Accounts Payable Policies and Procedures Manual

May 15, 2012

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

          February 6, 2012

          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/

          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

          January 11, 2012

          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

           

          University of Connecticut Age Act Committee: Policy and Procedures

          December 9, 2011

          Title: University of Connecticut Age Act Committee: Policy and Procedures
          Policy Owner: University of Connecticut Age Act Committee
          Applies to: Students, Faculty, Staff, Graduate Assistants
          Campus Applicability: Storrs and Regional Campuses
          Effective Date: November 1, 2019
          For More Information, Contact Office of Institutional Equity
          Contact Information: (860) 486-2943
          Official Website: https://www.equity.uconn.edu
          Click here to view a PDF, Printer Friendly copy of this policy.

          University of Connecticut Age Act Committee: Policy and Procedures

             

            I. Purpose and Scope: The University of Connecticut has established an “Age Act Committee” to evaluate a student’s request for access to or participation in any University program when that student’s age may impair the University program’s ability to meet its objectives as carried out under its normal operation. This document sets forth the operational framework for that Committee. These Policy and Procedures apply to all programs, services and activities that fall under the purview of the University of Connecticut at the Storrs and Regional campuses.

            II. Definitions:
            A. “The Age Act” means The Age Discrimination Act of 1975, codified at 42 U.S.C. §6101, et seq. along with its implementing regulations, found at 34 C.F.R. §110, et seq.
            B. “The Age Act Coordinator” means the University Official responsible for overseeing compliance with the Age Act and for investigating allegations of age discrimination. The University’s Age Act Coordinator is:

            Sarah Chipman
            Office of Institutional Equity
            Storrs: Wood Hall, First Floor
            UConn Health: Munson Road, Third Floor
            sarah.chipman@uconn.edu
            (860) 486-2943

            C. “The Age Act Committee Submission Form” is the form to be used by University Officials to submit a concern about a student’s access to or participation in any University program or activity based on that student’s age.
            D. “The Committee” means the Age Act Committee, as designated by the Office of the Provost.
            E. “Age Act Committee Chair” means a member of the Committee designated by the Provost as Chair.
            F. “Normal Operation” means the operation of a program or activity without significant changes that would impair its ability to meet its objectives.
            G. “Student(s)” means a student admitted by or enrolled at the University of Connecticut, as defined in UConn’s Responsibilities of Community Life: The Student Code.
            H. “University” means the University of Connecticut.
            I. “University Official” means any person employed by the University of Connecticut in an administrative, supervisory, academic, research or outreach, or support staff position (including law enforcement unit personnel and health staff).

            III. Policy Statement: The University By-Laws provide, in pertinent part, that “No organization or group shall discriminate against or exclude a person because of race, religion, national origin or other protected class recognized by state or federal antidiscrimination laws, on that land owned or operated by the University of Connecticut…”. By-Laws of the University of Connecticut, Article XV, § A. Similarly, in accordance with the provisions of the Age Discrimination Act and other Federal and State laws and executive orders pertaining to civil rights, the University prohibits discrimination on the basis of age (see Policy Against Discrimination, Harassment and Related Interpersonal Violence).

            This policy is intended to provide the same protection against discrimination afforded under the parallel anti-discrimination laws. Therefore, analysis of a student’s age discrimination claim under them thus mirrors the analysis of a claim under the Age Discrimination Act of 1975, 42 U.S.C. §§ 6101-6107, and its corresponding regulations, 34 C.F.R., Part 110. Subject to certain limited exceptions, the Age Discrimination Act mandates that “no person in the United States shall, on the basis of age, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under, any program or activity receiving [f]ederal financial assistance.” 42 U.S.C. § 6102. Exceptions to the Age Act’s general prohibition against age discrimination include: a) age distinctions contained in federal, state or local statute or ordinances (34 C.F.R. § 110.2); b) reasonable actions “based on a factor other than age” (34 C.F.R. § 110.13); and c) actions that reasonably take into account age as a factor necessary to the normal operation or the achievement of any statutory objective of such program or activity (34 C.F.R. 110.12).

