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Employment

Equal Opportunity Employer
Effective Date:
Last Updated: 09/20/2012
  • Last Updated: 09/20/2012
  • Effective Date:
Policy Statement

The University of Georgia is an Equal Opportunity Employer.

Refer to the UGA Affirmative Action Plan manual for additional information pertaining to the University's commitment to Equal Opportunity and Affirmative Action or visit the Equal Opportunity Office website.

Additional Contacts

UGA Equal Opportunity Office

Responsibilities

Responsible University Senior Administrator:  Vice President for Finance & Administration

Responsible University Administrator: Associate Vice President for Human Resources

Policy Owner: hrweb@uga.edu

Policy Contact: Duane Ritter

Phone Number: 706-542-7316

Types of Employment
Regular - Full Benefit Eligible
Effective Date:
Last Updated: 09/20/2012
  • Last Updated: 09/20/2012
  • Effective Date:
Policy Statement

Regular positions are expected to exceed 6 months in duration on a continuous basis. Individuals working in regular, line-item positions have the possibility of becoming full benefits eligible if the cumulative total of their regular positions equals a minimum of 75% work time. Employees who work a minimum of 75% time are eligible for all health and welfare benefits, including health, dental, life, long-term disability and others. Benefits information is available on the Human Resources Web site: www.hr.uga.edu

Reason for Policy

For the purposes of benefit eligibility:

  • Combined regular positions/assignments may be in one or more departments.
  • Temporary and lump sum positions are not included in calculating the employee’s benefits-eligibility effort/time.
  • Only regular, line-item budgeted positions/assignments of 25% time or greater will be added together to determine total effort/time.
  • Thus, any regular position/assignment that is 25% time or greater must be placed in a line-item budgeted position to be added together to achieve full benefits eligibility.
  • All employees in regular positions (regular positions do not include student workers, temporary positions, or graduate students) who are employed or will be employed for 25% time or greater and 6 months or longer must be budgeted and paid from line-item budgeted positions.
Procedures

For the purposes of benefit eligibility:

  • Combined regular positions/assignments may be in one or more departments.
  • Temporary and lump sum positions are not included in calculating the employee’s benefits-eligibility effort/time.
  • Only regular, line-item budgeted positions/assignments of 25% time or greater will be added together to determine total effort/time.
  • Thus, any regular position/assignment that is 25% time or greater must be placed in a line- item budgeted position:
  • All employees in regular positions (regular positions do not include student workers, temporary* positions, or graduate students) who are employed or will be employed for 25% time or greater and 6 months or longer must be budgeted and paid from line-item budgeted positions.
Additional Contacts

Employee Benefits: 706-542-2222 or benefits@uga.edu

Responsibilities

Responsible University Administrator: Associate Vice President for Human Resources

Policy Owner: hrweb@uga.edu

Policy Contact: Duane Ritter (combining positions) 706-542-7316

Policy Contact: Lydia Lanier (benefits) 706-542-6498

Regular - Partially Benefit Eligible
Effective Date:
Last Updated: 09/20/2012
  • Last Updated: 09/20/2012
  • Effective Date:
Policy Statement

Regular positions are expected to exceed 6 months in duration on a continuous basis. Individuals working in regular, line-item positions have the possibility of becoming partial benefits eligible if the cumulative total of their regular positions equals a minimum of 50% work time. Employees who work a minimum of 50% time but less than 75% time are eligible for leave accrual and retirement. Benefits information is available on the Human Resources Web site: www.hr.uga.edu

Procedures

For the purposes of benefit eligibility:

  • Combined regular positions/assignments may be in one or more departments.
  • Temporary and lump sum positions are not included in calculating the employee’s benefits-eligibility effort/time.
  • Only regular, line-item budgeted positions/assignments of 25% time or greater will be added together to determine total effort/time.
  • Thus, any regular position/assignment that is 25% time or greater must be placed in a line-item budgeted position to be added together to achieve partial benefits eligibility.
  • All employees in regular positions (regular positions do not include student workers, temporary positions, or graduate students) who are employed or will be employed for 25% time or greater and 6 months or longer must be budgeted and paid from line-item budgeted positions.
Responsibilities

Responsible University Administrator: Associate Vice President for Human Resources

Policy Owner: hrweb@uga.edu

Policy Contact: Duane Ritter (combining positions) 706-542-7316

Policy Contact: Lydia Lanier (benefits) 706-542-6498

Temporary - Non-Benefits Eligible
Effective Date:
Last Updated: 09/20/2012
  • Last Updated: 09/20/2012
  • Effective Date:
Policy Statement

Temporary positions (either full or part-time) are not expected to exceed 6 months in duration. Individuals working only in temporary positions are not eligible for benefits.

Procedures

Temporary positions can be extended for an additional 6 months (for up to a 12-month period) with approval from Human Resources. Temporary employment cannot be extended beyond 12 months without a 30-day break in service during each 12-month segment of service. If a department does not provide a break in service at or before the 12-month mark, the employee must be put in a regular, line-item budgeted position.

Forms/Instructions
Responsibilities

Responsible University Administrator: Associate Vice President for Human Resources

Policy Owner: hrweb@uga.edu

Policy Contact: Duane Ritter (combining positions) 706-542-7316

Policy Contact: Lydia Lanier (benefits) 706-542-6498

Student
Effective Date:
Last Updated: 09/20/2012
  • Last Updated: 09/20/2012
  • Effective Date:
Policy Statement

(Revised 12/10/04) - To use the student employment type (STUWK, WKSTY, GTA, GTAD, GTAM, GBLA, GRA, GRAD, GRAM, GLA, GLAD, GLAM, GA, GAD, GAM), classes must be in session (exceptions: during fall and spring academic breaks) and the student employee must:

  • Be enrolled in and actively attending classes on at least a half-time basis at a University System of Georgia institution during the employment period (to determine half-time student status as it applies to undergraduate, graduate, and professional students, contact the Registrar's Office or view the Registrar's determination of enrollment status) and
  • Work no more than 20 hours per work week

Graduate students on assistantships and meeting the above criteria are included in the student employment type. Independent study classes do not qualify the employee to be classified as a student employee. Employees classified in the student employee type are not eligible for staff benefits, FICA, or Georgia Defined Contribution Plan (GDCP).

For the University to remain in compliance with IRS guidelines, hiring departments must change (via personnel report) the status of a student employee to a non-student classification (LBCLR, for example) under any of the following circumstances:

  • During all breaks (including breaks between semesters) which exceed five weeks
  • When the student employee's course load no longer qualifies him/her as at least a half-time student
  • When the student employee exceeds 20 work hours per work week when classes are in session (except during fall and spring academic breaks)

Any student employed at the University of Georgia will be paid as non-exempt employees as defined by the Fair Labor Standards Act. All such employment is stipulated to be subject to reevaluation without prior notice to the employee, including possible change of location and function.

Forms/Instructions

Determining student enrollment status (full/part time): http://www.reg.uga.edu/enrollmentCertifications

Responsibilities

Responsible University Senior Administrator:  Vice President for Finance & Administration

Responsible University Administrator: Associate Vice President for Human Resources

Policy Owner: hrweb@uga.edu

Policy Contact: Duane Ritter

Phone Number: 706-542-7316

Partial Year
Effective Date:
Last Updated: 09/20/2012
  • Last Updated: 09/20/2012
  • Effective Date:
Policy Statement

Refer to Policy Reason section.

Reason for Policy

Partial-year positions allow employing units the flexibility of full staffing during peak workload periods and reduced staffing during diminished workload periods while providing continuity of employment for persons employed in these positions.

Procedures

At the discretion of the employing unit and with the approval of Human Resources, certain regular classified positions may be identified as partial-year in nature.

Partial-year positions must have inclusive employment dates covering at least nine but less than twelve calendar months and must be at least one-half time. Individuals employed in partial-year positions are considered regular employees and have the same rights and privileges as other classified employees during their partial-year employment period. Due to the nature of partial-year employment, however, some differences do exist. During the partial-year leave period, the employee may elect to retain his or her insurance coverage by making the appropriate premium payments to the Employee Benefits Department prior to the last working day of the partial-year employment period. Partial-year employees are not eligible for holiday pay for those holidays occurring during the designated leave period, nor are they eligible to receive unemployment compensation benefits during this period (Additional instructions are available on the Partial-Year Employment Agreement form).

Forms/Instructions

Partial Year Employment Agreement form: http://www.busfin.uga.edu/forms/pyear.pdf

Responsibilities

Responsible University Senior Administrator:  Vice President for Finance & Administration

Responsible University Administrator: Associate Vice President for Human Resources

Policy Owner: hrweb@uga.edu

Policy Contact: Duane Ritter

Phone Number: 706-542-7316

Restrictions of Employment
Employment of Relatives
Effective Date:
Last Updated: 06/26/2013
  • Last Updated: 06/26/2013
  • Effective Date:
Policy Statement

No individual shall be employed (in a full-time, part-time, temporary, or student worker position) in a department or unit which will result in the existence of a subordinate-superior relationship between such individual and any relative of such individual through any line of authority. As used herein, "line of authority" shall mean authority extending vertically through one or more organizational levels of supervision or management. [UGA clarification: To comply with required internal controls, department heads are responsible for ensuring relatives (as defined above) do not control the scheduling, timekeeping, or other payroll functions for employees in this category.]

Above will not apply to:

  • Any individual employed as of February 14, 1990, at any institution where a relative of such individual then holds a superior position at least one level of supervision removed from such individual in any line of authority; or
  • Exceptions approved by the Board of Regents upon recommendation of the Chancellor as being clearly in the best interest of the Institution and the University System.
Additional Contacts
Policy Definitions

For the purpose of this policy, relatives are defined as husbands and wives, parents, children, brothers, sisters, and any in-laws of any of the foregoing.

Responsibilities

Responsible University Senior Administrator:  Vice President for Finance & Administration

Responsible University Administrator: Associate Vice President for Human Resources

Policy Owner: hrweb@uga.edu

Policy Contact: Sige Burden

Phone Number: 706-542-2222

Employment of Retirees
Effective Date:
Last Updated: 06/26/2013
  • Last Updated: 06/26/2013
  • Effective Date:
Policy Statement

Employment beyond retirement -
An individual, who has retired from the University System of Georgia and is receiving benefits from the Teachers Retirement System, the Employees Retirement System, or the Regent’s Retirement Plan, may be eligible for reemployment on a part-time basis, by the University System. See the "Employment Beyond Retirement" section of this library.

IMPORTANT NOTE FOR TRS RETIREES: Although BOR policy allows a work commitment of "less than 50% time," TRS retirees cannot exceed 49% time without jeopardizing their retirement status and benefits.

