Employment

University of Connecticut Age Act Committee: Policy and Procedures

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Title: University of Connecticut Age Act Committee: Policy and Procedures
Policy Owner: University of Connecticut Age Act Committee
Applies to: Students, Faculty, Staff, Graduate Assistants
Campus Applicability: Storrs and Regional Campuses
Effective Date: November 1, 2019
For More Information, Contact Office of Institutional Equity
Contact Information: (860) 486-2943
Official Website: https://www.equity.uconn.edu
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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 the Storrs and Regional 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. The University’s Age Act Coordinator is:

    Sarah Chipman
    Office of Institutional Equity
    Storrs: Wood Hall, First Floor
    UConn Health: Munson Road, Third Floor
    sarah.chipman@uconn.edu
    (860) 486-2943

    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, as defined in UConn’s Responsibilities of Community Life: The Student Code.
    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 prohibits discrimination on the basis of age (see Policy Against Discrimination, Harassment and Related Interpersonal Violence).

    This policy is intended to provide the same protection against discrimination afforded under the parallel anti-discrimination laws. 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 subjected 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, service or activity 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. Members from additional offices may be appointed at the discretion of the Office of the Provost.
    iii. This Policy and Procedures and the Age Act Committee Submission Form shall be 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. In order for the decision of the Committee 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. 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 an Age Act Committee Submission Form, available on the Office of Institutional Equity’s website, to 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, service, or activity;
    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 Knowledgeable Party accordingly (“Consultation”).
    2. In addition, the Committee shall also identify and obtain any additional documentation that might further its understanding of the situation, which may include but not necessarily be limited to third-party contracts, program regulations, mission statements, information from previous years, etc. The Committee may also identify and carry out any additional interviews that might further its understanding of the situation, including but not limited to interviews with the student and University faculty and staff.
    3. Each Consultation shall include, but not be limited to, the following questions to the extent relevant to that Knowledgeable 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 (iv)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, service or activity’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 or activity’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 these characteristics are needed.
    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), by calling (860) 486-2943, by writing to OIE at the University of Connecticut; Wood Hall, 1st Floor, Unit 4175; 241 Glenbrook Road; Storrs, CT 06269-4175 or by emailing OIE at equity@uconn.edu.
    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; November 1, 2019

    Emergency Closing Policy

    Posted on by
    Title: Emergency Closing Policy
    Policy Owner: Office of the President, Office of the Provost, Human Resources Department
    Applies to: Faculty, Staff, Students, Others
    Campus Applicability: All campuses except UConn Health
    Approval Date: August 30, 2023
    Effective Date: August 31, 2023
    For More Information, Contact: Office of Faculty & Staff Labor Relations and the Department of Human Resources
    Contact Information: (860) 486-5684 or laborrelations@uconn.edu
    (860) 486-3034 or hr@uconn.edu
    Official Website: http://www.hr.uconn.edu/

    PURPOSE

    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 cancel classes; delay opening, release employees early, or close operations at some or all University campuses. 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, University Safety, and the Head of Human Resources. Decisions about such alterations are made with full input from University Communications 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 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 and Provost’s Office 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.

    The UConnALERT 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 UConnALERT website, advisory messages will be issued regarding closings, cancellations, early dismissals, or delays. UConn faculty, staff and students should visit alert.uconn.edu to register for cell phone text alerts, update their contact information, and obtain information related to emergency procedures and campus safety.

    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)
    • Faculty/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 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, respond to work calls, or attend virtual meetings, 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.

    Faculty/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 they are unable to travel safely to campus. In these exceptional cases, the faculty member must notify their 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; they 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 university 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 cease other operations.

    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 applicable 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 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

    Revisions:

    November 26, 2014
    August 27, 2015
    August 30, 2023 (Approved by the Senior Policy Council and the President)
    July 12, 2024 (Editorial revisions by University Compliance)

     

    Acceptance and Disposal of Textbook Donations, Policy on

    Posted on by
    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
    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)

    Voluntary Leave and Schedule Reduction Policy

    Posted on by
    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

    Posted on by
    Title: Use of Students in Outside Employment
    Policy Owner: Office of University Compliance
    Applies to: Faculty, Staff
    Campus Applicability: All Campuses, including UConn Health
    Effective Date: July 14, 2015
    For More Information, Contact Office of University Compliance
    Contact Information: (860) 486-2530
    Official Website: https://compliance.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

    Smoking Policy

    Posted on by
    Title: Smoking Policy
    Policy Owner: Department of Human Resources
    Applies to: Faculty, Staff, Students, Others
    Campus Applicability: All Campuses, except UConn Health
    Approval Date: October 25, 2023
    Effective Date: October 25, 2023
    For More Information, Contact: Department of Human Resources
    Contact Information: (860) 486-3034 or hr@uconn.edu
    Official Website: http://hr.uconn.edu

    PURPOSE

    The University of Connecticut is committed to providing a safe and healthy working and learning environment that is free of tobacco products, environmental tobacco smoke, and other smoking-related by-products. In keeping with this commitment, and in compliance with Connecticut General Statutes §§ 31-40q(d) 19a-342 and 19a-342a, tobacco use and/or smoking of any kind, including e-cigarettes and vape pens is prohibited as set forth below.

