Academic Freedom Policy
University of Advancing Technology (UAT) maintains a climate of academic freedom ensuring open expression of ideas to promote learning. Academic freedom encompasses freedom of inquiry, thought, expression, and publication. Within UAT’s established learning methodologies and policies, employees are provided with the freedom to make decisions that enhance student learning experiences and ensure established learning outcomes are met.
Employees have the responsibility and freedom to thoughtfully create and deliver learning experiences that accomplish established program goals within the University’s established learning methodologies, policies, and expectations set forth in University policy and the Faculty Handbook. All UAT employees are both free and expected to use their experiences and insights to design materials and employ environments targeted for the particular needs of their learners. Employees are free to express their distinct views in discussing their subjects in furtherance of the objectives associated with the programs and courses that they are instructing and may not be penalized for doing so.
Each manager is responsible for making their department a safe place in which to work and should report to accordingly any safety hazard or unsafe practice that cannot be eliminated.
Employees are to report all accidents that occur during work hours to their manager. Organizational Development (OD) must be contacted in order to begin a worker’s compensation claim. If the manager or employee feels that first-aid and/or services of a doctor are necessary, the manager should arrange for this service immediately and then notify OD.
Affirmative Action & Equal Opportunity Policy
University of Advancing Technology (UAT) does not discriminate in hiring or employment to any qualified persons on the basis of sex, race, color, age, national origin, religion, disability, veteran status, gender identity and/or sexual orientation. As a federal contractor, the University is committed to affirmative action in employment for women, minorities, individuals with disabilities and covered veterans.
Managers and other personnel responsible for hiring and admissions must take all necessary action in the elimination of possible discrimination towards employees, applicants for employment and enrollees of University of Advancing Technology.
The University will keep an up-to-date record of all employees classified by ethnic distribution, sex, and job classification to be maintained and annual reports to be submitted to the Equal Opportunity Commission annually.
All employees will be advised at time of employment that we are an Equal Opportunity Employer and that hiring, promotion or demotion is based only the individual’s qualifications and ability to perform the work.
The University has appointed Organizational Development to serve as the Equal Employment Officer/ Affirmative Action Officer who is authorized to supply reports and represent this company in all matters regarding this Equal Employment Officer & affirmative action program. The designated official shall work with each department manager and other selecting officials in furthering its implementation and monitoring the progress being made.
Americans with Disabilities Act Employment Responsibilities Policy
The Americans with Disabilities Act (ADA) was enacted to extend to people with disabilities civil rights similar to those now available on the basis of race, color, sex, etc., through the Civil Rights Act of 1964. The ADA became effective July 1992 and prohibits discrimination on the basis of disability.
University of Advancing Technology does not discriminate on any basis and, indeed, welcomes employees with disabilities. The college’s facilities have been designed with many special accommodations for the disabled.
The ADA is a very positive piece of legislation and the college happily complies with all of its provisions. As an employer of more than 25 persons and as a public service provider, the ADA affects the college in two areas: Employment of Americans with Disabilities and the Servicing of these persons.
Individuals may not be disqualified from a position solely on the basis of a physical or mental disability. They shall, however, be required to meet the basic qualifications of the job such as skills, experience and education, as well as meet any safety requirements physical or mental impairments include, but are not limited to: visual, speech, and hearing impairments; mental impairment, emotional illness, and specific learning disabilities; cerebral palsy; epilepsy; muscular dystrophy; multiple sclerosis; orthopedic conditions; cancer; heart disease; diabetes; and contagious and noncontagious diseases such as tuberculosis and HIV disease (whether symptomatic or asymptomatic). The ADA prohibits discrimination against disabled individuals in employment and includes specific requirements to require “reasonable accommodation” of known disabilities.
“Reasonable Accommodation” is - making existing facilities readily accessible to and usable by individuals with disabilities; job restructuring, reassignment or modified work schedules are included. An employer is expected to provide a cost effective and timely accommodation - an employer is not expected to endure “undue hardship” in order to accommodate. This is defined as “Significant difficulty or expense incurred in making accommodations”. Additionally, “Discrimination” may also be segregation or separate promotion paths for disabled employees, or the use of disability-related questions in employment applications.
Both the University and its employees may be held liable for acts of discrimination.
All individuals involved in hiring or managing people must ensure that hiring, managing, disciplining, promoting, training and firing is done solely on the basis of individuals’ performance, qualifications, etc. and never on the basis of disability. Any qualified individual must be fairly considered for employment, assignments and promotion. Additionally, managers should meet with the management team and others to brainstorm on ways to accommodate qualified disabled employees and give them the chance that they deserve.
All discrimination complaints must be immediately brought to the attention of Organizational Development.
A copy of the Americans with Disabilities Act along with guidelines is kept on file in Organizational Development.
Bereavement Leave Policy
University of Advancing Technology offers paid bereavement leave to provide a time for mourning after the loss of an immediate family member. The employee’s immediate supervisor authorizes the use of bereavement leave. The amount of bereavement leave given is determined by the employee’s immediate supervisor.
Considerations will be taken concerning the amount of travel involved and the responsibility of the employee for making arrangements for the deceased.
The immediate family includes but is not limited to: spouse, child, mother, father, sister, brother, mother and father-in-law, brother and sister-in-law, grandparent and grandparent-in-law. If additional time is needed, vacation or personal leave may be taken with supervisory approval.
The Annual Budgeting Cycle begins during September of the preceding year and the Projected Financial Plan should be completed no later than December 31st of that year. Budgets are prepared within the defined budget parameters set by the Board of Directors. Final adjustments can be made after the beginning of the January semester, if necessary. The budgeting process will include the following:
- Student population projections
- Expense Budgets
- Capital Expenditure Budgets
Department managers and Officers are responsible for preparing annual budgets for their departments including expenses and capital purchase requirements (if applicable) within the guidelines provided. All portions of the budget are reviewed by the Officers before being presented to the Board of Directors for final approval. Budgets will be monitored monthly for compliance.
Building Evacuation Policu
University of Advancing Technology does everything it can to create the safest working and learning environment possible for UAT students, employees and guests. There can be circumstances at times; however, that are beyond our control. The Office of Campus Safety and Campus Facilities managers have emergency plans and procedures for all UAT employees and students to follow in case the building is evacuated. The Office of Campus Safety or a UAT Manager will have the responsibility of determining the need for an evacuation, as the incident requires. Evacuation may be needed to protect employees and students who are in the building. Some of the common reasons there may be an evacuation include (but are not limited to):
- Natural Disaster
- Power Outage (other than designated IT personnel)
- Threat to Health and Safety
- Terrorist Attack
- Incidents adjudged by the Manager of Office Safety or an Officer as requiring evacuation
In any situation there may be key individuals that are required to stay within the building. In order to prepare the University’s employees and students to respond promptly in emergency situations the Office of Campus Safety and Campus Facilities will maintain and test evacuation procedures and the University’s emergency notification system. Additionally, the Office of Campus Safety will perform quarterly evacuation drills and will test and inspect the University alarm and other emergency systems. All educational activities, system tests, drills and all other information pertaining to emergency procedures will be documented by the Campus Safety Manager, the Vice President of Talent and Operations and the Office of Campus Safety. The Office of Campus Safety will provide annual training to employees to update them on procedures and ensure that employees are aware of what to do in case of emergencies. UAT employees and students are responsible for educating their guests on these procedures and the location of emergency exits in order to ensure their safety. Emergency procedure booklets are posted throughout the University along with an evacuation map in every learning area. Students and employees can learn more about evacuation procedures and emergency situations by contacting the Office of Campus Safety.
- A floor plan of the building with nearest emergency exits will be displayed in all labs and classrooms throughout the building and will be distributed to all department managers. Department managers are responsible for training new employees and disseminating that information to all employees and students. The Office of Campus Safety will provide a minimum of one training annually to UAT employees to review this information. The Office of Campus Safety and Student Services will review emergency and evacuation procedures with new students during orientation events each semester.
2. Emergency Notification System
- In the event of an emergency the Emergency Notification System (ENS) will be activated and information concerning the emergency will be sent to all UAT employees and students, who have registered their telephone numbers with the Office of Campus Safety or Organizational Development, via text message and email. In case of a fire or fire drill, an alarm may also sound. To learn more about the ENS please review the Mass Communications policy on the Intranet.
3. What to do if there is an emergency
- Upon hearing an alarm or being notified of an event that requires evacuation of the building, employees should immediately and calmly proceed to their nearest emergency exit. Emergency exits are located on the first floor; individuals on the second floor must take the nearest evacuation route to the first floor to proceed to first floor exits. Instructors should communicate the nearest exit to students, stay until the last student has left the room, and then exit closing the door behind them.
- Managers should make sure everyone has left their office, and then secure the office as they leave, making sure that employees and students are evacuating the building. In situations where the alarm may not be heard or in case an alarm cannot be sounded, if the manager sees an office or classroom with occupants they should enter the area to inform the occupants of the emergency evacuation and then secure the area.
- If possible, Safety Officers and other designated individuals will insure everyone has left the buildings and they will monitor the exits to make sure no one returns into the buildings until they are notified it is safe to do so.
- After exiting the building all persons involved will be advised as to their next actions.
4. Responsibility of the Office of Campus Safety
- The Office of Campus Safety or designee will inform managers when it is safe to return to the building and they in turn will inform students and personnel.
- Evacuation drills will be performed quarterly and monitored by the Office of Campus Safety. Evacuation drills will be documented by the Office of Campus Safety in the Facilities Log.
- Testing and inspection of the alarm system will be performed on a quarterly basis and documented by the Office of Campus Safety, in the Facilities Log.
Campus Safety Policy
The University of Advancing Technology is a uniquely safe and secure community in a larger urban setting. The University is committed to maintaining this safe and secure learning and working environment for all students, employees and guests. All University students, employees and guests are ultimately responsible for their own personal safety and the security of their belongings. The following safety and security principles are in place to aid the University community in maintaining the safe and secure campus that we enjoy today:
University Safety Philosophy
The University sees itself as a unique community of technological sophisticated students and staff that have learned to collaborate and team together to address a myriad of challenges educationally and professionally. The commitment to safety at the University is based upon a philosophy that the institutional capacity to team and use technology produces results that are superior to simple individualistic approaches. Consequently the safety philosophy is based upon three key elements:
1. Everyone is responsible to be on alert to identify safety issues
2. Timely warning and communication must be accomplished by well designed solutions and may include the Emergency Notification System and/or the UAT Intranet page depending on the circumstances.
3. Each member of the University community needs to feel empowered to take those steps appropriate to maximize safety for themselves and other members of the community.
These principles are set forth to create a foundation of safety systems that will be designed and employed by the Office of Campus Safety as well as all of the institutional departments of the University. These principles will find expression in the interactions with students, faculty and staff, and ultimately strengthened by the coordination of the Office of Campus Safety.
Personal Safety and Community Awareness
Campus safety requires that students and employees assume reasonable responsibility for their own personal safety. In this regard all students and employees must take common sense precautions to assure the safety of themselves and other members of the University community. Students and employees are encouraged to attend safety and security related events to learn more about personal responsibility and protection.
