The University of Texas
Southwestern Medical Center at Dallas
EMPLOYEE GUIDE
TABLE OF CONTENTS
| WELCOME | 1 |
| THE UNIVERSITY | 2 |
| The University of Texas Southwestern Medical School | 2 |
| The University of Texas Southwestern Graduate School of Biomedical Sciences | 3 |
| The University of Texas Southwestern Allied Health Sciences School | 3 |
| MISSION | 5 |
| PHILOSOPHY | 5 |
| Policies for People | 6 |
| STANDARDS OF CONDUCT | 6 |
| Ethics | 6 |
| Conflicts of Interest | 7 |
| Equal Opportunity | 7 |
| Sexual Misconduct including Sexual Harassment | 7 |
| Work Attendance | 8 |
| Dress and Appearance | 9 |
| Office Etiquette | 9 |
| Telephone Service Objectives | 10 |
| Personal Telephone Calls | 10 |
| Personal Mail | 10 |
| E-mail and Internet Usage | 11 |
| Identification Cards, Access Keys, and Passes | 11 |
| UT Southwestern Identification Card | 11 |
| Identification Card Issued by an Affiliated Entity | 11 |
| Access Keys and Passes | 11 |
| Confidentiality | 11 |
| Automated Information and Information Resources Access and Use | 12 |
| User IDs and Passwords | 12 |
| Appointment of Relatives (Nepotism) | 12 |
| Media Contacts | 13 |
| Campus Parking | 13 |
| Policy Violations | 13 |
| EMPLOYMENT | 13 |
| Hiring | 13 |
| Promotions | 14 |
| Bidding on Vacant Positions | 14 |
| Security-Sensitive Positions | 14 |
| COMPENSATION AND PERFORMANCE | 14 |
| Fair Labor Standards | 14 |
| Exempt Employee | 14 |
| Nonexempt Employee | 14 |
| Performance Evaluations | 15 |
| Regular Employees | 15 |
| Full-time Regular Employee | 15 |
| Part-time Regular Employee | 15 |
| Temporary Employees | 15 |
| Full-time Temporary Employee | 16 |
| Part-time Temporary Employee | 16 |
| Wages | 16 |
| Merit Pay | 16 |
| Longevity Pay | 16 |
| Hazardous Duty Pay | 17 |
| Overtime Compensation | 17 |
| Equivalent Time | 17 |
| Paychecks | 18 |
| Regular Employee | 18 |
| Temporary Employee | 18 |
| Employee Recognition and Awards Program | 18 |
| Workweek, Workdays, and Work Hours | 18 |
| Workplace | 19 |
| Rest Periods | 19 |
| Meal Breaks | 19 |
| Travel Time | 19 |
| On Call | 20 |
| Attending Seminars and Training | 20 |
| Time Reporting | 20 |
| Changing Your Tax Withholdings | 20 |
| Garnishments and Tax Levies | 20 |
| TIME AWAY FROM WORK | 21 |
| Holidays | 21 |
| Vacation Leave | 21 |
| Vacation Scheduling | 21 |
| Probationary Employee Vacation Hold | 21 |
| Unearned Vacation Leave | 21 |
| Vacation Carryover | 21 |
| Disposition of Vacation Leave at End of Employment | 22 |
| Sick Leave | 22 |
| Use of Sick Leave | 22 |
| Misuse of Sick Leave | 22 |
| Disposition of Sick Leave upon Death of Employee | 23 |
| Sick Leave Pool | 23 |
| Family and Medical Leave | 23 |
| OTHER LEAVE | 24 |
| Funeral Leave | 24 |
| Emergency Leave | 24 |
| Inclement Weather | 25 |
| Military Leave | 25 |
| Annual Military Training and National Guard Activation | 25 |
| Extended Military Leave | 26 |
| Voting Leave | 26 |
| Court or Administrative Appearance Leave | 26 |
| Nonpaid Leave | 27 |
| Extended Leave of Absence Without Pay | 27 |
| Absences without Leave Accruals | 27 |
| Work Attendance | 27 |
| BENEFITS | 28 |
| Group Insurance | 28 |
| Changes in Insurance Coverage | 28 |
| Annual Enrollment | 28 |
| Qualifying Family Status Change | 28 |
| Available Group Insurance | 29 |
| Unemployment Compensation Insurance | 29 |
| Workers' Compensation Insurance | 29 |
| UT Flex | 30 |
| Insurance Premium Payments | 30 |
| Medical and Dental Expenses | 30 |
| Dependent Care Expenses | 30 |
| Employee Assistance Program | 31 |
| Retirement Benefits | 31 |
| Teacher Retirement System of Texas | 32 |
| Optional Retirement Program | 32 |
| Tax-Sheltered Annuities | 33 |
| Retirement and Modified Service | 33 |
| WORK ENVIRONMENT | 33 |
| Access to UT Southwestern Facilities | 33 |
| Clean Air | 33 |
| Facility Maintenance | 33 |
| Drug Free Workplace | 34 |
| Alcoholic Beverages | 34 |
| Illicit Drugs | 34 |
| Violence-Free Workplace | 35 |
| Lethal Weapons | 35 |
| Life-Threatening Illness | 35 |
| Chemical and Other Hazards | 36 |
| Solicitation and Distribution of Literature | 36 |
| Children in the Workplace | 36 |
| Americans with Disabilities Act | 37 |
| EMPLOYEE RELATIONS | 37 |
| Personnel Files | 37 |
| Updating Personal Information | 37 |
| Reduction in Force | 37 |
| Grievances | 38 |
| Disciplinary Actions | 38 |
| Poor Work Performance | 38 |
| Misconduct | 38 |
| Appeal of Disciplinary Actions | 40 |
| Leaving UT Southwestern | 40 |
| Resignation | 40 |
| Terminal Clearance | 40 |
| Final Paycheck | 40 |
| Vacation Leave Payment | 40 |
| Continuation of Insurance Coverage | 40 |
| UNIVERSITY SERVICES | 40 |
| Student Activities Office | 40 |
| Eating Facilities | 41 |
| University Store | 41 |
| University Library | 41 |
| University Cashier | 41 |
| Verification of Employment and Requests for Employee Information | 42 |
| SAFETY AND SECURITY | 42 |
| University Police | 43 |
| Lost and Found | 43 |
| APPENDIX | 44 |
| INDEX | 104 |