Work Life

Policy 151	Alcohol and Drug Problems, and Emotional Illness Emotional problems and problems with drug addiction or alcohol can and do affect work performance. University employees are responsible for seeking help with such problems so that their work performance does not negatively affect department or University operations. Employees whose work performance does not meet expectations are subject to corrective disciplinary action. The Employee Assistance Program (Strong EAP) is available to assist you in finding appropriate professional care. See Section X - For Your Information - for additional information. Sick leave is available for physician-authorized absences for treatment. If additional time off for rehabilitation is required, a leave of absence may be requested. Upon return to work, staff members are expected to meet the performance standards of their jobs.

Policy 401	Changes in Personal Data Promptly inform your immediate supervisor and the Benefits Office of any changes in your marital status or dependents. You will also need to complete the UR Payroll and Employee Records Center Name, Address, Marital Status Change Form. Follow the instructions on the form for ensuring changes are made appropriately. This form is also available at either the Offices of Human Resources at the Medical Center or on the River Campus.

Policy 121	Conflicting Employment Relationships (Nepotism) 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 shall consult with the Director of Human Resources or designee to determine whether any appointment, promotion, or transfer could create a questionable situation.

Policy 154	Corrective Discipline 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. Disciplinary actions may include oral warning, written warning, suspension or discharge. Some types of misconduct that may warrant discharge without prior discipline include: Unauthorized removal of property or resources (including electronic information) Possession or use of controlled substances or use of alcohol during scheduled work hours Fighting or willfully attempting to injure another person Falsification of records Willful breach of confidentiality Insubordination Abusive or threatening remarks Sexual or racial harassment Questions regarding appropriate disciplinary measures should be referred to the Office of Human Resources at the Medical Center or on the River Campus.

Policy 171	Drug-Free Workplace 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. In the event of a drug-related conviction, the employee is obligated by this law to notify the employer, who in turn, must notify the federal contacting agency. Employees who violate this policy are subject to corrective disciplinary action (see Policy 154).

Policy 124	Employment of Foreign Nationals 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 Immigration & Naturalization Service (INS) and if INS rules permit extension, the non-immigrant alien is responsible for obtaining required petitions. Questions regarding immigration should be directed to the Employment Center or to the Office of Human Resources at the Medical Center or on the River Campus.

Policy 173	Flexible Scheduling Because the work needs of University divisions are often cyclical, flexible scheduling is a means of meeting operational staffing needs while providing an opportunity for some employees to meet personal obligations and interests. Reduced appointment (less than twelve months) means reducing a regular appointment during any twelve-month period by: four-week increments (two pay periods) up to a maximum of 16 weeks for those on bi-weekly payroll one-month increments (one pay period) up to a maximum of four months for those on monthly payroll. Job sharing may be arranged by allowing two individuals to work part time in fulfilling the requirements of one full-time position. If you are interested in flexible scheduling opportunities, meet with your supervisor to discuss the options.

Policy 160	Grievance Procedure The Grievance Procedure 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. Staff in the Office of Human Resources at the Medical Center or on the River Campus are available to assist employees with problems or complaints. Employees may also seek guidance from the University Intercessor in cases of alleged harassment or discrimination.

Policy 191	New and Changed Positions 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.

Policy 194	Performance Evaluations 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 (see Probationary Period, Policy 169). A variety of information and guides are available and issued regularly to each department.

Policy 404 Policy 406	Personnel Records, Release of Personal Information An official record of your employment at the University is maintained by the HR Service Center. If you wish to review the information contained in that record, you must submit a written request to the HR Service Center (Towne House, Suite 202) to make an appointment to have a representative review it with you. Employees may review the file once every twelve months. If you feel that the file contains incorrect or irrelevant information, you have the right to comment in writing on the items in question. Your written statement becomes part of the permanent personnel file. Questions about this record should be directed to the Office of Human Resources at the Medical Center or on the River Campus. All employment verifications and income verifications are done by THE WORK NUMBER. Verifiers must log on to www.theworknumber.com or call 1-800-367-5690. They must have the employee’s social security number and the University employer code (11968). For income information, the employee must have provided a salary key authorizing release of this information (employment verifications include name, employment dates and job title).

Policy 139	Promotions and Transfers 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. As part of its coordinating role, the Office of Human Resources publishes staff vacancies to inform eligible employees of employment opportunities. Vacancies are posted at the Employment Center at the Towne House, at the Office of Human Resources at the Medical Center and the River Campus, on the University’s website, in Currents, and may also appear in local newspapers and other appropriate media. If you have completed your probationary period (see Probationary Period, Policy 169), or one year of employment for all PAS employees (salaried and hourly paid), and are interested in transfer opportunities, discuss your interest with your supervisor. If there are jobs of interest to you and you meet the requirements and qualifications for the position, submit a resume to the hiring department.

Policy 125	Replacement of Staff Who Are Absent Due to Short-Term Sick Leave Disability During the first six months of absence or continuation of benefits under the University of Rochester Sick Leave Plan (whichever is longer), an employee on short-term sick leave disability may be replaced only on a temporary basis. After the expiration of six months of disability absence or benefits under the University’s sick leave plan an employee may be permanently replaced. The employee may be placed on a Leave of Absence pending approval of Long-Term Disability (LTD), or terminated if LTD is not an option.

Policy 170	Smoke-Free Institution 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 (Policy 154).

Last Updated: January 4, 2007