Office of the Executive VP for Administration & CFO

Alternate Work Arrangements

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Title: Alternative Work Arrangements
Policy Owner: Human Resources
Applies to: All Employees
Campus Applicability: Storrs and Regional Campuses
Effective Date: October 11, 2016
For More Information, Contact Human Resources
Contact Information: (860) 486-3034
Official Website: https://hr.uconn.edu/benefits-leaves/telecommuting-and-flexible-schedules/

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 https://hr.uconn.edu/benefits-leaves/telecommuting-and-flexible-schedules/.

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 https://hr.uconn.edu/benefits-leaves/telecommuting-and-flexible-schedules/.  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]

Contractor Parking Policy

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Title: Contractor Parking Policy
Policy Owner: Parking Services
Applies to: Contractors/Vendors, Construction Managers, and Contracted Workers
Campus Applicability: Storrs and all Regional Campuses, except UConn Health
Effective Date: May 10, 2024
For More Information, Contact Parking Services
Contact Information: (860) 486-4930
Official Website: park.uconn.edu

PURPOSE

Parking on UConn’s Storrs and Regional campuses is limited and in high demand.  Parking privileges must therefore be judiciously allocated among institutional stakeholders and contractors to maximize the benefits to each.

APPLIES TO

This policy applies to all general and trade contractors, construction managers, trucking and delivery drivers and workers while conducting University-contracted business at the Storrs and Regional Campuses except UConn Health.

DEFINITIONS

Construction Delivery Vehicles: A Construction Delivery Vehicle is one that is primarily used to transport materials or personnel to or from a worksite. Examples include dump trucks, tractor trailers, flatbed trailers and shuttles.

Construction Equipment: Construction Equipment is a vehicle that is owned, leased or rented by a University-contracted business primarily for use on a construction site to perform specific construction work or specific construction activity.  Examples include cranes, mobile cranes, backhoes, front-loaders and rollers.

Contractor Vehicle: A Contractor Vehicle is a business-owned vehicle used by contractors, subcontractors, and service providers specifically for conducting University-contracted business. This includes vehicles such as pick-up trucks, work vans, and company cars with business identification permanently displayed that are distinct from vehicles used for direct construction purposes or material delivery.

Personal Vehicle: A Personal (or worker) Vehicle is one that is owned by an individual and primarily used to transport an individual or a group of individuals to and from a worksite or place of employment.

POLICY STATEMENT

All Contractor or Personal Vehicles that are parked at the University of Connecticut’s campuses, or any other University property are required to obtain a University parking permit.

Parking permits and their associated parking privileges are specifically issued either to an individual worker or a contractor.  Any vehicle that is not registered with a valid parking permit will be subject to ticketing and/or towing at the vehicle owner’s expense.  Egregious or repeated parking policy violations can also lead to the suspension, withdrawal or withholding of parking permits and privileges at the University’s sole discretion.  Parking by contractors or workers at the North Garage or South Garage, or overnight parking of personal or Contractor Vehicles on University property is prohibited, unless previously approved by the University Representative in conjunction with Parking Services.

Location of Parking for Workers

There is no Personal Vehicle parking on the main Storrs campus for workers during the University’s academic year, except as specified herein. During the University’s academic year, from mid-August to mid-May, workers can request parking permits for Personal Vehicles in designated parking areas on the Storrs and Mansfield Depot campuses and the Bergin Property.  Parking permits are issued on a space-available and first-come, first-served basis.

During the University’s summer term (mid-May to mid-August), workers can request and receive parking permits for Personal Vehicles at designated parking lots on the perimeter of the main Storrs campus on a space-available basis.  University Parking Services will assign separate and distinct contractor parking permits based on availability at locations in closer proximity to worksites, most typically in student parking lots such as Lots C, W and X. Contractors should not park in off-campus garages or parking lots, public or private, while working on University projects.