    APPLIES TO

    All University employees, students, visitors, guests, and contractors are required to comply with this policy.

    DEFINITIONS

    Smoking[1]: For the purposes of this policy, “smoking” includes the use of cigarettes, cigars, pipes, electronic cigarettes (e-cigarettes), vape pens, and similar products.

    POLICY STATEMENT

    Smoking (including vaping) is prohibited:

    1. In all University owned or leased buildings, facilities, and vehicles.
    2. Within 25 feet of all campus buildings, including residence halls.

    The University will post signage communicating these prohibitions within 10 feet of all building entries.

    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 Student Code.

    Individuals in management or supervisory roles are responsible for communicating the policy to their employees and enforcing the policy in their respective area(s). If an individual refuses to comply with this policy after being warned by the appropriate University officials, then actions should be taken as follows:

    • Student violations: Contact the Office of Community Standards.

    Phone: 860-486-8402
    Email: community@uconn.edu

    • Employee violations: Contact the Employee Relations/Office of Faculty & Staff Labor Relations

    Phone: 860-486-5684
    Email: laborrelations@uconn.edu

    • Contractor violations: Contact University Business Services at 860-486-2619

    No person who reports a violation of this policy or who furnishes information concerning a violation of this policy shall be retaliated against in any manner.

    POLICY HISTORY

    Policy adopted: June 7, 2016
    Revisions: October 16, 2023

    [1] As a recipient of federal funding, the University is required to prohibit the use and/or possession of all federally controlled substances, including marijuana.

    Reimbursement of Recruitment Expenses Policy and Procedures

    Posted on by
    Title: Reimbursement of Recruitment Expenses Policy and Procedures
    Policy Owner: Committee formed by the Office of the Provost
    Applies to: Faculty
    Campus Applicability:  All Programs at all Campuses except UConn Health
    Effective Date: August 7, 2013
    For More Information, Contact Workforce Solutions/ Office of the Provost
    Contact Information: (860) 486-3034
    Official Website: http://hr.uconn.edu/

    Reason for Policy

    The University recognizes the competitive nature of the recruitment and hiring process, and, therefore, grants departments the flexibility to pay for or reimburse recruitment expenses for faculty or management-exempt administrator positions.

    The hiring process consists of three phases: the interview phase, the offer and acceptance phase, and the move phase. The interview and offer and acceptance phases constitute the recruitment process.  For expenses incurred in connection with the move phase, please see the Reimbursement of Moving Expenses Policy. Depending on the phase, payments vary and are subject to different tax rules.

    This policy allows for reimbursement and/or direct pay of one trip per recruitment phase.  Reimbursements for additional visits must be authorized by the President and/or Provost.

    The Interview Phase Policy Statement

    The interview phase commences upon the first interview and ends upon extension of a written offer to the candidate.  The date the request to hire is submitted is considered the extension of a written offer.

    Any department seeking to recruit for a position of sufficient importance may, with the approval of the Dean, Director or Department Head, pay full or partial travel expenses of candidates who must travel to interview for the position. All costs of the interview are the responsibility of the department.

    Following approval by the Dean, Director or Department Head, the department may proceed with arrangements for interviews. All candidates should be advised of allowable expenses prior to the interview.  Payments or reimbursements for companions during the interview phase are not permitted.

    The University’s Travel and Entertainment Policies and Procedures apply to candidate searches. Costs for airline tickets may be charged to the University contracted travel agency. Please refer to the University’s Travel and Entertainment Policies and Procedures for additional information regarding approved class of travel.

    Procedure

    Prior to the candidate’s visit to the University, or as soon as feasible, the sponsoring department should set up the candidate as a vendor using the Vendor Create process in the Kuali Financial System (KFS).  After the vendor has been created and the trip has been completed, a Disbursement Voucher needs to be initiated by the department.  Payment will disbursed by the Accounts Payable Department after appropriate routing and approval through KFS.  Claims for reimbursement must be itemized and original receipts supporting all claims must be included. The following information should also be included in the Disbursement Voucher:

    1. Vendor Number
    2. Date of interview
    3. Title of position
    4. Search number
    5. Itemization of expenses
    6. KFS Account Number and Object Code to be charged
    7. All supporting receipts must be scanned and attached to the Disbursement Voucher in KFS

    The Offer and Acceptance Phase Policy Statement

    The offer and acceptance phase occurs between the date of the extension of a written offer and the move phase, which is defined as the final one-way trip of the selected candidate and their family to the primary duty station.

