HR Home > Employee Handbooks > Handbook for Non-Represented Staff > Part I: Personnel Policies
Handbook for Non-Represented Faculty, Professional and Administrative Staff
PART ONE: PERSONNEL POLICIES
Employee Definitions
Equal Opportunity Policy
Sexual Harassment
ACCESSIBILITY: The University of Maine System's Commitment to People with Disabilities
Substance Abuse
Smoking In the Workplace
Recruitment and Selection
Personnel Actions – Appointment and Evaluation Practices
Appointment Requiring Approval by Chancellor or Board of Trustees
Emeritus Status
Tenure
Shared Appointments
Salary
Appointment Salary
Exceptional Salary Changes
Additional Compensation and Stipends
Rank Minima
Payment of Salary
Methods of Computing Salary
Personnel Records
Political Activity
Conflict of Interest
Resignation
Employee Transfer
Termination of Appointment
Management Group Employment Program
Chancellor and Presidents Benefits Package
Appointment of University of Maine System Professor, Researcher or Administrator
Grievance Procedures for Non-Represented Employees
Voluntary Schedule Reduction
Motor Vehicle Use and Regulations
EMPLOYEE DEFINITIONS
Your position is either regular or temporary and either full-time or part-time. The designation of full-time and part-time depends upon the normal work week for the position you hold. An appointment may also be designated as a shared appointment or a partial/phased retirement, or "benefits regular" (under the Voluntary Schedule Reduction Policy).
A regular employee is employed in a position which is expected to continue for at least one year. A year is defined as the normal number of months (not fewer than seven) that your position is in effect. Your employment during this period must be on a continuing, regular basis.
You are a temporary employee if you do not qualify as a regular employee. Temporary employment normally will not continue for a period to exceed 12 continuous months. While some of the employment policies described in this manual may be applicable to temporary employees, it has been prepared for the purpose of providing information to regular, non-represented employees regarding policies and benefits associated with their employment. Temporary employees are not eligible for employee benefits except administrative leave, Workers' Compensation, unemployment compensation and, if working half-time or more, travel insurance and Advantage Accounts.
EQUAL OPPORTUNITY POLICY
The University is committed to equal employment opportunity and affirmative action in every aspect of employment policy and practice, including selection, placement, training, and advancement of University employees. The Board of Trustees Equal Opportunity Policy states :
In complying with the letter and spirit of applicable laws and pursuing its own goals of diversity, the University of Maine System shall not discriminate on the grounds of race, color, religion, sex, sexual orientation, national origin or citizenship status, age, disability, or veterans status in employment, education, and all other areas of the University System. The University provides reasonable accommodations to qualified individuals with disabilities upon request.
The University will regard freedom from discrimination and discriminatory harassment as an individual employee and student right which will be safeguarded as a matter of policy. Any employee or student will be subject to disciplinary action for violation of this policy. Retaliation against anyone who makes a complaint of discrimination or harassment or who is involved in a complaint process will not be tolerated.
Procedures:
Affirmative action plans for the various institutions and organizational units of the University System must be approved by the Chancellor prior to their implementation and prior to submission of such plans to the federal government. A copy of the current institutional plan shall be filed in the Office of Human Resources.
A designated person at your university is responsible for Equal Employment Opportunity and Affirmative Action.
SEXUAL HARASSMENT
The University of Maine System is committed to maintaining a positive, fair work and educational environment, free from sexual harassment. In addition to being illegal, sexual harassment interferes with morale and productivity.
The University policy on Sexual Harassment follows:
Sexual harassment of either employees or students is a violation of federal and state laws. It is the policy of the University of Maine System that no member of the University System community may sexually harass another. In accordance with its policy of complying with non-discrimination laws, the University System will regard freedom from sexual harassment as an individual employee and student right which will be safeguarded as a matter of policy. Any employee or student will be subject to disciplinary action for violation of this policy.
In conformance with this policy, the University of Maine System will ensure fair and impartial investigations that will protect the rights of the person(s) filing sexual harassment complaints, the person(s) complained against, and the institution or unit. Retaliation against anyone who makes a complaint of sexual harassment or who is involved in a complaint process will not be tolerated.
Consenting relationships may constitute sexual harassment under this policy. When a professional power differential exists between members of the University of Maine System and a romantic or sexual relationship develops, there is a potential for abuse of that power, even in relationships of apparent mutual consent. Faculty and staff members are strongly advised not to engage in such relationships. Further, the University System prohibits the abuse of power in romantic or sexual relationships.
To assure that power is not abused and to maintain an environment free of sexual harassment, a faculty or staff member must eliminate any current or potential conflict of interest by removing himself or herself from decisions affecting the other person in the relationship. Decisions affecting the other person include grading, evaluating, supervising, or otherwise influencing that person's education, employment, housing, or participation in athletics or any other University System activity.
Definitions:
Unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature constitute sexual harassment when:
1. submission to such conduct is made either explicitly or implicitly a term or condition of an individual's employment or education;
2. submission to or rejection of such conduct by an individual is used as the basis for academic or employment decisions affecting that individual; or
3. such conduct has the purpose or effect of interfering with an individual's academic or work performance or creating an intimidating, hostile or offensive employment, educational or living environment.
Procedures:
University presidents are directed to take appropriate steps to distribute this policy statement, to educate the University community to recognize and assertively confront sexual harassment, and to inform students and employees of procedures for raising complaints.
The Guidelines Regarding Consenting Relationships can be found on the worldwide web at www.maine.edu.
ACCESSIBILITY: The University of Maine System’s Commitment to People with Disabilities
The University of Maine System is committed to providing access to the University for people with disabilities. Our goal is to enable students, staff, applicants, and the public to participate in the academic, employment, cultural, and recreational life of the University. Under University policy and federal and state laws, people with disabilities are entitled to reasonable accommodations that will allow them access to University programs, jobs, services, and activities unless accommodation would pose an undue hardship on the University. (An accommodation is any change in the work or learning environment or in the way things are customarily done that enables a person with a disability to have equal employment or educational opportunities.)
People with disabilities have a right to ask for an accommodation and are encouraged to talk directly with the responsible faculty member, supervisor, or other staff person. Faculty, supervisors, and administrators are responsible for responding to accommodation requests. The attitude and responsiveness of faculty and staff with whom people with disabilities interact often determine, even more than physical barriers, the degree of access they feel they have to the University. Some of the common types of accommodations requested include:
A student with a hearing impairment who needs a note taker or qualified interpreter in class.
A student with a learning disability who needs additional time to complete an exam.
A visually impaired job applicant who needs assistance to complete a job application.
A full-time employee returning from a medical leave who asks to work part-time for medical reasons relating to a disability.
A person who will be attending graduation and who needs the graduation ceremony and other festivities to be held in wheelchair accessible facilities.
A faculty member or supervisor who receives an accommodation request should explore possible accommodations with the person who has a disability. University policy, the law, and common sense require that a flexible, interactive process which involves the person with a disability be used to select an effective reasonable accommodation. Asking about the disability itself is inappropriate and unnecessary. The discussion should focus on accommodations that would help the person meet the requirements of the job or program. A supervisor or faculty member must not deny an accommodation request without consulting with the Equal Opportunity Director and carefully following University procedure. All requests for accommodation must be carefully documented.
