Policies for University Staff

Human Resources (HR)

Academic Advisor Career Ladder and Compensation Structure

Stated Policy

Advisors are a critical element in student success and retention.  Historically, academic advising has been performed by a wide variety of personnel, including faculty, who often have many other job duties in addition to advising students.  In 2017 the University of Arizona committed to make professional academic advising more consistent across all academic units.  The Vice Provost for Academic Affairs has established new guidelines for academic advising positions, a well-defined career path for academic advisors, and accompanying salary ranges.  These standardized job descriptions and expectations are included below.  Prior to assigning or hiring an employee into a position of Academic Advisor, please consult the new career ladder and work directly with the Sr. Director of Advising and Student Services in the CALS Office of Career and Academic Services.  Effective March 24, 2017 all academic advisor hires must follow the new career ladder and compensation structure. 

All searches for academic advisors should involve the CALS Career and Academic Services (CAS) office.  All promotions or title changes must be endorsed by CAS. Contact CAS Sr. Director of Advising and Student Services Nancy Rodriguez-Lorta or CAS Associate Dean Michael Staten at 520-621-3616. 

Supporting Documents

Date Created

Aug. 31, 2017

Date Revised (If Revised)

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URL/Link to Policy

Caretaker Residential Agreements

Stated Policy

Specific positions within ALVSCE may require an employee to live on and/or in UA property .  By the nature of these positions, they are rare and must be approved by Division administration prior to an offer letter with residential occupancy being made.  An approval for one position does not mean that all similar positions will be approved - each scenario and position is unique.  Seek the guidance of Business Services each time your unit wishes to explore this option.  

A set of agreements and a review process has been developed and institutionally vetted to ensure compliance with the applicable laws, taxes, rules, and best practices.  Failure to comply could cause the termination of the position, tax consequences for the employee, and eviction of the employee from UA property.

Supporting Documents

Date Created

Jan. 31, 2016

Date Revised (If Revised)

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URL/Link to Policy

Classified Staff Human Resources Policy Manual

Stated Policy

Supporting Documents

Date Created

Jan. 1, 1999

Date Revised (If Revised)

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URL/Link to Policy

Compensation Adjustments (Merit, Market, and Equity)

Stated Policy

The Executive Council (EC) oversees various compensation programs.  Regardless the adjustment process, the Division utilizes the following definitions.

  • Merit: consistent performance at a high level relative to discipline peers.  Merit must be demonstrable such as through APR scores or evidence provided in Career Conversations. 
  • Market/Retention: comparison to peer programs inside/outside the University based on discipline peers of same rank, service length, performance, etc.  Retention requests must be accompanied by a written offer from a comparable organization.
  • Equity: consideration of salary equity is based on multiple federal laws.  ALVSCE has performed an annual Equity Review on faculty pay in coordination with the University Division of Human Resources since 2014 and adjustments are performed on a case-by-case basis (see here for Faculty Equity Review Process).  We cannot conduct an Equity Review of staff and appointed professional pay at present, but will do so as soon as UCAP allows.

Annual Faculty Merit Process and Annual AP/Staff Merit Process: ALVSCE has instituted annual merit processes for both Faculty and Appointed Professional/Staff for employees who are funded from Division budgets (see below for process documents).  In the spring of every year, after unit and personnel performance reviews, Division Business Services will contact unit leaders for merit nominations.  Nomination packets must include the appropriate breakdown of the request based on the above definitions.  Approved adjustments will be effective July 1 (fiscal employees) or the start of the academic year (9-month employees) of the subsequent fiscal year unless otherwise approved.

Nominations for the Annual Faculty Merit Process and the Annual AP/Staff Merit Process must be submitted on the Merit Increase Form to be considered.

Supporting Documents

AttachmentSize
PDF icon Faculty Merit Process106.29 KB
PDF icon AP/Staff Merit Process81.37 KB

Date Created

Feb. 6, 2015

Date Revised (If Revised)

May 18, 2018

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URL/Link to Policy

Effective Date for Personnel Actions

Stated Policy

To the greatest extent possible, all personnel actions should be implemented on the first day of a pay period. This includes promotions (position life-cycle), FTE changes, pay increases, etc.  This minimizes the workflow burden placed on processing units and is an expectation of the Provost's Office and Workforce Systems.  Units wishing to request a retroactive salary adjustment must submit a completed Retroactive Salary Adjustment Justification Form to the division for approval.  The Provost must also sign this document.  Retroactive promotions and FTE changes will be reviewed on a case-by-case basis.

