Office of the Executive VP for Administration & CFO

Working Alone Policy

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Title: Working Alone Policy
Policy Owner: Division of Environmental Health and Safety
Applies to: University Students
Campus Applicability: Storrs, Regionals, Law School
Effective Date: January 2013
For More Information, Contact Environmental Health and Safety
Contact Information: (860) 486-3613
Official Website: http://www.ehs.uconn.edu/

POLICY STATEMENT

No student is permitted to Work Alone in an Immediately Hazardous Environment.

REASON FOR POLICY

This policy has been developed to minimize the risk of serious injury while Working Alone with materials, equipment or in areas that could result in serious injury or an immediate life-threatening hazard.

APPLIES TO

This policy applies to undergraduate, graduate, and post-doctoral students performing academic or research related work at the University of Connecticut Storrs, regional campuses and the Law School.

DEFINITIONS

Working Alone means an isolated student working with an immediately hazardous material, equipment or in an area that, if safety procedures fail, could reasonably result in incapacitation and serious life threatening injury for which immediate first aide assistance is not available.

Immediately Hazardous Environment describes any material, activity or circumstance that could cause instantaneous incapacitation rendering an individual unable to seek assistance.  Examples include but are not limited to: potential exposure to poisonous chemicals and gases at a level approaching the IDLH (Immediately Dangerous to Life & Health); work with pyrophoric and explosive chemicals; work with pressurized chemical systems; entering confined spaces; work near high voltage equipment; work with power equipment that could pinch or grab body parts and/or clothing; etc.

Unit Managers are managers, supervisors, principle investigators, faculty, Department Heads and others who are responsible for assigning work to students that involve potential exposure to immediately hazardous environments.

Safety Content Expert is a safety professional from the UConn Department of Environmental Health and Safety (EHS).  EHS provides guidance to Unit Managers and their designees regarding the proper classification of campus activities as Immediately Hazardous or not; and provides safety information regarding proper procedures and personal protective equipment needed.

Direct Observation means the assigned second person is in line of sight or close hearing range with the individual working in an Immediately Hazardous Environment.

ENFORCEMENT

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

RESPONSIBILITIES

Unit Managers are responsible for identifying the risks and conditions that may place a student in an Immediately Hazardous Environment.  If unsure about a specific task or location, Unit Managers are advised to contact EHS to assist in recognizing/evaluating risks, and to help in developing appropriate hazard controls. The Unit Manager is also responsible to see that personnel are properly trained, proper procedures are in place, and that proper personal protective equipment is readily available and use is mandatory. This is documented by means of the Workplace Hazard Assessment form.

If the task/area is deemed a Working Alone situation, the Unit Manager must either:

a) Assign a second person for the duration of the immediately hazardous task or for work in immediately hazardous locations (confined spaces, elevated work area, etc.); or

b) Reschedule the work to a time when others are available to help monitor the welfare of the assigned student.

All personnel are responsible for notifying the Unit Managers of situations that present the possibility of a student Working Alone in an immediately hazardous environment.

Personnel assigned to keep watch must provide Direct Observation at all times while students are in an Immediately Hazardous Environment to prevent a Working Alone situation.

Students are directly responsible for adhering to all safety procedures, wearing appropriate personal protective equipment and to be current in training requirements.  Students shall not Work Alone in an area or on tasks that have been recognized as an Immediately Hazardous Environment.

Environmental Health & Safety (EHS) personnel shall, upon request, assist in identifying Immediately Hazardous Environments and Working Alone situations.  EHS shall assist in the anticipation, recognition and evaluation of hazards and provide expertise in developing controls to prevent injuries to personnel.  EHS will verify submitted area Workplace Hazard Assessment during routine inspections.

