Table of Contents
USY Administrative Board :: V. Personnel Policies
1.ÌýDefinition
2.ÌýAuthority
2.1 Right of the Board of Trustees
2.2 Delegation
2.3 Authorization
2.4 Component Institution Adoption
3.ÌýBenefits Provided to All Employees
3.1 Workers' Compensation Benefits
3.2 Employee Assistance Program (EAP)
4.ÌýBenefits Available to Status Employees
4.1 Description
4.2 Eligibility for Benefits
4.3 Flexible Benefit Plan
4.4 Accidental Death and Dismemberment Insurance for Police and Public Safety Officers Killed in the Line of Duty
4.5 Other Insurance Benefits
4.6 Â̾ÞÈËÊÓƵ's 403(b) RetirementÌýPlan
4.7 Tuition Benefit Plan
4.8 Paid Holiday Leave
4.9 UTime - Paid TimeÌýOff for Employees' Short- and Long-Term Absences
4.10 Personal Time
4.11 Sick Time
4.12 Paid Family Care
4.13 Parental Leave
4.14 Short-Term Disability
4.15 Bereavement Leave
4.16ÌýCommunity Service
4.17ÌýMilitary Leave
4.18ÌýTime off Benefits for Non-Exempt Employees covered by CBA
4.19ÌýTime off Benefits for Exempt Employees covered by CBA
4.20ÌýSick Leave for those covered by CBA
4.21ÌýInterim Disability Leave for those covered by CBA
4.22ÌýBereavementÌýLeave for those covered by CBA
5.ÌýBenefits Available to Adjunct Faculty and Staff
5.1 Â̾ÞÈËÊÓƵ's 403(b) and 457(b) Retirement Plans (Adjunct)
5.2
6.ÌýBenefits Following Termination
6.1 Last Day of Benefits Coverage
6.2 Medical and Dental Benefit Continuation
6.3 Flexible Spending Accounts (FSA)
6.4ÌýTuition Benefit
6.5ÌýLife Insurance
6.6 Unemployment Compensation Benefits
7.ÌýBenefits Following Retirement
7.1 Normal Retirement Age
7.2 Social Security
7.3 Income from Â̾ÞÈËÊÓƵ 403(b) and 457(b) Retirement Accounts
7.4 Medical Coverage for Retirees Age 62 through age 65 and for Full-time Certified Police Officers
7.5 Medical Coverage for Retirees over Age 65 with the Additional Retiree Contribution (ARC)
7.6 Medical Coverage for Retirees Over Age 65 with the Medicare Complementary Plan
8.ÌýBenefits Following End of Service Due to Disability
8.1 Long-Term Disability Insurance
8.2 Workers' Compensation while DisabledÌý
1.ÌýDefinition
2.ÌýAuthority
3.ÌýAffirmative Action Officers
4.ÌýAffirmative Action Plan
C. Employment
1.ÌýAuthority
1.1 Authorization
1.2 Component Institution Adoption
2.ÌýEqual Employment Opportunity/Affirmative Action
2.1 Â̾ÞÈËÊÓƵ shall act affirmatively
2.2 DiscriminationÌý
2.3 Genetic Information Nondiscrimination Act (GINA)
2.4
3.1 Institutional Compliance Officer
3.2 Pre-Advertising Requirements
3.3 Advertising
3.4 Selection
3.5 Exceptions to normal recruitment and selection procedures and policies
4.ÌýPlacement
4.1 Verification of Right to Work
4.2 Background Review
4.3 Starting Salary for Status Employees
4.4 Confirmation of Employment
4.5 Accommodations
4.6 Post Employment Physical Examinations
5.ÌýOrientation
5.1 Each institution provides an employee orientation program
6.ÌýAppointments and Employment Relationships
6.1 Definition
6.2 Definitions of parameters important to each employment relationship
6.3 Types of Employment Relationships
6.4 Non-Employment Relationships
6.5 Retiree Relationships
7.1 Goal
7.2 ReviewÌýCriteria
7.3 Institutional Responsibility
7.4 Responsibilities for Performance Reviews
7.5 Performance Review Process
7.6 Timing and Frequency of Performance Reviews
7.7 Uses of Performance Review
8.ÌýPerformance Related EmploymentÌýActions
8.1 Introductory Period for Newly Hired Employees
8.2 Unsatisfactory Employee Performance
9.ÌýEmployment Actions Unrelated to Performance
9.1 Voluntary Resignation
9.2 Retirement from Â̾ÞÈËÊÓƵ
9.3 Employment Termination Due to Lack of Funding/Appointment Limitation