Note: The University’s Procedure for Accommodating Individuals with Disabilities is available from the university Equal Opportunity Director or at www.maine.edu.
SUBSTANCE ABUSE
There is an individual at each university ready to assist faculty and staff concerned about substance abuse. Contact your university Human Resources/Personnel Office, your Employee Assistance Program, or the System Office of Human Resources in Bangor to find out who can help at your university.
The following policy was established by the University Board of Trustees:
The University of Maine System Board of Trustees recognizes that substance abuse is a complex problem which is not easily resolvable solely by personal effort and may require professional assistance and/or treatment. Accordingly each university and System-wide Services shall designate an individual to assist employees who seek referral for assistance with a substance abuse problem. The universities shall take necessary steps to insure the confidentiality of all inquiries and referrals. All employees shall be informed periodically of the availability of help for substance abuse problems. Each university shall also make available to employees informational materials regarding substance abuse.
Faculty and staff members with substance abuse problems are encouraged to take advantage of available diagnostic, referral, counseling, and prevention services. However, employees availing themselves of these services will not be granted special privileges and/or exemptions from standard personnel practices applicable to job performance requirements. The University will not excuse acts of misconduct committed by employees whose judgment is impaired due to substance abuse.
The possession, use, manufacture or distribution of illegal drugs as defined by federal, state and local statutes is prohibited at any time on University property. Employees known to possess, use, manufacture or distribute illegal drugs are liable to public law enforcement sanctions and University disciplinary action. Use of alcoholic beverages on University property shall be in compliance with state laws and university regulations and procedures. Violations of such laws, regulations and procedures may result in disciplinary action and, where applicable, criminal proceedings.
Note: In compliance with Federal law, the University distributes a publication annually to all employees and students explaining this policy, state and federal law, and the effects of substance abuse. Specific individuals who offer assistance at each university are listed in the publication.
SMOKING IN THE WORKPLACE
Maine Law requires the University of Maine System to establish or negotiate through the collective bargaining process, a written policy concerning smoking and nonsmoking by employees in all university facilities. The policy prohibits smoking except in designated smoking areas determined by each university, and requires the policy be posted and available to employees upon request. An employee can also receive assistance in the cessation of smoking through various programs and certain charges are covered through the University’s Group Health Plan. Consult your Human Resources/Personnel Office if you have any questions concerning this policy.
RECRUITMENT AND SELECTION
Statement of Principle
It is the general policy of the University of Maine System to seek for its non-represented faculty, professional and administrative staff the best qualified persons who are reasonably available, consistent with affirmative action principles. Normal recruitment and selection procedures are described in documents available at your university Human Resources/Personnel Office.
Exceptional Circumstances
In exceptional circumstances, normal recruitment and selection procedures may be waived by the University. This may occur where the responsibilities or title of a filled position change as a result of a reorganization or reassignment of functions among positions within the same organizational unit which may result in a decision not to recruit candidates from outside the organizational unit. Recruitment and selection may also be limited to University employees if the expected applicant pool will provide an opportunity to obtain the desired knowledge, skill, abilities and other qualifications, and such a recruitment limitation is not inconsistent with affirmative action goals. In either circumstance, the decision to waive or limit normal recruitment procedures is reserved to the university President in consultation with the university affirmative action officer and/or other appropriate University staff.
Employment of Relatives
As part of a comprehensive Conflict Of Interest Policy (see page 16) the University Board of Trustees included the following section on nepotism:
a. Close relatives may be employed in the same or different departments of the University. For purposes of this policy, the term "close relative" shall include significant others in the household.
b. The fact that an employee is a close relative of another employee in the same or different department shall not be used as a basis for denying to the employee the rights, privileges or benefits of regular appointment or regular job status. Alternative arrangements for supervisory decisions must be made before employment of a close relative.
c. An employee shall not participate in institutional decisions involving a direct benefit to a close relative. Such decisions include, but shall not be limited to, initial appointment, retention, promotion, tenure, salary and leave of absence.
d. An employee may not give preferential or favored treatment in the supervision or management of another University employee who is a close relative.
e. The University reserves the right to reassign employees or duties when deemed a prudent business or management practice.
f. A close family relationship shall not be used as a basis for denying a student the rights, privileges or benefits of access to academic resources.
g. An employee shall not participate in institutional academic decisions involving a direct benefit to a close relative. Alternative arrangements for academic decisions must be made for close relatives.
Academic decisions include, but are not limited to, acceptance to an academic program, evaluation of the honors, masters or doctoral thesis, and recommendation for awards or employment.
PERSONNEL ACTIONS
The Board of Trustees delegates to the Presidents final responsibility for personnel actions, except for those which the Board of Trustees has reserved to itself and/or delegated to the Chancellor. Each new appointee should receive written information which outlines the terms of employment. Each employee should receive an annual written evaluation by the employee’s supervisor and a copy shall be retained in the employee’s personnel file.
Appointment and Evaluation Practices
APPLIES TO: All professional personnel (Appropriate university modifications will be made for the particular work setting and type of employee.)
1. Each new appointee should receive written information regarding the terms of employment, which includes, as a minimum, such information as:
a. title of position and/or full academic rank (e.g., assistant professor of history)
b. general duties to be performed
c. beginning and ending dates of this appointment
d. terms of the appointment (probationary, temporary etc.)
e. indication of amount, if any, of prior service to be counted toward probationary period.
2. Criteria for retention, reappointment, and promotion should be stated explicitly for each unit of the university, or for certain university-wide work groups. These criteria may vary among departments or units. The relevant criteria must be made known in writing to each new employee at the time of his/her initial employment. In addition, new employees should be advised in writing of the appropriate grievance procedures.
3. Each employee should receive an annual written evaluation by the employee's supervisor and a copy shall be retained in the employee's file. A record should also be retained of any notification to an employee that the needs of the particular unit may not require the continued employment in the future of the individual.
4. In the case of faculty members, each university shall establish procedures for peer evaluations to be considered in promotion and/or tenure decisions.
5. A non-reappointment decision must be communicated in writing to the employee.
APPOINTMENT REQUIRING APPROVAL BY THE CHANCELLOR OR BOARD OF TRUSTEES
Board of Trustees approval is required prior to the appointment of an employee at or above the level of Dean (or equivalent). A position shall be considered to be at the level of Dean or equivalent regardless of title if the position has administrative responsibility for a major organizational unit of the institution, such as a college, school or program. The Chancellor is authorized to approve appointments to such positions on an acting or interim basis for a period of up to three months.
The Chancellor, in consultation with the Presidents’ Council, will establish procedures for bringing such appointments to the Board in a timely fashion. Appointments will be recommended by the President and reviewed by the Chancellor prior to presentation to the Board.
The Chancellor, in consultation with the President’s Council, will also establish procedures for approval by the Chancellor of appointments and salary adjustments at or above a specified salary level. The salary level for such approval shall be established by the Chancellor.
