The HR department provides strategic and operational support to all staff and faculty members at Webster University Geneva for all HR related questions. Links to some of the most requested information can be found below. Any other questions should be directed to the human resources office using the contact details at the bottom of the page.

Positions currently being advertized can be found on our Jobs page.

To find particular staff please search the directory or Office List.

Human Resources Information

Employees are expected to conduct themselves at all times with due regard to the interests and reputation of Webster University, both during and after their hours of employment.  

The Webster University Saint-Louis Code of Ethics form an integral part of Webster University Geneva Code of Conduct.

Specifically, employees must at all times maintain confidentiality with regard to student records and the internal affairs of the University in general.  Serious or repeated violation of this obligation will be grounds for immediate dismissal.

The University is committed to provide students and employees with an environment free of implicit and explicit coercive sexual behavior used to control, influence or affect the well-being of any members of its community.  Any form of sexual harassment and bullying is grounds for University disciplinary action.  

Any other inappropriate behavior from employees should be reported immediately to the HR Director who will connect with the appropriate level of management. After careful review of the situation, appropriate disciplinary measures will be taken and could result in corrective measures up to the termination of the contract of employment.

All employees must be engaged in promoting the University and its community, demonstrating respect to all of its constituents. They will learn from and embrace differences among identities, and recognize commonalities and shared experiences. Also, they will be worthy of their management, colleagues and students, whether at their workplace or off campus.

The policies, employment conditions and benefits presented here, as well as Swiss federal and cantonal laws, the Swiss “Code des Obligations” and labor law, are applicable to all employees of Webster University Geneva. 

Privacy notice

Webster understands that privacy is important to all employees. We want all employees to know that we respect their privacy and that we are committed to safeguarding their personal data (see “Personal Data” below). This is why we want to provide everyone with a clear picture of how the Personal Data that is provided to us in connection with working contracts at Webster is processed, managed, and protected by us.

This Staff Privacy Notice (“Privacy Notice”) contains important information regarding our privacy practices and the choices we offer our current and prospective staff/faculty with respect to their Personal Data. If an employee chooses to provide us with personal information, she/he is telling us that she/he understands and accepts the privacy practices detailed in this Privacy Notice and authorizes us to take actions consistent with this Privacy Notice.

We strongly advise all employees to read thoroughly this Privacy Notice in its entirety (see web address below) to understand Webster’s privacy practices in advance of submitting any Personal Data to us. If one has any questions regarding this Privacy Notice or any of our related privacy policies, please do not hesitate to contact the Campus Privacy Manager.

This Privacy Notice will inform about :

  • Scope of the Notice
  • How We Collect Employees Information
  • The Types of Information Webster Collects
  • How Webster Uses Current and Prospective Employee Information
  • The Bases for Processing Employee Personal Information
  • Sharing Employee Personal Information with Others
  • International Transfers of Employee Personal Information
  • Changes to Employee Personal Information
  • How Long We Keep Employee Personal Information
  • Rights of all Employees with Respect to their Personal Information
  • Privacy Concern Handling Process
  • Privacy and Children
  • Revisions to this Privacy Notice
  • Our Contact Information

(Entire Privacy Notice can be found at http://www.webster.edu/gdpr/employee_applicant_privacy_notice.html)

Employees agree that Fondation Webster can conserve, transfer, amend and erase personal data in relation to their employment relationship. In particular, they agree that personal data or data related to themselves may be transferred to a subsidiary or a parent company of Fondation Webster outside Switzerland, even if this foreign company is submitted to data protection rules not comparable to the ones applicable in Switzerland.

GDPR

The General Data Protection Regulation (GDPR) is the new European Union (EU) privacy law governing how institutions handle personal data of EU citizens. The regulation went into effect on May 25, 2018. Fines for failing to comply can be up to €20,000,000 or 4% of an institution's annual revenue. Although Webster University Geneva abides by the swiss law on data protection (LPD – Loi sur la protection des données), it has chosen to also respect GDPR requirements as indicated in the Webster global network’s policy.