Office of Campus Safety
In addition to the express role of each member of the University community, the University has established an Office of Campus Safety which has as its primary Key Responsibility Area the coordination and promotion of the safest environment possible for all students, faculty and staff. Campus safety is promoted and maintained through diligent observation by the entire community supported by trained safety personnel and deployed safety technology. Access to campus is controlled through a personal identification system applicable to all students and staff. The campus is monitored 24 hours a day by safety officers and a network of security monitors providing additional visual coverage and information for safety personnel.
The Facilities Department maintains the college buildings and grounds with a concern for safety and security. The Facilities Department makes regular inspection of all facilities making prompt repairs affecting safety or security. Any student or employee who notices a condition that could create a safety or security risk should notify the Facilities Department immediately at 602-383-8228, or submit a facilities work order in the Prowork system on the intranet.
If You Witness an Emergency Situation
If you witness emergencies involving personal safety or property call 9-1-1 immediately and then report the incident to Student Services or the Office of Campus Safety. All other suspicious activity and hazardous conditions should be reported to a designated safety officer on duty. It may also be prudent to contact the Tempe Police by calling the non-emergency phone number: 480-966-6211.
Integral to the University Safety Philosophy is the principle that any imminent or sustained danger to the safety of our community must be communicated as quickly and broadly as feasible to give necessary information that will enable students and employees to take reasonable steps to insure their own individual and collective safety. Warnings must utilize multiple communication paths such as emails, text message, and person to person communication. In addition to the foregoing the University, through the Office of Campus Safety, will provide students and employees notice of any sustained or prolonged danger through technological communication channels. The warning by the Office of Campus Safety will contain that information necessary to employ all appropriate steps necessary for each member of the community to maximize his or her safety. All incidents must be recorded immediately in the CampusVue system or documented in the incidents archive Campus Safety P drive to allow for easy access for review of pertinent information regarding a reported incident.
In the event of an imminent threat to the safety of students or employees all members of the community are expected to utilize the email@example.com email group to communicate the nature and extent of the threat throughout the University email system.
Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act
In compliance with Federal law, Title 34 CFR part 668.46 the University makes available to students, employees, and prospective students campus crime statistics as required by the Department of Education regulations. Crime Statistics are available at: http://uat.edu/crimestatistics.
For more information, the University’s current Annual Security Report is available at: http://uat.edu/annualsecurityreport You may print a paper version of the Annual Security Report from this link or contact the Office of Campus Safety or a member of Student Services to obtain a paper copy. If you would like a copy mailed to you please include your full name and mailing address with your request.
Questions, concerns and comments regarding campus safety should be directed to the Campus Safety Manager at 480-351-7896
Change of Address or Family Status Policy
Employees should keep the University of Advancing Technology advised of any changes in their address, phone numbers or family status.
Each employee should make changes of their address, telephone number or martial status to their employee Ultipro file in a timely manner.
College Policy on Drugs and Alcohol Policy
The Drug-Free Workplace Act of 1988 and the Drug Free Schools and Communities Act Amendments require the University of Advancing Technology to adopt and put into effect a program to prevent the unlawful manufacture, distribution, dispensation, possession or use of illegal drugs or alcohol by students and employees on University property or in University facilities, or at University events and to offer an anti-drug and alcohol abuse program.
The University of Advancing Technology is committed to maintaining an environment free of illegal drugs and drug and alcohol abuse. The Drug-Free Schools and Communities Act Amendments of 1989 (effective 9-1-90) require the distribution of the following information to all students and employees.
COLLEGE POLICY ON DRUGS
Sale, use possession or distribution of prohibited drugs or controlled substances, is prohibited in college buildings or ground and at college-sponsored events. The term “drug” covers all controlled substances as defined in Chapter 34 Arizona Revised Statutes Section 13-3401 to 13-3422. Offenders are subject to college discipline, up to and including dismissal from the college or termination of employment and referral for prosecution.
An employee convicted of any violation of the criminal drug statutes for activities in or on property owned or controlled by the University or at activities sponsored by the University must notify his or her Manager or Provost of the conviction, in writing, within five calendar days of conviction.
HEALTH RISKS ASSOCIATED WITH ILLEGAL DRUG OR ALCOHOL USE
Narcotics such as opium, morphine, and heroin can cause euphoria, drowsiness, respiratory depression, constricted pupils, and nausea. The symptoms of an overdose of narcotics are slow and shallow breathing, clammy skin, convulsions, coma, and possible death. Persons experiencing withdrawal from addiction to narcotics can experience watery eyes, runny nose, yawning, loss of appetite, irritability, tremors, panic, cramps, nausea, chills, and sweating.
Depressants such as barbiturates and quaaludes can cause slurred speech, disorientation, and drunken behavior. An overdose of a depressant results in shallow respiration, clammy skin, dilated pupils, weak and rapid pulse, coma, and possible death. Withdrawal symptoms include anxiety, insomnia, tremors, delirium, convulsions, and possible death.
Stimulants such as cocaine and crack can cause increased alertness or euphoria, an increased pulse rate and blood pressure, insomnia, and loss of appetite. An overdose of stimulants results in agitation, and increase in body temperature, hallucinations, convulsions, and possible death. Withdrawal symptoms include apathy, long periods of sleep, irritability, depression, and/or disorientation.
Hallucinogens such as LSD and amphetamines cause illusions and hallucinations and poor perception of time and distance. The effects of an overdose include psychosis and possible death.
Marijuana and hashish can cause euphoria, increased appetite, relaxed inhibitions, and disoriented behavior. The effects of an overdose include fatigue, paranoia, and possible psychosis. Withdrawal symptoms include insomnia, hyperactivity, and decreased appetite.
Alcohol consumption causes a number of marked changes in behavior. Even low doses significantly impair the judgment and coordination required to drive a car safely, increasing the likelihood that the driver will be involved in an accident. Low to moderate doses of alcohol also increases the incidence of a variety of aggressive acts, including spouse and child abuse. Moderate to high doses of alcohol cause marked impairments in higher mental functions, severely altering a person's ability to learn and remember information. Very high doses cause respiratory depression and death. If combined with other depressants of the central nervous system, much lower doses of alcohol will produce the effects just described.
Repeated use of alcohol can lead to dependence. Sudden cessation of alcohol intake is likely to produce withdrawal symptoms, including severe anxiety, tremors, hallucinations, and convulsions. Alcohol withdrawal can be life threatening. Long-term consumption of large quantities of alcohol, particularly when combined with poor nutrition, can also lead to permanent damage to vital organs such as the brain and the liver.
Mothers who drink alcohol during pregnancy may give birth to infants with fetal alcohol syndrome. These infants have irreversible physical abnormalities and mental retardation. In addition, research indicates that children of alcoholic parents are at greater risk than other children of becoming alcoholics.
OBLIGATIONS OF THE COLLEGE
The University must notify the appropriate federal agency (e.g., Department of Education) of the conviction of any employee or student worker paid in whole or in part by agency funds within ten days of receipt of the notice of conviction. The University must also make a good faith effort to maintain a drug-free workplace, offer drug awareness education, assist students and employees seeking treatment or rehabilitation, notify employee and students of its policy, and implement and enforce the policy.
COLLEGE POLICY ON ALCOHOL
The sale, dispensation or consumption of alcoholic beverages is prohibited on campus unless specifically authorized at an event approved by the Officers of the University. In all other cases possession, consumption, or distribution of alcoholic beverages is prohibited.
Compliance with the provisions of the University drug and alcohol policies is a condition of attendance at the University. Violators of these policies are subject to discipline, up to and including expulsion from college and referral for prosecution.
Compliance with the provisions of the University drug and alcohol policies is a condition of employment. Violators are subject to discipline, up to and including termination of employment, referral for prosecution or corrective action as the college deems appropriate.
Student workers are subject to discipline, up to and including termination of employment, referral for prosecution or corrective action as the college deems appropriate.
LOCAL STATE AND FEDERAL LAWS
Campus Open Container Policy
Permission to consume alcohol on University property at a specific event must be requested in writing and granted in writing by the Officers of the University.
For the dispenser of alcoholic beverages, the following provisions of the Arizona State law pertain.
Minimum Purchase Age
No person shall sell, deliver, give away, or cause, permit or procure to be sold, delivered, or given away any alcoholic beverage to someone under or appearing to be under the age of 21 years. The dispenser is obligated to demand proof of legal age whenever in doubt.
In Arizona, anyone under the age of 21 years who presents false or fraudulent written identification in order to secure alcoholic beverages is guilty of a criminal offense.
Possession of Marijuana
A person who knowingly possesses or uses marijuana in Arizona is guilty of a felony.
Drinking and Driving
All states prohibit drinking and driving. In Arizona, it is unlawful to operate a motor vehicle if the operator or person in control of the vehicle is impaired in the slightest degree. A person convicted may serve ten days in jail or more and pay a fine of not less than $250.00.
Arizona State Motor Vehicle Law
The rules and penalties for drinking and driving apply to driving a motor vehicle while under the influence of illicit drugs.
COUNSELING, REHABILITATION & RE-ENTRY SERVICES
Students seeking counseling in college or referral to community services for drug and alcohol abuse should call or visit the Office of Student Services located in the Student Office.
Employees seeking counseling and referral to community services for drug and alcohol abuse should seek assistance from The Department of Organizational Development. For information concerning these programs, call the Department of Human Resource (480-351-7980).
For additional assistance or counseling, students and employees can contact the following agencies and programs:
Office of National Drug Control Policy
Drug Policy Information Clearinghouse
PO Box 6000
Rockville, MD 20849-6000
The Partnership for a Drug-Free America (local office)
3030 N. Central Avenue
Phoenix, AZ 85012
US Drug Enforcement Agency, Phoenix Division
East Valley Addiction Council (EVAC)
560 S. Belleview Bldg. 2
Mesa, AZ 85204
Detox Unit telephone: 480-962-7711
Administration telephone: 480-962-7922
2701 N. 16th St. Suite 316
Phoenix, AZ 85006
24-hour help: 866-481-5361
East Valley Substance Abuse Center 1550 E. University Dr. Suite F1
Mesa, AZ 85203
New Directions Counseling Service
1430 N. 2nd St.
Phoenix, AZ 85004
TERROS Behavioral Health Services
4909 E. McDowell Rd.
Phoenix, AZ 85008
Salt River Intergroup
3215 E. Thunderbird Rd.
Phoenix, AZ 85032
EMPACT (suicide prevention center)
618 S. Madison Dr. Tempe, AZ 85281
Saint Luke's Behavioral Health Center
1800 E. Van Buren St.
Phoenix, AZ 85006
Telephone: 602-251-8535 or 800-821-4193(if calling from out of Arizona)
UAT Staff and Faculty Compensation Plans
UAT Staff Compensation Plan
** See the full compensation plan on the intranet
Goals of the Plan
Build a unified compensation plan that is cross divisional, rewards behavior that the University wants to reinforce, lasts for the foreseeable future, is designed to provide non-management growth, attributes for compensation are relative to the job. Puts manager on the same side as employee, find and retain people key positions and improve competitiveness.
