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OU Staff Handbook
(Document Updated 3/18/2024)
1.0- Handbook
Introduction
The
University of Oklahoma provides this Staff Handbook in an effort 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.
1.1
Handbook Usage
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 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 themselves 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.
This Staff Handbook
shall apply to all covered situations from the time of its adoption. The
University reserves the right to change this Staff Handbook at any time, and
any alterations, eliminations, or additions shall 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. The official
copy of the Staff Handbook is available in Human Resources and on its website
at WWW.HR.OU.EDU.
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.
This handbook is not a contract and is not intended
to create any contractual 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.
1.2
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 Sciences Center, 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.
2.0
University Government and Administration
2.1 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.
2.2 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).
2.3 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.
2.4 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.
2.6 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 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.
Human Resources Policies –
Section 7 of OU Policy and Procedure Manual
7- Employment
7.1.1 - Recruitment &
Hiring
7.1.1.5
Transfers Between Campuses
7.1.1.6
Service Credit Transfer
7.1.1.7
Eligibility for Rehire
7.1.2 - Separations
7.1.2.2
Termination of Employment
7.1.2.3
Reduction in Work Force
7.1.3 – Work Schedule
7.1.3.3
Enrollment of Staff in OU Courses
7.1.3.4
Administrative Teaching Policy
7.1.3.5
Outside Employment & Extra Compensation
7.1.3.6
Governance Activities Policy
7.1.4 – Records
7.1.4.1
Access to Personnel File
7.1.4.2
Performance Evaluation
7.1.4.3
Individual Conflicts of Interest
7.2 – Compensation &
Classification
7.2.1- Employee
Classifications
7.2.1.2
Pay Transparency Policy
7.2.2 – Overtime
7.2.3 – General
7.3 – Benefits &
Retirement
7.3.1 – Benefits
7.3.1.10
Enrollment of Faculty & Staff in University Courses
7.3.1.3
Employment Benefits for Eligible Employees
7.3.1.8
Staff Employee Assistance Program
7.3.2 – Retirement
7.3.2.4
Retirees Returning to Work
7.3.2.5
Other Retirement Benefits
7.4- Performance &
Development
7.4.1 – Performance
7.4.2 – Development
7.4.2.1
Learning and Development
7.5 – Leave
7.5.1 – Paid Leave
7.5.1.11
Leave to Donate Bone Marrow or Organs
7.5.1.12
Paid Parental Leave Policy
7.5.1.3
Payment of Accrued Leave Upon Termination
7.5.1.8
Reemployment Rights After Military Leave
7.5.2 – Unpaid Leave
7.5.2.3
Family & Medical Leave Act
7.6 – General
7.6.1 – Administration
7.6.1.2
Staff Policies. Authority & Administration
7.6.1.3
Staff Dispute Resolution
7.6.2 – General
7.6.2.1
Candidates for Political Office
7.6.2.11
Prevention of Alcohol Abuse and Drug Use
7.6.2.3
Pilot Program for Enhancement of Employee Whistleblower Protection
7.6.2.4
Workplace Threats and Violence
7.6.2.5
Conducting Private Business from a State-Owned Facility
Additional Staff Handbook
Policies
Non-Discrimination and Sexual
Misconduct, Discrimination & Harassment Policies
15.1.1.1
Non-Discrimination and Sexual Misconduct, Discrimination & Harassment
Policies
Key Policy
Visit the Facilities
Management webpage to read the OU Key Policy: https://www.ou.edu/facilities/services/custodial_services/lock_shop_services
Conflict of
Interest Policy
Norman
Conflict of Interest policy
Health Sciences Center
Conflict of Interest policy
Consensual Sexual Relationships Policy
15.1.1,
Consensual Sexual Relationships Policy, Formerly
policy 3.2.9
Grievance Procedure for Equal Opportunity
15.1.1,
Grievance Procedure for Equal Opportunity, Formerly
policy 3.2.10
University Ombuds
Service
15.1.1,
University Ombuds Service, Formerly Staff Handbook policy 5.26
The University Ombudsperson serves employees on the Norman campus in the areas
of dispute resolution and mediation of campus-related issues. The Ombudsperson
also provides information about employee dispute resolution procedures and the
administrative appeals process.
