4.16 - Physical Exams Policy

: Human Resources
: President
: 09/20/2018
: 09/20/2018
: 09/20/2019
Comment on Policy

4.16.1 - AUDIENCE

All University employees


The Purpose of this Policy is to provide guidelines regarding when the University may require that an employee undergo a physical exam due to safety, performance, business, or behavioral concerns.


Medical Examination: procedures or tests that seek information about an individual employee’s physical or mental impairments or health by a trained healthcare professional.

4.16.4 - THE POLICY

In order to promote a safe environment for employees and the general public, Thomas More University requires that employees report for work and perform their duties within established standards and rules of conduct.

If safety, performance, business, or behavioral concerns arise regarding an employees’ ability to perform their essential job duties, as reflected in the Job Description, management may intervene.  A medical evaluation which may include a drug and/or alcohol screen may be required.  Such examinations will be provided at the expense of Thomas More University.

Cooperation will be expected and failure to cooperate may result in discipline up to and including termination.


Job Description Policy
Reasonable Accommodations Policy


I. Physical Examination to Determine Ability to Perform the Essential Duties of the Position

In the event the University has a reasonable belief, based on objective evidence, that an employee’s ability to perform his or her essential job functions is impaired by a physical, mental or emotional condition, or that the employee poses a direct threat to safety of others due to such a condition, then the University may require that the employee submit to a medical examination for the purpose of determining whether the employee can perform the essential functions of the job with or without reasonable accommodation. If the supervisor seeks such medical evaluation, payment therefor, to the extent not covered by the employee's insurance, is the responsibility of the University and must be authorized like other similar expenses.  Based on the results of the medical examination and the requirements of the job, as reflected in the job description, the Director of Human Resources or designee, in consultation with the employee and the employing department, will determine whether the employee is able to perform the essential functions of the position with or without reasonable accommodation.

II. Drug and Alcohol Testing Program

The University may periodically conduct substance tests under any of the circumstances noted below.  Any employee subjected to any substance test will be required to sign a consent form.  Refusal to sign the form or refusal to cooperate in any way with the testing process, shall be grounds for termination of employment.  In the event an employee consents to a substance test but fails to sign a consent form, his/her failure will not invalidate the consent for the testing.

A. Post-Accident Testing

If the University has reasonable cause to believe an employee has caused or incurred an on-the-job injury that is considered recordable under OSHA guidelines (i.e., requiring medical treatment) as a result of being under the influence of drugs, alcohol or other prohibited substances, the supervisor  shall require the injured employee to undergo a post-accident substance test.  Refusal to submit to the substance test shall be grounds for immediate termination of employment.

B. Fitness for Duty Testing

Employees suspected to be unfit for duty as a result of the use or reasonably suspected use of substances will be subject to substance testing.  An employee, who appears to be under the influence of substance(s), at the sole discretion of the Director of Human Resources or designee, should be removed from the work area and provided with transportation to the place of testing.  The University should call the emergency contact indicated by the employee or, if unavailable, arrange for means to transport the employee home following the test.  Refusal to submit to substance test will be grounds for termination of employment.

C. Alteration of Sample

Specimens reported by the testing laboratory as adulterated or substituted will be considered a refusal to test, and constitute grounds for immediate termination of employment or ineligibility for hire.

D. Collection of Samples

Testing samples will be collected by a qualified individual only.  Collection of samples will be performed under reasonable and sanitary conditions.  The chain of custody of a sample will be recorded, and this record will be retained.

E. Confidentiality of Test Results

All test results will be handled on a confidential basis and will be available only to University employees who have a need to know such results.  The Director of Human Resources or his or her designee will determine who will have access to these records.


4.16.8 - HISTORY

This is a new policy, replacing language in the Staff Manual (May 2014).

4.16.9 - APPENDIX

There are no appendices to this Policy.

4.16.10 - APPROVALS

Laura Custer, Director of Human Resources

Dr. Kathleen Jagger, Acting President