and such employees concerned.

Straight Time

Eligible employees who work on a scheduled weekly rest day or holiday will be entitled to receive, in addition to their regular monthly compensation, straight time pay or compensatory time off with pay equal to the hours actually worked, as agreed upon between the University and the employees concerned

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Shift & On Call Allowances Shift Allowance: Non-academic employees in Grades 1 to 12 will be paid, when working shift or irregular schedule which conflict with normal routines of family living and recreation, an allowance. This allowance will be paid only when their scheduled hours of work are such that they are assigned either continuously or on rotation to an evening or night shift. To be classified as an evening or night shift the hours of work must fall entirely between 2 p.m. (14:00) and 8 a.m. (8:00). The said allowance shall be considered in all respects as separate and apart from the monthly salary and shall be paid as follows:

a. For day work: Grades 1 through 12 : None (With the exception of employees whose work weekly schedule (40 hours) includes Saturday and Sunday. In this case an amount of LL.5,000.- per shift will be paid.) b. For evening or night shift (any schedule having all hours of work between

2:00 p.m. and 8:00 a.m.): Grades 1 through 12 : LL.7,500.-

On Call Allowance: Employees in Salary Grades 1 through 12, who are requested to be on-call for a minimum of 7 hours in any 24 hours period, shall be entitled to receive from the University a sum of LL.3,750.- for said hours and LL.750.- for every on-call hour thereafter. If the employee actually performs a specified work during the on-call period, the University shall pay him in addition, on overtime basis for the number of hours worked.

Merit Increase

The University will grant employees in salary Grades 1 through 12 merit increases based on evaluation of job performance, in accordance with its annual budget as approved by its Board of Trustees. Employees shall not normally be considered for merit increases until after the completion of one year of continuous service. Merit increases are granted effective October 1. Employees regularly employed in professional, specialist, or management positions will be eligible for salary increase consideration once a year. The amount of the increase, if any, will be based upon the incumbents’ performance and determined by the Vice President for Human Resources, for the campus employees, and the Vice President for Medical Affairs, for the AUBMC employees. Said increases will be based on the recommendation of the concerned Dean or Head of Department and will normally be within that year’s proposed merit budget matrix.

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Service Awards Program

The University shall grant the following to eligible non-academic staff in grades 1 to 12:

a. For those who complete 10, 15 and 20 years of service: An award and an

increase of 4% of the monthly salary. b. For those who complete 25 and 30 years of service: An award and an increase

of 8% of the monthly salary. c. For those who complete 35, 40, 45, and 50 years of service and above: An

award and an increase of 12% of the monthly salary.

For non-academic employees above grade 12 an award may be given.

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IV - WORKPLACE EXPECTATIONS

Fraud

Employees of the University must not engage in any illegal activity and must not, in the performance of their duties, commit any act of fraud, whether or not adverse to the interest of the University.

Any act of fraud ascertained upon internal investigation, or pursuant to a criminal conviction, or through written acknowledgement by the employee concerned, shall result in disciplinary action up to and including termination of employment.

For the purposes of this policy, fraud shall include, but not be limited to:

a. Theft or misappropriation of university assets. b. Submitting false claims for payment or reimbursement. c. Accepting or offering a bribe, or accepting gifts or other favors under

circumstances that might lead to the inference that the gift or favor was intended to influence an employee’s decision-making while serving the University.

d. Accepting a commission from, or paying same to a third party (kickbacks). e. Blackmail or extortion. f. "Off book” accounting, or making false or fictitious entries. g. Knowingly creating and/or distributing false or misleading financial reports. h. Payment of excessive prices or fees where justification thereof is not

documented. i. Violation of university procedures with the aim of personal gain or to the

financial detriment of the University. j. A dishonorable, or irresponsible, or deliberate act against the interest of the

University. If any trustee, officer, or employee of AUB knows or has a reasonable belief that persons associated with AUB have engaged or plan to engage in an act of fraud described above, that person is expected to file a complaint immediately.

Kindly familiarize yourself with the contents of this policy on the following link: http://www.aub.edu.lb/pnp/generaluniversitypolicies/Documents/FraudPolicy/Fraud.pdf

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Non-Smoking Policy

AUB is a smoke free environment. Smoking is prohibited and is not permitted anywhere on the University’s property, except for private faculty residences and designated locations. Employees observed smoking on AUB premises are subject to disciplinary action. Kindly familiarize yourself with the policy which is available on the following link: http://www.aub.edu.lb/pnp/generaluniversitypolicies/Documents/NonSmokingPolicy/NonSmoking.pdf

Drug Free Workplace

The unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and appropriate action will be taken against employees for violation of these prohibitions. Specifically, employees who violate the foregoing prohibitions will be subject to appropriate personnel action, up to and including termination of employment.