Each University and the System Office shall maintain a public file of salaries, including stipends, of faculty and other professionals employed by that unit.
EMERITUS STATUS
The awarding of emeritus titles is an administrative responsibility, with the exception of President-emeritus and Chancellor-emeritus. The President approves nominations for emeritus status based upon local unit criteria and procedures. Emeritus titles should generally be reserved for persons retiring after at least 15 years of service to the University of Maine System. The award is not restricted to faculty members, although faculty members are the most frequent recipients.
The designation of President-emeritus shall be recommended by the Chancellor to the Board of Trustees and the designation of Chancellor-emeritus shall be approved by the Board of Trustees.
TENURE
Certain administrators holding faculty rank and non-represented faculty members may be eligible for tenure. The tenure policy of the University of Maine System adopted by the Board of Trustees (revised 1990), follows:
Tenure . . . an arrangement under which faculty appointments are continued until retirement or disability, subject to dismissal for cause, termination due to financial reasons, and/or termination due to change in the University program offerings.
The decision to grant or not to grant tenure rests solely with the Board of Trustees. Nothing in the administrative procedures, or in the criteria developed under those procedures, or in the approval of the criteria, shall limit or restrict that discretionary authority of the Board.
Procedures for Awarding Tenure
1. Each new appointee should receive a letter of appointment that includes, as a minimum, such data as:
a. academic rank and/or title of position;
b. general duties to be performed;
c. beginning and ending dates of appointment;
d. type of appointment - probationary, temporary;
e. indication of amount, if any, or prior service to be counted toward probationary period;
f. salary.
2. The specific assignment of prior credit will be part of the letter received at the time of initial appointment. The time credited as probationary years with regard to service at other institutions of higher education, whether units of the University of Maine System or not, shall not exceed three years.
3. A probationary appointment shall not exceed 6 consecutive academic years in a full-time position on a single campus. A leave of absence, sabbatical or a teacher improvement assignment shall not constitute a break in continuous service, nor shall it be included in the 6-year period without prior written agreement between the faculty member and the President at the time of request.
4. Individuals on probationary appointments shall normally complete the full term, i.e., the sixth year, before the Board awards tenure.
5. At the time of initial appointment, exceptionally qualified individuals may be awarded tenure at the rank of full professor, with the approval of the appointment by the Trustees. In other cases, as the institutions deem appropriate, full professors may receive an initial appointment without tenure but, with Trustee approval at the time of their appointment, may be given the opportunity to apply for tenure during the second year of their appointment.
6. Tenure shall not be awarded ordinarily below the associate professor level or its equivalent.
7. Each institution shall develop its criteria for promotion and tenure, and, once developed, a statement of such criteria shall be forwarded to the Chancellor and the Trustees for review and approval and thereafter be made available by the campus administration to all faculty members in the institution. These criteria shall include reference to teaching, public service, research and scholarship activities as are appropriate to the University System and institution missions. Criteria may vary among units or departments, but shall be in accord with the overall campus criteria.
8. Student input is a desirable and meaningful part of faculty evaluation, and the contribution students make to the evaluative process is essential to the improvement of instruction. Student evaluations are to be secured on a regular, systematic and equitable basis and made part of the official record.
9. Evidence should be obtained from outside the institution and from outside the University of Maine System, as appropriate, regarding the scholarship and research of candidates for tenure.
10. Tenured faculty, as well as non-tenured faculty, shall be reviewed on an annual basis. Each institution shall develop its own criteria for faculty evaluation, and, once developed, a statement of such criteria shall be forwarded to the Chancellor and the Trustees for review and approval and thereafter, be made available by the campus administration to all faculty members in the institution.
11. The tenure guidelines provide the policy framework for the process to be followed at each institution. Where exceptions are sought, it is necessary that the campus present its request in detail, including the rationale for the exception to the Chancellor and the Board of Trustees.
12. Tenure may be transferable among the institutions of the University of Maine System at the discretion of the Board of Trustees, consistent with the tenure policies of the institution to which transfer is sought.
13. Senior administrators shall not be awarded tenure as part of their administrative contracts. However, the Trustees will consider, on an exceptional basis, a nomination to tenure for an academic dean, when presented under these conditions:
1. the nominee will have been accepted by an appropriate academic department and accorded faculty rank, at the time of the appointment as academic dean;
2. the nomination will have been duly evaluated through the campus’ tenure processes.
14. A chief academic officer or other university employee in a position at the level of vice president may be considered for tenure to be effective upon assuming a full-time faculty appointment after completion of service in the administrative position. The employee must have been accepted by an appropriate academic department and accorded faculty rank at the time of appointment to the administrative position. Evaluation for tenure will occur under the university’s tenure process at the time of initial appointment, or with the approval of the President, during the final year of service in the administrative position. The final decision regarding the award of tenure is made by the Board of Trustees. If tenure is granted, it will not be effective until the date the employee assumes the full-time faculty position and the term in the administrative position ends.
SHARED APPOINTMENTS
University of Maine System Board of Trustees policy provides for shared appointments. In appropriate circumstances, two persons may be appointed to share a single full-time faculty position or a full-time non-represented faculty or professional and administrative staff position. A shared appointment involves a single, full-time regular appointment held by two people in the same department or academic grouping who divide full-time duties between them, each person being able to discharge all the duties of the position.
At the time an appointment is made to a shared position, the terms of the appointment shall be specified in a shared appointment agreement which shall be forwarded by the President for approval by the Chancellor.
Salary
The salary is equivalent to one full-time salary, rather than being based on a part-time schedule, and all fringe benefits allocated to a full-time appointment are granted. Any future increases will be apportioned as follows:
1. Any across-the-board percentage increases will be applied to each salary,
2. any discretionary increase will be applied individually to each salary. However, any maximum dollar amount applicable to a discretionary increase will be applied to the sum of the two increases.
Workload
The duties of the position are the same as for any comparable full-time employee including, in the case of faculty, research, number of courses taught, number of advisees, and committee assignments. Thus, this shared full-time contractual arrangement differs from an ordinary full-time contractual arrangement only by applying to two people. Specific assignments may vary from time to time. The workload for each individual shall be determined by appropriate University administrators. In the case of faculty, the position shall have no less than one vote in departmental affairs, and each may be granted voting rights in departmental affairs in accordance with departmental policies.
Evaluation, Reappointment, Promotion and Tenure
In the case of faculty, policies and procedures regarding reappointment, evaluation, promotion, and tenure applicable to full-time regular faculty will be followed. The quantity and quality of teaching, research, and public and University service expected of the faculty members jointly will be that normally expected of one full-time faculty member.
At the time of each evaluation or reappointment consideration and at the time of consideration for tenure or promotion, each faculty member will be evaluated separately and without reference to the merits of the case involving the other. Both, neither, or only one could receive reappointment, promotion, or tenure.
The faculty members need not apply for promotion to the rank of Associate Professor with tenure or Professor at the same time. The shared appointment shall continue with the individuals at different ranks if one is promoted. The minimum promotion increase for each individual shall be one-half the normal minimum increase.
