OA Policies Frequently Asked Questions

Table of Contents 
  1. OA Re-employment Pool
    1. Why was the OA re-employment pool created?
    2. How is HR sharing information with the university about this pool and its benefits?
    3. Will I automatically be placed in the OA re-employment pool if I am laid off?
    4. What does it mean to be in the OA re-employment pool?
    5. Can I participate in the OA re-employment pool if my employment is ending for performance reasons?
    6. Are hiring authorities required to use the re-employment pool?
    7. What is the deadline for submitting materials to the OA re-employment pool?
    8. Do I need to indicate my interest in a specific position?
    9. Am I still eligible to participate in the pool if I retire?
    10. What should I do if I am uncertain whether I am eligible to participate in the re-employment pool?
    11. How long can I remain in the re-employment pool?
  2. Grievances
    1. If I want assistance thinking through and/or writing a grievance, who can help me?
    2. Do I have to use the OA Grievance Form to file a grievance?
    3. If I want assistance with informal resolution before I decide to file a grievance, where do I go for help?
    4. Must there be a precipitating event within the last forty-five (45) days in order to file a grievance?
    5. The grievance procedures state, “Each decision-maker shall determine whether a policy or legal violation occurred by using a ‘more likely than not’ standard.”  Explain what this means.
  3. Separations
    1. What should be in a resignation letter?
    2. What is the difference between termination for cause and a layoff?
    3. Is there an exit survey available to provide feedback on my employment experience?
  4. Performance Management/Corrective Discipline
    1. Do all OAs still need to have a performance evaluation every year?
    2. Who should I contact if my evaluation is not conducted on a regular basis?
    3. I want to talk with my supervisor about my performance evaluation, but I need some help.  Who should I contact?
    4. What do I do if I have concerns about being put on a performance improvement plan?
    5. If an OA is issued discipline involving the loss of pay or benefits or terminating an OA’s employment, the OA has at least five days to respond to the associated written notice.  Is that five business days or calendar day? 
  5. "A" Contracts
    1. What is the history of “A” contracts?
    2. How will the new OA policies affect me as an “A” contract holder?
    3. Will there be anything that distinguishes my employment from that of other OAs after June 30, 2018?
    4. Does holding an “A” notice of appointment affect my eligibility to be in the OA re-employment pool?
  6. Miscellaneous
    1. Do the new OA policies change any of my protections related to personnel records?
    2. If I am being medically separated from the University, am I afforded a 90 advanced notice period?
    3. If I am a 9-month employee, will I be given 3 months advance notice of separation if I am laid off?

OA Re-employment Pool

Why was the OA re-employment pool created?

HR created the OA re-employment pool in recognition of the value of re-employing talented OAs who have been laid off from other positions on campus.  The university recognizes the value of retaining OAs who have institutional knowledge and have established relationships across campus.

How is HR sharing information with the university about this pool and its benefits?

At the initial launch of the pool, senior leaders, hiring authorities, and HR partners in the units were notified of the availability of the pool and given information about utilizing the pool, including the benefits of doing so. Going forward, when a unit submits a requisition to launch a search, HR will remind unit administration about the option to use the pool. 

Will I automatically be placed in the OA re-employment pool if I am laid off?

OAs will not automatically be placed in the pool.   You should receive an invitation to submit your materials to the pool after you receive your layoff notice.  The invitation will include a link to information about the steps you need to take in order to be placed in the pool.  The process involves creating a short profile and uploading your resume and related documents. If you do not receive an invitation and you believe you are eligible, please contact the HR Employee and Labor Relations Team at 346-2972.

What does it mean to be in the OA re-employment pool?

For six months following the end of your notice period, you can be considered for direct appointment into open OA positions for which you’re qualified. Hiring authorities have the option of forgoing a traditional search and making appointments to positions directly from the re-employment pool.  OAs who are in the pool and who meet minimum qualifications for a given position will be considered for that position. 

Can I participate in the OA re-employment pool if my employment is ending for performance reasons?

No. The re-employment pool is only open to OAs whose positions were/will be eliminated due to budget constraints or changing operational needs.  OAs whose employment is ending for performance reasons will not be considered for the pool.

Are hiring authorities required to use the re-employment pool?

No. Hiring authorities will determine whether using the pool meets the needs of a given vacancy.

What is the deadline for submitting materials to the OA re-employment pool?

OAs should submit their materials no later than the last day of their notice period.

Do I need to indicate my interest in a specific position?

No.  If a unit is using the re-employment pool to fill a position, HR will forward application materials to the hiring authority for consideration based on the minimum requirements for the position.  If the hiring authority wishes to consider you for direct appointment after reviewing your materials, they will contact you directly to arrange a meeting. Hiring authorities are required to interview at least one candidate prior to making a contingent offer of employment from the re-employment pool. They may also ask to see additional materials (e.g. responses to supplemental questions) before interviewing a candidate. During your period of eligibility, you can also be considered as an internal candidate for any position open only to current UO employees.

Am I still eligible to participate in the pool if I retire?

No.  The re-employment pool option is available only to OAs who have not yet applied for retirement.

What should I do if I am uncertain whether I am eligible to participate in the re-employment pool?

