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Employee Relations

Summary of Recent HR Policy Changes

What You Need to Know: 

UK HR Policies & Procedures are occasionally revised, and past versions are noted at the bottom of each policy page. Below, you will find recent policy updates in summary form. 

​A summary of all HR policy changes is given below.

HR P&P #19.0 Nepotism (Effective 09/30/14)

Basic changes include the following:

  • Updated to be in alignment with the revised and approved GR X language (sponsored dependents not included)
  • Updated to be consistent with updated GR Part X, Regulations Affecting Employment related to nepotism and approved by BOT on 6/11/2013 

HR P&P #12.0 Separation from Employment (Effective 4/24/14)

New language has been added to specifically define “bullying” as an inappropriate and unacceptable behavior in the workplace which will be addressed as a performance issue.  See “Termination of Employment” section, 3.g. 

HR P&P #76.0 Political Activities and Public Office (Effective 4/24/14)

This policy update is significant in that it now provides much more detail and includes new sections, such as: 

  1. “Definitions,”
  2. “General Rules,” and
  3. Specific rules surrounding “candidates” versus “office holders.” 

HRP&P #96.0 Workers' Compensation (Effective 4/8/2014) 

Wording has been updated to clarify that the injured worker may choose (rather than be designated) a provider from a list of participating MCO physicians (1.b.).  Wording regarding potential denial of payment in the event the injured worker uses a non-participating provider for emergency treatment has been removed (formerly 1.c.).

HRP&P #82.0 Temporary Disability Leave (Effective 12/13/2013) 

Basic changes include the following:

  • "Sponsored dependents" (adult and child) added to leaves provided;
  • Language related to "another residing in household" has been removed (no longer needed).

HRP&P #84.0 Funeral Leave (Effective 12/13/2013) 

Basic changes include the following:

  • "Sponsored dependents" (adult and child) added to leaves provided;
  • Language related to "another residing in household" has been removed (no longer needed);
  • Policy section #3 added to make it easier to articulate and understand in-law and sponsored dependent relationships (separated from #2).

HRP&P #88.0 Family and Medical Leave (Effective 12/13/2013) 

Basic changes include the following:

  • "Sponsored dependents" (adult and child) added to leaves provided;
  • "Sponsored child dependent" limited to under age 18 to comply with federal law (different than in HR Benefits Plan eligibility which is stated as under age 26).

HRP&P #19.0 Nepotism (Effective 12/03/2013) 

Basic changes include the following:

  • Updated to be in alignment with the revised and approved GR X language (sponsored dependents not included)
  • Updated to be consistent with updated GR Part X, Regulations Affecting Employment related to nepotism and approved by BOT on 6/11/2013 
  • Management Plan (new) added to HRP&P web page link

HRP&P #50.0 Staff Development/Training (Effective 10/22/2013)

Basic changes include the following:

  • Added language to clarify the requirement for New Employee Orientation (NEO) attendance for rehired employees - see policy section, 3a
  • Changed the SuperVision requirement from 90 days to 180 days - see policy section, 3b
  • Deleted policy section 3c (moved to HRP&P 61.0 Performance Evaluation)

HRP&P #61.0 Performance Evaluation (Effective 10/22/2013)

Basic changes include the following:

  • Added language to clarify performance evaluations - throughout the policy
  • Added the NOTE addressing accountability for supervisors not completing PEs for direct reports - see process section
  • Added a time frame of 30 days from the receipt of the PE for an employee to resolve PE content - see process section, Evaluation, e
  • Updated Planning and Evaluation language - see process section, Planning and Evaluation

HRP&P #70.0 Attendance/Hours of Work (Effective 10/22/2013)

Basic changes include the following:

  • Updated language on "Flex-Time Schedules" to be more relevant and clear - see process section, Flex-Time Schedules
  • Clarified language throughout the policy (ex: "normal" changed to "typical" - see policy section and process section, Flex-Time Schedules
  • Deleted process section, Work Arrival, 2c

Global Update (Effective 10/11/2013)

All HR Policies and Procedures with reference to Associate Vice President for Human Resources were updated on October 11, 2013 to reflect the position title change from Associate Vice President to Vice President for Human Resources.

