Categories
Alternative Work Patterns
State policy encourages the use of alternative work patterns by full-time or part-time employees when such schedules are consistent with efficient and effective University operations. Alternative work patterns include job sharing; alternate work weeks such as four, ten-hour days; and, staggered work hours, such as 7:00 a.m. 3:30 p.m., with a thirty-minute lunch break. Requests for alternative work patterns should be made to the employees immediate supervisor who will determine if the proposal is feasible for the work unit.
Conduct and Personal Appearance
The students, parents, public and other employees see each employee as a representative of the University. Each employees appearance, courtesy, and consideration should reflect a favorable response from our students and the taxpayers of Wisconsin. Employees are expected to maintain an appropriate appearance and to conduct themselves in a business-like manner while on the job. Employees should discuss any questions on attire and grooming with their supervisor.
Demotion
A demotion means the movement of an employee with permanent status in one class to a position in a lower class for which the employee is qualified to perform the work.
Education / Training Opportunities
Career-related classes may be attended during working hours if prior approval is received from the supervisor and work time lost through class attendance is made up. Tuition reimbursement is available for courses taken at any University including those outside of the UW-System or Technical College. (See Tuition Assistance.)
Various training seminars and workshops are periodically offered on procedures, skills, or software programs. Announcements are published in Message of the Day.
Employee Assistance Program (EAP)
Employees who are experiencing personal or work-related problems which are serious enough to interfere with job performance are encouraged to contact the Employee Assistance Program, Room 304, Delzell Hall. EAP provides information, consultation, assessment, early intervention and appropriate referrals to community agencies.
Employee Performance Review
A supervisor is required by statue to prepare a written report on each employees job performance once a year. The supervisor will evaluate work performance in terms of standards established for the position and department. He/she will discuss areas that need improvement or that have shown improvement, as well as establish goals for the future. Each employee will sign the report to indicate that he/she has reviewed it and been involved in its preparation. Each employee will receive a copy of the report. The report is filed in the employees personnel file in Personnel Services.
Employment Policy
University policy provides equal opportunities for all, regardless of age, race, creed, color, disability, sex, national origin or ancestry and sexual preference.
The University does all within its power to recruit the best qualified applicants available for positions and to provide working conditions that will retain such employees in the Universitys service. No restrictions are placed on hiring blood relatives or persons related through marriage. However, to avoid conflicts of interest, a person so related must not participate either formally or informally in decisions to hire, retain, promote or determine the salary of the other person.
Grievance Procedure
The University of Wisconsin has a grievance procedure for all permanent civil service staff not on probation. Prior to filling a written grievance, problems, concerns or complaints should be discussed with the immediate supervisor to see if settlement is possible. If no resolution is reached, the employee may file a written grievance, but not later than 14 days from the date he/she first become aware of the condition causing the grievance. Instructions and forms are available from Personnel Services. If the grievance is one that violates civil rights, a grievance may be filed with the Equity and Affirmative Action Office, Room 210, Old Main Building. Bargaining unit employees also may avail themselves of the contractual grievance procedure if the matter in question is covered by the collective bargaining agreement.
Inclement Weather
The University has a policy stating that the campus will close and/or classes will be cancelled only under the most extreme weather conditions. If this occurs, we will try to keep you notified through the local media. Information will also be available by calling University Information at 715-346-0123. The Inclement Weather Policy is in Personnel Services Public Folders.
Always assume the campus will not be closed. On occasion, classes may be suspended due to inclement weather, however, all other operations at the University continue, necessitating non-teaching staff to report to work.
If you cannot report to work, contact your supervisor. Employees who cannot report to work due to inclement weather conditions may use paid leave, other than sick leave, with the permission of their supervisor. If no paid leave is available, the employee may opt to use leave without pay, or if the supervisor approves, an employee may make up some or all of the time missed.
Any non-exempt employee (those eligible to receive overtime for time worked over 40 hours in a work week) who cannot report to work, or leaves work early, may charge this absence to vacation, personal holiday, compensatory time, or take leave without pay. The employee using leave without pay will be allowed to work up to eight hours make-up in the same week as the absence, as scheduled by the supervisor, at a straight-time rate, if time and work demands permit.
