Department of Human Resources

Modified Duties for Faculty Due to Life Events, Policy on

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Title: Modified Duties for Faculty Due to Life Events
Policy Owner: Human Resources
Office of the Provost
Applies to: All Faculty
Campus Applicability: Storrs and Regional Campuses
Approval Date: December 19, 2023
Effective Date: January 1, 2024
For More Information, Contact: Human Resources
Contact Information: hr@uconn.edu
Official Website: https://hr.uconn.edu/ 

BACKGROUND

The University of Connecticut is committed to fostering an educational community with a flexible and supportive work environment where faculty can thrive in both their professional and personal lives. Periodically, a faculty member may need to modify some level of academic duties in order to respond to an anticipated or unanticipated personal qualifying life event.

The university encourages faculty to utilize this policy as needed to respond to anticipated or unanticipated life events or situations.

This policy does not diminish, supersede or replace other employee entitlements, such as FMLA, the Faculty Medical Leave Guidelines, ADA, personal leave, or leaves under the By-Laws of the University of Connecticut, the UConn AAUP Collective Bargaining Agreement, or any other state or federal law. Instead, this benefit is available upon a faculty member’s return to on-campus activities following such a leave or when modified duties fully resolve the issue or supplement existing entitlements.

PURPOSE

This policy allows a faculty member to request a temporary modification of academic duties in order to respond to an anticipated or unanticipated personal life event or situation (see Qualifying Events definition). Specifically, the intent of this policy is to modify or re-arrange a faculty member’s duties over the course of a semester or 12-month equivalency to address an immediate and short-term personal need or obligation. Of note, duty modifications do not decrease a faculty member’s responsibilities; instead, modification allows the faculty member, in conjunction with their Department Head and/or Dean, to exchange duties on a short-term basis.

Modified duties involve either 1) full-time work with flexible schedule, modified work duties as defined herein, remote work, and/or other arrangements as agreed upon and approved or 2) a combination of working less than full-time (Voluntary Schedule Reduction), paid leave and/or leave without pay (e.g. FMLG/FMLA if eligible), as appropriate.

DEFINITIONS

Modified Duties: Modification, partial release, or complete release from teaching and/or other responsibilities in which alternative duties will be assigned for a period of one semester or the equivalent of one semester distributed over a longer period not to exceed 12 months.

Primary Caregiver: The person primarily responsible for the care and upbringing of a child or the care of an immediate family member with a serious illness or injury.

Secondary Caregiver: The person who provides backup care in the absence of the primary caregiver.

Immediate Family Member: Immediate family means spouse, parent, parent-in-law, sibling, sibling in-law, child, and any relative who is domiciled in the employee’s household.

Qualifying Event: In most instances, faculty members will seek the benefits of this policy following their return from an approved medical leave after the birth or adoption of a child. Other qualifying circumstances could include: short-term care for the employee or an immediate family member on a part-time basis following the completion of an approved personal or FMLA leave; or bereavement following the death of an immediate family member or other emergency circumstance. The University will not grant duty modifications for faculty members to devote time to consulting, outside employment, or non-medical related family obligations.

POLICY STATEMENT

All full-time tenure-track and non-tenure-track (e.g., Clinical, In Residence, Lecturer, and Extension) faculty members, and Athletics’ titles (Article 37) serving as the primary or secondary caregiver shall be eligible for modified duties due to a qualifying life event involving themselves or immediate family member(s). The faculty member or an employee covered by Article 37 must submit a Modified Duties Request form to seek permission and receive approval before modified duties can be assigned or implemented.

All Academic Assistants (Article 13[1]), Facilities Scientists (Article 13), Research Assistants (Article 24), Research Associates (Article 24), and Temporary Faculty(Article 26), are not eligible for modified duties and will continue to be eligible to request remote work, flexible schedules or use of paid leave and/or leave without pay (e.g. FMLG/FMLA if eligible), when appropriate and with approval.

Approval for modified duties does not alter contractual employment agreements and cannot be used as a basis to extend employment contracts.

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.

PROCEDURES/FORMS

Available from the Academic Affairs section of the Academic Affairs Governance Document Library.

  • Procedures for Modified Duties for Faculty Due to Life Events

REFERENCES

Tenure Clock Adjustments for Qualifying Life Events for more information.
Leave of Absences (FMLA, Leave without pay, Military Leave)
Voluntary Schedule Reduction

Acknowledgments: This policy is based on the University of South Carolina’s, Modified Duties for Faculty policy (https://www.sc.edu/policies/ppm/acaf160.pdf.). Adaptations were made to fit the University of Connecticut context.

POLICY HISTORY

Policy created: 12/19/2023 (Approved by Senior Policy Council and the President)

 

[1] Article references are to the collective bargaining agreement between the University of Connecticut and the American Association of University Professors (AAUP-UConn).

