Author: ksl02001

Separation Policy for Unclassified Board of Trustees Exempt Managers and Confidential Employees

Title: Separation Policy for Unclassified Board of Trustees Exempt Managers and Confidential Employees
Policy Owner: Board of Trustees
Applies to: June 26, 2013
Campus Applicability: All Campuses
Effective Date: June 26, 2013
For More Information, Contact Office of Faculty and Staff Labor Relations
Contact Information: (860) 486-5684
Official Website:   http://lr.uconn.edu/

 

 

POLICY STATEMENT

This policy applies to the University of Connecticut at Storrs, all regional campuses including the Schools of Law and Social Work and the University of Connecticut Health Center. Managerial and Confidential employees of the University of Connecticut who do not have academic tenure are generally employed at-will and may be separated from employment for any lawful reason without advance notice. Management and Confidential employees who are involuntarily separated from the University of Connecticut for reasons  unrelated to their job performance such as lay off, position elimination, or management reorganization  may, at the sole and exclusive discretion of the University, be eligible for  separation benefits in accordance with this policy. This policy does not apply to: (i) separation of an employee due to voluntary resignation or retirement; (ii) separation of an employee as the result of disciplinary action or for misconduct; or (iii) separation of an employee due to job performance.

SEPARATION BENEFITS

The separation benefits, if offered, will be in accordance with the guidelines provided below.
1.  Release

In order to receive separation benefits, the employee must execute a separation agreement and general release in a form acceptable to the University.  Typically, the University will require a non-disparagement provision.
2. Notice and/or Lump Sum Payment
At the discretion of the employer, the University may offer one of the following:
(a)     written notice in advance of the effective date of separation, based on years of credited service at the University as shown below;
OR
(b)     lump sum payment of salary in lieu of notice according to years of credited service at the University as shown below;
OR
(c)    a combination of written notice and lump sum payment up to the maximum allowable limit, based on years of credited service at the University as shown below.

Less than
Years of Service

1 year
Notice Period or Lump Sum Payment

–0–
Minimum

1 year

2 months

Minimum

2 years

3 months

Minimum

4 years

4 months

Minimum

6 years

5 months

Minimum

8 years

6 months

3.  Health Insurance:
If the separating employee is receiving health insurance through the University, the  University may extend the employee’s health insurance beyond the date of separation until the earlier of (a) up to six months (or such shorter time as the University specifies) or  (b) when the separated employee becomes employed with an employer who offers health insurance.
Upon expiration of University-subsidized health insurance, the separated employee may elect to purchase additional health insurance continuation by paying the employee and employer share of the premium as provided by relevant state and/or federal law.
4.  Outplacement Counseling
The University may choose, in its discretion, to offer job search assistance, career counseling or outplacement services.

EXCEPTIONS

Compensation or benefits in excess of this Policy may only be extended for good cause and only with the written approval of both the relevant Vice President or Vice Provost and the Director of Labor Relations.
Policy Created: 6-26-2013 (BOT Approved)

Vendor Code of Conduct

Title: Vendor Code of Conduct
Policy Owner: President’s Committee on Corporate Social Responsibility
Applies to: Others
Campus Applicability:  Storrs, and Regional Campuses
Effective Date: January 9, 2013
For More Information, Contact Leslie Langworthy
Contact Information: (860) 486-5898
Official Website: http://www.csr.uconn.edu/

The University of Connecticut (“UConn”) has a longstanding commitment to the protection and advancement of socially responsible practices that reflect respect for fundamental human rights and the dignity of all people. UConn strives to promote basic human rights and appropriate labor standards for all people throughout its supply chain. Promoting these values in concrete practice is the central charge of the President’s Committee on Corporate Social Responsibility (http://csr.uconn.edu/).

UConn is also committed to  building a safe, healthy and sustainable environment through the conservation of natural resources, increasing its use of environmentally responsible products, materials and services (including renewable resources), and preventing pollution and minimizing waste through reduction, reuse and recycling. UConn is proactive about purchasing products that have these environmental attributes or meet recognized environmental standards, when practicable, and buying from entities committed to the support of campus sustainability goals.  The University seeks to partner and contract with vendors that demonstrate a similar commitment to these values. Selected vendors may be required to provide a comprehensive summary report of their corporate social and environmental practices.

Principal Expectations

The principal expectations set forth below reflect the minimal standards UConn’s vendors are required to meet.

Nondiscrimination. It is expected that vendors will not discriminate in hiring, employment, salary, benefits, advancement, discipline, termination or retirement on the basis of race, color, religion, gender, nationality, ethnicity, alienage, age, disability or marital status, and will comply with all federal nondiscrimination laws and state nondiscrimination laws[1], including Chapter 814c of the Connecticut General Statutes (Human Rights and Opportunities), as applicable, and further will provide equal employment opportunity irrespective of such characteristics, including complying, if applicable, with Federal Executive Order 1124b, and the Rehabilitation Act of 1973.

Freedom of Association and Collective Bargaining. It is expected that vendors will respect their employees’ rights of free association and collective bargaining, including, if applicable, complying with the National Labor Relations Act, and, if applicable, Chapters 561 and 562 of the Connecticut General Statutes (Labor Relations Act, Labor Disputes) and Chapters 67 and 68 of the Connecticut General Statutes (State Personnel Act, Collective Bargaining for State Employees).

Labor Standard Regarding Wages, Hours, Leaves and Child Labor. It is expected that vendors will respect their employees’ rights regarding minimum and prevailing wages, payment of wages, maximum hours and overtime, legally mandated family, child birth and medical leaves, and return to work thereafter, and limitations on child labor, including, if applicable, the rights set forth in the Federal Fair Labor Standards Act, the Federal Family and Medical Leave Act, the Federal Davis-Bacon Act and Chapters 557 and 558 of the Connecticut General Statutes (Employment Regulation, Wages).