HRP&P #88.0 Family and Medical Leave (Effective 03/27/2013)

Basic changes include the following:

  • Added clarification of other misconduct- see policy section, "Termination of Employment" #2p

HRP&P #88.0 Family and Medical Leave (Effective 03/08/2013)

Basic changes include the following:

Qualifying Exigency

  • "Covered military member" is now "military member" and includes both members of the National Guard and Reserves and the Regular Armed Forces - see policy section #1e
  • "Active Duty" is now "covered active duty" and requires deployment to a foreign country - see policy section #1e
  • Parental Care has been added - see policy section #2, "Leave because of a qualifying exigency", h
  • Rest and Recuperation has been changed from five to fifteen days - see policy section #2, "Leave because of a qualifying exigency",
  • Added USERRA note clarifying hours - see policy section#1, 2nd note
  • Definition of "covered veteran" has been added - see policy section #2, "covered veteran"
  • Definition of "serious injury or illness for a covered veteran" has been added - see policy section #2, "Serious Injury or Illness for a covered veteran"
  • Definition of "documenting relationships" has been added - see policy section #2, "Documenting Relationships"
  • Added clarification for intermittent or reduced work schedule leave - see policy section #5 & 6
  • Added clarification of tracking FMLA usage - see policy #8, 2nd note

HRP&P #30.0 Compensation Administration (Effective 03/06/2013)

Basic changes include the following:

  • Removed references to the Internal Overload form for exempt staff employees as "Form S" - see process section, Overload Compensation #1 and #2

HRP&P #72.0 Voting (Effective 10/10/2012)

Basic changes include the following:

  • Updated the Kentucky Revised Statute 118.035 (2) and (3) information. - see policy section #1

HRP&P #96.0 Workers' Compensation (Effective 10/01/2012)

Basic changes include the following:

  • Post-Accident Drug/Alcohol Screening is suspended. Post-Accident Drug and Alcohol Screening for Workers' Compensation claims will now be administered at the discretion of the treating physician.

HRP&P #19.0 Nepotism (Effective 08/22/2012)

Basic changes include the following:

  • Removed "except these elected to the Board as faculty, staff, or student" from "Members of the Board of Trustees and relatives of any member of the Board are ineligible for employment at the University." - see policy section #1

HRP&P #51.0 Employee Education Program (Effective 08/06/2012)

Basic changes include the following:

  • Removed "in-state" from the section "Policy for Family Education Program (FEP)" - see #2b and #3

HRP&P #94.0 Health Care Plan Credit (Effective 06/04/2012)

Basic changes include the following:

  • Approved Special Leave, Educational Leave and Scholarly Leave added to the types of leaves during which employees may continue to receive the University health credit.

HRP&P #96.0 Workers' Compensation (Effective 03/01/2012)

Basic changes include the following:

  • Post-Accident Drug/Alcohol Screening Exemptions Expanded - see post-accident drug and alcohol screening section, #2.a and #2.d.
  • Language was added to increase flexibility when unforeseen circumstances prevent testing – see post-accident drug and alcohol screening section and/or testing is refused, #4.a, #4.d, and #4.g.
  • Substances subject to testing identified, post-accident drug and alcohol screening section, #4.b.
  • A positive alcohol screen in violation of this policy changed to “greater than or equal to 0.04 BAT, BAC, or equivalent” – see post-accident drug and alcohol screening section #4.j.
  • Language was added concerning post-accident alcohol screens with results of greater than 0.00 BAT, BAC, or equivalent, but less than 0.04 BAT, BAC, or equivalent. Language provides guidance as to when the employee is removed from duty and for how long and when employee may return to duty – see post-accident drug and alcohol screening section #4.j – l.
  • Last Chance Agreement for positive post-accident drug and alcohol screenings implemented – see post-accident drug and alcohol screening section #4.n.