Communicable Disease Policy
Communicable
Disease Policy, Formerly Staff Handbook policy 5.27
Advertising and
Promotion Policy
11.1.2.1, Formerly BOR Section 3.4.2, FHPN 5.18.1, FHPHSC 5.24
https://universityok.navexone.com/content/dotNet/documents/?docid=361&public=true
University Name, Logos, Other Identifying Marks, and
Seal Policy
11.1.3.1, Formerly BOR Policy Section 3.4.5
https://universityok.navexone.com/content/dotNet/documents/?docid=168&public=true
Use of State Vehicles for Private Purposes
6.6.1.2, Formerly Staff Handbook Policy 5.11
https://universityok.navexone.com/content/dotNet/documents/?docid=259&public=true
Texting Policy
6.6.1.5, Formerly Staff Handbook Policy 5.11.1
https://universityok.navexone.com/content/dotNet/documents/?docid=265&public=true
Liability Insurance Policy
6.6.1.4, Formerly Staff Handbook Policy 5.12
https://universityok.navexone.com/content/dotNet/documents/?docid=261&public=true
Personal
Vehicle Use Policy
6.6.1.1, Formerly Staff Handbook Policy 5.12.1
https://universityok.navexone.com/content/dotNet/documents/?docid=258&public=true
Leased/Rented
Vehicles Policy
6.6.1.3, Formerly Staff Handbook Policy 5.12.2
https://universityok.navexone.com/content/dotNet/documents/?docid=260&public=true
Travel Reimbursement Policy
6.3.4.2, Formerly Staff Handbook Policy 5.13
https://universityok.navexone.com/content/dotNet/documents/?docid=254&public=true
University of Oklahoma Tobacco-Free Policy
1.1.1.3, Formerly Staff Handbook Policy 5.18
https://universityok.navexone.com/content/dotNet/documents/?docid=154&public=true
Reasonable Accommodations Policy
13.2.3.1, Formerly Staff Handbook Policy 5.24
https://universityok.navexone.com/content/dotNet/documents/?docid=48&public=true
Bicycle Policy
3.2.2.2, Formerly Staff Handbook Policy 5.30
https://universityok.navexone.com/content/dotNet/documents/?docid=266&public=true
Required Athlete Agent Disclosure
10.2.1.1, Formerly Staff Handbook policy 5.3.1
https://universityok.navexone.com/content/dotNet/documents/?docid=264&public=true
Employee Financial
Obligations
Formerly Staff Handbook
policy 5.28
Employees, including student employees of the University, shall be required to
pay all outstanding financial obligations due the University in accordance with
the due dates established for such obligations. Those who do not pay their past
due financial obligations as indicated on the billing statement will be subject
to the University's collection processes, including paying any collections
costs. The administration is directed to establish procedures at the Norman,
Tulsa, and Health Sciences Center campuses to provide the means for the
University to gain access to funds to which it is entitled.
Norman Campus Procedure:
Communication of Policy
Employees should be informed of this policy at the time of their appointment
and at the time they purchase goods and services from University
departments.
Determination of Account Status
University departments selling goods or services to University
employees are responsible for determining the ability of the employee to pay.
Prior to the provision of goods or services to an employee, the selling
department should access the University's accounts receivable system to
determine if the employee is past due on any University charges. Based upon the
status of the employee's account, the selling department shall make a
managerial decision as to whether or not to sell goods and services to the
employee.
Collection Procedures
For purposes of implementing this policy, the following account-aging
guidelines shall apply: Charges appearing on a Bursar statement for the first
time are considered to be Current charges. Charges are considered to be 30 Days
Past Due if they are outstanding on the second Bursar statement. Charges are
considered to be 60 Days Past Due if they are outstanding on the third Bursar
statement. Charges are considered to be 90 Day Past Due if they are outstanding
on the fourth Bursar statement. Monthly, after the mailing of the Bursar
statements, the Bursar’s Office will identify University employees with
outstanding charges that are 90 or more days past due. Excluded from this
process are student employees (including graduate assistants) who are paying
their accounts in accordance with the University's tuition and fee payment
plan, or who have made alternative payment arrangements. The accounts will be
referred to University Collections, a division of Legal Counsel.
Overpayments
Any University employee who receives an overpayment through his or her payroll
for whatever reason (e.g., termination of employment, overestimate of hours, or
clerical error) will be responsible for repaying all amounts owed, including
any collection costs and/or tax consequences that result from the overpayment.
However, if it is determined that the department is responsible for the error
that resulted in an overpayment, the department shall bear the associated
collection costs.
Health Sciences
Center Procedure:
Communication of Policy
Employees should be informed of this policy at the time of their appointment.
Collection Procedures
For purposes of implementing this policy, the following account-aging
guidelines will apply to accounts turned over to the HSC Bursar’s Office for
collection. Charges appearing on a billing statement for the first time are
considered to be Current charges. Charges are considered to be 30 Days Past Due
if they are outstanding on the second billing statement. Charges are considered
to be 60 Days Past Due if they are outstanding on the third billing statement.
