Employment

Emergency Closing Policy

Title: Emergency Closing Policy
Policy Owner: Office of the President, Office of the Provost, EVP/CFO, 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, Executive Vice President and Chief Financial Officer (EVP/CFO), and the Head of Human Resources. Decisions about such alterations are made with full input from Public Safety and Facilities Operations and Building Services for all campuses. Careful consideration will be given to the particular conditions and circumstances at each campus, and decisions will account for variations that may exist among the situations at different campuses.

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

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

Notification

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

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

In addition to the Alert website, text message alerts may be issued regarding closings, cancellations, early dismissals, or delays. UConn community members should register to receive the University’s text message alerts at https://www.alert.uconn.edu/.

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

 

Acceptance and Disposal of Textbook Donations, Policy on

Title: Acceptance and Disposal of Textbook Donations, Policy on
Policy Owner: Office of the Provost
Applies to: Faculty, Staff
Campus Applicability:  All University Campuses, including UConn Health
Effective Date: October 12, 2011
For More Information, Contact Office of the Provost
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

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

Overview:

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

Plan Options:

Classified Employees:

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

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

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

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

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

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

B. Work Schedule Reduction:

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

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

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

Eligibility:

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

Application Procedure:

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

Changes to Approved Applications:

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

Benefits and Status:

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

Health and Life Insurance:

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

Seniority and Longevity:

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

Vacation and Sick Leave Accruals:

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

Holidays:

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

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

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

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

Workers’ Compensation:

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

Retirement:

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

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

Overtime:

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

Initial or Promotional Probationary Employees:

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

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

Use of Students in Outside Employment

Title: Use of Students in Outside Employment
Policy Owner: Office of 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

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

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

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.

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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)).

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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.

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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).

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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

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)

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

Faculty Professional Responsibilities, Policy on

Title: Faculty Professional Responsibilities, Policy on
Policy Owner: Office of the Provost
Applies to: Faculty
Campus Applicability: All Campuses, including UConn Health
Effective Date: March 29, 2011
For More Information, Contact Office of the Provost
Contact Information: (860) 486-4037
Official Website: http://provost.uconn.edu/

Preamble:

Introduction: The Mission Statement of the University of Connecticut provides that it is the public flagship of higher education and the sole doctoral degree granting public institution in the state of Connecticut.  The University serves as a center for research, dedicated to excellence in higher education, and fulfillment of its land grant status.  The University is committed to meeting the educational needs of its undergraduate, graduate, professional and continuing education students, and gives its faculty the means to employ and develop their intellectual capacity through teaching, research and interaction with society.  Through the integration of teaching, research, and service, the faculty provide an outstanding educational experience for each student.  The University serves the state and its citizens in a manner that enhances the social, cultural, and economic well being of its communities.  It gives leadership in the pursuit and dissemination of knowledge to all its constituents, recognizing that the continual creation and transmission of knowledge and lifelong learning are essential to Connecticut’s future in a global context.

A research university: In furtherance of the University’s Mission Statement and its By-Laws, faculty members are expected to produce specific evidence of strong performance in both scholarship (in the form of research, other intellectual contributions and artistic activities) and teaching.  In addition, service and outreach activities are valued and expected of all faculty members.  The faculty consists of accomplished scholars who bring their skills and ways of thinking to their interactions with undergraduate and graduate students and the community at large.  The education of students in a research university goes beyond the formal acquisition of knowledge and the critical assessment of that knowledge to include skills and training in the methods of generating knowledge.  In a public research university, the State invests in making education in these advanced skills available to any of its citizens who have the requisite abilities and motivation to take advantage of it.  The purpose is to foster and build upon proven insightful methods for creating new knowledge so that future generations will have the ability and means to meet any challenges that confront them.  To accomplish this task, faculty have the multidimensional responsibility of conducting research, of teaching, advising, and mentoring undergraduate and graduate students, and of undertaking service and outreach activities.

