Office of the Executive VP for Administration & CFO

Space Management Policy

Title: Space Management Policy
Policy Owner: University Planning, Design & Construction (UPDC)
Applies to: Faculty, Staff
Campus Applicability: All campuses except UConn Health
Effective Date: June 12, 2017
For More Information, Contact University Planning, Design & Construction (UPDC)
Contact Information: (860) 486-4418
Official Website: http://updc.uconn.edu

REASON FOR POLICY

The availability of facilities and space plays an important role in advancing the mission and goals of the University of Connecticut. It is in the University’s best interest to allocate space in an objective and consistent manner based on the University‘s mission and priorities.

APPLIES TO

This policy applies to the Storrs and all regional campuses and designated affiliates or approved units of the University of Connecticut at those campuses. This policy does not apply to UConn Health.

POLICY STATEMENT

All space belongs to the University and is assigned to units, schools, departments or programs based on University’s priorities and the functional requirements of each user group.  The University may reallocate space at any time as needs and priorities change.

Decisions regarding the allocation of occupied and unoccupied space are based on campus and program priorities, Academic and Strategic Plans, the Master Plan for the campus, and overall need.

The President of the University has ultimate authority over space assignments. The Provost, Vice Presidents, and Division of Athletics Director are responsible for allocating and managing space occupied by activities under their control or within their divisions in accordance with the University’s Space Planning Guidelines.

The Office of the Provost and Executive Vice President for Academic Affairs has overall responsibility for the equitable and optimal use of academic and research space resources, with final authority over all UConn academic and research space assignments and designations in collaboration with the Office of the Executive Vice President for Administration and Chief Financial Officer.

The Office of the Executive Vice President for Administration and Chief Financial Officer has final jurisdiction over all UConn non-academic and non-research spaces in collaboration with the Office of the Provost and Executive Vice President for Academic Affairs except for those spaces identified below.

All space occupied  by the Division of Student Affairs (e.g. Student Union, Recreation Center) will be the responsibility of the Vice President for Student Affairs in collaboration with the Office of the Provost and Executive Vice President for Academic Affairs and the Office of the Executive Vice President for Administration and Chief Financial Officer.

All space occupied  by the Division of Athletics will be the responsibility of the Director of Athletics in collaboration with the Office of the Provost and Executive Vice President for Academic Affairs and the Office of the Executive Vice President for Administration and Chief Financial Officer.

The University Planning office within University Planning, Design and Construction is responsible for reviewing space requests and making recommendations to the appropriate authority.

The four officers with authority over space will coordinate all significant space decisions with the Office of the President.   The President as the chief executive and administrative officer of the University has the authority and responsibility to make all final decisions regarding space.

PROCEDURES AND GUIDELINES

For roles and responsibilities, Space Planning Procedures: [LINK TBD]

For assigning space: Space is assigned in accordance with the Space Planning Guidelines: http://updc.uconn.edu/wp-content/uploads/sites/1525/2016/10/Appendix-III-UConn-Space-Standards-September-2016.pdf

Requesting additional space or making modifications to existing space is governed by Space Planning: http://paes.uconn.edu/wp-content/uploads/sites/1525/2015/10/SpaceChangeForm-revised-021312.pdf

ENFORCEMENT

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

POLICY HISTORY:

Policy created:  6/12/2017 (Approved by Cabinet)

Lactation Policy

Title: UConn Lactation Policy
Policy Owner: Human Resources and Office of Institutional Equity
Applies to: Employees, Graduate Assistants, Students
Campus Applicability: All Campuses, Including UConn Health
Effective Date: 12/20/2016
For More Information, Contact Human Resources and Student Health Services/Student Services
Contact Information: Storrs/Regionals: (860) 486-3034 (HR) and (860) 486-0765 (SHS)
UConn Health: (860) 679-2426 (HR and (860) 679-1364 (Student Services Center)
Official Website: http://hr.uconn.edu/worklife/


Reason for Policy

The purpose of this policy is to provide employees and students who are breastfeeding a private place and reasonable break time to express breast milk for their nursing child.  This policy is in accordance with relevant laws and regulations regarding breastfeeding in the workplace.

Applies to

All breastfeeding employees and students on the Storrs, UConn Health and Regional campuses.

Definitions:

Lactation Area: A space on the University of Connecticut campus that is either dedicated or temporarily established to accommodate the needs of those who are breastfeeding. The room must be a clean, private (the ability to be shielded from view and free from intrusion), comfortable space with electrical outlet, chair, table for breast pump, and nearby access to clean running water.

Lactation Breaks: Breaks during the work day for employees who have requested lactation accommodations.

Policy Statement

The University of Connecticut is committed to providing a supportive environment that enables employees and students to express breast milk in a private place, with reasonable break time and in a location within five minutes of their work and study areas.

Consistent with Connecticut Laws (Chapter 939, Section 53-34b and Chapter 814c, Section 46a-64), a person may breastfeed their infant in any public or private location on campus where they and their child are authorized to be. This includes all campus locations open to the public and other campus locations where infants are allowed.

Additionally, Connecticut law (Connecticut General Statutes, Section 31-40w) Breastfeeding in the Workplace states that employers must allow employees to breastfeed or express breast milk at work.

Consistent with federal law, the University of Connecticut shall provide to employee breastfeeding persons reasonable break time (“lactation break”) as well as space that is shielded from view and free from intrusion in order to breastfeed their infants or to express breast milk.

The University of Connecticut prohibits discrimination, harassment, and retaliation against breastfeeding persons who exercise their rights under this policy.  For more information, see University Policy Against Discrimination, Harassment and Related Interpersonal Violence.

Enforcement

Violations of this policy may result in appropriate disciplinary measures in accordance with University Policies and applicable collective bargaining agreements.