    Once the job offer has been extended, and with the approval of the Dean, Director or Department Head, the following offer and acceptance related expenses may be requested for reimbursement for the employee and one immediate family member defined as a spouse or child:

    1. Transportation (please refer to Part 2 and Part 3 of the Travel and Entertainment Policies and Procedure.
    2. Lodging (please refer to Part 4 the Travel and Entertainment Policies and Procedures for guidelines regarding accommodations)
    3. Meals (please refer to Part 5 of the Travel and Entertainment Policy and Procedure)

    Such expenses incurred in connection with the offer and acceptance phase are considered Nonqualified (Taxable) Expenses subject to withholding of applicable income taxes, social security and Medicare taxes.  Reimbursements are included in taxable income and reported on the annual Form W-2. Any expenses incurred through any direct pay vendor, including Nathan Hale Inn or any contracted University booking agencies for air travel, need to be properly classified and reported to the Payroll Department as taxable income by the University department incurring the cost for the expenses or sponsoring the search.

    Procedure

    Requests for reimbursement of expenses incurred during the offer and acceptance phase should be submitted to the Payroll Department on the Recruitment Expense Reimbursement- RE form.  The Payroll Department will review the request to ensure compliance with this policy.  Reimbursement requests that do not have the required two signatures will not be processed.

    All claims for expense reimbursement must be supported by original receipts. Payment will be included in the employee’s paycheck.

    Please Note: Reimbursements using UConn Foundation funds, or other private sources, will be remitted to the University and paid to the employee as if they were University funds. Departments are permitted to supplement the cost of recruitment expenses from their own departmental funds.

    Approval

    The Board of Trustees originally approved the Reimbursement of Recruitment and Moving Expenses Policy on July 1, 2003. The Board of Trustees approved the Reimbursement of Recruitment Expenses Policy and Procedures on August 7, 2013.

    Non-Discrimination Policy Statements for Publications, including Accessibility Statements for University Events and Section 1557 Statements for Health Programs

    Posted on by
    Title: Non-Discrimination Policy Statements for Publications, including Accessibility Statements for University Events and Section 1557 Statements for Health Programs
    Policy Owner: Office of Institutional Equity
    Applies to: All University Publications
    Campus Applicability:  All Campuses, including Regional Campuses and UConn Health
    Effective Date: June 13, 2017
    For More Information, Contact Office of Institutional Equity
    Contact Information: (860) 486-2943 (Storrs and Regionals)
    (860) 679-3563 (UConn Health)
    Email: equity@uconn.edu
    Official Website: http://www.equity.uconn.edu/

    Click here to view a PDF, Printer Friendly copy of this policy.

    Purpose

    All University publications describing or inviting participation in UConn programs or activities must contain one of the non-discrimination statements set forth below. The inclusion of the non-discrimination statement is required by federal regulations and is designed to make clear to current and future participants, beneficiaries, enrollees, applicants, patients, visitors and members of the public the University’s commitment to equal opportunity and access to its programs, activities, and health programs.

    The term “publications” includes, but is not limited to, printed, electronic or online materials or documents. With the understanding that publications are produced in different formats and sizes, including printed and electronic, the University has developed two forms of the non-discrimination statements: long and short. The selected form of the non-discrimination statement is generally dependent on the availability of space.

    Effort should be given to publish the long form to the maximum extent feasible. When options to provide the long form have been exhausted, the short form may be considered.

    The non-discrimination statement is embedded within the footer of all University website pages, therefore a non-discrimination statement is not required on individual departmental website pages.

    Any questions related to the University’s non-discrimination, AA/EEO policies, and reasonable accommodations process may be directed to the Office of Institutional Equity at (860) 486-2943 or equity@uconn.edu.

    ________________________________________________________________________

    General University Communications

    Long Form

    Required for books, booklets, brochures, catalogs, directories, and similar documents or publications that offer more flexibility in the use of space.

