Human Resources

Christopher Newport University complies with the Americans with Disability Act. The university provides reasonable accommodations to individuals with disabilities, after engaging in the interactive process, in order to ensure equal access and opportunity. The interactive process begins with the submission of a request and any necessary medical provider information if required. These requests are overseen by the ADA Coordinator.

Role of the Requestor

• Participate in the interactive process
• Discuss accommodation needs with the ADA Coordinator and their manager
• Obtain medical documentation if required
• Inform the ADA Coordinator and manager if the accommodation is not effective
• Employees must continue meeting performance standards

Role of the Manager

• Provide employee position description that identifies the essential functions
• Engage in the interactive process with the ADA Coordinator and the employee
• Implement, monitor and evaluate the accommodation

To appeal the decision of the interactive process, please contact the Director of Human Resources Operations. For questions regarding the Americans with Disability Act (ADA) requests, please contact:

ADA Coordinator
Cheryl Menkins
Benefits Manager
cheryl.menkins@cnu.edu or hrbenefits@cnu.edu
(757) 594-7145

For questions regarding the FMLA, Short-Term Disability or Workers’ Comp requests, contact:

Leave and Workers’ Comp Coordinator
Mary Connolly
Benefits Specialist
mary.connolly@cnu.edu or hrbenefits@cnu.edu
(757) 594-7145

The flexible benefits program allows employees to set aside part of their pay each pay period on a pre-tax basis for a medical spending and/or dependent care accounts. Employees must re-enroll each year – flexible benefits do not automatically roll over from year to year. Flexible benefits include:

• Medical flexible reimbursement account
• Dependent care reimbursement account

More information is available at the inspira website. NOTE: There is a monthly administrative fee attached to these plans.

More information can also be found in the inspira Sourcebook.

The health plan year runs from July 1 through June 30. Open enrollment occurs in the spring. Health coverage rates are deducted from employee paychecks pre-tax (no federal, state or social security taxes). Therefore, strict IRS guidelines dictate that enrollment must take place within 30 days of hire or during open enrollment, or within 60 days of a qualifying mid-year event (marriage, divorce, birth, start or end of a full time job, etc.)

Coverage always begins on the first of the month. Employees hired on the first of the month will have coverage on the first of the month in which they are hired. Employees hired any day after the first of the month will have coverage effective the first of the month following their hire date. For a birth of a child, coverage is retro effective to the first of the month of the birth of the child.

For further information regarding eligibility, election options, enrollment and rates, please review the State Health Benefits Program. Employees with state ID numbers can enroll or make changes via Cardinal. The Spotlight contains step by step instructions on making elections. The state requires documentation regarding proof of eligibility, also found in the Spotlight. To obtain the current Spotlight, visit https://www.dhrm.virginia.gov/employeebenefits/open-enrollment-2024-25.

Employees have access to an interactive tool, Alex, which can help them determine which plan may be best for their needs. The plans also offer programs with tools and services to encourage healthier lifestyles, help with managing chronic conditions, lifestyle coaching and more.

The state health plans available in our area include:

• COVA HDHP
• COVA Care
• COVA HealthAware
• Sentara Health Vantage HMO Plan (includes expanded dental with Dominion National and vision with VSP)
• TRICARE Supplement

All plans include medical coverage, prescription drugs, diagnostic and preventative dental and vision exams. Various plans offer buy-up options for additional dental, glasses and contacts, hearing and out-of-network coverage. Plan summaries can be found in the current Spotlight.

Diagnostic and preventative services are included in the basic health plans. Employees must purchase expanded dental for primary and major dental coverage with these plans.

Delta Dental administers dental benefits for all statewide plans. Employees can locate a dentist on line or call Delta Dental member services at (888) 335–8296.

Optima Health Vantage HMO plan includes dental coverage administered by Dominion National.

To obtain an overview of the health benefits available to employees and to receive the latest news and updates about state employee health benefits, click Spotlight under Learn More.

Prescription drug programs are based on the type of health benefits you elected.

All health plans offered to state employees and their dependents have Employee Assistance Programs (EAPs). EAP counselors are available to assist employees. Contact your plan’s member services department for more information.

