Loyola University Chicago

Human Resources

Employee Responsibility

Rights and Responsibilities When Using Electronic University Resources

Your Responsibility as an Employee 

  1. Attendance and Punctuality
  2. Appearance
  3. Safety and Fire
  4. Private Business
  5. Solicitation and Distribution
  6. Private Information/Release of Information
  7. Campus Card ID
  8. Employment Records
  9. Fitness for Duty
  10. Progressive Disciplinary Procedure
  11. Responsibilities
  12. Rules of Conduct
  13. Complaint Procedure

Attendance and Punctuality
Job responsibilities require regular attendance and punctuality. Employees required to wear a uniform are allowed a reasonable period to change. If you will be absent or tardy, please contact your Supervisor as early as possible so that staffing may be adjusted. Departments may have more specific requirements regarding notification of absences and tardiness. Three (3) consecutive days of absence without notifying the Supervisor constitutes a voluntary resignation.  

An employee's appearance is important and reflects Loyola University Chicago's image. Employees are expected to dress professionally and appropriately for their position and always be clean and neat. All uniforms should be properly maintained. Departments may have additional requirements. 

Safety and Fire
Loyola's safety and accident prevention program is designed to protect Employees, Patients, Faculty, Students, and Visitors. Each employee commits to a safe environment by: 

  • Immediately reporting all accidents, injuries, and unsafe conditions to the Supervisor.
  • Learning emergency phone numbers and the locations of fire alarms and extinguishers.
  • Becoming familiar with and demonstrating safe and healthy practices specific to the job and campus.
  • Learning and following procedures for proper treatment and disposal of hazardous materials.

Private Business
The University has hired staff and faculty to conduct the business of the University with the expectation that their time and energy will be spent focused to that end. Loyola University Chicago has workstations, offices, and auxiliary services such as the postal service in place to facilitate the nature of this business. The use of the University's mail system, phones, e-mail, fax machines, copying equipment, computers and associated hardware, internet connections, as well as all other University property are intended to conduct University business and not be abused by private use.

Solicitation and Distribution
To minimize inconvenience to Patients, Students, Faculty, Employees, and Visitors, solicitation and distribution of literature or goods is restricted. No solicitation or distribution of any kind is allowed during working time in work areas. Working time includes the working time of both the employee doing the solicitation or distribution and the employee to whom it is directed, but does not include break, lunch, or other duty-free periods. No solicitation or distribution of any kind is allowed at any time in any patient care area.

Private Information/Release of Information
Employees must obtain the appropriate forms from Human Resources to record changes in name, address, telephone number, marital status, or number of dependents. Any changes which may affect dependent coverage under insurance plans must be reported within 30 days. An employee may also change the amount withheld for income tax purposes through Employee Self-Service. If an employee terminates, the correct address should be on file for mailing the W-2 tax form.

Loyola respects each employee's right to privacy and confidentiality. Consistent with this, Loyola does not release any employee's address, telephone number, or other confidential information to anyone outside Loyola without the written permission of the employee, unless required by law.

For questions about the release of information and/or forms required to complete the above changes, you are welcome to contact Human Resources at (773) 508 – 3140 or emailing hr-lsc@luc.edu

Campus ID Card
The Campus Card ID (Loyola ID) is the University's official identification card, and identifies Loyola University Chicago Students, Faculty, and Staff to all members of the Loyola community. Once a Faculty or Staff member begins employment, they are expected to obtain a Loyola ID on their first (1st) day of employment, and all employees are required to wear their Loyola ID during the course of their work day. To inquire about receiving a Loyola ID:

The Campus Card ID automatically provides access to the shuttle bus, campus libraries and certain buildings and floors. Departments can also grant specific Campus Card ID holders’ access to computer labs and other campus buildings by notifying Campus Safety. Additionally, Campus Recreation uses the Loyola ID as a membership card to gain access to its facility. Plus, a Loyola ID may also be used as a pre-paid debit card by depositing funds for Rambler Bucks use at retailers on and off campus, such as certain University operated parking lots, on-campus dining facilities, Loyola Bookstores, Union Station, and the Lake Shore Copy Center. 

Additional information about the Loyola ID is available on the Campus Card website.

Employment Records
The University permits and welcomes an employee to review their employment records. Interested employees should submit a written request via email to Human Resources (hr-lsc@luc.edu). 

Fitness for Duty
It is an employee's responsibility to report to work fit for duty and be able to perform job duties in a safe, appropriate, and effective manner free from the adverse effects of physical, mental, emotional, and private problems. Employees are encouraged to voluntarily seek assistance before job performance, work environment, interpersonal relationships or behavior are adversely affected, if they experience any of these problems.

When an employee's performance and/or behavior (including such evidence as the odor of alcohol or possible use of any illegal substance) appears to be unsafe, ineffective and/or inappropriate, the Manager is responsible for removing the employee from the job and referring the employee for a Fitness for Duty exam. (For more specific information, consult the Fitness for Duty Policy or contact Human Resources by calling (773) 508 – 3140 or emailing hr-lsc@luc.edu

Progressive Disciplinary Procedure
Loyola's standards of conduct are meant to protect the health and safety of persons and property and to make the efficient delivery of educational and health care services possible. When problems occur, the decision to discipline may be based on a number of factors including the seriousness of the offense, risk of injury or loss, and whether there is a pattern of misconduct by an employee. Additionally, violations of departmental work rules may also lead to discipline. 

Progressive discipline may consist of an oral warning, written warning, suspension, or termination. Depending upon the seriousness of the incident and extenuating circumstances, discipline may begin at any of these stages. 

