OA Employment Procedures: Proposed Changes

In close consultation with the OA Employment Advisory Group, Human Resources proposes changes to the following procedures. Use the links below the procedure title to view the detailed changes:

Corrective Discipline Procedure
Section II. Issuance of Discipline

OA Employment Procedure
Section V. Appointment Period

Performance Management Procedure
Section IV. Performance Evaluations
Section VI. Addressing Performance Concerns
     B. Performance Improvement Plan
     D. Termination

Separation Procedure
Section II. Voluntary Separation
Section III. Involuntary Separation
Section IV. Advance Notice of Separation

Time Off Procedure
Section II. Holidays
Section III. Vacation
     B. Accrual
     D. Approval
     E. Conditions
Section IV. Sick Time
     C. Approval
     G. Unearned Sick Leave Advance
Section VIII. Leave Without Pay

Comment Period:

The comment period closed on Friday, April 26.

Submitted comments are under review.


Proposed Changes Open For Comment

Corrective Discipline Procedure

Section II. ISSUANCE OF DISCIPLINE

Current version:

B. PROCESS

The issuance of discipline more severe than a written reprimand must be approved by the appropriate Vice President/Senior Vice Provost or designee.

Proposed Changes:

B. PROCESS

The issuance of discipline more severe than a written reprimand must be approved by the appropriate Vice President/Dean.


OA Employment Procedure

Section V. APPOINTMENT PERIOD

Current version:

This is a new section. No current language available for comparison.

Proposed Changes:

Units that employ nine-month OAs must ensure that the OAs understand their annual scheduled work period and non-work period. With the OA’s consent, a unit may have a nine-month OA work on days during a non-work period at the normal rate of pay. In extraordinary circumstances and with HR’s approval, an OA may be required to work during a non-work period.

Generally, timelines provided for in OA policies and procedures are suspended during a nine-month OA’s scheduled non-work period. However, HR may decide that certain timelines will not be suspended during a non-work period.


Performance Management Procedure

IV. PERFORMANCE EVALUATIONS

Current version:

A. FREQUENCY & TIMING

Performance evaluations are required to be performed annually. The timing of the performance evaluation cycle may vary from unit to unit within the university, based on operational needs. Leadership in each department or division has the authority and responsibility to determine and communicate the timeline as well as to establish deadlines to allow for timely completion of the evaluations within that unit.

Proposed Changes:

A. FREQUENCY & TIMING

Performance evaluations are required to be performed annually. The timing of the performance evaluation cycle may vary from unit to unit within the university, based on operational needs. Leadership in each department or division has the authority and responsibility to determine and communicate the timeline as well as to establish deadlines to allow for timely completion of the evaluations within that unit. Nine-month OAs should have annual reviews completed at least once each year during the OA’s scheduled work period.

VI. ADDRESSING PERFORMANCE CONCERNS

Proposed Changes:

B. PERFORMANCE IMPROVEMENT PLAN

When less formal methods of addressing performance concerns have failed, a supervisor may choose to initiate a formal Performance Improvement Plan (PIP).

A PIP should not be initiated less than 60 days prior to the beginning of a nine-month OA’s non-work period. For example, a nine-month OA who does not work in June, July or August should not be placed on a PIP fewer than 60 days prior to June 1 (i.e. after April 1).

Proposed Changes:

D. TERMINATION

OAs terminated for cause pursuant to this provision are entitled to 30 days advance notice of termination after completion of the PIP period. Different notice periods must be approved by university HR’s ELR team.


Separation Procedure

Section II. VOLUNTARY SEPARATION

Current version:

A. RESIGNATION

An OA may elect to leave the university at any time. The OA should submit a written resignation giving a minimum of two weeks’ notice to their supervisor.

Proposed Change:

A. RESIGNATION

An OA may elect to leave the university at any time. The OA should submit a written resignation giving a minimum of two weeks’ notice to their supervisor. Once an OA has submitted a resignation letter to their supervisor, revocation of the resignation or changes to the resignation date may only be made with approval from the supervisor.

Section III. INVOLUNTARY SEPARATION

Current version:

A. TERMINATION FOR CAUSE

OAs within the OA 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.