    The University of Connecticut complies with all applicable federal and state laws regarding non-discrimination, equal opportunity and affirmative action, including the provision of reasonable accommodations for persons with disabilities. UConn does not discriminate on the basis of race, color, ethnicity, religious creed, age, sex, marital status, national origin, ancestry, sexual orientation, genetic information, physical or mental disability, veteran status, prior conviction of a crime, workplace hazards to reproductive systems, gender identity or expression, or political beliefs in its programs and activities.  Employees, students, visitors, and applicants with disabilities may request reasonable accommodations to address limitations resulting from a disability. For questions or more information, please contact the Associate Vice President, Office of Institutional Equity, 241 Glenbrook Road, Unit 4175, Storrs, CT 06269-4175; Phone: (860) 486-2943; Email: equity@uconn.edu / Website: http://www.equity.uconn.edu.

    Short Form

    Required for publications with significant space limitations such as pamphlets, postcards, advertisements and one-page announcements (flyers and posters).

    UConn complies with all applicable federal and state laws regarding non-discrimination, equal opportunity, affirmative action, and providing reasonable accommodations for persons with disabilities.  Contact: Office of Institutional Equity; (860) 486-2943; equity@uconn.edu; http://www.equity.uconn.edu.

    _________________________________________________________________________

    Event Accessibility Statement

    General Information

    The following statement is intended for event-specific publications for the purposes of ensuring an opportunity for participants with disabilities to request accommodations and fully participate in the event or activity.

    The event accessibility statement is required for all publications that describe or invite participation in a University-sponsored event or activity, whether the publication is dispersed via print or electronic means, published on the Internet, or advertised using social media. Event materials should include both the non-discrimination statement and the event accessibility statement.

    For further information regarding policies and procedures for disability-related accommodations at University events, refer to the Center for Students with Disabilities Accessibility Checklist for Events at http://csd.uconn.edu/accessibility-checklist-for-events/.

    Event Accessibility Statement

    Required for all University-sponsored events.

    If you require an accommodation to participate in this event, please contact (INSERT SPONSORING DEPARTMENT CONTACT NAME) at (INSERT TELEPHONE AND EMAIL CONTACT INFORMATION) by (SPECIFIC DATE (suggestion: at least 5 days in advance)).

    _________________________________________________________________________

    Health Program or Activity Communications (Patient-Facing)

    General Information

    This section applies only to those University units that meet the definition of “covered entity” as defined in Section 1557 of the Affordable Care Act and their communications specific to patients or anticipated patients (i.e. communications aimed at members of the public advertising patient-related programs, services or activities). These requirements are specific to the following:

    • UConn Health – John Dempsey Hospital (JDH), UConn Medical Group (UMG), School of Dental Medicine Outpatient Clinics and all other UConn Health patient-related clinics and services;
    • UConn Student Health Services (Storrs campus);
    • UConn Speech and Hearing Clinic; and
    • UConn Fire Department.

    Publications and communications of health programs or activities subject to Section 1557 of the Affordable Care Act (covered entities) must include one of the non-discrimination statements set forth below.  The inclusion of the non-discrimination statement is specifically required by Section 1557 of the Affordable Care Act and is designed to advance health equity and reduce health care disparities.

    University units subject to Section 1557 must determine, within reason, which of their communications and publications are “significant” in the context of their health programs and activities. Examples of publications and communications considered to be “significant” include applications to participate in, or receive benefits or services from, a covered entity’s health program or activity, as well as written correspondence related to an individual’s rights, benefits, or services, including correspondence requiring a response.  Effort must primarily be given to publish the long version as stated below.

    Additional guidance and information regarding Section 1557 of the Affordable Care Act is available at https://www.hhs.gov/civil-rights/for-individuals/section-1557/index.html.

    _________________________________________________________________________

    Health Program or Activity Long Form (UConn Health)

    Required for significant publications and communications targeted to beneficiaries, enrollees, applicants, and members of the public which may include patient handbooks, outreach publications, or written notices pertaining to rights or benefits or requiring a response from an individual.

    UConn Health complies with all applicable federal laws and does not discriminate on the basis of race, color, national origin, age, disability, or sex. UConn Health does not exclude people or treat them differently because of race, color, national origin, age, disability, or sex.

    UConn Health:

    • Provides free aids and services to people with disabilities to communicate effectively with us, such as qualified sign language interpreters and/or written information in other formats (large print, audio, accessible electronic formats); and,
    • Provides free language services to people whose primary language is not English, such as qualified interpreters and/or information written in other languages.

    If you need these services, contact 860-679-2626 (TTY: 1-800-833-8134).

    If you believe that UConn Health failed to provide the above-described services or subjected you to discrimination, please contact Sarah Chipman, Interim Associate Vice President, Office of Institutional Equity, 16 Munson Road, MC 5310, Farmington, CT 06030-5310; Phone: (860) 679-3563; Email: equity@uconn.edu; Website: http://www.equity.uconn.edu You can file a grievance in person or by mail, phone or email.  If you need help filing a grievance, the Office of Institutional Equity is available to help you. Call 860-679-3563.

