Information for staff
The dress code for staff is business casual. Staff are expected to dress professionally, but can wear relaxed yet neat clothing.
Staff are entitled to one 15-minute break for every 4 hours they work. These 15-minute breaks are usually taken after 2 hours of work. Staff who work 8 hours a day receive a 1-hour lunch break. Lunch breaks should occur between 11 am and 2 pm.
Performance evaluations are completed annually for all classified staff and non-faculty professional staff. These are done by the supervisor and discussed with the individual staff member. For more instructions and a sample copy of a performance evaluation, please visit the Human Resource Services page, www.utexas.edu/hr/er/perfeval/perfevalinfo.html. Section 9.95 of the Handbook of Operating Procedures, www.utexas.edu/policies/hoppm/h0995.htm, also contains more information.
Official Time Reports are submitted via the Human Resource Services website at this URL: dpweb1.dp.utexas.edu/pntime/. If you are a supervisor signing on an employee's time sheet, you will need a high assurance UT EID in order to approve time sheets. High assurance EID's are obtained at the Flawn Academic Center, where you get you regular ID card.
The University of Texas provides longevity pay to employees according to state laws. Policy 7.B.1, www.utexas.edu/policies/hoppm/07.B.01.html, in the Handbook of Operating Procedures details the scheduled amounts based on the years of state service.
Staff overtime policy
Overtime work is usually not available except under certain circumstances, and must be pre-approved by your supervisor. If you work in excess of 40 hours in a given week, the extra time may be used as compensatory time. Policy Memorandum 7.107, www.utexas.edu/policies/hoppm/pm7107.html, addresses this topic.
TrainingStaff training is handled online through the office of Human Resource Service website www.utexas.edu/hr/ccr/. Training specific to your position is available through TXClass website utdirect.utexas.edu/txclass/. Additional trainings are available through ITS Training Services, the Thompson Conference Center, and the Professional Development Center.
Outside employment, whether remunerative or not, shall not conflict with or compromise the primary obligations the employee has to the University. Section 9.91 of the Handbook of Operating Procedures, www.utexas.edu/policies/hoppm/h0991.html, has the complete policy.
You should never disclose confidential information (Category I data) without proper authorization. Category I data includes, but is not limited to: SSN, employee personal information, students' personal information, student grades, some research data, donor information, health records, credit card numbers. Any violations of university policies regarding the use and/or disclosure of restricted or confidential data should be reported immediately to the Information Security Office at 512-475-9242 or firstname.lastname@example.org
- Acceptable use
Your use of information technology is governed by university policies, UT System regulations, state law, and federal law. You are expected to use information technology with courtesy, respect, and integrity. You may not be paid, or otherwise profit, from the use of any university-provided computing resource or from output produced using it. You may not use any university-provided computing resource to do anything illegal, threatening, or deliberately destructive. You have a right to privacy and are protected by the First Amendment, but offenses that violate specific laws or university regulations are subject to relevant punishment.
- Data security
You are responsible for ensuring the privacy of any confidential information you use in the course of your work. The best ways to ensure the security of confidential information is to secure your work by creating strong passwords, downloading and installing security software, logging off your computer, and locking your computer and office door when not in use.
Email and instant messages should never be considered private or confidential. When you are considering the safety and security of a communication, it is best to thinking of email and instant messages like postcards. If you aren't expecting an attachment or don't know who its from, the safest thing you can do is delete it unopened.
You should never share your UTEID and password with anyone; any actions taken using your UTEID are your responsibility.
- Acceptable use
Enrollment in a class
A full-time employee may register for classes as approved by his or her supervisor. For information on the specifics of taking coursework during the work day, please see www.utexas.edu/policies/hoppm/07.E.04.html
The University has instituted the Staff Educational Benefit that, for eligible employees, covers the cost of tuition and fees for either one eligible UT Austin undergraduate or graduate semester credit course regardless of the number of credit hours, OR more than one semester credit course provided the combined number of course hours does not exceed three. The benefit does not cover courses at any other college or university. For additional information on the Staff Educational Benefit, please see www.utexas.edu/hr/staff/edben.html#eligibility.
- Annual physical inventory
State law requires an annual physical inventory of all non-consumable items having a value over $500 used for state purposes. This usually occurs in early November. Please work closely with the inventory custodians to ensure an accurate inventory. Eva Hernandez coordinates with our IT group with our equipment inventories.
- New equipment
All equipment and material items purchased from University accounts are the property of the University (ref. The University of Texas at Austin Policy Memorandum 6.320). Inventory Services will review purchase vouchers for proper coding of equipment expenditures. Inventory Services will affix an inventory tag to the equipment and enter appropriate data on the University's computerized inventory system. (NOTE: Attaching property control plates or tags, or otherwise marking equipment to indicate University ownership is required by State law.)
- Annual physical inventory
Political activities by staff
The University affirms the right of a member of the staff to participate in political activities so long as such political activities do not interfere with the discharge of the duties and responsibilities that he/she owes to The University of Texas at Austin, and so long as such political activity does not involve The University of Texas at Austin in partisan politics. Section 9.87 of the Handbook of Operating Procedures has more information. Please refer to www.utexas.edu/policies/hoppm/h0987.html.
No official state records may be destroyed without permission from the Texas State Library as outlined in Texas Government Code, Section 441.187 and 13 Texas Administrative Code, Title 13, Part 1, Chapter 6, Subchapter A, Rule 6.7.
To know how long a record should be retained, please consult the current University of Texas at Austin Records Retention Schedule, available online at www.utexas.edu/business/accounting/retention/ret.html. All official state records (paper, microform, electronic, or any other media) listed on the UTRRS must be retained for the minimum period designated. Once official state records have met their retention period, they must be disposed of in accordance with the polices and procedures as described in this web site.
Staff sick leave
Regular employees shall be allowed sick leave with pay at the rate of eight hours for each month or fraction of a month of service (including periods of leave of absence with pay). Sick leave with pay may be taken when sickness, injury, or pregnancy and confinement prevent the employee's performance of duty or when the employee is needed to care and assist a member of the immediate family who is actually ill. A regular employee will earn sick leave entitlement beginning on the first day of employment and terminating on the last day of duty. Policy 7.F.11, www.utexas.edu/policies/hoppm/07.F.11.html, in the Handbook of Operating Procedures covers this issue. Please contact your supervisor directly if you need to use sick leave.
Staff must request permission to take vacation time, floating holiday, accrued compensatory time, jury duty, or military leave. The Handbook of Operating Procedures covers annual leave in its Policy 7.F.1. Please refer to www.utexas.edu/policies/hoppm/07.F.01.html.