HRP&P #82.0 Temporary Disability Leave (Effective 07/01/2011)

Basic changes include the following:

  • Expanded the definition of family member to include:
    • Aunt/Uncle (includes relationships created by marriage) - see policy section, #10.g
    • Niece/Nephew (includes relationships created by marriage) - see policy section, #10.h
    • Other persons with whom the employee has a “loco parentis” relationship - see policy section, #10.j
    • Parent of a person who resides in the employee’s household - see policy section, #10.l
    • Child of a person who resides in the employee’s household - see policy section, #10.m
    • Removed the wording “and for whom the employee has an obligation to provide care” from another who resides in the employee’s household - see policy section, #10.k
    • Removed “The maximum time which may be used for family members in one year is 30 working days. This maximum may be extended by the supervisor, dean or director, Provost, Executive Vice President, or President. This time is cumulative.” - see policy section, #10.

HRP&P #84.0 Funeral Leave (Effective 07/01/2011)

Basic changes include the following:

  • Introduced language adding individuals in the following relationships for two days of allowable funeral leave:
    • Steps, halves, and in-law relationships for grandparent and grandchild - see policy section #2, note under d
    • Relationships created by marriage for aunt/uncle and niece/nephew - see policy section #2, note under f
    • Legal dependent of the employee - see policy section, #2.j
    • Parent of a person who resides in the employee’s household - see policy section, #2.k
    • Child of person who resides in the employee’s household - see policy section, #2.j

HRP&P #96.0 Workers' Compensation (Effective 07/01/2011)

Basic changes include the following:

  • Language was added introducing a Post-accident Drug and Alcohol Screening requirement
  • Language was added add Light Duty Work to existing policy
  • Language was added to begin allocating a mandatory Performance Evaluation to meet injury reduction goals in areas of high risk, which will begin in FY 12-13.

HRP&P #51.0 Staff Employment (Effective 08/10/10)

Basic changes include the following:

  • Language was added in the Purpose section to further indicate that employees may utilize one educational benefit per semester. (4th paragraph)
  • Language was added to the Overview section to better differentiate the Employee Education Program (EEP) from the Council on Postsecondary Education (CPE) benefit. (See headers for these sections in the Overview section)
  • Language was added in the Overview section to allow a “graduation exemption” for employees taking classes in their final year of study. The exemption allows the employee to take up to three classes in one given semester during this time period. (see policy section, #2.e)
  • Links to taxation information on the Employee Benefits website were added to the Overview section. (See policy section EEP #9 and policy section CPE #10)

HRP&P #10.0 Staff Employment (Effective 04/30/10)

Basic changes include the following:

  • Language was added to reflect the new federal requirement that individuals paid from federal contracts containing the E-Verify clause undergo the E-Verify screening.  (See policy section #7 and process section #12)

HRP&P #88.0 Family and Medical Leave (Effective 01/16/09)

Basic changes include the following:

Eligibility Standards

  • An employee must work for the employer for 12 months (currently required). The time worked does not have to be consecutive but does have to be within the last seven years from date of hire (see policy section, #1).

Notice to Employees

  • The employer will have five days to respond to the receipt of an employee’s FML application (see process section, #3 and #4). Previously, the employer had two days to respond to the receipt of an employee's FML application.
  • Each employee must receive notice of his/her rights to FML on his/her hire date.

Documentation

  • All conversations or discussions with the employee about FML eligibility must be documented.

Medical Certifications

  • The FML application is incomplete if one or more applicable entries are not completed.
  • The employer (not the supervisor) may contact the employee’s physician directly.
  • A FML application not returned is a failure to complete.

Definition of a “Serious Health Condition”

  • To qualify for FML, an employee or qualified family member must be incapacitated for more than three consecutive calendar days and be seen/treated by a qualified healthcare provider. New requirements include these two visits must occur within 30 days of when the condition starts.  The first visit must be within seven calendar days (see policy section #2, definitions - "Serious Health Condition" b, i, a).
  • For intermittent leave the employee must be seen/treated by a qualified healthcare provider at least two times annually (see policy section #2, definitions - "Serious Health Condition" d, i).

