OU Staff Handbook

(Document Updated 10/10/2025)

Introduction:

The University of Oklahoma provides this Staff Handbook to educate current and prospective employees as to the relevant laws, policies, and procedures that govern interactions between the institution and the employee. The University values its relationship with its employees and strives to create and maintain a positive working environment.

The Staff Handbook summarizes University of Oklahoma policies and procedures for current and prospective staff employees. In some sections of the Staff Handbook, you will find summaries with references to the University of Oklahoma Board of Regents’ Policy Manual or applicable state or federal statutes. Every effort has been made to present the key elements of these summaries accurately, but the actual policies, procedures, or laws are to be consulted as the authoritative source of information as they may provide more detail and are subject to independent review and revision. Policies and procedures summarized in this handbook have been approved by the President and/or the Board of Regents of the University of Oklahoma. Given the breadth and variety of different staff positions at the University, additional policies and operating procedures not detailed in the Staff Handbook may be implemented at the departmental level. Those procedures should be communicated and consistent with the Staff Handbook.

The University reserves the right to change this Staff Handbook at any time, and any alterations, eliminations, or additions apply from the time of their adoption. New and revised policies approved by the President and/or the Board of Regents may be added, substituted, summarized, and/or cross referenced without separate requirement for amendment of the Staff Handbook. Should any provision of the Staff Handbook require interpretation, the department responsible for implementing that particular procedure or provision will issue the interpretation. The Chief Human Resources Officer (CHRO) is responsible for interpreting personnel policy sections of this handbook. All references to the CHRO or responsible administrator shall include that person’s designee.

Neither, this handbook nor the policies contained herein are not a contract and are not intended to create any contractual or property rights in favor of either the University or the employee. The State of Oklahoma and the University of Oklahoma are at-will employers. An employment relationship, therefore, may be terminated at the will of the employee as well as by the employer. Although policies and procedures have been established to provide guidance for University administrators and employees, the policies herein shall not be construed to limit or abrogate the rights of the University of Oklahoma.

The University Overview

Created by the Oklahoma Territorial Legislature in 1890, the University of Oklahoma is a doctoral degree granting research university serving the educational, cultural, economic, and healthcare needs of the state, region, and nation. Over time, the University has experienced tremendous growth. The Norman campus serves as home to the majority of the University’s academic programs except health-related fields. The OU Health Campus, which is located in Oklahoma City, is one of the nation’s few comprehensive academic health centers. Both the Norman and Health Sciences Center colleges offer programs at the Schusterman Center, the site of OU-Tulsa. Other research and study facilities are found in multiple locations in Oklahoma, other states, and internationally.

Oklahoma State Regents for Higher Education

The University of Oklahoma is part of a state-wide educational program called the Oklahoma State System of Higher Education. Having been established by constitutional authority in 1941, the state system is younger than the University of Oklahoma and is made up of all institutions of higher education supported wholly or partially by legislative appropriations. The coordinating body, called the Oklahoma State Regents for Higher Education, is composed of nine members. Following appointment by the Governor and confirmation by the State Senate, members serve nine-year terms. One member of the board is replaced each year. Responsibilities of the Oklahoma State Regents for Higher Education include setting standards of higher education (including requirements for the admission of students), determining the functions and courses of study at each institution, granting degrees and other forms of academic recognition, recommending higher education's funding needs to the legislature, allocating state appropriations to individual institutions, and determining the fees of all institutions of the system.

The Board of Regents of the University of Oklahoma

By constitutional authority, the governance of the University is vested in the Board of Regents of the University of Oklahoma. The Board is composed of seven members appointed by the Governor with the advice and consent of the Oklahoma Senate. Each member serves a seven-year term unless appointed to fill an unexpired term. One member is replaced each year. The powers and duties of the board are set out in Oklahoma’s constitution and statutes (Article XIII, Section 8, Constitution of Oklahoma; Title 70, Section 3301, et seq, Oklahoma Statutes).

Administrative Organization

The administrative organization exists to provide leadership and to facilitate University of Oklahoma goals, objectives, and services. As an operating philosophy, the University's purposes can best be achieved in an atmosphere of shared governance, mutual planning and implementation of decisions, and the recognition and encouragement of contributions by members of the University community.

President

As the chief executive and academic officer of the University, the President is responsible to the Board of Regents of the University for the administration of the institution. All authority delegated by the Regents is administered through the President, who may in turn delegate responsibility and authority to other University administrative officials.

Councils and Committees

A system of councils and committees is essential to the University’s operation. They are basic to a collegial environment and assure participation by all segments of the University community in the interest of achieving institutional goals and objectives. They also serve to keep the faculty and staff advised of current issues, utilize the unique talents and expertise available on the campuses, and provide interaction among faculty, students, staff, and administrators.

Councils and committees are given clearly stated assignments in writing, and they are asked to give periodic reports to their constituencies. The committee structure of the institution is kept flexible and is subject to periodic review and revision. A current listing of councils and committees, their assignments, and their membership is available in the Office of the President. Councils make recommendations to the President on policy and programs in areas of vital significance to the functioning of the University as an educational institution as well as in special extracurricular areas that require the attention of the full representation of the University community. Certain councils are created by the Board of Regents, some are created by the President, and others are established upon recommendation of the Faculty and Staff Senates and approval by the President.

Standing committees provide the President and other members of the administration with advice and assistance regarding areas of University activity that are important to the fulfillment of an educational mission but are of less fundamental significance than the areas of council concern. Administrative advisory committees are established by officers of the University for subjects not covered by the council or standing committee structure. These committees are composed of members selected by the establishing official. The number and purposes of these committees are regularly reviewed by the President.

Task forces are established from time to time as ad hoc committees designed to provide recommendation to accomplish a specific purpose. Members of a task force are selected by the appointing body or officer. Dissolution occurs when the assigned task is completed or at the discretion of the appointing body or officer. Administrative search committees are formed to assist in the selection of the President, Senior Vice President and Provosts, vice presidents, provosts, vice provosts, and academic deans. Search committees may also be used in the search for any other unique positions.

OU Staff Handbook

The University Overview

Oklahoma State Regents for Higher Education

The Board of Regents of the University of Oklahoma

Administrative Organization

President

Councils and Committees

Administration

Benefits & Retirement

Benefits

Retirement

Compensation & Classification

Employee Classifications

Overtime

Employment

Records

Recruitment & Hiring

Separations

Work Schedule

General

Leave

Paid Leave

Unpaid Leave