When preparing paperwork/transactions to implement personnel actions, please keep in mind that the effective date should be set far enough in advance to allow time to obtain department, divison, Human Resources and Systems Control approvals prior to the proposed effective date.

Supporting Documents

Date Created

Jan. 21, 2015

Date Revised (If Revised)

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URL/Link to Policy

Hiring Process

Stated Policy

Hiring the best candidate to meet the strategic goals of a unit and the Division has never been more important.  The best way to hire a great candidate is to ensure you have a diverse and strong candidate pool.  Please reference the process guidance at the link below for information on designing the position, search process, search committee, active recruitment techniques, and hiring process guidance.  The Hiring & Onboarding page also has many resources for the process that should be referenced.

Adherence to this process will ensure a smooth, expedient, and simplified administrative process to hiring employees.

Affirmative college review/approval is required for the following positions:

  • The position receives funding from the college
  • The position has a tenure or continuing track faculty component, including increases or decreases to faculty FTE
  • The position has a Chapter 5 administrative appointment as defined by the University Handbook for Appointed Personnel (UHAP), regardless of funding
  • Any faculty position, including Career-track and Multi-year, regardless of funding
  • The title is Academic Advisor or Manager Finance and Administration, or derivative

Supporting Documents

AttachmentSize
File ALVSCE Hiring Process1.89 MB

Date Created

Feb. 12, 2015

Date Revised (If Revised)

July 16, 2019

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URL/Link to Policy

Merit Increase Eligibility & APRs

Stated Policy

If an employee is ineligible for a merit adjustment because a required annual performance evaluation has not been completed, his/her supervisor and unit head are also not eligible for merit increases.  Please note that University policy requires an annual performance review for all benefits-eligible staff and appointed personnel (including post-docs).  Additional information on performance appraisals from Human Resources can be found here.

Supporting Documents

Date Created

Jan. 21, 2015

Date Revised (If Revised)

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URL/Link to Policy

Offer Letter Verbiage Inserts

Stated Policy

All Offer Letters

To support new employees and embrace the public service responsibilities as a UA employee, ALVSCE requires that all offer letters include the following language.  It is inserted after the paragraph discussing enrollment in benefits but before the paragraph discussing the Immigration Reform Act.

The Division of Agriculture, Life & Veterinary Sciences & Cooperative Extension takes its public service responsibilities seriously.  Employees are required to complete three trainings: 1) an on-line harassment prevention program developed by the UA’s Office of Institutional Equity; 2) the Title IX for Employees  (Preventing Sexual Misconduct); and 3) a public service orientation. Once completed, provide your supervisor or departmental representative with a copy of your certificates of completion from the three orientations within 30 days of employment for inclusion in your personnel file.

In addition, all UA employees, students and volunteers driving on University business must complete: 1) a review of the UA fleet safety Policy ; 2) the driving registration process ; and 3) the defensive driving training prior to being authorized to drive on University business. Drivers of High Occupancy Vehicles (HOVs) must complete additional requirements.

 

Unit Head Offer Letters (Academic and AES) - Mission Leaders Reporting to the Vice President & Dean

Unit heads are key to the division's success.  ALVSCE requires that the following language be inserted in the offer letters of unit heads for academic or Experiment Station Units (e.g. directors, department heads) after the paragraph explaining position duties.  The appropriate link below should be printed and attached to all unit head offer letters prior to the applicant reviewing the completed document. 

Management is a unique and highly important career track within ALVSCE.  I expect that you will achieve mastery of the competency skillsets in the attached document within 12 months of your start date; the division will facilitate your learning in these areas as requested

 

Supporting Documents

Date Created

April 14, 2015

Date Revised (If Revised)

Aug. 31, 2018

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URL/Link to Policy

Postdoctoral Salary Threshold

Stated Policy

Effective July 1, 2017, all current and newly hired Postdoctoral Research Associates must be hired at or increased to the new minimum annualized salary of $47,659, prorated by FTE.  Postdoc appointments are only renewable up to five (5) years, whereupon their employment as a postdoc at the UA terminates.  Please consult with your assigned Human Resources Consultant if you have any questions. 

