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Employee Guide


Welcome

Welcome to Vanderbilt University Medical Center TempForce (TempForce). TempForce was created to connect diverse and skilled temporary talent to departments across the Medical Center. And now you are part of that work force.

As a member of TempForce, you inherit a tradition of excellence and the opportunity to contribute to the Vanderbilt University Medical Center, one of the nation’s longest serving and most prestigious academic medical centers. . We have the opportunity to market your skills throughout the VUMC community.

You are now a valued member of a team of more than 20,000 faculty and staff members who are dedicated to providing the highest quality education, research, and health care in the nation. You play an important role in helping VUMC accomplish this goal. We welcome you to our community.

Beginning Employment

This guide will help you become more familiar with VUMC and the roles and responsibilities of those who have invested their careers here. The TempForce Employee Guide summarizes our policies, procedures and programs. Because the information outlined will be a source of guidance to you in your day-to-day work life, refer to this guide often. Please contact the TempForce staff whenever you have any general questions or concerns For specific questions regarding an assignment, contact your recruiter.

Personnel File Information

TempForce maintains your personnel file, which contains payroll forms and correspondence regarding your employment relationship with VUMC. It is important to keep your file up-to-date in C2HR. Please report immediately to the TempForce office any changes to your:

  • Name
  • Address
  • Emergency contact
  • Tax withholding allowances
  • Immigration status
  • Paycheck distribution

VUMC ID Cards

TempForce staff will send an identification authorization form to the Medical Center Card Office after you complete orientation. The VUMC ID Card must be worn whenever you are on assignment, including the following occasions: 

  • All times at the Medical Center
  • To pick up paychecks

How to Obtain Your TempForce VUMC ID Card

  • We will send your VUMC Card Authorization Form to the Medical Center Card Office once you complete orientation. You can go directly to the Medical Center Card Office at Medical Center North, D-2107 after orientation to have your picture taken and to pick up your ID card.
  • You will need to present a photo ID (example: Driver's License) to the card office.
  • The Vanderbilt Medical Center Card Office telephone number is 615.936.3350. Click here to see Vanderbilt Medical Center Card Services office hours.
  • Note: Replacement ID cards cost $15.
  • VUMC ID Cards must be returned to the TempForce office upon termination of employment.

Employee Health Evaluations

A health evaluation is required for all TempForce employees within two weeks of employment. The new employee evaluation is performed by the Occupational Health Clinic to ensure you have the appropriate immunizations and screenings.

If you cannot schedule your appointment outside of your regularly scheduled work hours, discuss the change in your schedule with your assignment supervisor.

Bring to your appointment all records of previous immunizations, laboratory results of any immunity test (chicken pox, measles, rubella) you may have had previously, and TB skin test results. Review  Vanderbilt's health screening and immunization requirements

You will be instructed in your pre-employment onboarding letter on where to go and how to obtain your immunizations or upload your records to Occupational Health.

Occupational Health is located in 640 Medical Arts Building, Suite 640. The telephone number is 615.936.0955.

You can also visit the VUMC Belle Meade Walk-in Clinic or attend a VUMC All Aboard Event.

There is no charge for office visits and most routine immunizations are considered as free of charge. Appointments are not needed for health problems that are work related.

Parking

TempForce Parking

Parking registration is required of all employees who park vehicles on the VUMC campus. TempForce Medical Center staff can register their vehicles at the Parking Permit Office, located in East Garage, level G, on Medical Center Drive (across from the Hospital). Parking lot spaces and garage spaces are distributed by availability and your assignment.

You will need the following information to register:

  • Vehicle Registration
  • I.D. Badge
  • $5 deposit for Access Gate Card (cash, check, credit card)

For parking rules and regulations click here.

All TempForce staff will be issued a parking permit. Passes are $20 monthly and must be renewed at the East Garage Parking Office. The Parking Office will provide maps, shuttle schedules and other information about acceptable lots and the permit. You will receive instructions on obtaining parking permits in your Orientation.