Policy History

Adopted 12/20/2016

Procedures

Storrs and Regional Campuses: http://policy.uconn.edu/wp-content/uploads/sites/243/2016/12/UConn-Lactation-Procedures_final-draft-12-20-16.pdf

UConn Health: http://policy.uconn.edu/wp-content/uploads/sites/243/2017/02/UConn-Health-Lactation-Procedures.pdf 

 

Consumable Supplies Inventory Procedure

Title: Consumable Supplies Inventory Procedure
Procedure Owner: Office of the Controller, Accounting Office
Applies to: All University Departments
Campus Applicability: Storrs and Regional Campuses
Effective Date: 09/01/2016
For More Information, Contact Robin Hoagland
Contact Information: (860) 486-3780
Official Website: http://accountingoffice.uconn.edu/

BACKGROUND AND REASON FOR PROCEDURE

An inventory of consumable supplies is reported annually to the Office of the State Comptroller (OSC) on the Annual Inventory Report of all Real and Personal Property (CO-59) form. Consumable supplies must be safeguarded and managed in order to prevent excessive spending and loss.

DEFINITIONS

Consumable supplies are defined as stock items used and consumed in the daily operations of a UConn department, such as food, cleaning supplies, lab animals, perishables, table or bed linens, repair parts, small tools, small appliances, and articles of a similar nature. Items should be new and unopened, and which will be used up within a year. Consumable supplies does not include capital equipment or controllable property equipment.

PROCEDURE

  1.  For all departments with a consumable supplies inventory of $5,000 or more, a separate perpetual (continuous) inventory should be maintained.
  2. A physical inventory must be performed annually and reconciled to the inventory records by June 30th.
  3. A listing of consumable supplies must be reported to the Accounting Office within the Office of the Controller by July 15th. The inventory listing should include an item description, cost, unit of measure, quantity on hand, and a total cost for each item, by location/building.
  4. The inventory listing and signed Inventory Certificate Form may be sent by email or through the University mail service to the Accounting Office at U-1074.

FORMS/TEMPLATES

An Inventory Worksheet (Excel template) may be used to report inventory. Alternatively, departments may submit a report generated from an inventory system maintained by the department.

The Inventory Certificate Form is available on the Inventory Control website.

Prevention and Reporting of Fraud and Fiscal Irregularities

Title: Prevention and Reporting of Fraud and Fiscal Irregularities
Policy Owner: Executive VP for Administration and Chief Financial Officer
Applies to: Faculty, Staff, and Others
Campus Applicability: All
Effective Date: March 23, 2016
For More Information, Contact: OACE: (860) 486-4526 (Storrs & Regionals) / (860) 679-4180 (UConn Health)
EVP for Administration and CFO: (860) 486-3455
UConn Health CFO: (860) 679-3162
Official Website: http://evpacfo.uconn.edu/ 

Purpose

The University of Connecticut is committed to upholding the highest standards of honest behavior, ethical conduct, and fiduciary responsibility with respect to all assets of the University and assets entrusted to the University, including all funds, resources, and property. The purpose of this policy is both to inform the University community of each member’s responsibility to safeguard University resources and to establish standards for the reporting of suspected or known fraud or fiscal irregularities to the appropriate officials.

This policy applies to all units of the University including Storrs and the Regional Campuses, Professional Schools and UConn Health.  It applies to members of the University community including faculty, staff, contractors, business associates, and others involved in the activities of the University.

Definitions

Fraud and fiscal irregularities generally involve an intentional or deliberate act, omission or concealment with the intent of obtaining an unauthorized benefit, such as money, property or other personal or business advantage, by deception or other unethical means.  Examples include, but are not limited to:

  • Misappropriation, misapplication, removal, or concealment of University property
  • Forgery, falsification, or alteration of documents and/or information (e.g., checks, bank drafts, deposit tickets, promissory notes, time cards, travel expense reports, contractor agreements, purchase orders, etc.)
  • Theft or misappropriation of funds, securities, supplies, inventory, or any other University assets including furniture, fixtures, equipment, data, and intellectual property
  • Billing customers, patients and third party payers for services when it is known that the services were not provided
  • Authorizing payment to vendors when it is known that the goods were not received or services were not performed
  • Misuse of University facilities, such as vehicles, telephones, mail systems, or computer-related equipment
  • Engaging in bribery, accepting kickbacks, or seeking unauthorized rebates
  • Actions related to concealing or perpetuating any fraud or fiscal irregularity

Policy Statement

All members of the University community are responsible for safeguarding University resources in their units and for ensuring that those resources are used for authorized purposes and in accordance with University rules and policies, and as required by applicable laws. In addition, all members of the University community should promptly report any known or suspected fraudulent activity or fiscal irregularities involving University and affiliated entity funds resources, property, or employees. Each unit manager should be familiar with the types of improprieties that might occur in the manager’s area of responsibility and ensure that all reasonable internal controls are in place and operating effectively to prevent and detect the occurrence of fraudulent activity or fiscal irregularities.

Nothing in this policy relieves faculty and staff from reporting responsibilities under professional codes of conduct, licensing, or other requirements applicable to them individually or to their function.

Process for Reporting Detected or Suspected Fraud and Irregularities

Individual Reporting Obligations

All members of the University community are obligated to report any known or suspected fraudulent activity or fiscal irregularities. Generally, an individual may discuss the concern directly with a supervisor. However, in the event that the individual is not comfortable speaking with the supervisor or is dissatisfied with the supervisor’s response, the individual should report the concern directly to the Office of Audit, Compliance and Ethics (OACE) and/or Campus Police.  Individuals should not investigate suspected fraudulent activity independently.

Individuals who wish to report suspected fraudulent activity or fiscal irregularities anonymously may utilize the University’s REPORTLINE using the contact information below. 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 provided to the OACE for review and appropriate action. This service is available 24 hours a day, 7 days a week and is staffed by independent specialists trained to obtain complete and accurate information in a confidential manner. To contact the REPORTLINE:

Phone:  All University campus including UConn Health: Phone: 1-888-685-2637
Web reporting address:
(Storrs, Regional Campuses and Professional Schools only): https://www.compliance-helpline.com/uconncares.jsp

At a minimum, individuals should provide key information such as a description of the incident, the time frame in which the incident occurred, and names of individual(s) involved. OACE will make every effort to handle all information received in a confidential manner, to the extent permitted by law.

University policy prohibits retaliation when an individual reports, in good faith, suspected fraudulent activity or fiscal irregularities to any supervisor, faculty, administrator, OACE, University Police, the REPORTLINE, or any appropriate agency outside of the University. An individual who believes he or she has been subjected to retaliation, should contact OACE immediately.  This policy is not intended to preclude the reporting of suspected fraudulent activity or fiscal irregularities to appropriate external authorities[1].

