Any supervisor who is involved in recruiting a new employee should read the Recruitment and Interview Guide for Supervisors. This contains a complete description of the necessary recruitment procedures.
If the position is an existing one, the most current Position Description (PD) must be reviewed to ensure that the job description is accurate. If it is, continue to the next step.
If the description no longer accurately describes the position or if it is a new position to be filled, a PD form must be prepared. Approval is obtained through normal department channels (e.g., supervisor, dean/director, and vice president) and the PD is submitted with the Recruitment form and other appropriate recruitment paperwork to Financial Analysis and Budgeting. A classification analyst from Classification & Compensation will review the position and notify the supervisor regarding the pay band, title, and exempt/non-exempt status.
The Business Manager should be contacted for guidance regarding appropriate forms. The Recruitment Form and other recruitment paperwork provides necessary information about the job and any advertising needs to Human Resources. Current recruitment paperwork may be found on the Financial Analysis and Budgeting (FAB) website at www.uvm.edu/~ofabweb/.
All exempt and non-exempt staff vacancies are posted outside the Employment Office and the Reference Desk at Bailey-Howe Library for a minimum of five workdays. The postings contain a brief description of the essential duties of the position and the required qualifications. All vacant positions are announced on the Job Hotline at 656-2248. Postings are updated daily and can be read on the Employment website.
In support of internal promotion/transfer, supervisors are encouraged to consider filling positions from within the home department or occasionally they may want to consider a pool of applicants developed from a previously posted position. To bypass normal recruitment, the supervisor must complete the bottom section of the recruitment form, requesting a waiver of normal recruitment and advertising. Such a request should be supported by sound argument and evidence and requires approval by the AA/EO. Generally, a waiver is not granted for the purpose of transferring a temporary wage employee to a regular salary or hourly position.
The Employment Office is involved when recruiting for a vacant staff position. An employment recruiter contacts the hiring supervisor to review the job description and to determine advertising details. The employment recruiter offers to screen applicants or review written applications and resumes. Qualified applicants are then referred to the supervisor. Under-utilized positions require Interview Authorization forms and have approval by AA/EO before interviewing candidates.
If Human Resources/Employment is not included in the recruiting process, the hiring supervisor must complete an Interview Authorization Form and have it approved by AA/EO before interviewing candidates.
Internal applicants are those eligible, regular UVM employees who apply for a job vacancy for the purpose of promotion, lateral transfer, or transfer to a lower pay band position. Internal applicants may be interviewed by the hiring department during the initial five-day posting period. Because internal candidates bring specific university experience, knowledge, and skills to a job, hiring supervisors may want to request approval from AA/EO to post a position internally which means that only eligible UVM employees will be considered for the job. When this is requested, it must be stated on the job posting and in any other advertising for the position. External applicants are those who are not already employed by UVM in regular UVM positions. They may not be interviewed until after the initial five day posting period.
The act of submitting an application does not guarantee a job interview. Either the employment recruiter or the hiring supervisor may decide which applicants to interview. It is the hiring supervisor's responsibility to arrange and conduct all interviews considered appropriate.
The hiring supervisor is responsible for interviewing the candidates and for final selection of the person to fill the position. No applicant may be offered UVM employment until the following Affirmative Action process has been completed:
When the candidate accepts the job offer, the hiring supervisor prepares and sends an employment notification letter to the candidate. This includes the position title, annual salary or hourly rate, starting date, full-time equivalency (FTE), term of employment, exempt or non-exempt status under the provisions of the Fair Labor Standards Act, if appropriate, length of probation, and, when restricted funds are involved, a date after which employment cannot be guaranteed. (Restricted funds are defined as those which have stipulations from donors or from any external agency as to program, purpose, department, or college or school for which they can be expended.) Additional information may be added if desired. Any special job requirements should also be stated in the letter.
Verbal notice of employment may be given and will often be the best method of notifying the successful candidate. Verbal notice is followed by a written notice. The written notice is a statement of information regarding the position. It is not a contract.
A copy of the employment notification letter is sent to Human Resources/Payroll Records with the Personnel Action form (and for salaried employees, the Salary Distribution form) for inclusion in the new employee's personnel record.
