RecWell Employee Manual

You will be expected to give respect to management in all areas of RecWell. You will be expected to be respectful of RecWell resources. As a staff member, you have access to facilities and equipment within the department. You are expected to only access facilities (rooms and spaces) that pertain to your job scope while on duty. You are expected to only use equipment that you are trained to use within the scope of your position and while on duty. Access to any RecWell facility outside of operating hours should only be done with supervisor permission. Under no circumstances should a RecWell staff member bring a non-staff member into staff spaces or areas otherwise limited to RecWell staff, or into a facility during non-operational hours.

Any occurrences of disrespect in the spirit of this policy could result in disciplinary action.

Every employee is expected to present a clean, well-groomed appearance. Many units provide staff members with a shirt or other uniform items relating to the position. Wear your staff uniform as listed in your unit's training manual.

Your appearance represents the department of Recreation and Wellness, Student Affairs and the University of North Florida; therefore, employees observed wearing their uniform (or any other apparel that represents RecWell) at events or places that reflect poorly on the department will result in disciplinary action.

As an employee of the Department of Recreation and Wellness, you are not allowed at any time to possess any drugs, alcohol, or tobacco while you are at work. Nor are you allowed to be under the influence of any drugs, alcohol, or tobacco while you are at work.

Note: being "under the influence" also includes being hungover. Being under the influence of any of these while at work is unsafe and you will not be able to perform your best. If you are caught with any of these, you will be sent home and disciplinary action will follow. Violation of this policy is grounds for termination.

The use of University property or equipment for personal reasons is not appropriate. This include the use of University computers unrelated to University business; the use of University copiers, fax machines, postage service etc. for personal items; the use of tools, furniture, or any other University facilities or equipment for purposes unrelated to business necessity. Inappropriate use of University property may result in disciplinary action.

Uniform & Key:

• If you are issued a UNF Intelikey, you are responsible for the key. If it is lost, stolen, or if you do not return it upon completion of your employment, your final paycheck may be withheld.
• If your unit issues staff uniforms, you will be required to turn it in upon completion of your employment.

The University of North Florida does not discriminate on the basis of sex in the University's education programs and activities, and the University is required by Title IX and its implementing federal regulations to not discriminate on that basis. The requirement not to discriminate also extends to admissions and employment. Inquiries about the application of Title IX and its implementing federal regulations may be referred to the University's Title IX Coordinator, the Assistant Secretary for Civil Rights for the U.S. Department of Education, or both.

To ensure compliance with Title IX of the Education Amendments of 1972, 20 U.S.C. Sec. 1681, et seq., and subsequent regulations, and its implementation of regulation at 34 C.F.R. Part 106 (http://www2.ed.gov/policy/rights/reg/ocr/edlite-34cfr106.html), the President of the University has authorized the Title IX Coordinator as the primary contact. She is responsible for developing, adopting and/or assuring the dissemination of the University's nondiscrimination policy and for making the policy available to the University community. In addition, the Senior Associate Director of Athletics/Senior Women's Administrator will make the policy available to student-athletes as required to be in compliance with NCAA regulations. The Office of Human Resources distributes the policy to faculty, staff, the University community and the public.

REPORTING: Any RecWell staff member (part-time, student, professional staff) who believes that they have been subjected to discrimination, discriminatory harassment, retaliation, or sexual misconduct may seek guidance, counseling and/or file a complaint by contacting EOI and Title IX Coordinator, located at Building One, J.J. Daniel Hall, Suite 1201, 1 UNF Drive, Jacksonville, Florida 32224-7699, or call (904) 620-2507 or via 711 Florida Relay for persons who are deaf or hard of hearing or those with speech impairments and/or limitations. Chain of command reporting does not apply to these instances.

The University of North Florida is committed to providing all members of the University community, including students, faculty, staff, vendors, visitors, or others, an environment where they can work, study, and interact with each other free from any form of sexual misconduct.

For the purposes of this regulation, sexual misconduct is defined as unwelcome sexual advances, requests for sexual favors, or other verbal (including written and electronic communications) or physical conduct of a sexual nature from any person when:

1. Submission to such conduct or request is made either explicitly or implicitly a term or condition of a student's status in a course, program, or activity; or of academic achievement;
2. Submission to such conduct or request is made either explicitly or implicitly a term or condition of an individual's employment, salary increase, position advancement, or other employment-related benefits;
3. Submission to or rejection of such conduct or request by an individual is used as the basis for an academic decision or employment decision affecting such individuals;
4. Such conduct is sufficiently serious (i.e., severe, persistent or pervasive) to deny or limit a student's ability to participate in or benefit from the University's educational programs or activities or such conduct is sufficiently severe or pervasive so as to alter the conditions of, or have the purpose and effect of substantially interfering with, a faculty or staff member's employment by creating an intimidating, hostile or offensive working environment.

