V. Personnel Policies

Table of Contents

USY Administrative Board :: V. Personnel Policies

A. Employee Benefits

1. Definition
2. Authority

2.1 Right of the Board of Trustees
2.2 Delegation
2.3 Authorization
2.4 Component Institution Adoption

3. Benefits Provided to All Employees

3.1 Workers' Compensation Benefits
3.2 Employee Assistance Program (EAP)

4. Benefits Available to Status Employees

4.1 Description
4.2 Eligibility for Benefits
4.3 Flexible Benefit Plan
4.4 Accidental Death and Dismemberment Insurance for Police and Public Safety Officers Killed in the Line of Duty
4.5 Other Insurance Benefits
4.6 USNH's 403(b) Retirement Plan
4.7 Tuition Benefit Plan
4.8 Paid Holiday Leave
4.9 Time off Benefits for Non-Exempt Employees
4.10 Time off Benefits for Exempt Employees
4.11 Sick Leave
4.12 Interim Disability Leave
4.13 Bereavement Leave

5. Benefits Available to Adjunct Faculty and Staff

5.1 USNH's 403(b) and 457(b) Retirement Plans (Adjunct)
5.2 Medical Insurance Coverage

6. Benefits Following Termination

6.1 Last Day of Benefits Coverage
6.2 Medical and Dental Benefit Continuation
6.3 Flexible Spending Accounts (FSA)
6.4 Tuition Benefit
6.5 Life Insurance
6.6 Unemployment Compensation Benefits

7. Benefits Following Retirement

7.1 Normal Retirement Age
7.2 Social Security
7.3 Income from USNH 403(b) and 457(b) Retirement Accounts
7.4 Medical Coverage for Retirees Age 62 through age 65 and for Full-time Certified Police Officers
7.5 Medical Coverage for Retirees over Age 65 with the Additional Retiree Contribution (ARC)
7.6 Medical Coverage for Retirees Over Age 65 with the Medicare Complementary Plan

8. Benefits Following End of Service Due to Disability

8.1 Long-Term Disability Insurance
8.2 Workers' Compensation while Disabled 

B. Affirmative Action

1. Definition
2. Authority
3. Affirmative Action Officers
4. Affirmative Action Plan

C. Employment

1. Authority

1.1 Authorization
1.2 Component Institution Adoption
1.3 Principal Administrators

2. Equal Employment Opportunity/Affirmative Action

2.1 Component Institution Adoption
2.2 Discrimination 
2.3 Genetic Information Nondiscrimination Act (GINA)
2.4 Communication-Internal/External

3. Recruitment and Selection

3.1 Institutional Compliance Officer
3.2 Pre-advertising Requirements
3.3 Advertising
3.4 Selection
3.5 Exceptions to normal recruitment and selection procedures and policies

4. Placement

4.1 Verification of Right to Work
4.2 Background Review
4.3 Determination of starting salary
4.4 Confirmation of Employment
4.5 Accommodations
4.6 Post Employment Physical Examinations

5. Orientation

5.1 Responsibility
5.2 Goal
5.3 Follow-up

6. Appointments and Employment Relationships

6.1 Definition
6.2 Definitions of parameters important to each relationship
6.3 Types of Employment Relationships
6.4 Non-Employment Relationships
6.5 Retiree Relationships

7. Performance Evaluation

7.1 Goal
7.2 Evaluation Criteria
7.3 Responsibility
7.4 Evaluation Process
7.5 Timing and Frequency of Evaluations
7.6 Uses of Performance Evaluation

8. Performance Related Personnel Actions

8.1 Introductory Period
8.2 Disciplinary Actions other than Probation & Termination
8.3 Probation Status
8.4 Demotion

9. Termination

9.1 Voluntary Resignation
9.2 Retirement from USNH
9.3 Failure to Return from Leave/Job Abandonment
9.4 Termination Due to Lack of Funding/Appointment Limitation
9.5 Involuntary Termination Due to Factors Other than Performance (Reduction in Force)
9.6 Programmatic Displacement of Faculty
9.7 Involuntary Termination -- Financial Exigency
9.8 Involuntary Termination Due to Performance
9.9 Termination Appeal Process
9.10 Involuntary Termination -- Insubordination/Guilt in a Crime/Grievous Action

