Department of Human Resources

Voluntary Leave and Schedule Reduction Policy

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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.

Smoking Policy

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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.

Military Leave

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

PURPOSE

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

POLICY STATEMENT

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

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

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

Military Leave:

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

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

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

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

ENFORCEMENT

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

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

PROCEDURES/FORMS

University Storrs and Regional Campuses

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

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

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

UConn Health

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

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

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

REFERENCES

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

POLICY HISTORY

Policy created: January 2, 2004

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

Family & Medical Leave Act (FMLA)

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

 

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

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

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

Violence in the Workplace Prevention, Policy on

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Title: Violence in the Workplace Prevention, Policy on
Policy Owner: Office of Faculty and Staff Labor Relations
Applies to: Faculty, Staff, Others
Campus Applicability:  Storrs and Regional Campuses
Effective Date: January 2, 2004
For More Information, Contact Labor Relations
Contact Information: (860) 486-5684
Official Website: http://www.lr.uconn.edu/

 

Background and reasons for the policy: The safety and security of all employees is of primary importance to   the University of Connecticut.  On August 4, 1999, the Governor of the State of Connecticut issued an executive order establishing a zero tolerance policy for workplace violence for all state agencies and public universities.

Workplace Violence is defined by this executive order as:

“Any physical assault, threatening behavior, or verbal abuse occurring in the work setting. It includes, but is not limited to, beatings, stabbings, suicides, rapes, near suicides, psychological traumas, such as threats, obscene phone calls, an intimidating presence and harassment of any nature such as being followed, sworn, or shouted at.”

This policy governs all University employees, persons who are permitted to work on University premises, at satellite locations or at University sponsored off-site events. This policy also governs persons operating state vehicles under the control of the University.  The entire Governor’s policy and related definitions are accessible via the following links:

The executive order: http://www.ct.gov/opm/lib/opm/olr/wpv/exc16.pdf

The Workplace Violence Prevention Manual:

http://www.ct.gov/opm/cwp/view.asp?a=2992&q=383254

Purpose of Policy: The University of Connecticut is committed to providing a workplace that is conducive to a safe and healthy environment supportive of our educational mission. This policy communicates the meaning of “workplace violence”, defines prohibited conduct and establishes potential consequences for violations. Additional resources are cited to provide direction on how to report incidents and offer sources of assistance and support to those impacted by workplace violence.

Expected Institutional Outcome: This policy will provide the University’s faculty, staff, students, contracted employees, visitors, vendors, volunteers and guests with an appropriately safe and healthy work environment, free from intimidation, harassment, threats and/or violent acts.

Applicability of Policy: This policy applies to all University of Connecticut employees and contractors.

Policy Statement: The University of Connecticut takes any act of violence seriously. The prevention of workplace violence is everyone’s responsibility. It is expected that University employees will maintain a workplace atmosphere of mutual respect and civility.

No person covered by this policy may engage in conduct intended to threaten, intimidate or harass a University employee. No person covered by this policy may possess a weapon or dangerous instrument while on any University worksite unless required to do so as a component of their job.  No person covered by this policy may use, attempt to use, or threaten to use a weapon or dangerous instrument. No person covered by this policy may cause or threaten to cause death or physical injury to any individual while at a University worksite.

Individuals who make threats, commit acts of violence or engage in other conduct defined as workplace violence, will be subject to appropriate disciplinary action up to and including dismissal as well as criminal prosecution if indicated.

Reporting Suspected Violations: Any act or incident that fits the definition of workplace violence outlined in this policy which occurs on the campus or at off-site locations under the University’s auspices or creates a risk to anyone at these sites must be reported immediately.  All employees are responsible for notifying the administration of any threats that they witness or receive.  Even without a specific threat, all employees should report any behavior that may be regarded as potentially threatening or violent or that could endanger the health and safety of others.

For more detailed instructions and resources regarding the University’s Workplace Violence Policy please contact the Office of Faculty and Staff Labor Relations at 860-486-5684.

Special Payroll Policy

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Title: Special Payroll Policy
Policy Owner: Board of Trustees
Applies to: Faculty, Staff, Students
Campus Applicability:  Storrs and Regional Campuses
Effective Date: December 7, 2007
For More Information, Contact Human Resources
Contact Information: (860) 486-3034
Official Website: http://www.hr.uconn.edu/

Background and reasons for the policy:  The University of Connecticut requires the use of project based, seasonal, durational as well as temporary professional personnel to meet University staffing needs such as instructional and research support, athletic and theatrical program activities, limited assignment managerial support as well as support for grant and research projects and community organizations engaged in activities with the University.

Purpose: To clarify the statutory framework within which the University hires such staff and to provide appropriate guidelines for the use of such services.

Expected Institutional Outcome: This policy will support statutorily compliant access to instiutionally necessary staffing resources and expedite staffing of project based, seasonal, durational and temporary professional assignments.

Applicability of Policy: This policy applies to the hiring of project based, seasonal, durational and temporary professional personnel services at the Storrs and regional campuses.  Positions appropriate to established collective bargaining units are not to be placed on the Special Payroll.

Policy Statement: Pursuant to CGS 10a-20 and 10a-108, authorized hiring officers may appoint temporary, short term, project based, seasonal, durational and professional staff to meet staffing needs associated with university programs and activities.  Appointees to the Special Payroll do not receive benefits, although professional employees hired pursuant to CGS 10a-20 may purchase medical coverage at group rates under CGS 5-259c.  Positions appropriate to established collective bargaining units are not to be placed on the Special Payroll.