Recommended Safety Information Resources

Refer to the EH&S website for additional workplace safety requirements:

Policies, programs and procedures

Training

Forms

Accounts Payable Policies and Procedures Manual

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Title: Accounts Payable Policies and Procedures Manual
Policy Owner: Accounts Payable
Applies to: Faculty, Staff, Students
Campus Applicability: All University departments at all campuses except UConn Health
Effective Date: March 28, 2012
For More Information, Contact Accounts Payable
Contact Information: (860) 486-4137
Official Website:  https://accountspayable.uconn.edu/

PURPOSE

The following Policies and Procedures ensure that the University pays claims in a timely and accurate manner, while safeguarding the University by adhering to Federal and State regulations. Moreover, these Policies and Procedures provide efficient, effective and professional service to our students, faculty, staff, and vendors.

APPLIES TO

These policies and procedures apply to faculty, staff, and students on all University of Connecticut campuses.

POLICIES AND PROCEDURES

  • Payment of Personal Services

For services costing less than $2,500, please visit: http://accountspayable.uconn.edu/payment-for-personal-services/ .

  • Payment of Meals

For meal expenses incurred while attending meetings held in connection with University Business, please visit: https://policy.uconn.edu/2011/05/24/payment-of-meals-policy/ (for Travel meal expense policies, please visit: https://policy.uconn.edu/2020/04/29/travel-and-entertainment-policies-and-procedures)

    • Out of Pocket Purchases

    University employees may make small out-of-pocket purchases of emergency allowable goods and services for official University use. Please visit: http://accountspayable.uconn.edu/out-of-pocket-purchases/

      • Accreditation Expenses

      Payment of the services of a team or an individual for the purpose of gaining or maintaining accreditation requires a Personal Services Agreement when the cost is $2,000 or more.

      Please visit: http://accountspayable.uconn.edu/accreditatation-expenses/

      • Memberships

      Professional organization memberships may be processed through HuskyBuy or the departmental purchasing card. Please visit: http://accountspayable.uconn.edu/membership-in-professional-organizations/

      • Recruitment Expenses

      Please visit: https://policy.uconn.edu/2011/05/31/reimbursement-of-recruitment-and-moving-expenses/

      • Subscriptions

      Subscriptions to magazines, newspapers or periodicals may be processed through HuskyBuy or the departmental purchasing card. Please visit: http://accountspayable.uconn.edu/subscriptions-to-magazines-newspapers-or-periodicals/

      ENFORCEMENT 

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

          POLICY HISTORY

          Policy Created Effective: March 28, 2012
          Revised: May 1, 2020; editorial revisions January 24, 2022

          Capital Improvement Plan (CIP) Policy

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          Title: Capital Improvement Plan (CIP) Policy
          Policy Owner: Office of the Executive Vice President for Administration & Chief Financial Officer
          Applies to: Faculty, Staff
          Campus Applicability: Storrs, Regionals, and School of Law
          Effective Date: May 11, 2012
          For More Information, Contact Finance/Planning
          Contact Information: (860) 486-2434
          Official Website: http://finance.uconn.edu/

          Capital Improvement Plan (CIP) Policy

          REASON FOR POLICY

          The University of Connecticut By-Laws indicate that the Executive Vice President for Administration and Chief Financial Officer (EVP Admin &CFO) is responsible for overseeing long-range financial planning and management of the operating and capital budgets for all units of the University.  Working closely with the Provost and the other Vice Presidents, the EVP Admin & CFO oversees capital and operating budget development, monitoring and reporting; and coordinates operating and capital budgets in conformity with policies set forth by the Board of Trustees.  The CIP policy ensures that these responsibilities may be accomplished.

          APPLIES TO

          The CIP policy applies to all faculty and staff at the Storrs, Law School and Regional Campuses.

          POLICY STATEMENT

          The CIP and budget for the Storrs, Law School and Regional Campuses must be developed annually.  It will identify the physical improvements necessary to maintain and upgrade the campuses, prioritize these investments, and provide a timeline for implementation.  The CIP will be managed jointly by the Executive Vice President for Administration and Chief Financial Officer and the Executive Vice President and Provost.