 

Leave Benefits for Managerial and Confidential Exempt Employees

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Title: Leave Benefits for Managerial and Confidential Employees
Policy Owner: Human Resources
Applies to: Management and Confidential Staff
Campus Applicability: All Campuses (Storrs, Regionals, Law), excluding UConn Health
Approval Date May 10, 2024
Effective Date July 1, 2024
For More Information Contact Human Resources
Contact Information: (860) 486-3034
Official Website https://www.hr.uconn.edu/

PURPOSE

To establish leave benefits for managerial and confidential exempt employees of the University.

APPLIES TO

This policy applies to managerial and confidential exempt employees, including non-represented faculty with an academic title. Non-represented faculty at the School of Law follow the By-Laws of the University of Connecticut and the Faculty Medical Leave Guidelines and are therefore excluded from all leave and compensatory time provisions of this policy.

POLICY STATEMENT

Vacation, personal, and sick time granted and accrued are prorated based on percentage employed.

Vacation

Each full-time employee shall accrue twenty-two (22) days of paid vacation leave in each calendar year. Vacation is accrued monthly during the time of an appointment. It is expected that vacation will be taken within the year in which it is accrued. It is recognized that circumstances may arise that limit an employee’s ability to use all vacation time in any given year. Employees may carry over vacation days from year-to-year to a maximum of one hundred twenty (120) days, consistent with the State of Connecticut’s vacation accrual cap.

Upon leaving state service or transferring to a position that does not have a vacation leave benefit, an employee shall be paid for their accrued vacation time up to a maximum of sixty (60) days.

Employees are not eligible for vacation accruals when more than 5 days (40 hours) are unpaid leave in a month.

Holidays

Employees receive thirteen (13) paid state holidays. Holidays, which do not conflict with operational needs, as appropriate, may be taken as a day off with pay.  Employees required to work on a holiday earn compensatory time for all hours worked. Holiday compensatory time is earned and recorded on an employee’s time and attendance record.

Upon leaving state service or transferring to a position that does not have a compensatory time benefit, an employee shall be paid for their unexpired compensatory holiday time.

Holiday compensatory time must be used by the end of the calendar year following the year in which it was earned. For example, an employee who earns holiday compensatory time for working on a holiday in Year 1 must use that holiday compensatory time before the close of Year 2, the next calendar year.

Personal

Each full-time employee shall be awarded personal leave of three (3) days at the beginning of each fiscal year, July 1. Personal leave is not accrued and must be used in the fiscal year in which it was granted.  Personal leave time not used within the fiscal year will be forfeited.

Sick[1]

Employees are granted sick leave of fifteen (15) workdays at the beginning of each fiscal year, July 1. Sick leave is treated “as if accrued,” and is available for use by such employees for personal illness, personal medical appointments, and other provisions outlined within this policy. Any sick leave not utilized in a fiscal year will continue to be available “as if accrued” for use by the employee during their tenure at the University. “As if accrued” sick leave shall not be paid out to an employee upon departure or retirement from the University. Employees may also use “as if accrued” sick leave balances for family medical illness or appointments and funeral leave, consistent with the yearly limits of this policy.

Funeral

Funeral leave of up to five (5) days of sick leave per occurrence may be used for a death in the immediate family. Immediate family means husband, wife, mother, mother-in-law, father, father-in-law, brother, brother-in-law, sister, sister-in-law, child and any relative domiciled in the employee’s household. Funeral leave of up to one (1) day of sick leave per occurrence may be used for a death outside of the immediate family.

Sick Family

Sick leave of up to ten (10) days may be used for the illness of one’s spouse, child, or parent. Child means biological, foster, adopted, or stepchild. Parent means mother, father, mother-in-law, or father-in-law of the employee.

Donating Time

Managerial and confidential employees may donate accrued vacation, personal, or holiday compensatory time to another non-represented managerial or confidential employee who is absent due to a long-term illness or injury. The absent employee must have exhausted all paid leave time and be on leave without pay status to be eligible for such donation.

Overtime Compensatory Time

Confidential employees who are non-exempt, as defined in the Fair Labor Standards Act, earn time-and-a-half compensatory time for working above 40 hours per week. Compensatory time shall be paid in accordance with the applicable provisions of the UCPEA contract.

Confidential employees who are FLSA exempt may earn straight-time compensatory time in special situations that have been explicitly defined and approved in writing by senior leadership. Employees shall be paid for any unused compensatory time on the same schedule as UCPEA.

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.

PROCEDURES/FORMS

Contact HR regarding the process of donating time.

POLICY HISTORY

Policy Created: 06/25/2019 (Approved by HR Governance Group)

Revisions: 05/10/2024 (Senior Policy Council)

[1] The use of Sick leave and the “as if accrued” sick leave balances may be altered beyond the scope and provisions of this policy in accordance with the University’s interpretation of the Family and Medical Leave Act.

