UPPS No. 04.04.01
Issue No. 16
Effective Date: 7/01/2015
Next Review Date: 7/01/2017 (E2Y)
Sr. Reviewer: Assistant Vice President for Human Resources
This policy establishes miscellaneous Texas State University human resources procedures that are not specifically covered by individual university policies. For other human resources policies and procedures, see UPPS No. 04.04.XX series. This policy addresses:
Notification of absence or tardiness
Non-business visitors, family members, and phone calls
Place of work
Disclosure of social security numbers
Criminal offense reporting obligations
Publication of employee photos
PROCEDURE FOR NOTIFICATION OF ABSENCE OR TARDINESS
An activity constitutes hours worked if it is undertaken out of necessity and for the principal benefit of the university, and is controlled, required and authorized by the university.
As directed by The Texas State University System (TSUS) Board of Regents, the university will be open to conduct business essential services during the hours of 8 a.m. to 5 p.m., Monday through Friday (except official university holidays). Essential services include university administrative and executive offices, the president’s office, the library, the registrar, the fiscal and business offices, the police department, the financial aid office, the admissions office, academic offices, facilities and any other essential operational offices.
A department head may routinely authorize alternate work schedules as long as university needs are met. However, the divisional vice president or president may authorize other hours as necessary.
Supervisors in offices required to provide services before 8 a.m. or after 5 p.m. may require employees to work hours other than eight to five as a condition of employment, either regularly or temporarily.
For timekeeping purposes, the university’s workweek begins at 12:01 a.m. on Sunday and ends at 12 midnight the following Saturday. Employees will record and round work time to the nearest quarter hour.
The use of “flex time” is encouraged as a means of providing the best possible delivery of services. Department heads may allow the workforce to modify their normal work hours for family or personal reasons as long as the university meets the demands of its internal and external customers, as well as state law and Regents’ Rules regarding operating hours. If a department head denies an employee request for a flexible work schedule, the department head must provide the employee with a written explanation of the denial within one week following receipt of a written request for a flexible work schedule. If the employee does not receive a written explanation for the denial, he or she may appeal the denial to the next level supervisor who shall respond in writing within two weeks of receipt of the appeal. The next level supervisor’s decision is final.
Departments may use flexible work schedules year round, but especially during the period between the May and August commencement ceremonies.
Two 15-minute paid rest periods during the normal workday are authorized for full-time employees, one in the morning and one in the afternoon. Employees working at least half-time, but less than full-time, are authorized one 15-minute paid rest period per day. Employees working less than half-time are not authorized rest periods. Employees may not use rest periods to shorten workdays or lengthen lunch hours. Offices should stagger rest periods.
Break Time for Nursing Mothers
Nursing mothers of children less than one year of age are eligible for additional break periods and private space to express breast milk during the workday. Additional guidance is provided in UPPS No. 04.04.61, Mother-Friendly Worksite Program.
PROCEDURE REGARDING NON-BUSINESS VISITORS, FAMILY MEMBERS, AND NON-BUSINESS TELEPHONE CALLS IN THE WORKPLACE
PROCEDURES REGARDING PLACE OF WORK
An employee’s department head will determine the employee’s normal place of work or assigned duty point. The employee’s dean or vice president must concur with the determination. Authorization from the president is required if the employee’s normal place of work is the employee’s home (see Section 05.02).
Telecommuting (work-at-home) - Employees may not consider their personal residence as their regular place of work or duty point without the prior written authorization of the president. In addition, the following policy and procedures will apply:
Department heads must route any work-at-home requests through normal administrative channels to the president. Requests must (1) specify the time period for the work-at-home arrangement, and (2) justify the request. The department head must provide a copy of the approved request to Human Resources.
Timekeeping - Employees may accrue state compensatory time for work performed at the employee’s personal residence only if the president or designee grants approval in advance.