The hiring supervisor notifies all candidates who were not hired. Written notification to unsuccessful candidates should be mailed within a week from the date of the acceptance by the successful candidate.
All new full-time employees in Benefits Groups A - C must attend orientation, usually held on the first Monday of employment at 1:00 p.m. The supervisor should notify Human Resources/Benefits (656-3322) of any new employee who will be attending. During orientation, the new employee is introduced to a considerable amount of information about the University community, policies, and benefits associated with University employment. They will receive a copy of the Staff Handbook as well as literature about the campus. They will complete forms necessary to meet legal requirements and begin insurance coverage. It is important for all new employees to attend orientation immediately.
Employees in benefit groups D - E must contact the Benefits Office to sign up for the payroll and become acquainted with their benefits.
After six months of employment, all full-time staff members in Benefit Groups A - C are invited to attend a full day of orientation coordinated by University Training and Development. The day is designed to provide a broader sense of the University community. Presenters cover UVM students, academics, history, and policies relating to discrimination, sexual harassment and the Americans with Disabilities Act. Representatives of the Employee Assistance Program, Employee Relations, Lifetime Wellness, Risk Management, Benefits and Classification & Compensation cover their programs and services.
The performance appraisal is a communication tool designed to support your individual contributions to the University. It provides a way to measure skills and accomplishments with reasonable accuracy and uniformity. It provides a way to identify obstacles to top performance. It should help identify areas for professional growth. It should not, however, be considered the only communication tool. Open lines of communication throughout the year keep barriers from rising and help to make effective working relationships.
General University practice is for you to receive a thoughtful appraisal each year although you may be evaluated more than once in a year. There are various methods of appraisal including forms available from the Human Resources Department, and departmental forms that have been approved by Human Resources.
Along with a written appraisal, your supervisor will discuss your performance with you and you will be asked to sign the appraisal form. Your signature does not necessarily mean that you agree or disagree with the appraisal.
Each new UVM employee is given a UVM photo identification card, commonly called a CATcard. The CATcard serves as a library card, a debit card (CAT$cratch) and your key to many of the buildings on campus. You may request a photo ID for your spouse and dependents for limited use of UVM facilities. If your CATcard is lost or stolen, you must call the CATcard Service Center during regular University hours at 656-4509, or Police Services at 656-3473 if it is after hours to report its loss. The cost of a replacement CATcard is $10 for the first card and $20 for any additional cards lost. If your CATcard is broken or mutilated, bring it to the CATcard Service Center in the University Bookstore Building for a replacement fee of only $3. Please see the CATcard Service Center web page for more information.
Probationary periods are somewhat different for the two types of employees, non-exempt and exempt. The following is a summary of the policies for each group:
As a non-exempt staff member, you must successfully complete a four month probationary period to become familiar with the duties of your position, and to permit your supervisor to assess your performance. There are positions at the University where the initial probationary period may be longer than four months. In some instances, your probationary period may be extended to six months as described further on in this policy. During probation, your supervisor may find it helpful to discuss your strengths and areas needing improvement in an effort to help you perform your best.
During probation, your record will not show any service credit. Upon satisfactory completion of your probation however, your length of service is calculated from the date of your employment, and eligibility for benefits will be determined from that date.
Your medical leave and other forms of approved leave may be used during probation, but your probationary period will be extended one day for each day of leave taken. Vacation time is earned during your probationary period, but you may not use the time until after satisfactory completion of your probation. If you are given notice of termination during or on the last day of the probationary period, you will not be paid for accrued vacation.
If you are terminated during or at the end of probation, your termination will be final and not subject to appeal through the Staff Grievance Procedure.
If, however, you have been continuously employed by UVM for one year or more and are terminated while serving a probationary period, you may appeal through the Staff Grievance Procedure. Staff advocates are available for support. Contact the Staff Grievance Office for more information at 656-9788.
Termination of your employment may occur at any time during probation.