A University budgetary unit requesting payment for services (payroll and/or non-payroll) to a person retired from the University System of Georgia must complete and attach the Payment to Individual Retired From the University System Form. (Revised 03/08/10)

Procedures

The procedures for employing a retiree are contained in the link cited below:

http://www.busfin.uga.edu/forms/uga_usg_retirees.pdf

 

 

Forms/Instructions
Additional Contacts

Faculty Affairs:

706-542-0547 (voice)
706-583-0632 (fax)

http://provost.uga.edu/index.php/faculty-affairs/

Responsibilities

Responsible University Administrator: Associate Vice President for Human Resources

Policy Owner: hrweb@uga.edu

Policy Contact: Duane Ritter (Employment/Compensation) 706-542-7316

Policy Contact: Lydia Lanier (benefits) 706-542-6498

Related Information
Employment of Students
Effective Date:
Last Updated: 06/26/2013
  • Policy Statement
  • Reason for Policy
  • Procedures
  • Forms/Instructions
  • Additional Contacts
  • Policy Definitions
  • Responsibilities
  • Record Retention
  • Policy Appendices
  • FAQ
  • Related Information
  • Last Updated: 06/26/2013
  • Effective Date:
Policy Statement
Responsibilities

Responsible University Senior Administrator:  Vice President for Finance & Administration

Responsible University Administrator: Associate Vice President for Human Resources

Policy Owner: hrweb@uga.edu

Policy Contact: Duane Ritter

Phone Number: 706-542-7316

Employment of Foreign Nationals
Effective Date:
Last Updated: 09/21/2012
  • Last Updated: 09/21/2012
  • Effective Date:
Policy Statement

The employment and/or payment of nonresident foreign nationals shall be in compliance with all applicable federal laws and shall comply with all relevant visa restrictions.

Procedures

Employees must provide proof of eligibility to work in the United States by completing the I-9 Employment Eligibility Verification form during the UGA Onboarding process. Read more about the I-9 process.

Additional Contacts

Duane Ritter, Human Resources, 706-542-7316

Office of International Education, 1324 South Lumpkin Street, Athens, GA 30602

706-542-2900

http://international.uga.edu/contact/

 

Responsibilities

Responsible University Senior Administrator:  Vice President for Finance & Administration

Responsible University Administrator: Associate Vice President for Human Resources

Policy Owner: onboard@uga.edu

Policy Contact: Duane Ritter

Phone Number: 706-542-7316

Additional Contact: Vickie Hogan

Phone Number: 706-542-6815

 

Age
Effective Date:
Last Updated: 09/21/2012
  • Last Updated: 09/21/2012
  • Effective Date:
Policy Statement

No person under the age of 18 may work in a hazardous occupation. The employment of all persons under the age of 18 but not less than 16 years in non-hazardous occupations shall be in compliance with the regulations of the U. S. Department of Labor and with applicable State law. High school students ages 14 and up are permitted to work as apprentices or interns only if they are part of a UGA-approved apprenticeship/internship program through the Human Resources Division.

Responsibilities

Responsible University Senior Administrator:  Vice President for Finance & Administration

Responsible University Administrator: Associate Vice President for Human Resources

Policy Owner: hrweb@uga.edu

Policy Contact: Duane Ritter

Phone Number: 706-542-7316

Record Retention

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Policy Appendices

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FAQs

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Related Information

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Working Without Pay (Volunteering)
Effective Date:
Last Updated: 09/24/2012
  • Policy Statement
  • Reason for Policy
  • Procedures
  • Forms/Instructions
  • Additional Contacts
  • Policy Definitions
  • Responsibilities
  • Record Retention
  • Policy Appendices
  • FAQ
  • Related Information
  • Last Updated: 09/24/2012
  • Effective Date:
Policy Statement

No person of any age may "volunteer" to work in or for a UGA department unless their efforts are part of a structured volunteer program approved by the University.

Responsibilities

Responsible University Senior Administrator:  Vice President for Finance & Administration

Responsible University Administrator: Associate Vice President for Human Resources

Policy Owner: hrweb@uga.edu

Policy Contact: Duane Ritter

Phone Number: 706-542-7316

Employment processes
Posting a Position
Effective Date:
Last Updated: 05/20/2013
  • Last Updated: 05/20/2013
  • Effective Date:
Policy Statement

Refer to the Policy Procedures section.

Procedures

Department Head Responsibility - Any University department which has an opening for a staff position must list the opening with Human Resources prior to considering candidates to fill the opening.

The University Office of Human Resources will post a current list of all staff job openings on the UGA Employment Web site. All vacant staff positions must be posted for a minimum of five business days before a commitment can be made to fill the position. This will allow anyone interested in the position an opportunity to make application. Once a vacant position is placed on "hold" status by the employing unit, additional applications cannot be referred or considered unless the position vacancy is reopened for another five business days.

Forms/Instructions
Additional Contacts

Policy Contact: Duane Ritter

Phone Number: 706-542-7316

Responsibilities

Responsible University Senior Administrator:  Vice President for Finance & Administration

Responsible University Administrator: Associate Vice President for Human Resources

Policy Owner: hrweb@uga.edu

Policy Contact: Duane Ritter

Phone Number: 706-542-7316

Employment Applications
Effective Date:
Last Updated: 09/24/2012
  • Last Updated: 09/24/2012
  • Effective Date:
Policy Statement

Refer to the Procedures section.

Procedures

An application form will be completed by each person formally applying for a regular staff position at the University. The hiring department reviews the applications referred to determine which applicants will be contacted for further consideration based upon qualifications.

In order to ensure strict compliance with Federal Equal Employment Opportunity regulations and the provisions of the University of Georgia Affirmative Action Plan, a University organization may not employ any applicant for a staff position unless the prospective employee has made application through Human Resources and been referred in accordance with these prescribed procedures.

Begin the application process: https://www.ugajobsearch.com/applicants/jsp/shared/Welcome_css.jsp

Applicants for regular staff position openings who contact the hiring department directly must be referred to the Employment Web site to complete an official application. These applicants, plus those recruited by Human Resources, will be included in the applicant pool from which official referrals will be made to the department where the position vacancy exists.

No applicant can be offered a staff classified position until all application and screening procedures have been completed.

Additional Contacts

Employ@uga.edu

706-542-2222

Responsibilities

Responsible University Senior Administrator:  Vice President for Finance & Administration

Responsible University Administrator: Associate Vice President for Human Resources

Policy Owner: hrweb@uga.edu

Policy Contact: Duane Ritter

Phone Number: 706-542-7316

Background investigations
Effective Date:
Last Updated: 06/26/2013
  • Last Updated: 06/26/2013
  • Effective Date:
Policy Statement

This policy was approved by the University Cabinet on December 7, 2007.

It shall be a condition of employment with any institution of the University System of Georgia to submit to a background investigation. Background investigations shall be performed on regular fulltime and part-time new hires and rehires, temporary employees (including student workers occupying positions of trust), and "borrowed servants*." Student workers who are not hired into positions of trust are not required to undergo a background investigation. In addition, a background investigation shall be performed on existing employees being transferred, reassigned, reclassified or promoted into a position of trust (unless the University conducted a background investigation on such employee at any time after July 1, 2002), and in accordance with O.C.G.A. §50-5-83(b)(12), which requires background investigations and credit checks for purchasing card (P-Card) holders. Background Investigations shall be conducted on a post offer/pre-employment basis. 

* Borrowed servants work under the supervision of the University of Georgia but are paid by other entities, e.g., some county extension personnel.

In circumstances where non-minor students and volunteers are used for the benefit of the University in its delivery of programs and services, or volunteers and non-minor students routinely work with minors (children) under the direction, control, and supervision of University employees, a background investigation should be conducted.

Background investigations shall include, at a minimum, the following checks:

  • A state and federal criminal history check covering a minimum of seven (7) years.
  • A nationwide sex offender search.
  • A social security number check using the Form I-9 and the federal E-Verify system.
  • An educational/academic credentials check for exempt positions including executive, administrative, professional, contract, and academic positions.
  • A credit check for positions that have access to financial resources such as handling money, checks, purchasing cards, etc.

Offers of employment or promotion to a position of trustare “conditional” pending the result of a background investigation. “Positions of Trust” include those that involve interaction with children, after-hours access to facilities, and access to financial resources (ex: handling money, checks, credit cards, etc.), or otherwise identified by the University to require a more extensive background investigation.

[Note: While all positions on a campus may be considered positions of trust for various reasons, this phrase is a term defined by the state, and in short, means a position that has responsibility for "cash, keys, and kids (minor children)."  The USG policy allows institutions to define those positions considered positions of trust, but generally, it would mean a promotion to a position that has some degree of fiscal responsibility, responsibility for maintaining the security of an area, and/or responsibility for minor children.

Some examples to illustrate the point:

  • Promotion from assistant to associate professor –no BI required
  • Promotion from associate professor to department chair –yes, BI is required
  • Promotion from department chair to dean –yes, BI required
  • Promotion from counselor to senior counselor –no BI required
  • Promotion from program coordinator to center director –yes, BI required; etc.

Positions of trust include programs that routinely serve minor children (dual enrollment, advanced academy, etc.) However, this would not mean if there are sometimes minor children in someone's classes, but it would mean yes, if someone were promoted to director of a program primarily serving minor children.]

Procedures

All background investigation shall be conducted through the University Human Resources Division. Departmental units are not authorized to conduct background investigations, with the exception of the University Police Department.

University Human Resources will pay the cost of performing a background investigation.

DETERMINING EMPLOYMENT ELIGIBILITY FOR CANDIDATES, HIRES, RECLASSIFICATIONS, TRANSFERS, REASSIGNMENTS, PURCHASING CARD HOLDERS, OR PROMOTIONS TO POSITIONS OF TRUSTS WITH CRIMINAL CONVICTIONS

Information in background investigation reports relating to a candidate’s detention and/or arrest without conviction by itself does not constitute valid grounds for adverse employment decisions. Only convictions for criminal activity shall be considered when determining an individual’s employment eligibility for a specific position, or promotion to positions of trust, or employment as a whole.

An institution may consider employment of candidate’s with a felony conviction, provided the applicant is not seeking a “position of trust.” The University will consider felony convictions as it does all criminal convictions in making a decision whether to hire an applicant for a position that is not a position of trust.

Failing to disclose a criminal conviction history, where required in employment application materials, is considered a falsification of documents and will disqualify a candidate for employment, a conditional hire for continued employment, or promotion to a position of trust with an institution of the University System of Georgia.

When determining whether a individual with disclosed convictions is eligible for employment or promotion to a position of trust, the BIO and/or BIC will consider the specific responsibilities of the position for which the individual is being considered; the nature, number, and gravity of crimes for which the individual was convicted; and the amount of time passed since the conviction. A determination of ineligibility for a specific position or promotion to a position of trust as the result of a criminal background does not necessarily mean an individual is ineligible for all employment or a promotion to a position of trust with the institution. Each such determination will be made on a case-by-case basis.

DETERMINING EMPLOYMENT ELIGIBILITY FOR CANDIDATES, HIRES, OR PROMOTIONS TO POSITIONS OF TRUST USING CREDIT REPORTS

The results of credit checks shall be considered when determining an individual’s employment eligibility, or promotion to positions of trust, or employment as a whole for positions that have access to financial resources such as handling money, checks, purchasing cards, etc., or make significant financial decisions regarding the use of financial resources.

A determination of ineligibility for a specific position or promotion to a position of trust as the result of a credit check does not necessarily mean an individual is ineligible for all employment or a promotion to a position of trust with the institution. Each such determination will be made on a case-by-case basis.

When determining whether an individual with disclosed bad credit reports is eligible for employment or promotion to a position of trust, the BIO and/or BIC will consider the specific responsibilities of the position for which the individual is being considered and the nature of incidents identified in credit report.

