Employment/Human Resources

All employees of the University are insured and are provided benefits under the Workers' Compensation Act in the event of a job-related injury or illness. Benefits include medical expenses, compensation for lost time, permanent disability benefits, and death benefits as applicable.

Absence from work due to an on-the job injury or illness is considered to be a serious health condition for the purposes of applying Family and Medical Leave (Policy 218.0). If the employee is eligible for and entitled to Family and Medical Leave, the time away from work up to 12 work weeks should be credited to the employee's Family and Medical Leave entitlement.

Medical Treatment

As provided by A.R.S. 23-908E, the University has designated the Campus Health Service as its physicians.

Injury or Illness

All employees who suffer job-related injuries or illnesses and wish to file workers' Compensation claims are asked to visit the Campus Health Service. If the Campus Health Service is closed, employees are asked to go to the University Medical Center Emergency Room. In emergency situations or when away from the Tucson metropolitan area, employees should go to the nearest medical facility capable of providing the necessary services.

State law provides that the University may name a physician to be employed for job-related injuries and illnesses. The University has accordingly designated the Campus Health Service as its physician for this purpose. The University retains the right to require any injured (or ill) employee to be seen by the Campus Health Service as a Condition of filing a workers' compensation claim on behalf of the employee. If an employee chooses not to be seen by the University-designated medical provider in accordance with this policy the employee may not receive workers' compensation payments.

Compensation

Workers' Compensation is paid for a temporary complete disability at two-thirds of the employee's average monthly wage at the time of the injury, with a maximum payment of $2,400 per month.

Workers' Compensation pay plus vacation or paid sick time pay may equal but not exceed the employee's full regular salary or wages. Employees who wish to receive vacation or paid sick time pay in conjunction with Workers' Compensation pay may contact Risk Management for assistance.

Benefits Continuation 

An employee on an approved unpaid leave of absence due to an on-the job injury or illness may elect to continue health and dental insurance coverage for a maximum of six months by paying the employee cost. Should the leave of absence be extended beyond six months, the employee may elect to continue insurance coverage by making arrangements with the Human Resources Benefits Unit to pay both the employee and University premiums.

For continuation of other benefits, the employee shall make arrangements with the Benefits Unit.

Procedures

Employee

Notify supervisor of injury or illness and report to Campus Health Service. Notify those in attendance that the injury or illness is work related. Complete the employee's section of the University Accident Report.

Supervisor

Assist the employee in obtaining medical treatment and complete the supervisor's section of the University Accident Report. Distribute copies as indicated on the form.

Risk Management

When accident report is received, start the claims process as outlined in the Payroll/Personnel System Administrative Manual, Workers' Compensation Payment procedure, as revised.

Campus Health Service

Treat the injured employee and initiate the required records. Distribute documents as required.

Note: The Campus Health Service is open 8:00 a.m. to 5:00 p.m., Monday through Friday.

Reference: Worker's Compensation Act, A.R.S. 23-901 to 1091; Family & Medical Leave Act of 1993

If an absence from work for other than administrative leave purposes (i.e., those set forth in the Administrative Absence with Pay policy, Policy 208) is for a period of 28 calendar days or less, an excused unpaid absence may be granted. Approval is subject to individual circumstances and University need and is at the sole discretion of the employee's responsible administrator.

Eligibility

Any Classified Staff or University Staff employee, including a probationary employee, is eligible to request an excused unpaid absence.

Procedure

The responsible administrator may accommodate an employee's request to be granted an excused unpaid absence to the extent that the workload, department requirements, and other circumstances permit. The responsible administrator's signature on the Employee Time Record constitutes approval of the employee's request. The Time Roster shall be adjusted by the departmental Payroll Representative to reflect the correct number of hours for which the employee shall be paid.

If you are unable to work due to a catastrophic or life-threatening illness or injury to yourself or a member of your established household, you may qualify to receive compassionate transfer of leave hours to continue receiving pay.

