UT Foundation Policies

7.1.1 Introduction

7.1.2 General Policy

7.1.3 Respect for Persons

1. Disorderly conduct, including the use of discriminatory, abusive, or threatening language, fighting, provoking a fight, or attempting bodily harm or injury to another employee or to any other individual, or threatening physical action or injury on UTFI or UT property or during UTFI or UT activities; or other conduct which threatens or endangers the health, safety, or well-being of any person.
2. Sexual harassment of employees, students, donors, customers, visitors, patients, vendors or any other person on UTFI or UT property or during UTFI or UT activities. See 7.7 Harassment and Discrimination.
3. Discrimination against any individual on the basis of age, ancestry, color, disability, gender identity or expression, genetic information, military status, national origin, race, religion, sex, sexual orientation, or veteran status.  See 7.7 Harassment and Discrimination.

7.1.4 Respect for Property

1. Willful or negligent damage to UTFI and UT property.
2. Theft or dishonesty.
3. Tampering with or wantonly destroying UTFI and UT data, records, or other information, gaining unauthorized access to such information; disclosing confidential information; or otherwise misusing UTFI and UT data or information.
4. Unauthorized use of UTFI or UT vehicles, mail services, identification and credit cards, telephones, or UTFI or UT computers, or computer equipment, or other UTFI and UT equipment or materials. Computers and computer accounts are provided to employees to assist them in the performance of their jobs. Employees do not have a right to privacy in anything they create, send or receive on the computer. UTFI and UT have the right to access and monitor, for business reasons, any and all aspects of any university computer system, including employee e-mail.  Because UTFI’s technology infrastructure is provided by UT, technology in general and email in particular is subject to UT’s policy IT0110, Acceptable Use of Information Technology Resources, which is incorporated herein by reference.
5. Soliciting, collecting money, or circulating petitions on UTFI or UT property at any time without permission of the location Vice Chancellor or CEO (in the case of UTFI property) or chief business officer or designee (in the case of UT property).

7.1.5 Standards of Safety

1. Possession of firearms, explosives, or other lethal materials on UTFI or UT property or during UTFI or UT activities.
2. Possessing, drinking, or being under the influence of intoxicants on the job; unlawful possession, use or distribution of alcohol on UTFI or UT property or during UTFI or UT activities; illegally using, manufacturing, possessing, distributing, dispensing, or being under the influence of controlled substances on UTFI or UT property or during UTFI or UT activities.
3. Refusal to obey security officials, Civil Defense personnel, or other proper authorities in emergencies.
4. Failure to comply with safety rules, regulations or common safety practices.
5. Failure to report an accident involving on-the-job injury or damage to UTFI or UT property.
6. Smoking in non-designated areas.

7.1.6 Compliance with Laws and UTFI Policy

1. Falsification of UTFI and UT records.
2. Misrepresentation of academic credentials is a Class A misdemeanor in Tennessee. A person commits the offense of misrepresentation of academic credentials who, knowing that the statement is false and with the intent to secure employment at UTFI, represents, orally or in writing, that such person: (1) has successfully completed the required course work for and has been awarded one or more degrees or diplomas from an accredited institution of higher education; (2) has successfully completed the required course work for and has been awarded one or more degrees or diplomas from a particular institute of higher education; or (3) has successfully completed the required course work for and has been awarded one or more degrees or diplomas in a particular field or specialty from an accredited institution of higher education.
3. Behavior or conduct unacceptable to UTFI or UT or the community at large.
4. Violating federal government security regulations.
5. Any violation of state or federal law affecting ability to perform assigned work.
6. Gambling on UTFI or UT property or during UTFI or UT activities.
7. Flagrant violation or failure to observe traffic or parking regulations.
8. Employees are expected to report to their supervisor, or other UTFI authority, evidence of activity by a state agency, contractor or employee that constitutes any of the following: violation of state or federal law or regulations, fraud in the operations of government programs, misappropriation of state or federal resources, acts which endanger the health or safety of the public or employees, and mismanagement of programs, funds and/or abuses of authority. The reporting of such evidence may be done in confidence, to the extent the law permits.  Retaliation against an employee reporting evidence of or refusing to carry out a directive to engage in such activity is strictly prohibited.  See Policy 7.17 Whistleblower Protection.

