OA Employment Procedures: Implemented Changes

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

Training Opportunities:

Human Resources offers information sessions on the new procedures. Register in MyTrack for one of the following options:

Tuesday, September 11th      12:00PM - 1:00PM           HR Training Room
Thursday, September 13th    12:00 PM -1:00 PM          EMU - Swindells Rm 230

The following presentation reviews and describes the changes to the procedures:


Corrective Discipline Procedure

Section II. ISSUANCE OF DISCIPLINE

Current version:

A. CORRECTIVE DISCIPLINE DEFINITIONS

Suspension: A full release from duties without pay. When on suspension, an OA shall have limited or no access to campus.

Termination: The immediate separation of an OA from university employment.

Proposed Changes:

A. CORRECTIVE DISCIPLINE DEFINITIONS

Suspension: A full release from duties without pay for a limited period of time.  When on suspension, an OA shall have limited or no access to campus.  In the event that a suspension would result in significant hardship for the unit, a reduction in pay for a limited period of time may be implemented, in lieu of a suspension, with approval from university HR’s ELR team.  A reduction in pay cannot exceed the loss of pay that the OA would experience had the discipline been a suspension without pay.  In no event will the pay reduction reduce the OA’s pay by more than 25%.

Termination: The separation of an OA from university employment.

Section IV. PRE-DEPRIVATION PROCESS

Current version:

Prior to imposing discipline involving the loss of pay or benefits or terminating an OA’s employment or appointment, the University will provide the OA with written notice of the allegations and evidence against the OA and at least five days to respond to the contents of the notice and the action being proposed. In the context of a PIP, documentation of the PIP plan and the results shall be provided to the employee at the end of an unsuccessful PIP and shall constitute notice under this section. The employee should respond to the PIP notice prior to the expiration of the thirty day notice termination period described in the OA Performance Management procedure.

Proposed Changes:

A. PRE-DEPRIVATION NOTICE

Prior to imposing discipline involving the loss of pay or benefits or terminating an OA’s employment or appointment, the university will provide the OA with written notice of the allegations and evidence against the OA and five days to respond in writing to the contents of the notice and the action being proposed. The response must be sent to the OA’s supervisor and to university HR’s ELR team.

B. PIP NOTICE

In the context of a Performance Improvement Plan (PIP), the OA will be informed no fewer than five and no more than 15 days prior to the end of the PIP period if it has been determined that the OA is not likely to complete the PIP successfully.  The OA has the option to provide written information to be considered before there is a final decision that the PIP is unsuccessful.  Written information must be sent to the OA’s supervisor and to university HR’s ELR team by 5:00pm on the final day of the PIP period.


OA Employment Procedure

Section IV. WORK DUTIES

Current version:

Generally, the work duties associated with OA positions are described in the position description. However, duties may be reassigned, changed, augmented, or reduced at the university’s discretion to meet operational needs.

Proposed Changes:

Generally, the work duties associated with OA positions are described in the position description.  However, duties may be reassigned, changed, augmented, or reduced at the university’s discretion to meet operational needs.  Reassignments that involves a reduction in duties or FTE must be accompanied by a justification memorandum that outlines the relevant business need, and submitted to university HR’s ELR Team for review and approval.  Changes in work duties that reflect promotional opportunities must be reviewed by university HR’s Talent Acquisition Team.


Performance Management Procedure

Section VI. ADDRESSING PERFORMANCE CONCERNS

Current version:

D. TERMINATION

If an OA is unable or refuses to improve after the Performance improvement plan 60 day period, or if his or her performance actually worsens, the supervisor may elect to extend the PIP time period or pursue termination for poor performance. An OAs failure to successfully complete a PIP as provided for in this procedure shall be considered cause for termination.  OAs terminated for cause pursuant to this Provision are entitled to at least 30 days advance notice of termination after the completion of the PIP period.  Thus, the termination of an OA for poor performance pursuant to this provision takes a minimum of 90 days (60 day PIP period and 30 day advance notice).  Terminations are subject to Requirements provided for in OA Corrective Discipline Procedure V.06.01-2.

An OA who successfully completes a PIP but then exhibits poor performance in the same areas covered in the PIP within 12 months after the PIP was completed may be terminated for poor performance with 30 days advance notice and without the initiation of a new PIP. 