UWSP policy maintains that classes will meet as usual unless there is formal notification from the Chancellors office. In the absence of such notice, classes are presumed to meet as scheduled. Individuals who travel to and from campus must use their own judgment as to whether or not such travel is wise. Should it be necessary to cancel a class due to the absence of a faculty member, it is the responsibility of that individual to notify her or his department chairperson and to schedule an appropriate make-up session.
Jury Duty
Employees summoned for grand or petit jury service shall be entitled to leave with pay. However, when not impaneled for actual service and only on call, employees shall report back to work unless authorized by the appointing authority to be absent from his/her work assignment.
Labor Unions
Chapter III of the Wisconsin Statues, entitled State Employment Labor Relations Act, sets forth the rights of state employees under subchapter III.82 which are as follows:
State employees shall have the right of self-organization and the right to form, join or assist labor organizations, to bargain collectively through representatives of their own choosing under this sup-chapter, and to engage in lawful, concerted activities for the purpose of collective bargaining, or other mutual aid or protection. Such employees shall also have the right to refrain from any or all such activities.
The above mentioned act applies to every civil service employee of the University. Further information regarding your status under the provisions of the State Employment Labor Relations Act, may be obtained from the supervisor or Personnel Services.
Certain job classifications are included in a represented bargaining unit. For purposes of bargaining a labor contract, these employees are represented by a bargaining agent (union). Membership in the union is voluntary for employees whether included in the bargaining unit or not.
Layoff
It may be necessary for the University to lay off employees because of a shortage or stoppage of work or funds, reorganization, or the abolishment of a position. When it is required, the layoffs will occur by classification. The University attempts to provide as much notice as possible if a layoff becomes necessary.
Layoffs generally are guided by seniority. An affected employee about to be laid off may be able to exercise other options such as transferring to a vacancy, bumping a less senior employee, or voluntarily demoting to a lower classification in a different position. Employees who are laid off do have recall rights back to the University if vacancies in their classifications should occur.
Work force reductions, which require layoff of employees covered by a collective bargaining agreement, will be handled according to the layoff procedures outlines in the applicable contract. Layoffs do not apply to project appointments or limited term employees.
Leave Without Pay
Leaves of absence without pay may be granted by the Director of Personnel Services if recommended by the supervisor. All leaves of absence must be requested in writing to the supervisor with the approved copy forwarded to Personnel Services. In addition, an official Leave of Absence Request Form must be completed for absences one week or longer. A properly executed leave of absence without pay provides an employee the right to a position and helps to ensure no lapse in insurance coverage.
University policy limits official leaves of absences without pay to a maximum of twelve (12) months, but may be extended on a year-to-year basis for an additional two (2) years with the approval of the appointing authority. Employees who have been granted a leave of absence have a right to return to their old job or one of like nature unless the position has been abolished through legislation or material reorganization of the department. Approved leaves of absence without pay do not constitute a break in service and credit is given when computing years of service. In computing vacation, sick leave, and Length of Service pay, credit is not given for the period of time an employee is on an approved leave.
Military Leave
Employees enlisting or called into the armed forces will be granted a leave of absence without pay for the period of military service, not to exceed four years. Application for restoration of a position must occur within 180 days of completing the military obligation. When ordered to annual encampment or the equivalent, the employee is entitled to leave with pay up to fifteen (15) days in any calendar year excluding Saturdays, Sundays, and holidays. However, the absence from work must be at least three (3) consecutive days.
This is in addition to all other annual leave to which the employee may be entitled. An Attorney Generals opinion indicates that such leave with pay may not be used when an employee is called for active duty with the armed forces. Employees who are members of the National Guard and are ordered to active duty during an emergency shall be granted a leave of absence without pay while they are serving such active duty. If they wish to do so, the employees may charge such absences to vacation or accumulated compensatory time instead of leave without pay. Leave with pay for duty-ordered schools, field camps or exercises is granted to permanent employees only. Employees are eligible to collect military pay or state pay, whichever is greater. Employees are required to turn in a copy of their military pay voucher upon return to work so that any necessary adjustment of state pay can be made. State pay will be adjusted (received) by the amount of military base pay received unless the military pay is greater, in which case no state pay for the period will be received. Those employees serving an original probationary period when ordered to attend schools, field camps, or exercises will be granted a leave of absence without pay. Military leave of absence without pay is included in the calculation of employees total length of time in State service.
