Human Resources: Workplace Policies

Background Checks
The University of Portland desires to provide its students, faculty, and staff a safe and secure environment and to provide protection for its financial and material assets. It is appropriate in the employment process to screen applicants for faculty and staff positions for specific criminal conviction records - or in some instances credit records - that the University believes cast doubt as to an individual's fitness for a particular position.

When the University determines use of criminal conviction records or credit records is appropriate, any information received will be reviewed and evaluated by the Director of Human Resources (or appropriate designee) as to its relevance to the specific employment decision to be made. This evaluation shall include consideration of, without limitation, the following factors: falsification of application; date of conviction; employment record after conviction; length of employment and work performance (for transfers and internal promotions); number and nature of the conviction(s); nature of the work to be performed; the potential opportunity through abuse of work-related functions or situations to cause loss or harm to students, faculty or staff, or to the financial or material property of the University.

Existence of a conviction record will not automatically disqualify the applicant for employment, transfer, or promotion. Providing false information or omission of information may be grounds for denial of employment for applicants or discharge for employees.

Applicants for faculty and staff positions will be notified by the hiring department at the time an initial application or transfer request is made of the University's policy of checking criminal conviction records. The hiring department will direct the candidate to the candidate portal to obtain authorization for a background check at the time a conditional offer of employment has been extended and accepted by an applicant or employee.

This policy will be followed when filling faculty and staff vacancies with new hires or internal promotions/transfers and for other positions in which the employee has or may have contact with and/or access to financial and material assets of the University. This procedure may also be used in other situations when the University deems it relevant to a specific employment decision. For the full policy and for specific procedures for implementing this policy, follow this link.  (back to Workplace Policies)

Employment of Relatives
The University welcomes the applications of employee relatives and will consider them based on qualifications for openings not under the direct or indirect supervision of a relative.

For the purposes of this provision, a "relative" is defined as a spouse, parent, child, sibling, grandparent, grandchild, uncle, aunt, cousin, niece or nephew of the employee or of the employee's spouse. Relatives also include "step" relationships such as stepchild and stepparent.

Due to operational needs, departments may implement more restrictive policies regarding the employment of relatives.

The University also has a policy on Consensual Relationships that addresses romantic relationships between employees. (back to Workplace Policies)

Disciplinary Procedures
New employees may be discharged without notice at any time during the initial probationary period for any reason deemed sufficient by the University. After completion of the initial probationary period, disciplinary action will only be initiated for cause, and you may appeal any actions under the terms of the University's appeal procedure.Employees are hired for an indefinite term and may be discharged with or without cause.

Cause for immediate termination would include dishonesty; misappropriation of University funds or property; any falsification of University reports or records; insubordination; repetitive absences or tardiness; violations of standards of behavior; breach of the terms and conditions of employment; failing to resolve a conflict of interest; intentional or reckless violation of the rights of students, visitors, or fellow employees; violation of recognized canons of professional ethics or ethical statements of conduct; or acting in a manner that is not in accord with the philosophy and objectives of the University as stated in University Statutes, the Deed and Trust, and the 1967 Agreement between the Priests of the Holy Cross, Indiana Province, and the Board of Regents. (This list provides examples of immediate termination cause and is not intended to exclude other reasonable causes for disciplinary action.)  (back to Workplace Policies)

Discipline may include an oral warning for the first offense; a written warning and probation or suspension for the second offense; and termination for the third offense. Discipline need not include these steps in this order depending on the severity of the incident and the circumstances surrounding it.

Grievance Procedures
The University recognizes that in any employment setting, personnel problems will occasionally arise. The University is committed to ensuring that any such issues can be discussed openly and are dealt with satisfactorily and promptly. It is typically in the best interest of both the University and the employee to resolve problems as soon as possible at the lowest possible administrative level. Any grievances, disputes, and complaints should be addressed as follows:
The employee should make every effort to settle the issue by discussing concerns with the immediate supervisor. It is anticipated that a satisfactory resolution can usually be achieved at that level. In the event that the issue cannot be settled, the employee should seek redress with the next level manager, officer, or Human Resources.

If an employee feels unable to discuss the concern with the immediate supervisor or next level manager for any reason, or if conversations with department management do not resolve the issue, the employee should speak with the Employee Relations Specialist or Director of Human Resources.

Faculty members with concerns should follow procedures indicated in the Faculty Handbook.

Sexual Harassment
It is the intent of the University to provide a campus environment free from all forms of verbal, physical, and visual harassment. All employees of the University are asked to be sensitive to these issues and their relationship to the individual rights and dignity of their co-workers. The University does not condone, nor will it tolerate, any form of sexual harassment because it undermines the University’s mission of teaching, faith, and service. Federal law and university standards of excellence demand that employees and students MUST be provided an environment free from any harassment based upon their race, color, religion, sex, age, marital status, national origins, or handicaps.

Any act of sexual harassment is subject to disciplinary action by the University. All faculty and staff, new and continuing, are required to self-administer an on-line sexual harassment education program. Notification of the program website will be sent to all faculty and staff at the beginning of each academic year. For faculty and staff who fail to complete the program within the academic year of initial notice, future salary increases shall be withheld until the completion of the program.