Health and Safety. It is expected that vendors will provide safe and healthful working and training environments in order to prevent accidents and injury to health, including reproductive health, arising out of or related to or occurring during the course of the work vendors perform or resulting from the operation of vendors’ facilities. Accordingly, it is expected that vendors and their subcontractors will perform work pursuant to UConn contracts in compliance with, as applicable, the Federal Occupational Safety and Health Act and Chapter 571 of the Connecticut General Statutes (Occupational Safety and Health Act).

Forced Labor. It is expected that vendors will not use or purchase supplies or materials that are produced using any illegal form of forced labor.

Harassment or Abuse. It is expected that vendors will treat all employees with dignity and respect, and that no employee will be subjected to any physical, sexual, psychological or verbal abuse or harassment.  It is further expected that vendors will not use or tolerate the use of any form of corporal punishment.

Environmental Compliance. It is expected that vendors will comply with all applicable federal and state environmental laws and Executive Orders, including but not limited to Titles 22a and 25 of the Connecticut General Statutes (Environmental Protection and Water Resources protection) and Executive Order 14 (concerning safe cleaning products and services). UConn expects vendors will employ environmentally responsible practices in the provision of their products and services.

Preferential Standards

The preferential standards set forth below reflect UConn’s core values. UConn will seek to uphold these values by considering them as relevant factors in selecting vendors.

Living Wages. UConn recognizes and affirms that reasonable living wages are vital to ensuring that the essential needs of employees and their families can be met, and that such needs include basic food, shelter, clothing, health care, education and transportation.  UConn seeks to do business with vendors that provide living wages so as to meet these basic needs, and further recognizes that compensation may need to be periodically adjusted to ensure maintenance of such living wages.  Vendors are encouraged to demonstrate that they pay such living wages.

International Human Rights. For UConn, respect for human rights is a core value.  UConn seeks to do business with vendors who do not contribute to or benefit from systemic violations of recognized international human rights and labor standards, as exemplified by the Universal Declaration of Human Rights.

Foreign Law. UConn encourages vendors and vendors’ suppliers operating under foreign law to comply with those foreign laws that address the subject matters of this code, provided such foreign laws are consistent with this code. Vendors and their suppliers operating under foreign law are similarly encouraged to comply with the provisions of this code to the extent they can do so without violating the foreign law(s) they operate under.

Environmental Sustainability. UConn will prefer products and services that conserve resources, save energy and use safer chemicals, such as recycled, recyclable, reusable, energy efficient, carbon-neutral, organic, biodegradable or plant-based, in addition to products that are durable and easily reparable, and that meet relevant certification standards above and beyond those required by law. While UConn is not legally bound to comply with Connecticut General Statutes 4a-67a through 4a-67h concerning environmental sustainability standards in purchasing, it will nevertheless consider vendors’ ability to meet those standards in rendering its purchasing decisions. Vendors are encouraged to demonstrate their commitment to environmental sustainability.

Compliance Procedures

Anyone who believes a vendor doing business with UConn has not complied or is not complying with this code may contact the University’s REPORTLINE at 1-888-685-2637 or https://www.compliance-helpline.com.  The REPORTLINE is operated by a private (non-University) company. No effort is made to identify the person reporting and no trace of the call is performed. Information received is given to the Office of Audit, Compliance and Ethics, who will evaluate the concerns raised and, if necessary, refer the matter to the most appropriate University office for review.

OACE has the authority to investigate such matters, and if warranted, recommend remedial action to the UConn administration.


[1] Wherever this code refers to compliance with federal or state laws, that term includes compliance with any regulations duly promulgated pursuant to such laws.

Policy Created: January 7, 2013 (Approved by the President’s Cabinet)

Revised: July 14, 2015

Alcohol and Other Drugs, Policy on

Title: Alcohol and Other Drugs, Policy on
Policy Owner: Department of Wellness and Prevention Services
Applies to: Students, Employees, Others
Campus Applicability: All Campuses except UConn Health
Effective Date: September, 2016
For More Information, Contact Department of Wellness and Prevention Services
Contact Information: (860) 486-9431
Official Website: http://www.wellness.uconn.edu/

 

In accordance with the Drug Free Schools and Campuses Act passed by Congress, the University of Connecticut is required to provide enrolled students, faculty and staff with various pieces of information regarding the unlawful use of drugs or alcohol on University property. The following information describes legal sanctions, health risks, available assistance and treatment avenues as well as University-imposed disciplinary standards.

Drug Free Schools and Campuses Act Notification Letter, January 2017

 

University of Connecticut Age Act Committee: Policy and Procedures

Title: University of Connecticut Age Act Committee: Policy and Procedures
Policy Owner: University of Connecticut Age Act Committee
Applies to: Students
Campus Applicability:
Effective Date: July 7, 2014
For More Information, Contact Elizabeth Conklin
Contact Information: (860) 486-2943
Official Website: http://www.equity.uconn.edu/discrimination/

 

University of Connecticut Age Act Committee: Policy and Procedures

I. Purpose and Scope: The University of Connecticut has established an “Age Act Committee” to evaluate a student’s request for access to or participation in any University program when that student’s age may impair the University program’s ability to meet its objectives as carried out under its normal operation. This document sets forth the operational framework for that Committee. These Policy and Procedures apply to all programs, services and activities that fall under the purview of the University of Connecticut at all campuses.

II. Definitions:

A. “The Age Act” means The Age Discrimination Act of 1975, codified at 42 U.S.C. §6101, et seq. along with its implementing regulations, found at 34 C.F.R. §110, et seq.

B. “The Age Act Coordinator” means the University Official responsible for overseeing compliance with the Age Act and for investigating allegations of age discrimination.

C. “The Age Act Committee Submission Form” is the form to be used by University Officials to submit a concern about a student’s access to or participation in any University program or activity based on that student’s age.

D. “The Committee” means the Age Act Committee, as designated by the Office of the Provost.

E. “Age Act Committee Chair” means a member of the Committee designated by the Provost as Chair.

F. “Normal Operation” means the operation of a program or activity without significant changes that would impair its ability to meet its objectives.