          PROCEDURES/FORMS

          Procedures and forms may be found at: http://finance.uconn.edu/wp-content/uploads/sites/1118/2015/08/CIP.pdf

           

          Space Heaters in University Buildings

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          Title: Space Heaters in University Buildings
          Policy Owner: UConn Fire Marshal and Building Inspector
          Applies to: University Workforce Members and Students
          Campus Applicability: All UConn Campuses except UConn Health
          Approval Date: December 24, 2024
          Effective Date: January 1, 2025
          For More Information, Contact: UConn Fire Marshal
          Contact Information: firemarshal@uconn.edu
          Official Website: https://firemarshal.universitysafety.uconn.edu/

          PURPOSE

          To protect employees, students, and visitors from fire, electrical, and other safety risks associated with space heaters. The policy is designed to comply with the Connecticut State Fire Prevention & Building Codes, regulations from the Connecticut Department of Public Health, and the Connecticut Occupational Safety and Health Administration.

          APPLIES TO

          This policy applies to University workforce members and students using space heaters in University-Property at the Storrs and Regional Campuses, extension centers, and the UConn School of Law.

          DEFINITIONS

          University Property: Any building, space, or area under the control of or leased by the University of Connecticut.

          POLICY STATEMENT

          The University of Connecticut is committed to providing a safe and healthful environment.

          Improper usage of space heaters poses serious fire and safety risks to the UConn community. Space heaters must be selected from the UConn Fire Department/Fire Marshal Unit (FD/FMU) list of approved models and used only under conditions outlined in this policy. Unapproved or non-electric space heaters are strictly prohibited.

          All space heaters require a permit for use. Space heaters are only permitted under the following conditions:

          1. When heating systems fail within an occupied space.
          2. To supplement existing heating systems for employee comfort, in spaces that are not restricted.
          3. When temporary heating is required in unheated spaces.

          In residential occupancies, space heaters may only be used temporarily, with restrictions on the duration of use, and must have a permit issued by the FD/FMU prior to use. Space heaters are prohibited in laboratories, workshops, art studios, storage areas, or any space where chemicals or combustible materials are present, as well as any space not actively occupied by people. In limited cases, space heaters may be allowed in laboratory offices if the UConn FD/FMU grants permission.

          The UConn FD/FMU reserves the right to inspect and remove any space heater that is used inappropriately or presents a danger to life or property.

          ENFORCEMENT

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

          PROCEDURES

          The following procedures to request a space heater must be followed:

          1. Contact Facilities Operations to submit a work order to evaluate and adjust the temperatures in the affected area. Facilities Operations will determine whether repairs to the heating system can resolve the issue.
          2. If Facilities Operations cannot resolve the heating issue, the affected individual must contact the UConn FD/FMU.
          3. The UConn FD/FMU, in coordination with Facilities Operations as necessary, will determine whether the proposed location and electrical circuit can accommodate a space heater.
          4. If the proposed location is approved, the UConn FD/FMU will issue a permit and provide a list of approved space heaters to the affected individual(s). Other space heaters that have not been approved by the UConn FD/FMU must be taken out of service and be removed from the building.
          5. If the proposed location is not approved for a space heater (e.g., the proposed location is in a laboratory, the electrical circuit is inadequate, etc.), additional options will be evaluated.

          Upon approval and receipt of a permit by the UConn FD/FMU, individuals must comply with the following procedures while using space heaters:

          1. Read and follow the manufacturer’s operating instructions before using a space heater.
          2. Inspect the space heater for dust before each use and clean if necessary.
          3. Inspect the electrical cord and plug outlet for damage before each use. Remove the space heater from service if any damage to the cord or other parts are found.
          4. Never leave a space heater operating unattended. Always turn off the device and unplug it when the area is vacant or when going to bed.
          5. Plug space heaters into an electrical circuit that is rated for 15 amps or more to prevent overloading.
          6. Always plug space heaters directly into a permanent wall outlet (receptacle). Do not use an extension cord or power strip.
            1. Exception: Radiant panel heaters may be used with extension cords or power strips rated for 15 amps or more, if approved by the UConn FD/FMU.
          7. Never run an electrical cord for a space heater under a carpet or floor mat.
          8. Do not place space heaters under desks or in enclosed spaces.
          9. Ensure space heaters are placed on a stable level surface to prevent tipping, unless otherwise specified by the manufacturer.
          10. Never use a space heater where flammable materials or vapors are present.
          11. Do not place a space heater near combustible materials such as papers, fabric, plastics, or furniture.
          12. Do not use space heaters in or near wet areas.
          13. Keep space heaters out of high traffic areas. Never block an exit.
          14. Maintain the manufacturer’s recommended clearance around the space heater for safe operation.
          15. Avoid placing space heaters near room thermostats.
          16. Inspect space heaters at least annually and have them repaired, as needed, by a qualified electrician.
          17. Discard any space heater that cannot be repaired, and, while unplugged, cut off the plug to prevent inadvertent use by others.

          If space heaters are deemed unsafe and removed from service, they will be relocated to a designated storage area for owners to retrieve and remove from University property.

          Department-owned space heaters may be removed through Surplus Operations.

          POLICY HISTORY

          Revisions:
          01/24/2004
          09/28/2011
          02/06/2012
          12/24/2024

           

          Emergency Closing Policy

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

          PURPOSE

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

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

          POLICY STATEMENT

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

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

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

          Notification

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

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

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

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

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

          Expectations for Employees

          This section summarizes the information applicable to:

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

          All Employees (except essential/emergency support services staff)

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

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

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

          Faculty/Class Instructors

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

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

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

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

          Essential/Emergency Support Services Staff

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

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

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

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

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

          ENFORCEMENT

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

          RELATED PROCEDURES AND POLICIES

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

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

          POLICY HISTORY

          Policy adopted: October, 2012

          Revisions:

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

           

          Voluntary Leave and Schedule Reduction Policy

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

          Overview:

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

          Plan Options:

          Classified Employees:

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

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

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

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

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

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

          B. Work Schedule Reduction:

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

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

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

          Eligibility:

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

          Application Procedure:

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

          Changes to Approved Applications:

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

          Benefits and Status:

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

          Health and Life Insurance:

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

          Seniority and Longevity:

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

          Vacation and Sick Leave Accruals:

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

          Holidays:

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

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

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

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

          Workers’ Compensation:

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

          Retirement:

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

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

          Overtime:

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

          Initial or Promotional Probationary Employees:

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

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

          Surplus Property Policy and Procedures

          Posted on by
          Title: Surplus Property Policy and Procedures
          Policy Owner: Facilities Operations, Logistics
          Applies to: University Workforce Members, Students
          Campus Applicability: Storrs and Regional Campuses
          Approval Date: December 24, 2024
          Effective Date: January 1, 2025
          For More Information, Contact Surplus Operations
          Contact Information: surplus@uconn.edu
          Official Website: Surplus | Facilities Operations

          BACKGROUND

           Proper disposition of State of Connecticut assets is required pursuant to Section 4a-57a of the Connecticut General Statutes. The University of Connecticut has the authority to dispose surplus, unused and/or unserviceable equipment and supplies in compliance with C.G.S. 4a-57a. The University of Connecticut Surplus Department (“the Surplus Department”) is responsible for administering the University’s Surplus Program and is authorized to make the determination regarding the disposition of assets that are no longer utilized by University departments.

          PURPOSE

          To establish the authority of the Surplus Department to administer the University’s Surplus Program in accordance with Federal Uniform Guidance regulations and Connecticut State statutes. This includes the authority to establish and maintain processes and procedures for the proper inventory control of the University’s tagged assets.

          APPLIES TO

          UConn Workforce Members at the Storrs and Regional Campuses. This policy does not apply to the deaccession of objects held by University Collections.