Attendance

Employees are expected to work forty hours per week over a period of five days. Habitual lateness or absenteeism will not be tolerated. Employees must notify their supervisor if they anticipate being late to work. Excessive tardiness or leaving the work early without an excuse will subject the individual to disciplinary action. The regular working hours are from 8 am to 5 pm with an hour lunch break. Currently, during the summer, and for a period of twelve weeks beginning with the first Monday in July, the weekly working hours are 37.5 over a period of five days. The employees whose work requirements do not permit to reduce their working hours to thirty seven and a half, during the summer, will be granted in lieu three and a half day off with pay before June 30 of each year. In all cases the Human Resources Department will determine the working schedule and the weekly days off. All employees are expected to sign in and out using the Wintime System which will be explained to them by their supervisors upon employment.

Personal Visits / Personal Use of Phone/E-mail/Internet

Employees are expected to restrict personal visits and telephone and/or personal mobile calls during work to a minimum. Receiving such visits and making such calls are only permitted by the University for serious or urgent reasons.

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Employees are also expected to use internet facilities including e-mail responsibly and productively. The excessive personal use of e-mail that interferes with University Business is prohibited, as well as the excessive use of social networking websites. Internet access should be limited to job related activities and should not be used for personal use.

Information and Computer Resources

Persons having access to university information or computer resources shall not disclose confidential information to unauthorized persons and shall not use the University’s resources for personal gain or in any manner that may be prejudicial to the interests of the University.

Every employee, student, or other person having access to university information and/or the University’s computer resources shall sign an acknowledgment that they have read, understand, and will abide by this policy relating to the use and misuse of the university information and computer resources.

Gratuities and Gifts

AUB personnel shall not give, offer, or promise anything of value to any prime contractor, subcontractor, supplier, or others for the purpose of improperly obtaining or receiving favorable treatment. Nor shall any AUB personnel solicit or accept anything of value from any contractor, subcontractor, supplier, or others for such a purpose. AUB personnel are encouraged to familiarize themselves with contents of the Code of Business Ethics policy on the following link: http://www.aub.edu.lb/pnp/generaluniversitypolicies/Documents/CodeBusinessEthics/CodeBusinessEthics.pdf

Safety The University will maintain an environmental health and safety program throughout the University designed to prevent accidents and fires, and to protect the general health of all personnel. For this purpose, the University will take necessary measures to provide a safe and sanitary workplace, furnish personal protective equipment, give physical examinations and inoculations when and where needed, and promote health and safety awareness.

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Accident on Duty

The University is covered by the Workmen's Compensation Law in Lebanon as amended and published in the Official Gazette on November 10, 1983 and June 6, 2000.

In case of disability or death of a worker caused by a work injury, the University will grant benefits to such worker or his heirs under a special program. For details, please refer to the Work-Related Injuries Policy on the web: http://www.aub.edu.lb/pnp/generaluniversitypolicies/Documents/WorkInjuriesPolicy/WorkInjuries.pdf

Updating of Personnel Records / Emergency Contacts

Employees are expected to update their personnel records and emergency contacts whenever a change exists. The following link should be used to update this information: http://myhr.aub.edu.lb

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V - LEAVES

Annual Leave

The University grants vacations with pay to its employees in recognition of their services and to afford them an opportunity for mental and physical rest and relaxation. Eligibility for vacation is as follows:

Service Annual Vacation From 1 - 7 years 15 working days Over 7 - 14 years 17 working days Over 14 - 21 years 20 working days Over 21 years 25 working days

For further information on annual leaves read the policy in the non-academic manual at the following link: https://www.aub.edu.lb/pnp/generaluniversitiesmanuals/Documents/NonAcademicStaffManual/NonAcademicStaff.pdf

Sick Leave

Employees who are unable to work because of sickness or injury (not due to work) will be granted sick leaves, subject to the following:

In any one year, commencing with their date of appointment, eligible employees will be entitled to sick leave based on the length of their recognized continuous service, according to the following schedule:

Service Pay From beginning of appointment up to 3 months

15 days full pay

3 months but less than 2 years 15 days full pay and 15 days half pay 2 years but less than 4 years 1 month full pay and 1 month half pay 4 years but less than 6 years 1.5 months full pay and 1.5 months half

pay 6 years but less than 10 years 2 months full pay and 2 months half pay Over 10 years 2.5 months full pay and 2.5 months half pay

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Maternity Leave

Female employees will be entitled to forty nine days (7 weeks) maternity leave with full pay for the period preceding and immediately following delivery.