Employees are expected to learn as much as they can from their current job positions and then advance to the next level through education and increased responsibilities. Compensation for each position is based on the role performed. The University has created evenness across all divisions for compensation, and to negotiate salaries outside the constraints of the plan is highly discouraged.
UAT uses a 5 Year Strategic Plan with Ambitious Action Plans. Divisions create 12 to 24 month blueprint documents and annual budgets which are then executed and refined. The compensation plan addresses the budgeting process and implementation of the strategic plan and blueprints by creating timely opportunities within the budget process to inventory the positions in grades and families, create plans for growth of our people, and align staff resources with the goals for the budget period.
Ideal candidates for becoming part of the UAT family have a specific set of values: Lifelong Learning, Integrity, Continuous Improvement and Teamwork. They possess a quality and work ethic that reinforces solid job performance as well as the culture within the UAT community. These qualities are discovered during the hiring process by ensuring that the ideal candidate questions are covered.
The ideal candidate understands and participates in the small private college community, values education, is teachable and continuously improves, loves geeks and, has a passion to work with and understands our distinctive geek culture. Employees of the University are expected to participate in on-going training, and should expect to grow personally and professionally. Candidates are expected to act with integrity, be good digital citizens, be smart, and own what they do. See the Hiring the Ideal Candidate Questionnaire.
The qualities of the ideal candidate are reinforced after their arrival through the institution’s values and commitments to growing individuals through the allocation of resources to training and professional development, the ability to grow as a manager or individual contributor, and to demonstrate intelligence by owning what they do.
The Growth of People
The University values integrity, lifelong learning, continuous improvement, teamwork and has an environment for personal and professional growth. To accommodate this, a growth worksheet has been developed that identifies the strengths of the individual to capitalize on the individual’s ability to grow within the UAT organization. See Growth Planning Worksheet.
After being part of the community for more than 18 months, and then annually during the budgeting process the Supervisor/ Manager / Leader should work with the individual to discover the right growth path. Growth paths include:
- Opportunities to become the specialist / expert in the role
- Promotion towards becoming a senior position in the role
- Promotion towards becoming a Supervisor, Manager, or Associate Dean
- Developing role as an Individual Contributor*
Some of these paths may not be available to the individual in their current role; in such cases a lateral move or opportunity to find the best place in the organization may be considered.
* An individual contributor is one whose knowledge and contribution lifts the whole organization.
The Plan over Time
The Ranges are set at the time of the implementation of the plan (2010) and move according to the Cost of Living (COLA) percentage each year. Starting Salaries for positions will be set at the time of the implementation of the plan and will move with COLA each year. Every three years the Officers will evaluate the current low and high values for the ranges and set them appropriately based on strategic goals for the University.
Individual staff and Faculty can expect to receive a raise each year in the form of a COLA. This amount will vary each year as there are many factors that contribute to the percentage or the dollar amount for the increase.
New Expense Categories can be added to the plan, for example, the first iteration of the Growth & Compensation Plan does not include the Research & Development category. However, this can be added as positions that are directly expensed to that category emerge.
There may or may not be positions available in all levels and in all families. As the Management and Executive teams move towards achieving their strategic goals and plan through budgeting, these positions may become available and authorized by the Human Resource Manager.
Promotions & Raises
Raises are considered as an increase of pay due to a Cost of Living Adjustment. Promotions are an increase of responsibility accompanied with a new job description, new performance measures and a new salary. Promotions can occur within a Professional Level or by moving into a new Professional Level.
How Raises Occur
Raises occur through careful planning. Each year the Officers will set the parameters for the next year’s budget; this will include the Cost of Living Adjustment to salaries. An increase of pay connected to the COLA is considered a raise. The time in which the COLA is applied to an employee’s salary is determined during the budgeting process and will be approved by the Human Resource Manager after the budgets are submitted and approved for the next fiscal year.
How Promotions Occur
Promotions are carefully planned between interactions that occur through the Manager, Employee and the Human Resource Manager. Each year the Manager will complete the Growth Planning Worksheet and submit it along with the budget worksheet to the Human Resource Manager. If the Manager recommends an employee for a Promotion then the Manager will also attach the new job description with the new key result area and performance measures. The Manager will work with the HR Manager to determine the appropriate new salary. If the Budget is approved, then the Manager will work to ensure that the new responsibilities are being met and when the time is right, the employee will be promoted to the new position.
Faculty Compensation and Growth Plan
** See the full plan on the intranet
The faculty compensation plan has been designed to reward and properly appreciate faculty who want to grow within their field. This plan is intended to give faculty members an opportunity for progression and promotion.
New faculty members entering UAT as well as current faculty members teaching with UAT will be assessed based on this matrix to determine their skill level and prospective growth path. Each faculty member will be given a training plan that reflects this growth in addition to general faculty requirements and development areas.
There are five categories in the Faculty Compensation Matrix. Faculty members may be either Associate Professors (part-time) or full time Professors. Each faculty member has an option to choose if and how they would like to grow within the compensation matrix. While faculty members are not required to choose a path, a path is required to move forward and grow within UAT.
There are three paths for a faculty member to choose growth. The first path is Instruction. The Instruction path is for faculty members who are or wish to be the best at instruction, training and mentoring other faculty members. The second path is Reputation. The Reputation path is for instructors who wish to help build UAT’s brand through their program. The third path is Program Champion. The Program Champion path allows for a faculty member to choose one of the other paths as well as place an emphasis on creating, growing and nurturing their program or program(s). Most Program Champions will fall in the reputation section for growth.
However, UAT realizes that not all faculty members will want to take on additional responsibilities but are still excellent faculty members. In these cases, faculty members will be placed in the Full Time Professor with no emphasis category. This category will have fewer requirements with matching pay and does not have a growth plan associated with the category.
Movement within the faculty growth plan is based on a combination of education, skills, projects and goals. While it is possible for a faculty member to perform one or more tasks at a higher level than they are currently categorized, movement within the levels is based on the overall completion of the requirements of that level, a need in the organization and/or program and the employees’ ability to progress through their training plan while maintain the high standards required of them in their current role. However, faculty may still be asked to take on additional responsibilities or higher individual goals/responsibility while remaining in their current category.
In addition to this compensation plan, the University will continue to offer a generous benefits package; including tuition reimbursement and other benefits as listed on the employee benefits page.
***This compensation plan goes into effect January 1, 2014 and all faculty will be moved onto this plan by end of May 2014***
Movement between Levels
In order to move from one level to the next, faculty members must have met the requirements of their current level for the minimum required time and achieve the goals in the next level in their progression for the required timeframe. When this has been achieved, the Education Administration will make the determination to move a faculty member based on the needs of the University. Movement within this matrix will only be granted to faculty members in good standing with the University.
Faculty members who want to declare their intention to move categories or emphasis areas in the faculty matrix will meet with the Manager/Dean of Faculty and discuss their desires. At the end of this meeting, the Manager/Dean of Faculty will determine if there is an opening in this area and if this faculty member is in good standing with the university and a good candidate for the move. If the faculty member is deemed to not be a good candidate, the Manager/Dean of Faculty will work on a training plan for the Faculty member to improve in the areas that are keeping them from growing in the organization. If the Faculty member is deemed to be a good candidate and there is a position open, the Dean of Faculty and the Faculty member will fill out the declaration form and begin working on a training plan to move the faculty member to the next level or category.
Faculty compensation pay increases will not happen more than once per year per employee and will require the completion of a positive formal review.
Categories of Appointments
Faculty appointments fall into the following seven areas with Associate Professor and above, having access to multiple growth paths:
Guest Lecturer – This title applies to lecturers who are supplementing a course that is being taught by a faculty member.
Associate Professor – This title applies to all part time Associate faculty members.
Professor – This title applies to all full time faculty members with an emphasis of either Instruction or Reputation.
Sr. Professor – This title applies to all full time faculty members with an emphasis of Instruction or Reputation.
Lead Professor*** – This title applies to all full time faculty members with an emphasis of Instruction or Reputation.
Program Champion*** – This title applies to all full time and part time Program Champions with an emphasis in Instruction or Reputation.
Program Chair*** – This title applies to all full time Program Chairs with an emphasis in Instruction or Reputation.
*** These positions are not open for all programs as some programs may be combined under one Champion/Chair/Dean and some programs may not need a Champion, Chair and Dean.
Continuing Education & UAT Scholarship Program Policy
Continuing Education Program
In keeping with our commitment to the ongoing development of all employees, University of Advancing Technology (UAT) supports and encourages employee-initiated continuing education. It is the policy of UAT to assist its employees with continued education, received at another institution of higher learning, by offering reimbursement for tuition costs. Should a lack of performance of their assigned duties or responsibilities be noted by the employee’s manager, the employee may be asked to cease enrollment.
Any full-time employee who has completed his/her probationary period and is in good standing may apply to attend classes at any accredited institution. Employee reimbursement must adhere to the following policy.
- Employees must receive approval from their department manager prior to proceeding with the course desiring reimbursement. As determined by the Manager, only job-enhancing education may be reimbursed. At the discretion of the Manager, a training contract may be required to be signed by the employee.
- Reimbursement requests are limited to one per semester/term/block, according to the attending institution's format.
- The Employee may have all or part of the tuition costs reimbursed by UAT; however it is the responsibility of the employee to pay for associated books and supplies. In accordance with I.R.C. Sec 127, Educational Assistance, the reimbursed amount for employees may not exceed $5,250/year. Reimbursement requests accumulating to more than $5,250/year must have prior officer approval.
- Continuing Education Assistance is evaluated on a course by course basis. An employee must submit a receipt of tuition paid and a grade report showing a final grade of either a "B or higher" or "PASS" if course is Pass/Fail in order to receive reimbursement.
- Employee must attend classes on their own time and shall ensure that such participation has no adverse effect on the performance of their assigned duties or responsibilities during their scheduled work hours.
Note: Job related mandatory training could be initiated by management from time to time. This assigned education/training may or may not take place during regular working hours and will be funded by UAT.
UAT Scholarship Program
UAT encourages and supports its employees in their desire to obtain a degree. It is our policy to aid all employees in the completion of job-related educational credentials through structured participation in any program of instruction offered by UAT.
Any full-time employee who has completed his/her probationary period and is in good standing may apply to attend classes for the purposes of acquiring or completing degree requirements. Employee participation must adhere to the following policy.
- Employees must receive approval from their department manager prior to proceeding with the application process. Upon approval, the employee must meet all requirements for admissions as published in the current UAT catalog and continue with the standard enrollment procedures, Enrollment Agreement and Enrollment Policy.
- UAT students who become full-time employees after starting their program (i.e. Bachelors) are not eligible for these scholarships until they complete the program they were enrolled in when they were hired.
- The Employee may have all of the tuition paid for by UAT; however it is the responsibility of the employee to pay for any associated fees and supplies, including the non refundable seat deposit ($250) and Synchronic Resource fee. The Synchronic Resource Fee will be $300 for all student effective May 1, 2016.