NOTICE TO CANDIDATES

Official Notice to Candidates: Notice should be included in job postings subject to this policy that candidates will be required to submit to a background investigation. The Hiring Department is responsible for confirming the employment history, conducting reference checks, and checking the credentials of a candidate before having University Human Resources initiate the background investigation and before extending an offer of employment or promotion to a position of trust.  

Once the appropriate processes are completed, a conditional offer of employment or conditional promotion to a position of trust may be extended, pending satisfactory completion of a background investigation.

Offers of employment for regular faculty positions should be made in writing and include the following statement:

“This offer of employment is contingent upon completion of a background investigation including a criminal background check, a Social Security number check, and other checks as appropriate demonstrating your eligibility for employment with the University of Georgia, as determined by the University of Georgia in its sole discretion, confirmation of the credentials and employment history reflected in your application materials and, if applicable, a satisfactory credit check.”

Hiring Departments should access the background investigation Web page on the University Human Resources Web site. This site contains required paperwork including Consent Forms to be given to the conditional hire or employee being conditionally promoted to a position of trust.  

TIME FRAME FOR INITIATING A BACKGROUND INVESTIGATION (POST-OFFER/PRE-EMPLOYMENT), BREAK-IN-SERVICE, OR INACTIVE STATUS

As a condition of employment, conditional candidates for employment or promotion to positions of trust must successfully completing a background investigation prior to starting work or being promoted to a position of trust. Background investigations will be completed on a post-offer/pre-employment basis.  

Break-in-Service and Inactive Status:

In circumstances where a temporary is not terminated but placed on inactive status, and does not receive a pay check for a period greater than 120 days, a new background investigation shall be conducted prior to the temporary's status being changed from inactive to active status. Similarly, volunteers who work with minors (children) who do not perform voluntary work for 120 days in the program/service for which a background investigation had previously been performed, then a new background investigation shall be conducted.

Employees who held regular positions and break service will require a background investigation, even those less than 30-days, unless they had a background investigation within 30 days from the break-in-service date.

Leaves-Without-Pay (LWOP):
Do not require a background investigation.

Faculty Hires or Promotions to Positions of Trust:
 
For faculty hires, the Hiring Department will be required to submit the signed Consent Form to University Human Resources to initiate a background investigation as soon as the conditional offer of employment or conditional offer of promotion to a position of trust is accepted.

’Hiring Departments may wish to obtain signed Consent Forms from finalists. If the first candidate offered the position declines the offer, then University Human Resources, at the direction of the Hiring Department, may immediately initiate the BI process with the next candidate's signed Consent Form. If the next individual identified by the Hiring Departments has not signed a Consent Form, then University Human Resources will initiate the background investigation as soon as the Hiring Department submits a signed Consent Form.

Staff Hires or Promotions to Positions of Trust:
All applicants for staff positions are required to agree to a background investigation as part of the on-line employment application process through the University's Integrated Position, Applicant and Workforce System (iPAWS).  In certain situations, it may be necessary to require an original signature on a Consent Form to complete a background investigation.

If the Hiring Department needs to select a different candidate, University Human Resources will work with the Hiring Department to determine if another candidate in the referred applicant pool is to be selected and proposed for hiring through iPAWS. The Hiring Department may wish to reopen/repost the position. University Human Resources will initiate the background investigation once a Hiring Proposal is received.

HOW CRIMINAL BACKGROUND CHECK INFORMATION IS PROCESSED

The result of Background Investigation reports will be accessible via a secure Web site by the entity performing the investigation. These reports will be accessible by the BIO or authorized designee. The BIO may consult with members of the BIC or convene the BIC on specific cases for determining the eligibility of the conditional hire or individual promoted to a position of trust. University Human Resources will notify the Hiring Department and/or the appropriate senior administrator of this determination. The BIO and/or BIC will make its decision about the conditional hire or conditional promotion to a position of trust as follows:
The BIO will determine, consult with the BIC, and/or senior administrators, or convene the BIC to determine whether the individual is eligible for the involved position based on the job description and the nature of the crimes for which the candidate was convicted.

If it is determined the conditional hire or the conditional promotion to a position of trust is eligible, then University Human Resources will so notify the Hiring Department.  

If it is determined that the conditional hire or the conditional promotion to a position of trust is not eligible, then prior to making this final determination, University Human Resources must give a pre-adverse action disclosure to the candidate. Departmental units are not authorized to give pre-adverse action disclosures to individuals.

  1. This pre-adverse action disclosure must include a copy of the candidate’s Background Investigation report; the name, address, and telephone number of the company that conducted the Background Investigation; and information on how to dispute information in the report. A copy of “A Summary of Your Rights under the Fair Credit Reporting Act” must also be provided to the candidate. The company performing the Background Investigation provides this summary.
  2. The candidate shall be given an opportunity (a minimum of three days) to provide an explanation, in writing, of the circumstances surrounding the results of the Background Investigation, including any mitigating factors, and have this explanation considered prior to the finalization of the hiring decision. The company performing the Background Investigation will receive and review the candidate’s written response if contracted for this service; otherwise, the written response will be sent to the BIO for review.
  3. If the candidate successfully shows that s/he does not have a conviction(s) that led to the determination that the candidate was ineligible for employment, then the candidate shall be eligible for employment. University Human Resources will notify the Hiring Department of this determination.
  4. If the candidate is unsuccessful in showing that, s/he does not have a conviction(s) that led to the determination that the candidate was ineligible for employment, then the candidate is ineligible for employment. University Human Resources must then send an adverse action notice to the candidate. This notice must include:
    1. the name, address, and telephone number of the company that supplied the Background Investigation report;
    2. a statement that the company that supplied the Background Investigation report did not make the decision to take the adverse action and cannot give specific reasons for it; and
    3. a notice of the individual’s right to dispute the accuracy and completeness of any information the company furnished in the Background Investigation report and the right of the individual to obtain an additional free report from the company upon request within sixty days.
Forms/Instructions
Policy Definitions

Background Investigation - –An investigation which may include a criminal background check, confirmation of credentials, credit report check, and confirmation of employment history.

Background Investigation Committee (BIC) - –The committee charged with providing advice and counsel on questions of suitability of hire or promotion to positions of trust.  The BIC consists of the following officials or their appointed representative (designee):

  • Associate Vice President for Human Resources (Chair)
  • Executive Director for Legal Affairs (or designee)
  • University Chief of Police
  • Director of Faculty Affairs  

Background Investigation Officer (BIO) –the Associate Vice President for Human Resources is the principal officer charged with reviewing the results of background investigations and making determinations as to suitability of employment and promotions to positions of trust. The BIO consults with the Background Investigation Committee (BIC) and senior administrators as necessary in making determinations as to suitability of employment.

Conditional Hire –An individual offered employment, but has not successfully completed a background investigation.

Consent Form –An electronic or written form authorizing the institution to conduct a background check. All individuals who are conditional hires or conditional promotions to positions of trust are required to sign a Consent Form to be eligible for employment or promotion to a position of trust with the University.

Hiring Department–The organizational unit within the institution authorized to hire an employee or promote an existing employee.

New Hire, Rehire, Competitive Hire, or Hire –An individual offered employment resulting from a UGA employment process.

Promotion –An administrative action that raises an employee to a higher-level position, rank, status, or title. An increase in salary does not necessarily constitute a promotion unless it involves the above changes in position status.

Position of Trust –These positions include University identified sensitive positions that involve interaction with children (minors), law enforcement (sworn police officers), access to financial resources (such as handling cash, purchasing authority e.g., p-cards), after-hours access to University facilities, or other positions identified by the University that require a background investigation.

Responsibilities

Responsible University Senior Administrator:  Vice President for Finance & Administration

Responsible University Administrator: Associate Vice President for Human Resources

Policy Owner: hrweb@uga.edu

Policy Contact: Duane Ritter

Phone Number: 706-542-7316

Record Retention

MAINTENANCE OF BACKGROUND INVESTIGATION REPORTS

Background Investigation reports and all relevant materials will be accessible to the BIO via a secure Web site by the company performing the Background Investigation. The report and any supporting materials will remain with the BIO until the determination on employment eligibility is made. University Human Resources will maintain all relevant materials in accordance with BOR Policy and State law. The BI report may not be provided to nor maintained by the Hiring Department.

FAQs

Who is subject to background investigations (BIs)?

  • All new hires of regular and temporary staff and faculty.
  • Existing staff and faculty who are reclassified, assigned, or promoted into “positions of trust” (including P-card users). (Existing staff and faculty who are promoted or reclassified to non positions of trust will not require BIs.)
  • Volunteers for the benefit of the University in its delivery of programs and services to minors, including non-minor students who routinely work with minors (children) under the direction, control, and supervision of University employees.
  • "Borrowed servants," i.e., individuals who work under the supervision of the University of Georgia but are paid by other entities.

What about P-card holders?
All P-card holders are considered to be in positions of trust; therefore, new employees who will be issued a P-card  (regardless of classification or title) will require a BI. Current employees who have not previously had a P-card, but will be issued a P-card, must have a BI prior to receiving the P-card.

What about students?
Only those students whose primary responsibility involves the care of children, (e.g., McPhaul Center, 4-H Camps) will require a BI. Student workers who exceed the 20-hour threshold or those students working during semester breaks or in the summer will not require a BI. Graduate students will not require background checks unless their primary responsibilities include child care.

Students hired as temporary employees from high schools or other higher education institutions will require a BI.

What about volunteers?
Volunteers generally will not require a BI with the exception of volunteers working with minors. See question #1 above.

What about rehired retirees?
Rehired retirees are considered newly hired temporary employees and subject to a BI.

What is a position of trust?
While all positions on a campus may be considered positions of trust for various reasons, this phrase is a term defined by the state, and in short, means a position that has responsibility for "cash, keys, or kids (minor children)."  The USG policy allows institutions to define those positions considered positions of trust, but generally, it means a position that has some degree of fiscal responsibility, responsibility for maintaining the security of an area, or responsibility for minor children.

Some promotion examples to illustrate the point: 

  • promotion from assistant to associate professor –no BI required
  • promotion from associate professor to department chair –yes, BI is required
  • promotion from department chair to dean –yes, BI required
  • promotion from counselor to senior counselor –no BI required
  • promotion from program coordinator to center director –yes, BI required, etc.

Positions of trust include programs that routinely serve minor children (dual enrollment, advanced academy, etc). A position of trust designation would not apply if there are sometimes minor children in someone's classes, but it would apply if someone were promoted to director of a program primarily serving minor children.

Positions in other titles not included on this list may be considered positions of trust if the duties and responsibilities meet the general criteria for a position of trust. Please contact Human Resources with these interpretive questions.


Process

How does the process work?
There are two different processes, depending on the use of iPAWS.

Staff
For staff positions posted in iPAWS, the department will submit a Hiring Proposal and attach or fax a consent form (signed by the conditionally-hired individual) to HR. HR will then submit the BI request to DSI and approve the Hiring Proposal when the BI is successfully completed.

Faculty
For faculty hiring, the department will fax the consent form  (signed by the conditionally-hired individual) to HR. HR will submit the BI request to DSI and directly notify the department when the BI is successfully completed.


