THE UNIVERSITY OF ARIZONA MAIN LIBRARY by YaR04Z1

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									                                      THE UNIVERSITY OF ARIZONA LIBRARY
                                  PARTNERS TEAM WORK RELATED EXPECTATIONS
                                                  Rev. 11/17/04



ADMINISTRATIVE LEAVE.............................................................................................................. 2

BEREAVEMENT LEAVE........................................................................…………......................... 5

BREAK PERIOD................................................................................................................................ 2

CLASSES.............................................................................................................................................. 3

EMERGENCY LEAVE....................................................................................................................... 5

EXEMPT STAFF.................................................................................................................................. 3

FEDERAL FAMILY & MEDICAL LEAVE ACT............................................................................ 3

GENERAL PARTNERS WORK RELATED EXPECTATIONS..................................................... 9

HOLIDAY .......................................................................................................................................... 4

JURY DUTY....................................................................................................................................... 5

LEAVE WITH PAY............................................................................................................................. 5

LEAVE WITHOUT PAY (see personal leave of absence without pay)........................................ 7

LUNCH BREAK.................................................................................................................................. 6

MAKING UP TIME (see work schedule) ....................................................................................... 9

MATERNITY LEAVE......................................................................................................................... 5

MILITARY ACTIVE DUTY LEAVE.................................................................................................. 5

NON-EXEMPT STAFF........................................................................................................................ 6

PERSONAL LEAVE OF ABSENCE WITHOUT PAY (LWOP).................................................... 7

PROFESSIONAL LEAVE................................................................................................................... 7

SICK LEAVE........................................................................................................................................ 8

STAFF DEVELOPMENT OPPORTUNITIES.................................................................................. 8

VACATION.......................................................................................................................................... 8

VOTING LEAVE................................................................................................................................. 5

WORK SCHEDULE.....…................................................................................................................... 9




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ADMINISTRATIVE LEAVE

An employee may be requested by the Library to engage in professional activities away from the
Library, such as being asked to represent the Library at a state or national meeting. Leave granted
for that purpose is considered administrative leave and does not count as professional leave. There
is not a category of “Administrative Leave” on exception slips since this is considered part of your
work; however, a Leave Request Form is to be completed when a person leaves the City of Tucson;
needs funding or a rental/University vehicle; or any time the person feels a need to formalize the
fact they will not be at their work site and are to be covered by UA insurance (more than 30 miles
from Tucson.) If you are in a non-University vehicle during work hours, make sure the team
Accountant is notified in order for you to be covered by UA insurance in the event of an accident.

PARTNERS ADMINISTRATIVE LEAVE POLICY: In order for a PARTNERS member to be on
administrative leave, as detailed above, a “Request for Leave and/or Funds” form signed by the
team leader must be on file.

BREAK PERIOD

The University gives units the discretion to establish and permit rest periods. It is understood that
our schedules, including meals and breaks, are a team concern and are arranged in such a way that
they will neither interfere with the work of the team nor with service to our customers. The
following guidelines for meal periods and breaks will apply to all Library employees:

1. Employees may choose to take an unpaid meal period; no one may be denied a meal period.

2. Non-exempt staff may request their meal period be pre-programmed into the automated time
keeping system for one-half, three-quarters or one hour. This pre-programmed time may be altered
if necessary.

3. Staff may choose not to take a meal break and may instead take their break period (one-half hour
for full-time employees as a meal break.)

4. As in the previous policy, and pursuant to University policy, employees may take a paid rest
period of up to 15 minutes each four-hour work period. Since rest period are paid time, each is
considered time worked for the purpose of reporting work hours.

Responsibility lies within teams to negotiate any application of these guidelines.

PARTNERS BREAK POLICY: The PARTNERS Team encourages members to take breaks away from
their desks, at a time that does not inconvenience customers. Take appropriate action to show that
you are on a break by leaving a sign on your desk or notifying others as you leave.