A free parking lot, Lot 127, is open for all employees and is located next to Greer Stadium. Those parking in any surface lot, including Lot 127, are provided with FREE  shuttle service to and from the Medical Center. Shuttle service for Lot 127 is provided on the Chestnut Route. Please see the shuttle page for more information regarding the shuttles.

For the location of Lot 127 please click  here.

Crystal Terrace Occupants

If you are an occupant of Crystal Terrace, you have the option to purchase a parking permit for the N LOT with authorization from your department. For information on your permit, click here.

Accepting an Assignment

Accepting an assignment means that you have agreed to report to a designated department at a specific time and complete the assigned work to the best of your ability.

For each assignment your TempForce recruiter will explain:

  • Scheduled work hours and days
  • Department name and location
  • Name and telephone number of the supervisor to whom you will report
  • Department dress code guidelines
  • Center number –the center number is different for each assignment and must be written on your timesheet

Please alert the TempForce office immediately if you are unable to honor your commitment to work or if a problem arises while on assignment.

If a department calls you directly, please call the TempForce office. We will contact the department, take the order, and confirm the assignment with you.

Contact with TempForce

It is the employee's responsibility to maintain contact with his or her TempForce supervisor regarding availability for assignments and work schedules. Please call our office to confirm availability, terminate employment, or to report a change in work schedule.

Call TempForce when:

  • You cannot report to your assignment as scheduled. Failure to notify TempForce is cause for termination. Call us as soon as you know you'll be late or absent. You must also present a doctor's excuse for any absence of 3 days or more.
  • You complete your present assignment and are available for your next assignment. If you fail to call we will assume you are not available for further assignments.
  • Your assigned department asks you to stay on longer than you were originally assigned.
  • Your assignment is significantly different than what the recruiter described.
  • You are offered a regular job.
  • You experience a problem on the job.
  • You are injured on the job.
  • You change your home address and/or telephone number. Your home phone number is our main link with you.
  • Call us any time you have question concerning your role as a TempForce employee. Consider your TempForce recruiter to be your partner and your best resource for information.

VUMC Policies

Confidentiality

Preservation of confidentiality is one of the most important responsibilities of all VUMC staff. Confidentiality of information and materials concerning staff, faculty, students, patients, and patients' families at the Medical Center must be maintained at all times.

Sexual Harassment

The well-being of our staff is an important concern at VUMC. VUMC strives to provide an environment of trust, respect, and recognition of the personal dignity of each individual. As such, VUMC will not tolerate the sexual harassment of any individual.

According to the "what you need to know about sexual harassment" brochure you received during orientation sexual harassment is defined as any unwanted, unsolicited, or undesired attention of a sexual nature.

Sexual harassment can fall into several different categories including:

  • Gender harassment
  • Seductive behavior
  • Sexual Solicitations
  • Coercion of sexual activity by threat of punishment
  • Sexual assault and rape

If you believe you have experienced sexual harassment first seek assistance by calling TempForce. The Employee Relations representative for all TempForce employees is Novonda Lilly, 615.343.4043. If the issue is not resolved you may then contact Employee and Labor Relations at 615.343.4759 or employeerelations.vumc@vanderbilt.edu.

To report criminal activity contact Campus Police at 615.322.2745.

Additional information about sexual harassment can be found at https://hr.mc.vanderbilt.edu/employee-relations/index.php

Drug-Free Work Force

Your conduct on the job affects the service provided to one another, our students and our patients. If you use alcohol or drugs while at work, or if you come to work impaired, your ability to perform your job is diminished and you may endanger your safety as well as the safety of others.

VUMC's drug-free policy prohibits the unlawful manufacture, distribution, dispensation, possession or use of a controlled substance or alcohol by a faculty or staff member. If this policy is violated, disciplinary action up to and including termination will be necessary. If you are convicted of any drug-related criminal violation on VUMC premises or while conducting VUMC business off the premises, you must notify TempForce no later than five days following the conviction.

