HR Policy - Employee Handbook and Related Employment Policies
The University of Wisconsin-La Crosse (UWL) Employee Handbook has been prepared to assist you in finding the answers to questions that you may have regarding your employment with UWL. It is recommended that all new and existing employees read and understand the contents of this handbook.
INTRODUCTION
Disclaimer
The
University of Wisconsin-La Crosse (UWL) Employee Handbook has been prepared to
assist you in finding the answers to questions that you may have regarding your
employment with UWL. It is recommended that all new and existing employees read
and understand the contents of this handbook.
We do not
expect this handbook to answer all your questions. Your supervisor and the
Office of Human Resources should also be a major source of information on
specific procedures.
This
handbook or any other verbal or written communication by a management
representative, should not be considered an agreement, contract of employment,
express or implied, or a promise of treatment in any particular manner in any
given situation. Many matters covered by this handbook, such as benefit plan
descriptions, are also described in separate UWL and UW System documents.
This
handbook states only general UWL guidelines. UWL may, at any time, in its sole
discretion, modify anything stated in this handbook, with or without notice.
This handbook is subject to the terms of any applicable collective bargaining
agreement. This handbook supersedes all prior handbooks. This handbook is not
meant to replace UW System or UWL policy.
Where conflict exists between this handbook and written UW System or UWL
policy, the policy shall govern.
UW and UWL policy related information can be accessed here: https://kb.uwlax.edu/
Structure of this handbook
While most
of the topics in this handbook impact all employees, we recognize that certain
subjects may be specific to a certain employee type or that the information
contained in the chapter might be slightly different based on employee type. If
no designation of employee type is made, the information applies to all
employees. Employee types are defined in Section C. For this document,
“supervisor” refers to any employee who is responsible for the oversight and
management of another employee. This can
usually be ascertained if the supervisor is required to complete the annual
performance evaluations. This may include limited, faculty, IAS, NIAS and
university staff.
Getting more information
Between UWL and UW System, employees receive a lot of communication on many important topics. It is easy to miss an email. UWL Human Resources has provided you a central point to review all UWL and UW System employment, payroll, benefit, and employment policy related information at the UWL Human Resources’ website: https://www.uwlax.edu/human-resources/news/
SECTION A – ABOUT UW-LA CROSSE
A-1 Welcome
Whether you
are joining us as a new employee or have been at the University of Wisconsin-La
Crosse (UWL) for some time, we hope you will enjoy your work here and we are
glad to have you with us. Your role at UWL is critical to the success of our
students and the mission of the university.
A-2 Mission Statements
UW SYSTEM
MISSION
The mission
of the System is to develop human resources, to discover and disseminate
knowledge, to extend knowledge and its application beyond the boundaries of its
campuses, and to serve and stimulate society by developing in students
heightened intellectual, cultural, and humane sensitivities;
scientific,
professional, and technological expertise; and a sense of value and purpose.
Inherent in this mission are methods of instruction, research, extended
education, and public service designed to educate people and improve the human
condition. Basic to every purpose of the System is the search for truth.
UWL
MISSION
The
University of Wisconsin-La Crosse provides a challenging, dynamic, and diverse
learning environment in which the entire university community is fully engaged
in supporting student success. Grounded in the liberal arts, UWL fosters
curiosity and life-long learning through collaboration, innovation, and the
discovery and dissemination of new knowledge. Acknowledging and respecting the
contributions of all, UWL is a regional academic and cultural center that
prepares students to take their place in a constantly changing world community.
The university offers undergraduate programs and degrees in the arts and
humanities, health and sciences, education, and business administration. The
university offers graduate programs related to areas of emphasis
and strength
within the institution, including business administration, education, health,
the sciences, and the social sciences.
A-3 UWL history and
other pertinent facts
The
University of Wisconsin-La Crosse was founded in 1909 as the La Crosse Normal
School. Today, it is one of the 13 four-year campuses in the University of
Wisconsin System. Originally known for its nationally recognized physical
education program, UWL now offers over 100 undergraduate and graduate degree
programs.
The 119-acre
campus is in a residential section of La Crosse providing an energetic place to
live and learn. UWL has an enrollment of approximately 9,700 undergraduates and
1,000 graduate students and employs approximately 1,450 faculty and staff.
Among its many recognitions, UWL has been consistently ranked by Kiplinger’s and U.S. News & World Report as one of the best public comprehensive universities in the country in the past several years and has the second highest academic profile of incoming freshman in the UW System. UWL is an athletics Division III university having produced more than 60 national championships.
A-4 University of
Wisconsin-La Crosse Strategic Plan: Sustaining Excellence
Increasing
community engagement
UWL embraces
community engagement as a key component to our teaching, scholarly, &
service mission
Achieving
excellence through equity and diversity
UWL is
committed to being an equitable & welcoming community to maintain our
status as a high quality & competitive university.
Investing in
our people
UWL
recognizes that our status as a high quality and competitive university depends
on our faculty and staff.
Advancing
transformational education
High-impact
teaching & learning opportunities that are proven to aid student success
across diverse backgrounds.
More information: https://www.uwlax.edu/info/strategic-plan/#accessibility-menu
SECTION B – DIVERSITY
B-1 Affirmative
Action/Equal Opportunity
The
University of Wisconsin-La Crosse is an equal opportunity employer that does
not discriminate on the basis of actual or perceived race, ethnicity, color,
creed, religion, sex, gender identity or expression, marital status, age,
ancestry, disability, veteran status, national origin, sexual orientation,
arrest record or other protected status. Our management team is dedicated to
this policy with respect to recruitment, hiring, placement, promotion,
training, compensation, benefits, employee activities and general treatment
during employment.
Any
employees with questions or concerns about equal employment opportunities in
the workplace are encouraged to bring these issues to the attention of the
Affirmative Action/Equity Officer. UWL will not allow any form of retaliation
against individuals who raise issues of equal employment opportunity. To ensure
our workplace is free of artificial barriers, violation of this policy will
lead to disciplinary action, up to and including discharge.
MORE
INFORMATION: https://www.uwlax.edu/equity/
B-2 Veterans
Executive
Order #137 announced the Wisconsin Veteran Employment Initiative, a state-wide
program aimed at increasing the number of veterans and veterans with a
service-connected disability rating that are employed in state government.
In
accordance with Executive Order #137, UW-La Crosse has prepared and implemented
a plan of action to employ veterans and veterans with a service-connected
disability rating. It is the policy of the UWL to practice nondiscrimination
and take affirmative action in
employment with respect to covered veterans. UWL is committed to making good
faith efforts to employ qualified covered veterans.
MORE
INFORMATION: https://www.wisconsin.edu/uw-policies/uw-system-administrative-policies/employment-of-veterans/
B-3 Consensual
relationships
Romantic
and/or sexual relationships between faculty or other staff and students, or
between supervisors and subordinates, are a concern of UW-La Crosse in cases
where conflict of interest or abuse of power exist. Consensual romantic and/or
sexual relationships where a definite power differential between the parties
exists, may constitute sexual harassment if the effect of such a relationship
interferes with an individual’s academic or professional performance or if it
creates an intimidating environment upon its termination. Thus, it is in the
interest of UWL to provide clear direction and educational opportunities to the
university community about the potential risks associated with consensual
romantic and/or sexual relationships where a definite power differential
between the parties exists.
MORE
INFORMATION: https://kb.uwlax.edu/103679
B-4 Sexual harassment
It is the
policy of the University of Wisconsin-La Crosse, consistent with its efforts to
foster an environment of respect for the dignity and worth of all students and
employees of the university, that sexual harassment of students and employees
of the university is unacceptable and impermissible conduct that will not be
tolerated. Sexual harassment is a form of sex discrimination. It occurs in a
variety of situations that share a common element: the inappropriate
introduction of sexual activities or comments into the work or learning situation.
Often,
sexual harassment involves relationships of unequal power and contains elements
of coercion—as when compliance with requests for sexual favors becomes a
criterion for granting work, study, or grading benefits. However, sexual
harassment may also involve relationships among equals, as when repeated sexual
advances or demeaning verbal behavior have a harmful effect on a person’s
ability to study or work in the academic setting.