To receive compassionate transfer of leave hours, you must meet all of these eligibility requirements:

• You have been employed at the University in a full-benefits-eligible position for at least 12 continuous months immediately prior to the illness or injury. (If you work only during the nine-month academic year and are vacation eligible, the summer months may apply toward the 12 months of continuous employment.)
• You are in a vacation-accruing position at the time you request compassionate transfer of leave hours.
• You have a catastrophic medical condition (see Definition), or are responsible for caring for a member of your immediate household who has a catastrophic medical condition. This condition must be expected to last at least 45 continuous days.
• For your own illness or injury, you are completely unable to perform your regular duties or available light duty work.
• If you are enrolled in one of the short-term disability plans for University employees, you have applied to receive disability payments.
• You have used all of your paid time off (vacation, sick time, compensatory time, or paid parental leave).
• You are not receiving either long-term disability benefits or workers' compensation benefits.

A “Catastrophic” illness or injury means the condition is

1. seriously incapacitating or life-threatening (in the case of the employee, you are unable to perform the duties of the position you held at the time you were injured or became ill, and you are unable to perform available light duty work); and
2. of extended duration (the anticipated length of disability is at least 45 continuous calendar days); and
3. confirmed in writing by a physician of your choice; the University has the right to seek a second opinion by a physician we choose.

The University will use excess accruals of vacation hours that University employees must forfeit at the end of the calendar year to provide compassionate transfer of leave hours. We assume that employees voluntarily donate their forfeited hours unless they specifically request their hours not be available for compassionate transfer of leave.

If you are enrolled in a short-term disability program offered by the University of Arizona or Arizona Department of Administration, you must apply for and, if eligible, receive the short-term disability benefits before you can use compassionate transfer of leave contributions. However, you may use compassionate transfer of leave hours during the initial waiting period before short-term disability payments begin. Once you begin receiving short-term disability payments, you may only use compassionate transfer of leave contributions to supplement those payments up to your regular rate of pay. You cannot use compassionate transfer of leave to receive more than your regular rate of pay.

If you work 40 hours per week (1.0 FTE) you may receive a maximum of 480 compassionate transfer of leave hours within a 12-month rolling period; the 480-hour allotment is prorated by FTE. You can begin receiving compassionate transfer of leave hours, allotted at your normal FTE, once you (a) have submitted a doctor’s written confirmation of a catastrophic condition, (b) have used all of your available paid time off; and (c) if applicable, have applied for short-term disability. If you are caring for a family member with a catastrophic condition, you may use compassionate transfer of leave hours intermittently; to use compassionate transfer of leave hours for your own condition, you must be completely unable to work.

Compassionate transfers of leave shall not continue beyond the period you (or your qualifying family member) are disabled, and shall terminate on the date when either (a) you return to work at your previous FTE or a reduced FTE, or (b) you begin receiving long-term disability benefits. Once you begin receiving long-term disability or workers’ compensation payments, you may not use compassionate transfer of leave hours to subsidize those benefits. If you return to work at a lower FTE, you may not use compassionate transfer of leave hours to supplement your earnings.

The employee’s department shall submit immediate notification when an employee returns to work.

All deaths and serious injuries occurring on University property shall be reported immediately to the University of Arizona Police Department (UAPD). Deans, directors, and department heads shall report any death or serious injury of an employee to the Executive Office of the President, and deaths and serious injuries of students shall be reported to the Dean of Students Office. As soon as is practical, all such incidents must be reported to the Department of Risk Management Services, using a University accident report form or online system designated for this purpose.

Employee injury reports and workers' compensation claims are submitted to Risk Management Services and then forwarded to the State of Arizona Risk Management Division for processing.

The Division of Human Resources processes employees' health and life insurance claims, disability applications, and survivors' benefits claims.

Arizona state law requires that each employee (excluding aliens) affirm their allegiance to the United States and State of Arizona by signing an Oath of Loyalty prior to commencing employment.

An employee who objects on religious grounds to the loyalty oath form may revise this form or submit an alternative signed loyalty oath that (1) is acceptable to the employee's religious beliefs and (2) otherwise retains the meaning and intent of the loyalty oath's statutory requirements.

Any person who is legally required to register for the federal Military Selective Service System must do so to be eligible to be considered for employment at the University.

It is the University's responsibility to ensure that the identity and the employment eligibility of all persons employed by the University have been reviewed and that the persons are eligible for employment.

Hiring departments shall be responsible for compliance with the documentation and verification requirements of this policy.

This policy applies to all newly hired and rehired employees of the University, both U.S. citizens and foreign nationals.