Supporting Documents

Date Created

Oct. 9, 2017

Date Revised (If Revised)

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URL/Link to Policy

Presence at Work (PAW), Exempt Employees

Stated Policy

To ensure all exempt employees have a comfort using the time sheet system (UAccess Employee), exempt employees are strongly encouraged to report presence at work (PAW) on their time sheets.  PAW does not route for supervisor approval.  This best practice is one way to mitigate concerns associated with common time reporting issues, such as Family Medical Leave, vacation, and sick leave.

Supporting Documents

Date Created

Jan. 21, 2015

Date Revised (If Revised)

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URL/Link to Policy

Statement on Collegiality

Stated Policy

The Importance of Collegiality to the Quality of the Workplace Environment
Division of Agriculture, Life and Veterinary Sciences and Cooperative Extension

Collegiality is the cooperative interaction among colleagues where individuals work productively, and interact with civility with faculty, students, staff members, and stakeholders in all environments impacted by the university.

Collegiality encompasses the basics of the professional ethics of the academic world: each member in ALVSCE must treat all people with professional respect, foster integrity of intellectual inquiry, advocate for the needs and rights of students and stakeholders, and establish awareness of workplace safety.

Collegiality should not be confused with sociability or likability, or service but should instead be understood as a professional standard relating to each individual's performance, one that is essential to maintaining or improving the productivity and quality of all units within ALVSCE.  Since collegiality is an expectation, employees who are not behaving in a collegial fashion will be held accountable by their direct supervisor.  Examples of behaviors that are antithetical to collegiality include demeaning coworkers, bullying, discrimination in any form, and intimidation, either verbally or in electronic communications.

Supporting Documents

Date Created

Oct. 1, 2008

Date Revised (If Revised)

Nov. 26, 2018

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URL/Link to Policy

University Handbook for Appointed Personnel

Stated Policy

Supporting Documents

Date Created

Feb. 1, 2016

Date Revised (If Revised)

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URL/Link to Policy

Vacancy Savings

Stated Policy

Position vacancy savings either remain with the unit or revert to CALS/CES depending upon the type of position that was vacated.  CALS/CES vacancy savings are budgeted for and reinvested annually into new faculty, critical hires, and strategic areas.  Due to separate state line item budgets, CALS/CES savings will automatically flow to either the Teaching & Research or Cooperative Extension accounts, as appropriate, to maintain budgetary separation of the line items.

  • Unit Savings: vacant staff lines funded with budgeted dollars (accounts 12xxxxx and 13xxxxx) from the unit are retained by the unit.
  • CALS/CES Savings: vacant tenure and continuing track (T/C track) faculty lines funded with budgeted dollars revert to CALS/CES.  Also, in special cases that are usually documented in offer letters, vacant staff or appointed positions (non T/C track) that were funded by CALS/CES with budgeted dollars revert to CALS/CES.  Examples of these special cases include, but are not limited to, spousal hires and unit head hiring commitments.

Supporting Documents

Date Created

Jan. 21, 2015

Date Revised (If Revised)

Jan. 10, 2019

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URL/Link to Policy

Finance & Accounting

Carryforward State Funds

Stated Policy

Units and Associate Deans are encouraged to prioritize the spending of state funds first to avoid unnecessarily large state balances when there is no specific savings plan.  Large state balances should not occur given the dire economic needs for resources, and they send the wrong message to our stakeholders.

Divison Business Services audits for over-saving and inappropriate spending.  Unit heads and ADs are expected to employ ALL funds to achieve unit, ALVSCE, and UA mission goals and objectives.  This may require the partnership with faculty to leverage funds that have been delegated to faculty by unit leaders.

Unit heads and ADs have the authority, responsibility and accountability to establish unit-level cost recovery policies for faculty-generated funds within their respective units (e.g conferences, sales and services, auxiliaries, etc.).  This might, for example, manifest as the unit charging a cost-recovery fee for business and administrative support on revenue-generating activities.

