Faculty

Space Heaters in University Buildings

Posted on January 11, 2012January 1, 2025 by Quiles, Anida

Title:	Space Heaters in University Buildings
Policy Owner:	UConn Fire Marshal and Building Inspector
Applies to:	University Workforce Members and Students
Campus Applicability:	All UConn Campuses except UConn Health
Approval Date:	December 24, 2024
Effective Date:	January 1, 2025
For More Information, Contact:	UConn Fire Marshal
Contact Information:	firemarshal@uconn.edu
Official Website:	https://firemarshal.universitysafety.uconn.edu/

PURPOSE

To protect employees, students, and visitors from fire, electrical, and other safety risks associated with space heaters. The policy is designed to comply with the Connecticut State Fire Prevention & Building Codes, regulations from the Connecticut Department of Public Health, and the Connecticut Occupational Safety and Health Administration.

APPLIES TO

This policy applies to University workforce members and students using space heaters in University-Property at the Storrs and Regional Campuses, extension centers, and the UConn School of Law.

DEFINITIONS

University Property: Any building, space, or area under the control of or leased by the University of Connecticut.

POLICY STATEMENT

The University of Connecticut is committed to providing a safe and healthful environment.

Improper usage of space heaters poses serious fire and safety risks to the UConn community. Space heaters must be selected from the UConn Fire Department/Fire Marshal Unit (FD/FMU) list of approved models and used only under conditions outlined in this policy. Unapproved or non-electric space heaters are strictly prohibited.

All space heaters require a permit for use. Space heaters are only permitted under the following conditions:

When heating systems fail within an occupied space.
To supplement existing heating systems for employee comfort, in spaces that are not restricted.
When temporary heating is required in unheated spaces.

In residential occupancies, space heaters may only be used temporarily, with restrictions on the duration of use, and must have a permit issued by the FD/FMU prior to use. Space heaters are prohibited in laboratories, workshops, art studios, storage areas, or any space where chemicals or combustible materials are present, as well as any space not actively occupied by people. In limited cases, space heaters may be allowed in laboratory offices if the UConn FD/FMU grants permission.

The UConn FD/FMU reserves the right to inspect and remove any space heater that is used inappropriately or presents a danger to life or property.

ENFORCEMENT

Violations of this policy or associated procedures 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.

PROCEDURES

The following procedures to request a space heater must be followed:

Contact Facilities Operations to submit a work order to evaluate and adjust the temperatures in the affected area. Facilities Operations will determine whether repairs to the heating system can resolve the issue.
If Facilities Operations cannot resolve the heating issue, the affected individual must contact the UConn FD/FMU.
The UConn FD/FMU, in coordination with Facilities Operations as necessary, will determine whether the proposed location and electrical circuit can accommodate a space heater.
If the proposed location is approved, the UConn FD/FMU will issue a permit and provide a list of approved space heaters to the affected individual(s). Other space heaters that have not been approved by the UConn FD/FMU must be taken out of service and be removed from the building.
If the proposed location is not approved for a space heater (e.g., the proposed location is in a laboratory, the electrical circuit is inadequate, etc.), additional options will be evaluated.

Upon approval and receipt of a permit by the UConn FD/FMU, individuals must comply with the following procedures while using space heaters:

Read and follow the manufacturer’s operating instructions before using a space heater.
Inspect the space heater for dust before each use and clean if necessary.
Inspect the electrical cord and plug outlet for damage before each use. Remove the space heater from service if any damage to the cord or other parts are found.
Never leave a space heater operating unattended. Always turn off the device and unplug it when the area is vacant or when going to bed.
Plug space heaters into an electrical circuit that is rated for 15 amps or more to prevent overloading.
Always plug space heaters directly into a permanent wall outlet (receptacle). Do not use an extension cord or power strip.
1. Exception: Radiant panel heaters may be used with extension cords or power strips rated for 15 amps or more, if approved by the UConn FD/FMU.
Never run an electrical cord for a space heater under a carpet or floor mat.
Do not place space heaters under desks or in enclosed spaces.
Ensure space heaters are placed on a stable level surface to prevent tipping, unless otherwise specified by the manufacturer.
Never use a space heater where flammable materials or vapors are present.
Do not place a space heater near combustible materials such as papers, fabric, plastics, or furniture.
Do not use space heaters in or near wet areas.
Keep space heaters out of high traffic areas. Never block an exit.
Maintain the manufacturer’s recommended clearance around the space heater for safe operation.
Avoid placing space heaters near room thermostats.
Inspect space heaters at least annually and have them repaired, as needed, by a qualified electrician.
Discard any space heater that cannot be repaired, and, while unplugged, cut off the plug to prevent inadvertent use by others.