Lactation Policy

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


Reason for Policy

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

Applies to

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

Definitions:

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

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

Policy Statement

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

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

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

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

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

Enforcement

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

Policy History

Adopted 12/20/2016 (Approved by President’s Cabinet)

Procedures

Storrs and Regional Campuses: UConn Lactation Procedures

UConn Health: UConn Health Lactation Procedures

 

Protection of Minors and Reporting of Child Abuse and Neglect Policy

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Title: Protection of Minors and Reporting of Child Abuse and Neglect, Policy on
Policy Owner: Department of Human Resources
Applies to: All personnel associated with the University including faculty, staff, volunteers, graduate and undergraduate students, interns, residents and fellows.
Campus Applicability: All University campuses including Storrs, regional campuses, the Law School and UConn Health (University)
Effective Date: August 9, 2018
For More Information, Contact Minor Protection Coordinator / Department of Human Resources
Contact Information: minorprotection@uconn.edu or (860) 486-4510
Official Website: http://hr.uconn.edu/minor-protection

1.  Reason for Policy

The University of Connecticut is committed to promoting a high quality, secure and safe environment for minors who are active in the University community. This policy and the accompanying procedures establish consistent standards intended to support the University in meeting its commitments to promote protection of minors who participate in activities sponsored by the University and to inform all members of the University community of their obligation to report any instances of known or suspected child abuse or neglect.

2.  Applies to

This policy applies to all University employees, including faculty, staff, volunteers, graduate and undergraduate students, interns, residents and fellows. Except as provided below, it also applies to any activity that takes place on University property or is sponsored by the University and is open to the participation of minors.

This policy does not apply to: (1) events open to the public where parents/guardians or adult chaperones are expected to accompany and supervise their children; (2) undergraduate and graduate programs in which minors are enrolled for academic credit or have been accepted for enrollment for academic credit; (3) students who are dually enrolled in University credit-bearing courses while also enrolled in elementary, middle, and/or high school, UNLESS such enrollment includes overnight housing in University facilities; (4) minors employed by the University; (5) field trips or visits to the University that are solely supervised by a minor’s school or organization; (6) patient-care related activities relating to minors; (7) non-University programs undertaking activities in or on University land or facilities under the sole supervision of said program; (8) University programs that take place outside of the University under the supervision of a separate organization; (9) licensed child care facilities; and (10) other activities granted advance and written exemption from part or all of this policy.

3.  Definitions[1]

A. Authorized Adult: A University employee, student, or volunteer (paid or unpaid) who has (1) successfully passed a Background Screening within the last four years, (2) completed the University minor’s protection training within the last year, and (3) has been registered with the University’s Minor Protection Coordinator.

B. University Sponsored Activities Involving Minors: A program or activity open to the participation of minors that is sponsored, operated, or supported by the University and where minors, who are not enrolled or accepted for enrollment in credit-granting courses at the University or who are not an employee of the University, are under the supervision of the University or its representatives.

C. Background Screening: A criminal history search that is consistent with University criminal background check policies and that has been successfully completed within the past four years. Such criminal history search must include the following searches by a nationally recognized background check vendor:

i.    Social Security Number verification/past address trace;

ii.   federal criminal history record search for felony and misdemeanor convictions covering, at minimum, the last seven years in all states lived in;

iii.   a statewide or county level criminal history record search for felony and misdemeanor convictions covering, at minimum, the last seven years in all states lived in; an;

iv.   sex offender registry searches at the county level in every jurisdiction where the candidate currently resides or has resided.

D. Child Abuse: A non-accidental physical injury to a minor, or an injury that is inconsistent with the history given of it, or a condition resulting in maltreatment. Examples include but are not limited to, malnutrition, sexual molestation or exploitation, deprivation of necessities, emotional maltreatment, or cruel punishment.

E. Child Neglect: The abandonment or denial of proper care and attention (physically, emotionally, or morally) of a minor, or the permitting of a minor to live under conditions, circumstances, or associations injurious to the minor’s well-being.

F. Minor: Any individual under the age of 18, who has not been legally emancipated.

G. Mandated Reporter: An individual designated by the Connecticut law as required to report or cause a report to be made of Child Abuse or Child Neglect. All employees of the University, except student employees, are Mandated Reporters under state law.

H. Minor Protection Coordinator: An individual designated by the University to develop procedures to implement this policy and best practices for the protection of minors involved in University Sponsored Activities Involving Minors, and to provide coordination, training, and monitoring in order to promote the effective implementation of this policy.

4.  Reporting Child Abuse/Neglect

Pursuant to state law, all University employees (except student employees) are Mandated Reporters of Child Abuse and/or Child Neglect and must comply with the reporting requirements in Connecticut’s mandated reporting laws. See Conn. Gen. Stat. §§17a-101a to 17a-101d.