GDPR outlines several rights of the individual for explicit consent on how personal data can be used, processed, transmitted, as well as how any such data must be protected. As part of compliance, Webster documents the processes it has in place for collecting, using and managing personal data, and maintain records of consent for such data.

GDPR Principles

As general principles, GDPR says personal data must be:

  • Processed fairly, lawfully and in a transparent manner
  • Collected for specified, explicit and legitimate purposes and not further processed for other purposes incompatible with the original purpose
  • Adequate, relevant and limited to what is necessary in relation to the purposes
  • Accurate and kept up to date, rectified without delay
  • Kept in a form that permits identification no longer than is necessary
  • Processed in a way that ensure appropriate security of the personal data

Personal data

Personal data refers to “any information relating to an identified or identifiable natural person (‘data subject’)”. An identifiable person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as:

  • A name
  • An identification number
  • Location data
  • Online identifier
  • Or to one of more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that person 

Requirements for consent

There are several requirements to establish consent under GDPR:

  • Consent must be freely given, specific, informed and unambiguous.
  • Consent requires some form of clear affirmative action. ("Opt-out" or silence does not constitute consent).
  • Consent must be demonstrable. A record must be kept of how and when consent was given.
  • Individuals have the right to withdraw consent at any time.

Rights

The GDPR provides the following rights for individuals:

  • The right to be informed
  • The right of access
  • The right to rectification
  • The right to erase
  • The right to restrict processing
  • The right to data portability
  • The right to object
  • Rights in relation to automated decision making and profiling

Further information can be found on

http://www.webster.edu/gdpr/employee_applicant_privacy_notice.html .

In accordance with the Swiss Code of Obligations as well as Webster’s principles, employees are treated under the same circumstances and conditions.

Webster’s Equal Opportunity Employment policy stretches across and is applied to all other policies, and requires Webster not to discriminate against employees based on certain characteristics such as age, gender, race, sexual orientation, religion, and disability. 
This policy is in line with the Federal law on equality between men and women (RS 151.1 Loi fédérale du 24 mars 1995 sur l’égalité). 

Disability accommodation

The University will not discriminate in its employment practices against any qualified individuals with disabilities on the basis of their disabilities and will make reasonable accommodations, where appropriate, based on essential functions of the job, business necessity, and cost of the accommodation. (policy here)

Pregnancy accommodation

In support of gender equality and in order to ensure that a pregnant employee is able to continue to perform her job in good conditions, Webster University will make reasonable accommodations that may include, but are not limited to, frequent breaks, lighter duty, modifying responsibilities and work schedule.

  • 20 days per year for a full-time position; “week 9” are not part of the entitlement (they are breaks for students)
  • Campus shut down for Christmas Break (between Fall and Spring terms, varying number of days)
  • Any entitlement provided is based on the civil year, not academic year and are thus prorated in case of entry during the course of a year
  • Vacation must be taken during the year when the vacation entitlement is earned: It is a linked issue of planning resources for the employer and deserved/necessary rest for the employee.
  • All employees are requested to plan their vacation in a timely manner and coordinate appropriately with the direct manager.
  • Dates of vacation are agreed upon between parties and should accommodate the needs of both.
  • For operational reasons, no vacation will be allowed during the week of Orientations and Spring Graduation, as well as the two weeks preceding Fall Orientation.
  • Additional vacation days are provided to Heads for research purposes and for Seniority

Holiday carry-over

Vacation days may be carried over from one civil year to the following to a maximum of 5 days, and must be taken before the end of March of the following year. A planning of holidays will have to be agreed upon with the employee, the direct manager and the HR Director to meet this constraint. If, exceptionally, more than 5 days are carried over, the employee may be imposed by his/her manager to take them during the April-May-June period.

University scheduled holidays

Dates for official public holidays can be found at http://www.ge.ch/pratique/ferie.asp.

The annual university’s closure dates (around Christmas) will be confirmed by email yearly prior to the closure.