G. “Student(s)” means a student admitted by or enrolled at the University of Connecticut.

H. “University” means the University of Connecticut.

I. “University Official” means any person employed by the University of Connecticut in an administrative, supervisory, academic, research or outreach, or support staff position (including law enforcement unit personnel and health staff).

III. Policy Statement: The University By-Laws provide, in pertinent part, that “No organization or group shall discriminate against or exclude a person because of race, religion, national origin or other protected class recognized by state or federal antidiscrimination laws, on that land owned or operated by the University of Connecticut…”. By-Laws of the University of Connecticut, Article XV, § A. Similarly, in accordance with the provisions of the Age Discrimination Act, and other Federal and State laws and executive orders pertaining to civil rights, “the University of Connecticut prohibits discrimination in education and employment, and the provision of services regardless of age….” University Non-Discrimination Policy; see also University of Connecticut Non-Discrimination Policy Statements for Publications, Printed Material and Electronic Media (The University of Connecticut prohibits discrimination in education, employment, and in the provision of services on the basis of protected group identity (unless there is a bona fide occupational qualification related to employment), or any other unlawful factor.”); University of Connecticut Policy Against Discrimination, Harassment and Related Interpersonal Violence (“All members of the University community are responsible for the maintenance of an academic and work environment in which people are free to learn and work without fear of discrimination or discriminatory harassment.”)

These policies are intended to provide the same protection against discrimination afforded under the parallel anti-discrimination law. Therefore, analysis of a student’s age discrimination claim under them thus mirrors the analysis of a claim under the Age Discrimination Act of 1975, 42 U.S.C. §§ 6101-6107, and its corresponding regulations, 34 C.F.R., Part 110. Subject to certain limited exceptions, the Age Discrimination Act mandates that “no person in the United States shall, on the basis of age, be excluded from participation in, be denied the benefits of, or be subject to discrimination under, any program or activity receiving [f]ederal financial assistance.” 42 U.S.C. § 6102. Exceptions to the Age Act’s general prohibition against age discrimination include: a) age distinctions contained in federal, state or local statute or ordinances (34 C.F.R. § 110.2); b) reasonable actions “based on a factor other than age” (34 C.F.R. § 110.13); and c) actions that reasonably take into account age as a factor necessary to the normal operation or the achievement of any statutory objective of such program or activity (34 C.F.R. 110.12).

Charged by the Office of the Provost, the Age Act Committee is responsible for addressing concerns about students’ access to or participation in any University program or service based on age.

IV. Age Act Committee Procedures

A. Establishment Of Committee:

i. Members of the Age Act Committee, including its chairs, shall be designated by the Office of the Provost and serve three (3) year terms. Members may be reappointed upon the end of their term.

ii. The Committee shall include one representative from each of the following units: Division of Enrollment Management, Honors Program, Division of Student Affairs, and Office of Institutional Equity as well as a member of the faculty with expertise in human development or a related field.

iii. Information on the Age Act Committee shall be made available on the Office of Institutional Equity’s website.

B. Deliberative Process for Assessing Role of Age in University Activity, Program or Service:

i. Quorum Required: All Committee members share responsibility for the Committee’s decisions and are expected to fully participate in its decision-making processes unless away from the office, on vacation, or on leave. In order to be valid, a majority of Committee members must take part in the deliberative process. The Committee shall attempt to reach its decision by consensus. In the event the participating Committee members cannot reach consensus, the outcome will be decided by a simple majority. Committee members should recuse themselves from a particular inquiry in the event they feel they may be unreasonably biased for any reason. The Provost may designate an alternate member in the event that a member elects to be recused from a case

ii. Timeline: The Committee should complete its investigation and issue a decision no later than forty-five (45) calendar days from the original date of submission. Therefore, should the need arise, the Committee shall expedite its process as necessary to allow the student’s full participation in the program, service or activity, if approved, provided the Committee determines meeting the expedited timeframe does not unreasonably impair its deliberative process.

iii. Submission of Inquiry:

1. Any University Official may raise a concern about a student’s access to or participation in any University program, service, or activity based on that student’s age. In order to do so, the University Official may submit the attached Age Act Committee Submission Form to the general email address of the Office of Institutional Equity.

2. Upon receipt, an Age-Act Committee Chair will schedule a preliminary phone conference with the individual submitting the form to gain a better understanding of the circumstances giving rise to the inquiry. The objective of the conference is to collect enough information to address concerns about a student’s access to or participation in the subject University program, service, or activity based on age. Therefore, during the phone conference, the Age-Act Committee Chair will seek to obtain as much information about the situation, including but not limited to the following:

a. A list of all other individuals (including University Officials) involved and the scope of their involvement;

b. The location and relevant dates and time;

c. The purpose and nature of the program and service;

d. A general understanding of the day-to-day workings of the program, service, or activity;

e. The deadline by which an answer from the Committee is required and the circumstances necessitating that deadline;

f. A list of third-party contractors that might be involved, their role and contact information; and

g. Any other information the Committee may need to carry out its inquiry.

3. The Age-Act Committee Chair shall forward a copy of the Age Act Committee Submission Form to the Department Head/Program Director listed to provide them notice of the ongoing review and to solicit any additional relevant information this individual may have.

4. The Age-Act Committee Chair shall work with the Committee to designate the Committee member who will serve as the “Recorder” for this particular inquiry. The “Recorder” is the individual responsible for taking and maintaining all documentation related to the particular request. All information maintained by the Recorder shall be considered in draft form until reviewed and approved by the other Committee members, at which point it becomes a final, official record of the Committee (“Final Record”).

iv. Fact-Gathering:

1. After the preliminary phone conference, the Committee shall identify the list of individuals with whom to speak “Knowledgeable Parties” and the appropriate order in which to meet with them to gain the best understanding of the relevant circumstances and, using the list, schedule a meeting with each Knowledge Party accordingly (“Consultation”).

2. In addition, the Committee shall also identify and obtain any additional documentation that might further its understanding of the situation, including but not limited to interviews with the student and University faculty and staff, third-party contracts, program regulations, mission statements, information from previous years, etc.