For purposes of these guidelines, it is assumed that each employee in a shared appointment assumes one-half of the duties of a position. Other proportional workloads may be approved on an exception basis.
In the case of professional and administrative staff, policies and procedures regarding appointment and evaluation normally applicable to full-time regular non-represented professional and administrative staff will be followed.
If one of the two employees should be non-reappointed or in the case of faculty, denied tenure while the other receives reappointment or tenure; or if in any case the shared appointment should end (for example, as the result of one party's resignation, death, or disability), the remaining employee will have the options of retaining the half-time position or leaving the position. Should it be determined that departmental need with respect to the remaining employee's area of specialization and affirmative action considerations would be met by having the individual assume the position full-time, that option may also be offered. In the event that an offer to assume the position full-time is either not made or is made and declined, a search shall be conducted to fill the other portion of the shared position, and the remaining employee shall be eligible to apply for it.
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Sabbatical Eligibility
The shared position accrues one year of service counted toward eligibility for sabbatical or educational/professional development leave each year. Both individuals need not apply for such leave in the same year. The salary received by either individual during a sabbatical leave will be based on that individual's share of the position's salary.
Group Health, Insurances and Retirement
Each individual will be eligible to enroll in the University System’s group health plan subject to approval by the insurance carrier. Each individual will be required to participate in the System's group life insurance program, subject to approval by the insurance carrier.
The amount of life insurance provided to each individual will be equal to that individual's share of the position salary rounded to the next highest one-thousand dollars. Each individual will be required to participate in the University System’s retirement program in accordance with the provisions of the program. System and individual contributions will be based on each individual's share of the salary for the position. Both individuals will be covered by the University System’s long term disability insurance policy, subject to approval by the insurance carrier. Both individuals may elect coverage for optional employee-paid benefits.
Disability Leave
Each individual shall accrue disability leave at one-half the rate of a full-time regular employee. One-half day of disability leave shall be taken for each day the individual is unable to be on campus or other appropriate job site due to disability, regardless of whether the job-sharing partner temporarily assumes the assigned activities. Each individual shall have a disability leave balance. Disability leave may not be transferred from one individual to the other.
Overload and Summer Salary
Each individual shall be eligible for overload assignments with any limitation on overloads applied to each individual independently. At the mutual agreement of the department, the individual and the designated University administrator, additional overload assignments, up to the equivalent of a full-time workload, may be assigned. Where applicable, each individual will be eligible for research compensation and "summer salary" for any fraction of his/her individual full-time work year not committed to this appointment, subject to any limitations of funding agencies.
University Support for Research and Professional Travel
Requests for University support for research and professional travel will be considered on their merits through processes applicable to such requests. In apportionment of resources within the department, the principle that benefits accruing to the two individuals shall be the benefits of one position shall be observed. However, in competitions for University support, such as the Faculty Summer Research Fund, each individual's application shall be independently considered.
Bargaining Unit Status
For a full-time faculty position which is filled through a shared appointment, the position will be included in the full-time faculty bargaining unit, subject to negotiation with the Associated Faculties of the University of Maine System, MEA/NEA. Rights and responsibilities of membership in the Association shall be determined by the Association.
Shared Appointment Agreements
At the time an appointment is made to a shared position, the terms of the appointment shall be specified in a shared appointment agreement which shall be forwarded by the President for approval of the Chancellor.
SALARY
Appointment Salary
The university Presidents or their designees are authorized to determine the salary of a person newly appointed to non-represented faculty, professional and administrative staff positions except as specifically reserved under policy to the Board of Trustees or the Chancellor.
Exceptional Salary Changes
Exceptional salary changes for non-represented faculty or professional and administrative staff may be approved by the university President on an individual basis to improve equity, to compensate for changed responsibilities, or in other individual appropriate circumstances subject to the specific limitations established under Board policy and reserved to the Board of Trustees or the Chancellor.
Additional Compensation and Stipends
Stipends
The base salary of senior administrators holding academic rank may include a specifically identified administrative duty stipend. Ranges for the amounts of stipends are established for the following titles:
Vice President, Provost or Dean
Associate or Assistant Dean
Director
Chairperson*
*Excluded from collective bargaining unit
Payment of the stipend, unless otherwise stated, carries an obligation of service on a fiscal year basis. Exceptions, when appropriate, may be recommended to the Chancellor by the President.
Alternatively, senior administrators holding academic rank may be compensated in the administrative position by a salary without stipend. When such an appointment is approved, the Chancellor and/or the appropriate university President shall also identify in writing a salary amount which will serve as the basis for determining the individual's subsequent salary when leaving the administrative position and returning to a faculty or other position. The amount will be communicated to the appointee and recorded in the personnel file. At the time the appointee leaves the administrative position, this amount will normally be adjusted by the amounts of salary increases generally distributed in the intervening years.
Individuals in these positions hold their administrative appointments at the pleasure of the university President, within the structure of the university governance policy.
A non-represented faculty or professional and administrative staff member who is temporarily assigned additional responsibilities for a brief period may be paid an administrative stipend which shall not become part of base salary. Such stipends ordinarily may not be paid for a period which exceeds one year and are non-renewable. Authority for the payment of such stipends rests with the university Presidents.
Compensation for teaching on an overload basis by non-represented faculty, professional and administrative staff with teaching responsibilities is determined by the university Presidents or their designees. The Board of Trustees has established and from time to time revises a schedule of minimum rates of compensation for such teaching. The schedule of minimum rates is also applicable to faculty who teach on a temporary basis, except for those governed by a collective bargaining agreement.
Rank Minima
Full-time regular non-represented faculty members shall be paid a salary equal to or greater than the minimum for their rank. The rank minima are established by the Board of Trustees and revised and disseminated from time to time.
Payment of Salary
Non-represented faculty, professional and administrative staff members normally receive salary payments in twelve equal monthly installments regardless of the length of work year. Direct deposit of pay is available upon individual authorization.
Methods of Computing Salary
If personnel transfer from a fiscal year appointment to an academic year appointment for the same position, the academic year salary is to be established at 83.3% of the fiscal year salary. Personnel changing from an academic year basis to a fiscal year basis for the same position shall have their salary established at a rate of 120% of the academic year salary. In the event that the removal of administrative duties accompanies the change in appointment type, any stipend attached to those duties shall be removed and not be counted in computing the new salary. These factors for converting from academic to fiscal year and vice versa are not applicable when an employee is moving to a different position, for example from an administrative to a faculty position, from a faculty to administrative position, or from one administrative position to another.
Personnel who are approved by the Board of Trustees to participate as a University Professor, Researcher or Administrator shall have their initial salary determined as that percent of salary established by the criteria and procedures for such appointments.
PERSONNEL RECORDS
An official personnel file is maintained for each non-represented faculty, professional and administrative staff member.
Information in the files beyond elementary biographical information such as name, title, dates of employment, and degrees held shall not be divulged to agencies or individuals outside the University except under court order, or with the written permission of the individual who is the subject of the file, or in accordance with public information law. Access to the official personnel file is granted only to university authorities and representatives who have need for it in the performance of their duties.