As scholars, the faculty is charged to conduct research, to enhance understanding and, in a public research university, help to improve the lives of citizens.  The ability of researchers to accomplish these tasks is what must be passed on to each new generation of students.  Teaching of students by accomplished faculty who are doing “cutting-edge” research underlies the excitement and potential of a research university.  The conduct of research is fundamental to teaching and provides the foundation as well as the milieu of discovery for education in a research university.  The conduct of teaching is a fundamental charge from the public to educate the citizens of the State, to pass on the skills and methods of generating knowledge.  It is also fundamental in affecting how a great deal of research is actually accomplished, through the active participation of graduate and undergraduate students in the conduct of that research as part of their education.

A research university has the added charge of educating advanced students, producing researchers and other graduates with Masters and doctoral degrees.  At the graduate level, large amounts of time are spent in one-on-one development and critiques of students’ thinking, writing, and research methods and the implementation of those methods.  The training of future researchers by faculty is inherently personal and time-consuming but is one of the basic responsibilities of faculty at a research university.  Each graduate student represents a significant commitment, both in time and effort.  Such time commitments are an investment in creating an educated professional who, in turn, will affect the lives of future students and the future of society.

The teaching mission of a research university has a unique emphasis upon communicating skills and training in the methods of generating knowledge.  Education of this kind is often apprenticeship in nature, by necessity.  Students learn through engagement in activities that call upon their creative and problem-solving skills.  These kinds of research activities are fundamental to graduate education.  At the undergraduate level, research opportunities are available for students with ability and motivation.  Usually, the best students seek them out.  A challenge to the contemporary research university is to bring this level of involvement to a broader range of students, and it is one of the University’s goals in its Strategic Plan.  Because of the flexibility required within an academic unit to meet the unique constraints of teaching undergraduate and graduate students in a research environment, the University of Connecticut Chapter of the American Association of University Professors (AAUP) chooses to delegate the complexity of workload policy to university practice.

The interaction of research and teaching: In a research university, research and teaching are intertwined.  Research, including externally grant-funded research, frequently involves teaching and includes the active participation of students.  This participation is entirely appropriate because part of the teaching responsibility of faculty is to educate graduate and undergraduate students in the conduct of research and, more broadly, the communication of methods of discovery for the creation of new knowledge.  The one-on-one or one-on-few apprenticeship education that takes place in the research environment focuses directly at this level.  Various disciplines extend this kind of education to some or most of their undergraduate majors.  More broadly, much classroom teaching includes consideration of how knowledge is generated (how the knowledge being studied was created, what theoretical influences affected the creation of that knowledge, etc.) in addition to the transmission of information and the critical assessment of that information.

The perspective of researchers who are accomplished critical thinkers and problem-solvers informs teaching in a research university.  The researcher as teacher possesses the perspective of having identified research questions, formulated strategies for possible solutions, and assessed the quality and efficacy of those solutions.  This perspective can be brought to bear even in a classroom of many students and should affect the nature of classroom presentations, discussions, or other interactive experiences.  Some significant part, at least, of the educational experience of those who attend a research university’s undergraduate programs should bear this special stamp.

General Policy:

Overall responsibilities: The faculty constitute a community of scholars.  The vitality of that community arises not just from individual continuing scholarly achievement, but depends as well upon the quality and quantity of collegial interactions and contributions to the mission of that community.  Individually, faculty members are expected to engage in research and other scholarly activities, to teach, and to perform service.  The typical mix of activities of faculty members varies from one academic unit to another.

As a member of a scholarly community, every faculty member is expected to contribute to the shared responsibilities that support the varied educational mission at the department, college/school, and university level.  These responsibilities are clearly set forth in Article XV.L.1. of the University Bylaws, which states, “While members of the professional staff of this University are employed for a variety of duties, as a general rule the University will expect to assign to each full-time member of the professional staff duties which are reasonable and consistent with good and effective teaching practices at both the undergraduate and graduate levels.  In conjunction with this, staff members will be expected to carry a reasonable amount of ordinary departmental duties and routine committee responsibilities and to undertake those activities of self-improvement and professional development which are part of every faculty member’s investment in his or her own future.  Such assigned responsibilities as unusually heavy loads of student counseling, the chairmanship of committees that are unusually time-consuming, research projects which have been designated as a part of the staff member’s assigned load, unusually heavy enrollments in courses, and assigned administrative duties will be considered in determining the number of contact hours assigned to any individual.”   In furtherance of these Bylaws’ professional staff loads provisions, individual faculty member’s responsibilities are determined in consultation with the department head, or dean in a non-departmental structure, and are based on the academic unit’s workload guidelines.  These guidelines recognize discipline-specific standards that ensure that individuals fulfill all facets of the responsibilities of a faculty member in a research university.