    You also can file a civil rights complaint with the U.S. Department of Health and Human Services, Office for Civil Rights, electronically through the Office for Civil Rights Complaint Portal, available at https://ocrportal.hhs.gov/ocr/portal/lobby.jsf, or by mail or phone at:  U.S. Department of Health and Human Services, 200 Independence Avenue, SW, Room 509F, HHH Building, Washington, D.C. 20201;
    1-800-868-1019, 800-537-7697 (TDD).  Complaint forms are available at http://www.hhs.gov/ocr/office/file/index.html.

    (Spanish) ATENCIÓN:  si habla español, tiene a su disposición servicios gratuitos de asistencia lingüística.  Llame al 860-679-2626 (TTY: 1-800-833-8134).

    (Polish) UWAGA:  Jeżeli mówisz po polsku, możesz skorzystać z bezpłatnej pomocy językowej.  Zadzwoń pod numer 860-679-2626 (TTY: 1-800-833-8134).

    (Portuguese) ATENÇÃO:  Se fala português, encontram-se disponíveis serviços linguísticos, grátis.  Ligue para 860-679-2626 (TTY: 1-800-833-8134).

    (Italian) ATTENZIONE:  In caso la lingua parlata sia l’italiano, sono disponibili servizi di assistenza linguistica gratuiti.  Chiamare il numero 860-679-2626 (TTY: 1-800-833-8134).

    (French) ATTENTION:  Si vous parlez français, des services d’aide linguistique vous sont proposés gratuitement.  Appelez le 860-679-2626 (TTY: 1-800-833-8134).

    (Chinese) 注意：如果您使用繁體中文，您可以免費獲得語言援助服務。請致電 860-679-2626 (TTY: 1-800-833-8134).

    (French Creole) ATANSYON:  Si w pale Kreyòl Ayisyen, gen sèvis èd pou lang ki disponib gratis pou ou.  Rele 860-679-2626 (TTY: 1-800-833-8134).

    (German) ACHTUNG: Wenn Sie Deutsch sprechen, stehen Ihnen kostenlos sprachliche Hilfsdienstleistungen zur Verfügung.  Rufnummer: 860-679-2626 (TTY: 1-800-833-8134).

    (Hindi) ध्यान दें:  यदि आप हिंदी बोलते हैं तो आपके लिए मुफ्त में भाषा सहायता सेवाएं उपलब्ध हैं। 860-679-2626 (TTY: 1-800-833-8134) पर कॉल करें।

    (Russian) ВНИМАНИЕ:  Если вы говорите на русском языке, то вам доступны бесплатные услуги перевода.  Звоните 860-679-2626 (TTY: 1-800-833-8134).

    (Arabic) ملحوظة:  إذا كنت تتحدث اذكر اللغة، فإن خدمات المساعدة اللغوية تتوافر لك بالمجان.  اتصل برقم 860-679-2626 (TTY: 1-800-833-8134).

    (Greek) ΠΡΟΣΟΧΗ: Αν μιλάτε ελληνικά, στη διάθεσή σας βρίσκονται υπηρεσίες γλωσσικής υποστήριξης, οι οποίες παρέχονται δωρεάν. Καλέστε 860-679-2626 (TTY: 1-800-833-8134).

    (Tagalog) PAUNAWA: Kung nagsasalita ka ng Tagalog, maaari kang gumamit ng mga serbisyo ng tulong sa wika nang walang bayad. Tumawag sa 860-679-2626 (TTY: 1-800-833-8134).

    (Vietnamese) CHÚ Ý:  Nếu bạn nói Tiếng Việt, có các dịch vụ hỗ trợ ngôn ngữ miễn phí dành cho bạn.  Gọi số 860-679-2626 (TTY: 1-800-833-8134).

    (Albanian) KUJDES:  Nëse flitni shqip, për ju ka në dispozicion shërbime të asistencës gjuhësore, pa pagesë.  Telefononi në 860-679-2626 (TTY: 1-800-833-8134).

    (Korean) 주의: 한국어를 사용하시는 경우, 언어 지원 서비스를 무료로 이용하실 수 있습니다. 860-679-2626 (TTY: 1-800-833-8134)번으로 전화해 주십시오.

    Health Program or Activity Short Form (UConn Health)

    Required for postcards, tri-fold brochures, and pamphlets and other significant publications that are small-size, or where the long form is not feasible, targeted to beneficiaries, enrollees, applicants, and members of the public.

    UConn Health complies with applicable federal civil rights laws and does not discriminate on the basis of race, color, national origin, age, disability, or sex.