Connecticut state law, requires that reports of known or suspected child abuse or neglect be made orally, as soon as possible (but no later than 12 hours), to law enforcement or the Connecticut Department of Children and Families (DCF), and followed up in writing within 48 hours.

DCF’s 24-hour hotline for reporting suspected Child Abuse or Child Neglect is (800) 842-2288, and additional guidance on these reporting requirements may be found here:

https://portal.ct.gov/DCF/1-DCF/Reporting-Child-Abuse-and-Neglect (Last accessed July 23, 2018).

University employees are protected under state law for the good faith reporting of suspected Child Abuse or Child Neglect, even if a later investigation fails to substantiate the allegations.

In addition to this statutory reporting requirement, University employees must also comply with any other University policies that impose additional reporting obligations, such as the Policy Against Discrimination, Harassment, and Related Interpersonal Violence.

5.  Requirements for University Sponsored Activities Involving Minors

To better protect Minors participating in activities sponsored by the University, all University Sponsored Activities Involving Minors must meet the following requirements, in addition to any applicable federal, state, or local law, and all University policies. Please Note: A more comprehensive description of the following requirements are detailed in the accompanying procedures.

A.   University Sponsored Activities Involving Minors must register with the University’s Minor Protection Coordinator with sufficient advance notice to confirm the requirements of this policy have been met.

B.   No individual, paid or unpaid, shall be allowed to supervise, chaperone, or otherwise oversee any Minor who participates in University Sponsored Activities Involving Minors unless he or she is an Authorized Adult.

C. All University Sponsored Activities Involving Minors must implement standards to safeguard the welfare of participating Minors. At minimum, all University Sponsored Activities Involving Minors must implement and comply with University standards of conduct included in the accompanying procedures.

D. All University Sponsored Activities Involving Minors are subject to periodic audits to verify compliance with this policy and the accompanying procedures.

E. Any exceptions to these requirements must be requested with sufficient notice and approved in writing by the Minor Protection Coordinator, in consultation with Minor Protection Oversight Committee prior to the start of program operations.

6.  Enforcement

Violations of this policy and accompanying 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 applicable Student Code.

Policy History

Policy Created: April 1, 2016 [Approved by the President’s Cabinet]

Revisions:  August 9, 2018

Procedures

Procedures for the Protection of Minors and Reporting of Child Abuse and Neglect can be found at: http://minorprotection.uconn.edu/wp-content/uploads/sites/1652/2016/03/Procedures-for-the-Protection-of-Minors-and-Reporting-of-Child-Abuse-and-Neglect.pdf. 

 

Footnotes

[1] Several of these definitions are adapted in whole or in part from the Connecticut General Statutes. See Conn. Gen. Stat. § 120. For additional guidance from the Connecticut Department of Children and Family Services about the definitions of child abuse and neglect, see https://portal.ct.gov/DCF/1-DCF/Reporting-Child-Abuse-and-Neglect. (Last accessed 7/23/2018.) Back

Alternate Work Arrangements

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

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

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

References:

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

Scope:

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

Definitions:

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

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

Policy Statement:

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

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

Telecommuting[1]:

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

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

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

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

Guidelines for Participation

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

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

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

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

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

[1] Note: This section is not applicable to Classified Employees. Telecommuting arrangements for Classified employees must be made in accordance with the Telecommuting Guidelines established by the State of Connecticut Department of Administrative Services.

Flexible Schedule:

Guidelines for Participation

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

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

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

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

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

Procedure:    

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

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

 

 

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

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

Members of the Bargaining Unit Medical Leave Guidelines

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Title: Members of the Bargaining Unit Medical Leave Guidelines
Policy Owner: Department of Human Resources (Absence Management)
Applies to: Applicable members of the AAUP Bargaining Unit
Campus Applicability: Storrs, the 4 Regional Campuses, and UConn Law
Effective Date: June 27, 2023
For More Information, Contact Department of Human Resources (Absence Management)
Contact Information: (860) 486-3034 or hr@uconn.edu
Official Website: Faculty Leave of Absence | Human Resources

 

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

These guidelines are for a bargaining unit member’s own long term illnesses only (e.g. federal and/or state FMLA qualifying medical leaves) and apply only to tenured and tenure-track faculty and non-tenure track bargaining unit members who are on multi-year appointments or annual appointment with at least three (3) years of service in a non-tenure track position. Absences for short-term illness and caregiver leave, and for members of the bargaining unit that are on temporary appointments will be administered at the school or departmental level. In no case shall a medical leave extend a temporary appointment beyond its end-date. For non-tenure track bargaining members not on a multiyear appointment, leave under this Appendix will cease on the member’s appointment end date. If the non-tenure track bargaining unit member is renewed for a consecutive appointment in the same position, the balance of leave under this Appendix may be extended into the new appointment with approval of the Dean and the Provost.