Staff and permanent faculty members are not required to work on public holidays. Nevertheless, and only on an exceptional basis, if staff or permanent faculty members have to work on a public holiday, refer to the overtime policy for details.

Overtime is defined as Working hours realized beyond the amount contracted weekly (i.e. for a 100% activity rate, it is 40 hours per week), requested by the manager and agreed upon between parties prior to realization.

There will generally be no compensation for extra hours performed by managers/directors; their mission and general working conditions engage them to provide the necessary commitment to meet their objectives.

For other employees, overtime will be compensated under the two following conditions:

  • Overtime must have been required for exceptional commitment or special project, and agreed upon ahead of time with supervisor in written form (ie. can be an email). Any claim for overtime that was not agreed to and approved beforehand by the direct manager will not be considered.
  • Compensation will take place within 1 month of occurrence; overtime will clearly induce fatigue and necessitate rest short after.

Overtime performed during any public holidays and Sundays (unless Sunday is a regular working day) will be compensated in time-off at 150%. 

The hours dedicated for traveling on Saturday, Sunday or Public Holidays for business reasons are not compensated for.

Emergency Numbers


Fire/Hazardous Material Release

  • Activate the nearest fire alarm.
  • As you leave your room/office/class, close windows and doors, if you can.
  • Do not take any belongings—your life comes first!
  • Evacuate the building immediately by following the exit signs.  Do not use any elevators.
  • Walk to the Emergency Assembly Point.  Do not return into the building unless instructed to.
  • Call the fire department: 118

Medical Emergency

  • Do not move the patient unless in danger at current location.
  • Stay with the patient until help arrives.
  • Call the paramedics: 144

Suspicious Person or Activity

  • Immediately call the police (117) to report what you have seen.

Threatening Person on Campus

  • Leave the building if someone is exhibiting threatening behavior or committing violence.  Notify anyone you may encounter to exit the building.
  • If you cannot leave the building, lock or barricade yourself in the nearest room and turn off the lights.
  • Hide and keep as quiet as possible.
  • Call the police: 117

Security Contact

The main contact for security issues on campus is GCS Security:

  • On campus: 079 173 5201
  • Les Berges: 079 173 5205

Emergency Assembly Point

  • If you need to evacuate the building, use the nearest safe exit.
  • Follow the evacuation routes on the plan and report to the Emergency Assembly Point.
  • Remain at the Emergency Assembly Point until you receive an “all clear” or further instructions.

Keep Your Contact Information Current

Webster University can only get emergency information to you if we know how to reach you.  In order to keep you informed and safe, we must have your current information, including your e-mail address, home phone number and cell phone number.  Faculty and staff should do this by contacting Human Resources. Students should contact the Registrar's Office.

Staff and permanent faculty need to contact their direct managers or Head of department regarding any absences, vacation days, compensation time and other work-related issues.

The manager or Head of department may ask for substantiating documentation.

Paid leave:

  • Move : 1 day (not more than once every year)
  • Wedding: 3 days (to be taken for the wedding or the week after)
  • Birth of a child : 3 days for the father, law-based maternity leave for the mother
  • Funeral : Up to 3 days for close family (spouse, parents, children, grand-children and grand-parent), depending of distance to travel. 1 day for other family members or close relationship
  • Other : To be addressed with the direct manager and/or the HR Director

Reporting of absence

In case of sickness, accident or child sickness, employees must inform their Manager the day of the occurrence as well as HR in order to initiate the process of declaration to the insurances.

Each one is responsible for recording all of their absences on Applic8 in due time.

Sickness

Any absence from work due to illness or caretaking of an ill family member must be reported as early as possible after the illness has occurred (i.e. in the morning of the first day of illness).  The concerned employee should inform direct manager or Head of department, the HR department, as well as the Reception.

If an employee misses three or more consecutive days due to illness, an official confirmation (certificate) from a doctor must be obtained and presented to the HR department (at the latest upon returning to work for absences of less than a week, otherwise medical certificate must be sent by mail).  If this relates to care taking of an ill family member, a medical certificate will be requested as of the second day of absence.