If you are involuntarily terminated during or at the end of your probationary period, you will receive two weeks' notice or two weeks' pay, to be determined by your supervisor. If you receive two weeks' notice, UVM contributions to your insurance plans will cease at the end of the two weeks. If pay is given in lieu of notice, UVM contributions will cease upon the date of your termination, defined as the last date you worked at UVM in your regular position, and it is designated as such on your Personnel Action form.
If you stop working at UVM, either voluntarily or involuntarily, and if you return to UVM non-exempt employment, you are required to serve a new probationary period. If you are returning to the position you previously held, your supervisor may make an exception to this policy.
If your performance is not satisfactory by the end of four months of probation, or needs further assessment, your supervisor, in consultation with Human Resources/Employee Relations, may extend the probationary period to six months. If you agree to the extension, you must sign a written statement in advance, prior to the end of the probationary period. If you do not agree, your supervisor must decide whether to retain you on the basis of your job performance to date.
Exempt staff positions normally require a more complex assortment of skills and may require a longer period of time to assess a new employee's performance. Exempt employees may be hired without any probationary period, but if the supervisor believes it is necessary, a probationary period may be required. The length of the probationary period may be from four months to one year. Such a period should be included in the job posting. Once the candidate is selected, the precise length of the probationary period should be discussed with the candidate and should be included in the employment notification letter.
During probation, you will accrue service credit and your eligibility for benefits and leaves will not be affected by the requirement to serve a probationary period. Eligibility is the same as if you were not on probation. If you must take a lengthy absence during your probation period however, your supervisor may extend the probation by the length of that absence.
If you are required to serve probation and employment is involuntarily terminated during or at the end of the period, the termination will be subject to four weeks' notice or four weeks' pay in lieu of notice, to be determined by your supervisor. Your termination will be final and not subject to appeal through the Complaint Resolution/Grievance Procedure. If you receive four weeks' notice, UVM contributions to your insurance plans will cease at the end of the four weeks. If pay is given in lieu of notice, UVM contributions will cease upon the date of your termination.
When you stop working at UVM, either voluntarily or involuntarily, and you then return to UVM employment, you will be required to serve a new probationary period. An exception to this policy may be granted at the supervisor's discretion if you return to the same position previously held.
The UVM transfer policy applies to both exempt and non-exempt positions. Generally, you may not transfer to another department during the first four months of your employment. If your department is experiencing unusual recruiting or turnover problems, your supervisor may require that you stay in your position for up to 6 months before becoming eligible for transfer within UVM. Such a requirement must be included in your job posting and employment notification letter. The requirement to stay in the job for more than four months does not mean that probation is also extended.
When you transfer to another UVM position, you may be required to serve a new probationary period as a condition of your employment if:
In essence, voluntary transfer involves your request as a UVM employee to be considered for a vacant position in another department or within the department where you are already employed. There are three different types of voluntary transfer:
Eligible employees may apply for transfer to vacant UVM positions by submitting an application to Human Resources/Employment. Qualified applicants will be referred by the Employment Office to the supervisor who is responsible for filling the vacant position. Applications for transfer will be kept confidential to the extent it is reasonable to administer by the Employment Office. Selection of successful candidates will be based on the assessment of your abilities and qualifications. Consideration will be given to UVM service and supervisory recommendations. When you have been accepted in a position in another UVM department, you must give your original department a minimum of two weeks' notice of departure unless the transferring and hiring departments agree to a different time.
A hiring supervisor may not refuse to consider you because you have accumulated medical leave and vacation benefits.
Promotion: The appropriate salary increase will be determined on a case-by-case basis by Human Resources/Classification & Compensation and the supervisor of the new position. As a general rule, however, a salary or wage increase of at least 5%, or not less than the minimum salary for the pay band of the new position, whichever is greater, will be effective immediately upon your assumption of new duties. In determining an appropriate salary, individual conditions such as salaries within the job market and internal salary relationships will be taken into consideration.
Lateral Transfer: There may be a salary or wage change depending on internal salary relationships in the hiring unit.