Information regarding Classified employee leave can be found in the Employee Handbook and the Department of Human Resources (DHRM) HR Policy page. The DHRM website also provides a brief description for leave types available to eligible, full-time Classified employees.

The Classified leave year runs from January 10 of one year through January 9 of the next year and is subject to the DHRM maximum carryover rules. Classified employees earn annual leave accruals each full pay period based on years of continuous state service per DHRM guidelines. Starting January 1, 2023, eligible military service can be credited for the purpose of annual leave accrual only. Classified employees must bring their Honorably Discharged DD214 to HR for review for eligibility. Employees in the Virginia Sickness and Disability Program (VSDP) receive an allotment of VSDP sick and personal leave at the beginning of each calendar leave year based on their months of service.

Administrative and professional (AP) faculty follow the policies for annual leave in the University Handbook.

AP faculty sick and extended flex sick leave policies fall under the sick leave policies in the University Handbook and are contingent on retirement election. AP and faculty employees must receive FMLA certification approval from HR for use of extended flex sick leave which is added into Cardinal by HR based on the physician FMLA certification for their serious healthcare condition.

Instructional faculty extended sick-leave policies are also dependent upon the retirement plan election and the faculty handbook. Instructional faculty members who choose the Virginia Retirement System as their retirement plan are covered under The Virginia Sickness and Disability Plan (VSDP). Information on the VSDP program can be found in the VSDP Handbook. Instructional faculty members who elect the Optional Retirement Plan for Higher Education fall under the sick leave and extended flex sick leave policies in the Faculty Handbook. Instructional faculty must have both Provost and physician certified FMLA approval from HR for extended flex sick leave per the University Handbook. Faculty members may request no more than two paid semesters in a six-year span.

Classified and AP faculty record leave taken in Cardinal. Instructions on how to use Cardinal are available in the Cardinal Project Learning Center. New employees are strongly encouraged to view the video Cardinal training. Instructional faculty do not record leave in Cardinal.

Under the Family Medical Leave Act (FMLA), full-time, classified, hourly (wage) and restricted employees, who have been employed by the Commonwealth for a total of at least 12 months and who have worked for at least 1,250 hours in the previous 12-month period are eligible to apply for Family Medical Leave.

AP employees who work for Christopher Newport University for at least 12 months and have worked at least 1,250 hours in the previous 12-month period are also eligible to apply for Family Medical leave per the University Handbook.

Faculty employees who work for Christopher Newport University for at least 12 months and have worked at least 1,250 hours in the previous 12-month period are also eligible to apply for Family Medical Leave per the Faculty Handbook.

Family Medical Leave provides employees with up to 12 weeks of unpaid job protection with physician certification for a serious healthcare condition on either a continuous or intermittent basis for:

• Care for the birth, adoption or placement of a child
• Care for a spouse, minor child (Specific incapacity criteria may qualify for FMLA to care for a child 18 and over) or parent with a serious health condition
• Care for an employee’s own serious health condition, which renders the employee unable to perform the functions of their job (ongoing treatment, multiple physician visits in a month/year, overnight hospital stays and/or ongoing qualifying events lasting three days or more)
• Care for an active duty status military family member's emergencies.

Family Medical Leave runs concurrent with other leaves such as disability, parental and wokers’ comp leaves. Christopher Newport University has established a rolling calendar year when establishing FMLA eligibility. Please contact the Benefits Team in the Office of Human Resources at hrbenefits@cnu.edu with requests for information on how to apply for FMLA unpaid job protection. The appropriate form will be sent to you.

Full-time classified employees who meet the eligibility criteria for FMLA can take up to eight weeks (320 hours) of paid parental leave to be used within six months of the birth of an infant, adoptive, foster or custodial placement of a child under the age of 18. The leave is to enable the employee to care for and bond with the child. The paid leave may be used in combination with other benefits.

The AP employee Parental Leave Policy provides employees who meet the eligibility criteria for FMLA up to eight weeks (320 hours) of paid parental leave to be used within six months of the birth of an infant, adoptive, foster or custodial placement of a child under the age of 18. The leave is to enable the employee to care for and bond with the child.