A. PROBATIONARY PERIOD RELEASE

If the supervisor determines, in consultation with HR, that an OA serving in a probationary status is not meeting the expected performance for the job, the OA may be released with a minimum of 30 days advance written notice of separation.

Proposed Change:

A. TERMINATION FOR CAUSE

OAs within the OA 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. Different notice periods must be approved by university HR’s ELR team.

A. PROBATIONARY PERIOD RELEASE

If the supervisor determines, in consultation with HR, that an OA serving in a probationary status is not meeting the expected performance for the job, the OA may be released with 30 days advance written notice of separation. Different notice periods must be approved by university HR’s ELR team.

Section IV. ADVANCE NOTICE OF SEPARATION

Current version:

A. ADVANCE NOTICE

The following advance notice provisions apply to layoffs of OAs within the OA compensation bands OA 1‐10, with the exception of:

  • separations of OAs within the OA compensation bands of OA Executive, OA Coaches, or OA 11 and above;
  • OAs whose positions are funding contingent;
  • terminations for cause;
  • probationary releases.

The appointment agreement for OAs employed on a “term appointment” (temporary and interim) serves as the OAs advance notice of separation and no further notice is required. OAs who are in the probationary period (employed in an OA role at the university 9 months or less) will receive notice their appointment is ending at least one month prior to the effective date of their separation.

OAs employed in an OA role at the university for at least 9 months and who were first hired into an OA position after July 1st 2011, and who, as of June 30, 2016, were operating under an “H” notice of appointment shall receive notice their appointment is ending at least 3 months prior to the effective date of their separation.

OAs hired prior to July 1, 2011 and who, as of June 30, 2016, were operating under an “A” notice of appointment shall be entitled to receive notice their appointment is ending at least 12 months prior to the effective date of their separation. This provision will expire on June 30, 2018, at which time OAs serving under an “A” notice of appointment will convert to a 3 month advance notice period.

OAs hired after June 30, 2016 shall receive notice their appointment is ending at least 3 months prior to the effective date of their separation.

Proposed Change:

A. ADVANCE NOTICE

The following advance notice provisions apply to layoffs of OAs within the OA compensation bands OA 1‐10, with the exception of:

  • separations of OAs within the OA compensation bands of OA Executive, OA Coaches, or OA 11 and above;
  • OAs whose positions are funding contingent;
  • terminations for cause; or
  • probationary releases.
  • The appointment agreement for OAs employed on a “term appointment” (temporary and interim) serves as the OAs advance notice of separation and no further notice is required. OAs who are in the probationary period (employed in an OA role at the university 9 months or less) will receive notice their appointment is ending at least one month prior to the effective date of their separation.

    OAs shall receive notice their appointment is ending 3 months prior to the effective date of their separation. Different notice periods must be approved by university HR’s ELR team.


Time Off Procedure

Section II. HOLIDAYS

Current version:

A.. ELIGIBILITY

All OAs receive time off for holidays as outlined below. OAs must be in paid status on the day immediately before and after a holiday to receive holiday pay.

Proposed Change:

A.. ELIGIBILITY

All OAs receive time off for holidays as outlined below. OAs must be in paid status on the day immediately before and after a holiday to receive holiday pay. Nine-month OAs will receive pay on holidays that fall during their work periods.

Section III. VACATION

Current version:

B. ACCRUAL

Eligible OAs accrue vacation time on a monthly basis. Vacation time accrues on the last day of the month and is available for use the first day of the next month.1 Eligible employees appointed at 1.0 FTE accrue 15 hours of vacation time per month; eligible employees appointed at .50 FTE or more accrue vacation time in proportion to their FTE.

Proposed Change:

B. ACCRUAL

Eligible OAs accrue vacation time on a monthly basis. Vacation time accrues on the last day of the month and is available for use the first day of the next month. Eligible employees appointed at 1.0 FTE accrue 15 hours of vacation time per month; eligible employees appointed at .50 FTE or more accrue vacation time in proportion to their FTE. Nine-month OAs accrue 15 hours of vacation leave each month during their work period.

Current version:

D. APPROVAL

Vacation time is scheduled with the approval of the OA’s supervisor and should be planned cooperatively. Supervisors should be reasonable in allowing the use of vacation time.

