New Employees From - Facilities Management

Welcome to
To: New Employees
From: Mike Berthelsen, AVP
Re: Welcome!
We are glad you have joined the University of Minnesota’s Facilities Management Team.
Together we take care of over 24 million square feet and “Make the University Work.”
It’s an exiting time to be part of FM -- an organization that lives the three C’s:
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Customer-focused
Culture of accountability
Cost effective service
You were hired because we believe you can help us fulfill our mission. While our work is to
keep the lights on, buildings heated, spaces cleaned and grounds maintained, our efforts help
make possible the critical teaching, research and outreach for which the University of Minnesota
is famous. Did you know the U has developed the:
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Pacemaker
Seat belt
“K-ration” – light, easy-to-transport meal for the armed forces
“Black Box” flight recorder
You will play a critical role in making sure these life changing activities continue.
This binder contains information we hope will help you successfully start your career in FM. If
you have any questions, please contact your supervisor.
Welcome aboard!
Mike
University Services
New Employee Checklist
Welcome to Facilities Management! Below is a brief checklist for you to review with your
supervisor. We want to set you up for success in your new position.
First Day
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Do you have a phone, computer and instructions on how to use them?
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Do you have a current phone list?
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Do you have a new employee binder?
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Have you reviewed and signed your employee handbook?
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Have you met with payroll and filled out those documents?
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Do you know your U of M ID number and X.500 account/password?
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Have you reviewed your job description and organization structure?
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Are you clear on what your supervisor expects from you?
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Do you have the keys and building access needed to do your job?
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Have you gotten your “U” card?
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Do you know the dates for the following:
University orientation
University Services orientation
Keys to Supervision class (for supervisors)
Core Supervision skills class (for supervisors)
First Week
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Have you reviewed your organization's policies and procedures?
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Have you reviewed University Services Mission/Purpose/Values and Goals?
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Have you met your U Services HR Consultant?
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Are you able to access all the services on the U’s self-service page http://www.hrss.umn.edu/?
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Has your supervisor ordered business cards for you?
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Have you received your FM ID Badge?
First Month
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What training has been scheduled for you (examples below)?
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Safety (safety orientation and safety checklist)
Technical
Compass
Other IT Training
Building Controls Training
Building Services Training
Asbestos Survey
Specific critical info – key pieces of equipment, key customers etc.
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Do you know what is expected from you both as an employee and supervisor in FM’s
Performance Based Evaluation System (PBES)?
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Have you reviewed the discipline process and are you aware of resources like HR,
EAP and Conflict Resolution?
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Have you reviewed FM’s Strategy Map?
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Do you have the reports necessary to conduct your job? Do you understand how your
group’s performance is measured on the monthly scorecard?
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Have you discussed different career paths available within FM?
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Have you signed up for your benefits?
First Quarter
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Are you familiar with the contracts governing the bargaining units in your area?
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Have you reviewed the U’s Budget model?
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Are you familiar with how employees are hired within University Services?
University of Minnesota
FM Management Expectations
Role of Facilities Management
Facilities Management supports the academic enterprise. If Facilities Management works, then
the University has a place to conduct and fulfill its mission of teaching, research and service.
Mission
Our mission is to provide world class service by being a customer-focused organization,
featuring a culture of accountability and cost effective service.
Executive Leadership Role
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Vision/Direction, Resource and Support.
Align and integrate strong “businesses” and a healthy culture/work environment.
Management objectives: provide quality service, ensure accountability, seek continuous
improvement and build human capacity.
We are leaders in the University and should participate in the University community.
As leaders, we will comply with University policy, model this behavior and ensure our
employees do so as well.
Values/Norms of Behavior
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We will come to our work with energy, enthusiasm and optimism.
We will respect and be honest with others.
We will seek out the opinion of others, recognize that a solution will incorporate the ideas
and expertise of many diverse people.
If we have a concern, are upset or angry, we will seek resolution with the person(s)
concerned.
If we can’t achieve constructive conflict resolution, we will ask for assistance.
If there is a problem we try to solve it locally first and then “send it up the chain of
command.” Ageing a problem only makes it worse and less solvable. No surprises
please.
We will be invested in the success of the University, Facilities Management and every
Facilities Management employee.
“What’s mine, is yours” – Resources and skills will be shared to achieve our enterprise
success and objectives.
We will strive to be a learning organization, and continuously increase our knowledge
and expertise.
We will commit to excellence and getting the job done right.
Work Plans and Annual Reviews
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Each Director will develop an annual work plan that will be reviewed and confirmed by
the Associate Vice President.
Associate Vice President will conduct an annual review based on the prior year’s work
plan performance and document this process.
Each Facilities Management Director will be expected to conduct reviews on their
respective direct reports and will document these performance assessments.
Associate Vice President will meet with Directors regularly (at least monthly) to discuss
progress and difficulties with work plan items.
We will develop SMART work plans which can be clearly measured and have defined
end points.
Performance and Outcomes
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We will identify best practice peers, share information and learn from them.
We will benchmark with research university peers and public and private sector
comparable services.
We will define our customers/stakeholders and engage them in a legitimate, iterative
dialog regarding the functions and services we offer.
We will define efficiency, effectiveness and outcome measures to assist individuals,
managers and customers/stakeholders in assessing our success.
We will conduct an independent review process to gauge our success.
We will engage our customers – proactively communicating with them to help prioritize
solutions, honoring our commitments to them and seeking feedback on our performance.
We will engage our employees – setting clear expectations, providing regular feedback,
empowering them to make decisions and recognizing their strengths and areas of growth.
We will take risks – pursuing our goals until directed to stop, while learning from our
mistakes.
Finances
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Facilities Management units will operate within annual approved budgets.
Any expenditure beyond budget will be discussed with the Associate Vice President as
soon as it is identified.
Structural budget issues should be discussed with the Associate Vice President
immediately and a work plan should be developed in consultation with the Associate
Vice President.
Any “solution” to address a Facilities Management budget challenge will not adversely
impact other University units.
Facilities Management will work together to address University budget shortfalls and be
a partner in addressing the University’s financial stresses.
Human Resource
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Our objective is to become an employer of choice.
Our work force will be diverse and reflect the community that we serve.
We are committed to growing the skills and capacity of our work force.
Each Facilities Management employee will participate in training on a regular basis.
Hiring processes will be open, inclusive and respectful.
All employees will be treated fairly and comparably. We will guard against favoritism
and retaliation.
Selection and promotion will be based on merit (knowledge, expertise and experience),
motivation (eagerness to do the job) and performance.
Each Facilities Management employee will do their work and perform to defined
standards.
Facilities Management will support managers and supervisors with the training, expertise
and time that they need to be successful in their role.
Facilities Management will pursue strategies to build a healthy work environment.
We will ensure that safety is fundamental to getting the job done.
Approval Process
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All contracts or other items that come to the Associate Vice President for signature
should be reviewed by Facilities Management personnel with the requisite expertise and
brief memo explaining the item, the approval required and the recommendation.
Vacation
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Everyone is expected to take vacations. It helps us keep our health, judgment,
perspective and life balance.
Associate Vice President’s office should be notified of vacation/time off for Senior
Management Team members.
Responsibilities should be appropriately delegated during vacation.
Communication
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We will share information and communicate, communicate, communicate.
We will show good judgment and keep confidential information confidential.
During each day, we should consider: what do we know and who should know it.
We will design understandable, consistent communication tools to ensure legitimate
exchange and build confidence and trust with those we serve.
FM Mission, Vision and Values
Mission:
To provide a safe, functional, clean and welcoming campus.
Vision:
To deliver world class customer-focused cost-effective service while promoting a culture of a
accountability.
Values:
Excellence, Integrity, Stewardship & Accountability
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Excellence in our products and services;
Integrity in our actions with those we serve and with each other;
Accountability in the value of our work;
Stewardship of the University.
University Services
ORGANIZATIONAL CHART
O PERATIONS
Auxiliary
Services
Laurie Scheich
Associate VP
Capital Planning
& Project Mgmt
Suzanne Smith
Assistant VP
Facilities
Management
Mike Berthelsen
Associate VP
Public Safety
Matt Clark
Chief of Police
University
Health & Safety
Ken Kerns
Assistant VP
Bookstores *
Planning *
Central
Services **
U of M Police
Ross Rosati
Monique
MacKenzie
Biosafety and
Occupational
Health *
Matt Clark
Bill Paulus
Betty Kupskay
University Services
Pamela Wheelock
Vice President
Contract
Administration *
(UDS, U Card,
Vending)
Leslie Bowman
General
Services
Office of the Vice
President
Chief of Staff
Leslie Krueger
Marc Partridge
District
Operations
Dave Hutton
Project Delivery *
Bruce Gritters
Utilities and
Engineering
Jerome
Malmquist
Lisa Dressler
Environmental
Programs *
Housing &
Residential Life
Assistant to the VP
Paige Rohman
Parking and
Transportation
Services
Jim Hilgendorf
Emergency
Management *
Shawn Welch
Laurie
McLaughlin
Building Codes *
Jeff Lessard
(Printing, Mailing)
Executive Assistant
Gayle Mitchell
Special Capital Projects
Richard Johnson
Design *
Public Safety
Emergency
Communications
Center *
Mike Austin
Industrial
Hygiene *
Mike Maurer
Lab/Research
Safety *
Ross Allanson
Joe Klancher
U Market
Services **
Radiation
Protection *
Mark Teragawa
Brian Vetter
Workplace
Safety *
Larry Thompson
M ANAGEMENT S ERVICES
* Systemwide responsibility
** Partial systemwide responsibility
August 2015
Communications
Finance and Strategy **
Human Resources
Information Tech **
Tim Busse
Director
Brian Swanson
CFO/Assistant VP
Pamela French
Director
Gabe Garlets - USIT
Chris Nederloe – ASIT
U
NIVERSITY
SERVICES
EMPLOYEE HANDBOOK
UNIVERSITY OF MINNESOTA
Revised May 2013
TABLEOFCONTENTS
INTRODUCTION – SECTION 1 .................................................................................................................... 4 INTRODUCTION ........................................................................................................................................... 4 ABOUT UNIVERSITY SERVICES ................................................................................................................ 4 MISSION ....................................................................................................................................................... 5 VALUES STATEMENT ................................................................................................................................. 5 GENERAL EMPLOYMENT – SECTION 2 .................................................................................................... 6 COMMUNITY ACTIVITIES AND EVENTS .................................................................................................... 6 CONFIDENTIALITY ...................................................................................................................................... 7 CONFLICTS OF INTEREST ......................................................................................................................... 7 DRIVING CHECKS AND MOTOR VEHICLE SAFETY ................................................................................. 8 DISCIPLINARY PROCEDURE.................................................................................................................... 10 EMPLOYEE CONCERNS AND SUGGESTIONS ....................................................................................... 10 EMPLOYMENT REFERENCE CHECKS AND EMPLOYMENT VERIFICATIONS ..................................... 11 EQUAL OPPORTUNITY AND AFFIRMATIVE ACTION ............................................................................. 11 GRIEVANCE PROCEDURE ....................................................................................................................... 11 IMMIGRATION LAW COMPLIANCE .......................................................................................................... 12 ORIENTATION AND TRAINING ................................................................................................................. 12 OUTSIDE EMPLOYMENT .......................................................................................................................... 12 PROBATIONARY PERIOD ......................................................................................................................... 13 1
RESIGNATION ............................................................................................................................................ 13 WORK STANDARDS .................................................................................................................................. 14 EMPLOYEE COMPENSATION AND BENEFITS – SECTION 3 ................................................................ 14 BENEFITS ................................................................................................................................................... 14 HOLIDAYS .................................................................................................................................................. 15 OVERTIME .................................................................................................................................................. 15 PAYROLL ................................................................................................................................................... 16 WORKERS' COMPENSATION/ACCIDENTS ............................................................................................. 17 EMPLOYEE LEAVES – SECTION 4........................................................................................................... 17 FAMILY MEDICAL LEAVE ACT (FMLA) ................................................................................................... 17 ADDITIONAL LEAVES ............................................................................................................................... 18 SICK LEAVE ............................................................................................................................................... 20 EMPLOYEE CONDUCT AND ADMINISTRATION – SECTION 5 .............................................................. 22 ATTENDANCE ............................................................................................................................................ 22 BADGES ..................................................................................................................................................... 22 DRUGS AND ALCOHOL ............................................................................................................................ 23 EMERGENCY CLOSINGS .......................................................................................................................... 23 EMPLOYEE ASSISTANCE PROGRAM (EAP) .......................................................................................... 23 EMPLOYEE CONDUCT .............................................................................................................................. 24 ENTRY OF RESTRICTED SPACES ........................................................................................................... 25 2
PERFORMANCE REVIEWS ....................................................................................................................... 26 PERSONAL APPEARANCE/UNIFORMS ................................................................................................... 26 PERSONAL MAIL ....................................................................................................................................... 27 PERSONNEL FILES ................................................................................................................................... 27 PHONE USE ............................................................................................................................................... 28 REGENT’S SCHOLARSHIP ....................................................................................................................... 29 SECURITY GUIDELINES............................................................................................................................ 29 SOLICITATION AND DISTRIBUTION ........................................................................................................ 30 TAPE RECORDING POLICY ...................................................................................................................... 30 TOBACCO USE .......................................................................................................................................... 31 UNLAWFUL HARASSMENT AND DISCRIMINATION ............................................................................... 31 USE OF UNIVERSITY EQUIPMENT........................................................................................................... 33 WORK SCHEDULES .................................................................................................................................. 34 WORKPLACE SAFETY .............................................................................................................................. 35 WORKPLACE VIOLENCE .......................................................................................................................... 36 ADDITIONAL RESOURCES ....................................................................................................................... 37 ACKNOWLEDGEMENT OF RECEIPT ............................................. ERROR! BOOKMARK NOT DEFINED. 3
INTRODUCTION–SECTION1
INTRODUCTION
Thisemployeehandbookwaspreparedtohelpyoubecomeaninformed,integralmember
oftheUniversityServicesteam.Pleasereaditthoroughlyandkeepitforfuturereference.