Instructional faculty members fall under the guidelines of the University Handbook for parental leave and should contact the Office of the Provost.

To be eligible to receive holiday pay and/or compensatory leave non-exempt employees must be present at work or on paid leave on their last scheduled work day before the holiday; AND be present at work or on paid leave on their first scheduled work day after the holiday. Employees who do not have leave to cover this period of time will not be eligible to receive pay for the holiday(s).

Exempt employees are eligible for holiday pay unless they are on extended leave without pay and unavailable for work on the entire last scheduled workday before the holiday and first scheduled workday after the holiday.

• New Year’s Day
• Martin Luther King Day
• Memorial Day
• Juneteenth
• Independence Day
• Labor Day
• Thanksgiving Day
• The day after Thanksgiving
• Christmas Day

Christopher Newport employees take the following holidays during December break:

• George Washington Day
• Columbus Day/Yorktown Victory Day
• Election Day
• Veterans Day

Full-time employees of Christopher Newport University are covered under the commonwealth of Virginia Group Life Insurance Plan that is administered through the Virginia Retirement System and paid for by Christopher Newport University.

The amount of group life insurance equals the employee’s salary rounded up to the nearest thousand multiplied by two. For example: an employee currently making $25,400 would be entitled to $52,000 worth of group life insurance ($26,000 x 2 = $52,000). There are additional benefits associated with the basic group life policy.

Employees can purchase additional voluntary optional life coverage for themselves and along with additional coverage on themselves, they may cover their spouse and/or children. Premiums are submitted through payroll deduction once approved by Securian. The optional group life insurance is administered through the Virginia Retirement System. Coverage elections include one up to eight times the amount of the employee's salary subject to the maximum limits. Without evidence of insurability, employees may elect up to $400,000. The cap on optional life insurance coverage is $800,000. If coverage is not elected within the first 30 days of employment, employees and spouses will need to complete both the enrollment and evidence of insurability forms regardless of the amount of life insurance elected. 

Coverage for an employee's spouse can be up to half the maximum amount of coverage chosen by the employee subject to the two times salary limit. Proof of good health may be required based on coverage level elected. Coverage for children if elected ranges from $10,000 up to $30,000, depending on the coverage option elected by the employee. Children can only be covered from 15 days after birth until age 21 or age 25 if in college.

It is the employee's responsibility to contact Securian to remove an aged out dependent child. 

Consistent with Christopher Newport University’s commitment to the continued professional and personal development of faculty and staff, a policy to permit employees to pursue on-campus courses and instruction (degree and non-degree credit) is offered by the university without the payment of tuition and fees.

The tuition waiver is offered for one course, four credit hours or less, during each semester, and one course, four credit hours or less, during the entire summer. Approval of courses taken under this policy is subject to supervisor approval. View the Tuition Waiver Policy for further information.

There are two legal resources programs available to Christopher Newport University employees:

Legal Services

This program allow employees to pay $18 per month for legal services. There are no deductibles, claim forms, waiting periods or fee schedules; however, you must sign a one-year contract. Legal services include:

• Traffic violations
• Automobile sales and repair problems
• Landlord/tenant disputes
• Defense in civil suits
• Divorce problems
• Preparation of wills, including a living will
• Real estate purchase
• Product warranty disputes
• Advise and consultation

Identity Protection

This program includes two plan levels, Gold at $11 per month, and Platinum at $18 per month. Coverage includes:

• Monitoring of address changes
• Credit reporting
• Advanced identity
• Suspicious activities
• Social security
• Medical insurance
• Passport number
• Driver’s license number
• Online banking password reset
• And more

For further information email Legal Resources at info@LegalResources.com, call (800) 728–5768 or visit their website.

As state employees, faculty and staff are eligible for discounts administered through the Virginia Department of Human Resource Management.

There are many hotels near campus. The one(s) listed below offer discounts to Christopher Newport employees.

Holiday Inn Newport News-Hampton
(757) 223-2110
980 Omni Blvd.
Newport News
3.4 miles away

To find out more about the promotional programs financial institutions are offering click the links below.

U.S. Savings Bonds (Series EE and Series I) may be purchased through a direct deposit allocation with Treasury Direct. For more information and to enroll, visit TreasuryDirect. Payroll deductions are done through direct deposit.