MORE INFORMATION: https://www.uwlax.edu/title-ix/
B-5 Discrimination,
harassment, retaliation
The
University of Wisconsin-La Crosse is committed to providing an educational,
program, activity, and workplace environment that is inclusive and free of
discrimination, discriminatory harassment (including sexual harassment), sexual
misconduct, and retaliation, and to the prompt and equitable investigation and
resolution of all complaints thereof. In the application of this policy, due
consideration will be given to the protection of individual rights to freedom
of speech and expression.
MORE INFORMATION: https://www.uwlax.edu/equity/
B-6 Inclusive language
at UWL
UWL values
diversity among our faculty, staff, and students and actively supports the use
of inclusive language in which the diverse experiences of students, faculty,
and staff are represented and valued with equal respect in relation to
socioeconomic status, gender, racial background, sexual orientation, and ethnic
background.
MORE
INFORMATION:
B-7 Americans with
Disabilities Act (ADA)
In
accordance with the Americans with Disabilities Act (ADA), UWL will endeavor to
make a reasonable accommodation to the known physical or mental limitations of
qualified employees with disabilities unless the accommodation would impose an
undue hardship on the operation of our business. If you need assistance to
perform your job duties because of a physical or mental condition, please
contact the contact the ADA Coordinator in the Office of Human Resources.
MORE INFORMATION: https://www.uwlax.edu/equity/resources-policies-and-procedures/#tab-policies
B-8 Display of
religious holiday symbols on campus
During the
holiday season, employees may have questions and concerns about the
permissibility of displaying religious holiday symbols on campus. To address
these concerns, UW System general counsel has prepared some guidance on the
topic. UWL encourages its employees to review this guidance and to be
responsible and respectful of others during the holiday season.
MORE INFORMATION: https://www.wisconsin.edu/general-counsel/legal-%20topics/holiday-displays/
SECTION C - EMPLOYMENT
C-1 Employment types
The faculty/academic
staff/limited (FASL) employee category is comprised of faculty, academic staff,
and administrators.
FASL
employees in the University of Wisconsin System are exempt from the Fair Labor
Standards Act (FLSA). For purpose of the document, FASL employees will identify
all titles indicated below:
FACULTY are
individuals who hold a terminal degree in their field, and tenure or
tenure-track teaching positions with the rank of professor, associate
professor, assistant professor, or instructor in an academic department.
Faculty appointments are either probationary or tenure appointments.
A
probationary faculty appointment is the appointment status held by a faculty
member before a decision on tenure is made. A probationary appointment is
limited to seven years for a full-time faculty position, although this period
may be extended for certain reasons, such as an approved leave of absence.
A tenure
appointment is an appointment for an unlimited period, granted to a ranked
faculty member by the Board of Regents. To be eligible for tenure, faculty
members must hold an appointment of half-time or more.
ACADEMIC
STAFF are professional and administrative positions with duties primarily
associated with higher education institutions or their administration which
require a degree, certification, or other professional credentials.
Non-instructional
academic staff (NIAS) is a term used to identify academic staff positions that
do not have primary responsibility for providing credit instruction and
training to students in an academic discipline
(i.e.
professional, program manager, research, and administrative program director
positions).
Instructional
academic staff (IAS) is a term used to describe positions that have primary
responsibility to provide for-credit instruction and training to students in an
academic discipline.
LIMITED
APPOINTMENTS are appointments to administrative positions that serve at the
pleasure of the Chancellor who is the appointing authority and are subject to
the provisions in the state statutes, administrative code and system
unclassified personnel guidelines.
The
UNIVERSITY STAFF are non-exempt from the federal Fair Labor Standards Act
(FLSA) and paid bi-weekly. (This also includes exempt University Staff
positions that have yet to transition to Academic Staff.) University staff
positions are quite varied and duties include, but are not limited to,
administrative support, information technology, accounting, engineering, in
addition to custodial, food service, and crafts workers.
The STUDENT
ASSISTANT EMPLOYEE category is comprised of graduate, program, and teaching
assistants.
Graduate,
program and teaching assistants are graduate students who hold an appointment
that is intended primarily to further the education and training of the
student. This type of student assistant position is exempt from the Fair Labor
Standards Act (FLSA).
MORE
INFORMATION: https://www.wisconsin.edu/ohrwd/hr/emplcat/
C-2 Hours of operation
Official
office hours at UWL are 7:45 a.m. to 4:30 p.m., Monday through Friday, though
an individual’s working hours and workdays may vary depending on department
requirements and the nature of the position. Each employee will be assigned a
specific work schedule and will be expected to begin and end work accordingly.
To accommodate business needs, individual work schedules may be changed on
either a short-term or long-term basis.
MORE
INFORMATION: https://www.wisconsin.edu/ohrwd/benefits/leave/%20reporting/
C-3 Criminal
background check
Employment
at UWL will require a criminal background check. A pending criminal charge or
conviction will not necessarily disqualify an applicant. In compliance with the
Wisconsin Fair Employment Act, the university does not discriminate based on
arrest or conviction record.
MORE
INFORMATION: https://kb.uwlax.edu/103851
C-4 Authorization to
work/I-9
Employment
is contingent upon verification of identity and work authorization as required
by the Immigration Reform and Control Act of 1986. New employees are required
to complete the Employment Eligibility Verification (I-9) form on or before
their first day of employment. Federal law prohibits UWL from employing an
individual who has not provided documentation for verification within three
days of employment.
C-5 Employment for
foreign nationals
The
University of Wisconsin-La Crosse sponsors foreign nationals in tenure-track
faculty positions for their employment-based work authorization visa (H-1B) and
employment-based immigrant petition (I-140).
MORE
INFORMATION: https://www.uwlax.edu/human-resources/services/international-employment/immigration-at-uwl/
C-6 Wisconsin public
records notice law
Wisconsin’s
Public Records Law is a tool for the people to access information about the
state government and the official actions of its representatives. UW-La Crosse has designated a Custodian of
Public Records to meet its obligations under Wisconsin Public Records Law
(Wisconsin Statutes
§
19.31-19.39). Requests to inspect records or receive copies of public records
should be made directly to the Records Custodian. UWL will provide public
records resources and regular training for all employees and members of all
boards, councils, and commissions attached to this agency in compliance with EO
#189.
MORE
INFORMATION: https://www.uwlax.edu/admin-finance/public-records-notice/
C-7 Personnel
files/records
All employee
personnel files are officially maintained in the Office of Human Resources.
Documents in personnel files include but are not limited to: resumes/vitae;
official transcripts (provided by issuing institution); copies of benefit
forms; payroll-related forms; letters addressing appointment, salary
adjustments, title changes, and promotion/tenure; position descriptions;
probationary reports; performance evaluations; letters of reprimand; employee
development and training documentation; and select training records.
An employee
or their supervisor may review their personnel file by scheduling an
appointment with Human Resources.
MORE
INFORMATION: https://www.wisconsin.edu/uw-policies/uw-system-administrative-policies/personnel-files/
C-8 Nepotism
Nepotism is
favoritism shown or patronage granted by employees to relatives or close
friends. In selecting persons for employment, the applicant best qualified and
available to perform in the position should receive the offer of employment. No
restriction is placed on hiring persons related through affinity or
consanguinity. A person so related at any point in time must not participate
either formally or informally in decisions to hire, retain, grant tenure,
promote, or determine the salary of the other person.
MORE
INFORMATION: https://kb.uwlax.edu/103688
C-9 Spousal and
partner hiring
To recruit
employees of the highest caliber, the university must be prepared to meet the
many challenges and opportunities of the higher education marketplace.
Dual career
couples represent both such a challenge and opportunity. UWL’s success in
attracting the faculty, staff, and administrative leadership it seeks will
depend, in part, on its capacity to help dual career couples meet their
professional objectives.
The spousal
and partner hiring policy has been developed to ensure that spousal and partner
hiring is conducted in a consistent, fair, and ethical manner in order to
further the goals of the policy and the best interests of the university
community.