As a hiring official, what steps should I take?
If you are filling a vacant staff position, all the necessary information for your applicants will already exist in iPAWS, i.e., the completion of a Hiring Proposal will provide the information needed to conduct a background investigation. This information will be submitted to DSI by Human Resources.

At the same time you submit a Hiring Proposal in iPAWS, you should attach or fax a completed consent form (signed by the conditionally-hired individual) to Human Resources at 706-542-3284. This form is needed by several agencies before any information can be provided.

Your most important tasks are to

  1. complete the Hiring Proposal in a timely manner
  2. submit the consent form (completed and signed by the conditionally-hired individual)
  3. plan appropriately for the start date
  4. be patient!

If you are reclassifying a staff position to a position of trust, hiring a new faculty member, or promoting an existing faculty member to a position of trust, a background investigation is required. For any of these actions, the department must submit a signed consent form to Human Resources. Human Resources will then submit the required information to DSI.

What happens if the BI produces positive results?  

  • HR will receive an alert notification from DSI
  • The Associate Vice President for Human Resources will review the BI report and decide if the hire should be allowed
  • As the Background Investigation Official (BIO), the AVP may discuss the case with other officials
    • If BIO approves the hire, the employment process is finalized
    • If BIO disapproves the hire, HR sends a letter to the candidate
      • The candidate has three days to respond
      • If the BI facts are clarified, the hiring process continues
      • If no or insufficient response, HR sends a final reject letter to candidate
        • The BIO (or designee) notifies the department that the candidate is not eligible to be hired 

Time and Cost

Who pays for the background investigations?
Central administration funds the cost of the background investigations.

How long will this delay my filling a vacant position?
Most background checks will take 2-4 days, but you will be contacted as soon as the check is clear. A new employee cannot start work until the background check process is complete.

Employment Eligibility Verification (I-9)
Effective Date:
Last Updated: 05/20/2013
  • Last Updated: 05/20/2013
  • Effective Date:
Policy Statement

Under requirements of the Immigration Reform and Control Act, units may employ only United States citizens and aliens authorized to work in the U.S.

Reason for Policy

The University of Georgia will employ only individuals who are eligible to work in the United States.

Procedures

All new employees, as part of the UGA Onboarding Process, must complete Section 1 of the Employment Eligibility Verification form (Form I-9) no later than their first day of employment. The hiring unit should complete Section 2 of the online I-9 process no later than the fourth day of employment. If the new employee fails to comply with the provisions of the Act within three working days, his/her employment can be terminated. Failure to comply with the verification provisions of the Act will subject the University to civil and/or criminal penalties.

Responsibilities

Responsible University Senior Administrator:  Vice President for Finance & Administration

Responsible University Administrator: Associate Vice President for Human Resources

Policy Owner: onboard@uga.edu

Policy Contact: Vickie Hogan

Phone Number: 706-542-6815

Record Retention

Completed I-9 forms will be retained in electronic format by TALX Corporation per their agreement with the University of Georgia. TALX will adhere to federal guidelines for the retention of these documents.

Reference Checks
Effective Date:
Last Updated: 06/27/2013
  • Last Updated: 06/27/2013
  • Effective Date:
Policy Statement

Refer to the Procedures section.

Procedures

Prior to completing the selection process, the hiring department should contact the applicant's former employer(s), including any previous UGA employers, and other references as necessary to verify employment and/or obtain job-related information which will assist in determining the qualifications and suitability of an applicant for a particular position. Before making a reference inquiry with an outside applicant's present employer, their permission should be obtained so as not to jeopardize the applicant's current employment status.

Because each unit is responsible for rendering selection decisions to fill vacant positions, departments are responsible for obtaining reference information on applicants for employment.

Responsibilities

Responsible University Senior Administrator:  Vice President for Finance & Administration

Responsible University Administrator: Associate Vice President for Human Resources

Policy Owner: hrweb@uga.edu

Policy Contact: Duane Ritter

Phone Number: 706-542-7316

Disqualification of Applicants
Effective Date:
Last Updated: 07/17/2012
  • Policy Statement
  • Reason for Policy
  • Procedures
  • Forms/Instructions
  • Additional Contacts
  • Policy Definitions
  • Responsibilities
  • Record Retention
  • Policy Appendices
  • FAQ
  • Related Information
  • Last Updated: 07/17/2012
  • Effective Date:
Policy Statement

A candidate will be disqualified for employment for any of the following reasons:

  • Conviction of a criminal drug offense shall disqualify a candidate for not less than two years. Any candidate who has been convicted of a second or subsequent criminal drug offense shall be ineligible for employment or re-employment for a period of five years from the most recent date of conviction.
  • Any false statement of material fact in the application.
  • Felony convictions and convictions involving crimes of moral turpitude automatically disqualify an individual for employment in a position of trust.
Responsibilities

Responsible University Senior Administrator:  Vice President for Finance & Administration

Responsible University Administrator: Associate Vice President for Human Resources

Policy Owner: hrweb@uga.edu

Policy Contact: Duane Ritter

Phone Number: 706-542-7316

Required paperwork and training for new hires
Effective Date:
Last Updated: 09/25/2012
  • Policy Statement
  • Reason for Policy
  • Procedures
  • Forms/Instructions
  • Additional Contacts
  • Policy Definitions
  • Responsibilities
  • Record Retention
  • Policy Appendices
  • FAQ
  • Related Information
  • Last Updated: 09/25/2012
  • Effective Date:
Policy Statement

Please see procedures section below.

Procedures

As part of the orientation/onboarding process, new employees must read and sign various documents according to federal, state, and University regulations. This list of documents includes, but is not limited to, a security questionnaire, loyalty oath, tax forms, employment eligibility (I-9), intellectual property agreement, and various policy documents.

In addition, newly-hired employees must complete certain online training components, including the University System of Georgia Ethics course and the Secure UGA training module.

Questions about the Ethics course may be directed to Human Resources.

Questions about the Secure UGA course may be directed to Enterprise IT Services (EITS).

Probationary Period
Effective Date:
Last Updated: 06/25/2013
  • Last Updated: 06/25/2013
  • Effective Date:
Policy Statement

All newly hired staff employees in regular positions are required to serve the first 180 calendar days at the University on a probationary basis to provide the employer an opportunity to evaluate the employee's performance. During this 180-day probationary work period, an employee may be terminated at any time without the right of appeal or access to any of the procedural steps provided for in the Conduct and Dispute Resolution Policy and Grievance Procedure sections of this manual. Public Safety employees are subject to the same probationary employment requirement as other classified employees, except that the 180-day probationary period will not begin until any person employed as a Public Safety Officer has completed mandated training for certification as a police officer. This special provision only applies to those public safety employees for whom specified training is mandated by state law and such training occurs after their employment.

Temporary employees hired into regular positions are considered new staff employees and will serve a 180-day probationary period beginning with the first work day of regular employment. 

Procedures

When a probationary employee is dismissed, a letter of termination should be given to the employee, along with the Department of Labor Separation Notice (Form DOL-800) stating the employee was "terminated during the probationary period." No specific reason for the termination should be stated. Copies of all such written terminations are to be filed with Human Resources. Additional exit procedures are available in the End of Employment Issues section of this manual.

Forms/Instructions

SEPARATION NOTICE:                   http://www.busfin.uga.edu/forms/separation_notice.pdf

Additional Contacts

Sige Burden

Phone Number: 706-542-9231

Responsibilities

Responsible University Senior Administrator:  Vice President for Finance & Administration

Responsible University Administrator: Associate Vice President for Human Resources

Policy Owner: hrweb@uga.edu

Policy Contact: Sige Burden

Phone Number: 706-542-9231

Training and Development
Required Training for All Paid Faculty and Staff
USG Ethics
Effective Date:
Last Updated: 06/26/2013
  • Last Updated: 06/26/2013
  • Effective Date:
Policy Statement

This policy can be found on the BOR Ethics Training page of the Training & Development website.

Procedures

All newly-hired employees must complete the online USG Ethics basic training module within 60 days of their hire dates. 

As directed periodically by the University System, all current employees must complete Ethics refresher training.

Responsibilities

Responsible University Senior Administrator: Vice President for Finance & Administration

Responsible University Administrator: Associate Vice President for Human Resources

          Policy Owner: Training & Development Department

          Policy Contact: Becky Lane

          Phone Number: 706-542-7910

Secure UGA
Effective Date:
Last Updated: 06/26/2013
  • Policy Statement
  • Reason for Policy
  • Procedures
  • Forms/Instructions
  • Additional Contacts
  • Policy Definitions
  • Responsibilities
  • Record Retention
  • Policy Appendices
  • FAQ
  • Related Information
  • Last Updated: 06/26/2013
  • Effective Date:
Policy Statement

This policy can be found on the Secure UGA page of the EITS website.

Non-Discrimination and Anti-Harassment
Effective Date:
Last Updated: 09/06/2012
  • Policy Statement
  • Reason for Policy
  • Procedures
  • Forms/Instructions
  • Additional Contacts
  • Policy Definitions
  • Responsibilities
  • Record Retention
  • Policy Appendices
  • FAQ
  • Related Information
  • Last Updated: 09/06/2012
  • Effective Date:
Policy Statement

This policy can be found on the NDAH Policy page on the Equal Opportunity Office's website.

Tuition Assistance Program
Effective Date:
Last Updated: 09/06/2012
  • Policy Statement
  • Reason for Policy
  • Procedures
  • Forms/Instructions
  • Additional Contacts
  • Policy Definitions
  • Responsibilities
  • Record Retention
  • Policy Appendices
  • FAQ
  • Related Information
  • Last Updated: 09/06/2012
  • Effective Date:
Policy Statement

Please review the Tuition Assistance Program page on the Registrar's website.

Auditing Classes
Effective Date:
Last Updated: 09/12/2012
  • Last Updated: 09/12/2012
  • Effective Date:
Policy Statement

Refer to the Policy Procedures section.

Procedures

Employees of an institution of the University System of Georgia may attend classes offered by the same institution without registering as "auditors" and without credit being offered for such attendance. This provision applies to non-credit courses on a space-available basis. It is the responsibility of the employee to secure the approval of his/her supervisor and the instructor of a particular course in order to attend a class as an auditor.

Responsibilities

Responsible University Senior Administrator: Vice President for Finance & Administration

Responsible University Administrator: Associate Vice President for Human Resources

          Policy Owner: Training & Development Department

          Policy Contact: Becky Lane

          Phone Number: 706-542-7910

Memberships and Dues
Effective Date:
Last Updated: 09/06/2012
  • Policy Statement
  • Reason for Policy
  • Procedures
  • Forms/Instructions
  • Additional Contacts
  • Policy Definitions
  • Responsibilities
  • Record Retention
  • Policy Appendices
  • FAQ
  • Related Information
  • Last Updated: 09/06/2012
  • Effective Date:
Policy Statement

Please review the Memberships and Dues section of this site.