Additionally, to mitigate traffic congestion and other local impacts throughout the calendar year, the University strongly encourages carpools, vanpools and other rideshare programs to/from the worksite that originate from the contractor's property or State-owned commuter lots.

Parking locations at the regional campuses will be communicated by the University representative associated with the contracted work.

Transportation

It is the worker’s and/or the contractor’s responsibility to arrange for transportation between the parking areas and the worksites when needed.  Use of the University shuttle bus by workers for daily transportation is prohibited.

The contractor may provide shuttle services for workers if it deems it necessary or desirable.  Shuttles shall not be parked on University property overnight unless there is prior approval from the University representative in conjunction with Parking Services. The daytime shuttle bus parking location, whether operating or unattended, must have prior approval from the University representative in conjunction with Parking Services.

Day Permits

Construction workers or contractors who are on worksites no more than once per week may request day parking permits for their Personal or Contractor Vehicles.   Day parking permits authorize parking in a specific parking lot and will be issued on a space-available basis.   Day parking permits generally authorize parking in close proximity to the worksite when possible and their privileges may include specific University employee and/or student parking locations.  At the University’s discretion, day permit issuance may be suspended for any contractor.

Limits of Liability 

Workers and contractors with parking permits should recognize that the lighting in parking lots varies greatly between locations and that the permit holder accepts the conditions of the lots in “as is” condition.  The University provides no security in the parking lots and makes no representations regarding the security of the premises.  All workers and contractors park and use the lots at their own risk and the University is not responsible for any damages or theft that occur to vehicles or persons while utilizing the parking permits or lots.  The contractor and/or worker shall be responsible for any damage or harm it causes to others or the property of others and for any damage it causes to University property (except normal wear and tear from use of the parking lots).

Parking of Vehicles inside the Perimeter of a Worksite

The University understands that a certain number of vehicles are required on worksites in order to conduct the work.  However, the University does not support and will actively work to prevent oversizing the perimeter of a worksite in order to accommodate daily worker parking inside the worksite.  This is particularly true when a project’s site logistics plans specify the use or loss of University parking capacity.  The parking of Personal Vehicles on a worksite is highly discouraged, and only Contractor Vehicles, Construction Equipment, and Construction Delivery Vehicles should be on the worksite.

Construction Equipment parked on the worksite does not require a parking permit.  If not in use, the long-term storage of Construction Equipment on worksites or University property without specific written permission by the University Representative and Parking Services is prohibited.  Construction Equipment is expected to remain on the designated worksite within the perimeter of the worksite.

Contractor Vehicles making occasional or periodic material deliveries or being used in conjunction with specific work on the worksite do not require a parking permit when they are idle within the perimeter of a worksite.

Parking of Vehicles at Construction Field Offices

For each worksite, the primary general contractor or construction manager may request up to three (3) worksite parking permits for Contractor Vehicles to park at construction trailers.  There is no cost for these three worksite parking permits and these permits allow the parking of Contractor Vehicles for administration of the project.  The three worksite parking permits are intended to satisfy the needs of the contractors and subcontractors combined on most projects.

For large projects, the general contractor or construction manager may need additional worksite parking permits for Contractor Vehicles associated with the administration of a project.  These additional Contractor Vehicles are intended to be situated adjacent to a project field office.  Requests for additional permits will be reviewed on a case-by-case basis by the University representative in conjunction with Parking Services.  Additional contractor parking permits will be issued at the sole discretion of the University.  When bidding work, the contractor shall not assume such an increase in allowable worksite parking permits will be granted.

Worksite Logistics Considerations

When reviewing the site logistics for a project and determining the perimeter of a worksite, non-Construction Equipment parking capacity should be excluded or minimized to the extent possible.  The use of parking capacity for the long-term storage of material is strongly discouraged.  If any existing parking areas are to be utilized during construction, the contractor shall take photographs of the area prior to utilization and restore the areas to “like new” condition, including the parking surfaces, curbs, sidewalks, lawn, soil de-compaction, plantings and any other surrounding area or items that are damaged during use.