MORE
INFORMATION: https://kb.uwlax.edu/103693
C-10 Rehired annuitant
policy
After an
individual retires from an employer covered by the Wisconsin Retirement System
(WRS), they may return to work with a WRS employer as a rehired annuitant,
provided certain requirements are met. Departments that need to hire
instructors to teach one or more courses may consider hiring retired former
members of their department, consistent with WRS and UW System policies.
MORE
INFORMATION: https://kb.uwlax.edu/103692
C-11 Alternative work
schedules
UW-La Crosse
is open to exploring alternative work schedules that could include flexible
time, non-standard workweek employment, part-time employment, job sharing,
telecommuting, or other schedules. Requests for alternative work schedules,
including telecommuting, should initially be discussed with the employee’s
immediate supervisor. Any approval of an alternative work schedule should be
conveyed to the Office of Human Resources.
C-12 Parking on campus
UW-La Crosse
Parking and Transportation Services makes every effort to provide a variety of
parking options to everyone. Permits are required for all visitors, students,
faculty, and staff.
MORE
INFORMATION: https://www.uwlax.edu/parking/
C-13 Identification card
The Eagle ID
Card is UW-La Crosse’s official ID Card. This card can be obtained and replaced
at the Eagle ID card office in the Student Union. Certain campus services, such
as Murphy Library and the Recreational Eagle Center, require employees to have
an Eagle ID Card.
MORE
INFORMATION: https://www.uwlax.edu/university-centers/services/eagle-id-card/eagle-id/
C-14 Degree Waiver
Policy
This policy
provides university guidelines for promotions/ reclassifications where an
employee’s education and/or experience is comparable to those requiring a
college degree and actual experience requirements for a position to be
attained. A waiver of degree may be requested due to a departmental
reorganization in which a current employee is reclassified based on the needs
of the organizational change. This policy also ensures equity, uniformity and
consistency of the search and screen process.
MORE
INFORMATION: https://kb.uwlax.edu/103682
C-15 Family Educational
Rights and Privacy Act (FERPA)
In
compliance with the guidelines incorporated in the Family Educational Rights
and Privacy Act, 1974 – (FERPA) and Wisconsin Department of Public Instruction
(DPI), you are required to take every precaution to protect the integrity of
our student records. An educational record is any academic record maintained by
the University which is directly related to the student.
MORE INFORMATION: https://www.uwlax.edu/records/ferpa/
SECTION D – WORKPLACE SAFETY
D-1 Worker’s
compensation & accident/injury reporting
An employee
who is injured at work or while performing service incidental to their
employment is entitled to worker’s compensation benefits. This allows for the
payment of medical expenses. It also allows for the payment of lost wages based
on two-thirds of the employee’s wages up to a weekly maximum.
All
accidents (whether medical attention is necessary) must be immediately reported
to the employee’s supervisor. It is the responsibility of the immediate
supervisor to investigate all worker’s compensation injuries or illnesses and
report these to the Office of Human Resources within 24 hours of an accident by
obtaining and completing the required documentation. Further investigation may
be made by the Worker’s Compensation Coordinator or the Environmental Health
and Safety unit.
MORE
INFORMATION: https://www.uwlax.edu/human-resources/common-requests/accidents--workers-compensation/
D-2 Drug free
workplace
In
accordance with the Federal Drug-Free Workplace Act, Wisconsin Administrative
Code, and Wisconsin
Statutes,
UWL fosters a drug-free, healthful, and safe work environment for all. This
applies to all students, employees, and other individuals who perform work for
UWL. The unlawful or unauthorized use, abuse, solicitation, theft, possession,
transfer, purchase, sale or distribution of controlled substances, drug
paraphernalia, or alcohol by an individual anywhere on UWL premises, while on
UWL business (whether or not on UWL premises), or while representing the UWL,
is strictly prohibited. Employees and other individuals who work for UWL also
are prohibited from reporting to work or working while they are using or under
the influence of alcohol or any unlawful controlled substances.
UWL
maintains a policy of non-discrimination and will endeavor to make reasonable
accommodations to assist individuals recovering from substance and alcohol
dependencies, and those who have a medical history which reflects treatment for
substance abuse conditions. We encourage employees to seek assistance before
their substance abuse or alcohol misuse renders them unable to perform the
essential functions of their jobs or jeopardizes the health and safety of any
UWL employee, including themselves.
MORE
INFORMATION: https://kb.uwlax.edu/103683
D-3 Smoke free
buildings
Wisconsin
statutes and UW System policies prohibit smoking inside campus buildings and
within 25 feet of campus residence halls.
MORE
INFORMATION: https://docs.legis.wisconsin.gov/statutes/statutes/101/I/123
D-4 Clery Act
In
compliance with the Clery Act, the UW-La Crosse Police department discloses
required information about security and crime on and around the UWL campus. UWL
Police provides this information in the University of Wisconsin-La Crosse
annual security report and policy statement which is available on their
webpage.
MORE
INFORMATION: https://www.uwlax.edu/police/annual-security-report/
D-5 Workplace violence
The
University of Wisconsin-La Crosse is committed to an environment which is safe
and free from physical assault, threats, and harassing behaviors for its
students, faculty, staff, and visitors. All reports of possible workplace
violence will be taken seriously by members of the campus community. The
emphasis on campus will be proactive. The goals are education and training,
early detection and intervention, and fair and expedient resolution. This
policy is the result of cooperative efforts of the campus community including
administrators, faculty, staff, and students.
MORE
INFORMATION: https://kb.uwlax.edu/103695
D-6 Concealed carry
weapons ban
Wisconsin
administrative code prohibits firearms and dangerous weapons in all university
buildings including outdoor facilities and permits police to confiscate and
remove dangerous weapons from university property. There is no exception to
this ban for persons who hold a permit to carry a concealed firearm.
MORE
INFORMATION: https://docs.legis.wisconsin.gov/code/admin_code/uws/18/10 and https://docs.legis.wisconsin.gov/2011/related/acts/35
D-7 Mandatory
reporting requirement for child abuse and neglect (E.O. 54)
Executive
Order #54, issued by the Governor of Wisconsin in 2011, requires all University
of Wisconsin System employees to report child abuse and neglect if, in the
course of employment, a UW System employee observes or learns of such an
incident.
MORE
INFORMATION: https://www.uwlax.edu/human-resources/executive-order-54-decision-guide/
D-8 Children in the
workplace
Maintaining
the safety and health of UW-La Crosse employees, students, guests, and visitors
relies upon the control of hazardous conditions and prevention of unsafe
behaviors. When the visitors are children, diligence to guard against unsafe
conditions and unpredictable behaviors must be heightened.
The
workplace is typically not an appropriate place for children of employees.
However, UWL recognizes that employees may occasionally want to bring children
to the workplace for brief visits, specific campus events, situational
convenience, or family emergencies.
MORE
INFORMATION: https://kb.uwlax.edu/103677
D-9 Emergency response
and preparedness plan
All
employees are responsible for taking precautions to assure their safety by
familiarizing themselves with UW-La Crosse’s emergency response and
preparedness plan. The UWL Police department has detailed procedures for
specific types of emergencies located on their web page. Emergencies that may
be life threatening should be reported immediately to 911.
Other
emergencies should be reported to the UWL Police department, 608.789.9999
MORE
INFORMATION: https://www.uwlax.edu/police/emergency-management/emergency-response-plan/
D-10 Inclement weather
and emergency conditions
UWL has an
inclement weather plan that provides guidance to the campus community when
conditions make travel to and from campus treacherous or other events that
cause serious safety concerns.
Additionally,
the UWL inclement weather policy provides employees specific guidelines to
follow if the campus has a need to implement the inclement weather plan.
MORE
INFORMATION: https://www.uwlax.edu/ucomm/inclement-weather-plan/
D-11 Operation of
vehicles
All
employees authorized to drive UW-La Crosse owned, leased, or rented vehicles or
personal vehicles in conducting university business must possess a valid
driver’s license and have a completed and approved driver authorization form on
file with UWL Risk Management. Any change in license status or driving record
must be reported to the employee’s immediate supervisor immediately.