- In accordance with I.R.C. Sec 117(a), Qualified Tuition Reduction, the scholarship amount for employees in a UAT Undergraduate Program is not included in the employee's gross wages. For employees enrolled in a UAT Graduate Program, the benefit is included in employee's gross wages unless the education is considered a working condition benefit outlined in I.R.C. Sec 132(j)(8). This provision provides that the education is necessary to maintain and/or acquire skills to enhance his/her performance of current duties in their current position and salary level.
- Scholarships are reviewed each semester for renewal. Officer approval is required for scholarship renewal if employee falls below a 3.0 CGPA.
- Employee must attend classes on their own time and shall ensure that such participation has no adverse effect on the performance of their assigned duties or responsibilities during their scheduled work hours. Should a lack of performance of their assigned duties or responsibilities be noted by the employee’s manager, the employee may be asked to cease enrollment at UAT.
- The employee will be treated in all respects as a regular member of the class especially with regards to attendance, grading, credits for the course and transcripts. It should be noted, however, that an employee/student is a direct representative of the UAT and is therefore expected to be an exemplary role model for all other students. This is particularly important in the areas of attendance, communication, dress, and grades.
In accordance with the Higher Education Opportunity Act of 2008, University of Advancing Technology is committed to informing the public about U.S. Copyright Law.
The University provides resources for University-related duties and responsibilities. The improper or unethical use of these resources is strictly prohibited. Unauthorized copying, downloading, uploading, sharing, installing, or distributing of copyrighted material for which UAT or the end user does not have express permission to use or does not fall within Fair Use guidelines is strictly prohibited.
Disciplinary action may include referral to the Disciplinary Committee, and in cases of repeat offenses, action may also include loss of access to UAT networks. In addition to any University action, the copyright owner may also take further legal action against the individual concerned.
SUMMARY OF CIVIL AND CRIMINAL PENALTIES
Copyright infringement is the act of exercising, without permission or legal authority, one or more of the exclusive rights granted to the copyright owner under section 106 of the Copyright Act (Title 17 of the United States Code). These rights include the right to reproduce or distribute a copyrighted work. In the file-sharing context, downloading or uploading substantial parts of a copyrighted work without authority constitutes an infringement.
Penalties for copyright infringement include civil and criminal penalties. In general, anyone found liable for civil copyright infringement may be ordered to pay either actual damages or "statutory" damages affixed at not less than $750 and not more than $30,000 per work infringed. For "willful" infringement, a court may award up to $150,000 per work infringed. A court can, in its discretion, also assess costs and attorneys' fees. For details, see Title 17, United States Code, Sections 504, 505.
Willful copyright infringement can also result in criminal penalties, including imprisonment of up to five years and fines of up to $250,000 per offense.
For more information, please see the Web site of the U.S. Copyright Office at http://www.copyright.gov.
Under the terms of the Digital Millennium Copyright Act (DMCA), the University has filed a designation of agent for notifications of claims of infringement pursuant to Section 512(c) of the Copyright Act. Any take down notices or notices of copyright infringement should be sent to the designated agent on file.
Credit Hour Awards
The University awards credits using the semester credit system as defined by its accrediting body. The University determines the appropriate allocation of credits for an individual course as it relates to contact time in the classroom. Specifically:
Lecture: 15 hours = 1 credit hour
Tutorial Learning: 15 hours = 1 credit hour
Group Recollection: 30 hours = 1 credit hour
Student Teachback: 30 hours = 1 credit hour
Discovery Learning: 30 hours = 1 credit hour
Internship: 45 hours = 1 credit hour
Monitoring of the award of credit is based on an analysis of the number of synchronous and asynchronous contact hours scheduled for each course, methods used, and the location in which the contact occurs. All Online Education courses offered at UAT utilize the same course design, outcomes and credit awards as their ground counterparts.
Dress Code Policy
The University of Advancing Technology’s objective is to establish an environment where employees project professionalism yet are still comfortable within the workplace. Because not all clothing is suitable for the office nor promotes professionalism, guidelines are needed to determine what is appropriate to wear. Employees are required to dress professionally; business casual (i.e. khaki pants and polo) at the minimum. These standards are established to maintain a neat appearance, improve our overall conduct, make a positive impression and meet the expectations of our constituents.
List of Dress Principals
Monday-Thursday and any other business casual dress days:
- Clothing should be neat and clean
- Clothing should look professional and appropriate
- All shoes must be dress or business appropriate regardless of style
- Men’s shirts other than sweaters must have collars and be tucked in
- Sleeveless shirts for women with a 3 finger width are permitted if they are appropriate business wear. Tank tops for men are not permitted.
- Skirts must be business appropriate
-- The appropriate skirt length is no more than 2 inches above the knee.
-- Generally, slits in the center back of a skirt — to facilitate walking a stair climbing — are acceptable. Slits to facilitate a view of your legs are not appropriate for business purposes.
-- Pants must be business appropriate
- Dress Capri pants are allowed for women
- Corduroy and cargo pants are not permitted
-- Leggings are permitted under dresses that are business appropriate but not worn as pants.
-- T-shirts are not permitted
Fridays that are not deemed business casual and other casual days
All items listed above are still required with the following exceptions:
- Leggings are permitted
- T-shirts are permitted
- Tennis shoes are permitted
- Denim and distressed jeans (without holes) are permitted
- Corduroy and Cargo pants are permitted
- Men’s shirts may be untucked if appropriate
-- Collared shirts are not required
Unacceptable on all days
- Gym clothes
- Rumpled or ripped clothing
- Underwear as outerwear
- Flip flops
- Hats indoors
- Provocative or revealing attire
Specific positions are established exceptions
- Campus Operations and the Café: These positions must wear UAT branded uniforms (black pants / khaki pants / jeans and a UAT polo) when business casual is not appropriate (denim is allowed but shorts are not)
- Campus Safety: These positions must wear UAT branded uniforms (black pants / khaki pants / jeans and a UAT polo) when business casual is not appropriate (denim and shorts are allowed when working outside)
- Student Workers: These position have the option of wearing business casual or UAT branded shirts with pants or skirts (denim is allowed but shorts are not)
Examples of appropriate attire
For women: A reasonable length skirt or trousers of a non-denim material combined with a top (such as a dress shirt, polo, or sweater set) is considered acceptable. An informal dress with appropriate skirt length is also acceptable.
For men: A combination of collared shirt (such as a dress shirt or polo shirt), trousers and modest shoes (such as loafers) with socks is generally acceptable. A blazer or business jacket can optionally be added.
- Any employee in violation of UAT’s dress code policy may be asked to return home, change and make up the missed time within the work week. Repeat offenses may result in the offending employee being placed on a performance agreement.
- Managers are encouraged to contact an employee’s manager directly regarding dress code violations.
Employee Code of Conduct
The UAT community consists of employees, faculty and staff, all of whom are expected to maintain a high standard of ethics, behavior and purpose. UAT employees are important and vital members of this community because they represent the University in all of their personal and public endeavors, both on and off campus. Employees carry the obligation to conduct themselves in a manner that is responsible, professional, ethical and beneficial to themselves and other members of the University community. These expectations hold true on campus and wherever they represent the University in any capacity.
In addition to this code of conduct, employees are subject to general standards of conduct for employees, requirements made under the UAT employment agreement, and UAT’s policies and are expected to meet any professional standards of conduct or ethical requirements applicable to their department.
Those acting on behalf of University of Advancing Technology, have a general duty to conduct themselves with honesty and trustworthiness, with efficiency and effectiveness, and to demonstrate accountability and compliance with state and federal laws, and Board policies and system procedures.
To the extent a provision in this procedure is determined to be inconsistent with terms of a statute, policy, procedure or applicable bargaining agreement, the statute, policy, procedure or bargaining agreement governs. If you have questions regarding application of the employee code of conduct, contact your supervisor or the Director of Organizational Development.
Code of Ethics
Each University of Advancing Technology employee is responsible for both the integrity and the consequences of his or her own actions. Each employee must follow the highest standards of honesty, integrity and fairness when engaged in any activity concerning or potentially reflecting on the University - this is particularly true when it comes to relationships with suppliers, competitors, students (potential and current), the public and other employees. UAT employees are expected to align their activities with UAT mission documents including the mission statement, vision, values, goals and ends. It is expected that no employee will undertake any activity that would even give the appearance of being improper, illegal, dishonest, or be viewed as contrary to the mission documents. This includes any action that could harm or embarrass UAT or its constituents in any way. Ethically ambiguous behaviors such as self-servicing decisions are also considered violations of the code of ethics, unless fully disclosed and approved by the employee’s manager or Officer. Self-servicing acts may include, but are not limited to: kickbacks, incentive programs, monetary or merchandise gifts. Employees in violation of the code of ethics policy will be subject to warnings (written or verbal) or termination, at the discretion of the university.
Conflicts of Interest
Employees are obligated to avoid situations that involve a potential conflict of interest with University of Advancing Technology. If an employee feels that they are involved in a situation/decision (e.g. financial, familial, etc.) that may be a potential conflict of interest, they should work with their direct supervisor for resolution. If you have questions regarding these provisions, contact your supervisor or the Director of Organizational Development. A conflict exists when you:
1. Use your position to secure an advantage for yourself, your immediate family or an organization with which you are associated that is not available to the general public;
2. Accept employment or a contractual obligation which would affect your independence of judgment in your UAT job;
3. Use work time, facilities, equipment, supplies, badge, uniform, influence of your position/department, or confidential information for personal gain;
4. Receive payment from other work you are expected to do during your regular employment; or
5. Compete with the University for services the University provides.
Compensation, Benefits or Gifts from Other Sources
A financial interest is not necessarily a conflict of interest. Employees of the University are allowed in certain cases, to receive gifts and/or compensation from outside of the University based on the following provisions:
- Employees may accept gifts and/or meals directly from the University (e.g. meals, awards, etc.).
- Employees may accept gifts and/or meals from constituents of the University provided that the direct and indirect remuneration as well as gifts or favors are insubstantial (no greater than $100.00). Should the amount of the gifts/meals be greater than $100.00, the employee must receive written approval from their direct supervisor prior to acquisition (when possible).
- Employees may work outside and be paid outside of the University, so long as they have disclosed this information to their direct supervisor and have received written permission for each position/job/business venture that the employee is engaged in.
Use of University Property
Some employees may be given University property in order to complete their day-to-day jobs. This property may include cell phones, laptops and other technology equipment required for their position. These items remain University property and should be used as such. This means that employees are to abide by all University policies and not break any laws when using this property.
University of Advancing Technology prides itself on being family oriented. As a result, we have many family members who work for the University. In order to alleviate the possible conflict of interest(s) that may arise, the University relies on all employees to use good judgment when making decisions that involve family members and to see the Conflict of Interest section of this policy for steps to ensure that a conflict does not arise. Should an employee be involved in a conflict of interest with a family member, an objective third party with an appropriate position should intervene on their behalf.
Recruitment, Admissions and Financial Aid
All University employees have a duty to adhere to the Employee Code of Conduct and make sure that there are no conflicts of interest in their decision-making. This is especially true for Recruitment, Admissions and Financial Aid Staff who are working with incoming students. It is essential that students are not given false or misleading information in order to further the goals of these employees. If a UAT employee feels that they are engaged in a situation that constitutes a conflict of interest, they need to report this issue to their direct supervisor for resolution and assistance.