Compassionate Leave

Employees may, upon request, be granted compassionate leave with pay up to three days in case of death of any of the following members of their families: father, mother, spouse, child, and up to two days in case of death of any of the following members of their families: brother, sister, grandchild, grandmother, or grandfather.

Marriage Leave

Employees will be granted a one time three day leave with full pay for marriage.

Leave Without Pay

Employees may be granted leaves of absence without pay for marriage or pregnancy (beyond the maternity leave specified by the Labor Law). The period of marriage or pregnancy leave will be determined according to the circumstance of each case, provided that it shall not exceed 30 days for marriage or 60 days for pregnancy.

The University may also approve leave of absence without pay for emergency leave, educational leave or special assignment leave. For more details, please visit the webpage of the non-academic manual: https://www.aub.edu.lb/pnp/generaluniversitiesmanuals/Documents/NonAcademicStaffManual/NonAcademicStaff.pdf

Holidays

The University shall grant its Employees and Workers 17 (please refer to the note below) paid holidays per year. The following are the holidays which will be observed throughout the University:

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HOLIDAY NO. OF DAYS New Year’s 1

Christmas (Armenian) 1

Hijra New Year 1

Commemoration of Ashoura 1

St. Maroun’s Day 1

Prophet’s Birthday 1

Good Friday* (Both Latin and Greek Orthodox)

2

Easter Monday (either Latin or Greek Orthodox)

1

Labor Day 1 Eid El Fitr 2 Independence Day 1 Eid El Adha 2 Christmas 2

Note: *the number of holidays should be 16 when Good Friday coincides on the same day for both Latin and Greek Orthodox rites.

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VI - BENEFITS

Health Insurance Plan

The Health Insurance Plan (HIP) of the American University of Beirut provides medical and hospital care for AUB academic personnel, non-academic personnel and students. The HIP members are required to use exclusively the University Health Service and the AUBMC for their medical and hospital care. Available coverage will be in accordance with the Plan’s Rules and Regulations. For more information, you are encouraged to visit the following link: http://www.aub.edu.lb/hr/benefits/Pages/hip_na.aspx

Educational Allowances/Scholarships for Dependant Children

Non-Academic Employees Above Grade 12: The University will grant educational scholarships for children of those non-academic employees classified above Grade 12 who have 2 years or more of continuous active service on full-time basis. An educational scholarship for elementary, intermediate and secondary education up to the Lebanese Baccalaureate II or Baccalaureate Technique may be granted provided the education period does not exceed 14 years and consists of all expenses, fees, and tuitions in Lebanon or abroad up to the amount of the tuition charged by the International College (I.C.) in Beirut. An educational scholarship for university education up to the Bachelor’s degree may be provided in the form of either acceptance of exempting each eligible child from tuition at AUB or reimbursement of tuition at another university up to the amount of the tuition charged at AUB. For more information, kindly visit the following link: https://www.aub.edu.lb/pnp/generaluniversitiesmanuals/Documents/NonAcademicStaffManual/NonAcademicStaff.pdf Non-Academic Employees in Grades 1 – 12: The University will grant educational scholarships for children of those non-academic employees classified in Grades 1 through 12 who have 4 years or more of continuous active service on full-time basis, in accordance with the Collective Agreement between the University and the Syndicate of Employees and Workers of AUB. The educational scholarship is limited to a maximum of four children. For more information on educational scholarships for non-academic employees in grades 1-12, you are encouraged to check the following link: http://www.aub.edu.lb/hr/labor_relations/Documents/collective_labor_contract.pdf

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Staff Education

For the purpose of continuing or advancing their education, the University offers full-time employees, who have successfully completed the probationary period, the possibility to take courses at the American University of Beirut for the obtainment of a diploma or credit and will consider exempting them from 60% of course fees, or to audit such courses. For more information, kindly visit the following link: http://www.aub.edu.lb/pnp/generaluniversitiesmanuals/Documents/NonAcademicStaffManual/NonAcademicStaff.pdf

National Social Security Fund - three branches

All Lebanese non-academic employees at the University and non-Lebanese employees who are citizens of countries that have reciprocal treatment with Lebanon (Britain, France, Italy, Belgium, and Switzerland) are eligible to benefit from the National Social Security Fund. The National Social Security Fund is composed of 3 main branches:

1. Medical Scheme (Maternity and Sickness)

In order to benefit from the Medical Scheme of the National Social Security Fund the insured must have worked three full months as of the date of enrollment and provided contributions have been paid on his/her behalf. As for Medical Scheme monthly contributions, the University contributes 7% and the employee contributes 2% of the monthly salary up to L.L.2,500,000. The insured and the beneficiaries of NSSF are required to use the University Health Service as primary care unit. The beneficiaries are: the parents, spouse and children as per the conditions fixed by NSSF.