All non-represented faculty or professional and administrative staff members have access to the contents of their entire official personnel files. All faculty or professional and administrative staff members should periodically review and update their official personnel file.
POLITICAL ACTIVITY
It is the intent of the University of Maine System to encourage its employees to fulfill their obligations as citizens to participate in the political process at the local, state, and national level. Such participation may, at times, include the holding of elective or appointive positions. No employee shall be compensated by the University System for actual time which the employee devotes to seeking public office or to fulfilling responsibilities of public office.
Procedures:
1. Prior to deciding to run for elective office or to accept an appointment to public office, an employee shall apply for an adjustment in employment conditions that would make it possible to discharge the duties of the office. These adjustments may include, but shall not be limited to, leaves-of-absence without pay for the period of service or days off on a weekly or monthly basis with due regard for the needs of the unit.
2. The specific conditions and agreements for the adjustment of the employee's status with the University System shall be worked out by the employee with his or her immediate supervisor and shall be subject to the final approval of the President or of the Chancellor for staff members in System-wide Services.
CONFLICT OF INTEREST
Policy Statement:
To ensure continued confidence of the people of Maine in the University and its personnel, individuals serving the University shall at all times act in a manner consistent with their public responsibilities to the University and shall exercise particular care that no real or perceived detriment to the University results from conflicts between personal interests and those of the University. Conflict of interest situations, or the appearance of conflicts of interest, have the potential to result in serious harm and direct losses to the University. The losses are often difficult to detect and include not only direct monetary losses and loss of confidence in the University, but also negative publicity and erosion of employee morale.
It is the policy of the University that its officers, faculty, staff and others acting on its behalf have the obligation to avoid ethical, legal, financial or other conflicts of interest and to ensure that their activities and interests do not conflict with their obligation to the University or to its welfare.
This policy applies to all University officers and employees. The policy also applies to persons affiliated or associated with the University, including members of advisory boards to the University. All provisions, except those relating to outside employment, apply to persons affiliated with the University. This policy does not apply to the Board of Trustees who are already covered by similar provisions in the Board's Financial Code of Ethics and State Law.
The policy is to be interpreted and applied in a manner that will best serve the interests of the University and that distinguishes between those minor and inconsequential conflicts which are unavoidable and those conflicts which are substantial and material. A conflict of interest may exist when an employee, a close relative, or a person or organization with whom the employee is associated has an existing or potential financial or other interest which involves the employee's University responsibilities.
The policy does not prohibit an employee from freely pursuing those teaching, research, and professional and public service activities which will not result in such a conflict, nor prohibit an employee from accepting pay, compensation, fees, honoraria, or reimbursement of expenses which may be offered in connection with such activities.
Procedures:
Disclosure and Consultation: The following procedures apply except in situations where a procedure is otherwise provided by a collective bargaining agreement. Each university shall develop its procedure for disclosure and consultation within the following parameters.
If an employee believes that he or she may have a conflict of interest, the employee shall promptly and fully disclose the conflict to the appropriate administrator (Chancellor or President's designee) and shall refrain from participating in any way in the matter to which the conflict relates until the conflict in question has been resolved.
1. When it appears that a material conflict may arise between the personal interest of an employee and his or her responsibilities to the University, the employee shall notify the appropriate administrator by submitting a written statement describing the nature of the possible conflict. If an apparent conflict comes to the attention of the administrator, that individual may request a written statement from the employee.
2. If an employee is in doubt as to whether he or she is confronted with a potential conflict of interest, the employee shall consult with the appropriate administrator to determine if the outside interests could conflict impermissibly with employee’s obligations to the University.
3. The appropriate administrator promptly shall notify the employee or associate in writing that (a) there is no conflict and the employee may proceed; or (b) there may be a conflict and further consultation is necessary prior to reaching a determination; or (c) there is a conflict and the employee shall not proceed with his or her personal interest which results in the conflict. In some cases it may be determined that after full disclosure, the University’s interests are best served by participation of the employee despite the conflict or appearance of conflict.
4. The employee may appeal the administrator’s decision to the President (Chancellor for System Office employees).
5. The employee must report any significant changes in the outside interest that occur during the year and consult with the appropriate administrator if the undertaking of a new outside interest is considered.
6. Any significant violations of this policy shall be reported to the Chancellor for System Office employees and Presidents, to the President for university employees and to the Human Resources and Labor Relations Committee of the Board of Trustees for the Chancellor.
Additional information regarding procedures for disclosures and consultation is available from your Human Resources Office.
Situations which may constitute a Conflict of Interest
1. Personal Gain from University Position
a. An employee may not use or attempt to use, in a manner contrary to the interests of the University, his or her position or University property or services, to gain or attempt to gain anything for the private benefit of the employee.
b. An employee may not solicit or receive gifts or entertainment from suppliers of goods or services, or from persons associated with or seeking association with the University.
c. An employee shall not use confidential information acquired in connection with University related activities for personal gain or for other unauthorized purposes.
2. Contracting and Leasing
a. An employee may not enter into any contract or lease with the University, if the employee is in a position to approve or influence, in his or her official capacity, the University’s decision to enter into the contract or lease, unless such contract is deemed in the best interests of the University and has the approval of the appropriate administrator.
b. If the employee is not in a position to approve or influence the University’s decision, the employee may enter into a contract or lease, provided the employee makes prior written disclosure of the nature and extent of any relationship to the appropriate administrator and obtains written approval. The administrator shall approve an employee’s interest in a lease or contract unless the administrator determines that the employee’s personal interest in the agreement will conflict substantially and materially with the employee’s discharge of his or her University responsibilities.
c. An employee may not contract with the University to provide a service which is the same as or similar to the service that the employee provides as a University employee. Such services may be provided only as a University employee in the course of University employment.
Outside Commitment
a. Employees are permitted to engage in outside consulting activities and other outside activities provided the employee meets his/her obligation to the University and complies with any applicable provisions of a collective bargaining agreement concerning outside employment.
b. An employee shall not accept any outside position that would impair the employee’s ability to fulfill the employee’s obligations to the university.
c. An employee with faculty rank shall not take on a teaching assignment in another post-secondary educational institution during the academic year except after obtaining written approval of the appropriate administrator.
d. An employee shall not engage in outside employment or activities which could be viewed as impairing the employee’s judgment in the performance of University duties and responsibilities.
3. Use of University Name and Resources
a. An employee shall not use the official title of the University or any of its parts, in whatever form that title may appear, except in connection with legitimate University purposes.
b. The University’s name, facilities, equipment, stationery, supplies, personnel and other resources are to be used only for the furtherance of the University’s mission. An employee shall not make unauthorized use of any University resources, including the services of University employees, for the personal benefit of the employee.