Accident

Accident coverage is a mandatory process in Switzerland.  Webster University Geneva covers employees for professional and non-professional accidents (non-professional accident covered as far as one is contracted for 8 hours or more per week on campus).

In case of an accident, please make sure the HR department is informed as soon as possible (within 48 hours) so the affected employee will be provided with the appropriate form and support.

While travelling for Webster University, Webster’s international travel insurance covers all employees. The provider is named Travel Guard and can be reached collect at +01 (817) 826-7008 or within the US or Canada at (800) 401-2678.

This insurance covers services such as medical assistance and travel medical emergency services, personal and pre-trip services, legal assistance, emergency cash (form personal funding source), lost baggage or passport assistance, evacuation and repatriation, emergency message center, and other general assistance. The availability of services is subject to the terms and conditions of the policy.

The Tuition Remission policy is part of the Webster’s pro-active measures to encourage Professional Development and directly reward permanent faculty and staff members for their commitment to the growth of their expertise (as communicated, the Degree Bonus policy, which was previously part of this chapter, ended at the end of Spring 2019).

The Tuition Remission policy is accessible to all Webster University Geneva staff (over 50% of activity rate) and permanent faculty members:

  1. While actively employed by Webster, not under notice period
  2. After at least one year of service at Webster University

Members of their immediate families (spouse and children) are also eligible. Someone outside the immediate family circle may be designated to receive this benefit, in which case the benefit will be reduced to this particular occurrence.

Remission for part-timers is aligned with percentage.

Admissions criteria:

  • The application for the Tuition Remission must meet the University’s admissions requirements in order to be admitted to a degree program or certificate.
  • A review of the eligibility takes place at the end of each semester (December for Fall, May for Spring, and July for Summer), for the employee or his/her family member :
    • There should be availability of space in the targeted course or program
    • The “student” should be in a sound academic situation (GPA above 2.5)
    • There should be no ongoing notice period or probation
    • Approval is required by the direct manager or Head of department. In the case of employees’ handling of workload or individual job performance are not being satisfactory during the term/semester when a class was taken, the approval for enrolling in further courses during the coming term/semester can be withheld.

Time spent in class or preparing for class or exams cannot be considered as work time.

The policy on tuition remission applies to tuition only and does not include fees or books, study trip or living expenses neither in undergraduate nor in graduate programs. In addition, it applies to regularly scheduled courses only and therefore is not possible for directed study or special courses.

Process

If Staff and Permanent Faculty wish to benefit from tuition remission, they should pick up the necessary form from the HR department or Student Accounts Office, complete it and sign it, and request their direct manager’s (or Head of department’s) approval.

  • Advisors will enroll them in courses only once proper approval has been given.
  • It is agreed that the period of giving notice is extended to three months for both parties from the start of the program until the end of the first year after the program has been completed.
  • In case the employee terminates the employment, (i.e. resignation) either during the program or during the first year upon completion, the regular tuition procedure will be applied; all accumulated course fees will be billed retroactively.

Regarding tuition offered to family members, 70% of its value will be socially taxed (@ 6.225% starting Fall 1 term of 2017, as indicated by Geneva authorities in December 2017) and will be indicated as ”Tuition remission” on the yearly salary statement.

Webster University Geneva offers various work-study positions in various departments. Positions are open and shared by email internally to all students whenever necessary. Applicants must have a GPA of 2.5 or above, have completed at least one semester of studies at Webster University Geneva, and be eligible for a Geneva work permit.

The application process is indicated in each position ad. A work-study position is paid CHF 20 per hour, and is subject to legal social deductions and taxes.

Useful forms:

Work Study Guidelines
Work Study Hours Form
Work Study Remuneration Form

 

Michel Pollak

Michel Pollak

Human Resources Director
+41 22 959 8020
pollak@webster.ch

Natasha Kazarova

Natasha Kazarova

HR and Finance Administrator
+41 22 959 8050kazarova@webster.ch