TotheextentthatanyprovisionofthishandbookconflictswiththeCivilServiceRules,
and/ortheapplicablecollectivebargainingagreement,theCivilServiceRulesand/or
collectivebargainingagreementprevails.
MoreinformationaboutCivilServiceRules,collectivebargainingagreements,andP&A
rulescanbefoundat:
http://www1.umn.edu/ohr/policies/governing/civilrules/
http://www1.umn.edu/ohr/er/governing/index.html
http://www1.umn.edu/ohr/policies/index.html
Thishandbookdoesnotcreateacontract,eitherexpressorimplied;itshouldnotbe
consideredallinclusive,butratherasetofguidelines;itmaybechangedbythe
organizationunilaterallyatanytime.
Ifyoucannotfindtheinformationyouneedorifyouhavequestionsaboutanymaterial
coveredhere,donothesitatetospeakwithyoursupervisorortheUniversityServices
HumanResourcesDepartmentat(612)624‐1536.
ABOUTUNIVERSITYSERVICES
UniversityServicesisresponsibleforcreatingandsustainingaphysicalenvironmentand
serviceculturethatsupportsandadvancestheteaching,researchandoutreachmissionof
theUniversityofMinnesota.Wearethepeoplebehindthescenesthathelpmakethe
Universityworkeachandeveryday.Weshovelthesnow,servethefood,patrolthestreets,
heatthebuildings,renovatefacilities,monitorlabsafety,andhouseourstudents.Manyof
ourservicessupportboththeTwinCitiescampusaswellaswellasthecoordinate
campuses.Withmorethan3,000employeesinsixmajorfunctions,UniversityServicesis
criticalnotonlytotheday‐to‐dayoperationofallUniversityofMinnesotacampusesbut
alsotothelong‐termsuccessoftheinstitution.
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MISSION
UniversityServicesisabletocarryoutitsservicemissiontotheUniversitycommunity
onlywiththecooperationandfullparticipationofitsemployees.Westrivetomaintain
soundorganizational,management,andfinancialsystemstoensurethatUniversity
Servicesrunssmoothly.Webelievethatbeingabletodiscussworkmattersfreelywillhelp
youtodoyourjobsafely,effectivelyandallowyoutotakeprideinyourwork.Weare
committedto:
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Encouragingaworkenvironmentwhereeachemployeeisempoweredtotake
initiativeonthejob
Establishingateamapproachtoensurethatemployeesworkproductivelyand
efficientlytogether
Encouragingopencommunication,withagoalofbreakingdowncommunication
barriersbetweenallUniversityemployees
Welcomingconstructivereviewofourmanagementvision,programs,andactions
Althoughmanagementcanlaythefoundationforasuccessfulorganization,wedependon
you,theemployees,tohelpmakethishappen.Inreturnforourcommitmentstoyou,we
askyouto:
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Builduponourfoundationtoensuresuccessinourjointeffortstomeettheneedsof
theUniversity
Cooperateandparticipateinmakingourorganizationsuccessful
Workproductively,efficiently,andcost‐effectively
Assistinidentifyingopportunitiesforimprovement
Duetofundingreductionsandotherfactors,layoffsmaybenecessary.Weneithermake
norimplyanyguaranteeofemployment.
UNIVERSITYSERVICESVALUESANDGOALS
Excellence,Accountability,Integrity,andStewardship
VALUES
UniversityServicesiscommittedto:
 Excellenceinourproductsandservices
 Integrityinouractionswiththoseweserviceandwitheachother
 Accountabilityinthevalueofourwork
 StewardshipoftheUniversity
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STRATEGICGOALS
 ExcellentService:Providetherightservices,attherightlevel,attherighttime,at
therightcostthroughcontinuousimprovementandinnovation
 ModelCampus:Provideawell‐maintained,attractive,andhighlyfunctionalcampus
 SafeCampus:Promoteandadvanceasafeandsecureenvironmentforthe
Universitycommunity
 ValuedPartnerships:Engageandpartnerwiththeunitsandpeopleweserve
 MotivatedPeople:MaximizeopportunitiesforthepeopleoftheUniversityto
developandcontribute
 EnterpriseCulture:FosteraUniversityServicesenterpriseculture
GENERALEMPLOYMENT–SECTION2
COMMUNITYACTIVITIESANDEVENTS
TheUniversityencouragesallofitsemployeestoparticipateincommunityactivitiesand
eventsasawaytobuildteamspirit,friendships,andcommunityrecognition.These
activitiesandeventsmust,however,takeplaceontheemployee’spersonaltimeand
employeesmaynotuseworktimetomanagetheactivitiesandevents.
EmployeesparticipatinginactivitiesandeventssponsoredbytheUniversityshouldactina
professionalmannerandavoidengaginginpoorsportsmanshipandunprofessionalor
disloyalbehavior.TheUniversityisnotliableforinjuriesthatoccurduringvoluntary
participationinanyUniversitysponsoredactivitiesandevents.
Seminars
Employeesmaybeallowedtoattendseminarsorworkshopspaidforbythedepartment.
Typically,theemployeemayrequestaseminartoattend,butmanagementreservesthe
righttoscheduleseminarsbasedontrainingneeded.Iftheemployeechoosesafullday
seminar,timetoattendwillbeconsideredequivalenttotheemployee’sscheduledworkday
(nottoexceedeighthours).Iftheseminarisfourhoursorless,theemployeewillbe
expectedtoreturntoworkortakevacationtimefortherestoftheirworkday.
Ifthedepartmentrequiresanemployeetoattendaseminaroutsideofnormalworkhours,
thedepartmentmayrescheduletheemployee’sworkhoursorpayovertimeforthehours
required.
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Promotions
YouareencouragedtoseekpromotionalopportunitiesattheUniversity.Newopeningsand
promotionalopportunitiescanbefoundbycallingtheUofMJobCenterat(612)624‐8647
orbyaccessingtheEmploymentwebsiteathttp://www.umn.edu/ohr/employment
CareerandPersonalDevelopment
TheUniversityencouragesyoutohaveaplanforself‐developmentandcareergrowth.
Continuingtolearnandgrowonthejobwillincreasesatisfactionatwork.Youshould
discussplansforbuildingjobskillsandmovingtowardcareerobjectiveswithyour
supervisor.
UniversityServicesHumanResourcesofferson‐sitetraininginvariouswork‐related
topics,asdoestheUniversity’sCentralHumanResourcesdepartment.Watchtheemployee
bulletinboardsforupcomingtrainingopportunities,oraccesstheinformationviathe
Internetathttp://www.uservices.umn.edu/hr/training.html
CONFIDENTIALITY
TheUniversity’sinternalbusinessaffairsshouldnotbediscussedwithanyoneoutsidethe
departmentexceptasmayberequiredinthenormalcourseofbusiness."Confidential
information"isanyinternalbusinessinformationsuchasdevelopmentofsystems,know‐
how,technology,internalreports,procedures,orotherinternalbusiness‐related
communication,anemployeelearnsordevelopsduringthecourseofemploymentandis
notgenerallyknownoutsideoftheirdepartmentwithintheUniversity.
Informationdesignatedas"confidential"istobediscussedwithnooneoutsidethe
departmentandonlydiscussedwithinthedepartmentona"needtoknow"basis.Misuseof
informationmayresultindisciplinaryaction,uptoandincludingtermination.
CONFLICTSOFINTEREST
TheUniversityoperateswithintegrityandunderethicalbusinesspractices.Therefore,
everyemployeehasanobligationtoconductbusinesswithinguidelinesthatprohibitactual
orpotentialconflictsofinterest.Examplesofaconflictofinterestcouldincludebutarenot
limitedtothefollowing:hiringanemployeewhoisarelativewithoutpriorapprovalfrom
management,usingUniversityresourcesinfurtheranceofprivateoroutsidebusiness
activities,engaginginoutsideactivityorhavingpersonalfinancialintereststhatmight
impairanemployee’sindependenceofjudgmentconcerningUniversitybusiness,and
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acceptinggifts,benefits,orunusualhospitalitythatmayaffectdecisionsregardingthe
employee’sactionsconcerningUniversitybusiness.
Anactualorpotentialconflictofinterestoccurswhenanemployeeisinapositionto
influenceadecisionthatmayresultinanunauthorizedpersonalgainforthatemployeeor
forarelativeasaresultofUniversityServices’businessdealings.Forthepurposesofthis
policy,arelativeisanypersonwhoisrelatedbybloodormarriage,orwhoserelationship
withtheemployeeissimilartothatofpersonswhoarerelatedbybloodormarriage.
Businessdealingswithoutsidefirmsshouldnotresultinunusualgainsforthosefirmsor
incentivesforouremployees.Unusualgainreferstobribes,productbonuses,specialfringe
benefits,unusualpricebreaks,andotherwindfallsdesignedtoultimatelybenefitthose
firms,theemployee,orboth.
No"presumptionofguilt"iscreatedbythemereexistenceofarelationshipwithoutside
firms.However,ifemployeeshaveanyinfluenceontransactionsinvolvingpurchases,
contracts,orleases,itisimperativethattheydisclosetoHumanResources,assoonas
possible,theexistenceofanyactualorpotentialconflictofinterestsothatsafeguardscan
beestablishedtoprotectallparties.
EmployeesshouldcontacttheirimmediatesupervisororUniversityServicesHuman
Resourcesformoreinformationorquestionsaboutconflictsofinterest.
Moreinformationaboutconflictsofinterestcanbefoundat:
http://www.policy.umn.edu/Policies/Operations/Compliance/CONFLICTINTEREST.html
http://purchasing.umn.edu/policy/policy.html
DRIVINGCHECKSANDMOTORVEHICLESAFETY
Employeeswhohaveaccesstodepartmentvehiclesinthecourseofcarryingouttheirjob
dutiesaresubjecttoadditionalpre‐employmentbackgroundchecksthatincludedriving
andcriminalrecords.AsaUniversityemployee,itisimperativetomaintainacleandriving
andcriminalhistorythroughoutemployment.Intheeventanincidentshouldoccur,you
mustreportittoasupervisorassoonaspossible.TheUniversityreservestherightto
periodicallycheckyourdrivingandcriminalrecordsoverthecourseofyouremployment.
Violationsaresubjecttodisciplinaryaction,uptoandincludingtermination.