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CLASSES

The University of Arizona Library Policy and Procedures Memorandum #5-86 “Released Time for
Attending Classes” states that employees are encouraged to attend classes which may help improve
job performance and that the encouragement may be in the form of flexible work schedules and
released time. Full release time is given when the Library requires an employee to attend a class. If
the class will DIRECTLY benefit the Library by improving job performance or is part of a degree
granting program which will lead to subject knowledge and/or specialization of value to the
Library, release time shall be one hour per week. Release time shall be granted only for classes
scheduled during the normal working hours of employee. The taking of classes is not a right, it is a
privilege which can only be permitted if scheduling permits. (Please note: in this instance Release
Time means time which you DO NOT have to make up.) Work loads, scheduling and the work of
the team will guide the decision to approve release time.

In all other circumstances, the employee is expected to make up the time taken for classes. If taking
a class, if approved, a copy of the fee waiver, signed by a team leader or work team leader should
be forwarded to the Library’s HROE Office.

PARTNERS CLASS LEAVE POLICY: Within PARTNERS, members should negotiate with the team
and customers before registering for a class that will take place during working hours. The work
team leader’s signature on the fee waiver form will serve to acknowledge that this has been done
and that taking the class does not interfere with attendance at required meetings or with key work
activities being completed in a timely manner.

EXEMPT STAFF

Employees at pay grade 22 and above and appointed personnel are exempt from, not limited to, the
40 hour week. They also are not eligible for compensatory time off. There are instances, however,
when flexible work hours may be permitted to accommodate, for example, an exempt staff
employee who worked an excessive number of hours in a prior work week or who routinely works
more than 40 hours in a work week.

PARTNERS EXEMPT STAFF EXPECTATIONS: Exempt staff are not compensated for working over
40 hours per week and may not “save up” time to take at a later date. However, if an exempt staff
member anticipates working evenings or weekends for a specific reason, the person may negotiate
with the team to work a flexible schedule that week by taking off time during the day in exchange
for the unusual hours.

FEDERAL FAMILY & MEDICAL LEAVE ACT OF 1993

Employees who have completed 6 months of continuous service at not less than .50 FTE are eligible
for Family and Medical Leave (F&ML). Employees who have at least 12 months of cumulative
service and have worked at least 1,250 hours at the University during the 12 month period
preceding the date their F&ML is to begin are also eligible for F&ML. Eligible employees are
entitled to a total of up to 12 work weeks of F&ML during a 12 month “leave year.” An eligible
employee is required to use accrued sick leave and shall be permitted to use accrued vacation


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and/or compensatory time, if the employee so elects, for any part of the 12 week period of F&ML.
Leave may be taken for one or more of the following reasons:

       -The birth of the employee’s child and to care for such newborn child
       -A child’s placement with the employee for adoption or foster care
       -to care for the employee’s spouse, child or parent who has a serious health condition
       -the employee’s own serious health condition that prevents him/her from performing the
        the essential functions of his/her position.

An eligible employee may take up to 12 work weeks of F&ML during a “leave year.” The “leave
year” is defined as a period of 12 months measured backward from the date the proposed leave is
to begin. For example....if the employee’s proposed leave begins July 1, the 12 month leave year
begins July 2 of the prior year. If the employee used any F&ML time during the leave year period,
the 12 week maximum is reduced by that amount. Future requests for F&ML move the date for
calculating the 12 month “leave year” to the date the subsequent leave is proposed to begin. A
“leave year” always starts 12 months prior to the date the current leave request begins. Ask the
HROE Team for complete policy.

HOLIDAY

Staff employees shall be granted time off from work with pay for each holiday designated by the
University. Ten holidays are normally designated each year. Designated holidays, which fall on a
Saturday or Sunday, shall normally be observed on a Friday or a Monday

University criteria:
 Staff employees shall be paid on a prorated basis for designated holidays based upon their
   regularly scheduled total pay period hours.
 Staff employees must work or be on an approved paid status on their last scheduled work day
   before and first scheduled work day after the holiday to qualify for holiday pay.
 Part-Time Classified Staff and Temporary Classified Staff employees, with the exception of
   employees in Extended Temporary Employment positions, are not entitled to holiday pay.
 Regular Classified Staff employees whose regular day off falls on a holiday shall be granted an
   alternate day off with pay.
 Staff employees who are required to work on a holiday shall receive either an alternate day off
   with pay or holiday pay in addition to regular pay for time worked. The determination of which
   shall apply is at the department's discretion.
 Holidays occurring during scheduled paid absences shall not be charged against vacation or
   sick leave.
 Employees shall not be paid for holidays occurring during a leave of absence without pay.
   Employees shall also not be paid for holidays occurring during excused unpaid absence or other
   absence without pay, except where specific departmental approval has been obtained in
   advance of the holiday.