Charges are considered to be 90 Days Past Due if they are outstanding on the
fourth billing statement.
Each month after the billing statements are mailed,
the Bursar’s Office will identify University employee accounts with outstanding
charges that are 90 or more days past due. Excluded from this process are
student employees (including graduate assistants) who are paying their accounts
in accordance with the University’s tuition and fee payment plan, or who have
made alternative payment arrangements with the Bursar’s Office.
The Bursar’s Office will send a letter to each employee identified above
requiring immediate payment in full. If the employee does not pay the
outstanding debt in full, the Bursar’s Office will follow its normal procedure
for collection accounts, including, but not limited to, referral to University
Collections, a division of Legal Counsel.
Overpayments
Any University employee who receives an overpayment through his or her payroll
for whatever reason (e.g., termination of employment, overestimate of hours, or
clerical error) will be responsible for repaying all amounts owed, including
any collection costs and/or tax consequences that result from the overpayment.
However, if it is determined that the department is responsible for the error
that resulted in an overpayment, the department shall bear the associated
collection costs.
Media Sanitization and Electronic Data
Disposal Policy
Formerly Staff Handbook
policy 5.31
When declaring electronic devices or media (computers, copy machines which
store data, hard drives, floppy diskettes, CDs, DVDs, flash drives, tapes, cell
phones, mobile devices, etc.) as excess, departments must ensure that all
electronic data contained on these items is disposed properly and not
vulnerable to theft or electronic compromise. This is called media sanitization
or electronic data disposal.
According to the Information Technology policy definitions document, sensitive
data include but are not limited to social security numbers; driver's license
or state ID card numbers; any financial account numbers; any credit or debit
card numbers; any security code, access code, or password; any health-related
data; and any critical infrastructure details. Media sanitization/electronic
data disposal comprises all actions necessary to protect data on surplus or
end-of-life University-owned media from unauthorized access.
Prior to electronic data disposal, a department should ensure compliance with
any known Legal Hold Notices and records-retention requirements for data
contained on the media by consulting with designated OU officials (e.g., Open
Records Act Officer, Legal Counsel, records retention officers, or departmental
or University privacy officers). Following disposal, departments must maintain
a disposal record for each item. The record should detail the type of device or
media, date, disposal method, and the final disposition of the media (sold,
recycled, returned, etc.). The full Media Sanitization and Electronic Data
Disposal Policy and other policy documents; as well as,
more information about data classification, can be found on the Information
Technology Website for each campus:
Norman Campus: https://www.ou.edu/ouit
OUHSC Campus: https://it.ouhsc.edu/
OU Tulsa Campus: https://www.ou.edu/tulsa/it
Fraud
Prevention, Reporting, and Whistleblower Protection Policy
The University prohibits fraudulent and dishonest behavior in the conduct of University business. It is the policy of the University to
prevent, deter, and detect dishonest and fraudulent activities and consistently
investigate suspected fraud. For the purposes of this policy, fraud is defined
as the intentional, false representation or concealment of a material fact for
the purpose of inducing another to act upon it. Fraudulent activities may
include, but are not limited to:
· Misappropriation of University property or other fiscal irregularities;
· Intentional misrepresentation in, or forgery or inappropriate alteration of, any document used for University business, including, but not limited to: checks, promissory notes, or securities; purchasing and procurement materials; employee benefit or salary-related items such as time sheets, billings, claims, assignments, or changes in beneficiary; records relating to health; student-related items, such as grades, transcripts, loans, or fee/tuition documents; and
· Willful and unauthorized destruction of records, property, or equipment with the intent to conceal evidence of fraud, dishonest behavior, or irregularities in the conduct of University business.
Fraud detected or suspected by a University
employee must be reported immediately to the University’s Internal Audit or the
University Fraud Reporting Hotline. University employees are prohibited from
taking any retaliatory action against an individual for good faith reporting,
or causing to be reported, suspected fraud. Any person who has been subjected
to retaliation in violation of this policy should notify any of the following
responsible offices: Internal Audit, Legal Counsel, the University President,
or the Board of Regents. If confirmed, retaliation in violation of this policy
shall result in appropriate disciplinary action, up to and including
termination.
The Chief Audit Executive shall be responsible for managing investigations in
response to reports of fraud, except when a real or reasonably perceived
conflict of interest could compromise the validity of an investigation, as
determined by the President of the University or the Board of Regents, in
consultation with the General Counsel. In cases where a report of fraud
implicates specialized subject matter or an area in which the University has
established investigatory or review procedures (e.g., Academic Integrity,
Compliance, Ethics in Research, Institutional Equity), the matter should be
referred accordingly unless, as determined by the Chief Audit Executive in
consultation with the General Counsel, such a referral is not in the best
interest of the University.