Employees
that use state-owned, leased, or rental passenger vans (those that are capable
of carrying 12 or more passengers) must complete a hands-on driving assessment
or comparable driver training program in compliance with UWL policy.
MORE
INFORMATION: https://www.wisconsin.edu/uw-policies/uw-system-administrative-policies/use-of-personal-vehicles-rental-cars-and-fleet-for-business-transportation/
D-12 Pets on Campus (UWS 18.08)
The presence
of dogs, cats, and other pets is always prohibited in all university buildings
and in arboretums except as authorized
by the chief administrative officer. The presence of dogs, cats and other pets
is prohibited on all university lands unless the animal is on a leash which is
physically controlled by the individual responsible for the animal. This
section does not apply to police and service animals when those animals are
working.
MORE INFORMATION: https://www.uwlax.edu/globalassets/offices-services/access-center/uwlserviceanimalpolicy.pdf
SECTION E – WORKPLACE EXPECTATIONS
E-1 Code of Ethics
All
University of Wisconsin System employees are required to comply with the code
of ethics applicable to their employment type. These codes are designed to
prevent conflicts between an employee’s private interests and public
responsibilities.
The Code of
Ethics protects your rights. Violation of any provision under the Code of
Ethics could result in disciplinary action, up to and including termination.
MORE
INFORMATION: https://kb.uwlax.edu/103678
E-2 Outside activity
reporting
Faculty,
academic staff, and limited appointees are free to engage in outside
activities, whether or not such activities are remunerative or related to staff
members’ fields of academic interest or specialization. However, no member of
these staff may engage in an outside activity if it conflicts with his or her
public responsibilities to the University of Wisconsin System or UWL. Faculty,
academic staff, and limited appointees are required to report annually whether
they engaged in outside activities.
MORE
INFORMATION: https://www.uwlax.edu/human-resources/outside-activity-reporting/
E-3 Attendance and
tardiness
Each UWL
department/unit is responsible for establishing procedures regarding
notification of tardiness and absences. In the absence of such a procedure,
employees are expected to notify their direct supervisor as early as possible,
but no later than the start of the workday, of any unplanned tardiness or
absence. Excessive tardiness, excessive absenteeism, or failure to report
tardiness or absence could result in disciplinary action.
MORE INFORMATION: https://www.uwlax.edu/human-resources/common-requests/benefits/leave-programs/
E-4 Work breaks and
meal breaks
Hourly
(non-exempt) employees may be allowed up to a 15-minute work break
during the first half of the workday and another 15-minute work break during
the second half of the workday. Work breaks are a privilege granted at the
discretion of the supervisor but should not be unreasonably denied.
Work breaks
cannot be accumulated or used to compensate for late arrival, early departure
from work, or to extend the meal break. Work breaks are not recorded on the
timesheet.
The time
taken for a meal break is not counted as hours worked and hourly employees
should leave their work area during meal breaks. The time scheduled for meal
breaks may vary depending on the needs of the work unit and the established
work schedule. For example, employees who work from 7:45 a.m. to 4:30 p.m. are
permitted 45 minutes for lunch. Meal breaks are recorded on the timesheet.
E-5 Employee dress and
personal appearance
UW-La Crosse
encourages employees to dress in a way that is comfortable to them while
maintaining an appropriate and professional appearance. Natural or artificial
scents and poor personal hygiene that become a distraction will be addressed by
the immediate supervisor. Appropriate attire should always be worn in keeping
with commonly recognized standards. Some employees may be required to wear
uniforms or safety equipment/clothing.
Employees
should contact their supervisor for specific information and expectations for
their position. Any employee who does not meet the attire or hygiene
expectations will be required to take corrective action, for example, leaving
the premises to change clothing. Hourly employees will not be compensated for
any work time missed because of failure to comply with designated workplace
expectation.
E-6 Use of
communication and computer systems
Information
Security: Awareness
The purpose
of this policy is to ensure that all individuals and organizations who access
University of Wisconsin System information technology assets are exposed to
information security awareness materials and have a level of understanding
commensurate with their role within the UW System.
MORE
INFORMATION: https://www.wisconsin.edu/information-security/
Policy on
Use of University Information Technology Resources
The policy
addresses topics such as Acceptable and Unacceptable Uses of Information
Technology Resources, Privacy and Security, Other Limitations on Use of
Information Technology Resources, Failure to Comply with Information Technology
Resource Policies, and Oversight, Roles, and Responsibilities.
MORE
INFORMATION: https://www.wisconsin.edu/regents/policies/acceptable-use-of-information-technology-resources/
E-7 Political activity
Employees’
political activities are restricted by UW System Regent Policy and state law in
three significant ways:
Employees
may not engage in political campaign activities during work time
State
resources will not be used to engage in political activities at any time (e.g.
supplies, equipment, email, telephones, and facilities)
Employees
may not solicit contributions or services for a political purpose from other
university employees while engaged in official duties
MORE
INFORMATION: https://www.wisconsin.edu/government-relations/%20guidance-on-political-campaign-activities-at-university-of-%20wisconsin-system-institutions/
E-8 Open meetings law
Wisconsin’s
open meetings law requires most government bodies to conduct official business
in open meetings and to post in advance public notices of the meetings.
MORE
INFORMATION: https://www.wisconsin.edu/general-counsel/legal-%20topics/open-meetings-law/
E-9 Campus activities
participation
Employees
are encouraged to participate in campus activities. Participation in such
activities during work hours requires supervisor approval.
E-10 Commencement and
reception
Participation
in commencement activities by faculty and academic staff is strongly encouraged
because of the dignity and the impressiveness which their presence and
participation in the academic procession add to the occasions. To ensure an
adequate representation of faculty members at the two commencements, the
following policy has been implemented: faculty members are expected to attend
one of the two academic year ceremonies. Requests for an excused absence are to
be addressed to the appropriate dean.
The
reception for graduates and their families is an important event for those
honored and the occasion is enhanced by the presence of faculty and academic
staff. Attendance is encouraged.
E-11 Publicity/statements
to the media
All media
inquiries regarding UWL and its operation must be referred to the Director of
News and Marketing in the University Communications office.
MORE
INFORMATION: https://www.uwlax.edu/ucomm/
E-12 Workplace expectations and disciplinary
guidelines
Employees
shall respect the rights of others, exhibit a level of behavior supporting the
university mission, the best interests of the university, perform assigned
duties in an orderly and efficient manner, and adhere to all state, UW System,
and UWL policies and directives. When these expectations are not met, then
disciplinary action may be administered.
This policy
applies to university staff employees and is designed to be positive and
corrective. Employee discipline is a very serious action that is undertaken with
care, objectivity, and full consideration for the rights and interests of both
the employee and the university. Discipline shall be administered in a
judicious manner that strives to be corrective rather than punitive and
appropriate to the offense.
MORE
INFORMATION: For all employees: https://www.wisconsin.edu/uw-policies/uw-system-administrative-policies/workplace-conduct-expectations/
For UWL University Staff only: https://kb.uwlax.edu/103707
SECTION F – LEAVE TIME AND REPORTING
F-1 Vacation/annual
leave
Eligible
employees are granted vacation according to their appointment type and/or years
of service.
Vacation
hours are granted at hire (pro-rated for the year based on start date) and at
the start of the calendar year for university staff and the start of the fiscal
year ( July 1st) for faculty, academic staff and limited appointees.
Vacation
requests are subject to supervisor approval prior to the date requested.
MORE
INFORMATION: https://www.wisconsin.edu/ohrwd/benefits/leave/
F-2 Leave banking
When certain
eligibility requirements are met, employees can bank (save) unused vacation for
use later. Banked leave does not expire and accumulates from year to year
without limit. Banked leave can be used like any other paid leave. Use of
banked leave, like all other paid leave, must be approved by your supervisor.
For
part-time employees, the amount of leave that can be banked is pro-rated based
on the employee’s appointment percentage or FTE.
MORE
INFORMATION: https://www.wisconsin.edu/ohrwd/benefits/leave/vacation/
F-3 Personal holiday
Eligible
employees are granted 36 hours (4.5 days) of personal holiday hours per year
(pro-rated if part-time).