In determining whether alleged conduct constitutes sexual misconduct in violation of this regulation, the conduct will be evaluated from the perspective of a reasonable person in the alleged victim's position considering the totality of the circumstances, such as the nature of the alleged conduct and the context in which the alleged conduct occurred. Accordingly, consideration will be given to free speech and academic freedom within an academic context. For example, expression that is intended to facilitate discourse or debate in a classroom setting or open debate forum may be considered appropriate, but similar expression in the workplace may be unwelcome and inappropriate in the context of communications between employees.

All members of the University community are responsible for ensuring that their conduct does not sexually harass any other member of the University community. This same responsibility extends to, vendors, contractors (including the employees of third parties), visitors, or others on the University's campus or at any University sponsored or University related function or activity.

REPORTING POSSIBLE HARASSMENT: Any RecWell staff member (part-time, student, professional staff) that may have observed or experienced sexual misconduct in the workplace may seek guidance, counseling and/or file a complaint by contacting EOI and Title IX Coordinator, located at Building One, J.J. Daniel Hall, Suite 1201, 1 UNF Drive, Jacksonville, Florida 32224-7699, or call (904) 620-2507 or via 711 Florida Relay for persons who are deaf or hard of hearing or those with speech impairments and/or limitations. Chain of command reporting does not apply to these instances.

Human Resources has guidance for what to do if a student, faculty, or staff member is experiencing symptoms or has possibly been exposed to someone with COVID-19.  RecWell supervisors and staff are expected to self-orient to the information on their page.  These online resources include:

• Human Resources main page on COVID-19 for the campus community
• Self screening guidance page

It is important for staff members to self-report online to allow for proper contact-tracing and follow-up care.

If an employee is injured during their working hours, they may qualify for worker's compensation. If this happens to you:

• An incident report documenting the injury needs to be completed by a staff member
• The injury should be reported to your immediate supervisor as soon as possible.
• If the injury requires immediate emergency medical treatment, follow the Emergency Response Plan procedures for your area, which will include calling 911. This is our notification to University Police for EMS. You may be transported to the nearest medical facility. Once your supervisor is informed of the incident, they will call the worker's compensation organization to report the incident.

Refer to the university's human resources website for worker's compensation information and directions.

An additional form called "Report an Accident" also needs to be completed. Speak to your supervisor about this.

Submit your work hours by logging into your MyWings account. Once you've opened your time sheet, you will submit how many hours you worked on the given day that you worked.

Each unit has a unique method for clocking in/out for shifts. Specific policies will be addressed in your unit's employee manual.

Department policy is to submit your time sheet(s) by Friday at 10 AM every other week. Failure to meet this deadline may result in a delay in your pay.

Falsely submitting time on your time sheet will result in disciplinary action and is grounds for termination.

Recreation and Wellness employees must be First Aid/CPR/AED certified in order to be able to work. The department will provide opportunities at the beginning of each semesters for certification. Certification classes are a combination of online learning on your own and on-site learning that includes skills and testing. Semester training for employees will be posted on our training website.

All RecWell employees are subject to the following discipline policies. Disciplinary actions will be handled by the professional staff. RecWell uses a "three-strike" policy. Each incident will be discussed with the employee in private and kept strictly confidential.

Strike One

The first strike will result in written documentation, verbal warning/acknowledgment and a meeting with the supervisor. This documentation will be placed in the employee's personal file. All first strike offenses are subject to discipline which may include dismissal.

Strike Two

The second strike will result in a written warning, possible suspension of shifts and/or probation. The documentation will be placed in the employee's personal file. All second strike offenses are subject to discipline which may include dismissal.

Strike Three

The third strike will result in a written suspension notice. If this occurs, you will be asked to leave work until further notice.

Inappropriate Behavior: grounds for discipline, up to dismissal:

• Prejudicial/discriminatory behavior; harassment of any kind
• Failure to enforce policies
• No shows (work shift, staff meeting, & training)
• Not informing a supervisor of a substitute need and leaving a shift uncovered
• Unexcused absence from work
• Persistent tardiness
• Missing a mandatory meeting without prior notification to a supervisor
• Poor attitude
• Failure to provide adequate surveillance of users
• Creating a disruption to staff unity and morale
• Failure to provide a safe environment
• Your unit may include additional grounds.