General Revisions

  • Employees have an “obligation” to respond to employer questions designed to determine whether an absence is FML qualifying.
  • Calling in “sick” without more information is not sufficient notice for FML coverage (see process section, note under #1).
  • An employee’s response to a clarification request must be provided within seven calendar days unless not practicable despite “diligent good faith efforts” (see process section, #4).
  • Physician Assistants are now considered covered health care providers (see policy section #2, definitions - "Health Care Provider ", i).

Military Revisions

  • Employers must grant eligible employees up to twenty-six weeks of unpaid leave to care for a wounded service member, provided that the service member is the employee’s spouse, child, or parent, or the employee must be the service member’s next of kin. Employees are entitled to only one twenty-six week leave period to care for a wounded service member in a twelve-month period. The right to a leave does not renew once a new twelve-month period begins; although the leave may be taken on an intermittent or reduced-schedule basis, all of the twenty-six weeks of leave must be used during a single twelve-month period (see policy section 2nd note under #1).
  • Employees may also take leave for a “qualifying exigency” related to a family member in the military (see policy section, #1f).

HRP&P #88.0 Family and Medical Leave (Effective 08/19/08)

Basic changes include the following:

  • Language was added in accordance with changes to the federal Family and Medical Leave Act of 1993 expanding leave to cover providing care to a military service member who is ill or injured. (see policy section, #1e and 2nd note)

HRP&P #2.0 Equal Opportunity, Discrimination, and Harassment (Effective 08/12/08)

Basic changes include the following:

  • Language was added to reflect changes made to AR II-1.1-9 Policy on Discrimination and Harassment. (see purpose section, policy section, and process section)
  • Discrimination and Harassment was added to the policy title.

HRP&P #30.0 Compensation Administration (Effective 07/01/08)

Basic changes include the following:

  • Leave types considered "non-working" hours (such as vacation, holiday, etc.) will no longer factor into overtime calculations for non-exempt employees.  Only actual hours worked will apply toward overtime calculations. (see policy section, Compensation for Overtime #3 & #4)

HRP&P #80.0 Vacation Leave (Effective 07/01/08)

Basic changes include the following:

  • Vacation leave earned over the course of any one fiscal year period (July 1 - June 30) must be used no later than the last day (June 30) of the following fiscal year.  Overall, this reduces the time allowed for staff to use VL by three months.  (see process section, Dispostion of Unused Vacation Leave)

HRP&P #87.0 Conversion of Temporary Disability Leave (Effective 06/20/08)

Basic changes include the following:

  • Vacation leave acquired through conversion will count as vacation days earned in the current fiscal year. (see policy section, Conversion to Vacation Leave f.) Previously, vacation leave acquired through conversion counted as vacation days earned in the completed fiscal year.

HRP&P #90.0 Employee Benefits Policy (Effective 01/24/08)

Basic changes include the following:

  • Supplemental LTD plan language was added to the policy. (see policy section, #1c)

HRP&P #83.0 Holiday Leave (Effective 01/23/08)

Basic changes include the following:

  • Hospital employees receive one additional floating holiday with pay (see policy section #1 Note).

HRP&P #93.0 Health Care Plans (Effective 01/23/08)

Basc changes include the following:

  • Employees eligible for new benefits enrollment will be covered effective on the first of the month consecutive with or following his/her date of hire. (see policy section, #4a) Previously, coverage began on the first of the month consecutive with or following receipt of the employee enrollment form.
  • Temporary employee benefit eligibility will no longer be contingent upon a six month assignment. (see policy section, #5a & b)

HRP&P #91.0 Life Insurance (Effective 01/10/08)

Basic changes include the following: 

  • Basic life insurance increased from $10,000 to 1 times salary. (see policy section, #2)
  • Optional life insurance increased from 3 times salary to 5 times salary. (see policy section, #3a)

HRP&P #2.0 Equal Opportunity (Effective 07/06/07)

Basic changes include the following:

