Faculty

Use of Students in Outside Employment

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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

University Library Copyright Policies

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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

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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 by
Title: Surplus Property Policy and Procedures
Policy Owner: University Business Services, Surplus Department
Applies to: Faculty, Staff
Campus Applicability: All campuses except UConn Health
Effective Date: June 7, 2021
For More Information, Contact UConn Surplus Department
Contact Information: (860) 486-3094
Official Website: http://www.surplus.ubs.uconn.edu/

PURPOSE

To establish the authority of the Surplus Department to administer the University’s property distribution program for the disposition of assets deemed surplus to operating needs 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

Faculty and staff of the University of Connecticut, Storrs and Regional Campuses. This policy does not apply to the deaccession of objects held by University Collections.

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 disposition 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 items that are no longer utilized by University departments.

Effective July 1, 2018, Uniform Guidance (2 CFR §200) regulations apply to both the purchase and disposal of assets purchased by Principal Investigators (“PI’s”) using federal grant funds. Pursuant to the Guidelines for Surplus & Equipment Share Opportunities, the terms and conditions of grants may set forth specific requirements for the acquisition of equipment . Further, 2 CFR OMB part 200 Uniform Guidance 200.318 lays out the requirements for equipment purchases with federal funds. The rationale for these regulations is that shared use of existing equipment promotes availability of equipment on university campuses, reduces unnecessary duplication of equipment, and frees up federal funds to further the aims and objectives of the award. For more information, download Guidelines for Surplus & Equipment Share Opportunities.

DEFINITIONS

Assets: Items or equipment that are deemed either Capital, Controllable, or Non-controllable and owned by the University. Assets can be tangible including cash, investments, etc.

Capital Equipment: Tangible, non-expendable, personal property having an anticipated life of one year or more with a unit acquisition cost of $5,000 or greater. Equipment is capitalized and depreciated on the University’s financial statements. Capital equipment includes, but is not limited to, lab and scientific equipment, furniture, tools and machinery, office and IT equipment, motor vehicles and boats, musical instruments, audio-visual equipment, athletic/fitness equipment and artwork.

Controllable Property Assets: Have a unit acquisition cost under $5,000 and are sensitive, portable, and theft-prone nature. This includes ALL computers (desktops, laptops, iPads, and Notebooks) and cell phones and may also include other types of equipment such as audiovisual equipment, televisions, projectors, communication equipment, data processing equipment, computer peripherals, scanners, and cameras.

Non-Controllable Assets: Non-electronic and electronic items with a cost under $5,000 that are not tagged or tracked as controllable property. When a department is ready to surplus non-controllable assets, which may include items such as office chairs or desks, they must enter the items into the asset tracking software to be processed by the Surplus Department.

POLICY STATEMENT

The Surplus Department shall make determinations regarding the best disposition of items based on condition and whether the item(s) may be reissued to another department, transferred to another state agency, placed in the Public Surplus Store, 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 program.

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

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, and applicable collective bargaining agreements.

PROCEDURES/FORMS
The Surplus Department uses the Asset Panda software program to streamline the surplus process and track all the University’s tagged assets. Departments declaring items as surplus must move the items from “active” to surplus within the Asset Panda Software. Items that are not in the Asset Panda Software require the departments to add the surplus items into the software prior to submission as surplus. The Asset Panda software then transmits the information to the Surplus Department for review and processing.

University departments shall comply with the following procedures in order to properly send items to the Surplus Department (by category):

• COMPUTERS: CERTIFICATION OF DATA INACCESSIBILITY: Due to increased vulnerability to the potential misuse of personal information stored electronically, before sending computers/electronic media to Surplus, all stored electronic data must be permanently destroyed. Departments must complete a Certification of Data Inaccessibility Form stating this process has been completed. The completion of the certification form is necessary to comply with confidentiality and copyright laws. Both steps must be completed before the Surplus Department can remove computers/electronic media.

Employees/Departments may not purchase computers/laptops/electronics directly from university departments. This includes cell phones and wireless devices. All computers/laptops/electronics must be processed through Surplus when an individual/department no longer needs the item.