Alcohol & other drugs
Effective Date:
Last Updated: 09/16/2013
  • Policy Statement
  • Reason for Policy
  • Procedures
  • Forms/Instructions
  • Additional Contacts
  • Policy Definitions
  • Responsibilities
  • Record Retention
  • Policy Appendices
  • FAQ
  • Related Information
  • Last Updated: 09/16/2013
  • Effective Date:
Policy Statement
Responsibilities
  • Health risks or support resources for students, contact the John Fontaine Jr. Center for Alcohol Awareness and Education, 706-542-8690
  • The University’s policies on alcohol and other drugs as they pertain to students, contact the Director for Student Conduct, (706) 542-1131
  • Counseling and treatment resources for employees and the University’s policies on alcohol and other drugs as they pertain to employees, contact Faculty & Staff Relations, (706) 542-9756
Conduct While Employed
Effective Date:
Last Updated: 06/25/2013
  • Last Updated: 06/25/2013
  • Effective Date:
Policy Statement

Refer to Procedures section

Procedures

Dismissal, demotion, or suspension of employees may be effected by the employee's immediate supervisor when the supervisor determines that the employee's performance of duty or personal conduct is unsatisfactory; however, prior to any disciplinary action that will result in suspension, demotion, or termination of an employee, the Human Resources Office of Faculty and Staff Relations must be consulted. 

An employee suspended without pay for disciplinary and/or performance reasons may not use accrued leave in order to be paid for such absences.

While not exhaustive, the following are examples of unacceptable actions which may result in an employee receiving disciplinary action such as verbal or written warning, suspension without pay, demotion, or discharge:

  • Failure or being unfit to perform assigned duties
  • Conviction of a felony or crime involving moral turpitude
  • Bringing discredit to the University
  • Insubordination
  • Negligence
  • Falsifying records, reports, or information
  • Theft
  • Misuse of University property, services, or resources
  • Intoxication or drinking on the job
  • Failure to report an absence or reason for an absence
  • Taking unauthorized leave
  • Habitual absence or tardiness
  • Discourteous or disruptive behavior
  • Unauthorized absence from assigned work area
  • Entering an unauthorized area at any time
  • Interfering with the work performance of another employee
  • Wasting materials
  • Willfully damaging equipment or property
  • Willfully violating safety regulations
  • Gambling
  • Sleeping while on duty
  • Using or selling illegal drugs on University premises
  • Job abandonment
  • Willfully violating law or policy prohibiting discrimination on the basis of race, sex, color, religion, national origin, age, disability, sexual orientation, or veteran status
  • Committing or threatening to commit physical violence
  • Any other misconduct interfering with performance of duties

The employee shall be informed in writing of the reasons for the action taken and granted a reasonable opportunity (not less than five working days) to initiate an appeal as outlined in the University’s Grievance Policy and Procedures to the applicable Vice President prior to the effective date of the action; provided however, that under emergency circumstances when immediate action is necessary, the employee may be forthwith dismissed, demoted or suspended, with or without pay, by the immediate supervisor, pending a review by the next highest authority. Any such employee shall also be entitled to the procedural protections afforded by the Grievance & Disciplinary Review Policy.

Forms/Instructions

G&DR POLICY:          http://legal.uga.edu/pdfs/Discipline.pdf

Policy Definitions

(Move or add to “Involuntary Separation”)

Demotion - A demotion is when a staff employee is placed in a different classification having a lower pay range, or an employee's position is reclassified to a classification having a lower pay range. When an employee is placed in a different classification having a lower pay range, the employee's pay may remain unchanged or be reduced at the discretion of the department head. If an employee's position is reclassified to a lower pay range for other than disciplinary reasons, the salary should not be reduced.

Staff employees who are terminated, demoted, or otherwise adversely affected by reorganization, program modification or financial exigency, as approved or determined by the President of an institution or his designee, shall not be governed by the procedures described above. Such employees shall, however, have the right of appeal to the Board of Regents as provided in Article VIII of the Bylaws of the Board of Regents.

Responsibilities

Responsible University Senior Administrator:  Vice President for Finance & Administration

Responsible University Administrator: Associate Vice President for Human Resources

Policy Owner: hrweb@uga.edu

Policy Contact: Sige Burden

Phone Number: 706-542-9231

Dispute Resolution
Effective Date:
Last Updated: 09/13/2013
  • Policy Statement
  • Reason for Policy
  • Procedures
  • Forms/Instructions
  • Additional Contacts
  • Policy Definitions
  • Responsibilities
  • Record Retention
  • Policy Appendices
  • FAQ
  • Related Information
  • Last Updated: 09/13/2013
  • Effective Date:
Policy Statement
Grievance and Disciplinary Review
Effective Date:
Last Updated: 09/13/2013
  • Policy Statement
  • Reason for Policy
  • Procedures
  • Forms/Instructions
  • Additional Contacts
  • Policy Definitions
  • Responsibilities
  • Record Retention
  • Policy Appendices
  • FAQ
  • Related Information
  • Last Updated: 09/13/2013
  • Effective Date:
Policy Statement
Workplace Violence
Effective Date:
Last Updated: 07/08/2014
  • Last Updated: 07/08/2014
  • Effective Date:
Policy Statement

The University of Georgia (UGA) is committed to the prevention of workplace violence and the maintenance of a respectful working environment. A safe and secure environment is a fundamental prerequisite for fulfilling UGA’s mission of teaching, research and public service. UGA reaffirms the basic right of employees to a safe and humane working environment.

PROHIBITED CONDUCT

UGA will not tolerate any type of workplace violence committed by or against employees. Workplace violence, for the purpose of this policy includes, but is not limited to: intimidation, bullying, stalking, threats, physical attack, property damage, or domestic and family violence. This includes acts of violence committed by or against UGA employees. Such incidents may also involve students, clients, visitors or vendors.

Procedures

PURPOSE OF GUIDELINES AND PROCEDURES

UGA is committed to providing a workplace that is free from violence by establishing preventative measures, by holding perpetrators of violence accountable, and by providing assistance and support to victims. These Guidelines and Procedures are intended to provide specificity in the handling of complaints and incidents.

Whether on-duty or off-duty, violent acts affect the ability of all employees to perform their jobs. UGA will apply all useful management tools to accomplish the dual purpose of reducing the effects of violence on victims and UGA community, as well as, hold perpetrators of violence accountable for their actions. UGA’s Human Resources Office of Faculty and Staff Relations (F&SR) and the UGA Police Department (UGAPD) have been designated to provide services to workplace violence victims.

APPLICABILITY OF GUIDELINES AND PROCEDURES

UGA’s Workplace Violence Policy (Policy) applies to all faculty, staff, administrators, supervisors, employees, the student body, athletes, volunteers and visitors to campus. This includes guests, patrons, independent contractors, or clients of UGA. The Policy prohibits workplace violence in any UGA education program or activity, which means all academic, research, educational, public service and outreach, extracurricular, athletic and other programs.

 “Workplace” is defined as the work setting in general, including any UGA education program or activity, which means all academic, research, educational, public service and outreach, extracurricular, athletic and other programs. 

EXAMPLES OF PROHIBITED ACTIONS AND SANCTIONS

It is a violation of the Policy to:

  • Engage in workplace violence as defined by the Policy
  • Possess, use, or threaten to use an unauthorized weapon as defined by the Policy
  • Misuse authority vested to any employee of UGA in such a way that it violates the Policy
  • Engage in off-duty prohibited behavior/conduct that has a potential adverse impact on the UGA and its employees, students, clients, visitors, or vendors

A violation of the Policy shall be considered unacceptable personal conduct as provided in the disciplinary policies applicable to the employee’s appointment type. Acts of violence, as defined herein, may be grounds for disciplinary action, up to and including dismissal.

Employee Threat Assessment and Response Team (ETART)

UGA has developed an Employee Threat Assessment and Response Team (ETART) (see Policy Appendices below) that will assess and respond to immediate and potential acts of workplace violence. The team’s core group is composed of representatives from F&SR, UGAPD, the Office of Legal Affairs (OLA) and Counseling and Psychiatric Services (CAPS). The team may consult with the organizational unit with administrative oversight for the appointment type of the perpetrator and the victim as well as other auxiliary members, as necessary. The team will be responsible for receiving threat reports, conducting thorough assessments, determining appropriate responses, tracking and reporting workplace violence information, and conducting related training.

Depending on the severity of the threat, a formal investigation may be required. UGAPD will conduct criminal investigations, if appropriate. F&SR will conduct workplace violence investigations. Threat assessments will consider all details relevant to the threat and will assess the totality of circumstances when determining an appropriate action.

For more information and examples of immediate and/or potential threats, please see “Workplace Violence Reference Guide” link below.

SUPPORT AND PROTECTIONS

UGA will make efforts to protect victims of workplace violence by offering all feasible security measures. Victims may also need special accommodations or adjustments to their work schedule, work location or working conditions in order to enhance their safety. UGA will accommodate these requests and needs whenever possible and appropriate. UGA will work closely with victims to assure that both the needs of the victims and UGA are addressed.

Support to Victims

Management is expected to offer reasonable support to victims of workplace violence, which includes domestic and family violence, whenever feasible. In addition, management shall grant a victim the use of available paid leave, accumulated paid time off, leave without pay, and/or flexible work scheduling for medical, court, or counseling appointments related to trauma and/or victimization. Employees can also use Family and Medical Leave if eligible.

PROCESSING OF REPORTS AND COMPLAINTS

Timeline for Reporting and Confidentiality

Complaints and reports of workplace violence should be reported as soon as possible after the incident(s) in order to be most effectively investigated. All reports and complaints of workplace violence will be promptly investigated and appropriate action will be taken as expeditiously as possible. UGA will make reasonable efforts to protect the rights of both the complainant and the respondent. UGA will respect the privacy of the complainant, the individual(s) against whom the complaint is filed, and the witnesses in a manner consistent with UGA’s legal obligations to investigate, to take appropriate action, and to comply with any discovery or disclosure obligations required by law.

UGA reserves the right to investigate and resolve a complaint or report of workplace violence regardless of whether the complainant ultimately desires UGA to pursue the complaint.

Responsibility of Students and Employees

All students and employees should report any workplace violence that they experience and/or observe to F&SR or to a supervisor. No student or employee should assume that an official of UGA knows about a particular situation. UGA encourages any person who feels he or she has been or may be the victim of workplace violence to promptly report the incident to F&SR and/or the UGAPD. Any student, faculty member, or employee who knows of, or receives a complaint of workplace violence should report the information or complaint to a supervisor, F&SR and/or the UGAPD.  

In addition, the Office of the Vice President for Student Affairs oversees the UGA Behavioral Assessment & Response Council (BARC). BARC is a group of key administrators who assess and determine the appropriate response to students who exhibit threatening behavior to self and/or others. To contact BARC, go to dos.uga.edu/barc/.

Responsibility of Supervisors and Administrators

Any administrator or supervisor who knows of, or receives a complaint of workplace violence must report the information or complaint to F&SR in a timely manner.

Investigation and Resolution

UGA’s complaint process, outlined herein, is the procedure used to end inappropriate behavior and prevent any recurrence; to investigate the factual situation; and to facilitate resolution of complaints involving allegations of workplace violence.

Process

If a complainant is able and feels safe, he or she should clearly explain to the alleged offender that the prohibited behavior is objectionable and request that it cease. If the complainant is not able or does not feel safe confronting the alleged offender, or the prohibited behavior does not stop, or if the complainant believes some adverse employment or educational consequences may result from the discussion, he or she should contact F&SR or, for employees of UGA, the next higher level of supervision to document the complaint. The supervisor must report the complaint to F&SR. When deemed appropriate, F&SR will work with the supervisor to facilitate a resolution of workplace violence complaints at the local level.