The parking of Personal Vehicles at construction trailers without a worksite parking permit is prohibited.  The general contractor or construction manager may utilize its worksite parking permits for parking at worksite trailers if approved in advance as part of its site logistics plans.

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

Permitting Process

All parking permits can be registered at the University’s Parking Services office located at 3 Discovery Drive in Storrs, CT.  The Parking Services office is open on all non-holiday business days, typically from 8am to 4:00pm.  Parking Services can be reached by telephone at (860) 486-4930 and by email sent to parkingservices@uconn.edu.

In order to obtain a parking permit, the University requires a valid driver’s license, current vehicle registration and proof of automobile insurance.  Parking permits are issued for a fixed term and any associated fees must be paid at the time of permit issuance.  Each calendar year is divided into three semesters: Spring semester (January – May), Fall semester (August-December), and Summer semester (June – August).  An expiration date for all University parking permits is established at the time of their issuance.  Permit holders are responsible for obtaining new parking permits prior to their expiration date when the extension of their privileges is needed.

POLICY HISTORY

Policy created: January 2016 (approved by President’s Cabinet)

Revisions: 05/10/2024

Office of Treasury Services Policy and Procedure Manual

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Title: Office of Treasury Services Policy and Procedure Manual
Policy Owner: Office of the Associate Vice President of Financial Operations and Controller
Applies to: Faculty, Staff, State, Public and Private Entities
Campus Applicability:  All University Campuses
Effective Date: March 2013
For More Information, Contact Associate Vice President of Financial Operations and Controller
Contact Information: www.controller.uconn.edu
Official Website: http://ots.uconn.edu/ 

EXECUTIVE SUMMARY The Office of Treasury Services (“OTS”) serves as UConn’s public finance department, and professionally and prudently issues, invests and disburses UCONN 2000 bond funds, and also acts as the compliance department for UCONN 2000 and other tax-exempt debt pursuant to the rules and regulations of the Internal Revenue Service, the Securities and Exchange Commission, the Municipal Securities Rulemaking Board, State Law, and other entities. OTS’ clients include the University, the State Government, and Connecticut taxpayers. OTS strives to promote public confidence in the University’s Treasury Operations and the UCONN 2000 bonds through effective management of resources, high standards of professionalism and integrity, and skillfully acting on opportunity for the University’s debt programs in the public and private markets. These policies and procedures may apply to faculty, staff, and private entities and other on all University of Connecticut campuses. The policies and procedures listed below are not meant to be exhaustive.

Policies and Procedures

Debt Investment and Disbursements OTS actively manages the issuance of UCONN 2000 debt programs, including supplemental indenture authorization, bond issuance, disposition, bank account creation, deposits, investments and disbursements of UCONN 2000 debt proceeds totaling billions of dollars pursuant to the indentures, state law, the U.S. Internal Revenue Service, the Securities and Exchange Commission and other regulatory requirements. For further information please visit:

Investment Responsibilities A major responsibility of OTS is to invest bond funds with the objective of realizing risk adjusted investment return, consistent with the legal, safety, liquidity, tax-exempt and indenture compliance; and other constraints. For further information please visit:

Indenture Compliance While compliance is ultimately the responsibility of Senior Management, OTS working with bond counsel and others, performs much of the UCONN 2000 debt program’s compliance function including compliance with the General Obligation and Special Obligation Indentures.