However, non-exempt employees approved to work at home are eligible for FLSA overtime in accordance with the provisions of UPPS No. 04.04.16, Overtime and Compensatory Time Policy.
Workers’ Compensation - Employees approved to work at home are covered by normal Workers’ Compensation rules as provided in UPPS No. 04.04.43, Workers’ Compensation Injuries, Illnesses and Claims.
Employee requirements - During the approved work-at-home period, the employee will:
inform the department head of any changes that affect the work-at-home arrangements;
honor all copyrights for software provided by Texas State;
implement and maintain appropriate safeguards to protect university information against accidental or unauthorized disclosure, contamination, modification, or destruction; and
observe normal university policies and procedures.
Termination of arrangement - The president may terminate any work-at-home arrangement at any time. Such action is not necessarily an adverse personnel action. The president’s decision is final.
Criteria for approval - When evaluating work-at-home requests, the president will consider the following criteria:
the best interests of the university;
the minimum technological requirements to perform the job duties and the impact on Texas State of meeting these requirements;
the confidentiality of the information taken from the regular site and the ability to maintain that confidentiality;
the ability of the employee and supervisor to establish work expectations and a means to measure productivity and performance;
the amount of time the position’s duties require the employee’s physical presence at the regular office site;
the impact that such an arrangement will have on other employees and the services provided to customers; and
the confirmation that the employee will secure Texas State materials and equipment.
Department heads and supervisors may determine the dress code requirements for faculty, staff, and student employees under their supervision. They are encouraged to adopt reasonable requirements that are in keeping with the job functions, environment, and situations of the workplace. However, department heads and supervisors have full discretion in determining the appropriate dress code requirements for all employees under their supervision.
The employee may not consider time missed to change clothing as time worked.
DISCLOSURE OF SOCIAL SECURITY NUMBERS
The university requires its employees to furnish their social security numbers in order to verify their identities. The university’s recordkeeping system was established prior to January 1, 1975, pursuant to the authority given to the TSUS Board of Regents, in Section 95.21 of the Texas Education Code and solicited under the statutory authority of 42 U.S.C.A., Section 405(c ) (2) (C ).
University employees with access to social security numbers will protect them from disclosure to anyone who does not have a legitimate business need for the information.
CRIMINAL OFFENSE REPORTING OBLIGATIONS
All Texas State employees have an obligation to report actual or suspected crimes such as physical harm, theft, fraud, embezzlement, destruction of property, or other irregularities resulting in the loss of cash, property, or other assets of the university to the University Police Department (UPD). Procedures for reporting criminal offenses are outlined in UPPS No. 01.04.40, Reporting Criminal Offenses.
Employees are expected to cooperate with police and internal audit investigations. Investigations conducted by these offices are confidential.
PUBLICATION OF EMPLOYEE PHOTOS
Use of an employee’s photograph on a university website or other publication should be on a voluntary basis. As such, the employee should sign a release authorizing use of their image for this purpose. Photography release forms are available from University Marketing.
Photos taken at a public location for a university-related event may be used without the employee’s consent or signed release.
PROCEDURES FOR DISSEMINATION OF THIS POLICY
The provost and vice president for Academic Affairs (VPAA) will ensure that all policies in this document applicable to faculty are published in the Faculty Handbook.
The assistant vice president for Human Resources will ensure that all policies in this document applicable to staff are published in the Staff Handbook.
REVIEWERS OF THIS UPPS
Reviewers of this UPPS include the following:
|Assistant Vice President for Human Resources||July 1 E2Y|
|Chief Diversity Officer and Director, Equity and Access||July 1 E2Y|
|Chair, Staff Council||July 1 E2Y|
|Chair, Faculty Senate||July 1 E2Y|
This UPPS has been approved by the following individuals in their official capacities and represents Texas State policy and procedure from the date of this document until superseded.
Assistant Vice President for Human Resources; senior reviewer of this UPPS
Vice President for Finance and Support Services