7.1.7 Work Performance

1. Insubordination or refusal of an employee to follow instructions or to perform designated work or to comply with directives of authorized UTFI officials.
2. Failure to wear proper uniform or identification in the prescribed manner as may be required by the UTFI.
3. Sleeping on the job.
4. Failure or refusal to maintain or obtain required licensure, certification or registration.
5. Instigating or participating in deliberate low productivity and/or interfering with another employee’s work.

7.1.8 Standards of Attendance

Introduction

Employment at Will

General Policy

1. Verbal warning
2. Written warning
3. Suspension Termination

1. The nature of the performance or conduct issues under review.
2. The seriousness of the performance or conduct issues under review.
3. Previous disciplinary actions and the employee’s response thereto.
4. Previous performance and work history of the employee.

Procedures

Verbal Warning

1. The date of the warning.
2. The specific performance or behavioral issue.
3. The expected performance or corrective action and a timeline for completion.
4. Any explanation given by the employee or other information the supervisor feels is significant.

Written Warning

1. The date of the warning.
2. A description of the specific performance or conduct issue.
3. A work improvement plan outlining steps to be taken, goals to be met or other performance or conduct objectives required to correct the performance or conduct at issue and a timeline for completing the same.
4. A statement indicating that failure to meet the goals and objectives within the timeline set forth in the work improvement plan can result in additional disciplinary action, up to and including termination.
5. The supervisor’s signature.
6. Space where the employee may make a written statement in response to the warning. The employee may also provide a written response in a separate document and any such document will be attached to and filed with the warning.
7. A place for the employee is to sign indicating he or she has received a copy of the warning notice.
   1. The employee’s signature signifies only that he or she has received a copy of the notice and does not in any way indicated the employee’s agreement with the content of the notice.
   2. If the employee refuses to sign the notice then the supervisor should indicate this fact, along with any reasons for not signing given by the employee, on the warning notice form.

Suspension

1. Consult with the UTFI HR office;
2. Place the employee on leave with pay while investigating the unacceptable work performance or work-related behavior in order to determine the appropriate action to take;

Termination

1. The effective date of the termination.
2. A description of any compensation which UTFI owes the terminated employee.
3. The CEO or designee’ signature.

Gross Misconduct

1. In a case of gross misconduct, immediate disciplinary action up to and including termination may be taken.
2. During the investigation of alleged gross misconduct, an employee may be placed on administrative leave with pay.

Suspension/Termination

1. Consult with the HR office,
2. Advise the employee, orally or in writing, of the charge(s) against the employee, and
3. Provide the employee an opportunity to respond.

Appeal

Appeal Process

1. Alternatively, a non-exempt employee may choose to go through the grievance procedure as described in Policy 7.6 Grievances.
2. If any employee chooses to receive an informal hearing, a waiver of the employee’s right to proceed under the TUAPA must be signed by the employee.

1. Alternatively, an exempt employee may request an informal hearing before a panel of 3 unbiased UTFI employees or, if the employee is leased from UT, a formal hearing under the TUAPA.
2. If any employee chooses to receive an informal hearing, a waiver of the employee’s right to proceed under the TUAPA must be signed by the employee.

Roles and Responsibilities

Supervisor Responsibilities

1. Document all pertinent facts relating to any performance issues or misconduct.
2. Record dates and substance of verbal warnings and convey the same to the UTFI HR.

1. The CEO must approve any suspension and termination.
2. Document the suspension and termination in accordance with Section 7.2.4, above.

HR Responsibilities

Introduction

Introduction

General Policy

1. Employment opportunities will not be distinguished on the basis of age, ancestry, color, disability, gender identity or expression, genetic information, national origin, pregnancy, race, religion, sex, sexual orientation, or military veteran status regardless of whether these categories enjoy a protected status under state or federal law.
2. Selection practices will emphasize hiring qualified individuals with due consideration for qualified persons from underrepresented groups.
3. All decisions concerning employment and performance should be based on an individual’s qualifications and performance and not on characteristics unrelated to job requirements.
4. Employees shall not discriminate against or harass any employee on the basis of age, ancestry, color, disability, gender identity or expression, genetic information, military veteran status, national origin, pregnancy, race, religion, sex, sexual orientation, or veteran status regardless of whether these categories enjoy a protected status under state or federal law. Employees who violate this principle are subject to discipline up to and including termination.
5. Employees who believe they are the target of discrimination or harassment of any nature should immediately contact the UTFI Office of Human Resources for assistance. See also Policy 7.7 Harassment and Discrimination and Policy 7.6 Grievances.