Demotional Transfer: When you voluntarily seek a position in a lower pay band, there is generally a corresponding decrease in your salary or wages, jointly determined by Human Resources/Classification & Compensation and your new supervisor. As a general rule, the new salary or wage will be set at a place in the pay band that is equivalent to the place of your previous salary or wage within its band. In determining salary, individual circumstances such as internal salary relationships and salaries within the job market will be considered. Generally, the new salary or wage will not exceed the maximum of the band for the new position.
If you transfer to a position in the same or a lower pay band to avoid termination or other UVM action resulting from your inability to perform your duties, you will be considered to have transferred voluntarily, and your salary will be treated as in the case of a Lateral and Demotional Transfer.
If you transfer to a lower level position to avoid termination caused by University financial difficulty, you will be considered to have transferred voluntarily, and your salary will be determined as within the policy on Demotional Transfer.
Transfer to a position of the same or lower pay band because of organizational changes for reasons other than inability to perform duties or University financial difficulty will be treated as a Lateral Transfer. Generally, there will be no salary or wage change. In no instance, however, will a salary be paid which is above the maximum or below the minimum of the pay band of the new position.
A transfer is considered temporary when there is a reasonable expectation that you will return to the position from which you were transferred. This may be due to a convenience for the University, or for lack of work in your regular position or home department, or because of work overloads in other areas at UVM.
When you are temporarily transferred to a higher pay band position, the following guidelines apply. If it is the supervisor's intention that the transfer will be for three weeks or less, no adjustment in your salary or hourly rate will be made. If the transfer will be longer than three weeks, a temporary salary or hourly rate increase should be made effective the first day of the transfer. The increase will be determined by Human Resources/Classification & Compensation and your supervisor. In no instance will the salary or hourly rate paid be below the minimum of the salary or hourly rate of the position to which you were transferred.
If a temporary transfer to a higher pay band position remains in effect longer than anticipated and exceeds three weeks, your pay will be adjusted retroactively to the first day of your transfer. The increase will be determined by Human Resources/Classification & Compensation and your supervisor.
If you are temporarily transferred to a position of the same pay band or lower, the salary or hourly rate will not be reduced (see also Temporary Change in Assignment of Responsibilities).
Time, effort, and expense go into recruiting and training each UVM employee. For this reason, both exempt and non-exempt employees may not transfer until four months of employment in their current position have been completed. The exception is a transfer within your department. If a department is experiencing unusual turnover or recruiting problems, the department may require that a new employee stay in the job for up to six months before becoming eligible for transfer. Such a requirement must be included in the job posting, the verbal job offer and the employment notification letter.
During the No-Transfer Period, if you have less than four months of service in your current position, you may transfer to a vacant position in the same department with the approval of your department head. If the duties of the two jobs are different, and if after reviewing your file and conducting an interview there is a question as to your suitability for the job, the department head may require that you go through a new probationary period. Requirements for such probationary periods must be included in the job posting or in your employment letter.
When you are temporarily assigned responsibilities in a regular job which requires a level of education, experience, or skill that is above the normal requirement of the job, a temporary adjustment may be made to your salary or hourly rate under the following conditions:
If the change in assignment of responsibilities becomes a permanent condition, the policy and procedures for reclassification of occupied positions applies.
Your length of service is the period of continuous employment in a regular UVM faculty or staff position at 50% or more FTE. Your total service would consist of your total employment period plus any previous employment which would result in an adjusted hire date.
Such employment is the only basis on which vacation, medical leave, and personal leave are determined. Insurance and the Retirement Savings Plan have their own waiting periods based on service at a specific FTE and for a certain term (see specific plans for waiting periods). Authorized absences, such as vacation, medical leave, short-term military leave, jury duty, family and medical leave, personal leave, or other forms of authorized leave, do not constitute a break in continuous employment. A break in employment occurs when you are removed, either voluntarily or involuntarily, from active UVM employment records.
If you have three years' previous UVM service in a regular faculty or staff position with an FTE of 50% or more and return within two years to UVM employment in a regular staff position of at least 50% FTE (except if terminated for cause), you will be reinstated with an adjusted date of hire, and all waiting periods for benefits will be waived.
For example, if you were originally hired on October 1, 1993 and if you terminate on December 1, 1999, after six years and two months' service, and return on November 1, 2001 (within two years after termination), the six years and two months will be added to the new length of service and the new date of hire will be adjusted to December 1, 1995.
