Office of Faculty and Staff Labor Relations

Social Media Policy

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Title: Social Media Policy
Policy Owner: University Communications
Applies to: Faculty and Staff
Campus Applicability: All Campuses
Effective Date: June 15, 2018
For More Information, Contact Office of University Communications
Contact Information: (860) 486-3530
Official Website: https://communications.uconn.edu/

This policy establishes standards for the use of University-affiliated social media accounts and provides guidelines for differentiating an employee’s personal voice on social media from their professional connection to the University. Social media is a common and important communication tool for the University, as well as its faculty and staff.

This policy is a guide for professional and civil communications when communicating on social media accounts directly affiliated with the University. Specific guidance on how to establish, monitor and use such accounts can be found on UConn’s Social Media Brand Guidelines.

In addition, this policy provides guidance on communicating in a professional and civil manner related to personal social media accounts to the extent that such activities are covered by existing University policies or may be construed as the representations or opinions of the University. See UConn’s Policy on Communication with External Media.

Use of Social Media

The University fully affirms the rights of its employees to voice their own opinions and otherwise express themselves through their own personal social media accounts. This policy is not intended to and does not restrict an employee’s ability to engage in all forms of lawfully protected speech on social media. Personal use of social media should not interfere with job duties, responsibilities to the University and others affiliated with the University, or co-workers.

  • Personal Disclaimer: To avoid confusion between professional and personal social media activity employees are encouraged to include a statement on personal social media accounts that acknowledges statements and messages made from the account reflect their personal views only, and not those of the University.
  • University Standards for Individuals: When communicating on social media, it is important to act in manner that is consistent with applicable University policies.
  • No University Marks: The University does not authorize individuals to use University logos or trademarks on their social media accounts, therefore no University logos or trademarks should be incorporated into posts on personal social media accounts except as permitted by University policy. See UConn’s Trademark Licensing and Branding Standards.
  • Sharing University News: University faculty and staff are encouraged to repost and share publicly available information about the University on social media. Sharing the original source of the information is preferred, such as press releases, articles on UConn Today, etc. Personal social media accounts should not be used for announcing official University news if not otherwise announced publicly. Formal news announcements should be made by the University.
  • Maintain Confidentiality: Do not post confidential or proprietary information about the University, its students, its alumni, or fellow employees. Use good ethical judgment and follow University policies and federal requirements, such as HIPAA and FERPA.
  • Rights of Others: Content shared on social media must respect the copyright and other intellectual property rights of others, even if the content was shared online by others.
  • Strive for Accuracy: Check the facts before posting them on social media. Review content for grammatical and spelling errors. See UConn’s Editorial Guidelines.
  • Terms of Use: Be aware of terms of service for the social media platforms. The service may be “free” to use, but that use is subject to contractual terms binding on the user.
  • Emergency Notifications: University Communications is the official source of information during emergencies and other major campus events. It is recommended that University faculty and staff share or repost messages from University Communications during these moments to ensure information is communicated accurately and consistently.
  • Basic Tips: Basic tips for using social media are often the most important for avoiding unwanted issues.

A few helpful reminders include:

○ Be Active: Social media should be social. Engaging with others can be rewarding, when done constructively. Sometimes it is better to not engage too.

○ Be Respectful: Social media is a unique social environment. Be respectful of others’ views, regardless of how unartfully or inappropriately communicated.

○ Think Twice: Social media is a public platform. Consider whether you would make a statement on social media at a conference or to the media before posting.

Non-Compliance

This policy is intended to help inform University faculty and staff of their existing responsibilities to use social media in a responsible manner. A failure to conform to the guidelines established by this policy could result in disciplinary action, personal liability or other penalties, particularly where social media is used in a manner that violates University policy, laws regarding the privacy of information, infringes on copyright or the intellectual property rights of others, or that is threatening, harassing or otherwise illegal.

Additional Notes

This policy was prepared by University Communications to apply to all forms of social media, such as Facebook, Twitter, Instagram, Snapchat, blogs, YouTube, Flickr, text messages, and other, lesser known platforms. These standards may be updated from time to time. Active users of social media at the University should regularly consult these standards.

As explained above, this policy is intended to complement existing University policies and guidelines.