Smoking Policy

Pursuant to the Non-Smoker Protection Act, Tennessee Code Annotated § 39-17-1801-1810, smoking is prohibited in enclosed areas of company property, including but not limited to, cafeterias, employee lounges, hallways, meeting rooms, offices, restrooms, and company vehicles (unless occupied solely by the operator). Smoking may take place only in designated unenclosed areas. Any violation of this provision may result in disciplinary action, up to and including termination.

Attendance

If you are late or unable to come to work, you must call your assignment supervisor and the TempForce office staff immediately. At the beginning of your assignment, check with your assignment supervisor to determine appropriate guidelines for calling in if you are unable to report to work.

Appearance

Because the VUMC dress code varies from department to department, please consult the TempForce office staff regarding the appropriate dress for each assignment.

Breaks & Meal Times

Breaks are considered time off with pay. In a normal eight-hour day, you may be allowed a 15-minute break during the first half of the work day and another 15-minute break during the second half. If the work load does not permit a normal rest break, the supervisor may suspend this privilege. Break time cannot be used toward time off, to compensate for tardiness, to leave early, or to extend meal periods. TempForce employees are expected to follow departmental break policies as explained by each assignment supervisor.

Meal time is considered time off without pay and its length will be explained by the supervisor. Provisions for eating lunch should be discussed with your supervisor. If you work a six-hour shift, you are required to take at least a 1/2 hour meal break.

Overtime

You may occasionally be asked by the department supervisor to work over 40 hours per week. The pay is one and one half times the regular hourly rate for hours worked in excess of 40 hours per week (from Sunday through the following Saturday) and is based on a seven-day week, not on a two-week work period. Do not stay late, arrive earlier than scheduled or cut meal breaks short without prior approval from your supervisor. Always obtain your supervisor’s approval prior to working overtime.

Telephone & Internet Policy

Telephone courtesy is important for customer relations both within the VUMC community as well as with VUMC's external customers. If your assignment includes phone responsibilities, you should answer the phone promptly, identifying both yourself and the office in which you are working. Please be pleasant and tactful, and take clear and complete messages.

For assignments requiring specific telephone skills, the TempForce staff will provide an orientation and if necessary, telephone training to familiarize new employees with the VUMC telephone system. The Voice Services website contains basic instructions and information on the VUMC telephone system. 

Personal Calls
All incoming personal calls are restricted to emergencies only. Outgoing personal calls should be placed during breaks and meal periods and from phones and locations which will not interfere with office routine and business priorities. The TempForce office will only forward emergency calls to you. Please keep personal calls to a minimum. Cell phones must be turned off while you are working. Refrain from using your cell phone when you are on an assignment. You may check your messages during your scheduled break or meal time.

Internet Policy
The Internet is a powerful tool for accessing, distributing and communicating information not only within VUMC, but also nationally and globally. Staff access to the Internet is provided to enhance the mission and goals of VUMC. This technology gives individuals the ability to access and receive information from remote sources.

Staff members must follow appropriate usage guidelines when using:

  • the Internet via VUMC's Internet connection
  • VUMC's internal networks [intranet system]
  • VUMC-owned computer equipment.

This policy applies to the use of all VUMC computing resources, including computer data networks and the resources they make available, as well as stand-alone computers that are owned and/or administered by VUMC. Computer privileges are granted with the understanding that VUMC computing resources will be used for VUMC purposes.

Faculty, staff, and students may access and use these resources only for purposes related to their studies, their responsibilities for providing instruction, the discharge of their duties as employees, their official business within VUMC, and other VUMC-sanctioned activities. Incidental personal use for noncommercial purposes may also be appropriate.

The use of VUMC computing resources for commercial purposes is permitted only with the approval of appropriate Medical Center officials and when in accord with other VUMC policies, including conflict of interest policies. System administrators at VUMC may publish more restrictive policies respecting use of particular computer systems. Users must also observe those polices where applicable.