4. Nepotism
a. Close relatives may be employed in the same or different departments of the University. For purposes of this policy, the term "close relative" shall include significant others in the household.
b. The fact that an employee is a close relative of another employee in the same or different department shall not be used as a basis for denying to the employee the rights, privileges or benefits of regular appointment or regular job status. Alternative arrangements for supervisory decisions must be made before employment of a close relative.
c. An employee shall not participate in institutional decisions involving a direct benefit to a close relative. Such decisions include, but shall not be limited to, initial appointment, retention, promotion, tenure, salary and leave of absence.
d. An employee may not give preferential or favored treatment in the supervision or management of another University employee who is a close relative.
e. The University reserves the right to reassign employees or duties when deemed a prudent business or management practice.
f. A close family relationship shall not be used as a basis for denying a student the rights, privileges or benefits of access to academic resources.
g. An employee shall not participate in institutional academic decisions involving a direct benefit to a close relative. Alternative arrangements for academic decisions must be made for close relatives.
Academic decisions include, but are not limited to, acceptance to an academic program, evaluation of the honors, masters of doctoral thesis, and recommendation for awards or employment.
Sanctions: Charges or violations shall be carefully examined with due regard for the academic freedom and rights of the employee and the interests of the University. Charges will be processed through the normal reporting channels, and sanctions may range from reprimands to dismissal.
RESIGNATION
Non-represented faculty, professional and administrative staff members who wish to separate voluntarily from University service by resignation are expected to provide adequate notice to the University prior to the effective date of resignation and as early as possible. For persons holding a position at the chairperson or director level or above, and for full-time non-represented faculty at least 90 days notice is expected. For all other employees, a notice of 30 days or more is expected. The last day of active work is the effective date of the resignation. The effective date may not be extended by accrued annual leave for which the employee will be paid.
EMPLOYEE TRANSFER
An employee at one University System institution or unit who accepts a position at another University institution or unit will be considered to have transferred to the new unit if there is no break in service between the appointments. In the case of employee transfer the former employing institution or unit is responsible for any accumulated unused vacation and holidays. The new institution or unit is responsible for accumulated unused sick leave.
Accumulated unused annual leave, holidays and disability leave are carried forward to the new appointment. No payment for leave balances is made to the employee at the time of the transfer.
TERMINATION OF APPOINTMENT
General
Except as provided pursuant to appointment policies described in the Appointment and Evaluation Practices section of this handbook, non-represented faculty, professional and administrative staff, serve at the discretion of the Board of Trustees and their designees and may be terminated at will and at any time with or without cause. Notices of termination normally will be given except in cases of termination for cause or at the conclusion of a fixed-term appointment. Non-represented faculty, professional and administrative staff with 4 or more years of continuous University service normally will be given 3 months notice of termination. Non-represented faculty, professional and administrative staff who have 7 or more years of continuous service normally will be given 6 months notice of termination.
Discontinuance Due to Financial or Program Reasons
Non-represented faculty, professional and administrative staff who are discontinued from University employment due to the elimination of their position for financial or program reasons shall be given notice and may be provided severance pay in an amount consistent with the principle of parity of employment conditions between represented and comparable non-represented employees.
MANAGEMENT GROUP EMPLOYMENT PROGRAM
Eligibility
An individual in a position that is subject to the approval of the Board of Trustees with regard to the level of appointment, i.e., Dean or equivalent or above, regardless of title if the position has administrative responsibility for a major organizational unit of the institution, such as a college, school or program, shall be part of the Management Group. Questions regarding eligibility for inclusion in the Management Group shall be resolved by recommendations from the President and Chancellor to the Board of Trustees for approval.
Benefit Program
The Management Group shall be covered by the University System fringe benefit program applicable to professional employees.
Appointment and Reappointment
A written agreement at the time of initial appointment to positions in the Management Group shall include the duration of the appointment which shall not exceed 5 years in length. Six months' notice of reappointment or non-reappointment shall be given prior to expiration of the initial term. Reappointment thereafter shall be at will with a minimum discontinuance notice period, or pay in lieu of notice, of one year by the University for individuals with a minimum of seven years of continuous service in positions in the Management Group. During the period of any term appointment, responsibilities may be changed or the employee may be reassigned to another position.
Notice Period
During the one year notice period, described above, a qualified individual shall, pursuant to an agreement covering the one year period with the Chancellor or President which has been approved by the Board of Trustees: return to a faculty position where appropriate; receive a consultantship; engage in a management leave program; or enter an early retirement program. Individuals in positions in the Management Group who meet the seven year service requirement may also propose such agreements by giving the University at least one year notice of discontinuance.
Individuals in positions in the Management Group who do not meet the seven year service requirement but are serving at will shall be given six months' notice of discontinuance and may enter into existing programs for which they may be eligible.
Notice for Cause
Notice of discontinuance shall not be required for individuals discontinued for cause. Such individuals shall not be eligible to receive benefits under this program but may receive all earned accrued annual leave.
Chancellor and Presidents Benefit Package
The Chancellor and Presidents are appointed by and serve at the pleasure of the Board of Trustees.
The initial appointments for the Chancellor or a President shall specify: 1. an agreement regarding the process and timetable for evaluation; and 2. a two-year renewable term appointment which may be extended annually on the first anniversary date of appointment and thereafter, subject to the Notice for Cause policy.
In addition to benefits accorded all System employees, the Chancellor and Presidents shall be eligible for the following benefits established by the Board of Trustees and as agreed upon at the time of appointment or reappointment.
1. Life insurance at twice the base salary with the University System paying the total premium.
2. A motor vehicle.
3. As a condition of employment, University-maintained housing will be provided on a campus when available or a housing allowance will be provided for the appointed Chancellor and President (excludes Interim or Acting incumbents). Housing allowances provided in lieu of University housing will be reviewed annually and adjusted by the housing C.P.I.
4. A sabbatical leave, after three years service, which accrues at the rate of one month per year, not to exceed six months accumulated leave eligibility. Such a sabbatical is not a right, but rather a privilege to be considered on an individual basis and shall be requested in writing and shall include an appropriate plan for the leave. Upon return, from an approved sabbatical, a substantive report regarding the leave shall be submitted to the Chancellor or in the case of the Chancellor to the Human Resources and Labor Relations Committee of the Board. This leave cannot be utilized to extend a renewable term appointment.
Procedures
The Board of Trustees shall approve the salaries of the individual officers upon appointment and thereafter on a periodic basis.
APPOINTMENT OF UNIVERSITY OF MAINE SYSTEM PROFESSOR, RESEARCHER OR ADMINISTRATOR:
Criteria and Administrative Procedures for Appointment
Policy Statement:
Appointment as University of Maine System Professor, Researcher or Administrator allows the University of Maine System and the State of Maine to continue to benefit from the individual's professional expertise and experience in teaching, conducting research or leadership projects in various areas.
Individuals with a minimum of seven years of service as a Chancellor or President in the University of Maine System are eligible to pursue an appointment as a University of Maine System Professor, Researcher or Administrator.
A University of Maine System Professor, Researcher or Administrator’s appointment, specific duties, and responsibilities shall be determined on an individual basis by the Board in consultation with the individual involved. When the duties involve a specific university assignment, the President and the appropriate unit of that institution shall also be consulted by the Board of Trustees.