The Master Indentures are available on the following links:

Tax-Exempt Debt Compliance – Including Ongoing Ongoing Compliance responsibilities include overseeing the required IRS, SEC, Indenture and other compliance. OTS has been delegated the responsibility to make the Municipal Service Rulemaking Board disclosure filings, and performing the appropriate Electronic Municipal Market Access system filings pursuant to the MSRB and SEC rules and regulations. OTS works closely with the Office of the State Treasurer and bond counsel on disclosure. For further information please visit:

Other Connecticut General Statute Compliance Treasury Services works with the UConn and UConn Health’s Initiating Department, General Counsel, and the UConn Health, the Office of the State Treasurer, and Attorney General’s Office for the sales or leases of assets including land pursuant to Conn. Gen. Stat. 4-b 38(g) and the tax compliance of any UCONN tax-exempt debt (including lease financings), pursuant to Connecticut General Statutes 3-20d. For further information please visit:

Members of the Bargaining Unit Medical Leave Guidelines

Posted on by
Title: Members of the Bargaining Unit Medical Leave Guidelines
Policy Owner: Human Resources
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 Human Resources, Absence Management
Contact Information: (860) 486-3034 or hr@uconn.edu
Official Website: Leaves 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 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 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 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 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 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: 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 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

Open Flames, Hot Work, and other Heat Producing Activities, Policy on

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Title: Open Flames, Hot Work, and other Heat Producing Activities, Policy on
Policy Owner: Division of Public Safety
Applies to: All members of the Storrs campus, Regional campuses, the Law School, the School of Social Work and UConn Health.
Campus Applicability: Storrs campus, UConn Health, Regional campuses, the Law School and the School of Social Work.
Effective Date: 4/24/2018
For More Information, Contact The Office of the Fire Marshall and Building Inspector
Contact Information: firemarshal@uconn.edu  (860) 486-4878
Official Website: http://publicsafety.uconn.edu/fmbio/

Purpose

The University of Connecticut is committed to promoting a safe and secure environment for the University community. As part of this commitment, the University recognizes that there are inherent public safety and fire safety risks and concerns with the use of open flame, pyrotechnic devices, fireworks, and hot work sources, especially so within the confines of a public assembly. The purpose of this policy is to outline acceptable and unacceptable uses of open flames, pyrotechnic devices, fireworks, and hot work on all University property.

Applicability / Source of Authority

The University Fire Marshal derives statutory authority to regulate, permit, limit, or terminate the use of open flames, pyrotechnic devices, fireworks, and hot work on University property and require parameters under which these activities may occur on University property through Connecticut General Statutes section 29-291, Connecticut General Statutes section 29-306, and a Memorandum of Understanding with the Connecticut Department of Construction Services. Concurrent with this authority, the University designates the University Fire Marshal as the Authority Having Jurisdiction to administer and enforce this policy, as well as serving as the designated point of contact between the University and the State Department of Construction Services (State Fire Marshal’s Office).

Definitions

“Hot Work” means the construction, maintenance or repair process utilizing a source of ignition and/or flammable material, including but not limited to cutting, soldering/brazing, grinding, welding, torch heating, and heat treatments.

POLICY STATEMENT

Given the risks associated with the use of open flame, pyrotechnic devices, fireworks, and hot work sources, alternative methods should be utilized when possible or practical.

Within the University’s jurisdiction, there are three generally accepted reasons for the regulated use of open flames and heat producing effects:

  1. To support ongoing construction, maintenance and repair “hot work.” These are controlled uses of flames/heat and are currently regulated by Division of Environmental Health and Safety policy, Factory Mutual (FM) Hot Work permitting processes, and/or unit specific procedures within Facilities Operations, all of which are approved by the University Fire Marshal.
  2. For academic research purposes such as heat treating, gas flame heating, and combustion research, which are regulated by the Division of Environmental Health and Safety, Connecticut General Statutes, and applicable national standards.
  3. For celebratory, student recreation, or food cooking purposes. These include fireworks, pyrotechnics, woodland camp fires, torch lighting ceremonies, and gas fueled heating appliances, which are regulated by Connecticut General Statutes and applicable national standards and all of which must be directly approved by the University Fire Marshal

To support the aforementioned acceptable uses, local department procedures may be created, provided that   any such procedure regarding flames or hot work must be created in consultation with, and approved by the University Fire Marshal prior to implementation.