            Charged by the Office of the Provost, the Age Act Committee is responsible for addressing concerns about students’ access to or participation in any University program, service or activity based on age.

            IV. Age Act Committee Procedures
            A. Establishment of Committee:
            i. Members of the Age Act Committee, including its chairs, shall be designated by the Office of the Provost and serve three (3) year terms. Members may be reappointed upon the end of their term.
            ii. The Committee shall include one representative from each of the following units: Division of Enrollment Management, Honors Program, Division of Student Affairs, and Office of Institutional Equity as well as a member of the faculty with expertise in human development or a related field. Members from additional offices may be appointed at the discretion of the Office of the Provost.
            iii. This Policy and Procedures and the Age Act Committee Submission Form shall be available on the Office of Institutional Equity’s website.

            B. Deliberative Process for Assessing Role of Age in University Activity, Program or Service:
            i. Quorum Required: All Committee members share responsibility for the Committee’s decisions and are expected to fully participate in its decision-making processes. In order for the decision of the Committee to be valid, a majority of Committee members must take part in the deliberative process. The Committee shall attempt to reach its decision by consensus. In the event the participating Committee members cannot reach consensus, the outcome will be decided by a simple majority. Committee members should recuse themselves from a particular inquiry in the event they feel they may be unreasonably biased for any reason. The Provost may designate an alternate member in the event that a member elects to be recused from a case.
            ii. Timeline: The Committee should complete its investigation and issue a decision no later than forty-five (45) calendar days from the original date of submission. Should the need arise, the Committee shall expedite its process as necessary to allow the student’s full participation in the program, service or activity, if approved, provided the Committee determines meeting the expedited timeframe does not unreasonably impair its deliberative process.

            iii. Submission of Inquiry:
            1. Any University Official may raise a concern about a student’s access to or participation in any University program, service, or activity based on that student’s age. In order to do so, the University Official may submit an Age Act Committee Submission Form, available on the Office of Institutional Equity’s website, to the Office of Institutional Equity.
            2. Upon receipt, an Age Act Committee Chair will schedule a preliminary phone conference with the individual submitting the form to gain a better understanding of the circumstances giving rise to the inquiry. The objective of the conference is to collect enough information to address concerns about a student’s access to or participation in the subject University program, service, or activity based on age. Therefore, during the phone conference, the Age Act Committee Chair will seek to obtain as much information about the situation, including but not limited to the following:
            a. A list of all other individuals (including University Officials) involved and the scope of their involvement;
            b. The location and relevant dates and time;
            c. The purpose and nature of the program, service, or activity;
            d. A general understanding of the day-to-day workings of the program, service, or activity;
            e. The deadline by which an answer from the Committee is required and the circumstances necessitating that deadline;
            f. A list of third-party contractors that might be involved, their role and contact information; and
            g. Any other information the Committee may need to carry out its inquiry.

            3. The Age Act Committee Chair shall forward a copy of the Age Act Committee Submission Form to the Department Head/Program Director listed to provide them notice of the ongoing review and to solicit any additional relevant information this individual may have.

            4. The Age Act Committee Chair shall work with the Committee to designate the Committee member who will serve as the “Recorder” for this particular inquiry. The Recorder is the individual responsible for taking and maintaining all documentation related to the particular request. All information maintained by the Recorder shall be considered in draft form until reviewed and approved by the other Committee members, at which point it becomes a final, official record of the Committee (“Final Record”).

            iv. Fact-Gathering:
            1. After the preliminary phone conference, the Committee shall identify the list of individuals with whom to speak (“Knowledgeable Parties”) and the appropriate order in which to meet with them to gain the best understanding of the relevant circumstances and, using the list, schedule a meeting with each Knowledgeable Party accordingly (“Consultation”).
            2. In addition, the Committee shall also identify and obtain any additional documentation that might further its understanding of the situation, which may include but not necessarily be limited to third-party contracts, program regulations, mission statements, information from previous years, etc. The Committee may also identify and carry out any additional interviews that might further its understanding of the situation, including but not limited to interviews with the student and University faculty and staff.
            3. Each Consultation shall include, but not be limited to, the following questions to the extent relevant to that Knowledgeable Party’s role:
            a. What is the nature of the “normal operation” of the program, service, or activity?
            b. What are the stated objectives of the program, service, or activity?
            c. Can the student be admitted to the program, service, or activity without significant changes? Changes are significant if they impair the objectives identified in (iv)3b, above.
            d. What characteristics must participants possess in order to ensure the normal operations of the program, service, or activity and why?
            e. Can the presence of these characteristics be reasonably approximated by the use of age? Is it impractical to measure these characteristics on an individual basis?