Monitoring of Carryforward Balances

Large and unplanned state balances will be moved into the central ALVSCE budget at the end of each fiscal year.  As general guidance, unplanned state carryforward balances greater than 3% of a unit’s current year budget are defined as excessive.  Balances can be monitored and reviewed using the  ALVSCE Carryforward dashboard which does not include ERE by default in accordance with the ALVSCE ERE Management policy.

Request Process

Submit a Request

To carry forward more than 3% in state accounts units must develop and submit a specific plan.  Savings plans must be submitted using the online form to Request for Carryforward, clearly identifying the exceptional, critical, and mission-oriented savings or planning goals.  Saving for a “rainy day” is not a plan.  Units that do not provide an acceptable plan will forfeit their balance above the 3% level on July 1 of each fiscal year. Once your request has been reviewed, you will be notified of the decision. 

Justification

The justification must specifically address how funds will foster and grow mission areas and the potential for a return from those areas (e.g., meeting student demand, growing student enrollment, obtaining more research sponsorships, partnering with important internal and external allies to leverage funds, etc.)  As these are strategic savings plans, it is assumed there will be consistency in the plan from one quarter to the next and one year to the next.  These plans must include numbers, be time-specific and have specific processes, outputs and outcomes associated with them.

Due Date

The completed request, which includes the justification, must be submitted using the online form to Request for Carryforward to Division Business Services during the first full week of June.

Contacts

Academic Units, AZ Experiment Station Units, and Administrative Units Contact:

Kina Barton / 520.626.5795 / kina@email.arizona.edu

Cooperative Extension Service Units Contact:

Carolyne Greeno / 520.621.7207 / cagreeno@email.arizona.edu

Supporting Documents

Date Created

June 22, 2015

Date Revised (If Revised)

June 5, 2018

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URL/Link to Policy

ERE Management

Stated Policy

State-funded Employee Related Expense (ERE) budgets have been distributed to each responsibility center unit (RCU; i.e. colleges and VP units) to manage. RCUs and underlying units are thus incentivized to appropriately manage their ERE pool to: 1) minimize unnecessary costs, 2) maintain a positive balance, 3) plan and set aside funds for future ERE cost growth, and 4) properly invest surpluses back into critical mission areas.  ALVSCE units have been delegated this responsibility since 2014.   Units are solely responsible for proper management of these funds as there are no additional ERE funds held at the college level which could subsidize deficits. 

The ERE Management policy describes the best practices and expectations to manage the ERE funds in your unit (see the Supporting Documents).

Supporting Documents

AttachmentSize
PDF icon Revised 7/11/19251.95 KB

Date Created

July 24, 2014

Date Revised (If Revised)

May 7, 2019

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URL/Link to Policy

Farm Sales Activities

Stated Policy

Farming and ranching are fundamental to the Division's ability to deliver on our Land Grant mission.  As such, the production of crops, animals, or other mission related products or by-products, including alfalfa, beef, cotton, etc. may be sold to wholesalers, retailers, or to the public so long as the sale of these goods or services are in conformance with ABOR Policy 1-105 Competition with Private Enterprise.

Supporting Documents

Date Created

Jan. 1, 1999

Date Revised (If Revised)

Oct. 27, 2016

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URL/Link to Policy

Meal and Alcohol Guidelines

Stated Policy

In order to advance business and development goals there are times when the purchase of meals or alcohol is necessary. The guidelines at the link below are in addition to and shall not supersede existing reimbursement policies and requirements.  We must all be sensitive to our stewardship obligations when state or donated funds are expended. All expenses must have an identified budget source and be approved by the unit head in concept prior to spending.

    Supporting Documents

    AttachmentSize
    PDF icon Meal and Alcohol Guidelines88.09 KB

    Date Created

    Feb. 11, 2015

    Date Revised (If Revised)

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    URL/Link to Policy

    Personal Vehicle Travel Policy Clarification

    Stated Policy

    Supporting Documents

    Date Created

    April 13, 2017

    Date Revised (If Revised)

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    URL/Link to Policy

    Reporting Vehicle Accidents & Citations

    Stated Policy

    The link immediately below defines the driving provisions and accident reporting obligations of all persons who may be involved in a business-related vehicle accident.  University policy requires the reporting of accidents involving personal vehicles where damage or injury occurred in the course of University business. 