A. Bargaining unit members with Less than Three (3) Years of Service (up to six months paid sick leave)

  1. Bargaining unit members with less than three (3) years of service will be eligible to be paid for a qualifying medical leave under the federal FMLA and/or the state FMLA medical leave law, up to the period provided for in the medical certification, not to exceed six (6) months. [1] Sick leave must be supported by medical certification and be approved by the Department of Human Resources, with notification provided to the department head or equivalent official and the Dean.
  2. If after six (6) months of continuous leave the member of the bargaining unit is still medically unable to return to work, an extension of unpaid sick leave may be requested with proper medical certification and is subject to the approval of the Dean and the Provost. Extensions of medical leave after the initial six (6) months provided for in Paragraph A.1 shall be in conformity with the By-Laws (as set forth in Article 8.3) with an emphasis on the bargaining unit member’s length of service and the likelihood, based on acceptable medical evidence, that they will be able return to full employment.
    If the bargaining unit member with less than three years of service is an ARP participant and is eligible to collect long-term disability (LTD) benefits during a period of approved unpaid leave, the University will not supplement the LTD benefit.
  3. If medical leave has been exhausted and no extension has been approved, the bargaining unit member will be medically separated in good standing. Post-employment benefits will be determined by the rules of the retirement plan that the faculty member has elected.

 

B. Bargaining unit members with 3 to 6 Years of Service (up to twelve months paid sick leave)

  1. Bargaining unit members with 3 to 6 years of service will be eligible to be paid for a qualifying medical leave under the federal FMLA and/or the state FMLA medical leave law, up to the period provided for in the medical certification, not to exceed six (6) months. Sick leave must be supported by medical certification and be approved by the Department of Human Resources, with notification provided to the department head or equivalent official and the Dean.
  2. If after six (6) months of continuous leave the bargaining unit member is still medically unable to return to work, an extension of six (6) months paid sick leave may be requested with proper medical certification and is subject to the approval of the Dean and the Provost. Extensions of medical leave after the initial six (6) month period provided for in Paragraph B.1 shall be in conformity with the By-Laws (as set forth in Article 8.3) with an emphasis on the bargaining unit member’s length of service and the likelihood, based on acceptable medical evidence, that they will be able return to full employment.
    If the leave is approved as paid, and the bargaining unit member is an ARP participant, the leave will be converted to LTD leave in accordance with Article 19.G. The University will supplement the disability benefit so that the bargaining unit member receives the same rate of pay as if fully employed for six (6) additional months. If the leave is approved as paid, and the bargaining unit member is a SERS or Hybrid participant, they will be eligible for six (6) months of additional paid sick leave.
  3. If after one (1) year of continuous leave the bargaining unit member is still medically unable to return to work, an extension of unpaid sick leave may be requested with proper medical certification and is subject to the approval of the Dean and the Provost. Extensions of medical leave after the initial one (1) year period provided for in Paragraphs B.1 and B.2 shall be in conformity with By-Laws (as set forth in Article 8.3) with an emphasis on the bargaining unit member’s length of service and the likelihood, based on acceptable medical evidence, that they will be able return to full employment.
  4. If medical leave has been exhausted and no extension has been approved, the bargaining unit member will be medically separated in good standing. Post-employment benefits will be determined by the rules of the retirement plan that the bargaining unit member has elected.

 

C. Bargaining unit with 7 to 10 Years of Service (up to eighteen months of paid sick leave)

  1. Bargaining unit members with 7 to 10 years of service will be eligible to be paid for a qualifying medical leave under the federal FMLA and/or the state FMLA medical leave law, up to the period provided for in the medical certification, not to exceed six (6) months. Sick leave must be supported by medical certification and be approved by the Department of Human Resources, with notification provided to the department head or equivalent official and the Dean.
  2. If after six (6) months of continuous leave the bargaining unit member is still unable to return to work, an extension of six (6) months paid sick leave may be requested with proper medical certification and is subject to the approval of the Dean and the Provost. Extensions of medical leave after the initial six (6) month period provided for in Paragraph C.1 shall be in conformity with the By-Laws (as set forth in Article 8.3) with an emphasis on the bargaining unit member’s length of service and the likelihood, based on acceptable medical evidence, that they will be able return to full employment.
    If the leave is approved as paid, and the bargaining unit member is an ARP participant, the leave will be converted to LTD leave in accordance with Article 19.G. The University will supplement the LTD benefit so that the bargaining unit member receives the same rate of pay as if fully employed for six (6) additional months. If the leave is approved as paid, and the bargaining unit member is a SERS or Hybrid participant, they will be eligible for six (6) months of additional paid sick leave.
  3. If after one (1) year of continuous leave the bargaining unit member is still unable to return to work, an extension of six (6) months paid sick leave may be requested with proper medical certification and is subject to the approval of the Dean and the Provost. Extensions
    of medical leave after the initial one (1) year period provided for in Paragraphs C.1 and C.2 shall be in conformity with the By-Laws (as set forth in Article 8.3) with an emphasis on the bargaining unit member’s length of service and the likelihood, based on acceptable medical evidence, that they will be able return to full employment.
    If the leave is approved as paid, the University will continue to supplement the LTD benefit so that the bargaining unit member receives the same rate of pay as if fully employed for an additional six (6) months. If the leave is approved as paid, and the bargaining unit member is a SERS or Hybrid participant, they will be eligible for six (6) months of additional paid sick leave.
  4. If medical leave has been exhausted and no extension has been approved, the bargaining unit member will be medically separated in good standing. Post-employment benefits will be determined by the rules of the retirement plan that the bargaining unit member has elected.