All eligible
employees are granted personal holiday at hire and at the start of the calendar
year for university staff and the start of the fiscal year (July 1st) for
faculty, academic staff, and limited appointees. Personal holiday requests are
subject to supervisor approval prior to the date requested. All employees who
earn sick leave are granted personal holiday except academic year (9-month)
appointees and Crafts workers.
MORE
INFORMATION: https://www.wisconsin.edu/ohrwd/benefits/leave/ph/
Full-time
employees earn eight hours of leave for each legal holiday. Part-time employees
earn a pro-rated amount based on their appointment percentage. If a holiday
falls on a Sunday, the university will be closed the following Monday. Eligible
employees will be given floating legal holiday hours if one of the following
occurs:
A legal
holiday falls on Saturday or the legal holidays of December 24 or December 31
fall on a Sunday (must be a regularly scheduled day off)
The employee
works on a legal holiday
A legal
holiday falls on a regularly scheduled day off
Floating
legal holiday hours may be used like any other paid leave and must be used by
the end of the calendar year for university staff and fiscal year for faculty,
academic staff, and limited appointees.
MORE
INFORMATION: https://www.wisconsin.edu/ohrwd/benefits/leave/holidays/
F-4 Legal holidays
University
of Wisconsin-La Crosse provides the following legal holidays to eligible
employees:
New Year’s
Day (Jan. 1), Martin Luther King, Jr. Day, Memorial Day, Independence Day (July
4), Labor Day, Thanksgiving Day, Christmas Eve, (Dec. 24), Christmas Day (Dec.
25), New Year’s Eve (Dec. 31).
MORE
INFORMATION: https://www.wisconsin.edu/ohrwd/benefits/leave/holidays/
F-5 Sick leave
Eligible
employees are granted sick leave according to their appointment type. Sick
leave is a valuable benefit both during employment and in retirement. At
retirement, any unused sick leave is converted to a dollar amount to help pay
for your health insurance in retirement.
MORE
INFORMATION: https://www.wisconsin.edu/ohrwd/benefits/leave/sick/
F-6 Bereavement leave
Employees
may use up to three days of sick leave after the death of an immediate family
member. An additional four days of sick leave may be used for travel time
related to a funeral
or other
circumstances. Institutions can approve reasonable requests for additional time
off or use of additional sick leave on a case-by-case basis. Employees may also
choose to use other paid leave (e.g. vacation or personal holiday) instead of
sick leave.
MORE
INFORMATION: https://www.wisconsin.edu/ohrwd/benefits/leave/misc/
F-7 Leave of absence
Leaves of
absence may fall into one of the following categories: medical (which may or
may not be covered under FMLA), non-medical, and military. Depending on the
employee type, length of leave, type of leave and other factors the employee
may be on a paid or un-paid leave of absence.
F-8 Family and
Medical Leave Act (FMLA and WI FMLA)
Medical
leaves of absence may be available for employees who need leave due to a
serious medical condition or to care for family members. Such leaves may
qualify under the FMLA or WFMLA for job reinstatement and benefits continuation
rights. Regardless of whether or not the leave qualifies as FMLA or WFMLA, the
employee must formally request a leave of absence through the Office of Human
Resources.
Family
medical leave is guided by two laws: The federal Family Medical Leave Act of
1993 (FMLA) and the Wisconsin Family Medical Leave Act (WFMLA). The eligibility
and provisions of each act differ.
MORE
INFORMATION: https://www.wisconsin.edu/ohrwd/benefits/leave/fmla/
F-9 Catastrophic
leave
The
catastrophic leave program is available to help support employees who need to
take an extended, unpaid leave of absence from work due to an illness or injury
that either incapacitates the employee or the employee’s immediate family
member. It allows UWL employees to voluntarily donate unused vacation, banked
leave, or personal/floating holidays to co-workers who have a catastrophic
need.
MORE
INFORMATION: https://www.wisconsin.edu/ohrwd/benefits/leave/catastrophic/
F-10 Bone marrow and
human organ donation
Faculty,
academic staff, limited appointees, and university staff that earn sick leave,
who request to serve as a bone marrow or a human organ donor, are eligible for
a paid leave of absence. During the paid leave of absence, employees are not
required to use any paid leave.
Paid Time
Off:
Bone Marrow
Donation – up to five workdays off with pay
Human Organ
Donation – up to 30 workdays off with pay
If
additional time off is needed, employees may either use paid leave or take an
unpaid leave of absence. Additional time off is subject to institution
approval.
MORE
INFORMATION: www.wisconsin.edu/ohrwd/benefits/leave
F-11 Military leave
UW-La Crosse
employees who meet certain requirements are eligible for military leave
benefits through the State of
Wisconsin.
There are two different military leave benefits – an annual 30-day military
leave benefit if an employee is in the reserves and a four-year benefit if the
employee is called to active duty from the reserves.
MORE
INFORMATION: www.wisconsin.edu/ohrwd/benefits/leave/military
F-12 Time off to vote
All
employees who earn sick leave are entitled to up to three hours of leave with
pay to vote during the employee’s regular working hours if the employee is
unable to vote during non- working hours. All UWL employees are entitled to
leave to vote during their regular working hours, but only those who earn sick
leave are eligible for leave with pay to vote.
MORE
INFORMATION: www.wisconsin.edu/ohrwd/benefits/leave/misc
F-13 Jury duty
All
employees who earn sick leave are entitled to leave with pay when summoned for
grand or petit jury duty. While on jury duty you will receive your regular
salary in addition to juror pay. When not impaneled for actual service and only
on call, the employee should report back to work unless authorized by the
institution to be absent.
MORE
INFORMATION: www.wisconsin.edu/ohrwd/benefits/leave/misc
F-14 Election official
time off on Election Day
Employees
who serve as an election official for public elections under the authority of
the municipal clerk may serve without loss of pay for scheduled work hours on
Election Day, provided they request leave at least seven days prior to the
election. The employee may elect to receive their UW pay or the pay received as
an election official. If state pay is elected, the pay earned as an election
official will be deducted from
the UW pay.
If an employee uses paid leave (e.g. vacation or personal holiday) on Election
Day, pay earned as an election official will not be deducted from the UW pay.
MORE
INFORMATION: www.wisconsin.edu/ohrwd/benefits/leave/misc
F-15 Hostage leave
If an
employee suffers an injury (e.g. physical or psychological) as a result of
being taken hostage, the employee may be eligible for a leave with pay for up
to 45 calendar days from the date of the conclusion of the hostage event.
MORE INFORMATION: www.wisconsin.edu/ohrwd/benefits/leave/misc
SECTION G – PAYROLL INFORMATION
G-1 Pay information/direct
deposit
Faculty,
academic staff, and limited appointees are paid monthly on the first of the
month. University staff are paid bi-weekly every other Thursday. If the normal
payday falls on a recognized holiday, paychecks will be distributed according
to the published payroll calendar.
UW-La Crosse
distributes pay using an electronic direct deposit program. Direct deposit is
required of all employees.
Earnings
statements, located on the “My UW System” portal, are the record of earnings
and deductions. Employees are expected to examine the statement carefully to
ensure the proper earnings and deductions have been made. Any errors should be
reported to the Office of Human Resources immediately.
MORE
INFORMATION: https://www.uwlax.edu/human-resources/services/data/data-management-analytics/
G-2 Leave reports/time
reports
Employees
are expected to accurately record their absences from work utilizing the leave
balances available to them, according to their employee type (exempt or
non-exempt, as defined in section C-1).
Faculty,
academic staff, and limited appointees must complete monthly leave reports
found on My UW System portal. Less than full time employees must report actual
hours absent.
Full time
employees must report leave in half day and full day increments. If an employee
typically works an eight-hour day they would report as outlined below:
Time Used |
Time Reported |
Less
than two hours |
0
hours |
2-6 hours |
4
hours |
>6
hours |
8
hours |
Non-exempt university staff must complete a biweekly time report to record
actual time worked, including start times, stop times, and leave taken. Exempt
university staff must complete a biweekly time report to record actual time
worked and leave taken. Full time exempt university staff must report leave in
half day and full day increments, refer to the chart above.
