Social Media Policy

February 12, 2015

 

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

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

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

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

Use of Social Media

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

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

A few helpful reminders include:

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

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

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

Non-Compliance

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

Additional Notes

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

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

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

Policy Revised:  November 29, 2018

Policy Created*: June 18, 2018

*Approved by the Vice President of Communications

University Logo and Trademark Policy

January 29, 2015

Title: University Logo and Trademark Policy
Policy Owner: University Communications
Applies to: All Employees, Students, External Audiences
Campus Applicability: All Campuses, including UConn Health
Effective Date: May 10, 2024
For More Information, Contact Associate Director of Branding and Visual Identity
Contact Information: brand@uconn.edu
Official Website: https://brand.uconn.edu/

PURPOSE

This policy governs the development and use of Logos to identify a University Group (defined below), program, or offering.  Consistent and accurate use of Logos at the University of Connecticut (“University”) is important to help maintain a strong and cohesive University brand.

DEFINITIONS

Branding Guidelines: The University’s brand standards and guidelines published at brand.uconn.edu.  For purposes of UConn Health only, the applicable brand standards and guidelines are published at https://health.uconn.edu/communications/branding.

Logo: A graphic representation or symbol made up of text and/or images that identifies, or is intended to identify, the University or a University Group, program, or offering.

Official UConn Logo: A Logo approved by University Communications.

 University Group(s): Campuses (including UConn Health), colleges, schools, centers, institutes, departments, divisions, offices, units, and academic programs and activities of the University.

University Marks:  The University Name(s), Logos, symbols, seals, images, photographs, trademarks, service marks, and other marks owned by the University.  Examples of University Marks include, but are not limited to, the UConn logo, the University Oak Leaf, the University seal, the Husky Dog, and phrases such as “Students Today, Huskies Forever”.

University Name(s): “The University of Connecticut”, “UConn”, and any other name, abbreviation, or derivative containing such designations.

Unofficial UConn Logo: A Logo that has not been approved by University Communications.

POLICY STATEMENT

  1. University Group(s). Unofficial UConn Logo(s) may not be used for purposes of identifying a University Group, program, or offering, which includes, without limitation, academic and non-academic programs, events, services, campaigns, initiatives, and community and outreach programs. University Group(s) may only use Official UConn Logo(s) in accordance with the Branding Guidelines.  Please contact University Communications for questions relating to use of Official UConn Logo(s) and/or creation of a new Logo.
  2. Registered Student Organizations. Registered Student Organizations may only use University Marks, including without limitation, Official UConn Logo(s), in accordance with the Guidelines for Use of University Logos & Trademarks available at https://brand.uconn.edu/guidelines-usage/usage-by-student-organizations/, including obtaining such permission and approvals required therein.
  3. The University’s Office of Brand Partnerships and Trademark Management (“OBPTM”) ensures correct and legal use of University Marks. Approval from OBPTM is required prior to use of the University Marks on any product created and/or sold to the general public or to University Group(s), any commercial use of the University Marks (e.g., manufacturing, distribution, marketing, and advertising of commercial and consumer products), and any use of the University Marks by non-University organizations (e.g., alumni clubs, booster clubs, vendors).  For trademark use and licensing approval, please contact OBPTM at licensing@uconn.edu.
  4. General. The University Marks may not be altered or modified in any manner without approval by University Communications.  Notwithstanding anything to the contrary herein this policy, use of any University Marks, including without limitation, the Official UConn Logo(s), must comply with the University By-Laws, the University Policy on Endorsements, and, unless otherwise approved by University Communications, the Branding Guidelines.

        ENFORCEMENT

        Violations of this policy may result in delay, denial, or revocation of media buys, purchased products, printed or digital materials, including websites, and other branded communications. Unauthorized use of University Marks may result in a cease and desist from the Office of Brand Partnerships and Trademark Management.

        In addition, 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.

        REFERENCES

        policy.uconn.edu/2016/08/31/policy-on-endorsements

        policy.uconn.edu/by-laws

        brand.uconn.edu

        health.uconn.edu/communications/branding

        POLICY HISTORY

        Policy created: 01/15/2015

        Revisions: 05/10/2024

        Controllable Property

        November 25, 2014

         

        Title: Controllable Property
        Policy Owner: Accounting Office; Inventory Control
        Applies to: Faculty, Staff and Designated Affiliates
        Campus Applicability: Storrs and Regional Campuses
        Effective Date: March 29, 2023
        For More Information, Contact Associate Controller & Director of Accounting
        Contact Information: (860) 486-1366
        Official Website: http://accountingoffice.uconn.edu

        PURPOSE

        To ensure compliance with the State of Connecticut Property Control manual. State agencies must identify, tag, maintain a written listing, and regularly inventory Controllable Property.