 

D. Bargaining unit with More Than 10 Years of Service (up to twenty-four months paid sick leave)

  1. Bargaining unit members with more than 10 years of service will be eligible to be paid for a qualifying medical leave under the federal FMLA and/or the state FMLA medical leave law, up to the period provided for in the medical certification, not to exceed six (6) months. Sick leave must be supported by medical certification and be approved by the Department of Human Resources, with notification provided to the department head or equivalent official and the Dean.
  2. If after six (6) months of continuous leave the bargaining unit member is still unable to return to work, an extension of six (6) months paid sick leave may be requested with proper medical certification and is subject to the approval of the Dean and the Provost. Extensions
    of medical leave after the initial six (6) month period provided for in Paragraph D.1 shall be in conformity with the By-Laws (as set forth in Article 8.3) with an emphasis on the bargaining unit member’s length of service and the likelihood, based on acceptable medical evidence, that they will be able return to full employment.
    If the leave is approved as paid, and the bargaining unit member is an ARP participant, the leave will be converted to LTD leave in accordance with Article 19.G. The University will supplement the LTD benefit so that the bargaining unit member receives the same rate of pay as if fully employed for six (6) additional months. If the leave is approved as paid, and the bargaining unit member is a SERS or Hybrid participant, they will be eligible for six (6) months of additional paid sick leave.
  3. If after one (1) year of continuous leave the bargaining unit member is still unable to return to work, an extension of twelve (12) months paid sick leave may be requested with proper medical certification and is subject to the approval of the Dean and the Provost. Extensions
    of medical leave after the initial one (1) year period provided for in Paragraphs D.1 and D.2 shall be in conformity with the By-Laws (as set forth in Article 8.3) with an emphasis on the bargaining unit member’s length of service and the likelihood, based on acceptable medical evidence, that they will be able return to full employment.
    If the leave is approved as paid, the University will continue to supplement the LTD benefit so that the bargaining unit member receives the same rate of pay as if fully employed for the additional twelve (12) months. If the leave is approved as paid, and the bargaining unit member is a SERS or Hybrid participant, they will be eligible for twelve (12) months of additional paid sick leave.
  4. If medical leave has been exhausted and no extension has been approved, the bargaining unit member will be medically separated in good standing. Post-employment benefits will be determined by the rules of the retirement plan that the bargaining unit member has elected.

 

E. Maximum Continuous Medical Leave

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

 

F. Concurrent Leaves and Entitlements

  1. All medical leaves under these guidelines shall run concurrently with federal FMLA and other legal entitlements, including ADA accommodations arranged through the Department of Human Resources.
  2. Bargaining unit members who are afforded paid time off under the collective bargaining agreement must use such time concurrently with any paid leave provided in accordance with this Appendix.

 

G. Reinstatement of Bargaining unit Members Who Are Medically Separated In Good Standing

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

 

H. Calculation of Supplemental Disability Pay

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

 

I. Multiple Access to Paid Sick Leave

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

Whenever a bargaining unit member utilizes paid sick leave under these guidelines, the bargaining unit member’s years of service shall be determined from the bargaining unit member’s University hire date. If the bargaining unit member accesses the benefit a second or subsequent time within the three (3) year period from the date the bargaining unit member initially accessed the paid sick leave, then the bargaining unit member shall be limited to the remaining paid sick leave eligibility for that three (3) year period.

If a bargaining unit member is not eligible for paid sick leave in accordance with this paragraph, they still may take as unpaid any medical leave to which they are entitled in accordance with their rights under federal and/or state medical leave laws.