Any use of open flames, hot work, pyrotechnic or flammable gas flame displays not covered within a local department procedure shall be requested through, and approved by, the University Fire Marshal and administered though the Office of the Fire Marshal and Building Inspector on a case by case basis. Such authorization to approve can be delegated to a designee within the UConn Fire Department or Division of Public Safety as needed.

The University Fire Marshal has administrative and statutory authority to order flames to be extinguished or for hot work to be discontinued when these activities represent a danger to public safety or that are not in administrative compliance with this policy. Such authorization to order extinguishment and/or discontinuance can be delegated to a designee within the UConn Fire Department or Division of Public Safety as needed.

When a request for the use of open flames, pyrotechnic devices, fireworks, and hot work is received that exceeds the scope of the statutory authority for University Fire Marshal approval, the University Fire Marshal will be the point of contact with the State of Connecticut Fire Marshal, who must authorize the request.

ENFORCEMENT

Violations of this policy may result in criminal prosecution and/or appropriate disciplinary measures in accordance with University By-Laws, General Rules of Conduct for All University Employees, applicable collective bargaining agreements, and Responsibilities of Community Life: The Student Code.

RELATED POLICY

See also: 

Health and Safety Policy.

Environmental, Health, and Safety (EHS) Requirements for Construction, Service, and Maintenance Contractors.

POLICY HISTORY

Policy created: 04/24/2018 (Approved by President’s Cabinet)

 

Capital Equipment and Controllable Property Tagging and Physical Inventory Policy

Posted on by
Title: Capital Equipment and Controllable Property Tagging and Physical Inventory Policy
Policy Owner: Accounting Office, Controller’s Division
Applies to: University Workforce Members
Campus Applicability: All UConn Campuses, except UConn Health
Approval Date: March 4, 2026
Effective Date: March 9, 2026
For More Information, Contact Associate Controller and Director of Accounting
Contact Information: accountingoffice@uconn.edu
Official Website: https://accounting.controller.uconn.edu/

PURPOSE

To ensure compliance with the State of Connecticut Property Control manual and proper valuation on the University’s financial statements, accurate records of the location of University Capital Equipment are required. A physical inventory of Capital Equipment will be completed in accordance with Section 4-36 of the Connecticut General Statutes. In addition, State agencies must also identify, tag, and maintain a listing of Controllable Property.

APPLIES TO

This policy applies to Workforce Members of the University of Connecticut, Storrs and Regional Campuses.

DEFINITIONS

Capital Equipment: Tangible, non-expendable, personal property having an anticipated life of one year or more with an acquisition cost of $5,000 or greater.

Controllable Property: Assets with a unit value under $5,000 that have an expected useful life beyond one year and are easily portable, and/or not physically secured, presumed to contain new technology or sensitive data, are theft-prone and/or are adaptable for personal use.  Such items may include, but are not limited to:

  • All computers or other equipment that may contain sensitive data such as desktops, laptops, tablets, Netbooks, cellular phones, smartwatches, etc.
  • Other items with a value of $1,000 to $4,999.99 such as televisions, monitors, projectors, scanners, printers and cameras not containing sensitive data.

Custodian: A Workforce Member in possession of a Controllable Property asset on a day-to day basis and/or whose UConn NetID is associated with the asset record.

POLICY STATEMENT

Capital Equipment and Controllable Property must be tagged with a University barcode at the time of receipt and a physical inventory must be completed annually.  Departments are responsible for assisting the Accounting Office in this process, including recording moves of equipment, by updating the equipment data in the financial system. Custodians of Controllable Property assets must confirm possession of their assigned Controllable Property annually in compliance with the Controllable Property Asset Management Procedures. The disposition of Capital Equipment and Controllable Property assets must be performed in compliance with the University Surplus Property Policy and Procedures.