Personal Information Changes
Employees should notify Personnel Services of any personal changes that might affect records and/or benefits. This would include change in name, marital status, birth or adoption of a child, death, address or telephone number, any specialized training, or additional education. Persons enrolled in the health and life insurance programs have a period of thirty (30) days in which to enroll a new dependent.
Personnel Records
Confidential up-to-date records of employee education, experience, attendance, and performance are officially maintained in Personnel Services. Employees may examine their personnel file upon giving adequate notice to Personnel Services. These files may not be removed from the Personnel Office.
Personnel Services should be informed of specialized training and education, as well as emergency contact information. The Payroll Office should be notified of changes in marital status, address, telephone number, and number of dependents claimed for tax withholding purposes.
Political Activity
Employees should not engage in partisan political activity during working hours or while acting in the capacity as an employee of the University. (See Wisconsin Statute 230.40.)
If an employee seeks election to a partisan political office, the employee shall be given a leave without pay during the period of the employees campaign for election to office. If elected, he/she shall separate from the classified service when he/she assumes the duties and responsibilities of such office. A classified employee of the University who leaves the service to fill an elected position shall have reinstatement rights for three (3) years from the time he/she left the service or for one year following termination from the elective position, whichever is longer.
Employees who take a leave of absence to run for or participate in the campaign for a partisan political office may not solicit assistance, subscription, or support from any classified employee of the state during working hours or on state property.
If the employee is involved with Federal funds, the Federal Hatch Act may apply, in which case Federal regulations require that the employee seeking a partisan political office be released from employment. Whether or not the Hatch Act applies is a determination made by the Federal Civil Service Commissions.
Generally, an employee can seek election to a nonpartisan public office providing it does not conflict with her/his duties and responsibilities as an employee of the University.
It is desirable that citizens participate in government. To this end, the University will attempt to facilitate an employees participation in the political process. It is desirable that the employee make her/his desire or intent known before participating in political activity in order to enable the University to evaluate and make known to the employee what consequences will be under that factual situation. Questions about this issue should be addressed to the Director of Personnel Services.
Position Descriptions
The position description (PD) is the key document in determining the appropriate classification and FLSA status of a position. It is descriptive of the major goals and worker activities of the position. It is not construed to limit or modify the power of the appointing authority and subordinate supervisors to assign work to employees. However, the appointing authority, subordinate supervisors and employees are responsible for assuring that the work assigned is the work actually performed and that PDs are reasonably current descriptions of the work. It is used as an information source for the development and implementation of an effective recruitment and selection plan if a position becomes vacant. Perhaps most important in the long run, an accurate PD helps the employee know what is expected by clearly defining the work to be performed in relation to the overall goals of the work unit. The PD can also be the basis for identifying training needs and criteria for evaluating performance.
Probationary Period
All new employees are required to serve a six-month probationary period. (Probation may be extended to nine months or longer in certain circumstances.) Supervisory or management employees are required to serve a probationary period of 6 to 12 months at the discretion of their supervisor and the Personnel Office. This period gives the supervisor an opportunity to rate the quality and quantity of the probationers work, judgment, dependability, initiative, rate of learning, work habits and ability to get along with others. It also helps the probationer decide whether or not to stay on the job. After successful completion of the probationary period, the supervisor completes a summary review for the employees personnel file and provides a copy to the employee. The employee is granted permanent status which gives them additional employment rights, such as transfer, seniority, bumping or contractual rights. A probationary period is also required when an employee is promoted to a new position, and may be required for transfer or reinstatement in State Service. An employee may be dismissed at any time during the probationary period without the right of appeal required for permanent employees.
