Human Resources: Information and Standards

Job Openings, Transfers and Promotions
Job openings are advertised on the web at https://up.hiretouch.com/. Employees who believe they qualify for any open position are encouraged to apply. Accrued benefits will not be affected unless the new position is of a different employee status than the position being vacated. (back to Employment Information)

Employee Status
The term “status” refers to one’s full- or part-time basis of employment. There are three categories to describe employment status with the University:

• Regular full-time: Employees who have successfully completed at least a 90-day trial service period (see below) and are required to work a minimum of 35 hours per week at least nine months per year.
• Regular part-time: Employees who have successfully completed at least a 90-day trial service period (see below) and are required to work at least 17.5 hours per week on a regularly scheduled basis.
• Temporary/on-call: Employees who are hired on a temporary basis for a special project, emergency assignment, or for a special period of time (not to exceed 9 months) and who are not regularly scheduled by their department. (back to Employment Information)

Orientation and Training Period
Employees are expected to complete at least a 90-day training period. (The Public Safety and Physical Plant departments use a 180-day period.) During this period, either the employer or the employee may terminate such employment without advance notice, with compensation being paid up to the date of termination.

Within three days of beginning work as a University employee documentation must be presented to the Office of Human Resources that establishes employee identity and employment eligibility. This I-9 documentation is required by federal immigration laws. Failure to provide the proper documentation will result in immediate termination. (back to Employment Information)

Attendance and Appearance
Each employee represents the University when interacting with students, visitors, and other employees. The University expects employees to report to work on time and to be clean, neat, and dressed appropriately for their job.

Departments must be fully staffed in order to carry out their mission and assist in the mission of the University. Absenteeism and tardiness affects the ability of each department to perform its duties in a timely manner and causes an undue burden for those employees who must fill in.

It is the employee’s responsibility to be at work on time and attend to personal affairs during nonworking hours as much as possible. If an employee must be absent or late, he or she is expected to inform his or her supervisor as soon as possible so that coverage can be arranged. Excessive unauthorized absences or tardiness is considered leave without pay and may be grounds for disciplinary action.

Employees are expected to maintain good personal health standards that will allow them to perform duties in a competent manner on a regular basis. While the University has no official dress code, employees are expected to pay special attention to, and exercise good judgment regarding, matters of personal hygiene and appropriate attire. If a supervisor determines that an employee is not meeting departmental expectations, he or she will bring the matter to the employee’s attention. (back to Employment Information)

Working Hours and Overtime
The University recognizes a five-day work week, generally from 8:30 a.m. to 4:30 p.m. with one unpaid hour for lunch. Certain departments may require differing schedules due to the nature of their duties and responsibilities. These schedules must be approved by the immediate supervisor and the Human Resources Office.

Two fifteen (15) minute rest breaks are authorized each working day (one morning and one afternoon), and count as time worked. The actual start time of these rest breaks for each individual are at the discretion of the immediate supervisor. Time does not accrue for unused breaks and they will not be considered compensable time. Oregon law also requires an employer to provide an unpaid meal period of not less than 30 minutes to each non-exempt employee who works six or more hours in a work period. 

In accordance with federal and state wage and hour laws, hourly employees will be paid the rate of time and one-half for work performed in excess of 40 hours per week. Compensatory time is not permitted, and all hours worked must be shown on the time card. Overtime hours require advance approval by the appropriate supervisor prior to their completion. Any falsification or alteration of time cards is grounds for disciplinary action up to and including termination.  (back to Employment Information)

Requests for Accommodation 
The University of Portland is committed to complying fully with the Americans with Disabilities Act (ADA) and applicable state disability discrimination laws. Accordingly, the University of Portland will make reasonable accommodations when appropriate for qualified applicants and/or employees with disabilities, unless doing so would impose an undue hardship on the University, in accordance with the ADA.

The University is committed to evaluating and responding to requests for accommodation by following an interactive, confidential and individualized process, as described in the ADA. If you are an employee with concerns about accomplishing the essential functions of your job due to a disability and are in need of reasonable accommodation, or if you are a manager/supervisor who has received an accommodation request from a direct report, please contact Human Resources to proceed. You may contact Stacey Watanabe, Employee Relations Specialist, at x8784 or watanabe@up.edu, email the Human Resources office at hr@up.edu, or you are welcome to stop by the Human Resources offices, Waldschmidt Hall rooms 501-504.

Payroll and Salary Advances
For hourly employees, paydays occur on the 5th and 20th of each month. Salaried employees are paid on the last business day of each month. Payment is made through direct deposit and employees receive an e-mail confirmation that includes a statement of earnings. (For those without direct deposit, paychecks can be printed and sent to the respective offices through campus mail.) Direct deposit authorization forms can be found at this link. To use this service, contact the Payroll Office. 