A disciplinary action remains in an employee's file for 12 months if no further disciplines occur, after which it is removed and is no longer active. Violations of standards of conduct are cumulative; a second (2nd) violation, even though it may be a different misconduct, is considered a second (2nd) offense if it occurs within 12 months of the first (1st) violation. 

Employees at the Administrative Director level and above (job classes 01, 02, 03, 23) have special responsibilities and progressive discipline does not apply to them. 

Learn more about the Progressive Discipline Policy

Loyola University Chicago encourages employees to work toward excellence and efficiency in job performance. Therefore, the University expects employees to meet responsibilities below, and failure to do so may result in disciplinary action.

  1. Fulfill all responsibilities and service expectations of the job as contained in the Job Description and/or as further defined in work instructions given by the Supervisor.
  2. Carry out reasonable requests and instructions of the Supervisor.
  3. Observe all published health, safety, fire prevention, and security rules.
  4. Immediately report injuries or accidents.
  5. Maintain professional conduct by treating every person with respect and courtesy. Refrain from use of profane and abusive language, loud and disruptive behavior, and any action which may demean any person.
  6. Report for work at the scheduled time. Absence for private business is allowed only by prior arrangement. Chronic absenteeism or tardiness will result in disciplinary action and, if improvement does not occur, may lead to termination.
  7. Immediately report all absences to the Supervisor.
  8. All Loyola University Chicago employees are required to wear their employee Campus Card ID while on work premises.

Note: These guidelines are not meant to be exhaustive but are merely general requirements of a safe and efficient workplace.

Rules of Conduct
To provide a safe, equitable, and pleasant working environment for all Loyola employees, rules for productive work and on the job behavior have been established. The examples listed in this Employee Staff Handbook do not replace sound judgment, common courtesy, or common-sense behavior. 

Employees at the Administrative Director level and above (in job classes 01, 02, 03, 23) have special responsibilities that cannot be simplified into a list of rule violations. Consequently, Loyola may discipline or terminate these employees for any improprieties or deficiencies in the exercise of their responsibilities. 

The following actions are clearly serious and any one of which may result in suspension or immediate termination for the first offense:

  • Possess, use, copy, or read University materials (i.e., records) without authorization or divulge confidential information concerning any employee, patron, student, or patient.
  • Falsify employment applications, forms, Timecards, or other University materials (i.e., records).
  • Steal, intentionally damage, or misuse University or another person's property.
  • Commit or threaten to commit injury.
  • Insolence or insubordination.
  • Possess deadly weapons or explosives on University grounds.
  • Possess or use intoxicants, narcotics, cannabis, or controlled substances during employment or on University grounds on an unlawful or unauthorized basis.
  • Violate University policy regarding racial, sexual, or other forms of harassment.
  • Sleep, doze or be unresponsive while on duty.
  • Smoking is prohibited in all University owned buildings, and no one may smoke within 15 feet of any entrance to a building designated as a nonsmoking building. (Revised 5/4/07)
  • Intentionally damage, waste, or misuse University equipment and supplies.
  • Interfere with the performance of another employee.
  • Violate the University’s solicitation and distribution policy.
  • Violate established departmental and University policies and procedures.
  • Create, on any campus, a serious threat to the safety and health of Employees, Students, or Visitors.
  • Commit fraud or bribery or be convicted of a felony.
  • Be chronically absent or tardy.
  • Not comply with the policies established for the security of Loyola University Chicago’s protected and sensitive data.
  • May not use access to University electronic resources in a way that implies that the University is actually or implicitly espousing a particular view, or endorsing any person, organization, product, service or belief; similarly, they may not use the name, logos, facilities or resources of the University for any private, commercial or similar purposes, or to participate in or intervene in (including the publishing or distribution of statements) any political campaign on behalf of, or in opposition to, any candidate for public office. All University policies must be adhered to, with special attention to the Staff HandbookFaculty Handbook, and the ITS Rights and Responsibilities When Using Electronic University Resources Policy
  • Improper use of social media as outlined in the University Marketing and Communication Social Media Policy

This list is not exhaustive and other types of action may lead to suspension or termination. 

Complaint Procedure
A complaint is any concern that directly and substantially affects a person's employment at the University. For example, issues of working conditions, benefits, pay, promotions, transfers, or work-related problems with a Supervisor or fellow employee may be subjects for a formal complaint. However, purely interpersonal conflicts with fellow workers or questions about the standard operating procedures of various Departments are not usually subject to the complaint procedure. 

If a problem arises, an employee should usually try to resolve it with the Supervisor and Department Director, and, if needed, gain the assistance of their Human Resources Manager. On an informal basis, the Employee Assistance Program is also available. 

Note: For complaints specifically regarding discrimination and/or sexual misconduct, reporting may be filed online for the Office for Equity & Compliance to resolve alleged violations of Loyola University Chicago's Comprehensive Policy.  

Except in truly extraordinary circumstances, a formal complaint should be initiated no later than 10 working days from the event giving rise to the complaint or from the date such event becomes known (or should have become known) to the employee. The responsibility for pursuing a complaint rests with the employee. An employee who does not meet the written filing requirements of the Complaint Procedure is considered to be satisfied. 

Depending upon the complexity of the complaint, a written decision is sent to the employee by Human Resources as soon as possible. After receiving this decision, an employee who remains dissatisfied has 10 working days to file a written appeal to the Vice President of Human Resources. A final decision, in writing, will be sent to the employee from the Vice President of Human Resources as soon as practicable. 

Revised: 10/26/16, 2/13/17, 10/12/21, 6/2/23, 2/28/24