Questions on these standards or the use of social media generally should be directed to University Communications.

Policy Revised:  November 29, 2018

Policy Created*: June 18, 2018

*Approved by the Vice President of Communications

Separation Policy for Unclassified Board of Trustees Exempt Managers and Confidential Employees

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Title: Separation Policy for Unclassified Board of Trustees Exempt Managers and Confidential Employees
Policy Owner: Board of Trustees
Applies to: June 26, 2013
Campus Applicability: All Campuses
Effective Date: June 26, 2013
For More Information, Contact Office of Faculty and Staff Labor Relations
Contact Information: (860) 486-5684
Official Website:   https://hr.uconn.edu/employee-relations/

POLICY STATEMENT

This policy applies to the University of Connecticut at Storrs, all regional campuses including the Schools of Law and Social Work and the University of Connecticut Health Center. Managerial and Confidential employees of the University of Connecticut who do not have academic tenure are generally employed at-will and may be separated from employment for any lawful reason without advance notice. Management and Confidential employees who are involuntarily separated from the University of Connecticut for reasons  unrelated to their job performance such as lay off, position elimination, or management reorganization  may, at the sole and exclusive discretion of the University, be eligible for  separation benefits in accordance with this policy. This policy does not apply to: (i) separation of an employee due to voluntary resignation or retirement; (ii) separation of an employee as the result of disciplinary action or for misconduct; or (iii) separation of an employee due to job performance.

SEPARATION BENEFITS

The separation benefits, if offered, will be in accordance with the guidelines provided below.
1.  Release
In order to receive separation benefits, the employee must execute a separation agreement and general release in a form acceptable to the University.  Typically, the University will require a non-disparagement provision.
2. Notice and/or Lump Sum Payment
At the discretion of the employer, the University may offer one of the following:
(a)     written notice in advance of the effective date of separation, based on years of credited service at the University as shown below;
OR
(b)     lump sum payment of salary in lieu of notice according to years of credited service at the University as shown below;
OR
(c)    a combination of written notice and lump sum payment up to the maximum allowable limit, based on years of credited service at the University as shown below.
Less than
 Years of Service

1 year
 Notice Period or Lump Sum Payment

–0–
Minimum

 1 year

 2 months
Minimum

 2 years

 3 months
Minimum

 4 years

 4 months
Minimum

 6 years

 5 months
Minimum

 8 years

 6 months
3.  Health Insurance:
If the separating employee is receiving health insurance through the University, the  University may extend the employee’s health insurance beyond the date of separation until the earlier of (a) up to six months (or such shorter time as the University specifies) or  (b) when the separated employee becomes employed with an employer who offers health insurance.
Upon expiration of University-subsidized health insurance, the separated employee may elect to purchase additional health insurance continuation by paying the employee and employer share of the premium as provided by relevant state and/or federal law.
4.  Outplacement Counseling
The University may choose, in its discretion, to offer job search assistance, career counseling or outplacement services.

EXCEPTIONS

Compensation or benefits in excess of this Policy may only be extended for good cause and only with the written approval of both the relevant Vice President or Vice Provost and the Director of Labor Relations.

POLICY HISTORY

Policy Created: 6-26-2013 (BOT Approved)

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.

Academic Course Work Taken by Faculty or Non-Teaching Professionals

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Title: Academic Course Work Taken by Faculty or Non-Teaching Professionals
Policy Owner: Provost & Office of Faculty and Staff Labor Relations
Applies to: Faculty, Staff
Campus Applicability: Storrs and branch campuses
Effective Date: September 25, 2014
For More Information, Contact Office of Faculty and Staff Labor Relations
Contact Information: (860) 486-5684
Official Website: https://hr.uconn.edu/employee-relations/

Background and reasons for the Policy:

To provide guidance to faculty and non-teaching professionals on the circumstances under which they may take a course for credit during the employee’s regular work hours.

Purpose of Policy:

To support the University’s need to ensure effective delivery of instructional and other services for which faculty and non-teaching professional staff are hired and to mitigate against conflicts of commitment.

Expected Institutional Outcome:

To support uninterrupted delivery of programs, instruction and services.

Applicability of Policy:

Faculty and Non-Teaching Professionals.

