HR Working Guide
Working Guide - Work Life
Access to Personnel File, Providing References
Policy Summary: An official record of your employment at the University is maintained by the HR Service Center. To review the information contained in that record, make an appointment to have a representative review it with you by submitting a request to the HR Service Center (Box 278955 or call 275-4989). Employees may review the file once every twelve months.
All employment and income verifications are done by The Work Number. Verifiers must log on to The Work Number Website or call 1-800-367-5690. They will need to have the employee’s social security number and the University employer code (11968). For income information, the employee should provide a salary key authorizing release of this information (employment verifications include name, employment dates and job title).
Drug Testing Policy
Policy Summary: It is the policy of the University of Rochester to maintain a drug-free workplace (Policy 171) and to thereby establish, promote and maintain a safe, healthy, working and learning environment for employees, students and volunteers and a safe and healthy environment for patients. Unauthorized use or possession of alcohol or controlled substances at work, including being under the influence or impaired by alcohol or controlled substances at work or while engaged in University business, on or off campus, is prohibited. This policy establishes the grounds for testing and testing process for purposes of determining whether covered individuals are engaged in substance abuse in violation of university policy.
Changes in Personal Data
Policy Summary: Each faculty and staff member is expected to promptly notify his or her department head and the Office of Human Resources of changes to name, home address and telephone number. The Benefit’s Division of the Office of Human Resources should be notified of changes in marital status, spouse’s name, number of dependents and beneficiaries in order to assure proper benefit administration. If the change will affect your tax status, an updated state and federal tax form will need to be completed. Procedures regarding how to make any of these changes are outlined in the official policy.
See Policy 401
Policy Summary: The University is committed to protecting the privacy of individuals (employees, students, patients, and volunteers) and the confidentiality of records. As an employee, you have the responsibility for making sure that this commitment is upheld. If you have been given information in confidence or have been authorized to secure sensitive information, you are entrusted with maintaining the confidentiality of that material. Breaches of confidentiality may be subject to corrective action, up to and including termination of employment. If you have questions about access to information that may be sensitive or that may violate the privacy rights of individuals, you should talk with your immediate supervisor.
See Policy 108
Conflicting Employment Relationships (Nepotism)
Policy Summary: Employment of close relatives of University employees is limited only as necessary to ensure that each person can carry out his or her responsibilities objectively, without favoritism, and without fear of reprisal. Department heads should consult with their human resources representative to determine whether any appointment, promotion, or transfer could create a questionable situation.
See Policy 121
Policy Summary: When an employee’s conduct interferes with the operation of the University, the immediate supervisor will take corrective disciplinary action as warranted. Corrective discipline provides the opportunity for employees to be warned of the seriousness of unacceptable behavior and the consequences if misconduct continues, although serious misconduct may result in suspension or discharge without prior discipline. There are no automatic measures of corrective action; the seriousness of the infraction, the circumstances, and the employee’s work record are considered. The employee will be given the reason for the action and an opportunity to present his or her side.
Questions regarding appropriate disciplinary measures should be referred to the Office of Human Resources.
See Policy 154
Policy Summary: The University is committed to the development and maintenance of a drug-free environment and, in accordance with the Drug-Free Workplace Act, will not tolerate the unlawful manufacture, distribution, possession or use of controlled substances on its premises. All University employees are notified of this policy and are obligated to comply with it as a condition of employment.
Employment of Foreign Nationals
Policy Summary: The University will not knowingly employ or continue in employment persons who do not meet the requirements of federal laws pertaining to immigration and naturalization. If University employment is to continue past the date authorized by the U. S. Citizen and Immigration Services (USCIS) and if the USCIS rules permit extension, the nonimmigrant alien is responsible for obtaining required petitions. Questions regarding immigration should be directed to the HR Service Center or the International Services Office.
See Policy 124
Policy Summary: The University encourages departments whenever practical to provide flexibility in work schedules for staff members who are unable to work regular full-time or regular part-time hours throughout the year. By providing flexibility in scheduling, the University may be able to retain valued employees and maximize savings. Flexible schedules should be arranged only if it is mutually convenient to do so; in essence, the department and the employee should develop a partnership to ensure that the required work can be completed given the schedule change.
See Policy 173
Policy Summary: The Grievance Procedure is available to part-time and full-time employees who are active and not in the probationary period. It is designed to supplement the informal departmental means of resolving employee problems or complaints, including concerns regarding possible discrimination. It is to be used whenever efforts to solve the problems through discussion with the immediate supervisor have been unsuccessful. Each department is assigned a Human Resource Representative to assist employees with problems or complaints. Employees may also seek guidance from the University Intercessor in cases of alleged harassment or discrimination.
See Policy 160
Hiring Replacements for Staff Members
Policy Summary: The University will hold a staff position open for a reasonable period of time during an approved work related (Workers’ Compensation) or non-work related (Short-Term Sick Leave) absence and/or after Family Medical Leave (FML) is exhausted and except in cases in which undue hardship is clearly established or where the need for continuing leave is determined to be indefinite.
See Policy 125
New and Changed Positions
Policy Summary: Job classification is a system for organizing work responsibilities so that similarities and differences can be readily identified and evaluated. The analysis of work performed in a given position provides the scope and level of the duties and responsibilities (tasks) as assigned and the knowledge, skill and abilities required to accomplish the tasks. The supervisor is responsible for determining the work to be assigned to a specific position. The Office of Human Resources is responsible for classifying the position.
You may request a copy of your position description from your supervisor, who will answer questions you may have about specific position responsibilities.
See Policy 191
Policy Summary: The primary purpose of a performance evaluation is to provide communication between you and your supervisor concerning all aspects of your job and performance progress. Your documented performance evaluation is a significant part of your employment record which influences recommendations for salary increases, promotions, transfers, layoffs, and/or terminations. Each employee should receive a performance evaluation at least once a year, after completing the first six months of service. A variety of information and guides are available and issued regularly to each department.
Policy Against Discrimination and Harassment
Policy Summary: The University of Rochester values diversity and is committed to equal opportunity for all persons regardless of age, color, disability, ethnicity, marital status, military status, national origin, race, religion, sex, sexual orientation or veteran status, or any other status protected by law. Further, the University complies with all applicable nondiscrimination laws in the administration of its policies, programs and activities. As such, any behavior, including verbal or physical conduct, that constitutes discrimination against or harassment of any student, faculty or staff member of the University community in any form is prohibited. Retaliation is prohibited in any form against a person because he or she complained about conduct reasonably believed to be discrimination or harassment.
See Policy 106
Policy Summary: The University complies with all federal, state and local regulations governing the work environment. On River Campus and at other locations smoking is allowed only in designated smoking areas; however, the Medical Center, including Strong Memorial Hospital, is an entirely smoke-free campus.
Violators of this policy are subject to corrective disciplinary action.
Transfers and Promotions
Policy Summary: Individual success is important to the success of the University. Accordingly, the University encourages the professional development of each employee and encourages departments to “promote from within” whenever possible.
The Office of Human Resources publishes staff vacancies at the Human Resources offices as well as on the University’s website. Once an employee completes his or her probationary period, he or she may discuss transfer or promotional opportunities with his or her supervisor. Should a position become available for which the employee is qualified, he or she may apply via the HRMS website (see Self-Service, Careers) or by submitting a resume directly to the hiring manager.