The termination of athletic coaches for poor performance is not covered by this procedure.  Notice Periods for coaches will be provided for in their notices of appointment or agreement.

Supervisors must consult with HR prior to issuing the notice of separation. Deviations from this process that do not substantively impact an OA’s opportunity to improve their performance shall not have an impact on the ability to sustain a termination under this section.

Proposed Change:

D. TERMINATION

If an OA does not improve after the 60-day PIP period, or if his or her performance actually worsens, the supervisor, in consultation with university HR’s ELR team, may elect to pursue termination for poor performance. In certain circumstances, and in consultation with university HR’s ELR team, a PIP may be extended.  An OA’s failure to successfully complete a PIP as provided for in this procedure shall be considered cause for termination. OAs terminated for cause pursuant to this provision are entitled to at least 30 days advance notice of termination after the completion of the PIP period. Thus, the termination of an OA for poor performance pursuant to this provision takes a minimum of 90 days (60- day PIP period and 30-day advance notice). In consultation with university HR’s ELR team, supervisors may consider other outcomes such as a demotion. Terminations are subject to requirements provided for in OA Corrective Discipline Procedure, section IV (B)

An OA who successfully completes a PIP but then exhibits poor performance in the same areas covered in the PIP within 12 months after the PIP was completed, may be terminated for poor performance with 30 days advance notice and without the initiation of a new PIP.  In such a situation, the university will provide the OA with written notice of the intent to terminate and the ability to respond as provided for in the Corrective Discipline Procedure, section IV (A).

The termination of athletic coaches for poor performance is not covered by this procedure.  Notice Periods for coaches will be provided for in their notices of appointment or agreement.

Supervisors must consult with HR prior to issuing the notice of separation. Deviations from this process that do not substantively impact an OA’s opportunity to improve their performance shall not have an impact on the ability to sustain a termination under this section.


Separation Procedure

Section II. VOLUNTARY SEPARATION

Current version:

C. COMPLETION OF TERM APPOINTMENT

OAs can be employed at the university to address a specific need that exists for a set period of time. OAs hired on a temporary or intermittent basis will generally be separated from the university when their appointment period, as detailed in  their offer letter, ends. However and notwithstanding any language to the contrary in these OA policies and procedures, OAs hired on a temporary or intermittent basis can be separated from the university at any time.

Proposed Change:

C. COMPLETION OF TERM APPOINTMENT

OAs can be employed at the university to address a specific need that exists for a set period of time.  OAs hired on a temporary or intermittent basis, including retirees, will generally be separated from the university when their appointment periods, as detailed in their offer letters, end.  However, and notwithstanding any language to the contrary in these OA procedures, OAs hired on a temporary or intermittent basis, including retirees, can be separated from the university at any time.


Time Off Procedure

Section III. VACATION TIME

Current version:

(A) ELIGIBILITY

OAs on an ongoing appointment of .50 FTE or greater are eligible to accrue vacation time. Eligibility is triggered on the first of the month following an OA’s start date. For example, an OA hired on October 15th will become eligible on November 1st and an OA hired on December 1st will become eligible on December 1st.

Proposed Change:

(A) ELIGIBILITY

OAs on an ongoing appointment of .50 FTE or greater are eligible to accrue vacation time.  Eligibility is triggered on the first of the month following an OA’s start date.  For example, an OA hired on October 15th will become eligible on November 1st and on OA hired on December 1st will become eligible on December 1st.  Retirees are not eligible to accrue vacation time.

Section IV. SICK LEAVE

Current version:

G. UNEARNED SICK LEAVE ADVANCE

The purpose of this section is to provide salary continuance for up to 90 calendar days of absence due to an OA’s FMLA/OFLA-covered illness through a combination of short-term disability and both accrued and advanced sick leave.

Applied Change:

G. UNEARNED SICK LEAVE ADVANCE

The purpose of this section is to provide salary continuance for up to 90 calendar days of absence due to an OA’s own FMLA/OFLA-covered illness through a combination of short-term disability and both accrued and advanced sick leave. Unearned sick leave is for an OA’s own FMLA/OFLA-covered illness and therefore cannot be taken to care for a  family member.