Conditions of Appointment
The salary and other terms and conditions of employment of a University of Maine System Professor, Researcher or Administrator shall be established by the Board.
Procedures:
1. The salary shall be computed at a rate of 66.6% of the individual's salary at the time of appointment. The salary and support budget shall be provided on an on-going basis from a separate System account as approved by the Board of Trustees.
2. Following appointment as a University of Maine System Professor, Researcher or Administrator the individual shall be eligible for salary increases as determined periodically by the Board of Trustees.
3. The Board of Trustees shall grant a term appointment of up to five years which may be renewed for an additional period. The appointee shall be subject to the same review process as individuals in equivalent positions.
4. A University of Maine System Professor, Researcher or Administrator holding a university or system-wide appointment may have assigned to him or her such graduate and undergraduate research assistants and/or secretarial assistance as agreed upon in the terms of the appointment and shall be provided a suitable office, appropriately furnished.
GRIEVANCE PROCEDURES FOR NON-REPRESENTED EMPLOYEES
Board Policy Statement
Non-represented employees must be allowed to bring complaints concerning their employment to their supervisors for informal discussion and resolution without fear of reprisal. If an informal discussion does not resolve the problem, the employee must have an opportunity to present a formal written grievance to the supervisor. A formal grievance shall identify the University policy or procedure which is alleged to have been violated.
Retaliation Prohibited
Retaliation against an employee for filing a grievance is strictly prohibited, whether or not the employee prevails in the original grievance. No university agent may harass, coerce, intimidate, or discriminate against an individual who has filed a grievance or participated in the grievance process. An allegation of retaliation will be treated separately from the original grievance.
Procedures
The University System has developed this procedure for filing and responding to grievances of non-represented employees throughout the University of Maine System. The procedure provides reasonable time limits for an employee to present a grievance. If an employee does not meet the deadline for filing a grievance or appeal, the matter will be considered to be resolved. The University will make every attempt to respond to grievances within the timelines in this procedure, but may extend the timelines at any step in the process as needed.
Any complaint alleging a violation of the Equal Opportunity Policy must be filed using the Equal Opportunity complaint procedure. If a grievance alleges violation of the Equal Opportunity Policy and other policies, the portion relating to the Equal Opportunity policy will be investigated under the Equal Opportunity complaint procedure.
Informal Complaints
An employee may bring any complaint regarding his or her employment to the immediate supervisor for informal discussion and resolution. If the supervisor is the subject of the complaint, the employee may instead choose to discuss it informally with the next level appropriate administrator. If informal discussion does not resolve the problem, the employee may file a formal grievance.
Formal Grievance Procedure
An employee who files a grievance may be accompanied by another employee at any meeting held to discuss the grievance.
1. Step One: The employee (grievant) completes a Non-Represented Employee Grievance form (attached to this procedure) providing the details of the complaint and gives it to his/her department director, dean, or next level appropriate administrator. The grievance must be filed within twenty (20) working days of the act or omission that is the subject of the grievance, or the date on which the employee reasonably should have known of the act or omission if that date is later. The written grievance must identify the University policy or procedure that has allegedly been violated.
The department director, dean or next appropriate administrator will respond in writing to the grievance within 20 working days. The written decision will be provided to the grievant and the person whose action has been grieved.
2. Step Two: If the written response does not resolve the grievance, the grievant may appeal the grievance to Step Two by completing a Non-Represented Employee Grievance Appeal form (attached to this procedure). The Step Two appeal must be filed with the appropriate Vice President (if the grievant is employed at a university) or Senior Staff member (if the grievant is employed in the System Office) within 20 working days of the date the Step 1 response is received or due. The Vice President or Senior Staff member will respond in writing to the grievance within 20 working days. The written decision will be provided to the grievant and the person whose action has been grieved.
3. Step Three: If the preceding steps have not resolved the grievance, the grievant may appeal the grievance to Step 3. The Step 3 appeal must be filed with the President (if the grievant is employed at a university) or Chancellor (if the grievant is employed in the System Office) in writing within 20 working days of the date the Step 2 response is received or due.
Within 20 working days the President or Chancellor will designate in writing an individual who will serve as an impartial investigator of the issues surrounding the grievance. The investigator will:
a. Review both sides of the grievance and investigate as needed in order to make findings of fact;
b. Attempt to mediate the dispute if possible; and
c. Issue an advisory report in writing to the President or Chancellor within 20 working days (or as soon thereafter as practicable) if a resolution has not been achieved and provide a copy of the report to the grievant and, where applicable, to the person whose action has been grieved.
If an administrative staff member with faculty rank who was acting in the capacity of a faculty member has not been reappointed and a violation of academic freedom is alleged, academic freedom applies only in the individual's capacity as a faculty member, not in his/her administrative capacity.
The burden of proof rests on the grievant except in cases of dismissal of tenured faculty members or of dismissal of a non-tenured faculty member or staff member prior to the expiration of the term of appointment. In these cases, the University must prove just cause.
The President or Chancellor within 20 working days will accept the written report of the investigator as the final institutional decision or issue his or her own decision which shall be the final institutional decision. The President's or Chancellor's written decision will be provided to the grievant and the person whose action has been grieved.
The employee may appeal the President's decision to the Chancellor if: (1) the findings include relevant factual errors or omissions, (2) relevant procedural errors are alleged, or (3) relevant issues concerning interpretation of University policy are raised. The appeal must be filed within 20 working days of receipt of the President's decision and must include the reasons for the appeal. If the Chancellor or designee finds that the employee has been substantially prejudiced by a violation of procedure, the case may be remanded to the President for reconsideration. The Chancellor or designee will review the written record and may request additional information. The Chancellor or designee will issue the final University decision in writing within 30 working days to the grievant and President. The final decision on an appealed grievance rests with the Chancellor or his/her designee.
In a grievance filed by an employee of the System Office, the Chancellor's written decision shall be final.
OHR 8/05
Click here for University of Maine System Non Represented Employee Grievance Appeal form. (pdf)
VOLUNTARY SCHEDULE REDUCTION
When it is mutually beneficial to the University and an employee, a full-time regular employee with continuous service equaling five full-time equivalent years may request a reduction in schedule and be eligible for pro-rated benefits available to full-time regular employees. The schedule reduction shall be to no less than one-half time. The reductions will normally be for an indefinite duration, and there will be no right to return to full-time regular status. However, if the employee and the University agree at the time the reduction occurs, it may be for a specified period with a return to full-time regular status guaranteed at its conclusion.
Once the schedule reduction has occurred, employee benefits shall be as described below. The same benefits shall apply to part-time regular employees who have the equivalent of five years full-time continuous service (e.g. ten years of half-time service, six years and nine months of three-quarter time service, etc) and, if they have the requisite service, to employees whose positions are reduced from full-time to part-time for program or budget reasons:
Leave Accruals: In accordance with policies for part-time regular employees, annual leave and disability leave shall accrue based on the reduced schedule. Leave used shall be prorated. For example, if an employee’s reduced schedule is four hours per day, a one day absence will equate to use of four hours of leave. Maximum disability leave accumulations and maximum annual leave amounts carried forward will also be pro-rated. Holiday benefits shall also be in accordance with policies for part-time regular employees. At the time the reduction becomes effective, the employee may carry forward only the pro-rated maximum leave balances. The employee may use excess annual leave or, if there is no opportunity to use the leave, may be paid for the amount of annual leave, which may not be carried forward.