Click here for the full sexual harassment policy and complaint procedures.  (back to Workplace Policies)

Likewise, because of the potential for abuse or the appearance of abuse and the inherent differential in authority, the University of Portland prohibits any member of the University community from engaging in a romantic and/or sexual relationship with any other member of the University community whom that person supervises or evaluates in any way.  Exceptions to this prohibition will be considered on a limited, case-by-case basis by the Office of the Provost, or the Director of Human Resources who will bring the issue to the attention of the appropriate Officer(s) of the University of Portland.

In keeping with the University of Portland’s philosophy and mission, if charges of sexual harassment are made, the existence of a consensual relationship, in any of the contexts stated above, shall not be a defense in any proceedings brought by the Office of Residence Life, the Office of the Provost, or the Director of Human Resources as a result of alleged violations of the University of Portland’s Sexual Harassment Policy.  (back to Workplace Policies)

Responsible Use of Technology
All members of the University community who use the University’s computing and information resources must assume responsibility for legal and ethical computer and network use. Responsible use encompasses respect for the rights of others including respecting privacy, using only authorized access, respecting intellectual property, respecting sensibilities of others, and not knowingly doing harm to or denying service to others. Click here for the full Acceptable Use Policy from Information Services.  (back to Workplace Policies)

Smoking
The University of Portland strongly supports a non-smoking environment; no member of the University community should be subject to the secondary smoke of another who chooses to smoke. The restrictions and prohibitions on smoking must be realistic and enforceable by all members of the community.

Smoking is prohibited in all indoor public areas of the University. Smoking is permitted outdoors except in the seating areas of Merlo Soccer Stadium and the Pilot Baseball field.

The University also prohibits smoking, within 50 feet, outside of all main entrances to buildings and facilities. Smoking is prohibited inside any University building, without exception. These buildings include classrooms, conference rooms, computer rooms, laboratories, study areas, offices, and the library, all indoor athletic facilities, institutional vehicles, residence halls, hallways, elevators, stairwells, restrooms, lobbies, reception areas, entryways, and the Pilot House, administrative and departmental service areas, food preparation and all dining areas (including the Commons and The Cove), shops, storerooms, and garages or designated “no smoking areas” near outdoor gas tanks

Any staff person who violates the smoking policy shall be referred to the Human Resources Director.  (back to Workplace Policies)

Drugs and Alcohol
The University expects that all members of the University community, and their guests, who choose to lawfully use or serve alcoholic beverages, will do so in a legal and responsible manner. Also, the manufacture, sale, distribution, possession, or use of a controlled substance or drug, not medically authorized, is strictly prohibited by the University. This policy applies to all members of the University community, students, faculty, and staff, while they are on University property or engaged in any University-sponsored activity. Violation of this policy will result in immediate disciplinary action, both by the University and the City of Portland if applicable. (back to Workplace Policies)

HIV/AIDS
The University will not consider the existence of any form of HIV infection when making decisions related to hiring, advancement, promotion, or tenure, except as it affects the individual's ability to perform his or her employment role. The full text of the University’s AIDS policy is on file with Human Resources.  (back to Workplace Policies)

Violence and Abusive Behavior
The University of Portland is committed to maintaining a safe environment.  The University will not tolerate any violence, threats of violence, or intimidation by an administrator, faculty, staff, student, or visitor (including independent contractors) that impacts the University or a member of the University community. Prohibited behavior can include physical acts, oral or written statements made in any medium (e.g., face-to-face, via regular or electronic mail, or via telephone), gestures and expressions, or behaviors such as stalking.

Violations of this policy will be treated seriously and with prompt action.  Any employee found in violation of this policy will be subject to disciplinary action up to and including termination of their relationship with the University.  Any individual who violates this policy may be removed and barred from University premises.  In addition, where necessary, the University may refer incidents of violence, threats of violence, or intimidation to the appropriate Prosecuting Attorney or other law enforcement agency.

Violence, threats of violence, or intimidation should be reported immediately to Public Safety. On campus, call extension 4444 for emergencies and 7161 for non-emergencies. (Off-campus callers must dial 503-943-4444 for emergencies and 503-943-7161 for non-emergencies.)

The University prohibits retaliation against or harassment of individuals who act in good faith by reporting real or perceived violence, a threat of violence, or intimidation. The University also prohibits individuals from making deliberately false or misleading reports under this policy.  Individuals who make such reports will be subject to disciplinary action up to and including dismissal under appropriate University disciplinary policies.  (back to Workplace Policies)

Weapons
A weapon is any firearm, knife or implement as defined by Oregon Revised Statutes 166.360, paragraph 5, sections a-g (copies of this statute are available from Public Safety).

Unless otherwise involved in sanctioned ROTC training, or worn as issued equipment to Public Safety Personnel, anyone on University of Portland property (students, staff, faculty, and visitors alike) is prohibited from possessing or storing anywhere (including vehicles) firearms and items described in ORS 166.360, as well as instruments or game equipment which looks like, or can be confused with, a firearm or dangerous weapon, e.g., paintball guns, archery sets, etc. All knives, except common pocketknives with blades less than 2 3⁄4inches in length, are also prohibited. Chemical agents,such as Oleoresin Capsicum (pepper spray), Mace, etc., are prohibited except when worn by Public Safety Personnel, or approved for personal carrying by the Director of Public Safety.

A “weapon permit” or other government-issued license does NOT except individuals from the prohibitions noted in this weapons policy, which applies to all persons on University property, regardless of permissions granted to them elsewhere.  (back to Workplace Policies)

Whistleblower/Reporting Workplace Conerns
Policy statement here for whistleblowing will be forthcoming.