Job Posting Language

Pay Transparency

Affirmative Action Program

7.5.1 Introduction

7.5.2 Exit Interview

7.5.3 Release of Final Paycheck

7.5.4 Change to Student or Term Status

7.6.1 Introduction

7.6.2 General Policy

7.6.3 Grievances

1. Grievance is a non-exempt employee’s formal complaint about one or more of the following matters, which the employee has not been able to resolve with his or her immediate supervisor and/or through the Complaint procedure:
   1. Any unresolved issue concerning interpretation and/or application of UTFI policy, practice, or procedure.
   2. Discipline (verbal or written warning, suspension, termination), work assignments, or conditions of work which the employee claims are based on discrimination, workplace harassment, or other unlawful acts (including claims of racial and sexual harassment).
   3. Any employee who feels he or she has been the victim of unlawful harassment should report the situation immediately to the President/CEO or to the UTFI Office of Human Resources (HR).  See 7.7 Harassment and Discrimination.
2. To file a grievance the employee must, within 15 working days of the conduct which forms the basis of the grievance, submit a Grievance Form outlining the pertinent facts to his/her immediate supervisor.
   1. Supervisors are responsible for making every effort to resolve grievances locally.
      1. On receiving a grievance the supervisor shall meet face-to-face with the employee filing the grievance.
      2. The supervisor shall also conduct such other investigation as he or she deems appropriate.
   2. Within 30 working days of receiving a grievance, the supervisor shall issue a written response to the grievance.
3. If the employee filing the grievance is not satisfied with the supervisor’s written response, then the employee may, within fifteen working days of receipt of the response, forward the original grievance complaint, the supervisor’s written response, and a written request for a hearing to the UTFI HR Office. A hearing is the final step for a grievance.
   1. The UTFI HR Office will arrange for a hearing before the President/CEO (or someone he/she designates) and a panel of 3 unbiased UTFI employees. The hearing will take place within 15 working days of receiving the request for hearing. The UTFI HR Office will work in collaboration with the UT Human Resources Office.
   2. The CEO (or his/her designee) will issue a written decision within 15 working days of the hearing.
   3. This decision will be final and binding.
4. At each step in a grievance procedure, the employee filling the grievance is entitled to be accompanied and represented by one UTFI employee chosen by the person filing the grievance.

7.6.5 Confidentiality

7.6.6 Retaliation Prohibited

7.6.7 Documentation

Introduction

General Policy

Harassment

Sexual Harassment

Complaints of Harassment or Discrimination

Introduction

General Policy

Position Descriptions

New Positions

1. Anticipated salary and benefits (including any cell phone allowance) and budget source for funding the same
2. Estimated start-up and operating costs (e.g., new computer, travel budget for development officer) and budget source for funding the same
3. Proposed position description
4. Any other information deemed appropriate.

Reclassification of Positions

1. Reason for the request
2. Existing position description
3. Proposed new position description
4. Any other information deemed appropriate.

Legal Requirements

1. Exempt verses non-exempt status is based on the duties and responsibilities of an individual position, the required educational level and the compensation provided.
2. Exempt employees are paid a salary and are not entitled to overtime pay or compensatory time.
3. Non-exempt employees are paid on an hourly basis and are entitled to overtime pay at one and one-half times their “regular hourly rate” for any hours worked in excess of 40 during the workweek. Regular hourly rate is defined as the calculated average hourly rate for that pay period. Supervisors must consult with HR for all overtime calculation needs that require manual calculation outside the payroll system.

Introduction

7.12.1 Introduction

7.12.2 General Policy

1. MONTHLY PAID EMPLOYEES: Each employee will record leave (annual, sick, etc.) through the Employee Self Service (ESS) IRIS Web Portal. Leave should be certified by employees on the first day of each month. The immediate supervisor should verify the leave hours recorded and certified for accuracy and approve in IRIS.
2. BI-WEEKLY PAID EMPLOYEES: Each employee will record working hours and leave requests (annual, sick, etc.) through the Employee Self Service (ESS) IRIS Web Portal no later than the deadlines set by the University Payroll Office. The immediate supervisor should verify the hours recorded for accuracy and approve/deny as appropriate by the deadlines set by the University Payroll Office.
3. TEMPORARY & STUDENT EMPLOYEES: Each temporary or student employee will complete the 7.16.1 Biweekly Time Report or 7.16.2 Monthly Time Report (depending on whether the employee is paid biweekly or monthly) no later than the deadlines set by the University Payroll Office. The immediate supervisor should verify the hours recorded for accuracy and approve before forwarding to the UTFI [email protected] for processing.