If space heaters are deemed unsafe and removed from service, they will be relocated to a designated storage area for owners to retrieve and remove from University property.

Department-owned space heaters may be removed through Surplus Operations.

POLICY HISTORY

Revisions:
01/24/2004
09/28/2011
02/06/2012
12/24/2024

Emergency Closing Policy

Posted on October 27, 2011February 17, 2026 by

Title:	Emergency Closing Policy
Policy Owner:	Office of the President, Office of the Provost, and Human Resources
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:	Human Resources and Labor Relations
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 Human Resources and Labor Relations.

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 October 13, 2011February 17, 2026 by Fearney, Kimberly

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 June 2, 2011February 17, 2026 by Fearney, Kimberly

Title:	Voluntary Leave and Schedule Reduction Policy
Policy Owner:	Human Resources
Applies to:	Faculty, Staff
Campus Applicability:	All Campuses
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:

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 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.
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.
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.
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:

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
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:

An employee in an Initial Working Test period is not eligible to participate.
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 in Human Resources at (860) 486-3034.

Use of Students in Outside Employment

Posted on June 2, 2011April 1, 2026 by Fearney, Kimberly

Title:	Use of Students in Outside Employment
Policy Owner:	Office of University Compliance
Applies to:	All Employees
Campus Applicability:	All UConn Campuses
Approval Date:	March 19, 2026
Effective Date:	April 1, 2026
For More Information, Contact	Office of University Compliance
Contact Information:	(860) 486-2530 or universitycompliance@uconn.edu
Official Website:	https://compliance.uconn.edu/

BACKGROUND

Involvement of students in the outside professional activities of employees may, under certain conditions, offer the potential for substantial benefits to the education of our students. While these relationships may have educational value for the student, they also have the potential for conflicts of interest. The Code of Ethics for Public Officials precludes public employees from accepting other employment which may impair the employee’s independence of judgment or otherwise create a conflict of interest.

PURPOSE

To define requirements for University employees who seek to hire or engage in a business relationship with students for activities external to the University, including both for profit and not for profit activities.

APPLIES TO

All employees

DEFINITIONS

Business Relationship: A formal association between two or more parties based on mutual economic or organizational interests that include, but are not limited to, equity ownership, voting rights or membership in an LLC. This also includes interests in any company that participates in the University’s Technology Incubation Program (TIP).

POLICY STATEMENT

Potential conflicts of interest may occur when a University employee hires or enters into a business relationship with a student in any non-University activity. Therefore, employees who wish to employ or enter into a business relationship with students in any non-University activity must obtain written approval from their Department Head/Dean/Director prior to entering into the arrangement. Employees who wish to employ or enter into a business relationship with a student who they advise or supervise in their University role must receive additional approval from the next level of management above their Department Head/Dean/Director to manage the inherent power difference present in such an arrangement.

Faculty members who wish to hire a 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 director of the student’s thesis or dissertation research, must also receive written approval from the Dean of the Graduate School (for graduate students) or the Vice Provost for Academic Affairs (for undergraduate students). Faculty members in these cases are not permitted to enter into a business relationship with a student until after the student has graduated or has otherwise left the University.