            v. Individualized Deliberation: Taking into account the information collected from all available sources, and considering the goals/objectives of the program, service, or activity at issue, the characteristics participants must possess in order to ensure preservation of the Normal Operation of the program, service, or activity, whether the presence of these characteristics can be reasonably approximated by the use of age and/or whether it is impractical to measure these characteristics on an individual basis, the Committee shall make a final, reasoned and deliberative determination with respect to the use of age as a proxy for other characteristics necessary to the normal operation of the program or activity at issue.

            Limiting access or participation will only be appropriate in those circumstances where the student’s age would require changes to the normal operation of the program, service, or activity and such changes would impair the program, service or activity’s ability to meet its stated objectives (as defined by the Knowledgeable Parties, or where other age-based distinctions and/or factors to be considered, other than age, are permitted by the Age Act. If the student’s age necessitates reasonable modifications that would not significantly impair the program, service or activity’s ability to meet its objectives, age will not be a reasonable basis upon which to exclude the student.

            The Committee shall use the following analysis:
            a. The Committee will gain an understanding of the Normal Operation of the program, service, or activity. In doing so, it will identify the goals/objectives of the program, service, or activity.
            b. The Committee will gain an understanding of and identify the characteristics participants must possess in order to ensure preservation of the Normal Operation of the program, service, or activity and why these characteristics are needed.
            c. The Committee will identify whether the presence of these characteristics can be reasonably approximated by the use of age and/or whether it is impractical to measure these characteristics on an individual basis.
            vi. Decision: Following its investigation and deliberations, the Committee shall make one of the following determinations:
            1. The student’s age would impair the University program, service, or activity’s ability to carry out its Normal Operation, in which case the student may be denied participation;
            2. Age-based concerns could be alleviated with changes that would not impair the ability of the program, service, or activity to meet its objectives, in which case the student will not be denied participation; or
            3. The student’s age will not impair the ability of the program, service or activity to meet its objectives, in which case the student will not be denied participation.

            vii. Response: The Committee must provide a response no later than forty-five (45) days after the original request. If the Committee determines that the student’s age would not impact the University program, service, or activity’s ability to carry out its Normal Operation, it will inform the University official who submitted the request via email, copying in the supervisor and Age Act Coordinator (or designee).
            If the Committee determines that the student’s age would impact the University program, service, or activity’s ability to carry out its Normal Operation and no reasonable modifications can be made without altering its objectives, it shall inform the student via email of the decision, copying in the original requestor, supervisor, and Age Act Coordinator (or designee). This notification shall also provide the student with notice of the University’s grievance procedures for prompt and equitable resolution of complaints alleging violations of the Age Act, as well as external reporting options.

            V. Additional Standards
            A. Documents created during or as a result of these meetings that directly identify a student are “education records” as defined by FERPA and thus, are subject to review by the student to whom they pertain, and protected from unauthorized disclosure.
            B. Documents created during or as a result of these meetings that do not directly identify any students may be “public records” under the Connecticut Freedom of Information Act, and thus may be subject to public disclosure.
            C. Upon conclusion of an inquiry, the Committee shall retain Final Records for 5 years after the original inquiry, in compliance with Connecticut State Record Retention Schedule S1-330 (Planning Studies).
            D. The Committee shall review these policies and procedures every five years to ensure compliance with federal and state laws and institutional needs.