7.12.3 Overtime

7.12.4 Falsification

Introduction

General Policy

Termination Categories

1. Resignation is a voluntary action on the part of the employee. Non-exempt employees must give a minimum of two weeks advance, written notice of resignation. Exempt employees must give a minimum of four weeks advance, written notice of resignation. Resignations should be submitted to the employee’s immediate supervisor, who will acknowledge the resignation in writing. Supervisors should immediately forward all written resignations to HR, which will then contact the employee to ensure that the resignation is implemented.
2. Discharge is an action initiated by UTFI to terminate an employee. See Policy 7.2 Disciplinary Action. All discharges must be approved in advance by the CEO.
3. Reduction In Force is a discharge action initiated by UTFI to terminate an employee because of temporary or permanent lack of work, lack of funds, or reorganization.
4. Death: See “Benefit in the Event of an Employee Death” in Policy 3.4 Employee Benefits.
5. Retirement is a form of resignation. Any employee who decides to retire should notify his or her immediate supervisor of the projected retirement date in writing as far in advance as possible. The supervisor will immediately forward the retirement notice to HR. HR will contact the employee and, in the case of employees leased from the University, put the employee in touch with the appropriate University officials to initiate the needed paperwork.

Introduction

1. Encourage individuals to bring to the attention of UTFI any known or suspected violations of improper, illegal, wasteful, or fraudulent activity regarding UTFI resources.
2. Encourage staff and volunteers to come forward with credible information on illegal practices or serious violations of adopted policies.
3. Prohibit UTFI employees from interfering with the right of an employee to blow the whistle.
4. Prohibit UTFI employees from retaliating against an employee for having made a protected disclosure or for having refused an illegal order.
5. Provide a procedure for filing and addressing complaints of retaliation for whistle-blowing.

General Policy

1. A violation of law.
2. Mismanagement/gross waste of funds.
3. Abuse of authority.

Whistleblower Retaliation Complaint

1. Date(s) of the alleged adverse personnel action or retaliation.
2. Names of the UTFI employees involved in the alleged adverse personnel action or retaliation.
3. Nature of the alleged adverse personnel action or retaliation.
4. Facts supporting the alleged adverse personnel action or retaliatory act(s).
5. The effect on the complainant of the alleged adverse personnel action or retaliatory act(s).

1. Whether the whistle-blower complainant reported alleged wrongful conduct before an adverse action was imposed,
2. Whether the complainant suffered an adverse personnel action or other retaliatory act after reporting alleged wrongful conduct , and
3. Whether the adverse action or other retaliatory act resulted from the prior disclosure.

Harassment and Discrimination Concerns Vs.Whistleblowing

7.18.1 Introduction

7.18.2 General Policy

7.18.3 Attendance

Scheduled Absences

Unscheduled Absences

Family and Medical Leave

Abandonment

7.18.4 Punctuality

7.18.5 Documentation

Introduction

Firearms Prohibited

Prohibited Weapons

Property

1. “UTFI property” covered by this policy includes, without limitation, all UTFI and University of Tennessee owned or leased buildings and surrounding areas such as sidewalks and walkways under the UTFI’s ownership or control (including by lease from the University or from others). UT vehicles are covered by this policy at all times regardless of whether they are on UTFI or University property at the time.
2. Parking Areas -In accordance with Tennessee law (TCA § 39-17-1313), and unless expressly prohibited by federal law, an employee who is the holder of a valid handgun carry permit may transport and store a firearm or firearm ammunition in the employee’s private motor vehicle while parked in an authorized location. The firearm and firearm ammunition must be kept from ordinary observation and locked in the trunk, glove box, interior of the motor vehicle or a container securely affixed to a motor vehicle. For purposes of this section, motor vehicle does not include any that are owned, operated or controlled by the University and that are provided by the University for use during the course of employment.

Searches

Violations

Introduction

The purpose of this policy is to provide a standard of alternate work arrangements (AWA) for all University of Tennessee Foundation (UTFI) employees when it is deemed appropriate.