    All persons who drive on university business, regardless if in a personal or university vehicle, must register through an online driver registration system – click here for registration.  Many employees are already registered, but please double check your status.

    Accidents occurring while in the course of university business should be reported to the following departments/individuals as soon as possible.  Reporting deadlines apply, and failure to comply could result in suspension of university driving privileges, and/or disciplinary action under the policy.

    1. Report all accidents to the applicable responding law enforcement agency and request a police report be taken.  What seems like minor accidents can result in claims against the UA later on.  Police reports provide an accurate documentation of an incident.
    2. Risk Management Services
    3. Driver’s immediate supervisor
    4. If one of the vehicles involved in the accident was federal excess property, the CALS Accountable Property Officer (APO) should also be notified (APO can be found on the Contacts page).

    Employees should immediately notify their supervisor of changes in driving status such as citations, license suspensions or revocations.

    Supporting Documents

    Date Created

    Jan. 16, 2015

    Date Revised (If Revised)

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    URL/Link to Policy

    Search Expenses, Directors/Department Heads

    Stated Policy

    The college will fund pre-hire search expenses up to $8,000 for directors and department heads that report to the Dean.  This amount was determined after a review of the amounts offered by other colleges at the UA.  Funding is on a reimbursement basis and it is the unit's responsibility to request reimbursement and provide an appropriate accounting of the expenses.  Requests for reimbursement must be made and transferred in the fiscal year in which the spending occurred, unless an exception is granted by Business Services.  Search committees can certainly spend more than this amount, but the additional and/or ineligible costs would be borne by the hiring unit. 

    Pre-hire expenses include such items as meals, conference calls, mileage, advertisements, candidate travel and lodging, etc.  Expenses in the post-hire phase of recruitment such as moving expenses are separate and not covered under this policy.  The goals of this policy are to empower the search committee to determine the best use of limited resources, plan ahead, use technology when appropriate, and actively recruit candidates to ensure the pool is as strong and diverse as possible.  The bottom line is to hire the best candidate for the position. 

    Supporting Documents

    Date Created

    Dec. 17, 2013

    Date Revised (If Revised)

    March 28, 2018

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    URL/Link to Policy

    Surplus Property Proceeds

    Stated Policy

    All surplus property must be acquired, used, tracked, and disposed in accordance with the policies found in the UA Property Management Manual.  Individual units are responsible for submitting their UA-owned property and equipment through the Surplus Property Office's online system.

    All proceeds from general sales and special auctions within ALVSCE are deposited into a central Division account.  These funds are used to support the Division strategic and subvention pools, which are under the control of the Executive Council and support things like new faculty startups and off-campus maintenance costs.

    Units may seek approval from the Associate Vice President, Finance and Administration to have proceeds from special auctions be returned to the unit.  Requests must be made prior to the disposal of an item, return a material dollar amount, and be used to support the purchase of new capital equipment or enhancements to existing capital equipment.  Each request is reviewed on an individual basis.  If approval is given, units must claim the proceeds from the Division within 60 days following the public auction, or will forfeit proceeds to the Division.

    Grant funded and Federal Excess property have specific disposal requirements.  Please seek guidance from the unit or Division business office prior to disposing, cannibalizing, or discarding this property.

    Supporting Documents

    Date Created

    Jan. 1, 1999

    Date Revised (If Revised)

    April 3, 2015

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    URL/Link to Policy

    Unmanned Aerial Vehicles

    Stated Policy

    Unmanned Aerial Vehicles (UAVs) play an important and growing role in agriculture and natural resource teaching, resource, and extension work.  The University of Arizona is developing processes and policies to ensure that this new technology is used safely and in a way that protects the interests of the University.  Prior to the purchase of any UAV by an ALVSCE unit or employee, read and follow the attached memorandum. 