Library policy on Holiday closure
 The University holiday closure guidelines do not apply to the Library since Main, SEL, and CCP
    will not be closed. In the case of branch libraries, if they are closed, individuals may work in


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    Main or take vacation during this period. Please note that employees in their initial
    probationary period are earning vacation hours, but may not take vacation until they have
    completed the end of their sixth month with the University. Also, teams should be sure they
    have sufficient coverage over the holidays and have made arrangements early for those who
    wish to take time off. If there are questions, please contact your team leader.
   If library staff member is required to work or regular day off falls on a holiday shall be granted
    and take an alternative day within the same or next pay period.

LEAVE WITH PAY

Staff with a regular schedule of work may be granted leave with pay for the following reasons. You
may want to clarify the notification process for each item:

Jury Duty or Material Witness Service - An employee must notify the team upon notice of being
schedule and at any time the time is extended. Employees who can reasonably meet some or all of
his/her regular work schedule is expected to do so. The juror excuse slip given to the employee by
the court should be submitted to the team for their file. Employees should decline pay if they are
taking leave with pay for this duty, or if paid, should remit the pay to the Library’s HROE Office,
or, may keep the pay and use accrued vacation time with the team’s approval. If the check is for
payment of services only, endorse the check to the University. If the check includes reimbursement
for travel, write a check to the University for the amount received for services and submit with a
copy of the jury duty check, including the stub.

Voting Leave - If the polls open less than 3 hours before or close less than 3 hours after the
employee’s regular work shift a staff member will be granted paid time off for voting in a general
election or special election. Requests for such absences shall be made PRIOR to election day and the
team may specify the time of day the employee may be absent.

Annual Military Active Duty Leave - An employee who is a member of the National Guard or a
reserve component of the U.S. Armed Forces shall be granted a leave with pay for active duty or
active duty training for a period not to exceed 30 calendar days in any two consecutive calendar
years.

Bereavement Leave - An employee may be granted administrative leave, not to exceed three
working days, because of the death of the employee’s spouse, parent, parent-in-law, child, brother,
sister or grandparent or any other relative who is a permanent member of the employee’s
household. If the employee is required to travel out of state to attend or conduct business related to
the funeral of the relative, the leave may not exceed 5 working days.

Emergency Leave - The University President or designee, may grant a temporary emergency leave
in the case of natural disasters or other circumstances which may restrict or jeopardize the
employee’s safety and/or health.

Maternity Leave - Please see Federal Family & Medical Leave Act and check with the HROE Team
for process and procedures.



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LUNCH BREAK

The University gives units the discretion to establish and permit rest periods. It is understood that
schedules, including meals and breaks, are a team concern and are arranged in such a way that they
will neither interfere with the work of the team nor with the service to our customers, thus the
following guidelines for meal periods and breaks will apply to all Library employees:

1. Employees may choose to take an unpaid meal period, no on may be denied a meal period.
2. Non-exempt staff may request that their meal period be preprogrammed into the automated
time keeping system for on-half, three-quarters or one hour. This pre-programmed time may be
altered if necessary.
3. Staff may chose not to take a meal break and may instead take their break period (one-half
hour per day for full-time employees) as a meal break.

Responsibility lies within the teams to negotiate any application of these guidelines.

PARTNERS LUNCH BREAK POLICY: Full time employees are encouraged to take a lunch break of
at least 30 minutes. The demands of the job may require that lunch breaks be taken at a scheduled
time in order to ensure that specific tasks, such as the answering of designated phones, are covered.

NON-EXEMPT STAFF

Employees below pay grade 22 may not work more than 40 hours per week unless they are paid
cash overtime or given compensatory time off. If a person is part-time, he/she must work more
than 40 hours per week before compensatory time off goes into effect. This is US. Labor Law, not a
Library or University policy.