Jump to:

• General Guidelines
• Eligibility and Arrangement Expectations
• Performance Expectations
• Frequently Asked Questions

General Guidelines

AWA may be necessary to meet operational needs or requested by staff for personal reasons. AWA must comply with state and federal law and must be documented in writing. These AWA may include, but are not limited to the following:

• Flexible schedule – a flexible schedule may include a compressed work week (i.e. four 10-hour work days) or varying work hours outside of normal UTFI office hours of Monday – Friday, 8:00 a.m. to 5:00 p.m. local time where the staff member works (i.e. 7:00 a.m. to 3:00 p.m.).
• Telecommuting – Telecommuting is an arrangement that allows a staff member to perform some work at a location other than the office. This may be a regular or occasional schedule based on department need or that of the staff member.
• Job sharing – Two or more staff may share responsibilities of a single position at less than full time effort. Both are responsible to share accountability of the role. (i.e. 2 staff work 2.5 days each per week to fulfill one full time position need).

AWA may be instituted as a regular ongoing schedule or temporarily based on the need or preference of a staff member, or, on the needs of UTFI (for example a weather event or response to emergency needs). Temporary is considered excess of 5 days up to 3 months duration.

Requests for AWA will be considered on a case-by-case basis.   An AWA is an option of flexibility in situations benefiting the employee, job, supervisor and others when all are well-matched to the arrangement. Not all people or positions are suited to such flexibility.  All requests and situations will be evaluated with feasibility determined based on the people involved, positions, technology and approval as warranted.

Telecommuting AWA may not exceed 60% time or 3 days a week unless prior authorization is granted based on business need or, defined as a regional position specifically serving a constituency in a location at least 75 miles or more from the campus/institute of responsibility.

AWA requests may not be granted where presence in the office or availability during normal business hours are necessary to perform the responsibilities of the position.

Telecommuting is not designed to be a replacement for appropriate dependent care or for conducting personal business. Appropriate leave is a benefit for that purpose and expected to be used.  The focus of the arrangement must remain on job performance and meeting business demands during documented work hours. 

Eligibility and Arrangement Expectations

Any new employee entering into an AWA agreement must have completed an introductory employment of 6 months.  New employees hired directly from the University of Tennessee who have successfully completed an introductory employment period of 6 months are eligible to enter in an AWA immediately upon hire with the Foundation.   A probationary period of 3 months must be completed to continue on a permanent basis.  Ability to participate in an AWA is not a University benefit or entitlement of working for UTFI.

To determine eligibility for an AWA, following questions, along with others that are appropriate to the specific situation, should be considered:

• • Can the operational needs be met through work accomplished under an alternate schedule/location?
  • Can data integrity (security and privacy) be appropriately safeguarded?
  • Will the impact of an AWA allow for continued collaboration with others?
  • Can the appropriate equipment be reasonably assigned/installed at an alternate location?

The following are expectations of an alternate work arrangement:

• The employee may request AWA based on personal needs or the supervisor may set an alternate work arrangement based on operational needs. See Policy 7.18 Work Schedules, Attendance and Punctuality. Normal work schedule hours if outside of the published 8 a.m. to 5 p.m., Monday through Friday and must be documented including justification if outside of the published normal hours of operation.
• The alternate work arrangement must be documented via the Alternate Work Acknowledgement form in consultation with UTFI Human Resources Office.
• Employees are expected to adhere to all UTFI operational policies and procedures regardless of any AWA. Working under an AWA does not affect employment terms and will not change as a result of working at an assigned office location or remote work location.
• Benefits for employees in an AWA will be based on regular eligibility and as applicable to position status and FTE percentage.
• Employees may not be in an AWA if in a current disciplinary status or performance improvement plan.
• Employees are expected to maintain their assigned full-time effort and documented work hours while performing responsible duties under an alternate work arrangement. An AWA formal document is not necessary for temporary situations (less than 5 days) or, in situations where normal work responsibilities are accomplished working outside of the assigned office space. i.e. Staff traveling to meet with donors or participate in events with alumni.
• Employees are expected to record time and leave appropriately while working under an AWA. See Policy 7.12 Recording Time and Leave.
• All parties are expected to adhere to the protection and security of data and information as outlined in the UTFI Confidentiality Agreement. Employees are expected to adhere to the UT IT0110 Acceptable Use of Information Technology Resources. Employees will be given access to a Virtual Private Network (VPN) to secure connections with appropriate servers and networks. The VPN must be used in an effort to secure and protect data to the maximum.
• Any deviation from the AWA must be approved in advance by the supervisor and unit head. (i.e. schedule, working hours, overtime, etc.)
• UTFI will provide equipment and reasonable supplies as warranted for AWA arrangements. Employees may use personal equipment as approved by supervisor.  Any cost sharing will be evaluated on a case by case basis and need given position or location and should not be an expectation of an arrangement.  Internet costs and parking are not reimbursable. All parties agree on equipment needs or costs at the initiation of and as documented in the AWA.  If AWA at employee request, employee must have reliable, internet with adequate speed required to perform work expectations with minimal interruptions.  If alternate location is required by the business need, UTFI will provide necessary equipment to perform expected duties. All equipment owned by UTFI will be returned upon request or at the end of the AWA.
• Employees are expected to maintain a designated work area that will provide for appropriate, productive and safe working conditions. If an employee is injured in the course of work-related activities, he or she may be eligible for workers’ compensation benefits. Should an injury occur, it is expected employees follow normal procedures of on-the-job injuries. The workers’ compensation provider will determine eligibility of coverage based on the incident documentation. UTFI is not responsible for costs associated with setup of alternate work spaces to include but not limited to the following: construction, remodeling, furnishings, repairs or modifications to alternate spaces.
• It is expected that an employee performs the job they are responsible for under an AWA. If an employee is unable to perform the expected duties of an AWA due to personal reasons, or equipment or weather issues, the employee must report the issue to their supervisor immediately.  Depending on the nature of the problem, the employee may take leave or be expected to return to normal work arrangements. (i.e. normal work hours and/or location)
• As need may arise on occasion, employees are expected to attend necessary meetings which may occur on scheduled remote work days. With supervisor permission, adjustments may be made by exchanging for an alternate scheduled in-office day. When in a remote setting, employees should not conduct business meetings or visits at the alternate work location unless traveling and conducting business in the normal course of expected responsibilities.  Any exception to meetings at documented alternate work locations must be approved by the supervisor in advance.

Performance Expectations

While in an AWA, it is expected that employees continue to meet standards of conduct and behavior including performance for the position.  See Policy 7.1 Code of Conduct. Should the employee fail to meet expectations or the AWA, steps will be taken to address the performance.  See Policy 7.2 Disciplinary Action Policy.

Expectations of an AWA may include, but are not limited to the following:

• Communication
• Deadlines of work output
• Meeting attendance
• Responsiveness to inquiries
• Activity reports

An AWA may be discontinued at any time.  Reasons may be based on need of the employee, operational needs, expectations of the AWA or, employee performance are not being met.

Any questions related to an AWA or claims of property damage (UTFI or personal) resulting from performance of duties under an AWA should be directed to the employee’s supervisor and the UTFI Human Resources Office.

