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700 - Personnel

700 - Personnel Policies

700 Policy Governing Situations without Official Campus Policy in Place

In circumstances where no official campus policy is in place under Section 700, the University of Montana Western will follow policy of the University of Montana-Missoula to the extent it agrees with UMW’s procedures.

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700.1 Incentive Award Program

The University of Montana Western utilizes an Incentive Award Program to recognize and monetarily reward employees and students for suggestions improving the effectiveness of University affairs or services to the public and/or students.

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700.2 Conflict of Interest & Financial Disclosure

This policy is adopted pursuant to Board of Regents Policy 770 Conflict of Interest, and applies to all contract administrators, professionals, faculty, and staff making financial and business decisions daily including all Business Services, Financial Aid and Registrar personnel and Bookstore management at the University of Montana Western. Faculty or other employees working less than half-time are exempt from submitting the annual Disclosure, but nonetheless are required to comply with the policy.

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700.3 Nepotism

The University of Montana Western prohibits relatives by certain degrees of blood or marriage, per State statute, from being employed in any position in which one relative would have a supervisory relationship over the other or be in a position to influence the employment of the other by reasons of relationship rather than of merit.

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700.4 Compensated/Uncompensated Professional Activities Outside the University (Administrators & Other Contract Professionals)

The University of Montana Western recognizes the potential value of making available to the community the professional competence and technical knowledge of administrators and other professionals through outside employment.

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700.5 Property/Equipment Use

No property/equipment of the University of Montana Western may be used by anyone other than for official business purposes incidental to and in the course of employment with UMW, except as allowed under BOR Policy 401.1 Consulting Services-Faculty.

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700.6 Lifetime Privileges

The University of Montana Western provides lifetime privileges to UMW employees with at least 15 years of service, effective upon retirement.

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701.1 Nondiscrimination/Equal Opportunity

The University of Montana Western rigorously pursues affirmative action to provide to all people the equal opportunity for education, employment, and participation in University activities without regard to race, color, religion, national origin, creed, service in the uniformed services (as defined in state and federal law), veteran status, sex, age, marital or family status, disability, or sexual orientation and seeks to employ and advance in employment qualified veterans, disabled veterans, and under-represented minorities.

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701.2 Reimbursement for Search Candidate Expenses

Travel expenses may be reimbursed for candidates invited to campus to interview for faculty or administrative vacancies.

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701.8 Reference Checks

The University of Montana Western performs reference checks for employment applicants during its hiring process as well as providing information to UMW employees who are contacted as references for others.

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701.9 Employee Selection Criteria & Background Checks

Criminal background investigations may be required in evaluating an applicant’s suitability for a specific position at the University of Montana Western.

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702.1 Annual (Vacation) Leave

The University of Montana Western shall administer annual leave in accordance with applicable Montana State law, Board of Regents policies , and collective bargaining agreements.

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702.2 Sick Leave

The University of Montana Western shall administer sick leave in accordance with State law, Montana University System policies, and Collective Bargaining Agreements.

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702.2a Direct Grant Sick Leave

The University of Montana Western allows eligible University employees to share accumulated sick leave with fellow employees in accordance with established guidelines.

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702.3 Juror and Witness Leave

The University of Montana Western administers Juror and Witness leave in accordance with applicable state law and Montana University System policy.

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702.4 Military Leave

The University of Montana Western shall administer Military Leave in accordance with applicable state law and established Human Resource Service procedures.

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702.5 Family Medical Leave

The University of Montana Western shall administer Family Medical Leave for its employees in accordance with federal and state policy and regulations.

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702.6 Public Service Leave

The University of Montana Western shall administer Public Service Leave in accordance with applicable state law and Montana University System policy.

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702.7 Discretionary Leave Without Pay

A University of Montana Western employee may request a leave of absence without pay; such leave may be granted at the discretion of the supervisor and the Vice Chancellor for Administration & Finance/Student Affairs. If leave without pay is granted, it will be administered in accordance with established Human Resource Services policies and collective bargaining agreements.

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702.8 Holidays

The University of Montana Western adheres to State law and Board of Regents policies governing legal holidays.

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702.9 Breastfeeding

The University of Montana Western supports and encourages women who wish to breastfeed or express milk and has adopted the following procedure to provide nursing mothers with adequate space to breastfeed or express milk.

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702.10 Prescription Safety Glasses

Facilities Services employees of the University of Montana Western may be reimbursed for expenses incurred in the purchase of prescription safety glasses for work at UMW if certain conditions are met.

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703.1 Faculty-Staff Fee Waiver

The University of Montana Western grants fee waivers for in-state incidental fees for regular University courses to employees who meet certain qualifications.

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703.2 Employee Assistance

Employees of the University of Montana Western are eligible for assistance provided by the Office of the Commissioner of Higher Education through its “The Life Connection” (TLC) program.

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703.3 Board of Regents Employment Contracts

Board of Regents’ approval is required to appoint or change the employment status of certain faculty and administrative/professional employees of the University. Regents’ approval is granted through submission of the personnel transactions on the Board of Regents’ Consent Agenda.

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704.2 Letter of Appointment

The University of Montana Western offers Letters of Appointment for professional non-classified positions.

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704.3 Recruitment: Administrative, Academic & Professional Employees

The University of Montana Westem EEO/Affirmative Action Officer monitors contract administrator. contract professional, and academic recruitment and develops recmitment procedures.