On occasion, some specific faculty responsibilities may be defined in an individual letter of appointment (e.g., appointment of a faculty member to be a director of a center), or the individual faculty member may be given a joint appointment. These special circumstances will govern the activity of that faculty member within the context of relevant general guidelines.

Research and other creative activities: Each faculty member is expected to be actively engaged in, and to contribute to, the intellectual life of that member’s department, discipline, and profession.  All faculty members must demonstrate professional competence in their field of specialization, be current in that discipline’s method and subject matter, and make a substantial contribution to the advancement of knowledge in that field, as well as the global community of scholars.  (See the By-Laws, Article XV.J.)  All faculty members are expected to achieve a working balance between the maintenance of creative inquiry in their disciplines (or, where appropriate, the creative production of artistic works), spending effective time with students, and participating in various service activities.  Researchers, for example, are expected to keep abreast of the relevant literature in their field and to contribute to it, to communicate basic and/or applied scholarship to their peers on a continuing basis, and to engage in activities that stimulate their own productive and insightful thinking (e.g., conference presentations and commentary; active participation in academic/professional societies).  The dissemination of the fruits of new research and/or new ways of thinking about problems to both students and colleagues is another way in which research, teaching, and learning are inherently intertwined.

Teaching:  Faculty are expected to show satisfactory attainment and continuous growth in “…Teaching ability and performance, beginning with the capacity to excite interest and evoke response in students, to broaden their outlook, to impart knowledge, to see and convey relationships, to encourage the faculty of criticism, and to stimulate a sense of inquiry.”  (See By-Laws, Article XV.J.)  Faculty must also continually reappraise the content of what they teach: as the nature of teaching changes, especially in an era where instructional technology offers an incredible range of new approaches, faculty development and faculty involvement in curriculum reform is crucial and time-consuming.  The amount of teaching varies for individual faculty across departments as a function of the kind of research and outreach/service involved in particular disciplines.  All academic disciplines are characterized by research/scholarly-based teaching that involves teaching both in the classroom and in the research environment (e.g., laboratory, field sites, library).  The difference for a research university, where faculty must give significant effort to conducting the research/scholarship that is the foundation of their teaching, is that faculty typically teach fewer formal courses per semester than in institutions of higher education that have different missions.  Additionally, particularly at the graduate student level at a research university, more emphasis is put upon interactions with individual students as a means of instruction.  The criteria for setting classroom-based teaching courseloads are, of necessity, discipline-specific across institutions.  Such variation in classroom-based teaching and in the criteria for setting such teaching loads is crucial if a research university is to remain competitive in the national and international arena in attracting and retaining accomplished professors.

Service:  Faculty are expected to demonstrate “…Willingness and ability to assist in the various types of service which a state university renders, in the answering of inquiries, the giving of advice, the conduct of surveys, and the like.”  (By-Laws, Article XV.J.) The service provided by faculty may vary by department and take many different forms.  “Standard service” may be given internally within the institution and/or externally to both the profession and to the local, state, and national communities.  Internal service may include: chairing or serving on standing departmental, college/school, or University committees; advising students or serving as a faculty advisor to student organizations; writing letters of recommendation for undergraduate and graduate students; and supervising various department activities.  External service to the profession may include: reviewing research article submissions to professional journals; serving as editors of, or editorial consultants to, professional journals; reviewing research grant proposals for federal and other granting agencies; serving on committees of national or international academic/professional societies; and reviewing promotion and tenure cases for faculty at other institutions.  Other external service and outreach to the local, state, national and international communities may include: the provision of training, and/or technical or professional assistance for various constituencies, such as government officials and agencies, business firms, non-profit organizations, and the general public; community building efforts involving interactions with external constituency members; teaching of non-credit courses; providing self-improvement services for members of the public; and disseminating scientific knowledge to the media.  In some instances, a faculty member may be hired or his/her position may be defined to be primarily concerned with outreach.