If you are re-employed in higher or lower positions within two years, you may receive a salary rate which takes into account the resulting promotion or demotion. All such rates must be established by the hiring department in consultation with Human Resources/Classification & Compensation Office.
If you are re-employed by UVM in the same level position within two years, you may receive a rate of pay equal to your rate before termination, plus any increases that may have occurred since the time of termination. In addition, if you were involuntarily terminated except for cause, and you return within two years, you will also receive an adjusted hire date as described above.
Although there may be competing demands on the time and energies of an exempt staff member (for example, an administrator who also teaches), ethical questions concerning distribution of effort need not be raised unless a sponsor is misled about the amount of effort devoted to a particular activity.
You do have a responsibility, however, to see that a demonstrable relationship exists between the assignment or responsibility and the effort expended. In assessing this relationship, all activities and assignments (whether sponsored or not) and salary distribution information must be considered. Outside professional services and services for supplemental compensation should also be taken into account.
If you are engaged in consulting or other professional service outside UVM, or have significant financial interest in a private business concern, you must avoid the use of information or procedures that may involve an actual or apparent conflict of interest between UVM responsibilities and any outside connections, particularly relating to an area of ongoing research and including sponsored programs with specific contractual restrictions. It is your responsibility to avoid conflicts of interest between personal consulting and sponsored activities affiliated with UVM, and to be aware of conflict of interest statutes and regulations that pertain.
Situations in which conflicts of interest may arise include the following examples:
Any questions about possible conflicts of interest may be addressed to the Associate Vice President of Human Resources (656-4490) or Human Resources/Employee Relations (656-4467).
Although rest periods are not required by federal or state law, the University provides full-time non-exempt employees with two 15-minute rest periods per day. One should occur in the middle of the first half of the work day, and the other in the middle of the second half of the work day.
Normally, examples of areas when regular rest periods are not feasible are Police Services, areas of Physical Plant, Transportation and Parking Services. Other areas affected could be Residential Life, Computing, and Athletics. In these cases, there may or may not be a break based on the operational needs of the department.
Rest periods cannot be accumulated for future time off. Abuse or over-extension of rest periods may result in disciplinary action. Unless specifically approved by the supervisor, they must be spent near the work area.
Exempt employees, as defined by the Fair Labor Standards Act, do not receive defined rest periods.
If you must miss work because of illness, accident, or personal emergency, your immediate supervisor must be informed before the beginning of, or as early as possible during the scheduled workday of each day to be missed. Reports of absences can be made before or after normal work hours, or on weekends to your supervisor's phone mail if your supervisor cannot be reached directly. Make an effort to talk with someone in your area. Give an estimation of how long you will be out, the reason for your absence, and your expected date of return. If you are absent three consecutive workdays without notifying your supervisor of the reasons or circumstances of the absence, you will be considered to have resigned.
Members of your immediate family and other relatives may be employed in any UVM capacity in any department. Normally, relatives may not be employed in a situation in which one relative exercises direct supervision over another. If such a direct supervisory relationship is considered to be an advantage to UVM, the employment of the relative in question must be approved by the University Board of Trustees. To obtain this approval, the hiring supervisor must submit a letter through normal administrative channels to the appropriate vice president/provost requesting permission to hire the relative in question. The request should contain the names of the related parties, their relationship, the extent of job supervision, job title and nature of function to be performed, and an explanation of the advantage to UVM. The vice president/provost will review this request and if approved, send it to the trustees for final approval. If the request is denied, it will be returned to the supervisor.
All UVM employees will be disciplined according to the principles of constructive discipline, not punishment. This is administered to help you overcome behavior which has caused problems in your job. The goal is to help you continue to work productively and effectively as a UVM employee.
Constructive action must be fair, not punitive and not discriminatory. The same standards must be applied to all employees who do similar jobs. All constructive action must be undertaken with the goal to develop and retain employees.