University employees are often engaged in work that gives them access to private information of students, other employees and University constituents. This means that all employees have a duty to protect this private information and only use the information for the manner in which it was intended. If an employee is in a situation where a conflict of interest may arise, they should contact their direct supervisor for assistance and resolution.
All University employees are bound by the rules set forth in the Family Educational Rights and Privacy Act (FERPA).
Other University Policies and Procedures
As University employees, we must comply with all policies, rules and regulations. We are each responsible for being familiar with all policies and procedures that apply to our areas of responsibility. The following policies apply to all system employees.
Employees who have concerns, disputes or complaints about an experience at UAT must follow this procedure:
1. The first stage of the University’s grievance process is for the employee to bring his/her concerns to the attention of the individual most directly associated with the concern. Through email and face-to-face discussions, most matters can be resolved.
2. If discussions fail to resolve or answer the concern to the employee’s satisfaction, the employee shall then contact their manager. The employee’s manager will seek to answer and/or resolve the employee’s concerns.
3. If the manager cannot assist in resolving the student’s concerns, Organizational Development should be contacted and work to resolve the employee’s concern.
Should the manager be the source of the employee’s grievance, the employee should first try to resolve the issue directly and then seek assistance from Organizational Development.
All concerns that are legal issues (such as harassment or fraud) or a violation of the employee code of conduct should be immediately reported to Organizational Development.
Our system strives to provide all members of our community with a work and educational environment that is collegial and free of illegal discrimination or harassment based on race, sex color, creed, religion, age, national origin, disability, marital status, status with regard to public assistance or sexual orientation, or membership in a local commission as defined by law.
Employees embody a clear sense of ethical conduct in physical and digital worlds. They will promote and exemplify good digital citizenship and high ethical standards. Infractions of this order include, but are not limited to, illegal hacking, downloading/uploading of offensive material, digital theft or other actions, which contradict UAT policies and values, good ethical standards, or local, state and federal laws.
Fraud and Other Dishonest Acts
In order to ensure that we use our resources as effectively as possible and that we comply with the law, fraudulent and other dishonest acts are not tolerated. Employees are required to report fraud or other dishonest acts when they have a reasonable basis to believe such an act has occurred. Managers and supervisors are responsible for educating employees about proper conduct, creating an environment that deters dishonesty and maintains internal controls that provide reasonable assurance of achieving management objectives and detecting dishonest acts.
Examples of fraud or dishonest acts include taking cash or other property; making false time reports or reimbursement claims; forgery or alteration of documents or reports; improper handling or reporting of financial transactions or audit information; and incurring contractual or other obligations that exceed appropriations.
Employee Dependent Educational Benefits Policy
UAT values the contributions made by its employees. As part of the employee benefit package, the University offers dependent undergraduate scholarship opportunities for full-time employees. Dependents eligible for benefits are defined as spouses and children of eligible employees. Dependents of employees must also be able to meet all current University undergraduate admissions standards and follow all current University student policies as outlined in the college catalog.
Employees wishing to take advantage of this benefit should see Admissions for a Dependent Scholarship Application. After verifying eligibility with the Organizational Development Department, a class seat will be assigned by Admissions, based on space availability. Dependent educational scholarships to attend UAT begin when an employee has completed two full years of service to the college. At no time shall an eligible employee have more than two dependents under scholarship at the same time. The amount of the scholarship will vary according to the following table of service:
Two years of full-time service – dependents receive a 25% scholarship on program tuition.
Three years of full-time service – dependents receive a 50% scholarship on program tuition.
Four years of full-time service – dependents receive a 75% scholarship on program tuition.
Five years or more of full-time service – dependents receive a 90% scholarship on program tuition.
In all cases, the cost of books, fees, and synchronic resource for UAT programs are the responsibility of the employee and his/her dependent. Scholarship amounts will be deducted from program tuition on a per semester basis, as classes are attempted.
Dependent recipients of these scholarships are regarded as "good will ambassadors", and shall act accordingly at all times. Additionally, to remain eligible for dependent scholarships, the employee must remain a full-time employee in good standing, and the dependent student attending classes must be in good standing and meet all minimum requirements for satisfactory academic progress as defined in the college catalog. If an employee resigns or is terminated prior to completion of a program by a dependent, the dependent scholarship will cease at the end of the semester. The dependent will be allowed to finish out his/her current semester under the scholarship, but will then need to make financial arrangements to continue on with his/her education.
The employment relationship between the University and the Employee may be terminated at any time, at the will of either party. Employees may be terminated from employment due to company needs or problems with employee performance or behavior. Company needs may include a mismatch of the human resource need of the University, the capability of the employee or changing needs of the University that create a mismatch or need for employee reduction. Except as hereinafter set forth, diligent, phased efforts to correct employee performance or behavior problems will be followed in advance of actual termination by the department manager. This policy covers the communication of the problem as well as the actual termination and represents minimum requirements.
All terminations will be completed with Organizational Development in attendance or by an OD representative. Terminations require a letter to the employee expressly stating their termination and an OD representative must be in attendance or carry out the termination.
Employment may be terminated when an employee’s job (or a significant portion of that job) is no longer needed by the University or Department (subject to Presidential and Organizational Development approval).
Termination of employees not up to UAT standards our UAT needs
UAT’s employee benchmarks require above average performance. As a result, we reserve UAT employment for employees who exceed the expectations of their position. In the event that an employee is unable to consistently meet departmental goals or projects or unable to perform their job the employee may be immediately terminated subject to Presidential and Organizational Development approval.
*** This section is not meant to suppress innovation or risk taking, but is to be utilized for employees who are not performing at a high level consistent with UAT’s requirements.
Termination due to Employee Performance or Behavior
It is the intent of the University of Advancing Technology to make expectations of employees’ performance and behavior clear and work with employees to meet company expectations. Management may, however, use its judgment to terminate employees immediately should the situation warrant (see section above).
Employee Performance or Behavior Termination Steps:
1. Verbal Warning – The manager should verbally warn the employee that their behavior or performance is not acceptable. At this time the employee should be coached to understand what acceptable behavior or performance is and how to meet the requirements of their position.
2. Written warning/Performance Agreement – The manager should meet with the employee and go over the written warning/performance agreement stating the reason the employee is being reprimanded. This written document should also contain what the employee needs to do to improve their performance/behavior, a time frame for the employee to improve (long enough to see long term changes in the employee’s behavior/performance) and a follow up meeting date. This document should be signed by both the employee and manager.
3. Probation – If the employee fails to meet any objectives in the Written Warning/Performance Agreement they will be placed on Probation. Probation is the final warning before employee termination and should be documented with a letter to the employee. This document should be signed by both the employee and manager.
4. Termination – If an employee does not meet the objectives stated in the Probation letter, has repeatedly demonstrated poor performance or behavior or is being terminated immediately, a termination letter will be written. The manager should meet with Organizational Development to determine the proper steps. Severance pay will not be given for this type of termination.
Note: If an employee refuses to sign a disciplinary notice or letter of expectations, or behaves in an uncooperative manner or gives the manager reason to believe that improvement is unlikely or that other negative results to the University or its members may occur, he/she may terminate the employee immediately.
Immediate Termination of Employment
In certain cases in order to protect the health and safety of students, or the best interests of employees, invitees of the University, or the University itself, immediate discharge of an employee may be warranted. The following list is not all-inclusive; Organizational Development has the discretion to determine other circumstances that meet the intent of this section.
• In the event that an employee is found to have distributed, dispensed, or used a controlled substance on the campus of the University, the employee will be immediately terminated from employment.
• In the event that an employee is convicted of a violation of a criminal drug statute, the employee will be immediately terminated from employment.
• In the event that an employee is determined to have embezzled or appropriated assets from the University, the employee may be immediately terminated from employment.
• In the event that an employee threatens any person on the campus of the University with physical harm or engages in conducted deemed to constitute sexual harassment, the employee may be immediately terminated from employment.
• An employee may be immediately terminated from employment for insubordination, conduct which constitutes a fraud, or conduct which involves moral turpitude.
• An employee may be immediately terminated from employment if the employee willfully fails to come to work or fails to complete any step in the procedure for employee termination.
• The employee may be immediately terminated from employment during the initial hiring probationary period.
• An employee that is employed in connection with a Federal Work Study Program may be immediately terminated if said employee is not eligible for Federal Work Study funding or if the employee withdraws from the University as a student.
• Employees who are found to continually negatively impact the University, it’s employees or it’s goals may be terminated immediately, subject to Presidential and Organizational Development approval.
In all cases except layoffs, severance allowance will not be offered. Student/part time workers, seasonal workers, and temporary workers do not qualify for severance.
The foregoing policy in no way create an express or implied covenant of continued employment, nor do they modify the “at will” status of employment of the employees of the University.
The University of Advancing Technology will reimburse employees for certain expenses incurred to further the mission of the University provided that the expenses have been pre-approved by your Manager. For purchases outside of expense reimbursements, see Purchase Request policy.
All expense reimbursements will be documented on the UAT Expense Report form and must be approved by the appropriate Manager. All reimbursable items listed must be supported by detailed receipts and other specific documentation, as needed. Expense reports must be received by the Accounting department within the same calendar month the expense was incurred or within 5 business days of incurring the expense, whichever is earlier.
Expense reports should not be used to circumvent purchase requests or petty cash.
For travel related expenses, please see the Travel Policy.
Family and Medical Leave Act Policy
Effective August 5, 1993, The Family and Medical Leave Act (FMLA) was adopted by the University of Advancing Technology.
In order for an employee to take advantage of the UAT’s FMLA policy, the employee must have worked for UAT for a total of 12 months AND worked 1,250 hours over the previous 12 months.
Types of Leave
A covered employer must grant an eligible employee up to a total of 12 workweeks of unpaid leave during any 12-month period for one or more of the following reasons:
• for the birth and care of a newborn child of the employee;
• for placement with the employee of a son or daughter for adoption or foster care;
• to care for a spouse, son, daughter, or parent with a serious health condition;
• to take medical leave when the employee is unable to work because of a serious health condition; or
• for qualifying exigencies arising out of the fact that the employee’s spouse, son, daughter, or parent is on active duty or call to active duty status as a member of the National Guard or Reserves in support of a contingency operation.
** A covered employer also must grant an eligible employee who is a **spouse, son, daughter, parent, or next of kin of a current member of the Armed Forces, including a member of the National Guard or Reserves, with a serious injury or illness up to a total of 26 workweeks of unpaid leave during a “single 12-month period” to care for the service member.
Length of Leave - An annual (rolling calendar year), not a "per occurrence", limit of 12 workweeks of unpaid leave during the 12-month period following the employee's anniversary date for all types of leave is allowed. If spouses are employed by UAT, a maximum of 12 weeks total for birth, adoption, or care of a sick parent are allowed, with each spouse allowed up to 12 weeks leave for serious illness of self, or to care for a sick-child or spouse. UAT requires an employee to first use any paid vacation, personal, or sick time he/she has accrued which will run concurrently with the 12-week total required by FMLA.