 

REFERENCES

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

 

POLICY HISTORY

Revised and approved July 1, 2021

Children in the Workplace

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

 

REASON FOR POLICY

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

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

APPLIES TO

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

DEFINITIONS

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

POLICY STATEMENT

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

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

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

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

ENFORCEMENT

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

PROCEDURES

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

 

 

 

August 2013

Pre-Employment Background Check Policy

Posted on by
Title: Pre-Employment Background Check Policy
Policy Owner: Department of Human Resources
Applies to: Faculty, Staff, Others
Campus Applicability: Storrs and Regional Campuses
Approval Date: February 27, 2024
Effective Date: February 29, 2024
For More Information, Contact Department of Human Resources
Contact Information: 860-486-3034 ; hr-cbc@uconn.edu
Official Website: https://hr.uconn.edu/cbc/

BACKGROUND

The University of Connecticut prides itself on hiring qualified employees who are prepared to work in the best interests of the University and its students.  Pre-employment background checks serve as an important element of the University’s ongoing efforts to ensure a safe and secure campus and workplace.

PURPOSE

To ensure a safe and secure campus and workplace

APPLIES TO

This policy applies to the following:

  • All full-time and part-time final candidates for employment in regular payroll positions, whether newly hired, rehired, or a transfer from another state agency.
  • All individuals selected for temporary appointments as Adjunct Faculty, Special Payroll Lecturers, Instructional Specialists, Academic Specialists, Academic Technicians, Clinical Supervisors, Graduate Instructional Specialists, and Graduate Special payroll Lecturers that are newly hired or rehired after a break in University service of a year or more and are not currently on the regular payroll.
  • Other special payroll titles that have direct teaching or advising responsibilities, or are deemed to be in a position of trust, e.g., working with minors.
  • Graduate students who are working in a teaching capacity as a Special Payroll Lecturer, Instructional Specialist, or other special payroll appointment that has direct teaching or advising responsibilities.

Prospective special payroll appointees or volunteers may be subject to a background check if (1) required by law; (2) required by a third party as a condition for the position, or (3) when considered a position of trust.

POLICY STATEMENT

It will be a condition of employment at the University of Connecticut to submit to a background check.  Offers of employment will be conditional pending the result of a background check, which may include the following:

  • Social Security Number Verification / Past Address Trace
  • Consent Based Social Security Verification (CBSV) (as applicable)
  • County/Statewide Criminal (as applicable)
  • National Criminal/Multi-Jurisdictional Criminal
  • Federal Criminal
  • Statewide Sex Offender
  • Nationwide Sex Offender
  • International Criminal (as applicable)
  • Education Verifications
  • Credit Checks (only required in very limited circumstances)

ENFORCEMENT

Pre-Employment background checks will be centrally administered by the Department of Human Resources.

Pre-employment background checks and the use of information obtained will be in accordance with all applicable laws and regulations, including the Fair Credit Reporting Act.

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.

PROCEDURES/FORMS

Procedures on the pre-employment background check process are available at: http://hr.uconn.edu/cbc/

POLICY HISTORY

Policy created: January 8, 2014

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

Emergency Closing Policy

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

PURPOSE

During inclement weather and other emergency situations at the University of Connecticut, the safety of our students, faculty, and staff is paramount. At the same time, the University has very important research, teaching, service, and outreach missions, and must maintain continuous and effective business operations. With due consideration to safety, the University will remain open and operate normally to the greatest extent possible. Faculty, staff, and students should evaluate their own circumstances carefully, exercise appropriate judgment, and take responsibility for their safety when making decisions during inclement weather.

The purpose of this policy is to provide direction to the University community in the rare circumstances when the University Administration decides to cancel classes; delay opening, release employees early, or close operations at some or all University campuses. This policy also explains how employees will be notified of the University’s decisions and clarifies expectations regarding attendance and performance of job-related duties. The policy applies to the entire University community, including administration, faculty, staff, and students, at all campuses except UConn Health.

POLICY STATEMENT

Decisions to alter the University’s normal operations and schedule for all campuses are made jointly by the President’s Office, Provost’s Office, University Safety, and the Head of Human Resources. Decisions about such alterations are made with full input from University Communications and Facilities Operations and Building Services for all campuses. Careful consideration will be given to the particular conditions and circumstances at each campus, and decisions will account for variations that may exist among the situations at different campuses.

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

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

Notification

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

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

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

Community members may also call the University’s 24-hour emergency closing information number, (860) 486-3768, to check the University’s operating status for all campuses. Second and third shift employees are urged to call this number for information.

Individual units are responsible for communicating decisions about whether any special events they sponsor are postponed or canceled. Community members should contact the sponsoring units directly for information about such events. This applies to athletic events, performances, conferences, lectures, presentations, workshops, and other events hosted by a sub-unit of the University.

Expectations for Employees

This section summarizes the information applicable to:

  • All Employees (except essential/emergency support services staff)
  • Faculty/Class Instructors
  • Essential/Emergency Support Services Staff

All Employees (except essential/emergency support services staff)

When the University is open and operating normally, employees are expected to report to work. During inclement weather, employees are expected to plan accordingly, including accounting for extra time needed to travel to and from work. If an employee decides not to remain at or report to work because of concerns about travelling safely, employees may use vacation, personal, or other accrued time without advance approval. Employees must promptly notify their supervisors in these situations. Employees who anticipate concerns may discuss in advance the possibility of flex time or telecommuting with their supervisors.