Institutional Obligations:

Departments are obligated to notify OACE of suspected or known fraudulent activity or fiscal irregularities as soon as they become known.   OACE will evaluate the information provided and determine an appropriate strategy for investigating and resolving the allegation.   Additional University officials may be asked to conduct or participate in an investigation as appropriate. When sufficient facts and circumstances exist to establish a reasonable suspicion that fraudulent activity or fiscal irregularity has occurred, OACE will consult with the Office of the General Counsel (Storrs, Regional Campuses and the Professional schools), Senior Counsel (UConn Health) and other University officials regarding federal, state and other external reporting requirements.

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.

[1]Other Reporting Options:

  • State Auditors of Public Accounts

The Whistle Blower Act, Section 4-61dd of the Connecticut General Statutes, authorizes the Auditors of Public Accounts to receive information concerning matters involving corruption, unethical practices, violation of State laws or regulations, mismanagement, gross waste of funds, abuse of authority or danger to the public safety occurring in any State department or agency. Upon receiving such information the Auditors are required to review such matter and report their findings and any recommendations to the Attorney General. The Auditors shall not, after receipt of any information from a person under the provisions of this section, disclose the identity of such person without his/her consent unless the Auditors determine that such disclosure is unavoidable during the course of the review. You can file a complaint with the Auditors of Public Accounts by calling (860) 240-5369 or toll free at (800) 797-1702. Website:https://www.cga.ct.gov/apa/

  • Federal False Claims Act (31 U.S.C. § 3729-3733)

This act permits a person with knowledge of fraud against the federal government to file a lawsuit on behalf of the government against those that committed the fraud. The person filing the lawsuit is also known as the “whistleblower” or “qui tam” plaintiff. The “qui tam” plaintiff must notify the United States Department of Justice (DOJ) of all information regarding the fraud. If the DOJ takes the case and fraud is proven the “qui tam” plaintiff is entitled to a portion of the money recovered by the federal government. Under the False Claims Act the “qui tam” plaintiff is protected from retaliation that may result from his or her involvement in the case. This is known as Whistleblower Protection.

Alternate Work Arrangements

Title: Alternative Work Arrangements
Policy Owner: Department of Human Resources
Applies to: All Employees
Campus Applicability: Storrs and Regional Campuses
Effective Date: October 11, 2016
For More Information, Contact Department of Human Resources and the Office of Faculty & Staff Labor Relations
Contact Information: (860) 486-3034
Official Website: http://hr.uconn.edu/alternate-work-arrangements/

POLICY AND PURPOSE:   This policy describes and establishes guidelines for alternate work arrangements for employees at the University of Connecticut, in accordance with relevant state statute, applicable collective bargaining agreements and in keeping with university practices. This policy is designed to achieve the following goals: (1) Increase worker efficiency and productivity; (2) reduce travel time.

In order to support the mutual benefits of flexible work environments, the university has implemented this voluntary Alternative Work Arrangement program for all employees.

References:

  • CGS § 5-248i. Telecommuting and Work-at-home programs
  • Article 16 of the UCPEA Contract – Work Schedules
  • Article 17 of the NP3 Contract – Hours of Work, Work Schedules and Overtime
  • Article 18 of the NP5 Contract – Hours of Work, Work Schedules and Overtime
  • Article 18 of the NP2 Contract – Hours of Work, Work Schedules and Overtime
  • Request for Temporary Flexible Schedule Agreement Form
  • Request for Temporary Telecommuting Agreement Form
  • Exhibit 2-1 Auditors of Public Accounts Work Schedule Election Form

Scope:

This policy applies to all employees at the Storrs and Regional Campuses.

Definitions:

Telecommuting – Voluntary work arrangement in which some or all of the work is performed at an off-campus work site such as the home or in an office space near home.

Flexible Schedule – A flexible schedule allows an employee to vary the span of the workday, while ensuring that the standard workweek hours are completed.

Policy Statement:

The University Alternate Work Arrangement Program offers employees two options for alternate work arrangements.  Each option contains specific requirements for the employee.

Approval for participation is at the discretion of the employee’s supervisor.

Telecommuting[1]:

Generally, work suitable for telecommuting will have defined tasks with clearly measurable results, tasks requiring concentration when the employee works independently and minimal requirements for frequent access to hard copy files or special equipment.

Telecommuting may also be suitable for those occasions when employees must attend off-site university meetings or events during portions of the day that make travel to their normal duty station impractical during the balance of the day.

Employees best suited for telecommuting are self-motivated, self-disciplined, have a proven ability to perform and a desire to make telecommuting work.

In order to participate, an employee’s regular duties must be such that they can be accomplished via telecommuting; employees whose regular duties necessitate their presence at their duty station may not telecommute.

Guidelines for Participation

  • Any equipment or supplies purchased by the University and used at the alternate work location will remain the University’s property and must be returned at the conclusion of the telecommuting period. University owned equipment at the alternate location may not be used for personal purposes.  The University does not assume responsibility for damage or wear of personally owned equipment or supplies used while telecommuting.
  • Participants will take all precautions necessary to secure privileged information and prevent unauthorized access to any University system.
  • Participants may not submit nor receive reimbursement for travel if requested to report to their normal work site.

Employees who wish to request permission to telecommute should submit a formal request through the University’s Telecommuting Agreement Form to their supervisor, which will include a description of the scope of work that will be undertaken and accomplished off-site at least five business days in advance, when possible. This description may be general or include specific tasks.

The supervisor will review the request with the employee and must approve or deny the request in writing within three business days prior to the requested telecommuting period, or sooner if the request is made due to unforeseen circumstances. For employees who are members of a bargaining unit, approval must be from a supervisor that is outside of the bargaining unit.

The employee and supervisor must mutually agree to and sign the Telecommuting Agreement Form available at http://hr.uconn.edu/alternate-work-arrangements/.

Please note: It is understood that unforeseen circumstances may necessitate the request for short-term telecommuting arrangements to be made with limited advance notice.  Temporary changes to existing telecommuting agreements may also be necessary to accommodate unexpected work obligations.  In these circumstances an email approval from a supervisor is sufficient.