  • Existing language was added from AR II-1.1-9 Handling Allegations of Sexual Harassment that outlined additional information regarding amorous relationships in the workplace. (see policy section, #1 Note)

HRP&P #94.0 Health Care Plan Credit (Effective 10/01/06)

Basic changes include the following: 

  • Employees hired after December 31, 2005 will have "access only" to UK Health Plans as retirees.  UK will not provide an employer credit towards retiree health plan costs for these employees. (see policy section, #8)  This policy changes was made as a result of recommendations from the Retiree Health Benefits Committee.
  • Employees hired before January 1, 2006 who are not eligible to retire as of July 1, 2007 will pay 10% of plan premiums. (see policy section, #5)
  • Employees hired before January 1, 2006 who are not eligible to retire as of July 1, 2007 will pay premimums based on the years of service and age at retirement for pre-65 coverage.  They will pay 10% of premiums after age 65. (see policy section, #6)
  • LTD participants will receive the health credit for 29 months or until eligible for Medicare, whichever is greater. (see policy section, #9)

HRP&P #95.0 Long Term Total Disability Program (Effective 10/01/06)

Basic changes include the following: 

  • Retirement contributions from the University were reduced from 15% to 10% of the base pay at the onset of disability (see process section, #6e).

HRP&P #11.0 Pre-Employment Screening (Effective 07/12/06)

  • New policy was created on July 12, 2006 in compliance with KY House Bill 3.  The purpose of the policy is to outline policy and procedures for background checks (criminal history, etc.) and drug screenings for new hires.

HRP&P #19.0 Nepotism (Effective 05/04/06)

Basic changes include the following:

  • Existing language was added from AR II-1.1-9 Handling Allegations of Sexual Harassment that outlined additional information regarding amorous relationships in the workplace. (see policy section, #7)

HRP&P# 80.0 Vacation Leave (Effective 04/01/06)

Basic changes include the following:

  • bi-weekly employees accrue the annual vacation allowance at a rate of one-twenty sixth per pay period (see process section, accrual and recording, #1); and
  • vacation is accrued and posted at the end of each pay period (see process section, accrual and recording, #1b).

HRP&P #82.0 Temporary Disability Leave (Effective 04/01/06)

Basic changes include the following:

  • Temporary Disability Leave (TDL) accrues at the rate of 0.46 days per pay period for regular full-time employees who are paid on a bi-weekly basis (see policy section, #7);
  • TDL is accrued and posted at the end of each pay period (see policy section, #7c); and
  • TDL may be taken in 15 minute increments (see process section, #8). Previously, TDL use was limited to 30 minute imcrements.

HRP&P #88.0 Family and Medical Leave (Effective 04/01/06)

Basic changes include the following:

  • leave taken for childbirth or placement may be taken intermittently or on a reduced schedule after the presumed six-week recovery period, with the approval of the department head (see policy section, #3); and
  • spouses employed at UK no longer have to share the 12 week FML entitlement for purposes of childbirth and/or adoption/foster care.  In cases where a husband and wife are employees and employed in the same department, they may be required to share the 12 week FML entitlement, at the discretion of the department (see policy section, #7 Note).

HRP&P #17.0 HR Temporary and Student Employment Services (Effective 12/09/05)

Basic changes include the following: 

  • Changed the name of STEPS in order to differentiate the two services HR Temporary Employment (in house temporary agency) and Student Employment (on and off campus employment referral service for UK students);
  • Clarified policy which was being misinterpreted.  HR Temporary employees do not receive regular service credit for time worked in temporary assignments (for purposes of retirement, new hire orientation, and vacation leaves);
  • Explained overtime calculation for employees employed in more than one temporary assignment; and
  • Explained overtime payment responsibility for departments employing a temporary employee who works in more than one assignment.

For a detailed comparison of changes to 17.0 HR Temporary and Student Employment Services policy, click here.

HRP&P #70.0 Attendance/Hours of Work (Effective 11/14/05)

Basic changes include the following:

      • Decreased the number of bi-weekly payroll cycles from two to one (70.3.1.1.2).