            VI. Grievance Procedures:
            A. Complaints of Age Discrimination may be filed internally, at the Office of Institutional Equity (OIE), by calling (860) 486-2943, by writing to OIE at the University of Connecticut; Wood Hall, 1st Floor, Unit 4175; 241 Glenbrook Road; Storrs, CT 06269-4175 or by emailing OIE at equity@uconn.edu.
            B. Students also have the right to file a complaint with the Office of Civil Rights, within 180 days from the time the incident occurred at Office for Civil Rights, U.S. Department of Education; 8th Floor, 5 Post Office Square; Boston, MA 02109-3921.

            Policy Created: December 7, 2011
            Revised: July 7, 2014; November 1, 2019

            Emergency Closing Policy

            October 27, 2011

            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)

             

            Acceptance and Disposal of Textbook Donations, Policy on

            October 13, 2011

            Title: Acceptance and Disposal of Textbook Donations, Policy on
            Policy Owner: Office of the Provost
            Applies to: Faculty, Staff
            Campus Applicability:  All University Campuses, including UConn Health
            Effective Date: October 12, 2011
            For More Information, Contact Office of the Provost
            Contact Information: (860) 486-4037
            Official Website: http://provost.uconn.edu

             

             

            Introduction:
            It is understood that from time to time the publishers of academic textbooks and related materials may provide free copies to faculty or staff for their use. Under State of Connecticut and University of Connecticut ethics policies, these free materials may not be accepted as personal property and should instead be accepted as property of the University. The eventual disposal of free textbooks and related materials is subject to University policy.

            Purpose:
            The purpose of this policy is to delineate the appropriate acceptance and eventual disposal of gift textbooks and related materials.

            Scope:
            This policy applies to all faculty and staff of the University of Connecticut and the University of Connecticut Health Center.

            Definitions:
             Prohibited Donor: Registered lobbyists or a lobbyist’s representative; Individuals or entities doing business with or seeking to do business with the University; or Contractors pre-qualified by the Connecticut Department of Administrative Services.

            Published: the reproduction of a textbook or related materials through print, digital, or other media, including but not limited to, standard printed texts and e-books.

            Related materials: documents or other media used to supplement or in any other way support a textbook in the teaching and study of a subject.

            Textbook: a book published and used in the teaching and study of a subject.

            Policy:
            Under State of Connecticut and University of Connecticut ethics rules, faculty and staff are prohibited from personally accepting a free textbook or related academic materials from prohibited donors if the value of the item(s)  is more than $10.00.  Most publishers offering free textbooks would fall under the definition of a prohibited donor.

            As permitted under state and University rules, a free textbook or related academic materials valued at more than $10.00 may be accepted as property of the University.

            When a free textbook and/or related academic materials are deemed out-of-date or are otherwise no longer in active use, they may not be removed from the University for personal use. These items may be donated with the approval of the appropriate Dean or through the University Libraries “Disposal of Materials Policy” by donating them to the Library.

            Policy History

            Effective October 2011 (Approved by the President’s Cabinet)

            Voluntary Leave and Schedule Reduction Policy

            June 2, 2011

            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.

            Use of Students in Outside Employment

            Title: Use of Students in Outside Employment
            Policy Owner: Office of University Compliance
            Applies to: Faculty, Staff
            Campus Applicability: All Campuses, including UConn Health
            Effective Date: July 14, 2015
            For More Information, Contact Office of University Compliance
            Contact Information: (860) 486-2530
            Official Website: https://compliance.uconn.edu/

             

            Background and Reasons for the Policy: The Code of Ethics for Public Officials preclude public employees from accepting other employment which will impair the employee’s independence of judgment or otherwise create a conflict of interest.

            Purpose of Policy: To provide guidance on the employment of students by faculty and staff for work external to the University.

            Expected Institutional Outcome: Compliance with the Code of Ethics.

            Applicability of Policy: All employees.

            Policy Statement: Pursuant to Connecticut General Statute Section 1-84(b) of the Code of Ethics for Public Officials, a state employee may not accept other employment which will impair his/her independence of judgment as to his/her official duties or employment.  Furthermore, in accordance with Connecticut General Statute Section 1-86 and the Regulations of Connecticut State Agencies Section 1-81-29, a state employee with a potential conflict of interest must inform his/her supervisor who shall assign the matter to another who is not subordinate to the individual with the conflict.