• Does being in an AWA affect benefits? Vacation time, sick time, etc.
  • Benefits will remain unchanged regardless of work location. Benefits eligibility is based on status (regular/temp) and effort of the position.
• What should be listed in the justification portion of the form?
  • Justification is the reason for the request whether employee preference to work effectively or, based on business needs.
  • Expectation of duties should list what will be accomplished in a remote setting and the expected quantity and quality of work during remote work
• Whose responsibility is it to submit the jot form?
  • The form may be submitted by an employee or supervisor to document the agreement and expectations.
• Is there a time frame to submit a request? What if we want to explore the option at a later date?
  • The AWA requests are effective July 6, 2021. A request may be submitted any time after that date based on staff request or business need.
• Is this also a policy for new hires?
  • You must be employed for 6 months before requesting alternate work based on the AWA policy.
• Can we request for equipment (ex: new laptop) if we have been using our personal computers, etc.?
  • Each campus/department will evaluate the need for remote work and resources available to allow the option. The is no guarantee of equipment being assigned or purchased if the need for the AWA is not business driven.
• Why would someone’s request to telecommute be turned down?
  • A request may be denied based on the business need of presence in the office or performance not meeting expectations.
• Are managers considering all like titled positions in the department in person/remote balance?
  • Managers should consider positions based on department need and employee performance. If requests are made by employees of the same title/level position, both should have equal opportunity for remote/flex schedule if the business need allows and performance expectations are met.
• If you need to change the days or percentage that you work remote during the time of your AWA, should we submit a new form?
  • If the days or times need to be changed an email to HR from the supervisor is sufficient. A new form should document changes of significance related to expectations of work.
• On July 6, if anyone does not have an AWA in effect, will those employees be expected to be in office full time?
  • Yes, employees are expected to be in-office.
• Will staff be required to work the same hours no matter work location?
  • Standard business hours should be observed regardless of work location however, if AWA is for flex schedule that will be documented. Discuss with a supervisor if a temporary change is needed.
• Are we limited to 2-3 days a week working from home?
  • The policy is for up to 60% or 3 days remote per week. The expectation is that the remainder of the work week will be in the office.
• Do you pay the full rate for a parking while in an AWA?
  • If you need parking which requires payment for your work location, that is not an item UTFI controls and you are expected to pay for the lot to which you are assigned or make alternate arrangements.
• If you didn’t want to sign up for a permanent schedule, can you just let your supervisor know when you want to work an occasional day remotely?
  • No, anything over 5 continuous days of temporary need must be documented.
• What if we have symptoms of illness, but still feel well enough to work, can we request a one-day work from home from our supervisor?
  • Yes, on a case-by-case basis, and as long as your supervisor agrees staff may work remotely in this situation. An AWA form is not necessary for rare occasions.
• What’s the difference between temporary and telecommute options are?
  • Up to 5 days is a temporary scenario such as a sick or snow day.
  • Anything in excess of 5 days requires a form.
  • 3-month window is a probation period, and after that it may become permanent until changed or cancelled.
  • Each is subject to reevaluation due to office needs, performance, etc.
• Do I have to choose MWF or TR for remote schedule?
  • Days to be remote should be evaluated on a case-by-case basis and should be discussed with your supervisor. Supervisors have the responsibility to ensure staffing in office meets the business need of the unit.
• If a person violates the terms of an AWA agreement and is brought back to office full time, will they be able to request it again in the future?
  • If performance meets expectations following a performance period, it is possible an AWA request could be honored in the future.
• If there are times where I need to come into the office on a day that is scheduled on my AWA as a remote day, is that a violation of the policy?
  • Individual day changes do not need to be documented, but should be worked out with a supervisor.
• Can Mondays and Fridays be remote days?
  • There is nothing in the policy that restricts days. That is a consideration that the supervisor would need to determine based on the needs of the business.
• Do you have to set the days of the week that you’re working in or out of the office?
  • This policy is to set expectations as to what work will be done on the scheduled days in-office or remotely.
  • The more consistent that you are, the easier it is to plan with your supervisor and business structure.
• Is there a policy decision for buying additional equipment to work remotely?
  • No, if not a business need, additional equipment expenses will fall to the employee. Equipment will be provided based on business need regardless of location.
• If you’re working remote, must you be at home, or can you work from Starbucks or Panera, etc.?
  • It is an expectation that if not traveling, remote work be conducted at a permanent location where a dedicated space has been established to work. The policy is to allow for one to accomplish the expected job outside of the office location.
• Is the probation period formal, and if so, how is it documented?
  • Yes, the initial 3 months will be documented. HR will contact supervisors near the conclusion of the 3 month probation to confirm if expectations are being met. It not, steps will be determined as to proceeding.
• Is this considered a permanent policy for the Foundation, or is it just for an interim period?
  • It is intended to be a permanent policy
• Is it okay to be in the office more than what’s on the AWA?
  • The primary concern is safety. Documentation will only be if the change in days are permanent.
• Can I have a compressed work week and telecommute?
  • Yes, as long as you are able to meet the requirements of your job and the business need of the unit.
• What if I don’t know the tag numbers for my equipment?
  • Supervisor or employee can fill it out. Tag numbers are assets tracked in IRIS as well.
• If in-office responsibilities are to be divided, can multiple employees work remotely on the days that they aren’t required to be in office?
  • It is up to the supervisor to determine schedules based on the business need and requests.
• For development officers and others who are in and out of the office and work while traveling, do we need to do an AWA?
  • If your supervisor requires it, then yes. The expectation is that you accomplish your job as you did pre-pandemic. If staff who normally were in the office pre-pandemic expect to work remotely on a regular basis, an AWA should be completed.
• If a compressed work schedule does not work for our team, do supervisors have to provide that option?
  • It’s up to the supervisor to determine what options are available based on the business need. Consistent application is expected for employees meeting performance expectations.
• If someone is not meeting the expectations of their job remotely, will leadership assist with getting that employee back full time in-office?
  • Yes. This policy is a courtesy to employees or based on business need. Employees are expected to fulfill their job duties as assigned regardless of work location.

