Staff Handbook
This handbook contains policy and program information that defines the responsibilities of staff members and the University's commitments to staff. Review the Staff Handbook for complete staff employment policies and procedures.
Questions?
Please email askHR@northwestern.edu or contact your Human Resources Business Partner (hrbp@northwestern.edu) with questions regarding the policies and programs within the Staff Handbook.
Attesting to the Handbook
Upon hire, staff members (including Postdoctoral Fellows, Research Associates, and Faculty Librarians) are required to attest that they have received the Staff Handbook. This confirmation of receipt will be retained by the University. Complete the process in myHR
Summary of Updates for 2025
The following key updates are reflected in the 2025 Staff Handbook; for any questions regarding these updates, please contact your HR Business Partner.
- Joining Northwestern (Page 2.1)
Updated to comply with federal laws regarding anti-discrimination. - Employment Eligibility (Page 2.2)
Updates language related to the Form I-9 employment eligibility verification. - Other Employment Requirements (Page 2.5)
Includes a reference to the Reporting by University Employees of Disclosures Related to Discrimination and Harassment Policy. - Eligibility for Rehire (Page 2.8)
Includes examples of circumstances that may impact eligibility for rehire. - Corrective Action Process (Pages 2.9)
Clarifies the purpose and process of performance management and corrective action. - Resolving Workplace Issues (Page 2.10)
Clarifies that a staff member may work with their HR Business Partner in addition to their supervisor and/or their school/unit regarding workplace concerns. - Reporting Process (Page 2.12)
Includes information from the University's "Report a Concern" web page. - Exit Surveys and Interviews (Page 2.14)
Provides information on the electronic exit survey process when a staff member leaves Northwestern. - Demonstration Policy (Page 3.5)
Provides information related to revisions of Northwestern's Demonstration Policy. - Display and Solicitation Policy (Page 3.9)
Provides information related to revisions of Northwestern's Display and Solicitation Policy. - Workplace Commitment (Pages 4.1)
Updated to align to Northwestern's current policies covered within this section. - Eligibility for FMLA (Page 5.4)
Clarifies that staff members who have resigned their position, whose positions have been eliminated, who are receiving severance pay, or whose term appointments have ended are not eligible for FMLA or Extended Sick Time (EST) beyond their last day. - Returning from FMLA Leave (Page 5.5)
Clarifies if a staff member's FMLA job protection is approaching exhaustion, the staff member may contact the Office of Civil Rights to determine whether additional job protection is an appropriate reasonable accommodation. - Illinois Victims' Economic Security and Safety Act (VESSA) Leave (Page 5.6)
Provides staff members with two weeks of unpaid leave due to a family or household member's death arising from a crime of violence. - Using Personal Floating Holiday Time (Page 6.2)
Outlines that personal floating holiday time for exempt staff members should be recorded in half-day or full-day increments. With manager approval, personal floating holiday time may be recorded in smaller increments of one hour or more, but never less than one hour. - Using Vacation Time (Page 6.5)
Clarifies that requests for vacation time that do not comply with department/unit rules are at the discretion of the supervisor.
Outlines that vacation time for exempt staff members should be recorded in half-day or full-day increments. With manager approval, vacation time may be recorded in smaller increments of one hour or more, but never less than one hour. - Incidental Sick Time (Page 6.6)
Updates definitions and eligibility criteria to be consistent with local ordinances. Updates guidance regarding documentation of absence.
Outlines that Incidental Sick Time for exempt staff members should be recorded in half-day or full-day increments. With manager approval, IST may be recorded in smaller increments of one hour or more, but never less than one hour. - Extended Sick Time (Page 6.6)
Clarifies that staff members who have resigned their position, whose positions have been eliminated, who are receiving severance pay or whose term appointments have ended are not eligible for EST beyond their last day worked.
Further clarifies that a staff member’s job is typically not protected while on EST unless they are also approved for job protection though an FMLA Leave or ADA accommodation. - Paid Sick Leave for Non-Benefits Eligible Staff (Page 6.8)
Provides information regarding the Paid Leave and Paid Sick Time for Non-Benefits Eligible Staff & Student Employees. - Bereavement Absence (Page 6.8)
Includes stepparents as covered family members for Bereavement Absence. - Documentation of Absence (Page 6.9)
Updates guidance regarding documentation of absence.