On or before their first day of employment, all new employees of the University shall be required to complete Section 1 of the Employment Eligibility Verification Form (INS I-9). Employees must present to their hiring department original documentation to establish their (1) true identity and (2) eligibility to be employed in the United States within three (3) business days of the date employment begins.

Under U.S. Citizenship and Immigration Services regulations, if an individual is unable to provide the required document(s) on or before the third day of employment, the individual must present a receipt for the application of the document or documents within three (3) business days of the date employment begins and present the required document or documents within 14 days of employment.

Verification

The hiring department shall complete the Employment Eligibility Verification Form (INS I-9), certifying that the employee has presented original documents attesting to their identity and verifying that she or he is authorized to work in the United States.

The employee shall digitally sign the I-9 and attest to the same facts.

No employee may receive a University paycheck until an I-9 has been accurately executed by the hiring department and recorded by Workforce Systems.

E-Verify

The Legal Arizona Workers Act requires employers in Arizona to use the “E-Verify” system (a free web-based service offered by the federal Department of Homeland Security) to verify the employment authorization of all new employees hired after December 31, 2007.

Reemployment

When an individual is terminated from the University's payroll system and rehired, the hiring department and individual shall prepare a new I-9 form, and the hiring department shall inspect original documents as described above.

Social Security

Employees of the University, including resident and nonresident aliens, are required to have a valid Social Security number. Except as exempted under federal law, all employees must contribute to the Social Security System.

Expiration of Employment Eligibility for Foreign Nationals

The hiring department is responsible for re-verifying employment eligibility of foreign nationals upon expiration of any employment authorization documents, should the department desire to continue the foreign national's employment.

The University of Arizona is committed to creating and maintaining an environment free of discrimination. In support of this commitment, the University prohibits discrimination, including harassment and retaliation, based on a protected classification, including race, color, religion, sex (including pregnancy), national origin, age, disability, veteran status, sexual orientation, gender identity, or genetic information. The University encourages anyone who believes they have been the subject of discrimination to report the matter immediately as described in the section below, “Reporting Discrimination, Harassment, or Retaliation.” All members of the University community are responsible for participating in creating a campus environment free from all forms of prohibited discrimination and for cooperating with University officials who investigate allegations of policy violations.

University Obligations

The University will take prompt and appropriate action to (a) thoroughly investigate complaints of discrimination described in this policy; and
(b) prevent, correct and, if necessary, discipline individuals who engage in behavior that violates this policy in accordance with existing University policies.

Applicability and Enforcement of Policy

This policy applies to:

• All University employees in all aspects of their employment relationship with the University;
• All University students in all aspects of their participation in the University’s educational programs and activities;
• All University applicants, whether for employment or for admission to educational or University-sponsored programs, activities, or facilities;
• All persons or groups participating in or accessing University-sponsored programs, activities, or facilities; and
• All vendors or contractors in all aspects of their relationship with the University.

Enforcement of this policy is subject to constitutional protections related to freedom of speech, association, and the press.

Prohibited Discrimination, Including Harassment and Retaliation

Discrimination

"Discrimination" occurs when an individual, or group of individuals, is treated adversely because they belong to a classification of individuals that is protected from discrimination by a federal or state statute or University policy as set forth above. The failure to provide reasonable accommodations required by law or University policy based on disability or religious practice may constitute discrimination.

Harassment

"Harassment" is a specific form of discrimination. It is unwelcome behavior, based on a protected classification, that a reasonable person would perceive to be sufficiently severe or pervasive to create an intimidating, hostile, or offensive environment for academic pursuits, employment, or participation in University-sponsored activities.

Additionally, "Sexual Harassment," whether between individuals of the same or different sex, includes unwelcome conduct of a sexual nature that is made, either explicitly or implicitly, a condition of an individual’s education, employment, or participation in a University program or activity, and/or when the submission to or rejection of such conduct is a factor in decisions affecting that individual’s education, employment, or participation in University-sponsored activities.

Harassing conduct may take many forms, including verbal acts and name calling, as well as nonverbal behavior, such as graphic, electronic, and written statements, or conduct that is physically offensive, harmful, or threatening.  