Policy Statement:

No member of the faculty or non-teaching professional staff may take for credit any academic work at this institution or elsewhere during the employee’s normal work time/days, without written approval of his or her Dean or Director. The Dean or Director may consult with the Office of Faculty and Staff Labor Relations regarding flexible schedule options.

Responsibilities:

The Provost, Deans and Department Heads and other supervisors have a responsibility to support compliance with this policy by faculty and staff in their units.

Policy History

Supersedes version of policy effective 06/23/2008

General Rules of Conduct

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Title: General Rules of Conduct
Policy Owner: Department of Human Resources
Applies to: Faculty, Staff
Campus Applicability: Storrs and Regional Campuses
Approval Date February 27, 2024
Effective Date: February 29, 2024
For More Information, Contact Employee/Labor Relations
Contact Information: (860) 486-5684 or laborrelations@uconn.edu
Official Website: https://www.lr.uconn.edu/

PURPOSE

To outline expectations for employee conduct in the workplace.

POLICY STATEMENT

The University requires employees to adhere to the General Rules of Conduct and will hold employees accountable for violations.  A supervisor’s failure to enforce a rule does not excuse employees from complying with it, nor does it prevent the University from taking disciplinary action thereafter. The below list is not exhaustive and other, more detailed policies on these topics remain in effect. Nothing in this policy constrains the University from pursuing criminal prosecution, if applicable, in addition to dealing with or responding to issues administratively.

The General Rules of Conduct prohibits the following:

  1. Unlawfully distributing, selling or offering for sale, possessing, using, or being under the influence of alcohol, drugs, or controlled substances (including marijuana) when on the job or subject to duty;
  2. Misusing or willfully neglecting University property, funds, materials, equipment, or supplies;
  3. Fighting, engaging in unruly or disruptive behavior, or acting in any manner which endangers the safety of oneself or others. This prohibition includes but is not limited to acts of aggression, intentional or not, as well as threats of violence;
  4. Marking or defacing walls, fixtures, equipment, machinery, or other University property, or willfully damaging or destroying property in any way;
  5. Interfering in any way with the work of others;
  6. Stealing or possessing without authority any equipment, tools, materials, or other property of the University, or attempting to remove them from the premises without written permission from the appropriate authority;
  7. Being inattentive to duty, including but not limited to sleeping on the job;
  8. Refusing to do assigned work or to work overtime if directed, working overtime without proper authorization, or failing to carry out the reasonable directive of a manager, supervisor, or department head;
  9. Falsifying any time card, attendance report, or other University record, or giving false information to anyone whose duty it is to make such record;
  10. Being repeatedly or continuously absent or late, being absent without notice or reason satisfactory to the University, or leaving one’s work assignment without authorization;
  11. Conducting oneself in any manner, which is insulting, intimidating, threatening, physically or verbally abusive, or contrary to common decency or morality; making verbal or written remarks that are inflammatory, derogatory, discriminatory, harassing, or that create a hostile work environment;
  12. Carrying out any form of harassment, including sexual harassment;
  13. Operating state-owned vehicles or private vehicles for state business without proper license, or operating any vehicle on University property or on University business in an unsafe or improper manner;
  14. Having an unauthorized weapon on University property;
  15. Appropriating state or University equipment or resources for personal use or gain or appropriating state, University, student or employee time or effort for personal use or gain;
  16. Engaging in actions which constitute a conflict of interest with one’s University job; including but not limited to, in the case of academic administrators and faculty, the teaching of credit courses at other educational institutions, unless approved in advance in accordance with established procedures;
  17. Gambling or unauthorized solicitation;
  18. Smoking or vaping within no-smoking areas;
  19. Computer abuse, including but not limited to plagiarism of programs, accessing or viewing obscene or pornographic material, misuse of computer accounts, unauthorized destruction of files, creating illegal accounts, possession or use of unauthorized passwords, disruptive or annoying behavior on the computer, and non-work-related use of computer software and hardware;
  20. Being convicted of a crime;
  21. Engaging in activities which violate either the State’s or the University’s Code of Ethics;
  22. Engaging in activities which are detrimental to the best interests of the University or the State;
  23. Entering, using, or providing access to the worksite other than for work purposes or to unauthorized individuals;
  24. Retaliating in any form or manner toward an employee or student for reporting a violation of any federal or state statute or regulation or University rule or policy;
  25. Engaging in any form of sexual or unwelcome physical contact in the workplace;
  26. Failing to cooperate or being untruthful in a University investigation.