[1] Note: This section is not applicable to Classified Employees. Telecommuting arrangements for Classified employees must be made in accordance with the Telecommuting Guidelines established by the State of Connecticut Department of Administrative Services, available at http://das.ct.gov/HR/Regs/Current/GL%2032%20Telecommuting%20Guidelines.pdf.

Flexible Schedule:

Guidelines for Participation

Flexible Schedules may be approved by the appropriate supervisor, with the following understanding:

  1. There must be minimal on-site coverage of most university offices during regular business hours, Monday through Friday.
  2. Managerial and confidential employees are expected to work the equivalent of 40 hours each week.  Work schedules for UCPEA and Classified employees are in accordance with the relevant collective bargaining agreement. Please note: additional hours may be necessary in order to complete job responsibilities.
  3. The supervisor should consider cross training/back-up assignments to ensure adequate service during normal office hours.

A Flexible Schedule can be established by mutual agreement between an employee and their supervisor. For employees who are members of a bargaining unit, approval must be from a supervisor that is outside of the bargaining unit.  In order to approve a request for a flexible schedule, supervisors must determine that an employee operating under a flexible schedule will not have a negative impact on the employee’s work or the work of the given office, unit or department.

Supervisors will determine whether or not a flexible schedule request is reasonable and justified. In general, a flexible schedule is intended to allow employees to deviate from their standard work schedule within reason, i.e. arriving earlier and leaving earlier or arriving later and leaving later, or accommodating a single especially long work day (to attend an evening work-related event, for example) by arriving later the following day, etc. It is not intended to allow employees to work unorthodox or impractical schedules, i.e. working weekends instead of two weekdays or working a full work week within a four day period each week, etc.

Employee requests for a flexible schedule may apply to a single day during the week, each day during the week, or certain days or weeks depending on the time of year. Supervisors should document each employee’s flexible schedule in writing using the appropriate University form available at http://hr.uconn.edu/alternate-work-arrangements/.  Flexible schedules may be adjusted or revoked by management at any time.  Where possible, employees will be given a minimum of two weeks’ notice regarding any changes to their approved flexible schedule.

Procedure:    

  1. Employee submits request to supervisor;
  2. Supervisor provides written approval or denial;
  3. Supervisor and employee mutually sign the applicable form;
  4. Forward a copy of the signed agreement to the Office of Faculty and Staff Labor Relations.

This policy is not intended to add to or subtract from provisions of any applicable collective bargaining agreements.

 

 

Adopted Effective Date 3/3/2016 [Approved by the Office of the President]

Revised Effective Date 10/11/2016 [Approved by the Office of the President]

Contractor Parking Policy

Title: Contractor Parking Policy
Policy Owner: Planning Architectural & Engineering Services and Parking Services
Applies to: Contractors, Construction Managers and Workers
Campus Applicability: Storrs and Depot Campuses
Effective Date: January 2016
For More Information, Contact Parking Services
Contact Information: (860) 486-4930
Official Website: park.uconn.edu

Reason for Policy

Parking capacity on UConn’s Storrs campus is very limited and highly demanded.  Parking privileges on the Storrs campus must therefore be judiciously allocated among institutional stakeholders and contractors to maximize the benefits to each.

Applies to

This policy applies to all general and trade contractors, construction managers, trucking and delivery drivers and workers while conducting University-contracted business at the Storrs and Depot Campuses.

DEFINITIONS OF VEHICLE TYPES

Personal Vehicle

A personal (or worker) vehicle is one that is owned by an individual and primarily used to transport an individual or a group of individuals to and from a worksite or place of employment.

Contractor Vehicle

A contractor vehicle is one that is owned by a business and is primarily used for business.  Examples of contractor vehicles include pick-up trucks, work vans or company cars upon which the business identification is permanently displayed.

Construction Equipment

Construction equipment is a vehicle that is owned, leased or rented by a University-contracted business primarily for use on a construction site to perform specific construction work or specific construction activity.  Examples of construction equipment include cranes, mobile cranes, backhoes, front-loaders and rollers.

Construction Delivery Vehicles

A delivery vehicle is one that is primarily used to transport materials or personnel to or from a worksite. Examples of delivery vehicles include dump trucks, tractor trailers, flatbed trailers and shuttles.

GENERAL PARKING POLICIES

All contractor or personal vehicles that are parked at the University of Connecticut’s Storrs campus, Mansfield Depot campus, Bergin Property or any other University property are required to obtain and conspicuously display a University parking permit.  Parking permits and their associated parking privileges are specifically issued either to an individual worker or a contractor.  Although those parking privileges are for the assigned holder, the physical permits may be moved between vehicles and may be used either by the assigned permit holder or a designee.  Any vehicle that does not display a valid parking permit will be subject to ticketing and/or towing at the vehicle owner’s expense.  Egregious or repeated parking policy violations can also lead to the suspension, withdrawal or withholding of parking permits and privileges at the University’s sole discretion.  Parking by contractors or workers at the North Garage or South Garage, or overnight parking of personal or contractor vehicles on University property is prohibited, unless previously approved by the University Representative in conjunction with Parking Services.

Location of Parking for Workers

During the University’s academic year, from mid-August to mid-May, workers can request and receive parking permits for personal vehicles in designated parking areas on the Mansfield Depot campus and the Bergin Property.  These two locations are located on State Route 44 and are approximately two miles from the main Storrs campus.  Parking permits that authorize parking on the Mansfield Depot campus and Bergin Property will be issued to contractors and workers at no-charge and may be used in personal or contractor vehicles.  Parking permits are issued on a space-available and first-come, first-served basis.  There is no personal vehicle parking on the main Storrs campus for workers during the University’s academic year, except as specified herein.

During the University’s summer term (mid-May to mid-August), workers can request and receive no-charge parking permits for personal vehicles at designated parking lots at the perimeter of the main Storrs campus on a space available basis.  University Parking Services will assign separate and distinct contractor parking permits based on availability at locations in closer proximity to worksites, most typically on student parking lots such as Lots C, W and X.

Permitting Process

All parking permits can be obtained at the University’s Parking Services office located at 3 Discovery Drive in Storrs, CT.  The Parking Services office is open on all non-holiday business days, typically from 8am to 4:30pm.  Parking Services can be reached by telephone at (860) 486-4930 and by email sent to parkingservices@uconn.edu.