ENFORCEMENT

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

PROCEDURES/FORMS

General Information
Equipment Tagging
Physical Inventory
Controllable Property Asset Management Procedures: Safeguarding Controllable Property Assets
Surplus Property Policy and Procedures

POLICY HISTORY

This policy replaced the Capital Equipment Tagging and Physical Inventory Policy (created 08/19/2014) and the Controllable Property Policy (created 08/19/2014).

Policy Created: March 4, 2026 (Approved by the Senior Policy Council and President)

Revisions:

Payroll Requirements for Separating Employees

Posted on by
Title: Payroll Requirements for Separating Employees
Policy Owner: Payroll Department
Applies to: Hiring Departments and Employees
Campus Applicability: UConn Storrs and Regional Campuses
Effective Date: August 19, 2014
For More Information, Contact Payroll Department
Contact Information: (860) 486-2423
Official Website: http://www.payroll.uconn.edu/

 

REASON FOR POLICY

The purpose of this policy is to ensure the timely and reasonable submission of required documentation to produce accurate final payments to separating employees.  This is critical to meeting payroll processing deadlines; complying with federal and state regulations and reporting requirements; avoiding overpayments; and minimizing additional, unscheduled work for Payroll and hiring departments.

APPLIES TO

This policy applies to all hiring departments and employees at the University of Connecticut, Storrs and Regional Campuses.

DEFINITION

A ‘Separating Employee’ is defined as an individual who is leaving employment with the University of Connecticut and requires a final paycheck.  Common reasons for separation include, but are not limited to, resignation; retirement; non-continuation of an end-dated appointment; and transfer to another state agency.

POLICY STATEMENT

The University is required to produce payments to employees in accordance with the General Statues of Connecticut, Chapter 34, Sec. 3-119, guidelines set by the Connecticut Department of Labor, and Collective Bargaining Agreements.  In addition, the University is required to adhere to the Core-CT payroll processing schedule set forth by the Office of the State Comptroller.

The Payroll Department has established deadline schedules by which required documentation for separating employees must be received to ensure timely and accurate payments.  The deadline schedules are posted on the homepage of the Payroll Department website at www.payroll.uconn.edu. Departments or units have an obligation to submit complete and on-time documentation for the separated employee.  All obligations of the employee, such as travel advances that are unaccounted for, will be withheld from the final paycheck, provided prior authorization was obtained in writing from the employee.

If late notification or an extenuating circumstance prevents an employing department from meeting a posted deadline, it is critical that the department contact Payroll immediately.  Failure to do so may result in an overpayment to a separating employee, as well as an over-expenditure of funds from a department’s budget(s).

ENFORCEMENT

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

PROCEDURES/FORMS

Documentation requirements (electronic and/or paper) for separating employees can also be found on the Payroll Department website at www.payroll.uconn.edu.

Payroll Requirements for Active Employee Changes

Posted on by
Title: Payroll Requirements for Active Employee Changes
Policy Owner: Payroll Department
Applies to: Hiring Departments and Employees
Campus Applicability: UConn Storrs and Regionals
Effective Date: August 19, 2014
For More Information, Contact Payroll Department
Contact Information: (860) 486-2423
Official Website: http://www.payroll.uconn.edu/

REASON FOR POLICY

The purpose of this policy is to ensure the timely and reasonable submission of required documentation to produce on-time, accurate payments to active University employees who have a change in the terms of their employment.  This is critical to meeting payroll processing deadlines; complying with federal and state regulations and reporting requirements; maintaining employee satisfaction; and minimizing additional, unscheduled work for Payroll and hiring departments.

APPLIES TO

This policy applies to all hiring departments and employees at the University of Connecticut, Storrs and Regional Campuses.