Violations of this policy may be grounds for discipline. Discipline may include loss of computing privileges or other sanctions as provided by disciplinary provisions applicable to students, faculty or staff. In addition, Tennessee and federal law provide for civil and criminal penalties for violations of the law by means of computer use. Examples of unlawful actions include defamatory remarks, destruction of data or equipment belonging to the Medical Center or to others, unauthorized copying of copyrighted material, and the transportation of obscene materials across state lines.

Misconduct that Warrants Immediate Discharge

Actions that involve dishonesty, violation of the law, or material risks to VUMC operations or to the safety or well-being of oneself or others are grounds for immediate termination of employment. Examples include, but are not limited to:

  • Unauthorized removal or destruction of property belonging to others, including VUMC, co-workers, or customers - and including discarded, excess, or found property
  • Unauthorized use of VUMC resources for personal gain
  • Possessing an unauthorized weapon on VUMC time or premises
  • Threatening or hitting another person on VUMC time or premises
  • Refusing to obey a direct instruction from a supervisor
  • Dishonesty or falsification of VUMC records, including employment applications and time records
  • Unauthorized absence from the worksite that is not accurately reflected on time records
  • Conviction of a crime involving dishonesty, violence, or other behavior that impairs suitability for employment
  • Failure to report a criminal conviction to one's supervisor within five days of conviction
  • Illicit use, possession, distribution of drugs or alcohol on VUMC time or premises
  • Gross negligence or violation of safety rules that may result in significant injury or loss
  • Sleeping on the job
  • Absence of three consecutive workdays without authorization
  • Major or repeated violation of the VUMC's harassment policies
  • Failure to respond to official on-call responsibilities
  • Disclosing information the VUMC considers confidential
  • Unauthorized use of VUMC phones for long distance calls

Extension/Early Termination of the Assignment

Your department supervisor may request that a job assignment be extended or end earlier than originally scheduled. As our customers, departments reserve the right to alter the assignment to meet their operating requirements.

Employment Laws

Unemployment Insurance  
Tennessee's Employment Security laws and regulations apply to all TempForce employees.

Social Security  
VUMC shares the cost of this benefit by matching employee contributions. Claims should be filed with the local Social Security office.

Workers' Compensation  
The Worker's Compensation laws of Tennessee protect all TempForce employees. This benefit covers all accidental injuries and occupational diseases that arise out of and occur in the course of employment at VUMC. (Participation in voluntary recreational activities is not considered to be within the course of employment.)

Performance Evaluations

TempForce will call your assigned department the first morning of your assignment to be sure you have arrived and are meeting the department's requirements.

Follow-up calls are also made on a regular basis to monitor your performance.

Periodically, TempForce will mail a performance evaluation to the assignment supervisor. You are evaluated on:

  • appropriate attire
  • attendance/punctuality
  • quality and quantity of work
  • cooperation
  • initiative
  • communication skills
  • adaptability

We will share with you evaluations that reflect exceptional job performance. TempForce staff will discuss with you any evaluations that indicate specific problems or deficiencies so those issues can be resolved. Information gathered on performance evaluations become part of your employee file and will be considered in future placement decisions.

TempForce Timesheet/Payroll Schedule

Availability for Assignments

When you know the end date of your assignment, please call the TempForce office to let us know when your assignment will end. This will allow us to consider you for other positions. If you need time off (for vacation, illness, etc.) please notify the TempForce office. Please do not accept an assignment without notifying TempForce of any scheduled vacations or absences that might interfere with the days you are scheduled to work.

Timesheet/Paychecks

VUMC is required to record and pay for hours you actually work. Therefore, it is not appropriate to simply enter the hours in Kronos that you are scheduled to work. You must record your actual times of beginning and ending work, including meal breaks. Your approval in Kronos on your daily time record certifies that the time is accurate. If at any time you think your pay incorrectly reflects your time record, advise the TempForce office immediately at 615.343.1329.