In order to obtain a parking permit, the University requires a valid driver’s license, current vehicle registration and proof of automobile insurance.  Parking permits are issued for a fixed term and any associated fees must be paid at the time of permit issuance.  Parking permits provided free of charge or purchased are typically issued for periods of one or more months, one or two semesters, or for one year (12 months).  Each calendar year is divided into three semesters: Spring semester (January – May), Fall semester (August-December), and Summer semester (June – August).  An expiration date for all University parking permits are established at the time of their issuance.  Permit holders are responsible for obtaining new parking permits prior to their expiry date when the extension of their privileges is needed.

An administrative Lost Permit fee of $20 must be paid before a replacement will be issued.  The fee will be incurred whenever a lost permit is replaced and irrespective of its original purchase price.  The lost permit will be expired before its replacement is issued and cannot be reused if it is subsequently found.  If a permit that is reported as lost is found to be in use, it will be considered stolen and the University will act accordingly.

Transportation

It is the workers and/or the Contractor’s responsibility to arrange for transportation between the parking areas and the worksites when needed.  Use of the University shuttle bus system by workers for daily transportation is prohibited.

The Contractor may provide shuttle services for workers if it deems it necessary or desirable.  Shuttles shall not be parked on University property overnight unless there is prior approval from the University Representative in conjunction with Parking Services and the daytime shuttle bus parking location, whether operating or unattended, must have prior approval from the University Representative in conjunction with Parking Services.

Perimeter Lot Parking During the Academic Year

Contractors may request parking for personal or contractor vehicles in closer proximity to the worksite on a perimeter student parking lot during the academic year for the fee of $50.00 per month, payable in advance of the permit issuance.  These types of permits may be purchased for up to a six month period.  Perimeter lot parking permits are subject to availability and provide parking only on the specified lot.  These exceptional requests will be reviewed on a case-by-case basis and decisions will be predicated on factors related both to the project and the efficient operation of the University’s parking system.

Day Permits

Construction workers or contractors who are only on worksites infrequently may request day parking permit for their personal or contractor vehicles.  Infrequent is defined as coming to campus no more than once a week.  The cost of a day parking permit is $12.00 per day, payable in advance of the permit issuance.  Day parking permits authorize parking in a specific parking lot and will be issued on a space-available basis.   Day parking permits generally authorize parking in close proximity to the worksite when possible and their privileges may include specific University employee and/or student parking locations.  At the University’s discretion, day permit issuance may be suspended to any Contractor should the Worker or Company request a day permit more frequently than what is permitted.

Limits of Liability 

Workers and Contractors with parking permits should recognize that the lighting in parking lots varies greatly between locations, and that the permit holder accepts the conditions of the lots in “as is” condition.  The University provides no security in the parking lots and makes no representations regarding the security of the premises.  All Workers and Contractors park and use the lots at their own risk and the University is not responsible for any damages or theft that occur to vehicles or persons while utilizing the parking permits or lots.    The Contractor and/or Worker shall be responsible for any damage or harm it causes to others or to the property of others and for any damage it causes to University property (excepting normal wear and tear from use of the parking lots.

SITE-SPECIFIC PARKING POLICIES

Parking of Vehicles inside the Perimeter of a Worksite

The University understands that a certain number of vehicles are required on worksites in order to conduct the work.  However, the University does not support and will actively work to prevent oversizing the perimeter of a worksite in order to accommodate daily worker parking inside the worksite.  This is particularly true when a project’s site logistics plans specify the use or loss of University parking capacity.  The parking of personal vehicles on a worksite is highly discouraged, and only contractor vehicles, construction equipment and delivery vehicles should be on the worksite.

Construction equipment parked on the worksite does not require a parking permit.  If not in use, the long-term storage of construction equipment on worksites or University property without specific written permission by the University representative and Parking Services is prohibited.  Construction equipment is expected to remain on the designated worksite within the perimeter of the worksite.

Contractor vehicles making occasional or periodic material deliveries or being used in conjunction with specific work on the worksite do not require a parking permit when they are idle within the perimeter of a worksite.  Parking permits must be displayed in delivery vehicles used to transport materials to a worksite if they require parking outside the perimeter of the worksite after unloading.

Parking of Vehicles at Construction Field Offices

For each worksite, the primary general contractor or construction manager may request up to three (3) worksite parking permits for contractor vehicles to park at construction trailers.  There is no cost for these three (3) worksite parking permits and these permits allow the parking of contractor vehicles for administration of the project.  The three worksite parking permits are intended to satisfy the needs of the contractors and subcontractors combined on most projects.

For large projects, the general contractor or construction manager may need additional worksite parking permits for contractor vehicles associated with the administration of a project.  These additional contractor vehicles are intended to be situated adjacent to a project field office.  Requests for additional permits will be reviewed on a case-by-case basis by the University Representative in conjunction with Parking Services.  Additional contractor parking permits will be issued at the sole discretion of the University.  If any additional worksite parking permits (beyond the above-mentioned three no-charge contractor permits) are approved for parking contractor vehicles adjacent to field offices (or elsewhere as authorized by the University Representative and Parking Services), each permit will cost $50.00/month, payable in advance of their issuance. When bidding work, Contractor shall not assume such increase in allowable worksite parking permits will be granted.

Worksite Logistics Considerations

When reviewing the site logistics for a project, and determining the perimeter of a worksite, non-construction equipment parking capacity should be excluded or minimized to the extent possible.  The use of parking capacity for the long-term storage of material is strongly discouraged.  If any existing parking areas are to be utilized during construction, the contractor shall take photographs of the area prior to utilization and restore the areas to “like new” condition, including the parking surfaces, curbs, sidewalks, lawn, soil de-compaction, plantings and any other surrounding area or items that are damaged during use.

As a limited resource, the loss of parking can be disruptive on the University’s operations, and the effects on parking from construction activities must be planned for and mitigated.  Parking Services and the Transportation Planner must have the opportunity to review the site logistics plan prior to their finalization whenever the University’s parking access or capacity will be affected by a project.