DEFINITION

“Active employee changes” include, but are not limited to, the following types of transactions that may occur over the lifecycle of an individual’s employment:

  • Continuations/End Date Changes;
  • Employment Changes (including changes to Title, Salary, Appointment, Department, Percentage of Employment, etc);
  • Funding Changes;
  • Reclassifications

POLICY STATEMENT

The University is required to produce payments to employees in accordance with the General Statues of Connecticut, Chapter 34, Sec. 3-119, guidelines set by the Connecticut Department of Labor, and Collective Bargaining Agreements.  In addition, the University is required to adhere to the Core-CT payroll processing schedule set forth by the Office of the State Comptroller.

The Payroll Department has established deadline schedules by which required documentation must be received to ensure timely and accurate payments, and compliance with applicable laws.  The deadline schedules are posted on the homepage of the Payroll Department website at www.payroll.uconn.edu. Departments or units responsible for hiring have an obligation to obtain and complete required documentation within the deadlines prescribed at the above website.

Required documentation received in the Payroll Department after the posted deadline for the transaction effective date may not be processed within the current payroll cycle.  The decision will be based on the circumstances resulting in the late submission, as well as the internal biweekly payroll processing schedule.  Any exceptions to this policy will be strictly limited, and at the discretion of the Payroll Department.

ENFORCEMENT

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

PROCEDURES/FORMS

Documentation requirements (electronic and/or paper) for changes to the status of active employees can also be found on the Payroll Department website at the following links:

 

Payroll Employee Population
Unclassified Faculty; Postdocs; Management and Confidential; and Professional Staff
Classified Clerical; Maintenance; and Fire and Police Staff
Special Adjunct Faculty; Summer Research/Teaching; Rehired Retirees; and other Seasonal Professional Appointments
Graduate Assistant Graduate Teaching Assistants; Graduate Research Assistants; and Prestigious Internships
Student Student Labor and Student Work Study

Timecard Submission Requirements and Deadlines

Posted on by
Title: Timecard Submission Requirements and Deadlines
Policy Owner: Payroll Department
Applies to: All Employees
Campus Applicability:  UConn Storrs and Regional Campuses
Effective Date: August 19, 2014
For More Information, Contact Payroll Department
Contact Information: (860) 486-2423
Official Website: http://www.payroll.uconn.edu/

 

REASON FOR POLICY

The purpose of this policy is to ensure the timely and accurate completion and approval of time and attendance records.

APPLIES TO

This policy applies to all employees at the University of Connecticut, Storrs and Regional Campuses required to complete biweekly time and attendance records.  This includes all members of the classified bargaining units; all members of the University of Connecticut Professional Employee’s Association (UCPEA); all Management and Confidential staff; student employees; and certain special payroll appointees.

This policy also applies to University employees who have been granted signatory authority to approve time and attendance records.

DEFINITION

A time and attendance record is a true and accurate statement of time worked and time taken.  These records must be completed in accordance with the Fair Labor Standards Act, collective bargaining agreements, State regulations and University policies.  By submitting and/or approving a time and attendance record, employees and their supervisors are attesting to the accuracy of the time reported.  An approved time and attendance record also authorizes the expenditure of funds in accordance with time reported.

POLICY STATEMENT

Employees are required to submit biweekly time and attendance records for the purposes of calculating payments, and managing accruals and other entitlements.  In the event that an employee is unable to complete his/her time and attendance record (or is not included in the self-service population) it is the supervisor’s responsibility to complete it on their employee’s behalf.

All time and attendance records must be submitted and approved by the deadlines posted on the Payroll website.  Changes to the biweekly submission and approval deadline due to holidays, severe weather events and unforeseen circumstances will be communicated to the University community in as timely a manner as possible.

Corrections to previously reported time must be submitted as soon as the discovery is made.

Access to the time and attendance systems is administered by the Payroll Department, subject to the established guidelines on the Payroll website and consistent with the security policy administered by University Information Technology Services.  Under no circumstances should a login ID and password be shared.

ENFORCEMENT

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

PROCEDURES/FORMS

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