• REFRIGERATION UNITS: Before sending refrigeration units to the Surplus Department, departments must enter a work order with Facilities Operations for removing refrigerants from the unit(s). The removal is required per state and federal environmental regulations and ensures the safety of ground water and the ozone. Departments must forward proof of the work order number with the entered item before the Surplus Department will schedule pickup.

• MOTORS: Before sending motors to the Surplus Department, departments must submit a work order to Facilities Operations for removing oils from the motors. The removal is required per state and federal environmental regulations and ensures the safety of ground water. Departments must forward proof of the completed removal with the entered item before the Surplus Department will schedule pickup.

The Surplus Department will attempt to remove those items intended for transfer to the Surplus Department items within two (2) weeks from the receipt of the Asset Panda entry. Departments wishing to remove their own items for Surplus must schedule an appointment with the Surplus Department. Under no circumstances can any item of property belonging to the University of Connecticut be scrapped or destroyed without approval by the Associate Director of Supply Chain or the Manager of the Surplus Department.

The Surplus Department will determine whether those item(s) sent to them will be recycled or made available to faculty, staff, or other state agencies through the surplus program.
Most items made available for use by other University departments may be inspected at the Surplus Showroom, located at 6 Ahern Lane, Mansfield Depot, CT. Showroom hours are posted on the Surplus Department website. Employee identification must be shown in order to obtain surplus items.
University departments may obtain surplus property and must provide their 7-digit Kuali (KFS) number for the items to be transferred to their respective department. The Surplus Department will deliver transferred items, if necessary, to University departments within two (2) weeks from the transfer date.
After 30 days, surplus items not transferred to other departments are eligible for alternate disposition methods as determined by the Surplus Department:

A. Public Sale Items: May be offered for public sale through the auction process or at a storefront location.
B. Other State Agencies: Representatives from other agencies of the State of Connecticut may visit the Surplus Property Showroom or the storefront location to obtain University surplus items. Payment can be made with a State of Connecticut Transfer Invoice, Form CO-608. Other State agencies are responsible for transportation of transferred property.
C. Scrap Items: May be scrapped, either through the existing University recycling program, or by other processes. Items designated as scrap may not be given away to any University employee or to any other interested party.

REFERENCES

Code of Federal Regulations Title 2, Subtitle A, Chapter II, Part 200
Connecticut General Statutes § 4a-57a. (Distribution of surplus state property)
Surplus Department Contact & Showroom Hours
University Policy: Sponsored Award Closeout
University Guidelines for Surplus & Equipment Share Opportunities
Asset Panda Request and Training

POLICY HISTORY

Policy created effective: 2004
Revisions: 2014; June 7, 2021 [Approved by President’s Cabinet]; editorial revisions July 26, 2021

 

Smoking Policy

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

PURPOSE

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

APPLIES TO

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

DEFINITIONS

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

POLICY STATEMENT

Smoking (including vaping) is prohibited:

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

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

ENFORCEMENT

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

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

  • Student violations: Contact the Office of Community Standards.

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

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

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

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

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

POLICY HISTORY

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

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

Reimbursement of Recruitment Expenses Policy and Procedures

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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.

Pre-Award/Advance Account Policy

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Title: Pre-Award/Advance Account Policy
Policy Owner: Office of the Vice President for Research, Sponsored Program Services
Applies to: Faculty and staff conducting sponsored program activity at Storrs and the regional campuses
Campus Applicability:  All campuses except UConn Health
Effective Date: July 7, 2015
For More Information, Contact Office of the Vice President for Research, Sponsored Program Services
Contact Information: (860) 486-3622
Official Website: http://ovpr.uconn.edu

 

REASON FOR POLICY

To enable Principal Investigators (PI) who have demonstrated a need to begin project-related activity on sponsored projects prior to receipt of the award notice or executed contract.

APPLIES TO

Faculty and staff conducting sponsored program activity at Storrs and the regional campuses.

DEFINITIONS

Pre-Award Account:  A pre-award account will be used for federal grants where costs are allowed up to 90 days prior to the official start date of the award under expanded authorities granted to the University.

Advance Account:  Advance accounts will be established for those federal and non-federal awards not eligible for pre-award coding.  Costs can only be incurred on advance accounts as of the sponsor approved start date.