9.4 ProgrammaticÌýDisplacement of Faculty
9.5ÌýEmployment Termination Due to Financial Exigency
9.6ÌýInvoluntary Termination for Other Reasons Unrelated to Performance -- Separation Policy for Employees not Covered by a Collective Bargaining Agreement
10.ÌýPayout of Paid Time Off Upon Employment Termination
11.ÌýEmployment Breaks in Service - Status Employees
11.1 Employment Breaks of One Year or Less
11.2 Employment Breaks Greater than One Year
12.ÌýFitness For Duty
12.1 Faculty or staff member concerned about his/her own fitness for duty
12.2 Medical Evaluation
12.3 Medical Evaluation--Heavy Physical Work and/or Food Handling
12.4 Confidentiality
13.ÌýSeparation Incentive Plans (SIP)
13.1 Goal
13.2 Authority
13.3 Conditions
13.4 Financial Maximums
13.5 Legal/Human Resources Approval
14.ÌýEmployment Files
14.1 Existence and Uses
14.2 Authorized Users
14.3 Composition of Files
14.4 Computerized Employee Information
15.ÌýHIPAA
15.1 Scope of Policy
15.2 Definition - Covered Information
15.3 Authority
15.4 Notification
16.ÌýLeaves Without Pay
16.1 PersonalÌýLeave Without Pay
16.2 Leave for Medical Reasons
16.3 Involuntary Leave Without Pay
16.4 Benefit Continuation
16.5 Employee Notification and Return From Leave
16.6ÌýSubsequent Leaves
17.ÌýMilitary Leave
17.1 Eligibility
17.2 Temporary Active Duty
17.3 Extended Active Service
17.4 Reinstatement
17.5ÌýRetaliation or discrimination
18.ÌýLeave for First Responders
19.ÌýFamily and Medical Leave Act (FMLA)
19.1 Eligibility
19.2 Definition
19.3 Conditions of Leave
19.4 Responsibility
19.5 Benefits During Leave
19.6ÌýMiltary-Related FMLA Leave
19.7ÌýComplaints
19.8ÌýCollective Bargaining Units
20.ÌýJury Duty and Witness Leave
20.1 Description
20.2 Crime Victim Policy
21.ÌýFlexible Work Arrangements
21.1 Flextime
21.2 Flex-Year
21.3 Reduced Time
21.4 Hybrid Work
21.5ÌýFully Remote Work
21.6ÌýWork From Anywhere
21.7ÌýNon-Exempt Hourly Paid Employees
21.8ÌýExempt Salaried Paid Employees
21.9ÌýFlexible Work Arrangements Eligibility
21.10ÌýAuthority to Terminate
22.1 Scope
22.2 Eligibility Based on Business Need
22.3 Clarification
22.4 Allowances
22.5 Reimbursements
22.6 Effective DateÌý
23.ÌýReporting Allegations of Employee Sexual Harassment and Violence
23.1ÌýReporting to the Chief Executive Officer
24. Expression of Milk in the Workplace
24.1 Supporting Employee Well-Being and Success
24.2 Policy Statement
24.3 Definitions
24.4 Applicability of the Policy
24.5 Procedures
D. Employee Relations & Safety
1.ÌýAuthority
1.1 Chancellor's Authorization
1.2 Component InstitutionÌýAdoption
2.1 Goal
2.2 Commitment & Responsiblities
2.3 Legal Requirements
2.4 Drug/Alcohol Free Awareness
2.5 Employee Alcohol and Controlled Substance Testing
3.ÌýSafety
3.1 Safe and Secure Environment
3.2 Toxic Substances
3.3 Occupational Accidents/Injuries/Illness
3.4 Injuries to students, guests and visitors
3.5
3.6 Amorous Relationship Policy
4.ÌýNon-Smoking
4.1 Indoor Smoking Law
4.2 Smoking Prohibited
4.3 Exclusions
4.4 Complaints
4.5 Component InstitutionÌýAdoption
5.ÌýWellness
5.1 Purpose
5.2ÌýEmployee Assistance Program (EAP)
6.ÌýNepotism
6.1 Number of family members allowed to be employed
6.2 Definition
7.1 Professional activities
7.2 Potential for conflict of interest
7.3 Professional consulting activities of faculty
7.4 Compensated professional activities for faculty
7.5 Arrangements
7.6 Professional activities of part-time faculty and lecturers
7.7 Cooperative Extension
7.8 Professional activities of Exempt Employees
7.9 Professional Activities of Non-Exempt Employees
7.10ÌýUse of University System facilities, supplies, equipment, services, letterhead or name