 

Approved by the Board of Trustees: December 7, 2007

Re-Employed Retirees, Policy on

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Title: Re-Employed Retirees, Policy on
Policy Owner: Office of Human Resources
Applies to: All State of Connecticut Re-Employed Retiree Employees
Campus Applicability: All Campuses, including UConn Health
Approval Date: July 11, 2023
Effective Date: July 11, 2023
For More Information, Contact Office of Human Resources
Contact Information: (860) 486-3034 (Storrs/Regional) / 860-679-2426 (UConn Health)
Official Website: https://hr.uconn.edu/
https://health.uconn.edu/human-resources/

BACKGROUND

The University re-employs retirees who have particular expertise necessary to meet a variety of academic, clinical, research, programmatic and/or administrative needs at a cost savings or benefit to the University and the state of Connecticut. In addition, as a research university and recipient of federal and other grants, the University has significant contractual and compliance obligations to granting agencies. The ability to retain particular expertise in the clinical, academic, and/or research setting, particularly when those retired employees generate revenue or are supported by external funding, is appreciably served by the use of re-employed retirees.

GENERAL POLICY

The University may re-employ retirees when operational, administrative, and/or financial benefits dictate or when needed to maintain continuing operations. Except as otherwise provided below, re-employed retirees may not be re-employed for more than three calendar years and shall not work more than 120 days/960 hours during any one calendar year.

The hourly compensation rate for individuals rehired into the same position from which the individual just retired shall generally not exceed 75% of the hourly rate paid to such employee in the last pay period immediately prior to his or her retirement for 120 days of work. The compensation rate for individuals rehired into different jobs from which they retired should be consistent with the assigned duties to be performed but shall generally not exceed 75% of the pre-retirement hourly rate.  Faculty and other employees that are non-time reporters prior to retirement, and therefore do not have a pre-retirement hourly rate, shall be restricted to post-retirement compensation not to exceed 75 percent of their pre-retirement annual salary.   Re-employed retirees are not eligible for annual mass salary adjustments.  Re-employed retirees may receive adjustments to salary if warranted by the duties and responsibilities of the position as long as all other terms of this policy are met.

Unclassified rehired retirees can be hired into any special payroll title; classified re-hired retirees must be hired into the appropriate Job Code as identified by the State of Connecticut to allow for appropriate tracking.

Appointments of re-employed retirees shall be reviewed by the President, Provost, Executive Vice President of Health Affairs (at UConn Health), or their designee and Human Resources to assess the continued operational needs and to ensure conformance with this Policy.  Proposals to re-employ retirees into senior administrative positions require prior review and approval by the President, Provost, Executive Vice President of Health Affairs, or their designee.

Some examples of appropriate uses for re-employed retirees include:

  • Maintain employees with unique, specialized knowledge and skills where qualified replacements cannot be immediately recruited or where it is financially beneficial for the University to maintain their expertise;
  • Provide qualified staff on a temporary or project basis when part or full-time positions are neither operationally sufficient nor financially beneficial;
  • Prevent the loss of potential revenues generated on grants or contracts;
  • Mitigate against a threat to patient or public safety;
  • Meet immediate and essential staffing needs required by accrediting agencies (e.g., the Joint Commission, DPH, or other regulatory bodies);
  • Secure the expertise of uniquely qualified researchers or staff in support of extramural funding or established grant projects;
  • Cover contractually or legally mandated leaves of absence (e.g., FMLA);
  • Provide clinical coverage to prevent the loss of clinical revenues or reduce use of agency staff through ongoing float positions;
  • Maintain continuity of operations through employment of individuals with particular expertise or experience at a cost savings;
  • Utilize employees with unique, specialized knowledge and skills for short-term projects or durational assignments.

EXCEPTIONS

Exceptions to the compensation and/or three calendar year maximum may be made with approval of the President, Provost, or Executive Vice President of Health Affairs at UConn Health, or their designee. Exceptions should be made when appropriately justified and reasonable in light of the goals expressed in the State of Connecticut’s Executive Order 27A related to the re-employment of retired state employees.  The maximum allotted time to work per calendar year for any rehired retiree is the equivalent of 120 days or 960 hours; exceptions may not be made to this provision of the Policy.

Some common exceptions include the following:

Instructional/Academic/Research Positions

Appointments of faculty and other staff who primarily perform research activities as re-employed retirees may be extended for the term of the extramural funding. Faculty who are hired in an academic capacity to mentor or advise students and provide other academic support to a School/College/Department.

Clinical Positions

Per diem, float, and direct patient care positions based on clinical need.

Adjunct Faculty

Employees who retire from state service and then serve as adjunct faculty. Teaching a maximum of 12 load credits per calendar year is equivalent to 120 days per calendar year.

Seasonal Employees

Employees who serve in seasonal roles, not to exceed three months in any calendar year.
The above are examples only and not intended to be exhaustive. Each exception request should be reviewed to determine if it is in the best interests of the University and consistent with the intent of this Policy.

APPROVAL HISTORY

April 21, 2009 Approved by the Board of Trustees:
August 7, 2013 Revised and Approved by the Board of Trustees
July 11, 2023 Revised and Approved by the President and Senior Policy Council