Title IX Sexual Harassment

“Title IX Sexual Harassment” is a subset of sexual harassment and is conduct, based on sex, that constitutes one or more of the following:
(a) unwelcome conduct, occurring in the United States, that a reasonable person would find so severe, pervasive, and objectively offensive that it effectively denies a person equal access to a University-sponsored education program or activity; (b) an employee conditioning the provision of an aid, benefit, or service of the University on an individual’s participation in unwelcome sexual conduct; or (c) any of the following specific acts of sexual harassment taking place within the United States and within a University-sponsored program or activity: sexual assault, dating violence, domestic violence, and stalking.

Retaliation

"Retaliation" occurs when an adverse action is taken against an individual for engaging in protected activity. Protected activity consists of (a) opposing conduct reasonably believed to constitute discrimination, including harassment, which violates a nondiscrimination statute or which University policy prohibits; (b) filing a complaint about such practice; or (c) testifying, assisting, or participating in any manner in an investigation or other proceeding related to a discrimination complaint. Adverse actions that are reasonably likely to deter a complaining individual or others from engaging in protected activity are prohibited.

Title IX Retaliation

“Title IX Retaliation” includes taking materially adverse action by intimidating, threatening, coercing, harassing, or discriminating against any individual for the purpose of interfering with any right or privilege secured by Title IX, or because the individual has made a report or complaint, testified, assisted, or participated or refused to participate in any manner in an investigation, proceeding, or hearing related to Title IX Sexual Harassment.

Supervisory Responsibilities to Prevent and Report Discrimination, Harassment, and Retaliation

Employees or agents of the University who (a) supervise other employees, graduate or undergraduate students, contractors, or agents; (b) teach or advise students or groups; or (c) have management authority related to a University-sponsored program or activity are required to:

• Engage in appropriate measures to prevent violations of this policy; and
• Upon receiving a report or having a reasonable basis to suspect that potential discrimination, harassment, or retaliation has occurred or is occurring, promptly notify and provide all available information and documentation to the Office of Institutional Equity 

Reporting Discrimination, Harassment, or Retaliation 

An individual who believes that they have been subjected to discrimination, harassment, or retaliation in violation of this policy should report the matter immediately as set forth below to obtain information about resolving concerns, including complaint-filing options and procedures, and to enable the University to take prompt remedial action.

Director for Equity Compliance
Office of Institutional Equity
University Services Building, Room 203
P.O. Box 21058
Tucson, AZ 85721-0158
(520) 621-9449
equity@email.arizona.edu

If the alleged policy violator is employed by the Office of Institutional Equity, then the individual who has been the subject of discrimination, harassment, or retaliation in violation of this policy may contact the Human Resources.

Good Faith Allegations

Because of the nature of discrimination, harassment, or retaliation complaints, allegations often cannot be substantiated by direct evidence other than the complaining individual’s own statement. Lack of corroborating evidence should not discourage individuals from seeking relief under this policy. No adverse action will be taken against an individual who makes a good faith allegation of discrimination, harassment, or retaliation under this policy, even if an investigation fails to substantiate the allegation. However, individuals who make dishonest statements or make statements with willful disregard for the truth during an investigation or enforcement procedure under this policy may be subject to disciplinary action in accordance with existing University policies.

Anonymous Inquiries and Complaints

Members of the University community may contact the Office of Institutional Equity at any time to ask questions about discrimination, harassment, retaliation, or complaint-filing procedures and may provide information without disclosing their names. This provision does not relieve managers, supervisors, instructors, or advisors of their responsibility to promptly report under this policy.

Reporting Complaints to Outside Agencies

University employees and students have the right to file discrimination, harassment, and/or retaliation complaints with outside agencies as well as with the University’s Office of Institutional Equity. If an individual files a complaint with an external agency, the filing will not affect the University’s investigation concerning the same or similar events.

Consequences of Policy Violations

Members of the University community who violate this policy will be subject to corrective action that could include reprimand, demotion, denial of promotion, termination from employment or from educational programs, or other appropriate administrative action.

Affiliated Entities

University employees or students who work or study at a worksite or program of an institution with which the University has entered into an Affiliation Agreement (Affiliate) are subject to this policy while at such worksite or participating in such program. Similarly, Affiliates are obligated under agreements with the University to comply with all applicable state and federal statutes and regulations regarding equal employment opportunity and nondiscrimination. If a University employee or student believes that they have been subjected to discrimination, harassment, or retaliation while working at or participating in a program of an Affiliate in violation of this policy, they should contact the Office of Institutional Equity in accordance with the reporting provisions of this policy.

