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Human Resource Management
University of New Orleans
213 Administration Bldg.,
2000 Lakeshore Dr.
New Orleans, LA 70148
Phone: (504) 280-6259
Fax: (504) 280-6390
email us: hrm@uno.edu
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Staff Handbook - Employment Policies
Americans with Disabilities Act
The ADA protects qualified individuals with disabilities (i.e., persons who can perform the essential functions of a job either with or without reasonable accommodation) by making it unlawful to discriminate in all employment practices, such as recruitment, hiring, promotion, training, layoff, termination, job assignment, leave, benefits, and all other employment-related activities. It is the policy of the University to provide reasonable accommodation to enable a qualified applicant or employee with a disability to participate in the application process, to perform the essential functions of a job, or to enjoy benefits and privileges of employment equal to those available to other employees. Formal grievances or complaints should be addressed to the Equal Employment Opportunity Officer.
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Equal Opportunity Programs
UNO assures equal opportunity for all qualified persons without regard to race, color, religion, sex, national origin, age, disability, marital status, or veteran's status in the admission to, participation in, and treatment or employment in the programs and activities that the University operates.
The University has formally endorsed equal employment through the development of an Affirmative Action Plan, and has directed maintenance of the plan to ensure that it is carried out in a meaningful way. The execution of this policy requires vigorous efforts to identify and attract qualified applicants from groups underutilized at all levels of employment in the University.
The University Equal Employment Opportunity (EEO) policy ensures that all applicants receive fair consideration for employment and that employees are treated fairly. Such action includes, but is not limited to, employment, promotion or upgrading, demotion or transfer, recruitment or recruitment advertising, layoff or termination, rates of pay or other forms of compensation, selection for training, and tenure.
The University further endorses equal opportunity in its program activities and all educational responsibilities. This policy has been implemented by publishing the policy in appropriate places, establishing grievance procedures, and conducting evaluations to determine the degree of effectiveness of the equal opportunity programs, as well as to provide indications of need for remedial action. Individual employees can make contributions to the equal opportunity policy through their support of the spirit and letter of the policy.
The responsibility for continuing development, implementation, and monitoring of the equal employment opportunity program has been assigned to the Office of Equal Employment Opportunity Programs. Anyone having questions or complaints regarding equal employment opportunity at UNO should contact this office. Persons believing they have been discriminated against contrary to federal law are entitled to make an inquiry or file a complaint with the U. S. Equal Employment Opportunity Commission, 701 Loyola Avenue, New Orleans, LA 70113; or the U.S. Department of Education, Office of Civil Rights, 1200 Main Tower Building, Dallas, TX 75202.
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Sexual Harassment
UNO's Sexual Harassment policy
Sexual harassment is a form of unlawful discrimination on the basis of sex, and is defined as unwelcome verbal or physical behavior of a sexual nature that is prohibited by both University policy and federal law.
UNO reaffirms and emphasizes its commitment to provide a professional working and learning environment that is fair and responsible; that supports, nurtures, and rewards educational and employment growth on the basis of relevant factors such as ability and performance; and that is free of discriminatory, inappropriate, and disrespectful conduct or communication. The University will not tolerate any form of sexual harassment.
Sexual harassment may involve submission to verbal or physical conduct of a sexual nature, unwelcome sexual advances, or request for sexual favors when these are made - either explicitly or implicitly - as a term or condition of an individual’s employment or student status. Sexual harassment may also include unwelcome verbal or physical conduct of a sexual nature when this interferes with an individual’s ability to function effectively in an employment or academic setting by creating an intimidating, hostile or offensive environment.
All categories of employees, including graduate assistants and student employees, are governed by the sexual harassment policy.
Because sexual harassment may involve a wide range of sexually oriented behavior and is, in part, a function of the way in which such behaviors are perceived, the way a given incident is appropriately treated depends on its effect on the recipient, as well as the specific behavior itself. For example, simply informing the initiator-- through either verbal or written communication – that the behavior is unwelcome and should cease, may be sufficient to end it. On the other hand, the situation may be such or the behavior may be so extreme that the recipient is unwilling or unable to deal with it in this way.
To help the recipient determine how best to remedy sexual harassment, as well as to ensure that appropriate measures are taken when warranted, anyone who believes he or she has been subjected to sexual harassment may make use of both informal and formal procedures to pursue resolution. Details of these procedures are provided in the University policy statement on sexual harassment. Copies of this policy statement, as well as advice and assistance, are available from the Office of Equal Opportunity Programs or the Office of Human Resource Management.
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Classification and Pay
If you are a classified employee, your title and salary are determined in accordance with a classification and pay plan established by the State Department of Civil Service. Your title is a reflection of the duties and responsibilities described in the position description forwarded by UNO to Civil Service. The salary level for the job title is determined by the Civil Service pay schedule and job evaluation plan. Jobs are evaluated by Civil Service on the basis of education, experience, supervisory responsibility, contacts, job impact and complexity, work environment, and physical demands.