Reduced and Intermittent Leave - Family leave can be intermittent or on a reduced leave basis only with UAT’s approval, and Medical leave may be taken intermittently or on a reduced leave basis only when medically necessary. If an employee requests intermittent or reduced leave, UAT may transfer the employee to an alternate position with equivalent pay and benefits.
Foreseeable Leave - If leave is "foreseeable", the employee must notify UAT at least 30 days prior to the date the leave is to begin. If notice is not given, and there is no reasonable excuse for the delay, UAT can deny leave until at least 30 days after notice is received.
Unforeseeable Leave - If 30 day notice is not possible, the employee should notify UAT in person or by telephone "...as soon as possible and practicable".
Certification of Medical Conditions – UAT may require certification from a health care provider for requested medical leave, as well as a second opinion of medical certification. UAT may not require an employee to submit to a medical exam unless it is "job-related and consistent with business necessity".
Employment and Benefit Protection
Restoration to Position - Any employee who takes leave must be restored to the same position he/she held prior to the leave or a position with "equivalent employment benefits, pay, and other terms and conditions of employment". However, the employee has no greater right to restoration than if he/she had been continuously employed. Leave may not result in the loss of any employee benefit accrued prior to the leave.
Denial of Restoration - UAT may deny restoration if the employee would have lost the job had he/she not been on leave (i.e., due to layoff), the employee fraudulently obtains FMLA leave, or the employee works elsewhere during FMLA leave.
Maintenance of Health Benefits – UAT must maintain any "group health plan" under the same conditions as if the employee had continued employment during the leave. However, if the employee has additional dependents for which premiums are ordinarily paid through payroll deductions, the employee is responsible for continuing to make these payments during leave.
COBRA & FMLA - Leave is not a qualifying event for COBRA. The COBRA event begins at the end of leave or when UAT is made aware that the employee does not intend to return.
Discrimination - UAT may not in any way discriminate against an employee who has filed charges, or instituted a proceeding under the act or has provided information or testified in connection with any inquiry regarding FMLA rights.
Enforcement - An employee may file a complaint with the Secretary of Labor in person, by mail, or by telephone with the local Wage and Hour Division of the U.S. Dept. of Labor, or may, instead, file a private lawsuit. Action may not be brought against UAT more than 2 years after the alleged violation or 3 years if the violation is "willful". UAT may be liable for damages equal to any wages, salary benefits or other compensation due to violation; actual monetary losses sustained by employee for a sum up to 12 weeks of wages or salary plus interest; interest; or plaintiff attorney's fees and court costs; liquidated damages equal to sum above unless the violation was in good faith and UAT
had reasonable grounds for believing it was not a violation. The employee may have a right to reinstatement and promotion.
Employee Vacation and Personal Time
Employees are required to use up paid leave first, so that the paid and unpaid leave run concurrently. If the employee's paid time off does not cover the FMLA leave time, the employee will take this leave without pay.
Gambling and Money Schemes
Illegal gambling and money schemes are strictly prohibited on campus, or in association with any UAT event or activity. Employee office pools (baby pools, Superbowl, NCAA Basketball Tournament etc.) are acceptable as long as they remain employee only events, with no student involvement.
Office pools related to specific events or activities are acceptable as long as no student participation is allowed, and 100% of all money collected is distributed to the pool winner(s). No portion of the money collected from an office pool may go to the pool organizer, or the "house", which would make the activity illegal in the state of Arizona. Employees involved in illegal gambling activities or money schemes, in direct violation of this policy, will be subject to a formal reprimand, suspension or termination.
Federal Work Study (FWS) Policy
University of Advancing Technology makes it a priority to place eligible students in on-campus student service-related jobs and off-campus community service positions utilizing Federal Work Study (FWS) funds awarded annually to the institution. FWS students may not work in non-community service jobs that are not student services.
All jobs will be posted to make them reasonably available to all eligible students.
Pay rate changes must be approved by FAO (Financial Aid Officer), as the student’s eligibility to remain employed might be affected.
Students are limited to working up to the amount of the eligibility award. Once the funds have reached a zero balance the student can no longer work until additional funding has been established, students may be terminated at this time due to the needs of the department. Failure to re-establish FWS funding will result in the termination of the position for the student. FWS positions are limited to 20 hours per week to allow the students ample time for their studies.
If a student employee takes a Leave of Absence, withdraws from school or is no longer in Satisfactory Academic Progress, he or she may not continue to be employed as a FWS employee. A student on Academic Break who is scheduled to return and has indicated, in writing that he or she intends to do so, may remain in FWS employment.
Student services may include: jobs in financial aid, jobs in a library, peer guidance counseling, job placement, assisting an instructor with curriculum-related activities, (e.g., teaching assistant), security, social and health services, tutoring.
34 CFR 675.21(b), Student services definition cite 34 CFR 675.2(b)
It is the intent of this institution to select high caliber employees who are an excellent cultural match. This policy will ensure a timely, effective and equitable hiring process to attract and select University employees. Managers are expected to follow this policy in all hiring decisions as this policy applies to all University employees.
All full time and faculty positions will require candidates to possess at minimum a bachelor degree.
When a vacancy occurs or a new position is created for a Full Time Staff or Faculty Member:
The Hiring Manager of each department will submit the New Employee Request form via the only system. From here, OD and the hiring manager will determine the order of interviews (OD, Manager and Officer) and proceed to interview multiple candidates until 3 excellent candidates are found. Once three excellent candidates are found, the hiring manager’s officer will conduct final interviews. After all three interviews have occurred, the hiring manager, OD and the officer all must unanimously agree on a candidate. If a unanimous agreement cannot be made, the hiring process will start over from the beginning.
A background check and credit check will be run through OD. If a past felony, drug misdemeanor is found or the candidate is in default with their student loans then the candidate cannot continue through the interview process and will be thanked for their time.
The Hiring Manager shall notify candidates from the final round of interviews of the hiring decision by phone.
Exceptions to this policy:
Federal Work Study Employment (FWS), Part Time Student Employees and Temporary Employees will follow the above mentioned policy but will not be required to have more than one candidate for consideration or have an officer interview. The Organizational Development Department and Hiring Manager will jointly make the hiring decision.
Student workers and managers need to understand that school comes first for student employees. Should a student begin struggling in school once they start working for UAT, managers should try to assist the student and ultimately make the best decision regarding retaining the student employee based on the student’s success in their classes. Student employees will be required to have and maintain at least a 2.5 CGPA to be considered for employment with the University. If a student drops below a 2.5 CGPA they will be given a warning and be required to move their CGPA to above a 2.5 within one semester. It is the manager responsibility to check the students CGPA. If this is not possible or does not happen, the student’s employment will be terminated with the University.
A temporary position may not be open for longer than six (6) months. If the temporary position extends for over six months, the position must be opened up for permanent hire.
Temporary employees and FWS employees may be let go prior to, or on, their expected commencement of employment date without completing the steps of the University's termination policy.
Long term Contracted Employees, Part Time Employees, Intern to Hire and Adjunct Faculty and Part-Time to Full time employees and faculty members will follow the above mentioned policy but will not be required to have more than one candidate for consideration.
Adjunct faculty will require interviews with OD and an officer if they will be teaching more than two courses in a semester.
Part time to full time staff and faculty members will require a meeting between OD and the hiring manager prior to having a full time position offered to them. The decision to move the employee or faculty member to full time must be agreed upon by both OD and the hiring manager.
New Position Probationary Period
The University believes that finding the right fit culturally is important. The University of Advancing Technology’s 120 day probationary period allows both the employee and employer to make sure that both are satisfied with their employment before moving on to continuous employment.
All newly hired full time, ½ time, and ¾ time employees shall be placed on a 120-day probationary period (or the completion of one full semester for Faculty members). In the State of Arizona, UAT still retains the right of employment-at-will.
This time should be used by the employee and their manager to assess themselves on the job and in the culture to the fullest extent.
Before the end of the first 90-days of employment (or during the first semester of teaching for Faculty members) the employee will receive a performance review from the employee’s manager. Any employee who is shared between departments will need to have a performance review completed from each department. An assessment will be made at that time as to the continued employment status of the newly hired individual. Any decision to terminate employment due to an unsuitable fit must occur before the end of the 120-day probationary period.
The University of Advancing Technology hiring policy exists to ensure that UAT selects the highest caliber applicants for all positions to advance the University’s mission and vision. In order to accomplish this goal, UAT must recruit applicants from Arizona as well as from across the Nation. When it is in the best interest of UAT to facilitate the relocation of a staff or faculty member, UAT will provide out of state relocation assistance to the employee in accordance with the provisions of this policy and with manager discretion.
Organizational Development will be notified of the candidate and determine the hiring package. The amount will be dependent on the level of the position. For all Manager and qualified faculty positions a total of $3500.00 will be offered to the employee. For all other qualifying positions, an allowance of $1500.00 will be offered.
The new employee will be required to use a company selected by UAT for relocation services if they wish to utilize this benefit. UAT will cover the cost of loading, unloading and transportation charges of the moving company, and travel to Arizona (including personal lodging, food and transportation costs) up to the maximum allowance. The employee will pay for any cost incurred by the employee in addition to the allowance.
Receipts must be provided to document all expenses, other than that of the moving company, and must be turned into accounting no later than 90 days of becoming a full time employee.
If the employee selects additional services from the relocation company, it will be at the cost of the employee. UAT will not cover the cost of packing, unpacking, cleaning or other expenses incurred outside of this policy. Deposits and rent are also excluded from the relocation allowance.
Hours of Work and Overtime Policy
Hours of work
The University of Advancing Technology believes that employees should work a complete and consistent workweek.
The normal work week is Sunday to Saturday with forty hours of work per week.
*Hours of work and lunch hours will be scheduled by the department manager.
If non-exempt employees are required to work during a weekend, one day (for each weekend day required) in the week immediately prior to the weekend must be taken off.
If an employee has to work more than
• If an employee is required to work Saturday a day in the workweek than a day earlier in the week must be taken off. For example, Monday September 15th, in exchange for working Saturday September 20th.
• If an employee is required to work Sunday a day in the workweek than a day earlier in the week must be taken off. For example, Tuesday September 16th, in exchange for working Sunday September 21th.
The University of Advancing Technology philosophy is that non-exempt employees can complete their jobs within a 40 hour work week. However, we realize that occasionally there is a need for a non-exempt employee to work more than 40 hours per week. In these instances, all non-exempt employees will need to receive prior approval for overtime in writing from their manager or in cases where their manager is unavailable from their divisions’ officer.
In accordance with Federal Law, the University pays time and a half the employees base hourly rate for all hours worked over 40 in a work week. This means that any employee who has worked over 40 hours in a week will be paid overtime for any amount over 40 hours in a week. UAT’s weeks run Sunday to Saturday in regards to overtime.
An employee who continually works overtime without prior approval may face disciplinary action.