Investigations of suspected fraud shall, to the extent reasonably practicable
and to the extent permitted by law, be conducted in a manner that protects both
the participants in an investigation and the reputation of the person(s) who
are the subject of an investigation. If an investigation reveals evidence that
supports a finding of fraud, the investigative report shall be referred to the
executive officer over the area, the President, and/or the Board of Regents for
corrective action. Corrective action may include, but is not limited to,
disciplinary action against the perpetrator and/or adjustments to policies,
procedures, or controls, or referral to law enforcement.
The Chief Audit Executive is empowered to 1) make
recommendations to academic and
administrative units to promote fraud prevention and deterrence, 2) adopt procedures consistent with generally accepted standards of fraud
investigation to govern its conduct of fraud investigations, 3) manage the
appropriate referral of reports.
Income Tax
Withholding
Formerly Staff Handbook Policy 4.4
Each employee, upon being hired, must complete an Employee's Withholding
Certificate, Form W-4. The form, which the employee uses to identify for tax
purposes the number of eligible exemptions, is also the means by which eligible
employees can claim tax exemptions or withhold specified amounts.
Contact with
Reporters
On occasion, reporters for
print, broadcast, and emerging or social media contact University staff members
directly instead of working through the University's Public Affairs Office.
There is no objection to this procedure. However, any staff member who is
contacted and either gives a statement to the press or arranges for a
subsequent interview is requested to inform the Vice President for Public
Affairs. This is an informational procedure only, and the cooperation of the
staff is requested.
Computer Use
Policy, Formerly Staff Handbook 5.8
Employees
should make themselves aware of the University’s Computer Use and other related
communications policies located on the University’s Information Technology
website. To safeguard the University’s network and all of its computer
resources (the System), appropriate University discipline and or criminal and
civil penalties may be sought and imposed for illegal or unauthorized use. To
protect the integrity, reliability, and security of the System for lawful and
authorized use, monitoring and auditing are necessary. By accessing the System,
an employee expressly consents to these measures.
Should
we also point employees to the Acceptable Use Policy?
Parking Regulations
Norman Campus
The Parking Office maintains and controls parking facilities on the University
of Oklahoma Norman campus. The Parking Office is located on the first level of
the Jenkins Avenue Parking Facility, 1332 Jenkins Ave. The University of
Oklahoma Parking regulations are published annually and approved by the
president for the Board of Regents for each academic year. The president of the
university may revise, alter, or amend these regulations when conditions
warrant. The regulations are required to be reviewed by each individual upon
purchase of their parking permit and copies are available on the Parking
Services website at https://www.ou.edu/parking.
An online Norman campus parking map is available on the Parking Services
website at https://www.ou.edu/parking.
Health Sciences Center and OU Tulsa
Any employee or student who wishes to park a motor vehicle in any of the
parking lots operated by the Health Sciences Center
must have a parking permit and decal, which may be obtained by making
application at the Health Sciences Center Parking Office. Any faculty, staff,
or student who parks a personal motor vehicle in any of the lots on the Health
Sciences Center, Tulsa campus, must complete a short form of vehicle
identification and attach a small identification sticker to the vehicle(s).
Additional information may be found in Parking: Policies and Procedures, which
is available at the Parking Office.
Communication with State
Officials
The proper channel through which recommendations concerning the policies and/or administration of the University, its governed entities as a whole, or any of its parts should be communicated to the legislature or other state officials is the President or the Board of Regents. Further, any official statement made on behalf of the Board to the public through the press or otherwise shall be made only by the chair of the Board, provided the President may publicly explain prior Board action as deemed necessary and proper. Nothing in the preceding subsection is intended to or should be construed to abridge the rights and privileges of regents to publicly express their personal opinions on any matter or to abridge constitutional rights of employees to comment on matters of public concern or to prohibit any other rights of communication established by law.
Intellectual Property Policy
Formerly Staff Handbook policy 3.14
The University’s Intellectual Property Policy, which applies to
faculty, staff, and applicable students, is listed in its entirety for Norman
campus employees in the Norman Campus Faculty Handbook located on the Office of
The Senior Vice President and Provost website. Policy subsections describe the
policy specifics for patents, trademarks, and copyrights, respectively. Health
Sciences Center employees can find this information in the Health Sciences
Center Faculty Handbook on Office of The Senior Vice President and Provost
website.