Along with meeting the criteria of sound managerial practice, constructive discipline must take into account your right to challenge constructive actions through the Complaint Resolution/Grievance Procedure. Constructive discipline must be administered thoughtfully and by following certain standards or guidelines. Any action taken must withstand a challenge within the UVM appeals procedure or from the courts.
A detailed guide to constructive discipline including exceptions and ramifications is contained in the supervisor's handbook, Constructive Discipline, available to supervisory staff through Human Resources/Employee Relations (232 Waterman, 656-4467). The publication is available for employees in the Staff Council Office and the Reference Desk of Bailey-Howe Library and via the UVM Webpage.
If your employment has been terminated either voluntarily or involuntarily, you must return all UVM keys, identification cards, credit cards, and other UVM property and pay all outstanding fees or charges by the end of the last work day. Any cash advances must be paid back or they will be deducted from your final paycheck. You are also responsible for any property or debts not returned or paid by you.
Shortly after the time of termination, you are asked to complete a termination survey questionnaire and return it to:
Affirmative Action and Equal Opportunity (AA/EO)
428 Waterman Building
The University of Vermont
Burlington, VT 05405
If you leave a position voluntarily, you are encouraged to give notice according to the following schedule:
UVM contributions to benefits will not continue after the date of your termination, unless vacation has accumulated for which you are paid at the time of termination. Medical and dental insurance extends one calendar day beyond your termination date for each day of vacation paid. Your medical insurance will not extend more than 30 calendar days from the date of your termination.
If you have three years' previous UVM service in a regular faculty or staff position with an FTE of 50% or more and return to UVM employment in a regular staff position of at least 50% FTE within two years (except if terminated for cause), you will be reinstated with an adjusted date of hire, and all waiting periods for benefits will be waived.
For example, if you were originally hired on October 1, 1993 and if you terminate on December 1, 1999, after six years and two months' service, and return on November 1, 2001 (within two years after termination), the six years and two months will be added to the new length of service and the new date of hire will be adjusted to December 1, 1995.
If you are re-employed in higher or lower positions within two years, you may receive a salary rate which takes into account the resulting promotion or demotion. All such rates must be established by the hiring department in consultation with Human Resources/Classification & Compensation Office.
If you are re-employed by UVM in the same level position within two years, you may receive a rate of pay equal to your rate before termination, plus any increases that may have occurred since the time of termination. In addition, if you were involuntarily terminated except for cause, and you return within two years, you will also receive an adjusted hire date as described above.
The termination of employees hired with a specific termination date (as stated in the employment notification letter) who are not on restricted funds, is subject to the same provisions as voluntary termination, except there is no notice requirement either on the part of the staff member or the University.
If you are terminated during or at the end of probation because of unsatisfactory job performance, your termination is not subject to appeal to the Complaint Resolution/Grievance Procedure. If you have been continuously employed by UVM for one year, and are terminated while serving a probationary period, you may appeal through the Complaint Resolution/Grievance Procedure. Termination of employment can occur at any time during probation.
Non-exempt staff must be given two weeks' notice or two weeks' pay to be determined by the supervisor. Exempt staff must be given four weeks' notice or four weeks' pay to be determined by the supervisor. UVM contributions to benefits will stop on the date of termination. If you are terminated during probation because of unsatisfactory job performance, you have no reinstatement rights.
During periods of University financial difficulty, the employment of staff who are not on restricted funds may be temporarily or permanently terminated. Selection is based on quality of job performance, experience in and ability to perform the remaining work, and length of service. Regular staff will receive preference for continued employment over probationary and temporary staff.
You must be notified at least two weeks in advance or receive two weeks' pay in lieu of notice, to be determined by your supervisor. You may not appeal the termination through the normal complaint procedure. Your selection for termination, however, can be appealed directly to the appropriate dean, vice president, or provost (or a designated representative). They will review the circumstances of termination to determine whether the matter was handled within UVM policy. Once the review is completed, the dean, vice president, or provost will respond to the appeal, and that response will be final.
UVM contributions to benefits will not continue after the date of your termination, unless vacation has accumulated for which you are paid at the time of termination. Medical and dental insurance extends one calendar day beyond your termination date for each day of vacation paid. Your medical insurance will not extend more than 30 calendar days from the date of your termination.
