Recent Additions and Revisions

4.14 / Faculty Personnel Records

Revised: June 4, 2019 | Effective: July 1, 1997

Requested By

Rebecca Reiling

Summary Of Policy Or Policy Change:

Updating to reflect terminology changes in policy 3.37

Reason Or Need For Policy:

Clarify the difference between HR files (employment) and Academic Affairs files (academic).

Reviewed And Approved By The Following University Stakeholders:

  • Academic Affairs
    • Linnea GlenMaye, Associate Vice President for Academic Affairs
    • David Wright, Chief Data Ofifcer
  • General Counsel’s Office (legal form only) – David Moses, General Counsel

Other Notes For Consideration:

Since the changes are superficial and not changing the practice of policy or procedure, it was not sent through the shared governance process (senates).

3.27 / Emeritus Status

Revised: June 4, 2019 | Effective: January 1, 2005

Requested By:

Human Resources Business Partners

Summary Of Policy Or Policy Change:

Revised Policy:

  • Updating to current policy and procedure format
  • Clarifying how a department requests emeritus status

Reason Or Need For Policy:

Policy was reviewed to identify if any updates needed to be made. Updates include placing in current policy and procedure format, clarifying for departments to place requests for emeritus status in writing

Applicable Laws Or Authority (if any):

KBOR

Reviewed And Approved By The Following University Stakeholders:

  • Human Resources Leadership Team
    • Jamie Olmsted, Leader of Total Rewards
    • Sheryl Propst, Assistant Director
    • Susan Martin, Director of HR Operations & Systems
    • Marcie Holsteen, Human Resources Professional
    • Judy Espinoza, Director of Human Resources
  • General Counsel’s Office (legal form only) – Molly Gordon, Associate General Counsel
  • Faculty Senate
  • UP Senate
  • USS Senate

3.37 / Official Personnel Files

Revised: June 4, 2019 | Effective: February 14, 2010

Requested By

Human Resources Business Partners

Summary Of Policy Or Policy Change:

  • Updated title from Personnel File to Employment File.
  • Provide guidance for consolidated employment files in Human Resources, and guidance for department and academic files.
  • Define procedure for employees who request to review their own employment file

Reason Or Need For Policy:

HR has established a goal to review all policies every 2-3 years to ensure accuracy and compliance. This policy was last updated in 2010.

Reviewed And Approved By The Following University Stakeholders:

  • Human Resources Leadership Team
    • Jamie Olmsted, Leader of Total Rewards
    • Sheryl Propst, Assistant Director
    • Susan Martin, Director of HR Operations & Systems
    • Marcie Holsteen, Human Resources Professional
    • Judy Espinoza, Director of Human Resources
  • General Counsel’s Office (legal form only) – Molly Gordon, Associate General Counsel
  • Faculty Senate
  • UP Senate
  • USS Senate

Other Notes For Consideration:

Related policy that will be updated 4.14/Faculty Academic Records. This recommended update is also with this batch of policies, but was not sent through shared governance as the updates to the policy were superficial.

Ch. 3.56 / Rehire Eligibility

Effective: May 7, 2019

  • Process to re-evaluate rehire eligibility of former employees who are coded as non-rehirable. Former employees would need to request for their eligibility to be reconsidered.
  • Making a decision to mark an employee not eligible for rehire upon their separation is an impactful decision to the person. This warrants a process to review.

3.16 / Nepotism

Revised: May 7, 2019 | Effective: July 1, 1997

Requested By

Human Resources Business Partners

Summary Of Policy Or Policy Change:

  • Replacing and changing title of existing policy (Employment of Relatives)
  • Providing definitions
  • Providing clear direction to address situations and provide expectations.

Reason Or Need For Policy:

The current policy address situations involving a conflict of interest regarding a family relationship with employees in a UP or USS position. The new policy applies to all employees (faculty, staff, students), and provides clear direction to address situations where a conflict of interest and/or a power differential exists. The new policy also provides clear expectations to employees and leaders regarding reporting and resolving situations involving a conflict of interest or power differential.

Reviewed And Approved By The Following University Stakeholders:

  • Human Resources Leadership Team
    • Jamie Olmsted, Leader of Total Rewards
    • Sheryl Propst, Assistant Director
    • Susan Martin, Director of HR Operations & Systems
    • Marcie Holsteen, Human Resources Professional
    • Judy Espinoza, Director of Human Resources
  • General Counsel’s Office (legal form only) – Molly Gordon, Associate General Counsel
  • Faculty Senate
  • UP Senate
  • USS Senate

3.41 / Separation of Employment

Revised: April 30, 2019 | Effective: February 23, 2018

Requested By

Human Resources Business Partners

Summary Of Policy Or Policy Change:

  • Under the responsibilities of leadership and employee adding information about disabling access to University email and timeframe for forwarding physical mail.
  • Removing voluntary separation form.

Reason Or Need For Policy:

A concern was brought forth, that an employee who separated over a year prior was no longer having their physical mail forwarded. They had concerns that the University was improperly disposing of their mail. It was identified that we could be clearer on expectations for the department and employee and how the University will handle receiving mail of separated employees.

The voluntary separation form has been determined to be duplicative process and is covered by an employee's resignation notice.

Reviewed And Approved By The Following University Stakeholders:

  • General Counsel’s Office – David Moses, General Counsel
  • Human Resources – Judy Espinoza, Director of HR

Other Notes For Consideration:

This was initially sent through shared governance in Spring 2018, where feedback was gathered from Equal Opportunity Office, General Counsel’s Office, Faculty Senate, UP Senate, and USS Senate. Plan would be to update the partners in the initial shared governance of changes, but not to resend policy through shared governance.

20.14 / Use and Operation of U.S. Postal Substation

Revised: April 1, 2019 | Effective: May 15, 1998

Requested By

Ellen Abbey and Michael Sperlazza in consultation with the United States Postal Service

Other Notes For Consideration:

Requesting the addition of language in regards to the university’s official mailing address. The university has assigned street addresses to buildings for way-finding and emergency purposes which cannot be used for mail service. The USPS will not deliver to a business address unless there is a cluster mailbox or mailroom. In order for university mail to reach our mailroom, departments must use the official address of 1845 Fairmount, plus the Zip+4, as stated in the requested revision.

Requested language is shown under III. D and III. E.

20.13 / Internal Mail Distribution System

Revised: April 1, 2019 | Effective: March 17, 1998

Requested By

Ellen Abbey and Michael Sperlazza in consultation with the United States Postal Service

Other Notes For Consideration:

Requesting the addition of language in regards to the university’s official mailing address. The university has assigned street addresses to buildings for way-finding and emergency purposes which cannot be used for mail service. The USPS will not deliver to a business address unless there is a cluster mailbox or mailroom. In order for university mail to reach our mailroom, departments must use the official address of 1845 Fairmount, plus the Zip+4, as stated in the requested revision.

Requested language is shown under III. D and III. E.

8.03 / Federal Work-Study

Revised: February 7, 2019 | Effective: July 1, 1997

3.54 / Furlough

Effective: January 29, 2019