10. Lay-off

10.1 Description
10.2 Process
10.3 Unique Aspects of Lay-off Situations
10.4 Recall
10.5 Return

11. Employment Breaks-PAT/EE/Faculty and Operating Staff

11.1 Employment Breaks of One Year or Less
11.2 Employment Breaks Greater than One Year

12. Fitness For Duty

12.1 Faculty or staff member concerned about his/her own fitness for duty
12.2 Medical Evaluation
12.3 Medical Evaluation--Heavy Physical Work and/or Food Handlers
12.4 Confidentiality

13. Incentive Separation Plans

13.1 Goal
13.2 Authority
13.3 Eligibility
13.4 Conditions
13.5 Incentive/compensation
13.6 Financial maximums
13.7 Financial approvals
13.8 Legal/Human Resource approval

14. Personnel Files

14.1 Existence and Uses
14.2 Authorized Users
14.3 Composition of Files
14.4 Computerized Personnel Information

15. HIPAA

15.1 Scope of Policy
15.2 Definition - Covered Information
15.3 Authority
15.4 Notification

16. Leaves Without Pay

16.1 Voluntary Leave Without Pay
16.2 Involuntary Leave Without Pay
16.3 Benefit Continuation
16.4 Return from Leave
16.5 Benefit Repayment
16.6 Leave Extension
16.7 Subsequent Leaves

17. Military Leave

17.1 Eligibility
17.2 Extended Active Service
17.3 Temporary Active Duty
17.4 Retaliation or discrimination

18. Leave for First Responders

19. Family and Medical Leave Act (FMLA)

19.1 Eligibility
19.2 Definition
19.3 Conditions of Leave
19.4 Responsibility
19.5 Benefits During Leave
19.6 Compassionate Donation Plan
19.7 Miltary-Related FMLA Leave
19.8 Complaints
19.9 Collective Bargaining Units

20. Jury Duty and Witness Leave

20.1 Description
20.2 Crime Victim Policy

21. Flexible Work Alternatives

21.1 Flextime
21.2 Flex-Year
21.3 Teleworking

22. Cellular Phone Policy

22.1 Scope
22.2 Eligibility Based on Business Need
22.3 Clarification
22.4 Allowances
22.5 Reimbursements
22.6 Effective Date 

23. Reporting Allegations of Employee Sexual Harassment and Violence

23.1 Reporting to the Chief Executive Officer

D. Employee Relations & Safety

1. Authority

1.1 Chancellor's Authorization
1.2 Component Institution Adoption

2. Drug Free Workplace  Spanish version

2.1 Goal
2.2 Commitment & Responsiblities
2.3 Legal Requirements
2.4 Programs
2.5 Employee Alcohol and Controlled Substance Testing

3. Safety  Spanish version (excludes 3.6)

3.1 Safe and Secure Environment
3.2 Toxic Substances
3.3 Occupational Accidents/Injuries/Illness
3.4 Injuries
3.5 Discriminatory Harassment
3.6 Amorous Relationship Policy (not included in Spanish version)

4. Non-Smoking

4.1 Indoor Smoking Law
4.2 Smoking Prohibited
4.3 Exclusions
4.4 Complaints
4.5 Component Institution Adoption

5. Wellness

5.1 Purpose
5.2 Employee Assistance Program (EAP)

6. Nepotism

6.1 Number of family members allowed to be employed
6.2 Definition

7. Conflict of Interest

7.1 Professional activities
7.2 Potential for conflict of interest
7.3 Professional consulting activities of faculty
7.4 Compensated professional activities for faculty
7.5 Arrangments
7.6 Professional activities of part-time faculty and lecturers
7.7 Cooperative Extension
7.8 Professional activities of Principal Administrators, Academic Administrators and PAT Staff
7.9 Professional Activities of Operating Staff
7.10 Use of University System facilities, supplies, equipment, services, letterhead or name
7.11 Faculty or staff members who would benefit financially
7.12 Appropriation of Institutional Services or Business Opportunities