Human Resources/Employment will maintain a list of staff whose employment has been terminated for a period of up to one year after the date of termination. You will be given preference for job referrals and interviews based on qualifications, experience, and ability to perform the duties of the job.
Regardless of length of service, if you are re-employed by UVM within two years in a position that is 50% or more FTE, you will be reinstated in all benefit programs in which you were previously enrolled without any additional waiting period. The new date of hire will be adjusted to include your previous service.
If you are re-employed by UVM in the same level position within two years, you may receive a rate of pay equal to your rate before termination, plus any increases that may have occurred since the time of termination.
If you are re-employed in higher or lower level positions within two years, you may receive a salary rate which takes into account the resulting promotion or demotion. All such rates must be established by the hiring department in consultation with Human Resources/Classification & Compensation.
If you are paid from restricted funds, you have no employment guarantees beyond the availability of the restricted monies from which you are paid. Normally, at the time of hire, you will be informed of the date that funding for your position will end (and your employment terminated). Occasionally, however, funds may be used up prematurely. Positions supported by restricted funds must be terminated whenever those funds cease to be available.
Staff in positions terminated due to loss of restricted funds will receive a minimum of four weeks notice of separation of employment if they have less than two years of service and six weeks notice if they have two or more years of service.
Generally, the selection of a position to be eliminated will be determined by the end of funding for that position. There may be cases, however, when it is not clear which positions must be eliminated. In that case, staff whose employment is to be terminated are selected according to quality of job performance, experience in and ability to perform the remaining work, and length of service.
The elimination of a position due to cessation of restricted funds will not be subject to appeal through the Complaint Resolution/Grievance Procedure. In instances when your employment is being terminated before the date stated in your conditions of employment, or if there is some question as to which positions must be terminated as a result of a reduction in funding other than cessation of funding, the matter may be appealed by the following procedure. You may appeal your selection directly to the appropriate dean, vice president, or provost (or a designated representative). They will review the circumstances of the termination to determine whether the matter was handled within UVM policy. Upon completion of the review, the dean, vice president, or provost will respond to the appeal and that response will be final.
UVM contributions to benefits will not continue after the date of your termination, unless vacation has accumulated for which you are paid at the time of termination. Medical and dental insurance extends one calendar day beyond your termination date for each day of vacation paid. Your medical insurance will not extend more than 30 calendar days from the date of your termination.
Employees terminated from positions due to loss of restricted funds will be provided extended access to the Employee Assistance Program with the EAP's protocols for a period extending one year beyond the date of separation.
A list of terminated staff will be maintained by Human Resources/ Employment for up to one year after the date of termination. Each person on the list will be given preference for job referrals and interviews based on qualifications, experience, and physical ability to perform the duties. If you have previous UVM service in a regular faculty or staff position with an FTE of 50% or more and return to UVM employment in a regular staff position of at least 50% FTE within two years (except if terminated for cause), you will be reinstated in all benefit programs in which you were previously enrolled without any additional waiting period. The new date of hire will be adjusted to include your previous service.
For example, if you originally were hired on October 1, 1993 and if you terminate on December 1, 1999, after six years and two months' service, and return on November 1, 2001 (within two years after termination), the six years and two months will be added to the new length of service and the new date of hire will be adjusted to December 1, 1995.
If you are re-employed by UVM in the same level position within two years, you may receive a rate of pay equal to your rate before termination, plus any increases that may have occurred since the time of termination.
If you are re-employed in a higher or lower level position within two years, you may receive a salary rate which takes into account the resulting promotion or demotion. All such rates must be established by the hiring department in consultation with Human Resources/Classification & Compensation.
Upon request of an employee, individual colleges will provide a copy of the updated salary distribution form to the employee.
When it is necessary to terminate the employment of a staff member because of reorganization or other similar circumstances (for reasons other than unsatisfactory performance during probation, cause, University financial difficulty, or reduction or cessation of restricted funding), the following provisions will apply.
Whenever possible, selection will occur according to the quality of job performance, experience in, and ability to perform the remaining work, and length of service. Regular staff will receive preference for continued employment over probationary and temporary staff.