Project Appointment
Project appointment refers to employment of at least 600 hours per year in a planned undertaking which is not a regular and continuing function of the employing agency and which has an established probable date of termination. (Stats.230.27) Project appointments may not be for more than four (4) years. Project employees are eligible after six months for privileges authorized for state non-contractual employees with the exception of tenure, transfer, reinstatement, restoration, promotion and layoff benefits. Employees on a project appointment may be terminated at any time. Project employees are not covered by a union contract.
Sections in this handbook that do not apply to project employees include Probation, Promotion, Demotion, Transfer, Layoff, Reinstatement and Seniority Date.
Project employees who move into a new project, or who are selected for a permanent civil service position, cannot carry over benefits. That is, employees moving from one project to another or from project to permanent cannot carry over any paid leave balances from the previous project appointment. Additionally, the initial rate of pay for the new project or permanent appointment would be at the minimum of the appropriate classification for that appointment.
Promotion
A promotion is a change to a new, more responsible job with a higher classification and salary either in the same department, another department of the University, or another state agency. All promotions are competitive and a written or oral exam is usually required to determine qualifications and rankings of candidates. Consequently, the individual hired must serve a probationary period in the new position, regardless of status prior to the promotion. Salary is increased when an employee is promoted.
Employees are encouraged to review positions posted on the Official Bulletin Boards or on the Message of the Day. Applications are available in Personnel Services. Qualified employees, including those serving a probationary period, may compete in promotional examinations.
Reasonable Accommodations
Under Section 504 of the Rehabilitation Act of 1973 and Title II of the Americans with Disabilities Act of 1990 (ADA), UWSP has a legal responsibility to accommodate and provide access to individuals with disabilities. Pursuant to these federal laws, no qualified individual with a disability shall, on the basis of disability, be excluded from participation in or be denied the benefits of services, programs or activities of the University or be subject to discrimination. As a public entity, the University must make reasonable modifications to its policies, practices, or procedures to ensure equal access unless those accommodations would result in an undue administrative or financial burden or would fundamentally alter the program, service or activity.
A reasonable accommodation is any modification or adjustment to a job, the work environment, or work procedures that enables a qualified applicant or employee with a disability to participate in the application process, perform essential job functions or enjoy the same employment rights and privileges as other employees.
Pursuant to the System policy, each institution has an ADA Officer as a resource for faculty and staff. Individuals may document a disability and request accommodations from this office; faculty and staff should use it as a source of expertise and assistance. At UWSP, the Director of Equity and Affirmative Action acts as ADA Officer.
Reclassification
Reclassification occurs when the duties and responsibilities of a position have changed as a result of a gradual and natural outgrowth of the duties the individual was hired to perform or since the position was last reviewed for classification. Reclassification also occurs when an employee has completed specified training and has the requisite experience and proven performance in a job classification series that permits progression. An example would be a progression through a classification such as accountant- journey to senior to advance.
To request a reclassification, your supervisor must update the position description, update the organizational chart, and complete a Reclassification Analysis form. Position description and classification specifications are available in Personnel Services. Personnel Services will conduct an audit of the position. Following this step the position will either be recommended for or denied reclassification in writing. The written decision reflects the rationale of the decision.
Reinstatement
Employees who terminate from the Classified service without misconduct or delinquency or who accept a voluntary demotion for personal reasons are eligible for reinstatement to state service for five years from the date of resignation or demotion. Reinstatement rights grant eligibility to apply for jobs in the classification in which the employee was working at time of resignation. It is also possible to be reinstated to a lower level in the class series. If reinstated, prior unused sick leave balance will be restored, as well as credit for prior service.
Resignation
If an employee resigns from his/her position, at least ten working days notice should be given to the department. To retain future reinstatement rights (see Reinstatement section), a letter of resignation should be submitted to the supervisor and Personnel Services, indicating last day of work and reason for leaving. All University keys, uniforms, IDs and any equipment provided to the employee must be returned to the supervisor.
All terminating employees are encouraged to contact the University Benefit Specialist in Personnel Services to review their benefits.