Driversmust:
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BeemployeesoftheUniversityofMinnesotaonofficialUniversitybusiness
Beatleast19yearsofageandpossessavalidU.S.orCanadiandriver’slicense
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AvoidanyactofimproprietywhenusingUniversityidentifiedvehiclesortraveling
onUniversitybusiness
Obeyallcity,state,andfederalregulationsconcerningthedrivingandoperationof
vehicles
Useandrequirealloccupantstouseseatbelts,airbags,andothersafetyequipment
providedwiththevehicle
ComplywithUniversityServices’drugandalcoholpolicy
ComplywiththeUniversityVehicleLossControlProgram
Universityvehiclesmay:
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OnlybeusedforauthorizedUniversitybusinesspurposes
Onlybedrivenbyauthorizeddrivers
UniversityvehiclesmayNOT:
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Beusedforvisits,sightseeing,sidetrips,personaltravel,orcommutingbetweenthe
worklocationandhome
SmokingandtobaccouseisstrictlyprohibitedinUniversityvehicles.Driversmustusethe
mostdirectrouteintimeand/ormileagewhentraveling.Ifauthorizedtodriveapersonal
vehicleforwork,employeesmaysubmitexpensesforreimbursement.
Traffic/parkingviolationsaretheresponsibilityoftheemployeeandallfinesshouldbe
paidpromptly.Violationoftrafficlawsorotherviolationsofthispolicymayresultin
disciplinaryaction,uptoandincludingtermination.Anyemployeeinvolvedinanaccident
whiledoingbusinessasaUniversityemployeemustnotifytheirsupervisorimmediately
forfurtherinvestigation.
Universityvehiclesnotinusemustremainoncampusinassignedparkingspaces.With
priorapproval,vehiclesmaybetakenhomeovernightwhenauthorizedout‐of‐town
meetingsorearlymorningorlateeveningoff‐campusmeetingsarescheduled.
NoTextingWhileDriving
InaccordancewithMinnesotaStatute§169.475,UniversityServicesprohibitsemployees
fromoperatingamotorvehiclewhileusingawirelesscommunicationsdevice(e.g.,cell
phone,PDA,pager,computer,smartphone,etc.)tocompose,read,orsendanelectronic
messagewhenthevehicleisinmotionorapartoftraffic.Anelectronicmessageincludes,
butisnotlimitedto,e‐mail,atextmessage,aninstantmessage,andaccessingtheWorld
WideWeb.Thisprohibitionappliesatalltimes,includingwhiledrivingforbusiness
purposesandwhilecommunicatingforbusinesspurposeswhiledrivingforbusinessor
not.Thisprohibitionalsoappliesregardlessofwhetherthemotorvehicleispersonalor
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University‐provided,andwhetherthewirelesscommunicationdeviceispersonalor
University‐provided.
Thispolicydoesnotapplyifitisnecessarytouseawirelesscommunicationsdevicewhile
operatingamotorvehicletoobtainemergencyassistanceto(i)reportatrafficaccident,
medicalemergency,orserioustraffichazardor(ii)preventacrimeabouttobecommitted,
orifthereisreasonablecausetobelievethataperson'slifeorsafetyisinimmediate
danger.Inaddition,thispolicydoesnotapplytowirelesscommunicationdevicesusedin
anauthorizedemergencyvehiclewhileintheperformanceofofficialduties.
Ifanemployeewishestoengageinconductprohibitedbythispolicy,theemployeemust
pulloutoftrafficandstopthecarinasafelocationand/orusethewireless
communicationsdevicesolelyinavoice‐activatedorotherhands‐freemode.
CellPhoneCallsWhileDriving
Youareencouraged,andinsomedepartmentsyoumayberequired,nottotalkoncell
phoneswhiledriving.Ifpossible,pullofftheroadwayinasafeareaandstopthevehicle
beforetakingorplacingacall.Donotpulloverontotheshoulderoftheroadwayor
freeway.Roadwayshouldersaretobeusedinemergenciesandcanbeadangerous
locationtoparkavehicle.
DISCIPLINARYPROCEDURE
Itisourpolicytohandledisciplineproblems,includingviolationsofworkstandards,fairly
andconsistently.Specificsofthedisciplinaryprocessareoutlinedincollectivebargaining
agreementsandCivilServiceRules.
EMPLOYEECONCERNSANDSUGGESTIONS
TheUniversityiscommittedtomaintainingopportunitiesforemployeestovoicetheir
ideas,askquestions,andoffersuggestions.Departmentalmeetingsprovideaforumfor
discussionandperiodically,wemayaskforyourfeedbackinopinionsurveys.
NoemployeewillbedisciplinedforrespectfullyvoicingtheiropinionwithUniversity
Serviceswhendoneinareasonable,business‐likemanner.Pleasekeepinmindthatnot
everyproblemcanberesolvedtoeveryone’stotalsatisfaction.Onlythroughunderstanding
anddiscussioncanemployeesandmanagementdevelopconfidenceineachother.This
confidenceisimportanttotheoperationofanefficientandharmoniousworkenvironment.
10
EMPLOYMENTREFERENCECHECKSANDEMPLOYMENTVERIFICATIONS
TheUniversityofMinnesotaoffersanautomatedemploymentandincomeverification
servicethatallowsemployeestohaveemploymentandsalaryverifiedinminutes.This
serviceisprovidedthroughathird‐partyproductcalledTheWorkNumber.Thisfast,
secureserviceisusedformortgageapplications,referencechecks,loanapplications,
apartmentleaseapplications,oranyreasonyoumayhavetoverifyyourUniversityof
Minnesotaemploymentinformation.
TolearnhowtouseTheWorkNumber,visithttp://hrss.umn.edu/verification/index.html.
Ifyouhaveanyquestionaboutusingorcompletingthisverificationservice,pleasecallthe
HumanResourcesCallCenterat612‐625‐2016.
EQUALOPPORTUNITYANDAFFIRMATIVEACTION
TheUniversityofMinnesotaiscommittedtothepolicythatallpersonsshallhaveequal
accesstoitsprograms,facilities,andemploymentwithoutregardtorace,color,creed,
religion,nationalorigin,sex,age,maritalstatus,disability,publicassistancestatus,veteran
status,orsexualorientation.
TheUniversitywillfollowaffirmativeactionprocedurestopromoteequalopportunityin
employmentforwomenandmembersofunderrepresentedgroups.Inaddition,all
contractorswiththeUniversity,includingitssuppliersofgoodsandservices,willbe
requiredtobeequalopportunityemployers.
TheUniversityofMinnesota’sBoardofRegentsandadministrationarecommittedto
ensuringasenseofcommunitythatrecognizesandappreciatesthevalueandimportance
ofadiverseworkforce.
MoreinformationontheUniversity’scommitmenttodiversityandproceduresfordealing
withdiscriminationisavailablefromtheOfficeofEqualOpportunityandAffirmative
Action(OEOAA).TheOEOAAcanbereachedbyphoneat(612)624‐9547orviathe
Internetathttp://www.eoaffact.umn.edu.
GRIEVANCEPROCEDURE
Ifaproblemintheworkplacearises,theUniversityencouragesopencommunication
betweenemployeesandtheirsupervisors.Thegrievanceprocedureisanoptionifother
problemresolutioneffortsareunsuccessful.Theemployeegrievanceprocedureisoutlined
inthecollectivebargainingagreementsandCivilServiceRules.Grievanceformsmustbe
filedwithinthetimelimitsspecifiedintheappropriatecollectivebargainingagreementor
CivilServiceRulesorthegrievancemaybewaived.
11
IMMIGRATIONLAWCOMPLIANCE
TheUniversityiscommittedtoemployingindividualswhoareauthorizedtoworkinthe
UnitedStates.IncompliancewiththeImmigrationReformandControlActof1986,asa
conditionofemployment,eachnewemployeemustcompletetheEmploymentEligibility
VerificationFormI‐9andpresentdocumentationestablishingidentityandemployment
eligibility.Formeremployeeswhoarere‐hiredmustalsocompletetheformiftheyhave
notcompletedanI‐9withUniversityServiceswithinthepastthreeyears,oriftheir
previousI‐9isnolongerretainedorvalid.Alljoboffersandemploymentwiththe
Universityarecontingentuponverificationofemploymenteligibility.
Employeeswithquestionsorseekingmoreinformationonimmigrationlawissuesshould
contactHumanResources.Employeesmayraisequestionsorcomplaintsabout
immigrationlawcomplianceingoodfaithwithoutfearofreprisal.
ORIENTATIONANDTRAINING
TohelpyoubecomefamiliarwithUniversityServices,yourassignedresponsibilities,and
theskillsrequiredforefficientjobperformance,UniversityServicesmayperiodically
conductorientationandtrainingprograms.Inordertokeepyouinformedanduptodate
onchangesthatmayaffectyourposition,additionalcontinuingeducationand/ortraining
programsmaybeencouragedand/orrequired.
OUTSIDEEMPLOYMENT
Becauseouremployeesareoneofourmostvaluableassets,UniversityServicesdepends
onyoutodevoteyourfullattentionandefforttoyourduties.Employeesmayholdoutside
employmentaslongastheyareabletomaintainalevelofperformancesatisfactorytotheir
supervisor.EmployeeswillbesubjecttoUniversityServices’schedulingdemands,
regardlessofexistingoutsideworkrequirements.Generalguidelinesinclude:

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Outsideemploymentthatconstitutesaconflictofinterestisprohibited
Employeesmaynotreceiveanyincomeormaterialgainfromindividualsoutside
theorganizationformaterialsproducedorservicesrenderedfromworkperformed
duringthenormalfunctionoftheirUniversityresponsibilities
Illegalorunethicaloff‐dutyconductbyanemployeethatadverselyaffectsthe
University’slegitimatebusinessinterestortheemployee’sabilitytoperformhisor
herjobwillnotbetolerated
Employeesmaynotperformfunctionsforoutsideemployerswhilebeingpaidfor
thosesamehoursbytheUniversityofMinnesota,normayworkforoutside
employersbeperformedonUniversitypremisesorusingUniversityequipmentor
resources
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Violationofthispolicy,includingfailuretodisclosetheoutsideemployment,mayresultin
disciplinaryaction,uptoandincludingtermination,(andtheemployeemaybeaskedto
resigntheoutsideposition).
PROBATIONARYPERIOD
YourUniversityemploymentmaybeginwithaprobationaryperiod.Thelengthofthe
probationaryperioddependsuponyouremploymentclassification.Thisinformationis
containedintheapplicablecollectivebargainingagreementandtheCivilServiceRules.The
probationaryperiodisconsideredpartoftheselectionprocess.Duringthistime,a
supervisorwillcloselyobserveyourwork,helpyouunderstandyourjobresponsibilities,
andgiveyoufeedbackonyourperformance.
RESIGNATION
Voluntary
Resignationisavoluntaryactinitiatedbytheemployeetoterminateemploymentwiththe
University.TheUniversityrequestsatleasttwo(2)weeks'writtennotice(priortothelast
day)fromallemployees.
Employees,onorbeforetheirlastdayofwork,mustreturnallUniversityproperty.Where
permittedbyapplicablelaws,theUniversitymaywithholdfromtheemployee'sfinal
paycheckthecostofanyitemsthatarenotreturnedwhenrequired.TheUniversitymay
alsotakeallactiondeemedappropriatetorecoverorprotectitsproperty.
Departingemployeesmaybeinvitedtocompleteanonlineexitsurvey.Thesurveyisan
opportunitytoexpressopinionsaboutyourworkexperienceattheUniversity.Comments
willhelptomaketheUniversityabetterplacetowork.Anin‐personexitinterview
betweentheemployeeandamanagementrepresentativemayalsoberequested.Exit
interviewsallowemployeestodiscusstheirexperiencesinfurtherdepth.
Employeescoveredunderourgrouphealthand/ordentalplansareresponsibleforthe
employeeportionoftheirlastmonth’spremiumwhichwillbedeductedfromtheirfinal
paycheck.PleasecontactEmployeeBenefitswithanybenefit‐relatedquestionsat(612)
624‐8647.
IfanemployeeisobligatedtoreimbursetheUniversityforanyexpenses,theUniversity
willprovidetheemployeewithanauthorizationformfortheirsignaturetodeductthese
expensesfromtheirfinalpaycheckunlessotherarrangementsaremade.
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Involuntary
AninvoluntaryterminationisinitiatedbytheUniversity.TheUniversitymayterminate
employmentwithorwithoutnotice,accordingtotheapplicablecollectivebargaining
agreement,CivilServiceRulesorUniversityPolicy.Unlessotherwiserequested,finalpay
willbeissuedattheendoftheregularlyscheduledpayrollperiod.