7.21.1 Introduction

The purpose of these guidelines is to establish the criteria and process for employment of relatives within the University of Tennessee Foundation, Inc. (UTFI) and to outline supervision and evaluation procedures that will mitigate possible conflicts of interest.

7.21.2 General Policy

Pursuant to Tennessee State Law (T.C.A. § 8-31-101), no employees of a State institution who are relatives shall be placed within the same direct or indirect line of supervision whereby one relative is responsible for supervising the job performance or work activities of another relative. No employee shall participate in the process of review, recommendation and/or decision making in any matter concerning hiring, opportunity, promotion, salary, retention, or termination of a relative as herein defined.

While employment of relatives is permitted under Tennessee law, UTFI prohibits relatives from working as full or part-time regular or temporary employees within the same functional area of any unit of the Foundation, irrespective of lines of supervision. This is not applicable to student workers.

It is the responsibility of every employee to identify to his/her supervisor, and UTFI Human Resources, any potential or existing familial relationship which falls under the definitions provided below. Employees who fail to disclose familial relationships covered by these guidelines may be subject to disciplinary action up to and including the termination of employment.

Exceptions to these guidelines must be reviewed and approved by the Foundation President in consultation with the Assistant Vice President for Human Resources.

7.21.3. Definitions

For the purposes of these guidelines, a relative is defined as a parent, parent-in-law, child, spouse, brother, foster brother, sister, foster sister, grandparent, grandchild, son-in-law, brother-in-law, daughter-in-law, sister-in-law, or other family member who resides in the same household.

7.22.1   Introduction

7.22.2   General Policy

1. Do not post any information or conduct activity that may violate applicable local, state or federal laws or regulations.
2. Follow all UTFI internal policies. Activity should not reveal confidential or proprietary information, or violate policies against discrimination or harassment.
3. Employees are personally responsible for anything posted or created by them individually, and that in many cases, the material will be public and will remain available indefinitely.
4. Unless authorized by management in writing beforehand, employees are not authorized to speak on behalf of the organization. Therefore, if as an employee you choose to mention the UTFI in any way, you are responsible for making it very clear that you do not speak on behalf of UTFI.
5. Do not engage in non-UTFI-related online (including social media) activities except during non-working hours.
6. Occasional and incidental use of University (UT) provided systems for online activities during non-working time is permitted. Please note, however, that the University and UTFI reserves the right to monitor the use of University systems and any activities on them, so there is no expectation of privacy when University systems are used. See IT0110 – Acceptable Use of Information Technology Resources.
7. Regardless of an employee’s private, personal or public social media status, each is personally held responsible legally and by UTFI policy for online activity conducted with a UTFI email address, and/or which can be traced back to a UTFI or UT IP or domain, and/or which uses UTFI or UT assets (computer, software, facilities, etc).  Any of these situations could indicate or imply that an employee may be acting on behalf of UTFI.
8. Employees of UTFI may have good reason, from time to time, to access social media outlets for work related functions. Likewise, production associates (especially web-related) may have the occasional need to access social media. These occasions are acceptable as long as the usage is in fact work-related.
9. Remember that the lines between public and private, personal, and professional are blurred in regard to online social networks. If an employee identifies them self as an employee of UTFI, be aware that a perception may be created about UTFI to donors and the general public.  Consider whether content associated with you as an employee is consistent with your work and with UTFI’s values and professional standards.  Feel free to consult with management in advance should you have questions.
10. Although UTFI does not wish to unduly restrict anyone’s activities while away from work, much social media is publicly available, and UTFI reserves the right to view such information and to determine whether the posting or other activity is of a legitimate, business related concern to UTFI. Further, where information is brought to the attention of UTFI or UT authorities (for example, a sexually harassing message, or activity that might violate intellectual property rights), UTFI may ask to view postings or other content that an employee might believe are private.  Refusal to cooperate with such requests will be considered a refusal to cooperate with an investigation being conducted by UTFI.
11. If any employee has any doubt about social media activity and the application of this policy, please consult with management in advance of the activity.  Clarification will be provided.

7.23.1   INTRODUCTION

7.23.2 GENERAL GUIDELINES

7.24.1   Introduction

7.24.2   General Policies