POLICY STATEMENT

The Office of the Vice President for Research, Sponsored Program Services (OVPR SPS) will establish Pre-Award or Advance Accounts under the following conditions:

There is a demonstrated need by the PI to incur expenditures prior to the proposed start date (pre-award accounts) or prior to receipt of the executed contract (advance accounts).  Acceptable reasons for requesting an account include, but are not limited to the following:

  • Making employment offers and completing payroll authorizations
  • Equipping a lab or purchasing supplies
  • Purchasing equipment early to take advantage of a discounted price

Accounts also require that:

  • A full copy of the proposal for the project is on file in OVPR SPS
  • OVPR SPS personnel are able to determine that pre-award expenditures are allowed, or in the case of advance accounts, it is likely that an award is forthcoming or contract will be executed
  • When applicable, required compliance approvals have been obtained

This policy does not apply to Federal earmark funding.

ROLES AND RESPONSIBILITIES

Principal Investigators are responsible for submission of pre-award or advance account requests that are consistent with this policy and in accordance with our published procedures.

OVPR SPS is responsible for responding to inquiries about this policy or procedures and approving account request.

ENFORCEMENT

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

PROCEDURES/FORMS

See OVPR SPS website for Pre-Award or Advance Request Form.

POLICY HISTORY

Policy created:    2/19/2008

Revised:             7/7/2015 (Approved by the Vice President for Research)

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

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

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

Purpose

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

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

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

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

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

________________________________________________________________________

General University Communications

Long Form

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

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

Short Form

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

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

_________________________________________________________________________

Event Accessibility Statement

General Information

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

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

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

Event Accessibility Statement

Required for all University-sponsored events.

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

_________________________________________________________________________

Health Program or Activity Communications (Patient-Facing)

General Information

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

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

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

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

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

_________________________________________________________________________

Health Program or Activity Long Form (UConn Health)

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

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

UConn Health:

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Health Program or Activity Short Form (UConn Health)

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

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

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

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

_________________________________________________________________________

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Military Leave

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

PURPOSE

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

POLICY STATEMENT

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

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

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

Military Leave:

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

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

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

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

ENFORCEMENT

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

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

PROCEDURES/FORMS

University Storrs and Regional Campuses

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

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

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

UConn Health

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

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

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

REFERENCES

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

POLICY HISTORY

Policy created: January 2, 2004

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

Incoming Accountable Mail Process

Posted on by
Title: Incoming Accountable Mail Process
Policy Owner: Mail Services
Applies to: Faculty, Staff, Students, Others
Campus Applicability: Storrs Campus
Effective Date: August 18, 2004
For More Information, Contact Mail Services
Contact Information: (860) 486-2024
Official Website: https://mailservices.uconn.edu/

 

Incoming USPS mail for the University of Connecticut, is handled in accordance with USPS DMM, Section D042.4.1 which states:

All mail addressed to a governmental or nongovernmental organization or to an individual by name or title at the address of the organization is delivered to the organization, as is similarly addressed mail for former officials, employees, contractors, agents, etc.  If disagreement arises where any such mail should be delivered, it must be delivered under the order of the organization’s president or equivalent official.

In addition to the above regulation, the USPS maintains the signatures of University Mail Services’ staff on PS Form 3801, naming the staff “Authorized Agents”, making them eligible to handle incoming, accountable mail for the University of Connecticut.

Accountable mail is released to the University upon signing the USPS Firm Sheet, recording such items, and the authorized agent also signs for any Return Receipts attached.  Although an option, University Mail Services does not sign for “Restricted Delivery Mail”.

Once prepared at University Mail Services for final delivery to the campus destination, a signature is obtained from the designated employee at the centralized mail stop for the building.

The accountable mail is then placed with the regular incoming mail for the receiving department.

In the event the actual recipient, indicated by either name or by title, chooses to refuse any accountable mail, such accountable mail must not be opened.  The refused piece must be marked “Refused”, placed in a new container and have new postage applied.  It is strongly recommended that this refused mail be sent Certified mail, or Registered if leaving the United States.

Federal Archive Guidelines require University Mail Services to maintain records as follows:

  1. a.       Incoming accountable records keep 2 years
  2. b.      Outgoing Certified records keep 2 years
  3. c.       Outgoing Registered records keep 3 years