        APPLIES TO

        This policy applies to Faculty, staff and designated affiliates of the University of Connecticut.

        DEFINITIONS

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

        • All computers and other equipment that may contain sensitive data (e.g., desktops, laptops, tablets; Netbooks, cellular phones, smartwatches, etc.)
        • Other items with a value of $500 to $4,999.99 such as televisions, projectors, and monitors, scanners, printers, and cameras.

        Custodian: The custodian of a Controllable Property asset is the employee who is in possession of the equipment on a day-to-day basis and/or whose NetID is associated with the asset record.

        POLICY STATEMENT

        Custodians must confirm possession of their assigned Controllable Property annually in compliance with the Controllable Property Asset Management Procedures. Disposal of Controllable Property must be performed in compliance with University Policy. [1]

        [1] See the Policy on Surplus Property

        ENFORCEMENT

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

        PROCEDURES/FORMS

        Contact InventoryControl@uconn.edu for assistance in determining whether an item is considered Controllable Property.

        Store Controllable Property in an environmentally suitable, secure location. Do not leave Controllable Property unsecured.

        Custodians must notify University Police immediately if Controllable Property is stolen. In the event of any loss or damage, Custodians must complete the Accountability Form (C1).

        For more information, refer to the Inventory Control website:  https://accountingoffice.uconn.edu/inventory-control/

        POLICY HISTORY

        Policy created:  August 19, 2014

        Revisions:  March 13, 2023 (Approved by Senior Policy Council); Review and editorial revisions August 27, 2021

        Payroll Requirements for Separating Employees

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

         

        REASON FOR POLICY

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

        APPLIES TO

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

        DEFINITION

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

        POLICY STATEMENT

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

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

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

        ENFORCEMENT

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

        PROCEDURES/FORMS

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

        Payroll Requirements for Active Employee Changes

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

        REASON FOR POLICY

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

        APPLIES TO

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

        DEFINITION

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

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

        POLICY STATEMENT

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

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

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

        ENFORCEMENT

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

        PROCEDURES/FORMS

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

         

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

        Paid Sick Leave for Certain Temporary Employees

        Title: Paid Sick Leave for Certain Temporary Employees
        Policy Owner: Payroll Department
        Applies to: Temporary Classified Employees
        Campus Applicability:  Storrs and Regional Campuses
        Effective Date: August 19, 2014
        For More Information, Contact Payroll Department
        Contact Information: (860) 486-2423
        Official Website: http://www.payroll.uconn.edu/

         

        REASON FOR POLICY

        The purpose of this policy is to comply with CT Public Act 11-52 (CGS 31-57r through 31-57w), and administer paid sick leave to certain classified employees who meet the definition of ‘service worker’, but do not receive paid sick leave under a collective bargaining agreement.

        APPLIES TO

        This policy applies to certain temporary classified employees at the University of Connecticut, Storrs and Regional Campuses who meet the definition of ‘service worker’ but do not receive paid sick leave under a collective bargaining agreement.

        DEFINITION

        A ‘temporary position’, as defined by the State Personnel Act, is a position in state service (classified) which is expected to require the services of an incumbent for a period not in excess of 6 months.  A ‘service worker’ is defined under CT Public Act 11-52 (CGS 31-57r through 31-57w): http://www.ctdol.state.ct.us/wgwkstnd/SickLeaveLaw.htm

        POLICY STATEMENT

        Accrual of Paid Sick Leave:

        Certain temporary classified employees of the University of Connecticut begin to accrue paid sick time beginning January 1, 2012 or upon hire, whichever is later, under the following terms and conditions:

        1. Eligible employees accrue one hour of paid time for every forty (40) hours actually worked.
        2. The maximum accrual of sick time hours is forty (40) hours per calendar year.
        3. Eligible employees may carry over a maximum of 40 hours of unused sick time from one calendar year into the next but the employee shall not be able to use more than the forty (40) hours in one (1) calendar year.
        4. Under no circumstances are eligible employees entitled to any payout for accumulated but unused sick leave.

        Use of Paid Sick Leave:

        Eligible employees shall be entitled to the use of accrued paid sick leave upon the completion of their 680th hour of employment with the University measured from January 1, 2012 or from their date of hire if hired after January 1, 2012.

        Sick leave must be taken in one (1) hour increments

        A maximum of forty (40) hours of sick leave may be used each calendar year.

        Sick leave may only be used in lieu of previously scheduled hours.