When the University directs employees not to report to campus during a closing, delay, or cancellation, employees will not be charged leave unless their time off was already scheduled and approved. If an employee is on a scheduled day off due to sick leave, vacation, personal time, earned time, or leave of absence without pay during an official University closing, delay, or early release, the employee’s time will be charged accordingly.

Since employees who are not on a pre-approved leave during a closing would normally be present at work, employees are expected to be accessible and responsive to their supervisors as needed during their regularly scheduled work hours. Supervisors may require that employees check and respond to email regularly, respond to work calls, or attend virtual meetings, and may expect that assigned work that can be accomplished remotely is completed on time regardless of emergency cancellations. Likewise, supervisors may make reasonable adjustments to be able to continue University business, including holding meetings by teleconference and handling normal business by email, and employees who would normally be present at work may be required to participate.

Faculty/Class Instructors

All faculty at all campuses must abide by the University’s decision to remain open. If the University does not cancel classes, faculty are expected to hold classes as scheduled, except in circumstances when a faculty member determines that they are unable to travel safely to campus. In these exceptional cases, the faculty member must notify their dean and department head and must also notify all students in the class. Faculty must not cancel class prior to the University’s decision about whether the University will alter its normal schedule. Faculty may elect to hold classes virtually using online methods.

Only the instructor of record for a class may decide to cancel a class. Teaching Assistants may not make independent decisions to cancel classes or other activities related to classes; they must consult with the faculty member for the course.

Instructional time that is cancelled is expected to be made up in accordance with the By-Laws, Rules, and Regulations of the University Senate. The University’s academic calendar includes specified “emergency closing make-up dates.” Faculty who plan to use these times to make up class must inform students as soon as possible and reserve a classroom through the Registrar’s Office. Faculty may also make up classes at other times but must be sensitive to students’ availability to attend.

Faculty should respect the decisions of commuting students who decide not to travel to campus, or to leave class early in order to get home safely, and provide options for them to make up missed work. The Dean of Students Office is available to assist faculty and students with concerns about missed work.

Essential/Emergency Support Services Staff

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

The University may designate employees as “Essential” employees (also known as “Emergency Support Services Staff”) if it determines their job functions are necessary or potentially necessary to conduct the University’s business even when the University is not operating normally. Employees designated as essential are typically expected to report to or remain at work when the University has a delayed opening, early release, or closure.

Individual Departments determine which, if any, of their employees are essential. Further, Departments may require all essential employees to report during any closure. Alternatively, Departments may develop a procedure that limits the number of essential employees required to report based on the nature or duration of the closure, the nature of the functions the Department performs, and the level of staffing needed. This approach is typically implemented through an “on call” notification system or a rotating assignment.

Departments are responsible for notifying essential employees annually of their designation. Employees hired into positions that are essential are first notified of their designation at the time of hire. In addition, the business needs of the University may change in ways that require other employees to be deemed essential even if they were not designated so at hire. In such cases, the Department will notify affected employees at the time of their designation. By October 1st of each year, Departments with essential employees must provide a list of these employees to the Office of Faculty and Staff Labor Relations and the Department of Human Resources.

Unless provided in the applicable collective bargaining agreement or authorized by the Governor, the University is prohibited from awarding compensatory time or extra compensation to essential employees for working during their regularly scheduled hours when the University has a delay, early release, or is closed.

ENFORCEMENT

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

RELATED PROCEDURES AND POLICIES

Time and attendance procedures for employees and supervisors are posted on the Payroll Department website at www.payroll.uconn.edu.

Requirements with respect to instructional time and making up time are defined in the By-Laws, Rules, and Regulations of the Senate (http://policy.uconn.edu/2011/05/19/by-laws-rules-and-regulations-of-the-university-senate/) and the University’s Credit Hour Policy (http://policy.uconn.edu/2012/08/22/credit-hour).

POLICY HISTORY

Policy adopted: October, 2012

Revisions:

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

 

Voluntary Leave and Schedule Reduction Policy

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

Overview:

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

Plan Options:

Classified Employees:

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

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

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

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

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

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

B. Work Schedule Reduction:

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

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

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

Eligibility:

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

Application Procedure:

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

Changes to Approved Applications:

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

Benefits and Status:

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

Health and Life Insurance:

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

Seniority and Longevity:

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

Vacation and Sick Leave Accruals:

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

Holidays:

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

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

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

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

Workers’ Compensation:

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

Retirement:

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

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

Overtime:

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

Initial or Promotional Probationary Employees:

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

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