Human Resources
Procedures
Collective Bargaining Agreements
Service Employees International Union (SEIU), Local 503, Oregon Public Employees Union (OPEU):
- Service Employees International Union (SEIU), Local 503, Oregon Public Employees Union (OPEU) 2022-2026 with Economic Reopener
- List of SEIU Leadership and Stewards
- SEIU Classification Specifications
- IT Defining Competencies
- Oregon Public Universities and SEIU Local 503 Negotiations Website
Association of Professors, Southern Oregon University (APSOU):
Infants and Children
Disability Etiquette
Complaint and Grievance Procedures
The University has a number of policies designed to provide a fair, welcoming, and equitable environment for employees, students, and others. These policies include complaint and grievance procedures to ensure grievances and complaints are addressed in a fair, equitable, and timely manner. These are some of the key policies:
- Fraud/Waste: Students and employees are encouraged to report suspected fraud, waste, or abuse by calling 1-855-375-6776 or submitting an online report through sou.ethicspoint.com. Staff, faculty, and students may also call the Oregon Secretary of State’s fraud, waste, and abuse hotline. Employees who report concerns are protected by state whistle-blower laws. The university retains internal auditor services that report directly to the president and the Board of Trustees.
- Misconduct: The policies entitled Employee Conditions of Service, Code of Student Conduct and Student Grievance, Library Code of Conduct, Intercollegiate Athletics, Prohibited Conduct Relating to Students, Resident Halls Conduct, SEIU Collective Bargaining Agreement Articles 18 and 64, APSOU Collective Bargaining Agreement Article 17, Faculty Grievances Procedures, Faculty Constitution/Bylaws, Ethical Standards in Research, and Administrative Grievances provide guidelines around service expectations and dispute resolution and can be found on the University Policies website.
- Title IX/Equity: The university maintains an Office of Equity Grievance and Title IX that provides a variety of ways to report concerns. The Equal Opportunity, Harassment, and Sexual Misconduct Policy details the University’s commitment to provide an environment free of harassment and discrimination. It details the procedures for filing complaints, supportive measures, reviewing and investigating complaints and hearings for matters involving discrimination, including sexual misconduct and interpersonal violence consistent with Title IX and the Violence Against Women Act (VAWA).
- Protected Leaves, Accommodations, and Accessibility: Human Resources dedicates a website with critical information around protected leaves, reasonable accommodation, campus lactation rooms, gender neutral and single-occupancy restrooms, accessibility on campus, and service animal/emotional support animal frequently asked questions. Disability Resources provides several resources and consultative services to both students and faculty.
- Accessible Technology: The Electronic and Information Technology Accessibility Policy demonstrates the University’s commitment to providing electronic technology in a manner that ensures accessibility for individuals with disabilities and provides a grievance and complaint procedure.
- Conflicts of Interest: SOU defines and prohibits conflicts of interest for its employees through the Oregon Code of Conduct (ORS 244), Conflict of Interest around Consensual Relationships, and Outside Activities and Related Compensation. Under the Board Statement on Ethics and Conflict of Interest, board members are required to declare any actual or potential conflicts of interest.
Employment Law Posters
- Equal Opportunity is the Law
- Employee Rights – Employee Polygraph Protection Act
- Oregon Minimum Wage Rates
- Federal Minimum Wage Rates (PDF)
- Oregon Equal Pay Law
- OSHA – Workplace Safety Poster
- Domestic Violence, Harassment, Sexual Assault or Stalking Protections
- Your Rights under USERRA (PDF)
- Oregon Family Leave Act (OFLA)
- Employee Rights Under the Family and Medical Leave Act FMLA
- Employment of Minors – Link to BOLI
- Employment of Minors – PDF Brochure
- Families First Coronavirus Act Poster
- Workplace Accommodations Notice – Pregnancy Discrimination Act (HB 2341)
Forms
Employment Actions
- Classified Temporary Support Staff Appointment and Extension Request (PDF)
- Employee Personal Data Form (PDF)
- Flexible Work Schedule Agreement – Digital Form
- Notification of Absence from Campus (PDF)
- Outside Activity Disclosure Form (Word)
- Classified Employee Annual Vacation Cash-Out Request Form (PDF)
- Status Change Form (PDF)
- Temporary Unclassified Appointment Request (PDF)
- Voluntary Self-Identification of Disability (PDF)
- Voluntary Self-Identification of Veterans (PDF)
- OUS_Benefits-Accrual_Verification_Form_Fillable_28Feb20
Name Changes
** Employees desiring to change their preferred first name may do so in Workday by following the Change Preferred Name guide.
Past or present SOU employees needing a legal name change must first have an updated Social Security Card reflecting the new legal name. Updating the legal name requires the individual to bring their updated original Social Security Card (showing the new name) to Human Resources. Students must make legal name changes through Raider Student Services.
- Form I-9: This document must be updated with any name change, proving the ability to work in the United States. HR staff will re-certify your Form I-9 completed at the beginning of employment, however, a new one may be required.
- Federal Form W4: Federal tax withholdings may be updated with a name change. Employees can update this at any time in Workday.
- State of Oregon Form W4: State of Oregon withholdings may also be updated with a name change. Employees can update this at any time in Workday.
- IT Account Name Change: If a new email or SOU username is necessary, complete the IT Account Name Change Request Form. Once updated, the Directory and Google accounts will reflect accurately. A manual change to your name in Google profile may be required. For assistance, contact your IT Computing Coordinator.
- PEBB Beneficiary Designation (as appropriate): log into the PEBB member portal to update beneficiary information at any time throughout the year. PEBB beneficiary designations stand for all life insurances offered through PEBB.
- PERS IAP Beneficiary Designation (as appropriate): for employees in the PERS retirement system, consider updating beneficiaries, which only applies to the IAP. Pension account beneficiaries vary by tier and may require a notarized change. Contact PERS for more information.
- ORP or TDI Beneficiary Designation (as appropriate): if in the ORP, rather than PERS, or if you have a Tax Deferred Investment (TDI) go directly to your plan sponsor to update beneficiary information.
- TIAA-CREF: 1-800-842-2888
- Fidelity: 1-800-343-0860
- Corebridge (formerly named Valic): 1-866-283-4892
Contact HR
Churchill Hall 159
1250 Siskiyou Boulevard
Ashland, OR 97520
Email: hrs@sou.edu
Phone: (541) 552-8553
Fax: (541) 552-8505
Hours: Monday-Friday, 8:00 a.m. – 5:00 p.m. [excluding university holidays]
Request an Appointment