| 1. |
What is Employee Relations? What do you do? |
| As part of the Human Resources Division, the Employee Relations Office is a resource for supervisors and managers to contact concerning work-related issues. This office advises managers who are initiating corrective and/or disciplinary action and reviews all Employee Relations actions (written warnings, final written warnings, suspension, demotion, termination, separation, reduction in force) before they are issued, to ensure compliance with University policies and procedures. This office also coordinates the Staff Employment Grievance process. For other Employee Relations services, please visit www.hr.utah.edu/er/services. |
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| 2. |
Where can I find more information on the disciplinary procedure? |
| Polices and Procedures about the disciplinary process at the University can be found in the University of Utah’s Policy and Procedures Manual at No. 2-9 Corrective Action and Termination Policy for Staff Employees and No. 2-25 Staff Employment Grievances. With questions, you may also call Employee Relations at 581-5469. |
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| 3. |
Who should I talk to if I want to discuss taking disciplinary action against one of my employees? |
| Please contact your HR Employee Relations Specialist. The Specialist will assist you in determining the correct level of corrective or disciplinary action to administer. |
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| 4. |
What is an Exit Survey and how do I complete an Exit Survey? |
| An Exit Survey is designed to obtain feedback from departing employees to help us improve the work environment at the University. The information you provide is completely confidential and your name and specific responses will not be revealed to your supervisor and/or department.
Exit Surveys can be completed on-line or downloaded at www.hr.utah.edu/er/exit/. |
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| 5. |
Can I use sick leave for vacation? |
| Sick leave is available to employees working 75% FTE or greater (30 hours per week). Employees may only take sick leave for their own illness or injury, or to care for an ill or injured spouse or child. |
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| 6. |
Can I use vacation for sick leave? |
| Once all sick leave is depleted, an employee may substitute vacation time for days missed due to illness or injury. |
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| 7. |
What options do I have if I need additional sick leave after exhausting all accrued sick leave? |
| Please contact Benefits at 581-7447 to discuss the options available to you. |
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| 8. |
Will my conversation with Employee Relations remain confidential? |
| Confidentiality of all parties involved in a complaint investigation shall be strictly respected insofar as it does not interfere with the University’s legal obligation to investigate allegations of misconduct and to take corrective action or as otherwise provided by law. |
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| 9. |
What are the most common policies/procedures that are used? How do I find more information regarding University policies and procedures? |
| The most common policies/procedures that are used in Employee Relations are:
For a complete list of personnel policies, please go to www.admin.utah.edu/ppmanual/2-tbl.html . |
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| 10. |
Employees don’t get any support from the University or Human Resources. Why can’t I get an advocate, someone to support me? |
| Human Resources is here to support managers as they address employee problems in the workplace. We are also charged with oversight of the grievance process to ensure that the process is fair and that University policies and procedures are followed when corrective and disciplinary actions are taken. If you would like to speak to someone about work or non-work related issues, contact the Employee Assistance Program at 587-9319 to find out if you qualify for their services. |
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| 11. |
Can I have someone from HR sit in on a meeting with my supervisor or my performance evaluation? |
| Human Resources will attend these meetings when requested, as appropriate. Another program offered through Human Resources is mediation. For more information, go to www.hr.utah.edu/oeo/mediation or call 581-8365. |
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| 12. |
What does it mean to be “at will”? |
| An “at will” employee may be terminated from employment without proceeding through the disciplinary process outlined in University Policy and Procedures 2-9. Further, “at will” employees do not have access to the Permanent Staff Employment Grievance process outlined in University Policy and Procedures 2-25. To review these policies, please go to www.hr.utah.edu/policies. Employees considered “at will” are: staff members serving their six month probationary period, those employees who are regularly scheduled to work less than 20 hours per week, employees whose employment is for a period expected to last less than nine months, and those who are appointed to positions by the University President. |
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| 13. |
What do I do if I am injured on the job? |
| Please contact Benefits at 581-7447 for any questions regarding injuries occurring on the job. |