The Virginia Prepaid Education Program (VPEP) is one of the Section 529 qualified tuition programs offered by the Virginia College Savings Plan. VPEP lets Virginia families save for the cost of tomorrow’s college tuition and mandatory fees today.

Employees can purchase additional insurance through AFLAC for short-term disability, cancer, hospitalization, accident dental and more. Contact Larry Molnar at (757) 508-4295 for price quotes and an FBMC form for enrollment and payroll deduction.

Newport News Sam’s Club, #6351 12407 Jefferson Ave. Newport News, VA 23602 (757) 875–0243 (757) 874–2096 Pharmacy (757) 875–1424 Optical

Collegiate Membership - Receive a $15 gift card with your new membership

The Virginia Retirement System (VRS) administers a defined benefit plan and defined contribution plan.

Full-Time Classified Employees

Classified employees are automatically enrolled in the Virginia Retirement System (VRS).

Classified employees are covered under the provisions of the VRS Hybrid plan if the employee’s membership date is January 1, 2014 or later. If the employee was previously employed in a covered position and withdrew their retirement funds, they will be re-hired under the VRS Hybrid plan. The VRS Hybrid plan is a combination of a defined benefit plan and a defined contribution plan.

Classified employees are covered under the provisions of the VRS Plan 2 if the employee’s membership date is July 1, 2010, or later. If the employee was previously employed in a covered position and did not withdraw their retirement funds, they will be rehired under VRS Plan 2.

Classified employees are covered under the provisions of the VRS Plan 1 if the employee’s membership date is before July 1, 2010 and if they were fully vested as of January 1, 2013. If the employee was previously employed in a covered position, fully vested before January 1, 2013 and did not withdraw their retirement funds, they will be rehired under VRS Plan 1.

Full-Time Faculty and Administrative Professional Faculty Employees

Faculty and administrative professional faculty employees (AP) may choose between the Virginia Retirement System (VRS) Plan and the Optional Retirement Plan for Higher Education (ORPHE).

Faculty and AP employees are covered under the provisions of the VRS Hybrid plan if the employee’s membership date is January 1, 2014 or later. If the employee was previously employed in a covered position and withdrew their retirement funds, they will be rehired under the VRS Hybrid plan. The VRS Hybrid plan is a combination of a defined benefit plan and a defined contribution plan.

Faculty and AP employees are covered under the provisions of the VRS Plan 2 if the employee’s membership date is July 1, 2010 or later. If the employee was previously employed in a covered position and did not withdraw their retirement funds, they will be rehired under VRS Plan 2.

Faculty and AP employees are covered under the provisions of the VRS Plan 1 if the employee’s membership date is before July 1, 2010 and if they were fully vested as of January 1, 2013. If the employee was previously employed in a covered position, fully vested before January 1, 2013 and did not withdraw their retirement funds, they will be rehired under VRS Plan 1.

The Optional Retirement Plan for Higher Education (ORPHE) refers to a defined contribution plan that instructional faculty and administrative professional faculty (AP) employees may select for their retirement choice in lieu of the VRS plan. Instructional faculty and AP employees may choose one of two ORPHE plan providers. The current providers for the ORPHE plan are: DCP Virginia Retirement System and TIAA.

Instructional faculty and AP employees whose membership date is July 1, 2010 through December 31, 2013 are covered under the provisions of the ORPHE Plan 2. Instructional Faculty and AP employees who were previously employed in a covered position and withdrew their funds will be rehired under ORPHE Plan 2. Employees hired after January 1, 2014 fall under ORPHE Plan 2.

Instructional faculty and AP employees who elect the ORPHE and whose membership date is before July 1, 2010, will be covered under the provisions of ORPHE Plan 1. Instructional faculty and AP employees who return to covered employment that were hired before July 1, 2010, were vested (with at least five years of VRS or ORPHE service) and have not taken a refund of their member account will fall under the provisions of the ORPHE Plan 1.

New instructional faculty and administrative professional faculty employees have 60 days from the date of hire to enroll in their chosen plan. Elections are made through MyVRS.