Classified employees at GS 12, MS 56, PS 107, WS 212, TS 303 or below (non-exempt) are eligible to be compensated for overtime at the time and one-half rate for hours physically worked over 40 in a week and at the straight time rate for hours worked for hours worked in a week during which leave was taken or a holiday occurred. Employees at GS 13, MS 57, PS 108, WS 213, TS 304 and above (exempt) receive overtime compensation at the straight time rate. Overtime compensation is either with pay or compensatory leave. The policy of the University is to pay for overtime hours worked when funds are available.
The University maintains a title and salary structure for academic and nonclassified employees as outlined in written position descriptions that are authorized by the LSU System. The department establishing the position proposes the minimum educational level and work experience required to perform the job duties and an appropriate salary range, subject to University and LSU System approval. Most nonclassified and academic positions require a minimum of a baccalaureate degree or the equivalent in professional work experience. Academic and nonclassified employees are not eligible for overtime pay or compensatory leave.
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Merit Increases
Classified employees first become eligible for a merit increase after six months of continuous service. That date becomes the anniversary date for eligibility for an annual increase. Raises are 4% and are granted for satisfactory performance over the past evaluation period. Employees are eligible for annual increases until they reach the maximum salary of the assigned pay range. Nonclassified employees receive merit increases when funds are available in the University’s budget and authorization received from the LSU System.
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Performance Evaluation
A formal performance evaluation system is in effect for classified employees only; although some departments have established a similar program for nonclassified employees. The classified service ratings are conducted annually and each employee receives a copy of the rating. An employee who wishes to contest a "needs improvement" rating must first submit a written appeal to the Director of Human Resource Management. Further appeal is available to the Department of Civil Service. Contact Human Resource Management for details.
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Promotion Opportunities
All staff vacancies are advertised on campus to provide opportunities for promotion from within the University community. In Human Resource Management Office and on departmental bulletin boards.
Classified promotions are often competitive based on test scores within job families and/or by scores for individual higher level jobs. Employees who are interested in applying for positions that require a qualifying Civil Service examination are responsible for taking the exam before an actual vacancy occurs.
Classified promotional salary increases are based on the number of pay grade levels that the employee is advancing. As a rule, there is a 7% increase in pay for moving up one pay grade; 10.5% increase for a two-level advancement; and 14% for moving up three or more levels. There is a mandatory decrease of 7% for movement to a lower pay grade. In any case, an employee must be paid no less than the minimum salary for the pay grade and no more than the maximum salary for the pay grade.
An employee who has been assigned additional duties and responsibilities can appeal to Civil Service for a change in title. Requests for reallocation are submitted through administrative channels to Human Resource Management.
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Code of Ethics
Diversity employees are covered by the State of Louisiana’s Code of Governmental Ethics (L.R.S. 43:31, Act 443 of 1979). Several key provisions are listed below.
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Gifts and Favors
As a University employee, you may not accept anything of economic value as a gift or favor from any person who does business with the University; whose activities are regulated by the University, or whose interests may be affected by your performance of duty.
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Nepotism
It is the policy of UNO to recruit and employ the best qualified individuals solely on the basis of merit. In accordance with this policy, a member of the immediate family of a University employee will not be excluded from employment by the University. However, it is contrary to University policy and state law for immediate family members to be placed in a supervisor-employee relationship in any form of employment, including student employment.
“Immediate family” is defined to mean children, brothers, sisters, parents, a spouse or the parents of a spouse. Accordingly, an immediate family member of an administrator may not be employed in that administrator’s area of responsibility, whether at the campus, college, department or other administrative unit level, and whether or not intervening levels of supervision between the administrator and the family member are present.
This policy is not intended to hinder; alter or in any way affect normal promotional advancement where a member of an employee’s immediate family becomes the head of an administrative unit, provided that the employee has been employed in the unit for at least one year prior to the family member becoming its head.
Under no circumstances, however, will a University employee be permitted to initiate or participate in institutional decisions involving direct benefit (initial appointment, retention, promotion, salary; leave of absence, etc.) to a member of his or her immediate family. In the case of a decision involving faculty participation (recommendation for promotion, retention, tenure, etc.), a faculty member who is also a member of the immediate family of the person about whom such a decision is being made shall recuse himself or herself from the decision-making process. If an acceptable supervisor-employee relationship has developed under the provisions of the Code of Governmental Ethics, the supervisor will pass to his or her immediate supervisor all responsibility for making decisions involving direct benefit to the employee who is a member of his or her immediate family.
Violation of this policy may subject the employee, his or her immediate supervisor; and the agency head to both disciplinary penalties and fines under state law.
Questions about the University’s nepotism policy should be directed to the Director of Human Resource Management.
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Political Activities
As a full-time employee, you may not accept any appointive political office or seek or hold any elective, remunerative political office without the consent of your department head, dean, the Chancellor, and the President of the LSU System. You may, however, exercise your rights as an individual citizen to attempt to influence legislation or public policy. You may not use state resources to do this, and you must make it clear that you are speaking as a private individual and not as a University representative.
Further restrictions on political activities are placed on classified employees by the Louisiana Civil Service Law. If you are a Civil Service employee, you may not take part in the management or affairs of any political faction or party in any political campaign. This regulation is not intended to interfere with your right as a citizen to express your opinion privately, to serve as a commissioner or official watcher of the polls in elections, or to vote freely. It does, however, provide you with protection from political intimidation and job security free from political interference.