Assessment of Activity:

Most faculty have embraced a professional model of work effort that far exceeds what is commonly regarded as a work week.  Assessment of faculty activity in this kind of environment must meet the challenge of encouraging and sustaining the fundamental self-motivated striving that supports a continuing high level of professional performance.  Ideally, the academic community exercises strong peer support and encouragement to all of its members to engage in that high level of effort and performance.  In any case, assessment must measure scholarly achievements according to discipline-related standards, while also measuring the effectiveness of the many aspects of teaching that occur at a research university, as well as service activities.  Additionally, assessment of activity must also identify colleagues whose level of performance has lessened relative to unit norms to the extent that a change in the distribution of their responsibilities may be appropriate.  The department head, or dean in a non-departmental structure, has the responsibility to make such changes to maintain full involvement of all department faculty in accomplishing the mission of the academic unit.

Criteria and procedures exist that govern the events of reappointment, promotion, and tenure.  As an integral part of these latter events, external review of the activity of candidates for tenure and/or promotion is undertaken by excellent faculty at other institutions.  In addition, all academic departments and non-departmentalized schools should have explicit criteria formulated by the departmental faculty for the assessment of meritorious performance.  Assessment procedures should also exist with respect to what is expected of the faculty in their discipline across institutions and be reviewed on an annual basis.  The policy of having systematic university academic external review of academic departments serves to calibrate these criteria by reference to cross-institutional practices.

The following is a description of the assessment of activity process:

(1) Department heads, and deans in non-departmental schools, with appropriate input from the faculty and the advice of regional campus associate vice chancellors, are charged with setting an appropriate distribution of responsibilities for individual faculty that reflects that member’s particular strengths, the nature of his/her obligation to the University, and the needs of the academic unit.

According to the Bylaws of the University, responsibility for the “assignment of duties will be made by the appropriate deans, directors and department heads.” (Article XV. L.)  Further, “It is the duty of each department head to conduct a continuing appraisal of the work and potentialities of the people in the department…” (Article XV.J.4)

As changes occur in an individual faculty member’s research productivity, teaching and the level of self-motivated, independent interactions with graduate and/or undergraduate students, or the level of service, adjustments in the other areas of responsibility will occur.  Such adjustments in the responsibilities for a faculty member may be appropriate to maintain fairness with respect to the distribution of responsibilities across the members of a department.  The ability of faculty to make such adjustments, to engage in all aspects of the tri-partite mission of the University, is guaranteed by the tenure process that requires excellence in both research and teaching, as well as appropriate contributions to service, as criteria for the granting of tenure.

An explicit part of the university academic external review should address the appropriateness of the unit’s research productivity, its teaching load, and its service contributions.  This external review should also address the comparability of these measures with respect to those of similar units in other research universities, and the extent to which faculty responsibilities are being adjusted appropriately within the unit at the University of Connecticut.

(2) Annual meetings will be held between the department head (or dean in a non-departmentalized school) and individual faculty, in the spirit of the University Laws and By-Laws quoted above. (Article XV.J.4.b. & L.1.)These meetings should serve to enhance the overall activities of the department as well as interdisciplinary research/scholarship, where appropriate. The department head will review and discuss the faculty member’s productivity and present and future professional activities.  The department head and faculty member should also discuss any problems encountered by the faculty member in the performance of his/her duties.  For regional campus faculty, similar meetings should occur with the appropriate regional Associate Vice Chancellor, as well as with the department head.  Any adjustments in a regional campus faculty member’s activities must be made in concert with the faculty member’s department head.

These meetings may also be used, where appropriate, to accomplish, in consultation with the faculty member, proportional adjustments to the faculty member’s responsibilities.  These annual assessments of a faculty member’s activity can include consideration of various measures commensurate with the unique constraints of creative endeavors or original research/scholarship.  Such adjustments may be appropriate during a faculty member’s career and are an essential component in maintaining a department’s and the University’s overall effectiveness.

(3) The successful implementation of the process of systematic review and adjustment of faculty responsibilities within departments is primarily the responsibility of the department head or dean of a non-departmentalized school.

However, deans of departmentalized colleges/schools should meet annually with his/her department heads/program directors to discuss the implementation of departmental policies on professional responsibilities and to insure equitable practice across departments.