The parking of personal vehicles at construction trailers without a worksite parking permit is prohibited.  The general contractor or construction manager may utilize its worksite parking permits for parking at worksite trailers if approved in advance as part of its site logistics plans.

Policy History

Effective January 2016 (approved by President’s Cabinet)

Office of Treasury Services Policy and Procedure Manual

Title: Office of Treasury Services Policy and Procedure Manual
Policy Owner: Office of Treasury Services
Applies to: Faculty, Staff, State, Public and Private Entities
Campus Applicability:  All University Campuses
Effective Date: March 2013
For More Information, Contact John Sullivan, CFA– Manager of Treasury Services
Contact Information: (860) 486-486-5907 or (860)-486-4429
Official Website: http://ots.uconn.edu/ 

EXECUTIVE SUMMARY The Office of Treasury Services (“OTS”) serves as UConn’s public finance department, and professionally and prudently issues, invests and disburses UCONN 2000 bond funds, and also acts as the compliance department for UCONN 2000 and other tax-exempt debt pursuant to the rules and regulations of the Internal Revenue Service, the Securities and Exchange Commission, the Municipal Securities Rulemaking Board, State Law, and other entities. OTS’ clients include the University, the State Government, and Connecticut taxpayers. OTS strives to promote public confidence in the University’s Treasury Operations and the UCONN 2000 bonds through effective management of resources, high standards of professionalism and integrity, and skillfully acting on opportunity for the University’s debt programs in the public and private markets. These policies and procedures may apply to faculty, staff, and private entities and other on all University of Connecticut campuses. The policies and procedures listed below are not meant to be exhaustive.

Policies and Procedures

Debt Investment and Disbursements OTS actively manages the issuance of UCONN 2000 debt programs, including supplemental indenture authorization, bond issuance, disposition, bank account creation, deposits, investments and disbursements of UCONN 2000 debt proceeds totaling billions of dollars pursuant to the indentures, state law, the U.S. Internal Revenue Service, the Securities and Exchange Commission and other regulatory requirements. For further information please visit:

Investment Responsibilities A major responsibility of OTS is to invest bond funds with the objective of realizing risk adjusted investment return, consistent with the legal, safety, liquidity, tax-exempt and indenture compliance; and other constraints. For further information please visit:

Indenture Compliance While compliance is ultimately the responsibility of Senior Management, OTS working with bond counsel and others, performs much of the UCONN 2000 debt program’s compliance function including compliance with the General Obligation and Special Obligation Indentures.

The Master Indentures are available on the following links:

Tax-Exempt Debt Compliance – Including Ongoing Ongoing Compliance responsibilities include overseeing the required IRS, SEC, Indenture and other compliance. OTS has been delegated the responsibility to make the Municipal Service Rulemaking Board disclosure filings, and performing the appropriate Electronic Municipal Market Access system filings pursuant to the MSRB and SEC rules and regulations. OTS works closely with the Office of the State Treasurer and bond counsel on disclosure. For further information please visit:

Other Connecticut General Statute Compliance Treasury Services works with the UConn and UConn Health’s Initiating Department, General Counsel, and the UConn Health, the Office of the State Treasurer, and Attorney General’s Office for the sales or leases of assets including land pursuant to Conn. Gen. Stat. 4-b 38(g) and the tax compliance of any UCONN tax-exempt debt (including lease financings), pursuant to Connecticut General Statutes 3-20d. For further information please visit:

Faculty Medical Leave Guidelines

Title: Faculty Medical Leave Guidelines
Policy Owner: Department of Human Resources (Benefits)
Applies to: Faculty
Campus Applicability: Storrs, the 5 regional campuses, and UConn Law
Effective Date: May 7, 2015
For More Information, Contact Department of Human Resources (Benefits)
Contact Information: (860) 486-3034
Official Website:  http://hr.uconn.edu/2015/05/26/faculty-medical-leave-guidelines/

 

Faculty medical leaves have historically been at the discretion of the University and administered in accordance with the Article XV, L, 4 of the By-Laws of the University of Connecticut (the “By-Laws”) titled “Sick Leave for Faculty With or Without Pay,” which provides that “[e]ach case is considered separately and involves careful consideration of length of service, nature of illness, and anticipated length of disability.”  These guidelines are intended to clarify the By-Laws and provide better guidance and general parameters to University administrators in evaluating requests for medical leave.

These guidelines are for long term illnesses only (FMLA qualifying medical leaves) and apply only to tenured and tenure-track faculty and non-tenure track faculty members who are on multi-year appointments.  Absences for short-term illness and for AAUP members that are on temporary appointments will continue to be administered at the school or departmental level.  In no case shall a medical leave extend a temporary appointment beyond its end-date.

A.            Faculty With Less Than Three (3) Years of Service (six months paid sick leave)

1.            Faculty members with less than three (3) years of service will be eligible to be paid for a qualifying medical leave under the FMLA and/or the state medical leave law, up to the period provided for in the medical certification, not to exceed six (6) months.[i]  Sick Leave must be supported by medical certification and be approved by the Department of Human Resources, with notification provided to the department head and the Dean.

2.            If after six (6) months of continuous leave the faculty member is still medically unable to return to work, an extension of unpaid sick leave may be requested with proper medical certification and is subject to the approval of the Dean and the Provost.  Extensions of medical leave after the initial six (6) months provided for in Paragraph A.1 shall be in conformity with the By-Laws with an emphasis on the faculty member’s length of service and the likelihood, based on acceptable medical evidence, that he or she will be able return to full employment.

If the faculty member with less than three years of service is an ARP participant and is eligible to collect long-term disability (LTD) benefits during a period of approved unpaid leave, the University will not supplement the LTD benefit.

3.            If medical leave has been exhausted and no extension has been approved, the faculty member will be medically separated in good standing.  Post-employment benefits will be determined by the rules of the retirement plan that the faculty member has elected.

B.            Faculty With 3 – 6 Years of Service (twelve months paid sick leave)

1.            Faculty members with 3 – 6 years of service will be eligible to be paid for a qualifying medical leave under the FMLA and/or the state medical leave law, up to the period provided for in the medical certification, not to exceed six (6) months.  Sick Leave must be supported by medical certification and be approved by the Department of Human Resources, with notification provided to the department head and the Dean.