WORKSTANDARDSANDSATISFACTORYJOBPERFORMANCE
WewanttotreatallUniversityemployeesinareasonable,fair,andconsistentmanner.We
expectemployeestoworkdiligentlyandtothebestoftheirabilityatalltimes.Each
employeeisaccountablefortheirperformanceandpersonalconductinmakingsurethe
workenvironmentisefficient,productive,andsafe.
Hospitalityandcustomersatisfactionareextremelyimportantinanyjob,especiallyinthe
serviceindustry.Customersareimportant;theyarethereasonwearehere.Yourserviceis
criticaltomeetingthecustomer’sneedsandexpectations.Ifaproblemwithacustomer
occurs,contactyoursupervisor.
AcceptingajobwiththeUniversitymeansyouaccepttheUniversity‐wide,aswellas
department‐specific,workstandardsandpolicies.Violationofthesestandardsandpolicies
mayresultindisciplinaryaction,uptoandincludingtermination.Becausewecannot
anticipateeveryworksituationthatmayarise,wereservetherighttoadd,modifyor
deletethesestandardsandpoliciesasneeded.
Youareexpectedtoperformtheresponsibilitiesofyourjobinaprofessional,safe,and
efficientmanner,strivingforqualitycustomerservice.Disciplinaryaction,uptoand
includingtermination,mayresultfromnegligentorless‐than‐satisfactoryjobperformance
underthefollowingcircumstancescitedasexamples:
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Refusaltocarryoutaworkassignment
Violationofsafety,security,orqualitypractices(Youmustpromptlyreportunsafe
conditionsorpersoninjury)
Insubordinationorrefusaltofollowyoursupervisor’sinstructions
Consistentlypoorjobperformance
Failuretocommunicateorworkwithfellowemployeesonjobassignments
Interferencewiththeworkofothers
Less‐than‐satisfactoryperformanceorencouragingotheremployeestoperformless
thansatisfactorily
Jobabandonmentorsleepingonthejob
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Use,possession,ordistributionofalcoholorcontrolledsubstancesduringworking
hours,ortheUniversityvehicles(Useofmedicationsprescribedforyoubya
medicaldoctorornotprohibitedunlesstheyadverselyaffectperformanceofsafety)
Reportingtoworkand/orbeingfoundtobeundertheinfluenceofalcoholorillegal,
controlled,orotherintoxicatingsubstancesduringworkhours
InappropriateuseofUniversitycomputers
EMPLOYEECOMPENSATIONANDBENEFITS–SECTION3
BENEFITS
TheUniversityoffersacomprehensivebenefitsprogramforitsemployees.Thisprogramis
designedtobeflexibletomeetanemployee’slifestyleandsecurityneeds,andtobe
affordableforboththeemployeeandtheUniversity.Includedinthisprogramaremedical
anddentalcoverage,lifeinsurance,shortandlong‐termdisabilityinsurance,apre‐tax
reimbursementaccountforeligiblehealthanddependent‐careexpenses,apre‐taxoptional
retirementsavingsplan,andacomprehensiveretirementplan.Employeeswillreceive
detailsoftheprogramduringtheirfirstmonthofemployment.Forquestions,contact
EmployeeBenefitsat(612)624‐8647orwww.umn.edu/ohr/benefits
HOLIDAYS
Eligibleemployeesareentitledtopaidholidays.Checkwithyoursupervisor,University
ServicesHumanResourcesdepartment,theapplicablecollectivebargainingagreement,or
CivilServiceRulestolearnifyouareeligibleforpaidholidays.
OVERTIME
Employeeswillbecompensatedfortheirhoursworkedinaccordancewithalllegal
requirements.Consultyoursupervisortoverifytheworkweekforyourposition.
Managementmustapproveallovertimeinadvance.Mandatoryovertimemaybescheduled
bythesupervisor.Inappropriateuseofovertimemayresultindisciplinaryaction,upto
andincludingtermination.
Overtimeisdefinedastimeworkedinexcessof40hoursperworkweek.Theemployee
maychooseeitherpayor,ifofferedbythedepartment,compensatorytimeoff(bothattime
andahalf)fortheirovertime.Allovertimeworkedneedstoberecordedandsubmittedto
thedepartmentpayrolloffice.Ifanemployeechoosescompensatorytimeoff,hourswillbe
maintainedinthedepartmenttimekeepingsystemandtheUniversityPeopleSoftSystem.
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PAYROLL
PayisissuedeveryotherWednesdayonatenday‐delayedpayrollcycle.Ifyoubeginwork
onthefirstdayofapayperiod,itwillbe3½weeksbeforeyoureceiveyourfirstpaycheck
whichcoversthefirsttwoweeksworked.Biweeklypayrolldispersestwenty‐sixpaychecks
peryear.
DirectDeposit
Youwillbepaidbydirectdeposittoyourbank..Withdirectdeposit,thenetpay(after
deductions)isautomaticallydepositedintoyourcheckingorsavingsaccountonthe
normalpayday.Youcanviewandupdateyourdirectdepositinformationat
www.hrss.umn.edu.
PayrollDeductions
Bylaw,theUniversityisrequiredtotakecertaindeductionsfromyourpaycheckforsuch
thingsasfederalandstateincometaxesandsocialsecuritytax(FICA).Theamounts
deductedaredeterminedbytheamountyouarepaidandbythenumberofexemptions
claimedonyourW‐4statement.Mandatorydeductionsarealsotakenforemployees
participatingintheMinnesotaStateRetirementFund.EachJanuary,youwillreceiveaW‐2
formshowingyourtotalUniversityearningsfortheyearandthetotalamountoftaxes
withheld.
AccordingtoMinnesotalaw,theUniversitymustaskallemployeestocompleteaform
regardinganycourt‐orderedchildsupportandrequirementsforwithholdingpayments
fromwages.WhentheUniversityreceivesacopyofacourtorderforsuchobligation,the
orderisforwardedtoCentralPayrollforwithholding.
Youmayrequestthatotherdeductionsbetakenfromyourpaycheck,including:



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CommunityFundcontributions
depositstoreimbursementaccounts
voluntarycontributionstotheOptionalRetirementPlan
paymentsforotherapprovedUniversitydeductions
Reviewyourpaycheckstubstoensurethatthedeductionsforeachpayperiodarecorrect.
TimeCards
Itisextremelyimportanttobetimelyandaccurateontimecards.Failuretofollowthe
University’spolicieswillresultindisciplinaryaction,uptoandincludingtermination.
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Forareasthatrequireuniforms,youarerequiredtobeinuniformwhenyouswipein,and
youaretoswipeoutafterfinishingyourwork.Youarenotallowedtoswipeinforother
employeesnorhaveotheremployeesswipeinforyou.
Ifyoumakeamistakeonyourtimecard,youmustfillouttheexceptionlog.Reasonstouse
theexceptionloginclude:
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
Forgettingtoswipeinorout
Usingvacation,comporsicktimeforthepayperiod
Workingoveradesignatedlunchperiod
Thetimeclockisnotworking
FM‐PleaserefertotheFMTimekeeping&AttendancePolicyforadditionalinformation.
WORKERS'COMPENSATION/ACCIDENTS
Employeesmustreportallinjuriesimmediately,regardlessoftheseverity,toasupervisor.
Intheeventthatanemployeesuffersaninjurythatcauseslossoftimefromworkor
requiresmedicaltreatmentbeyondfirstaid,thesupervisormustcompleteaFirstReportof
Injuryform.Thesupervisormayrequiretheinjuredemployeetoseeadoctor.Iftheinjury
ispotentiallylife‐threatening,call911.
Iftheemployeeseeksmedicaltreatmentforawork‐relatedinjuryduringnon‐workhours,
theymustnotifythesupervisoratthestartofthenextscheduledworkday.Failuretodoso
mayresultinthedismissaloftheclaim.Forquestionsorconcernsaboutthesematters,
employeesshouldtalktotheirsupervisororcontactaClaimsAdministratorat(612)625‐
6846(FMemployees)or(612)624‐6019(allotheremployees),orvisit
http://policy.umn.edu/Policies/hr/Benefits/WORKERSCOMP.html.
EMPLOYEELEAVES–SECTION4
FAMILYMEDICALLEAVEACT(FMLA)
FMLAisintendedtoallowemployeestobalancetheirworkandfamilylifebytaking
reasonableleaveforaserioushealthcondition,forthebirthoradoptionofachild,andfor
thecareofafamilymemberwithaserioushealthcondition.
EmployeesareeligibleiftheyhaveworkedattheUniversityforatleast12monthsand
haveatleast1,250hoursofpaidtimeinthe12monthsprecedingthecommencementof
theleave.TheUniversityFiscalYearisJuly1st‐June30th.Eligiblestaffmayuseuptoatotal
17
of12weeksofleaveinanyfiscalyearwithpropermedicaldocumentationforthefollowing
typesofabsences:
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anemployee’sownserioushealthcondition
theserioushealthconditionofanemployee’simmediatequalifyingfamilymember
caringforanewbornornewlyadoptedchildorfosterchild.
Pleasegotohttp://policy.umn.edu/Policies/hr/Leaves/FMLA.htmlforfurtherinformation.
IfyouhavequestionsregardingyourrightsorresponsibilitiesunderFMLA,contactyour
supervisororUniversityServicesHumanResources.
ADDITIONALLEAVES
MinnesotaParentingLeavePolicy(MinnesotaLaw)
Thispolicyprovidesparentingleavetoeligibleemployeesinconjunctionwiththebirthor
adoptionofachildaccordingtotheMinnesotaParentingLeaveAct.Formoreinformation,
visithttp://www1.umn.edu/ohr/benefits/leaves/parental/index.htmlorrefertoyour
collectivebargainingagreement.
Military,CourtAppearance,andCivicDutyLeaves
MilitaryLeave
Amilitaryleaveofabsencewillbegrantedwhentheemployeeisabsentfromwork
becauseofserviceintheU.S.uniformedservices.Employeesmustprovidenoticeof
militaryservicetotheirsupervisorassoonasreasonablypossible.
Employeesmayalsobeeligibleforunpaidtimeawayfromworkifanimmediatefamily
memberhasbeeninjuredorkilledwhileengagedinactiveservice,ortoattend(i)
departureorreturnceremonies;(ii)familytrainingorreadinessevents;and/or(iii)official
reintegrationprograms.
JuryandWitnessDuty
Someemployeesaregrantedpaidleavewhenservingonajury.Refertoapplicable
agreementsforspecificinformation.Whenthejuryisrecessed,theemployeeisexpectedto
beworkingduringanynormalworktime.
Ifanemployeeisservedwithasubpoenatotestifyincourt,TheUniversitywillallowthe
employeeunpaidtimeoff.IfanemployeeissummonedtobeawitnessfortheUniversity,the
employeewillreceivetimeoffwithpay.
18
Employeesmustprovidenoticeofcourtappearancetotheirsupervisorassoonasthey
receiveitinordertopreventunduedisruptionofbusiness.Anemployeemustreporttowork
duringtheirregularworkshiftwheneverthecourtschedulepermits.
Voting
Employeeswhoareeligibletovoteinanelectionhavetherighttobeabsentfromwork
withpayforthepurposeofvoting.Pleaseadviseyoursupervisoratleast24hoursin
advanceifyouwillneedreasonabletimeofftovote.
Formoreinformationabouttheseleaves,visit:
http://policy.umn.edu/Policies/hr/Leaves/MILCOURTCIVICLEAVE.html
Vacation
Specificinformationaboutvacationtimeisavailablefromyoursupervisor,University
ServicesHumanResources,theCivilServiceRules,andtheappropriatecollectivebargaining
agreements.Youmustgetyoursupervisor’sapprovalbeforeusingvacationtime.Vacation
payisfiguredattheregularstraight‐timerate.
OtherReasons
SchoolConferenceandActivitiesLeave(MinnesotaLaw)
InaccordancewithMinnesotalaw,employeeswhoworkatleast20hoursperweekwillbe
grantedupto16hoursofunpaidtimeoffeachschoolyeartoattendschoolconferencesor
classroomactivitiesrelatedtotheirchildreniftheactivityorconferencecannotbe
scheduledduringnon‐workhours.Whentheneedfortheleaveisforeseeable,the
employeemustprovidereasonablepriornoticeandtrytoscheduletheleavesoasnotto
disrupttheoperationsoftheemployer.Anemployeemayusevacationtimetobepaidfor
theseevents.