Time and
leave reports are legal documents. Altering, falsifying, or tampering with a
leave report or time report is prohibited and may result in disciplinary
action, up to and including termination. It is the employee’s responsibility to
sign or electronically submit their leave report or time report to certify the
accuracy of all leave or time recorded. If any errors or adjustments are needed
on previously submitted leave or time reports, employees should work with their
supervisor to correct the report.
MORE
INFORMATION: https://www.uwlax.edu/human-resources/services/data/data-management-analytics/
G-3 University staff
overtime and compensatory time
It is the
policy of UWL to provide overtime compensatory leave for overtime hours worked more
than 40 hours during the established workweek. UWL provides overtime cash
payment only in rare situations which have been pre-approved by the Vice
Chancellor for Administration and Finance. All overtime worked must be
preapproved by the employee’s supervisor.
For purposes
of overtime calculation, the workweek begins on Sunday and ends on Saturday.
The week in which a shift begins determines the week in which the hours are
calculated.
Employees
will not be allowed to accumulate more than 80 hours of compensatory time.
Hours accumulated beyond the 80-hour limit must be paid in cash at the rate at
which it was earned. Any compensatory time earned in the previous calendar year,
which is not used, will be paid out in during the first payroll of May.
Additional
information and specific guidance is provided at: https://kb.uwlax.edu/103690
MORE
INFORMATION: https://kb.uwlax.edu/103690
G-4 University staff
shift differential
Differential
pay for non-exempt university staff employees is as follows:
Night
differential - additional pay for all hours worked on a regularly scheduled
shift during the period between 6:00 p.m. and 6:00 a.m.
Weekend
differential - additional pay for all hours worked between 12:00 a.m. on
Saturday and 11:59 p.m. Sunday
MORE INFORMATION: https://www.wisconsin.edu/uw-policies/uw-system-administrative-policies/compensation-2/
G-5 Overload and lump
sum payments
Overload
payment refers to additional non-recurring work or courses taken on by a
full-time UWL faculty or academic staff outside of their regular work duties.
Lump sum payment refers to payment for a short-term employee who is completing
non-recurring
duties on an as needed basis. When a full- time employee from another UW
Institution works at UWL and is compensated by UWL, an inter-institutional
overload payment is provided.
MORE
INFORMATION: https://kb.uwlax.edu/103691
G-6 Additional payroll
deductions
UWL offers
payroll deductions for a limited number of services including campus parking
permits, La Crosse municipal bus passes (U-Pass), Enrollment in payroll
deduction is coordinated by the UWL office providing the service. Tax
implications may apply.
G-7 Taxable
reimbursements and incentives
Some UWL
employees, in the course of their employment, may receive reimbursements or
wellness incentives that are taxable under IRS tax code. Taxable reimbursements
and incentives include wellness incentives paid to employees and their eligible
dependents by university sponsored health plans, moving and relocation expense
reimbursements paid to eligible new employees, and certain travel expense
reimbursements (i.e. meals reimbursed for same day travel). The taxable income
is reflected on the employee’s earnings statement for the pay period in which
it is taxed and will also be included in the taxable income amount on the
employee’s annual tax forms.
The benefits
information section of this handbook provides a brief outline of the benefits
programs UW-La Crosse offers. This section is intended to serve only as
guidelines and is subject to change.
Many of the
benefit programs UWL offers allow for employees to enroll eligible family
members, including spouse, domestic partner, and dependent children. Domestic
partner enrollment requires additional documentation. Imputed income tax on the
value of the coverage will be applied to some benefit programs provided to a
domestic partner.
After
reading the summaries below, if you have specific questions regarding benefits,
please contact Human Resources.
MORE INFORMATION: https://www.uwlax.edu/human-resources/employeeresources/
SECTION H – BENEFITS
RETIREMENT
H-1 Retirement system
(WRS)
The
Wisconsin Retirement System (WRS) provides retirement (pension) benefits to UW
System employees and to most public employees across the State of Wisconsin.
Any employee who meets the eligibility requirements for coverage under the
Wisconsin Retirement System is automatically covered and required to pay any
applicable employee contribution towards the WRS.
The
Wisconsin Retirement System (WRS) provides eligible State of Wisconsin
employees with a lifetime retirement annuity, unless an individual only
qualifies for a lump sum payout or chooses a separation benefit prior to
retirement age.
MORE
INFORMATION: https://www.wisconsin.edu/ohrwd/benefits/life-events/empcha/ret/
MORE INFORMATION ON RETIRING FROM UWL: https://www.uwlax.edu/human-resources/retirement/
H-2 Tax sheltered
annuity (TSA)
All UWL
employees, including student employees, are eligible to participate in the TSA
program. Eligible employees can enroll at any time. The TSA program allows UWL
employees to make voluntary, pre-tax investments toward retirement under IRS
code 403(b). Employees choose an approved tax- sheltered annuity vendor and
complete a vendor application by contacting the company of choice directly.
Then, employees complete a salary reduction agreement form to have a specified
dollar amount or percentage of gross pay deducted each pay period.
MORE
INFORMATION: https://www.wisconsin.edu/ohrwd/benefits/ret/tsa/
H-3 Wisconsin Deferred
Compensation (WDC)
All UWL
employees, including student employees, are eligible to participate in the WDC
program. Eligible employees can enroll at any time. The WDC program is a
supplemental retirement savings program authorized under Section 457 of IRS
code. Although similar in many respects to the tax- sheltered annuity program,
the WDC program differs in that it allows participants to begin receiving a
distribution of their funds any time after termination of employment or
retirement without penalty.
MORE
INFORMATION: https://www.wisconsin.edu/ohrwd/benefits/ret/wdc/
INSURANCES
H-4 State group health
insurance
The UW
System offers comprehensive health insurance and prescription drug benefits to
eligible employees and their eligible family members. The state group health
insurance program is administered by the Department of Employee Trust Funds
(ETF). All plans offer hospital, surgical, medical and prescription coverage.
Additionally, each health plan offers a high deductible health plan option.
New
employees and those who are newly eligible are granted a 30-day enrollment
period upon their initial hire/eligibility date. Employees with health
insurance have an annual opportunity to make changes during the annual benefits
enrollment period each fall.
MORE
INFORMATION: https://www.wisconsin.edu/ohrwd/benefits/health/
H-5 Health insurance
marketplace
The
Affordable Care Act (ACA) requires employees to obtain health insurance for
themselves and their dependents or pay a penalty when filling tax returns. The
health insurance marketplace is a new option for people to obtain health
insurance. UW-La Crosse will provide the required health insurance marketplace
notice to all employees at the time of I-9 completion.
MORE
INFORMATION: https://www.wisconsin.edu/ohrwd/download/aca(3)/notice.pdf
H-6 Supplemental
insurance plans
Dental
Wisconsin is a plan that offers two coverage levels (select and PPO) designed
to work in conjunction with the state group health dental coverage and includes
some orthodontic coverage for dependents under age 19.
VSP vision
insurance provides an annual eye exam, and helps offset the cost of frames,
lenses, and contact lenses.
MORE
INFORMATION: https://www.uwlax.edu/human-resources/common-requests/benefits/benefits-employee-wellness-and-work-life/
H-7 Flexible spending
account (FSA) and health savings account (HSA)
The FSA
program allows you to set aside money on a pre-tax basis to pay for eligible
medical and dependent care expenses annually. Employees can decide how much to
set aside and that amount is deducted from each paycheck before federal, state
and FICA taxes are calculated so you save money on taxes.
Healthcare
FSA is used to pay for eligible medical, dental, vision and prescription
expenses that aren’t covered by your insurance. Employees who are enrolled in a
high deductible health plan are NOT eligible for a healthcare FSA.
Dependent
Day Care FSA is used to pay for eligible dependent care expenses such as after
school care, baby-sitting fees, adult or child daycare and preschool.
Limited
Purpose FSA is only available for employees who enroll in the high deductible
health plan and health savings account. It is used to use to pay for eligible
dental, vision and post-deductible expenses that are not covered by insurance.