    (Spanish) ATENCIÓN:  si habla español, tiene a su disposición servicios gratuitos de asistencia lingüística.  Llame al 860-679-2626 (TTY: 1-800-833-8134).

    (Polish) UWAGA:  Jeżeli mówisz po polsku, możesz skorzystać z bezpłatnej pomocy językowej.  Zadzwoń pod numer 860-679-2626 (TTY: 1-800-833-8134).

    _________________________________________________________________________

    Health Program or Activity Long Form (Storrs: UConn Student Health Services, UConn Speech and Hearing Clinic, UConn Fire Department)

    Required for significant publications and communications targeted to beneficiaries, enrollees, applicants, and members of the public, which may include patient handbooks, outreach publications, or written notices pertaining to rights or benefits or requiring a response from an individual.

    (UConn Student Health Services / UConn Speech and Hearing Clinic / UConn Fire Department) complies with all applicable federal laws and does not discriminate on the basis of race, color, national origin, age, disability, or sex. (UConn Student Health Services / UConn Speech and Hearing Clinic / UConn Fire Department) does not exclude people or treat them differently because of race, color, national origin, age, disability, or sex.

    (UConn Student Health Services / UConn Speech and Hearing Clinic / UConn Fire Department):

    • Provides free aids and services to people with disabilities to communicate effectively with us, such as qualified sign language interpreters and/or written information in other formats (large print, audio, accessible electronic formats); and,
    • Provides free language services to people whose primary language is not English, such as qualified interpreters and/or information written in other languages.

    If you need these services, contact (UConn Student Health Services) 860-486-4700 / (UConn Speech and Hearing Clinic) 860-486-2629 / (UConn Fire Department) 860-486-4925.

    If you believe that (UConn Student Health Services / UConn Speech and Hearing Clinic / UConn Fire Department) failed to provide the above-described services or subjected you to discrimination, please contact Sarah Chipman, Interim Associate Vice President, Office of Institutional Equity, 241 Glenbrook Road, Unit 4175, Storrs, CT 06269-4175; Phone: (860) 486-2943; Phone: (860) 679-3563; Email: equity@uconn.edu; Website: http://www.equity.uconn.edu. You can file a grievance in person or by mail, phone or email.  If you need help filing a grievance, the Office of Institutional Equity is available to help you. Call 860-486-2943.

    You also can file a civil rights complaint with the U.S. Department of Health and Human Services, Office for Civil Rights, electronically through the Office for Civil Rights Complaint Portal, available at https://ocrportal.hhs.gov/ocr/portal/lobby.jsf, or by mail or phone at:  U.S. Department of Health and Human Services, 200 Independence Avenue, SW, Room 509F, HHH Building, Washington, D.C. 20201;
    1-800-868-1019, 800-537-7697 (TDD).  Complaint forms are available at http://www.hhs.gov/ocr/office/file/index.html.

    (Spanish) ATENCIÓN:  si habla español, tiene a su disposición servicios gratuitos de asistencia lingüística.  Llame al (UConn Student Health Services) 860-486-4700 / (UConn Speech and Hearing Clinic) 860-486-2629 / (UConn Fire Department) 860-486-4925.

    (Polish) UWAGA:  Jeżeli mówisz po polsku, możesz skorzystać z bezpłatnej pomocy językowej.  Zadzwoń pod numer (UConn Student Health Services) 860-486-4700 / (UConn Speech and Hearing Clinic) 860-486-2629 / (UConn Fire Department) 860-486-4925.

    (Portuguese) ATENÇÃO:  Se fala português, encontram-se disponíveis serviços linguísticos, grátis.  Ligue para 860-679-2626 (UConn Student Health Services) 860-486-4700 / (UConn Speech and Hearing Clinic) 860-486-2629 / (UConn Fire Department) 860-486-4925.

    (Italian) ATTENZIONE:  In caso la lingua parlata sia l’italiano, sono disponibili servizi di assistenza linguistica gratuiti.  Chiamare il numero (UConn Student Health Services) 860-486-4700 / (UConn Speech and Hearing Clinic) 860-486-2629 / (UConn Fire Department) 860-486-4925.

    (French) ATTENTION :  Si vous parlez français, des services d’aide linguistique vous sont proposés gratuitement.  Appelez le (UConn Student Health Services) 860-486-4700 / (UConn Speech and Hearing Clinic) 860-486-2629 / (UConn Fire Department) 860-486-4925.

    (Chinese) 注意：如果您使用繁體中文，您可以免費獲得語言援助服務。請致電 (UConn Student Health Services) 860-486-4700 / (UConn Speech and Hearing Clinic) 860-486-2629 / (UConn Fire Department) 860-486-4925.