2.            If after six (6) months of continuous illness the faculty member is still medically unable to return to work, an extension of six (6) months paid sick leave may be requested with proper medical certification and is subject to the approval of the Dean and the Provost.  Extensions of medical leave after the initial six month (6) period provided for in Paragraph B.1 shall be in conformity with the By-Laws with an emphasis on the faculty member’s length of service and the likelihood, based on acceptable medical evidence, that he or she  will be able return to full employment.

If the leave is approved as paid, and the faculty member is an ARP participant, the leave will be converted to LTD leave in accordance with Article 19.G.  The University will supplement the disability benefit so that the faculty member receives the same rate of pay as if fully employed for six (6) additional months.  If the leave is approved as paid, and the faculty member is a SERS participant, he or she will be eligible for six (6) months of additional paid sick leave.

3.            If after one (1) year of continuous leave the faculty member is still medically unable to return to work, an extension of unpaid sick leave may be requested with proper medical certification and is subject to the approval of the Dean and the Provost.  Extensions of medical leave after the initial one (1) year period provided for in Paragraphs B.1 and B.2 shall be in conformity with By-Laws with an emphasis on the faculty member’s length of service and the likelihood, based on acceptable medical evidence, that he or she will be able return to full employment.

4.            If medical leave has been exhausted and no extension has been approved, the faculty member will be medically separated in good standing.  Post-employment benefits will be determined by the rules of the retirement plan that the faculty member has elected.

C.            Faculty With 7 to 10 Years of Service (twelve to eighteen months of paid sick leave)

1.            Faculty members with 7 to 10 years of service will be eligible to be paid for a qualifying medical leave under the FMLA and/or the state medical leave law, up to the period provided for in the medical certification, not to exceed six (6) months.  Sick Leave must be supported by medical certification and be approved by the Department of Human Resources, with notification provided to the department head and the Dean.

2.            If after six (6) months of continuous illness the faculty member is still unable to return to work, an extension of six (6) months paid sick leave may be requested with proper medical certification and is subject to the approval of the Dean and the Provost.  Extensions of medical leave after the initial six month (6) period provided for in Paragraph C.1 shall be in conformity with the By-Laws with an emphasis on the faculty member’s length of service and the likelihood, based on acceptable medical evidence, that he or she will be able return to full employment.

If the leave is approved as paid, and the faculty member is an ARP participant, the leave will be converted to LTD leave in accordance with Article 19.G.  The University will supplement the LTD benefit so that the faculty member receives the same rate of pay as if fully employed for six (6) additional months.  If the leave is approved as paid, and the faculty member is a SERS participant, he or she will be eligible for six (6) months of additional paid sick leave.

3.            If after one (1) year of continuous illness the faculty member is still unable to return to work, an extension of six (6) months paid sick leave may be requested with proper medical certification and is subject to the approval of the Dean and the Provost.  Extensions of medical leave after the initial one (1) year period provided for in Paragraphs C.1 and C.2 shall be in conformity with the By-Laws with an emphasis on the faculty member’s length of service and the likelihood, based on acceptable medical evidence, that he or she will be able return to full employment.

If the leave is approved as paid, the University will continue to supplement the LTD benefit so that the faculty member receives the same rate of pay as if fully employed for an additional six (6) months.  If the leave is approved as paid, and the faculty member is a SERS participant, he or she will be eligible for six (6) months of additional paid sick leave.

4.            If medical leave has been exhausted and no extension has been approved, the faculty member will be medically separated in good standing.  Post-employment benefits will be determined by the rules of the retirement plan that the faculty member has elected.

D.            Faculty With More Than 10 Years of Service (twelve to twenty-four months paid sick leave)

1.            Faculty members with more than 10 years of service will be eligible to be paid for a qualifying medical leave under the FMLA and/or the state medical leave law, up to the period provided for in the medical certification, not to exceed six (6) months.  Sick Leave must be supported by medical certification and be approved by the Department of Human Resources, with notification provided to the department head and the Dean.

2.            If after six (6) months of continuous illness the faculty member is still unable to return to work, an extension of six (6) months paid sick leave may be requested with proper medical certification and is subject to the approval of the Dean and the Provost.  Extensions of medical leave after the initial six month (6) period provided for in Paragraph D.1 shall be in conformity with the By-Laws with an emphasis on the faculty member’s length of service and the likelihood, based on acceptable medical evidence, that he or she will be able return to full employment.

If the leave is approved as paid, and the faculty member is an ARP participant, the leave will be converted to LTD leave in accordance with Article 19.G.  The University will supplement the LTD benefit so that the faculty member receives the same rate of pay as if fully employed for six (6) additional months.   If the leave is approved as paid, and the faculty member is a SERS participant, he or she will be eligible for six (6) months of additional paid sick leave.

3.            If after one (1) year of continuous illness the faculty member is still unable to return to work, an extension of twelve (12) months paid sick leave may be requested with proper medical certification and is subject to the approval of the Dean and the Provost.  Extensions of medical leave after the initial one (1) year period provided for in Paragraphs D.1 and D.2 shall be in conformity with the By-Laws with an emphasis on the faculty member’s length of service and the likelihood, based on acceptable medical evidence, that he or she will be able return to full employment.

If the leave is approved as paid, the University will continue to supplement the LTD benefit so that the faculty member receives the same rate of pay as if fully employed for the additional twelve (12) months.  If the leave is approved as paid, and the faculty member is a SERS participant, he or she will be eligible for twelve (12) months of additional paid sick leave.

4.            If medical leave has been exhausted and no extension has been approved, the faculty member will be medically separated in good standing.  Post-employment benefits will be determined by the rules of the retirement plan that the faculty member has elected.

E.            Maximum Continuous Medical Leave

Unless otherwise required by law, any continuous period of medical leave (paid, unpaid or a combination of paid/unpaid) shall not exceed two (2) years.

F.            Concurrent Leaves and Entitlements

All medical leaves under these guidelines shall run concurrently with federal FMLA and other legal entitlements, including ADA accommodations arranged through the Office of Diversity and Equity.