Formoreinformationabouttheseleaves,visit
http://policy.umn.edu/Policies/hr/Leaves/PERSONALLEAVES.html
Youmayalsoaskforalonger,unpaidparentingleave,orotherunpaidleavesforsickness
ordisability,militaryserviceduringawaroremergency,orotherpersonalreasons.Unpaid
leavesofabsencemaybegrantedatyoursupervisor’sdiscretion.Yourdepartmenthead
alsohasthediscretiontograntyouapaidleaveforotherpurposes,asprovidedinthe
collectivebargainingagreementsandCivilServiceRules.
Foralltypesofleaves,youmustgetapprovalinwritingbeforetheleavebegins.Giveyour
supervisorasmuchpriornoticeaspossiblesothatheorshemaymakearrangementsto
coveryourresponsibilitiesduringyourabsence.
19
ATTENDANCEPOLICY
SICKLEAVE
Eligibleemployeesshallaccrueandmayusesickleaveinaccordancewiththetermsofthe
appropriatecollectivebargainingagreementortheCivilServiceRules.
1.MonitoringUseofSickLeave
Supervisorsshallmonitortheamountofsickleaveusedbyemployeesandreviewsick
leaveusageforindividualemployeeswhenusereachesthree(3)occurrencesinanysix‐
monthperiod.Anoccurrenceisdefinedasanabsenceofanyportionofascheduledwork
day,oranyblockofconsecutivedays,withoutnotificationandauthorizationfromthe
supervisorpriortothetimetheabsencecommences.Duringanoccurrence,theemployee
requestsandusessickorvacationleaveforreasonsnormallycoveredbysickleave.
Callinginsickjustpriortothestartoftheshiftisanexampleofanoccurrence.
2.SickLeaveUsageNotCountedasOccurrences
Thefollowingtypesofsickleavearenotcountedasoccurrences(properdocumentation
mayberequired):
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Useofpre‐approvedsickleave,withatleast24‐houradvancenotice,toattend
scheduledmedicalappointmentswithdocumentationfromahealthcareprovider
statingthedateandtimetheywerescheduledtobeseen.Employeesare
encouragedtoscheduletheirappointmentsoutsidenormalbusinesshours.When
thisisnotpossible,employeesareencouragedtoscheduletheirappointmentsatthe
beginningorendoftheirworkshiftorduringtheirlunchperiod
Useofsickleavetoattendafuneral,asdefinedbythecollectivebargaining
agreementorCivilServiceRules
Useofsickleaveforinjuriesoccurringwhileondutyandcoveredbyworkers
compensation,orforinjuriesoccurringwhileondutythatresultinthreeorlesslost
workdays
Useofsickleaveforhospitalization,anFMLAleave,chronicorseriousmedical
conditionsorothersituationsdeemedexceptionalbythesupervisorandreviewed
byUniversityServicesHumanResources,whichwillbehandledonacase‐by‐case
basis
DocumentationofReasonableUse
Supervisorsmay,atanytime,requireamedicalstatementsignedbyahealthcareprovider
ifthereisareasonablecausetobelievethatsickleaveisbeingusedinappropriately.
Examplesofinappropriatesickleaveinclude,butarenotlimitedto:
20
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
Sickleaveusedforanypurposeotherthanthatdefinedinthecollectivebargaining
agreements,CivilServiceRules,orProfessional/Administrativecompensationplans
Repeatedpatternsofsickleaveusage,suchassickleaveusageadjacentto
weekends,holidaysorscheduledvacations,andduringinclementweather
Anemployeewhoisabsentforthreeormoreconsecutiveworkdaysforanyreasonmaybe
requiredtobeseenbyahealthcareproviderand/orprovideamedicalstatement.Itmust
besignedbythehealthcareproviderandprovideevidenceoftheirinabilitytoworkforthe
periodoftimeabsent.
Ifamedicalstatementisrequired,itmust:




Specifythedatethehealthcareproviderwascontacted
Specifythedatestheemployeewasunabletoperformtheirjob
Specifywhethertheemployeewasseenbythehealthcareprovider
Besubmittedwithinthefirstweektheemployeereturns
Iftheaboveconditionsrequiringamedicalstatementarenotmet,employeeswillnotbe
paidfortheirabsenceandmaynotbeallowedtocontinuetoworkuntiltheyprovidethe
signedmedicalstatement.
RespondingtoSickLeaveUsageProblems
Ifthesupervisordeterminesthataproblemexists,theyshallcoachtheemployeeontheir
useofsickleave.Thesupervisor,alongwithmanagementandUniversityServicesHuman
Resources,mayimplementoneorallof(butnotlimitedto)thefollowingadditional
measurestorespondtosickleaveusageproblems:
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RefertheemployeetoDisabilityServicesortheEmployeeAssistanceProgram
Requiretheemployeetoprovidedocumentationforsubsequentrequeststousesick
leaveoveraspecifiedperiodoftime
ConsultwithUniversityServicesHumanResourcesaboutpossiblealternative
arrangementsfortheemployee(e.g.,part‐timeworkschedules,disability,leavesof
absence)
Investigatethesituation,whichmayleadtodisciplinaryaction
Ifmethodstoremedysickleaveusageproblemsarenotsuccessful,considerationshallbe
giventotheeffectthatthesickleaveusehasontheemployee’sperformanceandon
UniversityServices’performanceandoperations.Inappropriateuseofsickleavemay
resultindisciplinaryaction,uptoandincludingtermination.
21
EMPLOYEECONDUCTANDADMINISTRATION–SECTION5
ATTENDANCE
Regularandpunctualattendanceisessential.Failuretoreporttoworkontimeatthe
beginningofthescheduledworkdayand/orafterascheduledbreakistardiness.Tardiness
ofmorethanhalfofascheduledworkshiftwillbeconsideredunauthorizedleavewithout
pay.Bothtardinessandtheuseofunauthorizedleavewithoutpayareviolationsof
UniversityServicespoliciesandmayresultindisciplinaryaction,uptoandincluding
termination.
Employeeswhoabsentthemselvesforthree(3)consecutiveworkdayswithout
authorizationornoticeshallbeconsideredtohavevoluntarilyresigned.
BADGES
IfyourdepartmentrequiresyoutowearanIDbadgeornametag,youmustvisiblydisplay
itwheneveronofficialuniversitybusinessand/orwhenoncampusservingcustomers.No
pins,stickers,ormarkingsareallowedonyourIDbadge.IfyourIDbadgeislostorstolen,
youarerequiredtoreportthistoyoursupervisorforreplacementimmediately.Upon
terminationofemployment,youmustturninyourbadgetoyourimmediatesupervisor.
FailuretocomplywiththeIDBadgepolicymayleadtodiscipline,uptoandincluding
termination.
Moreinformationaboutbadgescanbefoundat:
www.policy.umn.edu/Polices/it/misc/SECURITYBADGE.html
UCard
TheUCardidentifiesyouasanemployeeontheTwinCitiescampusandisusedbysome
departmentsastheofficialtimekeepingcard.TheUCardneverexpiresandyoucanretain
itafteryouleavetheUniversity.Ifyoueverreturnasastudent,staff,orfacultymember,
yourcardwillremainvalid.
UCardsareissuedatthemainUCardOfficelocatedinG22CoffmanMemorialUnion.A
government‐issuedphotoIDmustbepresented.Digitalphotosaretakenaspartofthecard
issuanceprocess.YourfirstUCardisfree;lost,stolen,ordamagedcardsmaybereplaced
forafee.Formoreinformation,visithttp://www.umn.edu/ucard/umtc/home.html.
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DRUGSANDALCOHOL
Drugandalcoholabuseaffectsthehealth,safety,andwell‐beingofallemployeesand
studentsandrestrictstheUniversity’sabilitytocarryoutitsmission.TheUniversityof
Minnesotaprohibitstheunlawfulpossession,use,ordistributionofalcoholandillicitdrugs
bystudentsandemployeesonallcampusesandatallfacilitiesoraspartoftheUniversity’s
activities.TheUniversityalsoprohibitstheunlawfulmanufacture,distribution,
dispensation,possession,oruseofcontrolledsubstancesintheworkplace.
ItisagainsttheUniversity’spoliciesandUniversityServices’workrulestoreporttowork
and/orengageinworkundertheinfluenceofalcoholand/oranyothermood‐altering
chemical.
Employeeswhoviolatethepolicyaresubjecttodiscipline,uptoandincludingtermination.
Formoreinformation,viewtheUniversitydrugandalcoholpolicyat:
http://www.policy.umn.edu/Policies/Operations/Safety/DRUGFREE.html#400.
EMERGENCYCLOSINGS
IftheUniversityisclosedduetoaseriousweatherconditionorsomeotheremergency,
employeeswillbenotifiedasquicklyaspracticalthroughinternalandexternal
communicationssystems,including,asappropriate,theUniversity'se‐mail,TXT‐U,voice
alertsystem,andtheUniversity’shomepage(www.umn.edu),aswellasexternalmedia
resources(television,radio),onceadecisionismadetoexecuteaclosure.
Supervisorsineachdepartmentdesignateinwriting“criticalemployees.”Critical
employeesarerequiredtoreporttoworkduringanofficialUniversityclosingtodealwith
emergencyconditions.Non‐criticalemployees(thosenotrequiredtoreporttowork)are
compensatedforanyregularworkhourstheymissduringanemergencyclosing.
Moreinformationaboutemergencyclosingscanbefoundat:
www3.crk.umn.edu/info/policies/closing.htm
EMPLOYEEASSISTANCEPROGRAM(EAP)
TheUniversity’sEmployeeAssistanceProgramisafreeandconfidentialcounseling,
assessmentandreferralserviceforyou,yourimmediatefamily,andsignificantothers.The
programoffershelpforawiderangeofconcerns,includingalcoholism,drugdependency,
maritaldifficulties,stress,depression,andissueswithcoworkers,aswellaslegaland
financialproblems.
23
Experiencedcounselorsareavailabletohelpyoudeterminethenatureoftheproblemand
developaplanforresolvingit.Iftheproblemisacrisis,counselorswillhelpasquicklyas
possible.Thecounselingstaffwillreferyoutocommunityresourceswhenappropriate.
ParticipationintheEAPiscompletelyvoluntaryandconfidential.Programstaffwillnot
releaseanyinformationwithoutpermission.Officesarelocatedoncampusforyour
convenience.Noinformationwillbeplacedinyourpersonnelfile,norwillyoursupervisor
oranyotherUniversityemployeebeinformedofyourparticipationunlessyouchooseto
disclosethatinformationyourself.
Forfurtherinformationortomakeanappointment,contacttheEAPat(612)625‐2820or
visitthewebsiteathttp://www.umn.edu/ohr/wellness/eap/.
EMPLOYEECONDUCT
TheUniversityfostersaflexibleandadaptableworkenvironment.TheUniversity’sgoalis
foritsemployeestobalanceworkandfamilyneeds.UniversityServicesexpectsits
employeestokeepasafeworkingenvironmentandtobecourteousandrespectfulto
everyone.
TheUniversitywillcomplywithallapplicablelawsandregulations,andexpectsall
employeestoconductbusinessinaccordancewithallrelevantlawsandrefrainfromany
illegal,dishonest,orunethicalconduct.
Ifasituationariseswhereitisdifficulttodeterminethepropercourseofaction,employees
shoulddiscussthematteropenlywiththeirimmediatesupervisorand,ifnecessary,
UniversityServicesHumanResources,foradviceandconsultation.Employeescanengage
indiscussionsingoodfaithwithoutfearofreprisal.
Regularattendanceandsatisfactoryjobperformancearecriticaltotheworkenvironment,
buttheymustbematchedbyappropriatepersonalconduct.Thefollowingisanon‐
exhaustivelistofexamplesofinappropriateconductthatmayresultindisciplinaryaction,
uptoandincludingtermination.UniversityServicesmaydisciplineanemployeefor
conductotherthanthatlistedbelow.Theexamplesbelowdonotreplacesoundjudgment
andcommonsense.