    (French Creole) ATANSYON:  Si w pale Kreyòl Ayisyen, gen sèvis èd pou lang ki disponib gratis pou ou.  Rele (UConn Student Health Services) 860-486-4700 / (UConn Speech and Hearing Clinic) 860-486-2629 / (UConn Fire Department) 860-486-4925.

    (German) ACHTUNG:  Wenn Sie Deutsch sprechen, stehen Ihnen kostenlos sprachliche Hilfsdienstleistungen zur Verfügung.  Rufnummer: (UConn Student Health Services) 860-486-4700 / (UConn Speech and Hearing Clinic) 860-486-2629 / (UConn Fire Department) 860-486-4925.

    (Hindi) ध्यान दें:  यदि आप हिंदी बोलते हैं तो आपके लिए मुफ्त में भाषा सहायता सेवाएं उपलब्ध हैं। (UConn Student Health Services) 860-486-4700 / (UConn Speech and Hearing Clinic) 860-486-2629 / (UConn Fire Department) 860-486-4925 पर कॉल करें।

    (Russian) ВНИМАНИЕ:  Если вы говорите на русском языке, то вам доступны бесплатные услуги перевода.  Звоните (UConn Student Health Services) 860-486-4700 / (UConn Speech and Hearing Clinic) 860-486-2629 / (UConn Fire Department) 860-486-4925.

    (Arabic) ملحوظة:   إذا كنت تتحدث اذكر اللغة، فإن خدمات المساعدة اللغوية تتوافر لك بالمجان.  اتصل برقم (UConn Student Health Services) 860-486-4700 / (UConn Speech and Hearing Clinic) 860-486-2629 / (UConn Fire Department) 860-486-4925.

    (Greek) ΠΡΟΣΟΧΗ: Αν μιλάτε ελληνικά, στη διάθεσή σας βρίσκονται υπηρεσίες γλωσσικής υποστήριξης, οι οποίες παρέχονται δωρεάν. Καλέστε (UConn Student Health Services) 860-486-4700 / (UConn Speech and Hearing Clinic) 860-486-2629 / (UConn Fire Department) 860-486-4925.

    (Tagalog) PAUNAWA: Kung nagsasalita ka ng Tagalog, maaari kang gumamit ng mga serbisyo ng tulong sa wika nang walang bayad. Tumawag sa (UConn Student Health Services) 860-486-4700 / (UConn Speech and Hearing Clinic) 860-486-2629 / (UConn Fire Department) 860-486-4925.

    (Vietnamese) CHÚ Ý:  Nếu bạn nói Tiếng Việt, có các dịch vụ hỗ trợ ngôn ngữ miễn phí dành cho bạn.  Gọi số (UConn Student Health Services) 860-486-4700 / (UConn Speech and Hearing Clinic) 860-486-2629 / (UConn Fire Department) 860-486-4925.

    (Albanian) KUJDES:  Nëse flitni shqip, për ju ka në dispozicion shërbime të asistencës gjuhësore, pa pagesë.  Telefononi në (UConn Student Health Services) 860-486-4700 / (UConn Speech and Hearing Clinic) 860-486-2629 / (UConn Fire Department) 860-486-4925.

    (Korean) 주의: 한국어를 사용하시는 경우, 언어 지원 서비스를 무료로 이용하실 수 있습니다. (UConn Student Health Services) 860-486-4700 / (UConn Speech and Hearing Clinic) 860-486-2629 / (UConn Fire Department) 860-486-4925 번으로 전화해 주십시오.

    Health Program or Activity Short Form (Storrs: UConn Student Health Services, UConn Speech and Hearing Clinic, UConn Fire Department)

    Required for postcards, tri-fold brochures, and pamphlets and other significant publications that are small-size, or where the long form is not feasible, targeted to beneficiaries, enrollees, applicants, and members of the public.

    (UConn Student Health Services / UConn Speech and Hearing Clinic / UConn Fire Department) complies with applicable federal civil rights laws and does not discriminate on the basis of race, color, national origin, age, disability, or sex.

    (Spanish) ATENCIÓN:  si habla español, tiene a su disposición servicios gratuitos de asistencia lingüística.  Llame al (UConn Student Health Services) 860-486-4700 / (UConn Speech and Hearing Clinic) 860-486-2629 / (UConn Fire Department) 860-486-4925.