7.11ÌýEmployeesÌýwho would benefit financially
7.12ÌýAppropriation of Institutional Services or Business Opportunities
8.ÌýPolitical Activity Regulations
8.1 Purpose
8.2 Rights of assembly and freedom of speech
8.3 Reasonable use of institutional facilities
8.4 Outside speakers
8.5 Responsibility of Â̾ÞÈËÊÓƵ
8.6 Participation of Faculty members
8.7 Application of philosophy
8.8 Holding Political Office
9.ÌýPolitical Activity -- Cooperative Extension
9.1 Holding elected or appointed public office
9.2 Providing expert witness testimony in courts, etc.
9.3 Review (Appeal) Process
10.1 Definition
10.2 Commitment & Responsibilities
10.3 Confidentiality
10.4 Non-Discrimination
10.5 Authority
10.6 Preparedness
10.7 Education
11.ÌýUniforms, Equipment and Other Special Clothing
11.1 List of requiredÌýuniforms, protective clothing and equipment
11.2 Exceptions
11.3 Termination
12.ÌýEmployee Complaint and Grievance Procedures
12.1 Authority
12.2 Standard of Conduct
12.3 Delegation
12.4 Institutional Grievance Procedures
12.5 Record Keeping and Reporting
13.ÌýNon-work Related Solicitations
13.1 Goal
14.ÌýEmergency Response
14.1 Staffing
14.2 Monetary Payment
14.3 Benefit Continuation
14.4 Other ConsiderationsÌý
E. Professional Development and Training
1.ÌýAuthority
1.1 Authorization of Chancellor
1.2 Component Institution Adoption
1.3 Component Institution Responsibility
2.ÌýProfessional Development and Training
2.1 Goal
2.2 Conduction of Training
2.3 Institutional Office Responsiblities
2.4 Funding
3.ÌýJob Exchange
3.1 Faculty Exchange Programs
3.2 Exempt Employee Exchange Programs
3.3 Other Procedures and/or Contractual Relationships
4.ÌýProfessional Development Leave
4.1 Goal
4.2 Leave Conditions
4.3 Leave Approval
4.4 Sabbatical-Faculty
4.5 Exempt Employee Professional Development Leave
4.6 Principal Administrator's Professional Development Leave
4.7 Benefits
5.ÌýMemberships in Professional Organizations
5.1 Explanation
6.1 Intent and Hiring Guidelines
6.2 Criteria/Conditions
6.3 ProceduresÌý
F. Compensation
1.ÌýAuthority
1.1ÌýDefinition of Compensation
1.2ÌýClassification and Pay Ranges
1.3ÌýAdditional Pay Policies
2.ÌýJob Evaluation
2.1 Authority/Evaluation System
2.2 Job Content and Organizational Structure
2.3 Administration
3.ÌýEstablishment of Pay Ranges
3.1 Pay Ranges
3.2 Assignment of Classified Jobs to Pay Ranges
4.ÌýDetermination of Exempt/Non-Exempt Status
4.1 Description
5.ÌýPay Policies and Practices
5.1 Workweek Definitions and Authority
5.2 Records
5.3 Non-Exempt/Hourly Pay Policies
5.4 Non-Exempt Paid Holiday Leave
5.5 Non-Exempt Pay During Curtailed Operations
6.ÌýPay Policies
6.1 Definition
6.2 Holiday Pay
6.3 Curtailed Operations
7.ÌýAdditional Pay
7.1 Definition
7.2 Conditions for Review and Approval of Additional Pay
7.3 Hourly-based Additional Pay for Services for adjunct appointments
7.4 Salary-based Additional Pay for Services -- by Event, Project, or Course
7.5 Additional Pay -- Recognition, Recruitment, Other
8.1 Starting Salary
8.2 Promotion
8.3 Transfer
8.4 Reclassification
8.5 Demotion
8.6 Interim Appointment
9.ÌýOther Types of Salary AdjustmentsÌý
9.1ÌýAcross-the-Board Increase
9.2ÌýGeneral Increase
9.3ÌýMarket Equity Range Change
9.4ÌýEquity Adjustment
9.5ÌýMerit Increase
9.6ÌýAdministrative Adjustment
9.7ÌýDiscretionary Increase
9.8ÌýDelay of Increases
10.ÌýPay Distribution
10.1 Pay Year/Periods
10.2 Compensation Schedules
10.3 Pay Advances
10.4 Pay Deductions
10.5 Pay Effective Dates
10.6 Deceased Employee
10.7 Honorarium Pay
11.ÌýTotal Compensation for Executive Officers
11.1 Delegation
11.2 Policy
11.3 Financial Prudence
11.4 Total Rewards
11.5 Chief Executive Officer's (CEO)ÌýResponsibility