All new employees must report to the Human Resources Office within the first three days of employment to complete a I-9 and other necessary payroll forms. Any changes in withholding status, address, or legal name must be reported to the Payroll Office.

The University does not normally allow salary advances. If there is an instance of extreme hardship, the employee’s manager may send a request to the Vice President for Financial Affairs to approve an exception. If the exception is approved, the advance will be limited to 50% of the employee’s regular salary or wages and will be deducted from the employee’s pay on their next regular pay date. An employee may be approved for only one such exception per calendar year. (back to Employment Information)

Performance Evaluations

Probationary Period:  
On their date of hire, regular full- and part-time employees begin a 90-day probationary period in which they are oriented to the university, their department and responsibilities. (Employees in the Physical Plant and Public Safety departments are subject to a 180-day probationary period.) The probationary period is a time for assessment of an employee’s skills and appropriate fit for the position. During the probationary period, vacation and sick leave are earned, but may not be used for pay. Time off of work during the probationary period will be leave without pay. The probationary period is a “no fault” period of early engagement when employment can be terminated without cause.

At the end of the probationary period, the supervisor will assess the employee’s performance and meet to deliver a written evaluation. Completed evaluations should be forwarded to Human Resources to be placed in the employee’s personnel file. (see Personnel File section below)

Annual Performance Evaluation:
The employee’s performance will be reviewed and a written performance evaluation given at least annually. Written evaluations are for the purpose of assisting with development and establishing a record of work performance. The job description and work standards, as well as the supervisor’s direct experience and observations, provide a basis for the evaluation. The employee may be given the opportunity to complete a self-evaluation of performance for the review period. In addition, the supervisor may utilize feedback from the employee’s peers, key partners on campus, and direct reports (if applicable) to assist in the review of performance.

The supervisor will prepare the written evaluation and review it with the employee, providing copies for both the employee and the employee’s personnel file. After the evaluation meeting with the supervisor, the employee is asked to sign the evaluation. Signing acknowledges receipt but not necessarily agreement.

If there are objections to the evaluation, a written rebuttal may be presented to the supervisor within 10 days of receipt of the evaluation. This response is filed with the evaluation and a copy will be forwarded to Human Resources for inclusion in the employee’s personnel file. An employee may request that the next level manager or Human Resources review the evaluation if they feel it is inaccurate or unfair.

Off Cycle Performance Evaluation:
Employees who fail to meet established standards of attendance, work performance, or conduct may receive an off cycle evaluation to address performance concerns. This review may be paired with a formal Performance Improvement Plan. This provides an opportunity for a supervisor to clarify work expectations and for an employee to work toward an acceptable performance level. Failure to meet established work expectations may result in further corrective action or termination of employment.

Any employee with questions or concerns about performance evaluations may contact Human Resources.

Resources for Supervisors on Performance Evaluations

-Templates for evaluation forms are available for download.

-Slides from Human Resources’ training for supervisors are available here.

-Any supervisor who is interested in receiving training on performance evaluations should contact Human Resources.

Personnel Files
The Human Resources and Payroll Offices maintain up-to-date personnel and payroll records for all current employees. Please notify the Human Resources Office of changes that affect employment or benefit status, such as marriage, divorce, new address, childbirth or adoption, etc.

Employees may access individual personnel files, excluding confidential pre-employment reference information, during normal business hours. Access to these files is by appointment only and is restricted to the employee, an authorized agent of the employee, and authorized administrators or supervisors. While authorized individuals may request to see an employee’s file or make copies at their own expense, the file may not be removed from the office.

In the case of dispute regarding information contained in an employee’s personnel file, the employee has the right to submit a written statement clarifying, correcting, or refuting said contents. Any such statements will be attached to the applicable document(s). (back to Employment Information)

Employee Recognition
University staff are recognized for excellence in carrying out their duties and contributing to the mission of the University. Every year, the University expresses gratitude to its employees (and former employees) at a Christmas luncheon. The program for this luncheon includes recognition for employees reaching important milestones in their period of service to the University (5, 10, 15, 20, 25 years). Several other honors are awarded to honor outstanding service in a variety of employee classifications. (back to Employment Information)

To learn more about the awards offered, here is a link to our University Staff Awards.

Resignation and Termination

We ask that when a staff member makes the decision to leave the University, he or she should contact their direct supervisor as soon as possible in order to transition critical work and begin the recruitment process for a replacement. Human Resources will need three business days in order to set up the final paycheck and schedule an exit interview.  The manager or office assistant can set this up through the Termination form on-line.