F&SR must be contacted in order to initiate a complaint. The complaint should be brought as soon as possible after the most recent incident. F&SR will:

  • determine whether the complaint is one which should be processed through another UGA dispute resolution procedure, such as mediation or grievance hearing, available to the complainant; and if appropriate, F&SR shall refer the complainant to that procedure(s) as soon as possible;
  • inform the individual of the provisions of the workplace violence complaint procedures and provide a copy of the complaint procedure;
  • inform the person against whom the complaint is brought, of its existence;
  • obtain information and evidence, including the identity of any witnesses, from the complainant and the respondent;
  • attempt to obtain information from the identified witnesses;
  • maintain appropriate documentation; and
  • disclose appropriate information to others only on a need-to-know basis consistent with state and federal law.

F&SR will, on an as needed basis, consult with ETART regarding a matter under investigation. 

During this process, F&SR will keep the supervisor/administrator informed of the status of the complaint and will seek input from the appropriate supervisor/administrator when implementing corrective action.

Right to Appeal

Either party shall have the right to appeal the outcome of the F&SR’s/designee’s investigation and decision to the Associate Vice President for Human Resources (AVPHR). A written appeal must be received by the Office of the AVPHR within ten (10) working days after the date of the written notifications of the decision that is being appealed. The AVPHR or his/her designee may receive additional information if he/she believes such information would aid in the appeal. A decision by the AVPHR or his/her designee will be made within a reasonable time. The appellant will be notified in writing of the decision on the appeal. During the time of appeal and review, disciplinary action, if any, taken as a result of the original complaint, may be implemented and enforced.

Prohibition Against Retaliation

Anyone who, in good faith, reports what s/he believes to be workplace violence, or who participates or cooperates in any investigation, will not be subjected to retaliation. Anyone who believes he or she has been the victim of retaliation for reporting workplace violence or for participating or cooperating in an investigation should immediately contact F&SR. Any person found to have retaliated against a person who has participated or cooperated in an investigation will be in violation of this policy and will be subject to disciplinary action.

Investigative Data

During the investigation, F&SR will keep private the information gathered during the investigation to the extent permitted by state and federal law. F&SR shall exercise due care in sharing identifiable information about students, staff, faculty or others involved.

Additional Contacts

UGA Human Resources Faculty & Staff Relations: (706) 542-9756

UGA Police: 706-542-2200

Policy Definitions

DEFINITIONS OF PROHIBITED BEHAVIOR/CONDUCT

  • Workplace violence includes, but is not limited to: intimidation, bullying, stalking, threats, physical attack, property damage, or domestic and family violence. This includes acts of violence committed by or against UGA employees. Such incidents may also involve students, clients, visitors or vendors. These behaviors are characterized by aggression that damage workplace relationships to the point of disrupting organizational functions.
  • Bullying is unwanted offensive and malicious behavior that undermines an individual or group through persistently negative attacks. The behavior generally includes an element of vindictiveness, and is intended to undermine, patronize, humiliate, intimidate or demean the recipient.
  • Intimidation includes but is not limited to unwarranted behavior intended to frighten, coerce, or induce duress.
  • Physical attack is unwanted or hostile physical contact including but not limited to hitting, fighting, shoving, restraining, or throwing objects.
  • Property damage is intentional damage to property and includes property owned by UGA or by employees, students, clients, visitors or vendors.
  • Stalking involves harassing or pestering an individual in person, in writing, by telephone or an electronic format. Stalking also involves following an individual, spying on them, alarming the recipient, or causing them distress and may involve physical violence or the fear of physical violence.
  • Threat is the expression of intent to cause physical or mental harm. An expression constitutes a threat without regard to whether the party communicating the threat has the present ability to carry out the threat and without regard to whether the expression is contingent, conditional, or future.
  • Domestic, Relationship, and Family Violence is the use of abusive or violent behavior, including threats and intimidation, between people who have an ongoing or a prior intimate relationship (including people who are married, live together or date, or who have been married, lived together or dated) or between family members.
  • Weapons are any objects that may be used to intimidate, attack, or injure another person or to damage property.  http://www.police.uga.edu/weapons.html
Responsibilities

Responsible University Senior Administrator:  Vice President for Finance & Administration

Responsible University Administrator: Associate Vice President for Human Resources

Policy Owner: hrweb@uga.edu

Policy Contact: Sige Burden

Phone Number: 706-542-9756

Policy Appendices

EMPLOYEE THREAT ASSESSMENT AND RESPONSE TEAM (ETART)

The University of Georgia (UGA) is committed to providing a safe and secure environment for all faculty and staff. ETART has been established to administer a proactive, coordinated and planned approach to the identification, assessment, management and reduction of disruptive or threatening behaviors that may impede our employees’ ability to function successfully or safely.

PURPOSE:  To identify, monitor and, when deemed necessary, recommend appropriate interventions for UGA faculty and staff who display threatening and/or dangerous patterns of behavior. Such behaviors include, but are not limited to:

  • suggesting intent to harm self or others
  • creating disruptions in the work environment
  • intimidating other faculty, staff and/or students
  • stalking or following someone with the intent to harass, intimidate, harm, or cause other malicious activity acting in frightening or threatening manner

Team Membership

Duane Ritter

Human Resources

706-542-2621

dritter@uga.edu

Sige Burden

Human Resources

706-542-9756

sburden@uga.edu

Jimmy Williamson

Police Department

706-542-5813

jwilliamson@police.uga.edu

Beth Bailey

Office of Legal Affairs

706-542-0006

sebailey@uga.edu

CAPS Representative

 

706-542-2273

 

 

TEAM RESPONSIBILITIES:  Due to the infrequency for faculty and staff issues, ETART meets on an as-needed basis. Team members may request a meeting whenever a new issue is brought to his/her attention. Meetings will be convened and facilitated by the Associate Vice President for Human Resources or designee. ETART members are expected to share information, within limits under federal and state law, about faculty and staff who display threatening and/or dangerous behavior. Intervention by ETART does not preclude referral to Human Resources (discipline and/or employment accommodations), Employee Assistance through group insurance providers (mental health), and/or other UGA or community services. 

ETART tracks and monitors faculty and staff who display threatening and/or potentially dangerous behavior. Such information is shared with other members of the team within limits under federal and state law. Faculty and staff privacy is protected as appropriate for the circumstances and in compliance with federal and state law.

PROTOCOL:

  1. Issue/concern is identified by or reported to ETART member by email, phone or in person.
  2. ETART member contacts Chair or his/her designee for appropriate investigation and follow up to get the most accurate and complete information.
  3. Chair or his/her designee assesses report to determine behaviors of concern.
  4. Unless immediate action is required, the report is added to ETART database, maintained by the ETART Chair or his/her designee.
  5. Chair or his/her designee initiates a meeting if necessary. Chair or his/her designee contacts and extends a meeting invitation to the supervisor or major area administrator depending on the circumstances.
  6. ETART meets or otherwise consults with one another to discuss the issues and recommends a response or action to address these issues. (i.e. monitor situation, discipline, discharge, medical leave of absence, treatment, etc.). Normal processes are followed to implement ETART recommendation(s).
  7. Meeting outcome/response is recorded in the ETART database.
  8. Point person is identified to monitor the situation.
  9. Point person provides regular updates to ETART Chair or designee until the issue is resolved.
  10. Return to step 3 until issue is resolved.
Gratuities
Effective Date:
Last Updated: 06/26/2013
  • Last Updated: 06/26/2013
  • Effective Date:
Policy Statement

An employee of the University System shall not accept gratuities, courtesies, or gifts in any form whatsoever from any person or persons, corporations, or associations that, directly or indirectly, may seek to use the connection thus formed for securing favorable comment or consideration on any commercial commodity, process, or undertaking.

Prohibited Receipt of Gifts by University System of Georgia Employees
§An employee of the Board of Regents shall not directly or indirectly solicit, receive, accept, or agree to receive a thing of value by inducing the reasonable belief that the giving of the thing will influence his/her performance or failure to perform any official action. The acceptance of a benefit, reward or consideration where the purpose of the gift is to influence an employee in the performance of his/her official functions is a felony under O.C.G.A. 16-10-2.

An employee of the University System of Georgia or any other person on his/her behalf, is prohibited from knowingly accepting, directly or indirectly, a gift from any vendor or lobbyist as those terms are defined in Georgia statutes (O.C.G.A. 21-5-70(6) and 45-1-6(a)(5)b). If a gift has been accepted, it must be either returned to the donor or transferred to a charitable organization. A gift may be accepted by the employee on behalf of the institution subject to reporting requirements of the Board of Regents. If the gift is accepted, the person receiving the gift shall not maintain custody of the gift for any period of time beyond that reasonably necessary to arrange for the transfer of custody and ownership of the gift.

Appearance of Conflicts of Interest
An employee shall make every reasonable effort to avoid even the appearance of a conflict of interest. An appearance of conflict exists when a reasonable person will conclude from the circumstances that the employee's ability to protect the public interest, or perform public duties, are compromised by personal interest. An appearance of conflict can exist even in the absence of a legal conflict of interest. Employees are referred to State Conflict of Interest Statutes O.C.G.A. §45-10-2 through §45-10-70 and Board of Regents Policies and institutional policies governing professional and outside activities and gratuities.

Other Rules of Conduct

  1. Every employee shall make a due and diligent effort to determine whether he/she has a conflict of interest or appearance of conflict before taking any action.
  2. Every employee shall continually monitor, evaluate, and manage his/her personal financial and professional affairs to ensure the absence of conflicts of interest and appearance of conflicts.

Violations
A violation of this policy may subject an employee to disciplinary action, including termination of employment.

Policy Definitions

For purposes of this policy a gift is defined as lodging, transportation, personal services, a gratuity, subscription, membership, trip, loan, extension of credit, forgiveness of debt, advance or deposit of money, or anything of value. A gift shall not include:

  1. Food or beverage consumed at an occasional meal or event, provided the value is reasonable under the circumstances but in no event exceeds $100 per person;
  2. Food, beverages, and registration at group events to which substantial numbers of employees of an institution are invited;
  3. Food, beverage, or expenses afforded employees, relatives or others that are associated with normal and customary business or social functions or activities;
  4. Actual and reasonable expenses for food, beverages, travel, lodging and registration provided to permit participation in a meeting, demonstration, or training related to official or professional duties if participation has been approved in writing by the Chancellor, the President, or his/her designee;
  5. Promotional items generally distributed to the general public;
  6. Textbooks, software, and instructional materials to be reviewed by teaching faculty;
  7. An award, plaque, certificate, memento, or similar item given in recognition of the recipient's civic, charitable, political, professional, private or public service or achievement;
  8. Legitimate salary, honoraria, benefit, fees, commissions, or expenses associated with the recipient's non-public business, employment, trade, or profession;
  9. Gifts from a person or entity who is neither a lobbyist nor a vendor as those terms are defined in State Statutes, nor a student or patient at an institution;
  10. Consulting fees, honoraria, or financial benefits from sponsors or foundations, received in conformance with University System, campus policies, and Georgia law;
  11. Gifts to or from University System foundations or other separately incorporated, charitable entities.
Responsibilities

Responsible University Senior Administrator:  Vice President for Finance & Administration

Responsible University Administrator: Associate Vice President for Human Resources

Policy Owner: hrweb@uga.edu

Policy Contact: Sige Burden

Phone Number: 706-542-9231

Non discrimination and anti-harassment
Effective Date:
Last Updated: 09/12/2012
  • Policy Statement
  • Reason for Policy
  • Procedures
  • Forms/Instructions
  • Additional Contacts
  • Policy Definitions
  • Responsibilities
  • Record Retention
  • Policy Appendices
  • FAQ
  • Related Information
  • Last Updated: 09/12/2012
  • Effective Date:
Policy Statement
Outside Activities
Effective Date:
Last Updated: 06/26/2013
  • Last Updated: 06/26/2013
  • Effective Date:
Policy Statement

Refer to the Policy Contacts and Policy Responsibilities sections.

