Office of the Executive VP for Administration & CFO

Mail Service Policy

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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.

Incoming Accountable Mail Process

Posted on by
Title: Incoming Accountable Mail Process
Policy Owner: Mail Services
Applies to: Faculty, Staff, Students, Others
Campus Applicability: Storrs Campus
Effective Date: August 18, 2004
For More Information, Contact Mail Services
Contact Information: (860) 486-2024
Official Website: https://mailservices.uconn.edu/

 

Incoming USPS mail for the University of Connecticut, is handled in accordance with USPS DMM, Section D042.4.1 which states:

All mail addressed to a governmental or nongovernmental organization or to an individual by name or title at the address of the organization is delivered to the organization, as is similarly addressed mail for former officials, employees, contractors, agents, etc.  If disagreement arises where any such mail should be delivered, it must be delivered under the order of the organization’s president or equivalent official.

In addition to the above regulation, the USPS maintains the signatures of University Mail Services’ staff on PS Form 3801, naming the staff “Authorized Agents”, making them eligible to handle incoming, accountable mail for the University of Connecticut.

Accountable mail is released to the University upon signing the USPS Firm Sheet, recording such items, and the authorized agent also signs for any Return Receipts attached.  Although an option, University Mail Services does not sign for “Restricted Delivery Mail”.

Once prepared at University Mail Services for final delivery to the campus destination, a signature is obtained from the designated employee at the centralized mail stop for the building.

The accountable mail is then placed with the regular incoming mail for the receiving department.

In the event the actual recipient, indicated by either name or by title, chooses to refuse any accountable mail, such accountable mail must not be opened.  The refused piece must be marked “Refused”, placed in a new container and have new postage applied.  It is strongly recommended that this refused mail be sent Certified mail, or Registered if leaving the United States.

Federal Archive Guidelines require University Mail Services to maintain records as follows:

  1. a.       Incoming accountable records keep 2 years
  2. b.      Outgoing Certified records keep 2 years
  3. c.       Outgoing Registered records keep 3 years

Family & Medical Leave Act (FMLA)

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

 

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

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

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

Academic Course Work Taken by Faculty or Non-Teaching Professionals

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

Background and reasons for the Policy:

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

Purpose of Policy:

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

Expected Institutional Outcome:

To support uninterrupted delivery of programs, instruction and services.

Applicability of Policy:

Faculty and Non-Teaching Professionals.

Policy Statement:

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

Responsibilities:

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

Policy History

Supersedes version of policy effective 06/23/2008

Violence in the Workplace Prevention, Policy on

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

 

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

Workplace Violence is defined by this executive order as:

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

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

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

The Workplace Violence Prevention Manual:

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

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

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

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

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

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

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

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

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

Special Payroll Policy

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

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

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

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

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

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

 

Approved by the Board of Trustees: December 7, 2007

Re-Employed Retirees, Policy on

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

BACKGROUND

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

GENERAL POLICY

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

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

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

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

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

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

EXCEPTIONS

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

Some common exceptions include the following:

Instructional/Academic/Research Positions

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

Clinical Positions

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

Adjunct Faculty

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

Seasonal Employees

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

APPROVAL HISTORY

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

General Rules of Conduct

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

PURPOSE

To outline expectations for employee conduct in the workplace.

POLICY STATEMENT

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

The General Rules of Conduct prohibits the following:

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

ENFORCEMENT

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

PROCEDURES/FORMS

None

REFERENCES

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

POLICY HISTORY

Policy created: January 2004

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

Employment and Contracting for Service of Relatives, Policy on

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

PURPOSE

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

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

POLICY

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

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

PROCEDURE

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

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

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

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

POLICY HISTORY

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

Health and Safety Policy

Posted on by
Title: Health and Safety Policy
Policy Owner: Department of Environmental Health and Safety
Applies to: Faculty, Staff, Students, Others
Campus Applicability: UConn Storrs, Regionals, and the Law School
Effective Date: April 27, 2023
For More Information, Contact Department of Environmental Health and Safety
Contact Information: (860) 486-3613 or ehs@uconn.edu
Official Website: http://www.ehs.uconn.edu/

 

PURPOSE

The University of Connecticut is committed to providing a safe and healthful environment for all activities under the jurisdiction of the University.  Accordingly, the University has developed this top level over-arching health and safety policy to outline responsibilities and establish the framework of compliance with all applicable Federal, State and local regulations and University policies and procedures pertaining to worker safety and public health.* Compliance with this policy along with subordinate health and safety policies, programs and procedures linked at the end of this policy document is mandatory.

