University Human Resource Services
Compliance Resources
For Managers and Supervisors
The information on this page will help provide managers and supervisors with the knowledge and resources they need to comply with (1) employment laws and regulations and (2) university requirements as related to these laws and regulations.
Disabilities Act (ADA)
Summary: In compliance with the Americans with Disabilities Act (ADA) of 1990. Features procedure for an individual to request an accommodation to perform a job or participate in an employment-related activity.
- Policy: Employment Accommodations for Persons with Disabilities Under the ADA-Title 1
- Web: ADA at IU
- Form: Reasonable Accommodation (PDF)
Employment of Minors
Summary: Federal child labor rules are established by the Fair Labor Standards Act (FLSA). The rules vary depending upon the age of the young worker and his or her occupation. In addition, Indiana labor laws require IU to obtain an employment and age certification from the minor (issued by the minor's school). That procedure, as well as brief exceptions to restrictions when employing a minor and a list of prohibited occupations are provided in the policy linked below.
- Policy: Employment of Relatives, Students, and Minors
- Poster: Teen Work Hours
Equal Opportunity/Affirmative Action
Summary: Indiana University's statement prohibiting job discrimination.
- Policy: Equal Opportunity/Affirmative Action
- Web: Affirmative Action
- Contact: Campus Affirmative Action office
- Poster: "Equal Employment Opportunity is the Law" (PDF)
Fair Labor Standards Act (FLSA)
Summary: The Fair Labor Standards Act (FLSA) is an employee protection act that establishes minimum wage, overtime pay, equal pay, and recordkeeping laws.
- Policy: See the policy index to locate the policy for a specific employee group. Look for "overtime," "work hours," and "work schedules" topics.
- Web: IU's Legal Compliance training page about Overtime Regulations and the Department of Labor's Reference Guide to the Fair Labor Standards Act (FLSA).
- Posters: "Minimum Wage"
- Training materials: From 2012 FLSA Training (PDF) conducted for the Legal Compliance series. It is a quick reference tool for managers who have attended the training sessions.
Family Medical Leave Act (FMLA)
Summary: The FMLA of 1993 provides an entitlement of up to 12 weeks of job-protected, unpaid leave during a calendar year to eligible, covered employees for (1) birth and care of a child or placement for adoption/foster care of a child; (2) care of an immediate family member; or (3) care of the employee's own health condition.
- Policy: Family and Medical Leave Act (FMLA) Rights
- Procedures: Family and Medical Leave Act (FMLA) Procedures
- Q and A: Family Medical Leave Act Q&A (currently being updated; call 856-6047 for assistance)
- Forms (PDFs):
- Form #1 FMLA Leave Notice or Request, Approval and Information
- Form #2E Medical Certification for Employee
- Form #2F Medical Certification for Family of Employee
- Form #3 Release/Intent to Return to Work
- FMLA Time Designation/Tracking Sheet
- FMLA Medical Recertification Request
- FMLA Definition of Serious Health Conditions
- Affidavit of Domestic Partnership
- Poster: "Employee Rights and Responsibilities Under the FMLA"
Genetic Information Nondiscrimination Act (GINA)
Summary: The Genetic Information Nondiscrimination Act (GINA) prohibits the use of genetic information in employment decision making; restricts employers from requesting, requiring, or purchasing genetic information; requires that genetic information be maintained as a confidential medical record; and places strict limits on disclosure of genetic information
- Policy: Guidelines for Compliance with the Genetic Information Nondiscrimination Act (GINA) (PDF)
- Poster: "EEO is the Law" Poster Supplement (PDF)
Ghost Employment
Summary: Indiana Law Code 35-44-2 makes it a criminal and civil law offense for IU to employ and pay an employee when that employee is not performing duties related to the operation of the employer.
Military Leaves for Employees and Military Families
Summary: The Uniformed Services Employment and Reemployment Rights Act (USERRA) establishes employee eligibility and job entitlements, employer obligations, benefits and remedies under the Act.
- Policy: Leaves for Military Duty and Leaves for Military Families
- Booklet: Military Leave at Indiana University (PDF)
- Form: Leaves for Military Family employee request form
- Poster: "Your Rights Under USERRA"
Records: Confidentiality of Student, Medical, and Personnel Records
Summary: Depending upon the type of record accessed, there is a federal law or university policy governing the handling and use of confidential material.
- Policy: Confidentiality of Student, Medical, and Personnel Records
- Web: See the online Legal Compliance training pages about Records Legislation.
- Student records: The Family Educational Rights and Privacy Act (FERPA) classifies most student record information as private. This information cannot be released to third parties (including parents) without signed consent from the student.
- Medical records: Personal health information created or used by employee- sponsored health plans has special protection under the Health Insurance Portability and Accountability Act of 1996 (HIPAA).
- Personnel records: Employees must follow the specific policy that applies to that request; consult departmental procedures and an expert in the respective area of information if there are questions; and, not release confidential information to anyone unless that person has authorization.
Reduction in Force (RIF)
Summary: In compliance with the Worker Adjustment and Retraining Notification Act (WARN). Provides advance notice of layoff and employee rights and responsibilities about seeking employment and retraining.
- See the policy index to locate the RIF policy for a specific employee group.
Sexual Harassment
Summary: Sexual harassment is a form of sex discrimination that violates Title VII of the Civil Rights Act of 1964. IU's policy against sexual harassment includes definitions, enforcement principles, and examples.
- Policy Against Sexual Harassment
- For questions regarding this policy or to raise a complaint of sexual harassment, please contact the campus Affirmative Action office.
Substance-Free Workplace
Summary: In compliance with the Drug-Free Workplace Act of 1988 and the federal Drug-Free Schools and Communities Act Amendments of 1989. References the Controlled Substances Act, criminal penalties, and health risks.
- Policy: Substance-free Workplace
Whistleblower Protection
Summary: This IU policy supplements the existing Indiana state statute IC 20-12-1-8 and protects individuals from retaliatory academic or employment action including discharge, reassignment, demotion, suspension, harassment, or other discrimination. Employees have reporting obligations under state and federal law in cases such as, fiscal misconduct, ghost employment, Occupational Safety and Health Act (OSHA), etc.
- Policy: Whistleblower Policy
Worker's Compensation
Summary: The provisions of Indiana Code Title 22, Article 3 provides for employers to pay--and employees to accept--compensation for personal injury or death by an accident arising out of and in the course employment.
- See the policy index to locate the Worker's Compensation policy for a specific employee group.
- Web: IU's Legal Compliance training page about Worker's Compensation.
Workplace Safety
Summary: IU recognizes its responsibility to provide a safe and healthful working environment. This includes efforts to promptly investigate and address health and safety issues, providing training and safety equipment for employees who perform dangerous tasks, and providing information on hazardous materials.
- See the policy index to locate the health and safety policy for certain employee groups.
- Web: Office of Environmental Health and Safety
- Poster: Safety and Health Protection on the Job