Until such time as the employment or business relationship ceases, for the protection of students who may participate in research involving a faculty member’s business or whose work on a thesis or dissertation draws from the faculty member’s business data or research, the student shall have a second (joint or primary) advisor who is not affiliated in any way with the outside employment.

The University requires that the university employee who hires a student for a non-University activity execute a written Employment Agreement with the student and which includes a specific scope of work or job description, the rate of compensation, and the expected hours of work. The scope of work in the business or startup should be different from and have no overlap with the student’s thesis or course-based project work.

The student’s external engagement as an employee should not interfere with the student’s class time and participation in university course work or delay his/her completion of degree. Students must be provided with information about their rights under this policy at the beginning of their employment or business relationship. In addition, the employed student must receive a fair market value rate of pay.

Students have the option to discontinue their employment or business relationship at any point with no repercussion, with a recommended best practice of providing appropriate advanced notice. The university employee may not retaliate against a student for the student’s decision to depart from employment or business relationship. Students who feel they have been aggrieved or otherwise have concerns that arise during their term of employment or beyond employment after they may decide to leave may go to the Provost to address their issue. The issues should be documented and substantiated with evidence. When addressing potential issues regarding the non-University employment of students, or student-employee business relationships, the Provost will consult with the Dean of the Graduate School (for graduate students) or the Vice Provost for Academic Affairs (for undergraduate students).

ENFORCEMENT

Violations of this policy and any related procedures 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.

PROCEDURES/FORMS

Approval Form for Employee and Student Business Relationships
Use of Students in Outside Employment Letter Template

REFERENCES

Intellectual Property and Commercialization Policy

POLICY HISTORY

Policy created: 03/01/2004

Revisions:
06/23/2008
12/16/2014
07/13/2015
03/19/2026 (Approved by the University Senior Policy Council, President, and State of Connecticut Citizens Ethics Advisory Board)

University Library Copyright Policies

Posted on June 2, 2011January 11, 2016 by

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

Background and Reasons for the Policy

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

Purpose of the Policy

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

Expected Institutional Outcomes

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

Policy Statement

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

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

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

UConn Degrees Earned by Faculty

Posted on June 2, 2011February 17, 2026 by

Title:	UConn Degrees Earned by Faculty, Policy on
Policy Owner:	Office of the Provost
Applies to:	Faculty
Campus Applicability:	All Campuses, Schools and Colleges except the Schools of Medicine, Dentistry, and Law
Approval Date:	February 27, 2024
Effective Date:	February 29, 2024
For More Information, Contact	Office of the Provost
Contact Information:	860-486-4037 provost@uconn.edu
Official Website:	https://provost.uconn.edu

PURPOSE

University of Connecticut faculty may occasionally seek to earn a degree from the University. This policy aims to ensure that their role as a faculty member does not conflict with their role as a student.

POLICY STATEMENT

University of Connecticut faculty members who hold tenure, or a rank higher than instructor leading to tenure, ordinarily may not earn a graduate degree at this institution. Exceptions to this policy may be made on a case-by-case basis and require approval of the Unit Head and the Dean of the School or College of the department home (encompassing both primary and secondary department for faculty with joint appointments) of the faculty member, as well as the Provost. All parties must be satisfied that the intended program is in the best interests of the University. The faculty member may not seek to earn a degree in their primary (or secondary) department home. Should the faculty member seek a graduate degree in their primary School or College, the Unit Head and Dean must implement a plan to mitigate conflicts of interest should any arise.

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, and applicable collective bargaining agreements.

POLICY HISTORY

Policy created: August 28, 1987

Revisions:

May 29, 2007
February 27, 2024 (Approved by the Senior Policy Council and the President)

Surplus Property Policy and Procedures

Posted on June 2, 2011May 13, 2026 by Fearney, Kimberly

Title:	Surplus Property Policy and Procedures
Policy Owner:	Facilities Operations, Logistics
Applies to:	University Workforce Members, Students
Campus Applicability:	Storrs and Regional Campuses
Approval Date:	December 24, 2024
Effective Date:	January 1, 2025
For More Information, Contact	Surplus Operations
Contact Information:	surplus@uconn.edu
Official Website:	Surplus \| Facilities Operations

BACKGROUND

Proper disposition of State of Connecticut assets is required pursuant to Section 4a-57a of the Connecticut General Statutes. The University of Connecticut has the authority to dispose surplus, unused and/or unserviceable equipment and supplies in compliance with C.G.S. 4a-57a. The University of Connecticut Surplus Department (“the Surplus Department”) is responsible for administering the University’s Surplus Program and is authorized to make the determination regarding the disposition of assets that are no longer utilized by University departments.