 

APPLIES TO

This policy applies to all faculty, staff, students, researchers, and all other individuals working at the University of Connecticut Storrs, regional campuses and the Law School.

 

POLICY STATEMENT

The health and safety of all faculty, staff, students and visitors shall be a principal consideration in the planning and conduct of all University activities and programs, and in the design, construction, modification, or renovation of all University buildings and facilities.

 

This broad policy requires that health and safety regulations of Federal, State and local authorities, appropriate consensus standards of recognized organizations, and University specific policies are met.

 

ENFORCEMENT

Violations of this policy including, subordinate health and safety policies, programs or procedures may result in 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 Code.

 

PROCEDURES/FORMS

Building and Emergency Contact (BEC) list
Employee Safety Training Assessment (ESTA)
Workplace Hazard Assessment (WHA)

 

RESPONSIBILITIES

Individuals – Safety is the responsibility of each and every person at the University of Connecticut. All members of the University community are individually and collectively the owners of safety and share the responsibility to provide and maintain a safe environment.  Each individual is expected to comply with health and safety regulations and University policies, programs and procedures; perform work in a safe and sensible manner and to act to ensure the health and safety of self, coworkers, fellow students and all others at the University.

Individuals working for the University (employees) are required within five days of employment, transfer or job change to discuss potential hazards that they may encounter during the course of their employment with their supervisor.  That discussion shall include identification of workplace hazards along with required controls, personal protective equipment (PPE) and requisite safety training.  Completion and submission of an employee specific Employee Safety Training Assessment defines required safety training.  Individuals are responsible to comply with defined controls, wear the appropriate PPE and attend requisite safety training in a timely manner.

Principal Investigators/Unit Managers – All personnel who assign and/or oversee work are responsible to ensure that compliant work controls and procedures consistent with Federal, State and local regulations and University policies are implemented to provide for the protection of all personnel and to safeguard the environment.   PIs/Unit Managers in consultation with EHS shall respond in a timely manner to address safety complaints, non-compliances and mitigate potentially unsafe conditions.  PIs/Unit Managers should set, by example, high standards for health and safety. These standards must be consistently applied and appropriate action taken when personnel fail to meet them.

PIs/Unit Managers (supervisors) are responsible to identify hazards in the work environment along with required controls and PPE using the Workplace Hazard Assessment (WHA) form. The WHA must be kept current and reviewed regularly.

The WHA and the ESTA are generic tools that must be used by the PI/Unit Manager (or designee) to document review of hazards in the workplace along with appropriate controls, PPE and safety training.  The ESTA must be completed with the employee within five days of their arrival, transfer or job change.  Failure to complete an ESTA or to ensure that employees attend the required training may result in disciplinary action.

Deans, Directors, and Department Heads – Each Dean, Director, and Department Head is charged to ensure organizational compliance with regulations and University policies and with maintaining a healthful and safe environment for all personnel.  They are expected to take appropriate action to ensure all identified hazards are addressed and identified issues of non-compliance corrected in a timely manner.

Updates are requested from each Dean, Department Head and Director to the Building and Emergency Contact Listing (BEC List) to ensure the timely and effective communication of information to assigned contacts within each building, regarding emergencies, incidents, projects, and other activities that may impact the health and safety of building occupants.

 

The Department of Environmental Health and Safety (EHS) – EHS is charged by the University with implementing all University health and safety policies and procedures* in the Biological, Chemical, Occupational, Public Health, Environmental, and Radiation health and safety fields. EHS has been authorized by, and is accountable to, the University President and Senior University Management to identify, assess and enforce this Health and Safety policy and subordinate health and safety regulations, policies, and procedures.