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Insubordination,includingfailureorrefusaltoobeythelawfulinstructionsofany
managerormemberofmanagement;refusaltodoanassignedjob
Takingunauthorizedbreaks;sleepingormalingeringonthejob
Unexcusedabsenteeismortardiness;failingtonotifytheappropriatemanagerin
advancewhenunabletoreporttowork;failingtoobtainpermissiontoleavework
foranyreasonduringnormalworkinghours;failingtoobserveworkschedules
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Workingovertimewithoutadvanceauthorizationorrefusingtoworkassigned
overtime
Failuretomaintainconfidentiality
Possessing,distributing,selling,transferring,orusingalcoholorillegaldrugswhile
workingoronUniversitypremises
Possession,distribution,viewing,orpostingofpornographicoroffensivematerial
whileworkingoronUniversityproperty
Possessionofweapons,ammunition,and/orexplosiveswhileworkingoron
Universityproperty
Distributionorpostingofpamphlets,cards,handbills,orothermaterialduring
workingtimeorinworkareas(otherthanonemployeebulletinboards)
Unauthorizedcollectionorsolicitationduringworkingtime
Failingtocooperateinaninvestigation
Failingtofollowdresscodeexpectations;failingtomaintainpersonalhygiene
Dishonesty,includingdeception,fraud,lying,theft,orcheating;falsificationofany
Universityrecordorreport,includingfillingoutanotherperson’stimecard
Usingthreatening,profane,orabusivelanguageorconducttowardanother
employee,aclient,orotherpersonwhileworkingoronUniversityproperty
Harassmentofanynature,includingsexual,racial,ethnic,orreligiouswhileworking
oronUniversityproperty
Gambling
WillfuldamageorabuseofUniversityoranotherperson’sproperty
UnauthorizedremovalfromUniversitypremisesofanymaterial,equipment,or
otherpropertybelongingtotheUniversity,aclient,oranotheremployee
Unauthorizeduseofanotheremployee’sorcustomer’scomputerequipment,
property,oraccesscard
Violationofsafety,health,orsmokingrules
Accessingsecuredareasoutsideofworkhoursorforreasonsunconnectedwithjob
duties
UniversityServiceswillrespondtoemployeeconductissuesonacase‐by‐casebasis.Ifan
employeefailstomeetUniversityServices’conductexpectations,UniversityServiceswill
takeappropriatecorrectiveaction,uptoandincludingtermination.
ENTRYOFRESTRICTEDSPACES
Uponenteringrestrictedspacessuchaspublicorprivaterestrooms,privateoffices,or
conferencerooms,employeesmustknockonthedoor,announcethemselves,andwaitfor
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acknowledgementand/orpermissiontoenter.Specifically,whenenteringrestroomsand
lockerrooms,itisimperativetomakesurethatthespaceisunoccupiedpriortoentering.
PERFORMANCEREVIEWS
Managementwillprovideperiodicfeedbackonworkperformance.Informalevaluationsof
performancemayoccuranytimeinanemployee’sday‐to‐daycontactwiththeirsupervisor.
Employeesmayalsoreceiveaformalappraisalusingtheonlineperformance‐based
appraisalsystem.Formalevaluationsareconductedtoprovidebothmanagersand
employeestheopportunitytodiscussjobtasks,identifyandcorrectdevelopmentalneeds,
encourageandrecognizestrengths,anddiscusspositive,purposefulapproachesfor
meetinggoals.Thesupervisorwillevaluatetheemployee’sjobperformancebasedon
expectationsdevelopedbyboththesupervisorandtheemployee.Employeesshould
contacttheirsupervisorformoreinformationaboutperformancereviews.
PERSONALAPPEARANCE/UNIFORMS
Dress,grooming,andpersonalcleanlinessstandardscontributetothemoraleofall
employeesandaffecttheimagetheUniversitypresentstoclientsandvisitors.Youare
expectedtomaintainaneat,well‐groomedappearanceatalltimes.Employeesshoulddress
andgroomthemselvesaccordingtotherequirementsofthepositionandacceptedsocial
standards.Managementreservestherighttoindicateacceptabilityofclothingtostaff.
Reasonableaccommodationmaybemadeforapersonwithadisabilitywhennecessary.
Unacceptablepersonalappearancemaybesubjecttocorrectiveaction,uptoandincluding
termination.
UniformPolicy
Inordertobettermeettheneedsofourcustomers,auniformpolicyformanyUniversity
Servicesdepartmentshasbeenadopted.Employeesarerequiredtomaintaintheir
uniformsinapresentablecondition.
Nogarmentmaybewornovertheuniformduringworktimeunlesssuchgarmentsare
requiredfortheemployeetoproperlyperformtheirjob.Employeesthatarerequiredto
wearuniformsanddonotfollowthispolicywillbesubjecttodiscipline,uptoand
includingtermination.
Departmentsmaymaintainadditionaluniformguidelines.Contactyoursupervisorfor
additionalinformationonyourdepartmentalguidelines.
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PERSONALMAIL
Universityinterofficemailservicesshouldnotbeusedbyemployeesforpersonalmailor
solicitationoffunds.Youshouldnotreceivemailorpackagesatworkthatareunrelatedto
yourjobdutiesfortheUniversity.
PERSONNELFILES
Itisimportanttokeepemploymentinformationuptodate.Youmustpromptlynotifythe
Universityofanychangeinyourhomeaddress,telephonenumber,maritalstatus,number
ofdependents,andotherrelevantpersonaldata.Iftheinformationinyourfileisnot
correct,problemsmayariseconcerningyourtaxes,benefits,andotherimportantmatters.
Someinsurancecarrierswillacceptchangesoncovereddependentswithin30daysofa
changeofstatus,forexamplemarriageorbirthofachild.Itisimportantthatyourcurrent
addressbeonfiletoensurepromptdeliveryofyourW‐2form.
Uponwrittenrequestbyanemployee,UniversityServiceswillprovidetheemployeewith
anopportunitytoreviewtheirpersonnelrecord,providedtheemployeehasnotreviewed
itduringtheprevioussixmonths.Uponseparationfromemployment,anemployeemay
reviewtheirpersonnelrecordonceeachyearafterseparationforaslongasthepersonnel
recordismaintained.
UniversityServiceswillcomplywithanemployee’swrittenrequesttoreviewtheir
personnelrecordwithinsevenworkingdaysafterreceiptoftherequestifthepersonnel
recordislocatedinMinnesotaorwithin14workingdaysafterreceiptoftherequestifthe
personnelrecordislocatedoutsideofMinnesota.Suchrequestsshouldbedirectedto
UniversityServicesHumanResources.
Withrespecttocurrentemployees,thepersonnelrecordoranaccuratecopywillbe
madeavailableforreviewbytheemployeeduringtheUniversity’snormalhoursof
operationattheemployee'splaceofemploymentorotherreasonablynearbylocation.The
personnelrecordneednotbemadeavailableduringtheemployee'sworkinghours.The
UniversitymayrequirethatthereviewbeinthepresenceofaUniversityrepresentative.If
requestedinwritingafterreview,UniversityServiceswillprovideacopyofthepersonnel
recordtotheemployeefreeofcharge.UniversityServicesmay,atitsdiscretion,provide
theemployeeacopyoftheirrecordfreeofchargeinlieuofon‐sitereview.
Withrespecttoemployeeswhoareseparatedfromemployment,upontheformer
employee'swrittenrequest,theUniversitywillprovideacopyofthepersonnelrecordto
theemployeefreeofcharge.
27
Ifanemployeedisputesspecificinformationcontainedinthepersonnelrecord,University
Servicesandtheemployeemayagreetoremoveorrevisethedisputedinformationor,ifan
agreementisnotreached,theemployeemaysubmitawrittenstatementspecifically
identifyingthedisputedinformationandexplainingtheemployee'sposition.The
employee'spositionstatementmaynotexceedfivewrittenpages.Wewillincludethe
employee’spositionstatementalongwiththedisputedinformationforaslongasthat
informationismaintainedintheemployee'spersonnelrecord,andprovideacopyofthe
positionstatementtoanyotherpersonwhoreceivesacopyofthedisputedinformation
fromtheemployerafterthepositionstatementissubmitted.
PHONEUSE
TheUniversity’stelephonelinesareintendedforbusinessuse;however,itisrecognized
thatitmayoccasionallybenecessarytousethephoneforpersonalreasons.Personal
phonecallsshouldbekepttoaminimum.Anemployeemayfacecorrectiveaction,upto
andincludingtermination,ifusebecomesexcessiveorisinappropriate.Personalcallsmay
bemadeduringrestperiodsandmealbreaks.Employeesmayonlyreceiveincoming
personalcallsduringworktimeinemergencies.
Avoidusingdirectoryassistance(411or‘0’)tofindphonenumbers,asthereisacost
associatedwithbothlocalandnationaldirectoryassistance.Instead,employeesshoulduse
freeInternetdirectories.
Whenthereisreasonablesuspiciontodoso,theUniversityphonesystemsmaybe
monitoredand/orrecordedatthedirectiveofUniversitymanagement.
Whileatwork,employeesareexpectedtoexercisethesamediscretioninusingpersonal
cellularphonesasisexpectedfortheuseofUniversityphones.Pleasenotifyfriendsand
familymembersofthispolicy.TheUniversityisnotliableforthelossofpersonalcellular
phonesbroughtintotheworkplace.
Wherejobneedsdemandimmediateaccesstoanemployee,UniversityServicesreserves
therighttoissueaUniversitycellularphonetoanemployeeforworkrelated
communications.Universitycellularphonesareprimarilyforbusinessuseandnon‐work
relatedcommunicationsshouldbekepttoaminimum.Employeesinpossessionof
Universityequipmentsuchascellularphonesareexpectedtoprotecttheequipmentfrom
loss,damage,ortheft.Uponresignationortermination,oratanytimeuponrequest,you
maybeaskedtoproducethephoneforreturnorinspection.Employeesunabletopresent
thephoneingoodworkingconditionwithinthetimeperiodrequestedwillbeexpectedto
bearthecostofreplacement.
28
Employeeswhoseparatefromemploymentwithoutstandingdebtsforequipmentlossor
unauthorizedchargeswillbeconsideredtohaveleftemploymentonunsatisfactoryterms
andmaybesubjecttolegalactionforrecoveryoftheloss.
Moreinformationaboutphoneusecanbefoundat:
www.policy.umn.edu/policies/finances/procurement/cellulardevic.html
REGENT’SSCHOLARSHIP
Employeeswhoworkatleast75%timemay,withtheirsupervisor’sapproval,registerfor
Universitycoursesatareducedtuition.UseoftheRegentScholarshipsshouldbeduring
non‐workinghours,althoughflexibleschedulingmaybepossibleinsomedepartments.
Thedepartmentheadmayapproveaclassduringlunchbreakifthecombinedtotaltime
doesnotexceedonehour(classtimeplustransittime).Inthiscircumstance,theemployee
mustcombinebothpaidbreakswiththeirunpaid30‐minutelunchbreakandhave
immediatesupervisoryapproval.Duringthebusinessday,classesoutsideofthe11:00a.m.
‐2p.m.timeperiodwillrequirepre‐approvalbymanagement.
Ifyoursupervisorrequeststhatyoutakeaclasstofurtheryourjobskills,youmaynothave
tomakeupthemissedworktime.Applicationformsandfurtherinformationareavailable
bycallingEmployeeBenefitsat(612)624‐9090orHumanResourcesat(612)624‐1536,or
theEmployeeBenefitswebsiteathttp://www.umn.edu/ohr/benefits/
SECURITYGUIDELINES
Dependingonyourspecificjobassignment,youmaybegivenresponsibilitytooverseethe
securityofcashandotherUniversityassets.Allemployeesareexpectedtodoalltheycan
toensurethesecurityoftheworkplace.Neglectingtoprotectmoney,products,financial
information,orthefacilitiesfromtheftorvandalismisaseriousissueandcanresultin
disciplinaryaction,uptoandincludingtermination.Examplesofnegligentbehaviors
include:
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Forgettingtolockasafe,door,orcashdrawerwhenleavingthearea
Notquestioningthepresenceofstrangersinaworkarea
Leavinganormally‐closeddoortoafacilityproppedopen
Settingdownabagofchangewhiledoingsomethingelse
Conversingorbraggingabouthowmuchmoneyyouhandledthatday
Leavingfooddeliveriesinpublicareasforlongerthannecessary
Failingtosecurekeysthathavebeenissuedinaccordancewithyourposition
Employeesshouldnotplacethemselvesinapotentiallydangeroussituation,suchas
confrontingstrangers;however,ifyouseesomeonestealingornotauthorizedtobeina
29
specificarea,youmusttakeappropriateaction,suchasnotifyingthemanagerondutyor
callingthepolice.