Decisions by the University to terminate employment based on performance or disciplinary reasons will include a final check through the last day worked and any accrued vacation pay. Position Eliminations will include the last day worked, accrued vacation pay and a formula considering years of service as determined by Human Resources. (back to Employment Information)

Solicitation
Employees should refrain from selling merchandise on campus. Outside agents are not permitted to solicit on campus. Solicitations for humanitarian or human services purposes (such as Catholic Charities) that are sponsored and approved by the University are permitted but will be kept to a minimum.

Clarifications and questions may be directed to the Director of Human Resources. Employees are urged to report unauthorized solicitation efforts immediately to the Office of Public Safety.

For further information follow this link to Student Activities’ policy on solicitation. (back to Employment Information)

Travel
A University-wide travel policy governs how travel expenses involving University funds are conducted. The full text of this policy is available on the Controller's website. (back to Employment Information)

Use of University Equipment and Supplies
Vehicles, equipment, supplies and other items that are the property of the University are not to be utilized for personal use. Departmental directors should provide guidance for the proper use of institutional equipment and property under their jurisdiction.

The theft, destruction, or unauthorized use of University equipment and property is subject to disciplinary action.

While every effort is made to ensure a safe and secure environment for our students and employees, no campus is completely free of crime. Employees are encouraged to exercise good judgment and safety precautions regarding any personal property brought to campus. Purses, wallets, briefcases, electronic equipment, computers, etc. should be kept securely in your office or workspace. University insurance coverage does not extend to personal property of employees. (back to Employment Information)

Identification Cards
Employee Identification Cards are issued by the Office of Public Safety to regular full-time and part-time employees. The ID card is necessary for cashing checks on campus, using the library, participating in University programs, and for admittance to certain campus buildings and facilities. Eligible employees may obtain their card from the Office of Public Safety during regular business hours. (back to Employment Information)

Parking and Transportation
The University requires that all vehicles used for transportation to and from campus be registered with the Office of Public Safety . There is no charge for this registration.

Employees will be issued a parking permit that allows them to park in certain designated areas on campus. There is no charge for the permit but violation of parking rules and regulations will result in fines and possible towing. 

To learn more about the designated parking areas on campus, please obtain a copy of the brochure "Campus Traffic and Parking Regulations"which is available free at the Office of Public Safety.

The University encourages employees to seek out and use alternate means of transportation for travel to and from the campus through its Sustainable Transportation Options Program (STOP). Special incentives are available for use of mass transit and car pools and the University partners with Zipcar, a car-sharing program. The University also runs a shuttle connecting campus to TriMet’s Interstate/Lombard station for the Yellow Max Line. (back to Employment Information)

Record Retention and Disposal
The purpose of this policy is to create a standard for University personnel with respect to the retention of documents and records created or maintained in the course of institutional business, and to ensure that records that are no longer needed or of no value are destroyed at the appropriate time.

Each department head periodically will review currently-used records and forms to determine whether these records and forms are adequate and appropriate for each department’s requirements.   In addition, each department head will ensure compliance with the Family Educational Rights and Privacy Act (FERPA).

Many departments must maintain their own retention and destruction policy based on their internal and external requirements. It is the responsibility of the department head to inform all employees within the department of their policy.   In addition, each department head will ensure that all employees within the department adhere to their policy. 

For the full text of this policy, follow this link. (back to Employment Information)

Emergency Closure
In cases of inclement weather, the University will make the decision to close or delay opening of school by 6:00 a.m. This decision will be available by calling the University’s snow hotline: 503-943-SNOW (7669) or by viewing the “recent events” area on the University’s home page.

The information will also be relayed to all major broadcast stations in the Portland area, including these television stations and their Web sites:

            KATU Channel 2 (LINK TO: http://www.katu.com/)

            KGW Channel 8 (LINK TO: http://www.kgw.com/)

            KOIN Channel 6 (LINK TO: http://www.koin.com/)

School closure includes University academic and business offices and employees are not expected to report for work (except for the emergency crew). If school opens late, employees are expected to report for work at the announced time. If no delay or cancellation is planned, no announcement will be made.

In the event the University is closed due to an emergency or bad weather, all events will be canceled except NCAA games or events for which there is a contractual agreement, including ASUP- or department-sponsored events, or events in which a non-UP customer has contracted to use campus facilities.  A decision as to canceling events for which there is a contractual agreement will be made on a case-by-case basis after review and analysis.  Such decisions will be made as early in the day as possible, or at the latest by 3:00 p.m.  (back to Employment Information)