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Selling or Soliciting on Campus
Selling, soliciting, deliveries of personal orders, or distribution of literature in University buildings or on University grounds is permissible only with the approval of the Vice Chancellor for Student Affairs, University Relations and Campus Services or his/her designated agent. The Dean of Student Life has been authorized where solicitations of or by students are involved, or approval of the Vice Chancellor for Financial Services, if students are not involved. Faculty, staff and students should feel free to ask agents calling on them whether such permission has been secured. Violations of this policy should be reported to the appropriate office.
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Drug-Free Workplace
UNO's Drug Testing Policy
UNO is committed to providing a drug-free workplace and to making its employees aware of the dangers of alcohol and drug abuse in the workplace, as well as the availability of substance-abuse counseling, rehabilitation and employee assistance. In accordance with the Drug-Free Workplace Act of 1988, Public Law 101-226, and other federal and state laws and regulations, the unlawful manufacture, distribution, dispensation, possession or use of a controlled substance in the workplace is prohibited. The term “workplace” includes any location on University property, in addition to any location where University business is being conducted while such business is being conducted. Without reference to any sanctions that may be assessed through criminal justice processes, any employee who violates this policy will be subject to University disciplinary action up to and including termination of employment.
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Outside Employment
If you are a full-time University employee and are presently engaged in or plan to engage in outside employment or operate a business, you must report such activity in writing to your department head for appropriate approval. Outside employment may not conflict or interfere with an employee’s Univesity duties. With the appropriate permission, you may engage in outside employment during off-duty hours or while on vacation leave or leave without pay.
You may be employed by another state agency on a part-time, intermittent basis provided you are either on leave without pay, render the service to the other agency after regular UNO working hours, or perform the service for the other agency while on authorized annual leave from UNO. If you are a classified employee, you should check with the Office of Human Resource Management prior to accepting any outside employment with another state agency to avoid problems with rules regarding dual employment in state service. A proposal for a personal contract with another state agency must have written approval from the President of the LSU System (PM-11).
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Grievances
If you have a job-related problem or are involved in a work situation with which you are seriously dissatisfied, you may seek resolution of this problem by following the University's grievance procedures. These procedures allow you, as an employee, to discuss your concerns with the appropriate authorities with freedom from reprisal. Grievance procedures also help employers determine the specific cause of any employee's grievance and find an appropriate solution. The University's grievance procedure involves sequential steps, which must be strictly adhered to by all parties involved Any questions should be directed to the Office of Human Resource Management.
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Discipline
As a University employee, if you do not perform the duties of your position satisfactorily, you may be reprimanded, suspended without pay, have your salary reduced, be demoted, or be dismissed, depending on the seriousness of the offense. When such measures are taken, the reasons must be explained in writing to you, and you will be given an opportunity to respond.
If you feel that the disciplinary action was unjustified, you may file a grievance. (See the previous section of this Handbook.) If you are a classified employee, you may instead appeal the action to the State Civil Service Commission within 30 calendar days after you have been notified of the disciplinary action. The appeal must conform to the provisions of Chapter 13 of the Civil Service Rules, available in Human Resource Management.
For more information contact the Office of Human Resource Management, or the Louisiana Department of Civil Service,
P. O. Box 94111, Capitol Station, Baton Rouge, LA 70804.
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Termination
Dismissal from the University may occur for conditions such as conduct seriously prejudicial to the University, insubordination, theft, neglect of duty, inefficiency, incompetence, unsafe action, property damage or misuse, falsifying records, or concealing improper actions. The University is required to terminate the employment according to state law (L.R.S. 42:1414) .
Termination of Non-Faculty Academic Employee
If you are an associate, a part-time member of the academic staff, or an adjunct faculty member, the University’s obligation to you extends through the period specified on your most recent appointment papers.
Termination prior to the expiration of such an appointment may be made for just cause or due to declared financial exigency.
Termination of Nonclassified Employee
If you are a nonclassified employee, you hold your position at the pleasure of the Board of Supervisors (unless you are subjected to an employment contract with different provisions). Your services may be terminated by reasonable written notice from the appropriate administrative officer, through your dean or director, the Chancellor, and the President of the LSU System. “Reasonable notice” is equivalent in days to your usual payroll period, i.e., two weeks.
Termination of a Classified Employee
The first six to twelve months of service with the University constitute a probationary period that is used as an evaluation period by your supervisor. During this probationary period, you may be terminated if your performance does not meet the required standard of work, provided the reasons for this termination are furnished to you in writing and are sent to the Director of the Department of Civil Service. Termination during the probationary period may not be appealed to Civil Service unless you allege discrimination.
If you are a permanent classified employee, you may be terminated if your conduct is found to impair public service. Such termination requires administrative approval and prior written notification to you. You will also be allowed 30 days, from the date you are notified of the termination, to appeal the action to the Department of Civil Service. This appeal must conform to Chapter 13, Civil Services Rules, available in Human Resource Management.
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