EMPLOYEE RELATIONS

People work together best in an atmosphere where they are valued as individuals and recognized as important members of a team. This kind of respect spurs individuals to achieve their highest level of personal performance and to find a rewarding degree of personal pride in the expression of their own abilities.

UT Southwestern's aim is to create and constantly enhance such an environment. Standards of conduct must be maintained to ensure that each employee is treated fairly and consistently. This means that policies, procedures, and rules must be administered uniformly and followed judiciously.

Personnel Files

The Office of Human Resources maintains your official personnel file. You may review the contents of your file by contacting your department's employee relations representative to arrange an appointment. You may obtain copies of the documents contained in your file by submitting your request and paying the copying fee.

Updating Personal Information

It is important that your personal information contained in UT Southwestern records is accurate and up to date. To accomplish this goal, you are required to timely report changes in your personal information via the Human Resources Management System (HRMS). This includes changes in name, marital status, address, telephone number, and educational achievement.

Reduction in Force

If you are subjected to a reduction in force due to financial reasons or a bona-fide reorganization of your department, you will be provided with as much advance written notice as possible. To the extent possible, the notice shall be at least 60 days in advance of your proposed date of termination. The written notice will include an explanation of the reasons for the reduction-in-force, an explanation of why your position is to be eliminated, or why you were selected for employment termination.

For up to six months after the termination of your employment due to a reduction in force, reasonable efforts will be made to notify you of open positions for which you are qualified and to facilitate your reemployment.

You may initiate a grievance of the termination decision by submitting a written grievance to the head of your department within 10 working days of receiving notice of termination of your employment. Specific procedures and deadlines pertaining to such grievances may be found in Human Resources Policy Memorandum No. 1.060, titled Reduction in Force.

Grievances

UT Southwestern encourages fair, efficient, and equitable solutions for problems arising out of the employment relationship.

All employees, (including probationary employees, temporary employees, and hourly or per diem employees) may submit grievances concerning wages, hours of work, working conditions, performance evaluations, merit raises, job assignments, reprimands, and the interpretation or application of a rule, regulation, or policy. The Grievance Procedure is contained in Human Resources Policy Memorandum No. 6.030.

Disciplinary Actions

You are expected to acquaint yourself with the performance criteria for your particular job and abide by all rules, procedures, and standards of conduct established by The University of Texas System Board of Regents, UT Southwestern, and your employing department.

You may be suspended, demoted, discharged, or otherwise disciplined for good cause, and serious offenses can result in your immediate termination.

It is impossible to write rules and standards that specifically describe every type of prohibited conduct; however, failure to fulfill the responsibilities set out by applicable performance criteria, rules, procedures, and standards of conduct, may subject you to disciplinary action that may include termination of employment. The following is not intended to be a comprehensive listing of all prohibited conduct; however, it does provide a general description of the types of conduct that should be avoided:

Poor Work Performance

Failure to maintain satisfactory work performance standards. "Work performance" includes all aspects of your work.

Misconduct

Failure to maintain suitable and acceptable standards of conduct. Examples of unacceptable conduct includes, but is not limited to:

1. Falsification of time sheets, personnel records, or other UT Southwestern records;
2. Neglect of duties or wasting of time during working hours;
3. Smoking anywhere except in designated smoking areas;
4. Gambling or participating in lotteries or any other games of chance on the premises at any time;
5. Soliciting, collecting money, or circulating petitions on the campus other than within the rules and regulations of UT Southwestern;
6. Bringing intoxicants or drugs onto the campus, using intoxicants or drugs, having intoxicants or drugs in one's possession, or being under the influence of intoxicants or drugs on the campus at any time;
7. Abuse or waste of tools, equipment, fixtures, property, supplies, or goods owned by or under the control of UT Southwestern;
8. Creating or contributing to unhealthy or unsanitary conditions;
9. Violations of safety rules or accepted safety practices;
10. Failure to cooperate with supervisor or co-worker, impairment of function of work unit, or disruptive conduct;
11. Disorderly conduct, harassment of other employees (including sexual harassment), or use of abusive language on campus;
12. Fighting, encouraging a fight, or threatening, attempting, or causing injury to another person on the campus;
13. Neglect of duty or failure to meet a reasonable and objective measure of efficiency and productivity;
14. Theft, dishonesty, or unauthorized use of UT Southwestern property, including records and confidential information;
15. Creating a condition hazardous to another person on the campus;
16. Destroying or defacing UT Southwestern property or records or the property of a student or employee;
17. Refusal of an employee to follow instructions, to perform designated work that may be required of the employee, or to adhere to established rules and regulations;
18. Repeated tardiness or absence, absence without proper notification to the supervisor or without satisfactory reason, or unavailability for work; and
19. Violation of a policy or rule of The University of Texas System or
    UT Southwestern.

The terms "campus" and "property" include all UT Southwestern facilities wherever located.

A copy of the Discipline and Discharge Policy may be found in the Appendix.

Appeal of Disciplinary Actions

If a disciplinary action of demotion, suspension without pay, or dismissal is imposed, you have three levels of appeal available to you. Your appeal must be submitted pursuant to the Procedure for Appealing Disciplinary Actions (the "Procedure"). The Procedure provides specific procedures and time limits that are applicable to your rights of appeal. The Procedure may be found in the Discipline and Discharge Policy contained in the Appendix.

Leaving UT Southwestern

Resignation

If you decide to resign your employment with UT Southwestern, you are requested to notify your supervisor in writing of your resignation at least two weeks prior to your intended last date of employment.

Terminal Clearance

On your last day of employment or the day before, you must complete the terminal clearance process. You will be required to account for all UT Southwestern property and keys issued to you.

Final Paycheck

Your final paycheck will be mailed to you on the first payday after you complete the terminal clearance process or as soon as possible thereafter. Your final paycheck cannot be transmitted to your financial institution as a direct deposit. Failure to complete the Terminal Clearance process could result in delays in receiving your final paycheck.

Vacation Leave Payment

If you have unused vacation leave accruals remaining when you end your employment with UT Southwestern and there will be a break in your state service, you will be paid for your unused vacation leave accruals within four to six weeks after you have completed the terminal clearance process.

Continuation of Insurance Coverage

Within 14 days of your separation from employment with UT Southwestern,
you will be sent information pertaining to continuation of your insurance coverage. The information will be sent to you by U.S. mail addressed to the last address in your official personnel records or to such other address you provide to
UT Southwestern during the terminal clearance process.