Contact Annie Bentz, Senior Employee Relations Coordinator, for questions about eligibility.  She can be reached at 346-2972 or annhb@uoregon.edu

How long can I remain in the re-employment pool?

An OA can remain in the re-employment pool for up to six months past the end of their notice period. OAs who received notice of non-renewal or position elimination prior to the pool's launch in April 2017 will receive an additional two months of eligibility.

Grievances

If I want assistance thinking through and/or writing a grievance, who can help me?

The Office of the Ombuds can help you think through all aspects of a grievance.  In addition, the HR Employee and Labor Relations team can provide information about procedural questions.

Do I have to use the OA Grievance Form to file a grievance?

Yes. To ensure that grievances include all the necessary information, OAs are asked to use the grievance form found on the ELR website.  However, if a grievance involves allegations of discrimination or discriminatory harassment, OAs should contact the office of Affirmative Action and Equal Opportunity.

If I want assistance with informal resolution before I decide to file a grievance, where do I go for help?

The Office of the Ombuds is an excellent resource for assistance with informal resolution.  The HR Employee and Labor Relations team can also be a resource.

Must there be a precipitating event within the last forty-five (45) days in order to file a grievance?

Yes.  The language in the procedures indicates that a grievance needs to be filed within forty-five (45) calendar days from when the OA knew or reasonably should have known about the incident or problem giving rise to the grievance.

A “more likely than not” standard means that the decision-maker will engage in a careful evaluation of all available and relevant information and then make a determination as to whether the allegations were more likely than not to have occurred.

Separations

What should be in a resignation letter?

The only information that must be included in a resignation letter is the intent to resign, the intended last day of work and the last day of employment (if using vacation leave).

What is the difference between termination for cause and a layoff?

Termination for cause is based on unsatisfactory performance or misconduct, whereas a lay off results from a lack of funding for a position, or changing financial and/or organizational priorities.

Is there an exit survey available to provide feedback on my employment experience?

An exit survey is in development.  Relevant communications to campus will be forthcoming.  In the meantime, if you would like to share your employment experiences, please contact the HR Employee and Labor Relations Team at (541) 346-2972.

Performance Management/Corrective Discipline

Do all OAs still need to have a performance evaluation every year?

Yes, the requirement for annual evaluations of OAs has not changed.  Those OAs who are designated by their VP to be subject to comprehensive evaluations may have different timelines.

Who should I contact if my evaluation is not conducted on a regular basis?

It is best to first talk with your supervisor if you have concerns about the frequency of performance evaluations.  If you would like related assistance, contact the HR Employee and Labor Relations.

I want to talk with my supervisor about my performance evaluation, but I need some help.  Who should I contact?

The Office of the Ombuds or the HR Employee and Labor Relations team are the best resources.

What do I do if I have concerns about being put on a performance improvement plan?

Depending on the nature of your concerns, resources include your supervisor or chain of command, the Office of the Ombuds, HR Employee and Labor Relations

If an OA is issued discipline involving the loss of pay or benefits or terminating an OA’s employment, the OA has at least five days to respond to the associated written notice.  Is that five business days or calendar day? 

Calendar days.

"A" Contracts

What is the history of “A” contracts?

Prior to July 1, 2011, most OA’s received an “A” contract/notice of appointment, which required that an employee be given twelve-months notice by the university if their contract was not renewed.As of July 1, 2011, all newly hired OAs and some OAs previously hired on an “F” contract/notice of appointment received an “H” contract/notice of appointment, which required three-months notice of contract non-renewal.Those OAs who had “A” contracts were allowed to continue their employment with an “A” contract and the twelve-month notice period.

How will the new OA policies affect me as an “A” contract holder?

OAs who, as ofFebruary 23, 2017, are operating under an “A” contract/notice of appointment are entitled to receive notice that their appointment is ending for financial or programmatic reasons, at least 12 months prior to the effective date of their separation.This provision will expire on June 30, 2018, at which time the notice period for OAs serving under an “A” notice of appointment will convert to three months, like all other OAs.

If an OA with an “A” notice of appointment is struggling with their performance, the performance management policy, procedures and notice periods apply.The OA can be subject to discipline up to and including termination if they are deemed unsuccessful in completing a performance improvement plan.Additionally, an OA with an “A” notice of appointment can be terminated under the discipline procedures. These processes do not include a twelve-month notice period.

OAs within the compensation bands of OA Executive, OA Coach 3, or OA 11 and above can be separated at any time at the university’s discretion with 90 days advance notice.

Will there be anything that distinguishes my employment from that of other OAs after June 30, 2018?

No.Beginning July 1, 2018, all OAs will be operating under the new OA policies.

Does holding an “A” notice of appointment affect my eligibility to be in the OA re-employment pool?

An OA who receives twelve-months advance notice that their appointment is ending due to a layoff may enter the OA re-employment pool as soon as they receive advance notice.They may remain in the pool for up to six months following the end of their notice period.

Miscellaneous

No.

If I am being medically separated from the University, am I afforded a 90 advanced notice period?

Yes, however, it is important that you discuss details of the medical separations process with the ADA Coordinator in the Office of Affirmative Action and Equal Opportunity.

If I am a 9-month employee, will I be given 3 months advance notice of separation if I am laid off?

Yes, but it is important to be aware that the advance notice period may involve the time during which you are not scheduled to work.