2. Family and Educational Allowances Branch

As for the Family and Educational Allowances Branch, the University

contributes 6% of monthly salary up to L.L. 1,500,000. Every Employee or Worker is obligated to report to his/her supervisor any change in his/her nationality or his/her marital or family status within 10 days of its occurrence, and to produce satisfactory evidence.

Family allowances are due to every full time married male insured, and full time married female insured whose husband does not benefit from NSSF or any other governmental plan.

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The family allowances are paid monthly to those eligible employees by the employer on behalf of NSSF. The amount of monthly family allowance is as follows:

i) L.L. 60,000 in respect to the non-working wife.

ii) L.L. 33,000 in respect of each dependent child up to 5 children.

3. End of Service Indemnity Branch

An Employee or Worker employed prior to May 1, 1965 and who opted not to enroll in the End of Service Indemnity Branch under the Social Security Law, and who resigns from the University, will be paid a termination indemnity equal to one month’s salary for each year of actual service. The University shall grant such Employee or Worker an additional half-month salary for any full consecutive year following twenty years of actual service in the University. This grant shall not be paid for any fraction of the year.

All Lebanese regular employees engaged on or after May 1, 1965 and other five nationalities whose countries have reciprocal treatment with Lebanon (British, French, Italian, Belgian, Swiss) are subject to the End of Service Indemnity Branch under NSSF.

In respect of the NSSF End of Service Indemnity Branch, the monthly contributions due to the NSSF by the employer are 8.5% of the monthly salary during the period of employment.

End of Service Indemnity is paid as stipulated by NSSF End of Service Indemnity Branch. For more details on the three branches of the National Social Security Fund, kindly click on the below link:

http://www.aub.edu.lb/hr/policies/Documents/Benefits_Booklet.pdf

Life Insurance

AUB is providing all its full time non-academic and academic employees who are in active service with a Life and AD&D (Accidental Death and Dismemberment) Insurance. This will be at no cost to the employee and will be administered by Fidelity Insurance.

Coverage includes death due to accident or sickness; accidental permanent total disability; and accidental permanent partial disability.

For more details, kindly click on the following link: http://www.aub.edu.lb/hr/benefits/Pages/life_insurance_na.aspx

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VII - SEPARATION/LEAVING THE UNIVERSITY

Resignation

The University hopes that employees will develop long-term careers at AUB that are both fulfilling and successful. However, if an employee feels the need to resign, he or she may do so, at any time, for any reason. An employee who chooses to voluntarily resign should submit a written notice to his or her supervisor, before leaving the University. This written notification should include the effective date of resignation, specific reason(s) for the resignation, the employee’s position and department, and the employee’s signature.

The following notice period should be adhered to: - Up to three months: none - More than three months and up to three years: one month - More than three years and up to six years: two months - More than six years and up to twelve years: three months - More than twelve years: four months

Termination

The University reserves the right to terminate the service of its personnel in accordance with the Lebanese Labor Law and applicable employment contracts. Terminations, however, will be made only after careful consideration of each case. Kindly familiarize yourself with the policy: https://www.aub.edu.lb/pnp/generaluniversitiesmanuals/Documents/NonAcademicStaffManual/NonAcademicStaff.pdf

Retirement

Non academic employees will retire on September 30 following their 65th birthday. The University will only recognize the birth date in the records of the Human Resources Department taken from the application and from the official documents submitted at the time of employment. Any changes made later in the age of the individual will not be considered.

Exit Interview

Employees are encouraged to participate in an exit interview with a campus Human Resources Representative. Exit interviews provide an opportunity to discuss the employee’s experience at AUB and provide important feedback.

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Clearance Procedure

Before leaving the University you will receive an e-mail informing you that the clearance has been set on the system. Secure clearance from the stipulated departments/units as specified in the online Clearance System.

1- Pass by the HR Department (Campus) to: a. Return your ID card. b. Sign the end of service release form(s). c. Fill out the Receipt, Release, Discharge, & Undertaking form. d. Fill out an Exit Interview form prior to departure from the

University. 2- After securing the final clearance of HR Department, pass by the

Comptroller's Office to cash the final pay check. 3- Questions concerning the amount of payment should be addressed to the

Comptroller's Office - Payroll Section.