Responsibilities

Responsible University Senior Administrator:  Vice President for Finance & Administration

Responsible University Administrator: Associate Vice President for Human Resources

Policy Owner: hrweb@uga.edu

Policy Contact: Sige Burden

Phone Number: 706-542-9231

Related Information

Board of Regents Conflict of Interest policy: http://www.usg.edu/hr/manual/conflict_of_interest

Conflict of Interest
Effective Date:
Last Updated: 06/25/2013
  • Policy Statement
  • Reason for Policy
  • Procedures
  • Forms/Instructions
  • Additional Contacts
  • Policy Definitions
  • Responsibilities
  • Record Retention
  • Policy Appendices
  • FAQ
  • Related Information
  • Last Updated: 06/25/2013
  • Effective Date:
Policy Statement

Conflict  of Interest: An employee of the University shall not engage in any occupation, pursuit, or endeavor which will interfere with the regular and punctual discharge of official duties. Employees of the University should avoid actual or apparent conflict of interest between their college or university obligations and their outside activities.

For all activities, except single-occasion activities, the employee shall report in writing through official channels the proposed arrangements and secure the approval of the president, or designate, prior to engaging in the activities. Such activities include consulting, teaching, speaking, and participating in business or service enterprises.

Responsibilities

Responsible University Senior Administrator:  Vice President for Finance & Administration

Responsible University Administrator: Associate Vice President for Human Resources

Policy Owner: hrweb@uga.edu

Policy Contact: Sige Burden

Phone Number: 706-542-9231

Political Activities
Effective Date:
Last Updated: 06/25/2013
  • Policy Statement
  • Reason for Policy
  • Procedures
  • Forms/Instructions
  • Additional Contacts
  • Policy Definitions
  • Responsibilities
  • Record Retention
  • Policy Appendices
  • FAQ
  • Related Information
  • Last Updated: 06/25/2013
  • Effective Date:
Policy Statement

Political Activities: As responsible and interested citizens in a democratic society employees of the University System are encouraged to fulfill their civic obligations and otherwise engage in the normal political processes of society. Nevertheless it is inappropriate for System personnel to manage or enter political campaigns while on duty to perform services for the System or to hold elective political office at the state or federal level while employed by the System. Therefore, the following policies governing political activities are hereby adopted:

  • Employees may not manage or take an active part in a political campaign which interferes with the performance of duties or services for which he or she receives compensation from the System.
  • Employees may not hold elective political office at the state or federal level.
  • A candidate for or holder of an elective political office at the state or federal level may not be employed or hold a faculty, staff, or other position at an institution of the System, with or without compensation.
  • Employees seeking elective political office at the state or federal level must first request a leave of absence without pay beginning prior to qualification as a candidate in a primary or general election and ending after the general or final election. If elected to state or federal office such person must resign prior to assuming office.

Employees may seek and hold elective office at other than the state or federal level, or appointive office, when such candidacy for or holding of the office does not conflict or interfere with the employee's duties and responsibilities to the institution or the System.

Responsibilities

Responsible University Senior Administrator:  Vice President for Finance & Administration

Responsible University Administrator: Associate Vice President for Human Resources

Policy Owner: hrweb@uga.edu

Policy Contact: Sige Burden

Phone Number: 706-542-9231

Performance Assessment of Staff Employees
Effective Date:
Last Updated: 12/21/2012
  • Last Updated: 12/21/2012
  • Effective Date:
Policy Statement

See procedures section below.

Reason for Policy

The Board of Regents of the University System of Georgia policy requires a written performance assessment (formerly referred to as “performance evaluation”) on an annual basis for benefits-eligible staff employees. Written performance assessments shall not be done for non-benefits-eligible positions.

Procedures

The purpose of performance coaching and assessment is to encourage and facilitate an individual’s improvement. It incorporates a review of past performance as well as a discussion of future expectations.

The performance coaching and assessment process begins at the time of hire or the beginning of the assessment cycle. The supervisor should discuss job responsibilities, objectives, and work standards. The supervisor should ask for employee input and participation in the process. The annual performance assessment should be completed by March 31 following the performance review period of the prior calendar year: January through December.

Forms/Instructions

Staff Performance Assessment form may be used to record the assessment of performance. A unit which does not wish to use the Staff Performance Assessment form may propose its own instrument for review if approved by Human Resources.

The assessment form is prepared by the immediate supervisor. Some units may ask a second supervisor who has knowledge of the employee’s performance to review the assessment prior to the immediate supervisor meeting with the employee. In units that use the “reviewer” method, the rater (immediate supervisor) must meet with the reviewer to discuss and agree upon the written assessment before it is discussed with the employee.

Policy Definitions

Assessment: Assessment is the process or act of appraisal and evaluation.

Assessment Cycle: January thru December.

Coaching: Coaching is a process of supervisors enabling employees to learn and develop and thus improve performance.

Rater: The Rater is the employee’s immediate supervisor

Reviewer: The Reviewer is the Rater’s supervisor

Responsibilities

Responsible University Senior Administrator:  Vice President for Finance & Administration

Responsible University Administrator: Associate Vice President for Human Resources

Policy Owner: hrweb@uga.edu

Policy Contact: Sige Burden

Phone Number: 706-542-9231

Record Retention

Copies of each employee’s performance evaluations should be maintained in departmental personnel files. Such files should be retained in the department according to Board of Regents record retention policies after the employee terminates UGA employment.

Promotions and Transfers
Effective Date:
Last Updated: 06/25/2013
  • Last Updated: 06/25/2013
  • Effective Date:
Policy Statement

Promotions - Salary advancement and promotions will be based on merit. Whenever practical, vacancies should be filled by promotion of present employees. A promotion is the shift of an employee from one position to another having more responsible duties or involving more skill (higher classifications) within a department or between departments. To be promoted, the employee must meet the qualifications required by the new position.

When an employee is promoted to a previously established position with a higher pay range, a salary increase may be granted up to 10 percent above the employee's current salary, or up to the minimum of the new classification, or up to the base of the higher classification plus 15 percent. The amount budgeted for a position cannot be paid if it exceeds the amount calculated above. No salary increase is required provided the employee's salary is at or above the minimum of the new classification.

Transfers - A transfer is the shift of an employee from one position to another of the same classification or to one with comparable skills and in the same pay range; therefore, no pay increase should be applied. Promotions and transfers are handled jointly by supervisors and Human Resources. See the End of Employment section  of this manual for exit procedures applicable to transferring employees.

An employee who has been employed in a regular position for 180 consecutive days or more does not serve a new probationary period when they are promoted, demoted and/or transferred. There is no prohibition for making application to any UGA position during the probationary period.

Procedures

Any employee who desires to apply for consideration for an open position should submit his/her request for application to the Employment Department. Any employee who requests consideration for an open position will not be required to obtain approval from his/her present supervisor prior to contacting Employment. However, any unit considering an on-campus employee for a position has the right to contact the present employee's supervisor to obtain a work reference without first securing the permission of the employee. For reasons of courtesy and communication, the employee may wish to discuss the promotion/transfer application with their supervisor at the time the application is submitted to Employment.

Benefits, including annual and sick leave already accrued by the employee, will carry forward after the transfer or promotion between UGA departments. Annual leave taken by the employee will be charged to the department of record at the salary rate in effect at the time the leave begins, regardless of when it was earned.

Upon movement of an employee among institutions or departments of the University System, accumulated sick leave, retirement benefits and service continuity will be transferred if there is no actual break in service. Utilization or transfer of accrued annual leave will be based upon mutual agreement of the institutions involved and must comply with Board of Regents policies. Transfer of accrued vacation balance will not exceed forty-five (45) days.

Forms/Instructions

END OF EMPLOYMENT SECTION:

https://www.policies.uga.edu/FA/nodes/view/1152/End-of-Employment-Issues

HR EMPLOYMENT DEPT:             

http://www.hr.uga.edu/employment

Responsibilities

Responsible University Senior Administrator:  Vice President for Finance & Administration

Responsible University Administrator: Associate Vice President for Human Resources

Policy Owner: hrweb@uga.edu

Policy Contact: Duane Ritter

Phone Number: 706-542-7316

Service Animals
Effective Date:
Last Updated: 05/25/2012
  • Last Updated: 05/25/2012
  • Effective Date:
Policy Statement

View the Policy Regarding Service Animal Access to University of Georgia Facilities, Programs, Services, and Activities: http://eoo.uga.edu/policies/pdfs/ServiceAnimalPolicy.pdf

Forms/Instructions

Service animal registration for faculty, staff, administration, retirees: http://www.busfin.uga.edu/forms/emp_srvc_animal_reg.pdf

Service animal registration for students: http://drc.uga.edu/service_animals/registering-sa.php

Responsibilities

Responsible University Administrator: Associate Vice President for Human Resources

Policy Owner: hrweb@uga.edu

Policy Contact: Sige Burden (for faculty and staff)

Phone Number: 706-542-9231

Solicitation of Funds from Employees
Effective Date:
Last Updated: 06/19/2014
  • Policy Statement
  • Reason for Policy
  • Procedures
  • Forms/Instructions
  • Additional Contacts
  • Policy Definitions
  • Responsibilities
  • Record Retention
  • Policy Appendices
  • FAQ
  • Related Information
  • Last Updated: 06/19/2014
  • Effective Date:
Policy Statement
Smoking
Effective Date:
Last Updated: 09/08/2014
  • Policy Statement
  • Reason for Policy
  • Procedures
  • Forms/Instructions
  • Additional Contacts
  • Policy Definitions
  • Responsibilities
  • Record Retention
  • Policy Appendices
  • FAQ
  • Related Information
  • Last Updated: 09/08/2014
  • Effective Date:
Policy Statement

Effective October 1, 2014:

Effective October 1, 2014, per the Board of Regents of the University System of Georgia (USG), the University of Georgia is a tobacco-free campus. View the USG policy.

Through September 30, 2014:

Smoking of any material is prohibited in any and all facilities owned or leased for use by the University of Georgia, including all buildings and athletics facilities. Smoking also is prohibited within 35 feet of the entrance or exit doors or the heating and air-conditioning intake system for such facilities, or in any other physical circumstance that would allow smoke either to enter or affect the internal environment of such facilities or to affect those persons entering or exiting such facilities. Smoking also is prohibited within 35 feet of any campus bus stop. Smoking also is prohibited in any outdoor covered walkway areas, including but not limited to the outdoor covered walkways at Tate Plaza, the Miller Learning Center, and the School of Law.