It is the intent of the Library to compensate you for the hours that you work. Non-exempt staff are
limited by law to working no more than 40 hours per week without overtime compensation. Any
time beyond this must be approved in advance as per the policy in place in your team. There will
be, however, exceptions which arise. For example, individuals should not simply leave a customer
because the end of the work period has arrived or abandon a time sensitive project because a work
team leader is not available to approve overtime. Teams need to establish procedures for notifying
a work team leader or team leader about overtime worked as soon as possible and need to plan on
how to use the compensatory time within the same pay period if possible.

In order to report overtime to your team Accountant, please submit an exception report initialed by
your work team leader or team leader.

“Overtime compensation shall be the exception rather than the rule. Overtime shall be used after
other alternatives have been fully explored, such as rescheduling of priorities, balancing workload
peaks, offsetting excess hours with reduced hours later in the work week and revising the work
period so that weekend work can be performed at straight time.




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PARTNERS NON-EXEMPT STAFF EXPECTATIONS: Non-exempt members of PARTNERS must
receive approval from the work team leader in advance of working overtime in any week. If the
team member unexpectedly works 15-30 minutes extra at the end of the week due to a pressing
customer service need or an important meeting running over time, the work team leader should be
notified on Monday. Comp time requires that an exception slip with the work team leader’s
signature to be turned in to your team Accountant to verify that the comp time was authorized.
Comp time accrued is to be taken as soon as possible based on work team work load.

PERSONAL LEAVE OF ABSENCE WITHOUT PAY (LWOP)
This type of leave may be granted for a period of up to one calendar year at the discretion of the
employee’s responsible administrator in some cases acting for the team. The reasons for LWOP are
many and some examples are listed in the Classified Staff personnel Policy and Procedures
(available online), as your Accountant or HROE. While on LWOP an employee does not accrue sick
leave and vacation hours or continuous University service. Depending on the length of the leave
the employee may be responsible for both the employee and the University insurance premiums.
HROE should be contacted when LWOP is being considered by an individual. If the team supports
LWOP, it must be approved by the Dean or Associate Dean.

PARTNERS PERSONAL LEAVE OF ABSENCE WITHOUT PAY (LWOP) POLICY: Leave without
pay for reasons other than Family & Medical Leave must be negotiated with the work team leader.
The employee is responsible for negotiating coverage during the absence and reminding the team
and customers of the arrangements prior to leaving. Salary savings from leave without pay is not
available for fill-in behind. If the team supports LWOP, it must be approved by the Dean or
Associate Dean.



PROFESSIONAL LEAVE
In order to promote continuing professional development staff may take up to 24 days of
professional leave. The leave taken will be submitted on an exception report to the team’s
Accountant. Employees taking professional leave need to inform all teams they serve on to see if
the leave will cause conflict or will result in diminished service to customers. A leave request form
will be completed when a person is leaving the City of Tucson; requesting funding or a University
vehicle; requesting official professional leave time to be taken during the normal work day for
scholarship or service activities or is taking a workshop in Tucson for which they are requesting
funding; or ANY time that the person feels a need to formalize the fact that they will not be at their
work site and should be covered by UA insurance.

PARTNERS PROFESSIONAL LEAVE POLICY: PARTNERS members requesting professional leave
should negotiate with their work team before requesting leave (and/or funding). The team and
customers should be notified by e-mail about coverage during the absence and a sign should be
posted in the individual’s work area stating who (if anyone) is covering and the anticipated time of
return. Team members should attempt not to schedule classes/training during peak times or team
meetings. Fill out an exception slip to record the leave and give it to your team Accountant before
you attend the class.




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SICK LEAVE

Sick leave is a privilege and not an earned right, it may be taken when someone is unable to
perform duties because of illness, injury or when absent for the purpose of obtaining health-related
services not available outside of regular working hours. It is also available when absence is the
result of serious illness or communicable disease within the employee’s immediate household.
During the initial probationary period employees may take sick leave under some circumstances
but it will need to be paid back if the employee terminates prior to completion of the probationary
period.