Rest Periods
Rest periods or coffee breaks are a privilege extended by most departments and to certain employees by the union contract. They are to be limited to two 15-minute periods in each full work day. The department will determine break schedules in order to properly plan the work at hand.
Rest periods cannot be used to make up lost time due to absences or tardiness nor can they be saved up and used as vacation or as reason to start late or leave early. If a rest period is not taken because of operational requirements, such rest period may not be taken during a subsequent work period.
Seniority Date
An employees seniority date, in most cases, is their original date of permanent employment with the State of Wisconsin. Adjusted continuous seniority dates may occur because of a break in state service. The adjusted continuous seniority date is generally used in determining vacation earnings, transfers, layoffs, vacation scheduling, and overtime assignments.
Sexual Harassment
Sexual harassment is recognized as a violation of civil rights laws, U.S. Equal Opportunity Commission Rules and by the civil law courts. The University of Wisconsin-Stevens Point is committed to providing its faculty, staff, and students with a sexual harassment-free environment.
The Chancellor, the Faculty Senate, and the Board of Regents of the University of Wisconsin System approved the following policy statement. Sexual harassment, it says, is impermissible and unprofessional conduct, subject to disciplinary action in accordance with applicable due process requirements, including, but not limited to reprimand, temporary suspension, expulsion, or discharge of the harassing individual.
Sexual harassment is defined as unwelcome sexual advances, requests for sexual favors, or other verbal or physical conduct of a sexual nature when:
UWSP is committed to maintaining a sexual-harassment-free environment. Employees have a right and an obligation to ask harassers to stop offensive behavior. Any person (student or staff member) who believes s/he has been the target of sexual harassment should report it to the Equity & Affirmative Action (EAA) Office for resolution. Others (Counseling Center personnel, faculty, residence hall directors, deans, department chairs, Personnel Services staff, Student Employment Office staff) should refer a complainant to the EAA Office unless a resolution is reached by contact with the aforementioned professionals.
The complete policy on sexual harassment is in the Community Rights and Responsibilities handbook which is available at http://www.uwsp.edu/admin/stuaffairs/rightsResponsibilities.aspx.
Special Clothing
Uniforms and special types of clothing are required in some departments. Each supervisor will inform the employee if such clothing is required for the job. A yearly allowance is paid by a separate check each January. Uniforms need not be returned when resigning from the position; however, identification patches must be returned to the supervisor on or before the last day of employment.
Safety shoes are required for employees in certain job classifications. Each supervisor will inform the employee if they are required on the job. A yearly allowance is paid through a separate check each January. Safety shoes may be purchased from any source.
Subpoenaed Witnesses
If subpoenaed to testify in a matter directly related to State employment, the employee shall be given reasonable time to do so without loss of pay. If the employee is subpoenaed to testify in a matter not directly related to State employment, he/she may use vacation, accumulated compensatory time, holiday time, or leave without pay to cover the absence.
Telecommuting Policy
The University supports telecommuting as an alternative work arrangement for some University employees. This telecommuting program is intended to be an innovative work option that benefits the University community. Telecommuting is a cooperative arrangement between the employee and the employer, not a basic right of all employees. A telecommuting arrangement is based on the needs of the job, the department or unit, and the University and on the employee's past and present levels of performance.
Telecommuting is a prerogative of the University, not an entitlement of employees. It is approved on a case‑by‑case basis consistent with the mission of the University and the respective department or unit. For example, since many of the services provided to students by and through our employees must necessarily be delivered at the University, such as classroom instruction, this function could not be considered for telecommuting arrangement. Each telecommuting arrangement will be cost‑justified and will be reviewed for continued mutual benefit at the start of each fiscal year.
Telecommuting is not a substitute for dependent care.
Before implementing a telecommuting agreement in a department or unit that is different from the one described here, the department head or unit supervisor must present that department or unit plan for telecommuting to the appropriate line officer for review and approval.
A Telecommuting Agreement is required and must be signed by both the department head or unit supervisor and the telecommuter. A copy of the Agreement must be provided both to the Director of Safety and Loss Control in order to appropriately administer liability and workers' compensation issues, and to the employees official personnel file.