Approval of Overtime
Managers are responsible for authorizing and scheduling overtime in advance; therefore, a nonexempt employee shall not work overtime unless authorized in advance by his/her manager. Overtime will be used only after other alternatives have been explored, such as rescheduling priorities, reassigning work, re-balancing workloads, offsetting excess hours in one day with reduced hours in another day in the same work week, and revising the work schedule so that weekend work can be performed as a regular part of the affected work week. In cases where student events happen on the weekend, employees and managers are responsible for scheduling hours so that they don’t exceed 40 for that week. In some cases, this may mean taking a day off earlier that week, to accommodate the Saturday scheduled.
All full time UAT employees are required to take a lunch break of one hour each day that they work. There may be circumstances where a manager allows for a shorter lunch, however, this allowance should be on a case by case basis and not as a permanent solution.
Breastfeeding Rest Periods
The Patient Protection and Affordable Care Act amended Section 7 of FLSA March of 2010. Employees are provided with reasonable break times to nurse a child for one year after a child’s birth. Manager’s are encouraged to be flexible when developing a support plan for individual employee. If assistance is needed to set up a plan, please see Organizational Development.
Generally, when an employer requires or permits a nonexempt employee to attend training during the employee’s regular work hours, the time is compensable time. The training is required by law or otherwise required it is compensable. However, if the training is voluntary, is not directly related to the employees job, AND the employee doesn’t perform any productive work during such attendance the training can be paid at the employer’s discretion.
There are special attentions for travel time pay when nonexempt employees travel for overnight travels. Although, not all time spent traveling is paid, the following rules apply: When an employee is a passenger in a car, plane, bus, boat or train, only time that must be compensated is the time travel during regular working hours. This includes hours that may fall on a weekend or holiday, (i.e. 9-5). If the employee spends time working as a passenger, however, regardless of the hours, they must be paid for that time. When an employee drives at the direction of the employer, all travel time is considered work time (29 CFR 785.41); however, if an employee has the option to use public transportation and chooses to drive his or her own vehicle, the employer may choose to pay either the entire travel time or just the time that occurs during an employee’s normal work hours (regardless of what day of the week he or she travels) (29 CFR 785.40).
Kudo Awards Policy
The University of Advancing Technology wishes to provide employees with spontaneous recognition, positive feelings and feedback from their peers for a job well done.
Catch someone doing something positive; outstanding service, kind actions, productive activities or above the call of duty quality work and reward them by filling out a kudo award on the intranet.
The Kudo recipient will be notified immediately through email that they are being awarded a Kudo and will receive a special treat soon after.
Mass Communication Policy
In order to ensure that communications between the University of Advancing Technology, its students and employees are consistent and complete, all communication that is to be dispersed to students or employees must adhere to all University policies and procedures.
In order to increase the effectiveness of communication, various communication tools and services are available to both staff and students. Anyone who needs to communicate with staff or students may use the following tools and services:
• Events Calendar - The events calendar resides on the Intranet under campus life and is a listing of all University events. This information is input by staff from every department and student group (via their sponsor).
• Flyers and Posters, Intranet announcements, flyers and posters are made for advertising and informational purposes. All of these communication mediums are handled in Marketing and adhere to the marketing guidelines for look and messaging.
• Web alerts – Web alerts will be used to inform students of information via CampusVue. Selected department representatives will have permission to send web alerts in order to prevent over use. Web alerts will appear on the top of each student’s intranet site.
• Mass email - Mass mailing is sending out anything that you wouldn’t print out and give to people in person or mailing to the entire University, all students, all staff or large groups of people. Organizational Development and the UAT President or their designees will have permission to send mass mail to these groups in these cases.
• Text Messaging – University wide text messaging is reserved for marketing purposes and safety concerns only.
• Emergency Communications – In an Emergency, any student or staff member may email firstname.lastname@example.org . This message will be evaluated for further distribution and may be sent to every UAT e-mail address and/or phone via text messaging. Emergency text messages and emails will generally be sent from the Office of Campus Safety, the UAT President or Organizational Development.
• Non-emergency Safety issues - any student or staff may e-mail email@example.com to report a non-emergency safety issue. This information will go to the security desk.
All other communication tools not listed here should go through the work order system or other appropriate channels.
The University of Advancing Technology has no objection to your working another job as long as you can meet the performance standards for your job at UAT. UAT recognizes the fact that an employee may be justified, under some circumstances, in accepting casual outside employment to be performed after working hours if no conflict with UAT’s interest is involved.
No employee shall accept or engage in any activity, business, or employment that would conflict with UAT's interests or diminish the ability of the employee to render to the university the full, loyal, and undivided service which is contemplated in his or her employment by UAT.
Employees must notify their Manager of the decision to work a second job. If employees work performance is affected, the Manager may ask employee to resign from one of their jobs.
The Office of Campus Safety (OCS) is responsible for monitoring and controlling parking on campus. University students, guests and employees are expected to park as directed in authorized parking areas and to take responsibility for their vehicle and property.
Unauthorized vehicles on campus that do not display a UAT parking decal or visitor permit may be subject to the University’s parking sanctions. Vehicle owners are responsible for their own personal property and are advised that any fees resulting from unauthorized parking are the vehicle owner’s personal responsibility. Parking permits are sold on a semester basis and are required for parking on campus. All other vehicles, with the exception of visitors, may park free of charge at remote authorized parking areas. The remote authorized parking areas are not patrolled or monitored. Parking on the UAT campus and other authorized parking areas may be used at your own risk. UAT is not liable for any theft or damage to a vehicle or to the personal property within a vehicle.
Parking may be open to all UAT community members for special occasions determined by the office of Organizational Development.
Per the Jeanne Clery Act, all universities must report certain crimes which occur on campus or properties owned/rented by a university. Vehicle theft, burglary/ attempted burglary from vehicles are included in this reporting. Any crimes should be reported to OCS as soon as possible.
Policy on Policy Creation
UAT policies represent the lasting infrastructure of UAT decisions and historical decisions. Within legal bounds, policies can be created with great latitude to reflect the uniqueness of UAT; however, once created must be followed. Any exception to policy must be documented and approved by a letter from one of the senior officers of the University, usually the President, before the exception is made. This exception system is in place so that the Policy committee (described later) does not attempt to create a policy for every possible scenario, but rather general guidance that captures UAT’s decision in spirit a majority of time, but allows for good judgment when a predetermined approach doesn’t make sense.
UAT policies are regularly crafted, approved, maintained and communicated by a cross departmental team of managers and senior leadership representing a balanced perspective of the myriad of functional areas of the University.
The participants of the policy committee are assigned annually by the officers of the organization. Members of the committee are responsible for communicating new policies to their peers and subordinates.
A quorum is present and final policies may be approved when there is at least one representative from each major functional division of the University in attendance.
The policy committee meets monthly; but maintains a moratorium on new policies over the summer months to ensure last minute changes are avoided before the beginning of the school year.
New policies or changes to existing policies are championed by volunteers. Normally policies are pre-discussed with the policy committee members prior to bringing the policy to the meeting for discussion. A vote will then take place at the following meeting. Most policies will take at a minimum 2 months for approval. Exceptions may be made for extenuating circumstances.
Policies should generally be drafted based on UAT’s “policy” and leave procedural elements to other forms of documentation.
Student Policies are published in a singular location: the student catalog. Staff Policies are published in a singular location as well: the intranet.
Expedited Policy Approval
In the event a policy approval or change must be expedited, the Officers, or the CEO may executively approve the Policy. This power should be used judiciously to ensure proper insight is given to the policy, but also to ensure the managers of the organization are properly informed of the policy.
Scholarship, tuition, and compensation policies are always approved through an officer vote.
Student Relations Policy
All University of Advancing Technology staff and faculty shall respond to and interact with UAT students in a professional manner, remain above reproach and in compliance with all federal, state and local laws, rules and regulations.
All staff and faculty must
• Respond to University of Advancing Technology students in a helpful, courteous, and thoroughly professional manner, which reflects credit upon him/herself and this institution.
• Abstain from offering or providing charity or “special treatment” of any kind to a student or prospective student. Charity or special treatment (such as buying books for a student on a UAT employee discount or paying a student’s fees) especially to a prospective student, may be construed as an “inducement to enroll” and is in violation of federal law.
• Limit social involvement with students or prospective students with exception to official or school-sponsored events.
• Treat student personal problems or complaints with strict confidence and in compliance with UAT’s policies and discuss these only in private at official UAT meetings.
• Promptly report all disturbances or questionable acts to their direct supervisor. This may include potentially dangerous behavior by a student (agitated state or proclivity toward violence).
• Immediately report any Title IX violations (See Title IX and Grievance policies) to the appropriate Title IX coordinator.
• Make every effort to help each student meet his/her special needs by making full use of the school’s services and resources both on and off campus; this may include walking a student to the appropriate department or counselor for help.
Systems Usage Policy
Employees and students of the University of Advancing Technology are expected to utilize the provided resources in a professional manner and in accordance with the professional and/or educational development guidelines as set forth by the University.
The University controls a centralized login authentication for all data systems. University usernames are based on the name on the student record or the name on the HR file. Student usernames are the first three characters of the first name, and the first five characters of the last name and are entered as all uppercase characters. When there is more than one person with the same characters for a username, a numerical increment will be added as the last character.
Passwords may not be shared with anyone and all users are responsible for any and all activities using their username ID. It is the users’ responsibility to keep their username and password secure. Employees and students are encouraged to change their password regularly.
When applicable, University software is purchased under an educational license agreement. All University software must be used in accordance with licensing agreements. University resources (laptops, computers, servers, etc.) may only have approved University software installed. University software may not be installed on personal devices.
The University of Advancing Technology does not own the copyright to this software or its related documentation and, unless authorized by the software developer, does not have the right to reproduce it for use on more than one computer.
The installation and configuration of software (including games) on UAT systems is only allowed by University IT employees.
The University’s network; including, but not limited to, computers, laptops, projectors, phones and studio’s; are the IT Department’s responsibility. Only authorized IT staff and interns may work on these systems. If any employee or student notices a problem, IT should be contacted through the online workorder system.
All students are expected to adhere to the University’s Student Code of Conduct and all policies related to systems usage. All employees are expected to adhere to the hiring agreements and the code of conduct.
For more information specific to University laptops, please reference the Laptop Usage Policy.
Individuals who access electronic files or intercept network communications at the University of Advancing Technology or elsewhere without authorization violate University policy and may be subject to criminal, civil, and disciplinary penalties.
Hacking is defined as:
1. Intentionally obtaining access, without specific authority, to data or resources stored on the University of Advancing Technology computers or networks.
2. Malicious activities that
o destroy or alter data stored in, or insert data into, University of Advancing Technology computers or networks.
o disrupt or obstruct the normal use of University of Advancing Technology computers or networks.
o impede or prevent access to, or impair the usefulness or effectiveness of, data stored in University of Advancing Technology computers or networks.
Furthermore, anyone is forbidden to hack into any outside computer system or network from one of the University’s computers.
Those choosing to violate this policy will be subject to immediate disciplinary action, potential termination, and criminal and civil prosecution.