Confidentiality

Employees of the Office of Institutional Equity, employees of the Dean of Students Office, and all responsible administrators who receive reports of discrimination, harassment, or retaliation shall maintain the confidentiality of the information they receive, except where disclosure is required by law or is necessary to facilitate legitimate University processes, including the investigation and resolution of discrimination, harassment, or retaliation allegations.

The University of Arizona is committed to providing a safe and secure workplace for all employees, students, and visitors. This policy confirms the University's commitment to prevent, reduce and manage violence to provide a safe environment in which to work and learn.

This policy applies to students, employees, vendors, and visitors at all University-owned, -controlled or -leased premises, including satellite locations, at any location at which University business is conducted, or at which employees, students, vendors, or visitors represent the University, including while attending off-campus meetings or conferences, or while riding in University-owned or -leased vehicles.

"Damaging Property" means intentionally damaging or defacing or destroying property owned, controlled, or leased by the University or its students, employees, vendors, or visitors.

"Employee" means part-time, full-time, temporary, or permanent UA employees, student and graduate student employees, and other individuals acting as agents of the University, such as University affiliates and associates.

"Intimidating" means an intentional act that would cause a reasonable person to fear that s/he is in danger of injury or harm.

"Stalking" means an intentional or knowing course of conduct directed toward another person if that conduct either would cause a reasonable person to fear for the person’s safety and that person in fact fears for their safety; or would cause a reasonable person to fear death and that person in fact fears death.

"Threatening" means expressing intent to cause harm.

"Violence" includes, but is not limited to, intentionally threatening, intimidating, physically injuring, stalking, damaging property, or using a weapon or firearm, unless the individual doing so is a certified law enforcement officer acting within the course and scope of their duties.

"Workplace" includes all University-owned, -controlled, or -leased premises, including satellite locations, at any location at which University business is conducted, or at which employees, students, or visitors represent the University, including while attending off-campus meetings or conferences, or while riding in University-owned or -leased vehicles.

The University prohibits any form of violence by or against any employee, student, vendor, or visitor to the University. Violating this policy will result in disciplinary action up to and including dismissal as unacceptable personal conduct and may also result in criminal prosecution. This policy also prohibits retaliation or harassment against anyone who makes a good faith report of a violation of this policy. The University will, to the extent permitted by law, protect the anonymity and safety of anyone who reports an act of violence, as defined by this policy.

The University prohibits individuals from making intentionally false or misleading reports of violence or threats of violence. Individuals who make such reports will be subject to disciplinary action up to and including dismissal under the University’s disciplinary policies.

Reporting Incidents of Workplace Violence

Employees and students will report all incidents of workplace violence to the University of Arizona Police Department by dialing 9-1-1, to their immediate manager or supervisor, and to Human Resources. The University will, to the extent possible, handle reports of workplace violence confidentially, except to the extent necessary to communicate to individuals who need to know pertinent information so that they may take appropriate action. The University also may be required to report such incidents to comply with state and federal laws and regulations. The University will be sensitive and responsive to the potential for fear of reprisal by employees or students who report threats or acts of violence.

Responding to Reports and Acts of Violence

The University encourages all employees and students to assist in maintaining a safe and secure workplace, while recognizing the need to be alert to the possibility of violence by students, former students, employees, former employees, vendors, and visitors. Individuals who receive reports of workplace violence must contact Human Resources for guidance and assistance in addressing such situations. Human Resources will review information it receives and may seek additional information as necessary. It also may convene the Threat Assessment and Management Team, as described below, for assistance in evaluating the potential of further violence and making recommendations regarding appropriate disciplinary action. If an employee violates this policy, then the responsible supervisor will institute appropriate disciplinary action after consulting with Human Resources and other University officials, as appropriate. If students violate this policy, then the Dean of Students Office will institute appropriate disciplinary action against such students.

Human Resources will make efforts to support individuals affected by workplace violence by identifying appropriate resources for providing support and assistance.