        Pay Rate for Sick Leave:

        Sick leave will be paid at the employee’s normal hourly rate at the time the leave is taken.

        Reasons for Use of Paid Sick Leave:

        Eligible Employees may only use accrued paid sick leave for the following reasons:

        1. To treat the employee’s own illness, injury or health condition; for the medical diagnosis, care or treatment of the employee’s own mental illness or physical illness, injury or health condition; or for preventative medical care for the employee.
        2. For the treatment of the employee’s child’s or spouse’s illness, injury or health condition; the medical diagnosis, care or treatment of an employee’s child’s or spouse’s mental or physical illness, injury or health condition; or preventative medical care for the employee’s child or spouse.
        3. For the employee’s treatment or services related to the employee’s status as a victim in a family violence or sexual assault incident, for the medical care or psychological or other counseling for physical or psychological injury or disability; to obtain services from a victim services organization; to relocate due to such family violence or sexual assault; to participate in any civil or criminal proceedings related to or resulting from such family violence or sexual assault.

        Notice:

        If the reason for the sick leave is foreseeable, the employee must provide at least seven (7) days advance notice to their supervisor,or if the leave is not foreseeable, the employee must provide as much notice as is practicable.

        Documentation:

        Documentation signed by a health care provider indicating the need for the number of days taken may be required by the employee’s supervisor for leaves of three (3) or more consecutive days.

         

        ENFORCEMENT

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

        PROCEDURES/FORMS

        Resources to assist hiring departments in administering this policy can be found on the Payroll Department website at http://www.payroll.uconn.edu

        Timecard Submission Requirements and Deadlines

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

         

        REASON FOR POLICY

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

        APPLIES TO

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

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

        DEFINITION

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

        POLICY STATEMENT

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

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

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

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

        ENFORCEMENT

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

        PROCEDURES/FORMS

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

         

        Payroll Requirements for New Employees

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

         

        REASON FOR POLICY

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

        APPLIES TO

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

        DEFINITION

        A “New Employee” is defined as an individual who is becoming actively employed with the University of Connecticut and receiving compensation for services.  This generally includes first time hires, as well as rehires who incurred a break in service with their employment at the University.

        POLICY STATEMENT

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

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

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

        ENFORCEMENT

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

        PROCEDURES/FORMS

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

        Paycheck Distribution

        Title: Paycheck Distribution
        Policy Owner: Payroll Department and the Office of Faculty and Staff Labor Relations
        Applies to: All Employees
        Campus Applicability: UConn Storrs and Regional Campuses
        Effective Date: August 19, 2014
        For More Information, Contact Payroll Department
        Contact Information: (860) 486-2423
        Official Website: www.payroll.uconn.edu

         
        REASON FOR POLICY

        The purpose of this policy is to ensure the appropriate handling, and timely distribution, of paychecks to University employees.

        APPLIES TO

        This policy applies to all employees at the University of Connecticut, Storrs and Regional Campuses, as well as department liaisons responsible for claiming and distributing biweekly paychecks.

        DEFINITION

        Pay periods occur in two week cycles that begin on the Friday of a pay week and end on the Thursday of the following pay week.  There is a two week interval between the date of a check and the period for which employees are paid, with the exception of Graduate Assistants who are paid ‘to-date’ (see Graduate Assistant Pay Schedule Policy).  Biweekly paychecks are collated and distributed based on the ‘section number’ assigned to a department by Payroll.  Employees who have elected to utilize direct deposit do not receive a paper advice of deposit.  All employees are able to access their paystub information via ‘ePay’ on the State’s Core-CT portal.

        POLICY STATEMENT

        Distribution at the Storrs Campus: Designated department liaisons on the Storrs Campus must retrieve paychecks at the Payroll Department Main Office between 12:00 p.m. and 3:00 p.m. on alternating Thursdays.  At the time of pickup, the ‘Payroll Authorization Check Card’ (issued by the Payroll Department) must be presented.  Checks that are not claimed at the Payroll Department Main Office will be delivered to departments on Friday via intercampus mail.

        Distribution to the Regional Campuses: Representatives from the regional campuses are not required to retrieve paychecks at the Payroll Department Main Office on the Storrs Campus.  Paychecks will be delivered to the regional campuses via mail delivery service or courier.

        Section Number Assignment: Departments are assigned unique section numbers for ease of distribution, and employee checks are coded accordingly.  At the discretion of the Payroll Department and under limited circumstances, new section numbers will be created.