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.  When applicable, individuals may also be held accountable under the Student Code of Conduct.

PROCEDURES/FORMS

None

REFERENCES

Supervisors should contact Employee/Labor Relations at 860-486-5684 or laborrelations@uconn.edu regarding any suspected violation of the General Rules of Conduct.

POLICY HISTORY

Policy created: January 2004

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

Employment and Contracting for Service of Relatives, Policy on

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Title: Employment and Contracting for Service of Relatives, Policy on
Policy Owner: Office of University Compliance and the Office of Faculty & Staff Labor Relations/Human Resources
Applies to: Faculty, Staff, Others
Campus Applicability: All Campuses
Effective Date: February 7, 2011
For More Information, Contact Office of University Compliance and the Office of Faculty and Staff Labor Relations (Storrs) or Human Resources (UConn Health)
Contact Information: UConn Health: (860) 679-4180 or (860) 679-2426
Storrs/Storrs Based Campuses: (860) 486-2530 or (860) 486-5684
Official Website:  https://compliance.uconn.edu/ethics-overview/ or http://lr.uconn.edu

PURPOSE

The employment or contracting for service of relatives in the same department or area of an organization may cause conflicts and serve as the basis for complaints concerning disparate treatment and favoritism as well as violations of the state’s Ethics statute.

This policy is established to protect against such conflicts and complaints, and to provide for the ethical and legally consistent treatment of individuals with relatives seeking employment or who are employed by the University.

POLICY

No employee of the University of Connecticut may be the direct supervisor of or take any action which would affect the financial interests of one’s relative. This may include decisions regarding appointment, award of a contract, promotion, demotion, disciplinary action, discharge, assignment, transfer, approval of time-off, and approval of training or development opportunities, as well as conducting performance evaluations or participating in any other employment action, including serving on a search committee acting on a relative’s application, or otherwise acting on behalf of a relative except as noted under “Procedure” below. Further, no employee may use his/her position to influence an employment action of a non-relative if such action would benefit one’s relative.

For purposes of this policy, relative is defined as: spouse, child, step-child, child’s spouse, parent, brother, sister, brother-in-law, sister-in-law, dependent relative or a relative domiciled in the employee’s household.

PROCEDURE

The University recognizes the potential for conflict of interest, claims of disparate treatment and/ or discrimination in the employment of relatives in the same department, work unit or in a direct or indirect supervisory relationship. The University further recognizes that there are infrequent but compelling circumstances under which such employment relationships may be in the best interests of the institution. Thus, to protect both the involved employee and the institution in those situations, the following procedure must be followed.

  1. No employee may sign any document that would affect an employment action on behalf of a relative.
  2. An employee who is confronted with an employment decision or action involving a relative must inform the immediate supervisor in advance, in writing, of the situation. The employee will describe the relationship and the proposed action requiring a decision by using Section 1 of the Conflict of Interest (COI) Disclosure form available here.
  3. The COI is submitted through the supervisory chain to the dean/director and then to the appropriate senior manager.  Using Section 2 of the COI Disclosure form, the dean/director shall propose to the senior manager an appropriate conflict resolution plan (CRP) to resolve the conflict.  In general the CRP  should address how the required decisions will be made to avoid any conflicts.
  4. The senior manager shall determine if the proposed plan for the resolution of the conflict is within the best interest of the institution, and approve or modify the plan using Section 3 of the COI Disclosure form. The written resolution and implementation of the plan shall be communicated to the dean/director and through the supervisory chain to the employee(s) involved in the conflict of interest.
  5. The supervisor, dean/director, or provost/vice president (the first level outside of the reporting process of each person in the conflict) shall oversee the implementation of CRP.
  6. Should the conflict involve the provost or a vice president, then the actions/decision shall be directed to the president or designee.

Note:  Under no circumstances will the University approve the employment of dependent children or step-children as student employees under direct or indirect supervisory relationships.

* Senior Manager is defined as the Provost or Vice President level.

POLICY HISTORY

This policy was approved by the Board of Trustees on 11-09-2010.