If sick leave is taken, it is the employee’s responsibility to verify that a sufficient balance exists.
Your Accountant can provide you with a balance if you are unsure of how much sick leave you
have or will have accrued by the time you need it. This information also appears on your paycheck
stub and employees may get this information from a KRONOS timekeeper.

Also see: Personal Leave of Absence without Pay.

PARTNERS SICK LEAVE POLICY: PARTNERS members should notify the work team leader or a
work team member as soon as they realize they will be unable to report to work by leaving a voice
mail or sending an e-mail. Based on the circumstances, the person receiving the information should
notify the work team of the absence, and if possible notify any other customers of that individual
how long the absence will last and what backup (if any) is known to be available. Exception slips
should be turned in upon returning from sick leave, or called in on Monday morning for a prior
week if the individual is still out sick.

STAFF DEVELOPMENT OPPORTUNITIES

The question of whether a staff development opportunity is considered work time has been raised.
Teams need to decide how they will handle this. The issue is not the lunch hour. Individuals
should decide if they need to or want to take advantage of an opportunity and they and the team
(or team leader or work team leader or Cabinet) work out what happens with the time. People need
training and need to grow and learn but it needs to be in a context of how this will help them do
work better AND taking responsibility for what happens to the work.

VACATION

University policy requires that vacation be approved IN ADVANCE of the vacation time being
taken, and the employee shall be accommodated “to the extent that the workload and department
requirements permit.” Employees in their initial probationary period are earning vacation hours,
they may not take the vacation until they have completed the end of their sixth month with the
University.

When vacation is taken, it is the employee’s responsibility to verify that a sufficient balance exists.
Your Accountant can provide you with a balance if you are unsure of how much vacation you have
or will have accrued by the time you leave. This information also appears on your paycheck stub.



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PARTNERS VACATION POLICY: Vacation must be negotiated and approved by the work team
leader. Peak times will be taken into account when scheduling vacations. The individual must have
enough vacation time accrued to cover time taken. Prior to vacation, negotiate with individuals to
cover your priority work. Use consideration for team mates when scheduling vacations. Ideally
not more than one person covering a particular function will be absent for an extended period. For
vacations of one day or less, negotiate with work team leader and the individual(s) who will do our
priority work and give at least one day’s notice. For vacations of longer than one day to a week,
give a week’s notice to the work team. For vacations of longer than one week, a minimum of two
weeks notice should be given. Alert our customers appropriately. This includes within as well as
outside the library. At a minimum, send out a vacation reminder to your work team and key
customers. If taking vacation of one week or more, leave an extended absence greeting on your
voice mail.

Emergencies are different than planned vacations and will be treated individually (i.e. family
issues, nature (floods, snow, etc) car trouble, to name a few.) Call an individual on your work team
who will send an e-mail to your work team. Try to notify anyone you have on your calendar and
reschedule appointments.



WORK SCHEDULE

See University of Arizona Library Policy and Procedures.

PARTNERS WORK SCHEDULE POLICY: Work schedule is 8 hours per day, every day, with flexible
arrival time from 7:00 a.m. to 9:00 a.m. and departure time 8, 8 and one-half, or nine hours after
arrival (depending on no lunch profile, half-hour lunch profile, or one hour lunch profile). No
make-up time for absences greater than one hour is allowed. Any exceptions to the schedule are to
be approved by the immediate supervisor, work-team leader, or Team Leader, as applicable. In
cases where the supervisor, work-team leader, or Team Leader deems it appropriate that a fixed
schedule be followed (fixed daily arrival and departure times), that person may determine the
employee's work schedule.



PARTNERS GENERAL WORK-RELATED EXPECTATIONS

Team members should have some means of clearly communicating to callers in person or on the
phone when they will receive attention. It is suggested that individuals with voice mail update
their greetings if the delay in responding is likely to be greater than four hours. It is also suggested
that some clearly visible sign be on or near the individual’s work area that makes it clear whether
the person is available and if not, when the individual expects to return.

It is expected that personal business conducted during working hours will be kept to an absolute
minimum and conducted during lunches and breaks and if possible away from the individual’s
regular work station. Use common sense and courtesy to those who share your work space.
Remember, as UA employees we may be judged or mis-judged, based on appearances by others
who are not aware of all the circumstances.


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