EHS is responsible for maintaining a comprehensive program that combines training, consultation, control, and inspection to protect the health and safety of all personnel in the course of University sanctioned activities.  EHS staff provides professional services to measure and evaluate hazards to which the University community may be exposed and ensure compliance with regulations and University policies.  EHS’s responsibilities include:

  • Ensure that all written policies, procedures, and training materials for applicable health and safety regulatory standards are established, current, and available for delivery to appropriate campus groups;
  • Maintain an up-to-date webpage to enhance access to health and safety policies, procedures, technical guidance documents, and compliance assistance information;
  • Facilitate health and safety communications with the University community, and stress the importance of campus wide adherence to appropriate regulations, standards, and policies;
  • Provide graded approach (risk based) inspection services to enhance campus health and safety; and facilitate timely correction of identified non-compliances through escalating notification and enforcement;
  • Verify completion, adequacy, and adherence to required health and safety tools (e.g., WHA, ESTAs);
  • Promote EHS’s role as an environmental health and safety information resource ready to meet the needs of the campus community; and
  • Take appropriate measures (including Stop Work Authority for imminent hazard situations) to maintain acceptable margins of safety and regulatory compliance over all University operations.

* Matters pertaining to public safety, fire safety, and building code compliance, are addressed by other units within the Division of University Safety.

 

Administrative Oversight – The Associate Vice President of University Safety and the Director of EHS review and approve health and safety policies for the University on behalf of the President and Board of Trustees.  The Associate Vice President of University Safety is the responsible Senior University Manager for EHS and oversees the implementation of these policies.

 

COMMITTEES

Environmental Health and Safety Committee

The Environmental Health and Safety Committee has a diverse membership appointed by the Associate Vice President of University Safety.  Members represent the administration, faculty, and staff along with collective bargaining units, and students. The Committee meets quarterly, as mandated by CT General Statute 31-40v, “Establishment of Safety and Health Committees by Certain Employers,” to fulfill its functions and responsibilities. The committee is charged with but not limited to establishing procedures for sharing ideas with the employer concerning:

  1. Safety inspections;
  2. Investigating safety incidents, accidents, illnesses, and deaths;
  3. Evaluating accident and illness prevention programs;
  4. Establishing training programs for the identification and reduction of hazards in the workplace which damage the reproductive system of employees; and
  5. Establishing training programs to assist committee members in understanding and identifying the effects of employee substance abuse on workplace accidents and safety.

 

Focused Subject Matter Safety Committees

A number of safety committees reporting to the Vice President of Research have been established that address aspects of health and safety specific to research activities or focused subject matter.   These committees serve as advisory boards and research protocol review boards working in partnership with EHS to fulfill University goals.  Committee and subject matter information is linked below.

Chemical Hygiene Committee
Institutional Biosafety Committee (IBC)
Institutional Animal Care and Use Committee (IACUC)
Institutional Review Board (IRB)
Laser Safety Committee
Radiation Safety Committee

 

 ENVIRONMENTAL HEALTH and SAFETY POLICIES, PROGRAMS AND PROCEDURES

The University Health and Safety Policy is implemented through a series of policies, programs, procedures and other documents, as appropriate to the operations of UConn. These documents have been developed by EHS in response to regulatory requirements and/or University committee decisions.  These items, listed below, are mandatory in nature, and must be followed to ensure compliance.  They can also be found on the EHS website at:   http://www.ehs.uconn.edu/ppp/

Analytical X-Ray Safety Program
Arboricultural Operations Procedures
Asbestos Management Plan
Biological Safety Manual
Bloodborne Pathogens Exposure Control Plan
Chemical Hygiene Plan
Chemical Waste Disposal Manual
Confined Spaced Program
Contractor EHS Manual
Controlled Substances Policy
Electrical Safety Program
Excavation and Trenching Procedures
Fall Protection Program
Food Service Policies
General Workplace Health & Safety Inspection Program
Hazard Communication Program
Hearing Conservation Program
Laboratory Chemical Inventory Program
Laboratory Inspection Program
Laser Safety Manual
Lockout/Tagout Program
Occupational Health and Safety Program for Animal Handlers
PCB Management Plan
Powered Industrial Truck Program
Radiation Safety Committee Policy on Minor Modifications to an Existing Protocol
Radiation Safety Manual
Respirator Program
Rooftop Laboratory Exhaust Systems Maintenance Procedure
Silica in Construction Exposure Plan
Silica in General Industry Exposure Control Plan
Space Heaters Policy
Transportation of Biological Materials
Working Alone Policy

 

POLICY HISTORY

Policy created: 10/14/2014 (Approved by Senior Policy Council)
Revisions: 03/10/2023 (Approved by Senior Policy Council 04/26/2023)