Paychecks are available for pick up at HR Express between 7:30 a.m. and 4:30 p.m. on payday ONLY. All paychecks not picked up by 4:30 p.m. will be mailed.

You must pick up your OWN paychecks, and a pictured ID must be worn or presented when you pick up your timesheet or check.

C2HR

Connect to Human Resources (C2HR) is an enhanced online employee self-service application that allows you to change personal and direct deposit information. Individuals can also review and print their pay stub online. Additional features include viewing job profile and current and historical pay information. To access C2HR, you will need your VUnetID and ePassword. The C2HR website is  https://webapp.mis.vanderbilt.edu/c2hr

Employee Safety

Accidents on the Job

Even in a safe work environment, accidents occasionally happen. When accidents occur that result in property damage or personal injury, let your supervisor know immediately and follow the steps in the sections below.

Property Damage
Accidents that result in property damage should be reported to your supervisor immediately. Intentional or negligent acts that result in the loss or damage of property - including VUMC property, co-workers, customers, or vendors - may result in termination of employment. Failure to report an accident may also result in termination.

Personal Injury
If a staff member is injured on the job or develops an occupational disease, both the staff member and the supervisor must take appropriate action.

What should I do if I am injured at work?

  • Step one: Report it immediately to your supervisor and the TempForce office. You may not be eligible for workers' compensation benefits if the injury or illness is not reported in a timely manner.
  • Step two: Supervisor completes Tennessee First Report of Work Injury and sends it to the VUMC Office of Risk and Insurance Management
  • Step three: Get medical evaluation and treatment at: Occupational Health Clinic (OHC), 640 Medical Arts Building, OR Vanderbilt Emergency Department (ED) for emergency injury/illness or if OHC is closed. Note: If you have a life threatening injury, go immediately to the nearest emergency room.
  • Step four: Ask treatment provider for a Return to Work Statement
  • Step five: Present your Return to Work Statement to TempForce and discuss any work restrictions

Security

The campus police provide 24-hour service every day for the entire VUMC community. The Department of Police and Security enforces parking and traffic regulations and investigates anything that might threaten the security of VUMC. For emergencies, use the blue telephones located throughout VUMC. The security officers are commissioned by the Metropolitan Police Department and have full jurisdiction over the Medical Center.

Escort Service
The Department of Police and Security provides an escort service for VUMC. Individuals are encouraged to walk in groups of two or more and/or use the shuttle service after dark. When this is not possible, the escort service should be used by calling 615.322.8888 from any campus phone.


Perks and Discounts

Visit the Discounts webpage for information on discounts available to VUMC employees. Not all perks are available to temporary employees.

Common VUMC Abbreviations

Departments/Buildings

AA Affirmative Action
HAR Heating, Air Conditioning, and Refrigeration Shop
HR Human Resources
MCE Medical Center East
MCN Medical Center North
OHC Occupational Health Clinic
OR Operating Room
OSHA Occupational Safety and Health Administration
PAF Payroll Action Form
PMF Position Management Form
QA Quality Assurance
R&S Recruitment & Staffing
SAR Self Audit Report
TVC The Vanderbilt Clinic
VAMC Veteran's Administration Medical Center
VAV Village at Vanderbilt
VITA Vanderbilt Institute for the Treatment of Addictions
VPH Vanderbilt Psychiatric Hospital
VPPP Vanderbilt Professional Practice Program
VUMC Vanderbilt University Medical Center

Disclaimer

This guide is not all-inclusive and does not create a contract, implied or expressed, with any VUMC staff. These guidelines are intended to assist in the consistent application of VUMC policies and programs for TempForce employees. VUMC reserves the right to modify this handbook and the policies and procedures contained therein, in whole or in part, at any time. Changes and the development of new or revised policies and procedures will be made from time to time at the discretion of VUMC. When new policies are developed or existing policies modified, VUMC will notify members of the VUMC community as soon as possible. However, where differences occur from the information contained in this handbook, the new policy as reviewed and approved by the VUMC administration will be applicable.


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