        ENFORCEMENT

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

        PROCEDURES/FORMS

        Departments are responsible for distributing paychecks to their employees.  Although departments may have their own internal distribution protocol, Payroll has established the following requirements:

        • Every attempt must be made to distribute checks to employees on the day they are picked up (Storrs Campus) or received (Regional Campuses).
        • Paychecks must be secured at all times.  Departments may not distribute paychecks by placing them in open mail slots in unprotected, public areas.
        • Employees must not cash or deposit checks until 3:00 p.m. on pay Thursday (the start of the next banking day).
        • Departments must not hold checks for more than one (1) pay cycle.  Unclaimed checks must be mailed to the employee or returned to the Payroll Department, unless prior alternative arrangements have been made with the employee.
        • Departments may not open employees’ paychecks since they contain personal and sensitive information.

        Notification to departments and/or employees will be sent via email (or other appropriate media) in the event that a check distribution date must be changed due to a holiday or inclement weather.

        Paid Sick Leave for Student Employees

        Title: Paid Sick Leave for Student Employees
        Policy Owner: Payroll Department and the Office of Faculty and Staff Labor Relations
        Applies to: Student Employees
        Campus Applicability:  Storrs and Regional Campuses
        Effective Date: August 19, 2014
        For More Information, Contact Payroll Department
        Contact Information: (860) 486-2423
        Official Website: www.payroll.uconn.edu

         

        REASON FOR POLICY

        The purpose of this policy is to comply with CT Public Act 11-52 (CGS 31-57r through 31-57w), and administer paid sick leave for student employees.

        APPLIES TO

        This policy applies to Student Labor and Federal Work Study employees at the University of Connecticut, Storrs and Regional Campuses, as well as University departments who hire student employees.

        DEFINITION

        A “student employee” is defined as a student employed on the Student Labor and/or Student Work Study payroll.  The University considers student employees as meeting the definition of a service worker under CT Public Act 11-52 (CGS 31-57r through 31-57w): http://www.ctdol.state.ct.us/wgwkstnd/SickLeaveLaw.htm

        POLICY STATEMENT

         

        Accrual of Paid Sick Leave:

        Student Employees of the University of Connecticut begin to accrue paid sick time beginning January 1, 2012 or upon hire, whichever is later, under the following terms and conditions:

        1. Student Employees accrue one hour of paid time for every forty (40) hours actually worked.
        2. The maximum accrual of sick time hours is forty (40) hours per calendar year.
        3. Student Employees may carry over a maximum of 40 hours of unused sick time from one calendar year into the next but the employee shall not be able to use more than the forty (40) hours in one (1) calendar year.
        4. Under no circumstances are Student Employees entitled to any payout for accumulated but unused sick leave.

         

        Use of Paid Sick Leave:

        Student employees shall be entitled to the use of accrued paid sick leave upon the completion of their 680th hour of employment with the University measured from January 1, 2012 or from their date of hire if hired after January 1, 2012.

        Sick leave must be taken in one (1) hour increments.

        A maximum of forty (40) hours of sick leave may be used each calendar year.

        Sick leave may only be used in lieu of previously scheduled hours.

        Pay Rate for Sick Leave:

        Sick leave will be paid at the Student Employee’s normal hourly rate at the time the leave is taken.

        Reasons for Use of Paid Sick Leave:

        Student Employees may only use accrued paid sick leave for the following reasons:

        1. To treat the employee’s own illness, injury or health condition; for the medical diagnosis, care or treatment of the employee’s own mental illness or physical illness, injury or health condition; or for preventative medical care for the employee.
        2. For the treatment of the employee’s child’s or spouse’s illness, injury or health condition; the medical diagnosis, care or treatment of an employee’s child’s or spouse’s mental or physical illness, injury or health condition; or preventative medical care for the employee’s child or spouse.
        3. For the employee’s treatment or services related to the employee’s status as a victim in a family violence or sexual assault incident, for the medical care or psychological or other counseling for physical or psychological injury or disability; to obtain services from a victim services organization; to relocate due to such family violence or sexual assault; to participate in any civil or criminal proceedings related to or resulting from such family violence or sexual assault.

        Notice:

        If the reason for the sick leave is foreseeable, the Student Employee must provide at least seven (7) days advance notice to their supervisor,or if the leave is not foreseeable, the Student Employee must provide as much notice as is practicable.

        Documentation:

        Documentation signed by a health care provider indicating the need for the number of days taken may be required by the Student Employee’s supervisor for leaves of three (3) or more consecutive days.

         

        ENFORCEMENT

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

        PROCEDURES/FORMS

        Resources to assist hiring departments in administering this policy can be found on the Payroll Department website at https://payroll.uconn.edu/student-sick-time/.