3. Each Consultation shall include, but not be limited to, the following questions to the extent relevant to that Knowledge Party’s role:

a. What is the nature of the “normal operation” of the program, service, or activity?

b. What are the stated objectives of the program, service, or activity?

c. Can the student be admitted to the program, service, or activity without significant changes? Changes are significant if they impair the objectives identified in 3b, above.

d. What characteristics must participants possess in order to ensure the normal operations of the program, service, or activity and why?

e. Can the presence of these characteristics be reasonably approximated by the use of age? Is it impractical to measure these characteristics on an individual basis?

v. Individualized Deliberation: Taking into account the information collected from all available sources, and considering the goals/objectives of the program, service, or activity at issue, the characteristics participants must possess in order to ensure preservation of the Normal Operation of the program, service, or activity , whether the presence of these characteristics can be reasonably approximated by the use of age and/or whether it is impractical to measure these characteristics on an individual basis, the Committee shall make a final, reasoned and deliberative determination with respect to the use of age as a proxy for other characteristics necessary to the normal operation of the program or activity at issue.

Limiting access or participation will only be appropriate in those circumstances where the student’s age would require changes to the normal operation of the program, service, or activity and such changes would impair the program’s ability to meet its stated objectives (as defined by the Knowledgeable Parties, or where other age-based distinctions and/or factors to be considered, other than age, are permitted by the Age Act. If the student’s age necessitates reasonable modifications that would not significantly impair the program/service’s ability to meet its objectives, age will not be a reasonable basis upon which to exclude the student.

The Committee shall use the following analysis:

a. The Committee will gain an understanding of the Normal Operation of the program, service, or activity. In doing so, it will identify the goals/objectives of the program, service, or activity.

b. The Committee will gain an understanding of and identify the characteristics participants must possess in order to ensure preservation of the Normal Operation of the program, service, or activity and why.

c. The Committee will identify whether the presence of these characteristics can be reasonably approximated by the use of age and/or whether it is impractical to measure these characteristics on an individual basis.

vi. Decision: Following its investigation and deliberations, the Committee shall make one of the following determinations:

1. The student’s age would impair the University program, service, or activity’s ability to carry out its Normal Operation, in which case the student may be denied participation;

2. Age-based concerns could be alleviated with changes that would not impair the ability of the program, service, or activity to meet its objectives, in which case the student will not be denied participation; or

3. The student’s age will not impair the ability of the program, service or activity to meet its objectives, in which case the student will not be denied participation.

vii. Response: The Committee must provide a response no later than forty-five (45) days after the original request. If the Committee determines that the student’s age would not impact the University program, service, or activity’s ability to carry out its Normal Operation, it will inform the University official who submitted the request via email, copying in the supervisor and Age Act Coordinator (or designee).

If the Committee determines that the student’s age would impact the University program, service, or activity’s ability to carry out its Normal Operation and no reasonable modifications can be made without altering its objectives, it shall inform the student via email of the decision, copying in the original requestor, supervisor, and Age Act Coordinator (or designee). This notification shall also provide the student with notice of the University’s grievance procedures for prompt and equitable resolution of complaints alleging violations of the Age Act, as well as external reporting options.

V. Additional Standards

A. Documents created during or as a result of these meetings that directly identify a student are “education records” as defined by FERPA and thus, are subject to review by the student to whom they pertain, and protected from unauthorized disclosure.

B. Documents created during or as a result of these meetings that do not directly identify any students may be “public records” under the Connecticut Freedom of Information Act, and thus may be subject to public disclosure.

C. Upon conclusion of an inquiry, the Committee shall retain Final Records for 5 years after the original inquiry, in compliance with Connecticut State Record Retention Schedule S1-330 (Planning Studies).

D. The Committee shall review these policies and procedures every five years to ensure compliance with federal and state laws and institutional needs.

VI. Grievance Procedures:

A. Complaints of Age Discrimination may be filed internally, at the Office of Institutional Equity (OIE), within 90 calendar days after the conduct complained of occurred or within the time the person reasonably becomes aware that conduct may be discriminatory, by calling (860) 486-2943 or writing to the OIE at the University of Connecticut; Wood Hall, 1st Floor, Unit 4175; 241 Glenbrook Road; Storrs, CT 06269-4175.

B. Students also have the right to file a complaint with the Office of Civil Rights, within 180 days from the time the incident occurred at Office for Civil Rights, U.S. Department of Education; 8th Floor, 5 Post Office Square; Boston, MA 02109-3921.

Policy Created: December 7, 2011

Revised: July 7, 2014

Emergency Closing Policy

Title: Emergency Closing Policy
Policy Owner: Office of the President, Office of the Provost, EVPA/CFO
Applies to: Faculty, Staff, Students, Others
Campus Applicability:  All campuses except UConn Health
Effective Date: August 27, 2015
For More Information, Contact Office of Faculty & Staff Labor Relations and the Department of Human Resources
Contact Information: (860) 486-5684 and (860) 486-3034
Official Website: http://www.hr.uconn.edu/

 

PURPOSE AND APPLICATION OF POLICY

During inclement weather and other emergency situations at the University of Connecticut, the safety of our students, faculty, and staff is paramount. At the same time, the University has very important research, teaching, service, and outreach missions, and must maintain continuous and effective business operations. With due consideration to safety, the University will remain open and operate normally to the greatest extent possible. Faculty, staff, and students should evaluate their own circumstances carefully, exercise appropriate judgment, and take responsibility for their safety when making decisions during inclement weather.

The purpose of this policy is to provide direction to the University community in the rare circumstances when the University Administration decides to close some or all University campuses, delay opening the University or particular campuses, release employees early, or cancel classes. This policy also explains how employees will be notified of the University’s decisions, and clarifies expectations regarding attendance and performance of job-related duties. The policy applies to the entire University community, including administration, faculty, staff, and students, at all campuses except UConn Health.

POLICY STATEMENT

Decisions to alter the University’s normal operations and schedule for all campuses are made jointly by the President’s Office, Provost’s Office, and Executive Vice President and Chief Financial Officer (EVPA/CFO). Decisions about such alterations are made with full input from Public Safety and Facilities Operations and Building Services for all campuses. Careful consideration will be given to the particular conditions and circumstances at each campus, and decisions will account for variations that may exist among the situations at different campuses.