Smoking or other use of any tobacco product is prohibited on the entire Health Sciences Campus of the University of Georgia.

This policy does not apply to smoking directly required as part of university-sponsored academic research or dramatic performance. (Adopted by Cabinet March 24, 2011.)

Responsibilities

Responsible University Senior Administrator:  Vice President for Finance & Administration

Responsible University Administrator: Associate Vice President for Human Resources

Policy Owner: hrweb@uga.edu

Policy Contact: Sige Burden

Phone Number: 706-542-9231

Service Awards
Effective Date:
Last Updated: 09/12/2012
  • Last Updated: 09/12/2012
  • Effective Date:
Policy Statement

Refer to the Policy Procedures section.

Procedures

Appropriate awards denoting various lengths of service are encouraged and may be presented as determined by each institution. State funds may not be used for the purchase of awards and each institution must obtain its own outside source of funds for such a program.

Responsibilities

Responsible University Senior Administrator:  Vice President for Finance & Administration

Responsible University Administrator: Associate Vice President for Human Resources

Policy Owner: hrweb@uga.edu

Policy Contact: Sige Burden

Phone Number: 706-542-9231

Uniform Requirements
Effective Date:
Last Updated: 12/17/2013
  • Last Updated: 12/17/2013
  • Effective Date:
Policy Statement

Refer to the Procedures section.

Procedures

Whenever uniforms are required by a department as a condition for the proper performance of official duties, such uniforms will be provided by the University and the cost will be charged to the departmental account. Each department requiring uniforms will draft procedures covering the issue, laundering, and replacement of uniforms, and will submit them to Human Resources for approval.

Responsibilities

Responsible University Senior Administrator:  Vice President for Finance & Administration

Responsible University Administrator: Associate Vice President for Human Resources

Policy Owner: hrweb@uga.edu

Policy Contact: Sige Burden

Phone Number: 706-542-9231

Workplace Issues Resources
Effective Date:
Last Updated: 09/12/2012
  • Last Updated: 09/12/2012
  • Effective Date:
Policy Statement

Refer to the Policy Procedures section.

Procedures

Human Resources provides consultation and/or referral services to both employees and supervisors in matters of performance, conduct, or other workplace issues. For more information on these services or to initiate discussions, please call the Director of Faculty & Staff Relations at (706) 542-9756.

Responsibilities

Responsible University Senior Administrator:  Vice President for Finance & Administration

Responsible University Administrator: Associate Vice President for Human Resources

Policy Owner: hrweb@uga.edu

Policy Contact: Sige Burden

Phone Number: 706-542-9231

Employee Safety
Effective Date:
Last Updated: 09/12/2012
  • Last Updated: 09/12/2012
  • Effective Date:
Policy Statement

Refer to the Policy Procedures section.

Procedures

The University shall establish a comprehensive program of employee safety to ensure that employees are provided safe working conditions and that every employee performing hazardous work assignments receives safety training on a regularly scheduled basis. New employees receive basic Hazard Communication "Right to Know" training as part of the Onboarding System. Departments are responsible for providing specific safety training as necessary.

Additional Contacts

Also, see the Environmental Safety Division section.

Responsibilities

Responsible University Senior Administrator:  Vice President for Finance & Administration

Responsible University Administrator: Associate Vice President for Human Resources

Policy Owner: hrweb@uga.edu

Policy Contact: Sige Burden

Phone Number: 706-542-9231

Employee Identification Cards
Effective Date:
Last Updated: 09/12/2012
  • Policy Statement
  • Reason for Policy
  • Procedures
  • Forms/Instructions
  • Additional Contacts
  • Policy Definitions
  • Responsibilities
  • Record Retention
  • Policy Appendices
  • FAQ
  • Related Information
  • Last Updated: 09/12/2012
  • Effective Date:
Policy Statement

The UGACard is the official University of Georgia identification card for students, faculty, staff, official campus visitors, and their dependents.


Visit the UGA Card office website for further information.

End of Employment Issues
Effective Date:
Last Updated: 09/12/2012
  • Last Updated: 09/12/2012
  • Effective Date:
Policy Statement

Refer to the Policy Procedures section.

Procedures

Separation Notice
State law requires that each organizational unit furnish to each terminating employee a separation notice (Department of Labor Form DOL-800) at such time as said employee leaves the employment of the University or, in some cases, changes from one position to another within the University. See the separation notice for a list of exceptions to this requirement and for instructions for completing the form.

 

UGA EXIT PROCEDURES (Revised 01/11/05)

Department heads or their designees should complete the applicable exit checklist for each separating or transferring employee as follows:

1. Faculty and Staff Separation Checklist
Procedures for:

Regular, partial-year, and temporary faculty and staff  whose employment ends due to resignation, termination, retirement, or death

2. Faculty and Staff Transfer Checklist
Procedures for:

Regular, partial year, and temporary faculty and staff transferring from one UGA department to another UGA department


3. Student Employee Separation Checklist
Procedures for:

Student employees whose employment ends due to resignation, termination, transfer to another position, or death.

Additional Contacts
Responsibilities

Responsible University Senior Administrator:  Vice President for Finance & Administration

Responsible University Administrator: Associate Vice President for Human Resources

Policy Owner: hrweb@uga.edu

Policy Contact: Sige Burden

Phone Number: 706-542-9231

Record Retention

Human Resources Records

Voluntary Separation
Effective Date:
Last Updated: 09/25/2012
  • Last Updated: 09/25/2012
  • Effective Date:
Policy Statement

Refer to the Policy Procedures section.

Procedures

Employees may resign by submitting their resignation orally or preferably, in writing to their immediate administrative supervisors. If submitted in writing,a copy of the written resignation must be forwarded to Human Resources for inclusion in the employee's personnel file. The immediate administrative supervisor should respond to the employee, in writing, official acceptance of submitted resignation.

An employee should give not less than two weeks work notice. If an employee makes a request to withdraw a resignation and the request is made prior to the last day of work, the employing unit has the right to determine whether or not to allow the employee to rescind the resignation and remain in his/her position.

The Faculty and Staff Separation Checklist must be completed for regular, partial-year, and temporary faculty and staff. The Student Employee Separation Checklist must be completed for student employees.

Forms/Instructions
Responsibilities

Responsible University Senior Administrator:  Vice President for Finance & Administration

Responsible University Administrator: Associate Vice President for Human Resources

Policy Owner: hrweb@uga.edu

Policy Contact: Sige Burden

Phone Number: 706-542-9231

Involuntary Separation
Effective Date:
Last Updated: 09/12/2012
  • Last Updated: 09/12/2012
  • Effective Date:
Policy Statement

Refer to the Policy Forms & Instructions section.

Forms/Instructions
Responsibilities

Responsible University Senior Administrator:  Vice President for Finance & Administration

Responsible University Administrator: Associate Vice President for Human Resources

Policy Owner: hrweb@uga.edu

Policy Contact: Sige Burden

Phone Number: 706-542-9231

For Cause Separation
Effective Date:
Last Updated: 09/25/2012
  • Last Updated: 09/25/2012
  • Effective Date:
Policy Statement

Refer to the Policy Procedures section.

Procedures

FOR CAUSE: As a matter of standard operating procedure, if a situation occurs that may lead to a regular staff employee being terminated for cause (e.g., poor performance, personal conduct, etc.), the supervisor or department head must discuss with the Department of Faculty and Staff Relations in Human Resources the facts of the case before informing the employee, and relate the circumstances in detail. (For faculty members on contract, see the Academic Affairs Policy Manual.) Regular staff employees who have been employed more than 180 calendar days may have the right of appeal or access to any of the procedural steps provided for in the Conduct and Dispute Resolution Policy & Grievance Procedure sections of this manual.

Regular staff employees terminated during their probationary period (the first 180 calendar days of work) may be terminated without the right of appeal or access to any of the procedural steps provided for in the Conduct and Dispute Resolution Policy & Grievance Procedure sections of this manual. When a probationary employee is dismissed, a letter of termination should be given to the employee, along with the Department of Labor Separation Notice (Form DOL-800) stating the employee was "terminated during the probationary period." No specific reason for the termination should be stated. Copies of all such written terminations are to be filed with Human Resources.

Temporary and student employees are "at will" and may be terminated without notice and without cause at the discretion of the employing unit. Temporary and student employees shall not have the right of appeal or access to any of the procedural steps provided for in the Conduct and Dispute Resolution Policy & Grievance Procedure sections of this manual.

The Faculty and Staff Separation Checklist must be completed for regular, partial-year, and temporary faculty and staff. The Student Employee Separation Checklist must be completed for student employees.

Forms/Instructions
Responsibilities

Responsible University Senior Administrator:  Vice President for Finance & Administration

Responsible University Administrator: Associate Vice President for Human Resources

Policy Owner: hrweb@uga.edu

Policy Contact: Sige Burden

Phone Number: 706-542-9231

Layoffs
Effective Date:
Last Updated: 09/25/2012
  • Last Updated: 09/25/2012
  • Effective Date:
Policy Statement

Refer to the Policy Procedures section.

Procedures

LAYOFF: There are times when it becomes necessary to reduce the overall University work force, abolish specific positions, or release personnel in a department or unit because of a lack of funds, cancellation of a program, or other sound reasons. In such cases, the department head must notify Human Resources Office of Faculty and Staff Relations and complete a Reduction in Force (RIF)/Layoff Request Form.

All employee layoffs must be authorized by the senior vice president with administrative responsibility for the impacted area.  All approval actions should be completed early enough to allow as much work notice to the affected employee as possible before actual termination ( but not less than 30 days).

Employees who are laid off have the right, upon written request within twenty (20) days from the date of the final decision to apply to the Board of Regents for a review of the President's decision in accordance with the provisions of the Bylaws of the Board.

The Faculty and Staff Transfer Checklist must be completed.

Forms/Instructions
Responsibilities

Responsible University Senior Administrator:  Vice President for Finance & Administration

Responsible University Administrator: Associate Vice President for Human Resources

Policy Owner: hrweb@uga.edu

Policy Contact: Sige Burden

Phone Number: 706-542-9231

Reassignment
Effective Date:
Last Updated: 09/12/2012
  • Last Updated: 09/12/2012
  • Effective Date:
Policy Statement

Refer to the Policy Procedures section.

Procedures

A reassignment to another University of Georgia department does not constitute a separation from UGA; however, some exit procedures still apply. At times, it may become necessary to reassign employees to other jobs in areas of the University where personnel are needed. Reassignments may occur because of reorganization, program modifications, budgetary reductions, or other related reasons. See Promotions and Transfers section of this manual for information applicable to reassigned employees.

The Faculty and Staff Separation Checklist must be completed

Forms/Instructions

Faculty/Staff Separation Checklist:                http://www.busfin.uga.edu/forms/fac_staff_sep_cklst.pdf

Responsibilities

Responsible University Senior Administrator:  Vice President for Finance & Administration

Responsible University Administrator: Associate Vice President for Human Resources

Policy Owner: hrweb@uga.edu

Policy Contact: Sige Burden

Phone Number: 706-542-9231