            Potential conflicts may occur when a University employee hires a student in any non-University supported activity. Therefore, employees who choose to employ students in any non-University activity must obtain written approval from their Department Head/Dean/Director prior to employing the student. Faculty members who wish to hire a graduate student and who teach a course in which the student is enrolled, serve as a member of the student’s thesis or dissertation committee, or serve as the student’s advisor or the director of his or her thesis or dissertation research must also receive written approval from the Dean of the Graduate School.  The University requires that each student receive a written offer of employment with a specific scope of work or job description, the rate of compensation and the expected hours of work.  In addition, the student should receive a fair market value rate of pay.

            Students have on-going recourse to the Provost who will consult with the Dean of the Graduate School (for graduate students) or the Vice Provost for Academic Affairs (for undergraduate students) in order to address any grievances that may arise during the term of the employment.

            Failure to comply constitutes a violation of the State ethics code and University policy and is subject to disciplinary procedures of both.

            Responsibilities: All employees.

            Use of Students in Outside Employment Letter Template

            History

            Revised: 07/13/2015; 12/16/2014; 06/23/2008

            New Policy: 03/01/2004

            University Library Copyright Policies

            Title: University Library Copyright Policies
            Policy Owner: University Library Copyright Project Team
            Applies to: Faculty, Staff, Others
            Campus Applicability: Storrs and Regional Campuses
            Effective Date: May 29, 2007
            For More Information, Contact University Libraries
            Contact Information: 860-486-2518
            Official Website: http://lib.uconn.edu/

            Background and Reasons for the Policy

            The University of Connecticut Libraries provide high quality collections and information services in support of the University’s research and educational missions. In its endeavors, the University Libraries are committed to compliance with intellectual property law and the preservation of the rights of copyright owners and users of copyrighted materials. The University Libraries also seek to ensure that members of the university community know their rights and responsibilities under the provisions of the U.S. copyright law (17 U.S.C. Section 107), and are able to apply them regarding their use of copyrighted works.

            Purpose of the Policy

            These policies define the parameters of service provided by the University of Connecticut Libraries with regard to compliance with U.S. copyright law, the doctrine of fair use, and related exceptions in the law for library services.

            Expected Institutional Outcomes

            These policies provide basic information and guidance regarding the use of copyrighted material by University of Connecticut Libraries staff and users of library services. They answer many common questions regarding the use of copyrighted materials and provide contacts and resources for more information.

            Policy Statement

            These policies are maintained and updated on the University of Connecticut Libraries web site at http://www.lib.uconn.edu/copyright/.

             

            Drafted by the Copyright Project Team 2/19/07 at the suggestion of:

            • Denielle M. Burl, Esq., University Legal Specialist; and
            • Rachel Rubin, Director of Compliance, Office of Audit, Compliance & Ethics

            Undergraduate Earned Credits Semester Standing

            Title: Undergraduate Earned Credits Semester Standing
            Policy Owner: University Senate
            Applies to: Students
            Campus Applicability: All Campuses
            Effective Date: November 1, 2002
            For More Information, Contact Office of the Registrar
            Contact Information: (860) 486-3331
            Official Website: http://registrar.uconn.edu/

            The University of Connecticut charts a student’s educational progress by semester standing based on earned credits rather than the traditional designations of freshman, sophomore, junior, senior. However, semester standing may be related to these traditional terms as indicated below.

            Standing is based on earned credits, not on numbers of semesters attended. Courses in progress are not counted. Standing is advanced after minimum credits indicated below have been earned.

            Traditional Semester Standing Earned Credits
            Freshman 1

             

            2

            		 0 – 11

             

            12 – 23
            Sophomore 3

             

            4

            		 24 – 39

             

            40 – 53
            Junior 5

             

            6

            		 54 – 69

             

            70 – 85
            Senior 7

             

            8

             

            9

             

            10

            		 86 – 99

             

            100+

             

            117 – 133(Pharmacy)

             

            134+ (Pharmacy)

            Please contact the Registrar’s Office at 486-3331 with any questions.