The Tax Sheltered Annuity Program is a supplemental retirement plan. The university has chosen TIAA as the provider and administrator for the plan. If you choose to enroll in a plan, you may contribute a total of $23,000 of your annual salary (if you are less than 50 years old), or $30,500 (if you are 50 years older or older) to one or more of these 403(b) plans for calendar year 2024. Your contribution is not federal or state taxed until withdrawals are made if you elect the pretax option. Effective January 2024, the university has added a Roth option. The limits are the same, however as your contributions are post tax, when you retire your distributions will not be taxed. You may enroll at any time and once enrolled, may change your deferral election at any time by completing an FBMC form and submitting it to HRBenefits@cnu.edu by the pay period deadlines established by DOA. 

To enroll or discuss your TIAA account call: Peter Kohn at: 704-988-1580, or email at: peter.kohn@tiaa.org. 

To learn more about the 403(b), 403 Roth and 401(a) cash-match plans, visit tiaa.org/cnu.

To view investment options and fund performance, visit: Christopher Newport University: Investment Options

Need more information? TIAA provides 1:1 virtual appointments with our TIAA Financial Consultant Peter Kohn, group seminars and webinars. Schedule yours today.

The Commonwealth of Virginia offers an additional opportunity for you to contribute to a supplemental retirement plan. This Deferred Compensation (DC) Plan allows you the opportunity to contribute a total of $23,000 of your annual salary (if you are less than 50 years old), or $30,500 (if you are 50 years older or older) to the Deferred Compensation Plan for calendar year 2024. Your contribution is not federal or state taxed until withdrawals are made if you participate in the pretax plan. The state also offers a post tax 457 Roth. Employees may select to participate in either or both plans, however, the limits for the 457 participation will be combined and subject to the maximum IRS annual limit.

Enroll online for the 457 Deferred Compensation Plan or call MissionSquare at (877) 327-5261 select option 1. Hybrid participants must have maximized the Hybrid Voluntary 457 plan at the additional 4% to receive the cash match for the 457b DC Plan. Start earning your free money cash match with the 457 DC Plan on the first of the month on the paycheck dated the 15th by calling MissionSquare by the 15th of the prior month.

If you contribute to either a tax-sheltered annuity or the deferred compensation plan, Christopher Newport University will match 50 percent of your contribution up to a maximum of $20 per pay period. The match will apply to either the provider you have chosen from the 403(b) approved providers or the State Deferred Compensation Program.

Note: You must max out your defined contribution amounts in the VRS hybrid plan in order to be eligible for the state cash match.

To enroll in the cash match program:

• 457 Deferred Compensation Participants must enroll in the Cash Match online.
• Tax Sheltered annuity participants must submit a Fringe Management Cash Match Agreement Form.

Classified employees are automatically enrolled in the Virginia Sickness and Disability Plan (VSDP). This plan is paid for by Christopher Newport University and gives full-time employees short- and long-term disability insurance after a one year waiting period. For more information review the Virginia Sickness & Disability Program Handbook.

Faculty members who select Virginia Retirement System (VRS) as their retirement plan are automatically enrolled in the Virginia Sickness and Disability Plan (VSDP). This plan is paid for by Christopher Newport University and gives you short and long term disability insurance after a one year waiting period. For more information review the Virginia Sickness & Disability Program Handbook.

Christopher Newport University also offers a long-term disability plan through The Hartford. The premium is based on the amount of coverage, your salary and your age. This is an employee-paid premium. You should consider this coverage very carefully if you choose an optional retirement plan, as these plans do not have disability provisions.

Employees enrolled in the Virginia Sickness and Disability Program (VSDP) are automatically enrolled in long-term care insurance with a daily amount of $96 per day or $70,080 worth of coverage. Long-term care programs provide help with everyday life tasks because of a prolonged health problem or following a major illness, injury or surgery. VRS administers the Virginia Sickness and Disability Program (VSDP) Long-Term Care Plan.

The Voluntary Group long-term care insurance allows employees to purchase insurance that helps to cover services such as nursing home care or at-home care to assist with bathing, eating or other activities of daily living.