Health
Savings Account (HSA) is a required account for employees who enroll in the
high deductible health plan.
HSA is a
pre-tax savings account used to pay for eligible medical, dental, prescription
and vision expenses (similar to the healthcare flexible spending account).
MORE
INFORMATION: https://www.wisconsin.edu/ohrwd/benefits/spending-savings-accts/fsa/
H-8 Income
continuation insurance (ICI)
The ICI
program is an “income replacement” benefit plan that provides up to 75% of your
gross salary (based on a maximum salary of $120,000/year) if you become ill or
injured and you are unable to work.
MORE
INFORMATION: https://www.wisconsin.edu/ohrwd/benefits/disability/ici/
H-9 WRS disability
retirement
Employees
hired before October 16, 1992, who meet certain service requirements, may
choose between an LTDI benefit and a WRS disability retirement annuity. A WRS
disability retirement annuity is payable for life, calculated on your years of
WRS service, the number of years remaining until your normal retirement age, and
your three highest years of earnings.
MORE
INFORMATION: https://www.wisconsin.edu/ohrwd/benefits/disability/
H-10 Life insurance
UWL offers
multiple term life insurance plans to help fit the individual needs of its
employees. Each plan provides different coverage level options and many of the
plans provide benefits in addition to death benefits. Eligible employees may
enroll in one or more of the life insurance plans offered.
MORE INFORMATION:
https://www.wisconsin.edu/ohrwd/benefits/life/
H-11 Accidental death
and dismemberment (AD&D)
The AD&D
insurance plan offers accidental death and dismemberment insurance for
employees and their spouse or domestic partner and eligible children. You may
select coverage levels that range from $25,000 to $500,000.
MORE
INFORMATION: https://www.wisconsin.edu/ohrwd/benefits/accident/add/
H-12 Long term care
insurance
Long term
care insurance covers services that are typically not covered by health
insurance but are vital for the patient, such as assistance with activities of
daily living. Coverage for care in non-institutional settings, such as assisted
living, adult day care, and in-home care, is also available.
MORE
INFORMATION: https://www.wisconsin.edu/ohrwd/benefits/other-benefits/long-term-care-insurance/
MISCELLANEOUS BENEFIT PROGRAM
H-13 Employee assistance
program (EAP)
The EAP is
available to all employees (regardless of appointment percentage and including
limited term and project employees) and their immediate family members. The EAP
provides professional, confidential assistance to help individuals resolve
concerns that affect their personal lives or work performance. UWL has
contracted Associates in Counseling, LLC to provide up to five (5) confidential
sessions with a counselor each year at no cost to the employee.
MORE INFORMATION: https://kb.uwlax.edu/104298
SECTION I – CAREER DEVELOPMENT
I-1 Career opportunities
Employment
opportunities at UW-La Crosse are posted on the UWL employment opportunities
website: https://employment.uwlax.edu
I-2 Faculty tenure
Regent
policy document 20-23 describes the authority of the University of Wisconsin
System Board Of Regents to grant faculty tenure. A tenure appointment is an
appointment for an unlimited period granted to a ranked faculty member by the
board of Regents.
A
probationary appointment is an appointment held by a faculty member during the
period which may precede a decision on a tenure appointment.
MORE
INFORMATION: https://www.wisconsin.edu/regents/policies/faculty-tenure/
MORE INFORMATION FOR TENURE PROCESS AT UWL: https://www.uwlax.edu/academic-affairs/retention-at-uwl/
I-3 Faculty tenure
clock stoppage
UW System
and UWL faculty personnel rules allow probationary faculty to “stop” the tenure
clock for several reasons (i.e. childbirth, adoption, elder/dependent care,
etc.). A faculty member may request a delay of up to one year.
For specific
information, contact Human Resources.
Tenure clock
stoppage results in extending the probationary period. Personnel rules UWS 3.04
and UW-L 3.04 apply.
MORE
INFORMATION: https://kb.uwlax.edu/104774
I-4 Faculty
promotion
Faculty
promotion is a significant career achievement. Promotion in rank is not
automatic based solely on years in rank. It represents the recognition from the
academic departments, the colleges, and UWL on the accomplishments and
contributions of the faculty member.
MORE
INFORMATION: https://kb.uwlax.edu/104325
MORE INFORMATION ON PROMOTION FOR FACULTY: https://www.uwlax.edu/academic-affairs/provost-promotion-resources/
I-5 Faculty
sabbatical
Faculty
sabbatical program, established under state statute, are leaves granted for the
purpose of enhancing teaching, course and curriculum development or conducting
research or any other scholarly activity related to instructional programs
within the field of expertise of the faculty member taking such leave.
Employees may qualify for sabbatical after completion of six full years of UW
System service. Faculty on a sabbatical leave of absence will receive 100% pay
for one semester or up to 65% pay for a full academic year.
MORE
INFORMATION: https://www.wisconsin.edu/regents/policies/sabbatical-leave-program-for-instructional-faculty/
MORE INFOMATION ON SABBATICAL FOR FACULTY:
I-6 Instructional
academic staff promotion
Instructional
Academic Staff (IAS) promotion provides opportunities for eligible IAS in
either one of two title series- Lecturer and Clinical Professor.
The
“Lecturer” title series provides formal classroom or laboratory instruction in
an academic discipline.
The
“Clinical Professor” title series has been approved and is in use at UWL for
members of the instructional academic staff in the Health Professions programs
where a large component of the program and accreditation requires the employee
to be heavily involved in ongoing practice and maintenance of current skills in
the delivery of patient services, as well as teaching and supervising students
in the program.
MORE
INFORMATION: https://kb.uwlax.edu/103704
I-7 Non-instructional
academic staff promotion
This program has been suspended due to the Title and Total Compensation Project. More information coming in Fiscal Year 2023.
MORE INFORMATION: TBD
I-8 Equity and merit
compensation
The
guidelines for granting increases in compensation outside of the Board of
Regents approved pay plan are currently being developed.
MORE
INFORMATION: https://www.wisconsin.edu/uw-policies/uw-system-administrative-policies/compensation/
I-9 University staff
title changes
Positions
are assigned official titles based on position functions. To ensure that titles
assigned to filled positions are consistent and accurate, the review of formal
title assignments will be on an ongoing basis and will be based on current
position descriptions. The title change of a filled position may occur because
of a substantive change in duties or progression within a title series. When
functions of a filled position evolve over time such that the current title is
no longer the “best fit”, or the incumbent gains a certain level of experience,
a title change of the filled position may result. This process is identified
either as a job re-titling, or a promotion/progression.
MORE
INFORMATION: https://www.wisconsin.edu/uw-policies/uw-system-administrative-policies/title-definitions/
I-10 Employee
educational assistance
UW System
Administrative Policy 210 provides the rules governing tuition reimbursement.
Reimbursement
is available to all Academic Staff and Faculty who hold appointments of half
time or greater and University Staff employees who hold project appointments or
appointments with an expectation of continued employment. Temporary employees,
Employees-in-Training, Graduate Assistants, and Student Help are not eligible.
MORE INFORMATION: https://kb.uwlax.edu/103684
SECTION J – EMPLOYEE RELATIONS
J-1 Position
descriptions
Creating and
maintaining an accurate position description helps an employee know what the
job expectations are by clearly defining the work to be performed in relation
to the overall goals of the work unit. The position description outlines the
position title, work unit, position type, and percentage of appointment, the
physical requirements, and the essential and marginal functions of the job. The
position description is used by management in the recruitment and selection,
training and development and performance evaluation of the employee.
The Office
of Human Resources assigns each position to a specific title and salary range
based upon a review of the essential and marginal functions of the job. The
position descriptions are maintained by Human Resources. The position
description should be reviewed by the supervisor and the employee during the
annual performance evaluation process.
MORE
INFORMATION: https://www.uwlax.edu/human-resources/services/classification-and-compensation/classification/
J-2 Probationary
periods
University
staff positions require a probationary period. The standard duration of a
probationary period is six months. Periods of up to one year can be used for
supervisory and public safety positions, or positions with distinct season-
related duties, such as power plant operators, for whom an entire annual cycle
of review may be appropriate.