For purposes of determining sabbatical eligibility, service shall be counted in full-time equivalence. A year of service at half-time shall count as one-half year toward sabbatical eligibility.
Health Insurance: Coverage in the group health plan may continue. The employee will pay any premium for which a full-time regular employee is responsible.
Life Insurance: Basic life insurance will be based on the reduced salary. The employee will pay any premium for which a full-time regular employee is responsible.
Long-term Disability: Coverage will be provided based on the reduced salary.
Retirement: For professional employees contributions to TIAA/CREF will be made in the percentages applicable to full-time regular employees. Contribution amounts shall be based on the reduced salary.
Employees in the Maine State Retirement System and in the federal retirement systems (CSRS, FERS) are eligible for reduced schedules. Such employees should be aware that pension benefits would be based on their years of highest salary, not their final salary.
Tuition Waiver: Tuition waiver shall continue at the level available to part-time regular employees for both employee and dependent waiver.
Tenure: If a tenured faculty member accepts a reduced schedule, the tenured status is unaffected. As with any other employee, there is no right to return to a full-time regular status unless so agreed at the time the reduction is initiated. For untenured faculty, service toward the probationary period shall be counted on a full-time equivalent basis. One year of service in a half-time status will count as one half year toward the probationary period.
Other Benefits: Employees with a reduced schedule will continue to be eligible for supplemental life insurance, tax deferred annuities, short term disability, and Advantage Accounts.
Application and Approval Process: An application for a Voluntary Schedule Reduction shall ordinarily be submitted at least two months prior to the requested effective date. This time limit may be waived when an earlier effective date is beneficial to both the employee and the University. A faculty member will ordinarily be required to make the reduction effective at the beginning of a semester. The application form shall be completed by the employee and submitted to the supervisor. The supervisor shall make a recommendation and forward the form for administrative review, regardless of whether the supervisor’s recommendation is positive or negative. The application shall be reviewed by administrators designated by the institution. A final decision shall be made by the President (Chancellor for System employees) or the President’s designee and communicated to the employee in writing.
MOTOR VEHICLE USE & REGULATIONS
A. Acquisition and Use of University Vehicles
In the course of their duties the faculty and staff of the University of Maine System frequently travel by road to conferences and meetings, on field trips, to classes away from their home campuses, and for many other purposes. It is ordinarily in the best interests of the University for such travel to be made in University vehicles which are assured of proper maintenance and insurance coverage.
If the University deems it appropriate, it is permissible for enrolled students to drive University vehicles, but only for University related and sponsored business. Each student must have written approval of a University faculty or staff person responsible for the activity and with the authority to approve such usage and must have an active, valid drivers license (see paragraph #2 below). The staff member approving student usage must be identified at the time the car is signed out. Whenever possible, a staff or faculty member should be in the vehicle during usage.
The number of University vehicles on Maine’s roads and highways, however, creates significant potential liability. That risk imposes upon drivers the obligation to drive safely and upon the University the duty to assure that only qualified and responsible drivers are assigned University cars, and that each party clearly understands these obligations.
Each university will designate a Campus Vehicle Administrator with explicit responsibility for the administration of these standards. The name of that individual should be provided to the Office of Facilities at the System Office. All purchases and leases must follow procedures outlined in APL 30.
The following regulations control the use and acquisition of vehicles owned or leased by the University of Maine System.
1. Persons driving University vehicles must be properly licensed to drive in Maine. State law requires residents (including University employees) to have a Maine license, but allows students from out of state to drive on a valid license from their home state or province. Students from countries other than the U.S. or Canada must have a valid international drivers license to drive legally in Maine. Students employed by the University are still considered students for driver license purposes. Each Campus Vehicle Administrator will retain on file a photocopy of the driver's current license for every driver of a University vehicle.
2. Anyone whose license has expired, been revoked, or is under suspension may not drive a University vehicle. Violation of this regulation will subject the driver to disciplinary action. Violation of State OUI laws while driving a University vehicle will also subject the driver to disciplinary action, as will misrepresentation either of a driving record or reasons and authority to use a University vehicle.
3. Persons driving vehicles designed to carry 15 or more passengers, or trucks with a licensed gross weight in excess of 26,000 pounds must have the appropriate driver's license for class of vehicle being driven.
4. University buses, mini-buses, vans or trucks may be driven only by persons with an appropriate license and whose ability to handle such vehicles has been demonstrated, either through a test drive or by acceptable evidence of prior experience in the type vehicle involved.
5. No one under 18 years of age is permitted to drive a University vehicle. Drivers under the age of 21 are not permitted to drive vehicles which are transporting 7 or more passengers including the driver, unless the driver has at least two years of driving experience without a moving violation or an at-fault accident, to be verified by the Campus Vehicle Administrator, either locally or through the System Insurance Office.
6. No vehicle with University (300-) plates may be kept overnight at the home of a University employee or student, even when an early-morning trip is planned.
7. Liability insurance is provided by the System for all University-owned or leased vehicles. Universities have the option to purchase Physical Damage Coverage (comprehensive and collision coverage) through the System Office; however, if that option is not exercised, all losses are the responsibility of the campus operating the vehicle.
8. Any accident involving University-owned or leased vehicles must be reported to the appropriate campus office as soon as possible and in all cases within 72 hours of the time of the accident. The individual who has signed out the vehicle shall be responsible for reporting the accident. Under Maine law all accidents involving personal injury or death to a person or apparent property damage of $1,000 or more must be reported to the police or sheriff’s office and within 48 hours to the Secretary of State on forms provided by the Secretary of State. Operators should familiarize themselves with State laws regarding required actions in the event of an accident. Each University-owned or leased vehicle should contain within it an Accident Report form and an insurance card summarizing the University’s liability insurance.
9. Drivers are personally responsible for fines resulting from their actions. No university funds of any kind may be used to pay such fines. Fines and citations become part of the driver’s record and are not the responsibility of the University.
10. All drivers of University vehicles are subject to University and insurance company verification of their driving record.
11. No illegal drugs may be transported in University vehicles. Alcoholic beverages may not be transported except for catering purposes.
12. The University reserves the right to deny use of a University-owned or leased vehicle to any individual.
13. University vehicles must not be loaned to or leased to individuals or to organizations not affiliated with the University. University vehicles must also not be loaned or leased to employees of the University for non-University activities.
14. All operators and passengers of University-owned and leased vehicles must wear seat belts as required by State Law.
15. Personally-owned vehicles used for University-related business should be properly registered and inspected and appropriate for such use. However, the University provides no physical damage coverage (collision or comprehensive) or liability coverage for non-University vehicles. If an employee or student uses his/her personal vehicle for University-related business, that person’s own insurance on the vehicle will be responsible for any insurance claims.
Last Updated: November 2, 2006