When the Governor of Connecticut closes state agencies, releases state employees from work, or restricts road travel due to weather conditions, the University implements releases or cancellations to conform with this guidance.

When the University is open and operating normally, all employees are expected to make every effort commensurate with their personal safety to be at work. Individual academic departments and administrative units are not permitted to close and release employees. Those decisions will be made on a university-wide basis. Departments, regional campuses, and units may cancel special events they sponsor at their discretion, and are responsible for communicating such cancellations.

If an emergency occurs that may require an adjustment in work schedules for an individual unit or small number of units (such as a power outage or flood in a single building), employees should work from another location if possible. Supervisors must obtain permission from the President’s Office, Provost’s Office, and Executive Vice President and Chief Financial Officer (EVPA/CFO), as appropriate, before releasing employees from work for more than a short period of time.

Notification

The University will make announcements about closings or delayed openings as soon as feasible, and generally no later than 5 a.m. When conditions change rapidly or unexpectedly, however, the University may need to make or update decisions about classes and business operations on short notice.

UConn’s Alert website, alert.uconn.edu, is the definitive source of information about the University’s operating status. All announcements regarding changes to the University’s operating schedule will be posted to this site as soon as decisions are made.

In addition to the Alert website, text message alerts may be issued regarding closings, cancellations, or delays. UConn community members should register to receive the University’s text message alerts.

Community members may also call the University’s 24-hour emergency closing information number, (860) 486-3768, to check the University’s operating status for all campuses. Second and third shift employees are urged to call this number for information.

Individual units are responsible for communicating decisions about whether any special events they sponsor are postponed or canceled. Community members should contact the sponsoring units directly for information about such events. This applies to athletic events, performances, conferences, lectures, presentations, workshops, and other events hosted by a sub-unit of the University.

Expectations for Employees

This section summarizes the information applicable to:

  • All Employees (except essential/emergency support services staff)
  • Class Instructors
  • Essential/Emergency Support Services Staff

All Employees (except essential/emergency support services staff)

When the University is open and operating normally, employees are expected to report to work. During inclement weather, employees are expected to plan accordingly, including accounting for extra time needed to travel to and from work. If an employee decides not to remain at or report to work because of concerns about travelling safely, employees may use vacation, personal, or other accrued time without advance approval. Employees must promptly notify their supervisors in these situations. Employees who anticipate childcare concerns may discuss in advance the possibility of flex time or telecommuting with their supervisors.

When the University directs employees not to report to campus during a closing, delay, or cancellation, employees will not be charged leave unless their time off was already scheduled and approved. If an employee is on a scheduled day off due to sick leave, vacation, personal time, earned time, or leave of absence without pay during an official University closing, delay, or early release, the employee’s time will be charged accordingly.

Since employees who are not on a pre-approved leave during a closing would normally be present at work, employees are expected to be accessible and responsive to their supervisors as needed during their regularly scheduled work hours. Supervisors may require that employees check and respond to email regularly and respond to work calls, and may expect that assigned work that can be accomplished remotely is completed on time regardless of emergency cancellations. Likewise, supervisors may make reasonable adjustments to be able to continue University business, including holding meetings by teleconference and handling normal business by email, and employees who would normally be present at work may be required to participate.

Class Instructors

All faculty at all campuses must abide by the University’s decision to remain open. If the University does not cancel classes, faculty are expected to hold classes as scheduled, except in circumstances when a faculty member determines that he or she is unable to travel safely to campus. In these exceptional cases, the faculty member must notify his or her dean and department head, and must also notify all students in the class. Faculty must not cancel class prior to the University’s decision about whether the University will alter its normal schedule. Faculty may elect to hold classes virtually using online methods.

Only the instructor of record for a class may decide to cancel a class. Teaching Assistants may not make independent decisions to cancel classes or other activities related to classes, but must consult with the faculty member for the course.

Instructional time that is cancelled is expected to be made up in accordance with the By-Laws, Rules, and Regulations of the University Senate. The University’s academic calendar includes specified “emergency closing make-up dates.” Faculty who plan to use these times to make up class must inform students as soon as possible and reserve a classroom through the Registrar’s Office. Faculty may also make up classes at other times, but must be sensitive to students’ availability to attend.

Faculty should respect the decisions of commuting students who decide not to travel to campus, or to leave class early in order to get home safely, and provide options for them to make up missed work. The Dean of Students Office is available to assist faculty and students with concerns about missed work.

Essential/Emergency Support Services Staff

Operations including public safety, residential and dining services, health services, animal care, facility maintenance, information technology services, student support services, transportation, and other important services may be required to continue even in severe weather or during other circumstances that require the University to close.

The University may designate employees as “Essential” employees (also known as “Emergency Support Services Staff”) if it determines their job functions are necessary or potentially necessary to conduct the University’s business even when the University is not operating normally. Employees designated as essential are typically expected to report to or remain at work when the University has a delayed opening, early release, or closure.

Individual Departments determine which, if any, of their employees are essential. Further, Departments may require all essential employees to report during any closure. Alternatively, Departments may develop a procedure that limits the number of essential employees required to report based on the nature or duration of the closure, the nature of the functions the Department performs, and the level of staffing needed. This approach is typically implemented through an “on call” notification system or a rotating assignment.

Departments are responsible for notifying essential employees annually of their designation. Employees hired into positions that are essential are first notified of their designation at the time of hire. In addition, the business needs of the University may change in ways that require other employees to be deemed essential even if they were not designated so at hire. In such cases, the Department will notify affected employees at the time of their designation. By October 1st of each year, Departments with essential employees must provide a list of these employees to the Office of Faculty and Staff Labor Relations and the Department of Human Resources.

Unless provided in the collective bargaining agreement or authorized by the Governor, the University is prohibited from awarding compensatory time or extra compensation to essential employees for working during their regularly scheduled hours when the University has a delay, early release, or is closed.