For a detailed comparison of changes to 70.0 Attendance/Hours of Work policy, click here.

HRP&P #93.0 Health Care Plans (Effective 11/08/05)

Basic changes include the following:

  • Employees eligible for new benefits enrollment will be covered effective on the first of the month consecutive with or following his/her date of hire.
  • Temporary employee benefit eligibility will no longer be contingent upon a six (6) month assignment.

For a detailed comparison of changes to 93.0 Health Care Plans policy, click here.

HRP&P #7.0 Grievances (Effective 09/20/05)

Basic changes include the following:

  • decreased the number of stages in the grievance process from four (4) to three (3) effectively eliminating the role of the immediate supervisor in the grievance process (7.2.1 – 7.2.3);
  • shortened the timeframe to file a Stage I grievance from sixty (60) days to thirty (30) days (7.1.4);
  • increased the response time for the Stage I decision maker from five (5) days to ten (10) days (7.2.1.2);
  • increased the timeframe for a grievant to appeal a Stage I decision from five (5) days to ten (10) days (7.2.2.2);
  • increased the response time for the Stage II investigation from ten (10) days to fifteen (15) days (7.2.2.4);
  • increased the response time for the Stage III Hearing Committee from thirty (30) days to sixty (60) days (7.3.4);
  • developed a grievance form for easier submittal of a grievance.

For a detailed comparison of changes to 7.0 Grievances policy, click here.

HRP&P #94.0 Health Care Plan Credit (Effective 08/15/05)

Basic change included the following:

  • Employees hired after December 31, 2005 will have “access only” to UK Health Plans as retirees. UK will not provide an employer credit towards retiree health plan costs for these employees. This policy change was made as a result of recommendations from the Retiree Health Benefits Committee.

For a detailed comparison of changes to #94.0 Health Care Plan Credit, click here.

HRP&P #87.0 Conversion of Temporary Disability Leave (Effective 06/07/05)

Change included in NOTE:

  • Only employees hired prior to July 1, 1995 are eligible to receive a payout for unused temporary disability leave (66 days or above) at the time of retirement. The actual policy change was made in 1995; recent policy change reflects language changes for clarification purposes only.

For a detailed comparison of changes to #87.0 Conversion of Temporary Disability Leave, click here.

HRP&P #51.0 Employee Education Program (Effective 01/03/05)

Basic change included the following:

  • an increase in number of credit hours from six (6) to eight (8) per semester with a maximum of eighteen (18) credit hours per academic year.

For a detailed comparison of changes to #51.0 Employee Education Program, click here.

HRP&P #82.0 Temporary Disability Leave (TDL)

Basic changes include the following:

  • expansion of definition of “family member”. (82.1.15.1)
  • elimination of the “66 day rule”. (82.1.16 – 82.1.16.2)
  • eligible employees may use up to 30 working days of accrued TDL over a 12- month period for newly defined family members.

For a detailed comparison of changes to #82.0 Temporary Disablity Leave (TDL), click here.

HRP&P #84.0 Funeral Attendance Leave

Basic changes include the following:

  • an increase in number of days permitted for parent, spouse, brother, sister, (including step- and half-relatives of the same relationship), and child from 3 days to 5 days. Will also include others living in household and "in loco parentis" relationships. Two additional days for extensive travel still permitted. (84.1.1.1 - 84.1.1.1.1)
  • an increase in number of days permitted for grandparent, grandchild, or in-law relative mentioned above; also to include aunt, uncle, niece, and nephew. Two additional days for extensive travel still permitted. (84.1.1.2 - 84.1.1.2.1)
  • change in title of policy from "Funeral Attendance Leave" to "Funeral Leave".
  • inclusion of definition of Funeral Leave "days".
  • inclusion of definition of "in loco parentis".

For a detailed comparison of changes to #84.0 Funeral Attendance Leave, click here.

HRP&P #88.0 Family & Medical Leave

Change includes note to define “in loco parentis”.

For a detailed comparison of changes to #88.0 Family & Medical Leave, click here.