          POLICY STATEMENT

          The Surplus Department will determine the disposition of assets based on their condition and whether the asset(s) may be reissued to another department, transferred to another state agency or municipality, or donated to a nonprofit organization. Under no circumstances shall University property be discarded without proper disposition through the University’s inventory control and disposition software.

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

          Export Control must be notified prior to disposing assets:

          • with an export control classification number (ECCN) or US Munitions List (USML) classification; or
          • created as a result of research conducted on behalf of and/or procured by sponsored funding from the U.S. Department of Defense or similar military and intelligence agencies in the US or abroad.

          ENFORCEMENT

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

          PROCEDURES

          The Surplus Department uses the Asset Panda software (“Asset Panda”) to streamline the surplus process and track all University tagged assets. Departments must update the status of assets from “active” to “surplus” within Asset Panda. Assets not already in Asset Panda must be added by the department before being declared surplus. Asset Panda then transmits this information to the Surplus Department for review and processing.

          University departments must follow these Procedures to send the following assets to the Surplus Department:

          1. Refrigeration Units: Departments must enter a work order through Facilities Operations to remove refrigerants from refrigeration units as required by state and federal environmental regulations. Departments must forward the work order number with the asset entry before the Surplus Department will schedule a pickup.
          2. Motors: Departments must submit a work order to Facilities Operations to remove oils from the motors as required by state and federal environmental regulations. Departments must forward the work order number with the entered asset as proof of the completed removal before the Surplus Department will schedule pickup.
          3. Electronics with hard drives: It is the department’s responsibility to surplus all electronics with hard drives via Asset Panda and the Surplus Department’s responsibility to coordinate the hard drive destruction.

          Employees may not purchase University assets directly from University departments, including assets such as cell phones, laptops, and wireless devices, among others. All assets must be processed through the Surplus Department when no longer needed.

          The Surplus Department will determine whether assets sent to them will be recycled, made available to University departments, other state agencies or municipalities through the DAS surplus program/website.

          REFERENCES

          Code of Federal Regulations Title 2, Subtitle A, Chapter II, Part 200
          Connecticut General Statutes § 4a-57a. (Distribution of surplus state property)

          University Policy: Sponsored Award Closeout
          Asset Panda Request and Training

          POLICY HISTORY

          Policy created: 2004
          Revisions:
          2014
          06/07/2021 (Approved by President’s Cabinet)
          07/26/2021 (Editorial revisions)
          12/24/2024

          Smoking Policy

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

          PURPOSE

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

          APPLIES TO

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

          DEFINITIONS

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

          POLICY STATEMENT

          Smoking (including vaping) is prohibited:

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

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

          ENFORCEMENT

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

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

          • Student violations: Contact the Office of Community Standards.

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

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

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

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

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

          POLICY HISTORY

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

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

          Military Leave

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

          PURPOSE

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

          POLICY STATEMENT

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

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

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

          Military Leave:

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

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

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

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

          ENFORCEMENT

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

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

          PROCEDURES/FORMS

          University Storrs and Regional Campuses

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

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

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

          UConn Health

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

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

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

          REFERENCES

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

          POLICY HISTORY

          Policy created: January 2, 2004

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

          Mail Service Policy

          Posted on by
          Title: Mail Service Policy
          Policy Owner: Mail Services
          Applies to: Faculty, Staff
          Campus Applicability: Storrs Campus
          Effective Date: January 20, 2004
          For More Information, Contact Mail Services
          Contact Information: (860) 486-2024
          Official Website: https://mailservices.uconn.edu/

          University Mail Services operates in accordance with the Private Express Statutes as stated in 39 CFR, Code of the Federal Register.  University Mail Services handles USPS mail according to USPS policies governing the disposition of mail.

          The use of University Mail Services is restricted to University business conducted by University personnel.  This includes the receiving and sending of mail which contains University business and is never available for personal use.