ENFORCEMENT

Violations of this policy may result in appropriate disciplinary measures in accordance with University Laws and By-Laws, General Rules of Conduct for All University Employees, applicable collective bargaining agreements, and the University of Connecticut Student Code.

RELATED PROCEDURES AND POLICIES

Time and attendance procedures for employees and supervisors are posted on the Payroll Department website at www.payroll.uconn.edu.

Requirements with respect to instructional time and making up time are defined in the By-Laws, Rules, and Regulations of the Senate (http://policy.uconn.edu/2011/05/19/by-laws-rules-and-regulations-of-the-university-senate/) and the University’s Credit Hour policy (http://policy.uconn.edu/2012/08/22/credit-hour).

 

POLICY HISTORY

Policy adopted:

October, 2012

Revision:

November 26, 2014

August 27, 2015

 

Acceptance and Disposal of Textbook Donations, Policy on

Title: Acceptance and Disposal of Textbook Donations, Policy on
Policy Owner: Office of the Provost
Applies to: Faculty, Staff
Campus Applicability:  All University Campuses, including UConn Health
Effective Date: October 12, 2011
For More Information, Contact Office of the Provost or Audit, Compliance & Ethics
Contact Information: (860) 486-4037
Official Website: http://provost.uconn.edu

 

 

Introduction:
It is understood that from time to time the publishers of academic textbooks and related materials may provide free copies to faculty or staff for their use. Under State of Connecticut and University of Connecticut ethics policies, these free materials may not be accepted as personal property and should instead be accepted as property of the University. The eventual disposal of free textbooks and related materials is subject to University policy.

Purpose:
The purpose of this policy is to delineate the appropriate acceptance and eventual disposal of gift textbooks and related materials.

Scope:
This policy applies to all faculty and staff of the University of Connecticut and the University of Connecticut Health Center.

Definitions:
Prohibited Donor: Registered lobbyists or a lobbyist’s representative; Individuals or entities doing business with or seeking to do business with the University; or Contractors pre-qualified by the Connecticut Department of Administrative Services.

Published: the reproduction of a textbook or related materials through print, digital, or other media, including but not limited to, standard printed texts and e-books.

Related materials: documents or other media used to supplement or in any other way support a textbook in the teaching and study of a subject.

Textbook: a book published and used in the teaching and study of a subject.

Policy:
Under State of Connecticut and University of Connecticut ethics rules, faculty and staff are prohibited from personally accepting a free textbook or related academic materials from prohibited donors if the value of the item(s)  is more than $10.00.  Most publishers offering free textbooks would fall under the definition of a prohibited donor.

As permitted under state and University rules, a free textbook or related academic materials valued at more than $10.00 may be accepted as property of the University.

When a free textbook and/or related academic materials are deemed out-of-date or are otherwise no longer in active use, they may not be removed from the University for personal use. These items may be donated with the approval of the appropriate Dean or through the University Libraries “Disposal of Materials Policy” by donating them to the Library.

Policy History

Effective October 2011 (Approved by the President’s Cabinet)

Visiting Scholars Housing Policy

Title: Visiting Scholars Housing Policy
Policy Owner: Office of the Provost and Facilities Operations
Applies to: Faculty, Staff, Others
Campus Applicability:  Storrs and Regional Campuses
Effective Date: June 2, 2011
For More Information, Contact Office of the Provost
Contact Information: (860) 486-4037
Official Website: http://provost.uconn.edu/

 

“A visiting scholar is an expert in an academic discipline or disciplines with a short-term residency at UConn for mutual intellectual enrichment and collaboration. Normally these individuals are scholars or artists on leave from other institutions. However, ‘Visiting Scholars’ also may be unaffiliated and distinguished in their fields, or they may be representatives of governments or higher education institutions on official business. In the context of this housing, undergraduate and graduate students are not defined as visiting scholars.”

The Provost’s Office, with the help of Facilities Operations & Building Services, will ‘advertise’ the eleven (14) units reserved for visiting scholars, and receive the applications. It is understood that Facilities Operations will deal with the contracts, and with the ‘legal’ documents regarding fire, etc., to be distributed to each scholar by Facilities Operations and by the College/School/Department that holds the lease.

It is assumed that most applications will be ‘routine’, and fit the criteria for ‘visiting scholar’ and length of stay. Thus, the Provost’s Office staff will be able to act independently to allocate units.

This application is not for students enrolled in UConn graduate courses.  These individuals should contact Residential Life to inquire about on-campus housing options.

Pets are not allowed.

The Process:

The Provost’s office receives the applications, and prioritizes based on principles listed below.

Facilities Operations manages the keys, occupancy, etc. However, it is entirely up to the Host to manage the visit of the guest(s); this is not the responsibility of Facilities Operations or the Provost’s Office.

Priority will be Determined on Two Levels:

  1. Application date is the first priority (we encourage you to apply at least six months in advance of your visitor’s arrival.)
  2. Length of stay: Priority will be determined as follows:
    • less than 2 weeks (Nathan Hale Inn)
    • 2-14 weeks
    • 14-36 weeks
    • 36+ weeks

    Requests for housing that exceed 36 weeks will receive lower priority.

(The underlying logic here is two fold; first we want the Visiting Scholar housing to be as fully occupied as possible. However, if there is competition for housing, those requesting a year or close to it, may be able to find housing at nearby off campus sites. It is the shorter visits for which it is hard to find housing.)

Instructions for a Visiting Scholar/Faculty Housing Request

Before making the housing request, please read the Visiting Scholars/Faculty Housing Policy above. The request must be made by the SPONSOR of the visiting scholar.

  1. Fill out the housing request form completely.
  2. Send the completed form and supporting document(s) (invitation letter, payroll authorization, etc.) to:Visiting Scholar/Faculty Housing Request
    Office of the Provost
    352 Mansfield Road, Unit 1086
    Storrs, CT 06269-1086

The Housing Request Form

DOWNLOAD: Application in Word | Application in PDF

For any questions about the form, please contact Brandon Murray or Dana Wilder at 860-486-4037.