Proposed Change:

D. APPROVAL

Vacation time is scheduled with the approval of the OA’s supervisor and should be planned cooperatively. Supervisors should be reasonable in allowing the use of vacation time.

Nine-month OAs are expected to request the majority of their vacation leave during academic breaks. Supervisors may grant up to 24 hours of vacation leave that do not fall during academic breaks. As is consistent with all OAs, a supervisor may deny a request for vacation from a nine-month OA if it conflicts with the needs of the unit. In compelling circumstances, a nine-month OA may request vacation days that do not fall on academic breaks in excess of the 24 hour limit, but such a request must be approved in writing by the unit head after the OA submits the compelling reasons in writing.

Current version:

E. CONDITIONS

OAs cannot borrow vacation time or transfer vacation time to another employee. Unused vacation time can only be paid upon separation from employment or transfer to a position not eligible for vacation time. Unused vacation time cannot be transferred to a vacation-ineligible position. The maximum number of hours that will be paid out is 180. New OAs who are transferring from another Oregon public university may transfer up to 80 hours of vacation time to their new position.

Proposed change:

E. CONDITIONS

OAs cannot borrow vacation time or transfer vacation time to another employee. Unused vacation time can only be paid upon separation from employment or transfer to a position not eligible for vacation time. Unused vacation time cannot be transferred to a vacation-ineligible position. The maximum number of hours that will be paid out is 180. Rules regarding payout of vacation leave for nine-month OA’s are triggered only upon full separation from a vacation-eligible position. New OAs who are transferring from another Oregon public university may transfer up to 80 hours of vacation time to their new position.

Section IV. SICK TIME

Current version:

C. APPROVAL

A supervisor may require a physician’s certificate to support the sick time claim for absences in excess of 15 consecutive calendar days or for recurring sick leave use that demonstrates a potential abuse of sick leave. A physician’s release may also be required before allowing return to work to verify that the return will not be detrimental to the OA or others in the workplace.

Proposed Change:

C. APPROVAL

A supervisor may request medical verification if an employee takes more than five consecutively scheduled workdays of sick time, or if the need for sick time is foreseeable and is projected to last more than five consecutively scheduled workdays. If a supervisor has reason to suspect that an employee is abusing sick time, regardless of whether the employee has used sick time for more than five consecutive days, the supervisor must contact university HR’s ELR team before taking action.

Employees are generally expected to let their supervisor know if they are out sick by following their departmental process.

Current version:

G. UNEARNED SICK LEAVE ADVANCE

Sick leave that may have been advanced, but unused, cannot be considered for purposes of computing retirement benefits.

Proposed Change:

G. UNEARNED SICK LEAVE ADVANCE

Sick leave that may have been advanced, but unused, cannot be considered for purposes of computing retirement benefits. Only permanent employees are eligible for unearned sick leave (retirees and temporary or intermittent employees are not eligible).

Section VII. LEAVE WITHOUT PAY

Current version:

An OA may request to take Leave without Pay (LWOP) for up to one year for personal or professional reasons. Requests must be submitted and approved through the OA’s supervisory chain: LWOP requests for 30 days or less can be approved by the OA’s immediate supervisor, department head, or designee. LWOP requests for 31 days or more must be approved by the OA’s respective Vice President or their designee. LWOP request forms can be found on the HR website.

Requests for LWOP under the Americans with Disabilities Act can be directed to the Office of Investigation and Civil Rights Compliance.

Proposed Change:

An OA may request to take Leave without Pay (LWOP) for up to one year for personal or professional reasons. Requests for LWOP may only be made if the requesting OA has no more than 40 hours of vacation leave. Requests must be submitted and approved through the OA’s supervisory chain: LWOP requests for 30 days or less can be approved by the OA’s immediate supervisor, department head, or designee. LWOP requests for 31 days or more must be approved by the OA’s respective Vice President or their designee. LWOP request forms can be found on the HR website. Exceptions regarding the amount of remaining vacation may be made in extenuating circumstances with approval from the supervisor and university HR’s ELR team.

Requests for LWOP under the Americans with Disabilities Act can be directed to HR's ADA Coordinator.