Ifyouarethelastpersontoleavefortheday,pleasebesuretocompletethefollowing
tasks:ensureperimeterdoorsaresecureandverifythatallequipmentisshutoffor
secured.Thiswillensurethesecurityandsafetyofthefacility.
Ifyouareresponsibleforhandlingcash,pleaserefertodepartmentpoliciesregardingsafe
cashhandlingprocedures.
SOLICITATIONANDDISTRIBUTION
Thesolicitationofemployeesorclientsforanypurpose,otherthantheUniversity
CommunityFundDrive,isprohibitedduringworkingtime.Thedistributionofnon‐
Universitymaterialsisprohibitedduringworkingtimeandinworkingareas,andmust
complywiththeUniversity’spolicyonDistributionofInformationthroughPublications,
Banners,orChalking.
Moreinformationaboutsolicitationanddistributioncanbefoundat:
http://policy.umn.edu/Policies/Operations/Facilities/PUBLICATIONSBANNERS.html
PersonswhoarenotemployeesoftheUniversityofMinnesotawillnotbepermittedon
Universitypremisesforthepurposeofmakinganysolicitationordistribution.Theuseof
Universityproperty,includingbutnotlimitedtoelectronicmailandvoicemail,foreither
solicitationordistributionisprohibited.Asanexception,occasional“fundraisers”for
charitableeventssuchasScouts,sportingevents,andwalk‐a‐thonsarepermittedwith
supervisorapprovalandvoluntaryparticipationbyotheremployees,unlessitprovestobe
disruptivetotheworkplace.
Forthepurposesofthispolicy,“workingtime”includesalltimeforwhichanemployeeis
paidand/orscheduledtobeperformingtasksorworkdutiesforUniversityServices.
“Workingtime”excludesscheduledworkbreaks,mealperiods,andthetimebeforeand
afterwork.
TAPERECORDINGPOLICY
Recordingconversationswithataperecorderorotherrecordingdeviceisprohibited.The
purposeofthispolicyistoeliminateachillingeffectontheexpressionofviewsthatmay
existwhenonepersonisconcernedthattheirconversationwithanotherisbeingsecretly
recorded.Thisconcerncaninhibitspontaneousandhonestdialogue,especiallywhen
sensitiveorconfidentialmattersarebeingdiscussed.Violationofthispolicymayresultin
disciplinaryaction,uptoandincludingtermination.
30
TOBACCOUSE
InaccordancewiththeMinnesotaCleanIndoorAirAct,smokingisprohibitedinall
Universitybuildingsandvehiclesandwithin25feetoftheexteriorentrancestoUniversity
buildings.Signsarepostedthroughoutthecampustoremindstaff,students,andvisitorsof
thesmokingregulations.Evenifanareaisnotposted,itisanonsmokingarea.
TheUniversityofMinnesotaprohibitstheuseofalltobacco,includingcigarettes,cigars,
pipes,chewingtobacco,andothersmokingmaterialsintheworkplace.Thispolicyapplies
toallpersonswithinUniversitybuildings,includingemployees,clients,vendors,visitors,
andcontractors.
Thispolicyisineffect24‐hoursaday,7‐daysaweek.Formoreinformation,visit
http://policy.umn.edu/Policies/Operations/Safety/SMOKING.html.Allemployeesare
requiredtoabidebythispolicyorbesubjecttodisciplinaryaction,uptoandincluding
termination.
HARASSMENTANDDISCRIMINATION
Harassmentordiscriminationbasedonprotectedclassstatusisagainstthelaw.The
UniversityofMinnesotaprohibitsthistypeofunlawfuldiscriminatoryharassmentor
treatment.Thisincludeswordsoractionsthatareoffensivetoanotherbasedonrace,color,
creed,religion,nationalorigin,sex,pregnancy,maritalstatus,disability,sexualorientation,
age,statuswithregardtopublicassistance,activityinalocalhumanrightscommission,
militaryorveteranstatus,orotherapplicableprotectedclassesunderfederal,state,orlocal
law.
SexualHarassment
Sexualharassmentisagainstthelawandwillnotbetolerated.TheUniversitywillabideby
allapplicablelawsthatprohibitsexualharassmentandwillmaintainanemployment
atmospherefreeofsexualharassment.
“Sexualharassment”includesunwelcomesexualadvances,requestsforsexualfavors,
sexuallymotivatedphysicalcontact,orotherverbalorphysicalconductorcommunication
ofasexualnaturewhen:(a)submissiontothatconductorcommunicationismadeaterm
orcondition,eitherexplicitlyorimplicitly,ofobtainingemployment;(b)submissiontoor
rejectionofthatconductorcommunicationisusedasafactorindecisionsaffectingthat
individual’semployment;or(c)thatconductorcommunicationhasthepurposeoreffectof
substantiallyinterferingwithanindividual’semploymentorcreatinganintimidating,
hostile,oroffensiveemploymentenvironment.
31
Consequences
TheUniversityreservestherighttodeterminewhetherparticularconductviolatesany
partofthispolicyorisotherwiseinappropriate.Allemployeesareexpectedtotreattheir
co‐workers,supervisors,andclientswithrespectatalltimesandtoreportimmediately
anysuspectedsexualharassmentorothersuspectedunlawfulharassment,discrimination,
orretaliation.Ifaninvestigationofanallegedviolationofthispolicyproducesevidenceof
inappropriatebehavior,appropriatedisciplinaryactionwillbetaken,uptoandincluding
termination.
WhatYouShouldDo
Ifyoufeelthatyouarebeingsubjectedtopossiblesexualharassment,otherunlawful
harassmentordiscrimination,inappropriateconduct,orretaliation(byasupervisor,co‐
worker,client,etc.),youhavetherighttoimmediatelydemandthatthepersonstopat
once.Inallcasesyoushouldpromptlyreporttheconducttoyourmanagerand/or
UniversityServicesHumanResources.WhileUniversityServiceswillkeepanyreportof
allegedharassment,discrimination,orinappropriateconductasconfidentialaspossible,it
mayneedtodisclosecertaininformationonaneed‐to‐knowbasis,includinginconnection
withaninvestigationorasotherwiserequiredbylaw.
Cooperation
Allemployeesareexpectedtocooperatefullywithanyinvestigationofinappropriate
conduct.Failuretocooperatemayresultindisciplinaryaction,uptoandincluding
termination.
RetaliationProhibited
TheUniversityofMinnesotaprohibitsretaliationagainstanyindividualwhoreports
discriminationorharassmentorparticipatesinaninvestigationofsuchreports.Retaliation
againstanindividualforreportingharassmentordiscriminationorforparticipatinginan
investigationofaclaimofharassmentordiscriminationisaseriousviolationofthispolicy
and,likeharassmentordiscriminationitself,willbesubjecttodisciplinaryactionunder
Universitypolicy.
Ifyoufeelyouhavebeensubjectedtounlawfulretaliation,pleasefollowthereporting
procedureoutlinedabove.Ifyouhavequestionsregardingthispolicy,youshouldcontact
HumanResources.
32
USEOFUNIVERSITYEQUIPMENT
Informationsystemsmayonlybeusedbyauthorizedindividualstoaccomplishtasks
relatedtotheirjobs.“Informationsystems”includecomputingandelectronicdevicesand
servicessuchasrouters,personalcomputersandlaptops,e‐mail,networks,telephones
(includingcellular),voicemail,andfaxmachines.Useofinformationandsystemsfor
personalgain,personalbusiness,personalentertainment,ortocommitfraudisprohibited.
Unauthorizeduseofacode,accesstocomputerorelectronicfiles,retrievinganystored
communication,ordownloadinganyonlinedocumentsorsoftwarewithoutauthorization
mayresultincorrectiveaction,uptoandincludingtermination.
MoreinformationabouttheuseofUniversityEquipmentcanbefoundat:
www.policy.umn.edu/policies/operations/OPMisc/EQUIPMENTUSE.html
Monitoring
Allemployees,byusingUniversitycomputerandtelecommunicationssystems,consentto
themonitoringofthosesystems.TheITDepartmentwillauditUniversityownedcomputer
equipmenttoverifythatallsoftwareisincompliancewiththispolicy.Internetaccesslogs,
e‐mailmessages,voicemailmessages,computerstorage,ortelephonesmayalsobe
monitoredtoverifycompliancewithUniversitypolicieswhenthereisreasonablesuspicion
todosoandunderthedirectiveofmanagement.
TheUniversityreservestherighttoinspectandmonitoranyincomingoroutgoing
correspondencereceivedorsentviacampusmailbyaUniversityemployeeof;receivedor
sentusingUniversityequipment;orreceivedorsentviaamessengerservicethatispaid
fororusedinconnectionwithanemployee’sUniversityemployment.
If,duringsuchmonitoring,UniversityServicesdiscoversthatanemployeehasviolatedthe
policiesandproceduresoftheUniversity,theemployeemaybesubjecttodisciplinary
action,uptoandincludingtermination.
InternetSocialMedia
EmployeeswhochoosetocreateorparticipateinanInternetsocialnetworkforpersonal
use,blog,orotherformofonlinepublishingordiscussion(referredtointhispolicy
collectivelyas“Internetsocialnetworking”)mustadheretothefollowingguidelines
relativetoanycommunicationsrelatedtotheUniversity,itsemployees,orclients:
1. KnowandfollowtheUniversity’semploymentpolicies.Forexample,employees
mustnotengageinanycommunicationthatviolatestheUniversity’spolicy
prohibitingsexualandotherunlawfulharassment,theUniversity’sconductrules,or
theUniversity’spolicyregardingconfidentialinformation.
33
2. Employeesareprohibitedfromusing,disclosing,orpostinganyconfidential
businessinformationrelatedtotheUniversityoritsemployees,clients,orvendors.
3. Identifyyourselfwhenrelevantand,ifyoupublishsomethingabouttheUniversity,
theworkyoudo,oranysubjectsassociatedwiththeUniversity,useadisclaimer
thattheviewsexpressedareexclusivelyyourown,suchas:“TheviewsIexpresson
thissitearemyownanddonotrepresentthoseoftheUniversityofMinnesota.”
4. DonotusetheUniversity’snameorlogoifdoingsocouldsubjecttheUniversityto
adversepublicityorassociatetheUniversitywithdisreputableconduct.
5. Respectallcopyright,fairuse,andfinancialdisclosurelaws.
6. Rememberthatwhatyouwriteispublicandwillbeforalongtime.
7. Discloseanyconflictsofinterest.
8. Issuecorrectionswhereneeded.
9. TheUniversityreservestherighttotakeallactionsnecessaryagainstemployees
thatpostmaterialsormessagesitdeemspotentiallyharmfultotheUniversityor
thatotherwiseviolatestheUniversity’spoliciesorprocedures.
QuestionsregardingthisInternetsocialnetworkingpolicyshouldbedirectedtoUniversity
ServicesHumanResources.TheUniversityreservestherighttodeterminewhether
particularconductviolatesanypartofthispolicyorisotherwiseinappropriate.
MoreinformationabouttheuseofUniversityequipmentcanbefoundat
http://policy.umn.edu/Policies/it/Use/ITRESOURCES.html.Violationsmayresultin
discipline,uptoandincludingtermination.
WORKSCHEDULES
Whilesomedepartmentsallowandrespectaflexibleworkschedule,itistheresponsibility
ofUniversityServicesemployeestoseekpriorapprovalfortheirworkscheduleandany
changesfromtheirsupervisor.Unusualschedulevariationsshouldbecommunicatedin
advancewheneverpossible.UniversityServicesreservestherighttoamend,change,
and/orcancelanyworkschedules.
Inmostcases,employeeswillhavetwopaid15minutepaidbreakperiodsandone30
minute,unpaidlunchperiodeachfullworkday.Breaksmaybescheduledbythesupervisor
inordertomakesureeveryonegetsabreak.Breaktimeisnotcumulativefromonedayto
thenextandcannotbeusedtomakeupfortimeabsentwithoutpay.Anemployeemaynot
useherorhisbreaksorlunchinordertoarrivelateorleaveearly.