    (Polish) UWAGA:  Jeżeli mówisz po polsku, możesz skorzystać z bezpłatnej pomocy językowej.  Zadzwoń pod numer (UConn Student Health Services) 860-486-4700 / (UConn Speech and Hearing Clinic) 860-486-2629 / (UConn Fire Department) 860-486-4925

    Military Leave

    Posted on by
    Title: Military Leave
    Policy Owner: Department of Human Resources
    Applies to: Faculty, Staff
    Campus Applicability: All Campuses, including UConn Health
    Approval Date: February 27, 2024
    Effective Date: February 29, 2024
    For More Information, Contact Department of Human Resources
    Contact Information: All Campuses: 860-486-3034 or hr@uconn.edu
    UConn Health: 860-679-2426 or hr@uchc.edu
    Official Website: https://www.hr.uconn.edu/
    https://health.uconn.edu/human-resources/contacts

    PURPOSE

    Congress and the state of Connecticut have put protections in place for employees who choose to pursue non-career service in the military. Additionally, state legislation provides for additional benefits and compensation for state employees called to active military service. The purpose of this policy is to provide direction to University of Connecticut and UConn Health employees on how to avail themselves of those protections and benefits.

    POLICY STATEMENT

    Federal and state statutes protect individuals performing, or who have performed, uniformed service from employment discrimination on the basis of their uniformed service and provides for their prompt restoration to civilian employment when they return to civilian life. Uniformed service means the Armed Forces; the Army National Guard and the Air National Guard, when engaged in active duty for training, inactive duty training, or full-time National Guard duty; the Commissioned Corps of the Public Health Service; and any category of persons designated by the U.S. President in time of war or emergency. Armed forces means the United States Army, Navy, Marine Corps, Coast Guard and Air Force and any reserve component thereof, including the Connecticut National Guard.

    A UConn or UConn Health employee who is a member of the uniformed service will be provided the required protections under Federal and state law while under military orders. However, not all military activities will qualify state employees for additional benefits and compensation.

    Employees who are scheduled to go on military leave should provide notice to their supervisors as far in advance as possible, so that alternative arrangements can be made if the military leave with pay is denied.

    Military Leave:

     Employees who are members of the U.S. Armed Forces or any of its reserve components and who are ordered to active duty are entitled to military leave from their jobs and may be entitled to additional benefits and compensation.

    Employees are entitled to military leave with pay for required drills and training, up to three weeks per calendar year or as denoted in the Collective Bargaining Agreement. See C.G.S. § 27- 33a; see also Uniform Services Employment and Reemployment Rights Act (USERRA), 38 U.S.C. §§ 4301–4335.

    Pursuant to Connecticut General Statutes § 5-259d, employees who are called to active duty for any military operation, war or national emergency may be eligible to receive partial pay for the duration of such call-up to active service. Such employees may also be eligible to accrue vacation and sick leave and may be eligible for benefit continuation during the period of time they are serving in the military.

    Unless the Collective Bargaining Agreement applicable to the employee specifies otherwise, the annual entitlement period is a calendar year (January 1 through December 31).

    ENFORCEMENT

    Approval of military leave with pay is subject to a review of the military orders by the applicable Human Resources Office.

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

    PROCEDURES/FORMS

    University Storrs and Regional Campuses

    The form to apply for military leave may be found in Core-CT. Employees are required to upload a copy of the appropriate military orders.

    Employees should inform their supervisors of the status of military leave requests and/or approvals.

    Please direct questions to the University’s Leave Administrator at 860-486-3034.

    UConn Health

    Employees must submit a copy of the appropriate military orders to HR to initiate a request for military leave.

    Employees should also inform their supervisors of the status of military leave requests and/or approvals.

    Please direct questions to UConn Health’s HR Resource Center at 860-679-2426.

    REFERENCES

     State of Connecticut, Office of the State Comptroller Memorandum 2013-24 dated September 27, 2013, and State of Connecticut, Office of Labor Relations General Notice 88-6 dated March 24, 1988, provide additional guidance to the University and UConn Health.

    POLICY HISTORY

    Policy created: January 2, 2004

    Revisions: February 27, 2024 (Approved by the Senior Policy Council and the President)

    Family & Medical Leave Act (FMLA)

    Posted on by
    Title: Family & Medical Leave Act (FMLA)
    Policy Owner: Human Resources
    Applies to: Faculty, Staff
    Campus Applicability:  Statewide Policy
    Effective Date: July 7, 2009
    For More Information, Contact Department of Human Resources
    Contact Information: (860) 486-3034
    Official Website: https://hr.uconn.edu/medical-leaves/

     

    The University adheres to the statewide Family and Medical Leave Policy through the Department of  Administrative Services:

    Statewide Family and Medical Leave Policy: FMLA Statewide Policy (PDF)

    For more information, visit the FMLA website:  UConn HR FMLA