Notice of termination or payment in lieu of notice (to be determined by the supervisor) should be given according to the following procedure which is also followed when an employee's FTE is reduced:
UVM contributions to benefits will not continue after the date of your termination, unless vacation has accumulated for which you are paid at the time of termination. Medical and dental insurance extends one calendar day beyond your termination date for each day of vacation paid. Your medical insurance will not extend more than 30 calendar days from the date of your termination.
A list of terminated staff will be maintained by Human Resources/ Employment up to one year after the date of termination. Each person on the list will be given preference for job referrals and interviews based on qualifications, experience, and physical ability to perform the duties.
If you have previous UVM service in a regular faculty or staff position with an FTE of 50% or more and return to UVM employment in a regular staff position of at least 50% FTE within two years (except if terminated for cause), you will be reinstated in all benefit programs in which you were previously enrolled without any additional waiting period. The new date of hire will be adjusted to include your previous service.
For example, if you were hired on October 1, 1993 and if you terminate on December 1, 1999, after six years and two months' service, and return on November 1, 2001 (within two years after termination), the six years and two months will be added to the new length of service and the new date of hire will be adjusted to December 1, 1995.
If you are re-employed by UVM in the same level position within two years, you may receive a rate of pay equal to your rate before termination, plus any increases that may have occurred since the time of termination.
If you are re-employed in a higher or lower level position within two years, you may receive a salary rate which takes into account the resulting promotion or demotion. All such rates must be established by the hiring department in consultation with Human Resources/Classification & Compensation.
The termination of employees hired with a specific termination date (as stated in the employment notification letter) who are not on restricted funds, is subject to the same provisions as voluntary termination, except there is no notice requirement either on the part of the staff member or the University.
Your employment may be terminated because of poor job performance, improper attitude, misuse of medical leave, habitual lateness, illegal possession or use of alcohol or drugs in the work place, theft, fighting, possession of dangerous weapons, misconduct, violation of UVM policies, unauthorized access or use of computerized information or files, or for other serious circumstances.
When terminated for cause, you will usually receive either two weeks' notice or two weeks' pay to be determined by your supervisor. If notice is given verbally, the supervisor must follow that with written confirmation of the dismissal, giving the reason for the termination and the date of the last day of employment. (If the cause for the termination is sufficiently serious, or is a grave violation of UVM policy, employment may be terminated without either two weeks' notice or two weeks' pay).
UVM contributions to benefits will not continue after the date of your termination, unless vacation has accumulated for which you are paid at the time of termination. Medical and dental insurance extends one calendar day beyond your termination date for each day of vacation paid. Your medical insurance will not extend more than 30 calendar days from the date of your termination.
If you have completed probation, you may appeal termination for cause through the Complaint Resolution/Grievance Procedure. The appeal must be filed within ten working days of your receipt of the written notice of termination for cause.
Employees terminated for cause have no re-employment rights.
Your employment record is on file in Human Resources Operations (228 Waterman). Both the Personnel Action Form which contains salary and job information, and the Data Form, which contains personal information such as your education, home address, and other material are kept either in your department or in your dean's office. It is your responsibility to notify your supervisor of any changes of information contained on these forms. The supervisor must then forward these changes to Human Resources/ Payroll Records for processing. If you plan to make a change in your insurance beneficiary or if the number of dependents changes in your household, notify Human Resources Benefits (228 Waterman) so that your insurance coverage is adjusted. If you change your employee tax status, you must fill out a Withholding Certificate available from Human Resources Operations.
Employees have the right to have access to their personnel files. Personnel files will not be disclosed to third parties except as may be permitted and/or required by law, or with your written authorization.
Requirement to Work During University Closing for an Emergency Situation
The decision to close UVM for all or part of a workday is made by the President of the University. The loss of water, power, or a weather condition could be reasons for closing. University Communications informs local radio and television stations to make public announcements of the closing.
University closing should not be confused with policies during call back with less than 24 hours of notice (see description).
If the University is closed, you will be compensated according to the following guidelines:
© 2002 Human Resources
University of Vermont, Burlington, VT