Time off Policy
The University of Advancing Technology believes that it is important for employees to take annual vacations and it is sometimes necessary for employees to take time off for personal illness, death in the immediate family or personal business that cannot be taken care of outside normal working hours. We expect employees to be sensitive to when they can take time off and request time off when appropriate for their jobs and the University and not to the detriment of their work performance.
Personal Days for Employees
Each full-time University of Advancing Technology employee earns 4 hours of personal time per month based upon the number of hours they work per week and their hire date for a maximum of six days during each of calendar years. Full-time in this case, represents salaried employees working 30 hours per week or more. Personal time can be used as sick time or personal time.
If the employee does not use their personal time during the calendar year, the time will roll over to the next year. Total personal time may only accrue up to 4 weeks or 160 hours and will not be paid out to the employee upon termination.
Employees will utilize personal time in 4 hours or whole day increments only. If the employee uses personal days prior to earning them, the employee's personal day balance will be allowed to go negative if approved by their manager and OD. Therefore, if the employee is terminated or resigns prior to earning the days already taken, the employee will be docked for the earned portion on his/her final pay, assuming there was no other time available to take from.
Vacation for Employees
Vacation time is based on the employee's full time start year and does not roll over each year but instead restarts on January 1st of each year. In January of each year, employee vacation accruals will be determined by employee tenure.
• Starting on the employee's first day of employment 6 days of vacation time will begin to accrue monthly at a rate of 4 hours per month.
• If an employee will reach their second, third or fourth year anniversary in the current year, the employee will accrue 12 days of vacation time monthly at a rate of 8 hours per month.
• If an employee will reach their fifth year anniversary or higher in the current year, the employee will begin to accrue 18 days of vacation time monthly at a rate of 12 hours per month.
The employee must use all accrued vacation by December 31st of each year. Any accrued but unused vacation not utilized by December 31st of each year will be forfeited. It is the employee’s responsibility to track vacation eligibility and timely notify their manager of scheduled vacation periods. The employee will utilize vacation days in 4 hour increments only. If a holiday falls within an employee's authorized vacation period, OD will not deduct this day as vacation time.
Employees may go negative up to their total vacation time for that year. If an employee resigns or is terminated and has used vacation time, any vacation time used that has not been accrued will be deducted from their last paycheck.
Each employee may request his preference for vacation time and whenever possible, he/she will be allowed to take his vacation as requested. Approval is at manager discretion and based on the needs of the department and the University.
Employees who change from part-time to full-time will accrue vacation time based on their full time hire date.
Faculty receive the same vacation time as staff but are not tracked through OD, and are instead required to work with their manager to ensure coverage and permission for their time off requests. Vacation is not paid out for faculty due addition break
The University recognizes the full-time employee's birthday as a paid holiday each year. Full-time in this case, represents salaried employees working 30 hours or more per week. Employees may take this day during their birthday week or the week after to their birthday with approval from their manager.
Holiday Time Off
The University observes the following holidays, which are paid holidays for all full time employees (If the holiday falls on a Saturday the preceding Friday will be observed. If the holiday falls on a Sunday, the Monday after the holiday will be observed):
• New Year's Day
• Martin Luther King Day
• Presidents' Day
• Leap Year Day (every 4 years)
• Memorial Day
• Independence Day
• Labor Day
• UAT’s Anniversary (September 23)
• Columbus Day
• Veterans Day
• Thanksgiving and the day after Thanksgiving
• The University observes a Christmas break and will be closed December 25 – January 1.
The University of Advancing Technology feels that employees selected as jurors should fulfill this civic duty without loss of pay. Employees who notify their supervisor in advance and fill out a time off request form will be paid regular compensation for time spent on jury service or in court for prospective jury service. Upon being excused from a case or upon the conclusion of a trial, the employee must return to work immediately. If after scheduled work hours, employee will return to work the next business day.
UAT offers paid bereavement leave to provide a time for mourning after the loss of an immediate family member. The employee’s immediate supervisor authorizes the use of bereavement leave. The employees’ immediate supervisor will determine the amount of bereavement leave. Considerations will be taken concerning the amount of travel involved and the responsibility of the employee for making arrangements for the deceased.
The immediate family includes but is not limited to: spouse, child, mother, father, sister, brother, mother and father-in-law, brother and sister-in-law, grandparent and grandparent-in-law. If additional time is needed, vacation or personal leave may be taken with supervisory approval.
Title IX nondiscrimination policy
The University of Advancing Technology is committed to providing equal opportunity to its students and employees, and to eliminating discrimination when it occurs. In furtherance of this commitment, the University of Advancing Technology strictly prohibits discrimination or harassment on the basis of race, color, religion, religious creed, genetic information, sex, gender identity, sexual orientation, age, national origin, ancestry, veteran status, or disability status.
The University of Advancing Technology Title IX Grievance policy articulates how the University will respond to reported allegations of sexual harassment involving students, including sexual assault, and provides a consolidated statement of the rights and responsibilities under University policies and Title IX, as amended by the Violence Against Women Reauthorization Act of 2013. The policy describes how areas within the University will coordinate the provision of interim remedies and the prompt and effective investigation of allegations of Prohibited Offenses.
This policy applies to all members of the University community, including students, perspective students, employees, perspective employees, faculty, staff, third party agencies contracted with the University and groups using the University facilities. It further applies to on- or off-campus behavior involving students.
In order to further the Mission and Vision of the University of Advancing Technology employees are often asked to travel for business purposes. The University will pay for (in advance or by reimbursement) all travel arrangements that are necessary and relevant to the employee's job description and are assigned and approved by the employee's manager or an Officer.
Corporate Traveler is UAT’s designated travel agency. If travel is booked through Corporate Traveler, the manager or Officer must send an approval by email to Corporate Traveler. For all travel outside of Corporate Traveler the approval must be obtained via the purchase request system including per diems, conference fees etc. UAT does not typically issue credit cards to employees for any purpose including travel; therefore, it is necessary that the traveler be prepared while traveling with a personal credit or debit card to be presented at hotels for incidentals and unexpected expenses. Unexpected expenses will receive reimbursement approval from the employee's manager prior to incurring the expense or they may not be reimbursed.
UAT employees who are booking travel, whether for themselves, another employee, job candidates or guests will do so in a fiscally responsible manner. This includes employees sharing rooms with one another (when applicable), booking of hotels that are safe, comfortable and reasonably priced and booking travel as far out as possible.
Per Diem will be given to employees at a rate of $45/day which covers individual meals and incidentals. Group meals, taxis etc. that are to be charged outside of this rate need to be approved by the employee's manager prior to incurring the expense or they may not be reimbursed.
As aligned with policy from the Internal Revenue Service (IRS) mileage reimbursements will be done at the IRS published rate and will be reimbursed only above and beyond an employee’s normal daily commute.
Travel will be researched and booked as soon as the employee or manager knows the travel requirements and with consideration for budgetary concerns. Travel must be booked a minimum of two-weeks in advance of the departure date. Any deviation will require manager or Officer approval. All UAT employees and managers are expected to use Corporate Traveler for all airfare, hotels and rental cars unless a conference rate at a hotel is cheaper than Corporate Traveler rate.
Expectations of Travel
Employees have behavioral and reporting expectations as a result of traveling on behalf of UAT. Employees will:
• Be fiscally conservative with their travel; by booking appropriate flight, hotel and car rentals, sharing rooms (when applicable), and planning their trip ahead of time to receive lower rates.
• Conduct themselves in an appropriate manner that reflects their best self and represents the University in a positive light.
• Be fully committed to the training/conference or business purpose resulting in their travel.
• Understand that travel on behalf of UAT requires attendance in all scheduled business functions as well as after hours networking and relationship building.
• Not bring family while travelling on behalf of UAT or plan events with family/friends while travelling on behalf of UAT. Employees should expect to have planned activities; including networking opportunities, team building experiences and next day planning outside of the regular trainings/sessions.
• Bring back information regarding their trip and submit a trip report to their manager or appropriate person or give a training regarding what they learned on the trip and how this will benefit UAT.
University Purchases Policy
Prior to the commitment to purchase any goods or services, a purchase request must be completed by the employee making the request and must be routed through the appropriate approvals including Department Manager, Officer, Controller, and Treasurer. If the purchase is for a recurring expense, one original purchase request can be completed notating the annual cost and other pertinent information. In these cases, all subsequent invoices can be initialed and dated by the Department Manager. All recurring expenses should have a new Purchase Request completed annually to ensure it is still a valid expense. Purchase requests should be submitted with as much lead time as possible.
All Purchase Requests must be completed through the online system. It is the requester’s responsibility to make sure that all of the information is accurate and complete, including the description, source, cost and justification for the purchase. If the final cost is higher than 10% of the original quote, a revised purchase request must be submitted.
If the request for purchase has any software or hardware items or relates to facilities, the corresponding steps must be taken on the Purchase Request form to ensure proper routing to these Department Managers.
The purchase request submitter must take the appropriate responsibility to communicate to their manager the scope, need and options of their request prior to submittal.
University Vehicle Policy
The University vehicle is a shared resource and therefore will be treated with respect by all departments. Personal use of the vehicle is prohibited. In order to operate the university vehicle, the UAT full-time employee must have a clean driving record, be authorized to drive the vehicle by an Officer and must be listed on the university insurance policy. The UAT vehicle reservations can be made online via the Intranet and must be authorized by Organizational Development after verifying a clean driving record and that the driver is on the university’s Insurance policy. Upon authorization of vehicle use, the vehicle must be checked out from Organizational Development. The vehicle must be reserved in advance and must remain in the designated UAT parking space when not in use. The University vehicle is maintained by Facilities. This includes any damages or irregularities to the vehicle must be reported, immediately in order for damages to be noted and repairs to be made.
Authorized drivers must have a clean driving record for a minimum of five years. A review of your driver’s record will be done and Organizational Development will make a decision. All speed limits and traffic laws must be obeyed when operating the vehicle; drivers must be free of all drugs (prescription and non-prescription), alcohol and illegal substances. Anything that impairs the driver to the slightest degree is prohibited while operating the vehicle. In the event a ticket is received, the driver must pay all fess associated with the ticket. Alcohol, illegal substances and smoking are not permitted within the vehicle. Any damages or irregularities to the vehicle must be reported to the Organizational Development immediately in order for damages to be noted and repairs to be made.
This University vehicle policy also applies to rented university vehicles and if a personal vehicle is being used for university related business, events, student trips and housing tours.
If an employee is frequently using a vehicle for the University, a record check will be done every 6 months, to ensure safety for the driver and others.
The University is bound by and is committed to compliance with the Family Education Rights and Privacy Act (FERPA) of the United States Code. All personally identifiable education records, as well as information received by potential students and applicants, will not be sold or transferred to any entity not related to the University without the express written consent of the student or applicant. Remittance of contact information grants the University and its representatives the right to contact you via phone, email and/or direct mail.
UAT may provide information that is obtained regarding its users to third parties for University purposes only as required or permitted by law.
If you would like to opt-out/un-subscribe at any time from receiving information from the University, you may contact the Office of Admissions at firstname.lastname@example.org