MORE
INFORMATION: https://www.wisconsin.edu/uw-policies/uw-system-administrative-policies/job-security/
Faculty:
Chapter UWS 3 of the Wisconsin Administrative Code requires the faculty of each
institution, after consultation with appropriate students and with the approval
of the chancellor, to develop rules relating to faculty probationary periods.
Probationary periods have a maximum of seven years.
MORE
INFORMATION: https://kb.uwlax.edu/104774
J-3 Performance
evaluations
The
University of Wisconsin-La Crosse is committed to providing a performance
evaluation system for all academic and university staff employees. The method
to document position expectations and results is accomplished through a
performance appraisal process.
Annually,
supervisors of instructional and non-instructional academic staff and
university staff employees are expected to meet with their employees to discuss
department/unit goals, employee career goals and supervisory position
expectations. Information is documented on the individual development plan for
instructional academic staff and the performance appraisal form for
non-instructional academic staff and university staff. The original, completed
appraisal becomes part of the employee’s electronic p-file in HRS. Forms,
templates, supervisor handbook and additional resources are located at the link
below.
All faculty
shall be evaluated annually according to the bylaws and/or rules of the
respective department/college.
MORE
INFORMATION: https://www.uwlax.edu/human-resources/services/employee-relations/performance-management/
J-4 Faculty review
It is the
policy of the Board of Regents that a periodic, post-tenure review of tenured
faculty members is essential to promoting faculty development, including
recognizing innovation and creativity; enhancing the educational environment
for students; and identifying and redressing deficiencies in overall
performance of duties through a supportive and developmental remediation
process.
More
Information: https://kb.uwlax.edu/104244
Probationary
faculty: Each University of Wisconsin institution shall have an evaluation for
non-tenured faculty review and development. The purpose of the evaluation
process is to promote development of professional skills and academic
excellence and identify areas for improvement, along with recommendations for
performance improvement.
MORE
INFORMATION: https://kb.uwlax.edu/104775
J-5 Classified
bargaining unit information
2011
Wisconsin Act 10 provided significant changes to collective bargaining for
university employees. The bill limited collective bargaining for public
employees to wages, contracts limited to one year, and wages frozen until the
new contract is settled. Collective bargaining units are required to take
annual votes to maintain certification as a union. Employers are prohibited
from collecting union dues and members of collective bargaining units are not
required to pay dues. As a result, the number of employees represented by a
collective bargaining agreement may vary from year to year. Please contact the
Office of Human Resources to determine your union representation status.
J-6 Workplace
expectations and disciplinary guidelines
Employees
shall respect the rights of others, exhibit a level of behavior supporting the
university mission, the best interests of the university, perform assigned
duties in an orderly and efficient manner, and adhere to all state, UW System,
and UWL policies and directives. When these expectations are not met, then
disciplinary action may be administered.
This policy
applies to university staff employees and is designed to be positive and
corrective. Employee discipline is a very serious action that is undertaken with
care, objectivity, and full consideration for the rights and interests of both
the employee and the university. Discipline shall be administered in a
judicious manner that strives to be corrective rather than punitive and
appropriate to the offense.
MORE
INFORMATION: For all employees: https://www.wisconsin.edu/uw-policies/uw-system-administrative-policies/workplace-conduct-expectations/
For UWL
University Staff only: https://kb.uwlax.edu/103707
J-7 Grievance
procedures
A grievance
is a written complaint by an employee requesting relief in a matter which is of
concern or dissatisfaction related to a suspension, dismissal or layoff as well
as working conditions or workplace safety. Prior to filing a grievance, an
attempt should be made, if possible, to resolve the issue through discussion
between the employee and supervisor. Employees may request assistance from the
Office of Human Resources to facilitate a fair resolution.
MORE
INFORMATION: https://kb.uwlax.edu/103696
J-8 Faculty and
academic staff personnel rules
Faculty and
academic personnel rules are a portion of the Wisconsin Administrative Code
specific to the UW System separate from the UPGs. UW-La Crosse has provided
further definition of many of them with information specific to UWL employees.
MORE
INFORMATION: https://kb.uwlax.edu/104775
J-9 Governance
Faculty
Senate governs faculty and instructional academic staff. For information about
Faculty Senate, employees should refer to the Faculty Senate webpage.
Academic
Staff Council governs non-instructional academic staff. For information about
the Academic Staff Council, employees should refer to the Academic Staff
Council webpage.
University
Staff Council governs university staff. For information about the University
Staff Council, employees should refer to the University Staff Council webpage.
MORE INFORMATION: https://www.uwlax.edu/info/shared-governance/
SECTION K – EXITING EMPLOYMENT
K-1 Exit checklist
All
university keys, uniforms, ID cards, and equipment provided to the employee
must be returned by the resignation date, and the employee and supervisor
should complete an exit checklist.
The Office
of Human Resources will advise the employee regarding continuation of benefits
and other separation information. Employees will receive their final paycheck
after their last day of work, according to the pay schedule. The final paycheck
may include pay for earned unused vacation or annual leave. If an employee is
overdrawn because of the use of unearned vacation, the value will be deducted
from the final paycheck.
The Office
of Affirmative Action sends exit interview questionnaires to employees leaving
UWL. Employees are encouraged to communicate concerns about the work climate in
their department or unit to the Office of Affirmative Action. Such information
will be maintained in a confidential file in the Office of Affirmative Action
and will not become part of the employee’s personnel file.
Employees
leaving UWL due to retirement, resignation, or non-renewal of appointment
should complete the exit checklist. In the event an employee is unable to
complete the exit checklist, it should be completed by the supervisor.
MORE
INFORMATION: https://www.uwlax.edu/human-resources/services/employee-relations/separating-employees/
K-2 Notice of
resignation/retirement
As you leave
UW-La Crosse to start a new chapter in your life, there are responsibilities
that you have to ensure a successful employment separation process. Employees
are to provide their supervisor with a letter of resignation/retirement a
minimum of two weeks prior to their last day on campus. The
resignation/retirement letter is to be forwarded to the Office of Human
Resources with an acceptance/acknowledgement by the supervisor.
Exiting
employees should contact the Department of Employee Trust Funds (ETF) for
information regarding their annuities and/ or separation benefits related to
the Wisconsin Retirement System (WRS).
K-3 Discharge/termination
At times it
may become necessary for UWL to take disciplinary action which may involve
discharge/termination. Employees should be cognizant of the workplace
expectations and disciplinary actions policy.
K-4 Layoff
Layoff
procedures are governed by Wisconsin Statutes, UW System and UWL policy.
MORE
INFORMATION: https://www.uwlax.edu/human-resources/layoff-policy/
K-5 Death of an
employee
The Office
of Human Resources will work with appropriate family members and the supervisor
of the deceased employee to ensure that employment and benefit information and documentation
is appropriately disseminated.
In the event
of the death a retired UWL employee, family members should work with the
Department of Employee Trust Fund (ETF).
K-6 Emeritus status
Emeritus
status is awarded to retired faculty and academic and university staff based
upon defined criteria. Individuals, who are awarded this status, have certain
privileges and benefits at UWL that help them to stay involved with their
department and the campus community.
MORE INFORMATION: https://kb.uwlax.edu/104323
SECTION L – ADDITIONAL RESOURCES
L-1 Additional
Resources for employees
This
handbook provides only a snapshot of the information that employees will be
subject to during the course of their employment. This section will provide you quick access to
additional information:
- Required Postings: https://kb.uwlax.edu/105071
- UWL Human Resources Website: https://www.uwlax.edu/human-resources/
- UWL Policy and Procedure Page: https://www.uwlax.edu/human-resources/faculty-and-staff/policies-and-procedures/
- UWL Human Resources Knowledge Base: http://kb.uwlax.edu
- UWL Human Resources News & Updates: https://www.uwlax.edu/human-resources/communications/news-and-updates/
- MyUW Portal: https://my.wisconsin.edu/
- Student Employment Resources: https://www.uwlax.edu/human-resources/services/student-employment/student-employment/