Transfers
A transfer is the permanent appointment of an employee to a different position assigned to a classification having the same or counterpart pay range as a classification to which any of the employee's current positions are assigned. Counterpart pay ranges are pay ranges or groupings of pay ranges in different pay schedules which are designated by the Administrator of the Division of Merit Recruitment and Selection to be at a comparable level for the purposes of determining personnel transactions, e.g. transfer, promotion and demotion. It is the policy of the university to carefully consider all requests for transfer subject to the provisions of related collective bargaining agreements with the intention of best serving the employee and the university. All mandatory contractual transfers apply only to permanent employees who have successfully completed their probationary period.
Non-represented positions are posted on Personnel Services website. For these vacancies, the following people could be included for possible interviews: current UWSP employees in positions that are in a counterpart pay range; people from other agencies in positions that are in counterpart pay range requesting a transfer; people requesting reinstatement or voluntary demotion; and/or people from the civil service exam register.
Any permanent employee may transfer according to the above definition at management's discretion. An employee who transfers within the university is not required to serve a new probationary period. An employee who transfers between employing units (e.g. another University of Wisconsin campus) or state agencies will be required to serve a "permissive" probationary period. If budget or other considerations necessitate, the transferring employee's salary may be decreased for non-contractual transfers.
If a current UWSP employee is interested in transferring to another state agency, contact the Human Resources office at that state agency.
Tuition Assistance
Classified Staff (both permanent and project) are eligible for the tuition assistance program. Limited Term Employees (LTEs) are not eligible. Appointment must be at least 50% to qualify.
Job Related and Career Related courses will be reimbursed. Job Related courses provide knowledge and skills directly related to maintaining or improving current job skills; courses mandated by law or regulation in order for employee to retain the job; and courses directly related to the profession in which the employee is currently working. Career Related courses provide for career development with the University, including those which are a necessary elective for completion of this degree. Courses can be taken at any state accredited public or private higher educational institution or vocational, technical, and adult education district institution.
Employees may use vacation, personal holiday, compensatory time, leave without pay or normal work schedule may be adjusted to make up the class time. If the supervisor requires the course be taken, 100% of the costs are paid by the department before the class begins. The time in class does not need to be made up or covered by leave time.
To request fee reimbursement, employees must register and pay for the course and complete the Request for Tuition Assistance form. The form is available in Personnel Services, Room 133, Old Main Building OR in the Personnel Services public folders at: All Public Folders, University Offices / Services and Governance, Business Affairs, Personnel Services, Personnel Information/Forms. Requests for fee reimbursements must be approved before the day classes begin at the particular institution. After completion of the course, the following items should be submitted to the Accounts Receivable Office for processing of the approved fee reimbursement: (a) Copy of course grade report or certificate of completion (where no grade is given); and, (b) Copy of paid receipt for course fees.
Work Hours and Absences
The normal work week for University office employees is 7:45 a.m. to 4:30 p.m. with a 45-minute lunch break, Monday through Friday. Shifts, hours, and days of work may vary, however, all employees are expected to adhere strictly to their assigned work schedules. Employees unable to report for work during regularly scheduled hours due to illness or other valid reasons must notify their department no later than one hour after the start of the shift. Employees should state the reason for the absence and the expected return to work. Continued tardiness or frequent unexcused absences may result in disciplinary action after consultation with Personnel Services.
Classified Employee Work Rules
Work rules are defined as, and limited to, rules promulgated by the University of Wisconsin System within its discretion that regulate the personal conduct of employees during hours of their employment.
Collective bargaining agreements require that the work rules of the University of Wisconsin System and UW Stevens Point for employees in the collective bargaining unit be reduced to writing. Committing any of the acts on the list will be sufficient grounds for disciplinary action ranging from reprimand to immediate discharge, depending upon the seriousness of the offense and/or the number of infractions.
All classified employees are subject to the work rules as outlined on the following pages as well as those of their work unit. Unit work rules, if any, are provided to employees by their supervisor.