The plan is administered through VRS with Genworth Life Insurance Company as the insurer for the program. The plan offers three options with different monthly maximum levels.

State employees who work at least 20 hours per week or more are eligible to enroll in the voluntary group long-term care insurance. Family members may also apply for coverage if they are between the ages of 18–75. Eligible family members include your spouse, adult children, parents, parent-in-law, step parents, sibling, grandparents, grandparent-in-law, step grandparents and step grandparents-in-law.

There is reduced medical underwriting (proof of good health) if you are age 65 or under and apply within 60 days of employment. Full medical underwriting is required for family members who apply. Payments are made directly to Genworth.

Workplace safety is a high priority at Christopher Newport. We work diligently to ensure that we are compliant with laws that ensure workplace safety. Each employee has a role and responsibility in keeping the workplace safe, and in reporting incidents immediately. This enables us to be proactive in preventing the re-occurrence of incidents by identifying and correcting potentially hazardous conditions.

As laws and regulations change, we must revisit and assess policies and procedures in order to ensure they effectively address the requirements necessary to comply. As of January 1, 2015, the federal Occupational Safety and Health Administration (OSHA) has updated its notification and reporting requirements. Christopher Newport is required to notify OSHA within eight hours of work-related fatality, and 24 hours of a work-related inpatient hospitalization, amputation and loss of an eye. To ensure compliance, supervisors are required to immediately follow up after a reported incident, to investigate and document the circumstances using the Incident (Accident) Report Form, and to immediately notify one of the Workers’ Compensation Coordinators (WCCs) in the Office of Human Resources.

For minor incidents, the employee will complete Part II of the Employee Incident (Accident) Report Form\*. Part III of the form is completed by the supervisor. Documentation should include who and what was involved, and where and how the incident occurred. Witness statements and phone numbers as well as pictures of the scene must be collected. The Employee Incident (Accident) Report Form, Incident (Accident) Investigation Witness Statement Form, a same day photo of the area or equipment that caused the injury, a signed panel of physicians and all supporting documentation must be submitted to one of the WCCs in the Office of Human Resources for every claim even if the employee is not immediately seeking medical treatment they must select a panel physician and sign the form. The supervisor or lead should sign as a witness to their selection. Information can be scanned to hrbenefits@cnu.edu or faxed to: (757) 594-7236. For serious incidents, seek emergency medical treatment first. Forms and the Workers’ Comp Panel of Physicians are available at my.cnu.edu/ehs/reporting/. Training on incident investigation can be found in Christopher Newport's Learning Center, titled DHRM-WC- Accident Investigation for Supervisors. For more information or if you have questions, please contact the Office of Human Resources at (757) 594–7145.

*Injured employees must report injuries to their supervisor immediately. The supervisor will send all documentation to HR within 24 hours or less to initiate a workers' compensation claim. Non-emergency claims can be reported in up to 24 hours to HR. However, in emergency situations, if an ambulance is called, the employee is transported or goes to the hospital, or there is a workplace death, the supervisors must immediately contact the police at (757) 594-7777 and report the claim to HR within 4 hours of the incident occurring. In non-emergency situations, employees requiring medical attention should seek medical attention from an authorized treating panel physician selected by the employee. Once an employee selects a panel physician, they will continue treatment at that location. Workers' compensation is a benefit to employees who experience a work-related injury or illness. Employees who will need to be out of work must contact HR for further instructions. Claims that are deemed to be non-work related will be the financial responsibility of the employee or their health care insurer. 

All full-time, part-time, hourly and student employees who are on Christopher Newport University bi-weekly or semi-monthly payroll are covered under workers' compensation. All claims are handled by MC Innovations. A benefit coordinator will reach out to the employee once the claim has been entered into the state system to obtain information regarding the claim. Supervisors should ensure their employees receive emergency medical care if necessary, work with the employee to complete the incident report, place any work orders to correct any workplace hazards so future incidents do not occur. If there is a fatality, supervisors must immediately call the police at (757) 594-7777. Supervisors will want to try to accommodate employees with restrictions and light duty or call HR to assist with light duty assignments.

Safety is everyone’s responsibility and Christopher Newport wants to ensure that the workplace is safe for employees.