Maintainclearcommunicationwithyoursupervisorregardingbreaktimes.Your
supervisorwillshowyoutheappropriateareastotakeyourbreaks.Pleasekeepthebreak
areascleanandreadyforyourco‐workerstouse.
34
WORKPLACESAFETY
Itistheresponsibilityofeachemployeetoensurethatallworktasksareconductedina
safeandefficientmanner.Itisimportantthatyouarefamiliarwithandfollowallsafety
requirementsandemergencyactionplansspecifictoyourworkassignment.Toavoid
safetymisunderstandings,discussquestionsandconcernswithyoursupervisorbeforeyou
act.Makesafetyanintegralpartofeverytaskyouundertakeandberesponsibleforyour
ownsafetyandthesafetyofotherswhileyouperformyourwork.
SafetyProgram
TheUniversityofMinnesotastrivestoproactivelycreateasafeworkenvironmentand
reduceriskthroughseveralavenues,includinghazardidentification,safetytrainingand
education,safetyawarenessprograms,andstandardoperatingprocedures.Byproactively
addressingsafetyconcerns,employeeswillhaveasafeandhealthyworkingenvironment,
whichwillreduceworkplaceinjuriesandincidents.
AsanewUniversityteammember,yoursupervisorwillorientyouwiththeworkplace
safetypoliciesandstandardoperatingprocedures(SOP’s)specifictoyourposition.
Personalprotectiveequipment(PPE),whichmayincludeeye,hand,respiratory,and
hearingprotection,willbeprovidedandmustbewornatalltimeswhileexposedtoa
potentialhazard.Immediatelyreportallworkrelatedinjuriesandillnesses,toyour
supervisor.Ifyounoticeasafetyhazardwhichyouarenotabletocorrectimmediately,
contactyoursupervisorforassistance.
FollowingsafetypoliciesisaconditionofemploymentattheUniversity.Failuretocomply
withsafetyrulesmayresultindisciplinaryaction,uptoandincludingtermination.
PersonalSafety
Thebestwaytoprotectyourselfandyourpropertyoncampusistobeawareofyour
surroundings.Reportanysuspiciousactivitytocampuspoliceat(612)624‐2677.For
police,fire,andmedicalemergencies,dial911.
Thecampusescortserviceisavailable24hoursaday,sevendaysaweekbycalling(612)
624‐9255(624‐WALK).Moreinformationabouttheescortservicecanbefoundat
http://www.umn.edu/police/escort.html.Ifyoufeelthatyoursafetyisthreatenedinany
way,call911.Itisnotnecessarytodialan“8”whencalling911fromacampusphone;your
callwillgodirectlytotheUniversityPolice.
35
WORKPLACEVIOLENCE
Anyactsorthreatsofviolencebyanyemployeeorotherindividualareexpressly
prohibited.UniversityServiceshasa“zero‐tolerance”policyandwillnotcondoneanyacts
orthreatsofviolenceagainstitsemployees,clients,guests,orvendorsbyanyindividual.
Anyinstancesofviolenceand/orthreatsofviolencemustbereportedtotheemployee’s
supervisorand/ortheHumanResourcesdepartment.Allcomplaintswillbefully
investigated.Todeterworkplaceviolence,UniversityServiceshasadoptedthefollowing
practices:



Securepremisestotheextentreasonablypossible
Takepromptcorrectiveaction,uptoandincludingtermination,againstany
employeewhoengagesinthreateningbehaviororactsofviolence
Takeappropriateactionagainstemployees,formeremployees,guests,vendors,
clients,andvisitorswhoengageinsuchconduct
WeaponsBanned
TheUniversityprohibitsthepossessionofpersonalweaponsbyanyemployeewhileon
UniversitypremisesorwhileperformingworkforUniversityServices.Thisbanincludes
keepingortransportingaweaponinavehiclewhileengagedinUniversitybusiness.
Personalweaponsincludeguns,firearms,pistols,knives,explosives,andotheritemswith
thepotentialtocausebodilyinjury.Appropriatecorrectiveaction,uptoandincluding
termination,willbetakenagainstanyemployeewhoviolatesthispolicy.
36
ADDITIONALRESOURCES
UniversityInformation
PhoneNumber
UniversityofMinnesota
www.umn.edu/
AddressingandMailing
www.a‐m.umn.edu/
AuxiliaryServices
www.auxs.umn.edu/
CapitalPlanning&ProjectManagement
www.cppm.umn.edu/
CentralHumanResources
www.umn.edu/ohr/
CentralSecurity
www.umn.edu/dcs/
DisabilityServices
www.ds.umn.edu/
EmployeeAssistanceProgram(EAP)
www.umn.edu/ohr/wellness/eap/
EmployeeBenefits
www.umn.edu/ohr/benefits/
EmployeeSelf‐Service
www.hrss.umn.edu/
EscortService
www.umn.edu/police/escort.html
EnvironmentalHealth&Safety
www.dehs.umn.edu/
FacilitiesManagement
www.facm.umn.edu/
GLBTProgramsOffice
www.umn.edu/glbt/
Housing&ResidentialLife
www.housing.umn.edu/
MotoristAssistanceProgram
www.umn.edu/pts/park/map.html
OfficeofEqualOpportunity&
AffirmativeAction
www.eoaffact.umn.edu/
ParkingandTransportationServices
www.umn.edu/parking/
Police
www.umn.edu/umpolice/
PrintingServices
www.printing.umn.edu/
(612)625‐5000
(612)626‐0222
(612)624‐6318
(612)626‐1613
(612)624‐8647
(612)624‐1750
(612)626‐1333
(612)625‐2820
(612)624‐8647
(612)624‐8647
(612)624‐WALK(9255)
(612)626‐6002
(612)624‐2900
(612)625‐0537
(612)624‐2994
(612)624‐PARK(7275)
(612)624‐9547
(612)626‐PARK(7275)
(612)624‐COPS(2677)
(612)625‐9500
37
PublicSafety
www.safety.umn.edu/
Regents’ScholarshipProgram
www.umn.edu/ohr/benefits/
UCardOffice
www.umn.edu/ucard/
UniversityDiningServices
www.dining.umn.edu/
UniversityHealthandSafety
www.uhs.umn.edu/
UniversityServicesHumanResources
www.uservices.umn.edu/hr/
UnionInformation
AFSCME–Clerical
www.afscme3800.org/
AFSCME–Technical
www.afscme3937.org/
TeamstersLocal320
www.teamsterslocal320.org/
BuildingandConstructionTradesCouncil
www.minnesotabuildingtrades.org/
(612)625‐3454
(612)624‐8647
(612)626‐9900
(612)626‐7626
(612)626‐6002
(612)624‐1536
PhoneNumber
(612)251‐9987
(612)379‐3933
1‐800‐637‐5430
(651)287‐9999
38
ACKNOWLEDGEMENT OF RECEIPT
•
I have received access and/or a copy of the University Services’ Employee Handbook. I
understand that this Handbook replaces any previous handbook, manual, or communications,
whether written or oral.
•
I understand that it is my responsibility to read the handbook and to ask my manager or Human
Resources for clarification on any policy that I do not understand.
•
I acknowledge that it is my responsibility to follow the policies and that violation of these
policies may result in disciplinary action, up to and including termination of my employment.
•
I understand that the University can interpret, change, eliminate or depart from these policies at
any time.
•
I understand that these policies are subject to the provisions under applicable collective
bargaining agreements or Civil Service Rules.
______________________________________
Signature
______________________________
Name (Printed or Typed)
________________________
Date
________________________
Employee ID #
University Services Employee Handbook – May 2013
Creating A Strategy Focused Organization:
5 Principles
Principle 1, Translate the Strategy to Operational Terms
A Strategy-focused organization translates strategy into action when it organizes a “strategy map” framework of
cause and effect between its strategic objectives, then operationalizes these objectives with measures which,
considered as a group, comprise a Balanced Scorecard. This “hypothesis” about how the strategy will create
value involves objectives drawn from, at a minimum, four perspectives: Financial, Customer, Internal Process,
and Learning and Growth.
What is the Balance Scorecard?
The Balanced Scorecard is powerful framework to help organizations rapidly implement strategy
by translating the vision and strategy into a set of operational objectives that can drive behavior,
and therefore, performance. Strategy-driven performance measures provide the essential feedback
mechanism required to dynamically adjust and refine the organization’s strategy over time. The
Balanced Scorecard concept is built upon the premise that what is measured is what motivates
organizational stakeholders to act. Ultimately all of the organization’s activities, resources, and
initiatives should be aligned to the strategy. The Balanced Scorecard achieves this goal by
explicitly defining the cause and effect relationships between objectives, measure, and initiatives
across each perspective and down through all levels of the organization. Developing a Balanced
Scorecard is the first step in creating a strategy-focused organization.
Principle 2, Align the Organization to the Strategy
A Strategy-focused organization achieves strategic alignment when the whole of the organization exceeds the
sum of its parts. This synergy occurs when all parts of the organization focus on strategic themes and priorities
as defined by their strategy map and corresponding Balanced Scorecards for the corporate, business unit and
support units.
Principle 3, Motivate by Making Strategy Everyone’s Job
Strategy-focused organizations motivate their people to execute strategy when they use the Balanced Scorecard
as a communications tool for educating every single associate. As individuals set personal work objectives
which align with the organization’s Balanced Scorecard, and are thereafter rewarded with compensation and
recognition—for both individual and team accomplishment—the strategy becomes part of their everyday jobs.
Principle 4, Adapt by Making Strategy a Continual Process
Strategy-focused organizations adapt their management systems so that both strategy and tactics are managed as
a “double-loop” process on a continual basis. They accomplish this by linking strategy to the budgeting process
(yielding both operational and strategic budgets), to the management meeting (yielding both operational and
strategic performance reviews), and to the learning process (yielding both operational and strategic information
systems).
Principle 5, Mobilize Change Through Executive Leadership
A strategy-focused organization mobilizes change when executives launch and manage a strategy-driven change
process with visible energy and committed ownership. The typical executive champions a strategic change by
establishing a sense of urgency, creating a guiding coalition, and developing a vision and strategy to guide
behavior. After the change process is launched, a revised governance system navigates the transition, followed
by more permanent structural changes in the management system which affects resource allocation and
compensation.
Source & Resource: Balances Scorecard Collaborate (http:bscol.com/)
New Employee
Helpful Sites
Parking
There are a variety of different public and contract parking options available at the University of
Minnesota. Visit http://www1.umn.edu/pts/park/index.html for more information.
U Card
The U Card identifies you as a student, staff or faculty member of the Twin Cities campus. Your
first U Card is free and can be obtained at the U Card Office. Please call the main U Card Office
first to verify that you're on the system before you make the trip. Bring your driver’s license,
state ID or passport and be prepared to have your picture taken (no hats or sunglasses). The U
card can be used for campus ID purposes, checking out materials, campus discounts, as a calling
card and more!
For more information about the U Card, visit http://www1.umn.edu/ucard/umtc/home.html.
U Self Service
Want more information regarding benefits, direct deposit, pay statements, reimbursements,
retirement or vacation time? These along with many other actions are available directly at the
University’s Self Service site, http://hrss.umn.edu/.
Campus Maps
Need to find a specific building? Or need directions from one building to another? Visit
http://onestop.umn.edu/Maps.
Other
For additional help please visit the University New Employee site,
http://www1.umn.edu/ohr/newemployee/.
Facilities Management
Glossary of Terms
A&E: Architect and Engineer
KPI: Key Performance Indicators
AD: Associate District Director
M&O: Maintenance and Operations
BA: Business Agent
MOR: Monthly Operating Review
BSAC: Building Systems Automation Center
OCM: Office of Classroom Management
CPPM: Capital Planning & Project
Management
OHR: Office of Human Resources
CW: Chilled Water
PBES: Performance Based Evaluation
System
DD: District Director
R&R: Roles and Responsibilities
EFS: Enterprise Financial System
RFP: Request for Proposal
FAMIS: COMPASS
SLA: Service Level Agreement
FAST: Fire Alarms and Suppressions Testing
SR: Service Request
FCA: Facilities Condition Assessment
USIT: University Services Information
Technology
FLS: Fire Life Safety
WO: Work Order