Pricing

July 1, 2015 to June 30, 2016
Daily Base (1-15 Days)
16-30 Days add 20% 31-60 Days  add 10% 61+ Days Monthly
Full 2 Bedroom 73 88 80 73 2,200
Split 2 Bedroom-Each 40 48 44 40 1,200
1 Bedroom 56 67 62 56 1,700
Studio 40 48 44 40 1,200

*A hotel rate of $139/night will be charged for short stays of 1-10 days, when regional hotel options are exhausted.

August 1, 2016 to July 31, 2017
Unit Two-Week* Monthly
Studio (Building 3) $647.50 $1,295.00
Studio (Building 2) $687.50 $1,375.00
1 Bedroom $887.50 $1,775.00
*Due to cleaning costs, there is a two week minimum charge to stay in the Oaks, even if a visitor’s scheduled stay is less than two weeks.

Additional Aid with Housing, Particularly Long-Term Housing:

The Office of Off-Campus Student Services now maintains a web site for:

  1. those wishing to find OFF-CAMPUS housing, and
  2. those wishing to list their homes as available.

The web site is: http://offcampushousing.uconn.edu/

For additional information regarding off-campus housing, please contact Off Campus Student Services at (860) 486-8006.

Voluntary Leave and Schedule Reduction Policy

Title: Voluntary Leave and Schedule Reduction Policy
Policy Owner: Human Resources
Applies to: Faculty, Staff
Campus Applicability:
Effective Date:  January 23, 2009
For More Information, Contact Human Resources
Contact Information: (860) 486-3034
Official Website: http://www.hr.uconn.edu/

Overview:

The State has legislated a Voluntary Schedule Reduction Program in which participation is entirely voluntary, subject to the approval of the agency’s appointing authority. The Legislative Regulation Review Committee approved the final Regulations on March 19, 1996. Employees who participate will receive time off without pay, but will continue to receive health insurance and other benefits in accordance with their collective bargaining agreement. Human Resources will not approve requests if the services need to be replaced during the period of leave. Employees may not substitute voluntary leave for medical leaves.

Plan Options:

Classified Employees:

(Administrative & Residual; AFSCME Social and Human Services and Administrative Clerical; CEUI Maintenance; CSEA  Engineering & Scientific; Protective Services; 1199 Health Care Workers)

A.  Sporadic Days Off – pre-scheduled, non-sequential days off (Friday and Monday are NOT considered to be sequential

B.  Work Schedule Reductions the University will not approve requests for schedule reductions to a previously negotiated workweek (e.g., 35 or 37.5 hours).    Examples of possible work schedule reductions for full-time employees are:

  • 4 day workweek (20% reduction)
  • 4 days a week with each day extended, but not equaling a full week’s schedule
  • 9 days per pay period (10% reduction)
  • Mornings or afternoons off (50% reduction)

Unclassified Employees: (AAUP, UCPEA, Managerial/Confidential)

A. Sporadic Days Off – pre-scheduled days off less than one week at a time.

B. Work Schedule Reduction:

  • 4 day workweek (20% reduction)
  • 4 days a week with each day extended, but not equaling a full week’s schedule
  • 9 days per pay period (10% reduction)
  • Mornings or afternoons off (50% reduction)

C. Leave of Absence without Pay – unpaid leave from 1 to 24 weeks at a time.

D.  Educational Leave – 3 or more months without pay to participate in an educational program.

Eligibility:

Any permanent state employee may apply for participation in the Voluntary Schedule Reduction Program. A permanent employee is one holding a position in the classified service under a permanent appointment or one holding a position in the unclassified service who has served in such a position for more than six months.

Application Procedure:

  1. An employee submits a completed application to his/her supervisor. The supervisor reviews the application, noting the impact on departmental operations, and either approves, modifies or denies the request, sending it to the Department of Human Resources for a final decision.  Should the supervisor be unable to approve the request because of departmental needs, he/she may discuss possible alternatives (if any) with the employee. If no alternative is possible, the supervisor will indicate on the form the reason the request cannot be granted. Since approvals are entirely at management discretion, denials are not grievable.
  2. Applications should be submitted to Human Resources at least two weeks in advance of the desired leave, and should include starting and ending dates, dates of individual leave days (if sporadic), and the number of hours of leave requested. The use of accrued time or compensatory time earned and accumulated pursuant to the provisions of any  collective bargaining agreement or to an order of the Commissioner under Section 5-200(p) of the Connecticut General  Statutes is not a condition precedent to being granted a schedule reduction under these regulations.
  3. A schedule reduction will not be granted if it would result in an employee falling below the threshold for eligibility for health insurance benefits, less than half time.
  4. The program will operate by the fiscal year (July 1st through June 30th), so the requested dates on each application should fall within those dates.

Changes to Approved Applications:

In the event of a change of plans, employees on a voluntary schedule reduction should apply for a modification. The new application should be marked “REVISED” and routed in the same manner as the original request.

Benefits and Status:

An employee whose application is approved shall be entitled to benefits as follows:

Health and Life Insurance:

During the period of any approved leave or work schedule reduction, an employee’s health and life insurance will continue on the same basis as before the leave or schedule modification. The employee must contribute, on an on-going basis, that portion of the premiums that would normally have been payroll-deducted.

Seniority and Longevity:

An employee shall receive all seniority credit and the full longevity benefit without regard to the leave or reduced work schedule. (Longevity payment to an employee on leave shall be paid in accordance with Regulations 5-213-1)

Vacation and Sick Leave Accruals:

  • An employee on a reduced work schedule shall continue to accrue vacation and sick leave at the same rate as prior to the schedule reduction and shall not lose accruals for any month as a consequence of a schedule reduction.
  • An unclassified employee who takes a leave of absence without pay shall continue to accrue vacation, if applicable, for up to two months subject to any accrual maximums in the collective bargaining agreement. An employee who takes a leave of absence for more than two months will cease accruing vacation time after the first two months. In order to be eligible for payment of these accruals, an employee must be reinstated from the leave for at least two months.