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704.4 Recruitment/Promotion: Staff Employees

The Vice Chancellor for Administration & Finance/Student Affairs is responsible for developing and administering recruitment procedures for staff positions according to the guidelines of the University of Montana Western's established Affirmative Action Plan, EEO guidelines, Collective Bargaining Agreements, and other relevant state and federal regulations.

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704.5 Employment Status

The University of Montana Western utilizes various types of employment status.

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704.6 Probationary Period: Staff

Permanent staff at The University of Montana Western are subject to a six-month probationary period. During that period, employees may be terminated for any reason without a showing of cause and without recourse to any grievance procedure.

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704.7 Change in Staff Employment Status

The University of Montana Western policy states that all persons will receive equal opportunity for employment and all employment decisions, personnel actions, and administration of benefits to students and employees rest exclusively upon criteria that adhere to the principle of equal opportunity.

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704.8 Alternative Work Schedules/Workplace

The University of Montana Western is committed to helping employees balance their work and family responsibilities. To support their efforts, administrators and supervisors are encouraged to consider employee-initiated alternate work schedules, assignments, or other special arrangements. Alternatives discussed in this policy are not intended to be all inclusive.

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704.9 Layoff: Non-Union Staff

The University of Montana Western shall administer layoffs of non-union employees in accordance with Human Resource procedures.

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704.10 Longevity: Non-Union Staff

The University of Montana Western shall grant longevity pay for staff in accordance with State of Montana Pay Plan Rules, as adopted by the Montana University System policies.

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704.12 Termination: Non-Union Staff

The University of Montana Western has implemented a policy for termination of non-union staff.

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704.13 Student Employment

The University of Montana Western shall administer student employment in accordance with established procedure, federal and state regulations and relevant collective bargaining agreement provisions.

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704.14 Temporary Staff Employment

The University of Montana Western shall administer employment of temporary employees in accordance with established procedure, federal and state regulations, and relevant collective bargaining agreement provisions.

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704.15 Seasonal and Intermittent Employees

The University of Montana Western shall administer employment of seasonal and intermittent employees in accordance with established procedure, Federal and State regulations, and relevant Collective Bargaining Agreement provisions.

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704.16 Volunteer Workers

The University of Montana Western shall establish a policy for maintaining records and providing benefits to individuals providing volunteer services to UMW.

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704.17 Retirement

The University of Montana Western shall administer retirement programs for staff, faculty and administrators in accordance with applicable federal and state law and Montana University System policies.

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705.1 Contacting Employees

Employees of the University of Montana Western may be required to provide their supervisors with a current phone number.

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705.2 Group Health Benefits Program, Montana University System

The University of Montana Western administers a Group Health Benefits program in accordance with Montana University System policies, and applicable state and federal laws.

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705.3 Drug-Free Workplace

In compliance with the Drug-Free Workplace Act of 1988, The University of Montana Western is committed to providing a drug-free workplace. The unlawful manufacture, distribution, sale, possession, or use of a controlled substance in the workplace or while conducting University business is prohibited.

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705.4 Drug and Alcohol Testing

The University of Montana Western complies with the Board of Regents Policy 740, Drug and Alcohol Testing.

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705.5 Discrimination Grievance

The University of Montana Western provides a grievance process whereby any faculty member, student, staff member or applicant for admission to or employment alleges discrimination with any program, activity, or organization conducted, sponsored, or contributed to by the University or regarding any University policy or regulation or any official action of any University employee.

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705.6 Grievance: Non-Union Staff

The University of Montana Western provides an exclusive University remedy for resolving grievances from employees not covered by a collective bargaining agreement.

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705.7 Compensatory Time for Exempt Classified Employees

The University of Montana Western has established standards for the administration of exempt compensatory time for University employees not subject to the overtime provisions of the Fair Labor Standards Act (FLSA).

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705.8 Non-Exempt Overtime and Compensatory Time

Non-exempt employees of the University of Montana Western are individuals covered by the Federal Fair Labor Standards Act and are entitled to overtime pay or compensatory time in specified situations.

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705.9 Outside Employment/Employees Eligible for Overtime

The University of Montana Western employees may engage in outside employment that does not interfere with the employee’s ability as outlined in this policy.

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705.10 Personnel Files

An employee’s position title(s), duration of employment, and salary are public information and must be released on request. Other records are confidential and access to them is limited, as set forth in established University and Human Resources procedures and applicable collective bargaining agreements.

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705.11 Telecommuting

The University of Montana Western allows telecommuting, the practice of working from home or another work site instead of physically traveling to the office, as a work alternative to employees when it would benefit both the University and the employee.

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705.12 Child Labor

The University of Montana Western may employ minors (i.e., individuals under 18 years of age) in certain types of work in compliance with state and federal laws. Under Montana law, the University may not employ a minor who is under 14 years of age.

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705.13 Emergency Closures

In the event of emergency caused by severe weather conditions or a natural or an unnatural disaster, the Chancellor may close the University of Montana Western to protect the health and safety of the students and employees. The Chancellor will determine when the emergency has ended and the University should be reopened.

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705.14 Sexual Harassment

This policy has been superseded by the Discrimination, Harassment, Sexual Misconduct, Stalking, and Retaliation Policy 101.4.

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705.15 Workers' Compensation

The University of Montana Western administers workers’ compensation in accordance with applicable Montana State law, Board of Regents policies, and collective bargaining agreements.

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705.16 Decedent's Warrant

The University of Montana Western requires each new employee to designate a person to receive the final payment by state warrant for any wages or benefit due the employee by the University at the time of the employee's death.

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