PURPOSE

To establish the authority of the Surplus Department to administer the University’s Surplus Program in accordance with Federal Uniform Guidance regulations and Connecticut State statutes. This includes the authority to establish and maintain processes and procedures for the proper inventory control of the University’s tagged assets.

APPLIES TO

UConn Workforce Members at the Storrs and Regional Campuses. This policy does not apply to the deaccession of objects held by University Collections.

POLICY STATEMENT

The Surplus Department will determine the disposition of assets based on their condition and whether the asset(s) may be reissued to another department, transferred to another state agency or municipality, or donated to a nonprofit organization. Under no circumstances shall University property be discarded without proper disposition through the University’s inventory control and disposition software.

Assets acquired with grant funds must be disposed of in accordance with applicable federal regulations, sponsor requirements, and University policies. The Principal Investigator (PI) is responsible for ensuring compliance with the specific requirements set forth by the sponsoring agency, federal regulations, and University policies.

Export Control must be notified prior to disposing assets:

with an export control classification number (ECCN) or US Munitions List (USML) classification; or
created as a result of research conducted on behalf of and/or procured by sponsored funding from the U.S. Department of Defense or similar military and intelligence agencies in the US or abroad.

ENFORCEMENT

PROCEDURES

The Surplus Department uses the Asset Panda software (“Asset Panda”) to streamline the surplus process and track all University tagged assets. Departments must update the status of assets from “active” to “surplus” within Asset Panda. Assets not already in Asset Panda must be added by the department before being declared surplus. Asset Panda then transmits this information to the Surplus Department for review and processing.

University departments must follow these Procedures to send the following assets to the Surplus Department:

Refrigeration Units: Departments must enter a work order through Facilities Operations to remove refrigerants from refrigeration units as required by state and federal environmental regulations. Departments must forward the work order number with the asset entry before the Surplus Department will schedule a pickup.
Motors: Departments must submit a work order to Facilities Operations to remove oils from the motors as required by state and federal environmental regulations. Departments must forward the work order number with the entered asset as proof of the completed removal before the Surplus Department will schedule pickup.
Electronics with hard drives: It is the department’s responsibility to surplus all electronics with hard drives via Asset Panda and the Surplus Department’s responsibility to coordinate the hard drive destruction.

Employees may not purchase University assets directly from University departments, including assets such as cell phones, laptops, and wireless devices, among others. All assets must be processed through the Surplus Department when no longer needed.

The Surplus Department will determine whether assets sent to them will be recycled, made available to University departments, other state agencies or municipalities through the DAS surplus program/website.

REFERENCES

Code of Federal Regulations Title 2, Subtitle A, Chapter II, Part 200
Connecticut General Statutes § 4a-57a. (Distribution of surplus state property)

University Policy: Sponsored Award Closeout
Asset Panda Request and Training

POLICY HISTORY

Policy created: 2004
Revisions:
2014
06/07/2021 (Approved by President’s Cabinet)
07/26/2021 (Editorial revisions)
12/24/2024

Smoking Policy

Posted on June 2, 2011December 1, 2025 by

Title:	Smoking Policy
Policy Owner:	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:	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:

In all University owned or leased buildings, facilities, and vehicles.
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

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 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 May 31, 2011March 18, 2019 by Fearney, Kimberly

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:

Vendor Number
Date of interview
Title of position
Search number
Itemization of expenses
KFS Account Number and Object Code to be charged
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:

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