Holidays:

An employee on a schedule reduction shall be granted time off with pay for any legal holiday which falls on a day when he would otherwise have been scheduled to work. If an employee is required to work on a holiday, he/she shall be granted a day off in lieu thereof.  If a holiday falls on a day when an employee would not have been scheduled to work as a result of a schedule reduction, he/she shall receive pro-rata holiday credit at the percent of his/her scheduled weekly hours.

Examples:  If 4th of July falls on a Friday:

  1. Employee reduces schedule to a 4-day workweek, with Monday’s off and recieves full pay for holiday on Friday (not to exceed the number of hours in a regular work day
  2. Employee reduces schedule to a 4-day workweek, with Fridays off, receives 80% credit – based on percentage of time worked on the reduced schedule – (recorded as earned time), since he/she was not scheduled to work on Fridays.

*An unclassified employee who takes a leave of absence without pay (Option C) will not receive pay for any legal  holiday falling during the leave.

Workers’ Compensation:

Any benefits to which an employee is entitled under Worker’s Compensation Statutes shall not be affected by a schedule reduction.

Retirement:

As of June 8, 1994, an employee shall receive full credit towards retirement for voluntary leave only when it totals 22 work days, whether it be for sporadic days off, work schedule reduction or blocks of time. Employees shall not be required to contribute any sums for that credit. Each accumulation of 22 days of voluntary leave will equal a calendar month of retirement credit. Note that voluntary leave which totals less than 22 working days will not be credited towards retirement.

Employees may direct their inquiries about retirement credit for voluntary leave taken before June 8, 1994 to a retirement specialist at (860) 486-0413.

Overtime:

Overtime payment during a schedule reduction will continue according to the employee’s collective bargaining agreement or Section 5-245 of the Connecticut General Statutes. Calculations of overtime payment will not include schedule reduction hours as time worked.

Initial or Promotional Probationary Employees:

  1. An employee in an Initial Working Test period is not eligible to participate.
  2. Days off which are taken as a result of this program will not be counted toward the completion of a Promotional Working Test period.

Questions may be addressed to the Leave Administrator, Department of Human Resources at (860) 486-3034.

Use of Students in Outside Employment

Title: Use of Students in Outside Employment
Policy Owner: Office of Audit Compliance & Ethics
Applies to: Faculty, Staff
Campus Applicability:
Effective Date: July 14, 2015
For More Information, Contact Office of Audit, Compliance & Ethics
Contact Information: (860) 486-2530
Official Website: www.audit.uconn.edu

 

Background and Reasons for the Policy: The Code of Ethics for Public Officials preclude public employees from accepting other employment which will impair the employee’s independence of judgment or otherwise create a conflict of interest.

Purpose of Policy: To provide guidance on the employment of students by faculty and staff for work external to the University.

Expected Institutional Outcome: Compliance with the Code of Ethics.

Applicability of Policy: All employees.

Policy Statement: Pursuant to Connecticut General Statute Section 1-84(b) of the Code of Ethics for Public Officials, a state employee may not accept other employment which will impair his/her independence of judgment as to his/her official duties or employment.  Furthermore, in accordance with Connecticut General Statute Section 1-86 and the Regulations of Connecticut State Agencies Section 1-81-29, a state employee with a potential conflict of interest must inform his/her supervisor who shall assign the matter to another who is not subordinate to the individual with the conflict.

Potential conflicts may occur when a University employee hires a student in any non-University supported activity. Therefore, employees who choose to employ students in any non-University activity must obtain written approval from their Department Head/Dean/Director prior to employing the student. Faculty members who wish to hire a graduate student and who teach a course in which the student is enrolled, serve as a member of the student’s thesis or dissertation committee, or serve as the student’s advisor or the director of his or her thesis or dissertation research must also receive written approval from the Dean of the Graduate School.  The University requires that each student receive a written offer of employment with a specific scope of work or job description, the rate of compensation and the expected hours of work.  In addition, the student should receive a fair market value rate of pay.

Students have on-going recourse to the Provost who will consult with the Dean of the Graduate School (for graduate students) or the Vice Provost for Academic Affairs (for undergraduate students) in order to address any grievances that may arise during the term of the employment.

Failure to comply constitutes a violation of the State ethics code and University policy and is subject to disciplinary procedures of both.

Responsibilities: All employees.

Use of Students in Outside Employment Letter Template

History

Revised: 07/13/2015; 12/16/2014; 06/23/2008

New Policy: 03/01/2004

University Library Copyright Policies

Title: University Library Copyright Policies
Policy Owner: University Library Copyright Project Team
Applies to: Faculty, Staff, Others
Campus Applicability: Storrs and Regional Campuses
Effective Date: May 29, 2007
For More Information, Contact University Libraries
Contact Information: 860-486-2518
Official Website: http://lib.uconn.edu/

Background and Reasons for the Policy

The University of Connecticut Libraries provide high quality collections and information services in support of the University’s research and educational missions. In its endeavors, the University Libraries are committed to compliance with intellectual property law and the preservation of the rights of copyright owners and users of copyrighted materials. The University Libraries also seek to ensure that members of the university community know their rights and responsibilities under the provisions of the U.S. copyright law (17 U.S.C. Section 107), and are able to apply them regarding their use of copyrighted works.

Purpose of the Policy

These policies define the parameters of service provided by the University of Connecticut Libraries with regard to compliance with U.S. copyright law, the doctrine of fair use, and related exceptions in the law for library services.

Expected Institutional Outcomes

These policies provide basic information and guidance regarding the use of copyrighted material by University of Connecticut Libraries staff and users of library services. They answer many common questions regarding the use of copyrighted materials and provide contacts and resources for more information.

Policy Statement

These policies are maintained and updated on the University of Connecticut Libraries web site at http://www.lib.uconn.edu/copyright/.

 

Drafted by the Copyright Project Team 2/19/07 at the suggestion of:

  • Denielle M. Burl, Esq., University Legal Specialist; and
  • Rachel Rubin, Director of Compliance, Office of Audit, Compliance & Ethics