    A UAV inventory is maintained by the Associate Vice President for Research; all UAVs owned by ALVSCE's units must be added to this inventory list.  ALVSCE will not pay fines or penalties, or financially support employees involved in legal matters caused by non-compliant UAV use.  Additional information on University standards for UAV use should be directed to UA Risk Management.

    Supporting Documents

    AttachmentSize
    PDF icon Dean's UAV Memo, 3-4-17173.76 KB

    Date Created

    March 4, 2017

    Date Revised (If Revised)

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    URL/Link to Policy

    Information Technology (IT)

    Data Stewardship Responsibilities

    Stated Policy

    Sensitive Data is data whose unauthorized disclosure may have serious adverse effects on the university’s reputation, resources, services, or individuals.  Sensitive Data includes social security numbers, credit card information, and anything else that can be used to facilitate identity theft.  It also includes federally protected data such as student information and medical information, as well as passwords, account information, restricted data, and any other unique identification.  UA faculty and staff are responsible for protecting sensitive data to which they have authorized access, as well as responsible for compliance with all UA information security policies and procedures and any applicable laws, statutes, and regulations.  It is important to know who can access the data, the appropriate places to store the data, how to security dispose of the data, and how to report a breach or compromise of sensitive university data.  For more information on faculty and staff responsibilities related to the handling and storage of university data, please see the “Data Management” section found at this link: https://security.arizona.edu/data-management-faculty-and-staff

    To determine which data classification is appropriate for a particular information asset, please see the criteria in "Data Classifications" section found at this link: https://security.arizona.edu/data-classification-and-handling-standard

    Sensitive or personal information should not be stored.  Also, this information has not been approved to store in Box.  This includes: 

    • Social Security Numbers
    • Credit Card Numbers
    • Financial/Banking Account Numbers
    • Driver's License Numbers
    • Health Insurance Policy ID Numbers
    • Data as Defined Under FISMA, ITAR/EAR, HIPAA

    Supporting Documents

    Date Created

    March 26, 2018

    Date Revised (If Revised)

    Bookmark/Reference:

    URL/Link to Policy

    NetID+ Policy

    Stated Policy

    Cyber security underpins every aspect of our daily work at the University. Threats to cyber security can seriously undermine our collective efforts and expose our most sensitive information. Therefore, we must do our best to protect our information, and this includes safeguarding our NetID password by utilizing a security enhancement that the University offers: NetID Plus (NetID+).

    A compromised NetID password can lead to breaches of:

    • Personal information such as direct deposit account routing, tax documents, Social Security Numbers, and password resets to other systems.
    • Institutional information like sensitive research data, business transactions, website defacement, intellectual property and corporate espionage; all of which weakens our competitiveness for federal grants.
    • Student information protected under FERPA, which can have legal and financial consequences for both the employee and institution.

    The University has instituted options to enhance cyber security that align with industry best practices. Universities pose unique risks to security due to their culture of data sharing, open access, and distributed structures.

    After significant discussions and review with the CALS NetManagers, members of the Deans’ Information Technology Council, and UITS, the Division will require all active employees to enroll in NetID+. NetID+ prompts the user for secondary confirmation prior to accessing University systems protected by UA WebAuth. This affects services such as Email, UAccess, VPN, Box, and access to other common systems. This policy is effective February 24, 2017.

    DCCs, volunteers, retirees, and CALS students are exempt from this policy, but are strongly encouraged to enroll in NetID+. The Division network is only as strong as the weakest link.

    To enroll in NetID+, go to https://webauth.arizona.edu/netid-plus/ or ask your IT Support Personnel, listed at https://cct.cals.arizona.edu/support#find-an-expert. Additionally, you can contact 24.7 IT Help Desk at 520-621-4357

    For more background information about NetID Plus, please visit https://security.arizona.edu/netid-plus.

    How-to’s can be found at https://webauth.arizona.edu/netid-plus/pages/documentation/ or on YouTube at https://www.youtube.com/playlist?list=PLXpm_6NMk1t8kQPFAY7EM4zeY3E-TFMMc

    Supporting Documents

    Date Created

    Jan. 24, 2017

    Date Revised (If Revised)

    Bookmark/Reference:

    URL/Link to Policy