Grounds for Immediate Dismissal

• Theft
• Vandalism
• Intoxication
• Use of alcohol, or illicit drugs while on duty
• Insubordination
• Trespassing
• Disrespectful conduct toward your direct management team or any other area of the RecWell Department
• Sleeping while on duty (head on desk is considered sleeping)
• Recording false information on the time sheet or time card
• Charged or conviction of a student conduct violation
• Other as deemed necessary by management; your unit may include additional grounds.

Employee Expectations

Demonstrate personal responsibility through:

• Being on time to your shift, dressed appropriately in the assigned staff uniform.
• Following your unit's "time card" procedures each shift and submitting your MyWings timesheet by the due-date.

Demonstrate time management, communication, and organizational skills through:

• Attending scheduled staff meetings and training sessions.
• Taking responsibility for your assigned shifts and following your unit's policy for covering shifts.
• Reading emails from your supervisor and responding (if necessary) in a timely manner.

Demonstrate your professionalism by:

• Following the rules (employee policies). To follow them, you need to know them. If you know what to do and you don't do it, you are in the wrong. Take responsibility when you are called out and show that you can change and do better.
• Knowing your job (procedures). Performance counts. Make a mistake once and learn from it. Repeat mistakes are evidence of ignorance and carelessness and staff discipline actions may be taken.
• Using positive language (no profanity) and discussion in the workplace (avoid negative talk about work or co-workers; avoid controversial topics).
• Be a team player. Be courteous, respectful, and have an overall positive attitude with your staff team.

Your job specific training will be completed with your unit supervisor and staff team. Job specific training varies per staff team and typically includes information specific to your job such as learning standard operating procedures. Additional trainings may also be required such as golf cart safety training for staff teams with access to golf carts.

As an employee of RecWell, one of your job responsibilities is to be ready to respond to an emergency in accordance with department procedures. The purpose of this Emergency Readiness Training is to inform and educate you on the knowledge and skills necessary to be ready to respond to an emergency during your shift. After reviewing this information, you will be able to:

• First Aid/CPR
  • Understand the requirements of RecWell employees
  • Know the importance of learning the locations of your department’s first aid and AED equipment
   
• Incident Reports
  • Know how to, when to, and why it is necessary to complete an incident report
  • Who to submit the incident report to
  • Know the location of your department’s incident report form
   
• Emergency Response Plan
  • Understand the ERP process from recognizing there is a problem through completing the incident report
  • Know where your department’s chain of command phone list is posted and when it is required to call your supervisor
  • Know how to handle media inquiries

Requirements of RecWell Employees

RecWell employees are required to be currently certified in CPR/AED and First Aid.  

For your convenience, CPR/AED/First Aid classes are scheduled each semester for RecWell employees. These classes are offered free of charge and your participation is paid time. Consider it an assigned shift once you sign up.  

To sign-up for a class, see your supervisor and refer to the Recwell Training website for current offerings.  Certification classes are generally scheduled within the first 8 weeks of each semester.   

If you need to be certified but you are unable to attend any of the classes listed, you must enroll in a class held elsewhere. Other places that offer classes are: Health Promotions and the American Red Cross.  It is your responsibility to register for these classes. If taking one of the Red Cross courses, you will need to pay a registration fee. RecWell staff members unable to attend scheduled staff training can participate in the Health Promotion class for free with manager approval.  

About two weeks after you complete your training, your certification will be available. Certificates are sent out in digital format directly to your email address provided during training. Any questions about RecWell CPR/AED and First-Aid certification training can be addressed to Heather Kite at hkite@unf.edu.  

Location of your Department’s First-Aid and AED Equipment 

Each unit has red folder titled EAP Reference Manual. This details supplies available and specific emergency response plans. Your supervisor will include this in your position training. The Student Wellness Complex Manual includes all safety information that the different facility staff teams need to know. 

Access to emergency equipment like first aid supplies and an AED is critical. Your department should, at minimum, have an AED and First-Aid kit available to staff members for use in an emergency.   

Each staff member should know where this equipment is located and the procedure is for reporting damaged equipment or low supplies.

RecWell staff certified in first aid, CPR/AED will refer to these considerations provided by the Red Cross for lay rescuers.

Guidance for those responding to an Emergency with an unresponsive person with presumed or confirmed COVID-19:

1. When assessing for normal breathing, look for breathing but not listen or feel for the victim’s breathing, as this will minimize potential exposure.  Note that the responding RecWell staff member should already be wearing a face mask & gloves at the time of making contact with the victim.
2. Disposable face masks will be added to RecWell first aid / response kits. Place a face mask or face covering over the mouth and nose of the victim.
3. For adult victims except those due to known causes of hypoxia (drowning, overdose), use compression-only CPR until emergency personnel arrive. Note: Compression-only CPR saves lives compared to no CPR. This shortvideoshows compression-only (or hands-only) CPR. 
4. If you are unable or unwilling to provide rescue breathing with CPR, compression-only CPR should be initiated.
5. Use an AED. RecWell facilities and program areas have AEDs. PPE (gloves) are available in area first aid kits (boxes) as well as in the AED pouch attached to each AED.    