8. Political Activity Regulations-- Faculty/PA/PAT/OS/AA

8.1 Purpose
8.2 Rights of assembly and freedom of speech
8.3 Reasonable use of institutional facilities
8.4 Outside speakers
8.5 Responsibility of University System
8.6 Participation of Faculty members
8.7 Application of philosophy
8.8 Holding Political Office

9. Political Activity -- Cooperative Extension

9.1 Holding elected or appointed public office
9.2 Providing expert witness testimony in courts, etc.
9.3 Review (Appeal) Process

10. Communicable Diseases

10.1 Definition
10.2 Commitment & Responsibilities
10.3 Confidentiality
10.4 Non-Discrimination
10.5 Authority
10.6 Preparedness
10.7 Education

11. Uniforms, Equipment and Other Special Clothing

11.1 List of furnished uniforms, equipment and clothing
11.2 Exceptions
11.3 Termination

12. Employee Complaint and Grievance Procedures

12.1 Authority
12.2 Standard of Conduct
12.3 Delegation
12.4 Institutional Grievance Procedures
12.5 Record Keeping and Reporting

13. Non-work Related Solicitations

13.1 Goal

14. Emergency Response

14.1 Staffing
14.2 Monetary Payment
14.3 Benefit Continuation
14.4 Other Considerations 

E. Professional Development and Training

1. Authority

1.1 Authorization of Chancellor
1.2 Component Institution Adoption
1.3 Component Institution Responsibility

2. Professional Development and Training

2.1 Goal
2.2 Conduction of Training
2.3 Institutional Office Responsiblities
2.4 Funding

3. Job Exchange

3.1 Faculty Exchange Programs
3.2 PAT Exchange Programs
3.3 Other Procedures and/or Contractual Relationships

4. Professional Development Leave

4.1 Goal
4.2 Leave Conditions
4.3 Leave Approval
4.4 Sabbatical-Faculty
4.5 PAT Professional Development Leave
4.6 Principal Administrator's Professional Development Leave
4.7 Benefits

5. Memberships in Professional Organizations

5.1 Explanation

6. Internal Promotion

6.1 Intent and Hiring Guidelines
6.2 Criteria/Conditions
6.3 Procedures

7. Apprentice/Trainee

7.1 Goal
7.2 Purpose 

F. Compensation

1. Authority

1.1 Definition of Compensation
1.2 Classification and Pay Ranges
1.3 Additional Pay Policies

2. Job Evaluation

2.1 Authority/Evaluation System
2.2 Job Content and Organizational Structure
2.3 Administration
2.4 Designations

3. Establishment of Pay Ranges

3.1 Pay Ranges
3.2 Assignment of Classified Jobs to Pay Ranges

4. Determination of Exempt/Non-Exempt Status

4.1 Description

5. Pay by the Hour Policies

5.1 Hours Worked
5.2 Paid Holiday Leave
5.3 Curtailed Operations

6. Salary/Pay

6.1 Definition
6.2 Holiday Pay
6.3 Curtailed Operations

7. Additional Pay

7.1 Definition
7.2 Conditions for Review and Approval of Additional Pay
7.3 Hourly-based Additional Pay for Services for adjunct appointments
7.4 Salary-based Additional Pay for Services -- by Event, Project, or Course
7.5 Additional Pay -- Recognition, Recruitment, Other

8. Initial Salary Policy

8.1 Starting Salary
8.2 Promotion
8.3 Transfer
8.4 Reclassification
8.5 Demotion
8.6 Interim Appointment

9. Other Types of Salary Adjustments 

9.1 Across-the-Board Increase
9.2 General Increase
9.3 Market Equity Range Change
9.4 Equity Adjustment
9.5 Merit Increase
9.6 Administrative Adjustment
9.7 Discretionary Increase
9.8 Delay of Increases

10. Pay Distribution

10.1 Pay Year/Periods
10.2 Compensation Schedules
10.3 Pay Advances
10.4 Pay Deductions
10.5 Pay Effective Dates
10.6 Decreased Faculty/Staff
10.7 Honorarium Pay

11. Total Compensation for Principal Administrators

11.1 Delegation
11.2 Policy
11.3 Financial Prudence
11.4 Total Rewards
11.5 President's Responsibility

This page last updated Wednesday, January 2, 2019. For information on the adoption and effective dates of policies please see explanation on the OLPM Main Menu.