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| 14. |
Does the University have a dress code? Can my department tell me how to dress? |
| The University of Utah as a whole does not have a dress code. Each department has been given the responsibility to decide the type of clothing that they will allow in their workplace. |
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| 15. |
Doesn’t my department have to give me lunch and breaks? |
| Currently, Utah State law only requires lunch and breaks for employees who are under the age of 18. The University recommends that each department allow time for its employees to take lunch and/or breaks, however, this may not always be possible. Please contact your supervisor for the break/lunch policy in your department. |
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| 16. |
Can my department require me to work overtime? How is overtime compensation paid out? |
| A Department may require employees to work overtime; however, supervisors should keep overtime hours to a minimum. The University provides overtime pay (1 ½ time pay) or compensatory time off to non-exempt employees whose work exceeds 40 hours in a workweek. Employees shall obtain their supervisor’s approval prior to working overtime hours. Employees who do not obtain approval prior to working overtime hours may be subject to disciplinary action. |
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| 17. |
I was just issued a disciplinary letter and do not agree with it. What can I do? |
| First and foremost, you need to meet the performance expectations listed in the Warning. Not following the expectations could result in further disciplinary action. Second, you can submit a letter to be included in your personnel file. Third, you have the right to appeal the disciplinary action (file a grievance) in accordance with the provisions of University Policy and Procedure No. 2-25. Time parameters for filing an appeal are stringent (see below). For assistance, please contact your HR Generalist. |
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| 18. |
How and where do I file a grievance? |
| If an employee has a complaint or grievance regarding matters of illegal discrimination, s/he should contact the University’s Office of Equal Opportunity and Affirmative Action (OEO/AA) at 581-8365.
If an employee successfully completes the probationary period and decides to grieve an employment-related adverse action such as reduction in force, termination, suspension without pay, demotion, written warning or final written warning, s/he should contact the HR Generalist within five (5) days to discuss what portion of the grievance process applies to the employee’s issue. See PPM 2-25 for more information. |
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| 19. |
What do I do if one of my employees has filed a grievance? |
| If an employee files a grievance, the supervisor will be contacted by Employee Relations. If you have any questions, please contact Employee Relations at 581-5469. |
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| 20. |
How do I resign from my job? |
| By informing his/her supervisor—either verbally or in writing—that he/she is resigning. At minimum, the resignation should indicate the last day of work. As a guideline, exempt employees who resign should provide at least four (4) weeks advance notice, and non-exempt employees should provide at least two (2) weeks advance notice. |
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| 21. |
Don’t I have to get a warning before I get terminated? |
| If a University of Utah employee has not completed his/her probationary period or is an “at-will” employee, a warning letter is not required before termination. If a regular University of Utah employee has successfully completed the probationary period requirement, the University’s Policies and Procedures 2-9 will be applied to situations involving deficiencies in an employee’s job performance (warning given) and/or personal conduct (warning may not be required) while at work. To view the University’s Policies and Procedures Manual on-line, please go to www.hr.utah.edu/policies. |
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| 22. |
How do I appeal a termination that happened during my probationary period? |
| While you are a probationary or “at will” employee, you may be terminated from employment without proceeding through the disciplinary or grievance process outlined in University Policy and Procedures 2-9 and 2-25. However, if you feel you were terminated due to discrimination, please contact the Office of Equal Opportunity and Affirmative Action (OEO/AA) at 581-8365. |
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| 23. |
How do I appeal a termination that happened after my probationary period ended? |
| If you completed your probationary period, and are terminated or released from your employment as a regular staff member, you have the right to file a grievance within five (5) days of your termination. You may also file a complaint of discrimination with OEO/AA at 581-8365. (See PPM 2-32) If you have questions, contact Employee Relations at 581-5469. |
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| 24. |
How do I apply for unemployment insurance? |
| Unemployment insurance can be applied for with the Department of Workforce Services. For more information, visit the website at http://jobs.utah.gov. |
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