Guidance for those providing care to someone who is experiencing a seizure, heart attack, stroke, who has a burn, wound, illness, difficult breathing is severely bleeding and is presumed or confirmed COVID-19:

• Care does not different from persons without COVID-19
• Have the sick person place a cloth face covering over their nose and mouth, and limit contact by staying back at least 6 feet, if the persons condition allows for this. 
• RecWell responding staff should be wearing a face mask and gloves as minimal PPE. 
• After providing care, remove and dispose of PPE. Blood-soaked gloves and materials should be disposed of in the red biohazard marked container. Materials not blood-soaked can be disposed of in regular trash.
• After removing PPE, perform hand hygiene

An incident report is a document that records an incident, care provided and by whom, and the victim’s information, etc. It is an important historical document of the incident that occurred. It can be requested and used as a legal document if an investigation is opened regarding an incident. All staff members should know the below information about incident reports.

How to complete an incident report:

Review your unit's red folder for a sample incident report and the reporting process. The reporting process chart includes information about worker's compensation if the injury is to an employee while on the job.

When to complete an incident report:

Any time care is given, an incident report should be completed.  To ensure the most accurate information is recorded, an incident report should be completed at the time the incident occurs as long as it does not interfere with care of the victim.

Who the incident report should be turned in to:

The completed incident report should be turned in to your direct supervisor.  Ultimately, the Director of RecWell and the office of Environmental Health and Safety are sent incident reports for RecWell.

Why it is necessary to complete an incident report:

An incident report is a record of the incident with many important details and, as referenced above, can serve as a legal document.

Where department incident report forms are located:

Each department should have a file location of blank incident reports that all staff can access quickly in the event of an emergency care situation. Learn where you department forms are located.  

An additional form, called Report an Accident, needs to be filled out for any incident that occurs to a RecWell employee during their working hours. This form is related to filing for worker’s comp. This should be kept with or near your unit’s incident report forms.

Considerations for non-injury incidents:

It may also be necessary to document other incidents such as customer service, misconduct, or non-injury related incidents that need to be communicated to the chain of command. This form may be used; some staff teams may have another form to document non-injury incidents and this would be part of your unit-training. For example, a staff response to a misconduct issue may require a phone call to UPD and this should be documented.

Understanding the ERP

Each unit has an ERP Reference Manual for their area. This manual includes the location of first aid and safety supplies for your area, in addition to specific chain of command and Emergency Action Plans.  This manual should be part of your training for your job. Review the Emergency Action Plan flow chart provided.  Talk through at least one of each scenario:

• A scenario that involves 911 being called  
• A scenario that involves an incident report to be written, but is not so severe that 911 needs to be called.

Chain of Command

Each department has a chain of command phone list that shows the order of supervisors that should be contacted in the event of an emergency. The phone list should be centrally located and accessible to all staff members in the event of an emergency. Each staff member should know:

• Where this phone list is located 
• Why your supervisor needs to be called 
• When to call them 

Why:  Supervisors need to be informed of emergencies that occur when they are not present.  Discuss the conditions that your supervisor expects to be called.  For example:  Does your supervisor expect to be notified if a non-emergency first aid incident happens while they are not there?

When:  Discuss the conditions that your supervisor expects to be called.  For example, all areas share this standard: If 911/UPD is called for an emergency in your area, the chain of command must be called.

Note: These numbers are for internal use.  Personal cell or home phone numbers should never be given to a non-RecWell person without permission. 

How to Respond to Media

Sometimes incidents draw local media attention. RecWell staff members are not authorized to make comments to any media (including campus media like the Spinnaker). Report media inquiries to your chain of command and inform all reporters that requests must go through UNF Media Relations at communications@unf.edu or directly to Amanda Ennis, media relations coordinator, at amanda.ennis@unf.edu. 

While you may work your full college career in RecWell and never be on duty to respond to an emergency, the take-away from this training is to understand that an incident or emergency can happen at any time. Will you be ready?  

This concludes the Emergency Readiness Training portion pertaining to job knowledge.

This information should be reviewed on a regular staff training basis to ensure knowledge retention. The ERP Reference Manual should be part of your staff training for specific emergency procedures for your area.