G.           Reinstatement Of Faculty Who Are Medically Separated In Good Standing

If a faculty member who is medically separated in good standing becomes medically able to return to University employment, he or she shall be eligible for rehire.  Rehire shall be subject to approval of the Dean and the Provost.  In determining whether to rehire the faculty member, emphasis shall be placed on the qualification of the faculty member at the time of rehire; the likelihood that the faculty member will be able to resume teaching, scholarship and service at a level commensurate with his or her position; and the needs of the University, School or College, and Department.

H.           Calculation Of Supplemental Disability Pay

For faculty members enrolled in the ARP and eligible to receive a disability supplement in accordance with these guidelines, the University shall supplement the disability insurance such that the faculty member’s bi-weekly gross pay (disability benefit plus supplement) while receiving the supplement equals the bi-weekly gross pay the faculty member would have received if he or she was fully employed less the ARP contribution being paid by the disability carrier on behalf of the faculty member.

I.             Multiple Access To Paid Sick Leave

Faculty members may only access the paid medical leave benefits described in this policy once every three (3) years unless otherwise approved by the Dean and the Provost, with an emphasis on whether the total amount of paid sick leave taken in any three (3) year period is less than the maximum paid sick leave available to the faculty member under these guidelines.

The first time a faculty member utilizes paid sick leave under these guidelines, his or her years of service shall be determined from the faculty member’s University hire date.  On any subsequent occasion the faculty member seeks to utilize the paid sick leave benefits available under these guidelines, his or her years of service shall be counted from the date on which the faculty returned from the last qualifying paid sick leave taken pursuant to these guidelines.

If a faculty member is not eligible for paid sick leave in accordance with this paragraph, he or she still may take as unpaid any medical leave to which he or she is entitled in accordance with his or her rights under federal and/or state medical leave laws.

[i] The term “months” is intended to mean calendar months.

Children in the Workplace

Title Children in the Workplace
Policy Owner: Department of Human Resources
Applies to: Faculty, Staff
Campus Applicability: UConn Storrs, Avery Point, Waterbury, Stamford and Torrington, Hartford and Cooperative Extension
Effective Date: August 5, 2013
For More Information, Contact Department of Human Resources
Contact Information: 860- 486-3034
Official Website: http://hr.uconn.edu/

 

REASON FOR POLICY

This policy governs the circumstances when University employees may bring children into the workplace.

The purpose of this policy is to establish criteria that permit children to visit their parents (or other relatives) who work at the University, protect their welfare and safety, reduce potential liability and risk for the University and promote an environment in which faculty, staff and students remain productive.

APPLIES TO

This policy applies to Faculty, Staff, Students, and University affiliates (collectively referred to as “employees”) on the UConn Storrs, Avery Point, Waterbury, Stamford and Torrington, Hartford and Cooperative Extension campuses and locations.  This policy does not apply to approved University programs and events or camps that involve children in education, research or supervised care.  This policy does not apply to children enrolled in the University’s child care facility.

DEFINITIONS

For purposes of this policy, a child is defined as an individual under the age of 18 years old, who is not a student or employee of the University of Connecticut.

POLICY STATEMENT

Children of employees are allowed in the workplace for brief visits, generally no longer than two (2) hours, or to participate in University programs and events, within the following parameters:

  • Faculty and staff must notify Dean, Director or Department Heads (DDD) in advance of any visit, with the understanding that the DDD has the authority to approve or deny visits. Approved visit should be for a defined and limited duration
  • The child must remain under parental supervision; within sight and sound of the parent or guardian at all times
  • The child’s presence must not disrupt the work or school environment or negatively impact productivity
  • Sick children are not allowed in the workplace
  • Children are not allowed in areas containing confidential information

The supervisor will ask the employee to remove the child if the supervisor determines that this policy has been violated.

Children are not allowed in hazardous areas per the Environmental Health & Safety policy.

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, and applicable collective bargaining agreements.

PROCEDURES

Given the diverse nature of the work being performed on campus, the concern for the safety of all and the fact that not all work environments are suitable for children, employees will be required to obtain written approval from their supervisor prior to their child’s visit.

 

 

 

August 2013

Controllable Property

Title: Controllable Property
Policy Owner: Robin Hoagland
Applies to: Faculty, Staff and Designated Affiliates
Campus Applicability: Storrs and Regional Campuses
Effective Date: July 1, 2015
For More Information, Contact Robin Hoagland
Contact Information: (860) 486-3780
Official Website: http://accountingoffice.uconn.edu/913-2/

REASON FOR POLICY

According to the State of Connecticut Property Control Manual issued by the Office of the State Comptroller, Controllable Property assets must be identified and inventoried on a regular basis due to their sensitive, portable, and theft-prone nature.

APPLIES TO

This policy applies to Faculty, staff and designated affiliates of the University of Connecticut.

DEFINITIONS

Controllable Property assets: Items with a cost under $5,000 that have a life of one or more years, and are sensitive, portable, and theft-prone in nature. These items are prone to theft because they are either not secured, are easily portable, contain new technology, contain sensitive data, and/or they are adaptable for personal use.  Examples of Controllable Property assets include: audiovisual equipment, televisions, projectors, communication equipment, cellular phones, data processing equipment, computers (laptops, iPads, Netbooks), computer peripherals, scanners, and cameras.

Custodian: The custodian of a Controllable Property asset is the employee who is in possession of the equipment on a day-to-day basis.

POLICY STATEMENT

It is the responsibility of the individual departments to identify and inventory Controllable Property assets on a regular basis.

It is the Custodian’s responsibility to safeguard Controllable Property assets owned by their departments. For example, equipment should be locked in a secured location when unattended, and should be stored in an environmentally suitable location.

When departments need to dispose of Controllable Property assets, University Surplus policies and procedures must be followed. The Controllable Property asset records should be updated to reflect the disposal.

If Controllable Property assets are lost or stolen, University Police must be notified immediately, and the Accountability Form (C1) must be completed.

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 Conduct Code.

PROCEDURES/FORMS

Departments may utilize the Controllable Property List Excel template, or may utilize the Kuali Financial Systems Capital Asset Management (CAM) module to track Controllable Property.  The Excel template, CAM procedures, and additional information are available on the Inventory Control website: http://accountingoffice.uconn.edu/913-2/. Tags for Controllable Property assets may be ordered from Central Stores.