Threat Assessment and Management Team

The University has established a multidisciplinary Threat Assessment and Management (TAM) Team, which will meet as necessary to assist Human Resources or the Dean of Students in determining whether a specific individual constitutes an ongoing threat to the safety of an individual or to the workplace, and to make recommendations following incidents of workplace violence. The University engages the services of outside consultants, who are available to the TAM Team to assess such risks and assist in making recommendations.

The University workplace is a diverse environment of classrooms, offices, and laboratories where many different activities are performed. Visitors to the workplace are generally welcome, and in some settings even encouraged. However, appropriate precautions and limitations on visitation are necessary to protect health and safety, and to maintain productivity and regulatory compliance.

"Hazardous Areas," for the purpose of this policy, are defined as any University operation or space where any of the following are present:

• Chemicals or radioactive materials in use or storage
• Biological or infectious hazards
• Live animals
• Construction or renovation activities
• Utility equipment spaces, tunnels, rooftops, mechanical rooms, heavy machinery, cranes, high noise levels, electrical hazards
• Other areas deemed hazardous by the host department

Hazardous Workplaces

There are many workplaces where hazardous materials or equipment are located or where hazardous operations are conducted. These include laboratories, shops, farms, animal-care facilities, and power plants. It is therefore necessary to restrict access “Hazardous Areas” for visitors, especially minors.  

Visiting adults who are not students or employees (visiting scientists, etc.) who work for two weeks or more in laboratories or other hazardous areas must receive safety training equivalent to that required for employees in the same environment. Documentation of training received from other employers or institutions may be accepted if approved by Risk Management Services. The host department is responsible for providing all visitors with specific safety instructions for local conditions and procedures, and for providing all necessary personal protective equipment. All safety training must be properly documented by the host department and kept on file in that department.

Visiting adults who are not students or employees (visiting scientists, etc.) who visit or work for two weeks or less in laboratories or other hazardous areas must at a minimum have local safety measures and emergency procedures explained to them, and must be provided with personal protective equipment appropriate to the environment being visited. Short-term visitors must be escorted and/or supervised by the host department at all times during their visit.

Children

In general, the workplace is not an appropriate place for minor children on a frequent or continuing basis, as children in the workplace create an atmosphere that may not be conducive to achievement of the unit’s specific goals and objectives.

Special occasions that are employer-sanctioned and at which attendance by children is encouraged should be coordinated with and approved by the department. The employee's schedule for that day should take the child's presence into consideration to eliminate potential hazards.

Children may be brought to workplaces by parent employees for brief visits or other times when common sense would dictate that it is more efficient for the employee to bring the child into an office (following or before a physician's appointment, for example). The parent employee must supervise the child(ren) on such visits. It is generally not appropriate for children of any age to be in the workplace on a regular basis, such as after school each school day or on regularly scheduled school holidays. Departments may implement an internal departmental policy allowing such visits.

The University recognizes that occasionally situations may arise that leave an employee with no acceptable alternative but to bring their child(ren) to work. In the event of an emergency, or if there are no other alternatives, parent employees may have children present in the workplace provided the parent secures prior departmental approval. Departments may implement an internal departmental policy allowing short-term visits by employees' children or may request employees to seek approval at the time of the visit. Such arrangements may be granted only in circumstances where safety issues (such as stairs and stairwells, automatically closing doors, open windows, office machines, etc.) have been satisfactorily addressed. This exception is not applicable to Hazardous Areas. Parent employees may not leave such child(ren) in the custody of another University employee, even for brief periods of time.

Minor children are not permitted as regular visitors in any Hazardous Area, as defined above. Short-term visits may be authorized for approved guided tours or other reasons, if appropriate precautionary measures are taken and hazards have been fully controlled or removed during the visit. Direct adult supervision of children is required at all times in hazardous areas. Department heads may require additional safety measures prior to such visits, and may wish to require written parental consent authorizing the site visit.

Vehicles

As a general rule, all occupants of University vehicles must have an official purpose to ride in the vehicle. This may typically include employees, students, or participants in an official University program or activity that uses the vehicle. Parent employees who wish to bring children on field trips in University vehicles as program participants should consult with their departments to determine if their children can participate in the activity safely and without disrupting or otherwise interfering with the program's purpose.

Animals

With the exception of service dogs or other service animals used to guide or assist persons with disabilities, employees may bring animals to University workplaces only with prior permission from the department head and only for official purposes.